HomeMy WebLinkAboutAgenda Packet - CC - 2023.05.15INGAME HALL
City of Burlingame B501 PRIMROSE ROAD
501 PRIMROSE ROAD
BURLINGAME
F,
BURLINGAME, CA 94010
Meeting Agenda - Final
City Council
Monday, May 15, 2023
7:00 PM Council Chambers/Zoom
Consistent with Government Code Section 54953, this City Council Meeting will be held via
Zoom in addition to in person.
To maximize public safety while still maintaining transparency and public access, members of
the public can observe the meeting from home or attend the meeting in person. Below is the
information on how the public may observe and participate in the meeting.
To Attend the Meeting in Person:
Location: 501 Primrose Road, Burlingame, California 94010
To Observe the Meeting via Zoom:
To access the meeting by computer.
Go to www.zoom.us/join
Meeting ID: 873 3431 3797
Passcode:645999
To access the meeting by phone:
Dial 1-669-900-6833
Meeting ID: 873 3431 3797
Passcode:645999
To Provide Public Comment in Person:
Members of the public wishing to speak will be asked to fill out a "Request to Speak" card
located on the table by the door and then hand it to staff. The provision of a name, address, or
other identifying information is optional. Speakers are limited to three minutes each, however,
the Mayor may adjust the time limit in light of the number of anticipated speakers.
To Provide Public Comment via Zoom:
During the meeting, public comment may be made by members of the public joining the
meeting via Zoom. Zoom access information is provided above. Use the "Raise Hand" feature
(for those joining by phone, press "9" to "Raise Hand) during the public comment period for
the agenda item you wish to address. The Zoom Host will call on people to speak by name
provided or the last four digits of the phone number for dial -in attendees. Speakers are limited
to three minutes each, however, the Mayor may adjust the time limit in light of the number of
anticipated speakers.
City of Burlingame Page 1 Printed on 511112023
City Council Meeting Agenda - Final May 15, 2023
To Provide Public Comment via Email:
Members of the public may provide written comments by email to
publiccomment@burlingame.org. Emailed comments should include the specific agenda item
on which you are commenting. Note that your comment concerns an item that is not on the
agenda. The length of the comment should be commensurate with the three minutes
customarily allowed for verbal comments which is approximately 250 to 300 words. To ensure
that your comment is received and read to the City Council for the appropriate agenda item,
please submit your email no later than 5:00 p.m. on Monday, May 15, 2023. The City will make
every effort to read emails received after that time but cannot guarantee such emails will be
read into the record. Any emails received after the 5:00 p.m. deadline which are not read into
the record will be provided to the City Council after the meeting.
1. CALL TO ORDER - 7:00 p.m. - Council Chambers/Online
To access the meeting by computer:
Go to www.zoom.us/join
Meeting ID: 873 3431 3797
Passcode:645999
To access the meeting via phone:
Dial 1-669-900-6833
Meeting ID: 873 3431 3797
Passcode:645999
2. PLEDGE OF ALLEGIANCE TO THE FLAG
3. ROLL CALL
4. REQUEST FOR AB 2249 REMOTE PARTICIPATION
Announcements/consideration and approval of requests by Councilmembers to participate remotely
pursuant to AB 2449 (Government Code Section 54943(f))
5. REPORT OUT FROM CLOSED SESSION
6. UPCOMING EVENTS
7. DISCLOSURE OF SB 1439 CONFLICTS (Government Code Section 84308)
8. PRESENTATIONS
a. Proclamation Recognizing May as Mental Health Awareness Month
b. Proclamation Recognizing Jewish American Heritage Month
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City Council Meeting Agenda - Final May 15, 2023
C. Youth Advisory Committee (YAC) Presentation
9. PUBLIC COMMENTS, NON -AGENDA
Members of the public may speak about any item not on the agenda. Members of the public wishing to
suggest an item for a future Council agenda may do so during this public comment period. The Ralph M.
Brown Act (the State local agency open meeting law) prohibits the City Council from acting on any matter
that is not on the agenda.
10. APPROVAL OF CONSENT CALENDAR
Consent calendar items are usually approved in a single motion, unless pulled for separate discussion.
Any member of the public wishing to comment on an item listed here may do so by submitting a speaker
slip for that item in advance of the Council's consideration of the consent calendar.
a. Approval of City Council Meeting Minutes for the May 1, 2023 City Council Meeting
Attachments: Meeting Minutes
b. Approval of City Council Meeting Minutes for the May 3, 2023 Closed Session
Attachments: Meeting Minutes
C. Adoption of a Resolution of Intention to Establish the San Francisco Peninsula Tourism
Marketing District and Fixing the Time and Place of a Public Meeting and a Public
Hearing and Adoption of a Resolution Requesting Consent from Other Cities within the
Boundaries of the District and the Unincorporated Area of San Mateo County to Form
the nictrirrt
Attachments: Staff Report
Resolution of Intention
Resolution Requesting Consent
Management District Plan
d. Adoption of a Resolution Authorizina the Citv Manaaer to Execute a Grant Aareement
with San Mateo County to Secure $500,000 in Funding for the Town Square Project
Attachments: Staff Report
Resolution
Grant Agreement
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City Council Meeting Agenda - Final May 15, 2023
e. Adoption of a Resolution Awarding a $1,497,326.40 Construction Contract to Interstate
Grading and Paving, Inc. for the 2023 Street Resurfacing Program, City Protect No.
86400, and Authorizing the City Manager to Execute the Construction Contract
Attachments: Staff Report
Resolution
Bid Summary
Construction Contract
Project Location Map
f. Adoption of a Resolution Awarding a $1,013,950 Construction Contract to R&S
Construction Management, Inc. for the 2023 Sidewalk Repair Program, City Protect
No. 86450, and Authorizing the City Manager to Execute the Construction Contract
Attachments: Staff Report
Resolution
Bid Summary
Construction Contract
Project Location Map
g. Adoption of Resolutions Initiating Proceedings to Renew the Levy and Collection of
Assessments for the Downtown Burlingame Avenue Streetscape Improvement Protect
for Fiscal Year 2023-24; Approving the Annual Engineer's Report for Fiscal Year
2023-24; and Declaring the Intention to Levy and Collect Assessments for Fiscal Year
2023-24 and Setting a Public Hearing
Attachments: Staff Report
Resolution Initiatina Proceedinas for Lew & Collections
Resolution Approving Annual Report for FY 2023-24
Updated Engineer's Report FY 2023-24
Resolution Declarina Intention to Lew & Collect Assessments
Staff Report - April 2, 2012
Staff Report - May 21, 2012
h. Adoption of Resolutions Authorizing the Filing of Applications for Funding to the
Metropolitan Transportation Commission (MTC) under the One Bay Area Grant
(OBAG) 3 Program and Confirm Compliance with State Housing Laws to Maintain
Funding Eligibility
Attachments: Staff Report
Resolution for Rollins Road Bicycle and Pedestrian Improvements Prolect
Resolution for State Housing Laws Compliance
Prolect Location Map
MTC Call for Nominations Announcement
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City Council Meeting Agenda - Final May 15, 2023
Adoption of a Resolution Authorizing the City Manager to Renew the Service
Agreement with Granicus, Inc. for Agenda Management, Video Streaming Services,
and Closed Captions for Three Years at a Total Cost of $155,518.05
Attachments: Staff Report
P-1i itinn
Proposed Agreement
2020 Agreement
j. Adoption of a Resolution Authorizing the City Manager to Enter into two Memoranda of
Understanding Between the City of Burlingame and the County of San Mateo and the
City of East Palo Alto to Collaborate in a Joint Effort to Develop Environmental Justice
Elements for all Three Jurisdictions, Including all Necessary Technical Analyses,
Community Engagement, and Policy/Program Development; and, Acting as the
Proiect's Fiscal Agent, Enter into Professional Service Agreements with Placeworks
and Community Planning Collaborative, with the City of Burlingame's Share of the
Combined Contracts Totaling $146,636 and the Remainder of the Contracted Amounts
Paid for by the County of San Mateo and the City of East Palo Alto
Attachments: Staff Report
EXHIBIT A - Resolution
EXHIBIT B - Protect RFP
EXHIBIT C - PlaceWorks Revised Proposal
EXHIBIT D - CPC Scope and Fee Proposal
EXHIBIT E — MOU with County of San Mateo
EXHIBIT F — MOU with City of East Palo Alto
k. Adoption of a Resolution Authorizina a Memorandum of Understandina with the Count
of San Mateo to Join a Multijurisdictional Safety Element Project with the Municipalities
of Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno,
Brisbane, and Pacifica and San Mateo County as Agency Participants and Authorize
up to $142,258 of Funding for the Project
Attachments: Staff Report
Resolution
Exhibit A - MOU
Exhibit B - PlaceWorks Scope and Fee Proposal
Exhibit C - CPC Scope and Fee Proposal
Approval of Out -of -State Travel for the Parks and Recreation Director and Recreation
Supervisor to Attend the National Recreation and Parks Association Annual
Conference
Attachments: Staff Report
11. PUBLIC HEARINGS (Public Comment)
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City Council Meeting Agenda - Final May 15, 2023
12. STAFF REPORTS AND COMMUNICATIONS (Public Comment)
a. Discussion of a Possible Community Event Street Closure Program for Burlingame
Avenue
Attachments: Staff Report
Park Road Alternatives
13. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS
Councilmembers report on committees and activities and make announcements.
14. FUTURE AGENDA ITEMS
15. ACKNOWLEDGMENTS
The agendas, packets, and meeting minutes for the Planning Commission, Traffic Safety & Parking
Commission, Beautification Commission, Parks & Recreation Commission, and the Library Board of
Trustees are available online at www.burlingame.org.
16. ADJOURNMENT
Notice: Any attendees who require assistance, a disability related modification, or language
assistance in order to participate in the meeting should contact Meaghan Hassel -Shearer, City Clerk
by 10:00 a.m. on Monday, May 15, 2023 at (650) 558-7203 or at mhasselshearer@burlingame.org.
Any individual who wishes to request an alternate format for the agenda, meeting notice, or other
writings that are distributed at the meeting, should contact Meaghan Hassel -Shearer, City Clerk by
10:00 a.m. on Monday, May 15, 2023 at (650) 558-7203 or at mhasselshearer@burlingame.org.
Notification in advance of the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting, the materials related to it, and your ability to comment.
NEXT CITY COUNCIL MEETING
Regular City Council Meeting on Monday, June 5, 2023 at 7:00 p.m.
VIEW REGULAR COUNCIL MEETING ONLINE
www.burlingame.org/video
Any writings or documents provided to a majority of the City Council regarding any item on this
agenda will be made available for public inspection via www.burlingame.org or by emailing City Clerk
Meaghan Hassel -Shearer at mhasselshearer@burlingame.org. If you are unable to obtain information
via the City's website or through email, contact the City Clerk at (650) 558-7203.
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CITY C
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BURLINGAME CITY COUNCIL
Unapproved Minutes
Regular City Council Meeting on May 1, 2023
1. CALL TO ORDER
Agenda Item: 10a
Meeting Date: May 15, 2023
A duly noticed meeting of the Burlingame City Council was held on the above date in person and via Zoom
at 7:01 p.m.
2. PLEDGE OF ALLEGIANCE TO THE FLAG
The pledge of allegiance was led by Mary Herman.
3. ROLL CALL
MEMBERS PRESENT: Beach, Brownrigg, Colson, Stevenson,
MEMBERS ABSENT: Ortiz
4. REPORT OUT FROM CLOSED SESSION
There was no closed session.
5. UPCOMING EVENTS
Mayor Brownrigg reviewed upcoming events in the city.
6. PRESENTATIONS
a. PROCLAMATION FOR MARY HERMAN'S 100T" BIRTHDAY
Mayor Brownrigg read the proclamation recognizing Mary Herman for all of her contributions to the
community.
Mary Herman spoke about what a wonderful experience it has been living in and serving the people of
Burlingame.
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Agenda Item: 10a
Meeting Date: May 15, 2023
The Council thanked Ms. Herman for all of her work on the Library Board of Trustees, the Library
Foundation, and on Peninsula Healthcare District advisory committees.
Mayor Brownrigg opened the item up for public comments.
Former Mayor Ann O'Brien congratulated Ms. Herman on her 100t" birthday. She added that it has been a
pleasure working with her over the years, and she has enjoyed their friendship.
Library Trustee Kris Cannon thanked Ms. Herman for all her hard work and leadership in the community.
Sylvia, Executive Director of the Trousdale, thanked Ms. Herman for all her hard work and friendship.
Retired Peninsula Healthcare District CEO Cheryl Fama thanked Ms. Herman for all her hard work and for
being a worthy role model.
Burlingame Presbyterian Church representative Jane Doty MacKenzie stated how grateful she is for Ms.
Herman and all the hard work she has done.
Mayor Brownrigg closed public comment.
b. RACIAL AND IDENTITY PROFILING ACT ("RIPA") REPORT FROM THE POLICE DEPARTMENT
Police Chief Matteucci explained that in 2016, the State passed AB 953, the Racial and Identity Profiling Act
(RIPA). He stated that under RIPA, police departments are required to collect data on their
stops/detentions. This information is then reported to the California Department of Justice. He noted that
this is done in an attempt to combat biased based policing.
He reviewed the timeline for compliance that the State adopted:
Number of Peace Officers in Agency
Deadline to Issue First Annual Report
1000+
April 1, 2019
667 to 999
April 1, 2020
334 to 666
April 1, 2022
1 to 333
April 1, 2023
Police Chief Matteucci stated that Burlingame has 40 sworn officers, and therefore this is the first year that
the police department was required to report their numbers. However, he stated that staff made the
decision to implement the reporting a year early in order to test the reporting system and work out any
bugs. He thanked Sergeant Perna for leading the charge on the implementation and maintenance of the
RIPA program.
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Agenda Item: 10a
Meeting Date: May 15, 2023
Police Chief Matteucci reviewed the types of data that the police department needs to collect under RIPA:
Stop Data
Detainee's Information
Officer's Information
Date, time, and duration
Perceived race or ethnicity
Identification (ID) number
Location
Perceived gender
Years of experience
Reason
Perceived to be LGBT
Type of assignment of officer
Actions taken by officer
Perceived age
Results
Degree of English fluency
Perceived or known disability
Police Chief Matteucci stated that the need for special collection software and the length of time to comply
is due to the large amount of data collected at every stop. He noted that being able to sort and compile
this data completely and accurately is complicated.
Police Chief Matteucci stated that the law requires that the City report the officer's perception of the
person's identity, not the individual's actual identity. He explained that the police are required to report
both officer -initiated detentions and calls initiated by the public. He noted the data can be found on the
Burlingame Police Department website and on the California Department of Justice website.
Police Chief Matteucci stated that the reporting categories are mandated by the State. He reviewed the
City's numbers:
Race
Gender
Stop Reason
Result of Stop
35.9% White
67.2% Male
78.6% Traffic violation
38.1% Warning
27.6% Hispanic/Latino
32.5% Female
16.5% Criminal activity
26.6% Citation for
suspected
infraction
15.8% Asian
0.2% Transgender Male
3.8% Consensual
18.4% No action
encounter and search
9.8% Middle Eastern or
0.0% Transgender
0.6% Warrant or wanted
5.4% Arrest without
South Asian
Female
warrant
8.4% Black/African
0.0% Gender non-
0.3% Parole/probation,
2.8% Arrest with
American
conforming
supervision
warrant
20.2% Pacific Islander
0.1% School policy
2.6% In -field cite and
violation
release
0.3% Native American
0.0% Education Code
2.3% Interview card
discipline
completed
2.0% Psychiatric hold
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Agenda Item: 10a
Meeting Date: May 15, 2023
1.4% Transported non-
criminal
0.3% Contacted
parent/guardian
0.1% Referred school
administrator
0.0% Referred school
counselor
0.0% Contacted DHS
He reviewed the difference in the calls initiated by the public versus officer -initiated calls. He stated that
while African Americans represented the 5t" largest group among officer -initiated calls, they represented
the third largest group among public -initiated calls.
Police Chief Matteucci noted that interpreting the data is tricky. He explained that the data can't be
compared to the City's population numbers because Burlingame sits in the middle of a populated area.
Therefore, the City's data is impacted by individuals traveling, working, and driving through the city.
Vice Mayor Colson thanked Police Chief Matteucci for the presentation. She stated that it will be
interesting to see the long-term patterns in the data. She asked how Burlingame's data compares to other
cities in the area. Police Chief Matteucci replied that he would need to get back to Council with that data.
Councilmember Stevenson asked if the recorded data was the officer's perception and if it was checked
against California Drivers License data. Police Chief Matteucci replied that the data reports only the
officer's perception.
Councilmember Stevenson asked if there were any substantive changes in the data set since the program
was rolled out. Police Chief Matteucci replied in the negative.
Councilmember Beach thanked Police Chief Matteucci for starting the program a year earlier than required.
She asked what the police department has learned from this information or if there are any changes that
the City should make as a result of the data. Police Chief Matteucci replied that the police department is
looking into additional training. He noted that at a conference, he learned that the best way to review the
data is to compare it to traffic accidents since traffic accidents are largely random. He explained that he did
this and found the numbers to be very similar.
Councilmember Beach stated that she would like to see the data further broken down and digestible for
the public. Police Chief Matteucci replied that the categories the data is broken into reflect what the
vendor supplies. However, he has asked the vendor to compare the RIPA data to traffic data for the City's
website.
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Agenda Item: 10a
Meeting Date: May 15, 2023
Mayor Brownrigg thanked Police Chief Matteucci for the hard work done on the RIPA data. He added that
he appreciated that the police department is embracing the RIPA program and thanked Sergeant Perna for
all his work on this initiative.
Mayor Brownrigg opened the item up for public comment. No one spoke.
Councilmember Beach stated that she was in support of any additional resources towards police training
and community conversations on RIPA issues.
Mayor Brownrigg asked that RIPA data be reported to the City Council on a yearly basis at a Council
meeting. City Manager Goldman replied in the affirmative.
7. PUBLIC COMMENTS, NON -AGENDA
There were no public comments.
8. APPROVAL OF CONSENT CALENDAR
Mayor Brownrigg asked the Councilmembers and the public if they wished to remove any item from the
Consent Calendar. No item was removed.
Vice Mayor Colson made a motion to adopt the Consent Calendar; seconded by Councilmember Stevenson.
The motion passed unanimously by roll call vote, 4-0-1. (Councilmember Ortiz was absent).
a. APPROVAL OF CITY COUNCIL MEETING MINUTES FOR THE APRIL 17. 2023 CLOSED SESSION
City Clerk Hassel -Shearer requested Council approve the City Council Meeting Minutes for the April 17,
2023 Closed Session.
b. APPROVAL OF CITY COUNCIL MEETING MINUTES FOR THE APRIL 17, 2023 REGULAR CITY COUNCIL
MEETING
City Clerk Hassel -Shearer requested Council approve the City Council Meeting Minutes for the April 17,
2023 Regular Meeting.
c. ADOPTION OF AN ORDINANCE RENEWING THE BURLINGAME POLICE DEPARTMENT MILITARY
UIPMENT USE POLICY: CEQA DETERMINATION: EXEMPT PURSUANT TO STATE
GUIDELINES SECTIONS 15378; 15061(B)(3)
City Attorney Guina and Police Chief Matteucci requested Council to adopt Ordinance 2017.
Agenda Item: 10a
Meeting Date: May 15, 2023
d. ADOPTION OF A RESOLUTION ACCEPTING THE 2022 STREET RESURFACING PROGRAM
EARTHWORK, INC., CITY PROJECT NO. 86220
DPW Murtuza requested Council adopt Resolution Number 044-2023.
e. ADOPTION OF A RESOLUTION RESCINDING THE WATER SHORTAGE EMERGENCY DECLARATION
ADOPTED ON JUNE 6. 2022 AND DIRECTING STAFF TO CONTINUE TO IMPLEMENT WATER USE
RESTRICTIONS CONSISTENT WITH THE REQUIREMENTS OF TITLE 23, SECTIONS 995 AND 996 OF
THE CALIFORNIA CODE OF REGULATIONS FOR THE DURATION OF THE EMERGENCY REGULATION
DPW Murtuza requested Council adopt Resolution Number 045-2023.
f. OPEN NOMINATION PERIOD TO FILL ONE VACANCY ON THE LIBRARY BOARD OF TRUSTEES
City Manager Goldman requested that Council open the nomination period to fill one vacancy on the
Library Board of Trustees.
9. PUBLIC HEARINGS
a. PUBLIC HEARING AND ADOPTION OF A RESOLUTION APPROVING THE CITY OF BURLINGAME
MASTER FEE SCHEDULE FOR FISCAL YEAR 2023-24
Finance Director Yu -Scott explained that the City Council, staff, and the public are asked to annually review
the Master Fee Schedule as part of the budget process. She stated that staff recommendations for fees are
developed in accordance with the User Fee Cost Recovery Policy that was adopted in 2018.
Vice Mayor Colson stated that she had thoroughly reviewed the fees and thought that several were
outdated (for example the fee to request a VHS copy of a City Council meeting) and had questions about
other fees.
The Council discussed some of the fees that the Vice Mayor questioned. It was determined that the Vice
Mayor should forward her concerns to the City Manager for further review.
City Manager Goldman stated that staff would review the Vice Mayor's concerns. She explained that staff
would review the questions and, after the Master Fee Schedule is adopted, discussions could be agendized
for any large change in practice.
Mayor Brownrigg opened the item up for public comment. No one spoke.
Councilmember Beach made a motion to adopt Resolution Number 046-2023; seconded by Vice Mayor
Colson. The motion passed unanimously by roll call vote, 4-0-1. (Councilmember Ortiz was absent).
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Agenda Item: 10a
Meeting Date: May 15, 2023
b. PUBLIC HEARING AND ADOPTION OF BROADWAY AREA BUSINESS IMPROVEMENT ASSESSMENTS
FOR FISCAL YEAR 2023-24
Finance Director Yu -Scott stated that at the April 3, 2023 City Council Meeting, the Council adopted a
resolution of intention to set the 2023-2024 Fiscal Year Broadway Area Bid Assessments at the May 1, 2023
Council Meeting.
Finance Director Yu -Scott asked City Clerk Hassel -Shearer if the City received any protests. City Clerk
Hassel -Shearer responded that the City received one protest.
Finance Director Yu -Scott stated that because one protest did not constitute a majority, staff's
recommendation is to adopt the Broadway Area Business Improvement assessments for fiscal year 2023-
24.
Mayor Brownrigg opened the item up for public comment. No one spoke.
Councilmember Stevenson made a motion to adopt Resolution Number 047-2023; seconded by
Councilmember Beach. The motion passed unanimously by roll call vote, 4-0-1. (Councilmember Ortiz was
absent.)
10. STAFF REPORTS AND COMMUNICATIONS
a. DISCUSSION OF A POSSIBLE COMMUNITY EVENT STREET CLOSURE PROGRAM FOR BURLINGAME
AVENUE
CDD Gardiner stated that in 2020, the City initiated a series of measures to facilitate safe outdoor dining in
the midst of the COVID-19 pandemic. He explained that one of the measures included implementing
temporary street closure programs for both Downtown Burlingame Avenue and Broadway and installing
parklets on side streets in the Downtown Burlingame Avenue area.
CDD Gardiner stated that the City terminated the temporary street closure program on Burlingame Avenue
and converted to a parklet program due to concerns with overcrowding, lack of public adherence to social
distancing protocols, and complaints from businesses regarding access and parking impacts. He noted that
the City continued to allow the Broadway street closure for a number of months as there were no
complaints of violations, and the Broadway Business Improvement District (BID) was supportive of the
street closures. He stated that the program was popular with many residents, and there was interest from
Councilmembers in revisiting the matter once the pandemic health orders were lifted.
CDD Gardiner stated that when the potential closure was discussed at the March Economic Development
Subcommittee meeting, the Broadway BID indicated that street closures would not be of interest for
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Agenda Item: 10a
Meeting Date: May 15, 2023
Broadway due to access issues and a larger number of daytime service -oriented businesses that need
parking for customers.
CDD Gardiner stated that there was interest from the Downtown Business Improvement District (DBID) and
Chamber of Commerce representatives in a potential multi -week closure of several blocks of Burlingame
Avenue as a pilot to coincide roughly with the Chamber's Burlingame on the Avenue Festival taking place
on August 19-20, 2023.
CDD Gardiner stated that to gauge interest in a street closure program, staff distributed a survey to
merchants to determine whether they would support longer -term street closures and where those closures
should occur, if at all. He explained that the City received 45 responses to the survey. He reviewed the
questions and responses from the surveyed merchants:
• Of the 45 responses received,
o four were from businesses in the 1100 block of Burlingame Avenue
o six in the 1200 block
o two in the 1300 block
o seven in the 1400 block
o two in the 200 block of Park Road
0 21 in other locations other than Burlingame Avenue or Park Road.
o (Three respondents skipped the question)
• When asked do you support long-term (multi -week) street closures.
0 20 respondents (48%) indicated that they would support a closure.
0 22 respondents (52%) indicated that they would not.
o (Three respondents skipped the question)
• When asked where do you think makes most sense for a street closure,
0 18 respondents indicated all of Burlingame Avenue
o two indicated the 1100 and 1200 blocks of Burlingame Avenue
o six indicated the 1200 and 1300 blocks of Burlingame Avenue
o two indicated the 1300 and 1400 blocks of Burlingame Avenue
o six indicated Park Road
o 20 indicated "other" (respondents were allowed to select more than one option). Of the 20
respondents who indicated "other," most indicated they did not support any closures,
though some suggested Primrose Road or Washington Park.
• When asked how long should long-term/seasonal event street closures be.
o six respondents (15%) indicated two weeks.
o three (8%) indicated three weeks.
0 11 (28%) indicated four weeks or longer.
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Agenda Item: 10a
Meeting Date: May 15, 2023
0 19 (49%) indicated they did not support long-term/seasonal event street closures.
o (Six respondents skipped the question)
When asked should street closures be considered while parklets remain in place.
0 21 respondents (48%) indicated yes.
0 23 (52%) indicated no.
o (One respondent skipped the question)
CDD Gardiner noted that parklets are allowed to remain until June, 30, 2024. He continued that the parklet
program will return to the Council for discussion as the June 30, 2024 expiration date approaches.
Mayor Brownrigg stated that at the Economic Development Subcommittee meetings, members and staff
have discussed the importance of not closing cross streets if the City institutes a street closure program.
Councilmember Stevenson asked if there is data to show where the businesses that are for and against
street closures reside. He also wanted to know if the businesses understood the potential positive
economic impacts of closing the street.
Councilmember Beach stated that if cross traffic is allowed, the City needs to ensure adequate traffic
calming measures are in place in order to protect pedestrians. She added that if the City was to pilot a
street closure program, it should do so for long enough to collect data on the potential benefits and
impacts.
Vice Mayor Colson discussed the number of restaurants on Lorton Avenue. She noted that it might be
easier to close Lorton Avenue over a street with retail.
Mayor Brownrigg opened the item up for public comment.
John Kevranian suggested street closures on less busy days to drive more traffic to businesses. He
mentioned that weekends are already busy.
Mayor Brownrigg closed public comment.
Mayor Brownrigg stated he would be in favor of experimenting with a two -week closure. He mentioned
that B Street in San Mateo at times can feel empty, and that is something he wants to avoid.
Councilmember Stevenson stated he is in favor of experimenting and incorporating it into a long-term plan.
Councilmember Beach discussed the new parking garage off of Burlingame Avenue. She stated that
because it is not often full, she was not as concerned about parking impacts due to a street closure. She
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Agenda Item: 10a
Meeting Date: May 15, 2023
also suggested that staff should review other cities with street closure programs to learn what works and
how businesses and the community are impacted.
City Manager Goldman stated that the new parking garage is being utilized by the community. She noted
that on Thursday at noon, there were only 28 spaces available.
Vice Mayor Colson suggested closing the 1200 and 1300 blocks of Burlingame Avenue as well as a portion
of Park Street. She stated that this would create a good traffic flow, and most of the businesses in that area
are restaurants or sell smaller items. She suggested undertaking a two -week closure that would coincide
with the Chamber of Commerce's art and wine festival.
Councilmember Stevenson and Councilmember Beach concurred with the Vice Mayor's suggestion.
Councilmember Beach discussed having live music on Burlingame Avenue in order to activate the space
during the street closure.
Mayor Brownrigg asked that the pilot program be agendized for the Council's review.
11. COUNCIL COMMITTEE AND ACTIVITIES REPORTS AND ANNOUNCEMENTS
Council reviewed their committee appointments.
12. FUTURE AGENDA ITEMS
There were no future agenda items.
13. ACKNOWLEDGMENTS
The agendas, packets, and meeting minutes for the Planning Commission, Traffic, Safety & Parking
Commission, Beautification Commission, Parks & Recreation Commission, and Library Board of Trustees are
available online at www.burlingame.org.
14. ADJOURNMENT
Mayor Brownrigg adjourned the meeting at 8:55 p.m.
Respectfully submitted,
Meaghan Hassel -Shearer
City Clerk
10
GITT
BURLINGAML
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BURLINGAME CITY COUNCIL
Unapproved Minutes
Closed Session on May 3, 2023
1. CALL TO ORDER
Agenda Item: 10b
Meeting Date: May 15, 2023
A duly noticed meeting of the Burlingame City Council was held on the above date in Conference Room A at
6:07 p.m.
2. ROLL CALL
MEMBERS PRESENT: Brownrigg, Beach, Colson, Ortiz
MEMBERS ABSENT: Stevenson
Vice Mayor Colson appeared at the meeting via Zoom as noticed on the agenda.
3. PUBLIC COMMENTS
There was no public comment.
4. REPORT OUT FROM CLOSED SESSION
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (GOVERNMENT CODE SECTION 54957) TITLE:
CITY ATTORNEY
b. CONFERENCE WITH LABOR NEGOTIATORS (GOVERNMENT CODE SECTION 54957.6
AGENCY DESIGNATED REPRESENTATIVES: CITY COUNCIL
UNREPRESENTED EMPLOYEE: CITY ATTORNEY MICHAEL GUINA
City Attorney Guina stated that direction was given but no reportable action was taken.
5. ADJOURNMENT
Mayor Brownrigg adjourned the meeting at 7:45 p.m.
Respectfully submitted,
Meaghan Hassel -Shearer, City Clerk
1
BUR— INGan�� AGENDA NO: 10c
STAFF REPORT
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Lisa K. Goldman, City Manager — (650) 558-7243
Subject: Adoption of a Resolution of Intention to Establish the San Francisco
Peninsula Tourism Marketing District and Fixing the Time and Place of a
Public Meeting and a Public Hearing and Adoption of a Resolution
Requesting Consent from Other Cities within the Boundaries of the District
and the Unincorporated Area of San Mateo Countv to Form the District
RECOMMENDATION
Staff recommends that the City Council adopt resolutions establishing the San Francisco Peninsula
Tourism Marketing District and requesting the consent of the other cities within the District
boundaries, and the unincorporated area of San Mateo County, to form the District.
BACKGROUND
In 2001, the San Mateo County Tourism Business Improvement District (SMCTBID) was formed
pursuant to the Parking and Business Improvement Area Law of 1989 (89 Law). The San Mateo
County/Silicon Valley Convention and Visitors Bureau dba The San Francisco Peninsula (SFP),
and San Mateo County lodging businesses now seek to modernize the SMCTBID by forming a new
District, the San Francisco Peninsula Tourism Marketing District (SFPTMD), pursuant to the
Property and Business Improvement District Law of 1994.
DISCUSSION
The SFPTMD is a benefit assessment district proposed to create a revenue source to help fund
marketing and sales promotion efforts for San Francisco Peninsula area lodging businesses. This
approach has been used successfully in other destination areas throughout the state to improve
tourism and drive additional room nights to assessed lodging businesses. The proposed SFPTMD
includes all lodging businesses located within the boundaries of the cities of Belmont, Brisbane,
Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood
City, San Bruno, San Carlos, San Mateo, South San Francisco, and the unincorporated area of
San Mateo County.
1
Formation of SF Peninsula Tourism Marketing District May 15, 2023
SFP and lodging business owners decided to pursue formation of the SFPTMD in order to create
a revenue source devoted to marketing the San Francisco Peninsula area as a tourist, meeting,
and event destination. If established, the SFPTMD would generate approximately $10,895,479 on
an annual basis for promotion of travel and tourism specific to the San Francisco Peninsula area.
TOURISM MARKETING DISTRICTS
Tourism Marketing Districts (TMDs) utilize the efficiencies of private sector operation in the market -
based promotion of tourism. These special assessment districts allow lodging business owners to
organize their efforts to increase tourism. Lodging business owners within the TMD fund the TMD,
and those funds are used to provide services that are desired by and benefit the lodging businesses
within the TMD.
TMD benefits:
• Funds cannot be diverted for other government programs;
• They are customized to fit the needs of each destination;
• They allow for a wide range of services; including destination marketing, tourism promotion,
and sales lead generation;
• They are designed, created, and governed by those who will pay the assessment; and
• They provide a stable funding source for tourism promotion.
In California, TMDs are primarily formed pursuant to the Property and Business Improvement
District Law of 1994 (94 Law). This law allows for the creation of a special benefit assessment
district to raise funds within a specific geographic area. The key difference between TMDs and
other special benefit assessment districts is that funds raised are returned to the private non-profit
corporation governing the TMD.
MANAGEMENT DISTRICT PLAN
The attached Management District Plan includes the proposed boundary of the SFPTMD, a service
plan and budget, and a proposed means of governance. The SFPTMD will include all lodging
businesses located within the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo
Alto, Foster City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San
Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo County.
The annual assessment rate is one- and one-half percent (1.5%) of gross short-term sleeping room
rental revenue for lodging businesses with 5,000 square feet or more of dedicated meeting space,
and 0.75% for all other lodging businesses within the SFPTMD's boundaries. Based on the benefit
received, assessments will not be collected on stays of more than 30 consecutive days; stays
provided to airline cockpit and/or cabin crews pursuant to an agreement between a hotel and an
airline, which is in furtherance of or to facilitate such crews' performance of their jobs for the airline,
including layovers between flights; employees of the state or federal government if room charges
are paid directly by their employing agency and copies of official travel orders are submitted as
2
Formation of SF Peninsula Tourism Marketing District May 15, 2023
applicable; and any properly credentialed officer or employee of a foreign government who is
exempt by reason of express provision of federal law or international treaty.
The proposed SFPTMD will have a five-year life, beginning October 1, 2023, or as soon as possible
thereafter, and ending five years from its start date. The assessment will be implemented beginning
October 1, 2023, or as soon as possible thereafter. Once per year beginning on the anniversary
of SFPTMD formation, there is a 30-day period in which business owners paying 50% or more of
the assessment may protest and begin proceedings to terminate the SFPTMD.
The City of Burlingame shall be responsible for collecting the assessments on a monthly basis
(including any delinquencies, penalties, and interest) from each lodging business located in the
boundaries of the SFPTMD. The City shall make all reasonable efforts to collect the assessments
from each lodging business. The City shall be paid a fee equal to one percent (1 %) of the amount
of assessment collected, or a flat fee of $60,000, whichever is greater, each year to cover its costs
of collection and administration.
SFPTMD FORMATION PROCESS
May 15, 2023 RESOLUTION OF INTENTION HEARING & RESOLUTION REQUESTING
CONSENT
Upon the submission of a written petition, signed by the lodging business
owners in the proposed district who will pay more than 50% of the
assessments proposed to be levied, the City Council may initiate
proceedings to establish a district by the adoption of a resolution expressing
its intention to establish a district.
Petition Status: Petitions in favor of SFPTMD formation were submitted by
65 lodging businesses, which represent 58.12% of the total SFPTMD
assessment. This majority petition allows the City Council to initiate
proceedings for SFPTMD formation at the May 15, 2023 meeting.
Upon adoption of the Resolution of Intention, the City of Burlingame shall
adopt a resolution requesting consent from all jurisdictions to be included in
the proposed SFPTMD. Consent must be received from the jurisdictions
prior to the final public hearing for their jurisdiction to be included in the
established SFPTMD.
By May 21, 2023 NOTICE
The 94 Law requires the City to mail written notice to the owners of all lodging
businesses proposed to be within the SFPTMD. Mailing the notice begins a
mandatory 45-day period in which owners may protest SFPTMD formation.
June 20, 2023 PUBLIC MEETING
3
Formation of SF Peninsula Tourism Marketing District
May 15, 2023
Allow public testimony on the formation of the SFPTMD and levy of
assessments. No Council action required.
July 5, 2023 FINAL PUBLIC HEARING
If written protests are received from the owners of lodging businesses in the
proposed SFPTMD who will pay more than 50% of the assessments
proposed to be levied, and protests are not withdrawn so as to reduce the
protests to less than 50%, no further proceedings to levy the proposed
assessment against such lodging businesses shall be taken for a period of
one year from the date of the finding of a majority protest by the Council.
If the Council, following the public hearing, decides to establish the proposed
SFPTMD, the Council shall adopt a resolution of formation.
FISCAL IMPACT
There is no fiscal impact from this action. The City will receive a fee of 1 % of the amount collected,
or a flat fee of $60,000, whichever is greater, each year to cover its costs of collection and
administration. Because the SFPTMD programs are intended to increase visitation to the San
Fransisco Peninsula area, there may be an increase in transient occupancy tax and sales tax
collections.
Exhibits:
• Resolution of intention to form the District
• Resolution requesting consent to form the District
• Management District Plan
L,
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME DECLARING ITS
INTENTION TO ESTABLISH THE SAN FRANCISCO PENINSULA TOURISM MARKETING
DISTRICT (SFPTMD) AND FIXING THE TIME AND PLACE OF A PUBLIC MEETING AND A
PUBLIC HEARING THEREON AND GIVING NOTICE THEREOF
WHEREAS, in 2001, the San Mateo County Tourism Business Improvement District
(SMCTBID) was formed pursuant to the Parking and Business Improvement Area Law of 1989
(89 Law) by Resolution No. 074-2001; and
WHEREAS, the City of Burlingame (City), San Mateo County/Silicon Valley Convention
and Visitors Bureau dba The San Francisco Peninsula (SFP), and San Mateo County lodging
businesses seek to modernize the SMCTBID by forming a new District, the San Francisco
Peninsula Tourism Marketing District (SFPTMD), pursuant to the Property and Business
Improvement District Law of 1994; and
WHEREAS, the Property and Business Improvement Law of 1994, Streets and Highways
Code § 36600 et seq., authorizes the City to establish business improvement districts for the
purposes of promoting tourism; and
WHEREAS, lodging business owners, and representatives from the City of Burlingame
have met to consider the formation of the SFPTMD; and
WHEREAS, SFP has drafted a Management District Plan (Plan) that sets forth the
proposed boundary of the SFPTMD, a service plan and budget, and a proposed means of
governance; and
WHEREAS, the proposed SFPTMD includes all lodging businesses, existing and in future,
in the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo
Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco,
and the unincorporated area of San Mateo County; and
WHEREAS, consent to include lodging businesses in their respective jurisdictions will be
requested from the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon
Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South
San Francisco, and the unincorporated area of San Mateo County; and
WHEREAS, lodging businesses who will pay more than fifty percent (50%) of the
assessment under the SFPTMD have petitioned the City Council to establish the SFPTMD.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL THAT:
1. The recitals set forth herein are true and correct.
2. The City Council finds that lodging businesses that will pay more than fifty percent (50%)
of the assessment proposed in the Plan have signed and submitted petitions in support of
the formation of the SFPTMD. The City Council accepts the petitions and adopts this
Resolution of Intention to establish the SFPTMD and to levy an assessment on certain
lodging businesses within the SFPTMD boundaries in accordance with the Property and
Business Improvement District Law of 1994.
3. The City Council finds that the Plan satisfies all requirements of Streets and Highways
Code § 36622.
4. The City Council declares its intention to establish the SFPTMD and to levy and collect
assessments on lodging businesses within the SFPTMD boundaries pursuant to the
Property and Business Improvement District Law of 1994.
5. The SFPTMD shall include all lodging businesses, existing and in the future, located within
the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City,
Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos,
San Mateo, South San Francisco, and the unincorporated area of San Mateo County as
shown in the map attached as Exhibit A.
6. The name of the district shall be San Francisco Peninsula Tourism Marketing District
(SFPTMD).
7. The annual assessment rate is one- and one-half percent (1.5%) of gross short-term
sleeping room rental revenue for lodging businesses with 5,000 square feet or more of
dedicated meeting space, and 0.75% for all other lodging businesses within the
SFPTMD's boundaries. Based on the benefit received, assessments will not be collected
on stays of more than thirty (30) consecutive days; stays provided to airline cockpit and/or
cabin crews pursuant to an agreement between a hotel and an airline, which is in
furtherance of or to facilitate such crews' performance of their jobs for the airline, including
layovers between flights; employees of the state or federal government if room charges
are paid directly by their employing agency and copies of official travel orders are
submitted as applicable; and any properly credentialed officer or employee of a foreign
government who is exempt by reason of express provision of federal law or international
treaty.
8. The assessments levied for the SFPTMD shall be applied toward sales and marketing
programs to market assessed lodging businesses in the San Francisco Peninsula area as
tourist, meeting, and event destinations, as described in the Plan. Funds remaining at the
end of any year may be used in subsequent years in which SFPTMD assessments are
levied as long as they are used consistent with the requirements of this resolution and the
Plan.
9. The proposed SFPTMD will have a five (5) year life, beginning October 1, 2023, or as
soon as possible thereafter, and ending five (5) years from its start date, unless renewed
pursuant to Streets and Highways Code § 36660.
10. Bonds shall not be issued.
11. The time and place for the public meeting to hear testimony on establishing the SFPTMD
and levying assessments are set for June 20, 2023, at 7:00 PM, or as soon thereafter as
the matter may be heard, at City Hall, 501 Primrose Road, Burlingame, CA 94010.
12. The time and place for the public hearing to establish the SFPTMD and the levy of
assessments are set for July 5, 2023, at 7:00 PM, or as soon thereafter as the matter may
be heard, at City Hall, 501 Primrose Road, Burlingame, CA 94010. The City Clerk is
directed to provide written notice to the lodging businesses subject to assessment of the
date and time of the meeting and hearing, and to provide that notice as required by Streets
and Highways Code § 36623, no later than May 21, 2023.
13. At the public meeting and hearing, the testimony of all interested persons for or against
the establishment of the SFPTMD may be received. If at the conclusion of the public
hearing, there are of record written protests by the owners of the lodging businesses within
the proposed SFPTMD that will pay more than fifty percent (50%) of the estimated total
assessment of the entire SFPTMD, no further proceedings to establish the SFPTMD shall
occur for a period of one (1) year.
14. The complete Plan is on file with the City Clerk and may be reviewed upon request.
15. This resolution shall take effect immediately upon its adoption by the City Council.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council on the 15th day of May, 2023,
and was adopted thereafter by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Meaghan Hassel -Shearer, City Clerk
PACIFIC
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3 San Malero Coy
City / Town Out:
77 Unincorporated
Cities in the TMD
_ BELMONT
_ BRISBANE
BURLINGAME
_ EAST PALO AC
_ FOSTER CITY
_ HALF MOON B,
_ MENLO PARK
_ MILLBRAE
_ PACIFICA
_ REDWOOD CIT
_ SAN BRUNO
_ SAN CARLOS
_ SAN MATEO
_ SOUTH SAN FRANCISCO
EXHIBIT A
District Boundaries
Cr-: D gm n i n G` i i 17 T nn
CIVITAS
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME REQUESTING
CONSENT OF THE CITIES OF BELMONT, BRISBANE, EAST PALO ALTO, FOSTER CITY,
HALF MOON BAY, MENLO PARK, MILLBRAE, PACIFICA, REDWOOD CITY, SAN BRUNO,
SAN CARLOS, SAN MATEO, SOUTH SAN FRANCISCO, AND THE UNINCORPORATED
AREA OF SAN MATEO COUNTY TO FORM THE SAN FRANCISCO PENINSULA TOURISM
MARKETING DISTRICT
WHEREAS, the City Council of the City of Burlingame (the Council) desires to begin
proceedings to form the San Francisco Peninsula Tourism Marketing District (SFPTMD); and
WHEREAS, certain lodging business owners have requested that the Council form the
SFPTMD; and
WHEREAS, a portion of the territory proposed to be included in the SFPTMD lies within
the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half
Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo,
South San Francisco, and the unincorporated area of San Mateo County (the Cities and County),
as shown on the map attached hereto as Exhibit A and incorporated herein by such attachment;
and
WHEREAS, the area of the Cities and County that lies within the boundaries of the
proposed SFPTMD will, in the opinion of the Council, be benefited by the improvements and
activities, and the purpose sought to be accomplished by the work can best be accomplished by
a single comprehensive scheme of work.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
BURLINGAME that:
Section 1: The above recitals are true and correct.
Section 2: Consent of the cities of Belmont, Brisbane, East Palo Alto, Foster City, Half
Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo,
South San Francisco, and the unincorporated area of San Mateo County, through their City
Councils and Board of Supervisors, is hereby requested to form the SFPTMD, and to grant to the
Council of the City of Burlingame jurisdiction for all the purposes in connection with the creation,
operation, and future renewals of the proposed SFPTMD.
Section 3: The Burlingame City Clerk is hereby directed to transmit a certified copy of this
Resolution to the clerks of the Granting Cities and County.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council on the 15th day of May, 2023,
and was adopted thereafter by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Meaghan Hassel -Shearer, City Clerk
2
BAY
PACIFIC
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Exhibit A
Boundary Map
BRISBANE
SOUTH SAN FRANCISCO
SF Peninsula TMD
FOSTER CITY
REDWOOD(
I" San Matero County Lines
0 City / Town Outside of TM D
Unincorporated County in the TMD
Cities in the TMD
_ BELMONT
- BRISBANE
BURLINGAME
_ EAST PALO ALTO
_ FOSTER CITY
_ HALF MOON BAY
_ MENLO PARK
_ MILLBRAE
_ PACIFICA
_ REDWOOD CITY
_ SAN BRUNO
_ SAN CARLOS
_ SAN MATEO _ SOUTH SAN FRANCISCO ` /�
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January 23, 2023
Table of Contents
I.
OVERVIEW.............................................................................................................................................. 3
II.
BACKGROUND....................................................................................................................................... 5
III.
BOUNDARY.............................................................................................................................................6
IV.
ASSESSMENT BUDGET AND SERVICES............................................................................................ 7
A.
ANNUAL SERVICE PLAN...................................................................................................................................7
B.
ANNUAL BUDGET............................................................................................................................................9
C.
CALIFORNIA CONSTITUTIONAL COMPLIANCE..................................................................................................9
D.
ASSESSMENT..................................................................................................................................................11
E.
PENALTIES AND INTEREST............................................................................................................................. 12
F.
TIME AND MANNER FOR COLLECTING ASSESSMENTS.................................................................................... 13
V.
GOVERNANCE..................................................................................................................................... 14
A.
OWNERS' ASSOCIATION................................................................................................................................. 14
B.
BROWN ACT AND CALIFORNIA PUBLIC RECORDS ACT COMPLIANCE............................................................. 14
C.
ANNUAL REPORT........................................................................................................................................... 14
APPENDIX1- LAW........................................................................................................................................ 15
APPENDIX 2 - ASSESSED BUSINESSES..................................................................................................... 26
APPENDIX 3 - BENEFITS BY BUSINESS CATEGORY............................................................................. 31
APPENDIX 4 - SMG CONSULTING ANALYSIS.......................................................................................... 33
TWF
RAN FRANf:ISrA
Peninsula
Prepared by
Civitas
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CIVITAS
PARTNERSHIPS • PROGRESS • VROSPEPITV
(800)999-7781
www.civitasadvisors.com
I. OVERVIEW
Developed by the San Mateo County/Silicon Valley Convention and Visitors Bureau dba The San
Francisco Peninsula (SFP) and San Mateo County lodging businesses, the San Francisco Peninsula
Tourism Marketing District (SFPTMD) is an assessment district proposed to provide specific benefits
to payors, by funding marketing and sales promotion efforts for assessed businesses. This approach
has been used successfully in other destination areas throughout the country to provide the benefit of
additional room night sales directly to payors. In 2001, the San Mateo County Tourism Business
Improvement District (SMCTBID) was formed pursuant to the Parking and Business Improvement
Area Law of 1989 (89 Law). This effort seeks to modernize the SMCTBID by disestablishing the 89
Law District and forming a new District, the SFPTMD, pursuant to the Property and Business
Improvement District Law of 1994 (94 Law).
Location: The SFPTMD includes all lodging businesses, existing and in the future, located within
the boundaries of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster
City, Half Moon Bay, Menlo Park, Millbrae, Pacifica, Redwood City, San Bruno, San
Carlos, San Mateo, South San Francisco, and the unincorporated area of San Mateo
County, as shown on the map in Section III.
Services: The SFPTMD is designed to provide specific benefits directly to payors by increasing
awareness and demand for room night sales, meetings, and conventions. Sales and
marketing programs will increase demand for overnight tourism and market payors as
tourist, meeting and event destinations, thereby increasing demand for room night
sales, meetings, and conventions.
Budget: The total SFPTMD annual assessment budget for the initial year of its five (5) year
operation is anticipated to be approximately $10,895,479. A similar budget is expected
to apply to subsequent years, but this budget is expected to fluctuate as room sales do.
Cost. The annual assessment rate is one- and one-half percent (1.51/o) of gross short-term
sleeping room rental revenue for lodging businesses with 5,000 square feet or more of
dedicated meeting space, and 0.75% for all other lodging businesses within the
SFPTMD's boundaries. Based on the benefit received, assessments will not be
collected on stays of more than thirty (30) consecutive days; stays provided to airline
cockpit and/or cabin crews pursuant to an agreement between a hotel and an airline,
which is in furtherance of or to facilitate such crews' performance of their jobs for the
airline, including layovers between flights; employees of the state or federal
government if room charges are paid directly by their employing agency and copies of
official travel orders are submitted as applicable; and any properly credentialed officer
or employee of a foreign government who is exempt by reason of express provision
of federal law or international treaty.
Collection: The City of Burlingame shall be responsible for collecting the assessments on a
monthly basis (including any delinquencies, penalties and interest) from each lodging
business located in the boundaries of the SFPTMD. The City shall take all reasonable
efforts to collect the assessments from each lodging business.
SFPTMD Management District Plan
January 23, 2023
Duration: The SFPTMD will have a five (5) year life, beginning October 1, 2023, or as soon as
possible thereafter, and ending five (5) years from its start date. After five (5) years,
the SFPTMD may be renewed pursuant to the 94 Law if business owners support
continuing the SFPTMD programs. Once per year, beginning on the anniversary of
SFPTMD formation, there is a thirty (30) day period in which owners paying fifty
percent (501/6) or more of the assessment may protest and initiate a hearing on
SFPTMD termination.
Management: The San Mateo County/Silicon Valley Convention and Visitors Bureau dba The San
Francisco Peninsula (SFP) shall serve as the SFPTMD's Owners' Association. The
Owners' Association is charged with managing funds and implementing programs in
accordance with this Plan, and must provide annual reports to the Burlingame City
Council.
The SFP shall create a SFPTMD Committee tasked with determining how SFPTMD
funds are spent, within the designated programs in this Plan, subject to final approval
by the SFP Board. The SFPTMD Committee shall include lodging business owners or
representatives paying the SFPTMD assessment.
SFPTMD Management District Plan
January 23, 2023
II. BACKGROUND
TMDs are an evolution of the traditional Business Improvement District. The first TMD was formed
in West Hollywood, California in 1989. Since then, over 100 California destinations have followed
suit. In recent years, other states have begun adopting the California model — Massachusetts,
Montana, South Dakota, Washington, Colorado, Texas and Louisiana have
adopted TMD laws. Several other states are in the process of adopting their own legislation. The
cities of Wichita, Kansas and Newark, New Jersey used an existing business improvement district law
to form a TMD. And, some cities, like Portland, Oregon and Memphis, Tennessee have utilized their
home rule powers to create TMDs without a state law.
California's TMDs collectively
Number of Districts Operating in California raise over $300 million annually
120 109114 for local destination
9s 101 marketing. With competitors
100 raising their budgets, and
80 75 increasing rivalry for visitor
6i 64 dollars, it is important that San
60 46 Francisco Peninsula tourism
sa businesses invest in stable,
40 zs 29 3z commerce -specific marketing
19
o 1 2 0 06 12 W W I I 1 1 programs.
TMDs utilize the efficiencies
private rivate sector operation in
1 ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti ti v
�� the market -based promotion of
tourism districts. TMDs allow tourism business owners to organize their efforts to increase
commerce. Tourism business owners within the TMD pay an assessment and those funds are used
to provide services that increase commerce.
In California, most TMDs are formed pursuant to the Property and Business Improvement District
Law of 1994. This law allows for the creation of a benefit assessment district to raise funds within a
specific geographic area. The key difference between TMDs and other benefit assessment districts is that unds
raised are returned to the private non-pro�it corporation governing the district.
There are many benefits to TMDs:
• Funds must be spent on services and improvements that provide a specific benefit only to those
who pay;
• Funds cannot be diverted to general government programs;
• They are customized to fit the needs of payors in each destination;
• They allow for a wide range of services;
• They are designed, created andgoverned by those who will pay the assessment; and
• They provide a stable, long-term funding source for tourism promotion.
SFPTMD Management District Plan
January 23, 2023
III. BOUNDARY
The SFPTMD includes all lodging businesses, existing and in the future, located within the boundaries
of the cities of Belmont, Brisbane, Burlingame, East Palo Alto, Foster City, Half Moon Bay, Menlo
Park, Millbrae, Pacifica, Redwood City, San Bruno, San Carlos, San Mateo, South San Francisco, and
the unincorporated area of San Mateo County, illustrated by the map below.
"Lodging business" means: any hotel, motel, inn, bed and breakfast, or other similar structure or
portion thereof that is rented for dwelling, lodging, or sleeping purposes on a transient basis. Tourist
home or house, studio hotel, bachelor hotel, lodginghouse, roominghouse, apartment house,
dormitory, public or private club, mobile home or house trailer at a fixed location, are not included in
the definition of "lodging business."
The boundary is shown on the map below. A list of lodging businesses proposed to be assessed in the
SFPTMD can be found in Appendix 2.
t
._._._._ ............. SF Peninsula TMD
BRISBANE
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SOUTH SAN FRANCISCO
URLINGAM
FOSTER CITY
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SFPTMD Management District Plan
January 23, 2023
IV. ASSESSMENT BUDGET AND SERVICES
A. Annual Service Plan
Assessment funds will be spent to provide specific benefits conferred or privileges granted directly to
the payors that are not provided to those not charged, and which do not exceed the reasonable cost
to the City of conferring the benefits or granting the privileges. The privileges and services provided
with the SFPTMD funds are sales and marketing programs available only to assessed businesses.
A service plan assessment budget has been developed to deliver services that benefit the assessed
businesses. A detailed annual assessment budget will be developed and approved by the SFP. The
table below illustrates the initial annual assessment budget allocations. These activities and allocations
will also apply in subsequent years. The total initial assessment budget is $10,895,479.
Initial Annual Assessment Budget:
$10,895,479
Sales, Marketing, 8
Advocacy,
$9,805,931 , 90%
Administration &
Operations,
638.8%
Contingency/Reserve,
$108,955 , 1%
;ollection Fee,
08,955 , 1%
Although actual revenues will fluctuate due to market conditions, the proportional allocations of the
budget shall remain the same. However, the City and the SFP board shall have the authority to adjust
budget allocations between the categories by no more than twenty (20%) of the total budget per year.
A description of the proposed improvements and activities for the initial year of operation is below.
The same activities are proposed for subsequent years. In the event of a legal challenge against the
SFPTMD, any and all assessment funds may be used for the costs of defending the SFPTMD. In the
first year of operation, the costs of creating the SFPTMD may be repaid by deducting repayment
funds proportionally from budget categories.
Each budget category includes all costs related to providing that service. For example, the sales and
marketing budget includes the cost of staff time dedicated to overseeing and implementing the sales
and marketing program. Staff time dedicated purely to administrative tasks is allocated to the
administrative portion of the budget. The costs of an individual staff member may be allocated to
multiple budget categories. The staffing levels necessary to provide the services below will be
determined by the SFP Board on an as- needed basis.
SFPTMD Management District Plan
January 23, 2023
Sales, Marketing, & Advocacy
A sales and marketing program will promote assessed businesses as tourist, meeting, and event
destinations. The sales and marketing program will have a central theme of promoting San Francisco
Peninsula as a desirable place for overnight visits. The program will have the goal of increasing
overnight visitation and room night sales at assessed businesses, and may include the following
activities:
• Funds to support group business to offset costs within the destination, thereby generating
room nights for assessed businesses;
• Payment of bid fees, incentives or other costs associated with bringing large scale events to
the destination that generate room nights for assessed businesses;
• Funds to support events and/or local partnerships that increase the public notoriety of the
destination as a tourist, meetings, or event destination — thereby increasing consumer demand
for assessed businesses;
• Support of public relation strategies that increase the profile of the destination as a tourist,
meetings, or event destination — thereby increasing consumer demand for assessed businesses;
• Strategic partnerships, sponsorships, or other alliances that reinforce the destination within
the travel marketplace and position the San Francisco Peninsula as a destination of choice for
meetings, events, and leisure travel to assessed businesses;
• Internet marketing efforts to increase awareness and optimize internet presence to drive
overnight visitation and room sales to assessed businesses;
• Print ads in magazines and newspapers, television ads, and radio ads targeted at potential
visitors to drive overnight visitation and room sales to assessed businesses;
• Attendance of trade shows to promote assessed businesses;
• Familiarization tours of the destination and assessed businesses;
• Preparation and production of collateral promotional materials such as brochures, flyers and
maps featuring assessed businesses;
• Attendance of professional industry conferences and affiliation events to promote assessed
businesses;
• Lead generation activities designed to attract tourists and group events to assessed businesses;
• Director of Sales and General Manager meetings to plan and coordinate tourism promotion
efforts for assessed businesses;
• Education of hospitality staff on service and safety (related to alcohol and food) designed to
create a visitor experience that will bring repeat visits to assessed businesses;
• Education of lodging business management and the Owners' Association on advocacy and
marketing strategies best suited to meet assessed businesses' needs; and
• Other activities that increase the profile and notoriety of The San Francisco Peninsula as an
overnight travel destination and promote greater room night sales for assessed businesses.
Administration & Operations
The administration and operations portion of the budget shall be utilized for administrative staffing
costs, office costs, and other general administrative costs such as insurance, legal, and accounting fees.
Contingency/Reserve
The budget includes a contingency line item to account for uncollected assessments, if any. If there
are contingency funds collected, they may be held in a reserve fund or utilized for other program,
administration or renewal costs at the discretion of the SFP Board. Policies relating to contributions
to the reserve fund, the target amount of the reserve fund, and expenditure of monies from the reserve
SFPTMD Management District Plan
January 23, 2023
fund shall be set by the SFP Board. Contingency/reserve funds may be spent on SFPTMD programs
or administrative and renewal costs in such proportions as determined by the SFP Board. The reserve
fund may be used for the costs of renewing the SFPTMD.
City Collection Fee
As lead agency, the City of Burlingame shall retain a fee equal to one percent (1%) of the amount of
assessment collected or a flat fee of $60,000, whichever is greater each year, to cover their costs of
collection and administration.
B. Annual Budget
The total five (5) year improvement and service plan budget is projected at approximately $10,895,479
annually, or $64,132,237 through 2028. A similar budget is expected to apply to subsequent years, but
this budget is expected to fluctuate as room sales do.
The following chart has been prepared based on a five-year projection developed by SMG Consulting.
The full report can be found in Appendix 4.
Fiscal
Year
Sales,
Marketing,
& Advocacy
Administration
& Operations
Contingency
/ Reserve
City Collection
Fee
Total
2023-24
$9,805,931
$871,638
$108,955
$108,955
$10,895,479
2024-25
1 $10,612,716
$943,353
$117,919
$117,919
$11,791,907
2025-26
$11,437,986
$1,016,710
$127,089
$127,089
$12,708,873
2026-27
$12,422,508
$1,104,223
$138,028
$138,028
$13,802,787
2027-28
$13,439,872
$1,194,655
$149,332
$149,332
$14,933,191
Total
$57,719,013
$5,130,579
$641,322
$641,322
$64,132,237
C. California Constitutional Compliance
The SFPTMD assessment is not a property -based assessment subject to the requirements of
Proposition 218. Courts have found Proposition 218 limited the term `assessments' to levies on real
property.' Rather, the SFPTMD assessment is a business -based assessment, and is subject to
Proposition 26. Pursuant to Proposition 26 all levies are a tax unless they fit one of seven exceptions.
Two of these exceptions apply to the SFPTMD, a "specific benefit" and a "specific government
service." Both require that the costs of benefits or services do not exceed the reasonable costs to the
City of conferring the benefits or providing the services.
1. Specific Benefit
Proposition 26 requires that assessment funds be expended on, "a specific benefit conferred or
privilege granted directly to the payor that is not provided to those not charged, and which does not
exceed the reasonable costs to the local government of conferring the benefit or granting the
Jarvis v. the City of San Diego 72 Cal App. 4'h 230
SFPTMD Management District Plan
January 23, 2023
privileges' The services in this Plan are designed to provide targeted benefits directly to assessed
businesses, and are intended only to provide benefits and services directly to those businesses paying
the assessment. These services are tailored not to serve the general public, businesses in general, or
parcels of land, but rather to serve the specific businesses within the SFPTMD. The activities described
in this Plan are specifically targeted to increase demand for room night sales for assessed lodging
businesses within the boundaries of the SFPTMD, and are narrowly tailored. SFPTMD funds will be
used exclusively to provide the specific benefit of increased demand for room night sales directly to
the assessees. Assessment funds shall not be used to feature non -assessed lodging businesses in
SFPTMD programs, or to directly generate sales for non -assessed businesses. The activities paid for
from assessment revenues are business services constituting and providing specific benefits to the
assessed businesses. Nothing in this Plan limits the ability of the SFP Corporation to enter into private
contracts with non -assessed lodging businesses for the provision of services to those businesses.
The assessment imposed by this SFPTMD is for a specific benefit conferred directly to the payors
that is not provided to those not charged. The specific benefit conferred directly to the payors is an
increase in demand for room tight sales. The specific benefit of an increase in demand for room
night sales for assessed lodging businesses will be provided only to lodging businesses paying the
district assessment, with marketing and sales programs promoting lodging businesses paying the
SFPTMD assessment. The marketing and sales programs will be designed to increase room night sales
at each assessed lodging businesses. Because they are necessary to provide the marketing and sales
programs that specifically benefit the assessed lodging businesses, the administration and contingency
services also provide the specific benefit of increased demand for room night sales to the assessed
lodging businesses.
Although the SFPTMD, in providing specific benefits to payors, may produce incidental benefits to
non-paying businesses, the incidental benefit does not preclude the services from being considered a
specific benefit. The legislature has found that, "A specific benefit is not excluded from classification
as a `specific benefit' merely because an indirect benefit to a non-payor occurs incidentally and without
cost to the payor as a consequence of providing the specific benefit to the payor."'
2. Specific Government Service
The assessment may also be utilized to provide, "a specific government service or product provided
directly to the payor that is not provided to those not charged, and which does not exceed the
reasonable costs to the local government of providing the service or product."' The legislature has
recognized that marketing and promotions services like those to be provided by the SFPTMD are
government services within the meaning of Proposition 265. Further, the legislature has determined
that "a specific government service is not excluded from classification as a `specific government
service' merely because an indirect benefit to a nonpayor occurs incidentally and without cost to the
payor as a consequence of providing the specific government service to the payor."'
3. Reasonable Cost
SFPTMD services will be implemented carefully to ensure they do not exceed the reasonable cost of
such services. The full amount assessed will be used to provide the services described herein. Funds
will be managed by the SFP, and reports submitted on an annual basis to the City. Only assessed
'Cal. Const. artXIII C § 1(e)(1)
s Government Code § 53758(a)
° Cal. Const. art XIII C § 1(e)(2)
5 Government Code § 53758(b)
6 Government Code § 53758(b)
SFPTMD Management District Plan
January 23, 2023
10
lodging businesses will be featured in marketing materials, receive sales leads generated from
SFPTMD-funded activities, be featured in advertising campaigns, and benefit from other SFPTMD-
funded services. Non -assessed lodging businesses will not receive these, nor any other, SFPTMD-
funded services and benefits.
The SFPTMD-funded programs are all targeted directly at and feature only assessed businesses. It is,
however, possible that there will be a spill -over benefit to non -assessed businesses. If non -assessed
lodging businesses receive incremental room nights, that portion of the promotion or program
generating those room nights shall be paid with non-SFPTMD funds. SFPTMD funds shall only be
spent to benefit the assessed businesses, and shall not be spent on that portion of any program which
directly generates incidental room nights for non -assessed businesses.
D. Assessment
The annual assessment rate is one- and one-half percent (1.51/6) of gross short-term sleeping room
rental revenue for lodging businesses with 5,000 square feet or more of dedicated meeting space, and
0.75% for all other lodging businesses within the SFPTMD's boundaries. Based on the benefit
received, assessments will not be collected on stays of more than thirty (30) consecutive days; stays
provided to airline cockpit and/or cabin crews pursuant to an agreement between a hotel and an
airline, which is in furtherance of or to facilitate such crews' performance of their jobs for the airline,
including layovers between flights; employees of the state or federal government if room charges are
paid directly by their employing agency and copies of official travel orders are submitted as applicable;
and any properly credentialed officer or employee of a foreign government who is exempt by reason
of express provision of federal law or international treaty.
The services provided in the SFPTMD are all targeted to benefit payors, however, not all programs
benefit payors equally. The determination of the assessment rates of one- and one-half percent (1.50/0)
of gross short-term sleeping room rental revenue for lodging businesses with 5,000 square feet or
more of dedicated meeting space, and 0.75% for all other lodging businesses within the SFPTMD's
boundaries, was calculated based on benefit received by payors. SMG Consulting was engaged to
conduct a Hotel Revenue Proportionality Estimate analysis to quantify the estimated benefit the
lodging business types will receive from SFPTMD services. By analyzing the projected number of
rooms sold and the total amount of revenue estimated to be generated from sales and marketing
programs, SMG Consulting found that properties with 5,000 square feet or more of dedicated meeting
space will receive approximately double the amount of benefit to all other lodging businesses. The
SFPTMD Sales, Marketing, and Advocacy program included in the budget has services that are
intended to drive convention and meetings to the SFPTMD. Since lodging businesses with 5,000
square feet or more of dedicated meeting space are uniquely suited to accommodate large conventions
and will benefit from overnight stays as a result of SFPTMD services intended to bring such business
activity to the SFPTMD, they are assessed at a higher rate than other lodging businesses in the
SFPTMD.
The term "dedicated meeting space" as used herein means: a permanent room or space whose primary
use is dedicated for group and social meetings, meals, and/or functions. The space has been designed
for and is marketed and sold as group or event function space.
The term "gross sleeping room rental revenue" as used herein means: the consideration charged,
whether or not received, for the occupancy of space in a lodging business valued in money, whether
to be received in money, goods, labor or otherwise, including all receipts, cash, credits and property
and services of any kind or nature, without any deduction therefrom whatsoever. Gross sleeping
room rental revenue shall not include any federal, state, or local taxes collected, including but not
SFPTMD Management District Plan 11
January 23, 2023
limited to transient occupancy taxes. Based on the benefit received, assessments will not be collected
on stays of more than thirty (30) consecutive days; stays provided to airline cockpit and/or cabin crews
pursuant to an agreement between a hotel and an airline, which is in furtherance of or to facilitate
such crews' performance of their jobs for the airline, including layovers between flights; employees of
the state or federal government if room charges are paid directly by their employing agency and copies
of official travel orders are submitted as applicable; and any properly credentialed officer or
employee of a foreign government who is exempt by reason of express provision of federal law or
international treaty.
The assessment is levied upon and a direct obligation of the assessed lodging business. However, the
assessed lodging business may, at its discretion, pass the assessment on to transients. The amount of
assessment, if passed on to each transient, shall be disclosed in advance and separately stated from the
amount of rent charged and any other applicable taxes, and each transient shall receive a receipt for
payment from the business. If the SFPTMD assessment is identified separately it shall be disclosed
as the "SFPTMD Assessment." As an alternative, the disclosure may include the amount of the
SFPTMD assessment and the amount of the assessment imposed pursuant to the California Tourism
Marketing Act, Government Code §13995 et seq. and shall be disclosed as the "Tourism Assessment."
The assessment is imposed solely upon, and is the sole obligation of the assessed lodging business
even if it is passed on to transients. The assessment shall not be considered revenue for any purpose,
including calculation of transient occupancy taxes.
Bonds shall not be issued.
E. Penalties and Interest
The SFPTMD shall reimburse the City of Burlingame for any costs associated with collecting unpaid
assessments. If sums in excess of the delinquent SFPTMD assessment are sought to be recovered in
the same collection action by the City, the SFPTMD shall bear its pro rata share of such collection
costs. Assessed businesses which are delinquent in paying the assessment shall be responsible for
paying:
1. Original Delinquency: Any lodging business that fails to remit any assessment imposed within
the time required shall pay a penalty of five percent (59/o) of the amount of the assessment in
addition to the amount of the assessment.
2. Continued Delinquency: Any lodging business that fails to remit any delinquent remittance on or
before a period of fifteen (15) days following the date on which the remittance first became
delinquent shall pay a second delinquency penalty of five percent (5%) of the amount of the
assessment in addition to the amount of the assessment and the five percent (5%) penalty first
imposed. An additional penalty of five percent (5%) shall be paid for each fifteen (15) days
thereafter which the remittance is delinquent.
3. Fraud: If the City determines that the nonpayment of any remittance due under this chapter is
due to fraud, a penalty of twenty-five percent (251/6) of the amount of the assessment shall be
added thereto in addition to the penalties stated in subsections (1) and (2) of this section.
4. Interest In addition to the penalties imposed, any lodging business that fails to remit any
assessment imposed shall pay interest at the rate of one percent (11/'o) per month or fraction
thereof on the amount of the assessment, exclusive of penalties, from the date on which the
remittance first became delinquent until paid.
SFPTMD Management District Plan 12
January 23, 2023
F. Time and Manner for Collecting Assessments
The SFPTMD assessment will be implemented beginning October 1, 2023, or as soon as possible
thereafter, and ending five (5) years from its start date. The City of Burlingame shall be responsible for
collecting the assessment on a monthly basis, (including any delinquencies, penalties and interest) from
each lodging business located in the boundaries of the SFPTMD. The City shall take all reasonable
efforts to collect the assessments from each lodging business. The City shall forward the assessments
collected to the Owners' Association.
SFPTMD Management District Plan 13
January 23, 2023
V. GOVERNANCE
A. Owners' Association
The Burlingame City Council, through adoption of this Management District Plan, has the right,
pursuant to Streets and Highways Code §36651, to identify the body that shall implement the
proposed program, which shall be the Owners' Association of the SFPTMD as defined in Streets and
Highways Code §36612. The San Francisco Peninsula (SFP) will serve as the SFPTMD's Owners'
Association. The Owners' Association is charged with managing funds and implementing programs
in accordance with the Management District Plan, and must provide annual reports to Burlingame
City Council.
The SFP shall create a SFPTMD Committee tasked with determining how SFPTMD funds are spent,
within the designated programs in this Plan, subject to final approval by the SFP Board. The SFPTMD
Committee shall include lodging business owners or representatives paying the SFPTMD assessment.
B. Brown Act and California Public Records Act Compliance
An Owners' Association is a private entity and may not be considered a public entity for any purpose,
nor may its board members or staff be considered to be public officials for any purpose. The Owners'
Association is, however, subject to government regulations relating to transparency, namely the Ralph
M. Brown Act and the California Public Records Act. These regulations are designed to promote
public accountability. The Owners' Association acts as a legislative body under the Ralph M. Brown
Act (Government Code §54950 et seq.). Thus, meetings of the SFP board and certain committees
must be held in compliance with the public notice and other requirements of the Brown Act. The
Owners' Association is also subject to the record keeping and disclosure requirements of the California
Public Records Act. Accordingly, the Owners' Association shall publicly report any action taken and
the vote or abstention on that action of each member present for the action.
C. Annual Report
The SFP shall present an annual report at the end of each year of operation to the City Council
pursuant to Streets and Highways Code §36650 (see Appendix 1). The annual report shall include:
• Any proposed changes in the boundaries of the improvement district or in any benefit zones
or classification of businesses within the district.
• The improvements and activities to be provided for that fiscal year.
• An estimate of the cost of providing the improvements and the activities for that fiscal year.
• The method and basis of levying the assessment in sufficient detail to allow each business
owner to estimate the amount of the assessment to be levied against his or her business for
that fiscal year.
• The estimated amount of any surplus or deficit revenues to be carried over from a previous
fiscal year.
• The estimated amount of any contributions to be made from sources other than assessments
levied pursuant to this part.
SFPTMD Management District Plan 14
January 23, 2023
APPENDIX I - LAW
*** THIS DOCUMENT IS CURRENT THROUGH THE 2022 SUPPLEMENT ***
(ALL 2021 LEGISLATION
STREETS AND HIGHWAYS CODE
DIVISION 18. PARKING
PART 7. PROPERTY AND BUSINESS IMPROVEMENT DISTRICT LAW OF 1994
CHAPTER 1. General Provisions
ARTICLE 1. Declarations
36600. Citation of part
This part shall be known and may be cited as the "Property and Business Improvement District Law of 1994."
36601. Legislative findings and declarations; Legislative guidance
The Legislature finds and declares all of the following.
(a) Businesses located and operating within business districts in some of this state's communities are economically
disadvantaged, are underutilized, and are unable to attract customers due to inadequate facilities, services, and
activities in the business districts.
(b) It is in the public interest to promote the economic revitalization and physical maintenance of business
districts in order to create jobs, attract new businesses, and prevent the erosion of the business districts.
(c) It is of particular local benefit to allow business districts to fund business related improvements, maintenance,
and activities through the levy of assessments upon the businesses or real property that receive benefits from
those improvements.
(d) Assessments levied for the purpose of conferring special benefit upon the real property or a specific benefit
upon the businesses in a business district are not taxes for the general benefit of a city, even if property,
businesses, or persons not assessed receive incidental or collateral effects that benefit them.
(e) Property and business improvement districts formed throughout this state have conferred special benefits
upon properties and businesses within their districts and have made those properties and businesses more useful
by providing the following benefits:
(1) Crime reduction. A study by the Rand Corporation has confirmed a 12-percent reduction in the
incidence of robbery and an 8-percent reduction in the total incidence of violent crimes within the 30
districts studied.
(2) Job creation.
(3) Business attraction.
(4) Business retention.
(5) Economic growth.
(6) New investments.
(i) With the dissolution of redevelopment agencies throughout the state, property and business improvement
districts have become even more important tools with which communities can combat blight, promote economic
opportunities, and create a clean and safe environment.
(g) Since the enactment of this act, the people of California have adopted Proposition 218, which added Article
XIII D to the Constitution in order to place certain requirements and restrictions on the formation of, and
activities, expenditures, and assessments by property -based districts. Article XIII D of the Constitution provides
that property -based districts may only levy assessments for special benefits.
(h) The act amending this section is intended to provide the Legislature's guidance with regard to this act, its
interaction with the provisions of Article XIII D of the Constitution, and the determination of special benefits
in property -based districts.
(1) The lack of legislative guidance has resulted in uncertainty and inconsistent application of this act,
which discourages the use of assessments to fund needed improvements, maintenance, and activities in
property -based districts, contributing to blight and other underutilization of property.
(2) Activities undertaken for the purpose of conferring special benefits upon property to be assessed
inherently produce incidental or collateral effects that benefit property or persons not assessed.
Therefore, for special benefits to exist as a separate and distinct category from general benefits, the
incidental or collateral effects of those special benefits are inherently part of those special benefits. The
SFPTMD Management District Plan 15
January 23, 2023
mere fact that special benefits produce incidental or collateral effects that benefit property or persons
not assessed does not convert any portion of those special benefits or their incidental or collateral effects
into general benefits.
(3) It is of the utmost importance that property -based districts created under this act have clarity
regarding restrictions on assessments they may levy and the proper determination of special benefits.
Legislative clarity with regard to this act will provide districts with clear instructions and courts with
legislative intent regarding restrictions on property -based assessments, and the manner in which special
benefits should be determined.
36602. Purpose of part
The purpose of this part is to supplement previously enacted provisions of law that authorize cities to levy assessments
within property and business improvement districts, to ensure that those assessments conform to all constitutional
requirements and are determined and assessed in accordance with the guidance set forth in this act. This part does not
affect or limit any other provisions of law authorizing or providing for the furnishing of improvements or activities or the
raising of revenue for these purposes.
36603. Preemption of authority or charter city to adopt ordinances levying assessments
Nothing in this part is intended to preempt the authority of a charter city to adopt ordinances providing for a different
method of levying assessments for similar or additional purposes from those set forth in this part. A property and business
improvement district created pursuant to this part is expressly exempt from the provisions of the Special Assessment
Investigation, Limitation and Majority Protest Act of 1931 (Division 4 (commencing with Section 2800)).
36603.5. Part prevails over conflicting provisions
Any provision of this part that conflicts with any other provision of law shall prevail over the other provision of law, as to
districts created under this part.
36604.Severability
This part is intended to be construed liberally and, if any provision is held invalid, the remaining provisions shall remain
in full force and effect. Assessments levied under this part are not special taxes.
ARTICLE 2. Definitions
36606. "Activities"
"Activities" means, but is not limited to, all of the following that benefit businesses or real property in the district:
(a) Promotion of public events.
(b) Furnishing of music in any public place.
(c) Promotion of tourism within the district.
(d) Marketing and economic development, including retail retention and recruitment.
(e) Providing security, sanitation, graffiti removal, street and sidewalk cleaning, and other municipal services
supplemental to those normally provided by the municipality.
(f) Other services provided for the purpose of conferring special benefit upon assessed real property or specific
benefits upon assessed businesses located in the district.
36606.5. "Assessment"
"Assessment" means a levy for the purpose of acquiring, constructing, installing, or maintaining improvements and
providing activities that will provide certain benefits to properties or businesses located within a property and business
improvement district.
36607. "Business"
"Business" means all types of businesses and includes financial institutions and professions.
36608. "City"
SFPTMD Management District Plan 16
January 23, 2023
"City" means a city, county, city and county, or an agency or entity created pursuant to Article 1 (commencing with Section
6500) of Chapter 5 of Division 7 of Title 1 of the Government Code, the public member agencies of which includes only
cities, counties, or a city and county, or the State of California.
36609. "City council"
"City council" means the city council of a city or the board of supervisors of a county, or the agency, commission, or
board created pursuant to a joint powers agreement and which is a city within the meaning of this part.
36609.4. "Clerk"
"Clerk" means the clerk of the legislative body.
36609.5. "General benefit"
"General benefit" means, for purposes of a property -based district, any benefit that is not a "special benefit" as defined
in Section 36615.5.
36610. "Improvement"
"Improvement" means the acquisition, construction, installation, or maintenance of any tangible property with an
estimated useful life of five years or more including, but not limited to, the following.
(a) Parking facilities.
(b) Benches, booths, kiosks, display cases, pedestrian shelters and signs.
(c) Trash receptacles and public restrooms.
(d) Lighting and heating facilities.
(e) Decorations.
(f) Parks.
(g) Fountains.
(h) Planting areas.
(i) Closing, opening, widening, or narrowing of existing streets.
0) Facilities or equipment, or both, to enhance security of persons and property within the district.
(k) Ramps, sidewalks, plazas, and pedestrian malls.
0) Rehabilitation or removal of existing structures.
36611. "Management district plan"; "Plan"
"Management district plan" or "plan" means a proposal as defined in Section 36622.
36612. "Owners' association"
"Owners' association" means a private nonprofit entity that is under contract with a city to administer or implement
improvements, maintenance, and activities specified in the management district plan. An owners' association may be an
existing nonprofit entity or a newly formed nonprofit entity. An owners' association is a private entity and may not be
considered a public entity for any purpose, nor may its board members or staff be considered to be public officials for any
purpose. Notwithstanding this section, an owners' association shall comply with the Ralph M. Brown Act (Chapter 9
(commencing with Section 54950) of Part 1 of Division 2 of Title 5 of the Government Code), at all times when matters
within the subject matter of the district are heard, discussed, or deliberated, and with the California Public Records Act
(Division 10 (commencing with Section 7920.000) of Title 1 of the Government Code), for all records relating to activities
of the district.
36614. "Property"
"Property" means real property situated within a district.
36614.5. "Property and business improvement district"; "District"
"Property and business improvement district," or "district," means a property and business improvement district
established pursuant to this part.
SFPTMD Management District Plan 17
January 23, 2023
36614.6. "Property -based assessment"
"Property -based assessment" means any assessment made pursuant to this part upon real property
36614.7. "Property -based district"
"Property -based district" means any district in which a city levies a property -based assessment.
36615. "Property owner"; "Business owner"; "Owner"
"Property owner" means any person shown as the owner of land on the last equalized assessment roll or otherwise known
to be the owner of land by the city council. "Business owner" means any person recognized by the city as the owner of
the business. "Owner" means either a business owner or a property owner. The city council has no obligation to obtain
other information as to the ownership of land or businesses, and its determination of ownership shall be final and
conclusive for the purposes of this part. Wherever this part requires the signature of the property owner, the signature of
the authorized agent of the property owner shall be sufficient. Wherever this part requires the signature of the business
owner, the signature of the authorized agent of the business owner shall be sufficient.
36615.5. "Special benefit'
"Special benefit" means, for purposes of a property -based district, a particular and distinct benefit over and above general
benefits conferred on real property located in a district or to the public at large. Special benefit includes incidental or
collateral effects that arise from the improvements, maintenance, or activities of property -based districts even if those
incidental or collateral effects benefit property or persons not assessed. Special benefit excludes general enhancement of
property value.
36616. "Tenant'
"Tenant" means an occupant pursuant to a lease of commercial space or a dwelling unit, other than an owner
ARTICLE 3. Prior Law
36617. Alternate method of financing certain improvements and activities; Effect on other provisions
This part provides an alternative method of financing certain improvements and activities. The provisions of this part shall
not affect or limit any other provisions of law authorizing or providing for the furnishing of improvements or activities or
the raising of revenue for these purposes. Every improvement area established pursuant to the Parking and Business
Improvement Area Law of 1989 (Part 6 (commencing with Section 36500) of this division) is valid and effective and is
unaffected by this part.
CHAPTER 2. Establishment
36620. Establishment of property and business improvement district
A property and business improvement district may be established as provided in this chapter.
36620.5. Requirement of consent of city council
A county may not form a district within the territorial jurisdiction of a city without the consent of the city council of that
city. A city may not form a district within the unincorporated territory of a county without the consent of the board of
supervisors of that county. A city may not form a district within the territorial jurisdiction of another city without the
consent of the city council of the other city.
36621. Initiation of proceedings; Petition of property or business owners in proposed district
(a) Upon the submission of a written petition, signed by the property or business owners in the proposed district
who will pay more than 50 percent of the assessments proposed to be levied, the city council may initiate
proceedings to form a district by the adoption of a resolution expressing its intention to form a district. The
amount of assessment attributable to property or a business owned by the same property or business owner that
is in excess of 40 percent of the amount of all assessments proposed to be levied, shall not be included in
SFPTMD Management District Plan 18
January 23, 2023
determining whether the petition is signed by property or business owners who will pay more than 50 percent of
the total amount of assessments proposed to be levied.
(b) The petition of property or business owners required under subdivision (a) shall include a summary of the
management district plan. That summary shall include all of the following:
(1) A map showing the boundaries of the district.
(2) Information specifying where the complete management district plan can be obtained.
(3) Information specifying that the complete management district plan shall be furnished upon request.
(c) The resolution of intention described in subdivision (a) shall contain all of the following:
(1) A brief description of the proposed improvements, maintenance, and activities, the amount of the
proposed assessment, a statement as to whether the assessment will be levied on property or businesses
within the district, a statement as to whether bonds will be issued, and a description of the exterior
boundaries of the proposed district, which may be made by reference to any plan or map that is on file
with the clerk. The descriptions and statements do not need to be detailed and shall be sufficient if they
enable an owner to generally identify the nature and extent of the improvements, maintenance, and
activities, and the location and extent of the proposed district.
(2) A time and place for a public hearing on the establishment of the property and business
improvement district and the levy of assessments, which shall be consistent with the requirements of
Section 36623.
36622. Contents of management district plan
The management district plan shall include, but is not limited to, all of the following:
(a) If the assessment will be levied on property, a map of the district in sufficient detail to locate each parcel of
property and, if businesses are to be assessed, each business within the district. If the assessment will be levied
on businesses, a map that identifies the district boundaries in sufficient detail to allow a business owner to
reasonably detemune whether a business is located within the district boundaries. If the assessment will be levied
on property and businesses, a map of the district in sufficient detail to locate each parcel of property and to allow
a business owner to reasonably determine whether a business is located within the district boundaries.
(b) The name of the proposed district.
(c) A description of the boundaries of the district, including the boundaries of benefit zones, proposed for
establishment or extension in a manner sufficient to identify the affected property and businesses included, which
may be made by reference to any plan or map that is on file with the clerk. The boundaries of a proposed property
assessment district shall not overlap with the boundaries of another existing property assessment district created
pursuant to this part. This part does not prohibit the boundaries of a district created pursuant to this part to
overlap with other assessment districts established pursuant to other provisions of law, including, but not limited
to, the Parking and Business Improvement Area Law of 1989 (Part 6 (commencing with Section 36500)). This
part does not prohibit the boundaries of a business assessment district created pursuant to this part to overlap
with another business assessment district created pursuant to this part. This part does not prohibit the boundaries
of a business assessment district created pursuant to this part to overlap with a property assessment district
created pursuant to this part.
(d) The improvements, maintenance, and activities proposed for each year of operation of the district and the
maximum cost thereof. If the improvements, maintenance, and activities proposed for each year of operation are
the same, a description of the first year's proposed improvements, maintenance, and activities and a statement
that the same improvements, maintenance, and activities are proposed for subsequent years shall satisfy the
requirements of this subdivision.
(e) The total annual amount proposed to be expended for improvements, maintenance, or activities, and debt
service in each year of operation of the district. If the assessment is levied on businesses, this amount may be
estimated based upon the assessment rate. If the total annual amount proposed to be expended in each year of
operation of the district is not significantly different, the amount proposed to be expended in the initial year and
a statement that a similar amount applies to subsequent years shall satisfy the requirements of this subdivision.
(f The proposed source or sources of financing, including the proposed method and basis of levying the
assessment in sufficient detail to allow each property or business owner to calculate the amount of the assessment
to be levied against his or her property or business. The plan also shall state whether bonds will be issued to
finance improvements.
(g) The time and manner of collecting the assessments.
(h) The specific number of years in which assessments will be levied. In a new district, the maximum number of
years shall be five. Upon renewal, a district shall have a term not to exceed 10 years. Notwithstanding these
limitations, a district created pursuant to this part to finance capital improvements with bonds may levy
assessments until the maximum maturity of the bonds. The management district plan may set forth specific
increases in assessments for each year of operation of the district.
SFPTMD Management District Plan 19
January 23, 2023
(i) The proposed time for implementation and completion of the management district plan.
0) Any proposed rules and regulations to be applicable to the district.
(k)
(1) A list of the properties or businesses to be assessed, including the assessor's parcel numbers for
properties to be assessed, and a statement of the method or methods by which the expenses of a district
will be imposed upon benefited real property or businesses, in proportion to the benefit received by the
property or business, to defray the cost thereof.
(2) In a property -based district, the proportionate special benefit derived by each identified parcel shall
be determined exclusively in relationship to the entirety of the capital cost of a public improvement, the
maintenance and operation expenses of a public improvement, or the cost of the activities. An
assessment shall not be imposed on any parcel that exceeds the reasonable cost of the proportional
special benefit conferred on that parcel. Only special benefits are assessable, and a property -based
district shall separate the general benefits, if any, from the special benefits conferred on a parcel. Parcels
within a property -based district that are owned or used by any city, public agency, the State of California,
or the United States shall not be exempt from assessment unless the governmental entity can
demonstrate by clear and convincing evidence that those publicly owned parcels in fact receive no
special benefit. The value of any incidental, secondary, or collateral effects that arise from the
improvements, maintenance, or activities of a property -based district and that benefit property or
persons not assessed shall not be deducted from the entirety of the cost of any special benefit or affect
the proportionate special benefit derived by each identified parcel.
(1) In a property -based district, the total amount of all special benefits to be conferred upon the properties located
within the property -based district.
(m) In a property -based district, the total amount of general benefits, if any.
(n) In a property -based district, a detailed engineer's report prepared by a registered professional engineer certified
by the State of California supporting all assessments contemplated by the management district plan.
(o) Any other item or matter required to be incorporated therein by the city council.
36623. Procedure to levy assessment
(a) If a city council proposes to levy a new or increased property assessment, the notice and protest and hearing
procedure shall comply with Section 53753 of the Government Code.
(b) If a city council proposes to levy a new or increased business assessment, the notice and protest and hearing
procedure shall comply with Section 54954.6 of the Government Code, except that notice shall be mailed to the
owners of the businesses proposed to be assessed. A protest may be made orally or in writing by any interested
person. Every written protest shall be filed with the clerk at or before the time fixed for the public hearing. The
city council may waive any irregularity in the form or content of any written protest. A written protest may be
withdrawn in writing at any time before the conclusion of the public hearing. Each written protest shall contain
a description of the business in which the person subscribing the protest is interested sufficient to identify the
business and, if a person subscribing is not shown on the official records of the city as the owner of the business,
the protest shall contain or be accompanied by written evidence that the person subscribing is the owner of the
business or the authorized representative. A written protest that does not comply with this section shall not be
counted in determining a majority protest. If written protests are received from the owners or authorized
representatives of businesses in the proposed district that will pay 50 percent or more of the assessments
proposed to be levied and protests are not withdrawn so as to reduce the protests to less than 50 percent, no
further proceedings to levy the proposed assessment against such businesses, as contained in the resolution of
intention, shall be taken for a period of one year from the date of the finding of a majority protest by the city
council.
(c) If a city council proposes to conduct a single proceeding to levy both a new or increased property assessment
and a new or increased business assessment, the notice and protest and hearing procedure for the property
assessment shall comply with subdivision (a), and the notice and protest and hearing procedure for the business
assessment shall comply with subdivision (b). If a majority protest is received from either the property or business
owners, that respective portion of the assessment shall not be levied. The remaining portion of the assessment
may be levied unless the improvement or other special benefit was proposed to be funded by assessing both
property and business owners.
36624. Changes to proposed assessments
At the conclusion of the public hearing to establish the district, the city council may adopt, revise, change, reduce, or
modify the proposed assessment or the type or types of improvements, maintenance, and activities to be funded with the
SFPTMD Management District Plan 20
January 23, 2023
revenues from the assessments. Proposed assessments may only be revised by reducing any or all of them. At the public
hearing, the city council may only make changes in, to, or from the boundaries of the proposed property and business
improvement district that will exclude territory that will not benefit from the proposed improvements, maintenance, and
activities. Any modifications, revisions, reductions, or changes to the proposed assessment district shall be reflected in the
notice and map recorded pursuant to Section 36627.
36625. Resolution of formation
(a) If the city council, following the public hearing, decides to establish a proposed property and business
improvement district, the city council shall adopt a resolution of formation that shall include, but is not limited
to, all of the following:
(1) A brief description of the proposed improvements, maintenance, and activities, the amount of the
proposed assessment, a statement as to whether the assessment will be levied on property, businesses,
or both within the district, a statement on whether bonds will be issued, and a description of the exterior
boundaries of the proposed district, which may be made by reference to any plan or map that is on file
with the clerk. The descriptions and statements need not be detailed and shall be sufficient if they enable
an owner to generally identify the nature and extent of the improvements, maintenance, and activities
and the location and extent of the proposed district.
(2) The number, date of adoption, and title of the resolution of intention.
(3) The time and place where the public hearing was held concerning the establishment of the district.
(4) A determination regarding any protests received. The city shall not establish the district or levy
assessments if a majority protest was received.
(5) A statement that the properties, businesses, or properties and businesses in the district established
by the resolution shall be subject to any amendments to this part.
(6) A statement that the improvements, maintenance, and activities to be conferred on businesses and
properties in the district will be funded by the levy of the assessments. The revenue from the levy of
assessments within a district shall not be used to provide improvements, maintenance, or activities
outside the district or for any purpose other than the purposes specified in the resolution of intention,
as modified by the city council at the hearing concerning establishment of the district. Notwithstanding
the foregoing, improvements and activities that must be provided outside the district boundaries to
create a special or specific benefit to the assessed parcels or businesses may be provided, but shall be
limited to marketing or signage pointing to the district.
(7) A finding that the property or businesses within the area of the property and business improvement
district will be benefited by the improvements, maintenance, and activities funded by the proposed
assessments, and, for a property -based district, that property within the district will receive a special
benefit.
(8) In a property -based district, the total amount of all special benefits to be conferred on the properties
within the property -based district.
(b) The adoption of the resolution of formation and, if required, recordation of the notice and map pursuant to
Section 36627 shall constitute the levy of an assessment in each of the fiscal years referred to in the management
district plan.
36627. Notice and assessment diagram
Following adoption of the resolution establishing district assessments on properties pursuant to Section 36625, the clerk
shall record a notice and an assessment diagram pursuant to Section 3114. No other provision of Division 4.5
(commencing with Section 3100) applies to an assessment district created pursuant to this part.
36628. Establishment of separate benefit zones within district; Categories of businesses
The city council may establish one or more separate benefit zones within the district based upon the degree of benefit
derived from the improvements or activities to be provided within the benefit zone and may impose a different assessment
within each benefit zone. If the assessment is to be levied on businesses, the city council may also define categories of
businesses based upon the degree of benefit that each will derive from the improvements or activities to be provided
within the district and may impose a different assessment or rate of assessment on each category of business, or on each
category of business within each zone.
36628.5. Assessments on businesses or property owners
SFPTMD Management District Plan 21
January 23, 2023
The city council may levy assessments on businesses or on property owners, or a combination of the two, pursuant to this
part. The city council shall structure the assessments in whatever manner it determines corresponds with the distribution
of benefits from the proposed improvements, maintenance, and activities, provided that any property -based assessment
conforms with the requirements set forth in paragraph (2) of subdivision (k) of Section 36622.
36629. Provisions and procedures applicable to benefit zones and business categories
All provisions of this part applicable to the establishment, modification, or disestablishment of a property and business
improvement district apply to the establishment, modification, or disestablishment of benefit zones or categories of
business. The city council shall, to establish, modify, or disestablish a benefit zone or category of business, follow the
procedure to establish, modify, or disestablish a property and business improvement district.
36630. Expiration of district; Creation of new district
If a property and business improvement district expires due to the time limit set pursuant to subdivision (h) of Section
36622, a new management district plan may be created and the district may be renewed pursuant to this part.
CHAPTER 3. Assessments
36631. Time and manner of collection of assessments; Delinquent payments
The collection of the assessments levied pursuant to this part shall be made at the time and in the manner set forth by the
city council in the resolution levying the assessment. Assessments levied on real property may be collected at the same
time and in the same manner as for the ad valorem property tax, and may provide for the same lien priority and penalties
for delinquent payment. All delinquent payments for assessments levied pursuant to this part may be charged interest and
penalties.
36632. Assessments to be based on estimated benefit; Classification of real property and businesses; Exclusion
of residential and agricultural property
(a) The assessments levied on real property pursuant to this part shall be levied on the basis of the estimated
benefit to the real property within the property and business improvement district. The city council may classify
properties for purposes of determining the benefit to property of the improvements and activities provided
pursuant to this part.
(b) Assessments levied on businesses pursuant to this part shall be levied on the basis of the estimated benefit to
the businesses within the property and business improvement district. The city council may classify businesses
for purposes of determining the benefit to the businesses of the improvements and activities provided pursuant
to this part.
(c) Properties zoned solely for residential use, or that are zoned for agricultural use, are conclusively presumed
not to benefit from the improvements and service funded through these assessments, and shall not be subject to
any assessment pursuant to this part.
36633. Time for contesting validity of assessment
The validity of an assessment levied under this part shall not be contested in an action or proceeding unless the action or
proceeding is commenced within 30 days after the resolution levying the assessment is adopted pursuant to Section 36625.
An appeal from a final judgment in an action or proceeding shall be perfected within 30 days after the entry of judgment.
36634. Service contracts authorized to establish levels of city services
The city council may execute baseline service contracts that would establish levels of city services that would continue
after a property and business improvement district has been formed.
36635. Request to modify management district plan
The owners' association may, at any time, request that the city council modify the management district plan. Any
modification of the management district plan shall be made pursuant to this chapter.
36636. Modification of plan by resolution after public hearing; Adoption of resolution of intention
SFPTMD Management District Plan 22
January 23, 2023
(a) Upon the written request of the owners' association, the city council may modify the management district
plan after conducting one public hearing on the proposed modifications. The city council may modify the
improvements and activities to be funded with the revenue derived from the levy of the assessments by adopting
a resolution determining to make the modifications after holding a public hearing on the proposed modifications.
If the modification includes the levy of a new or increased assessment, the city council shall comply with Section
36623. Notice of all other public hearings pursuant to this section shall comply with both of the following:
(1) The resolution of intention shall be published in a newspaper of general circulation in the city once
at least seven days before the public hearing.
(2) A complete copy of the resolution of intention shall be mailed by first class mail, at least 10 days
before the public hearing, to each business owner or property owner affected by the proposed
modification.
(b) The city council shall adopt a resolution of intention which states the proposed modification prior to the
public hearing required by this section. The public hearing shall be held not more than 90 days after the adoption
of the resolution of intention.
36637. Reflection of modification in notices recorded and maps
Any subsequent modification of the resolution shall be reflected in subsequent notices and maps recorded pursuant to
Division 4.5 (commencing with Section 3100), in a manner consistent with the provisions of Section 36627.
CHAPTER 3.5. Financing
36640. Bonds authorized; Procedure; Restriction on reduction or termination of assessments
(a)The city council may, by resolution, determine and declare that bonds shall be issued to finance the estimated
cost of some or all of the proposed improvements described in the resolution of formation adopted pursuant to
Section 36625, if the resolution of formation adopted pursuant to that section provides for the issuance of bonds,
under the Improvement Bond Act of 1915 (Division 10 (commencing with Section 8500)) or in conjunction with
Marks -Roos Local Bond Pooling Act of 1985 (Article 4 (commencing with Section 6584) of Chapter 5 of Division
7 of Title 1 of the Government Code). Either act, as the case may be, shall govern the proceedings relating to
the issuance of bonds, although proceedings under the Bond Act of 1915 may be modified by the city council as
necessary to accommodate assessments levied upon business pursuant to this part.
(b) The resolution adopted pursuant to subdivision (a) shall generally describe the proposed improvements
specified in the resolution of formation adopted pursuant to Section 36625, set forth the estimated cost of those
improvements, specify the number of annual installments and the fiscal years during which they are to be
collected. The amount of debt service to retire the bonds shall not exceed the amount of revenue estimated to
be raised from assessments over 30 years.
(c) Notwithstanding any other provision of this part, assessments levied to pay the principal and interest on any
bond issued pursuant to this section shall not be reduced or terminated if doing so would interfere with the timely
retirement of the debt.
CHAPTER 4. Governance
36650. Report by owners' association; Approval or modification by city council
(a) The owners' association shall cause to be prepared a report for each fiscal year, except the first year, for which
assessments are to be levied and collected to pay the costs of the improvements, maintenance, and activities
described in the report. The owners' association's first report shall be due after the first year of operation of the
district. The report may propose changes, including, but not limited to, the boundaries of the property and
business improvement district or any benefit zones within the district, the basis and method of levying the
assessments, and any changes in the classification of property, including any categories of business, if a
classification is used.
(b) The report shall be filed with the clerk and shall refer to the property and business improvement district by
name, specify the fiscal year to which the report applies, and, with respect to that fiscal year, shall contain all of
the following information:
(1) Any proposed changes in the boundaries of the property and business improvement district or in
any benefit zones or classification of property or businesses within the district.
(2) The improvements, maintenance, and activities to be provided for that fiscal year.
SFPTMD Management District Plan 23
January 23, 2023
(3) An estimate of the cost of providing the improvements, maintenance, and activities for that fiscal
year.
(4) The method and basis of levying the assessment in sufficient detail to allow each real property or
business owner, as appropriate, to estimate the amount of the assessment to be levied against his or her
property or business for that fiscal year.
(5) The estimated amount of any surplus or deficit revenues to be carried over from a previous fiscal
year.
(6) The estimated amount of any contributions to be made from sources other than assessments levied
pursuant to this part.
(c) The city council may approve the report as filed by the owners' association or may modify any particular
contained in the report and approve it as modified. Any modification shall be made pursuant to Sections 36635
and 36636.
The city council shall not approve a change in the basis and method of levying assessments that would impair an
authorized or executed contract to be paid from the revenues derived from the levy of assessments, including
any commitment to pay principal and interest on any bonds issued on behalf of the district.
36651. Designation of owners' association to provide improvements, maintenance, and activities
The management district plan may, but is not required to, state that an owners' association will provide the improvements,
maintenance, and activities described in the management district plan. If the management district plan designates an
owners' association, the city shall contract with the designated nonprofit corporation to provide services.
CHAPTER 5. Renewal
36660. Renewal of district; Transfer or refund of remaining revenues; District term limit
(a) Any district previously established whose term has expired, or will expire, may be renewed by following the
procedures for establishment as provided in this chapter.
(b) Upon renewal, any remaining revenues derived from the levy of assessments, or any revenues derived from
the sale of assets acquired with the revenues, shall be transferred to the renewed district. If the renewed district
includes additional parcels or businesses not included in the prior district, the remaining revenues shall be spent
to benefit only the parcels or businesses in the prior district. If the renewed district does not include parcels or
businesses included in the prior district, the remaining revenues attributable to these parcels shall be refunded to
the owners of these parcels or businesses.
(c) Upon renewal, a district shall have a term not to exceed 10 years, or, if the district is authorized to issue bonds,
until the maximum maturity of those bonds. There is no requirement that the boundaries, assessments,
improvements, or activities of a renewed district be the same as the original or prior district.
CHAPTER 6. Disestablishment
36670. Circumstances permitting disestablishment of district; Procedure
(a) Any district established or extended pursuant to the provisions of this part, where there is no indebtedness,
outstanding and unpaid, incurred to accomplish any of the purposes of the district, may be disestablished by
resolution by the city council in either of the following circumstances:
(1) If the city council finds there has been misappropriation of funds, malfeasance, or a violation of law
in connection with the management of the district, it shall notice a hearing on disestablishment.
(2) During the operation of the district, there shall be a 30-day period each year in which assessees may
request disestablishment of the district. The first such period shall begin one year after the date of
establishment of the district and shall continue for 30 days. The next such 30-day period shall begin
two years after the date of the establishment of the district. Each successive year of operation of the
district shall have such a 30-day period. Upon the written petition of the owners or authorized
representatives of real property or the owners or authorized representatives of businesses in the district
who pay 50 percent or more of the assessments levied, the city council shall pass a resolution of
intention to disestablish the district. The city council shall notice a hearing on disestablishment.
(b) The city council shall adopt a resolution of intention to disestablish the district prior to the public hearing
required by this section. The resolution shall state the reason for the disestablishment, shall state the time and
place of the public hearing, and shall contain a proposal to dispose of any assets acquired with the revenues of
the assessments levied within the property and business improvement district. The notice of the hearing on
disestablishment required by this section shall be given by mail to the property owner of each parcel or to the
SFPTMD Management District Plan 24
January 23, 2023
owner of each business subject to assessment in the district, as appropriate. The city shall conduct the public
hearing not less than 30 days after mailing the notice to the property or business owners. The public hearing shall
be held not more than 60 days after the adoption of the resolution of intention.
36671. Refund of remaining revenues upon disestablishment or expiration without renewal of district;
Calculation of refund; Use of outstanding revenue collected after disestablishment of district
(a) Upon the disestablishment or expiration without renewal of a district, any remaining revenues, after all
outstanding debts are paid, derived from the levy of assessments, or derived from the sale of assets acquired with
the revenues, or from bond reserve or construction funds, shall be refunded to the owners of the property or
businesses then located and operating within the district in which assessments were levied by applying the same
method and basis that was used to calculate the assessments levied in the fiscal year in which the district is
disestablished or expires. All outstanding assessment revenue collected after disestablishment shall be spent on
improvements and activities specified in the management district plan.
(b) If the disestablishment occurs before an assessment is levied for the fiscal year, the method and basis that
was used to calculate the assessments levied in the immediate prior fiscal year shall be used to calculate the
amount of any refund.
SFPTMD Management District Plan 25
January 23, 2023
APPENDIX 2 - ASSESSED BUSINESSES
HOTEL NAME
SITE ADDRESS
CITY
ST
ZIP
AC HOTEL SAN FRANCISCO
AIRPORT/OYSTER POINT WATERFRONT
1333 Veterans Blvd
So. San
Francisco
CA
94080
AIRPORT INN
751 Airport Blvd
So. San
Francisco
CA
94080
ALL SEASONS LODGE
800 El Camino Real
So. San
Francisco
CA
94080
ALOFT SAN FRANCISCO AIRPORT
401 E. Millbrae Ave
Millbrae
CA
94030
AMERICANA INN MOTEL
760 El Camino Real
So. San
Francisco
CA
94080
AMERICAS BEST VALUE INN - PACIFICA
2160 Francisco Blvd
Pacifica
CA
94044
ANCHOR INN PACIFICA
500 San Pedro Ave
Pacifica
CA
94044
ARISTOCRAT HOTEL, BW SIGNATURE
COLLECTION
1410 Cabrillo Hwy S
Half Moon Bay
CA
94019
ATHERTON INN
1201 W Selby Lane
Redwood City
CA
94061
ATHERTON PARK INN & SUITES
2834 El Camino Real
Redwood City
CA
94061
BAY LANDING HOTEL
1550 Ba shore Hwy
Burlingame
CA
94010
BAYHILL INN
950 El Camino Real
San Bruno
CA
94066
BEACH HOUSE HOTEL
4100 Cabrillo Hwy N
Half Moon Bay
CA
94019
BELMONT PALMS
700 El Camino Real
Belmont
CA
94002
BEST WESTERN COYOTE POINT
480 N Ba shore Blvd
San Mateo
CA
94401
BEST WESTERN INN
316 El Camino Real
Redwood City
CA
94062
BEST WESTERN PLUS EXECUTIVE
SUITES
25 5th Ave
Redwood City
CA
94063
BEST WESTERN PLUS GROSVENOR
HOTEL
380 S Airport Blvd
So. San
Francisco
CA
94080
BUDGET INN
2526 El Camino Real
Redwood City
CA
94061
CANYON RANCH WELLNESS RETREAT
16350 Skyline Blvd
Woodside
CA
94062
CAPRI MOTEL
2380 El Camino Real
Redwood City
CA
94063
THE CATRINA HOTEL
2110 S El Camino Real
San Mateo
CA
94403
COMFORT INN & SUITES - SAN BRUNO
611 San Bruno Ave E
San Bruno
CA
94066
COMFORT INN & SUITES SFO NORTH
121 E. Grand Ave
So. San
Francisco
CA
94080
COSTANOA LODGE+CAMP+RESORT
2001 Rossi Rd
Pescadero
CA
94060
COUNTRY INN & SUITES BY RADISSON
251 El Camino Real
San Carlos
CA
94070
COURTYARD REDWOOD CITY
600 Bair Island Rd
Redwood City
CA
94063
COURTYARD SAN FRANCISCO AIRPORT
1050 Ba hill Dr
San Bruno
CA
94066
COURTYARD SAN MATED FOSTER CITY
550 Shell Blvd
Foster City
CA
94404
CROWNE PLAZA FOSTER CITY-SAN
MATEO
1221 Chess Dr
Foster City
CA
94404
CROWNE PLAZA S.F. AIRPORT
1177 Airport Blvd
Burlingame
CA
94010
CYPRESS INN ON MIRAMAR BEACH
407 Mirada Rd
Half Moon Bay
CA
94019
DAYS INN - REDWOOD CITY
2650 El Camino Real
Redwood City
CA
94061
DAYS INN S.F. AIRPORT -OYSTER POINT -
SSF
1113 Airport Blvd
So. San
Francisco
CA
94080
DELUXE INN - REDWOOD CITY
1402 Stafford St
Redwood City
CA
94062
SFPTMD Management District Plan 26
January 23, 2023
DELUXE INN - SSF
920 El Camino Real
So. San
Francisco
CA
94080
DOUBT ETREE BY HILTON S.F. AIRPORT
835 Airport Blvd
Burlingame
CA
94010
DOUBLETREE BY HILTON S.F. AIRPORT
NORTH
5000 Sierra Point
Parkway
Brisbane
CA
94005
DOUBLETREE BY HILTON SF / SOUTH
AIRPORT BLVD
275 S Airport Blvd
So. San
Francisco
CA
94080
THE DYLAN HOTEL AT SFO
110 S El Camino Real
Millbrae
CA
94030
EMBASSY SUITES S.F. AIRPORT SOUTH
SAN FRANCISCO
250 Gateway Blvd
So. San
Francisco
CA
94080
EMBASSY SUITES S.F. AIRPORT -
WATERFRONT
150 Anza Blvd
Burlingame
CA
94010
EXTENDED STAY AMERICA - BELMONT
120 Sem Lane
Belmont
CA
94002
EXTENDED STAY AMERICA - SAN
CARLOS
3 Circle Star Way
San Carlos
CA
94070
EXTENDED STAY AMERICA - SAN
MATEO
1830 Gateway Dr
San Mateo
CA
94404
FAIRFIELD INN & SUITES SAN
FRANCISCO PACIFICA
500 Old County Rd
Pacifica
CA
94044
FAIRFIELD INN & SUITES SAN
FRANCISCO SAN CARLOS
555 Skyway Rd
San Carlos
CA
94070
FAIRFIELD INN & SUITES SFO OYSTER
POINT AREA
127 W. Harris Avenue
So. San
Francisco
CA
94080
FOUR POINTS BY SHERATON HOTEL &
SUITES
264 S Airport Blvd
So. San
Francisco
CA
94080
FOUR SEASONS HOTEL SILICON VALLEY
2050 University Ave
East Palo Alto
CA
94303
GARDEN MOTEL
1690 Broadway
Redwood City
CA
94063
GATEWAY INN & SUITES
516 El Camino Real
San Bruno
CA
94066
GOOD LIVING INN
1562 El Camino Real
San Carlos
CA
94070
GOOD NITE INN
485 Veterans Blvd
Redwood City
CA
94063
GRAND BAY SAN FRANCISCO
223 Twin Dolphin Dr
Redwood City
CA
94065
GRAND HYATT AT SFO
55 S. McDonnell Road
San Francisco
CA
94128
HALF MOON BAY INN
401 Main St
Half Moon Bay
CA
94019
HALF MOON BAY LODGE
2400 Cabrillo Hwy S
Half Moon Bay
CA
94019
HAMPTON INN & SUITES SFO SOUTH -
BURLINGAME
1755 Ba shore Hwy
Burlingame
CA
94010
HAMPTON INN & SUITES - SAN MATEO
2940 S. Norfolk St.
San Mateo
CA
94403
HAMPTON INN SFO NORTH - SSF
300 Gateway Blvd
So. San
Francisco
CA
94080
HARBOR VIEW INN
51 Ave Alhambra
El Granada
CA
94018
HILTON GARDEN INN SAN MATEO
2000 Brid e oint Circle
San Mateo
CA
94404
HILTON GARDEN INN SFO -
BURLINGAME
765 Airport Blvd
Burlingame
CA
94010
HILTON GARDEN INN - SFO NORTH -
SSF
670 Gateway Blvd
So. San
Francisco
CA
94080
HILTON S.F. AIRPORT BAYFRONT
600 Airport Blvd
Burlingame
CA
94010
HOLIDAY INN & SUITES SAN MATEO-SF
SFO
330 N Ba shore Blvd
San Mateo
CA
94401
HOLIDAY INN EXPRESS & SUITES
BELMONT
1650 El Camino Real
Belmont
CA
94002
HOLIDAY INN EXPRESS REDWOOD CITY
CENTRAL
1836 El Camino Real
Redwood City
CA
94063
HOLIDAY INN EXPRESS SFO NORTH -
SSF
373 S Airport Blvd
So. San
Francisco
CA
94080
SFPTMD Management District Plan 27
January 23, 2023
HOLIDAY INN EXPRESS SFO SOUTH -
BURLINGAME
1250 Ba shore Hwy
Burlingame
CA
94010
HOME2 SUITES BY HILTON SFO NORTH
550 Gateway Blvd
So. San
Francisco
CA
94080
HOMEWOOD SUITES BY HILTON
BELMONT
1201 Shoreway Road
Belmont
CA
94002
HOMEWOOD SUITES BY HILTON SFO
AIRPORT NORTH
2O00 Shoreline Court
Brisbane
CA
94005
HOTEL 1550
1550 El Camino Real
San Bruno
CA
94066
HOTEL ALUXOR
500 El Camino Real
San Bruno
CA
94066
HOTEL AURA SFO
190 El Camino Real
San Bruno
CA
94066
HOTEL BELMONT
560 El Camino Real
Belmont
CA
94002
HOTEL FOCUS SFO
111 Mitchell Ave
So. San
Francisco
CA
94080
HOTEL NOVA SFO BY FAIRBRIDGE
410 S Airport Blvd
So. San
Francisco
CA
94080
HOTEL V
222 S Airport Blvd
So. San
Francisco
CA
94080
HYATT HOUSE BELMONT/REDWOOD
SHORES
400 Concourse Dr
Belmont
CA
94002
HYATT PLACE SAN CARLOS
26 El Camino Real
San Carlos
CA
94070
HYATT REGENCY SAN FRANCISCO
AIRPORT
1333 Ba shore Hwy
Burlingame
CA
94010
INN @ BAYSHORE
140 N Ba shore Blvd
San Mateo
CA
94401
INN AT MAVERICKS
346 Princeton Ave
El Granada
CA
94018
INN AT ROCKAWAY
200 Rockaway Beach
Ave
Pacifica
CA
94044
INN BY THE SFO
701 Airport Blvd
So. San
Francisco
CA
94080
LA QUINTA INN & SUITES S.F. AIRPORT
WEST
1390 El Camino Real
Millbrae
CA
94030
LA QUINTA INN S.F. AIRPORT NORTH
20 Airport Blvd
So. San
Francisco
CA
94080
LARKSPUR LANDING HOTEL SSF
690 Gateway Blvd
So. San
Francisco
CA
94080
LIA HOTEL
950 El Camino Real
San Carlos
CA
94070
LIGHTHOUSE HOTEL
105 Rockaway Beach
Ave
Pacifica
CA
94044
MARRIOTT FAIRFIELD INN & SUITES
SFO
250 El Camino Real
Millbrae
CA
94030
MILL ROSE INN
615 Mill St
Half Moon Bay
CA
94019
MILLWOOD INN & SUITES
1375 El Camino Real
Millbrae
CA
94030
THE MIRAMAR INN & SUITES
3020 Cabrillo Hwy N
Half Moon Bay
CA
94019
MOTEL 6 - BELMONT
1101 Shoreway Rd
Belmont
CA
94002
NANTUCKET WHALE INN
779 Main St
Half Moon Bay
CA
94019
NICHE HOTEL
868 Main St
Redwood City
CA
94063
OCEAN VIEW INN
8425 Cabrillo Hwy
Momara
CA
94037
THE OCEANFRONT HOTEL
211 Mirada Rd
Half Moon Bay
CA
94019
OCEANO HOTEL & SPA
280 Capistrano Rd
Half Moon Bay
CA
94019
PACIFICA BEACH HOTEL
525 Cres i Dr
Pacifica
CA
94044
PARK POINTE HOTEL
245 S. Airport Blvd
So. San
Francisco
CA
94080
PESCADERO CREEK INN
393 Stage Rd
Pescadero
CA
94060
SFPTMD Management District Plan 28
January 23, 2023
QUALITY INN HALF MOON BAY
2930 Cabrillo Hwy N
Half Moon Bay
CA
94019
RAMADA LIMITED SUITES
721 Airport Blvd
So. San
Francisco
CA
94080
REDWOOD CREEK INN
1090 El Camino Real
Redwood City
CA
94063
REDWOOD MOTOR COURT
3706 Rolison Rd
Redwood City
CA
94063
REGENCY INN SFO
411 San Bruno Ave E
San Bruno
CA
94066
RESIDENCE INN SAN FRANCISCO
AIRPORT/MILLBRAE
161 N. Rollins Road
Millbrae
CA
94030
RESIDENCE INN REDWOOD CITY SAN
CARLOS
800 E. San Carlos Ave
San Carlos
CA
94070
RESIDENCE INN SAN FRANCISCO
AIRPORT/SAN MATEO
2000 Winward Way
San Mateo
CA
94404
THE RITZ-CARLTON, HALF MOON BAY
One Miramontes Point
Rd
Half Moon Bay
CA
94019
RITZ INN
151 El Camino Real
San Bruno
CA
94066
ROYAL INN
120 Hickey Blvd
So. San
Francisco
CA
94080
SAN BENITO HOUSE
356 Main St
Half Moon Bay
CA
94019
SAN CARLOS INN
1140 Morse Blvd
San Carlos
CA
94070
SAN FRANCISCO AIRPORT MARRIOTT
WATERFRONT
1800 Old Ba shore Hwy
Burlingame
CA
94010
SAN MATEO MARRIOTT
1770 So. Am hlett Blvd
San Mateo
CA
94402
SEA BREEZE MOTEL
100 Rockaway Beach
Ave
Pacifica
CA
94044
SEAL COVE INN
221 Cypress Ave
Moss Beach
CA
94038
SEQUOIA INN
526 El Camino Real
Redwood City
CA
94063
SFO AIRPORT HOTEL, EL RANCHO INN
1100 El Camino Real
Millbrae
CA
94030
SILICON VALLEY INN
630 El Camino Real
Belmont
CA
94002
SONESTA ES SUITES SFO SAN BRUNO
1350 Huntington
San Bruno
CA
94066
SONESTA ES SUITES SFO OYSTER POINT
WATERFRONT
1350 Veterans Blvd
So. San
Francisco
CA
94080
SONESTA SELECT SFO OYSTER POINT
WATERFRONT
1300 Veterans Blvd
So. San
Francisco
CA
94080
SPRINGHILL SUITES BELMONT
REDWOOD SHORES
1401 Shoreway Rd
Belmont
CA
94002
SUPER 8 S.F. AIRPORT - SAN BRUNO
421 El Camino Real
San Bruno
CA
94066
TOWNEPLACE SUITES SAN MATEO
FOSTER CITY
1299 Chess Drive
Foster City
CA
94404
TRAVELERS INN
100 Hickey Blvd
So. San
Francisco
CA
94080
TRAVELODGE SFO NORTH
326 S Airport Blvd
So. San
Francisco
CA
94080
VAGABOND INN EXECUTIVE S.F.
AIRPORT BAYFRONT
1640 Old Ba shore Hwy
Burlingame
CA
94010
VILLA MONTES HOTEL, ASCEND HOTEL
COLLECTION
620 El Camino Real
San Bruno
CA
94066
THE WESTIN S.F. AIRPORT
1 Old Ba shore Hwy
Millbrae
CA
94030
ZABALLA HOUSE BED & BREAKFAST
324 Main St
Half Moon Bay
CA
94019
Hotel Nia
200Independence
Drive
Menlo Park
CA
94025
Park ames
1400 El Camino Real
Menlo Park
CA
94025
Rosewood Sand Hill
2825 Sand Hill Road
Menlo Park
CA
94025
SFPTMD Management District Plan 29
January 23, 2023
Stanford Park Hotel
100 El Camino Real
Menlo Park
CA
94025
Residence Inn
555 Glenwood
Avenue
Menlo Park
CA
94025
Best Western Plus Riviera
15 El Camino Real
Menlo Park
CA
94025
Hotel Lucent
727 El Camino Real
Menlo Park
CA
94025
Menlo Park Inn
1315 El Camino Real
Menlo Park
CA
94025
Red Cottage Inn
1704 El Camino Real
Menlo Park
CA
94025
SFPTMD Management District Plan 30
January 23, 2023
APPENDIX 3 - BENEFITS BY BUSINESS CATEGORY
Tier 1
Tier 2
Program
Service
1.5%
0.75%
General
Listing on www.thesanfranciscopeninsula.com with link to hotel booking page
X
X
X
X
General
Inclusion in Sales, Marketing and Promotional Opportunities
X
X
General
Inclusion in SFP's Consumer Brochures
X
X
General
Access to SFP's research reports and insights
X
X
General
Represented by SFP at industry conferences and events
Access to California Hotel Lodging Association's industry advocacy efforts and training
X
X
General
materials
X
X
Consumer
Opportunity to participate in Consumer Marketing Campaigns
X
X
Consumer
Public Relations participation opportunities
X
X
Consumer
Familiarization Tour(Press and Influencer) Opportunities
X
X
Consumer
I Inclusion Opportunity in Social Media Efforts
X
X
Consumer
Inclusion Opportunity in Destination Video and Photo Shoots
X
X
Consumer
New project andspecial event opportunities
X
X
Travel Trade
Trade Show Opportunities
X
X
Travel Trade
I Sales Mission Opportunities
X
X
Travel Trade
Lead Opportunities
X
X
Travel Trade
Familiarization Tour Leads(Press and Travel Trade Opportunities
X
Meetings
Lead Distribution
X
Meetings
I Site Inspections
X
Meetings
Convention Services Support
X
Meetings
Opportunity to participate in Sales Missions
X
Meetings
Opportunity to participate in Client Events
X
Meetings
Industry tradeshow participation
X
Meetings
Participation in local industry chapter meetings and events
X
Meetings
Familiarization Tours
X
Meetings
Marketing Campaigns
X
Meetings
Inclusion in Meetings Market Brochures
X
Meetings
Opportunity for Sponsorship of Group Events
Custom Event Landing Page for Groups: Things To Do Nearby With Your Selected
X
Meetings
Venue(Itinerary)
I
SFPTMD Management District Plan 31
January 23, 2023
X
Meetings
Distribution of hot rates and dates to planners
X
Meetings
Co-op advertising opportunities in key meeting publications
X
Meetings
Social media mentions/posts promoting groups space
X
Meetings
Inclusion on Meeting Planner section of website
X
Meetings
O portunity to be highlighted in meeting planner newsletter
X
Meetings
Access to SF Travel group leads via our alliance with SFr
SFPTMD Management District Plan 32
January 23, 2023
APPENDIX 4 - SMG CONSULTING ANALYSIS
SFPTMD Management District Plan 33
January 23, 2023
SF Peninsula
Tourism Business Improvement District Pro Forma Review
SMGConsulting
TAKE ANOTHER PATH.
SFPTMD Management District Plan 34
January 23, 2023
Overview
In 2001, the Organization established a Tourism Business Improvement District (TBID) under
the Parking and Business Improvement Area Law of 1989 ('89 Law) and now wishes to convert
to a Tourism Marketing District (TMD) under the Property and Business Improvement District
Law of 1994 ('94 Law).
The organization is moving forward with a Tourism Business Improvement District (TBID)
transition that will increase its funding above $6 million annually to be available for tourism
promotion efforts. The TBID contribution is a significant budget increase for the organization. In
developing the proposal for the TBID renewal and the subsequent approval of the lodging
industry, the organization staff has prepared a TMD Benefits Proforma to estimate the potential
return on investment from the new TBID funds.
This staff assessment includes the proposed allocation and use of new funds for different tourism
promotion efforts (sales, advertising, public relations, social media, etc.) and the projected return
on investment for those funds.
Proforma Review
The TMD Benefits Proforma review includes a review of the staff proforma to check the
assumptions and estimates and make suggestions and recommendations.
Scope of Work
The following is a review of the proforma developed for the TBID renewal. The analysis was
done using the information supplied by The San Francisco Peninsula CVB. Project elements
include the following:
I. DEVELOP SMITH TRAVEL RESEARCH TRENDLINE AND ANNUAL GROWTH RATE FOR LODGING REVENUE.
DEVELOP MULTI -YEAR FORECAST.
DETERMINE THE PROJECTABLE RATE OF GROWTH.
• REVIEW STAFF DRAFT PROFORMA, INCLUDING ASSUMPTIONS AND FINAL ESTIMATES.
I. COMPARE PROFORMA ESTIMATES WITH TRENDLINE AND ASSESS WITH POTENTIALLY DIFFERENT
SCENARIOS (HIGH, MEDIUM, AND LOW ESTIMATES).
Limiting Conditions
The following analysis and estimates are based on the best information and time available. The
results and opinions provided are a guide for consideration, and we do not claim as to the
accuracy of the final results.
SFPTMD Management District Plan 35
January 23, 2023
Model Development
We developed an SF Peninsula Tourism Economic Model to develop lodging revenue and room
night projections with the addition of new properties and the potential of Menlo Park Inclusion.
The model was developed utilizing the past ten years of monthly lodging data from Smith Travel
Research. The model measures a variety of economic activities, including the following:
II. LODGING REVENUE PROJECTIONS THROUGH 2O27
III. ROOM NIGHT PROJECTION THROUGH 2O27
IV. TBID REVENUE WITHOUT MENLO PARK
V. TBID REVENUE WITH MENLO PARK
VI. TBIB REVENUE WITH NEW PROPERTIES
VII. TBID REVENUE WITHOUT NEW PROPERTIES.
The SF Peninsula Tourism Economic Model can be adjusted to test or consider different
scenarios.
Model Methodology
The future growth of ADR and room nights is using a Bayesian Structural Times Series (BSTS)
model, a technique for fitting historical data and forecasting future trends (Scott and Varian,
Predicting the Present with Bayesian Structural Time Series 2013). BSTS was chosen for its
ability to forecast future trends, including seasonal variation, using robust time series data. In this
case, data is available in monthly intervals from July 2012. This model was fit by specifying a
semi -local linear trend. Confidence intervals bound a mean forecast to quantify the degree of
uncertainty in the future (Scott, Fitting Bayesian structural time series with the bsts R package
2017).
Rather than having the pandemic disruption influence the forecasts, only data from July 2012
through December 2019 was taken as input. Revenue is simply forecast as the product of ADR
and room nights.
Given the fact that the STR reports track all cities in San Mateo County, the revenue forecast is
reduced in proportion to the number of room nights in the TMD (15,699/17,190) or 91.3 percent.
TMD fee revenue is also forecast in proportion to available rooms, with 42 percent A -level
property rooms paying 1.5 percent of gross room revenue. The balance is paid by B-level
property rooms at 0.75 percent.
Construction of three new B-level properties is underway and will bring 451 rooms online. These
rooms are assumed to be available from January 2023. There are 533 A -level property rooms and
338 B-level property rooms in Menlo Park. Potential gross room and TMD fee revenue is
forecast on the basis of room count proportionality.
Model Assumptions
The model forecasts mean values of ADR and room nights along with 2.5 percent confidence
intervals. This report is based on mean values. By constructing the model in this manner, we are
SFPTMD Management District Plan 36
January 23, 2023
assuming that the conditions supporting ADR and room night growth prior to the pandemic will
continue from 2023 forward.
Sources of variation include the impact of macroeconomic conditions, actual timing of new
construction (planned and unplanned), promotions and policies such as airline crew waivers.
Model Limitations
The baseline SF Peninsula Tourism Economic Model provides a static look based on a given set
of assumptions. Forecasts of future events are inherently uncertain as the recent pandemic
reminded us. As noted above, the model can be adjusted to estimate specific scenarios in detail in
which case the relative differences generally provide the most value.
Findings
Table 1 below summarizes Room Nights, Revenue, and Average Daily Rate (ADR) projections.
Table 1: Room Night, Revenue, and Average Daily Rate Projections 2021-2027
i
Room nights 3,201,672 3,273,894 3,356,784 3,470,192 3,592,148
3,720,575
3,824,263
RN annual growth 2.3% 2.5% 3.4% 3.5%
3.6%
2.8%
Revenue (thousands) $430,563 $784,357 $1,053,955 $1,140,669 $1,229,371
$1,335,188
$1,444,536
Rev annual growth 82.2% 34.4% 8.2% 7.8%
8.6%
8.2%
ADR $134 $240 $314 $329 $342
$359
$378
ADR annual growth 78.2% 31.1% 4.7% 4.1%
4.9%
5.3%
A. THE MODEL INCLUDES GROWTH RATE PROJECTIONS FOR EACH OF THOSE CATEGORIES. NOTE
THE
SIGNIFICANT REVENUE GROWTH PROJECTION IN 2022 AND 2023, AFTER WHICH
THE GROWTH SLOWS
DOWN INTO A MORE CONSISTENT PATTERN AFTER 2023. (SEE TABLE 1 ABOVE)
B. THE TMD BENEFITS PROFORMA DEVELOPED BY STAFF HAS LODGING RATES BETWEEN $200 AND $293,
WHICH IS WITHIN ESTIMATES OR THE PROJECTED AVERAGE DAILY RATE OF THE SF PENINSULA
TOURISM ECONOMIC MODEL. (SEE TABLE 2)
A. REGARDING TBID REVENUE PROJECTION, THE TMD BENEFITS PROFORMA ANTICIPATES TBID REVENUE
OF APPROXIMATELY $6M. BASED ON THE SF PENINSULA TOURISM ECONOMIC MODEL'S
ASSUMPTIONS, TBID COLLECTIONS COULD BE HIGHER STARTING IN 2022 (APPROXIMATELY $8M). (SEE
TABLE 2)
B. THE MODEL CONSIDERS THE NEW CONSTRUCTION OF HOTELS (451 UNITS) WHICH INCREASES THE
POTENTIAL TBID REVENUE GENERATION BY APPROXIMATELY $207,000. (SEE TABLE 2)
C. ADDITIONALLY, THE MODEL CONSIDERS THE POTENTIAL ADDITION OF MENLO PARK HOTELS BEING A
PART OF THE TBID. THE ADDITION OF MENLO PARK HOTELS WOULD INCREASE TBID CONTRIBUTIONS
BY APPROXIMATELY $638,000 STARTING IN 2023. (SEE TABLE 2)
SFPTMD Management District Plan 37
January 23, 2023
Table 2: TMD Room Revenue and Fee Projections
Field Cade
's 6607 _ Base Year
a va i l able 15699 TB ID Projection
A Revenue
$101,204,557
$330,100,605
$405,089,050
$438,417,832
$472,510,240
$513, 181,465
$555,�03,395
1.50%
$2,718,068
$4,951,509
$6,076,336
$6,576,267
$7,087,654
$7,697,7221
$8428,141
e Revenue
$249,358,533
$454,256,803
$557,449,620
$603,313,899
$650,229,026
$706,197,349
$764,032,666
0.75%
Total TBID/TMD
$4,588,257
$8,358,435
$10,257,208
$11,101,122
$11,964,371
$12,994,202
$14,058,366
Ne Construction
Ne v rooms 2023 (B)
45
Total w/new hotels
$10,464,S96
$11,325,573
$12,206,276
$13,256,929
$14,342,629
%i icrease in
5.0%
Me Ao Park
Ne r ms 2023 (A)
533
%i icrease in
8.1%
Ne v rooms 2023 (B)
338
% i icreasen B
3.5%
Total w/Menlo
$10,895,479
$31,791,907,
$12,708,873
$13,802,787
$14,933,191
Inventory Notes:
Changes in Hotel Inventory
318 rooms lost to Project Home Key (housing the un-housed) during 2020/2021
Possibly December 15, 2022 or early 2023
Red Roof Inn, Burlingame
213 Rooms
Possibly in 2023
El Rancho Inn, Millbrae
219 Rooms
2023 (Buyer is getting financing together, no set month for demolishing.)
Holiday Inn Express, Burlingame
148 Rooms
Possibly 2023 (Entitlements approved Sept 2022. No word when developer will start work.)
Comfort Inn & Suites, South San Francisco
166 Rooms
SFPTMD Management District Plan 38
January 23, 2023
Appendix
SFPTMD Management District Plan 39
January 23, 2023
Appendix 1: San Mateo County Room Revenue
Annual San Mateo County Room Revenue
Historic STR Report Values through October 2022 and Forecast
to 2027
$1,600,000,000
$1,400,000,000
$1,200,000,000
$1,000,000,000
$800,000,000
$600,000,000
$400,000,000
$200,000,000
$0
2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2027
Source: STR Reports and Consulting Team.
SFPTMD Management District Plan 40
January 23, 2023
Appendix 2: San Mateo County ADR
$900
$800
$700
$600
$500
$400
$300
$200
$100
$0
Monthly San Mateo County ADR Forecast to 2034
N V vt r` W 01 O O N M M V r1 r0 cp r` r0 rl
rl ci rl ti ci c-I N N N N N N N N N N N N N N M M M M M M
� � i i � �
Q O Q O Q O Q O— Q 9 O— Q 9 0 0 0 Q
-Historical -97.5%quantile -Forecast mean -2.5%quantile
I
Source: STIR Reports and Consulting Team.
SFPTMD Management District Plan 41
January 23, 2023
Appendix 3: San Mateo County Room Nights
Monthly San Mateo County Room Night Forecast to 2034
1,200,000 —
1,000,000
800,000
600,000
400,000
200,000
0
N M V V Vl �O r` r` W T O O rl N M M V �l1 tp tD r` W Ot 01 O .-I N N M V
%
rl '4 N N N N N N N N N N N N N N M M M M M M
C +' %
a, o¢ 9 o a- o¢ 9 o a o¢ 9 o a o
—Historical —97.5%quantile —Forecast mean —2.5%quantile
Source: STR Reports and Consulting Team.
SFPTMD Management District Plan 42
January 23, 2023
BUR— IN�AAGENDA NO: 10d
STAFF REPORT
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Lisa K. Goldman, City Manager — (650) 558-7243
Subject: Adoption of a Resolution Authorizing the City Manager to Execute a Grant
Agreement with San Mateo County to Secure $500,000 in Measure K Funding
for the Town Square Project
RECOMMENDATION
Staff recommends the City Council adopt the resolution authorizing the City Manager to execute
the attached grant agreement with San Mateo County to secure $500,000 in Measure K funding
for the Town Square Project.
BACKGROUND
Over the past three years, the City has been pursuing the design and development of a town
square/community open space on the City -owned Parking Lot E in Burlingame's downtown. The
property is located between Park Road and Lorton Avenue, just south of Burlingame Avenue and
adjacent to the historic former Post Office property.
The Town Square project is in the core of Burlingame's downtown and presents a rare opportunity
to create a focal point for the area. The plaza is intended to be "Burlingame's Living Room,"
providing a public gathering space in an inviting environment. The square will include areas for both
active and passive enjoyment, with the goal of ensuring that the space is properly suited for
downtown events and community gatherings.
DISCUSSION
Recently, Supervisor Dave Pine's Chief of Staff Linda Wolin met with the City Manager and Public
Works Director to discuss potential City projects that the Supervisor could help fund through his
Measure K allocation. (Supervisors are allocated County Measure K funding each year to spend
on worthy projects and programs within their Districts.) Ms. Wolin was most interested in the Town
Square Project and subsequently received approval from Supervisor Pine to submit the project to
the Board of Supervisors for funding approval.
On May 23, 2023, the Board of Supervisors will consider approving a one-time grant of District -
discretionary Measure K funds, not to exceed $500,000, for the Town Square project. In order to
receive the funds, the City will need to execute the attached County grant agreement.
FISCAL IMPACT
The total cost of the Town Square project is estimated at $10,620,000 as follows:
County Measure K Grant for Town Square May 15, 2023
• Design Development and Construction Documents $1,420,000
• Construction Cost $6,863,000
• Construction Contingencies $1,029,450
• Construction Management $1,007,550
• Construction Engineering Support $300,000
Total $10,620,000
The project is being funded by a $2 million contribution from the developer of the adjacent Post
Office project, $1 million from the State, $750,000 from the federal government through a
Congressional earmark, and $500,000 from Supervisor Pine's District -discretionary Measure K
funds assuming the full Board of Supervisors approves the grant. The City will cover the remaining
costs through General Fund monies and fundraising.
Exhibits:
• Resolution
• County grant agreement
2
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME AUTHORIZING THE
CITY MANAGER TO EXECUTE A GRANT AGREEMENT WITH SAN MATEO COUNTY TO
SECURE $500,000 IN MEASURE K FUNDING FOR THE TOWN SQUARE PROJECT
WHEREAS, over the past three years, the City has been pursuing the design and development
of a town square/community open space on the City -owned Parking Lot E in Burlingame's downtown;
and
WHEREAS, the plaza is intended to be "Burlingame's Living Room," providing a public gathering
space in an inviting environment; and
WHEREAS, Supervisor Dave Pine wishes to contribute $500,000 of his Measure K District -
discretionary funds to the Town Square Project; and
WHEREAS, the Board of Supervisors must approve the allocation, and the City must execute a
grant agreement with San Mateo County in order to receive the monies.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME
RESOLVES AS FOLLOWS:
The City Council authorizes and directs the City Manager to execute the Measure K Grant Agreement,
in the form attached hereto, between the County of San Mateo and the City of Burlingame.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, do hereby certify that the
foregoing Resolution was introduced at a regular meeting of the City Council held on the 15t" day of May,
2023, and was adopted thereafter by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Meaghan Hassel -Shearer, City Clerk
DocuSign Envelope ID: 350E0846-16D5-4CD8-99D3-AAA10BCDAA28
Agreement No.
Board Resolution No.
MEASURE K GRANT AGREEMENT
BETWEEN THE COUNTY OF SAN MATEO AND CITY OF BURLINGAME
This Agreement is entered into this 23rd day of May, 2023 by and between the County of San Mateo, a
political subdivision of the state of California, hereinafter called "County," and City of Burlingame,
hereinafter called "Grantee."
WHEREAS, the Grantee has applied to the County seeking a grant for the purpose of funding the
matters set forth in its Project described in Exhibit A (the "Grant");
WHEREAS, the County has approved the grant of certain funds to Grantee pursuant to the terms
set forth in this Agreement;
NOW, THEREFORE, it is agreed by the parties to this Agreement as follows:
1. Exhibits and Attachments
The following exhibits and attachments are attached to this Agreement and incorporated into this
Agreement by this reference:
Exhibit A —Project Description
Exhibit B—Reporting and Invoicing
2. Grant
County hereby grants to Grantee a sum not to exceed Five Hundred Thousand Dollars and Zero Cents
($500,000) in consideration of and on the condition that the sum be expended for the sole purpose of
carrying out the objectives of Grantee's Project as identified in Exhibit A, and in no event shall the
County's total fiscal obligation under this Agreement exceed this amount. Grantee agrees to assume any
obligation to secure and furnish any additional funds that may be necessary to carry out its Project.
Funds granted under this Agreement shall not be disbursed until execution of this Agreement by County
and Grantee.
County shall disburse grant funds to Grantee 30 calendar days after receipt of a satisfactory invoice.
Invoices should be accompanied by back up documentation (e.g., receipts for professional services
rendered, salary and benefits back up, etc.) and submittal of any required summary reports outlined in
Exhibits A or B. The County reserves the right to change the disbursement method during the term of this
Agreement.
The disbursement schedule is as follows:
• Payment 1- Invoice for up to 50% of the grant ($250,000), upon submission of
receipts/invoices showing expenditures on items funded by the grant.
• Payment 2- Invoice for remainder of the grant ($250,000), upon submission of
receipts/invoices showing expenditures on items funded by the grant, including photographs
and use of Measure K logo as approved by the County.
INVOICES: Requests for grant disbursement should be (1) on the organization's official letterhead, (2)
include date of invoice, amount requested, and Agreement number, and (3) submitted to the attention of:
County Executive's Office
Cristal Pepin, Accountant II
400 County Center, 1st Floor
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DocuSign Envelope ID: 350E0846-16D5-4CD8-99D3-AAA10BCDAA28
Agreement No. Board Resolution No.
Redwood City, CA 94063
Email: CEO AP Inbox(a-smcgov.orq
Phone: (650) 363-4170
3. Term & Termination
Subject to compliance with all terms and conditions, the term of this Agreement shall begin May 23, 2023
and continue through May 22, 2026. This Agreement will not automatically renew, nor shall it create any
reliance on the possibility of future grants.
County may terminate this Agreement based upon the unavailability of Federal, State, or County funds by
providing written notice to Grantee within a reasonable time after County learns of said unavailability of
funding. Grantee acknowledges that this Agreement may be subject to approval of the Board of
Supervisors, and assumes all risk of possible non -appropriation and non -approval of funds.
County may suspend and/or terminate this Agreement if Grantee fails to comply with the terms of this
Agreement and may, in its sole discretion, withhold or cancel pending and future disbursements of grant
funds and/or require Grantee to return some or all funds disbursed under this Agreement.
4. Relationship of Parties
Notwithstanding any publicity or other references to the County required to be made in connection with
the Project as set forth in Exhibit A, Grantee understands and agrees that the Project performed under
this Agreement is not performed by Grantee as an independent contractor of the County or as an
employee of County and that neither Grantee nor its employees acquire any of the rights, privileges,
powers, or advantages of County contractors or County employees. Grantee acknowledges and agrees
that it is not, and will not hold itself out as, an agent, partner, or co -venturer of the County, and that this
Agreement is not intended to and does not create an agency, partnership, or joint venture between the
Parties.
5. Project Administration
The Parties agree that the Project as described in Exhibit A shall not be altered without a written
amendment to this Agreement, signed by both the County and the Grantee. Grantee shall provide written
reports to the County's authorized representative in accordance with Exhibit B.
6. Hold Harmless
Grantee shall indemnify and save harmless County and its officers, agents, employees, and servants
from all claims, suits, or actions of every name, kind, and description resulting from this Agreement, the
performance of any work or services performed of Grantee in furtherance of the Project under this
Agreement, or payments made pursuant to this Agreement brought for, or on account of, any of the
following:
(A) injuries to or death of any person, including Grantee or its
employees/officers/agents/volunteers;
(B) damage to any property of any kind whatsoever and to whomsoever belonging;
(C) any sanctions, penalties, or claims of damages resulting from Grantee's failure to comply with
any applicable federal, state, or local laws or regulations; or
(D) any other loss or cost, including but not limited to that caused by the concurrent active or
passive negligence of County and/or its officers, agents, employees, or servants. However,
Grantee's duty to indemnify and save harmless under this Section shall not apply to injuries or
damage for which County has been found in a court of competent jurisdiction to be solely liable
by reason of its own negligence or willful misconduct.
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Agreement No.
Board Resolution No.
The duty of Grantee to indemnify and save harmless as set forth by this Section shall include the duty to
defend as set forth in Section 2778 of the California Civil Code.
7. Insurance
a. General Requirements
Prior to its receipt of any funds pursuant to this Grant Agreement, Grantee shall obtain all insurance
required under this Section and such insurance shall be subject to the approval by County's Risk
Management, and Grantee shall use diligence to obtain such insurance and to obtain such approval.
Grantee shall furnish County with certificates of insurance evidencing the required coverage, and there
shall be a specific contractual liability endorsement extending Grantee's coverage to include the
contractual liability assumed by Grantee pursuant to this Agreement. These certificates shall specify or be
endorsed to provide that thirty (30) days' notice must be given, in writing, to County of any pending
change in the limits of liability or of any cancellation or modification of the policy.
b. Workers' Compensation and Employer's Liability Insurance
Grantee shall have in effect during the entire term of this Agreement workers' compensation and
employer's liability insurance providing full statutory coverage. In signing this Agreement, Grantee
certifies, as required by Section 1861 of the California Labor Code, that (a) it is aware of the provisions of
Section 3700 of the California Labor Code, which require every employer to be insured against liability for
workers' compensation or to undertake self-insurance in accordance with the provisions of the Labor
Code, and (b) it will comply with such provisions before commencing or continuing the performance of
Project work for which it would receive grant funds.
c. Liability Insurance
Grantee shall take out and maintain during the term of this Agreement such bodily injury liability and
property damage liability insurance as shall protect Grantee and all of its employees/officers/agents while
performing work covered by this Agreement from any and all claims for damages for bodily injury,
including accidental death, as well as any and all claims for property damage which may arise from
Grantee's operations under this Agreement, whether such operations be by Grantee, any subcontractor,
anyone directly or indirectly employed by either of them, or an agent of either of them. Such insurance
shall be combined single limit bodily injury and property damage for each occurrence and shall not be
less than the amounts specified below:
X Comprehensive General Liability... $1,000,000
(Applies to all agreements)
❑ Motor Vehicle Liability Insurance... $1,000,000
(To be checked if motor vehicle used in performing services)
❑ Professional Liability ................... $1,000,000
(To be checked if Grantee is a licensed professional)
County and its officers, agents, employees, and servants shall be named as additional insured on any
such policies of insurance, which shall also contain a provision that (a) the insurance afforded thereby to
County and its officers, agents, employees, and servants shall be primary insurance to the full limits of
liability of the policy and (b) if the County or its officers, agents, employees, and servants have other
insurance against the loss covered by such a policy, such other insurance shall be excess insurance only.
In the event of the breach of any provision of this Section, or in the event any notice is received which
indicates any required insurance coverage will be diminished or canceled, County, at its option, may,
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Agreement No.
Board Resolution No.
notwithstanding any other provision of this Agreement to the contrary, immediately declare a material
breach of this Agreement and suspend any further payment pursuant to this Agreement.
8. Prevailing Wage
Per Labor Code Section 1720, this project is a public work for purposes of the California Labor Code.
Grantee hereby agrees that all persons providing labor on the Project will be paid not less than prevailing
rates of wages and that Grantee will ensure compliance with all provisions of the California Labor Code,
Article 2-Wages, Chapter 1, Part 7, Division 2, Section 1770 et seq. A copy of the prevailing wage scale
established by the Department of Industrial Relations is on file in the office of the County's Director of
Public Works and available at www.dir.ca.gov/DLSR or by phone at 415-703-4774. California Labor Code
Section 1776(a) requires each contractor and subcontractor on the Project to keep accurate payroll
records of trades workers on all public works projects and to submit copies of certified payroll records
upon request.
Additionally, Grantee agrees the Project will meet the following requirements:
No contractor or subcontractor may be listed on a bid proposal for the Project unless registered
with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited
exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)].
No contractor or subcontractor may be awarded a contract on the Project (awarded on or after
April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor
Code Section 1725.5.
This Project is subject to compliance monitoring and enforcement by the Department of Industrial
Relations.
9. Assignability and Subcontracting
Grantee shall not assign this Agreement or any portion of it to a third party. Except as set forth in Exhibit
A, Grantee shall not subcontract with a third party to perform the Project. Any such assignment or
subcontract without County's prior written consent shall give County the right to automatically and
immediately terminate this Agreement without penalty or advance notice and the County shall have the
right to a refund of all funds disbursed under this Agreement.
10. Compliance With Laws
All services to be performed by Grantee in connection with the Project shall be performed in accordance
with all applicable Federal, State, County, and municipal laws, ordinances, and regulations, including, but
not limited to, any laws related to payment of prevailing wages pursuant to the California Labor Code. In
connection with the Project, Grantee bears responsibility to obtain, at Grantee's expense, any license,
permit, or approval required from any agency.
11. Merger Clause; Amendments
This Agreement, including Exhibits, constitutes the sole Agreement of the parties regarding the Grant,
and correctly states the rights, duties, and obligations of each party as of this document's date. In the
event that any term, condition, provision, requirement, or specification set forth in the body of this
Agreement conflicts with or is inconsistent with any term, condition, provision, requirement, or
specification in any Exhibit and/or Attachment to this Agreement, the provisions of the body of the
Agreement shall prevail. Any prior agreement, promises, negotiations, or representations between the
parties concerning the Grant that are not expressly stated in this document are not binding. All
subsequent modifications or amendments shall be in writing and signed by the parties.
12. Controlling Law; Venue
The validity of this Agreement and of its terms, the rights and duties of the parties under this Agreement,
the interpretation of this Agreement, the performance of this Agreement, and any other dispute of any
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DocuSign Envelope ID: 350E0846-16D5-4CD8-99D3-AAA10BCDAA28
Agreement No.
Board Resolution No.
nature arising out of this Agreement shall be governed by the laws of the State of California without
regard to its choice of law or conflict of law rules. Any dispute arising out of this Agreement shall be
venued either in the San Mateo County Superior Court or in the United States District Court for the
Northern District of California.
13. Notices
Any notice, request, demand, or other communication required or permitted under this Agreement shall
be deemed to be properly given when both: (1) transmitted via email to the email address listed below;
and (2) sent to the physical address listed below by either being deposited in the United States mail,
postage prepaid, or deposited for overnight delivery, charges prepaid, with an established overnight
courier that provides a tracking number showing confirmation of receipt.
In the case of County, to:
In the case of Grantee, to:
County Executive's Office
City of Burlingame
Molly Villagomez, Administrative Assistant II
Lisa K. Goldman, City Manager
400 County Center, 1st Floor
501 Primrose Road
Redwood City, CA 94063
Burlingame, CA 94010
Email: mevillagomez _smcgov.org
Email: Igoldman .burlingame.org
Phone: (650) 363-1810
Phone: (650) 558-7243
14. Electronic Signature
Both County and Grantee wish to permit this Agreement and future documents relating to this Agreement
to be digitally signed in accordance with California law and County's Electronic Signature Administrative
Memo. Any party to this Agreement may revoke such agreement to permit electronic signatures at any
time in relation to all future documents by providing notice pursuant to this Agreement.
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DocuSign Envelope ID: 350E0846-16D5-4CD8-99D3-AAA10BCDAA28
Agreement No.
Board Resolution No.
THIS AGREEMENT IS NOT VALID UNTIL SIGNED BY ALL PARTIES. NO FUNDS WILL BE
DISTRIBUTED UNTIL THIS DOCUMENT HAS BEEN SIGNED BY THE COUNTY'S AUTHORIZED
DESIGNEE.
For Grantee:
City of Burlingame
(signature) Date Name of Grantee
Authorized Representative
Grantee
Lisa K. Goldman
(please print name)
Authorized Representative
Grantee
For County:
(Signature) Date
Authorized Designee
County of San Mateo
ROBERTO MANCHIA
(please print name)
Authorized Designee
County of San Mateo
CHIEF FINANCIAL OFFICER
Job Title (please print)
80125-6265
Budget Unit
BOSD1
Measure K JL Code
Page 6
DocuSign Envelope ID: 350E0846-16D5-4CD8-99D3-AAA10BCDAA28
Agreement No.
Board Resolution No.
Exhibit A
The County and Grantee agree that the grant funds shall only be used to further the goals of the following
Project, described below and in the May 23, 2023 Board transmittal and resolution, incorporated herein
by reference:
The City of Burlingame is preparing to design and construct a Town Square project in a downtown
plaza. The Town Square would provide a public gathering space and include areas for both active
and passive enjoyment, with the goal of ensuring that the space is properly suited for downtown
events and community gatherings.
The design concept for the Town Square includes a grove of trees on the Lorton Avenue side of the
square, arranged in a formal orthogonal layout. One of the rows extends to Park Road to tie into the
Park Road side of the square. Elements include a series of terraces at the edge of the former Post
Office building, outdoor seating along the rear of the Burlingame Avenue buildings, a green wall to
screen the parking behind 238 Park Road, and a distinctive "water wall" feature oriented to the grove.
A public restroom and an equipment storage room will be built into the water wall structure.
Construction is expected to begin in Fiscal Year 2024-25, once the Post Office project is nearing
completion.
The project is being funded by a $2 million contribution from the developer of the adjacent Post Office
project, $1 million from the State, $750,000 from the federal government through a Congressional
earmark. The City will cover the remaining costs through General Fund monies and fundraising.
The Measure K grant of $500,000 would go toward design development and construction documents;
construction cost; construction contingencies; construction management; and/or construction
engineering support.
The total cost of the project is estimated at $10,620,000 as follows:
Design Development and Construction Documents $1,420,000
Construction Cost $6,863,000
Construction Contingencies $1,029,450
Construction Management $1,007,550
Construction Engineering Support $300,000
Total $10,620,000
In no event shall the County's fiscal obligation under this Agreement exceed $500,000.
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Agreement No.
Board Resolution No.
Exhibit B
In accordance with the terms of this Grant Agreement, Grantee will provide, or cause to be provided the
services for the Project detailed in Exhibit A and will report back to the County regarding various
performance measures including, but not limited to, those noted below. Such reporting data shall be
delivered to the County no later than May 22, 2026. In addition, Grantee agrees to provide descriptive
information about the Project funded by the Measure K grant upon reasonable request of the County,
including, but not limited to, the County Executive's Office, the County Communications Officer, or the
Supervisorial District Office.
Performance Measure Target
Construction of City of Burlingame's Town Square Project.
Complete
Payment will be made within 30 days of receipt of an adequate invoice by the County Executive's Office,
Accounting Unit. County shall have the right to withhold payment if County determines the quantity
and/or quality of the work performed is unacceptable.
Grantee shall provide County with a written itemized invoice that allows the County to reconcile the work
performed. Grantee shall provide a description of monthly expenses, evidence of work performed, or of
costs incurred, including, but not limited to, performance measures, timesheets, activity logs, copies of
bills, and/or packing slips.
Grantee shall include a written certification that the costs were actually incurred for the Project and that
the supporting documentation is true, correct and complete.
All invoices shall include the agreement number, project location, dates of service and specified work
completed.
Pursuant to Section 2 of the Grant Agreement, County's total fiscal obligation shall not exceed $500,000.
Remit invoices to:
County Executive's Office
Cristal Pepin, Accountant II
400 County Center, 1st Floor
Redwood City, CA 94063
Email: CEO AP Inbox(a-)smcgov.org
Phone: (650) 363-4170
Page 8
STAFF REPORT
Honorable Mayor and City Council
May 15, 2023
AGENDA NO: 10e
MEETING DATE: May 15, 2023
Syed Murtuza, Director of Public Works — (650) 558-7230
Kevin Okada, Senior Engineer — (650) 558-7230
Subject: Adoption of a Resolution Awarding a $1,497,326 Construction Contract to
Interstate Grading and Paving, Inc. for the 2023 Street Resurfacing Program,
City Project No. 86400, and Authorizing the City Manager to Execute the
Construction Contract
RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution awarding a construction
contract to Interstate Grading and Paving, Inc., for the 2023 Street Resurfacing Program, City
Project No. 86400, in the amount of $1,497,326, and authorizing the City Manager to execute the
Construction Contract.
BACKGROUND
The FY 2022-23 Street Resurfacing Project scope consists of performing asphalt concrete "dig -
out" repairs, surface milling, asphalt concrete overlay, traffic markings, traffic striping, concrete
improvements, and other related work on the following streets:
• Adeline Drive — Cortez Avenue to El Camino Real
• Burlingame Avenue — Carolan Avenue to Dwight Road
• Guittard Road — Rollins Road to End
• North Carolan Avenue — Edwards Road to Marsten Road
• Bayshore Highway — Mitten Road to Mahler Road (Pavement Section Repairs)
• Broadway — Vancouver Avenue to El Camino Real (Pavement Section Repairs)
• Donnelly Avenue — Primrose Road to Lorton Avenue (Pavement Section Repairs)
• Gilbreth Road — Mitten Road to Mahler Road (Pavement Section Repairs)
DISCUSSION
The project was advertised for bids on March 27, 2023, and the project bids were opened on April
18, 2023. The City received three bid proposals, with bids ranging from $1,497,326 to $1,627,700.
Interstate Grading and Paving, Inc. is the lowest responsible bidder with its bid amount of
$1,497,326, which is 13.3% lower than the engineer's estimate of $1,726,829. The contractor has
1
Resolution Awarding a Construction Contract to Interstate Grading &
Paving, Inc. for the 2023 Street Resurfacing Program, City Project 86400
May 15, 2023
met all the project requirements and has a history of successful construction work for other public
agencies in the Bay Area.
The project construction is scheduled to begin in June 2023 and is expected to be completed by
December 2023. Staff will send construction notices to the residents in the affected areas and work
with the contractor to minimize the construction inconvenience to the residents as much as
possible.
FISCAL IMPACT
Estimated Project Expenditures:
The following are the estimated project construction expenditures:
Construction $1,497,326
Construction Contingency $224,600
Construction Inspection and Testing & Contingency $65,800
Engineering Staff Time and Public Relations $62,274
Total $1,850,000
Funding Availability:
There are adequate funds available in the Street Resurfacing Program to complete the project.
Exhibits:
• Resolution
• Bid Summary
• Construction Contract
• Project Location Map
2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AWARDING A CONSTRUCTION CONTRACT FOR THE 2023 STREET
RESURFACING PROGRAM TO INTERSTATE GRADING & PAVING, INC. AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSTRUCTION
CONTRACT
CITY PROJECT NO. 86400
WHEREAS, on March 27, 2023, the City issued notice inviting bid proposals for the 2023
Street Resurfacing Program, City Project No. 86400; and
WHEREAS, on April 18, 2023, all proposals were received and opened before
representatives of the City Clerk's Office and the Public Works Department; and
WHEREAS, Interstate Grading & Paving, Inc. submitted the lowest responsible bid for the
job in the amount of $1,497,326.
NOW, THEREFORE, be it RESOLVED, and it is hereby ORDERED, that the Plans and
Specifications, including all addenda, are approved and adopted; and
BE IT FURTHER RESOLVED that the bid of Interstate Grading & Paving, Inc. for said
project in the amount of $1,497,326 and the same hereby is accepted; and
BE IT FURTHER RESOLVED THERETO that a contract, in the form attached hereto, be
entered into between the successful bidder hereinabove referred to and the City of Burlingame
for the performance of said work, and that the City Manager is authorized on behalf of the City of
Burlingame to execute said contract and to approve the faithful performance bond and the labor
materials bond required to be furnished by the contractor.
Michael Brownrigg, Mayor
I, Meaghan Hassel Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 15t" day of May,
2023, and was adopted thereafter by the following vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
Meaghan Hassel Shearer, City Clerk
BID SUMMARY
2023 STREET RESURFACING PROJECT
CITY PROJECT NO. 86400
BASE BID SCHEDULE: 2023 STREET RESURFACING
Engineer's Estimate
Interstate Grading & Paving, Inc.
G. Bortolotto & Company, Inc.
Radius Earthwork Inc.
ITEM DESCRIPTION OF ITEM ESTIMATED I UNIT
QUANTITY
UNIT PRICE TOTAL COST
UNIT PRICE F TOTAL COST
UNIT PRICE TOTAL COST
UNIT PRICE TOTAL COST
BASE BID SCHEDULE:
1
Mobilization and Demobilization (@5%)
1
L.S.
$ 80,634.99
$ 80,634.99
$ 43,000.00
$ 43,000.00
$ 70,000.00
$ 70,000.00
$ 75,000.00
$ 75,000.00
2
Traffic Control and Construction Signs
1
L.S.
$ 184,000.00
$ 184,000.00
$ 140,500.00
$ 140,500.00
$ 250,000.00
$ 250,000.00
$ 125,430.70
$ 125,430.70
3
Water Pollution Prevention Control
1
L.S.
$ 5,750.00
$ 5,750.00
$ 7,200.00
$ 7,200.00
$ 8,000.00
$ 8,000.00
$ 5,000.00
$ 5,000.00
4
A.C. Digout Repair (+250 tons allowance)
2255
TON
$ 287.50
$ 648,312.50
$ 240.00
$ 541,200.00
$ 227.00
$ 511,885.00
$ 300.00
$ 676,500.00
5
Concrete Removal
411
C.Y.
$ 24725
$ 101,619.75
$ 300.00
$ 123,300.00
$ 270.00
$ 110,970.00
$ 210.00
$ 86,310.00
6
Aggregate Base
25
TON
$ 115.00
$ 2,875.00
$ 110.00
$ 2,750.00
$ 70.00
$ 1,750.00
$ 161.00
$ 4,025.00
7
Asphalt Concrete Leveling and Overlay
2,180
TON
$ 189.75
$ 413,655.00
$ 143.00
$ 311,740.00
$ 152.00
$ 331,360.00
$ 168.00
$ 366,240.00
8
Cold Plane Asphalt Concrete
1,090
C.Y.
$ 115.00
$ 125,350.00
$ 138.00
$ 150,420.00
$ 104.00
$ 113,360.00
$ 126.50
$ 137,885.00
9
Adjust Manholes & Utility Boxes to Grade
9
EACH
$ 1,495.00
$ 13,455.00
$ 1,400.00
$ 12,600.00
$ 1,050.00
$ 9,450.00
$ 2,000.00
$ 18,000.00
10
Adjust & Replace Water Valves, Boxes, Lampholes, Monuments, Etc. to Grade
67
EACH
$ 977.50
$ 65,492.50
$ 1,130.00
$ 75,710.00
$ 825.00
$ 55,275.00
$ 805.00
$ 53,935.00
11
Fire Hydrant Pavement Markers Blue
6
EACH
$ 28.75
$ 172.50
$ 22.00
$ 132.00
$ 70.00
$ 420.00
$ 22.00
$ 132.00
12
24" Solid Line - Thermoplastic
980
L.F.
$ 21.85
$ 21,413.00
$ 17.00
$ 16,660.00
$ 19.00
$ 18,620.00
$ 18.00
$ 17,640.00
13
12" Solid Line - Thermoplastic
421
L.F.
$ 12.65
$ 5,325.65
$ 8.50
$ 3,578.50
$ 10.00
$ 4,210.00
$ 8.80
$ 3,704.80
14
8" Solid Line and Pavement Markers - Thermoplastic - Detail 38
125
L.F.
$ 6.90
$ 862.50
$ 5.50
$ 687.50
$ 10.00
$ 1,250.00
$ 5.50
$ 687.50
15
6" Dashed Line (Thermoplastic) and Pavement Markers - Detail 2, 21, 22, & 28
866
L.F.
$ 4.60
$ 3,983.60
$ 3.90
$ 3,377.40
$ 5.00
$ 4,330.00
$ 4.00
$ 3,464.00
16
Thermoplastic Legends and Arrows
361
S.F.
$ 14.95
$ 5,396.95
$ 11.00
$ 3,971.00
$ 12.00
$ 4,332.00
$ 11.00
$ 3,971.00
17
Green back sharrows
14
EACH
$ 805.00
$ 11,270.00
$ 1,100.00
$ 15,400.00
$ 1,120.00
$ 15,680.00
$ 1,100.00
$ 15,400.00
18
Grind Existing Thermoplastic/Paint and Pavement Markers
1
L.S.
$ 5,750.00
$ 5,750.00
$ 3,000.00
$ 3,000.00
$ 3,570.00
$ 3,570.00
$ 2,850.00
$ 2,850.00
19
Remove & Replace Curb and Gutter
60
L.F.
$ 172.50
$ 13,800.00
$ 270.00
$ 21,600.00
$ 350.00
$ 28,000.00
$ 125.00
$ 10,000.00
20
Bike Proof Grates
9
EACH
$ 1,840.00
$ 16,560.00
$ 1,600.00
$ 14,400.00
$ 2,000.00
$ 18,000.00
$ 1,725.00
$ 15,525.00
21
Install (N) Loops
1
EACH
$ 1,150.00
$ 1,150.00
$ 6,100.00
$ 6,100.00
$ 5,000.00
$ 5,000.00
$ 6,000.00
$ 6,000.00
TOTAL BASE BID CONSTRUCTION COST
1 $ 1,726,828.94
Is 1,565,462.00
E 1,627,700.00
AGREEMENT FOR PUBLIC IMPROVEMENT
2023 STREET RESURFACING PROGRAM
CITY PROJECT NO. 86400
THIS AGREEMENT, made in duplicate and entered into in the City of Burlingame,
County of San Mateo, State of California on , 2023 by and
between the CITY OF BURLINGAME, a Municipal Corporation, hereinafter called "City",
and INTERSTATE GRADING & PAVING, INC. a California Corporation, hereinafter called
"Contractor."
WITNESSETH:
WHEREAS, City has taken appropriate proceedings to authorize construction of
the public work and improvements herein provided for and to authorize execution of this
Contract; and
WHEREAS, pursuant to State law and City requirements, a notice was duly
published for bids for the contract for the improvement hereinafter described; and
WHEREAS, on May 15, 2023, after notice duly given, the City of Burlingame
awarded the contract for the construction of the improvements hereinafter described to
Contractor, which the City found to be the lowest responsive, responsible bidder for these
improvements; and
WHEREAS, City and Contractor desire to enter into this Agreement for the
construction of said improvements.
NOW, THEREFORE, IT IS AGREED by the parties hereto as follows:
1. Scoae of work.
Contractor shall perform the work described in those Contract Documents entitled:
2023 STREET RESURFACING PROGRAM. CITY PROJECT NO. 86400
2. The Contract Documents.
The complete contract between City and Contractor consists of the following
documents: this Agreement; Notice Inviting Sealed Bids, attached hereto as Exhibit A;
the accepted Bid Proposal, attached hereto as Exhibit B; the specifications, provisions,
addenda, complete plans, profiles, and detailed drawings contained in the bid documents
titled "2023 Street Resurfacing Program, City Project No. 86400" attached as Exhibit C;
AGREEMENT-1
the State of California Standard Specifications 2010, as promulgated by the California
Department of Transportation; prevailing wage rates of the State of California applicable
to this project by State law; and all bonds; which are collectively hereinafter referred to as
the Contract Documents. All rights and obligations of City and Contractor are fully set
forth and described in the Contract Documents, which are hereby incorporated as if fully
set forth herein. All of the above described documents are intended to cooperate so that
any work called for in one, and not mentioned in the other, or vice versa, is to be executed
the same as if mentioned in all said documents.
3. Contract Price.
The City shall pay, and the Contractor shall accept, in full, payment of the work
above agreed to be done, the sum of one million, four hundred ninety seven thousand,
three -hundred twenty six dollars and forty cents ($1,497,326.40), called the "Contract
Price". This price is determined by the lump sum and unit prices contained in Contractor's
Bid. In the event authorized work is performed or materials furnished in addition to those
set forth in Contractor's Bid and the Specifications, such work and materials will be paid
for at the unit prices therein contained. Said amount shall be paid in progress payments
as provided in the Contract Documents.
4. Termination
At any time and with or without cause, the City may suspend the work or any
portion of the work for a period of not more than 90 consecutive calendar days by notice
in writing to Contractor that will fix the date on which work will be resumed. Contractor
will be granted an adjustment to the Contract Price or an extension of the Time for
Completion, or both, directly attributable to any such suspension if Contractor makes a
claim therefor was provided in the Contract Documents.
The occurrence of any one or more of the following events will justify termination
of the contract by the City for cause: (1) Contractor's persistent failure to perform the
work in accordance with the Contract Documents; (2) Contractor's disregard of Laws or
Regulations of any public body having jurisdiction; (3) Contractor's disregard of the
authority of the Engineer; or (4) Contractor's violation in any substantial way of any
provision of the Contract Documents. In the case of any one or more of these events, the
City, after giving Contractor and Contractor's sureties seven calendar days written notice
of the intent to terminate Contractor's services, may initiate termination procedures under
the provisions of the Performance Bond. Such termination will not affect any rights or
remedies of City against Contractor then existing or that accrue thereafter. Any retention
AGREEMENT-2
or payment of moneys due Contractor will not release Contractor from liability. At the
City's sole discretion, Contractor's services may not be terminated if Contractor begins,
within seven calendar days of receipt of such notice of intent to terminate, to correct its
failure to perform and proceeds diligently to cure such failure within no more than 30
calendar days of such notice.
Upon seven calendar days written notice to Contractor, City may, without cause
and without prejudice to any other right or remedy of City, terminate the Contract for City's
convenience. In such case, Contractor will be paid for (1) work satisfactorily completed
prior the effective date of such termination, (2) furnishing of labor, equipment, and
materials in accordance with the Contract Documents in connection with uncompleted
work, (3) reasonable expenses directly attributable to termination, and (4) fair and
reasonable compensation for associated overhead and profit. No payment will be made
on account of loss of anticipated profits or revenue or other economic loss arising out of
or resulting from such termination.
5. Provisions Cumulative.
The provisions of this Agreement are cumulative and in addition to and not in
limitation of any other rights or remedies available to the City.
6. Notices.
All notices shall be in writing and delivered in person or transmitted by certified
mail, postage prepaid.
Notices required to be given to the City shall be addressed as follows:
Kevin Okada, Senior Engineer
City of Burlingame
501 Primrose Road
Burlingame, California 94010
(650) 558-7230
Notices required to be given to Contractor shall be addressed as follows:
Bruce Caron, Vice President
Interstate Grading & Paving, Inc.
128 So. Maple Avenue
South San Francisco, CA 94080
(650) 952-7333
AGREEMENT-3
7. Interpretation
As used herein, any gender includes the other gender and the singular includes
the plural and vice versa.
8. Waiver or Amendment.
No modification, waiver, mutual termination, or amendment of this Agreement is
effective unless made in writing and signed by the City and the Contractor. One or more
waivers of any term, condition, or other provision of this Agreement by either party shall
not be construed as a waiver of a subsequent breach of the same or any other provision.
9. Controllina Law.
This Agreement is to be governed by and interpreted in accordance with the laws
of the State of California.
10. Successors and Assianees.
This Agreement is to be binding on the heirs, successors, and assigns of the
parties hereto but may not be assigned by either party without first obtaining the written
consent of the other party.
11. Severability.
If any term or provision of this Agreement is deemed invalid, void, or unenforceable
by any court of lawful jurisdiction, the remaining terms and provisions of the Agreement
shall not be affected thereby and shall remain in full force and effect.
12. Insurance.
12.1 Time for Compliance. Contractor shall not commence Work under this
Agreement until it has provided evidence satisfactory to the City that it has secured all
insurance required under this Section. In addition, Contractor shall not allow any
subcontractor to commence work on any subcontract until it has provided evidence
satisfactory to the City that the subcontractor has secured all insurance required under
this Section.
12.2 Minimum Requirements. Contractor shall, at its expense, procure and
maintain for the duration of the Agreement insurance against claims for injuries to persons
or damages to property which may arise from or in connection with the performance of
AGREEMENT-4
the Agreement by the Contractor, its agents, representatives, employees or
subcontractors. Contractor shall also require all of its subcontractors to procure and
maintain the same insurance for the duration of the Agreement. Such insurance shall
meet at least the following minimum levels of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as broad as the
latest version of the following: (1) General Liability: Insurance Services Office Commercial
General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance
Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and
(3) Workers' Compensation and Employer's Liability: Workers' Compensation insurance
as required by the State of California and Employer's Liability Insurance. The policy shall
not contain any exclusion contrary to the Agreement, including but not limited to
endorsements or provisions limiting coverage for (1) contractual liability (including but not
limited to ISO CG 24 26 or 21 29); or (2) cross liability for claims or suits by one insured
against another.
(B) Minimum Limits of Insurance. Contractor shall maintain limits no less than:
(1) General Liability: $1,000,000 per occurrence and $2,000,000 aggregate for bodily
injury, personal injury and property damage. If Commercial General Liability Insurance or
other form with general aggregate limit is used including, but not limited to, form CG 2503,
either the general aggregate limit shall apply separately to this Agreement/location or the
general aggregate limit shall be twice the required occurrence limit; (2) Automobile
Liability: $1,000,000 combined single limit for bodily injury and property damage; and (3)
Workers' Compensation and Employer's Liability: Workers' Compensation limits as
required by the Labor Code of the State of California. Employer's Liability limits of
$1,000,000 per accident for bodily injury or disease. Defense costs shall be paid in
addition to the limits.
(C) Notices; Cancellation or Reduction of Coverage. At least fifteen (15) days
prior to the expiration of any such policy, evidence showing that such insurance coverage
has been renewed or extended shall be filed with the City. If such coverage is cancelled
or materially reduced, Contractor shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of insurance
showing that the required insurance has been reinstated or has been provided through
another insurance company or companies. In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not
replaced, the City has the right but not the duty to obtain the insurance it deems necessary
and any premium paid by the City will be promptly reimbursed by Contractor or the City
AGREEMENT-5
may withhold amounts sufficient to pay premium from Contractor payments. In the
alternative, the City may suspend or terminate this Agreement.
(D) Additional Insured. The City of Burlingame, its officials, officers, employees,
agents, and volunteers shall be named as additional insureds on Contractor's and its
subcontractors' policies of commercial general liability and automobile liability insurance
using the endorsements and forms specified herein or exact equivalents.
12.3 Insurance Endorsements. The insurance policies shall contain the
following provisions, or Contractor shall provide endorsements on forms supplied or
approved by the City to add the following provisions to the insurance policies:
(A) General Liability. The general liability policy shall include or be endorsed
(amended) to state that: (1) using ISO CG forms 20 10 and 20 37, or endorsements
providing the exact same coverage, the City of Burlingame, its officials, officers,
employees, agents, and volunteers shall be covered as additional insured with respect to
the Services or ongoing and complete operations performed by or on behalf of the
Contractor, including materials, parts or equipment furnished in connection with such
work; and (2) using ISO form 20 01, or endorsements providing the exact same coverage,
the insurance coverage shall be primary insurance as respects the City, its officials,
officers, employees, agents, and volunteers, or if excess, shall stand in an unbroken chain
of coverage excess of the Contractor's scheduled underlying coverage. Any excess
insurance shall contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of the City, before the City's own primary insurance
or self-insurance shall be called upon to protect it as a named insured. Any insurance or
self-insurance maintained by the City, its officials, officers, employees, agents, and
volunteers shall be excess of the Contractor's insurance and shall not be called upon to
contribute with it in any way. Notwithstanding the minimum limits set forth in Section
3.2.11.2(B), any available insurance proceeds in excess of the specified minimum limits
of coverage shall be available to the parties required to be named as additional insureds
pursuant to this Section 3.2.11.3(A).
(B) Automobile Liability. The automobile liability policy shall include or be
endorsed (amended) to state that: (1) the City, its officials, officers, employees, agents,
and volunteers shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased, hired or
borrowed by the Contractor or for which the Contractor is responsible; and (2) the
insurance coverage shall be primary insurance as respects the City, its officials, officers,
AGREEMENT-6
employees, agents, and volunteers, or if excess, shall stand in an unbroken chain of
coverage excess of the Contractor's scheduled underlying coverage. Any insurance or
self-insurance maintained by the City, its officials, officers, employees, agents, and
volunteers shall be excess of the Contractor's insurance and shall not be called upon to
contribute with it in any way. Notwithstanding the minimum limits set forth in Section
3.2.11.2(B), any available insurance proceeds in excess of the specified minimum limits
of coverage shall be available to the parties required to be named as additional insureds
pursuant to this Section 3.2.11.3(B).
(C) Workers' Compensation and Employer's Liability Coverage. The insurer
shall agree to waive all rights of subrogation against the City, its officials, officers,
employees, agents, and volunteers for losses paid under the terms of the insurance policy
which arise from work performed by the Contractor.
(D) All Coverages. Each insurance policy required by this Agreement shall be
endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled
except after thirty (30) days (10 days for nonpayment of premium) prior written notice by
certified mail, return receipt requested, has been given to the City; and (B) any failure to
comply with reporting or other provisions of the policies, including breaches of warranties,
shall not affect coverage provided to the City, its officials, officers, employees, agents,
and volunteers. Any failure to comply with reporting or other provisions of the policies
including breaches of warranties shall not affect coverage provided to the City, its officials,
officers, employees, agents and volunteers, or any other additional insureds.
12.4 Separation of Insureds; No Special Limitations; Waiver of Subrogation.
All insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the
scope of protection afforded to the City, its officials, officers, employees, agents, and
volunteers. All policies shall waive any right of subrogation of the insurer against the City,
its officials, officers, employees, agents, and volunteers, or any other additional insureds,
or shall specifically allow Contractor or others providing insurance evidence in compliance
with these specifications to waive their right of recovery prior to a loss. Contractor hereby
waives its own right of recovery against City, its officials, officers, employees, agents, and
volunteers, or any other additional insureds, and shall require similar written express
waivers and insurance clauses from each of its subcontractors.
AGREEMENT-7
12.5 Deductibles and Self -Insurance Retentions. Any deductibles or self -
insured retentions must be declared to and approved by the City. Contractor shall
guarantee that, at the option of the City, either: (1) the insurer shall reduce or eliminate
such deductibles or self -insured retentions as respects the City, its officials, officers,
employees, agents, and volunteers; or (2) the Contractor shall procure a bond
guaranteeing payment of losses and related investigation costs, claims and administrative
and defense expenses.
12.6 Subcontractor Insurance Requirements. Contractor shall not allow any
subcontractors to commence work on any subcontract relating to the work under the
Agreement until they have provided evidence satisfactory to the City that they have
secured all insurance required under this Section. If requested by Contractor, the City
may approve different scopes or minimum limits of insurance for particular
subcontractors. The Contractor and the City shall be named as additional insureds on all
subcontractors' policies of Commercial General Liability using ISO form 20 38, or
coverage at least as broad.
12.7 Acceptability of Insurers. Insurance is to be placed with insurers with a
current A.M. Best's rating no less than A-:VIII, licensed to do business in California, and
satisfactory to the City.
12.8 Verification of Coverage. Contractor shall furnish City with original
certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements for each
insurance policy shall be signed by a person authorized by that insurer to bind coverage
on its behalf, and shall be on forms provided by the City if requested. All certificates and
endorsements must be received and approved by the City before work commences. The
City reserves the right to require complete, certified copies of all required insurance
policies, at any time.
12.9 Reporting of Claims. Contractor shall report to the City, in addition to
Contractor's insurer, any and all insurance claims submitted by Contractor in connection
with the Services under this Agreement.
13. Indemnification.
Contractor shall indemnify, defend, and hold the City, its directors, officers,
employees, agents, and volunteers harmless from and against any and all liability, claims,
AGREEMENT-8
suits, actions, damages, and causes of action arising out of, pertaining or relating to the
actual or alleged negligence, recklessness or willful misconduct of Contractor, its
employees, subcontractors, or agents, or on account of the performance or character of
the services, except for any such claim arising out of the sole negligence or willful
misconduct of the City, its officers, employees, agents, or volunteers. It is understood
that the duty of Contractor to indemnify and hold harmless includes the duty to defend as
set forth in section 2778 of the California Civil Code. Notwithstanding the foregoing, for
any design professional services, the duty to defend and indemnify City shall be limited
to that allowed by state law. Acceptance of insurance certificates and endorsements
required under this Agreement does not relieve Contractor from liability under this
indemnification and hold harmless clause. This indemnification and hold harmless clause
shall apply whether or not such insurance policies shall have been determined to be
applicable to any of such damages or claims for damages.
AGREEMENT-9
IN WITNESS WHEREOF, two identical counterparts of this Agreement, consisting
of five pages, including this page, each of which counterparts shall for all purposes be
deemed an original of this Agreement, have been duly executed by the parties
hereinabove named on the day and year first hereinabove written.
CITY OF BURLINGAME,
a Municipal Corporation
By
Lisa K. Goldman, City Manager
Approved as to form:
Michael Guina, City Attorney
ATTEST:
Meaghan Hassel -Shearer, City Clerk
CONTRACTOR
By
Print Name:
Interstate Grading & Paving, Inc.
AGREEMENT - 10
say
2023 STREET RESURFACING PROJECTS
PROJECT MAP
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File: H:\140-Burlingame\140-079 Burlinggame 2022 Street Resurface\Engineering\Exhibits\2023 PROJECT MAP.dwg Plotted: 4-25-23 @ 09:16:26 AM By: pbusinger
BURLINGAME STAFF REPORT AGENDA NO: 10f
_11
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Syed Murtuza, Director of Public Works — (650) 558-7230
Victor Voong, Associate Engineer — (650) 558-7230
Subject: Adoption of a Resolution Awarding a $1,013,950 Construction Contract to
R&S Construction Management, Inc. for the 2023 Sidewalk Repair Program,
City Project No. 86450, and Authorizing the City Manager to Execute the
Construction Contract
RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution awarding a construction
contract to R&S Construction Management, Inc. for the 2023 Sidewalk Repair Program, City Project
No. 86450, in the amount of $1,013,950 and authorizing the City Manager to execute the
construction contract.
BACKGROUND
This year's sidewalk repair program will concentrate on two areas of the city. The first area is bound
by Barroilhet Avenue, Pepper Avenue, Chapin Avenue, El Camino Real, Howard Avenue,
California Drive, and Peninsula Avenue. The second area is bound by Edgehill Drive, California
Drive, Broadway, Vancouver Avenue, Sanchez Avenue, Newhall Road, and El Camino Real. The
project scope consists of replacement of defective sidewalks and affected driveways to improve
safety, and construction of ADA (Americans with Disability Act) ramps, and curb and gutter.
DISCUSSION
The project was advertised for bids on March 28, 2023, and the bids were opened on April 25,
2023. The City received four bids ranging from $1,013,950 to $1,994,420. R&S Construction
Management, Inc. submitted the lowest responsible bid in the amount of $1,013,950, which is 7.8%
lower than the engineer's estimate of $1,100,000. R&S Construction Management, Inc. has met
the project requirements and has successfully completed similar projects for other agencies. As a
result, staff recommends that the City Council award the construction contract to R&S Construction
Management, Inc.
FISCAL IMPACT
Estimated Project Expenditures:
The following are the estimated project construction expenditures:
1
Resolution Awarding Construction Contract for 2023 Sidewalk Repair Program, May 15, 2023
City Project No. 86450
Construction $1,013,950
Construction Contingency (15%) $ 152,092
Engineering Administration $ 73,958
Total $1, 240, 000
Funding Availability:
There are adequate funds available in the Capital Improvement Program to complete the project.
Exhibits:
• Resolution
• Bid Summary
• Construction Contract
• Project Location Map
2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AWARDING A CONSTRUCTION CONTRACT FOR THE 2023 SIDEWALK REPAIR
PROGRAM TO R&S CONSTRUCTION MANAGEMENT, INC., IN THE AMOUNT OF
$1,013,950, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE
CONSTRUCTION CONTRACT
CITY PROJECT NO. 86450
WHEREAS, on March 28, 2023, the City issued a notice inviting bid proposals for the
2023 Sidewalk Repair Program, City Project No. 86450; and
WHEREAS, on April 25, 2023, all proposals were received and opened before
representatives of the City Clerk's Office and the Public Works Department; and
WHEREAS, R&S Construction Management, Inc. submitted the lowest responsible bid
for the job in the amount of $1,013,950.
NOW, THEREFORE, be it RESOLVED, and it is hereby ORDERED, that the Plans and
Specifications, including all addenda, are approved and adopted; and
BE IT FURTHER RESOLVED that the bid of R&S Construction Management, Inc. for said
project in the amount of $1,013,950 and the same hereby is accepted; and
BE IT FURTHER RESOLVED THERETO that a contract, in the form attached hereto, be
entered into between the successful bidder hereinabove referred to and the City of Burlingame
for the performance of said work, and that the City Manager is authorized on behalf of the City of
Burlingame to execute said contract and to approve the faithful performance bond and the labor
materials bond required to be furnished by the contractor.
Michael Brownrigg, Mayor
I, Meaghan Hassel Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 15t" day of May,
2023, and was adopted thereafter by the following vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
Meaghan Hassel Shearer, City Clerk
CITY OF BURLINGAME
2023 SIDEWALK REPAIR PROGRAM
CITY PROJECT NO. 86450
BID SUMMARY
R 4 S Construction
Management, Inc.
J.J.R.
Construction, Inc.
Golden Bay
Construction, Inc.
FBD Vanguard
Construction, Inc.
ITEM
NO.
ITEM DESCRIPTION
UNIT
PRICE
AREA
QUANTITY
UNIT
SIZE
ENGINEER'S
ESTIMATE
UNIT
PRICE
BID
AMOUNT
UNIT
PRICE
BID
AMOUNT
UNIT
PRICE
BID
AMOUNT
UNIT
PRICE
BID
AMOUNT
1
REMOVE AND REPLACE SIDEWALK
$18.00
31,000
S. F.
$558,000.00
$17.40
$539,400.00
$19.36
$600,160.00
$23.00
$713,000.00
$37.00
$1,147,000.00
2
REMOVE AND REPLACE DRIVEWAY
$21.00
4,500
S. F.
$94,500.00
$20.00
$90,000.00
$29.56
$133,020.00
$28.00
$126,000.00
$45.00
$202,500.00
3
REMOVE AND REPLACE CURB AND GUTTER
$80.00
2,000
L. F.
$160,000.00
$75.00
$150,000.00
$73. 64
$147,280.00
$94
.00
$188,000.00
$91.00
$182,000.00
4
REMOVE AND REPLACE CURB
$50.00
300
L. F.
$15,000.00
$50.00
$15,000.00
$48.00
$14,400.00
$80.00
$24,000.00
$50.00
$15,000.00
5
CROSS GUTTER
$40.00
500
S. F.
$20,000.00
$25.00
$12,500.00
$40.00
$20,000.00
$37.00
$18,500.00
$50.00
$25,000.00
6
CONSTRUCT CURB RAMP
$5,000.00
20
EACH
$100,000.00
$3,500.00
$70,000.00
$4,800.00
$96,000.00
$6,379.00
$127,580.00
$9,400.00
$188,000.00
7
INSTALL DETECTABLE WARNING SURFACE ON EXISTING RAMP
$750.00
20
BACH
$15,000.00
$2,500.00
$50,000.00
$400.00
$8,000.00
$735.00
$14,700.00
$1,000.00
$20,000.00
8
REMOVE SIDEWALK AND REPLACE WITH TOP SOIL
$10.00
500
S.F.
$5,000.00
$6.00
$3,000.00
$5.00
$2,500.00
$7.00
$3,500.00
$10.00
$5,000.00
9
AGGREGATE BASE
$200.00
40
TONS
$8,000.00
$100.00
$4,000.00
$175.00
$7,000.00
$373.00
$14,920.00
$50.00
$2,000.00
10
REMOVE ASPHALT CONCRETE AND CONCRETE BASE
$10.00
500
S. F.
$5,000.00
$5.00
$2,500.00
$5.00
$2,500.00
$7.00
$3,500.00
$12.00
$6,000.00
11
REMOVE ASPHALT CONCRETE ONLY
$10.00
2,500
S.F.
$25,000.00
$5.00
$12,500.00
$5.00
$12,500.00
$8.00
$20,000.00
$10.00
$25,000.00
12
NEW ASPHALT CONCRETE SURFACING
$400.00
100
TONS
$40,000.00
$375.00
$37,500.00
$400.00
$40,000.00
$571.00
$57,100.00
$1,080.00
$108,000.00
13
REPAIR IRRIGATION SYSTEM
$5,600.00
1
L.S.
$5,600.00
$1,000.00
$1,000.00
$1.00
$1.00
$12,264.00
$12,264.00
$12,700.00
$12,700.00
14
REMOVE TREE AND GRIND STUMP (524" DIAMETER)
$3,000.00
5
EACH
$15,000.00
$2,000.00
$10,000.00
$2,025.00
$10,125.00
$3,320.00
$16,600.00
$3,144.00
$15,720.00
15
REMOVE TREE AND GRIND STUMP (>24" DIAMETER)
$5,000.00
6
EACH
$30,000.00
$2,500.00
$15,000.00
$3,375.00
$20,250.00
$4,515.00
$27,090.00
$5,030.00
$30,180.00
16
NEW SEWER CLEAN -OUT FRAME AND COVER
$300.00
1
EACH
$300.00
$250.00
$250.00
$405.00
$405.00
$315.00
$315.00
$2,400.00
$2,400.00
17
REPAIR / REPLACE WATERLINE (10' MAX.)
$2,000.00
1
EACH
$2,000.00
$500.00
$500.00
$2,500.00
$2,500.00
$1,200.00
$1,200.00
$1,780.00
$1,780.00
18
ADJUST MANHOLES TO GRADE
$1,000.00
1
EACH
$1,000.00
$300.00
$300.00
$1,500.00
$1,500.00
$1,260.00
$1,260.00
$5,400.00
$5,400.00
19
SIGN POST
$300.00
1
EACH
$300.00
$200.00
$200.00
$500.00
$500.00
$315.00
$315.00
$370.00
$370.00
20
NEW PARKING METER POSTS
$300.00
1
EACH
$300.00
$300.00
$300.00
$500.00
$500.00
$350.00
$350.00
$370.00
$370.00
TOTAL-- $1,100,000.00 TOTAL: $1,013,950.00 TOTAL: $1,119,141.00 TOTAL: $1,370,194.00 TOTAL: $1,994,420.00
AGREEMENT FOR PUBLIC IMPROVEMENT
2023 SIDEWALK REPAIR PROGRAM
CITY PROJECT NO. 86450
THIS AGREEMENT, made in duplicate and entered into in the City of Burlingame,
County of San Mateo, State of California on , 2023 by and
between the CITY OF BURLINGAME, a Municipal Corporation, hereinafter called "City",
and R&S CONSTRUCTION MANAGEMENT, INC. a California Corporation, hereinafter
called "Contractor."
WITNESSETH:
WHEREAS, City has taken appropriate proceedings to authorize construction of
the public work and improvements herein provided for and to authorize execution of this
Contract; and
WHEREAS, pursuant to State law and City requirements, a notice was duly
published for bids for the contract for the improvement hereinafter described; and
WHEREAS, on May 15, 2023, after notice duly given, the City of Burlingame
awarded the contract for the construction of the improvements hereinafter described to
Contractor, which the City found to be the lowest responsive, responsible bidder for these
improvements; and
WHEREAS, City and Contractor desire to enter into this Agreement for the
construction of said improvements.
NOW, THEREFORE, IT IS AGREED by the parties hereto as follows:
1. Scoae of work.
Contractor shall perform the work described in those Contract Documents entitled:
2023 SIDEWALK REPAIR PROGRAM. CITY PROJECT NO. 86450.
2. The Contract Documents.
The complete contract between City and Contractor consists of the following
documents: this Agreement; Notice Inviting Sealed Bids, attached hereto as Exhibit A;
the accepted Bid Proposal, attached hereto as Exhibit B; the specifications, provisions,
addenda, complete plans, profiles, and detailed drawings contained in the bid documents
titled "2023 Sidewalk Repair Program, City Project No. 86450" attached as Exhibit C; the
AGREEMENT-1
State of California Standard Specifications 2010, as promulgated by the California
Department of Transportation; prevailing wage rates of the State of California applicable
to this project by State law; and all bonds; which are collectively hereinafter referred to as
the Contract Documents. All rights and obligations of City and Contractor are fully set
forth and described in the Contract Documents, which are hereby incorporated as if fully
set forth herein. All of the above described documents are intended to cooperate so that
any work called for in one, and not mentioned in the other, or vice versa, is to be executed
the same as if mentioned in all said documents.
3. Contract Price.
The City shall pay, and the Contractor shall accept, in full, payment of the work
above agreed to be done, the sum of one million, thirteen thousand, nine -hundred and
fifty dollars ($1,013,950.00), called the "Contract Price". This price is determined by the
lump sum and unit prices contained in Contractor's Bid. In the event authorized work is
performed or materials furnished in addition to those set forth in Contractor's Bid and the
Specifications, such work and materials will be paid for at the unit prices therein contained.
Said amount shall be paid in progress payments as provided in the Contract Documents.
4. Termination
At any time and with or without cause, the City may suspend the work or any
portion of the work for a period of not more than 90 consecutive calendar days by notice
in writing to Contractor that will fix the date on which work will be resumed. Contractor
will be granted an adjustment to the Contract Price or an extension of the Time for
Completion, or both, directly attributable to any such suspension if Contractor makes a
claim therefor was provided in the Contract Documents.
The occurrence of any one or more of the following events will justify termination
of the contract by the City for cause: (1) Contractor's persistent failure to perform the
work in accordance with the Contract Documents; (2) Contractor's disregard of Laws or
Regulations of any public body having jurisdiction; (3) Contractor's disregard of the
authority of the Engineer; or (4) Contractor's violation in any substantial way of any
provision of the Contract Documents. In the case of any one or more of these events, the
City, after giving Contractor and Contractor's sureties seven calendar days written notice
of the intent to terminate Contractor's services, may initiate termination procedures under
the provisions of the Performance Bond. Such termination will not affect any rights or
remedies of City against Contractor then existing or that accrue thereafter. Any retention
or payment of moneys due Contractor will not release Contractor from liability. At the
AGREEMENT-2
City's sole discretion, Contractor's services may not be terminated if Contractor begins,
within seven calendar days of receipt of such notice of intent to terminate, to correct its
failure to perform and proceeds diligently to cure such failure within no more than 30
calendar days of such notice.
Upon seven calendar days written notice to Contractor, City may, without cause
and without prejudice to any other right or remedy of City, terminate the Contract for City's
convenience. In such case, Contractor will be paid for (1) work satisfactorily completed
prior the effective date of such termination, (2) furnishing of labor, equipment, and
materials in accordance with the Contract Documents in connection with uncompleted
work, (3) reasonable expenses directly attributable to termination, and (4) fair and
reasonable compensation for associated overhead and profit. No payment will be made
on account of loss of anticipated profits or revenue or other economic loss arising out of
or resulting from such termination.
5. Provisions Cumulative.
The provisions of this Agreement are cumulative and in addition to and not in
limitation of any other rights or remedies available to the City.
6. Notices.
All notices shall be in writing and delivered in person or transmitted by certified
mail, postage prepaid.
Notices required to be given to the City shall be addressed as follows:
Martin Quan, Senior Engineer
City of Burlingame
501 Primrose Road
Burlingame, California 94010
(650) 558-7230
Notices required to be given to Contractor shall be addressed as follows:
Matt Ramirez, President
R&S Construction Management, Inc.
1555 Burke Avenue, Suite I
San Francisco, CA 94124
(650) 826-7632
7. Interpretation
As used herein, any gender includes the other gender and the singular includes
AGREEMENT-3
the plural and vice versa.
8. Waiver or Amendment.
No modification, waiver, mutual termination, or amendment of this Agreement is
effective unless made in writing and signed by the City and the Contractor. One or more
waivers of any term, condition, or other provision of this Agreement by either party shall
not be construed as a waiver of a subsequent breach of the same or any other provision.
9. Controlling Law.
This Agreement is to be governed by and interpreted in accordance with the laws
of the State of California.
10. Successors and Assignees.
This Agreement is to be binding on the heirs, successors, and assigns of the
parties hereto but may not be assigned by either party without first obtaining the written
consent of the other party.
11. Severability.
If any term or provision of this Agreement is deemed invalid, void, or unenforceable
by any court of lawful jurisdiction, the remaining terms and provisions of the Agreement
shall not be affected thereby and shall remain in full force and effect.
12. Insurance.
12.1 Time for Compliance. Contractor shall not commence Work under this
Agreement until it has provided evidence satisfactory to the City that it has secured all
insurance required under this Section. In addition, Contractor shall not allow any
subcontractor to commence work on any subcontract until it has provided evidence
satisfactory to the City that the subcontractor has secured all insurance required under
this Section.
12.2 Minimum Requirements. Contractor shall, at its expense, procure and
maintain for the duration of the Agreement insurance against claims for injuries to persons
or damages to property which may arise from or in connection with the performance of
the Agreement by the Contractor, its agents, representatives, employees or
subcontractors. Contractor shall also require all of its subcontractors to procure and
AGREEMENT-4
maintain the same insurance for the duration of the Agreement. Such insurance shall
meet at least the following minimum levels of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as broad as the
latest version of the following: (1) General Liability: Insurance Services Office Commercial
General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance
Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and
(3) Workers' Compensation and Employer's Liability: Workers' Compensation insurance
as required by the State of California and Employer's Liability Insurance. The policy shall
not contain any exclusion contrary to the Agreement, including but not limited to
endorsements or provisions limiting coverage for (1) contractual liability (including but not
limited to ISO CG 24 26 or 21 29); or (2) cross liability for claims or suits by one insured
against another.
(B) Minimum Limits of Insurance. Contractor shall maintain limits no less than:
(1) General Liability: $1,000,000 per occurrence and $2,000,000 aggregate for bodily
injury, personal injury and property damage. If Commercial General Liability Insurance or
other form with general aggregate limit is used including, but not limited to, form CG 2503,
either the general aggregate limit shall apply separately to this Agreement/location or the
general aggregate limit shall be twice the required occurrence limit; (2) Automobile
Liability: $1,000,000 combined single limit for bodily injury and property damage; and (3)
Workers' Compensation and Employer's Liability: Workers' Compensation limits as
required by the Labor Code of the State of California. Employer's Liability limits of
$1,000,000 per accident for bodily injury or disease. Defense costs shall be paid in
addition to the limits.
(C) Notices; Cancellation or Reduction of Coverage. At least fifteen (15) days
prior to the expiration of any such policy, evidence showing that such insurance coverage
has been renewed or extended shall be filed with the City. If such coverage is cancelled
or materially reduced, Contractor shall, within ten (10) days after receipt of written notice
of such cancellation or reduction of coverage, file with the City evidence of insurance
showing that the required insurance has been reinstated or has been provided through
another insurance company or companies. In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not
replaced, the City has the right but not the duty to obtain the insurance it deems necessary
and any premium paid by the City will be promptly reimbursed by Contractor or the City
may withhold amounts sufficient to pay premium from Contractor payments. In the
alternative, the City may suspend or terminate this Agreement.
AGREEMENT-5
(D) Additional Insured. The City of Burlingame, its officials, officers, employees,
agents, and volunteers shall be named as additional insureds on Contractor's and its
subcontractors' policies of commercial general liability and automobile liability insurance
using the endorsements and forms specified herein or exact equivalents.
12.3 Insurance Endorsements. The insurance policies shall contain the
following provisions, or Contractor shall provide endorsements on forms supplied or
approved by the City to add the following provisions to the insurance policies:
(A) General Liability. The general liability policy shall include or be endorsed
(amended) to state that: (1) using ISO CG forms 20 10 and 20 37, or endorsements
providing the exact same coverage, the City of Burlingame, its officials, officers,
employees, agents, and volunteers shall be covered as additional insured with respect to
the Services or ongoing and complete operations performed by or on behalf of the
Contractor, including materials, parts or equipment furnished in connection with such
work; and (2) using ISO form 20 01, or endorsements providing the exact same coverage,
the insurance coverage shall be primary insurance as respects the City, its officials,
officers, employees, agents, and volunteers, or if excess, shall stand in an unbroken chain
of coverage excess of the Contractor's scheduled underlying coverage. Any excess
insurance shall contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of the City, before the City's own primary insurance
or self-insurance shall be called upon to protect it as a named insured. Any insurance or
self-insurance maintained by the City, its officials, officers, employees, agents, and
volunteers shall be excess of the Contractor's insurance and shall not be called upon to
contribute with it in any way. Notwithstanding the minimum limits set forth in Section
3.2.11.2(B), any available insurance proceeds in excess of the specified minimum limits
of coverage shall be available to the parties required to be named as additional insureds
pursuant to this Section 3.2.11.3(A).
(B) Automobile Liability. The automobile liability policy shall include or be
endorsed (amended) to state that: (1) the City, its officials, officers, employees, agents,
and volunteers shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased, hired or
borrowed by the Contractor or for which the Contractor is responsible; and (2) the
insurance coverage shall be primary insurance as respects the City, its officials, officers,
employees, agents, and volunteers, or if excess, shall stand in an unbroken chain of
coverage excess of the Contractor's scheduled underlying coverage. Any insurance or
AGREEMENT-6
self-insurance maintained by the City, its officials, officers, employees, agents, and
volunteers shall be excess of the Contractor's insurance and shall not be called upon to
contribute with it in any way. Notwithstanding the minimum limits set forth in Section
3.2.11.2(B), any available insurance proceeds in excess of the specified minimum limits
of coverage shall be available to the parties required to be named as additional insureds
pursuant to this Section 3.2.11.3(B).
(C) Workers' Compensation and Employer's Liability Coverage. The insurer
shall agree to waive all rights of subrogation against the City, its officials, officers,
employees, agents, and volunteers for losses paid under the terms of the insurance policy
which arise from work performed by the Contractor.
(D) All Coverages. Each insurance policy required by this Agreement shall be
endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled
except after thirty (30) days (10 days for nonpayment of premium) prior written notice by
certified mail, return receipt requested, has been given to the City; and (B) any failure to
comply with reporting or other provisions of the policies, including breaches of warranties,
shall not affect coverage provided to the City, its officials, officers, employees, agents,
and volunteers. Any failure to comply with reporting or other provisions of the policies
including breaches of warranties shall not affect coverage provided to the City, its officials,
officers, employees, agents and volunteers, or any other additional insureds.
12.4 Separation of Insureds; No Special Limitations; Waiver of Subrogation.
All insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the
scope of protection afforded to the City, its officials, officers, employees, agents, and
volunteers. All policies shall waive any right of subrogation of the insurer against the City,
its officials, officers, employees, agents, and volunteers, or any other additional insureds,
or shall specifically allow Contractor or others providing insurance evidence in compliance
with these specifications to waive their right of recovery prior to a loss. Contractor hereby
waives its own right of recovery against City, its officials, officers, employees, agents, and
volunteers, or any other additional insureds, and shall require similar written express
waivers and insurance clauses from each of its subcontractors.
12.5 Deductibles and Self -Insurance Retentions. Any deductibles or self -
insured retentions must be declared to and approved by the City. Contractor shall
AGREEMENT-7
guarantee that, at the option of the City, either: (1) the insurer shall reduce or eliminate
such deductibles or self -insured retentions as respects the City, its officials, officers,
employees, agents, and volunteers; or (2) the Contractor shall procure a bond
guaranteeing payment of losses and related investigation costs, claims and administrative
and defense expenses.
12.6 Subcontractor Insurance Requirements. Contractor shall not allow any
subcontractors to commence work on any subcontract relating to the work under the
Agreement until they have provided evidence satisfactory to the City that they have
secured all insurance required under this Section. If requested by Contractor, the City
may approve different scopes or minimum limits of insurance for particular
subcontractors. The Contractor and the City shall be named as additional insureds on all
subcontractors' policies of Commercial General Liability using ISO form 20 38, or
coverage at least as broad.
12.7 Acceptability of Insurers. Insurance is to be placed with insurers with a
current A.M. Best's rating no less than A-:VIII, licensed to do business in California, and
satisfactory to the City.
12.8 Verification of Coverage. Contractor shall furnish City with original
certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements for each
insurance policy shall be signed by a person authorized by that insurer to bind coverage
on its behalf, and shall be on forms provided by the City if requested. All certificates and
endorsements must be received and approved by the City before work commences. The
City reserves the right to require complete, certified copies of all required insurance
policies, at any time.
12.9 Reporting of Claims. Contractor shall report to the City, in addition to
Contractor's insurer, any and all insurance claims submitted by Contractor in connection
with the Services under this Agreement.
13. Indemnification.
Contractor shall indemnify, defend, and hold the City, its directors, officers,
employees, agents, and volunteers harmless from and against any and all liability, claims,
suits, actions, damages, and causes of action arising out of, pertaining or relating to the
actual or alleged negligence, recklessness or willful misconduct of Contractor, its
AGREEMENT-8
employees, subcontractors, or agents, or on account of the performance or character of
the services, except for any such claim arising out of the sole negligence or willful
misconduct of the City, its officers, employees, agents, or volunteers. It is understood
that the duty of Contractor to indemnify and hold harmless includes the duty to defend as
set forth in section 2778 of the California Civil Code. Notwithstanding the foregoing, for
any design professional services, the duty to defend and indemnify City shall be limited
to that allowed by state law. Acceptance of insurance certificates and endorsements
required under this Agreement does not relieve Contractor from liability under this
indemnification and hold harmless clause. This indemnification and hold harmless clause
shall apply whether or not such insurance policies shall have been determined to be
applicable to any of such damages or claims for damages.
AGREEMENT-9
IN WITNESS WHEREOF, two identical counterparts of this Agreement, consisting
of five pages, including this page, each of which counterparts shall for all purposes be
deemed an original of this Agreement, have been duly executed by the parties
hereinabove named on the day and year first hereinabove written.
CITY OF BURLINGAME,
a Municipal Corporation
By
Lisa K. Goldman, City Manager
Approved as to form:
Michael Guina, City Attorney
ATTEST:
Meaghan Hassel -Shearer, City Clerk
CONTRACTOR
By
Print Name:
R&S Construction Management, Inc.
AGREEMENT - 10
1�
•
5URi1NGAME STAFF REPORT AGENDA NO: 10g
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Syed Murtuza, Director of Public Works — (650) 558-7230
Art Morimoto, Assistant Director of Public Works — (650) 558-7230
Subject: Adoption of Resolutions Initiating Proceedings to Renew the Levy and
Collection of Assessments for the Downtown Burlingame Avenue Streetscape
Improvement Project for Fiscal Year 2023-24; Approving the Annual Engineer's
Report for Fiscal Year 2023-24; and Declaring the Intention to Levy and Collect
Assessments for Fiscal Year 2023-24 and Setting a Public Hearing
RECOMMENDATION
Staff recommends that the City Council adopt the attached resolutions to initiate proceedings to
renew the levy and collection of assessments for the Downtown Burlingame Avenue Streetscape
Improvement Assessment District No. 2012-1 for fiscal year 2023-24 as follows:
a. Initiate proceedings for the levy and collection of assessments for fiscal year 2023-24;
b. Approve the Annual Engineer's Report for fiscal year 2023-24; and
c. Declare the intention to levy and collect assessments for fiscal year 2023-24 and set a Public
Hearing.
BACKGROUND
At its April 2, 2012 meeting, the City Council initiated the proceedings to form the Downtown
Burlingame Avenue Streetscape Improvement Assessment District No. 2012-1. The proceedings
were conducted under the provisions of the Landscaping and Lighting Act of 1972, Part 2, Division
15 of the California Streets and Highways Code (Act) (Streets and Highways Code section 22500
et seq.). Weighted ballots were sent via certified mail to the property owners on April 5, 2012. At
the May 21, 2012 meeting, the City Council conducted a Public Hearing to tabulate ballots for the
Assessment District. The results of the ballot showed no "majority protest", thereby allowing the
City Council to order improvements, form the Assessment District, and levy assessments totaling
$335,787 annually for 30 years to the downtown Burlingame Avenue property owners. Property
owners were given the option to pre -pay their assessments to avoid paying annually. Five property
owners have exercised this option.
ni-qr_i is_qinN
The Engineer's Report (Annual Report) is updated annually to reflect any changes that may have
occurred to property configuration in the Assessment District. There are no changes to existing
1
Levy and Collection of Assessments for the Downtown Burlingame Avenue May 15, 2023
Streetscape Improvement Project for Fiscal Year 2023-24
improvements, nor are there any items being added to the list of improvements previously approved
at the formation of the Assessment District. The Act requires the City Council to order preparation
of the Annual Report; describe any new improvements or changes to existing improvements since
formation of the Assessment District; and initiate proceedings for the levy and collection of
assessments for the next fiscal year (Fiscal Year 2023-24). The first resolution provides for these
requirements.
The Act then requires the City Council to approve the Annual Report, which is provided by the
second resolution.
Finally, the Act requires the City Council to declare its intention to levy and collect assessments for
the Assessment District, set a Public Hearing to confirm and levy the assessment, and describe
any increase of assessments from the previous year. The Public Hearing will be held on June 5,
2023, at 7:00 p.m. at the Council Chambers. There are no increased assessments proposed from
the previous year above those that the property owners previously approved.
FISCAL IMPACT
The total assessment for fiscal year 2023-24 is $310,156, which reflects pre -payments by property
owners. There are no changes to the annual assessment from the last year. Funds collected
through assessments will be used as part of the debt payment for the Burlingame Avenue
Streetscape bonds.
Exhibits:
• Resolution Initiating Proceedings for Levy & Collections
• Resolution Approving Annual Report for FY 2023-24
• Updated Engineer's Report for FY 2023-24
• Resolution Declaring Intention to Levy & Collect Assessments
• Staff Report — April 2, 2012
• Staff Report — May 21, 2012
2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME,
CALIFORNIA, INITIATING PROCEEDINGS FOR THE LEVY AND COLLECTION OF
ASSESSMENTS FOR THE DOWNTOWN BURLINGAME AVENUE STREETSCAPE
IMPROVEMENT PROJECT FOR FISCAL YEAR 2023-24
The City Council (the "Council") of the City of Burlingame (the "City") resolves as follows:
WHEREAS, the Council previously completed its proceedings in accordance with the
Landscaping and Lighting Act of 1972, Part 2, Division 15 of the California Streets and Highways
Code (commencing with Section 22500) (the "Act") to establish the City's Downtown Burlingame
Avenue Streetscape Improvement Project (the "Assessment District"); and
WHEREAS, the Engineer's Report is updated annually ("Annual Report") to reflect any
changes that may have occurred to property configuration in the Assessment District.
NOW, THEREFORE BE IT RESOLVED AND DETERMINED AS FOLLOWS:
1. Annual Report: The Council orders staff to prepare and file with the Clerk the Annual
Report concerning the levy and collection of assessments within the Assessment District
for the fiscal year commencing July 1, 2023 and ending June 30, 2024.
2. New Improvements or Changes to Existing Improvements: There are no changes to
existing improvements, nor are there any items being added to the list of improvements
previously approved at the formation of the Assessment District.
3. Initiating Proceedings for Fiscal Year 2023-24: The Council orders the initiation of
proceedings for the levy and collection of assessments for the Assessment District for the
fiscal year commencing July 1, 2023 and ending June 30, 2024
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 15t" day of May,
2023 and was adopted thereafter by the following vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
Meaghan Hassel -Shearer, City Clerk
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME,
CALIFORNIA, APPROVING THE ANNUAL REPORT FOR THE DOWNTOWN
BURLINGAME AVENUE STREETSCAPE IMPROVEMENT PROJECT FOR
FISCAL YEAR 2023-24
The City Council (the "Council") of the City of Burlingame (the "City") finds as follows:
WHEREAS, the Council previously completed its proceedings in accordance with and
pursuant to the Landscaping and Lighting Act of 1972, Part 2, Division 15 of the California Streets
and Highways Code (commencing with Section 22500) (the "Act") to establish the City's
Downtown Burlingame Avenue Streetscape Improvement Project (the "Assessment District"); and
WHEREAS, the Council has, by previous resolution, ordered staff to prepare and file the
Annual Report concerning the levy and collection of assessments within the Assessment District;
and
WHEREAS, staff has prepared and filed such Annual Report with the Clerk; and
WHEREAS, the Council has reviewed the Annual Report.
NOW, THEREFORE BE IT RESOLVED AS FOLLOWS:
1. Approval of Report: The Council approves the Annual Report concerning the levy of
assessments as submitted for the fiscal year commencing July 1, 2023 and ending June
30, 2024.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 15t" day of May,
2023 and was adopted thereafter by the following vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
Meaghan Hassel -Shearer, City Clerk
City of Burlingame Assessment District
No. 2012-1, Downtown Burlingame Avenue
Streetscape Improvement Project
Engineer's Report
City of Burlingame
Fiscal Year 2023/24
TABLE OF CONTENTS
1. EXECUTIVE SUMMARY 1-1
2. INTRODUCTION 2-1
2.1. Background of District...................................................................................2-1
2.2. Reason for the Assessment..........................................................................2-1
2.3. Establishment of the Assessment.................................................................2-1
3. PLANS AND SPECIFICATIONS
3-1
3.1. Description of the Boundaries of the District.................................................3-1
3.2. Description of the District Improvement Project............................................3-1
3.3. Map of District Improvement Project.............................................................3-1
4. ESTIMATE OF COSTS 4-1
4.1. District Improvement Project Costs..............................................................4-1
5. SPECIAL AND GENERAL BENEFIT
5-1
5.1.
Introduction...................................................................................................5-1
5.2.
Identification of Benefit..................................................................................5-1
5.3.
Separation of General Benefit......................................................................5-3
5.4.
Quantification of General Benefit..................................................................5-4
5.5.
Apportioning of Special Benefit.....................................................................5-5
6. METHOD ASSESSMENT
6-1
6.1. Assessment Budget.......................................................................................6-1
6.2. Method of Assessment Spread.....................................................................6-2
6.3. District Improvement Project Debt Financing.................................................6-2
6.4. Assessment Prepayment Formula.................................................................6-3
7. ASSESSMENT DIAGRAM
7-1
8. ASSESSMENT ROLL 8-1
1. EXECUTIVE SUMMARY
The City Council of the City of Burlingame ("City Council'), pursuant to the Landscaping and Lighting Act
of 1972, being Division 15, Part 2 of the Streets and Highways Code of the State of California ("1972 Act'),
previously formed the assessment district known and designated as "Assessment District No. 2012-1,
Downtown Burlingame Avenue Streetscape Improvement Project', (hereafter referred to as the "District').
The City Council has initiated proceedings directing the preparation and filing of a report for Fiscal Year
2023/24 presenting the improvements, an estimated cost, including debt financing, of the improvements,
annual administrative costs, and a diagram showing the area and properties to be assessed.
The following assessment is authorized in order to pay the estimated costs, including debt financing of the
improvements and annual administrative costs to be paid by the assessable real property within the
boundaries of the District in proportion to the special benefit received. The following table summarizes the
assessment:
Description
Amount
District Improvement Project Costs
$11,227,015
Less: Allocation to General Benefit(1)
(3,238,994)
Subtotal: Allocation to Special Benefit
$7,988,021
Less: Sewer and Water Enterprise Fund Contribution(2)
($922,000)
Less: TLC Grant
(301,000)
Less: Additional Contribution from Parking Enterprise Fund
(782,432)
Less: Additional City Contribution
(20,195)
Total Amount to be Specially Assessed
$5,962,394
Total Amount Pre -Paid During 30 Day Collection Period
$341,582
Annual Assessable Budget:
Average Annual Debt Service Payment(3)
$310,156
Total Annual Assessable Budget
$310,156
(1) See Section 5.4.
(2) Contemporaneously with the District Improvement Project, the City, using sewer and water
enterprise funds, replaced the sewer and water lines under Burlingame Avenue (the overall total
cost for all projects is $15,443,660). A portion of the money for that project was allocated for
patching the streets and sidewalks. Since the District Improvement Project eliminates the need
for patching, the $922,000 is being contributed to the District Improvement Project.
(3) See Section 6.3.
This annual report represents no changes to the Fiscal Year 2022/23 annual report.
�
Art Morimoto
Assistant Public Works Director
City of Burlingame
Assessment District No. 2012-1 — City of Burlingame 3-1
Fiscal Year 2023/24
2. INTRODUCTION
2.1. Background of District
The City of Burlingame ("City') has completed, in coordination with planned utility improvements, the
Downtown Burlingame Avenue Streetscape Improvement Project ("District Improvement Project"). The
District Improvement Project provided an opportunity for community stakeholders to plan and implement
streetscaping and sidewalk improvements that complement the evolving vision and needs of the
Burlingame Avenue property owners, merchants and community. The District Improvement Project
improves the public infrastructure that fronts property along Burlingame Avenue (and portions of certain
side streets at intersections with Burlingame Avenue) between El Camino Real and California Drive.
Further, the District Improvement Project enhances the overall experience of merchants and visitors by
creating a memorable Burlingame Avenue for shopping, dining, and strolling.
2.2. Reason for the Assessment
The assessment covered by this Engineer's Report will generate the assessment revenue necessary to
provide for a portion of the public improvements provided by the District Improvement Project and further
described in Section 3.2 of this Engineer's Report. The District improvements may include but are not
limited to, all of the following: streetscape improvements, sidewalk improvements, District financing costs,
and administrative costs associated with the ongoing annual administration of the District.
2.3. Establishment of the Assessment
The City formed the District and established assessments by complying with the procedures specified in
Article MID and the Proposition 218 Omnibus Implementation Act ("Proposition 218"). In November 1996,
the voters in the State of California added Article MID to the California Constitution imposing, among other
requirements, the necessity for the City to conduct an assessment ballot procedure to enable the owners
of each property on which assessments are proposed to be enacted, the opportunity to express their
support for, or opposition to the proposed assessment. The basic steps of the assessment ballot procedure
are outlined below.
The City prepared a Notice of Public Hearing ("Notice"), which describes, along with other mandated
information, the reason for the proposed assessments and provided a date, time, and location of a public
hearing to be held on the matter. The City prepared an assessment ballot, which clearly gave the property
owner the ability to sign and execute their assessment ballot either in favor of, or in opposition to, the
assessment. The Notice and assessment ballots were mailed to each affected property owner within the
District a minimum of 45 days prior to the public hearing date as shown in the Notice. The City held
community meetings with the property owners to discuss the issues facing the District and to answer
property owner questions directly.
After the Notice and assessment ballots were mailed, property owners were given until the close of the
public hearing, as stated in the Notice, to return their signed and executed assessment ballot. During the
public hearing, property owners were given the opportunity to address the City Council and ask questions
or voice their concerns. After the public hearing, the returned assessment ballots received prior to the close
of the public hearing were tabulated, weighted by the proposed assessment amount on each property and
the results were announced by the City Council.
Article MID provides that if, as a result of the assessment ballot proceeding, a majority protest is found to
exist, the City Council shall not have the authority to enact the assessments as proposed. A majority protest
Assessment District No. 2012-1 — City of Burlingame 4-1
Fiscal Year 2023/24
exists if the assessments represented by ballots submitted in opposition exceed those submitted in favor
of the assessment. All returned ballots were tabulated and weighted according to the financial obligation
of each particular parcel. There wasn't a majority protest as described above and the City Council approved
the District formation and assessments.
The City Council will annually declare its intention to levy and collect the assessments within the District
and hold a public hearing concerning such levy of assessments. At such time all interested persons shall
be afforded the opportunity to hear and be heard.
Assessment District No. 2012-1 — City of Burlingame 2-2
Fiscal Year 2023/24
3. PLANS AND SPECIFICATIONS
The District provides for various Burlingame Avenue streetscape and sidewalk improvements located within
the public right-of-way and dedicated easements within the boundaries of the District.
3.1. Description of the Boundaries of the District
The boundaries of the District include properties located along Burlingame Avenue within the City. The
District runs along Burlingame Avenue and is bounded on the east by California Drive and on the west by
El Camino Real. The City will not provide public improvements from the District Improvement Project to
any area located outside of the District boundaries.
Section 7 of this Engineer's Report provides an assessment diagram that more fully provides a description
of the District's boundaries and the parcels within those boundaries.
3.2. Description of the District Improvement Project
The District Improvement Project includes streetscape items such as sidewalk, street and pedestrian
lighting, trees and landscaping, seating, signage, kiosks, gateway treatments, site furnishings, and other
parking improvements, appurtenant facilities, and soft costs. The District Improvement Project provides for
public improvements to be distributed throughout the entire District, and as such, are of direct and special
benefit to the parcels within the District. The District Improvement Project consists of a classic design style
with touches of traditional and contemporary design. This desired design style creates a structured, timeless
design with patterned, elegant materials consistent throughout the Burlingame Avenue area.
Not only does the District Improvement Project provide necessary street improvements, but it allows for an
increase in pedestrian space along Burlingame Avenue. To allow for this additional pedestrian space,
parallel parking replaced the existing angled parking. The change from angled parking to parallel parking
will allow for an expanded 16 foot width of sidewalk area on both sides of Burlingame Avenue. This
additional sidewalk area can provide sufficient space for seating, art features, landscaping, and lighting.
Burlingame Avenue will be maintained with two-way traffic and 10 foot wide travel lanes. The parallel
parking stalls, with a parking assist zone, will have a width of nine feet. The parking assist zone allows for
car door openings and limited bike through lanes along Burlingame Avenue.
At the intersection corners along Burlingame Avenue bulb -outs are proposed to allow for additional
pedestrian areas. In addition to providing an enhanced pedestrian area, the corner intersection bulb -outs
will reduce pedestrian crossing distances. As an additional safety feature, the crosswalks will be of a
different construction material than the street surface to provide a warning for traffic to slow down.
The District Improvement Project includes asphalt paving in the roadway and colored concrete for the
parking and parking assist zones. The sidewalks, corner intersection bulb -outs and cross walks will be
constructed of concrete pavers. Trees, street lights with limited features, and other public furnishings are
also included throughout the District.
3.3. Map of District Improvement Project
The following map provides the approximate location (for reference only — may not include all) of the
improvements provided by the District Improvement Project throughout the District.
Assessment District No. 2012-1 — City of Burlingame 3-1
Fiscal Year 2023/24
Burlingame Ave Streetscape Improvements Project - Draft Concept Plan
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4. ESTIMATE OF COSTS
The estimated cost of the District Improvement Project as more fully described in Section 3 of this
Engineer's Report is outlined below.
4.1. District Improvement Project Costs
The following table provides the costs for the District Improvement Project. Refer to Section 6 for more
detail on the financing plan and the annual assessment budget.
Description
Amount
District Improvement Project Costs
Construction
$9,709,355
Construction Management
825,660
Construction Engineering
332,000
Engineering Administration
360,000
Total District Improvement Project Costs
$11,227,015
Contemporaneously with the District Improvement Project, the City, using sewer and water enterprise
funds, replaced the sewer and water lines under Burlingame Avenue (the overall total cost for all projects
was $15,443,660). By completing the District Improvement Project in coordination with the utility
improvements, it saved significant project costs and minimize the construction impacts to property and
businesses along Burlingame Avenue. A portion of the planned utility improvement budget, $922,000, was
allocated for patching the streets and sidewalks. Since the District Improvement Project eliminates that
need for patching, the $922,000 is being contributed to the streetscape project from the sewer and water
enterprise funds and thus will not be specially assessed. Thus, overall, the District Improvement Project
was funded by state gas tax, Measure A funds, grant funds, sewer and water enterprise funds, the parking
enterprise fund, and revenues from District special assessments.
Assessment District No. 2012-1 — City of Burlingame 4-1
Fiscal Year 2023/24
5. SPECIAL AND GENERAL BENEFIT
5.1. Introduction
Pursuant to Article XIIID, all parcels that receive a special benefit conferred upon them as a result of the
improvements shall be identified, and the proportionate special benefit derived by each identified parcel
shall be determined in relationship to the entire costs of the improvements. Division 12 of the Streets and
Highways Code, the Landscaping and Lighting Act of 1972, permits the establishment of assessment
districts by local agencies for the purpose of providing certain public improvements necessary or convenient
for providing certain public services.
Section 22573 of the Landscaping and Lighting Act of 1972 requires that assessments must be levied
according to benefit rather than according to assessed value. This Section states:
"The net amount to be assessed upon lands within an assessment district may be
apportioned by any formula or method which fairly distributes the net amount among all
assessable lots or parcels in proportion to the estimated benefit to be received by each
such lot or parcel from the improvements. "
Article XIIID, Section 4(a) of the California Constitution limits the amount of any assessment to the
proportional special benefit conferred on the property. Article XIIID also provides that publicly owned
properties must be assessed unless there is clear and convincing evidence that those properties receive
no special benefit from the assessment. Examples of parcels exempted from the assessment would be the
areas of public streets, public avenues, public lanes, public roads, public drives, public courts, public alleys,
public easements and rights -of -ways, public greenbelts, and public parkways.
Furthermore, Proposition 218 requires that the City separate the general benefit from special benefit, so
only special benefit may be assessed.
5.2. Identification of Benefit
The District Improvement Project will provide benefits to both those properties within the District boundaries
and to the community as a whole. The benefit conferred to property within the District can be grouped into
three primary benefit categories; aesthetic benefit, safety benefit, and economic activity benefit. The three
District benefit categories are further expanded upon in each section below.
Aesthetic Benefit
The aesthetic benefit relates to the increase in the overall aesthetics as a result of the District Improvement
Project. The District Improvement Project will provide public street and sidewalk infrastructure
beautification throughout the District, that will enhance the overall image and desirability of the properties
within the District. Burlingame Avenue streetscape improvements within the District were last completed
back in the early 1960s. Since that time, the public facilities have deteriorated. The following aesthetic
benefits will be provided as a result of the District Improvement Project:
• The District Improvement Project enhances the community identity of the Burlingame Avenue area,
which will lead to a stronger and healthier street corridor. The image of the Burlingame Avenue
area will be increased by correcting the visual clutter such as trash containers and news racks that
currently encroach on the pedestrian area.
• Uniform and up to date streetscape and sidewalk improvements creates cohesion throughout the
District from El Camino Real to California Drive. This District cohesion enhances the retail
experience as well as encourage maximum use of space.
Assessment District No. 2012-1 — City of Burlingame 5-1
Fiscal Year 2023/24
Upgraded streetscaping and sidewalk amenities provided by the District Improvement Project
enhances the appearance, desirability, and "livability" of the property directly fronting the
improvements provided throughout the District.
As a result of the District Improvement Project, the overall "livability' of the District increases. "Livability'
encompasses several qualities and characteristics that are unique to a specific area. The Victoria Transport
Policy Institute (www.vtpi.org) expands on the concept of "livability" and the various benefits associated
with that designation:
"The livability of an area increases property desirability and business activity. Livability is
largely affected by conditions in the public realm, places where people naturally interact
with each other and their community, including streets, parks, transportation terminals and
other public facilities. Livability also refers to the environmental and social quality of an
area as perceived by employees, customers and visitors. This includes local environmental
conditions, the quality of social interactions, opportunities for recreation and entertainment,
aesthetics, and existence of unique cultural and environmental resources."
Safety Benefit
The District Improvement Project provides an increased level of safety to the property, businesses, and
visitors to the District. Additionally, the District Improvement Project help mitigate potential criminal activity
throughout the District area. The following safety benefits are provided as a result of the District
Improvement Project:
• The District Improvement Project repaired uneven and deteriorating sidewalks within the District.
Improvements to the existing sidewalk infrastructure will reduce the number of future trip and fall
occurrences potentially occurring in front of District property.
• The District Improvement Project provides better lighting throughout the Burlingame Avenue area.
The improved lighting ensures that sidewalks, streets, and property fronts are more visible. This
increased level of visibility reduces the opportunities for vandalism to property within the District.
• Wider sidewalks provide additional space between vehicle and property as well as vehicle and
pedestrian, which provides a safety benefit for both property and pedestrian.
• Traffic calming improvements can reduce automobile traffic and speeds, which in turn, increases
the safety for vehicular passengers, pedestrians, and other non -motorized travels.
The streetscaping strategies utilized in the development of the District Improvement Project provide
numerous safety benefits to property and people throughout the District. Again, the Victoria Transport
Policy Institute (www.vtpi.org) notes the safety benefit attributable to streetscaping improvements:
"Several studies indicate that common streetscaping strategies, such as landscaping and
narrowing traffic lanes, tend to increase traffic safety. Streetscaping that reduces traffic
speeds and improves pedestrian crossing conditions can significantly reduce collisions.
Research by the U.S. Highway Safety Research System concludes that road diets (arterial
street traffic calming) typically reduce crash rates by 47% on major highways through small
urban areas, by 19 % on corridors in larger city suburban areas, and 29 % overall. "
Assessment District No. 2012-1 — City of Burlingame 5-2
Fiscal Year 2023/24
Economic Activity Benefit
The economic activity benefit relates to the increase in the District's economic activity and further potential
as a result of the District Improvement Project. The economic activity for property within the District can
best be described as the ability for the property within the District to develop and operate at the property's
highest and best use. Properties within the District receive the following economic activity benefits as a
result of the District Improvement Project:
• The District Improvement Project revitalizes the Burlingame Avenue area. This revitalization will
encourage new business development and existing business expansion which will reduce vacancy
rates and increase lease rates for property within the District.
• The streetscaping improvements encourages an increase in commerce throughout the District.
The Burlingame Avenue area will become more pedestrian friendly, thus improving customer
activity for stores and restaurants.
The streetscaping improvements not only add economic value to property adjacent to the improvements,
but the improvements make the property appear more stable and prosperous. The National Complete
Streets Coalition (www.completestreets.org) notes that:
"Street design that is inclusive of all modes of transportation, where appropriate, not only
improves conditions for existing businesses, but also is a proven method for revitalizing an
area and attracting new development. Washington, DC's Barracks Row was experiencing
a steady decline of commercial activity due to uninviting sidewalks, lack of streetlights, and
speeding traffic. After many design improvements, which included new patterned
sidewalks, more efficient public parking, and new traffic signals, Barrack's Row attracted
44 new businesses and 200 new jobs. Economic activity on this three-quarter mile strip
(measured by sales, employees, and number of pedestrians) has more than tripled since
the inception of the project. "
5.3. Separation of General Benefit
Section 4 of Article XIIID of the California Constitution provides that once a local agency which proposes to
impose assessments on property has identified those parcels that will have special benefits conferred upon
them and upon which an assessment will be imposed, the local agency must next "separate the general
benefits from the special benefits conferred," and only the special benefits can be included in the amount
of the assessments imposed.
General benefit is an overall and similar benefit to the public at large resulting from the improvements to be
provided by the assessments levied. The District improvements, which are more fully presented in Section
3.2 of this Engineer's Report, will be constructed and provided within the District boundaries only. There
will be no improvements from the District Improvement Project constructed outside of the District
boundaries.
The District Improvement Project provide aesthetic, safety, and economic benefits to the property within
the District, but it is recognized that the District Improvement Project also provides a level of benefit to some
property and businesses within proximity to the District, as well as visitors and individuals passing through
the District. Vehicular and pedestrian traffic from property within and outside of the District as well as
individual passing through the downtown Burlingame Avenue area are able to utilize the improvements to
not only access property and businesses located within a close proximity to the District, but also roadways
located outside of the District. Therefore, the general benefit created as a result of the District Improvement
Project has been considered.
Assessment District No. 2012-1 — City of Burlingame 5-3
Fiscal Year 2023/24
5.4. Quantification of General Benefit
In order for property within the District to be assessed only for that portion of special benefit received from
the District Improvement Project, the general benefit provided by the District Improvement Project needs to
be quantified. The amount of general benefit provided from the District Improvement Project can not be
assessed to the benefitting properties within the District. To quantify the general benefit provided to the
variety of traffic that passes through the District for the general benefit of enjoying the surrounding
atmosphere, observing the level of economic activity, or accessing adjacent property or arterial streets in a
more efficient and safe manner, both vehicular and pedestrian traffic flows have been incorporated in the
quantification of general benefit.
Vehicular Traffic Activitv
Access to the Burlingame Avenue commercial core area is provided by major north -south arterials. Those
major arterials are El Camino Real to the west of the District and California Drive to the east of the District.
Collector streets feed traffic to these and other arterials throughout the City. As such, Burlingame Avenue
is considered a collector street within the City. In 2010, the City adopted the Burlingame Downtown Specific
Plan ("Specific Plan"). The Specific Plan included a Traffic Impact Analysis Technical Memorandum
("Traffic Analysis") prepared by Wilbur Smith Associates. This Traffic Analysis evaluated existing traffic
conditions at various points throughout the project area. One point evaluated by the consultants was
existing travel conditions at the intersection of Burlingame Avenue and Park Road. The Traffic Analysis
evaluated, among other characteristics, traffic counts, turning movement data, vehicle delay, and level of
service for each intersection. Existing conditions for the project area intersections, including the Burlingame
Avenue intersection, were evaluated during a weekday, evening peak hour timeframe. There were 664
observed traffic counts at the intersection of Burlingame Avenue and Park Road. Park Road terminates at
Burlingame Avenue requiring traffic to either turn left or right onto Burlingame Avenue. In addition to the
Traffic Analysis, information related to vehicle trips by purpose was used from the Summary of Travel
Trends 2009 National Household Travel Survey ("2009 NHTS") sponsored by the U.S. Department of
Transportation Federal Highway Administration. Of the observed 2,171 vehicle trips in the 2009 NHTS
survey, 643 trips represented social, recreational and other travel purposes; the remaining 1,425 vehicle
trips represented work, shopping and other errands. Applying this vehicle trip breakdown to the observed
traffic counts at the intersection of Burlingame Avenue and Park Road, 207 of the traffic counts represent
social, recreational, and other travel purposes not directly related to District activities but more likely utilizing
Burlingame Avenue as a collector street to feed to one of the adjacent arterial streets. This non -District
related traffic count represents approximately 31.20% of the total observed traffic counts and is considered
to be general benefit from the District Improvement Project.
Pedestrian Traffic Activity
As result of the sidewalk improvements and beautification provided by the District Improvement Project,
there is a level of benefit to those pedestrians not involved with any of the shopping, dining, or other
commerce activities provided by the District properties. People walk for a variety of reasons; work, errands,
shopping, recreation, health, and many others. Further, pedestrians will seek out and utilize sidewalk
facilities that provide a safe place to walk as well as an environment that provides a certain amount of visual
interest. Again, the 2009 NHTS analyzed the annual numberof walking trips and the purpose of the walking
trips made by individuals surveyed. Of the annual total 40,962 (in millions) walking trips, 30,129 of those
walking trips were for travel, work, shopping, errands, business obligations, and meals; the remaining
10,833 walking trips were for social, recreational, and other purposes. The social, recreational, and other
purpose walking trips represented 26.5% of the total walking trips reported. Therefore, to account for that
portion of the Burlingame Avenue pedestrian activity utilizing the improvements provided by the District
Improvement Project for non -District related activities, 26.50% of pedestrian traffic activity is considered to
be of general benefit.
Since the District Improvement Project provides a blend of both vehicular and pedestrian activity the two
categories must be addressed in a collective form rather than independently. Therefore, to appropriately
quantify the overall level of general benefit provided by the District Improvement Project the arithmetic mean
Assessment District No. 2012-1 — City of Burlingame 5-4
Fiscal Year 2023/24
of the general benefit percentages from the vehicular traffic activity and the pedestrian traffic activity has
been calculated. This general benefit result is provided in the table below.
Description Percentage
General Benefit 28.85%
Accordingly, 71.15% of the benefits from the District Improvement Project are considered to provide special
benefits to the properties within the District and thus could be subject to assessment therein.
5.5. Apportioning of Special Benefit
As outlined above, each of the parcels within the District is deemed to receive special benefit from the
District Improvement Project. Each parcel that has a special benefit conferred upon it as a result of the
District Improvement Project is identified and the proportionate special benefit derived by each identified
parcel is determined in relationship to the entire cost of the District Improvement Project.
Benefit Point Assignment
Aesthetic Benefit Points
Aesthetic benefit points are assigned based upon not only the property's location to the District
Improvement Project, but also the property's zoning designation. All District parcels are located within the
Burlingame Avenue Commercial District, which has a commercial zoning designation. Additionally, since
the District Improvement Project is provided uniformly throughout the District all properties within the District
are within the same proximity to the location of the infrastructure provided by the District Improvement
Project. Therefore, the aesthetic benefit to each parcel in the District is deemed to be the same. Each
property within the District is assigned one (1.00) benefit point for the aesthetic benefits received from the
District Improvement Project.
Safety Benefit Points
The safety benefit points are assigned based upon not only the property's location to the District
Improvement Project, but also the property's zoning designation. All District parcels are located within the
Burlingame Avenue Commercial District, which has a commercial zoning designation. Additionally, since
the District Improvement Project is provided uniformly throughout the District all properties within the District
are within the same proximity to the location of the infrastructure provided by the District Improvement
Project. Therefore, the safety benefit to each parcel in the District is deemed to be the same. Each property
within the District is assigned one (1.00) benefit point for the safety benefits received from the District
Improvement Project.
Economic Activity Benefit Points
The economic activity benefit points are assigned based upon not only the property's location to the District
Improvement Project, but also the property's zoning designation. All District parcels are located within the
Burlingame Avenue Commercial District, which has a commercial zoning designation. Additionally, since
the District Improvement Project is provided uniformly throughout the District all properties within the District
are within the same proximity to the location of the infrastructure provided by the District Improvement
Project. Therefore, the economic activity benefit to each parcel in the District is deemed to be the same.
The Burlingame Avenue Commercial District is already a well -established commercial district with a strong
economic activity presence. The Burlingame Avenue area features a mixture of restaurants, national retail
stores, and many locally based retailers. Marketing and promotional efforts to increase the economic
presence of an expanded area that includes the District boundaries is currently being funded by the
Burlingame Avenue Downtown Business Improvement District ("DBID"). In an effort to increase the
economic presence, business owners within the DBID pay an annual assessment to fund various activities
that aid in the promotion, advertising and image building of the businesses within the DBID boundaries.
Existing marketing and promotional activities throughout the District area have resulted in higher tenant
lease rates. According to Loopnet.com on March 23, 2012, the average lease rate along Burlingame
Assessment District No. 2012-1 — City of Burlingame 5-5
Fiscal Year 2023/24
Avenue was approximately 45% higher than the average lease rate along the City's Broadway Avenue,
another commercial area. Retail sales are also strong within the District, according to City Economic
Development data, with sales per square foot generally ranging from $300 to $800+ per square foot.
Further, there were a few new buildings constructed in the downtown around the time of formation of the
District and several major remodels of existing buildings to accommodate new retail uses generally limited
to tenant improvements. Given this already existing strong economic activity presence throughout the
District, as well as the potential for property to further develop and enhance their economic presence, each
property within the District is assigned one-half (0.50) benefit point for the economic activity benefits
received from the District Improvement Project.
The following table provides a summary of the special benefit points assigned to each parcel within the
District.
Aesthetic
Safety
Economic
Parcel Land Use Benefit Point
Benefit Point
Activity Benefit
Classification Assignment
Assignment
Point Assignment
All District Parcels
1.00
1.00
0.50 J
Parcel Factors
The method of apportioning the benefit to the parcels within the District reflects the proportional special
benefit assigned to each property from the District Improvement Project based upon the various property
characteristics for each parcel as compared to other properties within the District. As part of the special
benefit analysis, various property characteristics were analyzed including parcel size, street frontage,
building size, land use, trip generation etc. Given that the special benefits provided by the District
Improvement Project focuses on aesthetic benefit, safety benefit, and economic activity benefits it was
determined that linear frontage and lot square footage are the most appropriate parcel factors. Each
parcel's linear frontage and lot square footage have been used as the primary assessment variables for the
calculation and assignment of parcel factors.
By adjusting the assigned special benefit points set forth above by parcel factors, a more complete picture
of the proportional special benefits received by each parcel from the District Improvement Project is
presented. Therefore, linear and lot parcel factors were calculated for each parcel in the District according
to the formulas below:
Linear Factor
Pursuant to Section 25.32.050 of the City's Zoning Code for the Burlingame Avenue Commercial District,
each lot shall have a street frontage of at least 50 feet. Utilizing the prescribed street frontage as set forth
in the City's Zoning code, a linear factor is calculated for each parcel based upon the assigned linear
frontage for the parcel divided by 50.00:
Linear Factor = Parcel's Assigned / 50.00
Linear Street Frontage
There are several parcels located at street intersections within the District. The District Improvement
Project partially extends along the side streets at these intersections with Burlingame Avenue. To account
for the partial extension of the District Improvement Project at each street intersection, the side street linear
frontage of the improvement has been added to each corner parcel to account for this increased linear
frontage adjacent to the District Improvement Project.
Assessment District No. 2012-1 — City of Burlingame 5-6
Fiscal Year 2023/24
Lot Factor
Pursuant to Section 25.32.050 of the City's Zoning Code for the Burlingame Avenue Commercial District,
each lot shall have an area of at least 5,000 square feet. Utilizing the prescribed lot square footage as set
forth in the City's Zoning code, a lot factor is calculated for each parcel based upon the assigned lot square
footage for the parcel divided by 5,000:
Lot Factor
=
Parcel's Assigned
/
5,000
Lot Square Footage
Total Special Benefit Point Calculation
Parcel's Total Parcel's Total
Special Benefit - Aesthetics Points +
Points
Parcel's Total Parcel's Total Economic
Safety Points + Activity Points
Parcel's Total Aesthetic Points
The District Improvement Project, as well as the store and property fronts that are adjacent to those linear
improvements provide an enhanced level of interest and "curb appeal" that add to the overall experience
along Burlingame Avenue. Since the improvements and furnishings are uniform throughout the District,
the "curb appeal" is consistent for the front of each parcel located within the District. Additionally, the
uniform landscaping aids in softening the surrounding edges of each parcel's front exposure to the District
Improvement Project by adding life, color, and texture to the property's appearance, and overall pedestrian
experience. Given the linear nature of the aesthetic benefits provided by the District Improvement Project,
the aesthetic benefit that each property receives is also perceived on a linear basis. To appropriately
quantify and assign the aesthetic benefit received by each parcel within the District, the aesthetic benefit
point is further adjusted according to the formula below:
Parcel's Total
_
Aesthetic Benefit
x
Linear Factor
Aesthetic Points
Points Assigned
Parcel's Total Safety Points
The District Improvement Project provides enhanced lines of travel and sight along Burlingame Avenue,
which increases the level of safety by mitigating potential accidents and crime by having the additional
exposure to property and traffic. The lighting improvements also increase the visual sight line by providing
additional exposure to property fronts, especially during the evening hours. This additional exposure
reduces the potential for crime and vandalism to the front of property throughout the District. Further, the
sidewalk and parking zone along Burlingame Avenue provides a buffer for traffic and the property frontage.
Again, given the linear nature of the safety benefits provided by the District Improvement Project, the safety
benefit that each property receives is also perceived on a linear basis. To appropriately quantify and assign
the safety benefit received by each parcel within the District, the safety benefit point is further adjusted
according to the formula below:
Parcel's Total _ Safety Benefit
Safety Points Points Assigned x Linear Factor
Parcel's Total Economic Activity Points
The District Improvement Project creates a more pedestrian friendly and inviting Burlingame Avenue
environment that supports and encourages additional commerce activity throughout the District. The
improvements allow parcels within the District to develop and redevelop to their highest and best use in
accordance with City zoning and development regulations. However, the one limiting property
characteristic that constrains a parcel from developing to the highest and best use is the size of the parcel
itself. The size of a parcel limits the amount of development and redevelopment that may occur on the
footprint of the parcel. Larger parcels allow for greater area to develop and redevelop than do smaller
Assessment District No. 2012-1 - City of Burlingame 5-7
Fiscal Year 2023/24
parcels, which corresponds to larger parcels receiving proportionally greater economic activity benefit when
compared to smaller parcels within the District. Therefore, the economic activity benefit for parcels in the
District is in direct proportion to the size of the parcel. Since the economic activity benefits are in direct
relation to the size of a parcel, then the economic activity benefits provided by the District Improvement
Project is also perceived on a parcel size basis. To appropriately quantify and assign the economic activity
benefit received by each parcel within the District, the economic activity benefit point is further adjusted
according to the formula below:
Parcel's Total Economic _ Economic Activity
Activity Points Benefit Points Assigned
Data Considerations and Parcel Changes
Lot Factor
The use of the latest San Mateo County Assessor's Secured Roll information served as the basis in
determining each parcel's linear frontage and lot square footage, unless better data was available to the
City. In addition, if any parcel within the District is identified by the San Mateo County Auditor/Controllerto
be an invalid parcel number, the linear frontage and lot square footage of the subsequent valid parcel shall
be the basis for assigning the future total special benefit points. If a single parcel subdivides into multiple
parcels, the total special benefit points shall be apportioned based on the linear frontage and lot square
footage of the newly created parcels.
Total Special Benefit Points
The total special benefit points assigned to the parcels at formation of the District were 183.28. The
following table provides a breakdown of the total special benefit point assignment for each parcel in the
District:
Assessment District No. 2012-1 — City of Burlingame 5-8
Fiscal Year 2023/24
Assessor's Aesthetic
Parcel Benefit
Number ID Points
Safety
Benefit
Points
Economic
Activity
Benefit Points
Linear
Frontage
Lot
Linear Square
Factor Footage
Lot
Factor
Total
Aesthetic
Benefit
Points
Total
Safety
Benefit
Points
Total Economic
Activity Benefit
Points
Total
Special
Benefit
Points
029-122-190
1 * 1.00
1.00
0.50
70.00
1.40
2,123
0.42
1.40
1.40
0.21
3.01
029-122-220
2
1.00
1.00
0.50
50.50
1.01
10,776
2.16
1.01
1.01
1.08
3.10
029-122-230
3
1.00
1.00
0.50
50.00
1.00
10,286
2.06
1.00
1.00
1.03
3.03
029-122-240
4
1.00
1.00
0.50
50.00
1.00
9,791
1.96
1.00
1.00
0.98
2.98
029-122-250
5
1.00
1.00
0.50
50.00
1.00
9,971
1.99
1.00
1.00
1.00
3.00
029-122-260
6
1.00
1.00
0.50
50.10
1.00
6,195
1.24
1.00
1.00
0.62
2.62
029-122-270
7
1.00
1.00
0.50
49.90
1.00
13,897
2.78
1.00
1.00
1.39
3.39
029-122-280
8
1.00
1.00
0.50
55.00
1.10
10,879
2.18
1.10
1.10
1.09
3.29
029-122-330
9
1.00
1.00
0.50
50.00
1.00
6,829
1.37
1.00
1.00
0.69
2.69
029-122-360
10
1.00
1.00
0.50
116.00
2.32
16,786
3.36
2.32
2.32
1.68
6.32
029-122-999
11
1.00
1.00
0.50
147.00
2.94
28,296
5.66
2.94
2.94
2.83
8.71
029-152-110
12
1.00
1.00
0.50
80.00
1.60
5,748
1.15
1.60
1.60
0.58
3.78
029-152-120
13
1.00
1.00
0.50
25.00
0.50
2,853
0.57
0.50
0.50
0.29
1.29
029-152-160
14
1.00
1.00
0.50
60.00
1.20
9,596
1.92
1.20
1.20
0.96
3.36
029-152-190
15*
1.00
1.00
0.50
65.00
1.30
8,134
1.63
1.30
1.30
0.82
3.42
029-152-200
16
1.00
1.00
0.50
65.82
1.32
8,237
1.65
1.32
1.32
0.83
3.47
029-152-210
17
1.00
1.00
0.50
60.00
1.20
7,200
1.44
1.20
1.20
0.72
3.12
029-152-220
18
1.00
1.00
0.50
41.57
0.83
4,988
1.00
0.83
0.83
0.50
2.16
029-152-230
19
1.00
1.00
0.50
65.00
1.30
6,000
1.20
1.30
1.30
0.60
3.20
029-152-270
20
1.00
1.00
0.50
60.00
1.20
7,508
1.50
1.20
1.20
0.75
3.15
029-152-310
21*
1.00
1.00
0.50
60.00
1.20
8,322
1.66
1.20
1.20
0.83
3.23
029-152-320
22
1.00
1.00
0.50
104.58
2.09
27,590
5.52
2.09
2.09
2.76
6.94
029-152-330
23
1.00
1.00
0.50
75.00
1.50
8,572
1.71
1.50
1.50
0.86
3.86
029-153-090
24
1.00
1.00
0.50
91.50
1.83
3,726
0.75
1.83
1.83
0.38
4.04
029-153-120
25
1.00
1.00
0.50
88.33
1.77
3,781
0.76
1.77
1.77
0.38
3.92
029-153-150
26
1.00
1.00
0.50
95.50
1.91
10,347
2.07
1.91
1.91
1.04
4.86
029-201-030
27
1.00
1.00
0.50
40.00
0.80
5,000
1.00
0.80
0.80
0.50
2.10
029-201-040
28
1.00
1.00
0.50
50.00
1.00
6,250
1.25
1.00
1.00
0.63
2.63
029-201-060
29
1.00
1.00
0.50
108.08
2.16
14,823
2.96
2.16
2.16
1.48
5.80
029-201-070
30*
1.00
1.00
0.50
54.00
1.08
9,069
1.81
1.08
1.08
0.91
3.07
029-201-080
31
1.00
1.00
0.50
54.08
1.08
9,643
1.93
1.08
1.08
0.97
3.13
029-201-100
32
1.00
1.00
0.50
50.00
1.00
3,750
0.75
1.00
1.00
0.38
2.38
029-201-110
33
1.00
1.00
0.50
86.00
1.72
3,750
0.75
1.72
1.72
0.38
3.82
029-201-320
34
1.00
1.00
0.50
159.39
3.19
13,316
2.66
3.19
3.19
1.33
7.71
029-201-360
35
1.00
1.00
0.50
100.00
2.00
18,000
3.60
2.00
2.00
1.80
5.80
029-201-370
36
1.00
1.00
0.50
25.00
0.50
3,125
0.63
0.50
0.50
0.32
1.32
029-201-380
37
1.00
1.00
0.50
25.00
0.50
3,125
0.63
0.50
0.50
0.32
1.32
029-202-010
38
1.00
1.00
0.50
136.00
2.72
12,675
2.54
2.72
2.72
1.27
6.71
029-202-020
39
1.00
1.00
0.50
60.50
1.21
7,086
1.42
1.21
1.21
0.71
3.13
Assessment District No. 2012-1 - City of Burlingame 5-9
Fiscal Year 2023/24
Assessor's Aesthetic
Parcel Benefit
Number ID Points
Safety
Benefit
Points
Economic
Activity
Benefit Points
Linear
Frontage
Linear
Factor
Lot
Square
Footage
Lot
Factor
Total
Aesthetic
Benefit
Points
Total
Safety
Benefit
Points
Total Economic
Activity Benefit
Points
Total
Special
Benefit
Points
029-202-030
40*
1.00
1.00
0.50
25.00
0.50
2,552
0.51
0.50
0.50
0.26
1.26
029-202-040
41
1.00
1.00
0.50
25.00
0.50
2,403
0.48
0.50
0.50
0.24
1.24
029-202-080
42
1.00
1.00
0.50
75.06
1.50
4,453
0.89
1.50
1.50
0.45
3.45
029-202-090
43
1.00
1.00
0.50
51.24
1.02
4,770
0.95
1.02
1.02
0.48
2.52
029-204-030
44
1.00
1.00
0.50
55.00
1.10
5,500
1.10
1.10
1.10
0.55
2.75
029-204-040
45
1.00
1.00
0.50
45.00
0.90
4,500
0.90
0.90
0.90
0.45
2.25
029-204-050
46
1.00
1.00
0.50
45.00
0.90
4,500
0.90
0.90
0.90
0.45
2.25
029-204-060
47
1.00
1.00
0.50
94.00
1.88
5,850
1.17
1.88
1.88
0.59
4.35
029-204-270
48
1.00
1.00
0.50
116.50
2.33
8,100
1.62
2.33
2.33
0.81
5.47
029-211-010
49
1.00
1.00
0.50
103.33
2.07
4,417
0.88
2.07
2.07
0.44
4.58
029-211-260
50
1.00
1.00
0.50
169.00
3.38
15,400
3.08
3.38
3.38
1.54
8.30
Totals:
50.00
50.00
25.00
3,527.93
70.56
420,488
84.13
70.56
70.56
42.16
183.28
* Indicates assessment has been prepaid.
Assessment District No. 2012-1 - City of Burlingame 5-10
Fiscal Year 2023/24
6. METHOD ASSESSMENT
6.1. Assessment Budaet
In order to assess the parcels within the District for the special benefits received from the District
Improvement Project, the general and special benefits must be separated. As previously quantified in
Section 5.4 of this Engineer's Report, the general benefit received from the District Improvement Project is
28.85%. Accordingly, 71.15% of the benefits from the District Improvement Project are considered to
provide special benefits to the properties within the District and thus could be subject to assessment therein.
However, as shown below, because of contributions from various funds available to the City, including the
sewer, water, and parking enterprise funds, Measure A funds, and grant funds, only 53.11 % of the District
Improvement Project costs are being specially assessed. Reducing the District Improvement Project costs
by these contributions, the total District Improvement Project costs to be specially assessed are as follows:
Description
Amount
Total Net District Improvement Project Costs
$11,227,015
Less: General Benefit Contribution (28.85%)
(3,238,994)
Subtotal — Portion of Budget Assessable for Special Benefit
$7,988,021
Less: Sewer and Water Enterprise Fund Contribution
($922,000)
Less: TLC Grant
(301,000)
Less: Additional Contribution from Parking Enterprise Fund
(782,432)
Less: Additional City Contribution
(20,195)
Total District Improvement Project Costs Assessed for Special Benefit(1)
$5,962,394
Total Amount Pre -Paid During 30 Day Collection Period
$341,582
Annual Assessable Budget:
Average Annual Debt Service Payment for District Improvement Project Costs
$310,156
Total Annual Assessable Budget
$310,156
(1) $5,620,812 of the District Improvement Project costs have been financed over a period of 30 years.
The City issued bonds for the total District Improvement Project costs assessed for special benefit and will
use the assessment revenues to repay the bonds, over a period of 30 years, for the District's portion of that
cost, $5,620,812, plus the City's estimated financing and interest costs. Section 6.3 of this Engineer's
Report provides the basis of the average annual debt service payment used to establish the annual
assessments.
Assessment Rate per Special Benefit Point
The assessment rate per special benefit point is calculated by dividing the total annual assessable budget
by the total special benefit points assigned to the parcels in the District. The following formula provides the
assessment rate per special benefit point calculation:
Assessment District No. 2012-1 — City of Burlingame 6-1
Fiscal Year 2023/24
Total Annual Assessable Budget / Total Special Benefit Points =
Assessment Rate per Special Benefit Point
$310,156 / 169.29 = $1,832.10
The total amount of financed District Improvement Project costs, which has been determined to provide
special benefit to parcels within the District, will be assessed over a period of 30 years. The individual
assessments are shown on the assessment roll in Section 8 of this Engineer's Report.
6.2. Method of Assessment Spread
The method of assessment is based upon a formula that assigns the special benefit to each parcel, with
special benefit points being adjusted by parcel linear and lot factors. The formulas below provide a
summary of the annual assessment calculation for each parcel in the District.
(A) Parcel's
Total Aesthetic =
Parcel's Assigned Aesthetic
(D)
Points
Benefit Points ( 1.00)
x
Linear Factor
(B) Parcel's
Total Safety -
Parcel's Assigned
(D)
Points
Safety Benefit Points (1.00)
x
Linear Factor
Parcel's Total Economic -
Parcel's Assigned Economic
x (E)
Activity Points
Activity Benefit Points (0.50)
Lot Factor
(D)
Parcel's Assigned
/ 50.00
Linear Factor
Linear Frontage
(E)
Parcel's Assigned
/ 5,000
Lot Factor
Lot Square Footage
(F) Parcel's (A) (B) (C)
Total Special = Parcel's Total + Parcel's Total + Parcel's Total Economic
Benefit Points Aesthetics Points Safety Points Activity Points
(F) Parcel's
Parcel's Annual _ Assessment Rate: Total Special
Assessment $1,832.10 x Benefit Points
6.3. District Improvement Project Debt Financing
The $5,620,812 portion of District Improvement Project costs assessed to property within the District has
been financed over a period of 30 years. In addition to the amount of financed District Improvement Project
costs, any financing costs related to the issuance of debt such as the cost of issuance, original issue
discount, and contingencies were included as part of the total amount financed. The City has calculated
the annual assessment based on its costs of financing the District's portion of the District Improvement
Assessment District No. 2012-1 - City of Burlingame 6-2
Fiscal Year 2023/24
Project assessed for special benefit costs over a 30 year period, and has determined that it requires an
annual assessment amount of $310,156 from the District. The difference between the original estimated
financing costs and the actual financing costs will not affect the annual assessments shown in this
Engineer's Report.
6.4. Assessment Prepayment Formula
Assessment Prepayment Formula During the 30 Days Following District Formation
In the 30 days after the formation of the District, property owners had the option to prepay and permanently
satisfy their portion of the total District Improvement Project costs assessed for special benefit, without
interest, and without financing costs, according to the following formula:
Total District
Parcel's 30 Day _ Improvement Project
Prepayment Amount Costs Assessed for
Special Benefit
Parcel's 30 Day _
Prepayment Amount - $4,475,000
Parcel's Total District's Total
x Special - Special )
Benefit Points Benefit Points
Parcel's Total
x ( Special - 183.28 )
Benefit Points
Assessment Prepayment Formula After the 30 Day Period Following District Formation
Property owners within the District may prepay and permanently satisfy their entire portion (no partial
prepayments) of the total annual assessment of an assessor's parcel, provided that a prepayment may be
made only if there are no delinquent assessments with respect to such assessor's parcel at the time of
prepayment. An owner of an assessor's parcel intending to prepay the ongoing annual assessment
obligation shall provide the City with written notice of intent to prepay. Within 30 days of receipt of such
written notice, the City shall notify such owner of the prepayment amount of such assessor's parcel. The
assessment prepayment amount shall be calculated by the following steps:
Step 1: Compute the special benefit points that could be assigned to the assessor's parcel prepaying the
annual assessment obligation in the fiscal year in which the prepayment would be received by the City.
Step 2: Divide the special benefit points computed pursuant to Step 1 for such assessor's parcel by the
total special benefit points that could be assigned in that fiscal year to property in the entire District.
Step 3: Multiply the quotient computed pursuant to Step 2 by the total annual assessment to compute that
portion of the total annual assessment to be prepaid ("Parcel's Annual Assessment Amount").
Step 4: Calculate the revenue stream produced by the Parcel's Annual Assessment Amount from the date
of prepayment up to and including the maturity date of the District, June 30, 2042, except that this assumed
final maturity date may be amended by the City no later than the time of the calculation of the prepayment.
Step 5: Calculate the present value of the annual revenue stream determined in Step 4. The present value
shall be calculated using that discount rate which, when the prepayment is invested in City approved
available investments earning a rate of interest equal to the discount rate, would produce annual revenues
equal to the amount calculated in Step 4.
Assessment District No. 2012-1 - City of Burlingame 6-3
Fiscal Year 2023/24
Step 6: Determine the prepayment amount by adding to the present value calculated in Step 5 any fees or
expenses incurred by the City in connection with the prepayment calculation or the application of the
proceeds of the prepayment.
Assessment District No. 2012-1 — City of Burlingame 6-4
Fiscal Year 2023/24
7. ASSESSMENT DIAGRAM
An Assessment Diagram for the District is shown on the following page. The lines and dimensions of each
lot or parcel within the District are those lines and dimensions shown on the maps of the County Assessor
of the County of San Mateo, at the time this report was prepared, and are incorporated by reference herein
and made part of this Engineer's Report.
Assessment District No. 2012-1 — City of Burlingame 7-1
Fiscal Year 2023/24
ASSESSMENT DIAGRAM
CITY OF BURLINGAME
ASSESSMENT DISTRICT NO. 2012-1
DOWNTOWN BURLINGAME AVENUE STREETSCAPE IMPROVEMENT PROJECT
CITY OF BURLINGAME
COUNTY OF SAN MATEO
STATE OF CALIFORNIA
ASSESSMENT ID
APN-�
FILED IN THE OFFICE OF THE CITY CLERK OF THE CITY OF
1
029-122 190
- BURLINGAME THIS DAY OF , 2012.
2
029122-220�
3
a
5
029-122-230
029122-240
029-122-z50
\ A �� %
I
� �$ \� CTY CLERK
\\, �V CITY OF BURLINGAME
\�
6
029-122-z60
' \ SAN MATEO COUNTY, CALIFORNIA
7
8
9
029-122-270
029-122-280
029122-330
r
JE
AN ASSESSMENT WAS LEVIED BY THE CITY COUNCIL OF THE CITY OF
10
029-122-360
y�-= e / u 48 BURLINGAME ON THE LOTS, PIECES AND PARCELS OF LAND SHOWN
11
029-122-999
_ = ON THIS ASSESSMENT DIAGRAM. THE ASSESSMENT WAS LEVIED ON
12
13
029152-120
oz9lsz-12o
_
�/ THE DAY OF 2012. REFERENCE IS MADE TO THE
13 2
j
22 z3 so ASSESSMENT ROLL RECORDED IN THE OFFICE OF THE
is
1s
029152-1so
02915z-190
/ \ SUPERINTENDENT OF STREETS FOR THE EXACTAMOUNT OF EACH
16
17
029152-200
029-152-210
ASSESSMENT LEVIED AGAINST EACH PARCEL OF LAND SHOWN ON
C(o1° °' \ \ THIS ASSESSMENT DIAGRAM.
18
19
20
21
029152-220
029 152-230
029-isz-z70
029-152 310
21 45
/ 20 94 CITY CLERK
�� � '� act CITY OF BURLINGAME
22
23
029-152-320
029-152-390
1e \ SAN MATEO COUNTY, CALIFORNIA
�
\ '
24
25
02&153-090
029-153-120
42
1q 43 \\ \ RECORDED IN THE OFFICE OF THE SUPERINTENDENT OF STREETS
/ 19
26
02-153-150
°
° % \ OF THE CITY OF BURLINGAME, THIS DAY OF , 2012.
27
28
029201-030
029-201-040
/ 39
9
29
30
31
029-201-060
02s-201-070
029zo1-080
2
3 \ SUPERINTENDENT OF STREETS
/ 4 / / CITY OF BURLINGAME
32
029201-080
32 SAN MATEO COUNTY, CALIFORNIA
33
029.201.110
/ 7
34
35
36
37
029-201-320
0z92o1-360
029z01-370
029201-380
FILED THIS DAY OF 2012, AT THE HOUR OF
9 31 \ O'CLOCK _M, IN BOOKOF MAPS OFASSESSMENTAND
/ / COMMUNITY FACILITIES DISTRICTS AT PAGE IN THE OFFICE OF
38
029202-010
11 29 / THE COUNTY RECORDER OF THE COUNTY OF SAN MATEO, STATE OF
39
40
92
0202-020
029202-030
3 3 !` �� CAL I FORNIA.
41
029202-040
10
\\
42
029-2 2-060
���", 21 �X� COUNTY RECORDER
'����
43
029-202-070
�\ SAN MATED COUNTY, CALIFORNIA
44
45
029204-040
029204-040
/ /
46
47
029204-050k/'
029z04-060
` 9ri y,`� \ NOTES: FOR PARTICULARS THE DIMENSIONS OF
48
029204-270
E MADE TO
ASSESSORS PARCELS, REFERENCE IS MADE TO THE MAPS OF THE
as
oz9211-010
__
ASSESSOR OF THE COUNTY OF SAN MATED.
50
029-211-260
QNBS'
Legend
0,%10[. T,m ..l, [.+ 2
0 120 240 480 720 O PROPOSED ASSESSMENT DISTRICT BOUNDARY
i�im . rn:isrr: :,1s j ra,1 ��:rlrnl
Feel O PARCEL LINES
8. ASSESSMENT ROLL
The assessment roll is a listing of the assessment apportioned to each lot or parcel, as shown on the last
equalized roll of the Assessor of the County of San Mateo. The following table summarizes the
assessments for the District for Fiscal Year 2021/22:
Total
Property Land
Parcel
Special Benefit
Allowable Annual Total Annual
Use Type
Count
Points
Assessment Assessment
$1,832.10 per special $310,156
All Parcels
45
169.29
benefit point
Total
45
169.29
$310,156
The assessment roll is a listing of the District assessment apportioned to each lot or parcel, as shown on
the last equalized roll of the Assessor of the County of San Mateo. The assessment roll for the District is
listed on the following page.
Assessment District No. 2012-1 — City of Burlingame 8-1
Fiscal Year 2023/24
City of Burlingame
City of Burlingame Assessment District No. 2012-1
Downtown Burlingame Avenue Streetscape Improvement Project
Fiscal Year 2023/24 Assessment Roll
Assessor's Parcel
Assessment
Total Special
Annual
Number
ID
Site Address
Benefit Points
Assessment(1)
029-122-220
2
1420 BURLINGAME AVE
3.10
$5,679.51
029-122-230
3
1426 BURLINGAME AVE
3.03
5,551.26
029-122-240
4
1436 BURLINGAME AVE
2.98
5,459.66
029-122-250
5
1442 BURLINGAME AVE
3.00
5,496.30
029-122-260
6
1448 BURLINGAME AVE
2.62
4,800.10
029-122-270
7
1460 BURLINGAME AVE
3.39
6,210.82
029-122-280
8
1462 BURLINGAME AVE
3.29
6,027.61
029-122-330
9
1408 BURLINGAME AVE
2.69
4,928.35
029-122-360
10
1490 BURLINGAME AVE
6.32
11,578.87
029-122-999
11
1476-80 BURLINGAME AVE
8.71
15,957.59
029-152-110
12
1200 BURLINGAME AVE
3.78
6,925.34
029-152-120
13
1208 BURLINGAME AVE
1.29
2,363.41
029-152-160
14
1232 BURLINGAME AVE
3.36
6,155.86
029-152-200
16
1316 BURLINGAME AVE
3.47
6,357.39
029-152-210
17
1348 BURLINGAME AVE
3.12
5,716.15
029-152-220
18
1354 BURLINGAME AVE
2.16
3,957.34
029-152-230
19
1380 BURLINGAME AVE
3.20
5,862.72
029-152-270
20
1300 BURLINGAME AVE
3.15
5,771.12
029-152-320
22
1218 BURLINGAME AVE
6.94
12,714.77
029-152-330
23
1210 BURLINGAME AVE
3.86
7,071.91
029-153-090
24
1100 BURLINGAME AVE
4.04
7,401.68
029-153-120
25
1150-60 BURLINGAME AVE
3.92
7,181.83
029-153-150
26
1108-18 BURLINGAME AVE
4.86
8,904.01
029-201-030
27
1471 BURLINGAME AVE
2.10
3,847.41
029-201-040
28
1461 BURLINGAME AVE
2.63
4,818.42
029-201-060
29
1435 BURLINGAME AVE
5.80
10,626.18
029-201-080
31
1423 BURLINGAME AVE
3.13
5,734.47
029-201-100
32
1407 BURLINGAME AVE
2.38
4,360.40
029-201-110
33
1401 BURLINGAME AVE
3.82
6,998.62
029-201-320
34
1479-91 BURLINGAME AVE
7.71
14,125.49
029-201-360
35
1417 BURLINGAME AVE
5.80
10,626.18
029-201-370
36
1453 BURLINGAME AVE
1.32
2,418.37
029-201-380
37
1451 BURLINGAME AVE
1.32
2,418.37
029-202-010
38
1375 BURLINGAME AVE
6.71
12,293.39
029-202-020
39
1325 BURLINGAME AVE
3.13
5,734.47
029-202-040
41
1315 BURLINGAME AVE
1.24
2,271.80
029-202-080
42
1301 BURLINGAME AVE
3.45
6,375.71
029-202-090
43
1309 BURLINGAME AVE
2.52
4,561.93
029-204-030
44
1221 BURLINGAME AVE
2.75
5,038.28
029-204-040
45
1213 BURLINGAME AVE
2.25
4,122.23
029-204-050
46
1207 BURLINGAME AVE
2.25
4,122.23
029-204-060
47
1205 BURLINGAME AVE
4.35
7,969.64
029-204-270
48
1227 BURLINGAME AVE
5.47
10,021.59
029-211-010
49
1101 BURLINGAME AVE
4.58
8,391.02
029-211-260
50
1111 BURLINGAME AVE
8.30
15,206.43
TOTALS:
169.29
$310,156.23
(1) Difference due to rounding.
Page 1 of 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME,
CALIFORNIA, DECLARING ITS INTENTION TO LEVY AND COLLECT
ASSESSMENTS FOR THE DOWNTOWN BURLINGAME AVENUE STREETSCAPE
IMPROVEMENT PROJECT FOR FISCAL YEAR 2023-24 AND SETTING A PUBLIC
HEARING
The City Council (the "Council") of the City of Burlingame (the "City") resolves as follows:
WHEREAS, the Council previously completed its proceedings in accordance with the
Landscaping and Lighting Act of 1972, Part 2, Division 15 of the California Streets and Highways
Code (commencing with Section 22500) (the "Act") to establish the City's Downtown Burlingame
Avenue Streetscape Improvement Project (the "Assessment District"); and
WHEREAS, there have been no changes to the previous Annual Report concerning the
levy and collection of assessments within the Assessment District.
NOW, THEREFORE BE IT RESOLVED AND DETERMINED AS FOLLOWS:
1. Intention: The Council declares its intention to levy and collect assessments within the
Assessment District to pay the costs of the improvements for the fiscal year commencing
July 1, 2023 and ending June 30, 2024. The Council finds that the public's best interest
requires such action.
2. Improvements: The improvements include but are not limited to: streetscape items such
as sidewalks, street and pedestrian lighting, trees and landscaping, seating, signage,
kiosks, gateway treatments, site furnishings, and other parking improvements,
appurtenant facilities, and soft costs.
3. Assessment District Boundaries: The boundaries of the Assessment District are as
shown by the assessment diagram filed in the office of the City Clerk, which is incorporated
by this reference.
4. Annual Report: Reference is made to the Annual Report, on file with the Clerk, for a full
and detailed description of the improvements, the boundaries of the Assessment District
and the zones therein, and the proposed assessments upon assessable lots and parcels
of land within the Assessment District.
5. Notice of Public Hearing: The Council declares its intention to conduct a Public Hearing
concerning the levy of assessments in accordance with Section 22629 of the Act. All
objections to the assessment, if any, will be considered by the Council. The Public Hearing
will be held on Monday, June 5, 2023 at 7:00 pm or as soon thereafter as is feasible in
the Council Chambers located at 501 Primrose Road, Burlingame, CA 94010. The Council
orders the Clerk to publish notice of this resolution in accordance with Section 22626 of
the Act.
6. Increase of Assessment: The maximum assessment is not proposed to increase from
the previous year above what was previously approved by the property owners (as
"increased assessment" is defined in Section 54954.6 of the Government Code).
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the foregoing
Resolution was introduced at a regular meeting of the City Council held on the 15t" day of May,
2023 and was adopted thereafter by the following vote:
AYES:
COUNCILMEMBERS:
NOES:
COUNCILMEMBERS:
ABSENT:
COUNCILMEMBERS:
Meaghan Hassel -Shearer, City Clerk
TO:
DATE:
FROM:
SUBJECT:
l 1 . 0
Agenda
Item # 2aE
Meeting
Date: April 2. 2012
SUBMITTED BY
APPROVED BY
HONORABLE MAYOR AND CITY COUNCIL
MARCH 26, 2012
PUBLIC WORKS
DOWNTOWN BURLINGAME AVENUE STREETSCAPE
IMPROVEMENTS - ASSESSMENT DISTRICT 2012-1.
PURPOSE: It is recommended that Council take the following actions to initiate the
formation of the Downtown Burlingame Avenue Streetscape Improvement
Assessment District No. 2012-1,
1. Review and approve the final project concept plan.
2. Review and approve the following attached resolutions.
a. Adopt the Downtown Burlingame Avenue Streetscape Improvement Project
Assessment Ballot Procedures.
b. Initiate proceedings for the proposed Assessment District.
c. Approve the preliminary Engineers Report with proposed boundary of the
Assessment District.
d. Declare the intention to order the formation of the Assessment District.
3. Review and approve the sample public notice and ballot to be sent to each
property owner within the district.
BACKGROUND: At the January 17, 2012 meeting, the Council reviewed three
options for the Burlingame Avenue Streetscape Improvements Projecfi and directed
staff to proceed with Alternative 1 for the project design. Since that time, staff and
the consultant team have met with the stakeholder group to further develop the
design and held, a community workshop with the Council to obtain public input. In
general, the recommended streetscape project concept includes 50% wider
sidewalks with concrete pavers, parallel parking, intersection bulb -outs, and shorter
crosswalks for pedestrian safety, site furnishings, new street lights, street trees,
landscaping and new site furnishings. In addition, the project construction will also
include utility replacements for water, sewer, and storm drain systems; asphalt
roadway paving; concrete paving for the parking and intersection areas.
Funding: The total overall estimated cost of the project (streetscape and utilities) is
Approximately $11.475 M would be contributed by the City using various
funding sources including water and sewer enterprise funds; parking meter rate
increases, storm drainage funds, state gas tax and Measure A Grant as well as
existing funds in the streetscape CfP budget. The remaining $4.475M is proposed to
be funded by the Burlingame Avenue property owners through an Assessment
District.
DISCUSSION: In order to initiate the formation of the Downtown Burlingame
Avenue Streetscape Improvements Assessment District 2012m1, Council must
review and approve the following.
The Final Concept Plan: The following are the key elements of the final project
concept plan (The project consultant RHAA will make the presentation at the
meeting).
■ 16 foot wide sidewalk made of concrete pavers
■ 10 foot wide asphalt concrete travel lanes
■ 8 foot wide concrete parallel parking stalls
■ 2 feet of parking / assist area
■ Accessible crosswalks of concrete pavers at all intersections
■ Pedestrian and roadway safety lighting
■ Hanging flower baskets with irrigation system
■ Street furnishings including bicycle racks and benches
■ Informational signage and kiosks
■ Replacement street trees and landscaping as well as
■ Gateway entry columns.
Assessment District Proceedings: In order to proceed with the formation of the
Assessment District 2012-1, the Council should review and approve the attached
resolutions for establishing protest hearing procedures: initiation of Assessment
District proceedings; the Engineer's Report; and declaration of intention to form the
Assessment District.
The Assessment District comprises a total of 50 parcels fronfiing Burlingame Avenue
between EI Camino Real and California Drive. The attached Engineer's Repart
provides the Assessment District Boundary Map and details of the special and
general benefits, The assessments to individual parcels are based on three factors -
aesthetics, safety, and economic benefits. The aesthetic and safety factors use
linear lot frontage while the economic factor uses the individual parcel's square
footage. The total annual revenue from the proposed Assessment District 2012-1 is
estimated at $335,787, The average annual assessment per parcel is $61716.
Actual annual assessment for a given parcel may vary depending on the actual
linear frontage and square footage area of the parcel. The annual assessments will
be for a period of 30 years. The property owner may pay off the annual
assessments at any time during the 30 year period.
Upon Council approval, the public notices and ballots will be sent via certified mailed
to property owners within the proposed assessment district at least 45 days prior to
the public hearing. The public hearing is set for May 21, 2012 at which the Council
will hold the public hearing to receive protests and review the ballots received to
determine the formation of an assessment district. The ballots are weighted by the
proposed assessment amount on each property and the results announced by the
City Council, If there is not a majority protest of the total ballots received prior to the
close of the public hearing, the Council may proceed with the assessment district
formation and pursue the project,
BUDGET IMPACT: if approved, the Burlingame Streetscape Improvements project
will be funded by a combination of City and Assessment District financing as
described above in the staff report,
EXHIBITS: Resolutions
a. Assessment District Procedures
b. Initiating proceedings for Assessment District No, 2012.1
c. Approve preliminary Engineers Report
d. Declare intention to order the formation of the Assessment
District No. 2012-1
Preliminary Engineer's Report with Assessment Boundary Map
Sample Public Notice
Sample Assessment Ballot
Final Concept Plan (8 pages)
;r
s:\a public works directory\staff reports181030 assessment district sr 3-26-12,docx
TO:
DATE
i � ►1
Agenda
Item # fia
Meeting
Date: May 21, 2012
SUBMITTEC
APPROVED
HONORABLE MAYOR AND CITY COUNCIL
MAY 13, 2012
PUBLIC WORKS
SUBJECT: PUBLIC HEARING TO FORM ASSESSMENT DISTRICT 2012-1 FOR
DOWNTOWN BURLINGAME AVENUE STREETSCAPE
IMPROVEMENTS,
PURPOSE: It is recommended that Council take the following actions to review the
ballots cast in the formation of the Downtown Burlingame Avenue Streetscape
Improvement Assessment District No. 2012-1.
1. Hold a public hearing to:
a. Hear all interested persons in the matter of the proposed assessment
district and the amounts of the assessmentrs to be imposed;
b. Hear all objections, protests, support or other written communications
relative to the formation of the district or the amounts of the assessments
from any person;
c. Receive any remaining ballot submissions (must be submitted PRIOR to
the conclusion of the public hearing).
2. At the conclusion of the public hearing, Council should continue the
proceeding until later in the meeting and direct the City Clerk to review all the
ballots and report back to the Council before the end of the meeting.
3. Once the ballots have been tabulated, the Council should then review the
ballot results and do one of the fallowing:
a. If there i5 not a "majority protest" the Council may adopt the attached
Resolution ordering improvements, ordering formation of the City of
Burlingame Streetscape Improvement Assessment District No. 2012-1,
confirming the assessment diagram, confirming and levying assessments,
and authorizing necessary action; or
b. if there is a "majority protest", then Council must abandon the creation of
the district.
BACGROUND: At the April 2, 2012 meeting, Council initiated the proceedings to
form the Downtown Burlingame Avenue Streetscape Improvement Assessment
District No, 2012-1. Weighted ballots were sent via certified mail to all the property
owners on April 5, 2012. Ballots are weighted based on the assessment amount
i
calculated for each parcel. To date, of the fifty (50) ballots mailed to property
owners, twenty ive (25) have been received by the City Clerk.
QISCUSSION: In order to complete the formation of the Downtown Burlingame
Avenue Streetscape Improvements Assessment District 2012A, Council must
review the ballots and determine if there is a "majority protest" vote. In the event
that the weighted assessment ballots cast in opposition, exceed the weighted
assessment ballots in support, there will be a "majority protest" and the City Council
will be precluded from proceeding with formation of the district. If a "majority protest'
does not exist, Council may proceed with formation of the assessment district by
adoption of the attached resolution.
The City Clerk will review the validity of the ballots after the close of the public
hearing, and report back to the Council before the end of the meeting. The ballot
tabulations will be performed by the City Clerk with assistance from NBS Consultant
and staff in Conference Room A at the City Hall, which will be open to the general
public for observation.
BUdGET IMPACT. If approved, the Burlingame Streetscape Improvements project
will br funded by a combination of City and Assessment District financing.
EXHIB{TS: Resolution ordering improvements and formation of assessment
district 2012-1; Affidavit of mailing; Sample ballot; and Engineer's
report.
:r
s:1a public works direcforylstaff reports\8103!) assessment district ballot count staff report re-gg-5-11-12,docx
5URi1NGAME STAFF REPORT AGENDA NO: 10h
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Syed Murtuza, Director of Public Works — (650) 558-7230
Andrew Yang, Senior Engineer — (650) 558-7230
Subject: Adoption of Resolutions Authorizing the Filing of Applications for Funding to
the Metropolitan Transportation Commission (MTC) under the One Bay Area
Grant (OBAG) 3 Program and Confirming Compliance with State Housing Laws
to Maintain Funding Eligibility
RECOMMENDATION
Staff recommends that the City Council adopt the attached resolutions as follows:
1) Authorize the filing of an application for funding to MTC for the Rollins Road Bicycle and
Pedestrian Improvement Project under the OBAG 3 Program; and
2) Confirm compliance with State Housing Laws to maintain funding eligibility.
BACKGROUND
The One Bay Area Grant (OBAG) Program is the policy and programming framework for the
investment of Surface Transportation Program (STP), Congestion Mitigation and Air Quality
Improvement (CMAQ), and other funding programs throughout the San Francisco Bay Area. The
Metropolitan Transportation Commission (MTC) established the OBAG program in 2013 to
strengthen the connection between transportation investments and regional goals for focused
growth in Priority Development Areas (PDAs); places near public transit that are planned for new
homes, jobs, and community amenities.
The OBAG Program Cycle 3, adopted by MTC in January 2022, establishes the policy and
programming framework for investing STP and CMAQ funds for FY 2022-23 through FY 2025-26.
On April 14, 2022, the City/County Association of Governments of San Mateo County (C/CAG)
Board approved the guidelines and process for the OBAG 3 County & Local Program in San Mateo
County in accordance with MTC guidance. On May 11, 2022, C/CAG staff issued a Call for Projects
from local jurisdictions.
ni-,qrri is-qinN
Staff reviewed the requirements of the grant application and the eligibility criteria. Based on top
priorities recommended and outlined in the City's adopted 2020 Bicycle/Pedestrian Master Plan,
1
Resolutions Authorizing Filing of Applications for Funding under May 15, 2023
the One Bay Area Grant Program
staff submitted the grant application for the North Rollins Road Bicycle and Pedestrian
Improvement Project (Project).
The Project targets Rollins Road north of Broadway. The 1.3-mile multi -lane roadway has been
identified for bike lane improvements by the Burlingame Bicycle/Pedestrian Advisory Committee
and the Traffic Safety & Parking Commission. The City's 2019 General Plan and 2020 Bicycle and
Pedestrian Master Plan also identify this roadway as a high -priority location. Additionally, the
Rollins Road Bicycle Lane improvements have been included in the North Rollins Road Specific
Plan, which has been studied and supported by the North Rollins Road Specific Plan Citizens
Advisory Committee (CAC), and Technical Advisory Committee JAC).
The Project will introduce a road diet, converting the existing four vehicle travel lanes to two vehicle
travel lanes with a center turn lane. The Project will upgrade the existing Class III and Class II
bicycle facility to a protected and separated Class IV bicycle facility. The Project goal is to reduce
vehicular speed to enhance bicycle and pedestrian safety.
The Project was selected by MTC to receive grant funding in the amount of $3,100,000. The
attached resolutions for City Council support are required to finalize the application to receive the
funding.
Housing Element:
In orderfor Burlingame to remain compliant and eligible for funding from MTC, the attached housing
laws resolution will serve to confirm the City's commitment to compliance with the terms of the
Surplus Land Act, Density Bonus Law, and state laws related to ADUs (Accessory Dwelling Units)
and JADUs (Junior Accessory Dwelling Units).
Additionally, cities and counties must have a general plan housing element adopted and certified
by the California Department of Housing and Community Development (HCD) for the 2023-2031
Regional Housing Needs Allocation (RHNA) to maintain eligibility for County & Local Program
funding. The Draft 2023-2031 Housing Element has been submitted to HCD for certification and is
currently under review. The document is anticipated to be certified before the December 31, 2023
deadline.
FISCAL IMPACT
The total estimated cost of the Project is $3,900,000. The grant will provide $3,100,000 in funding,
while the City will provide a match of $800,000.
Exhibits:
• Resolution for Rollins Road Bicycle and Pedestrian Improvements Project Application
• Resolution for State Housing Laws Compliance
• Project Location Map
• MTC Call for Nominations Announcement
2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AUTHORIZING THE FILING OF AN APPLICATION FOR FUNDING ASSIGNED TO
MTC AND COMMITTING ANY NECESSARY MATCHING FUNDS AND STATING
ASSURANCE TO COMPLETE THE PROJECT
WHEREAS, the City of Burlingame (herein referred to as APPLICANT) is submitting an
application to the Metropolitan Transportation Commission (MTC) for $3,100,000.00 in funding
assigned to MTC for programming discretion, which includes federal funding administered by the
Federal Highway Administration (FHWA) and federal or state funding administered by the
California Transportation Commission (CTC) such as Surface Transportation Block Grant
Program (STP) funding, Congestion Mitigation and Air Quality Improvement Program (CMAQ)
funding, Transportation Alternatives (TA) set-aside/Active Transportation Program (ATP) funding,
and Regional Transportation Improvement Program (RTIP) funding (herein collectively referred
to as REGIONAL DISCRETIONARY FUNDING) for the Rollins Road Bicycle and Pedestrian
Improvement Project (herein referred to as PROJECT) for the One Bay Area Grant Program
(herein referred to as PROGRAM); and
WHEREAS, the United States Congress from time to time enacts and amends legislation
to provide funding for various transportation needs and programs, (collectively, the FEDERAL
TRANSPORTATION ACT) including, but not limited to the Surface Transportation Block Grant
Program (STP) (23 U.S.C. § 133), the Congestion Mitigation and Air Quality Improvement
Program (CMAQ) (23 U.S.C. § 149) and the Transportation Alternatives (TA) set -aside (23 U.S.C.
§ 133); and
WHEREAS, state statutes, including California Streets and Highways Code §182.6,
§182.7, and §2381(a)(1), and California Government Code §14527, provide various funding
programs for the programming discretion of the Metropolitan Planning Organization (MPO) and
the Regional Transportation Planning Agency (RTPA); and
WHEREAS, pursuant to the FEDERAL TRANSPORTATION ACT, and any regulations
promulgated thereunder, eligible project sponsors wishing to receive federal or state funds for a
regionally -significant project shall submit an application first with the appropriate MPO, or RTPA,
as applicable, for review and inclusion in the federal Transportation Improvement Program (TIP);
and
WHEREAS, MTC is the MPO and RTPA for the nine counties of the San Francisco Bay
region; and
WHEREAS, MTC has adopted a Regional Project Funding Delivery Policy (MTC
Resolution No. 3606, revised) that sets out procedures governing the application and use of
REGIONAL DISCRETIONARY FUNDING; and
WHEREAS, APPLICANT is an eligible sponsor for REGIONAL DISCRETIONARY
FUNDING; and
WHEREAS, as part of the application for REGIONAL DISCRETIONARY FUNDING, MTC
requires a resolution adopted by the responsible implementing agency stating the following:
• the commitment of any required matching funds; and
• that the sponsor understands that the REGIONAL DISCRETIONARY FUNDING is
fixed at the programmed amount, and therefore any cost increase cannot be expected
to be funded with additional REGIONAL DISCRETIONARY FUNDING; and
• that the PROJECT will comply with the procedures, delivery milestones and funding
deadlines specified in the Regional Project Funding Delivery Policy (MTC Resolution
No. 3606, revised); and
• the assurance of the sponsor to complete the PROJECT as described in the
application, subject to environmental clearance, and if approved, as included in MTC's
federal Transportation Improvement Program (TIP); and
• that the PROJECT will have adequate staffing resources to deliver and complete the
PROJECT within the schedule submitted with the project application; and
• that the PROJECT will comply with all project -specific requirements as set forth in the
PROGRAM; and
• that APPLICANT has assigned, and will maintain a single point of contact for all
FHWA- and CTC-funded transportation projects to coordinate within the agency and
with the respective Congestion Management Agency (CMA), MTC, Caltrans, FHWA,
and CTC on all communications, inquires or issues that may arise during the federal
programming and delivery process for all FHWA- and CTC-funded transportation and
transit projects implemented by APPLICANT; and
• in the case of a transit project, the PROJECT will comply with MTC Resolution No.
3866, revised, which sets forth the requirements of MTC's Transit Coordination
Implementation Plan to more efficiently deliver transit projects in the region; and
• in the case of a highway project, the PROJECT will comply with MTC Resolution No.
4104, which sets forth MTC's Traffic Operations System JOS) Policy to install and
activate TOS elements on new major freeway projects; and
• in the case of an RTIP project, state law requires PROJECT be included in a local
congestion management plan, or be consistent with the capital improvement program
adopted pursuant to MTC's funding agreement with the countywide transportation
agency; and
WHEREAS, that APPLICANT is authorized to submit an application for REGIONAL
DISCRETIONARY FUNDING for the PROJECT; and
WHEREAS, there is no legal impediment to APPLICANT making applications for the
funds; and
WHEREAS, there is no pending or threatened litigation that might in any way adversely
affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT; and
WHEREAS, APPLICANT authorizes its Executive Director, General Manager, or
designee to execute and file an application with MTC for REGIONAL DISCRETIONARY
FUNDING for the PROJECT as referenced in this resolution; and
WHEREAS, MTC requires that a copy of this resolution be transmitted to the MTC in
conjunction with the filing of the application.
NOW, THEREFORE, BE IT RESOLVED that the APPLICANT is authorized to execute
and file an application for funding for the PROJECT for REGIONAL DISCRETIONARY FUNDING
under the FEDERAL TRANSPORTATION ACT or continued funding; and be it further
RESOLVED that APPLICANT will provide any required matching funds; and be it further
RESOLVED that APPLICANT understands that the REGIONAL DISCRETIONARY
FUNDING for the project is fixed at the MTC approved programmed amount, and that any cost
increases must be funded by the APPLICANT from other funds, and that APPLICANT does not
expect any cost increases to be funded with additional REGIONAL DISCRETIONARY FUNDING;
and be it further
RESOLVED that APPLICANT understands the funding deadlines associated with these
funds and will comply with the provisions and requirements of the Regional Project Funding
Delivery Policy (MTC Resolution No. 3606, revised) and APPLICANT has, and will retain the
expertise, knowledge and resources necessary to deliver federally -funded transportation and
transit projects, and has assigned, and will maintain a single point of contact for all FHWA- and
CTC-funded transportation projects to coordinate within the agency and with the respective
Congestion Management Agency (CMA), MTC, Caltrans, FHWA, and CTC on all
communications, inquires or issues that may arise during the federal programming and delivery
process for all FHWA- and CTC-funded transportation and transit projects implemented by
APPLICANT; and be it further
RESOLVED that PROJECT will be implemented as described in the complete application
and in this resolution, subject to environmental clearance, and, if approved, for the amount
approved by MTC and programmed in the federal TIP; and be it further
RESOLVED that APPLICANT has reviewed the PROJECT and has adequate staffing
resources to deliver and complete the PROJECT within the schedule submitted with the project
application; and be it further
RESOLVED that PROJECT will comply with the requirements as set forth in MTC
programming guidelines and project selection procedures for the PROGRAM; and be it further
RESOLVED that, in the case of a transit project, APPLICANT agrees to comply with the
requirements of MTC's Transit Coordination Implementation Plan as set forth in MTC Resolution
No. 3866, revised; and be it further
RESOLVED that, in the case of a highway project, APPLICANT agrees to comply with the
requirements of MTC's Traffic Operations System (TOS) Policy as set forth in MTC Resolution
No. 4104; and be it further
RESOLVED that, in the case of an RTIP project, PROJECT is included in a local
congestion management plan, or is consistent with the capital improvement program adopted
pursuant to MTC's funding agreement with the countywide transportation agency; and be it further
RESOLVED that APPLICANT is an eligible sponsor of REGIONAL DISCRETIONARY
FUNDING funded projects; and be it further
RESOLVED that APPLICANT is authorized to submit an application for REGIONAL
DISCRETIONARY FUNDING for the PROJECT; and be it further
RESOLVED that there is no legal impediment to APPLICANT making applications for the
funds; and be it further
RESOLVED that there is no pending or threatened litigation that might in any way
adversely affect the proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT;
and be it further
RESOLVED that APPLICANT authorizes its Executive Director, General Manager, City
Manager, or designee to execute and file an application with MTC for REGIONAL
DISCRETIONARY FUNDING for the PROJECT as referenced in this resolution; and be it further
RESOLVED that a copy of this resolution will be transmitted to the MTC in conjunction
with the filing of the application; and be it further
RESOLVED that the MTC is requested to support the application for the PROJECT
described in the resolution, and if approved, to include the PROJECT in MTC's federal TIP upon
submittal by the project sponsor for TIP programming.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, do hereby certify that
the foregoing Resolution was introduced at a regular meeting of the City Council held on the 15tn
day of May, 2023, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
Meaghan Hassel -Shearer, City Clerk
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME TO COMPLY
WITH THE METROPOLITAN TRANSPORTATION COMMISSION (MTC) STATE HOUSING
LAWS FOR SAN FRANCISCO BAY AREA CITIES AND COUNTIES
WHEREAS, the San Francisco region has the highest housing costs in the United States;
and
WHEREAS, the Bay Area produced less than 30% of the need for low- and moderate -
income housing units from 2007-2014, and is on track to similarly underproduce low-income units
during the 2015-2023 time period; and
WHEREAS, there are limited funding sources available to secure land for the construction
of low- and moderate -income housing; and
WHEREAS, public lands can play a critical role in increasing the supply of land for
affordable housing; and
WHEREAS, accessory dwelling units (ADUs) and junior accessory dwelling units (JADUs)
provide an important option to increase the availability and affordability of housing, especially in
existing, lower density neighborhoods; and
WHEREAS, density bonuses are an effective tool to increase the financial feasibility of
housing and incentivize the creation of affordable housing; and
WHEREAS, the Metropolitan Transportation Commission adopted Resolution No. 4505,
outlining the programming policy and project selection criteria for the One Bay Area Grant
Program (OBAG 3), including certain requirements to access these funds; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Burlingame,
State of California, as follows:
That the City of Burlingame agrees to comply with the terms of Surplus Land Act (California
Government Code § 54220 et seq.), as exists now or may be amended in the future, including,
but not limited to, AB 1255 (Rivas, 2019), which requires jurisdictions to compile and report
annually an inventory of surplus lands to the California Department of Housing and Community
Development; and
That the City of Burlingame agrees to comply with state laws related to ADUs and JADUs, as it
exists now or may be amended in the future, including, but not limited to California Government
Code §§ 65852.150, 65852.2, 65852.22, et seq. and California Health & Safety Code §§
17980.12; and
That the City of Burlingame agrees to comply with state Density Bonus Law (California
Government Code § 65915 et seq.), as exists now or may be amended in the future; and
That the City of Burlingame warrant and represents that is in compliance with the aforementioned
state housing laws and that except for those matters listed in Exhibit A, there are no claims,
actions, suits, or proceedings pending to the best of the City of Burlingame's knowledge, alleging
violations of the state housing laws by the City of Burlingame.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, do hereby certify that
the foregoing Resolution was introduced at a regular meeting of the City Council held on the 15tn
day of May, 2023, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
Meaghan Hassel -Shearer, City Clerk
Exhibit A
Yes in My Back Yard v. City of Burlingame, San Mateo County Superior Court
Case No. 23-CIV-00519
Sa way "Ig
New England Lobster,
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±s P 4- Millbrae �c'a'�yR yc` • Grand Harbo. Schools
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wren q� ur Lady of� Preschoal �41 GARDENS
° �`atsav ,o Angel athoilc Broadway Grill p
BURLINGAME c04f�ia Q�
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ESTATES T4 EASTON Ea n Branch WILLBOROUG ,
Y ° P ADDITION me $� � ` t BURLINGAME North
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Safe
OBAG 3
Measure M
Routes to
Sponsor Name
Project Name
OBAG3 Funds
Recommended
Recommended
Total
School
Requested
Funding
Funding
Score
(within 1/2
Allocations
Allocations
Mile)
San Mateo County
Bay Road Complete Street Rehabilitation Project
$ 3,806,790
$ 3,806,790
115.6
Yes
City of South San Francisco
School Street/Spruce Avenue and Hillside
$ 3,127,385
$ 3,127,385
113.9
Yes
Boulevard Safety and Access Improvement Project
City of Redwood City
Roosevelt Avenue Traffic Calming Project
$ 3,400,000
$ 3,400,000
111.2
Yes
City of San Mateo
US 10 1 /Peninsula Avenue Interchange
$ 5,000,000
$ 1,000,000
111.2
Yes
Improvements Project
San Mateo County
19th Avenue/Fashion Island Boulevard Complete
$ 3,375,000
$ 3,375,000
109.6
Yes
Transportation Authority
Street Class IV Bikeway
El Camino Real Complete Street Project from
Town of Colma
Mission Road to City of South San Francisco
$ 4,640,000
$ 4,640,000
105.6
Yes
(Segment B)
City of Menlo Park
Middle Avenue Caltrain Pedestrian and Bicycle
$ 5,000,000
$ 5,000,000
105.0
No
Undercrossing
City of Burlingame
Rollins Road Bicycle and Pedestrian Improvement
$ 3,100,000
$ 3,100,000
104.3
Yes
Project
Town of Atherton
Adelante Selby Spanish Immersion School Safe
$ 3,115,024
$ 3,115,024
100.8
Yes
Route to Schools Project
City of Pacifica
Sharp Park Priority Development Area Pedestrian
$ 2,360,000
$ 1,269,801
$ 900,000
98.8
Yes
Improvement
City of Millbrae
Micromobility Hub Phase 2 Project
$ 880,000
$ 800,000
95
Yes
$ 32,634,000
$ 900,000
In
STAFF REPORT
Honorable Mayor and City Council
May 15, 2023
AGENDA NO: 10i
MEETING DATE: May 15, 2023
Meaghan Hassel -Shearer, City Clerk — (650) 558-7203
Subject: Adoption of a Resolution Authorizing the City Manager to Renew the Service
Agreement with Granicus, Inc. for Agenda Management, Video Streaming
Services, and Closed Captions for Three Years at a Total Cost of $155,518.05
RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution authorizing the City Manager
to renew the service agreement with Granicus, Inc. for agenda management, video streaming
services, and closed captions, for a three-year term at a total cost of $155,518.05.
BACKGROUND
In 2008, the City entered into a service agreement with Granicus, Inc. to provide video streaming
services for City Council and Planning Commission meetings. The video streaming service allows
the City to provide residents with searchable access to all recorded meetings, making local
government more accessible and transparent.
In 2013, the City renewed and expanded its service agreement with Granicus, Inc. to include
agenda management and distribution services. The agenda management service streamlines the
meeting agenda and packet creation process, saving staff time, paper, and copying costs while
ensuring timely production and distribution of the packet materials.
In 2016, the City renewed its contract with Granicus for three years and began providing video
streaming services for Traffic, Safety & Parking Commission meetings.
In 2019, the City began utilizing Granicus' closed caption services to make the videoed meetings
more accessible. And in 2020, the City renewed its contract with Granicus for an additional three
years.
DISCUSSION
The proposed three-year service agreement will allow the City to continue providing residents with
searchable video feeds of City Council, Planning Commission, and Traffic, Safety & Parking
Commission meetings and streamlining the agenda process. Additionally, the agreement provides
for closed caption services.
1
Granicus Service Agreement
May 15, 2023
The contract states that Granicus, Inc. will continue to provide the City with the following products:
1. Media Manager — the browser -based Granicus, Inc. hosted site used to schedule and
manage events/meetings and the media associated with those events/meetings.
2. Government Transparency — unlimited live webcasting with closed captioning support,
unlimited cloud storage of archives, public portal to view videos, agendas, and minutes with
advanced search feature.
3. Legistar — agenda item drafting, electronic approval process, agenda packet generation and
publication, organization, storage, and retrieval of documents, continuous legislative
workflow, tracking and searching legislative data.
4. Caption Services —closed captioning services
Staff recommends renewing the existing agreement with Granicus, Inc. to provide agenda
management, video streaming services, and closed captions at a cost of:
• $47,441.52 for June 1, 2023 through May 31, 2024
• $51,711.26 for June 1, 2024 through May 31, 2025
• $56,365.27 for June 1, 2025 through May 31, 2026
If approved, the contract will be effective through May 31, 2026. Additionally, staff was able to
negotiate with Granicus on the yearly price due to meetings being streamed via Zoom and then
uploaded to Granicus for the public. The previous agreement with Granicus outlined that the price
for June 1, 2022 through May 31, 2023 would be $56,417.66.
FISCAL IMPACT
The fiscal impact of the three-year agreement with Granicus, Inc. is $155,518.05. Funds for the
annual cost of the service agreement have been included in the City Clerk's proposed budget using
monies from the General Fund.
Exhibits:
• Resolution
• Proposed Agreement
• 2020 Agreement
2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
AUTHORIZING THE CITY MANAGER TO RENEW THE SERVICE AGREEMENT
WITH GRANICUS, INC. FOR AGENDA MANAGEMENT AND VIDEO STREAMING
SERVICES FOR THREE YEARS AT A TOTAL COST OF $155,518.05
WHEREAS, in 2008, the City Council approved an agreement with Granicus, Inc. for
video streaming and distribution of live and archived video and audio content which provides
residents with searchable access to all electronically recorded City Council and Planning
Commission meetings; and
WHEREAS, in 2013, the City Council renewed and expanded its agreement with Granicus
to provide agenda management and distribution services, which streamlined the meeting agenda
and packet creation process, saved staff time, paper, and copying costs while ensuring timely
production and distribution of the packet materials; and
WHEREAS, in 2016, the City renewed its agreement with Granicus for an additional three
years and began providing streaming services for the Traffic, Safety & Parking Commission; and
WHEREAS, in 2019, the City began utilizing Granicus' closed caption services to make
the videoed meetings more accessible; and
WHEREAS, in 2020, the City renewed its agreement with Granicus for three more years;
and
WHEREAS, the City continues to benefit from the agenda management system and ability
to create a closed -captioned video database of meetings; and
WHEREAS, the City wishes to continue its service with Granicus, pursuant to the
proposed service agreement, attached hereto; and
WHEREAS, the new service agreement shall be effective through May 31, 2026; and
WHEREAS, the total cost of the agreement is $155,518.05.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES
RESOLVE AS FOLLOWS:
The City Manager is hereby authorized to execute a three-year service agreement, in
the form attached hereto, with Granicus, Inc., which provides for a cost of $155,518.05 for
agenda management and video streaming services.
Mayor
I, MEAGHAN HASSEL-SHEARER, City Clerk of the City of Burlingame, do hereby certify that the
foregoing Resolution was introduced at a regular meeting of the City Council held on the 15th day
of May, 2023, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
City Clerk
G GRAN ICUS
408 St. Peter St, Suite 600
St. Paul, MN 55102
ORDER DETAILS
THIS IS NOT AN INVOICE
Granicus Proposal for Burlingame, CA
Prepared By:
Antonio Magadan
Phone:
Email:
antonio.magadan@granicus.com
Order #:
Q-277053
Prepared On:
03 May 2023
Expires On:
31 May 2023
ORDER TERMS
Order Form
Prepared for
Burlingame, CA
Currency: USD
Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of
performance.)
Current Subscription
End Date: 31 May 2023
Initial Order Term End
Date: 31 May 2026
Period of Performance: 06/01 /2023 - 05/31 /2024
Order #: Q-277053
Prepared: 03 May 2023
Page 1 of 7
G GRANICUS
Order Form
Burlingame, CA
PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this
Proposal.
One -Time Fees
AL
Solution
Billing
Frequency
Quantity/Unit
One -Time Fee
Government Transparency - Setup &
Up Front
1 Each
$0.00
Configuration
Open Platform - Setup and Configuration
Up Front
1 Hours
$0.00
SUBTOTAL:
$0.00
New Subscription Fees
Solution Billing
Frequency
Quantity/Unit
Annual Fee
Government Transparency Suite
Annual
]Each
$6,437.98
Open Platform Suite
Annual
1 Each
$0.00
SUBTOTAL:
$6,437.98
Renewing Subscription Fees
Solution
Billing
Frequency
Quantity/Unit
Annual Fee
Recurring Captioning Services
Annual
150 Hours
$27,039.00
Legistar Add -On - Laserfiche Integration
Annual
1 Each
$0.00
Legistar
Annual
1 Each
$13,964.54
SUBTOTAL:
$41,003.54
Order #: Q-277053
Prepared: 03 May 2023
Page 2 of 7
G GRANICUS
FUTURE YEAR PRICING
Order Form
Burlingame, CA
Solution(s)
Period of Performance
O1 Jun 2024 - 31 May 2025
01 Jun 2025 - 31 May 2026
Recurring Captioning Services
$29,472.51
$32,125.04
Legistar Add -On - Laserfiche Integration
$0.00
$0.00
Legistar
$15,221.35
$16,591.27
Government Transparency Suite
$7,017.40
$7,648.96
Open Platform Suite
$0.00
$0.00
SUBTOTAL:
$51,711.26
$56,365.27
Order #: Q-277053
Prepared: 03 May 2023
Page 3 of 7
G GRANICUS
PRODUCT DESCRIPTIONS
Order Form
Burlingame, CA
Solution
Description
Recurring Captioning Services
Live closed captioning.
• All Meetings will incur one hour minimum.
• Cancellations within 24 hrs. will be charged 1 hour minimum.
• Caption reservations should be reserved two weeks in advance. Jobs
with little notice may not be guaranteed coverage, 24 hours as an
absolute minimum.
• Real Time Captions are provided at an 98% accuracy readability rating
• Recurring Caption hours not used in the period of performance will not
carry over to the following year.
Legistar Add -On - Laserfiche
Legistar Add -On - Laserfiche Integration is for the Legistar\Laserfiche
Integration
integration that allows for documents to be imported from Laserfiche to
Legistar and for Legistar to export reports\attachments to Laserfiche
Legistar
Legistar is a Software -as -a -Service (SaaS) solution that enables government
organizations to automate the entire legislative process of the clerk's
office. Clerks can leverage Legistar to easily manage the entire legislative
process from drafting files, through assignment to various departments, to
final approval. Legistar includes:
• Unlimited user accounts
• Unlimited meeting bodies and meeting types
• Unlimited data storage and retention
• Up to one (1) Legistar database
• Up to one (1) InSite web portal
Government Transparency
Government Transparency are the live in -meeting functions. Streaming of
Suite
an event, pushing of documents, and indexing of events.
Open Platform Suite
Open Platform is access to MediaManager, upload of archives, ability to
post agendas/documents, and index of archives. These are able to be
published and accessible through a searchable viewpage.
Government Transparency -
Setup and Configuration for Government Transparency Suite includes
Setup & Configuration
implementation of:
• Up to one (1) View Page and Player template
• Up to one (1) Live Manager configuration
Order #: Q-277053
Prepared: 03 May 2023
Page 4 of 7
G GRANICUS
Order Form
Burlingame, CA
Solution
Description
Open Platform - Setup and
Configuration
Setup and configuration for Open Platform
THIRD PARTY DISCLAIMER
Closed Captioning and Meeting Services: Client and Granicus may agree that a third party will provide closed
captioning, transcription services, or other meeting services under this Agreement. In such case, Client
expressly understands that the third party is an independent contractor and not an agent or employee of
Granicus. Granicus is not liable for acts performed by such an independent third party.
Order #: Q-277053
Prepared: 03 May 2023
Page 5 of 7
G GRANICUS
TERMS & CONDITIONS
Order Form
Burlingame, CA
• This quote, and all products and services delivered hereunder are governed by the terms located at
https://granicus.com/legal/licensing, including any product -specific terms included therein (the "License
Agreement"). If your organization and Granicus has entered into a separate agreement or is utilizing a contract
vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement
or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the
separate agreement or contract vehicle to the extent applicable.
• If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote
Q-277053 dated 03 May 2023 are incorporated into this Purchase Order by reference and shall take precedence
over any terms and conditions included in this Purchase Order.
• This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It
is the responsibility of Burlingame, CA to provide applicable exemption certificate(s).
• Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate
the subscription.
• The terms and conditions set forth in the Agreement effective Ol Jun 2020 are incorporated herein by reference.
• Client will be invoiced for use of any product or service measured or capped by volume or amount of usage that
exceeds the permitted amount set forth in this Quote at the same cost or rate set forth herein.
Order #: Q-277053
Prepared: 03 May 2023
Page 6 of 7
G GRANICUS
BILLING INFORMATION
Order Form
Burlingame, CA
Billing Contact: Purchase Order [ ] - No
I Required? i [ ] - Yes
Billing Address: I PO Number:
If PO required
Billing Email: I Billing Phone:
If submitting a Purchase Order, please include the following language:
The pricing, terms, and conditions of quote Q-277053 dated 03 May 2023 are incorporated into this Purchase
Order by reference and shall take precedence over any terms and conditions included in this Purchase Order.
AGREEMENT AND ACCEPTANCE
By signing this document, the undersigned certifies they have authority to enter the agreement. The
undersigned also understands the services and terms.
Burlingame, CA
Signature:
Name:
Title:
Date:
Order #: Q-277053
Prepared: 03 May 2023
Page 7 of 7
DocuSign Envelope ID: F87AODCB-EE72-431 B-8B3F-5838B8AO1 630
Granicus Proposal for Burlingame, CA
Name: Maxwell Buccelli
Phone:
Email: maxwell.buccelli@granicus.com
XMI'Ve'"919W IFUIFIIXITT"I
Prepared On: 4/9/2020
• • 5/31/2020
Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.)
Currency: USD
Period of Performance: 6/1/2020 - 5/31/2021
Contract End Date: 5/31/2023
*Please Note: Recurring Closed Captioning Hours will be prorated for subscription periods less than 12 months.
DocuSign Envelope ID: F87AODCB-EE72-431 B-8B3F-5838B8AO1 630
DocuSign Envelope ID: F87AODCB-EE72-431 B-8B3F-5838B8AO1 630
~ Upon the effective date, this Agreement shall supersede and replace any previous agreement between the
parties. All such prior agreements between the parties are hereby void and of no force and effect.
~ Link tuterms:
~ This quote isexclusive nfapplicable state, local, and federal taxes, which, ifany, will beincluded inthe invoice, |t
is the responsibility of Burlingame, CA to provide applicable exemption certificate(s).
~ Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate
the subscription.
~ If submitting a Purchase Order, please include the following language: All pricing, terms and conditions of quote
Q-1 00577 dated 4/9/2020 are incorporated into this Purchase Order by reference.
~ Granicus certifies that it will not sell, retain, use, or disclose any personal information provided by Client for any
purpose other than the specific purpose of performing the services outlined within this Agreement.
By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also
BUR— IN�AAGENDA NO: 10j
STAFF REPORT
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Kevin Gardiner, Community Development Director — (650) 558-7253
Joseph Sanfilippo, Economic Development & Housing Specialist —
(650) 558-7264
Subject: Adoption of a Resolution Authorizing the City Manager to Enter into two
Memoranda of Understanding Between the City of Burlingame and the
County of San Mateo and the City of East Palo Alto to Collaborate in a Joint
Effort to Develop Environmental Justice Elements for all Three Jurisdictions,
Including all Necessary Technical Analyses, Community Engagement, and
Policy/Program Development; and, Acting as the Project's Fiscal Agent,
Enter into Professional Service Agreements with Placeworks and
Community Planning Collaborative, with the City of Burlingame's Share of
the Combined Contracts Totaling $146,636 and the Remainder of the
Contracted Amounts Paid for by the County of San Mateo and the City of
East Palo Alto
RECOMMENDATION
Staff recommends that the City Council adopt a Resolution:
1. Authorizing two Memoranda of Understanding (MOUs) between the City of Burlingame
and (1) the County of San Mateo and (2) the City of East Palo Alto for collaboration on a
joint effort to develop Environmental Justice Elements from June 1, 2023 to May 31, 2025;
2. Authorizing the City Manager to execute the MOUs and accept payments per each MOU;
and
3. Authorizing a $146,636 budget appropriation in the General Fund
BACKGROUND
Government Code section 63502(h) requires that jurisdictions with disadvantaged communities
either include an environmental justice element in their General Plan or incorporate environmental
justice goals, policies, and objectives throughout other General Plan elements. The requirement is
triggered when a jurisdiction concurrently adopts or revises two or more General Plan elements. A
"disadvantaged community" is an area identified by the California Environmental Protection Agency
as such or that is a low-income area disproportionately affected by environmental pollution and
1
Environmental Justice Element May 15, 2023
other hazards that may lead to negative health effects or environmental degradation within its
planning area.
State law defines environmental justice as "the fair treatment and meaningful involvement of people
of all races, cultures, incomes, and national origins, with respect to the development adoption,
implementation, and enforcement of environmental laws, regulations, and policies" (Government
Code section 65040.12(e)(1)). At a minimum, environmental justice requires meaningful
consideration of input from those most impacted by environmental harms resulting from land use
decisions.
In developing environmental justice policies, jurisdictions must (1) identify the disadvantaged
communities within its planning area; (2) identify objectives and policies to reduce unique or
compounded health risks in disadvantaged communities; (3) identify objectives and policies to
promote civic engagement in the public decision -making process; and (4) identify objectives and
policies that prioritize improvements and programs addressing the needs of disadvantaged
communities.
The purpose of this project is to address these requirements and to share costs for analysis,
engagement, and policy development, helping to leverage resources and achieve greater
efficiencies through a collaborative effort. For the City of Burlingame, the outcome of this work will
be an updated Healthy People and Healthy Places Element of the Envision Burlingame General
Plan, tailored to the City's needs but informed by the broader collaborative work effort.
DISCUSSION
In 2022, a number of jurisdictions in San Mateo County expressed interest in collaborating on
developing or updating environmental justice elements through participation in 21 Elements, an
ongoing collaborative effort to address housing and planning issues across all 21 jurisdictions in
San Mateo County. Over the subsequent months, three jurisdictions — Burlingame, East Palo Alto,
and the County of San Mateo — finalized plans for a collaborative effort and developed a joint
Request for Proposals that was distributed in fall 2022. The joint effort in determining the desired
scope of work and developing a joint RFP was supported by the consultant for 21 Elements, Baird
+ Driskell Community Planning (now doing business as Community Planning Collaborative). A copy
of the RFP is included in Attachment B.
Proposals from interested consultant teams were received in December 2022, and interviews were
conducted in January 2023. The evaluation and selection committee determined the proposal
submitted by PlaceWorks to be the most suitable based on the overall criteria of project
understanding, qualifications, relevant experience, project approach and methodology, and
proposed cost.
The scope of work for this project includes thoughtful approaches to community engagement and
equity. PlaceWorks has partnered with Climate Resilient Communities, a local nonprofit, to help
lead engagement and outreach to community groups and hard -to -reach community members, and
to provide equity reviews of work products. Climate Resilient Communities is a community -based
organization dedicated to serving the underrepresented through empowering community voices to
implement climate solutions that bring about unity and resilience.
2
Environmental Justice Element May 15, 2023
Of note, PlaceWorks and Climate Resilient Communities are also working with jurisdictions in San
Mateo County — including Burlingame, East Palo Alto, and the County of San Mateo, as well as
others — to update each jurisdiction's Safety Element. While it is a different team within PlaceWorks
leading that effort, the opportunity to further leverage these related efforts and to align community
outreach and engagement, making it easier for community members to participate in both efforts,
has been a key focus of discussions among the team members over the past several months,
leading to the final Work Program and budget (Attachment C).
In fall 2022, the City of Burlingame agreed to serve as the fiscal agent for the joint effort. With any
countywide collaborative effort between jurisdictions, one municipality is needed to serve as the
fiscal agent. In the past, Burlingame has benefited from other collaboration efforts where other
jurisdictions have served as fiscal agent, such as joint nexus studies and Home for All community
engagement programs. In this instance, the City has offered to serve as fiscal agent to facilitate the
project, as other municipalities have in previous countywide collaboration efforts. As fiscal agent,
Burlingame will enter into agreements with the designated consultants and will pay consultant
invoices using deposits from all participating agencies, with Memoranda of Understanding (MOUs)
signed between Burlingame, the City of East Palo Alto, and the County of San Mateo.
Community Planning Collaborative (CPC, formerly Baird + Driskell Community Planning) will
continue to serve as overall project manager for the joint effort, managing the joint contract with
PlaceWorks, monitoring work products for quality and consistency, and ensuring that the voice of
each participating agency is heard and their needs addressed. To date, CPC has acted as project
manager through their role as lead consultant for 21 Elements. For the work effort going forward,
CPC will serve as overall Project Manager under a separate contract with the City of Burlingame.
Their scope of work and fee proposal are outlined in Attachment D.
The MOUs between the City of Burlingame and San Mateo County (Attachment E) and East Palo
Alto (Attachment F) outline the services to be performed by the consultants as well as the roles and
responsibilities of each participating agency, including each agency's contribution toward the costs
of the consultant services. All three jurisdictions will be represented on a Steering Committee that
will oversee the progress of the project and provide input on the project direction/issues as they
relate to the collaborative effort in addition to having direct authority over the work product for their
specific jurisdiction.
FISCAL IMPACT
The terms of both the PlaceWorks, Inc. and Community Planning Collaborative agreements are
June 1, 2023, through May 31, 2025. As fiscal agent for this collaborative effort, the City of
Burlingame will be entering into contracts with both Placeworks, as the lead consultant (total
contract amount of $540,647, per Attachment C), and with Community Planning Collaborative, as
the overall Project Manager (total contract amount of $54,000, per Attachment D). However, the
City of Burlingame's portion of both contracts, as outlined in the table below, comes to $146,636,
with the difference paid for by the County of San Mateo (per the MOU in Attachment E) and the
City of East Palo Alto (per the MOU in Attachment F).
3
Environmental Justice Element
May 15, 2023
PROJECT COST FOR THE CITY OF BURLINGAME
ENVIRONMENTAL JUSTICE ELEMENT CONSULTANT TEAM —
PLACEWORKS + CLIMATE RESILIENCT COMMUNITIES
City of Burlingame Share of Total Contract
$118,993
CEQA Contingency
$7,700
SUBTOTAL
$126,693
PROJECT MANAGER — COMMUNITY PLANNING COLLABORATIVE
$12,960
General Contingency @ 5%
$6,983
TOTAL COST
$146,636
Exhibits:
• Exhibit A —
Resolution
• Exhibit B —
Project Request for Proposals
• Exhibit C
— PlaceWorks Proposal (as revised, April 17, 2023)
• Exhibit D
— Community Planning Collaborative Scope and Fee Proposal (April 17, 2023)
• Exhibit E —
MOU with County of San Mateo
• Exhibit F —
MOU with City of East Palo Alto
F,
RESOLUTION NO.
RESOLUTION AUTHORIZING TWO MEMORANDA OF UNDERSTANDING FOR A
MULTIJURISDICTIONAL ENVIRONMENTAL JUSTICE ELEMENT PROJECT
BETWEEN THE CITY OF BURLINGAME AND (1) THE COUNTY OF SAN MATEO
AND (2) THE CITY OF EAST PALO AS AGENCY PARTICIPANTS AND
AUTHORIZING $146,636 OF FUNDING FOR THE PROJECT
WHEREAS, the cities and towns and in San Mateo County and the County of San
Mateo have a strong history of collaboration and resource sharing on various planning
studies and initiatives, including this initiative to participate in a Multi -Jurisdictional
Environmental Justice Element Project ("PROJECT"), a collaborative effort coordinated by
21 Elements; and
WHEREAS, in response to Senate Bill 1000 (SB 1000), local agencies are required
to adopt and/or update an Environmental Justice Element by identifying and partnering with
disadvantaged communities that are disproportionately impacted by environmental
pollution and other hazards that lead to negative health outcomes and environmental
degradation, working with them to identify objectives and policies to reduce those impacts
and create healthier, more equitable communities; and
WHEREAS, the purpose of this PROJECT is to address the legal requirements of
Environmental Justice Elements and SB 1000 by sharing analysis and resources for
greater efficiency for the three jurisdictions participating in this collaborative effort, including
the City of Burlingame, the City of East Palo Alto, and the County of San Mateo; and
WHEREAS, through a competitive RFP process facilitated by 21 Elements,
PlaceWorks ("CONTRACTOR") was chosen as the firm to provide consulting services for
the outreach, analysis, and planning associated with the PROJECT, and the consulting firm
of Community Planning Collaborative, under contract to provide technical assistance to 21
Elements, will serve as a project manager ("PROJECT MANAGER") for the duration of the
PROJECT, and
WHEREAS, the City of Burlingame will serve as fiscal agent for the PROJECT and
will enter into contracts with PlaceWorks, Inc. and Community Planning Collaborative and
oversee the payment of invoices on behalf of the participating agencies; and
WHEREAS, each participating agency will enter into a Memorandum of
Understanding with the City of Burlingame outlining the roles of each participating agency,
the consultants, and the funding obligations for the PROJECT.
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NOW, THEREFORE, BE IT RESOLVED AND ORDERED:
1. The City of Burlingame City Council hereby authorizes the City Manager to execute
Memoranda of Understanding, in the form attached hereto, with both the City of East
Palo Alto and the County of San Mateo to collaborate on the Multijurisdictional
Environmental Justice Element Project and to enter into Professional Service
Agreements for consultant support from PlaceWorks, Inc. and Community Planning
Collaborative for the term of June 1, 2023 through May 31, 2025, with a total project
cost of $624,379 (inclusive of a 5% contingency) and the total obligation for the City
of Burlingame not to exceed $146,636.
2. The City Manager, in consultation and with agreement between the City and other
participants, is authorized to make minor changes to the MOUs that may be
necessary to ensure consistency, accuracy and clarification across all of the
participating jurisdictions.
3. The City Clerk is directed to attest to the signature of the City Manager upon
execution of the Professional Services Agreements and MOUs.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the
foregoing resolution was introduced at a regular meeting of the City Council, held on the
15th day of May, 2023, and was adopted thereafter by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Meaghan Hassel -Shearer, City Clerk
2
REQUEST FOR PROPOSALS
IN PARTNERSHIP WITH
THE CITY OF EAST PALO ALTO
AND THE COUNTY OF SAN MATEO
TO DEVELOP ENVIRONMENTAL JUSTICE ELEMENTS
Deadline for Submission:
5:00 PM on Thursday, December 22nd, 2022
City of Burlingame
Community Development Department — Planning Division
501 Primrose Road
Burlingame, CA 94010
www.burlin ag me.org
A. INTRODUCTION
This Scope of Work is to be used as a general guide and is not intended to be a complete list of all work
necessary to complete the project. We welcome input and recommendations from the consultants on this
work if items have been missed, are duplicative, or could be organized in a different manner for better
outcomes. Due to the added complexity of a multi jurisdictional project, we have provided guidance and
suggestions; however, we want the consultants to use their expertise when recommending their scope
related to deliverables, process, public engagement components, and equity outreach.
B. PROJECT OVERVIEW
This Joint Request for Proposals is being released by the City of Burlingame in partnership with the City of
East Palo Alto and the County of San Mateo. Together, the three jurisdictions seek to retain a Consultant (or
consultant team) to create or update their Environmental Justice (EJ) Elements and/or Environmental
Justice General Plan policies to comply with Senate Bill 1000 (Government Code § 65302(h)) and advance
more livable, healthy and just communities.
SB 1000 requires Environmental Justice Elements or policies incorporated elsewhere in a jurisdiction's
General Plan to address the following topics:
• Pollution exposure including air quality, water quality, and land use compatibility
• Public facilities
• Food access
• Safe and sanitary homes including housing location, quality, and affordability
• Physical activity including accessibility to public transit, employment, and services
• Additional unique or compounded health risks including climate vulnerability (i.e., high fire threat areas,
sea level rise, high flood or seismic risk areas, etc.)
• Civic or community engagement
• Prioritization of improvements for disadvantaged communities
The following scope should be undertaken with these requirements in mind.
The joint RFP has been developed as a project of "21 Elements," an ongoing collaboration between the
jurisdictions of San Mateo County. As the technical assistance lead for 21 Elements, Baird + Driskell
Community Planning (B+D) has worked with the three participating jurisdictions to develop this joint RFP
and its draft scope, and will continue to be engaged throughout the process to support cross -jurisdiction
collaboration, manage the joint contract with the selected Consultant, and ensure that the project remains
on -time and on -budget. The role of the B+D Project Manager is defined further in each task area of the
scope. Consultant proposals should factor in the B+D role but do not need to include it in their cost
proposal.
The scope is organized into four key tasks, each including multiple sub -tasks:
• Task 1. Project Coordination and Communication
• Task 2. Community Engagement and Equity Approach
• Task 3. Environmental Justice Existing Conditions: Data, Maps and Indicators
• Task 4. Environmental Justice Elements: Development and Adoption
Importantly, each of the participating jurisdictions have differing levels of need related to specific tasks in
the scope of work. The table below outlines those needs and should be factored into proposal responses,
including level of effort and budgeting.
Jurisdiction
Burlingame
Focus of Effort
Update to
existing "Healthy
People, Healthy
Places" Element
Notes
Initial screening identifies a small portion of the city as having a
disadvantaged community susceptible to EJ issues. The work effort
will be focused in this area, both in terms of analysis/
documentation and engagement of impacted communities in
defining priority policies and programs for the updated element.
East Palo
Update to
Because this will be an update to an existing element, adopted in
Alto
existing "Health
2016, the city anticipates a more limited need related to data and
& Equity"
mapping to document EJ issues, but is looking for updates to reflect
Element
new requirements and a more robust work effort to support
engagement of EJ communities in understanding key issues and
prioritizing policies and programs. In particular, focus will be on
analysis and engagement related to the introduction of housing in
the Ravenswood District —parts of which are under active
environmental remediation.
San Mateo
Full Scope to
San Mateo County serves a diverse set of communities across a
County
develop a new
wide geography, from small rural communities to urban
Environmental
communities. The work effort, from analysis to engagement, must
Justice Element
factor in the disproportionate impacts by race, gender, income, age,
ability, etc. as well as by location. Of the three participating
jurisdictions, the work effort to develop a new Environmental
Justice Element that responds to the diverse communities and
needs across the county will be the largest.
Particular attention should be given to the equitable engagement of communities impacted by
environmental justice issues, and to meaningful partnership with community -based organizations (CBOs) in
designing and implementing a targeted community engagement strategy, as discussed in Task 2.4 and called
out in the budget section, in which funding for CBO engagement is called out in a separate line item.
C. SCOPE OF WORK / TASKS
Task 1. Project Coordination and Communication
The work effort is being undertaken as a collaborative endeavor of the three participating jurisdictions. It will
be important to support continued dialogue, shared learning and collaboration across the jurisdictions while
also ensuring that the resulting EJ elements meet the specific needs of each jurisdiction and requirements of
SB1000. To that end, the scope anticipates joint meetings over the course of the project's work as well
focused meetings with each jurisdiction.
1.1 Joint Steering Committee
The participating jurisdictions anticipate meeting approximately once per month over the course of
the project to coordinate work efforts and leverage the value of a joint effort in terms of shared
learning, collaborative problem solving and efficiencies of scale. The exact number and timing of
meetings may be determined by the Consultant, with meetings held in person or via video conference
(likely a mix). The Consultant shall collaborate with the B+D Project Manager to develop and agree
upon the meeting scheduling, agendas, materials and key decisions and discussion items. The B+D
Project Manager will coordinate scheduling logistics. Input and recommendations from community
engagement will be incorporated as appropriate. After each meeting, the Consultant will provide a
summary of key points, actions items, and decisions. The B+D Project Manager will facilitate the
meeting overall, while the Consultant will present their work products and related discussion items.
1.2 Jurisdiction -Specific Check -ins
The Consultant will meet with key staff from each of the participating jurisdictions to present and
discuss jurisdiction -specific work products; review and coordinate community engagement efforts,
engage board/council and relevant commissions (e.g. via study sessions) as appropriate, and address
jurisdiction -specific project issues, needs, and opportunities. These check -ins will occur on an
approximately monthly basis, but may vary depending on the project schedule and milestones. The
exact number and timing of check -ins may be determined by the Consultant. The B+D Project Manager
will help coordinate check -ins, ensuring that jurisdiction needs are being met, and participate on an as -
needed basis. However, the Consultant shall have primary responsibility for check -in agendas,
presentation and follow-up.
Key Deliverables
■ Joint Steering Committee Agendas, Meeting Materials and Action Summaries
■ Jurisdiction Check -in Agendas, Materials and Action Summaries
Task 2. Community Engagement and Equity Outreach
The following scope outlines core expectations for community outreach and engagement, with a strong
focus on ensuring the meaningful engagement of Environmental Justice communities. The Consultant should
review these and add, augment or revise in order to recommend the engagement approach that they believe
will be best for the project. In particular, the Consultant should have a deep understanding of how
environmental justice issues intersect with social vulnerability and inequity and should be skilled in
meaningfully incorporating public feedback into the technical work effort and outcomes, demonstrating an
ability to respectfully and deeply listen/collaborate with community -based organizations and residents.
2.1 Community Engagement Plan
Based on input from the Joint Steering Committee, initial equity -focused outreach, the scan of EJ data
to identify/confirm disadvantaged communities (Task 3.1), and related engagement efforts and tools
in -place across the jurisdictions, the Consultant will develop an Community Engagement Plan that
details the sequence of planned engagement tools and activities; defines the coordination and timing
of engagement work in relation to technical tasks; and ensures strong representation of
disadvantaged community groups in the development of the EJ elements. The plan will outline details
about the outreach objectives, activities, target groups, methods, performance metrics and schedule.
It will also identify roles for the Consultant, jurisdiction staff, Community -based Organizations (CBOs),
community members, elected officials, other relevant agencies and stakeholders, and the B+D Project
Manager. Attention should be given to the role of CBOs in the engagement effort, with appropriate
compensation for their time and work built into the project budget (see Task 2.4).
4
The plan will include a description of how the multi -jurisdiction collaboration will be branded and the
responsibility of participating jurisdictions in supporting outreach and engagement. It should include a
plan for incorporating community input and feedback throughout each stage of the process, be
transparent about key decision points in the timeline, and outline a process/product for reporting
back to the communities after input was or was not included.
In particular, the engagement plan must ensure a strong equity -focused outreach effort, with
flexibility for individual jurisdictions to include a more robust level of engagement via add -on tasks.
The process of developing the Community Engagement Plan should incorporate opportunities for
input and feedback from CBOs as well as the Joint Steering Committee and B+D Project Manager.
Please note that this joint work effort to develop EJ elements and policies will be roughly in parallel
with another joint work effort to develop Safety Elements for multiple San Mateo County jurisdictions
(the County and East Palo Alto along with Atherton, Belmont, Brisbane, Half Moon Bay, Pacifica and
San Bruno). To the extent feasible, the participating jurisdictions are hopeful that a coordinated
outreach effort might be possible that could support both areas of work, helping to achieve
efficiencies, leverage resources and be respectful of community members' time (in particular the time
of CBO partners who may need or want to be engaged in both work efforts).
In light of all the preceding, the Consultant is encouraged to share thoughts on what an effective
engagement strategy could or should include based on past experience in environmental justice
planning and action and their understanding of San Mateo County and the needs of each jurisdiction.
2.2 Education and Outreach Materials
Working with the Joint Steering Committee and CBO partners, collect existing information resources
and identify needs for additional information and resources to support community education and
engagement efforts. Based on the assessment, create educational materials (e.g., slide decks, short
video, handouts, etc.) for use in community outreach and engagement, including materials that
jurisdictions and CBO partners can easily customize and/or integrate on their websites to help their
communities and decision makers understand environmental justice issues, how those issues impact
their community, and why addressing these issues is important to everyone.
We envision an online platform for information sharing, education and engagement that is shared
across the participating jurisdictions but which can also be tailored to jurisdiction -specific information
and engagement, similar to the "Let's Talk Housing" platform built by 21 Elements to support
countywide engagement in the Housing Element process.
Materials should aim to be jargon -free, visually compelling, and accessible at a basic reading level in
addition to being ADA-compliant. Core materials should be provided in English and Spanish, with web -
based information translated via translator widgets to Spanish, Tongan and both simplified and
traditional Chinese.
Draft materials should be reviewed by CBO partners, the Joint Steering Committee and the B+D
Project Manager prior to being finalized and distributed.
2.3 Community -wide Engagement
Partner with jurisdiction staff to host and facilitate at least one community -wide workshop in each
community on environmental justice issues, data and priorities for action, providing for both in-
person and virtual participation. For the County, due to its geographic size, this will require two large -
format workshops (for a total of 4 workshops). Depending on health directives in place at the time of
workshop implementation, the workshop format may be a mix of virtual and/or in -person, with the
overarching goal of supporting both broad and meaningful engagement. The Consultant should plan
for in -language interpretation to support engagement of Spanish-speaking residents. Other language
interpretation needs will be addressed on a jurisdiction -specific basis, with support from the
jurisdiction. The B+D Project Manager will support the overall community -wide engagement effort
(for example, in reviewing draft materials) but the scheduling, format selection and promotion of each
workshop will be coordinated by the Consultant directly with jurisdiction staff.
2.4 Equity -focused Engagement
The meaningful involvement of those who are disproportionately impacted by environmental health
risks and other harm must be at the core of the planning process. Informed by the EJ data analysis and
mapping, the Consultant will work with staff from participating jurisdictions, community -based
organization (CBO) partners, and the B+D Project Manager to identify groups and individuals affected
by EJ issues and develop a robust process for engaging them in the EJ Element process, which will be
outlined in the Community Engagement Plan (Task 2.1). To ensure that CBO partners are fairly
compensated for their time and expertise, we anticipate a minimum of 10% of the overall project
budget being allocated for this purpose.
The equity -focused engagement strategy should ensure the participation of these groups and
individuals in understanding EJ principles and SB 1000 requirements; providing feedback on data
analysis and findings; shaping the EJ Element's policies and priorities for action; and identifying
strategies for increasing civic engagement among EJ communities, including engagement of these
groups in implementation of the EJ Element's priorities. Equity -focused engagement should be carried
out in partnership with CBOs, with payment provided for their work effort, and in formats that work
for the populations being engaged, including but not limited to in -language engagement, focus
groups, "pop -ups" at parks, grocery stores or other venues, and integrating with existing community
meetings and events. Participation of engagement -focused CBOs in helping to strategize and carry out
this work is highly encouraged.
While the work effort to effectively engage EJ communities in this process will vary by jurisdiction
(especially for the countywide work with San Mateo County, and the desire to have a robust
engagement effort in East Palo Alto), the Consultant should assume approximately three equity -
focused engagement events or activities for each jurisdiction as a base, for a total of nine
(understanding that some events could be multi -jurisdiction).
As described in Task 2.1, the work to develop EJ elements and policies will be roughly in parallel with
another joint effort to develop Safety Elements for multiple San Mateo County jurisdictions. In
particular, opportunities to coordinate engagement of CBOs and EJ is desired, to the extent feasible,
so as to better manage demands on their time and leverage their input.
2.5 Joint Staff and Agency Partner Workshops
The Consultant will create and execute two joint workshops for key staff from the participating
jurisdictions and agency partners, building off the introductory training conducted by 21 Elements in
July and October 2022. The workshops are envisioned as an opportunity to bring together staff from
across the jurisdictions to understand issues of shared concern; deepen their understanding of EJ
issues, principles, and practices; collectively review data, community input and trends; and engage in
interactive exercises to prototype possible policy and program responses.
6
The Consultant should propose the timing of the workshops within the overall construct of the
proposed project schedule, but generally we envision the first workshop being focused on
understanding the data and evaluation of existing conditions, and the second timed to correspond
with the identification of priority policies, programs and actions. The workshops should also help
ensure that key agency staff are informed about community input and understand their role in
supporting a meaningful response. The B+D Project Manager will assist with the review of workshop
agendas and materials and help coordinate with the participating jurisdictions on workshop
invitations and logistics.
2.6 Industry Interviews and/or Focus Groups
The Consultant will work with the Project Steering Committee, other jurisdiction staff, CBO partners
and the B+D Project Manager to convene conversations with local industry and business leaders as
well as relevant state/regional agencies (e.g., CalTrans, BAAQMD, DTSC). The purpose of this work is
to better understand EJ issues; identify strategies for reducing and mitigating inequitable impacts of
pollution and other EJ issues; and identify ways in which EJ communities can better work with industry
and regional agencies to address issues of concern. This may also include conversations with "green
tech" or "clean alternative" companies and should engage community groups that are involved in
these issues as part of the conversation. This engagement will be cross -jurisdiction to the extent
practicable, but may involve focused engagement of specific businesses or clusters based on localized
geographies and impacts. The B+D Project Manager will provide input on the draft strategy for
industry input and engagement (which will be outlined in the Community Engagement Plan), with
approval from the Project Steering Committee prior to implementation.
2.7 Community Engagement Summary Report
The activities and knowledge gained through sub -tasks 2.3 through 2.6 should be described and
summarized in a Community Engagement Summary Report. The report should provide an overview of
the outreach efforts, the input received, and how input was incorporated and responded to in the
resulting EJ elements and policies. The report will provide a summary of the input and feedback from
all public outreach, including hard -to -reach and underrepresented communities. Activity -specific
summaries should be provided after each major touchpoint, cumulating in a final Community
Engagement Summary Report in conjunction with the final EJ element deliverables.
2.8 County Inter -departmental Sessions and Commission/Board Sessions
The County requests Consultant support for up to 5 interdepartmental meetings and/or commission
and board presentations and engagement sessions (e.g., the youth commission and the newly formed
farmworkers commission) in order to seek input and support for proposed policies.
2.9 Optional Add-ons
The Consultant should provide an option for jurisdictions to request additional community workshops,
equity -focused engagement and/or other outreach support to ensure broad and deep engagement in
the EJ element process.
Key Deliverables
• Community Engagement Plan (including equity -focused engagement strategy)
• Project Website (for education and engagement)
• Engagement and Outreach Materials (draft and final; in English and Spanish; delivered in format
that jurisdiction staff can incorporate on websites and easily update. While open to consultant
team input on specific media formats (slides, video, handouts, etc.) all products should be highly
graphic and easily understood by the general public)
• Four (4) Community -wide Workshops (plan for in -person, but one or more may be virtual;
provide for Spanish -language interpretation)
• Nine (9) or more Equity -focused Engagement Events delivered in partnership with CBOs.
Consultant should propose format of events or provide a menu of options that can be tailored to
each community's needs. Budget should be included to compensate CBO partners and/or
participants in focus group activities.
• Two (2) Joint Staff/Agency Workshops
• Industry Input / Engagement Activities (may be combined to address multiple jurisdictions rather
than done separately for each jurisdiction. Consultant should propose format, number and timing
to support meaningful input and dialogue)
• Community Engagement Summary Report, including interim summaries of input following each
major set of engagement activities.
• Five (5) County -specific Interdepartmental Work Sessions and Board/Commission Sessions
• Optional Add -on Workshops, Commission/Board presentations, and Other Engagement Events
Task 3. Environmental Justice Existing Conditions: Data, Maps and Indicators
Refer to the State of California's General Plan Guidelines for additional guidance regarding analysis
requirements and available data sources. Consultants should also propose approaches that expand upon
State requirements and this scope language based upon their experience and expertise.
3.1 Identify/Confirm Disadvantaged Communities and EJ Focus Areas
The Consultant will review relevant data to identify the disadvantaged communities that will be the
focus of the EJ Elements. This will be based on existing datasets/indices and supplemented by local
knowledge about population, land use, pollution sources, and sensitive receptors. Once defined, these
areas will be vetted with jurisdiction staff and community stakeholders via the jurisdiction staff
meetings and engagement activities outlined in Tasks 1 and 2. Draft materials will be reviewed by the
B+D Project Manager and then shared with the Joint Steering Committee and jurisdiction teams,
including the county's Core Equity Team data committee. This work shall at a minimum include:
■ Use of CalEnviroScreen to examine whether the planning areas for each jurisdiction's general plan
contains census tracts that have a combined score of 75% or higher, supplemented by data from
the CA Healthy Places Index (HPI) and MTC Equity Priority Communities (using the versions that
incorporate race -based data).
■ Mapping of the household median incomes by census tract (and block group, as needed) in the
planning area at or below statewide median income and examine for disproportionate pollution
burden.
■ Mapping the household median incomes by census tract (and block group, as needed) in the
planning area at or below the Department of Housing and Community Development's state
income limits and examine for disproportionate pollution burden.
■ Incorporating and analyzing community -specific data (e.g., local sources of pollution such as car
washes, auto shops, etc.) and examining for additional pollution burden and health risk factors.
■ Ground-truthing the preliminary areas of "disadvantage" through community consultations and,
based on community input, refining and finalizing for presentation to the Joint Steering
Committee.
3.2 Indicator List and Data Collection
The Consultant will review and compile relevant available data that measures and documents the
disproportionate impact of environmental pollution and other hazards on lower income populations,
as defined in SB1000, and the resulting health effects and outcomes. Following review by the B+D
Project Manager, the Consultant will present the draft list of indicators to the Joint Steering
Committee (and possibly at the initial Staff/Agency Workshop) as well as to the County's Health
Planning and Policy unit and community stakeholders, including CBOs representing EJ communities,
for review and refinement to ensure that it reflects the most important EJ issues in each community.
Potential indicators for consideration include those listed in the Citv of LA's Health Atlas.
This task will include collecting additional data from other local, regional and state agencies such as
utility districts, CalTrans, Geotracker and EnviroStor for hazardous waste sites, and Aclima/BAAQMD
(the Bay Area Air Quality Management District), to access additional, localized data to ensure a
complete understanding of potential disproportionate impacts. Input from community engagement
should also be factored into the identification and refinement of appropriate indicators.
Collected data and relevant documentation regarding its collection and processing should be
organized and conveyed to jurisdiction partners to support future updates and evaluation.
3.3 Partner Agency Engagement / Coordination with the San Mateo County Health Department and the
Equity Team of the County Executive Office
The Consultant will identify and engage key partner agencies from around the county, including
regional and state agencies as needed, such as the California Department of Toxic Substances Control
(DTSC), to seek data and input relevant to documenting and measuring environmental risks and
identifying and evaluating opportunities for risk reduction. This may be a series of one-on-one
calls/interviews or one or more group meetings. Specific effort will be made to coordinate with the
County's Health Department and the Equity Team of the County Executive Office staff around data
analysis as well as program and policy priorities for the EJ elements. The B+D Project Manager will
review the Consultant's partner agency engagement strategy and confirm it with the Joint Steering
Committee prior to implementation.
3.4 Analysis Results: Data Tables, Maps and Summaries
The Consultant will prepare maps and data tables documenting the location of disadvantaged
communities as well as the nature of their environmental burdens, health risks, and needs for each of
the participating jurisdictions for use as a technical appendix, and prepare a concise illustrated
narrative with accompanying summary graphics for use in the main text of each jurisdiction's existing
conditions report and/or element. Map data will be presented at the census block level as needed to
differentiate impacts and environmental burdens, especially in lower density unincorporated
communities of the county. The analysis and summary should document and discuss the
disproportionate burdens and impacts by geography and key demographics (race, gender, age, etc.) to
provide high-level takeaways on disparities and their impacts.
Analysis results and their implications for affected communities, as well as potential policy and action
responses, should be incorporated in the project's public education materials, including on the project
website and at the community workshops and other engagement activities, with translation as
appropriate.
Draft materials will be reviewed by the B+D Project Manager, by each participating jurisdiction and by
key CBO partners prior to being publicly posted.
Deliverables
• EJ Focus Area Maps (draft and refined; mapped at census block level as needed and refined
through community ground-truthing)
• List of EJ Indicators (draft and final based on jurisdiction, and partner and community feedback)
• EJ Data Sets (along with documentation regarding sources and processing)
• Existing Conditions Technical Appendix and Narrative Summary for each Jurisdiction (including
data tables, maps and graphics; draft and final based on jurisdiction feedback)
Task 4. Environmental Justice Elements: Development and Adoption
4.1 Evaluation of Current Policies, Programs and Practices
The Consultant will partner with jurisdiction staff to conduct a scan of existing policies, programs and
practices to identify current strengths, weaknesses and gaps related to environmental justice,
including relevant state and regional policies, programs and practices as needed to ensure a
comprehensive understanding of the current environment. Staff in each jurisdiction will assist in
identifying the pertinent plans and policies to include in the review. Based on jurisdiction input, the
Consultant will then summarize results to highlight areas of comparative strength and areas for
improvement for each participating jurisdiction. The draft summaries will be reviewed by the B+D
Project Manager and then shared directly with jurisdiction contacts, with key takeaways discussed by
the Joint Steering Committee.
4.2 Summary of Key Challenges and Opportunities
Drawing on input from the data analysis (Task 3) and community engagement (Task 2) as well as input
from jurisdiction staff and agency partners, the Consultant will prepare a summary of key
environmental justice challenges and opportunities for each jurisdiction, including lessons for the
cross -jurisdiction collaborative that can be shared more broadly via 21 Elements. While initially
delivered as a stand-alone product to inform policy and program development, it will also become a
part of the EJ element for each jurisdiction. An initial draft will be reviewed by the B+D Project
Manager, with each jurisdiction's draft reviewed by the jurisdiction staff prior to being finalized.
4.3 EJ Policies and Programs / Draft EJ Element Development
The Consultant will develop the draft EJ Element (as a new stand-alone element or, for two of the
jurisdictions, an update to an existing element), incorporating material from preceding tasks as
appropriate and articulating draft policies, and programs and implementing action priorities, mapped
to the summary of key challenges and opportunities. An initial administrative draft (version 1) will be
provided for review by the B+D Project Manager; a revised administrative draft (version 2) will then
be sent to each jurisdiction team for review and comment; with a public review draft incorporating
staff input then provided to CBO partners and the general public. The Consultant will take the lead on
documenting, responding to and incorporating public comments, consulting with jurisdiction staff as
needed and to confirm changes. A final draft (version 4) will then be prepared for adoption hearings.
Following adoption, the final element will be prepared (version 5) to reflect any final changes resulting
from the adoption process.
4.4 EJ Element Review and Adoption
The Consultant will support jurisdiction staff through the public review and adoption process,
including participation in and presentations at up to two public hearings and providing responses to
public and decision maker comments and feedback. For the County, a third hearing will be required
10
before the California Coastal Commission. The B+D Project Manager will not participate in the
hearings, but will be available to review draft materials and support as -needed.
4.5 Optional Add-ons
The Consultant should provide an option for jurisdictions to request additional adoption process
support, including participation at additional hearings or related work effort.
Deliverables
• Evaluation of Current EJ Policies, Programs and Practices (memo) for each jurisdiction (draft and
refined)
• Key Challenges and Opportunities Summary for each jurisdiction, synthesizing information from
preceding tasks and providing framework for each EJ Element's policies and programs (draft and
final based on jurisdiction feedback)
• EJ Element (new stand-alone element for one jurisdictions (San Mateo County) and updated
elements for two jurisdictions (Burlingame and East Palo Alto), including five iterations: two
administrative drafts; a public review draft; a final draft; and the adopted element.
• Presentation at two public hearings per jurisdiction (three for the County), for a total of seven.
D. FORMAT OF DELIVERABLES
Expected deliverables are identified in the preceding Scope of Work section. All documents will be delivered
in Microsoft Word format and print -quality Adobe PDF. If alternative formats are preferred or anticipated
for specific products, the Consultant will first secure approval from the B+D Project Manager.
E. BUDGET
The anticipated budget for completion of this scope is in the range of $340,000 to $410,000, inclusive of
funding to compensate CBO partners for their time and expertise but exclusive of time for B+D Planning to
support project management of the joint effort. The three participating jurisdictions are looking for
opportunities for cost efficiencies in undertaking this work together, as well as opportunities for shared
learning and collaborative action.
The table below provides a rough estimate of the budget allocation across the participating jurisdictions,
reflecting the anticipated level of effort for each, factoring in expected work effort to support cross -
jurisdiction collaboration as well as anticipated efficiencies in joint data collection, analysis and
outreach/engagement.
Please note that City of Burlingame is serving as fiscal agent for this effort. All contracting, invoicing and
payments will be through the City of Burlingame, which will manage the contract in collaboration with the
B+D Project Manager. Invoicing will be expected to break out hours by task and jurisdiction (where
relevant), but all billing and payment will be via the City of Burlingame.
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F. TENTATIVE SCHEDULE
Following is an overview of anticipated general sequence, overlapping and timing of key activities.
Kick-off, Initial Data Collection; Engagement Plan (2.1, 3.1, 4.1))
February— March 2023
Engagement (2.2 thru 2.6); Indicators and Partners (3.2 and 3.3)
March — October 2023
Summaries (2.7, 3.4, 4.2)
August — October 2023
Element Development (4.3)
September — December 2023
Review and Adoption
January - March 2024
G. PROPOSAL CONTENTS AND INFORMATION
Submittal Requirements
The Proposer shall include in its proposal, at a minimum, the following information presented in a clear
and concise format, in order to demonstrate the Proposer's competence and professional qualifications
for the satisfactory performance of the services outlined in this Request for Proposals.
Qualifications and Experience: The experience and qualifications shall be specified for the firm including its
experience working in partnership with EJ communities and work in creating Environmental Justice Elements
and related policies that advance healthy and equity. Experience in engaging in multi -jurisdiction efforts such
as this should also be highlighted. Include resumes and project experience for the project manager and key
staff members.
b. Client References: Provide a minimum of three (3) client references. References shall be California cities or
other large public sector entities. Provide the designated person's name, title, organization, address,
telephone number, and a description of the planning services contract(s) that were completed for that
client.
c. Work Program: The proposal shall include a work program that identifies process, deliverables, and timing.
The work program shall identify any informational sources, documents or other resources that the Proposer
assumes that the participating jurisdictions will provide. The work program should clearly state the
Proposer's recommended approach to ensuring equitable engagement and to partnering with community -
based organizations that work in and with EJ communities. To the extent feasible, the work program should
also identify opportunities for coordination and collaboration with the parallel work effort underway to
develop Safety Elements in the county, in particular with regard to community outreach and engagement.
d. Cost Proposal: The Proposal shall provide a total cost (in a not -to -exceed amount) including hourly rates
for all professional, technical and support personnel, and all othercharges related to completion of the
work. Cost shall be broken out by task and, where relevant, jurisdiction.
Terms and Conditions: The consultant shall state its willingness to accept the terms and conditions in
the sample Agreement for Professional Services attached. This is the City of Burlingame's standard
agreement. If there are any terms which cannot be met, the Consultant shall identify them and propose
alternative wording if necessary to ensure proper agreement terms.
12
Proposals are due by 5:00 PM, Monday, December 5th and shall be addressed to:
Joseph Sanfilippo
Economic Development & Housing Specialist
isanfilippo@burlingame.org
City of Burlingame
501 Primrose Road
Burlingame, CA 94010
Review of Proposals
After the proposals are received by the City, the City shall a committee of representatives from each of the
participating jurisdictions to review and evaluate all proposals for responsiveness to the Request for
Proposal and Scope of Work in order to determine whether the Proposer understands the scope of work
and possesses the professional qualifications necessary for the satisfactory performance of the services
required. The City may further investigate qualifications of Proposers, and the City may require clarifications
of proposals directly from one or more Proposers.
In reviewing the proposals to select those firms which will be interviewed, the City may consider the
following selection criteria:
1. Understanding of the project's needs and issues to be addressed; quality and effectiveness of the
proposed community outreach and engagement program; completeness and responsiveness of
the proposal to the project's operational needs.
2. References, qualifications and experience of the firm's project manager and proposed staff,
including history of successful completion of similar projects.
3. Availability of project manager and staff to complete work tasks according to project's needs.
4. Cost effectiveness in the performance of similar work for other clients.
Depth of community outreach and engagement experience, including in particular work with EJ
communities and partnership with community -based organizations.
Upon completion of the interview and any further review and investigation period, the City shall notify
the Proposer(s) whose proposals will be considered for further evaluation and negotiation.
Award of Agreement
If the selection committee determines, after further evaluation and negotiation, to award the
Agreement, a Professional Services Agreement in standard City form shall be sent to the successful
Proposerfor the Proposer's signature. No proposal shall be binding upon the City or its partners until
after the Agreement is signed by duly authorized representatives of both the Consultant and the City.
Liability and workers compensation insurance in standard City form shall be required for all consultants.
Standard Terms and Conditions
The consultant shall state its willingness to accept the terms and conditions in the sample Agreement
for Professional Services attached. This is the City standard agreement and the consultant shall list any
13
items which cannot be met and the alternative wording if necessary to ensure proper agreement terms.
If the City and the Consultant cannot agree on the alternative wording, then the City reserves the right
to select another Consultant. The actual agreement that is negotiated will, of course, be more
comprehensive in response to the actual proposal.
Insurance Requirements
The selected consultant will be required to furnish evidence of insurance in the followingamounts:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 000112 04
covering CGL on an "occurrence" basis, including products -completed operations, personal &
advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit
applies, either the general aggregate limit shall apply separately to this project/location or the
general aggregate limit shall be $2,000,000.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor
has no owned autos, hired, (Code 8) and non -owned autos (Code 9), withlimit no less than
$1,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation insurance as required by the State of California, with Statutory Limits,
and Employer's Liability Insurance with limit of no less than
$1,000,000 per accident for bodily injury or disease.
4. Professional Liability (Errors and Omissions) Insurance appropriate to the Contractor's
profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.
If the contractor maintains higher limits than the minimums shown above, the City requires and shall be
entitled to coverage for the higher limits maintained by the contractor.
(See sample agreement for details)
The City reserves the right to reject any or all proposals, and to waive any irregularity. The award of
the Agreement, if made by the City in coordination with its partners, will be based upon a total
review andanalysis of each proposal and projected costs.
Addenda and Interpretation
The City shall not be responsible for nor be bound by any oral instructions or interpretations or
explanations issued by the City or its representatives. Should discrepancies or omissions be found in this
RFP or should there be a need to clarify the RFP, you may request clarification in by email and deliver
the request to:
Joseph Sanfilippo, Economic Development & Housing Specialist
Community Development Department — Economic Development Division
City of Burlingame
501 Primrose Road
Burlingame, CA 94010
Phone: 650-558-7264
Email: jsanfilippo@burlin�ame.or
Such requests for clarification shall be delivered to the City at least one week (5 business days) prior to
the proposal due date. Any City response to a request for clarification will be made in the form of an
addendum to this RFP and will be sent to all parties to whom this RFP has been issued prior to the
due date. All addenda shall become part of this RFP.
14
IV. TENTATIVE RFP SCHEDULE
December 2, 2022: RFP Questions Due
December 9, 2022: Responses to questions provided
December 22, 2022: Proposals Due by 5:00 PM
Week of January 9, 2022: Interviews
By end January 2023: Consultant Selection and Contracting
February 2023: Project Launch
For questions regarding this RFP, please contact:
Joseph Sanfilippo, Economic Development & Housing Specialist
Phone: 650-558-7264
Email: jsanfilippo@burliname.org
15
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF BURLINGAME
AND
THIS AGREEMENT is by and between ("Consultant") and the
City of Burlingame, a public body of the State of California ("City"). Consultant and City agree:
1. Services. Consultant shall provide the Services set forth in Exhibit A, attached
hereto and incorporated herein.
2. Compensation. Notwithstanding the expenditure by Consultant of time and
materials in excess of said Maximum compensation amount, Consultant agrees to perform all of
the Scope of Services herein required of Consultant for $ , including all materials
and other reimbursable amounts ("Maximum Compensation"). Consultant shall submit invoices
on a monthly basis. All bills submitted by Consultant shall contain sufficient information to
determine whether the amount deemed due and payable is accurate. Bills shall include a brief
description of services performed, the date services were performed, the number of hours spent
and by whom, a brief description of any costs incurred and the Consultant's signature.
3. Term. This Agreement commences on full execution hereof and terminates on
unless otherwise extended or terminated pursuant to the provisions hereof.
Consultant agrees to diligently prosecute the services to be provided under this Agreement to
completion and in accordance with any schedules specified herein. In the performance of this
Agreement, time is of the essence. Time extensions for delays beyond the Consultant's control,
other than delays caused by the City, shall be requested in writing to the City's Contract
Administrator prior to the expiration of the specified completion date.
4. Assignment and Subcontracting. A substantial inducement to City for entering
into this Agreement is the professional reputation and competence of Consultant. Neither this
Agreement nor any interest herein may be assigned or subcontracted by Consultant without the
prior written approval of City. It is expressly understood and agreed by both parties that
Consultant is an independent contractor and not an employee of the City.
5. Insurance. Consultant, at its own cost and expense, shall carry, maintain for the
duration of the Agreement, and provide proof thereof, acceptable to the City, the insurance
coverages specified in Exhibit B, "City Insurance Requirements," attached hereto and
incorporated herein by reference. Consultant shall demonstrate proof of required insurance
coverage prior to the commencement of services required under this Agreement, by delivery of
Certificates of Insurance to City.
6. Indemnification. Consultant shall indemnify, defend, and hold City, its directors,
officers, employees, agents, and volunteers harmless from and against any and all liability,
claims, suits, actions, damages, and causes of action arising out of, pertaining or relating to the
negligence, recklessness or willful misconduct of Consultant, its employees, subcontractors, or
agents, or on account of the performance or character of the Services, except for any such claim
arising out of the sole negligence or willful misconduct of the City, its officers, employees,
agents, or volunteers. It is understood that the duty of Consultant to indemnify and hold
harmless includes the duty to defend as set forth in section 2778 of the California Civil Code.
Notwithstanding the foregoing, for any design professional services, the duty to defend and
indemnify City shall be limited to that allowed pursuant to California Civil Code section 2782.8.
Acceptance of insurance certificates and endorsements required under this Agreement does not
relieve Consultant from liability under this indemnification and hold harmless clause. This
indemnification and hold harmless clause shall apply whether or not such insurance policies shall
have been determined to be applicable to any of such damages or claims for damages.
7. Termination and Abandonment. This Agreement may be cancelled at any time
by City for its convenience upon written notice to Consultant. In the event of such termination,
Consultant shall be entitled to pro -rated compensation for authorized Services performed prior to
the effective date of termination provided however that City may condition payment of such
compensation upon Consultant's delivery to City of any or all materials described herein. In the
event the Consultant ceases performing services under this Agreement or otherwise abandons the
project prior to completing all of the Services described in this Agreement, Consultant shall,
without delay, deliver to City all materials and records prepared or obtained in the performance
of this Agreement. Consultant shall be paid for the reasonable value of the authorized Services
performed up to the time of Consultant's cessation or abandonment, less a deduction for any
damages or additional expenses which City incurs as a result of such cessation or abandonment.
8. Ownership of Materials. All documents, materials, and records of a finished
nature, including but not limited to final plans, specifications, video or audio tapes, photographs,
computer data, software, reports, maps, electronic files and films, and any final revisions,
prepared or obtained in the performance of this Agreement, shall be delivered to and become the
property of City. All documents and materials of a preliminary nature, including but not limited
to notes, sketches, preliminary plans, computations and other data, and any other material
referenced in this Section, prepared or obtained in the performance of this Agreement, shall be
made available, upon request, to City at no additional charge and without restriction or limitation
on their use. Upon City's request, Consultant shall execute appropriate documents to assign to
the City the copyright or trademark to work created pursuant to this Agreement. Consultant shall
return all City property in Consultant's control or possession immediately upon termination.
9. Compliance with Laws. In the performance of this Agreement, Consultant shall
abide by and conform to any and all applicable laws of the United States and the State of
California, and all ordinances, regulations, and policies of the City. Consultant warrants that all
work done under this Agreement will be in compliance with all applicable safety rules, laws,
statutes, and practices, including but not limited to Cal/OSHA regulations. If a license or
registration of any kind is required of Consultant, its employees, agents, or subcontractors by
law, Consultant warrants that such license has been obtained, is valid and in good standing, and
Consultant shall keep it in effect at all times during the term of this Agreement, and that any
applicable bond shall be posted in accordance with all applicable laws and regulations.
10. Conflict of Interest. Consultant warrants and covenants that Consultant presently
has no interest in, nor shall any interest be hereinafter acquired in, any matter which will render
the services required under the provisions of this Agreement a violation of any applicable state,
local, or federal law. In the event that any conflict of interest should nevertheless hereinafter
arise, Consultant shall promptly notify City of the existence of such conflict of interest so that
the City may determine whether to terminate this Agreement. Consultant further warrants its
compliance with the Political Reform Act (Government Code § 81000 et seq.) respecting this
Agreement.
11. Whole Agreement and Amendments. This Agreement constitutes the entire
understanding and Agreement of the parties and integrates all of the terms and conditions
mentioned herein or incidental hereto and supersedes all negotiations or any previous written or
oral Agreements between the parties with respect to all or any part of the subject matter hereof.
The parties intend not to create rights in, or to grant remedies to, any third parry as a beneficiary
of this Agreement or of any duty, covenant, obligation, or undertaking established herein. This
Agreement may be amended only by a written document, executed by both Consultant and the
City Manager, and approved as to form by the City Attorney. Such document shall expressly
state that it is intended by the parties to amend certain terms and conditions of this Agreement.
The waiver by either party of a breach by the other of any provision of this Agreement shall not
constitute a continuing waiver or a waiver of any subsequent breach of either the same or a
different provision of this Agreement. Multiple copies of this Agreement may be executed but
the parties agree that the Agreement on file in the office of the City Clerk is the version of the
Agreement that shall take precedence should any differences exist among counterparts of the
document. This Agreement and all matters relating to it shall be governed by the laws of the
State of California.
12. Capacity of Parties. Each signatory and parry hereto warrants and represents to
the other party that it has all legal authority and capacity and direction from its principal to enter
into this Agreement and that all necessary actions have been taken so as to enable it to enter into
this Agreement.
13. Severability. Should any part of this Agreement be declared by a final decision
by a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the
authority of either parry to enter into or carry out, such decision shall not affect the validity of the
remainder of this Agreement, which shall continue in full force and effect, provided that the
remainder of this Agreement, absent the unexcised portion, can be reasonably interpreted to give
effect to the intentions of the parties.
14. Notice. Any notice required or desired to be given under this Agreement shall be
in writing and shall be personally served or, in lieu of personal service, may be given by (i)
depositing such notice in the United States mail, registered or certified, return receipt requested,
postage prepaid, addressed to a parry at its address set forth in Exhibit A; (ii) transmitting such
notice by means of Federal Express or similar overnight commercial courier ("Courier"), postage
paid and addressed to the other at its street address set forth below; (iii) transmitting the same by
facsimile, in which case notice shall be deemed delivered upon confirmation of receipt by the
sending facsimile machine's acknowledgment of such with date and time printout; or (iv) by
personal delivery. Any notice given by Courier shall be deemed given on the date shown on the
receipt for acceptance or rejection of the notice. Either parry may, by written notice, change the
address to which notices addressed to it shall thereafter be sent.
3
15. Miscellaneous. Except to the extent that it provides a part of the definition of the
term used herein, the captions used in this Agreement are for convenience only and shall not be
considered in the construction of interpretation of any provision hereof, nor taken as a correct or
complete segregation of the several units of materials and labor.
Capitalized terms refer to the definition provide with its first usage in the Agreement.
When the context of this Agreement requires, the neuter gender includes the masculine,
the feminine, a partnership or corporation, trust or joint venture, and the singular includes the
plural.
The terms "shall", "will", "must" and "agree" are mandatory. The term "may" is
permissive.
The waiver by either party of a breach by the other of any provision of this Agreement
shall not constitute a continuing waiver or a waiver of any subsequent breach of either the same
or a different provision of this Agreement.
When a party is required to do something by this Agreement, it shall do so at its sole cost
and expense without right to reimbursement from the other party unless specific provision is
made otherwise.
Where any party is obligated not to perform any act, such party is also obligated to
restrain any others within its control from performing such act, including its agents, invitees,
contractors, subcontractors and employees.
IN WITNESS WHEREOF, Consultant and City execute this Agreement.
CITY OF BURLINGAME
501 Primrose Road
Burlingame, CA 94010
an
Lisa Goldman
City Manager
Date:
Attest:
Meaghan Hassel -Shearer
City Clerk
CONSULTANT
Name
By:_
Name
Title
Date:
Federal Employer ID Number:
License Number:
Expiration Date:
Approved as to form:
Michael Guina
City Attorney
Attachments:
Exhibit A Scope of Services
Exhibit B City Insurance Provisions
Exhibit B
INSURANCE REQUIREMENTS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder and the results of that work by the Contractor, his agents, representatives, employees or
subcontractors.
Minimum Scope of Insurance Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 04
covering CGL on an "occurrence" basis, including products -completed operations, personal &
advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit
applies, either the general aggregate limit shall apply separately to this project/location or the
general aggregate limit shall be $2,000,000.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor
has no owned autos, hired, (Code 8) and non -owned autos (Code 9), with limit no less than
$1,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation insurance as required by the State of California, with Statutory Limits,
and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for bodily
injury or disease.
4. Professional Liability (Errors and Omissions) Insurance appropriate to the Contractor's
profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.
If the contractor maintains higher limits than the minimums shown above, the City requires and shall be
entitled to coverage for the higher limits maintained by the contractor.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its officers, officials, employees, and volunteers are to be covered as insureds on the auto
policy with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf
of the contractor and on the general liability policy with respect to liability arising out of work or operations
performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection
with such work or operations. General liability coverage can be provided in the form of an endorsement to
the Contractor's insurance (at least as broad as ISO Form CG 20 10, 1185 or both CG 20 10 and CG 20 37
forms if later revisions used).
Primary Coverage
For any claims related to this contract, the Contractor's insurance coverage shall be primary insurance
as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance
maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor's
insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after
thirty (30) days' prior written notice (10 days for non-payment) has been given to the City.
Waiver of Subrogation
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor
may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees
to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision
applies regardless of whether or not the City has received a waiver of subrogation endorsement from the
insurer.
Deductibles and Self -Insured Retentions
Any deductibles or self -insured retentions must be declared to and approved by the City. The City may
require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability
to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANII, unless
otherwise acceptable to the City.
Claims Made Policies (note — should be applicable only to professional liability, see below)
If any of the required policies provide claims -made coverage:
1. The Retroactive Date must be shown, and must be before the date of the contract or the
beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5)
years after completion of the contract of work
3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with
a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended
reporting" coverage for a minimum of five (5) years after completion of work.
Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements or copies of the
applicable policy language effecting coverage required by this clause. All certificates and endorsements are
to be received and approved by the City before work commences. However, failure to obtain the required
documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The
City reserves the right to require complete, certified copies of all required insurance policies, including
endorsements required by these specifications, at any time.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior
experience, insurer, coverage, or other special circumstances.
:7
-04.
Environmental Justice Elements
for the City of Burlingame, City of East Palo
Alto, and the County of San Mateo
U,
�f
® PLACEWORKS
Revised Proposal for Services I April 17, 2023
Environmental Justice Elements
for the City of Burlingame, City of East Palo Alto,
and the County of San Mateo
Prepared By:
PlaceWorks
2040 Bancroft Way, Suite 400
Berkeley, California 94704
t 510.848.3815
ORANGE COUNTY • BAY AREA • SACRAMENTO CENTRAL COAST • LOS ANGELES • INLAND EMPIRE
www.placeworks.com
PLACEWORKS
December 22, 2022, Original Submittal
April 17, 2023, Revised Submittal
Joseph Sanfilippo, Economic Development & Housing Specialist
City of Burlingame
Community Development Department— Planning Division
501 Primrose Road
Burlingame, CA 94010
Subject: Proposal to Develop Environmental Justice Elements for the City of Burlingame, City of East Palo
Alto, and County of San Mateo
Dear Joseph:
Please accept the attached submittal as PlaceWorks' proposal to prepare Environmental Justice Elements
for the City of Burlingame, City of East Palo Alto, and County of San Mateo.
This project is an exciting opportunity to leverage regional collaboration to improve individual communities.
Following the passage of SB 1000, PlaceWorks has supported numerous cities and counties in reconsidering
longstanding policies and practices to center environmental justice, giving us a nuanced understanding of
statutory requirements. Even more importantly, we have learned that doing this work effectively demands
meaningful engagement of communities of color, low income communities, people with disabilities, and
other groups that bear disproportionately high environmental health burdens. This proposal reflects our
commitment to reflecting their lived experiences and priorities for policies and implementation strategies in
the updated and new Environmental Justice Elements.
At the same time, we understand the necessity of crafting policies that each jurisdiction can feasibly
implement. Building trust with these historically underrepresented communities requires honesty and
transparency about what local government can accomplish. Our experience leading other coordinated multi -
jurisdictional general plan update projects at the countywide scale has honed strong project management
skills that will facilitate knowledge -sharing opportunities and creative problem -solving. These opportunities
will be amplified by seamless internal coordination with the PlaceWorks team preparing the
Multijurisdictional Safety Element Updates in San Mateo County.
As a Principal, Joanna Jansen is authorized to bind the team to the contents of this submittal and to negotiate
contracts on behalf of PlaceWorks. Please contact Joanna with any questions.
We look forward to your response.
Respectfully submitted,
PLACEWORKS
Joanna Jansen, AICP, LEED AP
Managing Principal, Planning
Tanya Sundberg
Associate Principal
2040 Bancroft Way, Suite 400 1 Berkeley, California 94707 1 510.848.3815 1 PlaceWorks.com
CONTENTS
A. QUALIFICATIONS AND EXPERIENCE 1
PlaceWorks.......................................................................................... 1
Climate Resilient Communities.......................................................... 12
B. CLIENT REFERENCES 15
C. WORK PROGRAM 17
Approach............................................................................................ 17
Schedule............................................................................................. 21
Scopeof Work.................................................................................... 21
D. COST PROPOSAL 33
E. TERMS AND CONDITIONS 37
Proposal for Services • PLACEWORKS
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CITY OF BURLINGAME • Environmental Justice Elements
A. QUALIFICATIONS AND
EXPERIENCE
PlaceWorks has assembled a highly qualified team to complete the Environmental Justice Elements. This
chapter describes the qualifications of the PlaceWorks team and the key personnel that will be assigned
to the project. Resumes for the key staff identified below are included in the appendix at the end of this
proposal. Additional materials are available upon request.
PlaceWorks
PlaceWorks is one of the West's preeminent planning and design
firms, with approximately 120 employees in six offices. Formerly
known as The Planning Centers DC&E, PlaceWorks' history dates
back over 45 years. The Planning Center, established in 1975, was
created with the intent to integrate individual design disciplines
and work efforts into a greater whole. Similarly, Design,
Community & Environment (DC&E) was founded over 25 years ago
to offer high -quality, personalized, and comprehensive planning,
design, and environmental review services. In 2011, these two
highly respected planning and design firms merged, forming a
company with an expanded set of disciplines and strengths.
PlaceWorks serves both public- and private -sector clients
throughout the state in the fields of comprehensive planning,
environmental review, urban design, landscape architecture,
community outreach, and Geographic Information Systems (GIS).
Our talented, multidisciplinary team thrives on working with
communities to tackle complex problems and develop workable
solutions.
Company Ownership
Company Type: California S-
Corporation
Office Locations
Berkeley (bulk of work will be
from this office)
Los Angeles
Santa Ana (headquarters)
Ontario
San Luis Obispo
Sacramento
Primary Contact
Joanna Jansen
Managing Principal
2040 Bancroft Way, Suite 400
Berkeley, CA 94704
510.848.3815 ext. 3318
jjansen@placeworks.com
PlaceWorks is all about places and how they work geographically, Website
environmentally, functionally, aesthetically, and culturally. We are www.placeworks.com
also passionate about how we work with our clients. PlaceWorks
brings together people from diverse practice areas, offering best -
of -all -worlds capability and connectivity. Just as each place we work is distinctly different, so is our
thinking.
For the Environmental Justice Elements for the City of Burlingame, City of East Palo Alto, and San Mateo
County, PlaceWorks will oversee all aspects of the project and ensure its successful and timely
completion.
Proposal for Services • PLACEWORKS 1
Qualifications and Experience
Key Staff
Joanna Jansen, AICP, LEED AP, Principal -in -Charge
Joanna will serve as Principal -in -Charge and will ensure that all products are
E u�' produced on -time, on -budget, and meet the highest standards of quality.
Joanna oversees PlaceWorks' comprehensive planning practice in Northern
. California. Joanna has led or contributed to over eighteen General Plan
Updates for cities and counties across California, in urban, suburban, and
rural contexts. Her projects include extensive and creative public
engagement, including around complex topics of environmental justice,
public health, and resilience. Joanna has significant experience in the
organization and facilitation of public involvement programs, both as stand-
alone outreach efforts and as part of larger planning projects. She believes that meaningful community
engagement from the earliest stages of a project enhances the ultimate outcome and establishes
invaluable public support for its implementation. Joanna is currently leading General Plan Updates to
address environmental justice issues in San Mateo, Contra Costa County, Vallejo, and Vacaville. She also
teaches the UC Davis Continuing and Professional Education course on The General Plan in California.
Tanya Sundberg, Associate Principal, Project Manager
�— - V Tanya will serve as the Project Manager and will be responsible for the day-
to-day management of the project, as well as for maintaining regular contact
with jurisdiction staff, the Baird + Driscoll (B+D) Project Manager, and
*�^ community -based organization (CBO) partners. Tanya will also facilitate
meetings and workshops, attending all project meetings. Tanya brings
t valuable planning experience through her work in both the public and
private sector. She is organized and detail -oriented, produces high -quality
documents, and maintains open and communicative working relationships
with her clients. Tanya's work at PlaceWorks has focused on general plans, specific plans, sustainability/
climate action plans, cannabis planning and environmental services, complete streets plans, and
environmental reviews. She is currently managing the Contra Costa County General Plan Update, Climate
Action Plan, Zoning Support, and EIR, which has involved extensive work to prepare a robust set of
environmental justice goals, policies, and actions that are tailored to eight separate unincorporated
communities that are considered disadvantaged communities under SB 1000 in western Contra Costa
County. She also managed the City of Stockton General Plan Update and EIR, which won an Award of
Excellence for Comprehensive Planning for a Large Jurisdiction from the APA California Chapter, in part
to recognize the successful partnerships that the City developed with local CBOs in support of community
health and environmental justice over the course of the General Plan Update.
2 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
4 4
Qualifications and Experience
Cliff Lau, Associate, Assistant Project Manager
mMM Cliff will serve as Assistant Project Manager, focusing on the updates to the
Healthy People and Healthy Places Element for Burlingame and Health and
Equity Element for East Palo Alto. Cliff has a diverse range of experience in
the areas of urban design, community planning, and engagement. He focuses
on planning and design oriented towards communities, the environment,
health, and the public realm. He is one of the authors of the SB 1000 Toolkit
and is currently managing the preparation of Environmental Justice Elements
for the Cities of Vallejo and Vacaville. Cliff possesses a valuable skillset,
bringing high -quality coordination and design to his portfolio of projects. His technical skills include
graphic design, illustration, hand drawing, and GIS mapping. He has produced planning documents,
design visualizations, maps, and design guidelines to envision community development projects and
specific plans. Cliff is committed to creating clear, accessible, and high -quality products to support the
success of projects.
Angelica Garcia, Associate, Assistant Project Manager
Angelica will serve as Assistant Project Manager, focusing on the preparation
of a new Environmental Justice Element for San Mateo County. Angelica
works on a wide range of planning projects, including general plans,
neighborhood plans, community outreach campaigns, housing elements,
and zoning code updates. She has over seven years of experience as a
planner and brings a wide variety of skills through her work experience and
education. Her interest in urban planning stems from her desire to help
create healthier communities. She enjoys working on plans that reflect the
unique needs of each community. Angelica worked on the Environmental
Justice Element for Hollister's General Plan Update and helped refine policies on environmental justice
in San Mateo's General Plan Update. Currently, she is the project manager for Stockton's Neighborhood
Action Plans, which is focused on eliminating barriers to building housing, especially for lower -income
households, and developing actions to help address other neighborhood issues such as lack of food
access. Angelica speaks Spanish and enjoys engaging with the Spanish-speaking community. Prior to
joining PlaceWorks, Angelica worked as a planner in the public sector for the City of Vacaville and City of
Buena Park, where she gained valuable experience in policy implementation, zoning, and community
planning.
Robert Mazur, Associate Principal, Director of GIS
Rob will serve as key staff and provide GIS support to the project. Rob has
extensive experience creating maps and datasets for a range of planning
projects. He specializes in all facets of geodatabase development, data
management, web GIS, and spatial and tabular analyses for improved
decision -making, information retrieval, and cartography. His experience in a
wide variety of planning projects, coupled with his expertise in GIS and field
data collection, make him a key asset to any team. Rob excels at quantitative
and spatial analysis, including buildout calculations, walkability, community
health modeling, cartography, and land use scenario modeling. He works directly with clients and staff
Proposal for Services • PLACEWORKS 3
Qualifications and Experience
to develop effective, efficient, and informative GIS processes. Rob is well versed in advanced and current
planning practices in both the public and private sector and has an excellent understanding of the
relationship between data management and its importance in achieving service delivery standards for
the work of community development and public works departments. Rob has brought his GIS skills to a
number of general plan updates throughout California and has managed a variety of mapping projects in
Los Angeles County, the Bay Area, and beyond. Most recently Rob led an effort to curate data and
develop a web -based mapping and data sharing platform for The California Department of Housing and
Community Development. The Affirmatively Furthering Fair Housing Data and Mapping Resources tool
was developed in response to a State obligation to proactively combat discrimination and increase access
to safe, affordable homes near key services for all Californians. In this tool users can explore and
download data relating to Fair Housing Enforcement, Segregation and Integration, Disparities in Access
to Opportunity, Disproportionate Housing Needs, and more.
Mike Watson, PG, Senior Geologist, Key Staff
T, Mike will offer environmental expertise to advise on environmental justice
issues that relate to community exposure to contaminants, particularly for
the Ravenswood District in East Palo Alto where there is a history of
hazardous materials use and where housing is being introduced. With two
decades in the environmental consulting industry, Mike specializes in site
assessments, geohazard studies, operations and maintenance programs, air
quality and industrial hygiene assessments, groundwater investigations, and
remedial actions. Mike also manages materials acquisition, field equipment
maintenance, and subcontractor coordination on large field investigations
and monitoring programs. A dedicated geologist, Mike continually strives to refine his knowledge, methods,
and efficacy. He is especially committed to his current work for numerous school districts throughout
California, where he assists in site assessment services and the Department of Toxic Substances Control's
school site approval process.
Our Qualifications
Building More Equitable Communities
Throughout California, low-income communities and
communities of color struggle with a
disproportionate burden of pollution, health impacts,
and social and economic disadvantages. Through our
work on equity and environmental justice,
PlaceWorks is committed to ending racism and other
forms of marginalization, and to creating a healthier,
more sustainable, and more equitable society.
To support cities and counties in integrating =r
environmental justice policies into their general
plans, PlaceWorks co-authored the SB 1000 Toolkit with the California Environmental Justice Alliance, a
co-sponsor of SB 1000. The Toolkit, published in 2017, was the first guidance document of its kind and
continues to be a go -to resource for cities and counties throughout the state.
4 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
4
Qualifications and Experience
Some communities are starting to plan their transition away from polluting industries to an economy
that supports community health and shared prosperity. In Contra Costa County, where communities like
North Richmond and Bay Point live in the shadow of major petroleum refineries, PlaceWorks is helping
to prepare the County's General Plan, with environmental justice policies and actions for the transition
from petroleum refining and other highly polluting industries to renewable and sustainable industries
that offer living -wage jobs.
The importance of community engagement is elevated when the goal is to advance equity and
environmental justice. Planners can only craft successful plans if we listen to the people who are most
impacted, and traditional outreach approaches often fail. PlaceWorks continually explores innovative
ways to engage local residents in planning and managing their own communities, building on lessons
learned and unexpected successes during the Covid-19 pandemic. This includes partnering with local
CBOs for a grassroots, community -centric approach to planning for just communities that is based on
familiarity and trust. These partnerships help cities and counties hear and learn from people who might
not otherwise have participated in the process. They can also lead to authentic partnerships that last
long past the planning process, instituting a basis for the community's ongoing successes.
Representative Projects
In this section, we've provided a sampling of relevant projects to highlight our experience with
environmental justice, multi -jurisdiction efforts, and understanding of local issues in the region.
SAN MATEO GENERAL PLAN UPDATE
PlaceWorks is leading a multi -disciplinary team to update the San Mateo's General Plan. The General
Plan Update is identifying solutions to address the critical need for housing, traffic congestion, improving
transportation connections citywide for all modes of travel, and navigating a future beyond current
voter -enacted height and density limits. The City is committed to an equitable outreach process and
PlaceWorks is working closely with the Peninsula Conflict Resolution Center to reach Spanish-speaking
and low income residents. The General Plan team is collecting input through face-to-face and virtual
community meetings, pop -ups, intercepts, self -guided open houses, presentations to community and
neighborhood groups, a project website, online surveys, and other online engagement tools. PlaceWorks
is also the lead facilitator at all community workshops and General Plan Subcommittee meetings.
The General Plan Update process has identified two Equity Priority Communties in San Mateo: North
Central and North Shoreview. These neighborhoods, both immediately adjacent to Highway 101,
experience the highest levels of pollution and negative health outcomes in San Mateo, such as asthma
and low birth weight babies, as well as the greatest social and economic disadvantages, such as poverty
and housing instability. To design policies and actions that will respond to these conditions, PlaceWorks
and City staff conducted pop -ups at businesses within the neighborhood, held Spanish-lanugage
workshops, created short online surveys, and developed single -page handouts for PCRC staff to distribute
at vaccination clinics and other venues. Through the team's dedication to equitable engagement and
significant hands-on involvement of City staff, we have improved representation from groups that have
traditionally been hard to reach. Over the course of 2022, we tracked participant demoraphics and
observed that representation has increased as follows:
■ Increase of renters from 19 percent to 30 percent of participants
Proposal for Services • PLACEWORKS 5
Qualifications and Experience
■ Increase of residents of color from 37 percent to 49 percent of participants
■ Increase of low-income households from 28 percent to 40 percent of participants
■ 11 percent of the Preferred Scenario participants were between the ages of 20 to 35 years
■ 28 percent of the Draft Goals, Policies, and Actions participants were between the ages of 25 to 40
years
PlaceWorks is leading all phases of the project which includes establishing the vision and values for the
future; creating and evaluating a range of land use and circulation alternatives and evaluating their
varying equity outcomes; updating goals and policies, including to add policies and actions to address
environmental justice in North Central and citywide; and creating a user-friendly General Plan and
associated EIR.
os
r:
CONTRA COSTA COUNTY GENERAL PLAN UPDATE, CLIMATE
ACTION PLAN, ZONING SUPPORT, AND EIR
Contra Costa County, in the San Francisco Bay area, is a large and diverse county, ranging from vast
agricultural and open spaces in the east to dense urban communities in the west. PlaceWorks is leading
a General Plan Update that is centered around strengthening the dozens of unincorporated communities
throughout the county through extensive community -
scale engagement and community -specific policy
guidance. For unincorporated communities in the
western part of the county, where several major
refineries and other highly polluting industries operate in
close proximity to communities of color and low-income
residents, this has involved extensive work on -
environmental justice and community health. With f
significant involvement from the County's Health Services
staff and partnerships with CBOs, policy guidance is being��
developed to explicitly undo the wrongs of the past by
prioritizing the County's investment into —and
protections for —the communities that have suffered
6 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
4
4
FLF� Qualifications and Experience
from a lack of investment and a disproportionate burden of pollution and health impacts. Meanwhile,
with over 100 meetings to date, most of which were held in and focused on individual communities,
PlaceWorks is preparing community -specific policy guidance that establishes and supports a vision of
what each community wants to be in 2040 so that future decisions support that vision. Concurrent with
the General Plan Update, PlaceWorks is updating the County's Climate Action Plan and Zoning Code to
support and implement the new General Plan and advance the County's climate, sustainability, and
resilience goals. PlaceWorks will also prepare a programmatic EIR covering the updated General Plan,
Climate Action Plan, and Zoning Code. The project will conclude with clear statements of the County's
vision for its future and simplified and responsive regulations for development, contained in both a
graphically rich print version of the General Plan and an interactive online Plan to maximize access and
understanding.
STOCKTON GENERAL PLAN UPDATE AND EIR
Stockton grew from and is rooted in the Downtown, which is
oriented around the waterfront — a unique inland port along the
San Joaquin River. Over its 160 years, the city has evolved to
encompass 65 square miles. Rising housing costs and job growth
in the San Francisco Bay Area in the early 2000s fueled intense
housing development on the outskirts of Stockton, and the city
was hit hard by the economic recession that followed. High rates
of foreclosures and stalled development placed significant strain
on the community and the City. The City's prior General Plan and
EIR, which were adopted and certified in 2007, were the subject
of a lawsuit involving the Sierra Club and State Attorney General.
The Settlement Agreement that followed in 2008 called upon the
City to reduce greenhouse gas emissions through a Climate Action
Plan, which was completed in 2014, and through General Plan
amendments to promote infill development. PlaceWorks led a
comprehensive update to the General Plan that fulfilled the City's obligations under the Settlement
Agreement and also addressed the significantly altered set of conditions and trends resulting from the
economic recession that came on the heels of the previous General Plan. Our approach was centered
around a robust community engagement process to rebuild trust in the City and the planning process after
they were harmed during the previous General Plan process. Through careful and thoughtful decisions
throughout the Update, such as holding the first workshop in the most disadvantaged neighborhood in
South Stockton, we were able to repair those past harms. We listened to community members and carried
their voices throughout the plan, establishing new partnerships between the City and CBOs who organized
around a Healthy Neighborhoods Collaborative. Through that partnership, we were able to include
innovative and effective environmental justice policies to address the issues faced by Stockton residents at
a time when SB 1000 was new, having only been enacted after we were underway with the Update. These
new partnerships have already benefited the City through implementation work, including through our
work with the City on additional projects to update the Development Code and prepare Neighborhood
Proposal for Services • PLACEWORKS 7
Qualifications and Experience
Action Plans. The General Plan was awarded the 2019 APA CA Statewide and Sacramento Valley Section,
Comprehensive Planning Award: Large Jurisdiction, Envision Stockton 2040 General Plan.
VACAVILLE ENVIRONMENTAL JUSTICE POLICIES
PlaceWorks is preparing updates to multiple elements of the Vacaville General Plan (which PlaceWorks
also prepared in 2008-2011) to address environmental justice, as part of a larger effort that also includes
Housing Element and Safety Element updates. The work began with a multi -step process to identify what
the City is calling Impacted Communities. Initial screening using CalEnviroScreen 4.0 determined that
almost all the 19 census tracts in Vacaville scored above the 75th percentile for asthma, indicating that
this is a significant health issue for the city, which is located along Interstate 80. Despite these high scores
for individual indicators, there were no census tracts in Vacaville with a combined score for all indicators
higher than the 75th cumulative percentile threshold. To address the potential that the statewide
screening tool may overlook local issues, PlaceWorks developed two alternative screening
methodologies to further assess Vacaville communities, resulting in identification of three census tracts
as Impacted Communities. The updates to the General Plan, currently being drafted, also identify and
address asthma, housing cost burden, educational attainment, low birthrates, and pesticide exposure as
community health issues citywide. City staff conducted one-on-one outreach to Solano County Public
Health Department staff, and PlaceWorks integrated Health Department recommendations and
community feedback into the proposed updates to the Land Use, Transportation, Conservation and Open
Space, Parks and Recreation, and Public Facilities and Services Elements.
8 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
4
Qualifications and Experience
SB 1000 IMPLEMENTATION TOOLKIT
PlaceWorks developed a toolkit to guide local government
agencies, planners, and communities through the process of
implementing SB 1000. The bill requires all cities and counties
to amend general plans to include either an environmental
justice element or an integrated set of environmental justice
policies whenever two or more other elements are updated.
SB1000 The toolkit provides resources and recommends methods to
Implementation Toolkit prepare an environmental justice element or set of policies
compliant with SB 1000, including methods to identify
disadvantaged communities and address objectives such as
reducing pollution exposure, promoting food access, and promoting safe and sanitary homes. The toolkit
also includes strategies to facilitate meaningful community engagement and case studies of environmental
justice elements and policies successfully adopted prior to passage of SB 1000.
Proposal for Services • PLACEWORKS 9
Qualifications and Experience
SOLANO COUNTY SAFETY AND ENVIRONMENTAL JUSTICE
ELEMENTS
PlaceWorks is currently preparing seven General Plan
Safety Elements for unincorporated Solano County and
six of the seven incorporated cities in the county, as well
as a General Plan Environmental Justice Element for the
City of Vallejo. This work involves analyzing the current
and expected future environmental justice conditions in
the participating jurisdictions, and updating multiple
elements of Vallejo's 2017 General Plan to respond to
State law and community priorities. The updated
environmental justice content responds to a range of
issues facing impacted neighborhoods in Vallejo,
including diesel and particulate matter emissions from
vehicles traveling on Interstates 80 and 780, fossil -fuel -powered ships traveling through the Carquinez
Strait, nearby petroleum refineries that emit toxic air pollutants and water and soil contaminants that
are carried to Vallejo by prevailing winds, and the Mare Island Naval Shipyard, which is now closed and
undergoing remediation of historic contamination.
This effort, led by Joanna Jansen as Principal -in -
Charge and Cliff Lau as Project Manager, includes
extensive public engagement to confirm that the
updated environmental justice content reflects the
values and priorities of community members,
addresses inequities and issues of concern to
frontline communities, and helps to resolve gaps in
Vallejo's environmental justice frameworks.
r
10 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
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Qualifications and Experience
SB 2 AND LEAP/REAP TECHNICAL ASSISTANCE
As part of our ongoing technical assistance work for the California Department of Housing and
Community Development (HCD), PlaceWorks' GIS team was tasked with developing a statewide GIS-
based mapping and data resources webpage and mapping tool to help jurisdictions across California
meet the AB 686/Affirmatively Furthering Fair Housing requirements for housing elements.
Cities and Counties are actively using data and mapping made available through this interactive resource
to fulfill a state obligation to proactively combat discrimination and increase access to safe and affordable
homes, especially those who face barriers because of their race, sex, income, and other characteristics.
These data and mapping resources were thoroughly vetted by various housing advocacy groups, HCD
partner agencies, and academic housing experts across the state and nationally.
Find address or place
13
JJqk,
Public Housing Buildings
Total Units
• 161 - 397 Units
• 90 - 160 Units
. 36 - 89 Units
• 6-35 Unit.
• s7 Units
Low to Moderate Income Population (HUD) - Block
Group
Percent of Low -Moderate Income Population
hk 75%-100%
hk 50%-75%
_ Saaer
Layers
In Predominant Population - White Mai
/ ❑ Predominant Population - Native Am
Majority Tracts
/n Predominant Population-HispanicA
LJ Tra�
0n Predominant Population - Asian Map
/n Predominant Population -African An
Majority Tracts
00 Diversity index(2010)-Block Group
00 Diversity lndex(2018)-Block Group
Racial Demographics(2016)-Block
In Racial 0emographics(2010)-B1ock
rQLow to Moderate Income Populatior
Block Group
/I j Low to Moderate income Papulatior
LJ Block Group
/n Population with a Disabihty(ACS, 20
�I Tract
1 Population with a his ibility(ACS, 20
Tract
/[J Poverty Stetoa(ACS,2010-2014)-T
On Poverty Status (ACS, 2015 - 2019)-T
/n Median Income (ACE, 2015 - 2019) -
U Group
/n Medianlnmme(AC5,2010-2014)-
Proposal for Services • PLACEWORKS 11
Qualifications and Experience
Additional Experience
a
In addition to the projects highlighted above, PlaceWorks has worked on a variety of projects that
address environmental justice issues, including:
■ Butte County General Plan Update
• Hollister General Plan Update
• Livermore General Plan Update
■ Modesto General Plan Update
■ Ontario General Plan Update
• San Bernardino City General Plan Update
• Santa Ana General Plan Update
■ Santa Rosa General Plan Update
■ Chino General Plan Update (Healthy City Element)
• Corona General Plan Update (Healthy Community Element)
■ El Monte General Plan Update (Parks and Recreation Element)
• Fresno Southwest Fresno Specific Plan
• Jurupa Valley Truck Restriction Ordinance EIR
■ National City General Plan Health and Environmental Justice Element
■ Palm Springs Parks, Open Space, and Conservation Element
■ San Bernardino County General Plan Update (Hazards Element)
Climate Resilient Communities
Climate Resilient Communities (CRC) is a community -based organization dedicated to serving the
Peninsula's underrepresented communities through empowering community voices to implement
climate solutions that bring about unity and resilience. Recognizing that in the Bay Area, as throughout
the world, under-resourced communities are disproportionately vulnerable to the impacts of climate
change, CRC works to support the frontline communities of East Palo Alto, North Fair Oaks, and Belle
Haven through community action and engagement.
CRC has copious experience conducting outreach and facilitating educational sessions. Since 2016, CRC
has conducted outreach projects and convened meetings and trainings on behalf of several cities, the
County of San Mateo, Santa Clara County, and other non-profit organizations, all aiming to serve
underrepresented communities using a racial equity lens. CRC seeks to leverage our extensive networks
and close partnerships to connect with audiences and community members far beyond typical outreach
networks.
12 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
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Qualifications and Experience
Key Staff
Violet Wulf-Saena, Founder & Executive Director
Violet has served as an international climate change expert for over ten years working with the United
Nations' Least Developed Countries and Small Island States to protect communities from the impacts of
climate change. Violet now works in the Bay Area partnering with governments, research institutions,
and community -based organizations to build community capacity to respond to climate change and sea -
level rise. In 2020, she founded Climate Resilient Communities (CRC). She also serves as the equity
program manager for the Bay Area Climate Adaptation Network, an Environmental Justice Advisor BCDC,
and a community advisory council member to the Bay Area Air Quality Management District.
Caroline Beckman, Resilient Homes Program Manager
Caroline directs CRC's Resilient Homes program, working directly with families to apply for and receive
critical home repairs. She started at CRC as an AmeriCorps VISTA Fellow after graduating from Stanford
University with a degree in Earth Systems in 2021. Caroline has extensive environmental justice
organizing experience in the Bay Area and is a skilled meeting facilitator.
Lesley Lopez, Community Outreach Coordinator
Lesley was born and raised in East Palo Alto. Previously, she has served her community by working for
the City of East Palo Alto. At CRC, Lesley builds connections with residents, local CBOs, and other partners
to cultivate CRC's network. She leads outreach for our projects across all of CRC's program areas.
Cade Cannedy, Resilient Adaptation Program Manager
Cade Cannedy worked as a Research and Communications Fellow at the California Environmental Justice
Alliance before joining CRC in 2021. Cade graduated from Stanford University with an MA in
Communication and a BA in Political Science, focusing throughout his education on air quality and
environmental justice. Cade grew up in the unincorporated community of El Prado in Northern New
Mexico. He is a skilled EJ organizer and communicator.
Representative Projects
MENLO PARK ENVIRONMENTAL JUSTICE & SAFETY ELEMENTS
As part of Menlo Park's ongoing Housing Element Update, the City additionally is creating an
Environmental Justice Element for the first time (in response to SIB 1000) and updating their Safety
Element. The City contracted with M-Group to write the Elements and with CRC to conduct community
outreach to ensure that all voices and preferences across the City were taken into account -- particularly
in Belle Haven, a historically redlined community within Menlo Park. CRC led workshops, a survey, and
three language -specific focus groups to ensure that the lived experiences of historically marginalized
populations within Menlo Park were gathered and incorporated into a comprehensive set of goals and
policies aimed to reduce exposure to environmental and health hazards. CRC worked closely with
community -based organizations and leaders to develop survey and focus group content, conduct
outreach, and follow up with residents who participated in the process to keep them engaged beyond
the lifespan of the project. In total, 224 Belle Haven residents attended one of the focus groups and 440
Proposal for Services • PLACEWORKS 13
Qualifications and Experience
a
were surveyed to have their voices heard and contribute to a process to bring about substantial change
and investment in their community.
SAN MATEO OFFICE OF SUSTAINABILITY: LOCAL HAZARD
MITIGATION PLAN
CRC worked with the Office of Sustainability in August of 2021 to conduct community outreach and
convene workshops to inform the County's Local Hazard Mitigation Plan. This work took place in
collaboration with the City of Menlo Park, the City of East Palo Alto, and the County itself. CRC hosted
community meetings for all three communities to engage with the Plan, including language -specific focus
groups in Spanish and English which were facilitated by community leaders. Over 60 hard -to -reach
residents attended the workshops. CRC recorded the workshops and focus groups and provided the
residents' feedback to the county in a report.
PENINSULA CLEAN ENERGY OUTREACH
For the past four years, CRC has fulfilled annual outreach grants with Peninsula Clean Energy. As a part
of this work, CRC has worked on a wide variety of community engagement projects including conducting
workshops in English and Spanish so residents across the Peninsula could understand and interpret their
electricity bill. CRC has also written and worked with local news outlets to publish explainer pieces about
common misconceptions people have about PCE or advertise for new programs. CRC also regularly has
tables at community events, farmers markets, or gathering places where they can answer questions and
provide written materials. Beyond those activities, CRC has also given educational presentations at
various events, appeared on local television shows, hosted large community revitalization events, and
during the height of the pandemic distributed written materials through food banks.
14 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
B. CLIENT REFERENCES
References for PlaceWorks are provided below, and more can be provided upon request. We encourage
you to contact each and every one of these references to gain an idea of our history of work.
Proiect Client Contact Relevant Staff
Contra Costa County General Plan
Update, Climate Action Plan, Zoning
Support, and EIR
CONTRA COSTA COUNTY
Stockton General Plan Update and EIR
Stockton Neighborhood Action Plans
CITY OF STOCKTON
City of San Mateo General Plan Update
CITY OF SAN MATEO
Will Nelson, Principal Planner
Contra Costa County Department
of Conservation and Development
30 Muir Road
Martinez, CA 94553
925.655.2898
will.nelson@dcd.cccounty.us
Mike McDowell, Assistant Director
City of Stockton Community
Development Department
345 N. El Dorado Street
Stockton, CA 95202
209.937.8690
Michael.McDowell@stocktoca.gov
Zach Dahl, Deputy Director
City of San Mateo Community
Development Department
330 West 20th Avenue
San Mateo, CA 94403
650.522.7207
zdahl@cityofsanmateo.org
Joanna Jansen, Principal -in -Charge
Tanya Sundberg, Project Manager
Charlie Knox, Principal -in -Charge
Tanya Sundberg, Project Manager for
the General Plan Update
Angelica Garcia, Project Manager for
the Neighborhood Action Plans
Joanna Jansen, Principal -in -Charge
Carey Stone, Project Manager
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Client References
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16 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
C. WORK PROGRAM
Approach
With the passage of Senate Bill 1000, cities and counties are compelled to incorporate environmental
justice policies into their general plans. State law defines environmental justice as: "The fair treatment
of people of all races, cultures, and incomes with respect to the development, adoption, implementation,
and enforcement of environmental laws, regulations, and policies." SB 1000 specifies what this means in
practice, directing cities and counties to reduce the unique or compounded health risks in disadvantaged
communities by including policy guidance that addresses the following topics:
■ Pollution exposure. Exposure to air pollution is associated with a variety of negative health outcomes,
including reduced lung function, pneumonia, asthma, cardiovascular diseases, and premature death. It
may also affect lung cancer rates. In Burlingame, East Palo Alto, and San Mateo County, the most
significant source of air pollution is transportation emissions on Highway 101, Highway 84, and local
high -volume roads like University Avenue and El Camino Real. In addition, current and past hazardous
waste facilities, including in the Ravenswood District in East Palo Alto, can worsen air quality, as well as
contaminate soil and groundwater, posing additional health risks. Pollution exposure issues can be
more acute when incompatible land uses, such as heavy industrial facilities and residential uses, are
placed in close proximity.
■ Public facilities. Public facilities are essential to community health and safety, such as by delivering
clean water, collecting and treating wastewater, and supporting effective police and fire services. They
are also essential to support healthy communities where residents can thrive, such as by providing
meeting places for social, educational, or recreational activities. Many disadvantaged communities lack
access to quality public facilities, especially in urban unincorporated areas at the edge of cities or in
unincorporated county islands. When community members lack access to these facilities, their physical
and mental health can suffer, so it is important to understand if these facilities meet the needs of
community members within disadvantaged communities.
■ Food access. Disadvantaged communities may lack access to nutritious and affordable food, which can
lead to obesity, diabetes, and high blood pressure. When the only stores selling food in a neighborhood
are small convenience stores offering pre -packaged goods and the only restaurants sell fast food, it can
be hard to eat healthy. This becomes even more challenging when residents lack access to easy
transportation, which can be common in some vulnerable populations like children, seniors, people
with disabilities, and people with low incomes. Grocery stores and markets that carry fresh foods,
farmers' markets, farm stands, and community gardens are all outlets that can increase neighborhood
access to healthy food options.
■ Safe and sanitary homes. Housing quality can be lower in disadvantaged communities due to older
housing stock and/or a lack of maintenance. Residents may live in housing conditions that expose them
to toxins like lead or other unsafe conditions like pest infestations, mold, and water intrusion. This is of
particular concern in East Palo Alto, where parts of the city rank high for a risk of exposure to lead.
Policies and programs that expand efforts to repair and rehabilitate substandard housing in
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disadvantaged communities should be considered in these areas. Meanwhile, housing affordability can
also limit access to safe housing. East Palo Alto also ranks highly for the percentage of housing -
burdened low-income households.
■ Physical activity. Lack of physical activity can lead to obesity, which increases the risk of certain diseases,
such as diabetes and high blood pressure. Having easy and safe access to parks and active recreation
and transportation opportunities helps residents to incorporate physical activity into both leisure time
and daily transportation needs. Therefore, communities where there are safe and easy walking and
biking connections to parks, jobs, schools, and transit support active lifestyles, which in turn support
community health. Based on citywide data from Walk Score, Burlingame is very walkable and
somewhat bikeable, while East Palo Alto is somewhat walkable and very bikeable. Environmental
justice policies will need to consider whether this access is equitably distributed into disadvantaged
communities, including within unincorporated county areas where active transportation infrastructure
is less common.
■ Additional unique or compounded health risks, including climate vulnerability. Every community is
unique, so it is important to understand if there are other health risks specific to the disadvantaged
communities within each jurisdiction. Identifying these additional unique or compounded health risks
often comes about by learning from the lived experiences of community members. In addition,
Burlingame, East Palo Alto, and San Mateo County all face climate risks like wildfire, flooding, and sea
level rise, and disadvantaged communities are often more vulnerable to these risks due to a lack of
access to secure housing, financial resources, healthcare and education, decision -making, and other
consequences of systemic injustices and marginalization. Through comprehensive data gathering and
community engagement, plus coordination with the concurrent process to update Safety Elements in
multiple San Mateo County jurisdictions, the process will consider these additional health risks in each
community.
■ Community engagement. Residents in disadvantaged communities may face barriers to participating
in planning processes so that they lack a voice in decisions that affect their neighborhood. Therefore,
community engagement must be at the core of the process to develop environmental justice policy
guidance so that the people most affected by these decisions are driving the solutions and helping to
set up a structure for ongoing and effective community engagement in future planning processes and
decisions.
■ Prioritization of improvements for disadvantaged communities. Disadvantaged communities are often
overlooked when agencies consider public investments and develop new amenities, and delayed
investments and programs can prolong inequities. Therefore, an important part of planning for
environmental justice is to proactively prioritize projects and investments that directly benefit
disadvantaged communities. Environmental justice policy guidance can prioritize improvements and
programs that serve disadvantaged communities by responding to the specific needs expressed by
community members.
Through initial screening with CalEnviroScreen 4.0 and CARB Priority Populations data, jurisdiction staff
have identified potential disadvantaged communities. However, an important early step will be to review
the data with community members who can provide localized knowledge of conditions on the ground.
Ground-truthing will ensure we are focusing on the areas that experience environmental injustices while
not overlooking areas that may be too small to be picked up by technical data. Through this review, we can
18 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
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develop policy guidance that directs attention and resources to the residents and neighborhoods that need
them most. We will also use these early conversations with community members to confirm terminology
that we will use throughout the project. We've learned from other environmental justice projects that
many community members prefer a different term than "disadvantaged community;" we will discuss and
confirm appropriate terminology with community members early in the project. In the meantime, this
proposal uses the term "disadvantaged community" to be consistent with SB 1000.
Furthermore, the needs of individual communities and neighborhoods are not uniform, even within a single
jurisdiction. Therefore, environmental justice policy development will also require close collaboration with
community members to both identify key issues and how to address them. This collaboration is essential
to prepare policy guidance that remedies the day-to-day burdens faced by community members in a way
they support, all while building trust and community ownership. Meanwhile, this approach actively
counters past environmental injustices that resulted from failing to effectively engage affected community
members in planning decisions.
Figure 1: Environmental Justice Planning Process
�i
Ongoing Community
Engagement
i
Ongoing Community
Engagement
lei
The Request for Proposals (RFP) presents a scope of work that recognizes the importance of community
engagement and equity outreach in creating or updating Environmental Justice Elements for each
jurisdiction. In particular, partnering with CBOs to design and implement the community engagement
strategy will be critical to reach and hear from affected community members, given that the CBOs already
have community connections, are trusted, and understand the communication and outreach strategies
that work.
This will be a collaborative work effort among the three jurisdictions, supporting a robust process in which
they can share the benefits of research, analysis, and outreach, while ensuring the specific needs of
individual communities are met. As noted in the RFP, each jurisdiction has different goals for the project
and will require a tailored approach.
■ Burlingame. We anticipate a focused work effort to update the Healthy People and Healthy Places
Element to identify disadvantaged communities and expand policy guidance to address the issues
identified by people who live, work, and go to school in those communities. Preliminary screening by
jurisdiction staff identified a small part of the city as a potential disadvantaged community.
CalEnviroScreen data point to air pollutant exposures associated with traffic and trucks as primary
pollution burdens in Burlingame, along with proximity to hazardous waste and solid waste facilities and
Proposal for Services • PLACEWORKS 19
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associated water quality issues. Existing policy guidance in the Healthy People and Healthy Places
Element and Mobility Element recognize and address these issues. Through the update, we will expand
the policy guidance to meet the specific needs of disadvantaged communities on these and other
community -identified issues.
■ East Palo Alto. The City's existing Health and Equity Element includes a robust set of policies that
support healthy housing, healthy food access, public engagement, and climate vulnerability. The 2035
General Plan was adopted around the time that SB 1000 was enacted and covers the range of topics
identified in the statute. The work effort to update this Element will be focused on engaging with
community members to refine policy guidance in a way that meets their needs and addresses their
day-to-day challenges. As part of this process, we'll engage community members and analyze issues in
the Ravenswood District, an area with a history of hazardous materials use that is under active
remediation, and where housing is being introduced. CalEnviroScreen data highlight the history of
hazardous materials use in the area, with rankings that reflect high concentrations of cleanup sites,
hazardous waste sites, and solid waste sites, along with associated water contamination. Meanwhile,
air quality issues from traffic and potential lead exposure from older housing stock also rank high.
■ San Mateo County. The County's existing General Plan doesn't address environmental justice or many
of the topics specified in SB 1000. Meanwhile, the unincorporated county encompasses a diverse
physical and social landscape that demands localized and nuanced consideration. Therefore, we
anticipate the bulk of the work effort to focus on the preparation of a new Environmental Justice
Element for San Mateo County. From our environmental justice work for Contra Costa County, Butte
County, and San Bernardino County, we have learned that data available at the Census tract level often
overlaps incorporated and unincorporated boundaries and can be too coarse to be useful. Therefore,
we'll need to rely on finer grained data for these areas, while local knowledge from CBOs and
community members will be critical to understanding both where disadvantaged communities exist
and what issues need to be addressed.
The work to prepare or update Environmental Justice Elements will also be concurrent with another multi -
jurisdictional project to update Safety Elements for eight jurisdictions in San Mateo County, including East
Palo Alto and San Mateo County. As the lead consultant for the Safety Element Updates, PlaceWorks will
continually seek opportunities to align community outreach and engagement efforts and data sharing.
There is significant overlap in the realms of safety and environmental justice, and our teams have
established a seamless working relationship over the years of working together on similar projects. Through
this work, we have learned the importance of frequent internal coordination for different facets of the
project. Therefore, our scope includes regular internal meetings among the PlaceWorks teams working on
the Safety and Environmental Justice Elements. Given schedule uncertainties while both projects start up,
we have not called out specific combined outreach and engagement efforts, but we will remain flexible and
adaptive to create such opportunities through our regular internal coordination meetings. Meanwhile, our
scope of work for Task 3 already accounts for efficiencies in data collection and review from our work on
the Safety Elements project.
20 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
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Schedule
PlaceWorks agrees with the general sequence and timing of key activities presented in the RFP, although,
based on our experience with environmental justice updates in other communities, we recommend
including additional time for effective engagement with community members in Task 2 and the
meaningful integration of that input into the draft elements in Task 4.
We recommend reviewing and confirming a detailed schedule as part of project initiation. We are also
flexible and will work to meet the schedule needs of the project.
Scope of Work
TASK 1. Project Coordination and Communication
Project coordination and communication under Task 1 will ensure collaboration, shared learning, and
dialogue across each jurisdiction through a combination of Joint Steering Committee meetings and
jurisdiction -specific meetings. It also includes ongoing internal coordination with the PlaceWorks team
working on the Safety Element Updates, plus regular coordination with the B+D Project Manager to
ensure the project remains on schedule and within budget.
1.1 Joint Steering Committee
A Joint Steering Committee comprised of representatives from each jurisdiction will promote
coordination among the various communities through shared learning, collaborative problem solving,
and efficiencies of scale for the project. PlaceWorks will be responsible for collaborating with the B+D
Project Manager to develop and agree upon meeting scheduling, agendas, materials, and key decision
and discussion items, as well as incorporating input and recommendations received during community
engagement. The B+D Project Manager will be responsible for overall facilitation of the meetings as well
as coordinating any scheduling logistics.
Our scope includes a total of six Joint Steering Committee meetings for the duration of the project. The
first meeting will be an in -person kick-off meeting that provides an overview of the project and schedule,
outlines roles and responsibilities, and sets expectations of the Committee. The remaining meetings will
be virtual. PlaceWorks will prepare a summary of key points, action items, and decisions following each
meeting, which we will share with the B+D Project Manager for review.
1.2 Jurisdiction -Specific Check -ins
To complement the Joint Steering Committee meetings, which will promote shared learning among the
different jurisdictions, PlaceWorks recognizes that meeting with individual jurisdictions will help the
project by allowing for more detailed review and discussion of key issues and deliverables specific to
each community, as well as to coodinate community and decision -maker engagement efforts. Under this
task, PlaceWorks will meet with key staff from each participating jurisdiction on an approximately
monthly basis, for a total of 13 virtual check -in meetings with each jurisdiction (39 meetings total). The
specific timing of each meeting will be dependent on project schedule and milestones; check -ins may be
more frequent as we gear up for a workshop or survey, and less frequent during intensive work or review
periods. Check -ins may also take place as study sessions with deicision-making and advisory bodies.
PlaceWorks will be responsible for preparing meeting agendas, presentations, and follow-up summaries.
Proposal for Services • PLACEWORKS 21
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a
We will collaborate with the B+D Project Manager for these meetings, who we understand will be
responsible for coordinating meeting logistics, ensuring the needs of each jurisdiction are met, and
participating on an as -needed basis.
1.3 Ongoing Project Management
This task covers management of administrative items for the project by PlaceWorks in order to
coordinate and keep the project moving forward on time and within budget. This task covers regular
reviews of projet budget, schedule, and staffing to ensure project needs and milestones are met. This
task may also cover occassional calls and check -ins as -needed with the B+D Project Manager. Finally, this
task includes regular internal meetings with the PlaceWorks Safety Element team to keep each team
apprised of project status and to identify potential outreach and data sharing opportunities.
Task 1 Deliverables:
Six Joint Steering Committee Meetings (one in person, five virtual)
Jurisdiction -Specific Check -in Meetings (for 13 meetings with each jurisdiction, or 39 total meetings, all
virtual)
TASK 2. Community Engagement and Equity Outreach
Task 2 describes the community outreach and engagement methods that will be used to engage
community members in each jurisdiction, with a strong focus on disadvantaged communities.
Our recommended outreach approach includes four avenues for engagement: community workshops to
gather feedback from the community on environmental justice issues, an equity focused survey to gather
feedback from affected residents, joint workshops for key staff from the participating jurisdictions and
agency partners to discuss issues of shared concern, and one-on-one interviews with local industry and
business leaders to better understand local environmental justice issues and identify strategies to
address those issues. This engagement will be supported by clear, easy -to -understand information for
community members to support informed participation. However, this scope includes very close
collaboration with CRC, other CBO partners, and jurisdiction staff to understand how best to reach out
to community members, learn what strategies have been successful in the past and in concurrent
projects, and improve the engagement process. The public feedback we hear during the outreach
process will be the main driver of our work to prepare and update Environmental Justice content in each
General Plan, supplemented by the technical work conducted in Task 3.
2.1 Community Engagement Plan
To kick off Task 2, PlaceWorks will work with CRC to prepare a single Community Engagement Plan that
describes the strategy for engaging community members in each jurisdiction, outlines the sequence of
the planned engagement tools and activities, and defines the coordination and timing of the engagement
work in relation to other tasks. A strong equity -focused outreach effort, informed by the local knowledge
of CRC and its partners, will be the main focus of the plan.
The Community Engagement Plan will be developed based on input from the Joint Steering Committee
and the specific pollution and socio-economic burdens affecting each preliminary disadvantaged
community identified in Task 3.1. The plan will reflect our knowledge about community engagement
practices in disadvantaged communities and our understanding of San Mateo County and the needs of
each jurisdiction, supplemented with guidance from jurisdiction staff and CRC. Common obstacles to
22 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
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engagement in disadvantaged communities include lack of trust in government based on a history of
being harmed or ignored by government policies and decisions, language barriers, accessibility needs,
lack of access to technology, lack of access to transportation, working multiple jobs, and childcare. The
Plan will acknowledge and include methods for addressing these barriers. Related engagement efforts
and tools in place across the jurisdictions will be considered prior to the development of the plan.
We will work closely with CRC in the development of the Community Engagement Plan, which will
describe and emphasize the strong role of the CBOs throughout the community engagement process.
The plan will clearly identify roles for PlaceWorks, CRC, other CBO partners, jurisdiction staff, and the
B+D Project Manager. The plan will describe the outreach objectives, activities, target groups, methods,
performance metrics, and schedule for the outreach process. It will explain the responsibility of each
jurisdiction in supporting the outreach and engagement effort. The plan will also describe how the multi -
jurisdiction collaboration will be branded, including how to convey messaging and consistency in public
communications. Finally, the plan will describe how community input and feedback will be incorporated
throughout each stage of the process, as well as how we will report back to participants about how input
was used.
In preparing the Community Engagement Plan, the PlaceWorks and CRC Environmental Justice Updates
team will coordinate with the PlaceWorks and CRC Safety Element Updates team to consider
opportunities to align community outreach and engagement efforts. PlaceWorks supports coordination
between both projects, the Safety Element Updates and Environmental Justice Updates, since it will help
leverage finite resources and create efficiency for CBO partners to be involved in both efforts if they
would like to be. PlaceWorks will refine the Community Engagement Plan based on input and feedback
from the Joint Steering Committee and B+D Project Manager.
2.2 Education and Outreach Materials
PlaceWorks, in partnership with CRC, will create a toolkit to support community education and
engagement efforts. Preliminarily, we anticipate that the toolkit will include two informational
PowerPoint presentations, educational handouts, or other related materials that jurisdiction staff and
CBO partners can easily customize and/or integrate on their websites; materials will support the process
by helping community members and decision -makers understand environmental justice issues, how
those issues impact their community, and why addressing these issues is important to everyone.
As part of this task, PlaceWorks will create and maintain an accessible website for the Environmental
Justice Element Updates. Basic content on the website will include a description of the project, its key
steps and products, and what it means to stakeholders. The website will also include a description of the
Environmental Justice Elements preparation process, including the project schedule and updates as
major milestones are achieved, along with links to each participating jurisdiction's website and related
materials, a document library, links to other relevant resources, contact information, and an opportunity
to submit comments and questions. Translator widgets for Spanish, Tongan, and both simplified and
traditional Chinese will be included in the website.
The website will also provide information about upcoming events and activities, including community
events, online engagement opportunities, and Planning Commission and City Council/Board of
Supervisors meetings. Activities may include online surveys and interactive exercises. Public review draft
documents will be posted on the website when available, and links to other online engagement or
interactive products developed for the project, such as Esri-based maps, would also be provided if
desired.
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PlaceWorks staff will be responsible for creating, managing, and updating the website for the duration
of the project. PlaceWorks will prepare a mock-up of the website for review by CRC, the Joint Steering
Committee, and the B+D Project Manager prior to building it. This scope does not assume significant
redesign or restructuring of the website once it is launched. Upon completion of the project, PlaceWorks
can transfer management of the website to jurisdiction staff if desired.
Educational and outreach materials will be jargon -free, visually compelling, and accessible at a basic
reading level, in addition to being ADA-compliant. They will also be available in English and Spanish. Draft
materials will be reviewed by CRC, the Joint Steering Committee, and the B+D Project Manager prior to
being finalized and distributed.
2.3 Community -wide Engagement
Community workshops conducted under Task 2.3 will serve as a key opportunity to gather feedback from
the community on environmental justice issues, data, and priorities for action. They will providing
citywide and countywide opportunities for the public to provide input and engage with the
Environmental Justice Elements process. For scoping purposes, we assume a total of four in -person
community workshops for the projects in one round, with two workshops in San Mateo County to
maximize convenience for residents. The agenda and activities for each workshop will reflect the desired
outcomes for the workshop. We will coordinate and collaborate with CRC on workshop design and
materials to ensure that the workshops are accessible to a wide range of community members, including
members from disadvantaged communities.
For each workshop, PlaceWorks and CRC will prepare the workshop approach, agenda, marketing
materials, presentation materials, engagement activities, facilitator guide, and input summary. For
staffing, PlaceWorks will provide a presenter and one key staff member to provide overall support. CRC
will provide a facilitator/moderator and additional staffing support as needed, including to engage
Spanish speakers at events without other Spanish-speaking staff. We will also provide simultaneous
Spanish interpretation at all events. We can provide additional staff on a time -and -materials basis. CRC
will provide gift cards to workshop attendees to reimburse them for their time, along with food. CRC will
also reimburse at least one local CBO partner for each workshop to assist with outreach and consultation.
As noted in the RFP, PlaceWorks and CRC will manage logistics and the B+D Project Manager will support
the overall communitywide engagement effort by reviewing draft materials.
We are also flexible about the use of virtual community workshops to ensure there is the opportunity for
broad access, and can switch to a virtual format for any or all of the workshops as needed. Throughout
the Covid-19 pandemic, PlaceWorks has developed guiding principles and best practices for virtual
engagement and gained expertise in using various online meeting and collaboration tools. During virtual
meetings, we use a mix of presentations, polls, small group discussions with dedicated facilitators and
notetakers, transparent and live notetaking using Google Docs, and a variety of online activities using
Mentimeter, Jamboard, and similar tools to receive input and feedback. We have found that virtual
workshops have significantly increased attendance in large, dispersed geographies like unincorporated
counties.
During development of the Community Engagement Plan, we will refine the approach, timing, content,
and location of the workshops in close collaboration with the jurisdictions, CRC, and the B+D Project
Manager.
24 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
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2.4 Equity -focused Environmental Justice Survey
In this task, PlaceWorks and CRC will conduct an environmental justice survey to deeply engage and
solicit input from residents suffering environmental injustices. The survey will seek to get
communitywide input on environmental justice issues and affirm priorities and policies that emerged
from the workshops. This survey will provide a broader sample than the workshop attendees and will
support the development of policies and programs with data and wide community input.
The survey will be conducted in up to four languages and will include door-to-door direct canvassing to
reach target demographics for survey responses. CRC will provide gift cards to reimburse survey
respondents for their time. CRC will also work with a data company to analyze the data.
2.5 Joint Staff and Agency Partner Workshops
PlaceWorks will facilitate two joint workshops for key staff from the participating jurisdictions and agency
partners. Through these workshops, staff from all participating jurisdictions will review and discuss issues
of shared concern; deepen their understanding of environmental justice issues, principles, and practices;
and review data, community input, and trends.
In coordination with jurisdiction staff, the B+D Project Manager, and CRC, we will confirm the timing and
approach for the workshops. Preliminarily, we expect that the first workshop will be focused on reviewing
community input collected to date through other work in Task 2, as well as reviewing the draft maps of
disadvantaged communities and the analysis of existing conditions conducted in Task 3, with attention
focused to community concerns and existing conditions that are shared across the jurisdictions. We
anticipate that the second workshop will be focused on identifying priority policies, programs, and
actions that respond to key issues shared across the jurisdictions, as identified through data analysis and
refined by community engagement. PlaceWorks will engage jurisdiction staff at each workshop through
interactive exercises to seek guidance and input into the process. We will also emphasize the importance
of meaningfully incorporating and responding to community input.
For each workshop, PlaceWorks will prepare meeting materials, including an agenda, presentation, and
engagement exercises, as well as a summary of key input. The B+D Project Manager will assist with the
review of workshop agendas and materials and help coordinate with the participating jurisdictions on
workshop invitations and logistics. This scope assumes these workshops will be held virtually.
2.6 Industry and Agency Interviews
In this task, PlaceWorks will hold a series of up to four one-on-one interviews with local industry and
business leaders and/or relevant State and regional agencies to better understand local environmental
justice issues, identify strategies to address those issues in the region, and identify ways in which
disadvantaged communities can effectively work with local industry and other agencies to improve
conditions. This task may include conversations with "green tech" or "clean alternative" companies and
community groups that are involved in green industry. This engagement will support all jurisdictions,
although some interviews may consider localized geographies and impacts.
As part of our work to prepare the Community Engagement Plan in Task 2.1, we will outline the strategy
for industry and agency input and engagement. This scope assumes that the B+D Project Manager,
jurisdiction staff, and/or Joint Steering Committee will provide a list of potential contacts for these
interviews, and that the Joint Steering Committee will approve the list of interviews prior to
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a
implementation. PlaceWorks will conduct up to four phone or video interviews as part of this task,
documenting feedback received.
See also Task 3.3, in which PlaceWorks will interview State, regional, and local agencies about relevant
data and expertise on potential policy approaches.
2.7 Community Engagement Summary Report
In addition to providing summaries of outreach and engagement events and activities for the tasks above,
PlaceWorks will prepare a consolidated report that summarizes all the outreach efforts from Task 2. It
will describe the input received and how it was incorporated into the Environmental Justice Elements.
The Community Engagement Summary Report will include feedback from all public outreach led by
PlaceWorks, CRC, and other CBO partners, including engagement with hard -to -reach and
underrepresented communities. In the presentation of outreach and engagement results in this report,
PlaceWorks will not attribute comments to specific stakeholders or organizations to protect privacy and
ensure open engagement in the process, unless specifically requested by a stakeholder or organization;
however, we will provide a list of types of stakeholders and organizations that were engaged.
2.8 County Inter -departmental Sessions and Commission/Board
Sessions
PlaceWorks will seek input and support for the Environmental Justice Updates by holding two
interdepartmental meetings with County staff and/or sessions with decision -makers or advisory bodies,
like the San Mateo County Youth Commission and Farmworker Advisory Commission. Based on our
experience on other projects, we have observed that the most powerful advocates for building internal
support for shifting away from past practices and embracing new environmental justice policies comes
from fellow colleagues rather than from external consultants, and that our environmental justice
knowledge and expertise can be more effective if applied to the other tasks in this scope. PlaceWorks
will facilitate the meetings and prepare an agenda and presentation. This scope assumes the meetings
will be held in person.
2.9 Story Map
Using the framework developed for a Story Map prepared for the Safety Elements Updates project,
PlaceWorks will design and format the key public engagement materials using Esri's Story Map
application. The Story Map will complement the traditional hard -copy materials and provide a way for
the public to interact with the maps and data more closely. This interactive platform will help to promote
the project as well as provide a dynamic and accessible platform where users can explore the data and
gain deeper insights into the key environmental justice issues affecting their community. The digital
platform will allow for regular and seamless updates to the content prior to adoption and into
implementation. PlaceWorks will prepare a single Story Map for the project.
2.10 Mapped Survey Tool
Using the framework developed for a mapped survey tool prepared for the Safety Elements Updates
project, PlaceWorks will leverage Survey123 for ArcGIS to create an interactive, map -based online survey
that can be accessed by any device with an internet connection.
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This tool will connect residents with information, decision makers, and other residents in a professionally
facilitated community discussion that builds public awareness of and trust in the project process, without
constraints on the time, place, or method of public input. We will use this mapped survey tool to support
community outreach and engagement related to the identification and delineation of disadvantaged
communities and the key environmental justice issues in each community. PlaceWorks will prepare a
single mapped survey for the project.
Task 2 Deliverables:
» Community Engagement Plan (including equity -focused engagement strategy)
» Project Website (for education and engagement)
» Engagement and Outreach Materials (draft and final materials in English and Spanish)
» Four Community -wide Workshops (in -person or virtual, with Spanish -language interpretation)
» Environmental justice survey
» Two Joint Staff/Agency Workshops (virtual)
» Four Industry/Agency Interviews (phone or video)
» Community Engagement Summary Report (including interim summaries of input following each major
set of engagement activities)
» Two County Inter -departmental Sessions or Commission/Board Sessions (in -person)
» Story Map
» Mapped Survey
TASK 3. Environmental Justice Existing Conditions: Data,
Maps, and Indicators
Through our work in Task 3, PlaceWorks will research and evaluate environmental justice issues based
on data, maps, indicators, and interviews with agency staff. While there is a wealth of data available to
consider for the Environmental Justice Elements, we will focus on finding the right data to tell the story
of each community, prioritizing data and information that reflects the community's experience. We will
avoid overwhemling staff, decision -makers, and community members with too many maps and
information that won't affect the outcomes of the process.
In addition, our Senior Geologist will serve a key role in this task to help our team understand and
interpret data related to soil and water contamination, particularly in areas like the Ravenswood District
in East Palo Alto that have a history of past contamination.
3.1 Identify/Confirm Disadvantaged Communities and EJ Focus Areas
In this task, PlaceWorks will leverage and expand upon data collection and mapping conducted as part
of the Safety Elements Updates project to map disadvantaged communities in each jurisdiction. As an
initial step, PlaceWorks will identify the census tracts with a combined CalEnviroScreen 4.0 score of 75
percent or higher. We will supplement the CalEnviroScreen data with data from the California Healthy
Places Index and the Metropolitan Transportation Commission's Equity Priority Communities, using the
versions that incorporate race -based data. We will also consider where low-income areas experience
disporportionate pollution burdens by mapping household median incomes at or below the Department
of Housing and Community Development's state income limits and examining those areas for additional
pollution burdens using CalEnviroScreen and other data. This analysis will also consider community -
specific data like car washes and auto shops by extracting these and similar data types from Google Maps
Proposal for Services • PLACEWORKS 27
Work Program
through Google's JavaScript API and data souces like SafeGraph Places. The draft maps will delineate
preliminary disadvantaged communities at a geographic scale commensurate with the data sources.
Once the preliminary maps of disadvantaged communities are drafted, PlaceWorks will submit them to
the B+D Project Manager for initial review. After any refinements from that review, we will share the
preliminary draft maps with the Joint Steering Committee and jurisdiction teams, including the County's
Core Equity Team data committee, for additional review and refinement before presenting them to the
public. Through our work in Task 2, we will ground -truth the preliminary maps with community members.
Based on community input, we will refine the maps for additional review and finalizing by the Joint
Steering Committee. With community refinement, we anticipate the geographic scale of the
disadvantaged community boundaries to become less dependent on data sources.
3.2 Indicator List and Data Collection
Through our work in Task 3.2, PlaceWorks will compile a list of environmental justice indicators that
measure and document the disproportionate impacts of environmental pollution and other hazards on
low income communities and communities of color. To begin, we'll identify and collect data from other
local, regional, and State agencies, including utility districts, CalTrans, Geotracker, EnviroStor, and
Aclima/Bay Area Air Quality Management District. We will also consider other data sources that can
illustrate other issues raised by community members through our work in Task 2. We will leverage data
from our work on the Safety Elements Updates, as well as our statewide work for HCD creating the AFFH
Data Viewer, as appropriate. In addition, we will document where and how the data can be collected,
and how frequently it is maintained and updated, to enable staff to make future updates and
comparisons based on the same datasets. In this task, we will be mindful of the competing demands on
staff time and prioritize datasets that are most directly relevant and effective at measuring
environmental justice outcomes.
PlaceWorks will submit the draft list of environmental justice indicators to the B+D Project Manager for
initial review. Following any needed refinements, we will present the list to the Joint Steering Committee,
the County's Public Health, Policy, and Planning Division, and community stkeholders, including CBO
partners, for review and refinement to ensure the final list reflects community priorities.
3.3 Partner Agency Engagement/Coordination with the San Mateo
County Health Department and Equity Team of the County
Executive Office
We understand that this work is not beginning in a vaccuum. A number of local, regional, and State
agencies have valuable data, research, and policy recommendations to share. Our data gathering and
analysis work will be supplemented by a series of one-on-one calls with agencies who work with relevant
data. To begin, PlaceWorks will identify a draft list of agencies to contact, including State agencies like
the California Department of Toxic Substances Control, regional agencies like the Bay Area Air Quality
Management District, and local agencies like the San Mateo County Health Department and Executive
Office Equity Team. After review with the B+D Project Manager and Joint Steering Committee,
PlaceWorks will contact agency staff to request data and discuss data analysis, opportunities for risk
reduction, and local program and policy priorities. This scope assumes up to five one-on-one
calls/interviews with agency staff.
28 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
4
Work Program
3.4 Analysis Results: Data Tables, Maps, and Summaries
In this task, PlaceWorks will prepare a concise technical appendix for each jurisdiction that presents the
results of the analysis conducted through Tasks 3.1 through 3.3. The technical appendices will map and
describe each disadvantaged community and document the environmental burdens, health risks, and
needs of each community, presenting disproportionate burdens and impacts by geography and key
demographics (e.g., race, gender, and age) as available, and will be supplemented by interactive web -
based maps. Map data will be presented at a geographic scale commensurate with the data sources, with
particular attention given to the scale of data in less urban unincorporated parts of the county. The
technical appendices will be prepared so that components may be readily used as appropriate in the
Environmental Justice Elements that will be crafted in Task 4. All data and documentation will be
organized and shared with jurisdiction staff to support future updates and evaluation.
PlaceWorks will submit the draft technical appendices to the B+D Project Manager for initial review,
followed by review by jurisdiction staff and CRC prior to publication review with community members
through Task 2 community engagement.
Task 3 Deliverables:
» Disadvantaged Community Maps (draft and refined)
» List of Environmental Justice Indicators (draft and final)
» Five Agency Interviews (phone or video)
» Environmental Justice Data Sets (along with documentation regarding sources and processing)
» Existing Conditions Technical Appendix and Narrative Summary (draft and final for each jurisdiction)
TASK 4. Environmental Justice Elements: Development and
Adoption
Through our work in Task 4, PlaceWorks will prepare the draft Environmental Justice Elements and
support jurisdiction staff through the adoption process.
4.1 Summary of Key Challenges and Opportunities
Drawing from community input gathered through Task 2 and findings from the Task 3 data analysis,
PlaceWorks will prepare a summary of key environmental justice challenges and opportunities for each
jurisdiction, which will include lessons for the cross -jurisdiction collaborative that can be shared more
broadly via 21 Elements. As noted in the introduction to this Scope of Work, we recommend preparing
this summary before the evaluation of current policies, programs, and practices in Task 4.2 in order to
focus that evaluation on the key challenges and opportunities raised by the community and from the
data analysis. We will prepare this as a standalone document with readiness to be incorporated into the
forthcoming Environmental Justice Elements for each jurisdiction. We will share an initial draft with the
B+D Project Manager for review, and then share with staff from each jurisdiction for their review prior
to finalization.
4.2 Evaluation of Current Policies, Programs, and Practices
PlaceWorks will scan and compile a list of existing City/County policies, programs, and practices related
to environmental justice for each jurisdiction. This scope assumes that jurisdiction staff will provide
PlaceWorks with agency documents, including documents from the Health Department and other non -
Proposal for Services • PLACEWORKS 29
Work Program
planning programs. We will work with staff from each jurisdiction to review this list and identify
strengths, weaknesses, and gaps related to environmental justice, particularly how the documents
respond to the specific issues in each community as identified through Tasks 2 and 3. Based on input
from this review, PlaceWorks will prepare summaries highlighting areas of strength and areas for
improvement for each jurisdiction. We will share draft summaries with the B+D Project Manager for their
review first, and then share directly with jurisdiction contacts. We will plan to present key takeaways
from this evaluation at one of the Joint Steering Committee meetings.
4.3 EJ Policies and Programs / Draft EJ Element Development
Following completion of Tasks 4.1 and 4.2, PlaceWorks will prepare the Draft Environmental Justice
Elements. For the County, this will be a new stand-alone element; for Burlingame and East Palo Alto, they
will be an update to the existing Healthy People and Healthy Places Element and Health and Equity
Element, respectively. We will also consult with Burlingame and East Palo Alto staff about the scope of
the changes to the General Plan. By limiting the updates to the existing Healthy People and Healthy
Places Element and Health and Equity Element, the scope of the changes are clear and focused. However,
we may also want to spread the updates among other elements where environmental justice issues are
also addressed; in that case, we'll need to thoughtfully contain the updates, since it can sometimes spiral
into a more comprehensive set of updates to the General Plan when more elements are open to revision.
We'll work with jurisdiction staff to confirm the appropriate approach for each General Plan.
The new and updated Elements will incorporate material from preceding tasks as appropriate. Draft
policies, programs, and implementing action priorities will be mapped to the key challenges and
opportunities summarized in Task 4.1. They will be accompanied by any necessary and appropriate
revisions and updates to the background text that will discuss information related to the proposed
policies, programs, and actions.
The Draft Environmental Justice Elements will cover all topics required by SB 1000, plus other topics
identified through the community engagement process in Task 2. The Draft Elements will also follow
requirements and best practices contained in the Governor's Office of Planning and Research (OPR)
General Plan Guidelines, which were revised in June 2020 to include guidance for preparing
environmental justice elements, as well as the SB 1000 Toolkit that PlaceWorks prepared in 2017 in
partnership with the California Environmental Justice Alliance.
PlaceWorks will submit an initial Administrative Draft (version 1) for review by the B+D Project Manager.
We will then share a Revised Administrative Draft (version 2) with each jurisdiction team for review and
comment. Following this, we will prepare the Public Review Draft Environmental Justice Elements
(version 3), incorporating staff input to share with CBO partners and the general public.
Following public review, PlaceWorks will document, respond to, and incorporate public comments,
consulting with jurisdiction staff as needed and to confirm changes. We will prepare the Final Drafts
(version 4) for adoption hearings. Following adoption, we will reflect any final changes resulting from the
adoption process in the Final Environmental Justice Elements (version 5).
4.4 EJ Element Review and Adoption
PlaceWorks support jurisdiction staff through the public review and adoption process by preparing staff
report and presentation materials for up to two public hearings for each jurisdiction, plus a third hearing
before the California Coastal Commission for the County. This scope assumes that jurisdiction staff will
30 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
-4
Work Program
present the Final Draft Environmental Justice Elements to decision -makers for review and adoption. We
will share presentation materials with the B+D Project Manager and jurisdiction staff for review prior to
the hearings.
4.5 CEQA Review
For each jurisdiction, PlaceWorks will prepare either a Notice of Exemption (NOE) pursuant to CEQA
Guidelines Section 15062 or an Addendum to the relevant General Plan EIR pursuant to CEQA Guidelines
Section 15164. The CEQA document will include a brief project description and provide the substantial
evidence to demonstrate how the proposed project would not result in any significant effects. The CEQA
document will be submitted to each jurisdiction for review, as follows:
» One electronic copy of an Administrative Draft to the jurisdiction for review. Staff will provide
PlaceWorks with a single set of consolidated comments on the Administrative Draft.
» One electronic copy of a revised, second draft as an electronic "Screencheck." PlaceWorks assumes
that a minimal level of effort, not exceeding four hours, would be required to respond to a single set
of consolidated comments from the jurisdiction on the Screencheck Draft.
Following approval of the Screencheck, PlaceWorks will provide the jurisdiction with one electronic copy
of the Final document for inclusion in the staff reports and approval by the decision -making body.
If it is determined that potential impacts from the proposed Environmental Justice Elements require
changes to the project or mitigation measures to reduce impacts to a less -than -significant level, a
contract amendment to prepare the appropriate CEQA document would be required.
Following the approval of the Environmental Justice Elements, PlaceWorks will prepare the Notice of
Determination (NOD). Our scope of work assumes that staff will be responsible for overseeing the filing
of the NOE (if the selected document) and NOD with the County Clerk following the approval of the
proposed projects and PlaceWorks will post the NOE/NOD with the State Clearinghouse.
Task 4 Deliverables:
» Key Challenges and Opportunities Summary (draft and final for each jurisdiction)
» Evaluation of Current Environmental Justice Policies, Programs, and Practices (draft and refined memo
for each jurisdiction)
» New Stand -Alone Environmental Justice Element for San Mateo County, Updated Health and Equity
Element for East Palo Alto, and Updated Healthy People and Healthy Places Element for Burlingame
(prepared in five versions: two Administrative Drafts, a Public Review Draft, a Final Draft, and the
Adopted Element)
» Adoption Hearing Staff Report Content and Presentations (for two public hearings each for Burlingame
and East Palo Alto and for three public hearings for San Mateo County)
» NOE or Addendum (Administrative, Screencheck, and Final Draft for each jurisdiction)
Proposal for Services • PLACEWORKS 31
r
Work Program
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32 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
D. COST PROPOSAL
As shown in Table 1, the estimated cost to complete the scope of work described in this proposal is
$540,647. Table 2 shows the fee proposal broken down by jurisdiction.
In addition to the budget shown for CRC in Table 1, CRC will provide support services for other tasks in
kind through work that is separately funded.
This scope of work and cost estimate assumes that:
■ Our cost estimate includes the meetings shown in the Work Program. Additional meetings would be
billed on a time -and -materials basis. Tanya Sundberg and either Cliff Lau or Angelica Garcia will attend
all project meetings, public workshops, and other public meetings. We will provide Spanish
interpretation services at public workshops.
■ All products will be submitted in electronic (PDF) format; when documents are prepared in Microsoft
Word, we will also provide products in Word.
■ The B+D Project Manager and/or jurisdiction staff will be responsible for meeting logistics, including
schedule coordination, document production, printing notices, mailing costs, room reservations, room
set-up and take -down, and refreshments.
The billing rates for each team member are included in Table 1.
Proposal for Services • PLACEWORKS 33
Cost Proposal
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a
34 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
-/ 4
Table 1 Estimated Cost
PLACEWORKS
SUBCONSULTANTS
CRC
JANSEN SUNDBERG LAU GARCIA MAZUR WATSON
�
Principal -in-
Project Assistant
Assistant
GIS
Haz Mat
CEQA CEQA
Project
GIS
Technical
WP/
PlaceWorks
10%
Charge
Manager
PM
PM
Principal
Advisor
Principal Associate
Planner
Analyst
Graphics
Editor
Clerical
PlaceWorks
2% Office
PlaceWorks
Subconsultant
Subconsultan
Total Task
Hourly Rate:
$260
$225 1
$160
1 $155
$225
$180
$245 $155
$145
$135
$135
$140
$130
Hours
Expenses
Total
Markup
I tTotal
Budget
PROJECTTASK 1. •• • • •
78
$282
$14,392
0
$0
$0
$14,392
1 Joint Steering Committee
2 24 26 26
2
Jurisdiction -Specific Check -ins
8
78�
78
39
203
$763
$38,918
0
$0
$0
$38,918
3
Ongoing Project Management
8
20
10
1
6
44
$147
$7,507
0
$0
$0
$7,507
Task 1. Subtotal
10
130
124
75
0
0
0 0
0
6
0
0
0
325
$1,192
$60,817
$0
$0
$0
$60,817
COMMUNITYTASK 2. e OUTREACH
1
Community Engagement Plan
4
8
12
12
36
1
1
74
$242
$12,352
3,245
$325
$3,570
$15,922
2
Education and Outreach Materials
6
18
58
38
60
68
4
252
$784
$40,004
0
$0
$0
$40,004
3
Community -wide Engagement
4
48
30
30
25
8
10
155
$547
$27,892
72,996
$7,300
$80,296
$108,188
4
Equity -focused Environmental Justice Survey
4
14
22
27
8
8
4
87
$294
$14,969
49,379
$4,938
$54,317
$69,286
5
Joint Staff and Agency Partner Workshops
8
16
16
8
48
$160
$8,160
0
$0
$0
$8,160
6
Industry and Agency Interviews
8
10
10
28
$99
$5,049
0
$0
$0
$5,049
7
Community Engagement Summary Report
2
4
6
6
12
30
$101
$5,151
0
$0
$0
$5,151
8
County Inter -departmental Sessions and Commission/Board Sessions
20
14
6
40
$151
$7,691
0
$0
$0
$7,691
9
Story Map
2
4
6
6
4
17
30
8
77
$237
$12,075
0
$0
$0
$12,075
10
Mapped Survey Tool
1
3
6
6
2
17
_
35
$111
$5,680
0
$125,620r
$0
$12,563r
$0
$138,183
$5,680
$277,206
Task 2. Subtotal
r 23r 135r 166r 165r 6r or or 172 63r gor 57 1
826 $2,726 $139,023r
ENVIRONMENTALTASK 3. • • DATA,
•
1
Identify/Confirm Disadvantaged Communities and EJ Focus Areas
2
8
8
8
10
4
60
100
$318
$16,228
0
$0
$0
$16,228
2
Indicator List and Data Collection
4
6
6
10
8
40
74
$238
$12,118
0
$0
$0
$12,118
Partner Agency Engagement/Coordination with the San Mateo County
3
Health Department and Equity Team of the County Executive Office
7
7
7
7
20
48
$161
$8,216
0
$0
$0
$8,216
4
Analysis Results: Data Tables, Maps, and Summaries
2
101
20
201
16
81
80
156
0
$0
$0
$25,408
$4981 $25,408
Task 3. Subtotal
4r
29
41
41r
43
20
0
0
0
200
0
Or
0
378
$1,2151
$61,970
$0
$0
$0
$61,970
ENVIRONMENTALTASK 4. • ADOPTION
1
Summary of Key Challenges and Opportunities
3
161
141
12
421
4
4
4
3
0
$332
$16,932
0
$0
$0
$16,932
2
Evaluation of Current Policies, Programs, and Practices
3
12
16
8
48
87
$285
$14,525
0
$0
$0
$14,525
3
EJ Policies and Programs/ Draft EJ Element Development
12'
72F
66
52
8
r
185,
26F
18,
24
8
471
$1,538
$78,443
0
$0
$0
$78,443
4
EJ Element Review and Adoption
6
8
6
4
24
$83
$4,223
0
$0
$0
$4,223
5
CEQA Review
3
6
8
4
15
30
60
6
6
138
$453
$2,691
$7,8241
$23,100
$137,223
$399,033
0
$0
$125,620
$0
$0
$0
$0
$138,183
$23,100
$137,223
$537,216
Task 4. Subtotal
21r 112r 112r 82
8r or isr 30r 339r 30r 22r 34r 17
720
Labor Dollars Total' $15,080 ' $86,850 'r $70,880 ' $56,265
'r $12,825 'r $3,600 $0 $0 ' $74,101 'r $40,364 'r $15,120 ' $5,460 'r $2,340
EXPENSES
PlaceWorks Reimbursable Expenses
$3,431
EXPENSES TOTAL
$3,431
Proposal for Services • PLACEWORKS 35
Cost Proposal
Table 2 Cost Per Jurisdiction
TOTAL COST BY JURISDICTION
TASK TOTAL
Burlingame
East Palo Alto
San Mateo CountyTASK
1. PROJECT COORDINATION AND COMMUNICATION
1
Joint Steering Committee
$2,780
$4,712
$6,900
$14,392
` 2
Jurisdiction -Specific Check -ins
$12,862
$12,862
$13,194
$38,918
` 3
Ongoing Project Management
$2,229
$2,366
$2,912
$7,507
Task 1. Subtotal
$17,871
$19,940
$23,006
$60,817
COMMUNITYTASK 2. e OUTREACH
1
Community Engagement Plan
$3,503
$5,254
$7,165
$15,922
` 2
Education and Outreach Materials
$8,801
$13,201
$18,002
$40,004
` 3
Community -wide Engagement
$23,801
$35,702
$48,685
$108,188
` 4
Equity -focused Environmental Justice Survey
$15,243
$22,864
$31,179
$69,286
` 5
Joint Staff and Agency Partner Workshops
$1,796
$2,692
$3,672
$8,160
` 6
Industry and Agency Interviews
$1,111
$1,666
$2,272
$5,049
` 7
Community Engagement Summary Report
$1,133
$1,700
$2,318
$5,151
` 8
County Inter -departmental Sessions and Commission/Board Sessions
$0
$0
$7,691
$7,691
` 9
Story Map
$2,880
$3,876
$5,319
$12,075
` 10
_
Mapped Survey Tool
$1,355
$1,823
$2,502
$5,680
Task 2. Subtotal
$59,6231
$88,779L--
$128,804
$277,206
TASK
3. ENVIRONMENTAL JUSTICE EXISTING CONDITIONS: DATA, MAPS,
AND INDICATORS
1
Identify/Confirm Disadvantaged Communities and EJ Focus Areas
$3,570
$5,355
$7,303
$16,228
` 2
Indicator List and Data Collection
$2,666
$3,999
$5,453
$12,118
Partner Agency Engagement/Coordination with the San Mateo County
3
Health Department and Equity Team of the County Executive Office
$1,808
$2,711
$3,697
$8,216
` 4
Analysis Results: Data Tables, Maps, and Summaries
$5,590
$8,384
$11,434
$25,408
Task 3. Subtotal
$13,634
$20,449
$27,887
$61,970
TASK
4. ENVIRONMENTAL•• D• •
1
Summary of Key Challenges and Opportunities
$3,896
$5,570
$7,466
$16,932
` 2
Evaluation of Current Policies, Programs, and Practices
$4,855
$4,855
$4,815
$14,525
` 3
EJ Policies and Programs / Draft EJ Element Development
$17,325
$26,214
$34,904
$78,443
` 4
EJ Element Review and Adoption
$1,112
$1,112
$1,999
$4,223
` 5
_
CEQA Review
$7,700
$7,700
$7,7001
$23,100
Task 4. Subtotal'
$34,888
$45,451
$56,884r
$137,223
Labor Dollars Total $126,016 ` $174,619 $236,581 $537,216
PlaceWorks Reimbursable Expenses
EXPENSES TOTAL $677
$703 $2,050 $3,431
36 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
E. TERMS AND CONDITIONS
PlaceWorks is willing to to accept the terms and conditions included in the sample Agreement for
Professional Services.
Proposal for Services • PLACEWORKS 37
r
Terms and Conditions
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38 CITY OF BURLINGAME, CITY OF EAST PALO ALTO, SAN MATEO COUNTY • Environmental Justice Elements
Resumes
10 PLACEWORKS
44
10 PLACEWORKS
JOANNA JANSEN AICP, L
Managing Principal, Planning
Joanna oversees PlaceWorks' comprehensive planning practice
EDUCATION
in Northern California. She is committed to intensive hands-on
BA, History, University of Arkansas,
involvement in all aspects of the projects she directs, from policy
Fayetteville, AR
creation to meeting agendas to environmental review. Joanna has a
particular expertise in skillfully managing integrated comprehensive
CERTIFICATIONS
plans and EIRs to ensure a streamlined flow of work and avoid surprises
during the CEQA process.
• American Institute of Certified
Planners
Joanna has significant experience in the organization and facilitation
. Leadership in Energy and
of public involvement programs, both as stand-alone outreach efforts
Environmental Design Accredited
and as part of larger planning projects. She believes that meaningful
Professional
community engagement from the earliest stages of a project enhances
the ultimate outcome and establishes invaluable public support for
AFFILIATIONS
its implementation. Joanna regularly facilitates public involvement at
all scales, from community workshops with hundreds of participants
American Planning Association
to citizen committees and focus groups. She is skilled at designing and
running meetings that result in focused, relevant input and at translating
Team member since 1999
this input into effective policies.
HIGHLIGHTS OF EXPERIENCE
Comprehensive Planning
• Palo Alto Comprehensive Plan Amendment and EIR I Palo Alto CA
• San Mateo General Plan Update I San Mateo CA
• Contra Costa County General Plan Update and EIR I Contra Costa County CA
• Livermore General Plan I Livermore CA
• Morgan Hill 2035 1 Morgan Hill CA
• Los Banos General Plan Update 2040 1 Los Banos CA
• Vacaville General Plan Update and EIR I Vacaville CA
• San Leandro General Plan Update, Housing Element, and EIR I San Leandro
CA
• Los Gatos General Plan Update, Housing Element, and EIR I Los Gatos CA
• Corcoran General Plan Update I Corcoran CA
• Tulare TOD Plan and General Plan Amendment I Tulare CA
• Butte County General Plan Update and EIR I Butte County CA
• Oroville General Plan and Development Code Update and EIR I Oroville CA
• Yolo County General Plan Update I Yolo County CA
• Newman General Plan Update and EIR Newman CA
• Napa County Housing Element Update Napa CA
• Seaside Housing Element Update I Seaside CA
0 PLACEWORKS
Public Participation
• SamTrans 101 Express Bus Plan I San Mateo CA
JOANNA JANSEN • C/CAG PDA Parking Policy Technical Assistance Program I San Mateo CA
Principal • Emeryville Parking Pricing Program I Emeryville CA
jjansen@placeworks.com • Downtown Livermore Facilitation Services I Livermore CA
• Portola Valley Outreach and Engagement Tools I Portola Valley CA
• Albany and San Leandro Parking Management Plans I Alameda County CA
• Vehicle Registration Fee Expenditure Plan and Public Outreach I Alameda County
CA
• Vehicle Registration Fee Public Outreach I Contra Costa County CA
• Northeast Livermore Public Facilities and Programs Planning I Livermore CA
• City/County Association of Governments of San Mateo County PLACE3S
Modeling I San Mateo County CA
• Bay Area Regional Smart Growth Strategy I San Francisco Bay Area CA
• Measure J Outreach, Facilitation, and Strategic Planning I Contra Costa CA
• La Honda Creek Open Space Preserve Master Plan I La Honda CA
• Livermore Vision Project I Livermore CA
Sustainability
• Butte County Solar Guide I Butte County CA
• Los Gatos Sustainability Plan I Los Gatos CA
• Los Gatos Bicycle and Pedestrian Master Plan I Los Gatos CA
• Vacaville Energy and Conservation Action Strategy I Vacaville CA
• Newman Non -Motorized Transportation Plan I Newman CA
• Avenal General Plan and Sustainability Implementation Programs I Avenal CA
Environmental Review
• Pigeon Point State Park General Plan IS/MND I Pescadero CA
• Concord Hills Regional Park Land Use Plan and EIR I Concord CA
• Brighton Landing EIR I Vacaville CA
• Downtown Vallejo Specific Plan and Virginia Street Mixed -Use Project EIR
Vallejo CA
• Crocker Art Museum Expansion EIR I Sacramento CA
• Siena Hill EIR I Oakland CA
• Mission Square EIR I Sonoma CA
• Codornices Creek Initial Study I Albany CA
• Marbella Subdivision Focused EIR I South San Francisco CA
• Seismic Replacement Building #1 EIR I University of California Berkeley
• Corte Madera Housing Element EIR I Corte Madera CA
• Ames Research Center EIS I Mountain View CA
• Oyster Point Boulevard Initial Study I South San Francisco CA
TANYA SUNDBERG
Associate Principal
Tanya brings valuable planning experience through her work in both the
public and private sector. She is organized and detail -oriented, produces
high -quality documents, and maintains open and communicative
working relationships with her clients.
Tanya's work at PlaceWorks has focused on general plans, specific
plans, sustainability/ climate action plans, cannabis planning and
environmental services, complete streets plans, and environmental
reviews. She is currently managing the Contra Costa County General
Plan Update, Climate Action Plan, Zoning Support, and EIR and
overseeing the Tuolumne County Comprehensive Zoning Ordinance
Update. She recently completed the City of Stockton General Plan
Update and EIR, which included a Municipal Service Review and which
won an Award of Excellence for Comprehensive Planning for a Large
Jurisdiction from the APA California Chapter; the Murphys State Route 4
Complete Streets Plan; and the Lake of the Pines Long -Range Strategic
Plan. Her prior comprehensive general plan update experience includes
the Vacaville General Plan Update and EIR, including the Climate Action
Plan, which won the Award for Hard -Won Victories from the APA
California Chapter, and the Butte County General Plan Update and EIR,
which won an Award of Excellence for Comprehensive Planning for a
Small Jurisdiction from the APA Sacramento Valley Section. For most of
these projects, Tanya managed or assisted in the development of the
plan as well as its environmental review, thus facilitating the creation of
self -mitigating plans and an efficient environmental review process.
Tanya has also used her extensive GIS experience in most of her
comprehensive and environmental review projects, as well as in her
work as the project manager for the Trinity County GIS Economic
Development Mapping Plan.
HIGHLIGHTS OF EXPERIENCE
• Contra Costa County General Plan Update I Contra Costa County CA
• Tuolumne County Planning Services and Comprehensive Zoning Code Update
Tuolumne County CA
• Stockton General Plan Update and EIR I Stockton CA
• Murphys State Route 4 Complete Streets Corridor Plan and Project
Prioritization I Calaveras County CA
• Lake of the Pines Long -Range Strategic Plan I Auburn CA
• Oroville Sustainable Code Update and Climate Action Plan I Oroville CA
• Oroville Area Urban Greening Plan I Butte County CA
EDUCATION
Master of Environmental Planning,
University of California, Berkeley
BA, Human Ecology, College of the
Atlantic, Bar Harbor ME
AFFILIATIONS
• Association of Environmental
Professionals
Team member since 2006
0 PLACEWORKS
4K
• Moraga Hillsides and Ridgelines Project I Moraga CA
• Vacaville General Plan Update and EIR I Vacaville CA
TANYA SUNDBERG
• Butte County General Plan Update and EIR I Butte County CA
Associate Principal
• Tracy General Plan and EIR I Tracy CA
tsundberg@placeworks.com
• Butte County Solar Overlay Zone and EIR I Butte County CA
• Tracy Sustainability Action Plan I Tracy CA
• Napa County Housing Element Update and EIR I Napa County CA
• Butte Regional Conservation Plan EIR/EIS I Butte County CA
• Trinity County GIS Economic Development Mapping Plan I Trinity County CA
SPEAKING
ENGAGEMENTS
PUBLICATIONS
• "Community -Building Through the
"Incorporating Complex Adaptive Systems Theory into Strategic Planning: The
General Plan" , 2019 American
Sierra Nevada Conservancy" (with Timothy Duane), Journal of Environmental
Planning Association California
Planning and Management 51:1, 2008, pp. 141-162
Chapter Conference
Santa Barbara CA
AWARDS
• "Shaping a Comprehensive and
. 2019 American Planning Association California Chapter Award of Excellence
Effective Cannabis Policy" , 2018
for Comprehensive Planning by a Large Jurisdiction , Envision Stockton
American Planning Association
General Plan I Stockton CA
California Chapter Conference
San Diego CA
• 2019 American Planning Association Sacramento Valley Section Award of
• "Crafting Programmatic EIRs:
Excellence for Comprehensive Planning by a Large Jurisdiction , Envision
Lessons Learned and Practical Tips"
Stockton General Plan Stockton CA
, 2017 Association of Environmental
• 2018 American Planning Association Sacramento Valley Section Award of
Professionals California State
Merit for Best Practices , Butte County Utility -Scale Solar Guide
Conference I San Francisco CA
Butte County CA
• "First -Time Project Managers:
• 2018 California Association of Environmental Professionals Award of Merit
Strategies for Success' , 2017
for an Environmental Resource Document , Butte County Utility -Scale Solar
American Planning Association
Guide I Butte County CA
California Chapter Conference
• 2016 Planning Award for Hard -Won Victories I APA California Chapter,
Sacramento CA
Vacaville General Plan Update
• 2016 Award for Hard -Won Victories, APA CA Northern California Section
ACTIVITIES
Vacaville General Plan Update
• Commissioner I Trinity Local
• 2016 Award for Innovation in Green Community Planning, APACA Sacramento
Agency Formation Commission
Valley Section I Oroville Area Urban Greening Plan
• Board Member, The Watershed
• 2011 Comprehensive Planning Award for a Small Jurisdiction, APACA
Research and Training Center,
Sacramento Valley Section I Butte County General Plan Update
Hayfork I CA
• 2011 Merit Award for Innovation in Green Community Planning, APACA
• Vice President of Programs I AEP
Sacramento Valley Section, Tracy Sustainability Action Plan
California North Coast Chapter
• 2006 Certificate of Honor, American Society of Landscape Architects,
The Sierra Nevada Conservancy: Strategies for a New Institutional Model
PRIOR EXPERIENCE
(graduate thesis)
• 2006 Geraldine Knight Scott Traveling Fellowship I University of California,
• City of Sunnyvale, Transportation
Berkeley
Planner, 2004; Assistant Planner,
. 2000 Excellence in Studies of Policy and Planning Award I Center for Applied
2001 to 2002
Human Ecology
4
CLIFF LAU
Associate
Cliff has a diverse range of experience in the areas of urban design,
community planning, and engagement. He focuses on planning and
design oriented towards communities, the environment, health, and
the public realm. Cliff possesses a valuable skillset, bringing high -quality
coordination and design to his portfolio of projects. His technical skills
include graphic design, illustration, hand drawing, and GIS mapping.
He has produced planning documents, design visualizations, maps, and
design guidelines to envision community development projects and
Specific Plans. Cliff is committed to creating clear, accessible, and high -
quality products to support the success of projects.
HIGHLIGHTS OF EXPERIENCE
Urban Design
• Southeast Greenway GPA, Rezoning, and EIR I Santa Rosa CA
• Southwest Fresno Specific Plan I Fresno CA
• 1140 Wildcat Canyon Road Expedited Planning Services I Berkeley CA
• Downtown Willits Streets and Alleys Connectivity Study I Willits CA
• AMBAG Sustainable Communities Strategy Implementation Project
Monterey County CA
• SANDAG Smart Growth Visual Simulations I San Diego CA
• Downtown Livermore Facilitation Project I Livermore CA
• Palmdale to Burbank High Speed Rail Environmental and Engineering Services
LA County CA
Community Outreach
• Los Angeles County Parks and Recreation Needs Assessment I LA County CA
• Palo Alto Comprehensive Plan Amendment I Palo Alto CA
• San Mateo County Transportation Authority Strategic Plan Update I San
Mateo County CA
• SamTrans 101 Express Bus Plan I San Mateo County CA
• Sunnyvale Housing Strategy I Sunnyvale CA
• SB 1000 Implementation Toolkit I Oakland CA
Visual Impact Assessment
• Livermore Community Solar Farm EIR I Livermore CA
PRIOR EXPERIENCE
• Okamoto Saijo Architecture I San Francisco CA
• Envision Transform Build East Palo Alto I East Palo Alto CA
EDUCATION
• Master of Urban Design,
• University of California, Berkeley
• Bachelor of Architecture,
• New Jersey Institute of Technology
AFFILIATIONS
• American Planning Association
• Planners Network
Team member since 2015
0 PLACEWORKS
• Redstone Townhomes Neighborhood Association I Jersey City NJ
• Healthy Development Guidelines Technical Advisory Group I Oakland CA
CLIFF LAU • 2012 Downtown Berkeley Design Guidelines I Berkeley CA
Associate
clau@placeworks.com
4
ANGELICA GARCIA
Associate
Angelica works on a wide range of planning projects, including general
EDUCATION
plans, neighborhood plans, community outreach campaigns, housing
. Master of Planning, University of
elements, and zoning code updates. She has over seven years of
Southern California
experience as a planner and brings a wide variety of skills through her
. BA Communication Studies,
work experience and education. Her interest in urban planning stems
University of California, Los Angeles
from her desire to help create healthier communities. She enjoys
working on plans that reflect the unique needs of each community.
CERTIFICATIONS
Angelica is currently working on San Mateo's General Plan Update,
Stockton's Neighborhood Action Plans, and Sacramento's County Infill
IAP2 Planning for Effective Public
Program Update.
Participation (May 2022)
Prior to joining PlaceWorks, Angelica worked as a planner in the public
AFFILIATIONS
sector for the City of Vacaville and City of Buena Park, where she gained
valuable experience in policy implementation, zoning, and community
American Planning Association
planning. In her previous roles, she collaborated closely with community
members and industry professionals regarding land use design.
Team member since 2020
During her graduate program, Angelica assisted with a Complete Streets
and Healthy Communities Initiative which was a collaborative effort with
the City of Buena Park, residents, and other key stakeholders to prepare
a Safe Routes to School plan.
HIGHLIGHTS OF EXPERIENCE
• Stockton Neighborhood Action Plans I Stockton CA
• Vacaville Comprehensive Housing Analysis I Vacaville CA
• San Mateo General Plan Update I San Mateo CA
• Sacramento County Infill Program Update I Sacramento County CA
• Hollister General Plan Update and Environmental Review I Hollister CA
• Contra Costa County General Plan Update I Contra Costa CA
• Livermore General Plan Update I Livermore CA
• Santa Rosa General Plan Update I Santa Rosa CA
• Butte County General Plan Update and EIR I Butte County CA
• Marin County US 101 Bus on Shoulder Feasibility Study I Marin County CA
• Yuba City General Plan Update I Yuba City CA
• Big Basin Visioning Project I Statewide CA
• Sunnyvale Housing Development Objective Standards I Sunnyvale CA
• Rohnert Park Housing Services I Rohnert Park CA
• Richmond Mills Act Ordinance Update I Richmond CA
• Valley Transportation Authority Transit Oriented Development Visioning
Gilroy CA
0 PLACEWORKS
• Tuolumne County Title 17 Zoning Code Comprehensive Update and ADU
Ordinance I Tuolumne County CA
ANGELICA GARCIA • Imperial County Housing Element Update I Imperial County CA
Associate • Laguna Hills Housing Element Update I Laguna Hills CA
agarcia@placeworks.com • Marysville Housing Element Update Marysville CA
• Yountville Housing Element Update Yountville CA
• Western Riverside Council of Governments Planning Support Services
Riverside CA
ACTIVITIES
APA 2017-Present
• Sacramento Valley APA PLAN Program 2018-2019
• California APA Conference 2017-2020
-/ 4
ROBERT MAZUR
Associate Principal, Director of GIS
Rob has extensive experience creating maps and datasets for a
EDUCATION
range of planning projects. He specializes in all facets of geodatabase
BA, Geography, Edinboro University,
development, data management, web GIS, and spatial and tabular
Edinboro, PA
analyses for improved decision -making, information retrieval, and
cartography. His experience in a wide variety of planning projects,
CERTIFICATIONS
coupled with his expertise in GIS and field data collection, make him a
key asset to any team. Rob excels at quantitative and spatial analysis,
GIS Professional
including buildout calculations, walkability, community health modeling,
cartography, and land use scenario modeling. He works directly with
AFFILIATIONS
clients and staff to develop effective, efficient, and informative GIS
Bay Area Automated Mapping
processes.
Association
Rob is well versed in advanced and current planning practices in both
the public and private sector, and has an excellent understanding of the Team member since 2011
relationship between data management and its importance in achieving
service delivery standards for the work of community development and
public works departments. Rob has brought his GIS skills to a number of
general plan updates throughout California, and has managed a variety
of mapping projects in Los Angeles County, the Bay Area, and beyond.
HIGHLIGHTS OF EXPERIENCE
• SB 2 Grant Application Assistance I Statewide CA
• Los Angeles County SD5 Trails I Los Angeles CA
• Los Angeles County Sustainable Parks Master Plan I Los Angeles CA
• Los Angeles Comprehensive Countywide Park Needs Assessment I Los Angeles CA
• Santa Ana River Parkway and Open Space Plan I Santa Ana CA
• Vallejo Integrated Revitalization Program and Comprehensive General Plan
Update I Vallejo CA
• First 5 CA, Montclair WeCare I Montclair CA
• San Carlos GIS I San Carlos CA
• San Mateo General Plan Update I San Mateo CA
• Contra Costa Transportation Authority On -Call Planning I Contra Costa County CA
• Contra Costa County Gneeral Plan Update I Contra Costa County CA
• Hollister General Plan Update I Hollister CA
• Elk Grove Disaster Preparedness Project I Elk Grove CA
• Morgan Hill 2035 General Plan I Morgan Hill CA
• Menlo Park Housing Element EA I Menlo Park CA
• Upland General Plan Update and EIR I Upland CA
• Downtown Livermore Facilitation Services I Livermore CA
• Vacaville General Plan Update, Climate Action Plan, and EIR I Vacaville CA
• Stockton General Plan Update I Stockton CA
• Palo Alto Comprehensive Plan Update I Palo Alto CA ED PLACEWORKS
• Butte County General Plan Update and EIR I Butte County CA
• Healthy High Desert I San Bernardino CA
ROBERT MAZUR • Santa Cruz TOD I Santa Cruz CA
GIS Director • Tulare TOD Plan & General Plan Amendment I Tulare CA
rmazur@placeworks.com • Walnut Creek BART Transit Village Plan EIR I Walnut Creek CA
PRIOR EXPERIENCE
• FEMA Digital Flood Insurance Rate Map Production I FEMA Region IX
• Sidewalk Inventory Project I Oakland CA
• Sidewalk Inventory Project Seminar I Oakland CA
• Worldwide Defense Mapping I National Imagery Mapping Association
• Curb Ramp Inventory Oakland CA
• True Green Land Care San Jose CA
SPEAKING ENGAGEMENTS
• "Los Angeles County Trails Assessment", 2015 Greater and Greener
Conference, San Francisco CA
• "Oakland Citywide Sidewalk Condition/ADA Inventory", 2006 ESRI
International User Conference, San Diego CA
MICHAEL J. WATSON PG
Senior Geologist
With two decades in the environmental consulting industry, Mike EDUCATION
is proficient in performing site assessments and remediation. He BS, Geology, University of
specializes in site assessments, geohazard studies, operations and California, Riverside
maintenance programs, air quality and industrial hygiene assessments,
groundwater investigations, and remedial actions. Mike also manages REGISTRATIONS
materials acquisition, field equipment maintenance, and subcontractor
coordination on large field investigations and monitoring programs. California Professional Geologist
No. 8177
A dedicated geologist, Mike continually strives to refine his knowledge,
methods, and efficacy. He is especially committed to his current work for
CERTIFICATIONS
numerous school districts throughout California, where he assists in site
. 40-Hour Hazardous Waste Workers
assessment services and the Department of Toxic Substances Control's
(HAZWOPER) Certification
school site approval process. He performs Phase I ESAs, PEAS, geohazard
. 24-Hour First Responders
studies, supplemental site investigations, remedial investigation
Certification
reports, removal action documents, feasibility study reports, Title 5
• 8-Hour HAZWOPER Refresher
Constraints Studies, and fill testing reports. In addition, he assists with
Certification
the management and implementation of field investigations, assembles
• CPR/First Aid Certification
project data, and arranges methodical and comprehensive procedures
• NITON X-ray Fluorescence (XRF)
to attain the client's goals.
Analyzer Certification
AFFILIATIONS
HIGHLIGHTS OF EXPERIENCE
• Geological Society of America
Site Assessments
• Association of Environmental and
• PEA and Geological and Environmental Hazards Assessment (GEHA) for
Engineering Geologists
.Seismological Society America
Proposed STEM High School, Natomas USA I Natomas CA
•Inland Geological Society
• PEA -Equivalent and GEHA for Mare Island Technology Academy Renovations,
.South Coast Geological Society
Griffin Technology Academies I Vallejo CA
• Supplemental Site Investigation for David Starr Jordan High School I Los
Angeles USD
Team member since 2005
• PEAs, Phase I ESAs, and GEHAs for various schools I Riverside USD
• Phase I ESAs, Addendums and GEHAs for various sites I Paradise USD
• PEA, Housekeeping Services, and GEHA for Rise Kohyang High School, Bright
Star Schools I Los Angeles CA
• PEA and Remedial Action for New High School at 201 North Douglas Street,
Wiseburn USD I El Segundo CA
• PEA, SSI and Removal Action for Dillard Elementary School Reconstruction
Elk Grove USD
• Phase I ESAs for multiple properties I Rancho Cordova CA
• PEAs, Phase I ESAs, Geohazards Study Reports, and Title 5 Studies for various
schools I Moreno Valley USD
• PEAs and Fill Testing for various schools I Clovis USD
• PEA for Proposed Castaic High School, William S. Hart Union High School
District I Castaic CA
0 PLACEWORKS
• Phase I ESA for Proposed K-8 Parker Dam School I Needles USD
• Removal Action, Fill Testing and Quarterly Groundwater Sampling for Central
Region High School No. 13 1 Los Angeles USD
MICHAEL J. WATSON • Removal Actions for Chaffey West Community Day School and Chino Early
Senior Geologist Education Center I San Bernardino County Superintendent of Schools
mwatson@placeworks.com • Phase I ESA for the Arrowhead Springs Resort I San Bernardino CA
• Phase 1/II ESAs for Former Gas Station I Los Angeles CA
• Quarterly Groundwater Sampling, Remedial Investigation and Remedial
Action for Santa Fe Springs Athletic Fields, Little Lake City School District
Santa Fe Springs CA
• Environmental Services for various schools I Hayward USD
Regulatory Compliance and Strategic Planning
• Operations & Maintenance for Rise Da Vinci High School, Da Vinci Schools
Los Angeles CA
• Operations & Maintenance for New Murray Middle School, Sierra Sands USD
Ridgecrest CA
• Environmental Auditing for General Motors Railroad Locomotive Service
Facility I Commerce CA
• Construction Site Review Implementation, RAW, and Methane Mitigation
System Inspection for Hull Middle School I Torrance USD
• Underground Storage Tank Closure Report and Construction Response:
Removal of Six Hydraulic Lifts for Central Region Elementary School No. 13 1
Los Angeles USD
• Removal Action, Oil Well Re -abandonment, Crude Oil Pipeline Removal,
Construction Response Services, and Construction Site Review
Implementation for Harry Bridges Span K-8 I Los Angeles USD
CEQA and Title 5/CDE Assessments
• UC Berkeley Long Range Development Plan I Berkeley CA
• Community College Site Analysis for 1155 W. Foothill Boulevard, Citrus
Community College I Glendora CA
• Wildomar Crossroads Mixed Use IS/MND I Wildomar CA
• Norwalk Entertainment District: Civic Center Specific Plan EIR I Norwalk CA
• GEHA for New K-8 School for Arboretum SP Area I Fontana USD
• Title 5 studies for various schools in Westminster and Huntington Beach
Westminster School District
• City of Los Banos General Plan EIR I Los Banos CA
• City of Santa Ana General Plan EIR I Santa Ana CA
PUBLICATIONS
M. J. Watson and S. Jorgensen, Geologic Map of the Margarita Peak 7.5
Minute Quadrangle, San Diego County, California: A Digital Database,
version 1.0, mapping by S. S. Tan, California Division of Mines and Geology,
Preliminary Geologic Map, 2001.
M. J. Watson et al., Quaternary Geologic Materials Map of Part of the Juniper
Hills 7.5 Minute Quadrangle, California, in Seismic Hazard Zone Report for the
Juniper Hills 7.5-Minute Quadrangle, Los Angeles County, California, mapping
by A. G. Barrows, D. J. Beeby, D. B. Burke, T W. Dibblee Jr., J. E. Kahle, and D. J.
Ponti, California Geological Survey Seismic Hazard Zone Report 102, 2003.
M. J. Watson, K. R. Bovard, R. M. Alvarez, and C. I. Gutierrez, Geologic Map
of the Oceanside 30' X 60' Quadrangle, California, mapping by M. P. Kennedy
and S. S. Tan, California Geological Survey Regional Geologic Map Series, Map
No. 2: Scale 1:100,000, 2007.
Ali
CLIMATE RESILIENT COMMUNITIES
FAGAMALAMA VIOLET Wulf-SAENA
Phone: 408.990.6447 / fagamalamaAginail.com
Climate Change professional with over ten years of experience in conservation planning, ecosystem -
based management, climate change adaptation, community -based environmental solutions, stakeholder
engagement and awareness raising. Passionate about making a difference by developing opportunities and
mainstreaming programs, and strategies to assist vulnerable communities.
SKILLS
■ Energy Policy and Sustainability - Research and Analysis
■ Climate Change Adaptation Strategy - Public Speaking
■ Vulnerability and Adaptation Assessment - Community Outreach
■ Policy Analysis - Grant writing
■ Environmental Impact Assessment - Technical reports
■ Stakeholder Management 0 Program Development
■ Community Resilience 0 Non -Profit Management
PROFESSIONAL EXPERIENCE
Climate Resilient Communities, Palo Alto
Executive Director September 2020 —Present)
- Founded Climate Resilient Communities
- Manage Organization operation and fundraising
- Program Development
- Build staff and program capacity
ACTERRA, Palo Alto
Climate Resilient Communities Director (July 2019-September 2020)
- Develop and manage resilient community program portfolio including projects in East Palo
Alto, Belle Haven Menlo Park and North Fair Oaks Redwood City
- Secured grant funding for community adaptation project in East Palo Alto and North Fair
Oaks of Redwood City
- Developed and lead East Palo Alto Community -based Vulnerability Planning pilot project
funded by San Mateo County and Caltrans
- Coordinated and managed East Palo Alto Climate Change Community Team (CCCT) and
North Fair Oaks Climate Ready Team
- Liaise and build collaborations with Cities, Counties and Community Partners to serve
disadvantaged families and diverse communities
Resilient Communities Program Manager (April 2018 — July 2019)
- Develop and implement Acterra's Resilient Communities Program
- Liaised and Partner with Resilient by Design Project to successfully support community
engagement for the South Bay Sponge Project
- Secured funding for Earth Wise Kids Pilot Program
- Secured Funding for the Climate Change Capacity Building Project for East Palo Alto
- Build relationships and collaboration with the East Palo Alto community to build a Climate
Change Community Team to oversee and help coordinate climate change projects.
Project Manager (February 2016-April 2018)
■ Secured grant funding through proposal writing and to kick start the Green at Home to
Grid Ready Project.
■ Assisted in developing Acterra Green at Home to Grid Ready Project.
■ Plan, develop and implement project strategy.
■ Lead Community Outreach strategies and engagement events including presentations to
churches, families, and local organizations.
■ Lead project implementation activities in the community resulting in increased
participation of disadvantaged families and homeowners.
■ Establish partnerships and manage relationships with community leaders and volunteers.
■ Provide energy audit and community engagement training for local volunteers.
■ Carry out consultation and energy audits for homeowners in target communities.
■ Develop and maintain metrics for project evaluation and assessment.
OXFORD DAY ACADEMY, East Palo Alto
Independent Contractor (March —April 2017)
■ Planning and development of 7th grade Science Curriculum.
SUSTAINABLE SILICON VALLEY, Santa Clara
Program Manager (2013 - 2016)
■ Developed strategies to further the adoption of energy efficiency and conservation in
low-income communities.
■ Engaged and managed relationships with various community stakeholders related to East
Palo Alto Net Positive Program.
■ Wrote grants, project proposals and advocated for community -based programs. Received
funding to assist local non-profit organization solar project (45,000) plus funding for
community outreach (25,000).
■ Established partnerships and coordinated outreach activities in the community.
■ Planned and developed project implementation strategy.
■ Assisted in engaging solar providers in implementing solar projects in disadvantaged
communities.
■ Developed and guided research for climate change, sustainability frameworks, and
policies.
MINISTRY OF NATURAL RESOURCES, ENVIRONMENT & METEOROLOGY,
Government of Samoa
Principal Climate Change Officer (2000-2005)
■ Instrumental in creating this department and coordinated all climate change projects
including Pacific Island Assistance Program (PICCAP), National Adaptation Program of
Action (NAPA), Canadian Fund Adaptation Project, and Global Climate Observation
System Project.
■ Conducted vulnerability and adaptation research and completed assessment reports for
United Nations Framework Convention on Climate Change.
■ Facilitated training workshop on assessing community -level vulnerability and adaptation
to climate change.
■ Coordinated and managed National Climate Change Country Team.
■ Conducted community vulnerability and adaptation assessments.
■ Planned and carried out awareness program for relevant stakeholders in many arenas
including International, Regional, Local Governments, and Communities.
EDUCATION
Masters of Environmental Management, Nicholas School of the Environment, Duke
University, Durham, North Carolina — 2016
Master Project "Community Vulnerability and Adaptation to Climate Change in East Palo Alto."
Postgraduate Diploma Urban Management Tools for Climate Change, Institute of Housing
and Urban Development Studies Erasmus University, Rotterdam Netherlands - 2015
Certificate of Accomplishment with Distinction, Columbia University's Coursera Online
Course — The Age of Sustainable Development — 2014
Postgraduate Diploma in Environmental Management, Dresden University, Germany — 2000
Proficiency Certificate in Vulnerability and Adaptation Assessments on Climate Change,
Waikato University, Hamilton, New Zealand — 1998
Bachelor of Arts in Environmental Studies, University of the South Pacific, Fiji — 1997
Lesley
Lopez
Experience City Of East Palo Alto Pandemic Team
501 O'Connor St. East Palo Alto
94303
T (650)621-0043
E-Mail:
lesleyy.lopezzzz@gmail.com
I have been working with the City of East Palo Alto Pandemic Response Team. We help the
community get the resources they need for anything Covid Related. I do outreach for the city
to hand out flyers about where people can get vaccines. I work at the clinic sites provided by
the County of San Mateo. By registering and translating guests. I also help fill out any forms
guests may have trouble with.
One East Palo Alto (Summer of 2020)
Worked as a translator for both english and spanish, getting to talk to the community about
any help going on in East Palo Alto. Translating any documents from english to spanish.
Translator on the phone
2020 Census July -September of 2020
Helped the community of East Menlo Park and East Palo Alto fill out the 2020 Census. Was
a translator for english and Spanish. Gave out information on why the Census 2020 was
important for the community and how it can make a big positive impact in our neighborhood.
Knocked on neighbors front doors to ask if people were interested in filling out the Census
and tried to persuade people into taking it. Passed out flyers at homes and people walking by.
Covid-19 Tests Now
Volunteered at Covid-19 testing center at Cesar Chavez Middle school. Would guide cars
into finding a parking spot. Showing them where to check in. Giving out Information on Social
Media, in person. Would help latinx community members filling out forms they needed to fill
before taking the tests.
Covid 19 Vaccinations Now
Before working for the City Of East Palo Alto, I have volunteered to help at locations in East
Palo Alto where residents can receive vaccines. I helped community members register
residents for the vaccines giving them the info on where they need to go and what time.
Passing out flyers. Trying to tell neighbors on why it is important to get vaccinated. I helped
direct traffic at the vaccination center at Cesar Chavez middle school. Checking everyone had
what they needed (ID or proof of residence in EPA) Making sure no cars were cutting the line
and directing cars where to go. I also volunteered at the vaccination center at 1900 University
Circle. Where I showed people where to go, I helped disinfect areas where there were a lot of
human contact. I went door to door days before informing people on where they would give
out free vaccines. And I would help register them.
Climate Resilient Communities Outreach Coordinator
I help to find different strategies, on how to represent CRC. Finding more ways for people to
recognize what CRC does. Planning out any ideas that can help out the organization connect
with the community. Having to make sure there is good communication between CRC and
anyone who is interested in working with us. I may help in translating any documents or
phones calls.
Education Palo Alto High School Class of 2019
Skills
Organized
■ On time
Fluent in English and Spanish
Follows Directions
■ Not shy to talk to others
Willing to work with others
■ Respectful
Likes to get work done in time
h
Cade W. Cannedy
CLIMATE RESILIENT COMMUNITIES
PO Box 1064, El Prado NM 87529 1 575-776-7667 1 ccannedy@stanford.edu
EDUCATION
Stanford University Stanford, CA
M.A. Communication I B.A. Honors: Political Science Spring 2021
Graduate GPA: 4.11 Undergraduate GPA: 3.95
Proud Pell and SEOG Grant Recipient, Environmental Justice Advocate and Rural New Mexican
RELATED EXPERIENCE
Sean Parker Center for Asthma Research Stanford, CA
Policy Analyst, Study Coordinator Summer 2019 — Fall 2020
• Worked alongside the foremost pollution and allergy researchers to understand Fresno's unique socio-environmental
context and the health impacts of industrial contaminant exposure
• Coordinated two air pollution studies currently underway at California State - Fresno and in low-income housing
intended to assess the effectiveness of air purifiers and their potential to treat pollution exposure
• Procured 60 air purifiers (—$35,000) for placement in public housing where residents are disproportionately exposed
to poor air quality and suffer elevated levels of respiratory illnesses and asthma
• Authored a report on the health consequences of wildfires for the California Council on Science and Technology; it
was distributed to the California Legislature and later cited in Governor Newsom's $1 billion Wildfire Resilience Plan
Bill Lane Center for the American West Stanford, CA
Research Assistant Summer 2018 — Fall 2020
• Appointed by Director Bruce Cain to lead a four -person team studying Fresno's air pollution, its causal regulatory
culprits, and strategies for community led amelioration
• Represented the BLC in meetings with ten executive directors of local non -profits to coordinate policy response
• Awarded $23,000 of university stipends to conduct research on rural health outcomes and the environmental burdens
of socioeconomically disadvantaged communities
• Advised by Professor Bruce Cain and the BLC on honors thesis regarding regulatory capture, environmental
degradation, and the role of race and poverty on health; awarded a monetary prize and the Firestone Medal
Haas Center for Public Service Stanford, CA
Engage Central Valley Graduate Fellow Fall 2020 — Fall 2021
• Worked directly with ED Tom Schnaubelt to create Stanford's first rural engagement initiative
• Collaborated with community organizations in the CV to understand how Stanford can support their missions
• Developed a replicable program to leverage Stanford's resources to promote equitable collaboration in rural places
• Created a database to organize faculty research in the CV, foster interdisciplinary work, and enable community access
California Environmental Justice Alliance (CEJA) Oakland, CA
Communications and Research Fellow Spring 2021 — Fall 2021
• Authored external communications on behalf of the organization, including OpEds, blog posts, and press releases
• Synthesized, summarized, and presented technical research documents and government studies to coalition members
• Advocated alongside frontline communities for direct emission reductions from CARB and local air pollution districts
PUBLICATIONS AND AWARDS
• "Advancements and Novel Developments in Environmental Influences on Allergic Diseases," Allergy, Fall 2020
• "The Costs of Wildfire in California," California Council for Science and Technology, Chapter 5, Fall 2020
• Awarded the Firestone Medal, presented to the top 10% of theses for excellence in research for thesis titled: "Why
Your Air Will Not Get Better: Path Dependence and Capture in Air Quality Regulation"
• Published op-eds and a bi-monthly newspaper column circulated to more than 100,000 readers
• Nicholas Roosevelt Environmental Journalism Award for Excellence in Public Affairs Reporting
• USA Rugby Academic All -American, served as recruitment chair and financial officer throughout college
SHILLS AND INTERESTS
Coding experience with Python, HTML/CSS, Java, Stata, R, SQL and other industry standards (Excel, PPT, Word)
Breaking Bad aficionado, part-time goat rancher, snow -sport enthusiast, and competitive chess player
State Champion in Cross -Country, Chess, Biomedical Debate, and Public Forum Debate, 4x All -State Wrestler
CRCI
CLIMATE RESILIENT COMMUNITIES
Caroline Beckman
(714) 747-7720 1 caroline.beckman@crc.acterra.org
Education
Stanford University Stanford, CA
B.S. Earth Systems with Distinction; Minor in History Class of 2021
■ Recipient of the 2021 Miller -Marsden Prize, awarded from pool of Graduate and Undergraduate
theses for paper "We can do better": how land trusts engage with environmental justice
■ 4.151 GPA; Phi Beta Kappa
Research/Teaching Experience
Research Assistant
Stanford, CA
Wong-Parodi Lab (Erica Bower and Dr. Gabrielle Wong-Parodi) 2022-present
■ Leading data analysis in R & writing manuscript for project on narrative frame and claims -making
in the South Pacific
Stanford Social Ecology Lab (Dr. Nicole Ardoin and Dr. Mele Wheaton) 2018-2022
■ Facilitated field data collection and analysis from 250+ participants on whale -watching trips, wrote
literature review and manuscript
■ Led survey development, deployment, analysis, and writing of journal article examining university -
land trust partnerships
■ Conducted thesis focusing on land trusts' equity work using survey data and in-depth interviews
■ Co -taught weekly "Journal Club" for other lab researchers in the summer of 2020
Jackson Lab (Dr. Rob Jackson) 2018-2019
■ Processed and analyzed soil samples to determine impacts of controlled burns on carbon content
TA & Digital Ambassador Stanford, CA
Stanford Introductory Studies 2020-2021
■ Worked with students to prepare papers, final presentations, and group projects in three classes
(History, Chemical Engineering, and English departments)
■ Facilitated regular discussion group sections for 15 undergraduates
■ Supported faculty in restructuring their courses in an online format in response to COVID-19
Work Experience
Resilient Homes Program Manager
Climate Resilient Communities (CRC)
Palo Alto, CA
2020-present
■ Second employee at a fast-growing community -based organization: lead grant writing, hiring,
strategic planning, project coordination, grades 8-12 education programming, and grant
administration
■ As an AmeriCorps VISTA Fellow, worked one-on-one income -qualified residents with free or
subsidized home repairs, weatherization services, and energy efficiency upgrades. Currently
oversee two staff to direct this program.
■ Assisted with recruitment for a research study in partnership with Stanford University to
understand how low-income households think about and adapt to climate hazards like wildfire
smoke
Student Advisor
Stanford, CA
Stanford Earth Systems Program 2020-2021
■ Worked with team of fellow student advisors to plan events, promote the reach of the program,
and advise students.
■ Administrated the program's quarterly public service scholarship.
■ Served as a representative of the major in the development of a DEI action plan and committee;
contributed to the development of a new Environmental Justice minor associated with the major.
Summer Intern
San Francisco, CA
The Trust for Public Land (California office) 2019
■ Worked with the Bay Area Parks for People team in paid summer intern position focusing on
urban park development
■ Assisted with grant writing and community outreach events
■ Designed a schoolyard temperature study and corresponding lesson plan for the organization
Presentations
Stanford Atmosphere and Energy Seminar: Community Voices for Equitable Climate Solutions, April
2022
AASHE Live Educational Session: The Future of Life on Earth: A Case for Academia's Role in Advancing
Conservation and Biodiversity to Address Climate and Human Health, October 2021
Stanford Research with Impact Series: Our Communities, Our Bay Collaborative Research Project,
September 2021
ALPINE Fall Webinar Series: Universities and Land Trusts Collaborating for Solutions, October 2020
Honors & Awards
Phi Beta Kappa
Miller -Marsden Prize for Innovative Research on the Environment
Dean's Award for Outstanding Undergraduate Academic Achievement
Award for Outstanding Service to the Earth Systems Program
Graduated with Distinction (top 10% of class) & honors
Campus Endorsed Rhodes & Marshall Fellowship Candidate
MUIR Research Grant ($7,500 for summer research)
Lightweight Rowing IRA Champion
Skills
Proficient in R, RStudio, NVivo, Java, C++, ArcGIS, QGIS, Qualtrics
June 2020
June 2021
June 2021
June 2021
September 2021
October 2020
April 2020 & April 2021
May 2018 & May 2019
® PLACEWORKS
2040 Bancroft Way, Suite 400
Berkeley, California 94704
t 510.848.3815
www.placeworks.com
ORANGE COUNTY BAY AREA • SACRAMENTO CENTRAL COAST • LOS ANGELES INLAND EMPIRE
MCOMMUNITY
OLANIMING
.a
COLLABORATIVE
April 17, 2023
Joseph Sanfilippo, Economic Development & Housing Specialist
City of Burlingame
Community Development Department— Planning Division
501 Primrose Road
Burlingame, CA 94010
2635 Benvenue Ave
Berkeley, CA 94704
Subject: Project Management — Collaborative Development of Environmental Justice Elements for the
Cities of Burlingame and East Palo Alto and the County of San Mateo
We are pleased to provide this proposal for continued project management services for the collaborative
work between Burlingame, East Palo Alto and County of San Mateo to develop Environmental Justice
Elements and General Plan policies consistent with SB 1000 and community goals.
Over the past year, Community Planning Collaborative (formerly Baird + Driskell Community Planning) has
served as convenor, facilitator and project manager for the interested jurisdictions in 21 Elements for this
collaborative effort. To date, our role as project manager has been through our role as lead consultant for
the 21 Elements Project. 21 Elements was originally created to assist San Mateo County jurisdictions (20
cities and the county) with required Housing Element updates and has now expanded to assist with other
General Plan element updates. With the selection of PlaceWorks, Inc. as the lead consultant for
undertaking the scope of work we developed, there is still the need to provide oversight and management
of the collaborative effort over the duration of the project rather than rely on you and the Burlingame team
to shoulder that responsibility.
The attached scope of work outlines our roles and responsibilities for the project and the associated cost
budget. This includes convening and facilitating joint meetings of the three jurisdictions; providing
preliminary review and direction for PlaceWorks on all process and product components; reviewing public
outreach and engagement materials and other deliverables; monitoring and providing updates on budget
and deliverable requirements to each jurisdiction; and preparing documents for staff for their
communications to Planning Commissions and elected bodies.
As a Principal, David Driskell is authorized to bind CPC to the contents of this submittal and to negotiate
contracts on behalf of CPC. We propose to have Cathy Capriola serve as Project Manager for this effort,
helping to ensure close coordination between the work in developing effective Environmental Justice
elements in conjunction with the collaborative work she is also helping manage for Safety Elements.
Please contact me if you have any questions.
Sincerely,
kTt7'e.com
/ 607.227.0327
infoCplanninQcollaborative.com I plannin_,collaborative.com 1 Il► • ••
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SCOPE OF WORK
Joint Development of Environmental Justice Elements for Burlingame, East Palo Alto and
County of San Mateo
Contractor shall serve as PROJECT MANAGER for the collaborative Environmental Justice Element project
on behalf of and in partnership with the cities of Burlingame and East Palo Alto and County of San Mateo,
with responsibility for the following tasks:
1. Joint Steering Committee — Coordinate, facilitate and communicate with the agencies individually
and together as a Joint Steering Committee throughout the project. Lead the Steering Committee
and serve as its primary point of contact. Ensure meetings of the Steering Committee provide
opportunities to share information, provide feedback at key points in the process, discuss options
and opportunities for community engagement, and review approaches to addressing key
environmental justice issues. Review meeting materials prepared by PlaceWorks Team before
distribution to the Committee members and partner with them in developing meeting agendas. After
each meeting, prepare and distribute a high-level summary of key points, action items, decisions, and
next steps.
2. Project Management — Monitor and oversee the overall project per the executed contract with
PlaceWorks. Ensure timeline and project deliverables are met in a timely manner and at the quality
expectation of the project.
3. Reporting and Agency Communication — Conduct quarterly check -in meetings with each
participating agency and ensure concerns, ideas or issues are reviewed and resolved with the
PlaceWorks Team. Prepare quarterly project progress reports regarding status of the project, overall
progress on budget, and update on individual agency costs to date.
4. Invoice Review and Budget Monitoring— Review submitted invoices by PlaceWorks; monitor and
track invoices and submitted charges against the overall approved budget for the project as a whole
and for each jurisdiction. Communicate with City of Burlingame as fiscal agent on monthly invoices
and provide updates to the Steering Committee as a whole and individual jurisdictions as needed.
S. Coordination with Lead Environmental Justice Element Consultant (PlaceWorks) and CBOs —
Coordinate on a regular basis with PlaceWorks on project process, deliverables, and community
outreach, including coordination with Climate Resilient Communities and other Community -Based
Organizations engaged in the outreach and engagement work to ensure close coordination with
jurisdiction partners. Provide guidance and conduct outreach to individual jurisdictions or the
Steering Committee as a whole as needed.
6. Coordination with Safety Element Collaborative — Coordinate as needed between the work program
and tasks of the Safety Element Collaborative and Environmental Justice team, especially in relation
to community outreach and engagement to help ensure an effective and efficient engagement
process and overall coordinated work efforts.
7. Work Product Review — Review all public engagement tools and products in a comprehensive
manner. Review technical work products at a higher level focused on clarity and broad objectives
1 0 COMMUNITY PLANNINC COLLABORATIVE infoCplanningcollaborative.com
with the detailed review to be completed by the individual agencies based on their specific
knowledge and expertise.
8. Staff Reports and Adoption Resolutions — Prepare staff reports and enacting resolutions at the
completion of the project for adoption of the completed Environmental Justice Elements by each
jurisdiction.
9. Community Outreach Activities — Participate in occasional community outreach activities, such as
the community workshops, to monitor outcomes and to understand the key community issues within
the Environmental Justice Element processes.
10. Responses to Requests from Individual Jurisdictions -- Provide easy and direct access for jurisdiction
staff to ask questions, distribute information, query other jurisdictions, obtain updated information
on State laws and particular items of importance, etc.
FEE PROPOSAL
Contractor shall submit monthly invoices for services rendered during the prior month to
jsanfilippo@burlingame.org, identifying the specific work completed, the contract do -not -exceed amount,
and the amount remaining unspent under this Agreement. The invoice shall be based on the fee schedule
and terms set forth in the table below which identify the overall budget and distribution of total hours by
task. Modifications to the estimated billing amounts by task may be made, without amendment to this
Agreement, through consultation between the Director of Community Development or designee and
Contractor followed by written authorization from the Director of Community Development or designee.
City shall pay Contractor within thirty (30) business days of receipt of a satisfactory invoice.
In no event shall total payment for services under this Agreement exceed fifty-four thousand dollars
($54,000) without a written amendment signed by both parties.
The hourly rate for this project is $200 per hour.
Hours
Costs
Steering Committee Coordination
40
$ 8,000
Coordination Meetings with Fiscal Agent and Individual
Jurisdictions, including Quarterly Check -ins
36
$ 7,200
Coordination Meetings with EJ Element Consultant Team,
including subconsultants
44
$ 8,800
Participation in Community Engagement events
24
$ 4,800
Coordination with Safety Element work effort
20
$ 4,000
Monthly Invoice Review
36
$ 7,200
Review of Work Products & Community Engagement
40
$ 8,000
Preparation of Final Staff Report and Resolutions
10
$ 2,000
Sub -Total
250
$ 50,000
Contingency
20
$ 4,000
TOTAL
270
$ 54,000
Q ` `0 COMMUNITY PLANNINC COLLABORATIVE info@planningcoItaborative.com
COST SHARING
The table below summarizes the cost sharing between the three jurisdictions for this scope of work and
cost schedule:
JURISDICTION
COST SHARE
Burlingame (24%)
$ 12,960
East Palo Alto (32%)
$ 17,280
San Mateo County (40%)
$ 23,760
TOTAL
$ 54,000
Q ` `0 COMMUNITY PLANNINC COLLABORATIVE info@planningcoItaborative.com
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF BURLINGAME COMMUNITY DEVELOPMENT DEPARTMENT
AND THE COUNTY OF SAN MATEO FOR THE
MULTI -JURISDICTIONAL ENVIRONMENTAL JUSTICE ELEMENT PROJECT
This Memorandum of Understanding ("MOU"), effective the 1st day of June, 2023 is entered
into by and between the City of Burlingame Community Development Department ("City") and
the County of San Mateo ("Agency"), together referred to herein as the "Parties."
WHEREAS, the cities, towns, and County in San Mateo have a strong history of
collaboration and resource sharing on various planning studies and initiatives, including this
initiative to participate in a Multi -Jurisdictional Environmental Justice Element Project
("Project"), a collaborative effort coordinated by 21 Elements; and
WHEREAS, Senate Bill 1000 (SB 1000), requires that jurisdictions with
disadvantaged communities either include an environmental justice element in their general
plan or incorporate environmental justice goals, policies, and objectives throughout other
general plan elements; and
WHEREAS, the purpose of this Project is to address the legal requirements of SB
1000 by sharing analysis and resources for greater efficiency for the three jurisdictions
participating in this collaborative effort, including the City of Burlingame, City of East Palo
Alto, and County of San Mateo; and
WHEREAS, through a competitive RFP process facilitated by the City of Burlingame,
PlaceWorks ("Contractor") was chosen as the firm to provide consulting services for the
outreach, analysis and planning associated with the Project; and
WHEREAS, Community Planning Collaborative, the consulting firm for the 21
Elements Project, has served as the project manager ("Project Manager") for this
collaborative effort through initial formation and the RFP process to ensure the voice of
each participating agency is heard and their needs addressed; and
11 Page
WHEREAS, Community Planning Collaborative will continue to serve as the Project
Manager for the collaborative effort for the duration of the Project; and
WHEREAS, the City of Burlingame will serve as fiscal agent for the Project and will
enter into contracts with PlaceWorks, Inc. and Community Planning Collaborative and
oversee the payment of invoices on behalf of the participating agencies; and
WHEREAS, each participating agency will enter into a Memorandum of Understanding
with the City of Burlingame outlining the roles of each participating agency, the consultants,
and the funding obligations for the Project.
NOW, THEREFORE, BE IT RESOLVED that the City and Agency agree as follows:
PURPOSE
The purpose of this MOU is to memorialize the understanding between the City and
Agency that (1) the Agency wishes to participate in the Multi -Jurisdictional
Environmental Justice Element Project, (2) the Agency wishes to utilize the Contractor
and Project Manager as the consulting team, and (3) the City is serving as a fiscal agent
to facilitate the Project.
EXHIBITS
The following exhibits are attached to this Agreement and incorporated into this
Agreement by this reference:
Exhibit A — PlaceWorks Work Program and Cost Proposal
Exhibit B — Community Planning Collaborative Scope of Work and Cost
Proposal
Exhibit C — Project Budget and Agency Costs
III. ROLES AND RESPONSIBILITIES
a. The City will serve as the Fiscal Agent for the project and enter into contracts with
Contractor and Project Manager. All payments and invoices will be reviewed and
paid on behalf of the participating agencies to the consultants.
b. The Agency will provide funding as outlined in Exhibit C for the Project and will
participate in obligations outlined in the Work Program, including participating in the
overall plan development and implementation.
C. Community Planning Collaborative will serve as Project Manager and will manage
and implement all aspects of the Project, in accordance with the Work Program set
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forth in Exhibit B.
d. Placeworks will serve as the consultant to carry out aspects of the Project as the
Contractor, in accordance with the Work Program set forth in Exhibit A.
IV. FUNDING AND METHOD OF PAYMENT
a. Agency agrees to pay the City for the Agency's portion of Project costs (set forth in
Exhibit C) within 60 days of execution of this MOU. Alternatively, Agency may split
their contribution over two fiscal years.
1. The Contractor will submit invoices to Project Manager on a monthly basis for
Project activities. A brief narrative progress report shall be included with each
invoice.
2. The Project Manager will submit invoices to the City on a monthly basis for
Project activities.
3. The City and Project Manager will provide a quarterly accounting of invoices,
charged, and remaining funds for each of the Parties. A final accounting will be
submitted to all Parties with any remaining funds returned or an additional
invoice if required.
a. The City agrees that it will not be entitled to reimbursement of its costs incurred
while performing its obligations as set forth in Section III, Roles and
Responsibilities.
b. In the event that the actual costs of completing the Project Work Program and
Scope of Work, as set forth in Exhibits A and B, exceed the budget as outlined in
Exhibit C (including the contingency budget amounts), the Parties, including the
City and Agency, will confer and agree either to reduce the Project Work Program
and/or to provide additional funding based on mutual agreements in writing. All
Parties agree to use best efforts in such case to reach agreement without causing a
Project delay.
V. TERM
This MOU shall remain in effect from June 1, 2023 to June 1, 2025, unless terminated
sooner pursuant to Section XIV.
VI. AMENDMENTS
The Agency contact, or his/her designee, is authorized to make minor modifications
within the work program and the scopes of work in Exhibits A and B to respond to
necessary changes as the Project evolves as long as the scope of the Project does not
extend beyond the approved total cost estimate in Exhibit C. Such minor modifications
to the scopes of work shall be documented in writing, but shall not require an
amendment to this MOU. This MOU can be amended, modified, or supplemented only in
writing(s) signed by both Parties. No oral understanding or agreement not incorporated
herein will be binding on either of the Parties.
3 1 P a g e
VII. INDEMNIFICATION
a. Each of the Parties will indemnify, hold harmless and defend the other Party and its
directors/councilmembers, officers, employees and agents (collectively,
"Indemnitees") against all liability, claims, suits, actions, costs or expenses arising
from loss of or damage to property, and injuries to or death of any person
(including but not limited to the property or employees of each Party) when arising
out of or resulting from any act or omission by the indemnifying Party, its agents,
employees, contractors or subcontractors in connection with any aspect of the
Project, including Project design, construction and/or maintenance.
b. Each of the Parties will also fully release, indemnify, hold harmless and defend the
other Party and Indemnitees from and against any and all claims or suits that may
be brought by any of the Indemnifying Party's contractors or subcontractors
performing work in connection with or related to the Project.
C. The indemnifying Party's obligation to defend includes the payment of all
reasonable attorneys' fees and all other costs and expenses of suit, and if any
judgment is rendered, or settlement entered, against any Indemnitee, the
indemnifying Party must, at its expense, satisfy and discharge the same.
Indemnitees may require the indemnifying Party to obtain counsel satisfactory to
the Indemnitees.
d. In the event of concurrent negligence (or intentional/reckless acts) of City and/or its
officers and employees, on the one hand, and Agency and/or its officers,
employees, agents, and servants, on the other hand, then the liability for any and
all claims for injuries or damage to persons and/or property which arise out of
terms and conditions of this MOU shall be apportioned according to the California
theory of comparative fault.
e. This indemnification will survive termination or expiration of this MOU.
VIII. NOTICES
a. All notices and communications deemed by either party to be necessary or
desirable must be in writing and may be given by personal delivery to a
representative of the other party or by mailing the same, postage prepaid,
addressed as follows:
If to the CITY:
City of Burlingame Community Development Department
501 Primrose Road
Burlingame, CA 94010
Joseph Sanfilippo, Economic Development and Housing Specialist
650.558.7264; jsanfilippo@burlingame.org
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If to the AGENCY:
San Mateo County Planning & Building Department
455 County Center
2nd Floor
Redwood City, CA 94063
Steve Monowitz, Director of Community Development
650/363-1861; smonowitz@smcgov.org
b. The address to which mailings may be made may be changed from time to time by
notice mailed as described above. Any notice given by mail will be deemed given
on the day after that on which it is deposited in the United States Mail as provided
above.
IX. INDEPENDENT CONTRACTOR
The Parties agree and understand that the work/services performed by either of the
Parties or any consultant retained by either of the Parties under this MOU are performed
as independent contractors and not as employees or agents of the other party. Nothing
herein will be deemed to create any joint venture between the City and Agency.
X. SUCCESSORS AND ASSIGNS
Neither party will assign, transfer, or otherwise substitute its interest in this MOU, nor its
obligations, without the prior written consent of the other Party. All obligations created
under this MOU will be binding on, and the rights established herein will inure to the
benefit of, any successors or assigns of the Parties.
XI. COMPLIANCE
The Parties must comply with any and all laws, statues, ordinances, rules, regulations, or
requirements of the federal, state, and local governments, and any agency thereof,
which relate to or in any manner affect the performance of this MOU.
XII. DISPUTE RESOLUTION
The Parties agree to work together in good faith to resolve any dispute arising from this
MOU and agree to refer any dispute not resolved within 30 days to the City's Community
Development Director and Agency's Community Development Director for resolution. In
the event resolution cannot be reached, the Parties may submit the dispute to mediation
by a neutral party mutually agreed to by the Parties prior to initiating any formal action in
court.
XIII. TERMINATION
Either Party may terminate this MOU with or without cause upon thirty (30) days' prior
5 1 P a g e
written notice. If either Party terminates this MOU with or without cause, the Agency will
be responsible for its pro rata share of costs incurred by the City up through the effective
date of termination.
XIV. SEVERABILITY
If any provision of this MOU is be deemed invalid or unenforceable by a court of
competent jurisdiction, that provision will be reformed and/or construed consistently with
applicable law as nearly as possible to reflect the original intentions of this MOU; and in
any event, the remaining provisions of this MOU will remain in full force and effect.
XV. GOVERNING LAW
This MOU will be governed by the laws of the State of California as applied to contracts
that are made and performed entirely in California.
XVI. NO WAIVER
No waiver of any default or breach of any covenant of this MOU by either party will be
implied from any omission by either party to take action on account of such default if
such default persists or is repeated. No express waiver will affect any default not
specified in the waiver, and the waiver will be operative only for the time or extent
stated. The consent or approval by either party to or of any act by either party requiring
further consent or approval will not be deemed to waive or render unnecessary consent
or approval to any subsequent, similar acts.
6 1 P a g e
IN WITNESS WHEREOF, the parties have executed this MOU as follows:
COUNTY OF SAN MATEO
By:
David Pine, President, Board of
Supervisors, County of San Mateo
ATTEST:
Michael Callagy, Clerk of Said Board
APPROVED AS TO FORM:
CITY OF BURLINGAME
COMMUNITY DEVELOPMENT
DEPARTMENT
In
Bv:
Michael Brownrigg, Mayor
Lisa Goldman, City Manager
ATTEST:
an
Meaghan Hassel -Shearer, City Clerk
APPROVED AS TO FORM:
Melissa Andrikopoulos, Deputy County
Attorney By:
Michael Guina, City Attorney
7 1 P a g e
EXHIBIT A
PlaceWorks WORK PROGRAM and COST PROPOSAL
EXHIBIT B
Community Planning Collaborative Scope of Work
EXHIBIT C
PROJECT BUDGET and AGENCY COSTS
For a breakdown of the Work Program budget by task, see Table 1 on page 35 of the Work
Program (Exhibit A). For a breakdown of the Work Program budget by task and Jurisdiction,
see Table 2 on page 36 of the Work Program (Exhibit A).
PROJECT COST for COUNTY OF SAN MATEO
ENVIRONMENTAL JUSTICE ELEMENT CONSULTANT TEAM —
PLACEWORKS + CLIMATE RESILIENCT COMMUNITIES
$238,632
PROJECT MANAGER — COMMUNITY PLANNING COLLABORATIVE
10%
$23,760
General Contingency
$6,896
TOTAL COST
$269,288
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF BURLINGAME COMMUNITY DEVELOPMENT DEPARTMENT
AND THE CITY OF EAST PALO ALTO FOR THE
MULTI -JURISDICTIONAL ENVIRONMENTAL JUSTICE ELEMENT PROJECT
This Memorandum of Understanding ("MOU"), effective the 1 st day of June 2023 is entered
into by and between the City of Burlingame Community Development Department ("CITY") and
the City of East Palo Alto ("AGENCY"), together referred to herein as the "PARTIES."
WHEREAS, the cities, towns and County in San Mateo have a strong history of
collaboration and resource sharing on various planning studies and initiatives, including this
initiative to participate in a Multi -Jurisdictional Environmental Justice Element PROJECT
("PROJECT"), a collaborative effort coordinated by 21 Elements; and
WHEREAS, Senate Bill 1000 (SB1000), requires that jurisdictions with disadvantaged
communities either include an environmental justice element in their general plan or
incorporate environmental justice goals, policies, and objectives throughout other general plan
elements; and
WHEREAS, the purpose of this PROJECT is to address the legal requirements of SB
1000 by sharing analysis and resources for greater efficiency for the three jurisdictions
participating in this collaborative effort;, including the City of Burlingame, City of East Palo Alto,
and County of San Mateo; and
WHEREAS, through a competitive RFP process facilitated by the City of Burlingame,
PlaceWorks ("CONTRACTOR") was chosen as the firm to provide consulting services for the
outreach, analysis and planning associated with the PROJECT; and
WHEREAS, Community Planning Collaborative, the consulting firm for the 21 Elements
Project, has served as the project manager ("PROJECT MANAGER") for this collaborative
effort through initial formation and the RFP process to ensure the voice of each participating
agency is heard and their needs addressed; and
11 Page
WHEREAS, Community Planning Collaborative will continue to serve as the PROJECT
MANAGER for the collaborative effort for the duration of the Project; and
WHEREAS, the City of Burlingame will serve as fiscal agent for the Project and will
enter into contracts with PlaceWorks, Inc. and Community Planning Collaborative and oversee
the payment of invoices on behalf of the participating agencies; and
WHEREAS, each participating agency will enter into a Memorandum of Understanding
with the City of Burlingame outlining the roles of each participating agency, the consultants,
and the funding obligations for the Project;
NOW, THEREFORE, BE IT RESOLVED that the CITY and AGENCY agree as follows:
PURPOSE
The purpose of this MOU is to memorialize the understanding between the CITY and
AGENCY that (1) the Agency wishes to participate in the Multi -Jurisdictional Environmental
Justice Element Project, (2) the Agency wishes to utilize the CONTRACTOR and PROJECT
MANAGER as the consulting team, and (3) the CITY is serving as a fiscal agent to facilitate
the PROJECT.
II. EXHIBIT AND ATTACHMENTS
The following exhibits and attachments are attached to this Agreement and incorporated
into this Agreement by this reference:
Exhibit A — PlaceWorks Work Program and Cost Proposal
Exhibit B — Project Management Scope and Fee from Community Planning
Collaborative
Exhibit C — Project Budget and Agency Costs
III. ROLES AND RESPONSIBILITIES
A. The CITY will serve as the Fiscal Agent for the project and enter into contracts with
CONTRACTOR and PROJECT MANAGER. All payments and invoices will be
reviewed and paid on behalf of the participating agencies to the consultants.
The AGENCY will provide funding as outlined in Exhibit C for the PROJECT and will
participate in obligations outlined in the WORK PROGRAM, including participating in
the overall plan development and implementation.
C. Community Planning Collaborative through 21 Elements will serve as PROJECT
MANAGER and will manage and implement all aspects of the PROJECT, in
accordance with the WORK PROGRAM set forth in Exhibit B.
2 1 P a g e
D. Placeworks will serve as the consultant team to carry out any or all aspects of the
PROJECT as the CONTRACTOR, in accordance with the Work Program set forth in
Exhibit A.
IV. FUNDING AND METHOD OF PAYMENT
A. AGENCY agrees to pay the CITY for the prescribed AGENCY portion (Exhibit C) within
60 days of the executed MOU. An AGENCY will have the option to split their
contribution over two fiscal years if necessary.
1. The CONTRACTOR will submit invoices to PROJECT MANAGER on a
monthly basis for PROJECT activities. A brief narrative progress report shall
be included with each invoice.
2. The PROJECT MANAGER will submit invoices to the CITY on a monthly
basis for PROJECT activities.
3. The CITY and PROJECT MANAGER will provide a quarterly accounting of
invoices, charged and remaining funds for each of the PARTIES. A final
accounting will be submitted to all PARTIES with any remaining funds
returned or an additional invoice if required.
B. The CITY agrees that it will not be entitled to reimbursement of its costs incurred
while performing its obligations as set forth in Section III, Roles and Responsibilities.
C. In the event that the actual costs of completing the PROJECT Work Program, as set
forth in Exhibit A, exceed the budget as outlined in Exhibit C (including the
contingency budget amounts), the PARTIES, including the CITY and AGENCY, will
confer and agree either to reduce the PROJECT Work Program and/or to provide
additional funding based on mutual agreements in writing. All PARTIES agree to use
best efforts in such case to reach agreement without causing a PROJECT delay.
V. TERM
This MOU shall remain in effect from June 1, 2023 to June 1, 2025, unless terminated sooner
pursuant to Section XIV.
vl. AMENDMENTS
The AGENCY contact, or his/her designee, is authorized to make minor modifications within
the work program and the scope of work in Exhibits A and B to respond to necessary
changes as the project evolves as long as the scope of the project does not extend beyond
the approved total cost estimate in Exhibit C. Such minor modifications to the scopes of work
shall be documented in writing, but shall not require an amendment to this MOU. This MOU
can be amended, modified, or supplemented only in writing(s) signed by both PARTIES. No
oral understanding or agreement not incorporated herein will be binding on either of the
PARTIES.
VII. INDEMNIFICATION
3 1 P a g e
a. It is agreed that Agency shall defend, hold harmless, and indemnify the City of
Burlingame and its officers, employees, agents, and servants from any and all
claims, suits, or actions of every name, kind, and description brought by a third party
which arise out of the terms and conditions of this MOU (collectively, "Claims");
provided that such Claims are the direct result from the acts or omissions of Agency
and/or its officers, employees, agents, and servants.
b. Agency shall defend, hold harmless, and indemnify the City of Burlingame from and
against any and all claims for wages, salaries, benefits, taxes, and all other
withholdings and charges payable to, or in respect to, Agency's representatives for
services provided under this MOU.
c. It is agreed that the City of Burlingame shall defend, save harmless, and indemnify
Agency and its officers, employees, agents, and servants from any and all claims,
suits, or actions of every name, kind, and description brought by a third party which
arise out of the terms and conditions of this MOU and which result from the acts or
omissions of City of Burlingame and/or its officers and employees, agents and
servants.
d. The duty of each party to defend, hold harmless, and indemnify the other as set
forth herein shall include the duty to defend as set forth in Section 2778 of the
California Civil Code.
e. In the event of concurrent negligence (or intentional/reckless acts) of City of
Burlingame and/or its officers and employees, on the one hand, and Agency and/or
its officers, employees, agents, and servants, on the other hand, then the liability for
any and all claims for injuries or damage to persons and/or property which arise out
of terms and conditions of this MOU shall be apportioned according to the California
theory of comparative fault.
f. This indemnification will survive termination or expiration of this MOU.
VIII. NOTICES
A. All notices and communications deemed by either party to be necessary or desirable
must be in writing and may be given by personal delivery to a representative of the
other party or by mailing the same, postage prepaid, addressed as follows:
If to the CITY:
City of Burlingame Community Development Department
501 Primrose Road
Burlingame, CA 94010
Joseph Sanfilippo, Economic Development and Housing Specialist
650.558.7264; jsanfilippo@burlingame.org
If to the AGENCY:
4 1 P a g e
City of East Palo Alto
1960 Tate Street
East Palo Alto, CA 94303
Salifu Yakubu, Senior Planner
650.380.3712/ syakubu@cityofepa.org
The address to which mailings may be made may be changed from time to time by
notice mailed as described above. Any notice given by mail will be deemed given on
the day after that on which it is deposited in the United States Mail as provided
above.
IX. INDEPENDENT CONTRACTOR
The PARTIES agree and understand that the work/services performed by either of the
PARTIES or any consultant retained by either of the PARTIES under this MOU are performed
as independent contractors and not as employees or agents of the other party. Nothing
herein will be deemed to create any joint venture between the CITY and AGENCY.
X. SUCCESSORS AND ASSIGNS
Neither party will assign, transfer, or otherwise substitute its interest in this MOU, nor its
obligations, without the prior written consent of the other PARTY. All obligations created
under this MOU will be binding on, and the rights established herein will inure to the benefit
of, any successors or assigns of the PARTIES.
XI. COMPLIANCE
The PARTIES must comply with any and all laws, statues, ordinances, rules, regulations, or
requirements of the federal, state, and local governments, and any agency thereof, which
relate to or in any manner affect the performance of this MOU.
XII. DISPUTE RESOLUTION
The PARTIES agree that any dispute arising from this MOU that is not resolved within 30
days by the PARTIES' representatives responsible for the administration of this MOU will be
set forth in writing to the attention of the CITY's Community Development Director for
resolution. In the event resolution cannot be reached, the PARTIES may submit the dispute
to mediation by a neutral party mutually agreed to by the PARTIES prior to initiating any
formal action in court.
XIII. TERMINATION
Either PARTY may terminate this MOU with or without cause upon thirty (30) days' prior
written notice. If either PARTY terminates this MOU with or without cause, the AGENCY will
be responsible for its pro rata share of costs incurred by the CITY up through the effective
date of termination.
XIV. SEVERABILITY
5 1 P a g e
If any provision of this MOU is be deemed invalid or unenforceable by a court of competent
jurisdiction, that provision will be reformed and/or construed consistently with applicable law
as nearly as possible to reflect the original intentions of this MOU; and in any event, the
remaining provisions of this MOU will remain in full force and effect.
XV. GOVERNING LAW
This MOU will be governed by the laws of the State of California as applied to contracts that
are made and performed entirely in California.
XVI. NO WAIVER
No waiver of any default or breach of any covenant of this MOU by either party will be implied
from any omission by either party to take action on account of such default if such default
persists or is repeated. No express waiver will affect any default not specified in the waiver,
and the waiver will be operative only for the time or extent stated. The consent or approval by
either party to or of any act by either party requiring further consent or approval will not be
deemed to waive or render unnecessary consent or approval to any subsequent, similar acts.
6 1 P a g e
IN WITNESS WHEREOF, the parties have executed this MOU as follows:
CITY OF EAST PALO ALTO CITY OF BURLINGAME
COMMUNITY DEVELOPMENT
DEPARTMENT
By:
[insert name, Mayor] By:
Michael Brownrigg, Mayor
ATTEST:
Bv:
[insert name, Title]
APPROVED AS TO FORM:
Bv:
Lisa Goldman, City Manager
ATTEST:
By:
Meaghan Hassel -Shearer, City Clerk
APPROVED AS TO FORM:
[insert name, Agency Attorney] By:
Michael Guina, City Attorney
7 1 P a g e
EXHIBIT A
WORK PROGRAM and COST PROPOSAL
from PlaceWorks and Climate Resilient Communities
EXHIBIT B
PROJECT MANAGEMENT SCOPE and FEE
from Community Planning Collaborative
EXHIBIT C
PROJECT BUDGET and AGENCY COSTS
For a breakdown of the Place Works Work Program budget by task, see Table 1 on page 35
of Exhibit A).
PROJECT COST for EAST PALO ALTO
ENVIRONMENTAL JUSTICE ELEMENT CONSULTANT TEAM —
PLACEWORKS + CLIMATE RESILIENCT COMMUNITIES
EPA Share of Total Contract
$167,622
EPA CEQA Contingency
$7,700
SUBTOTAL
$175,322
PROJECT MANAGER — COMMUNITY PLANNING COLLABORATIVE
10%
$17,280
General Contingency @ 5%
$9,630
TOTAL COST
$202,368
BUR— IN�AAGENDA NO: 10k
STAFF REPORT
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Kevin Gardiner, Community Development Director — (650) 558-7253
Joseph Sanfilippo, Economic Development & Housing Specialist —
(650) 558-7264
Subject: Adoption of a Resolution Authorizing a Memorandum of Understanding with
the County of San Mateo to Join a Multijurisdictional Safety Element Project
with the Municipalities of Atherton, Belmont, Burlingame, East Palo Alto,
Half Moon Bay, San Bruno, Brisbane, and Pacifica and San Mateo County as
Agency Participants and Authorize up to $142,258 of Funding for The Project
RECOMMENDATION
Staff recommends that the City Council adopt a Resolution authorizing a Memorandum of
Understanding (MOU) between the City of Burlingame and San Mateo County for participation in
a Multi -Jurisdictional Safety Element Project from May 1, 2023 to May 1, 2026 that:
1. Authorizes the City Manager to execute the MOU and issue payments per the MOU; and
2. Authorizes a $142,258 budget appropriation in the General Fund
BACKGROUND
A safety element is a required component of a county or city's General Plan, and recent changes
to State law require local jurisdictions to update their safety elements. Specifically, the main
components of a safety element update include:
1. Updated background information and mapping on hazardous conditions and evacuation
concerns;
2. A vulnerability assessment that considers how climate change may affect natural hazards
in the community, and the effects on populations and assets;
3. Amendments to goals, policies, objectives, and implementation measures, especially as
they relate to climate change resiliency; and
4. Alignment of programs from other County planning documents and State resources.
In recent years, the complexity of safety elements has increased along with increasing State
requirements, more sophisticated mapping, and expanded community outreach based on higher
levels of public interest in climate change and hazard planning. Assembly Bill (AB) 162 (2007)
required updates to flood hazard information and policies and Senate Bill (SB) 1241 (2012) required
1
Safety Element Update May 15, 2023
updates to fire hazard information and policies. The largest change for safety elements was SB
379 (amending Government Code Section 65302(g)) which requires cities and counties to include
climate adaptation and resiliency information, policies, and implementation strategies in their safety
elements. SB 379 passed in 2015 but provided cities and counties time to incorporate its
requirements. Specifically, SB 379 required cities and counties to comply upon the next revision
of a local hazard mitigation plan (LHMP) on or after January 1, 2017, or, if the local jurisdiction had
not adopted a LHMP, beginning on or before January 1, 2022. Detailed guidance from the
Governor's Office of Planning & Research and Office of Emergency Services to local governments
on how to prepare vulnerability assessments was not available until July 2020. Most recently, SB
99 (2019) imposed requirements related to evacuations and wildfires, including a requirement to
identify areas that do not have at least two emergency evacuation routes. While some
organizations have recently completed a safety element, additional work may be necessary for full
compliance with the subjects of climate change adaptation and evacuation planning.
In late 2021, a number of agencies in San Mateo County expressed interest in collaborating on an
update of their respective safety elements. The cities and towns in San Mateo County and the
County have a strong history of collaboration and resource sharing on housing -related initiatives
through the 21 Elements Project. In addition, all 21 jurisdictions in the county collaborated on a
Multijurisdictional Local Hazard Mitigation Plan (MJLHMP), which was completed in December
2021, providing baseline information for the safety element updates.
The Burlingame General Community Safety Element was adopted in January 2019. While the
Community Safety Element was compliant with State law at the time it was adopted, it does not
reflect these more recent legislative mandates. The purpose of this project is to address these
safety element legal requirements and to share analysis and resources for greater efficiency for
the jurisdictions participating in this collaborative effort. This project will update the safety elements
of the County of San Mateo and six participating San Mateo County municipalities (Atherton,
Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno) to comply with the latest
requirements for safety elements, as described above and codified at Government Code 65302.
The cities of Brisbane and Pacifica are also participating in a few tasks, such as the vulnerability
analysis, but are not requesting a complete safety element update.
DISCUSSION
On September 6, 2022, the San Mateo County Planning and Building Department released a
Request for Proposals (RFP) for the Multijurisdictional Safety Element Project. The Department
received two proposals in response to the RFP. The evaluation and selection committee
determined the proposal submitted by PlaceWorks to be the most suitable based on the overall
criteria of project understanding, qualifications of the consulting team, relative project experience,
project approach and methodology, and proposed cost. PlaceWorks has extensive experience with
creating General Plan Safety Elements, and local hazard mitigation plans throughout California.
Recently, PlaceWorks completed safety elements, vulnerability assessments, and/or climate
adaptation plans for Santa Barbara County (2022) and the following other Bay Area communities:
City of San Mateo, Contra Costa County, Solano County, Orinda, Lafayette, Benicia, Dixon, Rio
Vista, Suisun City, Vacaville, Vallejo, Santa Rosa, and Windsor. PlaceWorks also has experience
supporting a multijurisdictional safety element process in Solano County.
2
Safety Element Update May 15, 2023
The scope of work for this project includes thoughtful approaches to community engagement and
equity. PlaceWorks has partnered with Climate Resilient Communities, a local nonprofit, to help
lead engagement and outreach to community groups and hard to reach community members, and
to provide equity reviews of work products. Climate Resilient Communities is a community -based
organization dedicated to serving the underrepresented through empowering community voices to
implement climate solutions that bring about unity and resilience.
Community Planning Collaborative (formerly Baird + Driskell Community Planning) has acted as
the project manager for the Safety Element Collaborative Project through the Collaborative's initial
formation and the RFP process, ensuring that the voice of each participating agency is heard, and
their needs addressed. To date, Community Planning Collaborative has acted as Project Manager
through their role as lead consultant for the 21 Elements Project. Community Planning
Collaborative will continue to serve as Project Manager for the length of the Safety Element
Collaborative Project, for a term of May 1, 2023 through May 1, 2026 and in an amount not to
exceed $92,400. Each participating agency is responsible for funding their portion of the agreement
with Community Planning Collaborative. The City's portion of the Community Planning
Collaborative agreement is $11,935.
Each participating agency will enter into a Memorandum of Understanding (MOU) with San Mateo
County to participate in the Safety Element Collaborative. The MOUs outline the services to be
performed by the consultants and set forth the participating agency's contribution toward the costs
of the consultant services. All participating jurisdictions will have a staff member representing their
agency on a Collaborative Steering Committee. This committee will oversee the progress of the
project and will provide input on the project direction/issues.
The San Mateo County Planning and Building Department will serve as the fiscal agent for the
Safety Element Collaborative. As fiscal agent, San Mateo County will enter into agreements with
the designated consultants and will pay consultant invoices using deposits from all participating
agencies.
Additional partners in the Safety Element Collaborative Project include the San Mateo County
Office of Sustainability and San Mateo County Department of Emergency Management. A key
stakeholder for this collaborative is OneShoreline, the San Mateo County Flood and Sea Level Rise
Resiliency District. OneShoreline will be a valuable resource for collaboration/clarification/input on
several aspects of this project.
FISCAL IMPACT
The term of the PlaceWorks, Inc. agreement is May 1, 2023, through May 1, 2026. The amount of
the agreement is not to exceed $1,224,016 for the three-year term. Each participating agency is
responsible for funding their portion of the project cost. The City of Burlingame's portion of the
PlaceWorks, Inc. agreement is an amount not to exceed $130,323.
The term of the Community Planning Collaborative agreement is May 1, 2023 through May 1, 2026
and in an amount not to exceed $92,400. Each participating agency is responsible for funding their
portion of the agreement with Community Planning Collaborative. The City of Burlingame's portion
of Community Planning Collaborative agreement is $11,935.
3
Safety Element Update
May 15, 2023
Below is a chart illustrating the City's portion of the costs as outlined above.
BURLINGAME — TOTAL COST
SAFETY ELEMENT CONSULTANT
Placeworks Team
Base Contract
$118,475
Additional scope items (public meetings/technical support)
$0
CEQA Contingency
$0
General Contingency
$11,848
Subtotal
$130,323
PROJECT MANAGER
Community Planning Collaborative
— 21 Elements
Subtotal
$11, 935
TOTAL COST
$142,258
Because Burlingame already has an existing Safety Element, its portion of the work will be an
update of the existing Community Safety Element rather than drafting a completely new element.
As such, the final cost may be lower than the not -to -exceed total of $142,258. Billing will be on a
time and materials basis, so any savings in updating the existing document rather than drafting a
new one will be reflected in the final cost of the project.
Exhibits:
• Resolution
• MOu
- Exhibit A — Project Contributions by Agency
- Exhibit B — PlaceWorks - Scope of Work and Fee Proposals
- Exhibit C — Community Planning Collaborative — Scope of Work and Fee Proposal
F,
RESOLUTION NO.
RESOLUTION AUTHORIZING A MEMORANDUM OF UNDERSTANDING FOR A
MULTIJURISDICTIONAL SAFETY ELEMENT PROJECT WITH THE COUNTY OF
SAN MATEO TO JOIN WITH THE MUNICIPALITIES OF ATHERTON, BELMONT,
BURLINGAME, EAST PALO ALTO, HALF MOON BAY, SAN BRUNO, BRISBANE,
AND PACIFICA AND SAN MATEO COUNTY AS AGENCY PARTICIPANTS AND
AUTHORIZE $$142,258 OF FUNDING FOR THE PROJECT
WHEREAS, the cities and towns in San Mateo County and the County of San Mateo
have a strong history of collaboration and resource sharing on various planning studies and
initiatives, including a new initiative to participate in the Multijurisdictional Safety Element
Project ("Project"); and
WHEREAS, recent changes to State law require local jurisdictions to review and
update their safety elements of the general plans to address climate adaptation and
resiliency strategies, fire hazards, flood hazards, and evacuation routes; and
WHEREAS, nine jurisdictions in San Mateo County have formed a Safety Element
Collaborative to address the legal requirements to update safety elements and to share
analysis and resources for greater efficiency for the jurisdictions participating in this
collaborative effort; and
WHEREAS, seven of the jurisdictions will participate in the Project's full scope of
work (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, San
Mateo County), and two of the jurisdictions will participate in certain tasks (Brisbane,
Pacifica); and
WHEREAS, for the seven jurisdictions participating in the Project's full scope of
work, a legally compliant safety element will be produced; and
WHEREAS, through a competitive RFP process facilitated by San Mateo County,
PlaceWorks, Inc ("Contractor") was identified as the preferred firm to provide consulting
services for the development and outreach associated with the Project; and
WHEREAS, Community Planning Collaborative, the consulting firm for the 21
Elements Project, has served as the project manager ("Project Manager") for the Safety
Element Collaborative through the Collaboratives' initial formation and the RFP process to
ensure the voice of each participating agency is heard and their needs addressed; and
1
WHEREAS, Community Planning Collaborative will continue to serve as Project
Manager for the Safety Element Collaborative for the duration of the Project; and
WHEREAS, the County will serve as fiscal agent for the Project and will enter into
contracts with PlaceWorks, Inc and Community Planning Collaborative and oversee the
payment of invoices on behalf of the participating agencies; and
WHEREAS, each participating agency will enter into a Memorandum of
Understanding with the County outlining the roles of each participating agency, the County,
the consultants, and the funding obligations for the Project.
NOW, THEREFORE, BE IT RESOLVED AND ORDERED:
1. The City of Burlingame City Council hereby authorizes the City Manager to execute
a Memorandum of Understanding with San Mateo County, in the form attached
hereto, to join the Multijurisdictional Safety Element Project with consultant support
from PlaceWorks, Inc. and Community Planning Collaborative for the term of June
15, 2023, through June 15, 2026, with a total obligation not to exceed $142,258.
2. The City Manager, in consultation and with agreement between the County and
other participants, is authorized to make minor changes to the MOU that may be
necessary to ensure consistency, accuracy and clarification across all of the
participating jurisdictions.
Michael Brownrigg, Mayor
I, Meaghan Hassel -Shearer, City Clerk of the City of Burlingame, certify that the
foregoing resolution was introduced at a regular meeting of the City Council, held on the
15th day of May, 2023, and was adopted thereafter by the following vote:
AYES:
Councilmembers:
NOES:
Councilmembers:
ABSENT:
Councilmembers:
Meaghan Hassel -Shearer, City Clerk
2
MEMORANDUM OF UNDERSTANDING
Between
SAN MATEO COUNTY PLANNING AND BUILDING DEPARTMENT
and
CITY OF BURLINGAME
forthe
MULTIJURISDICTIONAL SAFETY ELEMENT PROJECT
This Memorandum of Understanding ("MOU"), effective the 15th day of June, 2023 is
entered into by and between the County of San Mateo ("County") and the City of
Burlingame ("Agency"), together referred to herein as the "Parties."
WHEREAS, the County and cities and towns in San Mateo County have a strong
history of collaboration and resource sharing on various planning studies and initiatives,
including a new initiative to participate in the Multijurisdictional Safety Element Project
("Project"); and
WHEREAS, recent changes to State law require local jurisdictions to review and
update the safety elements of their general plans to address climate adaptation and
resiliency strategies, fire hazards, flood hazards, and evacuation routes; and
WHEREAS, nine (9) jurisdictions in San Mateo County have formed a Safety
Element Collaborative ("Collaborative" and "Collaborative Partners") to address the legal
requirement to update safety elements and to share analysis and resources for greater
efficiency for the jurisdictions participating in this collaborative effort; and
WHEREAS, seven (7) jurisdictions will participate in the full project scope of work
(Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, San Mateo
County), and two (2) jurisdictions will only participate in certain tasks (Brisbane, Pacifica);
and
WHEREAS, for those agencies participating in the Collaborative's full scope of work,
a legally compliant safety element will be produced; and
WHEREAS, through a competitive RFP process facilitated by San Mateo County,
PlaceWorks ("Contractor") was identified as the preferred firm to provide consulting
services for the Project for tasks such as community engagement, the vulnerability
assessment, and drafting updated safety elements; and
WHEREAS, Community Planning Collaborative, the consulting firm for the 21
Elements Project, has served as the project manager ("Project Manager") for the Safety
Element Collaborative through the Collaboratives' initial formation and the RFP process to
ensure the voice of each participating agency is heard and their needs addressed; and
WHEREAS, Community Planning Collaborative will continue to serve as the Project
Manager for the Safety Element Collaborative for the duration of the Project; and
WHEREAS, the County will serve as the fiscal agent for the Project; and
WHEREAS, the total cost of the Project is $1,316,416 and the Agency's contribution
is $142,258; and
WHEREAS, the County and Agency desire to enter into this MOU to memorialize the
understanding that the Parties will work cooperatively to implement and fund the Project in
accordance with Exhibits A, B and C.
NOW, THEREFORE, BE IT RESOLVED that the County and Agency agree as follows:
PURPOSE
The purpose of this MOU is to memorialize the understanding between the County and
Agency that (1) the Agency wishes to participate in the Multi -Jurisdictional Safety
Element Project, (2) the Agency wishes to utilize the Contractor and the Project
Manager as the consulting team, and (3) the County will serve as the fiscal agent to
facilitate the Project.
II. EXHIBITS
The following exhibits are attached to this MOU and incorporated into this MOU by this
reference:
Exhibit A — Project Contributions by Agency
Exhibit B — PlaceWorks - Scope of Work and Fee Proposals
2
Exhibit C — Community Planning Collaborative — Scope of Work and Fee
Proposal
III. ROLES AND RESPONSIBILITIES
a. The County will serve as the Fiscal Agent for the Project and will enter into
separate agreements with Contractor and Project Manager. The County will
review and process payments and invoices on behalf of the Collaborative
Partners to the consultants pursuant to the terms of the relevant consulting
agreements.
b. The Agency will provide funding as set forth in Exhibit A for the Project and will
participate in obligations identified in the Scope of Work in Exhibit B, including
participating in the overall plan development and implementation.
C. Community Planning Collaborative will serve as Project Manager and will manage
and implement all aspects of the Project, in accordance with the Scope of Work
set forth in Exhibit C.
d. PlaceWorks will serve as Contractor and will carry out the tasks described in the
Scope of Work set forth in Exhibit B.
IV. FUNDING AND METHOD OF PAYMENT
a. Agency agrees to pay the County for the Agency contribution identified in Exhibit
A of this MOU. The Agency agrees to pay the County either (1) 100% of its
contribution by July 15, 2023, (2) 50% of its contribution by July 15, 2023 and the
remaining 50% by September 15, 2023, or (3) 20% of its contribution by July 15,
2023, 60% by September 15, 2023, and the remaining 20% by August 1, 2024.
The Agency will notify the County of its payment selection upon execution of this
MOU.
1. The Contractor will submit invoices to the Project Manager on a monthly
basis for Project activities. A brief narrative progress report shall be
included with each invoice. The Project Manager will review the
Contractor's invoices and submit the invoices to the County for payment.
2. The Project Manager will submit the Project Manager's invoices and brief
narrative progress reports to the County on a monthly basis for review and
payment.
3. The Contractor and Project Manager will provide a quarterly accounting of
invoices, charged and remaining funds for each Collaborative Partner to the
County and Agency.
b. The County and Agency each agree they are not entitled to reimbursement of costs
incurred while performing obligations as set forth in Section III, Roles and
Responsibilities.
C. In the event that the actual costs of completing the scopes of work, as set forth in
Exhibits B and C, exceed the budgets set forth in Exhibits B or C, respectively,
the Collaborative Partners, including the County and Agency, will confer and
agree either to reduce the relevant scope of work and/or to provide additional
funding subject to further written mutual agreement of the Parties. The
Collaborative Partners agree to use best efforts in such case to reach resolution
without causing a Project delay.
d. At the conclusion of the Project, the Project Manager will submit a final
accounting to each Collaborative Partner with any remaining funds returned to
each Collaborative Partner or a final invoice if required.
V. TERM
This MOU shall be effective from June 15, 2023 to June 15, 2026, unless terminated
sooner pursuant to Section XIII.
VI. AMENDMENTS
The Agency contact, or designee, is authorized to make minor modifications to the
scopes of work in Exhibits B and C, in consultation with the Project Manager and
County, to respond to necessary changes as the Project evolves as long as the Project
cost does not exceed the total approved cost estimate in Exhibit A. Such minor
modifications to the scopes of work shall be documented in writing, but shall not require
an amendment to this MOU.
This MOU can be amended, modified, or supplemented only in writing(s) signed by
both Parties. No oral understanding or agreement not incorporated herein will be
binding on either of the Parties.
VII. INDEMNIFICATION
a. It is agreed that Agency shall defend, hold harmless, and indemnify County and
its officers, employees, agents, and servants from any and all claims, suits, or
actions of every name, kind, and description brought by a third party which arise
out of the terms and conditions of this MOU (collectively, "Claims"); provided that
such Claims are the direct result from the acts or omissions of Agency and/or its
officers, employees, agents, and servants.
b. Agency shall defend, hold harmless, and indemnify County from and against any
and all claims for wages, salaries, benefits, taxes, and all other withholdings and
charges payable to, or in respect to, Agency's representatives for services
provided under this MOU.
C. It is agreed that County shall defend, save harmless, and indemnify Agency and
its officers, employees, agents, and servants from any and all claims, suits, or
actions of every name, kind, and description brought by a third party which arise
out of the terms and conditions of this MOU and which result from the acts or
omissions of County and/or its officers and employees, agents and servants.
d. The duty of each party to defend, hold harmless, and indemnify the other as set
forth herein shall include the duty to defend as set forth in Section 2778 of the
California Civil Code.
11
e. In the event of concurrent negligence (or intentional/reckless acts) of County
and/or its officers and employees, on the one hand, and Agency and/or its
officers, employees, agents, and servants, on the other hand, then the liability for
any and all claims for injuries or damage to persons and/or property which arise
out of terms and conditions of this MOU shall be apportioned according to the
California theory of comparative fault.
This indemnification will survive termination or expiration of this MOU.
Vill. NOTICES
a. All notices and communications deemed by either party to be necessary or
desirable must be in writing and may be given by personal delivery to a
representative of the other party or by mailing the same, postage prepaid,
addressed as follows:
If to the Coun
San Mateo County Planning & Building Department
455 County Center
2nd Floor
Redwood City, CA 94063
Steve Monowitz, Director of Community Development
650/363-1861; smonowitz@smcgov.org
If to the Agency:
City of Burlingame
501 Primrose Rd
Kevin Gardiner, Community Development Director
(650) 558-7263
jsanfilippo@burlingame.org
b. The address to which mailings may be made may be changed from time to time
by notice mailed as described above. Any notice given by mail will be deemed
given on the day after that on which it is deposited in the United States Mail as
provided above.
IX. INDEPENDENT CONTRACTOR
The Parties agree and understand that the work/services performed by either of the
Parties or any consultant retained by either of the Parties under this MOU are
performed as independent contractors and not as employees or agents of the other
party. Nothing herein will be deemed to create any joint venture between the County
and Agency or any employment relationship between Agency and County, Contractor
and Project Manager.
X. SUCCESSORS AND ASSIGNS
Neither party will assign, transfer, or otherwise substitute its interest in this MOU, nor its
obligations, without the prior written consent of the other party. All obligations created
under this MOU will be binding on, and the rights established herein will inure to the
benefit of, any successors or assigns of the Parties.
XI. COMPLIANCE
The Parties must comply with any and all laws, statues, ordinances, rules, regulations,
or requirements of the federal, state, and local governments, and any agency thereof,
which relate to or in any manner affect the performance of this MOU.
XII. DISPUTE RESOLUTION
The Parties agree to work together in good faith to resolve any dispute arising from this
MOU and agree to refer any dispute not resolved within 30 days to the County's
Community Development Director and Agency's Planning Director for resolution. In the
event resolution cannot be reached, the Parties may submit the dispute to mediation by
a neutral party mutually agreed to by the Parties prior to initiating any formal action in
court.
XIII. TERMINATION
Either Party may terminate this MOU with or without cause upon 30 days' prior written
notice. If either Party terminates this MOU with or without cause, the Agency will be
responsible for its pro rata share of costs incurred by the County or the County's Project
consultants up through the effective date of termination.
XIV. SEVERABILITY
If any provision of this MOU is be deemed invalid or unenforceable by a court of
competent jurisdiction, that provision will be reformed and/or construed consistently with
applicable law as nearly as possible to reflect the original intentions of this MOU; and in
any event, the remaining provisions of this MOU will remain in full force and effect.
XV. GOVERNING LAW
This MOU will be governed by the laws of the State of California as applied to contracts
that are made and performed entirely in California.
XVI. NO WAIVER
No waiver of any default or breach of any covenant of this MOU by either party will be
implied from any omission by either party to take action on account of such default if
such default persists or is repeated. No express waiver will affect any default not
specified in the waiver, and the waiver will be operative only for the time or extent
stated. The consent or approval by either party to or of any act by either party
requiring further consent or approval will not be deemed to waive or render necessary
consent or approval to any subsequent, similar acts.
0
IN WITNESS WHEREOF, the Parties have executed this MOU as follows:
CITY OF BURLINGAME
IA
Lisa Goldman
City Manager
ATTEST:
in
Meaghan Hassel -Shearer, City Clerk
APPROVED AS TO FORM:
SAN MATEO COUNTY
0
David Pine, President, Board of
Supervisors, County of San Mateo
ATTEST:
In
Michael Callagy, Clerk of Said Board
APPROVED AS TO FORM:
Michael Guina, City Attorney By:
7
Melissa Andrikopoulos, Deputy County
Attorney
EXHIBIT A
PROJECT CONTRIBUTIONS BY AGENCY
BURLINGAME —TOTAL COST
SAFETY ELEMENT CONSULTANT
Placeworks Team
Base Contract
$118,475
Additional scope items (public meetings/technical support)
$0
CEQA Contingency
$0
General Contingency
$11,848
Subtotal
$130,323
PROJECT MANAGER
Community Planning Collaborative — 21 Elements
Subtotal
$11,935
TOTAL COST
$142,258
EXHIBIT B
PLACEWORKS SCOPE OF WORK AND FEE PROPOSALS
*See Exhibits A AND B to the agreement between the County of San Mateo
and PlaceWorks, Inc., incorporated herein by this reference*
9
EXHIBIT C
COMMUNITY PLANNING COLLABORATIVE SCOPE OF WORK AND FEE
PROPOSAL
10
f4
f000DfD
� .�_, i � •
l�1. �', fir' ,ypE�
Multi-Jurisdictional Safety
Element Update
for the County of San Mateo
0 PLACEWORKS
® PLACEWORKS
February 9, 2023 1 Revised Proposal for Services
Multi-Jurisdictional Safety
Element Update
for the County of San Mateo
Prepared By: PlaceWorks
2040 Bancroft Way, Suite 400
Berkeley, California 94704
t 510.848.3815
In Association with:
Atlas Planning Solutions
Nexus Planning & Research
Climate Resilient Communities
ORANGE COUNTY • BAY AREA • SACRAMENTO CENTRAL COAST • LOS ANGELES • INLAND EMPIRE
www.placeworks.com
Technical
Proposal
10 PLACEWORKS
44
TECHNICAL PROPOSAL
Understanding and Approach
California residents understand that natural hazards are an inescapable and inherent character of our state,
and San Mateo County is no exception. Lakes and streams regularly shrink and swell in cycles of drought and
downpours, hills and forests turn dry and burn, and the ground occasionally shakes and rumbles. As a
background of all of this, the consequences of global climate change alter our expectations of normality,
changing the frequency and intensity of many of our natural hazards, often with increasingly severe effects.
We cannot ignore these hazardous conditions, nor can we
completely eliminate the risk they pose. The continued success
of San Mateo County, as with the rest of our region and state,
depends on finding ways to adapt to these conditions and
increase our resilience to their harmful effects. We can reduce
the chance of these hazards occurring, design our physical and
social systems to resist their effects, and plan for rapid, Preparation
effective responses and recovery when they do inevitably
happen. The Safety Element of each jurisdiction's General Plan
serves as a comprehensive framework and foundation for
community resilience with goals, policies, and programs that
address safety issues in the community, providing Mitigation
opportunities to build community resilience throughout all
phases of the emergency management cycle.
The PlaceWorks team understands that nine jurisdictions in San The emergency management cycle
Mateo County have formed a Safety Element Collaborative
(Collaborative) for a coordinated update of their Safety
Elements (or in the case of Brisbane and Pacifica, selected aspects of the Safety Element). The Collaborative
includes the County of San Mateo and the Cities of Atherton, Belmont, Brisbane, Burlingame, East Palo Alto,
Half Moon Bay, Pacifica, and San Bruno (also referred to as Participating Agencies or Participating
Jurisdictions). The updated Safety Elements should be responsive to all applicable State laws and pertinent
public safety issues, including climate change, the intersection between risks and equity, and evacuation
access. For many of these communities, there is a significant amount of overlap in the types of hazard
conditions they must address (refer to Table 1). In addition, they should integrate with other safety -related
planning efforts, including the recently updated Multijurisdictional Local Hazard Mitigation Plan, local
emergency operation plans, and climate adaptation plans, and comprehensively address both short-term
and long-term safety and resilience issues.
Proposal for Services • PLACEWORKS 3
Technical Proposal 40
Table 1. Participating Jurisdictions and Hazards of Concern
Hazards.
Jurisdiction
Scope
Geologic-
Geologic-
Sea
Wildfire
..ParticiFlooding
Inundation
Concerns
San Mateo
Full
✓
✓
✓
✓
✓
Rise
✓
✓
review
✓
County
Atherton
Full
✓
✓
✓
✓
Belmont
Full ex. SB 99
✓
✓
✓
✓
✓
✓
✓
✓
Brisbane
VA & Maps
✓
✓
✓
✓
✓
✓
Burlingame
Full
✓
✓
✓
✓
✓
✓
East Palo
Full
✓
✓
✓
✓
✓
✓
Alto
Half Moon
Full
✓
✓
✓
✓
✓
✓
✓
✓
Bay
Pacifica VA & Maps
✓ ✓ ✓
✓
✓ ✓
San Bruno Full
✓ ✓ ✓ ✓
✓
✓
Tailored Holistic Planning
While recognizing the importance of having safety elements that are tailored to each community, the
PlaceWorks team understands that these elements must mesh and sync up with each other to create a
unified framework to public safety and resilience as much as possible. The successful efforts of OneShoreline
illustrate how effective a county -wide approach can be when it comes to policy frameworks, capital projects,
educational efforts, and data sharing, among others. Although not all jurisdictions in San Mateo County are
participating in this project, we still intend to pursue cross -boundary analyses and solutions that can help
inform surrounding communities and which other communities may be able to join later. For example,
unincorporated San Mateo County, Half Moon Bay, and Belmont include very high fire hazard severity zones.
As feasible, a unified approach to reduce the risks to new and existing development in these zones can help
ensure increased protection across community limits and make sure these Participating Jurisdictions are
prepared for any future fires.
The PlaceWorks team understands that despite the relatively close proximity of the nine Participating
Jurisdictions, there are substantial differences between these communities. These differences include
physical distinctions, such as terrain and distribution of land uses; socioeconomic differences among
community residents, such as income; a range of community characteristics, including quality and age of
housing stock; exposure to different hazards and safety issues; and numerous other factors.
4 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-4 _J
• Brisbane: 4,850
• Unincorporated
San Mateo
County: 129,270
• East Palo Alto:
$83,510
• Atherton: Over
$250,000
• Half Moon Bay:
49
• San Bruno: 84%
■■■
We know that this project cannot be approached as a single Safety Element distributed to each community.
Each community must receive analyses, policies, community engagement strategies, and other resources as
part of their Safety Element that is uniquely prepared for that community's needs. Pacifica's vulnerabilities
are different from Belmont's, and many policy solutions that work for East Palo Alto are not likely to be
applicable to Atherton. We pride ourselves on working with municipal agency staff, community -based
organizations (CBOs), and other local experts to better understand the unique challenges and opportunities
facing each community, allowing us to prepare plans that are specifically suited to each jurisdiction and not
cookie -cutter "one -size -fits -all" documents.
Assessing Vulnerability Through an Equity Lens
The PlaceWorks team is aware that acknowledging and helping to correct inequities is a key principle of this
planning effort, and this is a topic we are eager to address. Our team understands the nexus between equity
and resilience, recognizing that lack of access to secure housing, financial resources, healthcare and
education, decision -making, and numerous other consequences of systemic injustices and marginalization
make an individual or a group more likely to be harmed by natural hazards and their consequences, both
directly and indirectly. Many populations in the Participating Jurisdictions have experienced such
discrimination and vulnerability, and we see a key part of our role as learning from their experiences and
using our understanding of equity issues to elevate their needs and priorities.
Part of our understanding of equity, disproportionate impacts, and vulnerability is knowing the different
forms that these issues take. There are numerous factors that contribute to vulnerability, and we want to
make sure that the updated Safety Elements comprehensively address these issues. For example, it is well
known that income and other financial resources are one of the biggest determinants of resilience. Higher -
income persons can more easily afford to rehabilitate and harden their homes, pay for protective resources,
absorb temporary loss of income from hazard -related impacts, relocate to less vulnerable areas, and take
many other steps to reduce their vulnerability. However, this does not mean that wealthy individuals may
not also be vulnerable to the effects of natural hazards. In a county where the median income for a family of
four is $166,000, factors such as overpaying for housing, overcoming obstacles to home ownership (e.g., lack
of affordable homes, saving for down payment), and overcrowding can contribute substantially to
vulnerability. Social isolation, access and functional needs, chronic health conditions, and many other factors
also make an individual more sensitive to natural hazards regardless of their financial resources. A key goal
of these Safety Element updates will focus on working with community members, CBOs, and jurisdiction staff
to ensure that these plans include a comprehensive understanding of vulnerability that accurately reflects
Proposal for Services • PLACEWORKS 5
Technical Proposal 40
the very real needs and priorities of the most at -risk groups, while also not excluding those who may not be
considered "traditionally" vulnerable but who may still suffer disproportionate impacts.
Acutely Extremely
low low
East Palo Pacifica and
Alto Half Moon Bay Belmont Atherton
County average, San
Bruno, and Brisbane
Burlingame
$0 $50,000 $100,000 $150,000 $200,000 $250,000
County -wide income limits for a household of four and median household income.
Taking the Long View
Under recent changes to State law, safety elements must be reviewed and updated (as needed) at least every
eight years. Despite this, safety elements must continue to provide a framework for long-term safety and
resilience. While they can (and should) include relevant short-term actions, as a part of the General Plan, a
safety element should traditionally support community action for 15 to 30 years. However, the PlaceWorks
team understands that this historic horizon is no longer sufficient in the era of climate change, and that our
communities should be planning for conditions decades in the future. We know that a building or piece of
critical infrastructure constructed during the eight -year active period of these safety elements may still be
operational by 2100. For example, Census data shows that
approximately 11 percent of the houses in San Mateo
County were constructed before 1940, long before the
advent of modern building codes, safety standards, or
many of the other land use planning tools that inform
today's development. Meanwhile, consider that State
guidance recommends planning for at least 84 inches of
sea level rise by 2100, a level that would cause significant
inundation in parts of Belmont, Brisbane, Burlingame, East
Palo Alto, Half Moon Bay, Pacifica, San Bruno, and the
unincorporated county, and would likely create impacts in 2100 sea level rise projections in East Palo Alto, according
to Adapting to Rising Tides modeling.
6 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
all other communities. We understand the importance of planning our communities now to account for long-
term future conditions, helping to ensure that future generations, including the infrastructure and critical
facilities that they rely on, are out of harm's way as much as possible and are prepared for hazard events.
Inclusive Community Engagement
Any plan must have support from the community, or its success is in jeopardy. The PlaceWorks team
understands the importance of building community backing for the Safety Element updates. Our approach
to community engagement for comprehensive planning and resilience projects ensures that community
member concerns, goals, priorities, and values are elevated in the Safety Element updates and made central
to their intent. Our approach to public engagement emphasizes the importance of conducting outreach to
as broad a segment of the community as possible, including to people who historically have not participated
in community planning efforts. This includes using a range of in -person and virtual engagement approaches
and tools, using interactive and compelling ways to gather community feedback, and making information
available to community members in plain, easy -to -understand ways to help support informed participation.
Critically, we intend to collaborate very closely with CBOs and jurisdictions' staff to understand how best to
reach out to community members, to learn what strategies have been successful in the past, as well as what's
working well now in similar projects in Participating Jurisdictions, and to improve the engagement process.
We also intend to collaborate with CBOs and jurisdiction staff to conduct outreach in other languages, as
necessary.
Feasible Implementation
We cannot overstate the importance of implementation, and as many of our staff are former public
jurisdiction staff themselves, the PlaceWorks team understands that a plan that only sits on the shelf is of no
value to anyone regardless of how nicely it reads or how well it was put together. It is critical that the
strategies in the Safety Elements be appropriate and feasible for the communities, including that they can
be implemented with available staff time, funding levels, and other resources. Right now, there are
numerous opportunities to fund safety, resilience, and adaptation work coming from regional, state, and
federal sources, as well as private organizations. We plan to prepare Safety Elements that help to best
position the Participating Jurisdictions to secure these funds and take advantage of other emerging resources
that can support these efforts.
Proposal for Services • PLACEWORKS 7
Technical Proposal 40
Scope of Work
PlaceWorks supports the work program presented in the Request for Proposals (RFP) with minor
modifications. The work program described in this section includes all tasks identified in the RFP plus an
additional sub task for project management and coordination with the Community Planning Collaborative
(CPC) Project Manager in Task 1 and small modifications to combine sub tasks. Task 1, project coordination
and communication, is an ongoing task. Task 2, community engagement and equity approach, will occur
throughout the process with targeted outreach or touchpoints at key points in the process. Tasks 3 through
10 will occur sequentially as each task builds up to the final review and approval of the Safety Element.
Our Scope of Work presents our proposed approach to the project; however, we look forward to discussing
the approach with the Collaborative and adjusting it as needed to support achievement of the project goals.
We recognize that not all Participating Agencies will participate in all tasks. Our understanding of agency
participation by task is shown in Table 2.
Table 2. Participating Agency Participation by Task
Participationir
Atherton ✓ ✓ ✓ ✓
Belmont ✓ ✓ ✓ ✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
Brisbane
✓
✓
✓
✓
Burlingame
✓
✓
✓
✓
✓
✓
✓
✓
✓
East Palo Alto
✓
✓
✓
✓
✓
✓
✓
✓
✓
Half Moon Bay
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
Pacifica
✓
✓
✓
San Bruno
✓
✓
✓
✓
✓
✓
✓
✓
✓
Unincorporated San
Mateo County
✓
✓
✓
✓
✓
✓
✓
✓
✓
✓
$ SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
Task 1. Project Coordination and Communication
1.1 Collaborative Steering Committee
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
The PlaceWorks team will participate in meetings with the Collaborative
Steering Committee throughout the project. As noted in the RFP, we
anticipate this Collaborative will include participation by at least one
representative from each Participating City and San Mateo County, in
addition to the CPC Project Manager and staff the PlaceWorks team.
Meetings of the Collaborative Steering Committee will be opportunities to
share information, provide feedback at key points in the process, discuss
options and opportunities for community engagement, and review
approaches to addressing key hazards of concern.
As part of the project kick-off meeting, we propose to review the project
schedule and identify topics, key project milestones, and opportunities to
engage the Collaborative Steering Committee. Some topics, like
community engagement, will likely occur on each meeting agenda, though
the time needed will vary by phase of the project. For scoping purposes,
we anticipate up to nine (9) meetings by video conference with the
Steering Committee.
PlaceWorks will develop the meeting approach and draft agenda in collaboration with the CPC Project
Manager and prepare deliverables and presentation materials for each meeting. PlaceWorks and the CPC
Project Manager will identify key decisions and discussion items for each agenda. PlaceWorks will review
meeting materials with the CPC Project Manager before distribution to the Committee members. After each
meeting, the CPC Project Manager will prepare and distribute a high-level summary of key points, action
items, decisions, and next steps. PlaceWorks understands the CPC Project Manager will facilitate each
meeting and that the PlaceWorks team will lead presentation and discussion of our work products during
the meeting. All meetings will be held online through Zoom.
Our scope for this task assumes the CPC Project Manager will lead the formation and overall coordination of
this Committee and serve as the Committee's primary point of contact. At the time of project initiation, the
Committee and PlaceWorks will confirm the preferred option(s) for sharing files, either through email or
through a file -sharing site that is accessible by all Committee members.
1.2 Participating Agency Technical Advisory Committees and W Support
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
Each Participating Agency has the option to create a Technical Advisory Committee (TAC) to provide topic -
specific feedback and guidance on the development of their jurisdiction's Safety Element. TACs may include
staff representatives from planning, building, public works, emergency management, parks, police/sheriff,
Proposal for Services • PLACEWORKS 9
Technical Proposal 40
fire, city manager/county executive's office, and other departments as identified by the Participating Agency.
Each TAC will be coordinated by the key staff from the Participating Agency who will use materials prepared
by PlaceWorks to support their discussions and decisions.
The role of the TAC is to support preparation of the Safety Element Update and to provide community -
specific expertise and background to the project team. We recommend TACs review interim and draft project
deliverables and provide important feedback to the PlaceWorks team. An example of an interim deliverable
is the review of draft lists of populations, hazards, and assets and confirmation of mapped data that will be
used to inform the key task of vulnerability scoring. This interim deliverable leads to the main task of
conducting a Vulnerability Assessment. It will be important to the success of the Safety Element for
Participating Agency staff with direct knowledge and local expertise to contribute to the project. Most
meetings will be to ensure key tasks are moving forward and producing locally appropriate results, although
some meetings might need to be reserved for focused issue -specific discussions, like wildfire or flooding.
Some of the work of the TAC can be done through email and may not require an in -person or virtual meeting
of all members. We recommend a brief kick-off for each TAC that includes a review of the project schedule
and roles and responsibilities to set expectations. The formation and role of TAC will vary by Participating
Agency. For budgeting purposes, we will provide the following support for each Participating Agency per
their request:
» Cities of Atherton, Brisbane, and Pacifica: No formal TAC meetings; all coordination will occur by email.
PlaceWorks will support informal communication and coordination appropriate to key deliverables.
» Cities of Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno: Support for up to six (6) virtual
TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in TAC meetings (virtual
attendance).
» County of San Mateo: Meeting support and attendance in up to eight (8) TAC meetings. Our budget
assumes 6 hours of PlaceWorks team time to prepare for, attend, and summarize each meeting, assuming
average TAC meeting duration is 90 minutes.
For each meeting, the PlaceWorks team will provide a briefing packet that includes draft project deliverables
and project updates that each agency can share with their own internal jurisdiction -specific TAC. The timing
of the meetings will align with key product deliverables and milestones. In our experience, we have found it
helpful to agency staff and the project when the consultant team is available to meet with interdepartmental
teams, like TACs, to review materials, questions, and comments in a timely manner and ensuring an efficient
and consistent process. Our participation is at the discretion of the project team and the budget.
In addition to TACs, one-on-one meetings with the key staff from the Participating Agencies will be helpful
throughout the project, in addition to the Collaborative Steering Committee and TAC meetings. These one-
on-one meetings will allow time for more detailed review and discussion of key issues or deliverables for one
community. Between scheduled meetings, PlaceWorks will be available to coordinate and communicate with
Participating Agencies by email or by phone if that is easier.
Our budget assumes time for at least three one-on-one meetings (up to 1-hour meeting time per meeting)
by video conference for each Participating Agency. As part of this task, we will also offer all Participating
Jurisdictions up to four (4), shared drop -in sessions or "office hours" as an additional opportunity for
Participating Agency staff to sign-up or drop -in with a question. Office hours will be hosted through Zoom
with the option for small breakout rooms based on a topic or deliverable.
10 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
1.4 Ongoing Project Management
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
Consistent and regular communication between the CPC Project Manager and the PlaceWorks team
throughout the project will provide the opportunity for the project team to coordinate and keep the project
moving forward on time and within budget. This task includes a project kick-off meeting and regular project
check -ins of the project management team. At the project kick-off meeting, we will establish a schedule for
project check -ins with the CPC Project Manager.
Our budget assumes one monthly 1-hour meeting during most of the project or one 30-minute check -in
meeting twice a month, throughout the 24-month project. During these progress meetings, the PlaceWorks
project management team and CPC Project Manager will discuss deliverables and active tasks for the Safety
Element Update, identify any issues of concern and potentials solutions, and generally review the progress
of the project. Other staff may join occasional meetings as needed. Prior to each meeting, we will work with
staff to draft an agenda and identify the necessary participants to best meet the needs of each meeting. The
status meetings will be in addition to regular email and phone communication between project team
members.
This task includes project management activities, such as monitoring and tracking the budget, preparing and
reviewing monthly invoices, maintaining the schedule, and managing the overall team throughout the
process. The monthly invoice will detail PlaceWorks' labor and expenses by task.
Deliverables:
» Monthly invoices and progress memos (electronic).
» Regular check -in meetings with the CPC Project Manager, including agenda preparation and action item
summaries (by email).
» Regular email communication and coordination with the CPC Project Manager and leads for each
Participating Agency.
» Preparation for and participation of the project management team in up to nine (9) meetings of the
Collaborative Steering Committee (online/virtual).
» Preparation for and participation in Technical Advisory Committee meetings as follows:
» Town of Atherton: No TAC meetings; email coordination/communication only.
» City of Belmont: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for
PlaceWorks staff to participate in one or more TAC meetings (virtual attendance).
» City of Brisbane: No TAC meetings; email coordination/communication only.
» City of Burlingame: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for
PlaceWorks staff to participate in one or more TAC meetings (virtual attendance).
» City of East Palo Alto: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved
for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance).
» City of Half Moon Bay: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved
for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance).
» City of Pacifica: No TAC meetings; email coordination/communication only.
» City of San Bruno: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for
PlaceWorks staff to participate in one or more TAC meeting (virtual attendance).
Proposal for Services • PLACEWORKS 11
Technical Proposal
Y
» County of San Mateo: Full support, including attendance, for up to eight (8) TAC meetings.
» Participation in up to three (3) one-on-one meetings with Participating Agencies (online/virtual).
Participating Jurisdictions can use their contingency budget if additional meeting time is needed.
» Up to four (4) virtual, shared office hour sessions (1 hour per session).
Task 2. Community Engagement and Equity Approach
Project success depends on successful community engagement. PlaceWorks ensures this by working with
clients to create a solid yet flexible community engagement plan that will guide engagement efforts
throughout the project. We strive for a community engagement process that invites participation, provides
a safe and inclusive collaborative space, builds capacity, and strengthens community relationships and
ensures the end product reflects the community's experience and goals.
Our team offers the San Mateo County Collaborative expertise in community engagement and how
community engagement can inform and improve the technical tasks, like the Vulnerability Assessment and
policy development. Our team has recently worked in communities, like Butte County, Santa Rosa, and Santa
Barbara County that experienced devastating hazard events and has developed engagement plans that are
sensitive to and create space for the emotional, social, and physical disruption and loss, and trauma, caused
by these events and supportive techniques to reflect and improve the community's public safety and hazard
mitigation framework to support recovery and resiliency in the face of likely future events. We also have
worked in Bay Area and Peninsula communities to integrate equity and environmental justice into
comprehensive plans. We look forward to the opportunity to partner with the Participating Agencies and
CBOs to engage with stakeholders in the Participating Jurisdictions. We recognize that many communities
have started conversations around climate change, adaptation, and resilience, and our team will work
diligently to get up -to -speed with recent and ongoing work to ensure it is incorporated into the project and
the outreach approach.
We support the Community Engagement tasks presented in the RFP and offer the following approach to
these tasks. In some instances, we found the RFP approach to be similar to our recommendation. We
recognize these are minimum levels of outreach; however, we have followed many of the same tasks in
similar projects and find them to be successful for a Safety Element Update as scoped in Tasks 3-10. As noted
in the RFP, we recognize the following assumptions for this task:
• PlaceWorks will lead the development and implementation of certain tasks and defer to CBO partners
and/or Participating Agency staff to lead other tasks, with support from the PlaceWorks team, as noted in
the sub -task descriptions.
■ PlaceWorks commits to designing outreach materials to be easily accessible to non -technical audiences
and include the use of graphics and illustrations.
• PlaceWorks and CRC will provide language translation as identified in this Scope of Work. Language
translation will be limited to public outreach and communication items identified in Task 2. The contingency
budget is available to support additional translation and/or interpretation if requested by the Participating
Jurisdictions. PlaceWorks will ensure that there is sufficient time to review and translate materials and
ensure they meet equity and inclusion goals.
12 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
■ PlaceWorks will attend only online outreach events, while most in -person events will be attended by
agency staff or contracted CBOs. In our task descriptions, we have noted opportunities for PlaceWorks to
support in -person events if needed.
■ Each Participating Agency will use their communication channels (social media, web) to publicize the
outreach initiatives. PlaceWorks will provide marketing content to support these tools.
2.1 Community Engagement Plan
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
We begin our community engagement planning process for every project with preparation of an outreach
and engagement approach or Community Engagement Plan (CEP). The engagement plan is the foundation
for the engagement process and provides transparency to all participants throughout the process. We follow
the International Association for Public Participation (IAP2)'s core values and code of ethics in our approach
and design our strategies with IAP2's Spectrum of Public Participation in mind, with flexibility to support
community -driven processes. PlaceWorks is a member of IAP2 and supports ongoing training of our staff to
ensure we are responsive to best practices and techniques.
For each phase of the planning process, we collaborate with staff to identify the desired level of engagement
on the spectrum (inform, consult, involve, collaborate, and empower), who should be involved, why they
should be involved, what their involvement will mean to the process and project, how they should be
involved, and how we will use their input in the process and project. We work with our clients to develop
goals and their commitment to the public for the outreach and planning process, and to ensure those goals
and objectives are shared with all stakeholders throughout the process.
Developing and implementing a strong community engagement process is a cornerstone of our work. As a
result, PlaceWorks' projects reflect the interests and concerns of community members and decision makers.
We employ a variety of in -person and online outreach tools —including workshops, open houses, stakeholder
discussion groups, listening sessions, pop-up events, intercept surveys, phone calls, online surveys, and
special events —to elicit creative input and participation from all stakeholders. By successfully opening
dialogue and building support, we help move projects from vision to final approval. We are also able to
support translation and interpretation in a variety of languages.
At the kick-off meeting with the Collaborative Steering Committee, we will facilitate an outreach assessment
and discussion with Participating Agency staff to learn about previous, ongoing, and planned community
engagement approaches and strategies for similar projects, begin to identify key stakeholders and
opportunities for engagement, and discuss goals and objectives for the engagement process. Following the
kick-off meeting, PlaceWorks will prepare a draft Community Engagement Plan (CEP) integrating the
feedback and guidance from Participating Agencies. We anticipate the draft CEP that will be shared with the
Collaborative Steering Committee and the prospective CBO(s) for review and input. Following their review,
PlaceWorks will revise the CEP, discuss revisions with staff, and prepare a working draft CEP. This version will
guide the outreach and engagement activities, with the option to modify as needed to respond to
unexpected information or changes in conditions.
Proposal for Services • PLACEWORKS 13
Technical Proposal 40
For scoping purposes, we anticipate that the CEP will include the following:
■ The purpose and desired outcomes for community engagement throughout the planning process and for
the project overall.
• Identify target audiences and include a list of community stakeholders with identification of their networks
and areas of expertise, preferred outreach and engagement opportunities for stakeholder types, and key
questions and information for stakeholders.
■ Public information items, including the project timeline, a process chart showing the relationship of
community engagement activities to the plan preparation process, deliverables, and similar materials.
• Protocol for documenting engagement activities and sharing the results with the project team and
members of the public.
■ Indicators of assessing effectiveness of community engagement and a process to collect information.
• A protocol for communication, including how the project will be branded and messaged.
• Protocol for marketing in -person and online engagement events. Promotion of the project and related
community engagement opportunities will be through a mix of techniques to reach residents and
stakeholders, including articles in agency newsletters, inclusion in newsletters or e-blasts from Council or
Board members, social media postings, newspaper advertisements, postings on online community
calendars, email blasts, word of mouth, and other techniques found successful by agency and CBO staff for
similar projects.
■ Protocol for interpretation and translation of English to Spanish for events and materials.
• A description of community engagement activities, including targeted stakeholders, purposes, costs,
timing, and approach for each activity based on the activities included in Task 2. This will include general
community engagement and strategies for inclusive and equity -focused engagement to engage
communities that are traditionally under -represented in planning processes.
■ A schedule of outreach activities, including the responsible team members, location, format, and needs for
each event.
• Roles and responsibilities of the PlaceWorks team, Participating Agencies, the CPC project manager, CBOs,
community members and stakeholders, and supporting agencies.
2.2 Equity Approach
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
As noted in the RFP, we've retained the Equity Approach as a stand-alone task; however, we anticipate
preparation of this approach as part of the Community Engagement Plan though it will be identified
separately. The intention of this task is to clearly identify how equity will be incorporated into public
engagement and all aspects of project development and execution. As part of our approach to integrating
equity into project development, we will review best practices and case studies used in the region to assess
goals, policies, and actions with equity considerations. In addition, we will ensure the community and
14 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
stakeholder engagement approach is sensitive to community characteristics. We support the Collaborative's
acknowledgement that communities of color, low-income communities, persons with disabilities, and other
historically underrepresented groups bear a disproportionately high -risk burden in relation to natural
hazards and face higher exposure to hazards with fewer resources to withstand and recover from them. We
fully support and commit to meaningfully engagement of these groups throughout this project to ensure
that their lived experiences with hazard risk and priorities for policies and implementation strategies are
reflected in the updated Safety Elements.
2.3 Community -Based Organizations Partnerships
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
In most of our recent comprehensive planning and community -scale design projects, PlaceWorks has
partnered with one or more CBOs to support general and focused community outreach and engagement.
We highlighted two examples of these partnerships in our discussion of our firm's cultural competence. In
addition to PlaceWorks' experience with CBOs in the county and the Bay Area, our teaming partners Atlas
Planning Solutions and Nexus Planning are currently contracting with CBO partners to support outreach for
the Santa Clara County Safety Element Update. We anticipate some CBOs supporting the Santa Clara County
project that are based in San Mateo County will also have an interest in the San Mateo County Collaborative
Safety Element Update project.
Our goal is to continue successful partnerships in previous efforts to conduct targeted outreach with small
group meetings, pop-up events, and other engagement efforts. We agree that CBOs are trusted voices within
their communities and can provide targeted outreach to groups based on hazard issues, geography, special
needs, or equitable engagement.
This task will be led by Climate Resilient Communities (CRC), a local CBO that is well established in the county
with trusted partnerships and a successful track record with engagement and community -driven planning
for climate resilience. CRC is part of the PlaceWorks outreach and engagement team and will have a leading
role in the identification and engagement of San Mateo County -based CBOs in this process and the targeted
outreach and engagement for hard -to -reach community members. Their work to identify, include, and
engage local CBOs is integrated into multiple outreach and engagement sub -tasks. CRC will also provide
equity -focused reviews of select project deliverables to ensure goals, policies, and implementation programs
reflect the input and expertise received during community and stakeholder engagement.
This task is primarily dedicated to coordination with and compensation for the local CBO participation. CRC
will be a collaborator in the preparation of the overall Community Engagement Plan, during which time their
role in supporting multiple outreach tasks will be defined. CRC will lead identification of and outreach to key
CBO partners as well as representatives of hard -to -reach and vulnerable populations that might not be
represented by a formal CBO. CRC's work on this project will build from lessons learned and successes in
similar outreach and engagement supporting the LHMP and adaptation planning work in the county.
The budget for this task assumes compensation of targeted stakeholders up to $25 per hour, assuming an
average of 2 hours per meeting, activity, or event. During preparation of the engagement plan, the project
team will detail the terms of eligibility for compensation. Priority use of the compensation will be to support
engagement of hard -to -reach community groups, vulnerability populations, and others as outline in Task 2.5
Proposal for Services • PLACEWORKS 15
Technical Proposal 40
with funds also being available for participation in community workshops and review of draft materials if
supported by the Collaborative. The approach to compensation will be transparent, accountable, and
equitable.
2.4 Community Workshops
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
As part of a community engagement plan, we anticipate community workshops serving as one key
opportunity for broad community engagement. The purpose of the community workshops will be to provide
agency -wide and county -wide opportunities for the public to provide input and engage with the Safety
Element process. We support the use of virtual community workshops to provide opportunities for broad
access. As we have worked with our clients to provide meaningful engagement opportunities throughout the
COVID-19 pandemic and changing conditions, PlaceWorks developed guiding principles and best practices
for virtual engagement and developed expertise in using various online meeting and collaboration tools. The
agenda and activities used for each workshop will reflect the desired outcomes and expected participants
for the workshop. During virtual meetings, we use a mix of presentations, polls, small group discussions with
dedicated facilitators and notetakers, transparent and live notetaking using Google Docs (or similar online
tool), and a variety of online activities using Mentimeter, Jamboard, or similar tools to receive input and
feedback.
We ensure our virtual meetings are accessible during and after the event. During the meeting, we enable
the chat feature, provide closed captioning and an option for interpretation to other languages as
appropriate to our projects and clients. Before the meeting, we provide workshop registrants and
participants with pre -meeting materials and emails. We supplement our virtual meetings with online
content, usually through a project website, online surveys, and social media posts. These materials will be
provided in English and translated to Spanish as noted in the list of deliverables for this task. After the
meeting, we will send a post -event survey and provide a recording that can be posted on the project website
for viewing at the convenience of stakeholders. We prefer to use the Zoom platform to host virtual
workshops or events, but we are comfortable and able to use other software if preferred by Participating
Agencies.
For each workshop series, PlaceWorks will provide the workshop approach, agenda, marketing materials
(e.g. flyer, e-blast/newsletter content, social media content), a PowerPoint presentation with speaking notes,
facilitator training, appropriate digital engagement tools, a meeting summary, meeting recording, and a
summary for each phase. We will coordinate and collaborate with partner CBOs on workshop design and
materials to ensure that the workshops are accessible to a wide range of community members. For each
workshop, the PlaceWorks team will provide a facilitator/moderator and a key staff member to present
technical or project details. We can provide additional staff on a time -and -materials basis. As noted in the
RFP, workshop approaches that use breakout rooms will be supported by Participating Agency staff and/or
partner CBOs following facilitator training provided by PlaceWorks. PlaceWorks will manage logistics.
For scoping purposes, we assume two series of workshops with two workshops in each round for a total of
four virtual community workshops for the project. During development of the Community Engagement Plan,
we will further develop the timing and content of the workshop; though as noted in the RFP, we anticipate
16 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
one round of workshops during Task 3, preparation of the vulnerability assessment, and one round during
Tasks 5 and 6, during development of goals, policies, and implementation actions.
All community workshops will be facilitated in English. Simultaneous interpretation from English to Spanish
or other languages can be provided on a time -and -materials basis upon request. The contingency budget can
be used to accommodate these costs at the request of a Participating Agency.
2.5 Hard -to -Reach / Community Group Meetings
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
The Community Engagement Plan will provide options and recommendations for smaller community group
meetings or activities to complement the larger community workshops and allow outreach to specific groups
that are often hard -to -reach, historically underrepresented in community engagement, identified as
vulnerable to the impacts of climate change, and/or offer focused expertise on a certain hazard, population,
hazard, or other component of the project. We've found in -person, small group meetings to be excellent
opportunities to have meaningful discussions and receive helpful input for climate adaptation and resilience
projects. Through preparation of the Community Engagement Plan, we will determine the locations and
target participants for these meetings. They could address specific geographic areas, topics, vulnerable
populations and communities, and/or historically underrepresented groups.
PlaceWorks, in partnership with our CBO partner Climate Resilient Communities (CRC), will create a Toolkit
for these small group meetings. The Toolkit could include a PowerPoint presentation with discussion
questions and/or live polling exercises and promotional flyer and text for promotion through various
networks. As noted in the RFP, Agency Staff and/or CRC will use the Toolkits to present Safety Element
information and lead discussions with community groups. The groups will be identified during preparation
of the Engagement Plan (Task 2.1).
CRC staff will organize, promote, and attend a minimum of seven in -person Hard-to-reach/Community Group
Meetings to provide technical expertise, answer questions, and take notes on community input.
Simultaneous interpretation from English to Spanish or other languages can be provided on a time -and -
materials basis upon request. CRC will identify language needs during preparation of the meeting approaches
and invitation lists for these meetings.
2.6 Stakeholder Meetings
In addition to engagement of community organizations, the Safety Element updates will benefit from
engagement of other key stakeholders, such as service providers and partners in emergency preparedness,
risk reduction, response, and management. This task targets private and public sector service providers like
utilities (PG&E, water/wastewater providers, Caltrans, OneShoreline, etc.). Engaging service providers
(including public, non-profit, and for -profit providers of energy, water, transportation, and communication
services), agency partners, business owners, employers, public land managers, and other community
partners early in the process supports preparation of the vulnerability assessment and safety elements. This
focused engagement supports preparation of goals, policies, and strategies that build upon the successes
and lessons learned, leverage existing and potential programs that share resilience goals and/or co -benefits,
Proposal for Services • PLACEWORKS 17
Technical Proposal 40
reflects shared values, and ensures a collaborative and equitable approach to implementation. The
PlaceWorks team will coordinate with the Collaborative to prepare a stakeholder list during preparation of
the engagement plans, recognizing the Participating Agencies have several stakeholder groups with which to
coordinate and leverage for guidance, input, and feedback.
The approach to engagement will be small, facilitated group meetings or conversations hosted through
Zoom. Each group can be organized by location, stakeholder type, hazard, asset, or population group.
PlaceWorks will lead preparation of meeting logistics, agenda, discussion questions, facilitation, and a
summary for each meeting. The full series will include up to six meetings of 8-12 participants (no more than
15 per group) and will occur during Task 3, preparation of mapping and the vulnerability assessment. The
PlaceWorks team will provide a facilitator and notetaker for each meeting. At the completion of all
stakeholder meetings, PlaceWorks will prepare a memo summarizing what we heard during the discussions.
2.7 Develop Project Website
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
PlaceWorks will create and maintain an accessible and engaging website for the Safety Element Update. The
website will contain information about the project, including an explanation of the project, its key steps and
products, and what it means to stakeholders; a description of the Safety Element preparation process;
project schedule and updates as major milestones are achieved; links to each Participating Jurisdiction's
website for review of existing safety elements and related materials; a document library; links to other
relevant resources; frequently asked questions (and answers); contact information; and an opportunity to
submit comments and questions, if desired. The website can be organized to allow viewing by geographic
area as well as by key topics and hazards.
The website will also provide information about upcoming events and activities, including community events,
online engagement opportunities, and Planning Commission and City Council/Board of Supervisors meetings
on the Safety Element Updates. Activities may include online surveys and interactive exercises. Public review
draft documents will be posted on the website when available, and links to other online engagement or
interactive products developed for the project, such as Esri-based maps, will also be provided if desired.
PlaceWorks staff will be responsible for creating, managing, and updating the website for the duration of the
project. PlaceWorks will prepare a mock-up of the website for the Collaborative's review and approval prior
to building it. PlaceWorks will share a draft build of the website for the Collaborative's review and incorporate
staff comments prior to launching the website. This scope does not assume significant redesign or
restructuring of the website once it is launched. Upon completion of the project, PlaceWorks can transfer
management of the website to the County if desired.
18 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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2.8Mapped Survey Tool
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay,
Pacifica, San Bruno, and San Mateo County.
Leveraging Survey123 for ArcGIS, PlaceWorks will create an interactive, map -based
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online survey that stakeholders can access with any device with an internet;�o•�.��...-�tib
connection (i.e., computer, tablet, smartphone, or similar devices). Survey123
allows for web -based survey forms and for the creation of interactive activities that
incorporate the online surveys with interactive activities that allow the user to
lace location -based comments, attach images, and incorporate othergeographic
p g p
information in their responses. (This feature is optimized when using a smart
F
phone with location services enabled.)
This tool will connect residents with information, decision makers, and other
residents in a professionally facilitated community discussion that builds public
awareness of and trust in the project process, without constraints on the time,
place, or method of public input. We propose to use this mapped survey tool to
support community outreach and engagement related to identification of hazards,
impacts, and adaptive capacity as part of the Vulnerability Assessment. Based on
recent storm events, we anticipate receiving valuable information related to
IIIIIIIIIIIIIIIIIIIN
experiences with wildfire and flooding in particular.
PlaceWorks will prepare one survey activity during Task 3 related to hazard mapping and vulnerability
assessment. The survey will be available in English and Spanish.
2.9 Story Map
Interested agencies: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
PlaceWorks will design and format the results of the mapping, vulnerability assessment, and safety element
goals and policies using Esri's Story Map application. A Story Map will complement the traditional hard -copy
materials and provide a way for the public to interact with the maps and data more closely. This interactive
platform could be used to help promote the project as well as provide a dynamic and accessible platform
where users can explore the data and gain deeper insights into the key hazard and climate issues affecting
their community. This Story Map will be available beginning with the public review of the vulnerability
assessment results. We will add more information about the draft goals, policies, and objectives to the Story
Map in advance of the public review of draft safety elements.
Story Maps provide a platform that is highly suited for Safety Element engagement and allows for the
combination of dynamic and interactive maps with narrative text, diagrams, images, and a full range of
multimedia content. While most planning processes strive to create a "living, breathing, document," the
Story Map application empowers agencies to truly achieve this goal. The digital platform allows for regular
and seamless updates to the content prior to adoption and into implementation.
Proposal for Services • PLACEWORKS 19
Technical Proposal 40
2.10 Community Input Report
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
In addition to providing summaries of outreach and engagement events and activities for each touchpoint,
PlaceWorks will lead preparation of a consolidated report that summarizes all outreach efforts for this
project, the input received, and how input was included or not included in the Vulnerability Assessment,
mapping, or Safety Elements. The Community Input Report will include feedback from all public outreach led
by PlaceWorks, CBO partners, or Participating Agency staff, including engagement with hard -to -reach and
underrepresented communities. In support of this report, PlaceWorks will provide a data collection and
summary template to all project teammates leading outreach to ensure consistency in assessment and
presentation of information. The report will include graphics, images, tables, and charts as appropriate to
share results and summaries of key takeaways. In the presentation of outreach and engagement results in
this report, PlaceWorks will not attribute comments to specific stakeholders or organizations to protect
privacy and ensure open engagement in the process, unless specifically requested by a stakeholder or
organization; however, we will provide a list of types of stakeholders and organizations engaged in each
touchpoint.
Deliverables:
» Public Engagement Plan (draft and final, electronic)
» Equity Approach (draft and final, electronic)
» Community Based Organization Partnership, including compensation for up to 400 participants at $50 per
2-hour meeting.
» Two series Virtual Community Workshops (two workshops per series) with the following materials for each
series:
» Agenda, meeting approach, agenda, facilitation, and small group facilitator training..
» Workshop promotional flyer and text for Collaborative member announcements/e-blasts in English and
Spanish
» Content for posting by Participating Agencies to their social media accounts, including suggested text
for posts and supporting graphics. Text will be provided in English and Spanish.
» PowerPoint presentation and use of break-out rooms, surveys, and/or live polling exercises available
in English and Spanish.
» Summary notes from all workshops, including easy segmentation for each Participating Jurisdiction.
» Two members of PlaceWorks team for each workshop. Additional staff can be provided with
authorization of the contingency budget.
» Community Group Meetings Support and Toolkits and in -person facilitation and notetaking with up to 7
meetings lead by CRC.
» Six stakeholder meetings (virtual), including an agenda, discussion questions, facilitation, and note taking
for each meeting.
» Project Website design, hosting, and content updates (English) during project.
» Community Input Report (draft and final, electronic, English only)
» Mapped Survey Tool (draft and final, English and Spanish)
» Story Map includes draft outline, template, and content and final Story Map (English with option to provide
Spanish with contingency funds).
20 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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TASK 3. Vulnerability Assessment and Hazard Maps
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
The vulnerability assessment and hazard mapping are core parts of the technical work needed to update the
Safety Element. The vulnerability assessment helps community members, agency staff, and decision makers
understand how community hazards may alter conditions due to climate change and what parts of the
community (people and places) are most at risk. Not only is the vulnerability assessment required by State
law, but it helps each community clearly understand the potential and far-reaching effects of climate change.
The vulnerability assessment incorporates hazard mapping that translates technical reports and data into an
easy -to -understand visual that drives home the threats posed by natural hazards. Understanding the extent
of wildfire hazard zones, projected flood inundation areas for sea level rise, how hazard areas overlap with
critical infrastructure, and other key facts illustrated by hazard mapping helps the community clearly grasp
the potential effects on their well-being.
The PlaceWorks team has unrivaled experience preparing vulnerability assessments and has worked closely
with State agencies to write this guidance. Our GIS experts have prepared both static and dynamic mapping
for hundreds of communities and are well versed in using the latest interactive visualization tools to
communicate hazard issues to members of the public and agency decision makers.
3.1 GIS Database for Hazards
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
Spatial data is at the heart of understanding current hazard conditions and potential future risks caused by
the effects of climate change. The PlaceWorks team understands that precise, accurate, and up-to-date data
play a critical role in the planning process and are necessary to garner support and incorporate ideas from
community members. PlaceWorks' team of GIS experts have an intimate knowledge of the available datasets,
including a deep understanding of the key components and underlying data that define each layer. Building
on work done on past studies in the region, the PlaceWorks GIS team will start by gathering GIS datasets that
speak to existing hazards and future climate conditions, including the potential effects of climate change.
These datasets include, but are not limited to the following natural hazards:
. Seismic hazards
Faults (on and offshore)
Shaking potential
Liquefaction potential
Level of earthquake hazard
. Water hazards
Federal Emergency Management Agency (FEMA) Special Flood Hazard Area
Department of Water Resources (DWR) Awareness zones
» Dam inundation areas
Sea level rise and coastal flooding
Coastal erosion due to sea level rise
Proposal for Services • PLACEWORKS 21
Technical Proposal
Y
» Tsunami inundation zones (including any State mapping updates)
» Levees
• Fire Hazards
» Fire hazard severity zones
» Future fire risk projections
» Historic wildfire perimeters
» Wildland-urban interface
» Tree mortality
• Other Hazards
» Landsides and debris flows
» Smoke and air quality
» Heat islands tree equity score
• Future Climate Projections
» Extreme precipitation events and drought
» Extreme heat and cold
PlaceWorks will ask Participating Jurisdictions that include human-made/caused hazards in their existing
safety elements to confirm if those hazards should be retained and updated. These hazards could include
hazardous materials, airport operation -related hazards, or others requested by the community or
decisionmakers. This scope of work does not include updates to noise modeling and contours or noise -
related goals, policies, and implementation programs.
Deliverables:
» Geodatabase of hazard data (electronic, draft and final)
» Memo summarizing GIS database and any associated methods (electronic, draft and final)
3.2 GIS Database for Asset Layers
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
Along with the comprehensive set of hazards data, the PlaceWorks team will prepare a GIS database of
community assets that may be affected by climate change and so should be analyzed in the vulnerability
assessment. These assets will include aspects of the built environment, including public and private buildings,
infrastructure, habitats, and natural resources. Community assets will include assets that span jurisdictions,
such as freeways, the Caltrain line, and natural ecosystems, as well as assets that are fully within each
community. Preparation of this database will be done in consultation and collaboration with Participating
Jurisdictions through Steering Committee and TAC meetings and with community members and stakeholders
through Task 2.
These datasets include, but are not limited to:
• Bicycles and pedestrian trails
• Communication towers
• Commercial centers
• Electricity transmission lines and substations
• Forest and woodland habitat
22 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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• Government administrative buildings
• Grassland and chaparral habitat
• Historic buildings
• Highways and major roadways
• Medical facilities
• Natural gas pipelines
• Parks and other recreation facilities
• Public transit infrastructure, including bus stops, Caltrain stations, and BART stations.
• Police and fire stations
• Railway lines
• Residential structures
• Road and rail bridges
• Schools
• Water and wastewater infrastructure
• Wetland and riparian habitat
Deliverables:
List of assets for each community (electronic, draft and final)
Memo summarizing GIS database and any associated methods (electronic, draft and final)
3.3 Identify Sensitive Populations
Participating Jurisdictions: Atherton, Belmont, Brisbane, East Palo Alto, Half Moon Bay, Pacifica, San Bruno,
and San Mateo County.
Although everyone is likely to be affected by climate change, not everyone is likely to be affected to the same
degree. We know that certain populations are likely to be disproportionately affected, including many groups
that already face systemic inequities, marginalization, and environmental racism. Climate change is already
exacerbating many of the challenges faced by these populations, and in the absence of robust action to
correct these issues, such inequities are likely to only get worse. The vulnerability assessment will help
identify these sensitive populations and describe the threats they face, forming a foundation for necessary
action to reduce these challenges and move to a more equitable future.
The PlaceWorks team will collaborate with Participating Jurisdiction staff, key stakeholders, and the broader
community through the engagement and equity approach discussed in Task 2, to identify sensitive
populations in the Participating Jurisdictions. We anticipate using as refined and detailed data as possible
from the US Census Bureau, the California Office of Environmental Health Hazard Assessment, the California
Healthy Places Index, and other sources. After developing an initial list, we will consult and collaborate with
Participating Jurisdictions through Steering Committee and TAC meetings and with community members and
stakeholders through Task 2 to ensure this list is accurate and comprehensive before beginning the
vulnerability assessment. We expect that this effort will occur in parallel with conversations about the
connection between climate change and inequity, which may be part of community engagement efforts or
stand-alone small group discussions. Our past experiences in the county and working in other jurisdictions
throughout the state informs our methodical, yet flexible approach to collaboration. We believe the
engagement process is iterative, whereby information is revealed, analyzed, and validated through
continuous, transparent engagement with the public. Our team anticipates developing strong, trusting
Proposal for Services • PLACEWORKS 23
Technical Proposal 40
connections from the start of the project, ensuring that as we begin analytical tasks, we don't rely solely on
external data sources to tell the community's story.
We want to ensure that the list of sensitive populations reflects the full range of groups who may be
disproportionately affected by climate change hazards. This includes people who are socially and physically
isolated, have limited financial resources, face elevated exposure to hazards, have underlying behavioral or
physical health issues, and other groups. We understand that the harm posed by natural hazards, especially
those driven or influenced by climate change, can lead to physical injuries, impacts to mental health,
economic damages, and reduced well-being and quality of life.
We will identify sensitive populations unique to each Participating Jurisdiction. While there are likely to be
similarities across the communities in San Mateo County, the different histories and socioeconomic
characteristics of each community necessitates tailored responses driven by individual community needs.
This will let us create vulnerability assessments with a continuous framework and format, but that reflect
the unique conditions in each Participating Jurisdiction.
Deliverables:
List of sensitive populations for each community (electronic, draft and
final)
3.4 Prepare Asset Lists
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East
Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Along with the list of sensitive populations, the PlaceWorks team will also
work with Participating Jurisdiction staff, stakeholders, and community
members to prepare a list of for inclusion in the vulnerability assessment.
This list will be based on the assets included in the GIS database discussed
in Task 3.2, along with some additional assets, such as key community
services and economic drivers, which may not be able to be easily mapped
but are still a critical component of their communities. This approach
allows for a vulnerability assessment that more accurately reflects the
breadth of climate change effects and can identify potential vulnerabilities
that might not show up in a more limited analysis.
After preparing an initial list of assets for each Participating Jurisdiction,
the PlaceWorks team will vet this list with Participating Jurisdiction staff,
key stakeholders, and community members through engagement activities
presented in Task 2. Through CBO engagement described in Task 2, CRC
will ensure CBOs are involved in this review, even if the assets are not
directly related to their missions, since many such organizations could rely
on these assets for their daily operations and have a detailed
understanding of how such assets may be affected. After this review, we will prepare a final list of assets for
inclusion in the vulnerability assessment.
24 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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Deliverables:
List of assets for each Participating Jurisdiction (electronic, draft and final)
3.5 Identify Flood and Fire Hazard Data
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
State law requires that safety elements address flood and fire hazards in the jurisdiction, as well as develop
specific policy language to help protect communities against these hazards. The PlaceWorks team has
already secured many of the necessary pieces of data as part of our work on safety elements and related
documents across the state, but we will work with jurisdiction staff to secure the remaining data and to
confirm the relevance of the files we have already obtained.
We expect that we will collect or confirm the following datasets, consistent with the list in the RFP and our
understanding of Sections 65302(g)(2) and 65302(g)(3) of the California Government Code:
• Flood hazard maps as prepared by FEMA. This will cover all areas identified as 100-year (including all Zone A
designations) and 500-year floodplains. At the time of writing, these maps appear to have been updated
between 2012 and 2019, but we will incorporate any new mapping as it becomes available.
• DWR 100-year Flood Awareness zones.
• Levees and the areas they protect, along with identification of areas that have a reduced flood risk as a result
and areas that may be subjected to flooding in the event of levee failure and overtopping. We expect this will
include areas at risk of overtopping as a result of sea level rise, as identified in the Adapting to Rising Tides
modeling or other relevant datasets.
• Dam failure inundation maps that are available from DWR, as well as any other inundation mapping that may
be available from the California Office of Emergency Services or other resources.
• Sea level rise datasets available from the San Mateo County Sea Level Rise Mapping Tool, the Sea Level Rise
Risk Assessment for County -owned and operated assets and leased facilities, and the shallow/emergent
groundwater data from the San Francisco Estuary Institute. Additional datasets may include the San Mateo
County Sea Level Rise Project Database of major existing and planned sea level rise adaptation projects.
Finally, detailed information can be extracted and analyzed from the United States Geological Survey's
Coastal Storm Modeling System (CoSMoS) of storm -induced coastal flooding and erosion for both current
and future sea -level rise scenarios for San Mateo County (CoSMoS V3.1).
• Fire Hazard Severity Zones, as prepared by CAL FIRE. We will identify the areas in the unincorporated county
designated as Moderate, High, or Very High, as well as the areas in incorporated communities designated as
Very High. Our team is aware that these maps currently date to 2007, and that CAL FIRE is in the process of
updating them, with the expectation that updated mapping will be available over the timeframe of this
project. We will use the most up-to-date mapping in all circumstances.
• Wildland-urban interface zone mapping, based on regional, state, and federal studies.
• Public and other critical facilities in mapped flood and wildfire hazard zones. Such facilities may include roads
and highways, power lines, public safety buildings, community centers, schools, hospitals, and others to be
determined in coordination with jurisdiction staff and CBOs.
• Current and future land uses in mapped flood and wildfire hazard zones.
• Records of past flood and wildfire events in Participating Jurisdictions and the region, including information
on any injuries or death, extent and cost of damage, and other disruptions as available.
Proposal for Services • PLACEWORKS 25
Technical Proposal 40
. The local, regional, state, and federal agencies responsible for flood and wildfire protection in the
Participating Jurisdictions.
We will collect this data for all Participating Jurisdictions, which will inform the hazard mapping, vulnerability
assessment, and background information sections. They will also be integrated into the online map viewer.
As part of these tasks, the data will help identify areas of greatest exposure to flood and wildfire hazards, as
well as the people, buildings, infrastructure, and other key assets in these areas who are most at risk. Based
on these findings, we expect that these data will inform policies in the Safety Elements intended to help
increase resilience to these hazards, prioritizing the areas, people, and assets who face the greatest potential
for harm.
Based on our initial survey of available data, we are not aware of any flood hazard mapping from the US
Army Corps of Engineers, or of any 200-year floodplains, in San Mateo County. However, we will conduct a
more thorough review of the available data and will include any new information as it becomes available.
Deliverables:
» Geodatabase of hazard mapping (electronic, draft and final)
» List of other relevant data sources (electronic, draft and final)
3.6 Evacuation Constraints Analysis
Participating Jurisdictions: Atherton, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno,
and San Mateo County.
In 2019, the State adopted Senate Bill (SB) 99, requiring that Safety Elements identify residential areas in any
hazard area that lack at least two emergency evacuation routes. This law is intended to help identify
evacuation -constrained areas and to indicate where any additional resources may be necessary to facilitate
a smooth and effective evacuation if there is ever such a need for it. The PlaceWorks team has developed an
approach to identifying these areas that we have vetted with CAL FIRE and used in numerous communities
across the state.
Given the widespread potential of some hazard issues
across San Mateo County (such as seismic hazards), and
the fact that hazards may occur outside of mapped hazard
zones (such as recent wildfires, which have burned in
areas not officially identified as fire hazard zones), we
recommend that the SIB 99 analysis apply to all residential
properties in the Participating Jurisdictions. We will
identify the roads that can function as likely evacuation
routes, including highways, arterials, and relevant
neighborhood roads, in coordination with jurisdiction
staff. We then assess the distance between residential
parcels and likely evacuation routes, as measured along
the road network. Parcels that lack convenient access to
multiple evacuation routes, or to a single evacuation route
that would allow them to evacuate in multiple directions,
are flagged as potentially evacuation constrained. We
Screenshot from an evacuation constraints analysis,
identifying residential parcels that lack convenient access to
multiple evacuation routes or options. Properties on
roadways with a single access point are particularly at risk
of evacuation constraints.
26 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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then vet these parcels with Participating Jurisdiction staff, community members, and local emergency
responders to confirm their accuracy.
We understand that the California Governor's Office of Planning and Research is developing guidance to
support evacuation analysis. We are prepared to modify our approach as necessary to comply with any
guidance from the State that may be released prior to the completion of this project, or to better meet the
needs of Participating Jurisdictions. We can review our method with staff before beginning work to make
sure it is suitable and appropriate for all communities. We also understand that an Assembly Bill (AB) 747
analysis will be conducted separately and is not part of this project. To the extent possible, we will sync our
efforts with that analysis to use the same datasets and other fundamental assumptions.
Deliverables:
» GIS layers of evacuation constraints analysis results (electronic, draft and final)
» Memo summarizing method for evacuation constraints analysis (electronic, draft and final)
3.7 Vulnerability Assessment
Adapted from the Adaptation
Planning Guide
Proposal for Services • PLACEWORKS 27
Technical Proposal
f 40
After we confirm the lists of sensitive populations and assets, identify the hazard zones and supporting data,
and prepare hazard mapping, the PlaceWorks team will prepare vulnerability assessments for all Participating
Jurisdictions. We will prepare this in accordance with the recommendations in the Adaptation Planning
Guide.
San Mateo County has already performed a substantial vulnerability assessment of sea level rise on
community, built, and natural assets. Through the Sea Change program, the County has a strong
understanding as to how rising seas pose risks to its people and places. The PlaceWorks team does not intend
to redo the sea level rise vulnerability assessment, but rather extract information to (1) Inform policies and
actions in the Safety Element related to flooding and coastal hazards; and (2) Inform the development of
policies and actions for hazards or vulnerabilities that may be exacerbated or influenced by sea level rise
impacts.
We will begin by identifying the current risk posed by these hazards and how these hazards are likely to
change in the future given climate change projections and other considerations. We will assess which of the
populations and assets are likely to be harmed, given their locations, degree of connection, and other factors,
collectively known as the exposure. We will next determine how susceptible each population and asset is to
each relevant hazard (the sensitivity). This will allow us to identify the impact, or the anticipated effects that
a population or asset may experience as a result of climate change -related hazards on future conditions. We
will then assess the adaptive capacity of all populations and assets for each relevant hazard, determining
their ability to resist or respond to these impacts. Based on the combined impact and adaptive capacity
score, we can assign a draft vulnerability score.
Low Impact = Medium Impact I High Impact M4
Low Adaptive
V3 (medium vulnerability) V4 (high vulnerability) V5 (severe vulnerability)
Capacity
Medium Adaptive
V2 (low vulnerability) V3 (medium vulnerability) V4 (high vulnerability)
Capacity
High Adaptive
V1 (minimal vulnerability) V2 (low vulnerability) V3 (medium vulnerability)
Capacity I _
An illustration of how impact and adaptive capacity scores can translate to vulnerability, on a five -point scale from Minimal to
Severe.
28 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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The impact and adaptive capacity analyses and the resulting vulnerability
score will draw on data from numerous sources. We will look at published
reports and studies that describe the impacts and adaptive capacities of
relevant populations and hazards, tailoring these findings to ensure they
are applicable to the Participating Jurisdictions. These sources include
academic papers, State and regional reports, and publications from
nonprofits, CBOs, and other groups. We will use the GIS data layers
identified in earlier tasks to inform the findings of the vulnerability
assessment. For example, we will look at where sensitive populations are
concentrated to see if they may be more exposed to a hazard than other
groups or if they are farther away from facilities that can provide resources
during emergencies. Where relevant, we will split populations or assets by
jurisdiction or region, recognizing that the vulnerability of the same
population or asset may vary depending on location.
We will make sure that the vulnerability assessment also considers
cascading and indirect impacts. This involves identifying instances in which
one hazard situation may lead to another (such as a severe wind event that
contributes to a significant wildfire), or in instances where a population or
asset is not directly harmed by a hazard but is ultimately susceptible to the effects of other direct damage
(such as a flood that damages an important business and forces it to close, creating economic harm for
employees, even if they were not physically harmed). Consideration of these factors allows us to conduct a
more holistic vulnerability assessment, taking a much wider range of potential effects of climate change into
account. By extension, this supports greater opportunities for resilience in the updated Safety Elements.
We will prepare an individual vulnerability assessment for each Participating Jurisdiction, but we will prepare
these sets of scores in coordination with each other, drawing on common datasets and studies to the extent
they are relevant. This approach will allow us to make sure that the findings of the vulnerability assessment
are tailored to the unique conditions present in each Participating Jurisdiction, but also that they have a
common background and foundation. This balance will help identify appropriate responses to the issues
facing each Participating Jurisdiction, as well as common vulnerabilities across San Mateo County that
support regional collaboration and resilience efforts.
It is critical that we vet the findings of the vulnerability assessment with the community and Participating
Jurisdiction staff. While the PlaceWorks team is proud of our expertise on this subject, we recognize that we
do not have the on -the -ground experience of people and organizations who have been living and working in
these communities for years. We plan to submit all potential data sources for staff and the community to
confirm through the activities identified in the Community Engagement Plan (see Task 2). All draft
vulnerability assessment scores will be released for public review following review by Participating
Jurisdiction. This approach allows us to incorporate the lived experience of the community and staff
thoroughly into the assessment process, creating a vulnerability assessment that is more accurate and better
representative of local understanding. Based on our experience with other communities, we expect this to
be a conversation between all involved to refine the scores and get to a set of results that satisfy both the
legal requirements and the needs of the participants.
Proposal for Services • PLACEWORKS 29
Technical Proposal 40
Deliverables:
» Summary of vulnerability assessment methods and relevant hazards (electronic, draft and final)
» Vulnerability assessment scoring results for review (electronic, for each Participating Jurisdiction)
3.8 Summarize Results of Vulnerability Assessment
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
An important part of the Safety Element Update will be helping members of the community and other
involved stakeholders understand the risks present in their community and what can be done to improve
resilience. The PlaceWorks team will prepare vulnerability assessment summaries to support this goal and
to help build a foundation of key findings that can be used to inform the development of resilience policies.
We will prepare these written summaries after Participating Jurisdiction staff review the findings of the
vulnerability assessment and we revise the scores accordingly to respond to these comments. We will draft
one summary for each Participating Jurisdiction. These summaries can function as stand-alone reports but
can also act as appendices to the Safety Elements or other resilience documents as appropriate. We will
submit a proposed outline of the written reports to Participating Jurisdiction staff to ensure that the
approach meets expectations before drafting the summaries.
These summaries will highlight the primary hazards of concern, along with the populations and assets who
are most vulnerable and why. The summaries will include a brief methodological description, explaining the
process that the team used to prepare the vulnerability assessment. We will write these summaries to be
easily accessible to community members without over -simplifying the content or omitting important details.
We will also make use of mapping and GIS files, including any already -prepared mapping, to help explain key
issues.
As with the vulnerability assessment scores themselves, we will submit the drafts of the vulnerability
assessment summaries to members of the public, jurisdiction staff, key CBOs and other stakeholders, the
Technical Advisory Committees and Collaborative Steering Committee, and other groups, consistent with the
approach laid out in the Public Engagement Plan. We expect that these reviewers will provide feedback on
the written summaries to make sure that they are highlighting important issues, presenting findings in a way
that is consistent with community experiences, and meeting all other expectations. We will revise the written
reports to incorporate these comments and ensure that the reports serve community needs.
Deliverables:
» Outline of vulnerability assessment summaries (electronic, draft and final)
» Vulnerability assessment summaries for each Participating Agency (electronic, draft and final, for each
Participating Jurisdiction)
3.9 Online Map Viewer
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
The goal of the online data viewer is to provide the project team, Technical Advisory Committee members,
stakeholder groups, and community members with a comprehensive repository of the GIS data layers used
for the vulnerability assessment along with the results of our analysis. Metadata will be included for each
30 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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layer presented through the online map viewer, which will provide details on the source data and analysis
methodology where applicable. PlaceWorks will use the latest web mapping technology available through
ArcGIS Online to create a user-friendly streamlined application that will provide users with deep
understanding of each of the included datasets and how they work together to answer key questions and
shed light on current and future conditions.
PlaceWorks team will use this task to supplement and enhance the County's existing map viewer that was
created for the 2021 Multi -Jurisdictional Hazard Mitigation Plan. If this is desired, we can modify our process
above to ensure our efforts expand on this existing resource and further enhances the outcomes. This allows
the Collaborative to capitalize on efficiencies from past work and enhancements that expand both the
knowledge base and usability of this information for all agencies participating in the process.
Deliverables:
Online map viewer (electronic, draft and final)
3.10 Hazard Maps for Inclusion in Safety Element
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica,
San Bruno, and San Mateo County.
PlaceWorks understands the importance of communicating technical information to a broad audience using
well -designed maps. PlaceWorks staff has the unique ability to understand complex planning issues and distill
them in an accessible, graphically -rich way. The California Government Code requires that the Safety Element
includes up-to-date maps. The PlaceWorks GIS team will prepare a comprehensive set of maps for the Safety
Element that will include data gathered in Tasks 3.1, GIS Database for Hazards, and 3.2, GIS Database for
Asset Layers. We will prepare a base map with community facilities and infrastructure and once reviewed
and approved by City staff, we will use the base map to create the hazard maps for the Background Report.
Deliverables:
A set of PDF maps (electronic, draft and final)
Task 4. Background Information on Hazards
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, San
Bruno, and San Mateo County.
The background reports of the updated Safety Elements provide important context and other information
that helps describe the issues present in the community. This information serves as a foundation for the
updated policies, along with the results of the vulnerability assessment, hazard mapping, and other analyses.
When written well, these documents help explain relevant issues to members of the public, jurisdiction staff
and officials, and other engaged stakeholders.
We know the importance of preparing these background reports to be thorough and complete, while still
ensuring that they are engaging and interesting. Despite their often -technical nature, we pride ourselves in
writing background reports that can be easily understood, allowing them to serve as valuable educational
materials in the Safety Element process. We will prepare a stand-alone background report for each
Participating Jurisdiction.
Proposal for Services • PLACEWORKS 31
Technical Proposal 40
4.1 Update Hazard Background Information
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, San
Bruno, and San Mateo County.
The PlaceWorks team will prepare a background report for each participating jurisdiction, complying with all
State laws and guidance regarding what must be included in this document. We expect that these
background reports will discuss the regulatory context that informs the Safety Element, the purpose of the
Safety Element and the reason for updating them, and each of the key issue areas. For issues that relate to
a specific hazard, such as wildfire or floods, we will introduce the hazard and why it is a community concern;
discuss past events in the Participating Jurisdiction or region; review the agency or agencies responsible for
protecting against it; and the future risk posed by it, including changes as a result of climate change. For
issues not related to a specific hazard, such as evacuations or emergency preparation, we will discuss other
relevant topics as needed to give the reader a good understanding of the issue and include mapping and
graphics, where relevant.
We plan to draft the background reports as stand-alone documents that can function as appendices to the
main Safety Element, along with the vulnerability assessment summaries discussed in Task 3.8. We
recommend this approach, as it allows us to incorporate sections of the background report into the main
Safety Element document, providing context to the policies while keeping much of the detailed information
in the appendix. However, if desired by Participating Jurisdictions, we can draft the background reports to
be part of the main document.
For all the background reports, we intend to follow the same basic format, although we recognize that the
issues discussed will vary from community to community, and some communities may wish to organize topics
differently. We will prepare an outline of the background report for review by jurisdiction staff and other
interested stakeholders before drafting the reports themselves. We will provide the final background reports
in the same formatted template for the draft Safety Elements themselves discussed in Task 7.
Deliverables:
» Outline of background reports (electronic, draft and final, for each Participating Jurisdiction)
» Background reports for each Participating Agency (electronic, draft and final, for each Participating
Jurisdiction)
Task S. Goals, Objectives, and Policies
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Developing goals, objectives, and policies into a framework is a major step in element development for a
jurisdiction. The previous tasks help set a strong foundation that this framework builds upon to ensure future
development and activities within a community are safer and more resilient. For many jurisdictions, policies
can take many forms depending on the issues that need to be addressed. For that reason, this task will work
with each jurisdiction to understand their needs and the types of policies that work best.
32 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
d
zProgrammatic: Strategies to expand or create new programs, activities, and initiatives.
Plans, regulations, and policy development: Strategies to revise policies, plans,
regulations, and guidelines.
gym® Capital improvement projects: Strategies to address physical and functional needs in the
built and natural environment, or to secure funding for these projects.
fw Education, outreach, and coordination: Strategies to begin or expand partnerships and
relationships, communication, and expanding awareness.
•'i Evaluation: Strategies to improve feedback, input, and data and information to conduct
"�• further or new analyses.
Examples of the types of policies that can be included in the updated Safety Elements.
5.1 Regional Best Practices Summary
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
The diversity of jurisdictions involved in this project requires a thorough review of best practice examples
from across the region, including a review of plans, policies, and programs prepared and implemented by
cities and partner agencies in San Mateo County that are not participating in this collaborative. Based on the
results of the Vulnerability Assessment (Task 3) and the review of the existing plans discussed in Task 5.2 the
PlaceWorks team will work to identify the policy needs for each jurisdiction. While we know there are cross-
cutting issues that all Participating Jurisdictions may face, there are a number of ways to address these issues
to better accommodate individual community needs. This summary will focus on key factors such as:
■ Methods for monitoring and evaluating progress towards risk -reduction goals.
• Applicable guidance pertaining to resilience.
• Equity -focused climate change policies.
■ Cross -cutting issues that may affect many jurisdictions.
■ Regional initiatives and collaboration that promote and enhance resilience at the local level.
We will identify potential solutions that take advantage of best practices and successful efforts in the county
and nearby communities, informed by jurisdiction staff and key stakeholders, input from members of the
community, and emerging opportunities in San Mateo County and the region. Following our review of best
practices appropriate to the project, PlaceWorks will prepare a Best Practices Summary Memo tailored to
the specific conditions in the Participating. We will build from and complement existing and planned efforts
whenever possible, allowing for a more efficient use of time and resources that avoid unnecessary
Proposal for Services • PLACEWORKS 33
Technical Proposal 40
duplication. At the same time, we plan to recommend entirely new programs where appropriate. This will
include actions that San Mateo County and Participating Jurisdictions can launch in partnership with other
agencies and CBOs.
Deliverables:
Regional Best Practices Summary Memorandum (electronic, draft and final)
5.2 Review of Existing Plans, Requirements, and
Gaps
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto,
Half Moon Bay, San Bruno, and San Mateo County.
The PlaceWorks team will prepare a review of each participating
jurisdiction's existing Safety Element (or comparable document), along
with other relevant sections of the General Plan and other supporting
documents, such as the Multijurisdictional Local Hazard Mitigation Plan,
climate action/adaptation or sustainability plans, and emergency
operations plans. We will check each existing Safety Element for
consistency with current State requirements and identify any content that
can be incorporated from supporting documents or other technical
documents to help meet these requirements.
While consistency with State laws is an important objective for Safety
Elements, it is not the only standard that they have to meet. We expect adaptation and resilience to
that the vulnerability assessments will identify key gaps in each climate -related hazards.
community's adaptation and resilience approach that are critical to Assess evacuation
community well-being, but which may not be explicitly required by the constraints of residentia
State. Similarly, we expect that community members, CBOs, and other
stakeholders who participate in the public engagement process will raise
other issues that the updated Safety Elements should address but are not mandated to do so. There may
also be other best practices or emerging opportunities that will be helpful to the updated Safety Elements.
We will prepare a gap analysis memo identifying these additional issues that we recommend the updated
Safety Elements address.
As part of this review, we will also consider the policies in the existing Safety Elements and provide
recommendations for whether to keep policies as -is, modify them, or remove them. We will use current
State requirements and the results of the gap analysis to inform these recommendations. As a part of this
work, we will coordinate with local jurisdiction staff to understand which policies have already been
implemented, what policies have been effective, and where policies can be revised or improved to better
meet the needs of the community.
We understand that the adoption dates of the existing Safety Elements vary widely across the Participating
Jurisdictions. Some were adopted within the past few years, while others are a few decades old. We expect
that compliance with current State laws and other community needs will be at least partly a function of age
and are prepared to make more substantial recommendations as needed.
34 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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Deliverables:
» Review matrix for consistency with State laws (electronic, draft and final, for each Participating Jurisdiction)
» Review matrix of existing policies and recommendations (electronic, draft and final, for each Participating
Jurisdiction)
» Gap analysis memo (electronic, draft and final, for each Participating Jurisdiction)
5.3 Draft Goals, Policies, and Objectives
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
The PlaceWorks team will work with local jurisdiction staff, CRC, and other key stakeholders to prepare a set
of draft goals, policies, and objectives for each of the updated Safety Elements. These goals, policies, and
objectives will respond to State requirements, findings in the vulnerability assessment, results from the gap
assessment, and input from the public engagement process. The overarching goal will be to provide
increased protection for all populations, buildings and infrastructure, and other assets in the community,
with a specific focus on populations and assets that are uniquely susceptible.
The PlaceWorks team, in partnership with CRC, will ensure the draft goals, policies, and objectives
incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and
reviewing the goals, policies, and objectives, the PlaceWorks team will use the County's equity assessment
tool, or other tool as directed by the Participating Jurisdiction or recommended through best practice. As
part of the equity review, CRC will ensure the draft goals, policies, and objectives fairly incorporate
comments, suggestions, and requests received through the engagement and outreach activities conducted
as part of Task 2.
We will draft the goals, policies, and objectives to take advantage of the full range of strategies available for
local communities to improve public safety, adapt to changing conditions, and grow their community
resilience. These may include new regulatory standards or development review processes, educational
efforts, community partnerships, specific capital improvement projects, and more involved planning
processes. We will also recommend goals, policies, and objectives that support monitoring and reporting of
Safety Element strategies to determine their effectiveness and to allow them to be revised in future updates.
We will incorporate recommendations from the Adaptation Planning Guide, California Climate Adaptation
Strategy, and other reports and guidance documents where appropriate. We will include strategies from
existing local plans, such as policies in the Multijurisdictional Hazard Mitigation Plan and OneShoreline's
priority projects, where it makes sense to have a clear linkage between the documents. State law also
requires including certain strategies in the draft elements, such as policies around siting new critical facilities
outside of hazard -prone areas and using natural infrastructure systems to support resilience efforts.
Deliverables:
» Draft Goals, Policies, and Objectives Memorandum (electronic, for each Participating Jurisdiction)
» Equity Assessment of draft goals, policies, and objectives.
Proposal for Services • PLACEWORKS 35
Technical Proposal 40
5.4 Revise Goals, Policies, and Objectives
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Upon completion of Task 5.3, the Goals, Policies, and Objectives will be shared with the Technical Advisory
Committees, stakeholder groups, and members of the public for review and feedback. Based on this
feedback, which will be integrated with engagement and outreach opportunities in Task 2, the PlaceWorks
team will gather input received and identify the changes and recommendations necessary and what content
was removed or not included in the final draft. In our experience, many goals, policies, and objectives that
do not make it into a Safety Element are usually out of scope from what a Safety Element is intended to
accomplish or may be infeasible because of political or financial constraints. However, as part of this task,
any goals, policies, and objectives that aren't taken forward will be documented to ensure decision makers
understand how the process informed the final element development.
Deliverables:
Final Goals, Policies, and Objectives Memorandum (electronic, for each Participating Jurisdiction)
Task 6. Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
The implementation measures will build upon the data collection efforts, vulnerability assessment, and
community and stakeholder feedback to detail the specific steps required to implement the Safety Element
policies. Collectively, the measures will also serve as a guidance and reference document for the jurisdictional
staff from each city. The PlaceWorks team will develop a framework with the full list of the implementation
measures to include which agencies, partners, or departments are responsible for implementation; agency,
department, or partner implementation costs based on a scale of low to medium to high (i.e., $, $$, $$$);
timeframe for implementation on a scale of near -term or long-term; and potential funding opportunities.
These metrics will be used to prioritize implementation of the Safety Element policies and actions. Our team's
standard planning and analytical process already includes collecting a variety of these variables. Therefore,
our team will provide efficiencies for the cities and County in development of the measures.
6.1 Develup Jraft Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
We will develop draft implementation measures designed to carry out the updated goals, policies, and
objectives of each jurisdiction. As part of the implementation measure development, the team will review
state and federal guidance, including guidance for equitable climate planning from sources such as the
California Adaptation Planning Guide, the Urban Sustainability Directors Network (USDN), and the Governor's
Office of Planning and Research (OPR). We will also review examples of best practices from other relevant
local jurisdictions throughout the state to identify resilience and adaptation projects and programs that may
be advantageous for the Participating Jurisdictions to consider and incorporate. We will identify needed
updates to zoning regulations, subdivision regulations, Local Coastal Programs, building regulations, and
36 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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similar to inform the creation or revision of goals, policies, and objectives. Implementation measures from
SB 379 (Government Code Section 65302(g)(4)1) and SB 1241 (Government Code Section 65302(g)(3)(C)) will
be incorporated as appropriate to comply with state law. In keeping with our team's holistic integration of
equity in our planning processes, we will objectively evaluate the placement of projects, benefits and
burdens, and cumulative risks to historically underserved communities from the implementation measures.
The PlaceWorks team, in partnership with CRC, will ensure the draft implementation measures incorporate
the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing
the implementation measures the PlaceWorks team will use an equity assessment tool, either prepared by
the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will
ensure the draft implementation measures fairly incorporate comments, suggestions, and requests received
through the engagement and outreach activities conducted as part of Task 2.
6.2 Revise Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
The project team will share draft implementation measures, and any prioritization as determined by
Participating Jurisdictions, with the Technical Advisory Committees, stakeholder groups, and members of the
public, as determined by the Public Engagement Plan to gather feedback and input. We will revise draft
implementation measures based on that feedback and input, and then will use the Community Input Report
to communicate what implementation measures were or were not incorporated. This subtask should
incorporate with Task 2.
6.3 Implementation Recommendations
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
The team will offer recommendations for critical next steps to implement the mitigation measures, including
strategies for the: (1) monitoring and evaluation of implementation of measures; (2) bundling of measures
to optimize efficiencies in funding, planning, and implementation; and (3) incorporation of new, best
available science and best management practices. This document will also include any recommendations on
prioritization as made by Participating Jurisdictions.
Deliverables
» Implementation Measures Document (electronic, draft and final, for each Participating Jurisdiction)
» Recommended Next Steps: Implementation Memorandum (electronic, draft and final, for each
Participating Jurisdiction)
Proposal for Services • PLACEWORKS 37
Technical Proposal 40
Task 7. Safety Elements Drafted for Jurisdictions
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
After all the individual segments of the Safety Element updates are ready, we will assemble the results into
a complete Safety Element. These documents will incorporate all the content and analyses prepared to date.
As a part of this stage of the work, we anticipate preparing two drafts of each Safety Element: an
administrative draft for jurisdiction staff, and a public review draft for widespread review that includes staff
revisions.
The PlaceWorks team, in partnership with CRC, will ensure the draft safety elements incorporate the equity
approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the safety
elements the PlaceWorks team will use an equity assessment tool, either prepared by the Participating
Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft
safety elements fairly incorporate comments, suggestions, and requests received through the engagement
and outreach activities conducted as part of Task 2.
7.1 Administrative Draft Safety Elements for Jurisdictions
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
The PlaceWorks team will prepare a stand-alone administrative draft Safety Element for each of the
Participating Jurisdictions. These Safety Elements will compile all the previously prepared content. We expect
that the Safety Elements will include the goals, objectives, and policies from Task 5, the implementation
measures from Task 6, and all relevant mapping. We recommend incorporating short sections of text from
the background reports and vulnerability assessment summaries to help provide important context while
keeping the elements short and streamlined. However, if desired, we can fully include the content from these
documents to create a much larger element. We will confirm preferences with jurisdiction staff before
preparing the combined element.
We will include the final Community Input Report prepared as part of Task 2.8 along with the administrative
draft Safety Element. This will illustrate how we incorporated feedback and comments from the public
engagement process into the element. If requested, we can also include a section in the main body of the
element to discuss how public comments have informed the preparation of the document.
Prior to preparing the administrative draft Safety Elements, we will prepare a template for the document.
These templates may be the same across all jurisdictions or may be unique to each Participating Jurisdiction,
depending on staff preferences. We can also use an existing General Plan template or prepare the new
template to match existing styles.
Deliverables:
» Safety Element template (electronic, draft and final, for each Participating Jurisdiction)
» Administrative draft Safety Element (electronic, for each Participating Jurisdiction)
» Community Input Report (electronic, for each Participating Jurisdiction)
38 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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7.2 Public Review Draft Safety Elements
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
After each jurisdiction's staff provide us with a compiled set of comments on the administrative draft Safety
Element, we will make revisions in response to the feedback. This will include a discussion with jurisdiction
staff to review potential changes and confirm the revisions. We will return the revised draft Safety Elements
to jurisdiction staff for review by members of the public.
Deliverables:
Public review draft Safety Element (electronic, for each Participating Jurisdiction)
TASK 8. CEQA Analysis
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
PlaceWorks will prepare the required environmental review for each of the seven proposed Safety Elements
pursuant to the California Environmental Quality Act (CEQA). Over the years, PlaceWorks has prepared a
variety of CEQA documents for Safety Elements, including making use of CEQA streamlining mechanisms
such as the Common Sense Exemptions (CEQA Guidelines Section 15061(b)(3)) and General Plan
Environmental Impact Report (EIR) Addenda (CEQA Guidelines Section 15164). In some cases, PlaceWorks
has also prepared Negative Declarations or Mitigated Negative Declarations (CEQA Guidelines Section
15071) and Focused EIRs (CEQA Guidelines Section 15168).
PlaceWorks understands that each of the six proposed Safety Elements will come with their own unique
circumstances and proposed changes. However, the proposed action for each jurisdiction, the adoption of
an updated Safety Element, in general would have no effect on the environment because they do not commit
the County or City to any particular development project. In addition, the updated Safety Elements, as we
understand them to date, would consist of County/City conditions of approval, existing regulatory
requirements, and other best practices that are adopted for the purpose of reducing the effects of land use
development and infrastructure projects on the environment. For these reasons and based on our previous
work preparing Safety Element updates, we believe that the preparation of either a CEQA Exemption
pursuant to CEQA Guidelines Section 15061(b)(3) or a General Plan EIR Addendum pursuant to CEQA
Guidelines Section 15164 will be appropriate for the proposed Safety Elements.
However, if the proposed Safety Elements require changes to the project or mitigation measures to reduce
impacts to a less -than -significant level, this scope of work also includes the preparation of Negative
Declaration (ND) as a contingency. If impacts cannot be mitigated to a less -than -significant level and an EIR
is required, then PlaceWorks will collaborate with staff to discuss next steps and modify scope of work,
budget, and schedule as appropriate.
Additionally, because each Safety Element update constitutes an amendment to the General Plan for each
jurisdiction, our scope of work under this task also includes assisting the County and each City with Native
American tribal consultation pursuant to Senate Bill (SB) 18.
Proposal for Services • PLACEWORKS 39
Technical Proposal
Y
The following Tasks 8.1 through 8.4 describe the scope of work for the preparation of the CEQA streamlining
documents and Native American tribal consultation that PlaceWorks will complete for each Safety Element
Update. Task 8.5 is an optional, add -on task for Participating Jurisdictions that determine, after preparation
of the Environmental Checklist Memo in Task 8.2, to prepare an Initial Study and Negative Declaration, which
will also include tribal consultation as directed by AB 52.
8.1 CEQA Project Management and Initiation
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Terri McCracken will serve as the Principal -in -Charge. Vivian Kha and Miles Barker will serve as the Project
Managers for each participating jurisdiction. Terri will be responsible for overseeing the preparation and final
review of the CEQA document, as well as overseeing the budget and schedule. Vivian and Miles will serve as
the day-to-day contact and will oversee the coordination of data needs and conference calls. Vivian and Miles
will also be responsible for overall team coordination throughout the preparation of the CEQA document.
For the initiation of each CEQA process, the CEQA management team will begin by reviewing all relevant
documents pertaining to proposed Safety Elements for baseline information and any certified/approved
CEQA documents to be used for tiering. PlaceWorks will then schedule and participate in a kick-off meeting
with staff to discuss expectations and concerns, and to review key issues, information needs, work products,
and delivery schedule. The data to be used for environmental impact analysis will also be reviewed at this
meeting to ensure it is fully aligned with that used on other CEQA documents in the jurisdiction.
8.2 Environmental Checklist Memo
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Making use of the CEQA Guidelines Appendix G, Environmental Checklist Form, PlaceWorks will prepare a
qualitative memo (i.e., no technical modeling will be conducted) following the environmental checklist topics
to support the preparation of a notice of exemption (NOE) or General Plan EIR Addendum for the proposed
Safety Elements depending on the appropriateness and the preference of the jurisdiction as discussed at the
kick-off meeting in Task 8.1. Given the Safety Element is a required part of the General Plan, the memo will
address each environmental topic at a programmatic level. PlaceWorks will make maximum use of existing
information from each jurisdiction and other governmental agencies.
Deliverable(s):
Administrative and Final Draft Environmental Checklist Memo (Word and PDF formats)
40 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
8.3 Prepare CEQA Document - Notice of Exemption or Addendum
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Based on the outcome of the environmental checklist memo and preferences of the jurisdiction as described
in Task 8.2, PlaceWorks will prepare either a NOE pursuant to CEQA Guidelines Section 15062, an Addendum
to the General Plan EIR, pursuant to CEQA Guidelines Section 15164, or a Negative Declaration (refer to Task
8.5). This task presents the approach to preparation of an Exemption or Addendum. If a Participating
Jurisdiction selects a Negative Declaration, that work is described in Optional Task 8.5. The CEQA document
will include a brief project description and through the preparation of the environmental checklist memo in
Task 8.2 and will provide the substantial evidence to demonstrate how the proposed projects would not
result in any significant effects. The CEQA document will be submitted to the jurisdiction for review, as
follows:
» One electronic copy of an Administrative Draft to the jurisdiction for review. Staff will provide PlaceWorks
with a single set of consolidated comments on the Administrative Draft.
» One electronic copy of a revised, second draft as an electronic "Screencheck." PlaceWorks assumes that a
minimal level of effort, not exceeding four hours, would be required to respond to a single set of
consolidated comments from the jurisdiction on the Screencheck Draft.
Following approval of the Screencheck, PlaceWorks will provide the jurisdiction with one electronic copy of
the Final document for inclusion in the staff reports and approval by the decision -making body.
If it is determined that potential impacts from the proposed Safety Elements require changes to the project
or mitigation measures to reduce impacts to a less -than -significant level, then Task 8.5 would be
implemented based on collaboration with staff.
Following the approval of the Safety Elements, PlaceWorks will prepare the Notice of Determination (NOD).
Our scope of work assumes that staff will be responsible for overseeing the filing of the NOE (if the selected
document) and NOD with the County Clerk following the approval of the proposed projects and PlaceWorks
will post the NOE/NOD with the State Clearinghouse.
Deliverable(s):
» Administrative, Screencheck, and Final Draft NOD/NOE (Word and PDF formats)
» Administrative and Final Draft NOE/NOD (Word and PDF formats)
Our proposed schedule for the environmental review includes two -week review periods for the jurisdiction
at each submittal phase. Applying these assumptions and depending on the receipt of all the project
materials, we anticipate that each CEQA document can be completed within 60 days.
Proposal for Services • PLACEWORKS 41
Technical Proposal 40
8.4 Native American Tribal Consultation (SB 18)
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
PlaceWorks will complete the Native American Heritage Commission (NAHC) form requesting a tribal contact
list for each jurisdiction. Using the addresses on the list from NAHC, PlaceWorks will draft letters (on the
letterhead of each jurisdiction) to each of the tribes on the NAHC list inquiring whether they want
consultation. As consultation is a government -to -government process, it must be initiated by the local
government agency, and counties are usually represented at the consultation(s). PlaceWorks can facilitate
and attend the consultation(s); however, each jurisdiction must be represented. Following the consultation
meetings (or conference calls), PlaceWorks will provide a record for the environmental documentation
showing that consultation has been completed. Completion of the SB 18 process is needed prior to acting
on the project.
Deliverable(s):
» Draft letter to the NAHC
» Draft letters to the identified tribes
» Facilitation, attendance, and documentation of requested consultations
8.5 Optional Add -on: Prepare Initial Study/Mitigated Negative
Declaration and Conduct AB 52 Tribal Consultation
Potential Participating Jurisdictions: Belmont, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo
County.
Based on the outcome of the environmental checklist memo and preferences of the Participating Jurisdiction
as described in Task 8.2, PlaceWorks will complete a Negative Declaration form in accordance with CEQA
Guidelines Section 15071. PlaceWorks will prepare a Screencheck of the environmental checklist memo as
an Initial Study, responding to staff comments on the Administrative Draft document described in Task 8.2.
If mitigation measures are required, PlaceWorks will prepare a Mitigation Monitoring or Reporting Program
(MMRP) for the mitigation measures pursuant to the jurisdiction's policies and procedures. The MMRP,
shown in tabular form, will identify responsibility for implementing and monitoring each mitigation measure,
along with monitoring triggers and reporting frequencies.
PlaceWorks will draft a Notice of Intent (NOI) of a Negative Declaration pursuant to CEQA Guidelines Section
15072. PlaceWorks will work together with agency staff to prepare a master distribution list. PlaceWorks will
be responsible for circulation to the State Clearinghouse, and mailings to local, regional, and state agencies.
Agency staff will be responsible for local noticing.
A maximum 30-day public review period will be required under CEQA if the notification of a State Agency(s)
is determined to be necessary, pursuant to CEQA Guidelines Section 15073. This scope does not include
participation in any public hearings conducted during the 30-day review period.
While not required under CEQA, following the close of the public review period, PlaceWorks will respond to
substantive comments received on the Initial Study/Negative Declaration in a memorandum form. This scope
of work includes 8 hours of PlaceWorks time to respond to comments in an Administrative Draft Response
to Comments Memorandum. If public comments exceed assumptions and more than 8 hours is required to
42 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
d
u u
address comments received on the Initial Study/Negative Declaration, we will request use of contingency
funds or a contract amendment to complete Response to Comments. We will prepare an Administrative
Draft Response to Comments Memorandum for review by staff. Based on staff comments, we will complete
revisions and deliver a Final Response to Comments Memorandum.
If it is determined that the preparation of a CEQA document requires public circulation (Negative Declaration,
Mitigated Negative Declaration, or an EIR), consultation with any Native American tribes that have requested
consultation pursuant to AB 52 would be required, which can be combined with outreach efforts described
in Task 8.4.
Deliverables:
Screencheck and Public Review Drafts of the IS/ND (Word and PDF formats)
Administrative and Public Review Draft of the MMRP (Word and PDF formats)
Administrative and Final Draft of the NO1 (Word and PDF formats)
Administrative and Final Draft of the Response to Comments Memorandum (Word and PDF formats)
Draft letters to the identified tribes
Facilitation, attendance, and documentation of requested consultations
Task 9: Board of Forestry Review
Participating Jurisdictions: Belmont, Half Moon Bay, and San Mateo County.
Any Participating Jurisdiction that includes State Responsibility Areas or Very High Fire Hazard Severity Zones
must submit its updated Safety Element to the California Board of Forestry and Fire Protection (Board of
Forestry) at least 90 days prior to adoption, per State law. The PlaceWorks team has collaborated extensively
with staff from CAL FIRE's Land Use Planning Program, who review the Safety Elements and present them to
the Board of Forestry and has established very good working relationships with them. We work closely with
CAL FIRE staff to address any recommended revisions to the Safety Element informally, before submitting
them to the Board of Forestry. Many of our Safety Elements require no revisions before going to the Board
of Forestry, and all others need only minor changes. We have never had the Board of Forestry recommend
changes for any Safety Element that we have submitted.
Per California Government Code 51178, the State Fire Marshal is required to provide local agencies with the
areas within their jurisdiction that meet Fire Hazard Severity Zone criteria for their local adoption and
implementation, including inclusion in the Safety Element of the General Plan. Cal FIRE has been working to
review, update, identify, and map Fire Hazard Severity Zones in Local Responsibility Areas. We anticipate CAL
FI—E - Office of the State Fire Marshal will begin providing local governments updated draft Fire Hazard
Severity Zone maps for Local Responsibility Areas in mid to late 2023 or possibly early 2024. These updated
maps could change High Fire Severity Areas within the incorporated cities, which could result in the
requirement for CAL FIRE/Board of Forestry review for additional cities than currently identified in this task.
The PlaceWorks team can provide Task 9 services to additional Participating Jurisdictions upon Participating
Jurisdiction approval through the use of the contingency budget.
Proposal for Services • PLACEWORKS 43
Technical Proposal 40
9.1 CAL FIRE/Board of Forestry Safety Element Review
Participating Jurisdictions: Belmont, Half Moon Bay, and San Mateo County.
As required by State law, PlaceWorks will submit draft Safety Elements to CAL FIRE's Land Use Planning
Program for all applicable jurisdictions. CAL FIRE staff will review the draft Safety Elements and make
recommendations. We will discuss any recommendations with jurisdiction staff and will either revise the
Safety Element in response or will provide a written explanation for why the revision has not been made. We
will make all appropriate revisions to the Safety Element before CAL FIRE staff pass the element on to the
Board of Forestry. We recommend that we submit the Safety Elements to CAL FIRE staff at the beginning of
the public review process.
State law requires that anyjurisdiction containing State Responsibility Areas or Very High Fire Hazard Severity
Zones must submit their Safety Element to CAL FIRE/Board of Forestry. Currently, this applies to Belmont,
Half Moon Bay, and unincorporated San Mateo County. However, we are aware that CAL FIRE is currently
revising their hazard severity zone mapping, and it is possible that additional communities may include Very
High Fire Hazard Severity Zones in this updated mapping. The updated mapping is expected to be released
sometime in 2023.
Deliverables:
» CAL FIRE Safety Element review checklist (electronic, for each relevant Participating Jurisdiction) and
submittal to CAL FIRE.
» Coordination, and meetings if needed, with CAL FIRE staff during review of Safety Element.
» Participation in Board of Forestry Resource Protection Committee meeting during review of Safety Element
(1 virtual meeting per participating jurisdiction).
Task 10: Public Agency Boards - Review and Approval
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Each Participating Agency's Planning Commission and City Council/Board of Supervisors mustformally review
the draft Safety Element and its associated environmental review document. To support a successful review
and adoption of each Safety Element, we will support staff to provide regular updates to their Planning
Commission and City Council/Board of Supervisors as informational items or as Commission/Council/Board
workshops or study sessions at key points during the process. At the end of the process, after all public and
external agency comments are incorporated into the draft Safety Elements, they will be ready for final review
and adoption by each jurisdiction through public hearings. These hearings will be the culmination of the
Safety Element Update process and will allow members of the public to provide additional input prior to
adoption. The PlaceWorks team will work with Participating Jurisdiction staff materials in support of these
hearings.
44 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
-44
10.1 Prepare Planning Commission and City Council/Board of Supervisor
Materials
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
During the planning process, the PlaceWorks team will prepare a Planning Commission/City Council/Board
of Supervisors Briefing Packet for Participating Jurisdiction staff at three points in the process: (1) project
initiation/vulnerability assessment, (2) draft goals, policies, and action preparation, and (3) draft element
review. These Briefing Packets will provide an overview of the project status in a brief memo and set of slides
that will highlight work completed to -date, opportunities for public engagement, and next steps.
Participating Jurisdiction staff will be responsible for putting this content into agency specific templates or
formats, modifying it if needed to include jurisdiction specific details, and for presenting it to their Planning
Commission/City Council/Board of Supervisors.
Following completion of Tasks 2-9, the PlaceWorks team will prepare drafts of the Safety Elements
incorporating all relevant comments from members of the public, CAL FIRE/Board of Forestry and other
public agencies, and other stakeholders as relevant. These drafts will serve as the "public hearing drafts" that
will be brought forward to the Planning Commission and City Council/Board of Supervisors for review and
adoption. Additionally, we will work with jurisdiction staff to support preparation of materials for the
Planning Commission and City Council/Board of Supervisors public hearings. This support may include
preparing drafts of materials and reviewing content prepared by Participating Jurisdiction staff. We
anticipate that such materials may be staff reports, presentations, resolutions, or other items that may be
helpful for hearings. We will prepare all materials using consistent graphics, branding, and other design
features as requested.
Deliverables:
» Public hearing draft Safety Element (electronic, for each Participating Jurisdiction)
» Briefing packets (three, electronic, draft and final)
» Staff report content and PowerPoint slides to support on study session during the final public review phase
and two public hearings (electronic, for each Participating Jurisdiction, draft and final)
10.2 Attend Planning Commission and City Council/Board of Supervisor
Meetings
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San
Mateo County.
Staff from the PlaceWorks team will attend one study session of the Planning Commission or City Council (or
a joint meeting) at the initial release of the draft Safety Element, and one Planning Commission, and one City
Council/Board of Supervisor meeting for each participating jurisdiction at the adoption stage. We expect that
these meetings will be in -person, although we are able to participate virtually if preferred. PlaceWorks will
be prepared to support staff with presentations, respond to questions from officials, and fill other roles as
needed.
If any Planning Commissions or City Councils/Board of Supervisors direct changes to the draft Safety
Elements prior to recommendation/adoption, we will incorporate these changes into a separate final draft
Proposal for Services • PLACEWORKS 45
Technical Proposal 40
following adoption. Otherwise, the public hearing drafts will serve as final drafts, with any necessary changes
to reflect their adopted state.
Deliverables:
» Final draft Safety Element (electronic, for each Participating Jurisdiction)
» Attendance at one study session and two public hearings (one Planning Commission meeting and one City
Council/Board of Supervisors meeting) for Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay,
San Bruno, and San Mateo County. Meeting attendance is assumed to be in person and includes travel
time from the office location of the lead staff person assigned to the agency plus travel costs. Participating
Jurisdictions can elect for virtual participation of the PlaceWorks team to reduce costs.
10.3 Add -on: Attend Additional Public Meetings
Participating Jurisdictions: East Palo Alto, San Bruno, and San Mateo County.
We recognize that the preferences and processes for review of General Plan Amendments can vary by
jurisdiction and that some Participating Jurisdictions may need additional meeting support beyond the three
public meetings scoped in Task 10.2. Members of the PlaceWorks team can participate in additional meetings
of the Planning Commission and/or City Council/Board of Supervisors if requested by Participating
Jurisdiction staff. Participation in additional meetings may be virtual or in -person as desired. We can support
Participating Jurisdiction staff to prepare or review any additional meeting materials as may be needed. This
task assumes additional meeting support as noted below by jurisdiction; however, if additional meeting is
requested, it can be available on a time -and -materials basis through the contingency budget. Meeting
attendance is assumed to be in person and includes travel time from the office location of the lead staff
person assigned to the agency plus travel costs. Jurisdictions can elect for virtual participation of the
PlaceWorks team to reduce costs.
» East Palo Alto: One additional public meeting, hearing, or study session with Planning Commission and/or
City Council.
» San Bruno: One additional public meeting, hearing, or study session with Planning Commission and/or City
Council.
» San Mateo County: Three additional public meetings, hearings, or study sessions with the Planning
Commission and/or Board of Supervisors.
Deliverables:
» Attendance at additional public hearings as noted.
» Support with meeting materials for additional meetings. (electronic, draft and final)
46 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
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Project Schedule
PlaceWorks' proposed schedule for completion of the Safety Element Multi -Agency Collaborative is shown
in Figure 1. In our experience, Safety Element preparation with the tasks included in the proposed scope of
work can average 18 to 24 months to allow for robust stakeholder engagement, potential delays with receipt
of data from external agencies, and environmental review. We have prepared a 24-month schedule.
PlaceWorks has a strong track record in meeting project schedules and coordinating closely with its clients
as part of our approach to quality project management. Our project management process allows for
potential project delays to be revealed early and to identify options to keep the project on -track or to adjust
the schedule if needed. We recommend reviewing and confirming a detailed schedule during contract
negotiations or as part of project initiation. Over years of managing projects, we have developed a variety of
tools to keep projects on schedule and ensure that staff are well informed at all times.
■ We maintain an up-to-date schedule throughout the project, to ensure that all team members are aware
of upcoming meetings and product due dates.
■ We stay in close, regular contact with staff and our community partners and document important decisions
about the project in writing, which ensures that decisions are understood by all team members.
■ We schedule project due dates for staff with adequate time for editing and formatting into finished reports.
Our team takes a project management approach that focuses on providing a quality process and product in
sync with the budget and schedule while enjoying our work and collaborating as a team to ensure that
everyone's strength and input are well -integrated. We approach project management as a dynamic process
and one that is critical to the process. This starts during the preparation of the proposal and continues
through the project initiation, execution, and completion. Our project manager maintains regular
coordination and check -ins with the project team, including our teaming partners and clients. We use tools
such as Deltek, Asana, MS Project, and others as needed to support our projects.
In addition to our overall project kick-off meeting, we begin each task by reviewing objectives, budget,
schedule, roles, and workflows with all members of our team so that everyone knows both their individual
roles and the big picture. We also review each task at completion to assess the work, identify any issues of
concern for the project team, identify any lessons learned that should be applied to later tasks, and consider
any potential scope or budget considerations. Our project managers assess financial project performance
monthly as part of invoice preparation.
Our team uses ongoing quality assurance and quality control (QA/QC) processes throughout the project
development process as an integral component of our project management approach. We deliver work that
is scientifically accurate, consistent with all legal requirements, and meets all needs of our clients. This not
only includes plan documents and memos, but technical analyses, data workbooks, outreach materials, and
all other work products prepared for our projects. All work is reviewed by the project manager and other
senior PlaceWorks staff to ensure that it meets this rigorous set of criteria. A technical editor reviews all work
to ensure accurate spelling and grammar, consistent tone, and proper sourcing. Our Word processing staff
and graphic designers also review work products for consistent formatting and readability.
Proposal for Services • PLACEWORKS 47
Technical Proposal
Figure 1 Project Schedule
Tasks April May June July Aug Sept Oct Nov Dec Jan Feb Mar April May June July Aug Sep Oct Nov Dec I Jan Feb I Mar
2023 1 1 1 1 1 1 1 1 2024 2025
2. Community Engagement and Equity Approach
------------------------
------------------------
rask 3. Vulnerability Assessment and Hazard Maps
GIS Database for Hazards
--Q—
--Q®
-------------------
—_---_-----------_-
Database3.1.
for Asset3.4.
Prepare Asset List
--Q_—
-------------------
3.5. Identify Flood and Fire Hazard Data
Constraints Analysis
��on
Task 4. Background Information on Hazards
4.1. Update Hazard Background Information
Task 5. Goals, Objectives, and Policies
51 Regio"st Practices Summary
5.2. Review of Existing Plans, Requirements, and Gap
------------------------
5.3. Draft Goals, Policies, and Objectives
5.4. Revise Goals, Policies, and Objectives
------------
------------------------
-----------
Administrative Draft Safety Elements for J
Public Review Draft Safety Elements
CECA Project Management and Initiation
Environmental Checklist Memo
Place Works Preparation of Project Task
Staff Review of Work Products
Meetings - Conference Calls or In -Person
48 SAN MATEO COUNTY • Multi -Jurisdictional Safety Element Update
PRICE PROPOSAL
As shown in Table 3, the estimated cost to complete the scope of work described in this proposal is
$1,224,016 for the baseline scope of work plus add -on tasks, expenses, and a contingency budget.
Table 4 shows the fee proposal broken down by agency. Tables 3 and 4 are included as separate files
PlaceWorks bills its work on a time -and -materials basis with monthly invoices.
Assumptions
In addition to the assumptions for the scope of work, this cost estimate assumes that:
■ PlaceWorks bills its work on a time -and -materials basis with monthly invoices.
■ Our cost estimate includes the meetings as scoped. Additional meetings will be billed on a time -and -
materials basis at the direction of the CPC Project Manager. At least one member of the project
management team will attend project meetings, public workshops, and other public meetings identified
in the scope.
■ All products will be submitted to the City in electronic format, which includes Microsoft Word, Microsoft
Excel, and Adobe Acrobat.
■ Participating Jurisdiction staff will be responsible for TAC, planning commission, City Council/Board of
Supervisors, and advisory body meeting logistics, including coordination, document production,
applicable public noticing, mailing costs, room reservations, room set-up and take -down, refreshments,
and final preparation and posting of staff reports.
Proposal for Services • PLACEWORKS 71
IIV_Fill!
COMMUNITY ENGAGEMENT AND EQUITY APPROACH
44
Price Proposal
Table 4 - PlaceWorks Fee Proposal - By Agency
Baseline Scope of Work
CO
San Mateo
Atherton
Belmont
Brisbane
Burlingame
East Palo Alto
Half Moon Bay
Pacifica
San
Bruno
ALL
Total
Task 1. Project Coordination and Communication
$
14,095
$
10,525
$
14,095
$ 6,223
$
14,095
$
14,095
$
14,095
$
5,570
$
14,095
$
106,888
Task 2. Community Engagement and Equity Approach
$
102,394
$
$
19,754
$
19,754
$
19,754
$
19,754
$
19,754
$
201,166
Task 3. Develop Vulnerability Assessment and Hazard Maps
$
67,839
$
15,180
$
15,180
$ 18,530
$
18,530
$
18,530
$
18,530
$
18,530
$
18,530
$
209,380
Task 4. Background Information on Hazards
$
10,082
$
5,761
$
5,761
$ 5,761
$
5,761
$
5,761
$
5,761
$
5,761
$
50,412
Task S. Goals, Objectives, and Policies
$
29,865
$
14,933
$
14,933
$
14,933
$
14,933
$
14,933
$
14,933
$
119,461
Task 6. Implementation Measures
$
19,858N$12,796
,929
$
9,929
$
9,929
$
9,929
$
9,929
$
9,929
$
79,432
Task 7. Safety Elements Drafted for Jurisdictions
$
2S,591
$
12,796
$
12,796
$
12,796
$
12,796
$
12,796
$
102,365
Task 8. CEOA Analysis(Exemption orAddendum)
$
10,1900,190
$
10,190
$
10,190
$
10,190
$
10,190
$
10,190
$
71,329
Task 9. Board of Forestry Review
$
3,381$
3,381
$
3,381
$
10,144
Task 10. Public Agency Board-Review&Approval
$
11,5261,526
$
11,526
$
11,S26
$
11,S26
$
11,526
$
11,526
$
80,682
PW Reimbursable Expenses(Website Hosting, GIS fee, limited travel)
$
3,296961
$
961
$ 961
$
961
$
961
$
961
$
961
$
961
$
10,987
PlaceWorks Ttal
18801
$
118,507
$ 31,476
$
118,475
$
118,475
$
121,857
$
25,061
1 $
118,475
1 $
1,042,246
Add -On Tasks
San Mateo
Atherton
Belmont
Brisbane
Burlingame
East Palo Alto
Half Moon Bay
Pacifica
San Bruno
Total
Additional TAC Meeting Support&Attendance
$ 8,960
$ 8,960
Additional Public Agency Meetings
$ 5,142
$ 1,714
$ 1,714
$ 8,570
Contingency- CEOA(initial Study/Negative Declaration/AB 52 consultation)
$ 12,821
$ 12,821
$ 12,821
$ 12,821
$ -
$ 12,821
$ 64,105
Contingency- General (5% or 10%)
$ 31,222
$ 4,590
$ 11,851
$ 3,148
$ 11,848
$ 12,019
$ 12,186
$ 1,253
$ 12,019
$ 100,135
111111 Total
$ 356,263
$ 96,391
$ 143,178
$ 34,623
$ 130,323
$ 145,029
$ 1
26,314
$ 145,029
$ 1,224,016
Proposal for Services • PLACEWORKS 73
COMMUNITY
41Ab
LSpLA KI KJ I nI
COLLABORATIVE
February 11, 2023
Katie Faulkner, Planner III
County of San Mateo
455 County Center
Redwood City, CA 94063
Subject: Project Management -- San Mateo County Safety Element Collaborative
Multi -Jurisdictional Safety Element
2635 Benvenue Ave
Berkeley, CA 94704
510.761.6001
We are pleased to provide this proposal for continued project management services for the Multi -
Jurisdictional Safety Element Collaborative.
For the past year, Community Planning Collaborative (formerly Baird + Driskell Community
Planning) has been serving as the convenor, facilitator and project manager of a collaborative of
nine agencies working together on efforts related to their Safety Elements. Specifically,
Community Planning Collaborative (CPC) has acted the project manager for the Safety Element
Collaborative project through the Collaborative's initial formation and the RFP process, ensuring
that the voice of each participating agency was heard, and their needs addressed. To date,
Community Planning Collaborative acted project manager through their role as lead consultant for
the 21 Elements Project. 21 Elements was originally created to assist San Mateo County
jurisdictions (20 cities and the county) with required Housing Element updates and has now
expanded to assist with other General Plan element updates.
With the selection of PlaceWorks, Inc. to serve as the professional Safety Element consultant,
there is still the need to provide oversight and orchestration of this multi -agency effort over the
next two years. To support staff from the nine agencies, CPC will convene and facilitate the
Steering Committee meetings, meet with PlaceWorks to provide preliminary review and direction
of process and product components; review public outreach and engagement materials and other
deliverables; monitor and provide updates on budget and deliverable requirements to each
agency; coordinate with PlaceWorks for efficient and effective work with all agencies; and prepare
documents for staff for their communications to Planning Commissions and elected bodies.
As a Principal, Josh Abrams is authorized to bind CPC to the contents of this submittal and to
negotiate contracts on behalf of CPC. We propose to have Cathy Capriola continue to serve as the
Project Manager of the Safety Element Collaborative. Please contact me if you have any
questions.
Sincerely,
Josh Abrams
Principal
info@planningcollaborative.com I planningcollaborative.com ti�■
1 IMF
SCOPE OF WORK
In consideration of the payments set forth in Exhibit B, Contractor shall provide the following
services:
Multi -Jurisdictional Safety Element
Overall, serve as PROJECT MANAGER for the Multi -Jurisdictional Safety Element project with nine
public agencies in San Mateo County.
■ Full Scope Participating Agencies: San Mateo County and six San Mateo County cities
(Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno)
■ Partial Scope Participating Agencies: Cities of Brisbane and Pacifica; and
Steering Committee — Coordinate, facilitate and communicate with the agencies individually and
together as a Collaborative Steering Committee throughout the project. Lead the Steering Committee
and serve as the Committee's primary point of contact. Ensure meetings of the Collaborative Steering
Committee provide opportunities to share information, provide feedback at key points in the process,
discuss options and opportunities for community engagement, and review approaches to addressing
key hazards of concern. Review meeting materials prepared by PlaceWorks Team before distribution
to the Committee members. After each meeting, prepare and distribute a high-level summary of key
points, action items, decisions, and next steps.
2. Project Management — Monitor and oversee the overall project per the executed contract with
PlaceWorks. Ensure timeline and project deliverables are met in a timely manner and at the quality
expectation of the project.
3. Reporting & Agency Communication — Conduct quarterly check -in meetings with each participating
agency and ensure concerns, ideas or issues are reviewed and resolved with the PlaceWorks Team.
Prepare quarterly project progress reports regarding status of the project, overall progress on budget,
and update on individual agency costs to date.
4. Invoice Review & Budget Monitoring — Review submitted invoices by PlaceWorks; monitor and track
invoices and submitted charges against the overall approved budget for the project as a whole and for
each individual agency. Communicate with County as fiscal agent on monthly invoices and provide
updates to the Steering Committee as a whole and individual agencies as needed.
5. Coordination with Lead Safety Element Consultant (PlaceWorks) — Coordinate on a regular basis with
PlaceWorks on project process, deliverables, and community outreach. Provide guidance and conduct
necessary outreach to individual agencies or the Steering Committee as a whole.
6. Work Product Review— Review all public engagement tools and products in a comprehensive manner.
Review technical work products (such as vulnerability analysis and individual safety elements) at a
higher level focused on clarity and broad objectives with the detailed review to be completed by the
individual agencies based on their specific knowledge and expertise).
7. Adoption Staff Reports — Prepare staff reports and enacting resolutions at the completion of the
project for adoption of the completed Safety Elements by each jurisdiction.
jr; 0 COMMUNITY PLANNING COLLABORATIVE info@planningcollaborative.com
8. Participate in Key Community Outreach Activities — Participate in occasional community outreach
activities, such as the community workshops, to monitor outcomes and to understand the key
community issues within the Safety Element processes.
9. Respond to Requests from Participating Agencies --Provide easy and direct access for Jurisdictions to
ask questions, distribute information, query other jurisdictions, obtain updated information on State
laws and particular items of importance, etc.
j'i 5e COMMUNITY PLANNING COLLABORATIVE infoftlannin collaborative.com
FEE PROPOSAL
Contractor shall submit monthly invoices for services rendered during the prior month to
planning fiscal@smcgov.org, identifying the Agreement Number, specific work completed, the contract do -
not -exceed amount, and the amount remaining unspent under this Agreement. The invoice shall be based
on the following fee schedule and terms as set forth in the table below which identify the overall budget,
distribution of total hours by task, and the amount to be billed to the County by fiscal year. Modifications
to the estimated annual billing amounts may be made separately, without amendment to this Agreement,
through consultation between the Director of Community Development or designee, and Contractor
followed by written authorization from the Director of Community Development or designee. County shall
pay Contractor within thirty (30) business days of receipt of a satisfactory invoice.
In no event shall total payment for services under this Agreement exceed ninety two thousand four hundred
dollars ($92,400) without a written amendment signed by both parties.
The hourly rate for this project is $200 per hour.
Estimated Annual Billing Amounts: The project spans three fiscal years and is roughly expected to be
executed within these parameters:
FY 22/23 — 20% equal to $18,480
FY 23/24 — 60% equal to $55,440
FY 24/25 — 20% equal to $18,480
Hours
Costs
Steering Committee Coordination
54
$10,800
Coordination Meetings with Fiscal Agent
36
$7,200
Coordination Meetings with Safety Element Consultant
Team
78
$15,600
Quarterly 1x1 Outreach to Participating Agencies &
Quarterly Reports on Progress, Timeline and Budget
Updates by Project and via Individual Agencies
136
$27,200
Monthly Invoice Review
48
$9,600
Review of Work Products & Community Engagement
60
$12,000
Preparation of Final Staff Report and Resolutions
10
$2,000
Sub -Total
422
$84,400
Contingency
40
$8,000
TOTAL
462
$92,400
j'i Val-0 COMMUNITY PLANNING COLLABORATIVE infoftlannin collaborative.com
COST SHARING
Below is a chart outlining the cost sharing based on scope of each agency (full scope with full public
engagement; full scope with limited engagement; and partial scope with no public engagement and
technical aspects only.)
AGENCY
ESTIMATED COSTS
San Mateo County
$11,935
Atherton
$8,778
Belmont
$11,935
Brisbane
$6,006
Burlingame
$11,935
East Palo Alto
$11,935
Half Moon Bay
$11,935
Pacifica
$6,006
San Bruno
$11,935
TOTAL
$92,400
j'i 5e COMMUNITY PLANNIN{ COLLABORATIVE info@plannin collaborative. com
STAFF REPORT
Honorable Mayor and City Council
May 15, 2023
AGENDA NO: 101
MEETING DATE: May 15, 2023
Margaret Glomstad, Parks and Recreation Director — (650) 558-7307
Subject: Approval of Out -of -State Travel for the Parks and Recreation Director and
Recreation Supervisor to Attend the National Recreation and Parks
Association Annual Conference
RECOMMENDATION
Staff recommends that the City Council approve out-of-state travel for the Parks and Recreation
Director and Recreation Supervisor to attend the National Recreation and Parks Association
(NRPA) Annual Conference for training and professional development.
BACKGROUND
The NRPA Annual Conference will take place on October 10 — 12, in Dallas, Texas. This
conference provides professionals across the country with training and development opportunities
focused on park design/planning, staff recruitment/development/succession planning, recreation
strategic planning, programming for inclusion and equity, and creating and sustaining partnerships.
DISCUSSION
The NRPA Annual Conference will provide good resources and training to help the Parks and
Recreation Director and Recreation Supervisor improve their professional expertise and service to
the organization. This will also provide ideas and solutions to improve the overall operations of the
Parks and Recreation Department. Information received at this conference will also be shared with
other Department staff.
Section III.1.a of the City's Expense Reimbursement Policy requires City Council approval for out-
of-state travel. Pursuant to the policy, staff requests that the Council approve the out-of-state travel
for the Parks and Recreation Director and Recreation Supervisor.
FISCAL IMPACT
Expenses for this trip are estimated to cost approximately $1,700 per staff person. There are
sufficient funds are available in the Parks and Recreation Department budget for this training.
1
BUR— IN�AAGENDA NO: 12a
STAFF REPORT
MEETING DATE: May 15, 2023
To: Honorable Mayor and City Council
Date: May 15, 2023
From: Kevin Gardiner, Community Development Director — (650) 558-7253
Joseph Sanfilippo, Economic Development & Housing Specialist —
(650) 558-7264
Subject: Discussion of a Possible Community Event Street Closure Program for
Burlingame Avenue
RECOMMENDATION
Staff recommends that the City Council continue the discussion of the proposed community event
street closure program for Burlingame Avenue. In particular, staff requests direction on:
• Preferred dates for the closure; and
• Preferred approach to closure of the 200 block of Park Road.
BACKGROUND
In 2020, the City initiated a series of measures to facilitate safe outdoor dining in the midst of the
COVID-19 pandemic. The measures included implementing temporary street closure programs for
both Downtown Burlingame Avenue and Broadway and installing parklets on side streets in the
Downtown Burlingame Avenue area.
Subsequently, the City terminated the temporary street closure program on Burlingame Avenue
and converted to a parklet program due to concerns with overcrowding, lack of public adherence
to social distancing protocols, and complaints from businesses regarding access and parking
impacts. The City continued to allow the Broadway street closure for a number of months as there
were no complaints of large gatherings or violations of social distancing protocols, and the
Broadway Business Improvement District (BID) was supportive of the street closures.
The street closure program was popular with many residents, and when the program was
terminated, there was interest from Councilmembers in revisiting the matter once the pandemic
health orders had been lifted. The State's public health emergency ended on February 28, 2023.
The City Council Economic Development Subcommittee (Mayor Brownrigg and Vice Mayor Colson)
discussed revisiting street closures in the commercial areas at its March 8, 2023 meeting, and the
full City Council discussed the matter at its May 1, 2023 meeting. The direction from the Council
was to pursue a two-week/three-weekend closure coinciding with the Chamber of Commerce's
Burlingame on the Avenue Festival taking place on August 19-20, 2023. The consensus was to
focus the closure on the 1200 and 1300 blocks of Burlingame Avenue (between Lorton Avenue
1
Consideration of a Street Closure Program
May 15, 2023
and Primrose Road), and the 200 block of Park Road (between Burlingame and Howard Avenues).
Lorton Avenue and Primrose Road would remain open for cross -traffic to allow traffic circulation
and assist with access.
DISCUSSION
Merchants Survey
As discussed in the May 1st meeting, staff had distributed a survey to merchants to help determine
whether they would support longer -term street closures and where those closures should occur, if
at all. The City received 45 responses to the survey.
When asked do you support long-term (multi -week) street closures, 20 respondents (48%)
indicated that they would support a closure, and 22 respondents (52%) indicated that they would
not (three respondents skipped the question). With the focus of the closure on the 1200 and 1300
blocks of Burlingame Avenue, Councilmembers asked if responses could be sorted by each block
to possibly determine the amount of support from businesses located on the blocks under
consideration.
In the 1200 block located between Lorton Avenue and Park Road, there were six survey responses.
Of those, one indicated that they would support a multi -week street closure and five indicated that
they would not support a multi -week street closure.
In the 1300 block located between Park and Primrose Roads, there were just two survey
responses. Of those, both indicated that they would support a multi -week street closure.
In the 200 block of Park Road located between Burlingame and Howard Avenues, there were just
two survey responses. Of those, one indicated that they would support a multi -week street closure
and one indicated that they would not support a multi -week street closure.
Given the small sample sizes relative to the total number of businesses on each block, these results
should not be considered statistically significant or representative. However, they indicate how
many of the survey responses were from businesses in the blocks under consideration for the
closure, and the sentiments of those respondents.
Park Road
The 200 block of Park Road is closed weekly on Sundays from 9:00 am to 1:00 pm for the Chamber
of Commerce Fresh Market. From May through October, it is also closed for the market on
Thursdays from 3:00 p.m. to 7:00 p.m.
Councilmembers expressed interest in including the 200 block of Park Road as part of the
Burlingame Avenue multi -week closure. Staff has reviewed the matter and has identified a number
of considerations if Park Road is included in the closure.
• There are two private parking lots that can only be accessed from Park Road. One lot is
behind the building at 238 Park Road (in which the Yves Delorme store is located), and the
other is within the building located at 216 Park Road/1290 Howard Avenue (in which Carr
McClellan and Compass Real Estate are located). The tenants of these properties are
2
Consideration of a Street Closure Program
May 15, 2023
accustomed to the closures for the Fresh Market, and are not able to access their parking
areas while the road is closed for the market. However, if the road is closed continuously
for two weeks, alternative arrangements with the tenants and property owners would need
to be made. This could involve offering replacement parking on an adjacent city parking lot
for the duration of the closure, and/or providing a limited access route through the closed
road so that vehicles could access the parking areas of those properties.
• City Parking Lot J would remain open during the street closure presumably, but would be
blocked off at the Park Road driveway, as it is during the Fresh Market. Vehicles traveling
through the parking lot would need to turn around at Park Road. The turning radius to turn
around at Park Road is tight, but has already been a familiar condition when the road has
been closed for the market.
Construction of the 220 Park Road development project is ongoing. While most construction
access is from the Lorton Avenue side of the site, access would not be possible from the
Park Road side during a closure unless arrangements are made.
With the proposed closure timeframes much greater than the Fresh Market or a two-day
closure (i.e. Burlingame on the Avenue event), emergency access to the building frontages
is a consideration for the Central County Fire Department (CCFD). The building frontages
have the main building access point, emergency access key box, sprinkler system fire
department connection, building fire alarm system annunciator, etc. that are critical when
responding to a fire emergency. Medical emergencies are also a concern for quick
response and site access for CCFD, as well as speedy transport by AMR. The closure of
Park Road increases the inability for CCFD to respond to the middle section of Burlingame
Avenue, so fire apparatus would need to park at Primrose Road or Lorton Avenue to access
any portion of the two closed blocks instead of accessing closer via Park Road. CCFD has
concerns that it would not have good access and provide quick mitigation of emergencies
with the blocks closed. While CCFD is aware of these issues during a weekend or evening
road closure, it is different to consider a multi -week closure. CCFD would want to have the
opportunity to continue providing input regarding access concerns and be a part of
discussions to help resolve. For example, site plans on event layout and placement of
furnishings or attractions would include a designated "fire access lane" in the center of the
streets and clear of any obstructions to allow emergency fire apparatus access to drive
through, if required.
In response to these matters, staff has identified three alternatives to consider for a closure of the
200 block of Park Road (please refer to attached diagrams):
Alternative 1: Close Park Road only between Burlingame Avenue and the access driveway of 238
Park Road. This would close the portion of the road alongside the Peet's Coffee and Apple stores
adjacent to Burlingame Avenue, but would otherwise allow vehicle access from 238 Park Road,
216 Park Road, and Parking Lot J as usual.
Alternative 2: Close Park Road between Burlingame Avenue and 216 Park Road. This would
require arrangements for the tenants of 238 Park Road and would close access from Parking Lot
3
Consideration of a Street Closure Program May 15, 2023
J, but would allow vehicle access to the driveway of 216 Park Road. It would allow vehicles to
access a portion of Park Road but would create a dead-end that could complicate traffic circulation.
Alternative 3: Close the 200 block of Park Road entirely between Burlingame Avenue and Howard
Avenue. This would create a full street closure but would require alternative arrangements to be
made with the tenants of 216 and 238 Park Road, the 220 Park Road development project, and
CCFD.
Staff requests that the City Council provide direction on its preferred approach to closing Park Road
so that arrangements can be made accordingly.
Closure Dates
The direction from the May 1st City Council meeting was to pursue a two-week/three-weekend
closure coinciding with the Chamber of Commerce's Burlingame on the Avenue Festival taking
place on August 19-20, 2023.
• If the closure began with the Burlingame on the Avenue Festival, it would conclude on the
Labor Day weekend. Labor Day is September 4m
• If the closure ended with the Burlingame on the Avenue Festival, it would begin on the
weekend of August 5cn
• If the Burlingame on the Avenue Festival was the midpoint of the closure, the closure would
begin on the weekend of August 121" and conclude on August 271"
FISCAL IMPACT
Fiscal impacts would be from staffing costs in setting up and breaking down the street closure, and
lost parking revenue from on -street parking spaces during the closure. The lost parking revenues
would depend on the duration of the closure and the number of blocks involved. Should there be
interest in a closure program, staff can return with costs based on Council direction.
Exhibit:
• Park Road Closure Alternatives
C
ALTERNATIVE I
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1290 HOWARD AVE Q.
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