HomeMy WebLinkAbout09-03-2014 City Council Agenda Packet c4�y ®f sAR11 9 AGENDA
SPECIAL MEETING
SARATOGA CITY COUNCIL
1956 SEPTEMBER 3� 2014
SPECIAL MEETING—6:00 P.M.—ADMINISTRATIVE CONFERENCE ROOM,
CITY HALL, 13777 FRUITVALE AVENUE
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
CALL JOINT MEETING TO ORDER— 6:00 P.M.
1. Joint Meeting with Saratoga Area Senior Coordinating Council
Recommended Action:
Informational Only
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other
materials provided to the City Council by City staff in connection with this agenda are
available at the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070.
Note that copies of materials distributed to the City Council concurrently with the posting
of the agenda are also available on the City Website at www.saratoga.ca.us. Any
materials distributed by staff after the posting of the agenda are made available for public
review at the office of the City Clerk at the time they are distributed to the City Council.
In Compliance with the Americans with Disabilities Act, if you need assistance to
participate in this meeting,please contact the City Clerk at 4081868-1269. Notification
24 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II]
Certificate of Posting of Agenda:
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council was posted and available for public review on August
28, 2014 at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and on the
City's website at www.saratoga.ca.us.
Signed this 28th day of August 2014 at Saratoga, California.
Crystal Bothelio, City Clerk
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CITY COUNCIL JOINT MEETING
Meeting Discussion Topics
Joint Meeting with Saratoga Area Senior Coordinating Council
September 3, 2014 16:00 p.m.
Saratoga City Hall I Administrative Conference Room
6:00 p.m. Dinner & Introductions
6:15 p.m. Financial Update
6:30 p.m. Strategies
6:45 p.m. Other Remarks & Wrap Up
* The Regular City Council Meeting begins at 7:00 p.m. in the Civic Theater.
Joint meeting attendees are invited to attend the Regular Meeting and
share an overview of the joint meeting with the public during Oral
Communications.
Table of Contents
Agenda. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Proclamation Declaring September 2014 as Library Card Sign-
Up Month in the City of Saratoga
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 8
Attachment A ? Library Card Sign-Up Month
Proclamation . . . . . . . . . . . . . . . . . . . . . . . . . 9
Proclamation Declaring September 2014 as Emergency
Preparedness Month
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 10
Attachment A— Proclamation Declaring September
2014 as Emergency Preparedness Month . . . . . . . . . . . 11
Special Presentation by the FireSafe Council on the Pierce
Road Defensible Firebreak Project
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 12
City Council Meeting Minutes
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 14
Attachment A Minutes for the Special and Regular City
Council Meeting on August 20, 2014. . . . . . . . . . . . . . 15
Review of Accounts Payable Check Registers
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 27
8/19/2014 Check Register. . . . . . . . . . . . . . . . . . . 29
08/26/2014 Check Register . . . . . . . . . . . . . . . . . . 33
A Zoning Amendment to add the Planned-Combined Zoning
District (P-C) to an existing site at 19700 Prospect Road (2nd
Reading).
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 38
Att. A - Ordinance. . . . . . . . . . . . . . . . . . . . . . . 39
Wildwood Park Pedestrian Bridge Renovation — Notice of
Completion
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 43
Notice of Completion . . . . . . . . . . . . . . . . . . . . . 44
Increase City Manager's Authority for the Saratoga Creek Spill
Abatement Project
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 45
Declaration of Surplus Equipment and Authorization of Disposal
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 46
Authorization to Purchase 2015 BOMAG BW120AD Vibrating
Roller
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 48
Attachment A - Proposals . . . . . . . . . . . . . . . . . . . 50
GPA14-0003 / General Plan Amendment for 16 parcels on
Mount Eden Road
Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 56
Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Quarry Park Phase 1 - Design Contract
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Staff Report . . . . . . . . . . . . . . . . . . . . . . . . . 62
1 - Phase 1 Improvements. . . . . . . . . . . . . . . . . . . 65
2 - Independent Contractor Agreement. . . . . . . . . . . . . 66
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AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
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SEPTEMBER 3, 2014
REGULAR MEETING—7:00 P.M.—CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE AVENUE
PLEDGE OF ALLEGIANCE
NOTICE OF TELECONFERENCE LOCATION
ONE COUNCIL MEMBER WILL BE PARTICIPATING FROM THE FOLLOWING
TELECONFERENCE LOCATION:
WESTIN BONAVENTURE HOTEL & SUITS
404 SOUTH FIGUEROA STREET
LOS ANGELES, CA 90071
Members of the public may attend and make comments from that location.
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
The agenda for this meeting was properly posted on August 28, 2014.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Aundized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the Council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Oral Communications - Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
Communications from Boards and Commissions
Council Direction to Staff
Instruction to Staff regarding actions on current Communications from Boards &
Commissions.
ANNOUNCEMENTS
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CEREMONIAL ITEMS
1. Proclamation Declaring September 2014 as Library Card Sign-Up Month in the City
of Saratoga
Recommended action:
Present the proclamation declaring September 2014 as Library Card Sign-Up Month
in the City of Saratoga.
2. Proclamation Declaring September 2014 as Emergency Preparedness Month
Recommended action:
Present the proclamation declaring the month of September 2014 as Emergency
Preparedness Month in the City of Saratoga.
SPECIAL PRESENTATIONS
3. Special Presentation by the FireSafe Council on the Pierce Road Defensible Firebreak
Project
Recommended action:
Receive presentation from the Santa Clara County FireSafe Council on a Pacific Gas
&Electric (PG&E) grant funded project to conduct a defensible firebreak project in
the City of Saratoga.
CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
the public may speak to an item on the Consent Calendar at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
4. City Council Meeting Minutes
Recommended action:
Approve the City Council minutes for the Special and Regular City Council Meeting
on August 20, 2014.
5. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
8/19/2014 Period 2
8/26/2014 Period 2
6. A Zoning Amendment to add the Planned-Combined Zoning District (P-C) to an
existing site at 19700 Prospect Road(2nd Reading).
Recommended action:
Waive the second reading and adopt the attached ordinance to add the Planned-
Combined Zoning District(P-C) at 19700 Prospect Road.
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7. Wildwood Park Pedestrian Bridge Renovation—Notice of Completion
Recommended action:
Move to accept the Wildwood Park Pedestrian Bridge Renovation Project as
complete and authorize the City Manager to sign the Notice of Completion for the
construction contract.
8. Increase City Manager's Authority for the Saratoga Creek Spill Abatement Project
Recommended action:
Approve an increase in City Manager's Authority to execute contracts for the Creek
Spill Emergency abatement by an additional $1,700 to a total of$51,700.
9. Declaration of Surplus Equipment and Authorization of Disposal
Recommended action:
Move to declare seven pieces of equipment as surplus and authorize their disposal.
10. Authorization to Purchase 2015 BOMAG BW 120AD Vibrating Roller
Recommended action:
Authorize the purchase of a 2015 BOMAG Vibrating Roller in the amount of
$39,998.75 from RGW Equipment Sales of Livermore.
PUBLIC HEARINGS
Applicants/Appellants and their representatives have a total of ten minutes maximum for
opening statements. Members of the public may comment on any item for up to three
minutes. Applicant/Appellants and their representatives have a total of five minutes
maximum for closing statements. Items requested for continuance are subject to
Council's approval at the Council meeting
11. GPA14-0003 /General Plan Amendment for 16 parcels on Mount Eden Road
Recommended action:
1.Conduct a public hearing.
2.Adopt the resolution approving a General Plan Land Use Amendment from Hillside
Open Space to Residential Hillside Conservation for 16 parcels totaling
approximately 46 acres located on Mount Eden Road.
OLD BUSINESS
None
NEW BUSINESS
12. Quarry Park Phase 1 - Design Contract
Recommended action:
1. Authorize City Manager to enter into Independent Contractor Agreement with
Placeworks for Quarry Park Phase 1 design services in the amount of$93,105.
2. Authorize the City Manager to approve unanticipated additional costs up to 10% of
the contract amount ($9,310) as a project contingency.
ADHOC &AGENCY ASSIGNMENT REPORTS
Mayor Emily Lo
Cities Association of Santa Clara County
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Cities Association of Santa Clara County— Selection Committee
Council Finance Committee
Hakone Foundation Board
Hakone Foundation Executive Committee
Santa Clara County Library District Joint Powers Authority
West Valley Mayors and Managers Association
Vice Mayor Howard Miller
City School Ad Hoc
Council Finance Committee
Hakone Foundation Board
Postal Service Liaison
Valley Transportation Authority Policy Advisory Committee (PAC)
West Valley Solid Waste Management Joint Powers Authority
Council Member Manny Cappello
Destination Saratoga
Highway 9 Ad Hoc
Let's Move City Ad Hoc
Santa Clara County Housing and Community Development (HCD) Council Committee
Saratoga Area Senior Coordinating Council (SASCC)
Saratoga Chamber of Commerce
Saratoga Ministerial Association
TEA Ad Hoc
Village Ad Hoc
Council Member Chuck Page
Association of Bay Area Governments (ABAG)
Highway 9 Ad Hoc
Let's Move City Ad Hoc
Santa Clara County Expressway Plan 2040 Policy Advisory Board
Saratoga Sister City Committee Liaison
TEA Ad Hoc
West Valley Sanitation District
Council Member Jill Hunter
City School Ad Hoc
KSAR Community Access TV Board
Santa Clara Valley Water District Commission
Santa Clara Valley Water District West Valley Flood Control &Watershed Advisory
Committee
Saratoga Historical Foundation
Village Ad Hoc
CITY COUNCIL ITEMS
CITY MANAGER'S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
6
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoaa.ca.us.Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting,please contact the City Clerk at (408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting(28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council for the City of Saratoga was posted on August 28,
2014, at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was
available for public review at that location. The agenda is also available on the City's
website at www.saratoga.ca.us
Signed this 28th day of August 28, 2014 at Saratoga, California.
Crystal Bothelio, City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.sarato2a.ca.us
`x CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2014
09/03 Regular Meeting—Joint Meeting with SASCC
09/17 Regular Meeting—Joint Meeting with Youth Commission
10/01 Regular Meeting—5:30 p.m.-Community Center- Joint Meeting with
Saratoga School Districts
10/15 Regular Meeting—Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
11105 Regular Meeting—Joint Meeting with West Valley Board of Trustees
11/19 Regular Meeting—Joint Meeting with Senator Beall
12/02 Council Reorganization
12/03 Regular Meeting—Study Session on Council Norms
12/17 Regular Meeting—Joint Meeting Hakone Foundation Board
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SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: City Manager's Office
PREPARED BY: Brian Babcock, Administrative Analyst I
SUBJECT: Proclamation Declaring September 2014 as Library Card Sign-Up Month in the City
of Saratoga
RECOMMENDED ACTION:
Present the proclamation declaring September 2014 as Library Card Sign-Up Month in the City
of Saratoga.
BACKGROUND:
September 2014 is national Library Card Sign-Up Month. The purpose is to remind parents and
children of the valuable services available at libraries as students head back to school this fall.
The Santa Clara County Library District has 224,679 cardholders, including 24,797 in Saratoga.
SCCLD's goal is to have 85% of the Library District's residents sign up for library cards,which
would total 356,000 cardholders.
This year also marks the 100-year anniversary of the Santa Clara County Library District. Each
library in the District will host an event to celebrate the occasion, with Saratoga Library's event
to be held on Saturday, October 11, from noon to 4 p.m. It will include presentations and hands-
on learning opportunities for all ages, such as technology, arts and crafts, gardening, history,
literature, health, library resources and services,the Bookmobile, and more.
To kick-off Santa Clara County Library District's anniversary, it is attempting to break a
Guinness World Record for the "greatest number of people to simultaneously balance a book on
their heads at a single venue while walking 5 meters (16.4 feet)." That event will be held on
Saturday, September 6, 2014, at Saratoga Library. Check-in will run from 7:00 a.m. to 8:30 a.m.
with the world record attempt at 9:00 a.m. To register, or for more information about the event,
visit www.sccl.org/worldrecord.
ATTACHMENTS:
Attachment A—Library Card Sign-Up Month Proclamation
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PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
DECLARING SEPTEMBER 2014 AS
LIBRARY CARD SIGN-UP MONTH
WHEREAS, a library card is a key educational tool; and
WHEREAS, the Saratoga Library is an essential community asset that benefits all residents;
and
WHEREAS,the Santa Clara County Library District supports education,promotes cultural
enrichment, and fosters literacy and the love of reading; and
WHEREAS,residents know they can rely on the Santa Clara County Library District's
collections and information services; and
WHEREAS,the Santa Clara County Library District offers individuals and families free
access to online homework resources, databases, and eBooks; and
WHEREAS,the Santa Clara County Library District has strong partnerships with Friends
organizations, foundations, local community and nonprofit groups; and
WHEREAS,the Santa Clara County Library District has a 100-year tradition of excellence
serving local communities and helping residents meet their educational, informational, and
recreational needs; and
WHEREAS,the Saratoga Library transforms lives by enabling life-long learning and
community engagement;
NOW, THEREFORE,BE IT RESOLVED that the City Council of the City of Saratoga does
hereby proclaim September 2014 to be Library Card Sign-Up Month in the City of Saratoga and
encourage all residents to sign up for a Santa Clara County Library District card and to participate in
the celebration of the 100th Anniversary of the Santa Clara County Library District.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 3rd day of
September 2014.
Emily Lo, Mayor
City of Saratoga
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SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: City Manager's Office
PREPARED BY: Crystal Bothelio, City Clerk
SUBJECT: Proclamation Declaring September 2014 as Emergency Preparedness Month
RECOMMENDED ACTION:
Present the proclamation declaring the month of September 2014 as Emergency Preparedness
Month in the City of Saratoga.
BACKGROUND:
The month of September is recognized as National Preparedness Month. During this month,
government agencies across the United States make an effort to encourage the public to be
prepared for a disaster. Representatives of the Santa Clara County Fire Department, Saratoga
Fire Protection District, and Santa Clara County FireSafe Council will be present to accept the
proclamation declaring September 2014 as Emergency Preparedness Month in the City of
Saratoga.
These organizations promote emergency preparedness in the City of Saratoga and play a key role
in preparing residents for emergencies as well as preventing and controlling fires. Wildfire has
been identified as one of the most significant natural hazards in the City of Saratoga. Current
severe drought conditions have increased the risk of fire and lengthened the fire season in many
parts of California, including Saratoga. Property owners in areas susceptible to wildfire can help
reduce the spread and of wildfires and protect lives and property by maintaining defensible space
and clearing potential fuel for fires around homes, driveways and roads, and other permanent
structures. The City of Saratoga, along with the Saratoga Fire Protection District, has partnered
with the Santa Clara County FireSafe Council to encourage residents to maintain defensible
space in Saratoga. Through the Santa Clara County FireSafe Council, the City and Saratoga Fire
Protection District offer free chipping of materials cleared from defensible space for properties in
areas most at risk for fire. Additional information about the program is available on the FireSafe
website at www.sccfiresafe.org/communities/sarato ag area.
ATTACHMENTS:
Attachment A—Proclamation Declaring September 2014 as Emergency Preparedness Month
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PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING SEPTEMBER 2014 AS
EMERGENCY PREPAREDNESS MONTH
WHEREAS,Emergency Preparedness Month is an opportunity for the City of Saratoga and
its residents to renew their commitment to promoting emergency preparedness throughout the
community; and
WHEREAS, emergency preparedness is the responsibility of every citizen; and
WHEREAS, residents can prepare for disasters through a variety of measures, from
preparing a home disaster supply kit, making a family disaster plan, or participating in classes
offered by the Santa Clara County Fire Department, such as Personal Emergency Preparedness; and
WHEREAS, the Santa Clara County Fire Department trains members of the Saratoga
community to become members of Community Emergency Response Teams (CERT),providing
team members with the education and skills needed to offer basic disaster response, including
fighting small fires, assisting the injured, assessing damage in neighborhoods,performing light
search and rescue, and helping first responders with disaster-related tasks as needed; and
WHEREAS, Saratoga is one of 14 communities in Santa Clara County at risk for wildfires;
and
WHEREAS, Saratoga and much of California is experiencing a severe drought, causing
increased fire hazards and abnormally long fire seasons; and
WHEREAS, members of the Saratoga community can also help prevent disaster by
establishing and maintaining defensible space in areas prone to wildfire; and
WHEREAS, creating defensible space by clearing brush and flammable materials around
buildings, roads, driveways, and other permanent structures helps reduce fuel for fires and stops fires
before they damage buildings or cause loss of life; and
WHEREAS, the City of Saratoga and Saratoga Fire Protection District have partnered with
the Santa Clara County FireSafe Council to encourage Saratoga property owners in high-risk areas
for fires in Saratoga to create defensible space by offering free chipping services.
NOW, THEREFORE,BE IT RESOLVED,that the City Council of the City of Saratoga, does
hereby proclaim September 2014 as Emergency Preparedness Month in the City of Saratoga,
recognizes the importance of preparing for all potential emergencies, and urges community members
to take advantage of resources offered by the City of Saratoga, Santa Clara County Fire Department,
Saratoga Fire Protection District, and Santa Clara County FireSafe Council to learn more about how
to prepare and become disaster ready.
Emily Lo, Mayor
City of Saratoga
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SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: City Manager's Office
PREPARED BY: Crystal Bothelio, City Clerk
SUBJECT: Special Presentation by the FireSafe Council on the Pierce Road Defensible
Firebreak Project
RECOMMENDED ACTION:
Receive presentation from the Santa Clara County FireSafe Council on a Pacific Gas & Electric
(PG&E) grant funded project to conduct a defensible firebreak project in the City of Saratoga.
BACKGROUND:
California is experiencing severe drought conditions that have increased the risk of wildfire in
much of the state, including Saratoga. As a result, Governor Jerry Brown has called for greater
attention to fire prevention. This summer, PG&E announced that it would be offering grants to
local non-profits to clear vegetation that presents a fire hazard to support Governor Jerry
Brown's initiative to reduce the risk of fire during the drought.
The Santa Clara County FireSafe Council, in partnership with the Mountain Winery, submitted a
grant application to PG&E to conduct hazardous fuel reduction near power lines on the Mountain
Winery property along Pierce Road in Saratoga. In August, the FireSafe Council received word
that their application had been approved.
The total cost of the project is estimated at $150,000 and will allow for fuel breaks along Pierce
Road and on several of the Mountain Winery property ridgelines. The fuel breaks will include
removal of brush,pruning low branches on trees up to 10 feet above the ground, and either
chipping the material or scattering the material along the ground. It is estimated that the project
area along the roadway will be 30 to 50 feet wide. In addition to removal of brush and low
branches on trees, a total of 28 dead trees and five blue gum eucalyptus trees that present a fire
hazard will be taken down.
Though the fuel break work will only be conducted on the Mountain Winery property, the
project will benefit the entire neighborhood. Fuel breaks help firefighters slow and control the
spread of wildfires by eliminating and reducing flammable materials. This ultimately minimizes
the impacts fires have on a community, which is important in an area like the Pierce Road
neighborhood that is recognized as being at risk for wildfire.
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The Mountain Winery and FireSafe Council will be holding a meeting for neighbors on
September 8, 2014 from 6:30 p.m. to 7:30 p.m. to make nearby residents aware of the project and
efforts to keep the neighborhood surrounding the Mountain Winery safe and defensible against
fires. An email notice has been sent to neighbors. Additionally, notices will be sent to property
owners within 300 feet of the project area to inform them of the project and neighborhood
meeting.
In accordance with the PG&E grant, work must be performed by October 31, 2014.
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SARATOGA CITY COUNCIL
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MEETING DATE: September 3, 2014
DEPARTMENT: City Manager's Office
PREPARED BY: Crystal Bothelio, City Clerk
SUBJECT: City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Special and Regular City Council Meeting on August
20, 2014.
BACKGROUND:
Draft City Council minutes for each Council Meeting are taken to the City Council to be
reviewed for accuracy and approval. Following City Council approval, minutes are retained for
legislative history and posted on the City of Saratoga website.
The draft minutes for the Special and Regular City Council Meeting on August 20, 2014 are
attached to this report for Council review and approval.
FOLLOW UP ACTION:
Minutes will be retained for legislative history and posted on the City of Saratoga website.
ATTACHMENTS:
Attachment A—Minutes for the Special and Regular City Council Meeting on August 20, 2014
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MINUTES
WEDNESDAY,AUGUST 20, 2014
SARATOGA CITY COUNCIL SPECIAL MEETING
At 5:00 p.m., the Saratoga City Council conducted a Closed Session in the Administrative
Conference Room at 13777 Fruitvale Avenue. At 6:00 p.m., the Council called to order a Joint
Meeting with the Saratoga Sister City Committee.
SARATOGA CITY COUNCIL REGULAR MEETING
Mayor Lo called the meeting to order at 7:04 p.m. and invited Girl Scout Brownie Troop 61864
to lead the Pledge of Allegiance.
ROLL CALL
PRESENT Mayor Emily Lo, Vice Mayor Howard Miller, Council Members
Manny Cappello, Chuck Page, Jill Hunter
ABSENT: None
ALSO PRESENT: James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk
John Cherbone, Public Works Director
Mary Furey, Finance and Administrative Services Director
Michael Taylor, Recreation and Facilities Director
Adam Henig, Recreation Supervisor
Brian Babcock, Administrative Analyst I
Christopher Riordan, Senior Planner
Cynthia McCormick, Planner
Iveta Harvancik, Senior Engineer
Kate Bear, Arborist
Kristin Borel, Temporary City Manager's Office Staff
Lori McKenna, Building Administrative Assistant
Macedonio Nunez, Associate Engineer
Michael Fossati, Planner
REPORT OF CITY CLERK ON POSTING OF AGENDA
City Clerk Crystal Bothelio reported that the agenda for this meeting was properly posted on
August 14, 2014.
REPORT FROM CLOSED SESSION
Mayor Lo stated that there was nothing to report from Closed Session.
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COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Aundized Items
Trish Cypher distributed written comments to the Council on various agenda items,
congratulated James Lindsay on his appointment as City Manager, commented upon the
ceremonial oath of office for the new City Manager, and stated her hopes that the drought would
end soon.
Paul Hernandez spoke about removal of signage on Big Basin Way and raised concerns
regarding the stone pine in Blaney Plaza, suggesting that a fence be placed around the tree and
installation of a monitor that would indicate if the tree were in danger of falling.
Oral Communications - Council Direction to Staff
None
Communications from Boards and Commissions
None
Council Direction to Staff
None
ANNOUNCEMENTS
Council Member Hunter shared that the Saratoga Historical Foundation will be holding an Estate
Sale at the Saratoga History Museum on Saturday, August 23, 2014 from 9:00 a.m. to 3:00 p.m.
Additionally, Bollywood is scheduled for Sunday, August 24, 2014 from 5:00 p.m. to 8:00 p.m.
in the Village.
Council Member Page announced that the Santa Clara County Expressway Plan 2040 Policy
Advisory Board will be meeting on August 25, 2014 at 4:30 p.m. in the Santa Clara County
Board of Supervisors Chambers at 70 West Hedding in San Jose. The plan includes
improvements to Lawrence Expressway that recess the roadway in the area between Homestead
and Arques. This will allow Lawrence Expressway traffic to flow past these intersections without
stopping. Additionally, the improvements will include elevated bicycle paths. The project is also
expected to add an additional left turn lane from Saratoga Avenue onto Lawrence Expressway,
realignment of the right turn from Prospect Road to southbound Lawrence Expressway, and an
additional left turn lane from Prospect Road to Lawrence Expressway headed northbound.
Council Member Miller shared that the fall Recreation Activity Guide has been mailed to
residents. The Activity Guide includes programming for all ages and interests.
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Mayor Lo invited the public to attend an event at Saratoga Library on September 6, 2014 to
break the Guinness World Record for the most number of people balancing books on their heads.
The event check-in will take place between 7:00 a.m. and 8:30 a.m. with the world record
attempt at 9:00 a.m. The public can register online and find more information at
www.sccl.org/worldrecord. She also shared that on September 7 there will be a Mid Autumn
Festival from 2:00 p.m. to 4:00 p.m. at the Saratoga History Museum hosted by the Saratoga
History Museum and Organization of Chinese American Women, Silicon Valley Chapter.
Mayor Lo requested that the agenda items be reordered and that item 3 be heard first.
CEREMONIAL ITEMS
1. New City Manager Ceremonial Oath of Office
Recommended action:
Direct the City Clerk to administer the ceremonial Oath of Office to new City Manager
James Lindsay.
City Clerk Crystal Bothelio administered the oath of office to the new City Manager James
Lindsay.
2. Commendation Recognizing the 30th Anniversary of Muko-Saratoga Sister City Partnership
Recommended action:
Read and present the commendation recognizing the 30th Anniversary of the Muko-Saratoga
Sister City partnership to members of the Saratoga Sister City Committee.
Mayor Lo presented the proclamation recognizing the 30th Anniversary of the Muko-
Saratoga Sister City partnership to members of the Saratoga Sister City Committee.
After hearing Ceremonial Items, the City Council moved to the Consent Calendar.
SPECIAL PRESENTATIONS
3. Resolution Urging Residents to Conserve Water
Recommended action:
Accept report from the Santa Clara Valley Water District and approve the resolution urging
residents to conserve water.
Mayor Lo invited the members of Girl Scout Brownie Troop 61864 to lead a water
conservation pledge.
City Clerk Crystal Bothelio provided the staff report and invited Santa Clara Valley Water
District Director Nai Hsueh and Rachael Gibson with the Santa Clara Valley Water District
Office of Governmental Relations to provide a water presentation on water conservation tips
and incentives from the Water District.
3
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Santa Clara Valley Water District Director Nai Hsueh and Rachael Gibson with the Santa
Clara Valley Water District Office of Governmental Relations delivered a presentation on
opportunities for residents to save water and rebates and incentives offered by the Water
District.
Mayor Lo invited public comment on the item.
The following people requested to speak.
An unnamed member of the audience
Vice Mayor Miller noted that written comments had been provided by Trish Cypher and
acknowledged that all members of the Council received a copy. The City Clerk also received
a copy of the written comments to be included in the record of the meeting.
No one else requested to speak.
RESOLUTION NO. 14-052
PAGE/CAPPELLO MOVED TO APPROVE THE RESOLUTION URGING
RESIDENTS TO CONSERVE WATER. MOTION PASSED. AYES: LO, MILLER,
CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
At this time, the Council proceeded to Ceremonial Items.
CONSENT CALENDAR
4. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Special City Council Meeting and Regular City
Council Meeting on July 2, 2014, the Adjourned Meeting on July 2, 2014, and the Special
Meeting on July 16, 2014.
PAGE/MILLER MOVED TO APPROVE CITY COUNCIL MINUTES FOR THE
SPECIAL CITY COUNCIL MEETING AND REGULAR CITY COUNCIL
MEETING ON JULY 2, 2014, THE ADJOURNED MEETING ON JULY 2, 2014,AND
THE SPECIAL MEETING ON JULY 16, 2014. MOTION PASSED. AYES: LO,
MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
4
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5. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:7/1/2014 Period 13; 7/1/2014 Period 1; 7/8/2014 Period 13;
7/8/2014 Period 1; 7/15/2014 Period 13; 7/15/2014 Period 1; 7/22/2014 Period 13; 7/22/2014
Period 1; 7/29/2014 Period 13; 7/29/2014 Period 1; 8/6/2014 Period 13; 8/6/2014 Period 2;
8/12/2014 Period 2
PAGE/MILLER MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES:7/1/2014 PERIOD 13;
7/1/2014 PERIOD 1; 7/8/2014 PERIOD 13; 7/8/2014 PERIOD 1; 7/15/2014 PERIOD 13;
7/15/2014 PERIOD 1; 7/22/2014 PERIOD 13; 7/22/2014 PERIOD 1; 7/29/2014 PERIOD
13; 7/29/2014 PERIOD 1; 8/6/2014 PERIOD 13; 8/6/2014 PERIOD 2; 8/12/2014
PERIOD 2. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
6. Treasurer's Report for the Month Ended June 30, 2014
Recommended action:
Review and accept the Treasurer's Report for the month ended June 30, 2014.
PAGE/MILLER MOVED TO ACCEPT THE TREASURER'S REPORT FOR THE
MONTH ENDED JUNE 30, 2014. MOTION PASSED. AYES: LO, MILLER,
CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
7. Extension of Landscape Maintenance Service Contract—Gachina Landscape Management
Recommended action:
Extend contract with Gachina Landscape Management for one additional year for monthly
landscape maintenance services in the amount of$67,824 and authorize the City Manager to
execute the same.
Council Member Hunter removed this item from the Consent Calendar to request additional
information about the bidding process.
Public Works Director John Cherbone provided additional information.
Mayor Lo invited public comment on the item.
No one requested to speak.
HUNTER/PAGE MOVED TO EXTEND CONTRACT WITH GACHINA LANDSCAPE
MANAGEMENT FOR ONE ADDITIONAL YEAR FOR MONTHLY LANDSCAPE
MAINTENANCE SERVICES IN THE AMOUNT OF $67,824 AND AUTHORIZE
THE CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED. AYES: LO,
MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
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8. Extension of Landscape Maintenance Service Contract—Loral Landscaping, Inc.
Recommended action:
Extend contract with Loral Landscaping, Inc. for one additional year for monthly landscape
maintenance services in the amount of$29,820 per year and authorize City Manager to
execute the same.
PAGE/MILLER MOVED TO EXTEND CONTRACT WITH LORAL LANDSCAPING,
INC. FOR ONE ADDITIONAL YEAR FOR MONTHLY LANDSCAPE
MAINTENANCE SERVICES IN THE AMOUNT OF $29,820 PER YEAR AND
AUTHORIZE CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED.
AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
9. Preliminary Approval of Engineer's Report and Adoption of Resolution of Intention for FY
15-16 for Annexation of a New Zone (Covina- Zone 37)to the City of Saratoga Landscaping
and Lighting Assessment District, LLA-1
Recommended action:
1. Move to adopt the Resolution granting preliminary approval of the Engineer's Report for
FY 15-16 for the annexation of New Zone (Covina—Zone 37) into the Landscaping and
Lighting Assessment District LLA-1.
2. Move to adopt the Resolution of Intention.
Vice Mayor Miller removed this item from the Consent Calendar to request additional
information about the item.
Public Works Director John Cherbone addressed Council questions.
Mayor Lo invited public comment on the item.
No one requested to speak.
RESOLUTIONS NO. 14-053 & 14-054
MILLER/CAPPELLO MOVED TO: 1) ADOPT THE RESOLUTION GRANTING
PRELIMINARY APPROVAL OF THE ENGINEER'S REPORT FOR FY 15-16 FOR
THE ANNEXATION OF NEW ZONE (COVINA—ZONE 37) INTO THE
LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA-1; AND 2)
ADOPT THE RESOLUTION OF INTENTION. MOTION PASSED. AYES: LO,
MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
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10. Final Map Approval for Thirteen Lots Located at 12250 Saratoga-Sunnyvale Road
Owner: TimeSpace Square, LLC
Recommended action:
1. Move to adopt Resolution granting final map approval of tentative map application No.
SUB 13-0005 for thirteen lots located at 12250 Saratoga-Sunnyvale Road.
2. Move to authorize the City Manager to execute the Subdivision Improvement Agreement.
RESOLUTION NO. 14-055
MILLER/CAPPELLO MOVED TO: 1) ADOPT RESOLUTION GRANTING FINAL
MAP APPROVAL OF TENTATIVE MAP APPLICATION NO. SUB 13-0005 FOR
THIRTEEN LOTS LOCATED AT 12250 SARATOGA-SUNNYVALE ROAD; AND 2)
MOVE TO AUTHORIZE THE CITY MANAGER TO EXECUTE THE
SUBDIVISION IMPROVEMENT AGREEMENT. MOTION PASSED. AYES: LO,
MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
PUBLIC HEARINGS
11. A Zoning Amendment to Apply a Planned-Combined District (P-C) and Design Review
Application to Add Approximately 6,500 Sq. Ft. to an Existing Synagogue at 19700 Prospect
Road
Recommended action:
1. Conduct a public hearing.
2. Adopt a resolution adopting the Mitigated Negative Declaration and approving an
application for Design Review.
3. Introduce and waive the first reading of the attached ordinance to add the Planned-
Combined District(P-C) at 19700 Prospect Road.
4. Direct staff to place the ordinance on the Consent Calendar for adoption at the next regular
meeting of the City Council.
Michael Fossati, Planner in the Community Development Department,presented the staff
report.
Rabbi Philip Ohriner, Executive Vice President Dan Skilken, and Project Architect Joel Karr
provided a presentation on the item.
Mayor Lo invited public comment on the item.
The following people requested to speak:
Wendy Glasser spoke in favor of the project.
Jeff Warwick spoke in favor of the project.
Rabbi Philip Ohriner spoke in favor of the project.
7
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No one else requested to speak.
RESOLUTION NO. 14-056
CAPPELLO/MILLER MOVED TO: 1) ADOPT A RESOLUTION ADOPTING THE
MITIGATED NEGATIVE DECLARATION AND APPROVING AN APPLICATION
FOR DESIGN REVIEW; 2)WAIVE THE FIRST READING OF THE ORDINANCE
TO ADD THE PLANNED-COMBINED DISTRICT (P-C)AT 19700 PROSPECT
ROAD; AND 3) DIRECT STAFF TO PLACE THE ORDINANCE ON THE
CONSENT CALENDAR FOR ADOPTION AT THE NEXT REGULAR MEETING
OF THE CITY COUNCIL. MOTION PASSED. AYES: LO, MILLER, CAPPELLO,
PAGE, HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
12. Replacement of Quito Road Bridges—Project Approval
Recommended action:
Adopt resolution approving the Replacement of Quito Road Bridges project and authorizing
the City Manager to file with the County of Santa Clara a Notice of Exemption from the
California Environmental Quality Act (CEQA).
Public Works Director John Cherbone presented the staff report.
Mayor Lo invited public comment.
No one requested to speak.
RESOLUTION NO. 14-057
MILLER/PAGE MOVED TO ADOPT RESOLUTION APPROVING THE
REPLACEMENT OF QUITO ROAD BRIDGES PROJECT AND AUTHORIZING
THE CITY MANAGER TO FILE WITH THE COUNTY OF SANTA CLARA A
NOTICE OF EXEMPTION FROM THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT (CEQA). MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE,
HUNTER. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
At 9:09 p.m., Mayor Lo announced a short recess. She called the meeting back to order at
9:18 P.M.
13. Conceptual Approval of the 2015-2023 General Plan Housing Element
Recommended action:
1. Conduct a public hearing.
2. Conceptually approve and authorize staff to submit the 2015-2023 Housing element to the
State Department of Housing and Community Development for review.
Heather and Jeff Bradley with Metropolitan Planning Group presented the staff report.
Mayor Lo invited public comment on the item.
8
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The following person requested to speak:
Mary-Lynne Bernald
No one else requested to speak.
MILLER/CAPPELLO MOVED TO CONCEPTUALLY APPROVE AND AUTHORIZE
STAFF TO SUBMIT THE 2015-2023 HOUSING ELEMENT TO THE STATE
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT FOR
REVIEW. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
OLD BUSINESS
14. Village Streetscape Improvements Phase 2—Status Report
Recommended action:
Receive report and direct staff accordingly.
Public Works Director John Cherbone presented the staff report.
Mayor Lo invited public comment on the item.
The following person requested to speak:
Dina Cotton
No one else requested to speak.
City Arborist Kate Bear addressed Council questions.
NEW BUSINESS
15. Community Development Interim Staffing Plan and Contract Authorization
Recommended action:
1. Receive report and direct staff accordingly.
2. Authorize the City Manager to execute a contract with the Metropolitan Planning Group
for contract planning services for an amount not to exceed$45,000.
City Manager James Lindsay presented the staff report.
Mayor Lo invited public comment on the item.
No one requested to speak.
9
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MILLER/CAPPELLO MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE A CONTRACT WITH THE METROPOLITAN PLANNING GROUP
FOR CONTRACT PLANNING SERVICES FOR AN AMOUNT NOT TO EXCEED
$45,000. MOTION PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
16. Report on Campaign Expenditure Limits
Recommended action:
Receive report and direct staff accordingly.
City Clerk Crystal Bothelio presented the staff report.
Mayor Lo invited public comment on the item.
The following person requested to speak:
John Chen
No one else requested to speak.
17. 2014 League of California Cities Annual Conference Resolution
Recommended action:
Provide input to the City's voting delegate (Council Member Page) and alternate voting
delegate (Mayor Lo) on the resolution to be considered at the 2014 League of California
Cities Annual Conference.
City Clerk Crystal Bothelio presented the staff report on this item.
Mayor Lo invited public comment.
No one requested to speak.
The City Council provided Council Member Page and Mayor Lo with input on the resolution
to be considered at the Annual League of California Cities Conference.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Emily Lo
Mayor Lo shared that the City's photography intern will be concluding her internship with the
City on August 21, 2014. The photography intern, Marissa McPeak, has been taking a number of
photos of the City and is preparing the State of the City Video.
Santa Clara County Library District Joint Powers Authority—the Library District is having its
centennial celebration on October 11, 2014 at Hakone Gardens. Additionally, there will be an
attempt to break the world record for the most people balancing a book on their head at Saratoga
Library on the morning of September 6, 2014.
10
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Vice Mayor Howard Miller
Council Finance Committee—during the last meeting, an update on the CAFR was presented and
it appears that it is ahead of schedule.
Valley Transportation Authority Policy Advisory Committee (PAC)—the last meeting of the PAC
was attended by all members. Additionally, at the Board Meeting, the General Manager shared
information about changes to employee health care. There was a BART groundbreaking event on
August 20, 2014 and others events planned for the future. Vice Mayor Miller encouraged fellow
Council Members to participate in available tours. Additionally, there was discussion of public
transportation and Levi Stadium and the relationship between congestion management agencies
and land use.
West Valley Mayors and Managers—Vice Mayor Miller stated that he attended the last meeting
on behalf of Mayor Lo. During the meeting, Carl Guardino spoke about a proposed transit bond
measure that is scheduled to go before voters in 2016.
Council Member Manny Cappello
Destination Saratoga—the group will be moving to its third public relations firm soon. The
group expects this will broaden its media relations. The new contract starts January 1, 2015.
Additionally, Village dinner event has been canceled for the time being.
Santa Clara County Housing and Community Development(HCD) Council Committee
Saratoga Area Senior Coordinating Council (SASCC) —the Board reviewed financial policies at
the last meeting. Next month, the topic will be revisited. Additionally, the Senior Center will be
closed between August 25, 2014 and September 2, 2014.
Council Member Chuck Page
Santa Clara County Expressway Plan 2040 Policy Advisory Board—the next meeting will be on
August 25, 2014. The plan includes significant changes to Lawrence Expressway that are three
times the cost of the State Route 85 Express Lane Project. The project will include recessing
Lawrence Expressway north of Homestead and constructing on and off-ramps to the expressway.
West Valley Sanitation District—the schedule of improvements to the San Jose-Santa Clara
Regional Wastewater Facility have been changed recently, which mean that less money will be
spent next fiscal year. This means that the structure of recently approved sanitation district rate
increases will match potential fee increases from the wastewater treatment plant improvements.
Additionally, the sanitation district has seen a few instances where property use has changed and
the sanitation district was not notified. Changes in use may result in increased sanitation fees,
depending on the type of use. Improved communications between cities and the sanitation
district will help prevent huge back charges when changes in use are identified.
Council Member Jill Hunter
KSAR Community Access TV Board—the board has been discussing the potential use of PEG
funds, including replacement of equipment used in the Civic Theater. Additionally, the board is
planning to remove all equipment from the studio at West Valley College while bond funded
improvements are underway. The next meeting is on September 9.
Saratoga Historical Foundation—the Foundation is holding an Estate Sale on August 23, 2014.
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CITY COUNCIL ITEMS
None
CITY MANAGER'S REPORT
City Manager James Lindsay shared that he has been meeting with the superintendents of
Saratoga schools. Additionally, the City is planning to host a resource table at Back to School
Nights. Staff will be at the Saratoga High School and Prospect High School events.
ADJOURNMENT
PAGE/CAPPELLO MOVED TO ADJOURN THE MEETING AT 11:56 P.M. MOTION
PASSED. AYES: LO, MILLER, CAPPELLO, PAGE, HUNTER. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, City Clerk
City of Saratoga
12
26
of SARATO
SARATOGA CITY COUNCIL
1956
�' 0FOkk
MEETING DATE: September 3,2014
DEPARTMENT: Finance&Administrative Services
PREPARED BY: Gina Scott,Accounting Technician
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
8/19/2014 Period 2
8/26/2014 Period 2
BACKGROUND:
The information listed below provides detail for weekly City check runs. Checks issued for$20,000 or greater are listed separately
as well as any checks that were void during the time period. Fund information,by check run,is also provided in this report.
REPORT SUMMARY:
Attached are Check Registers for:
Prior Check Register
Ending Check Checks Ending
Type of Checks Date Starting Check# # Total Checks Amount Released Date Check#
Accounts Payable 8/19/14 126191 126230 40 445,933.99 08/19/14 8/12/14 126190
Accounts Payable 8/26/14 126231 126301 71 224,624.26 08/26/14 8/19/14 126230
Accounts Payable checks issued for$20,000 or greater:
Date Check# Issued to Fund Dept. Purpose Amount
08/19/14 126211 SCC Office of the Sheriff General PS Law Enforcement 383,378.33
08/26/14 126269 Mark Thomas&Company CIP Streets Project PW Quito Rd Bridge Proj 129,931.50
Accounts Payable checks voided during this time period:
AP Date Check# Issued to Reason Status Amount
05/27/14 125502 Ice Center of Cupertino Never received Reissue 486.00
07/22/14 125985 Peter Koehler Never received Reissue 1,512.55
27
Cash reductions by fund: Period 2 Period 2
Fund# Fund Description 08/19/14 08/26/14 Total
III General Fund 415,585.03 47,190.95 462,775.98
231 Village Lighting -
232 Azule Lighting
233 Sarahills Lighting -
241 Arroyo de Saratoga Landscape 68.66 68.66
242 Bonnet Way Landscape 466.96 466.96
243 Carnelian Glen -
244 Cunningham/Glasgow Landscape 172.82 172.82
245 Fredericksburg Landscape 38.32 38.32
246 Greenbriar Landscape 566.24 566.24
247 Kerwin Ranch Landscape -
248 Leutar Court Landscape 62.30 62.30
249 Manor Drive Landscape -
251 McCartysville Landscape 1,772.08 1,772.08
252 Prides Crossing Landscape 1,955.16 1,955.16
253 Saratoga Legends Landscape 300.00 300.00
254 Sunland Park Landscape -
255 Tricia Woods Landscape 50.18 50.18
271 Beauchamps Landscape 912.00 912.00
272 Bellgrove Landscape 5,274.06 5,274.06
273 Gateway Landscape 579.87 579.87
274 Horseshoe Landscape/Lighting -
275 Quito Lighting 137.30 137.30
276 Tollgate LLD 490.00 490.00
277 Village Commercial Landscape 35.00 35.00
278 Brookglen Landscape 50.00 50.00
311 Library GO Bond Debt Service 750.00 750.00
411 CIP Street Projects 2,054.70 60,017.00 62,071.70
412 CIP Park&Trail Projects 262.50 6,940.24 7,202.74
413 CIP Facility Projects 4,816.42 304.50 5,120.92
414 CIP Admin Projects -
421 Tree Fund -
431 Grant Fund-CLP Streets 80,664.29 80,664.29
432 Grant Fund-Parks&Trails -
433 Grant Fund-Facilities
434 Grant Fund-Admin Projects -
481 Gas Tax Fund 4,178.20 4,707.87 8,886.07
611 Liability/Risk Mgt -
612 Workers'Comp -
621 Office Support 1,903.13 1,903.13
622 IT Services 1,076.89 6,005.47 7,082.36
623 Vehicle&Equipment Maint 643.75 724.25 1,368.00
624 Building Maintenance 3,175.95 4,935.13 8,111.08
631 Vehicle&Equipment Replacement 11,196.43 11,196.43
632 IT Equipment Replacement 494.60 494.60
TOTAL 445,933.99 224,624.26 670,558.25
ADVERTISING,NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2,this item was properly posted as a City Council agenda item and included in the packet made available on the
City's website in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance
of the Council meeting.
ATTACHMENTS:
Check Registers in the'A/P Checks By Period and Year'report format
28
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 08/19/2014 CITY OF SARATOGA ACCTPA21
TIME: 11:28:11 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140819 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126191 08/19/14 234 A T & T 1117102 EMERGENCY LN-REC 0.00 14.90
11111 126191 08/19/14 234 A T & T 1117102 EMERGENCY LN-VM 0.00 75.87
11111 126191 08/19/14 234 A T & T 6246202 BOOK-GO-ROUND ALARM 0.00 31.51
11111 126191 08/19/14 234 A T & T 1117102 EMERGENCY LN-CM OFC 0.00 16.67
11111 126191 08/19/14 234 A T & T 6246202 POSTAGE MACH COPY RM 0.00 14.90
11111 126191 08/19/14 234 A T & T 1117102 AM 1610 SARA RADIO LN 0.00 16.67
11111 126191 08/19/14 234 A T & T 1115301 GATEWAY IRR CONTROL 0.00 16.36
11111 126191 08/19/14 234 A T & T 1115301 PHONE LINES & PARKS 0.00 17.19
11111 126191 08/19/14 234 A T & T 1115301 CONGRESS SPRINGS PARK 0.00 32.57
TOTAL CHECK 0.00 236.64
11111 126192 08/19/14 130 CDW GOVERNMENT 6323202 IT EQUIP BATTERIES 0.00 494.60
11111 126192 08/19/14 130 CDW GOVERNMENT 6223201 SOFTWARE SUPPORT 0.00 835.41
TOTAL CHECK 0.00 1,330.01
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 1115301 BARK CHIPS K MORAN 0.00 835.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 1115301 JULY KEVIN MORAN PARK 0.00 275.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 1115301 JULY CONGRESS SPRINGS 0.00 400.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 2785302 JULY BROOKGLEN PARK 0.00 50.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 2465302 JULY GREENBRIAR AZULE 0.00 135.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 2465302 JULY GREENBRIAR SEA 0.00 95.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 2755302 JULY QUITO LLA 0.00 75.00
11111 126193 08/19/14 176 CIENEGA LANDSCAPING 1115301 JULY AZULE PARK 0.00 395.00
TOTAL CHECK 0.00 2,260.00
11111 126194 08/19/14 179 CIM AIR, INC 6246202 HVAC PREVENTIVE MAINTE 0.00 1,820.00
11111 126195 08/19/14 930 COLE SUPPLY COMPANY, INC 1115301 PARKS SUPPLIES 0.00 148.36
11111 126195 08/19/14 930 COLE SUPPLY COMPANY, INC 1115301 PARKS SUPPLIES 0.00 74.18
11111 126195 08/19/14 930 COLE SUPPLY COMPANY, INC 1115301 PARKS SUPPLIES 0.00 148.36
11111 126195 08/19/14 930 COLE SUPPLY COMPANY, INC 1115301 RESTROOM SUPPLIES 0.00 284.79
TOTAL CHECK 0.00 655.69
11111 126196 08/19/14 416 EVANS WEST VALLEY SPRAY 1115301 TREE SPRAY 0.00 850.00
11111 126196 08/19/14 416 EVANS WEST VALLEY SPRAY 6246202 PEST CONTROL 0.00 450.00
TOTAL CHECK 0.00 1,300.00
11111 126197 08/19/14 419 EVENT SERVICES 1115301 PROSPECT PORTA POTTY 0.00 304.50
11111 126198 08/19/14 421 EWING IRRIGATION 1115301 IRRIGATION SUPPLIES 0.00 50.30
11111 126198 08/19/14 421 EWING IRRIGATION 1115301 IRRIGATION SUPPLIES 0.00 3.80
11111 126198 08/19/14 421 EWING IRRIGATION 1115301 IRRIGATION SUPPLIES 0.00 297.24
11111 126198 08/19/14 421 EWING IRRIGATION 1115301 IRRIGATION SUPPLIES 0.00 51.12
TOTAL CHECK 0.00 402.46
11111 126199 08/19/14 1222 WALTER FUJII 1114101 ARBORIST SERVICES 0.00 460.32
11111 126200 08/19/14 454 GACHINA LANDSCAPE MANAGE 2765302 TOLLGATE PLANTS 0.00 490.00
11111 126200 08/19/14 454 GACHINA LANDSCAPE MANAGE 2715302 BEAUCHAMPS PLANTS 0.00 912.00
11111 126200 08/19/14 454 GACHINA LANDSCAPE MANAGE 1115301 GARDINER PARK PLANTS 0.00 1,300.00
11111 126200 08/19/14 454 GACHINA LANDSCAPE MANAGE 1115301 CS CLEAN UP 0.00 1,320.00
TOTAL CHECK 0.00 4,022.00
29
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 08/19/2014 CITY OF SARATOGA ACCTPA21
TIME: 11:28:11 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140819 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126201 08/19/14 455 GARDENLAND POWER EQUIPME 1115301 PARKS SUPPLIES 0.00 108.95
11111 126201 08/19/14 455 GARDENLAND POWER EQUIPME 6235202 WATER TANK ENGINE 0.00 643.75
11111 126201 08/19/14 455 GARDENLAND POWER EQUIPME 1115301 GENERATOR 0.00 1,057.26
TOTAL CHECK 0.00 1,809.96
11111 126202 08/19/14 563 HEID, W JEFFREY 4119152-002 QUITO BRIDGES PROJECT 0.00 2,030.00
11111 126202 08/19/14 563 HEID, W JEFFREY 4119152-002 QUITO BRIDGES PROJECT 0.00 24.70
TOTAL CHECK 0.00 2,054.70
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 SPRINKLER REPAIR 0.00 1,425.46
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 INSTALL SPRINKLERS 0.00 866.37
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 INSTALL SPRINKLERS 0.00 426.27
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 REPAIR SPRINKLER LINE 0.00 150.16
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 SPRINKLER REPAIR 0.00 270.11
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 REPAIR BACKFLOW 0.00 244.84
11111 126203 08/19/14 14 HYDROTEC IRRIGATION EQUI 1115301 REPAIR FLOW METER 0.00 289.49
TOTAL CHECK 0.00 3,672.70
11111 126204 08/19/14 19 IAN GEDDES TREE CARE, IN 1115301 PRUNE VARIOUS TREES 0.00 2,340.00
11111 126204 08/19/14 19 IAN GEDDES TREE CARE, IN 2525302 TRIM OLIVE TREES 0.00 1,680.00
11111 126204 08/19/14 19 IAN GEDDES TREE CARE, IN 1115301 SHAPE PEAR TREES 0.00 2,240.00
11111 126204 08/19/14 19 IAN GEDDES TREE CARE, IN 1115201 PRUNE LIVE OAK 0.00 1,585.00
11111 126204 08/19/14 19 IAN GEDDES TREE CARE, IN 1115301 REMOVE SYCAMORE LIMB 0.00 745.00
TOTAL CHECK 0.00 8,590.00
11111 126205 08/19/14 24 ICE CENTER OF CUPERTINO 1116101 RPLC CHECK 125502 0.00 324.00
11111 126205 08/19/14 24 ICE CENTER OF CUPERTINO 1116101 RPLC CHECK 125502 0.00 162.00
TOTAL CHECK 0.00 486.00
11111 126206 08/19/14 39 INDUSTRIAL WIPER & SUPPL 1115201 STREETS SUPPLIES 0.00 86.03
11111 126207 08/19/14 917 JOSON FENCE 1115301 GATE RPR @ QUARRY 0.00 271.00
11111 126207 08/19/14 917 JOSON FENCE 1115301 RPR TRASH GATE ENCL 0.00 480.00
11111 126207 08/19/14 917 JOSON FENCE 1115301 RPR FENCE CS PARK 0.00 1,970.00
11111 126207 08/19/14 917 JOSON FENCE 1115301 CS BARBED WIRE FENCE 0.00 1,662.00
11111 126207 08/19/14 917 JOSON FENCE 1115301 CS INSTALL 2 GATES 0.00 1,020.00
TOTAL CHECK 0.00 5,403.00
11111 126208 08/19/14 123 KELEX SECURITY 6246202 ALARM INSPECTION 0.00 235.00
11111 126209 08/19/14 1244 LI YONG ZHANG 1116101 INSTRUCTOR-KARATE 0.00 124.80
11111 126209 08/19/14 1244 LI YONG ZHANG 1116101 INSTRUCTOR-KARATE 0.00 57.60
TOTAL CHECK 0.00 182.40
11111 126210 08/19/14 135 NORTH BAY BLDG MAINTENAN 6246202 JANITORIAL SERVICES 0.00 551.00
11111 126211 08/19/14 1 OFF OF SHERIFF-FISCAL SV 1117101 AUG LAW ENFORCEMENT 0.00 383,378.33
11111 126212 08/19/14 60 ONTRAC 1115101 SHIPPING CHARGES 0.00 5.35
11111 126213 08/19/14 610 PACIFIC DISPLAY, INC 4819111-001 PEDESTRIAN LIGHTING 0.00 720.00
30
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 08/19/2014 CITY OF SARATOGA ACCTPA21
TIME: 11:28:11 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140819 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126214 08/19/14 1245 PLUG IT PRODUCTS CORP 4819111-001 STREETS SUPPLIES 0.00 2,815.43
11111 126215 08/19/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 97.48
11111 126215 08/19/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 376.49
11111 126215 08/19/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 65.90
11111 126215 08/19/14 393 REED & GRAHAM, INC 4819111-001 STREETS SUPPLIES 0.00 102.90
TOTAL CHECK 0.00 642.77
11111 126216 08/19/14 55 ROSS RECREATION EQUIPMEN 1115301 BIG BASIN DOME TOPS 0.00 672.00
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 1115301 PARKS/OPEN SPACE 0.00 310.67
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2455302 FREDERICKSBURG 0.00 38.32
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2465302 GREENBRIAR 0.00 336.24
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2515302 MCCARTYSVILLE 0.00 442.08
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2555302 TRICIA WOODS 22.5% 0.00 50.18
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2415302 ARROYO DE SARA 0.00 68.66
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2485302 LEUTAR COURT 0.00 62.30
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2425302 BONNET WAY 0.00 466.96
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2525302 PRIDES CROSSING 0.00 275.16
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2725302 BELLGROVE 0.00 5,274.06
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2445302 CUNNINGHAM/CLAS 77.5% 0.00 172.82
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2735302 GATEWAY PROJECT 0.00 579.87
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 2755302 EL QUITO LNDSP/LIGHT 0.00 62.30
11111 126217 08/19/14 87 SAN JOSE WATER COMPANY 1115301 MEDIANS/PARKWAYS 0.00 1,207.85
TOTAL CHECK 0.00 9,347.47
11111 126218 08/19/14 160 SIERRA PACIFIC TURF SUPP 1115301 PARKS SUPPLIES 0.00 335.99
11111 126218 08/19/14 160 SIERRA PACIFIC TURF SUPP 1115301 PARKS SUPPLIES 0.00 737.33
11111 126218 08/19/14 160 SIERRA PACIFIC TURF SUPP 1115301 PARKS SUPPLIES 0.00 402.38
TOTAL CHECK 0.00 1,475.70
11111 126219 08/19/14 236 SOLECTRIC ELECTRICAL 1115301 REPAIR ELECTRIC GATE 0.00 285.00
11111 126220 08/19/14 248 STATE OF CA FRANCHISE TA 111 DED:2011 FTB W/H 0.00 548.44
11111 126221 08/19/14 1246 STATEWIDE TRAFFIC SAFETY 1115201 STREETS SUPPLIES 0.00 479.20
11111 126222 08/19/14 253 STEVE BENZING ARCHITECT 4129225-003 WILDWOOD PARK PEDESTRI 0.00 262.50
11111 126223 08/19/14 1077 SUNNYVALE BUILDING MAINT 1115301 JUL PICNIC TBL CLEAN 0.00 198.00
11111 126224 08/19/14 938 T. BENNETT GRAPHICS 4139311-001 FACILITIES SUPPLIES 0.00 1,140.79
11111 126224 08/19/14 938 T. BENNETT GRAPHICS 4139311-001 BUILDING SIGN PROJECT 0.00 2,914.38
11111 126224 08/19/14 938 T. BENNETT GRAPHICS 4139311-001 BUILDING SIGN PROJECT 0.00 761.25
TOTAL CHECK 0.00 4,816.42
11111 126225 08/19/14 1183 THE ALARM COMPANY 6223201 CAMERA ADJUSTMENT 0.00 130.00
11111 126226 08/19/14 710 THE BANK OF NEW YORK MEL 3118601 BOND SERIES 2011 0.00 750.00
11111 126227 08/19/14 336 TLC ADMINISTRATORS 1113301 TLC ADMIN FEES 8/14 0.00 175.00
31
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 08/19/2014 CITY OF SARATOGA ACCTPA21
TIME: 11:28:11 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140819 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126228 08/19/14 343 TMT ENTERPRISES INC 1115301 PARKS SUPPLIES 0.00 65.25
11111 126228 08/19/14 343 TMT ENTERPRISES INC 1115301 PARKS SUPPLIES 0.00 97.88
TOTAL CHECK 0.00 163.13
11111 126229 08/19/14 395 VERIZON WIRELESS 1113101 FINANCE 0.00 61.81
11111 126229 08/19/14 395 VERIZON WIRELESS 6223201 IT SERVICES 0.00 111.48
11111 126229 08/19/14 395 VERIZON WIRELESS 1114201 BUILDING & INSPECTION 0.00 0.19
11111 126229 08/19/14 395 VERIZON WIRELESS 1114101 DEVELOPMENT SERVICES 0.00 0.19
11111 126229 08/19/14 395 VERIZON WIRELESS 1115201 STREETS 0.00 123.14
11111 126229 08/19/14 395 VERIZON WIRELESS 1115301 PARKS 0.00 166.39
11111 126229 08/19/14 395 VERIZON WIRELESS 1115101 GENERAL ENGINEERING 0.00 36.77
11111 126229 08/19/14 395 VERIZON WIRELESS 6246202 BUILDING MAINTENANCE 0.00 73.54
11111 126229 08/19/14 395 VERIZON WIRELESS 1112101 CITY MANAGER 0.00 0.19
11111 126229 08/19/14 395 VERIZON WIRELESS 1112201 CITY CLERK 0.00 13.14
TOTAL CHECK 0.00 586.84
11111 126230 08/19/14 402 VISTA LANDSCAPE & MAINTE 2515302 RPR ELECTRIC MTR BOX 0.00 865.00
11111 126230 08/19/14 402 VISTA LANDSCAPE & MAINTE 1115301 CLEAN UP JOE'S TRAIL 0.00 360.00
11111 126230 08/19/14 402 VISTA LANDSCAPE & MAINTE 2515302 WALL REPAIR SARA/SV 0.00 465.00
11111 126230 08/19/14 402 VISTA LANDSCAPE & MAINTE 2535302 LATERAL LINE REPAIR 0.00 300.00
11111 126230 08/19/14 402 VISTA LANDSCAPE & MAINTE 1115301 VALVE REPLACEMENT 0.00 335.00
11111 126230 08/19/14 402 VISTA LANDSCAPE & MAINTE 1115301 INSTALL BANNER 0.00 295.00
TOTAL CHECK 0.00 2,620.00
TOTAL CASH ACCOUNT 0.00 445,933.99
TOTAL FUND 0.00 445,933.99
TOTAL REPORT 0.00 445,933.99
32
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 08/26/2014 CITY OF SARATOGA ACCTPA21
TIME: 13:53:43 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140826 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126231 08/26/14 234 A T & T 6246202 SUPERTRUNK 0.00 452.93
11111 126231 08/26/14 234 A T & T 6246202 PROSPECT RD ALARMS 0.00 32.77
11111 126231 08/26/14 234 A T & T 1115301 EL QUITO IRRIG MODEM 0.00 17.27
11111 126231 08/26/14 234 A T & T 1115301 TITUS/PROSPECT MEDIAN 0.00 17.50
11111 126231 08/26/14 234 A T & T 2775302 HISTORICAL PARK 0.00 17.50
11111 126231 08/26/14 234 A T & T 2775302 BIG BASIN WAY 0.00 17.50
TOTAL CHECK 0.00 555.47
11111 126232 08/26/14 546 ABAG POWER PURCHASING PO 6246202 GAS SERVICE 0.00 1,070.00
11111 126233 08/26/14 1237 ABBOTT'S PRO-POWER, LLC/ 6315203 TORO 60" MOWER 0.00 11,196.43
11111 126234 08/26/14 798 ANGELINA, PATRICIA 1116101 INSTRUCTOR-ROSEN 0.00 102.00
11111 126235 08/26/14 197 ARROWHEAD MOUNTAIN SPRIN 6246202 DRINKING WATER SRVC 0.00 114.15
11111 126236 08/26/14 1187 ASSOCIATED SERVICES COMP 6246202 COFFEE SUPPLIES 0.00 6.54
11111 126237 08/26/14 1157 BAY SHORE LYRIC OPERA CO 1118302 OPERA/PRK GRANT REIMB 0.00 800.00
11111 126238 08/26/14 500 BHOLARRATI MEHROTRA 1114101 TRP14-0281 0.00 125.00
11111 126239 08/26/14 369 BORTZ, SHERI L 1116101 INSTRUCTOR-YOGA 0.00 216.00
11111 126239 08/26/14 369 BORTZ, SHERI L 1116101 INSTRUCTOR-YOGA 0.00 135.00
11111 126239 08/26/14 369 BORTZ, SHERI L 1116101 INSTRUCTOR-YOGA 0.00 270.00
TOTAL CHECK 0.00 621.00
11111 126240 08/26/14 1013 CAL SPORTS CLUB 1116101 INSTRUCTOR-ARCHERY 0.00 69.30
11111 126241 08/26/14 500 CANDICE GUNDERSON 1114101 TRP14-0256 0.00 125.00
11111 126242 08/26/14 500 CATHERINE GATUS 111 REFUND PARTIAL FAC 0.00 417.50
11111 126243 08/26/14 179 CIM AIR, INC 6246202 HVAC REPAIRS BGR 0.00 300.00
11111 126244 08/26/14 494 COMCAST 6223201 MNTHLY SRVC 8/20-9/19 0.00 100.71
11111 126245 08/26/14 991 COMCAST 6223201 MNTHLY SRVC 8/19-9/18 0.00 35.26
11111 126246 08/26/14 1225 CALIFORNIA SURVIVAL SCHO 1116101 INSTRUCTOR-WILDERNESS 0.00 339.15
11111 126247 08/26/14 206 DAVID J. POWERS & ASSOC 4119152-002 QUITO ROAD BRIDGES 0.00 1,077.72
11111 126247 08/26/14 206 DAVID J. POWERS & ASSOC 4319152-002 QUITO ROAD BRIDGES 0.00 4,310.87
11111 126247 08/26/14 206 DAVID J. POWERS & ASSOC 4119152-002 QUITO ROAD BRIDGES 0.00 1,072.24
11111 126247 08/26/14 206 DAVID J. POWERS & ASSOC 4319152-002 QUITO ROAD BRIDGES 0.00 4,288.96
TOTAL CHECK 0.00 10,749.79
11111 126248 08/26/14 211 DEEP CLIFF GOLF COURSE 1116101 INSTRUCTOR-GOLF 0.00 1,129.44
11111 126248 08/26/14 211 DEEP CLIFF GOLF COURSE 1116101 INSTRUCTOR-GOLF 0.00 652.80
TOTAL CHECK 0.00 1,782.24
11111 126249 08/26/14 1247 EASY FUEL, INC 6235202 VEHICLE MAINTENANCE 0.00 724.25
33
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 08/26/2014 CITY OF SARATOGA ACCTPA21
TIME: 13:53:43 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140826 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126250 08/26/14 454 GACHINA LANDSCAPE MANAGE 4819111-001 AUG ALOHA MAINT 0.00 390.00
11111 126251 08/26/14 455 GARDENLAND POWER EQUIPME 1115301 PARKS SUPPLIES 0.00 130.63
11111 126252 08/26/14 456 GARROD FARMS STABLES 1116101 INSTRUCTOR-HORSEBACK 0.00 2,200.00
11111 126253 08/26/14 1239 GE CAPITAL INFORMATION T 6213102 ID#90136370709 COPIER 0.00 1,773.72
11111 126254 08/26/14 488 HOME DEPOT CREDIT SERVIC 1115301 PARKS SUPPLIES 0.00 967.34
11111 126254 08/26/14 488 HOME DEPOT CREDIT SERVIC 1115201 STREETS SUPPLIES 0.00 297.27
TOTAL CHECK 0.00 1,264.61
11111 126255 08/26/14 489 HORIZON DISTRIBUTORS, IN 1115301 SPRINKLERS 0.00 159.47
11111 126255 08/26/14 489 HORIZON DISTRIBUTORS, IN 1115301 SPRINKLERS 0.00 74.39
TOTAL CHECK 0.00 233.86
11111 126256 08/26/14 520 FUN FUN FUNDAMENTALS 1116101 INSTRUCTOR-SPORT CAMP 0.00 938.00
11111 126257 08/26/14 500 HUNG IRAN 1114101 TRP14-0276 0.00 125.00
11111 126258 08/26/14 14 HYDROTEC IRRIGATION EQUI 1115301 REMOTE CONTROL VALVE 0.00 201.41
11111 126258 08/26/14 14 HYDROTEC IRRIGATION EQUI 1115301 REPLACE BAD COIL 0.00 195.51
11111 126258 08/26/14 14 HYDROTEC IRRIGATION EQUI 1115301 REMOTE CONTROL VALVE 0.00 97.81
TOTAL CHECK 0.00 494.73
11111 126259 08/26/14 24 ICE CENTER OF CUPERTINO 1116101 INSTRUCTOR-ICE SKATE 0.00 125.00
11111 126259 08/26/14 24 ICE CENTER OF CUPERTINO 1116101 INSTRUCTOR-ICE SKATE 0.00 54.00
TOTAL CHECK 0.00 179.00
11111 126260 08/26/14 1163 INSIGHT PUBLIC SECTOR, I 6223201 IT SERVICES 0.00 139.50
11111 126261 08/26/14 63 INTERSTATE TRAFFIC CONTR 4819111-001 STREETS SUPPLIES 0.00 456.75
11111 126261 08/26/14 63 INTERSTATE TRAFFIC CONTR 4819111-001 STREETS SUPPLIES 0.00 2,236.99
TOTAL CHECK 0.00 2,693.74
11111 126262 08/26/14 525 JAMELLO, NANCY 1116101 INSTRUCTOR-YOGA 0.00 155.00
11111 126262 08/26/14 525 JAMELLO, NANCY 1116101 INSTRUCTOR-YOGA 0.00 140.00
TOTAL CHECK 0.00 295.00
11111 126263 08/26/14 917 JOSON FENCE 4819111-001 INSTALL FENCE & GATE 0.00 961.00
11111 126264 08/26/14 500 KADIRESAN AND THAMIL ANN 1114101 PROJECT SCOPE CHANGE 0.00 2,520.00
11111 126265 08/26/14 151 KOEHLER, PETER 1116101 RPLC CHECK 125985 0.00 1,512.55
11111 126266 08/26/14 500 KRISTEN MCKENZIE 1114101 TRP14-0269 0.00 125.00
11111 126267 08/26/14 100 KSAR 111 COMCAST FEE THRU 6/30 0.00 16,612.27
11111 126268 08/26/14 508 MAD SCIENCE 1116101 INSTRUCTOR-SPY CAMP 0.00 3,468.00
34
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 08/26/2014 CITY OF SARATOGA ACCTPA21
TIME: 13:53:43 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140826 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126269 08/26/14 665 MARK THOMAS & COMPANY 4119152-002 QUITO RD BRIDGES PROJE 0.00 43,505.14
11111 126269 08/26/14 665 MARK THOMAS & COMPANY 4319152-002 QUITO RD BRIDGES PROJE 0.00 14,616.86
11111 126269 08/26/14 665 MARK THOMAS & COMPANY 4119152-002 QUITO RD BRIDGES PROJE 0.00 14,361.90
11111 126269 08/26/14 665 MARK THOMAS & COMPANY 4319152-002 QUITO RD BRIDGES PROJE 0.00 57,447.60
TOTAL CHECK 0.00 129,931.50
11111 126270 08/26/14 327 MCMINN, CHRISTINE 1116101 INSTRUCTOR-DANCE 0.00 35.00
11111 126270 08/26/14 327 MCMINN, CHRISTINE 1116101 INSTRUCTOR-DANCE 0.00 21.00
11111 126270 08/26/14 327 MCMINN, CHRISTINE 1116101 INSTRUCTOR-DANCE 0.00 21.00
11111 126270 08/26/14 327 MCMINN, CHRISTINE 1116101 INSTRUCTOR-DANCE 0.00 84.00
11111 126270 08/26/14 327 MCMINN, CHRISTINE 1116101 INSTRUCTOR-DANCE 0.00 84.00
TOTAL CHECK 0.00 245.00
11111 126271 08/26/14 1191 MGT OF AMERICA, INC. 1113101 SB90 COST RECOV SVC 0.00 900.00
11111 126272 08/26/14 500 MIRIAM CABRERA 111 REFUND FACILITY 0.00 500.00
11111 126273 08/26/14 731 NEOPOST, INC 6213102 POSTAGE INK CARTRIDGE 0.00 129.41
11111 126274 08/26/14 1062 NI GOVERNMENT SERVICES, 1117102 AIR TIME 7/1-7/31/14 0.00 76.05
11111 126275 08/26/14 131 NORMAN PAUL PRINT CTR 1116201 PRINTED MATERIALS 0.00 701.19
11111 126276 08/26/14 135 NORTH BAY BLDG MAINTENAN 6246202 JANITORIAL SERVICES 0.00 551.00
11111 126277 08/26/14 145 OFFICE DEPOT INC. 1115301 OFFICE SUPPLIES 0.00 50.36
11111 126277 08/26/14 145 OFFICE DEPOT INC. 1115201 OFFICE SUPPLIES 0.00 50.36
11111 126277 08/26/14 145 OFFICE DEPOT INC. 1114101 CREDIT RET SUPPLIES 0.00 -33.28
11111 126277 08/26/14 145 OFFICE DEPOT INC. 1115301 CREDIT RET SUPPLIES 0.00 -11.14
11111 126277 08/26/14 145 OFFICE DEPOT INC. 1115101 OFFICE SUPPLIES 0.00 66.04
TOTAL CHECK 0.00 122.34
11111 126278 08/26/14 1070 OMEGA INDUSTRIAL SUPPLY, 4819111-001 STREETS SUPPLIES 0.00 663.13
11111 126279 08/26/14 1087 OSCAR URVIZO TELLEZ/OSCA 1115201 TREE PRUNE & CLEAN UP 0.00 1,350.00
11111 126279 08/26/14 1087 OSCAR URVIZO TELLEZ/OSCA 1115201 REMOVE 2 DEAD TREES 0.00 1,825.00
TOTAL CHECK 0.00 3,175.00
11111 126280 08/26/14 1143 PLACEWORKS, INC. 4129281-002 QUARRY PARK MASTER 0.00 2,742.74
11111 126281 08/26/14 500 ROBERT HSU 1114101 TRP14-0275 0.00 125.00
11111 126282 08/26/14 500 ROBERT MAHRER 1114201 REFUND PERMIT 14-0600 0.00 398.33
11111 126282 08/26/14 500 ROBERT MAHRER 1118101 REFUND PERMIT 14-0600 0.00 150.00
TOTAL CHECK 0.00 548.33
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 82.11
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 82.11
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 89.01
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 178.02
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 89.01
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 383.64
35
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 08/26/2014 CITY OF SARATOGA ACCTPA21
TIME: 13:53:43 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140826 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 95.91
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 95.91
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 47.61
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 575.46
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 191.82
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 95.91
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 95.22
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 191.82
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 383.64
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 191.82
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 383.64
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 287.73
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 66.76
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 178.02
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 225.63
11111 126284 08/26/14 729 TERESA PHILLIPS 1116101 INSTRUCTOR-DANCE 0.00 225.63
TOTAL CHECK 0.00 4,236.43
11111 126285 08/26/14 500 SARATOGA UNION SCHOOL DI 1114101 TRP14-0254 0.00 125.00
11111 126286 08/26/14 505 SC FIRE DEPARTMENT 1116101 INSTRUCTOR-CPR 0.00 175.00
11111 126287 08/26/14 147 SHIMODA MICHIKO 1116101 INSTRUCTOR-IKEBANA 0.00 36.00
11111 126288 08/26/14 1205 SOIZIC JOHNSON 1116101 INSTRUCTOR-FRENCH 0.00 45.00
11111 126288 08/26/14 1205 SOIZIC JOHNSON 1116101 INSTRUCTOR-FRENCH 0.00 22.50
TOTAL CHECK 0.00 67.50
11111 126289 08/26/14 932 STANLEY SECURITY SOLUTIO 6246202 SECURITY SYSTEM RPR 0.00 224.00
11111 126290 08/26/14 1246 STATEWIDE TRAFFIC SAFETY 4129225-003 EQUIP RENTAL 0.00 3,760.00
11111 126291 08/26/14 253 STEVE BENZING ARCHITECT 4129225-003 WILDWOOD PARK PED 0.00 437.50
11111 126292 08/26/14 500 SUBRAMANYAMS AND PRATH T 1114101 TRP14-0271 0.00 125.00
11111 126293 08/26/14 266 SUNGARD PUBLIC SECTOR IN 6223201 SEPT ASP SERVICE 0.00 5,390.00
11111 126294 08/26/14 500 SUSAN ZHAO 1114101 TRP14-0247 0.00 125.00
11111 126295 08/26/14 500 SUZANNE HUESBY 1116201 REF PARK RESERVATION 0.00 67.50
11111 126296 08/26/14 938 T. BENNETT GRAPHICS 4139311-001 FACILITIES SIGNS 0.00 304.50
11111 126297 08/26/14 500 TIMOTHY REILLEY 1114101 TRP14-0249 0.00 125.00
11111 126298 08/26/14 500 TOSHIYUKI SAITO 1114101 TRP14-0266 0.00 125.00
11111 126299 08/26/14 993 VIVIAN LIU 1116101 INSTRUCTOR-TAI CHI 0.00 401.00
11111 126299 08/26/14 993 VIVIAN LIU 1116101 INSTRUCTOR-TAI CHI 0.00 675.00
TOTAL CHECK 0.00 1,076.00
36
SUNGARD PUBLIC SECTOR PAGE NUMBER: 5
DATE: 08/26/2014 CITY OF SARATOGA ACCTPA21
TIME: 13:53:43 CHECK REGISTER - DISBURSEMENT FUND
SELECTION CRITERIA: transact.ck_date='20140826 00:00:00.000'
ACCOUNTING PERIOD: 2/15
FUND - 009 - DISBURSEMENT FUND
CASH ACCT CHECK NO ISSUE DT --------------VENDOR---- ---------BUDGET UNIT -----DESCRIPTION------ SALES TAX AMOUNT
11111 126300 08/26/14 901 WAXIE SANITARY SUPPLY 6246202 JANITORIAL SUPPLIES 0.00 2,072.17
11111 126300 08/26/14 901 WAXIE SANITARY SUPPLY 6246202 JANITORIAL SUPPLIES 0.00 111.57
TOTAL CHECK 0.00 2,183.74
11111 126301 08/26/14 696 ZAG TECHNICAL SERVICES, 6223201 IT SUPPORT SERVICES 0.00 340.00
TOTAL CASH ACCOUNT 0.00 224,624.26
TOTAL FUND 0.00 224,624.26
TOTAL REPORT 0.00 224,624.26
37
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SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: Community Development
PREPARED BY: Michael Fossati, Planner
SUBJECT: A Zoning Amendment to add the Planned-Combined Zoning District (P-C) to an
existing site at 19700 Prospect Road(2 d Reading).
RECOMMENDED ACTION:
Waive the second reading and adopt the attached ordinance to add the Planned-Combined
Zoning District(P-C) at 19700 Prospect Road.
BACKGROUND:
On August 20, 2014, the City Council adopted a resolution approving a Mitigated Negative
Declaration and Design Review application for Congregation Beth David to remodel their
existing synagogue at 19700 Prospect Road. The project included the enlargement of the
building by 6,577 square feet for a total of 28,748 square feet, increasing the height by 11 feet
for a total of 41 feet, and repaving a portion of the site to add additional accessible parking
spaces. The City Council also introduced and waived the first reading of an ordinance to add the
Planned-Combined(P-C) zoning district to the site.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This ordinance or a comprehensive summary thereof shall be published in a newspaper of
general circulation of the City of Saratoga within 15 days after its adoption.
ATTACHMENTS:
Attachment A—Ordinance
38
ORDINANCE
AN ORDINANCE REZONING ASSESSOR'S PARCEL NUMBERS 386-35-070,071
FROM R-1-10,000 TO R-1-10,000 P-C (PLANNED COMBINED DISTRICT)
CONGREGATION BETH DAVID— 19700 PROSPECT ROAD
THE CITY COUNCIL OF THE CITY OF SARATOGA HEREBY ORDAINS AS FOLLOWS:
Findings
1. Saratoga City Code Article 15-16 establishes the P-C (Planned Combined) District to
provide the City the authority to modify standards of development in an underlying
zoning district so as to achieve the following objectives:
(a) To provide a means of guiding development or redevelopment of properties in
areas of the City that are uniquely suited for a variety of design and development
patterns and standards.
(b) To provide greater flexibility of land use and design for a development that
provides a public benefit that would not otherwise be attainable through strict
application of the zoning regulations. A public benefit could include, but is not
limited to, buildings that exceed the City's green building standards, provides
community facilities that are open to the public, or allows for innovative in-fill
design.
(c) To encourage innovative design in a development that achieves one or more
specific goals and policies of the General Plan that would otherwise not be
attainable through strict application of the zoning regulations.
2. A Planned Combined District may be combined with any zoning district upon the granting
of a change of zone in accord with the provisions of this Article. A Planned Combined
district shall be designated by the symbol "P-C" following the zoning district designation
with which it is combined.
3. Congregation Beth David (CBD) proposes to expand its Synagogue by 6,577 sq. ft.,
making the Synagogue a total of approximately 28,748 sq. ft. in size and to increase the
height of the existing structure from 30 feet to 41 feet to accommodate the proposed
central rotunda, which would be constructed of stucco, steel and glass with the symbol of
the "Star of David" capping the top of the rotunda. The proposed floor area, site
coverage and structure height would not be allowed within any residential district,
without adding a Planned Combined (P-C) Overlay District onto the existing residential
district. Therefore, the applicant has submitted an application (ZOA13-0004) for a
zoning amendment from R-1-10,000 to R-1-10,000 P-C. By allowing the P-C district,
the City will further their objectives of providing public benefit, such as exceeding the
City's green building standards and providing community facilities open to the public.
1
39
4. The City of Saratoga Planning Commission and City Council have each found that that
the change is required to achieve the objectives of the Zoning Ordinance set forth in
Section 15-05.020, and following additional findings required in support of the rezoning
to R-1-10,000 P-C:
(a) That the proposed location of the planned combined district is in accord with the
objectives of the General Plan and the purposes of the zoning district in which the
site is located.
(b) That standards for the development will result in an aesthetic asset to the
community and produce an environment of stable and desirable character
consistent with the overall objectives of the General Plan and Zoning Ordinance.
(c) That the uses in the development will complement each other and will not
adversely affect existing and proposed land uses in the vicinity or the public
health, safety and welfare.
(d) That the application of the combined district furthers two or more of the purposes
contained within Section 15-16.010 (as set forth above, particularly purposes (b)
and(c) under Finding 1 above).
5. The City Council may by ordinance adopt a change of zone to a planned combined
district as applied for or in modified and/or conditional reclassification. The conditions
of this rezoning are set forth in Attachment 1 hereto and include limitation of the
exceptions to the City's floor area, site coverage and height regulations as specified in
Finding 3 above.
6. The City Council of the City of Saratoga held a duly noticed public hearing on August
20, 2014, and after considering all testimony and written materials provided in
connection with that hearing introduced this ordinance and waived the reading thereof.
Therefore, the City Council hereby amends the City Code as follows:
Section 1. Adoption.
The Saratoga City Zoning Map is amended to conditionally rezone ASSESSOR'S PARCEL
NUMBERS 386-35-070 (owned by Congregation Beth David and also known as 19700 Prospect
Road, Saratoga, California from R-1-10,000 TO R-1-10,000 P-C (PLANNED COMBINED
DISTRICT) subject to the conditions specified in Attachment 1 hereto.
Section 2. Severance Clause.
The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence,
clause and phrase of this ordinance is severable and independent of every other section, sub-
section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section,
sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held
invalid, the City Council declares that it would have adopted the remaining provisions of this
2
40
ordinance irrespective of the portion held invalid, and further declares its express intent that the
remaining portions of this ordinance should remain in effect after the invalid portion has been
eliminated.
Section 3. California Environmental Quality Act
The Community Development Department completed an Initial Study and Mitigated Negative
Declaration which included a review of the environmental impact of this Rezoning and the City
Council hereby adopts said Mitigated Negative Declaration.
Section 4. Publication.
A summary of this ordinance shall be published in a newspaper of general circulation of the City
of Saratoga within fifteen days after its adoption.
Following a duly notice public hearing the foregoing ordinance was introduced at the regular
meeting of the City Council of the City of Saratoga held on the 201h day of August, 2014, and
was adopted by the following vote on September 3rd, 2014.
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: ATTEST:
EMILY LO CRYSTAL BOTHELIO
MAYOR OF THE CITY OF SARATOGA CLERK OF THE CITY OF SARATOGA
Saratoga, California Saratoga, California
APPROVED AS TO FORM:
RICHARD TAYLOR, CITY ATTORNEY
3
41
Exhibit 1
CONDITIONS OF APPROVAL
ORDINANCE
19700 PROSPECT ROAD (386-35-070)
CONGREGATION BETH DAVID
CONDITIONS OF APPROVAL
1. All permitted uses per City Code Sections 15-12.020 and 15-12.030 are allowed. Additional
permitted uses include a community facility, an institutional facility, and a religious and
charitable institution(per UP-218).
2. The maximum site coverage is 68 percent.
3. All required setbacks shall be per City Code Section 15-12.090 for the R-1-10,000 zoning
district..
4. Off-street parking and loading facilities shall be provided for each use on the site, in
accordance with the regulations set forth in Article 15-35 of the City Code.
5. Construction of a future parsonage or accessory structure shall comply with applicable design
review regulations set forth in Article 15-45 of the City Code.
6. Expansion of the existing synagogue shall comply with applicable design review regulations
set forth in Article 15-46 of the City Code.
7. The total allowable floor area for the site shall be no greater than 32,000 square feet.
8. The allowable building height shall be no taller than 41 feet.
9. The allowable height of a future parsonage shall be no taller than 26 feet.
10. All functions sanctioned by Congregation Beth David on site shall be open to the public.
4
42
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SARATOGA CITY COUNCIL
L L
MEETING DATE: September 3, 2014
DEPARTMENT: Public Works Department
PREPARED BY: Iveta Harvancik, Senior Engineer
SUBJECT: Wildwood Park Pedestrian Bridge Renovation — Notice of Completion
RECOMMENDED ACTION:
Move to accept the Wildwood Park Pedestrian Bridge Renovation Project as complete and
authorize the City Manager to sign the Notice of Completion for the construction contract.
BACKGROUND:
All work on the renovation of pedestrian bridge to Wildwood Park has been completed by
Richard May Construction, Inc. to the satisfaction of the City Engineer.
The scope of work included removal and replacement of deck and railing on the bridge and
adjacent ramps, platforms and stairs, replacement of lighting fixtures and upgrade to existing
electrical facilities. Overall, the quality of construction completed through this contract was very
satisfactory. The project was completed on time and within the budget.
It is therefore recommended that the Council accept the project as complete. Further, it is
recommended that the Council authorize staff to record the attached Notice of Completion for
the construction contract.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The project would not be accepted as complete and staff would notify the contractor of any
additional work required by the City Council before the project can be accepted as complete.
FOLLOW UP ACTION:
Staff will record the Notice of Completion for the construction contract.
ATTACHMENTS:
Notice of Completion
43
Recording requested by,
And to be returned to:
City of Saratoga
City Clerk
13777 Fruitvale Avenue
Saratoga, CA 95070
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned
below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale
Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor
mentioned below, on property of the Owner,was accepted as complete by the Owner on or
around the 26th day of August, 2014.
Contract Number: N/A
Contract Date: June 18, 2014
Contractor's Name: Richard May Construction, Inc.
Contractor's Address: 128 Pinon Hill Road, Mammoth Lakes, CA 93546
Description of Work: Wildwood Park Pedestrian Bridge Renovation
Notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State
of California.
The undersigned certifies that he is an officer of the City of Saratoga, that he has read the
foregoing Notice of Acceptance of Completion and knows the contents thereof; and that the same
is true of his own knowledge, except as to those matters which are therein stated on the
information or belief, as to those matters the he believes to be true.
I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of
Saratoga, County of Santa Clara, State of California on September 3, 2014.
CITY OF SARATOGA
BY: ATTEST:
James Lindsay Crystal Bothelio
City Manager City Clerk
Gov. Code 40814
44
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SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: Public Works
PREPARED BY: John Cherbone, Director
SUBJECT: Increase City Manager's Authority for Saratoga Creek Spill Abatement
RECOMMENDED ACTION:
Approve an increase in City Manager's Authority to execute contracts for the Creek Spill
Emergency abatement by an additional $1,700 to a total of$51,700.
BACKGROUND:
At a special Council meeting on June 25th, 2014 the City Council approved a resolution declaring
an emergency due to a spill discovered in Saratoga Creek. The City Council authorized the City
Manager to abate the emergency and execute contracts not exceeding $50,000 in total for the
abatement costs. The actual cost for the abatement work has exceeded the authorized estimated cost
of$50,000 by$1,700. The City Manager therefore needs to have his authority increased to a total of
$51,700 in order for the contractor to be paid in full.
FISCAL STATEMENT:
Funding for the additional $1,700 is available in the Department's Operating Budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City Manager's authority limit will not be increased and the contractor on the project will
not be paid in full.
FOLLOW UP ACTION:
The City Manager will be authorized to execute contracts up to the full cost of the project and the
Contractor will be paid in full.
45
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L
SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: Public Works
PREPARED BY: Rick Torres, Street &Fleet Manager
SUBJECT: Declaration of Surplus Equipment and Authorization of Disposal
RECOMMENDED ACTION:
Move to declare seven pieces of equipment as surplus and authorize their disposal.
BACKGROUND:
Staff proposes to surplus 7 pieces of equipment. The surplus equipment is either not being used
or needs replacement because of age and condition.
Equipment not being used by the City is the 1996 Ingersoll-Rand Air Compressor, 2004 Billy
Goat Leaf Vacuum, and 2001 Turf De Thatcher. These pieces of equipment will not be replaced
and will be eliminated from the City's equipment inventory.
Staff is currently soliciting proposals for replacement of the 1998 Jacobsen Turf Mower, 2003
Ex-Mark Turf Mower, and the 1993 Drum Turf Aerator. The 1991 BOMAG Vibrating Roller
will be traded in to reduce the retail cost of its replacement.
Surplus Item Equipment# Reason Method of disposal
1996 Ingersoll-Rand Compressor N/A Not in use Auction
2004 Billy Goat Leaf Vacuum E017 Not in use Auction
2001 Turf De Thatcher E031 Not in use Auction
1998 Jacobsen Turf Mower E027 Age/Condition Auction
2003 Ex-Mark 60" Turf Mower E000 Age/Condition Auction
1993 Drum turf Aerator E029 Age/Condition Auction
1991 BOMAG Vibration Roller E009 Age/Condition Trade in
FISCAL STATEMENT:
The amount of revenue from the auctioned surplus equipment is uncertain. Funds generated are
allocated to the Equipment Replacement Fund for future replacements. The BOMAG Vibrating
Roller has a trade in value of$1,000.
46
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Equipment will not be declared surplus. Maintenance costs will likely increase and the value of
the unused equipment will continue to decline.
FOLLOW UP ACTION:
Surplus equipment will be sent to auction or traded in.
47
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L
SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: Public Works
PREPARED BY: Rick Torres, Streets &Fleet Manager
SUBJECT: Authorization to Purchase 2015 BOMAG BW120AD Vibrating Roller
RECOMMENDED ACTION:
Authorize the purchase of a 2015 BOMAG Vibrating Roller in the amount of$39,998.75 from
RGW Equipment Sales of Livermore.
BACKGROUND:
The City's current Vibration roller, a 1991 BOMAG 120, was purchased new in 1991. The roller
was scheduled to be replaced in 2011 but was delayed due to budget constraints. It has surpassed
its life cycle and is in poor condition.
The roller is primarily used by the Streets Division for road repair work.
Public Works staff solicited proposals from three authorized BOMAG dealers in California and
the results are as follows:
Dealer Bid Amount
1. RGW Equipment of Livermore, CA $39,992.75
2. Coastline Equipment Company of Oxnard, CA $42,206.25
3. Heavy Equipment Sales of Corona, CA $43,456.25
All proposals include taxes and delivery fees. The existing roller will be traded in for$1,000
which is reflected in the proposals.
FISCAL STATEMENT:
The replacement cost of the roller is budgeted in the current fiscal year.
48
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The purchase would not be authorized. Maintenance costs will likely increase and the value of
the roller will continue to decline.
FOLLOW UP ACTION:
A purchase order will be issued to RGW Equipment of Livermore in the amount of$39,992.75
ATTACHMENTS:
Attachment A—Proposals.
49
City of Saratoga
Request for Proposal
Bomag 120AD-4
July 9,2014
RGW Equipment Sales
550 Greenville Rd
Livermore, CA 94550
To whom it may concern;
The City of Saratoga is requesting proposals for the following equipment:
2015 Bomag Tandem Vibratory Roller model BW120AD-4 with all standard
equipment
• Engine-Kubota D 1703M 34.3 HP Diesel with hour meter
• 47.1 width drums with two(2) scrapers per drum
• Pressurized water system,plastic water tank, water level indicator
• Oscillating articulating center joint
• Canopy for operator
• LED flashing beacon
• All other standard equipment to be included
• Disclose all warranties include with standard model
Please add all fees, delivery charges and taxes to quote. Price should include all other
charges out the door. Please fax bids to 408-868-1278 or e-mail to
ivillalobos ct,saratog_a.ca.us or mail to 19700 Allendale Ave Saratoga Ca 95070. If you
have any question please contact me at 408-868-1206.
Please have proposals submitted by 5:00 PM on Wednesday July 23, 2014
Sincerely,
Jesus Villalobos
Street Maintenance Lead Worker
City of Saratoga
50
RjjWEquipmje " r AED
Sale., Service, Parrm, Renlra/s
5511 Greenville Rnad, Livermore, CA 94550
9,25.60&_2456 FAX 925.606.2492
Date Customer Number
7/9/2014
SALES CONTRACT
YOU ARE AUTHORRED TO ENTER THE ORDER OF AND CAUSE TO BE SHIPPED,WITH WARRANTY OF: i✓ NEW F g0 DAYS r 50-50. r-AS IS
INVOICE TO SHIP TO ADDRESS
Jesus Villalobos
City of Saratoga
CITY,STATE ZIP
19700 Allendale Avenue
CITY,STATE ZIP PHONE FAX
Saratoga, CA 95070 408868-1206 408-868-1278
PURCHASE ORDER NO. SHIP DATE F.O.B. VtA
Saratoga RGW
THE FOLLOWING DESCRIBED EQUIPMENT
CITY PRICE EXTENSION
1 New 2014 Bomag BW 120AD-4 Tandam Vibratory Roller Equipped with all Standard $37,700.00 $37,700.00
Equipment Including:Kubota D1703M 34.3 HP IT4 Diesel,47.1"Width,Pressurized Water
System, Ocsillating Center Joint,Foldable ROPS, LED Flashing Beacon
TRADE-IN EQUIPMENT ISUBTOTAL I $37,700.00
FIRST TRADE
YEAR MAKE MODEL SERIAL NUMBER
USED ALLOWANCE
Bomag BW120AD ID1 -7 cm-'IXA41 1,000.00 4. CASH PRICE 37,700.00
5.SALES TAX @ 8.750% 3,298.75
6.TOTAL COST 40,998.75
7.CASH DOWN PAYMENT
8.TRADE ALLOWANCE 1,000.00
10.TOTAL DOWN PAYMENTS 1,000.00
11. OTHER CHARGES/FEES
12.
Purchaser hereby bargains,sells and conveys unto Seller the above described
trade-in equipment and warrants and certifies it to be free and clear of liens, 13.
encumbrance,and security interests except to the extent shown below.
14. BALANCE DUE 39,998.75
1.TRADE ALLOWANCE 1,oao.00 per Terms 8 Conditions detailed below and an next page
2.LESS AMOUNT OWED TO: M F,cemptlon Certificate Resale Number
3.NET TRADE ALLOWANCE 1,000.00 r'Attached
ADDITIONAL TERMS AND CONDITIONS(see detalls on next page)
SALESPERSON PURCHASER
Warren Hanson
ACCEPTED BY RGW EQUIPMENT BY
MANAGER'S
SIGNATURE
51
805-485-7963 04:35:31 p.m. 07-09-2014 2/4
1G, N awmild a-fGcrtC
�' EquIlament
�
Quote!d: 9986621
Prepared For:
Saratoga City Of
10 A
Prepared By: Bob Wolf
Coastline Equipment Company
1930 Lockwood Street
Oxnard, CA 93036
Tel:805-485-2106
Fax: 805-485-7963
Email: bobw@coastlineequipment.com
Date: 09 July 2014 Offer Expires: 15 September 2414
Confidential
52
805-485-7963 04:36:01 p.m. 07-09-2014 314
� giiipment
Quote Summary
Prepared For: Prepared By:
Saratoga City Of Bob Wolf
19700 Allendale Ave Coastline Equipment Company
Saratoga,CA 95070 1930 Lockwood Street
Business: 408-868-1200 Oxnard,CA 93036
Phone: 805-485-2100
bobw@coastllneequipment.com
QUOTE INCLUDES DELIVERY TO CITY OF SARATO]GA. Quote Id: 9986621
TERMS:NET DUE ON DELIVERY Created On: 09 July 2014
Last Modified On: 09 July 2014
Expiration Date: 15 September 2014
Equipment Summary Selling Price qty Extended
2014 BOMAG BW120AD-4 $39,500.00 X 1 = $39,500.00
Equipment Total $39,500.00
Trade In Summary Qty Each Extended
BOMAG BW120AD 1 $750.00 $750.00
Payoff $0.00
Total Trade Allowance $750.00
Trade In Total $750,00
Quote Summary
Equipment Total $39,500.00
Trade In $(750A0)
SubTotal $38,750.00
State Tax-(8.75%) $3,456.25
Total $42,206.25
Down Payment (0.00)
Rental Applied (0.00)
Balance Due $42,206.25
Salesperson.,X Accepted By:X
53
805-485-7963 04:36:25 p,m, 07-09-2014 414
wit -#VMIV IJCCRC v
;=Equipment
Selling Equipment
Quote Id: 9986621 Customer: SARATOGA CITY OF
2014 BOMAG BW120AD-4
Equipment Notes: Kubota engine Model#D1703-177-ET04 Family#
CKBXL02.2FCD Power:24.3KW/2600 rpm
Hours:
Stock Number: 36971
Code Description Qty
BW120AD-4 Double Drum Roller w/ 1
ROPS, Lights&3
- �0
���� -sem.t
. � .dr1�6�'d � xJ �
83200101 CALIF. DECALS 1
83200103 3"SEAT BELT 1
88000703 WORK LIGHTS 1
88002005 FOLDING ROPS 1
BEACON 1
Freight 1
54
r
BOMRG HE"YEQUIPMENT
FAYAT GROUP SALES
13013 Tervie5Ca1 Oaf 4 ►2�
000"14L1 C°- �2- a03
Equipment Proposal
Customer Details: ]esus Villalobos ate of Quote: 10-July-2014
City of Saratoga
14700 Allendale Ave
Saratoga, CA.
95070
Description: Bomag BW120-AD4
Tandem Vibratory Roller
Tier 4 Interim Kubota Water Cooled Diesel
Hydrostatic Drive on Both Drums
47.2" Wide Drums/27.6"Radius
Single Lever Control
Electric Stark
Lockable Dash Cover
Lateral Sliding and adjustable Seat
Corrossion Free Pressurized Water System
Back Up Alarm
ROPS/FQPS
Centrifugal Force: 10125lbs for both drums
Dual Frequencies
Vibration cutoff rear drum for thin lifts
Beacon
TOTAL MACHINE PRICE (EXCLUDING TAX) $39,500.00
Operating Weight: 5731
Drum Width: 47.2 inches
Centrifugal Force: 10125lbs
Horsepower: 33.8
Engine: Kubota Tier 41
Sub Total $39,500.00
FOB Saratoga,CA. Freight includes delivery
of new and pickup of trade-in. Freight $1,500.00
Tax $3,456.25
Trade in Allowance: $1000 Trade -$1,000.00
Bomag BW 120AD Tier o Balance Due $43.456.25
Note: This Quote is valid for 30 days
Paged6f 2
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SARATOGA CITY COUNCIL
MEETING DATE: September 3, 2014
DEPARTMENT: Community Development
PREPARED BY: Chris Riordan, Senior Planner
SUBJECT: GPA14-0003/General Plan Amendment for 16 parcels on Mount Eden Road
RECOMMENDED ACTION:
1. Conduct a public hearing.
2. Adopt the resolution approving a General Plan Land Use Amendment from Hillside Open
Space to Residential Hillside Conservation for 16 parcels totaling approximately 46 acres
located on Mount Eden Road.
BACKGROUND:
A General Plan Amendment is considered to be any change to the General Plan maps or text. State
law provides that each of the general plan's seven required elements can be amended no more than
four times per calendar year. The update to the General Plan Noise Element has been the only
amendment approved to date for 2014. Proposed amendments for 2014 include the subject project
to amend the Land Use Element. The City Council is scheduled to adopt an update to the Housing
Element later this year.
Within the past two years, the City annexed 16 parcels totaling approximately 46 acres located
south of Mount Eden Road and Edencrest Lane in the vicinity of Villa Oaks Lane. (APN's 503-
09-020,030; 503-10- 003, 005, 006, 007, 029, 044, 067; 503-13-038,138; and 503-80-
002,003,005,007,008). These parcels were included in the August 2012 annexation of Garrod
Farms and the April 2013 annexation of the unincorporated Santa Clara County area known as
STGOL The annexed parcels were pre-zoned Hillside Residential (HR)prior to annexation. This
pre-zoning automatically converted to permanent zoning once the properties were annexed.
The annexed parcels have the Hillside Open Space (OSH) general plan land use designation.
This designation is generally applied to lands located outside the City's boundaries and within
the sphere of influence.
Incorporated properties within the City's western hillsides have a Hillside Conservation (RHC)
general plan land use designation which is consistent with the Hillside Specific Plan. The land
use designation of the 16 properties, all located in the western hills, should be changed from
OSH to RHC. Exhibits illustrating the existing and proposed land use designation are included as
exhibits to the Resolution.
56
The annexation of the Garrod properties included 70 acres to the north of Mount Eden Road
which also has the OSH general plan designation. These properties are zoned Residential Open
Space (ROS). Keeping the OSH general plan land use designation would maintain consistency
with the existing ROS zoning and no amendment to the general plan is proposed for the Garrod
properties.
Initial Study/Negative Declaration of Environmental Impacts
On June 25, 2014, the Planning Commission adopted a resolution approving a Mitigated
Negative Declaration (MND) for the general plan amendment. The MND was circulated for a
20-day public review beginning June 4, 2014.
ADVERTISING,NOTICING AND PUBLIC CONTACT:
A notice of the public hearing on this agenda item was published in the Saratoga News. Pursuant
to Government Code 54954.2, this item was properly posted as a City Council agenda item and
was included in the packet made available on the City's website in advance of the meeting. A
copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in
advance of the Council meeting.
ATTACHMENT:
Resolution
57
RESOLUTION NO: 14-
A RESOLUTION AMENDING THE LAND USE MAP OF THE CITY OF SARATOGA BY
CHANGING THE LAND USE DESIGNATION OF 16 PARCELS OF LAND TOTALING
APPROXIMATLEY 46 ACRES FROM HILLSIDE OPEN SPACE TO
RESIDENTIAL HILLSIDE CONSERVATION
WHEREAS, the City Council authorized the acquisition of 46 acres of real property
hereafter referred to as `the territory', which included APN's 503-09-020,030; 503-10- 003, 005,
006, 007, 029, 044, 067; 503-13-038,138; and 503-80-002,003,005,007,008 from the County of
Santa Clara.
WHEREAS, the territory was pre-zoned Hillside Residential (HR) and this pre-zoning
was converted to permanent zoning once the properties were annexed.
WHEREAS, the territory has an existing General Plan Land Use designation of Hillside
Open Space (OS-H). This designation is reserved for those areas located outside Saratoga's
boundaries but within the City's Sphere of Influence.
WHEREAS, all incorporated properties within the City's western hillsides have a
Residential Hillside Conservation (RHC) general plan land use designation which is consistent
with the Hillside Specific Plan. The land use designation should be changed from OSH to RHC.
WHEREAS, on June 25, 2014, the Planning Commission adopted a resolution approving
a Mitigated Negative Declaration (MND) and recommending that the City Council approve the
proposed change to the land use designation of the subject properties from OSH to RHC.
WHEREAS, the City Council has conducted a duly noticed Public Hearing on
September 3, 2014 at which all interested parties were given full opportunity to be heard and to
present evidence.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby amend
the City's General Plan Land Use Map to designate 16 parcels with APN's 503-09-020,030; 503-
10-003,005,006,007,029,044,067; 503-13-038,138; and 503-80-002,003,005,007 from Hillside
Open Space (OS-H) as depicted on Exhibit 1 to Residential Hillside Conservation (RHC) as
depicted on Exhibit 2.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Saratoga held
on the 3rd day of September 2014 by the following vote
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
58
SIGNED: ATTEST:
EMILY LO CRYSTAL BOTHELIO
MAYOR CITY CLERK
Saratoga, California Saratoga, California
APPROVED AS TO FORM:
RICHARD TAYLOR
CITY ATTORNEY
Saratoga, California
Attachments:
Exhibit 1 —Existing General Plan Designation
Exhibit 2—Proposed General Plan Designation
59
n Amendment
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■u■�City Limits OS-H (Hillside Open Space)
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Exhibit 1
60
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Proposed General Plan
61 Exhibit 2
1 u �A.�.J
L
SARATOGA CITY COUNCIL
` �CIFOik"�
MEETING DATE: September 3, 2014
DEPARTMENT: Public Works
PREPARED BY: John Cherbone, Public Works Director
SUBJECT: Quarry Park Phase 1 - Design Contract
RECOMMENDED ACTIONS:
1. Authorize the City Manager to enter into Independent Contractor Agreement with
Placeworks for Quarry Park Phase 1 design services in the amount of$93,105.
2. Authorize the City Manager to approve unanticipated additional costs up to 10% of the
contract amount($9,310) as a project contingency.
BACKGROUND:
In 2011, the City purchased a 64-acre site located on State Route 9 (Congress Springs Lane)
from Santa Clara County Roads and Airports Department with joint funding from Santa Clara
County Parks Department(County) and Midpeninsula Regional Open Space District(District).
A Conservation Easement has been recorded over the entire property to assure the property will
be retained as a natural scenic and open space area by restricting the use of the property to
activities involving recreation such as hiking,picnicking, enjoyment of views, restoration, and
other related uses.
The City as owner is responsible for the development of a Master Plan for the Property.
Beginning in July 2013, the City's Parks and Recreation Commission(PRC)hosted several
community workshops to engage the community to help develop a park that promotes public
access, recreation, and encourage resource protection. Based on public input during these
community meetings, the Master Plan was created and, on June 4th, approved by the Council.
The approved Master Plan Project includes hiking trails, a boardwalk trail, picnic areas, staging
areas,parking,recreational facilities, event space, a grassy meadow as well as the
implementation of measures to achieve habitat restoration and historic preservation goals.
Additionally, the proposed Project would allow for the City to increase its acreage of open and
recreational space and eventually provide a connection to the existing Skyline-to-the Sea trail.
Proposed improvements described in the Master Plan are to be built in phases. Project phasing
and prioritization was based on the public input received during the community meetings.
62
Phase I improvements include the following components:
• Gravel Staging Area for approximately 50 vehicles with minor improvements to provide
visitor comforts and to ensure proper drainage. It is anticipated that a bioswale will be
constructed around the northern perimeter of the parking area to capture stormwater and
treat it prior to reaching Saratoga Creek.
• The welcome station, located to the west of the loading structure, includes an
informational kiosk and sufficient seating opportunities, along with restroom facilities
(composting toilets), a drinking fountain, and bicycle parking.
• Initial Trail Network consisting of 0.8 miles of trail, primarily located on existing roads.
Improvements and realignments are anticipated to ensure proper drainage and desirable
trail experiences.
• Habitat Restoration will generally be limited to planting native trees and shrubs to buffer
the parking area from the Saratoga Creek corridor.
• Signage will include an entrance sign on Route 9, and an information kiosk. Hazard signs
will also be installed at steep drop offs and tunnels. It is anticipated that 15 directional
and/or `do not enter' signs will be installed at key locations throughout the trail network.
• Historic Picnic Area Improvements will be conducted as part of Phase 1 improvements.
The extent of improvements will be determined based on the cost of improvements and
available budget, but may include improvements/restoration of site furniture, stone walls
and steps, and barbeque pits as well as event space improvements.
Attached is the independent contractor agreement with Placeworks, the consulting company who
also prepared the Master Plan and associated environmental documents. Placeworks' team has
in-depth understanding of the Quarry Park's existing conditions and long-term vision as
established by the Master Plan. They provided excellent services during the Master Plan
development.
The scope of work in the agreement includes all necessary preparation work such as topographic
survey,preparation of the base map and geotechnical investigation and report. It also includes
construction plans, details and specifications, assistance during the construction bidding process
and oversight during Phase 1 construction.
There is sufficient funding in the Quarry Park Capital Improvement Plan for the design services.
Therefore it is recommended that City Council approve the professional services agreement with
Placeworks in the amount of$93,105 and authorize staff to execute change orders up to $9,310
to cover any unforeseen circumstances and address additional work, which may arise during the
course of the project.
FISCAL STATEMENT:
Funding for Phase 1 design is included in the approved CIP budget.
63
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The construction documents would not be prepared and the project could be delayed.
FOLLOW UP ACTION:
The contract will be executed and the design work will be initiated.
ATTACHMENTS:
1. Phase 1 Improvements
2. Independent Contractor Agreement
64
Phase 1
■ Staging Area
- ? -
F4RVRETRAIL _
CONNECTION A, FUTURE TRAIL �
ACROSS ROUTE 3 •�A';" .. CONNECTION 41
(LOCATION.: TO SARATOGA tl LL4GE
T•J RF OETER•�'JE-'.; r s. r 1
- J (LOCATRON IS
1D BE DETERMINED) }
■ Trails (0.8 miles)
■ Lower Terrace
FUTURE TRAIL
CONNECTION
"(1 HAKpNE GARDEN
f — (LOCATION f5
BE DETERMINED)
■ Renovation of
Historic Picnic Area TIJTLEE`
SARATOSA-T4-THE
5EA
I XL CONNECTION
{IL'JCpA'TION 6
Y�EE DETERMINED)
■ "Scenic Overlook"
LEGEND
Phase 1
Phase 2 scafelEeex) [\jTf1
Phase 3
■ Signage and site
furnishings
w 4
Saratoga Quarry
-
Y
4.
l
Park Master Plan
Quarry Park Phase I Design Project
CITY OF SARATOGA
STANDARD
INDEPENDENT CONTRACTOR AGREEMENT
THIS AGREEMENT is made at Saratoga, California by and between the CITY
OF SARATOGA, a municipal corporation ("City"), and Placeworks
("Contractor"), who agree as follows:
RECITALS
WHEREAS, City requires the services of a qualified contractor to provide the
work product described in Exhibit A of this Agreement; and
WHEREAS, City lacks the qualified personnel to provide the specified work
product; and
WHEREAS, Contractor is duly qualified to provide the required work
product; and
WHEREAS, Contractor is agreeable to providing such work product on the
terms and conditions hereinafter set forth.
NOW THEREFORE, the parties hereto agree as follows:
1. RESULTS TO BE ACHIEVED Subject to the terms and conditions
set forth in this Agreement, Contractor shall provide to City the work
product described in Exhibit A ("Scope of Work"). Contractor is not
authorized to undertake any efforts or incur any costs whatsoever under the
terms of this Agreement until receipt of a fully executed Purchase Order
from the Finance Department of the City of Saratoga.
2. TERM The term of this Agreement commences on September
15, 2014 and extends through September 15, 2016 or the completion of
the project, whichever occurs first, unless it is extended by written mutual
agreement between the parties, provided that the parties retain the right to
terminate this Agreement as provided in Exhibit D at all times.
3. PAYMENT City shall pay Contractor for work product produced
pursuant to this Agreement at the time and in the manner set forth in
Exhibit B ("Payment"). The payments specified in Exhibit B shall be the only
payments to be made to Contractor in connection with Contractor's
completion of the Scope of Work pursuant to this Agreement. Contractor
City of Saratoga Independent Contractor Agreement 66 Page 1 of 21
Quarry Park Phase I Design Project
shall submit all billings to City in the manner specified in Exhibit B; or, if no
manner is specified in Exhibit B, then according to the usual and customary
procedures and practices which Contractor uses for billing clients similar to
City.
4. FACILITIES AND EQUIPMENT Except as set forth in Exhibit C
("Facilities and Equipment"), Contractor shall, at its sole cost and expense,
furnish all facilities and equipment, which may be required for completing
the Scope of Work pursuant to this Agreement. City shall furnish to
Contractor only the facilities and equipment listed in Exhibit C according to
the terms and conditions set forth in Exhibit C.
5. GENERAL PROVISIONS City and Contractor agree to and shall
abide by the general provisions set forth in Exhibit D ("General Provisions").
In the event of any inconsistency between said general provisions and any
other terms or conditions of this Agreement, the other term or condition
shall control insofar as it is inconsistent with the General Provisions.
6. EXHIBITS All exhibits referred to in this Agreement are attached
hereto and are by this reference incorporated herein and made a part of this
Agreement.
7. CONTRACT ADMINISTRATION This Agreement shall be
administered on behalf of City by John Cherbone, Director of Public Works
("Administrator"). The Administrator has complete authority to receive
information, interpret and define City's policies consistent with this
Agreement, and communicate with Contractor concerning this Agreement.
All correspondence and other communications shall be directed to or
through the Administrator or his or her designee.
8. NOTICES All notices or communication concerning a party's
compliance with the terms of this Agreement shall be in writing and may be
given either personally, by certified mail, return receipt requested, or by
overnight express carrier. The notice shall be deemed to have been given
and received on the date delivered in person or the date upon which the
postal authority or overnight express carrier indicates that the mailing was
delivered to the address of the receiving Party. The Parties shall make good
faith efforts to provide advance courtesy notice of any notices or
communications hereunder via telefacsimile. However, under no
circumstances shall such courtesy notice satisfy the notice requirements set
forth above; nor shall lack of such courtesy notice affect the validity of
service pursuant to the notice requirement set forth above. Any Party
hereto, by giving ten (10) days written notice to the other, may designate any
City of Saratoga Independent Contractor Agreement 67 Page 2 of 21
Quarry Park Phase I Design Project
other address as substitution of the address to which the notice or
communication shall be given. Notices or communications shall be given to
the Parties at the addresses set forth below until specified otherwise in
writing:
Notices to Contractor shall be sent to:
Attn: Christine Wilson
Placeworks 1
1625 Shattuck Avenue
Suite 300
Berkeley, CA 94709
1-510-848-3815
Notices to City shall be sent to:
John Cherbone
Director
Public Works Department
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
With a copy (which copy shall not constitute notice) to:
City Clerk
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
9. ENTIRE AGREEMENT This Agreement supersedes any and all
agreements, either oral or written, between the parties hereto with respect to
Contractor's completion of the Scope of Work on behalf of City and contains
all of the covenants and agreements between the parties with respect to the
rendering of such services in any manner whatsoever. Each party to this
Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone
acting on behalf of any party, which are not embodied herein, and that no
other agreement, statement or promise not contained in this Agreement
shall be valid or binding. No amendment, alteration, or variation of the
terms of this Agreement shall be valid unless made in writing and signed by
the parties hereto.
City of Saratoga Independent Contractor Agreement 68 Page 3 of 21
Quarry Park Phase I Design Project
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CONTRACTOR:
By: Date:
Print Name:
Position:
CITY OF SARATOGA, a municipal corporation
By: Date:
Name: James Lindsay
Title: City Manager
APPROVED AS TO FORM:
By: Date:
City Attorney
Attachments
Exhibit A -- Scope of Work
Exhibit B -- Contract Payment and Reporting Schedule
Exhibit C -- Facilities and Equipment
Exhibit D -- General Provisions
Exhibit E -- Insurance Requirements
Exhibit F -- Contractor's Proposal dated August 14, 2014
City of Saratoga Independent Contractor Agreement 69 Page 4 of 21
Quarry Park Phase I Design Project
EXHIBIT A
SCOPE OF WORK
Upon request of the Public Works Director or his or her designee, the
Contractor shall provide services for the Quarry Park Phase 1 Design as
detailed in the Contractor's Proposal dated August 14, 2014, attached as
Exhibit F to this Agreement.
City of Saratoga Independent Contractor Agreement Page 5 of 21
Exhibit A—Scope of Work
70
Quarry Park Phase I Design Project
EXHIBIT B
PAYMENT
1. TOTAL COMPENSATION .
City shall pay Contractor at the rates set forth on pages 6 and 7 of the
Contractor's Proposal dated August 14, 2014, attached as Exhibit F to this
Agreement. The total compensation (including equipment, supply, and
expense costs) pursuant to Exhibit A - Scope of Work of this Agreement
shall not exceed Ninety Three Thousand and One Hundred and Five
Dollars ($93,105)
2. INVOICES
Contractor shall submit invoices, not more often than once a month during
the term of this Agreement, based on the cost for work performed prior to
the invoice date. Hourly Rates schedule is shown on Exhibit B-1. Invoices
shall be sent to the City no later than the 15th of the month following the
month term being invoiced for. Invoices shall contain the following
information:
i. Serial identifications of bills for each applicant/project,
i.e. Invoice No.l on each individual invoice sheet.
ii. The beginning and ending dates of the billing period on
each individual invoice sheet.
iii. A summary cover sheet containing the total contract
amount, the amount of prior billings, the total due this
period, and the remaining balance available for all
remaining billing periods.
3. MONTHLY PAYMENTS
City shall make monthly payments, based on such invoices, for satisfactory
progress in completion of the Scope of Work.
4. REIMBURSABLE EXPENSES
There shall be no right to reimbursement of expenses incurred by
Contractor except as specified in Exhibit A to this Agreement.
City of Saratoga Independent Contractor Agreement Page 6 of 21
Exhibit B—Payment
71
Quarry Park Phase I Design Project
EXHIBIT C
FACILITIES AND EQUIPMENT
City shall furnish physical facilities such as desks, filing cabinets,
and conference space, as may be reasonably necessary for Contractor's use
while consulting with City employees and reviewing records and the
information in possession of City. The location, quantity, and time of
furnishing said physical facilities shall be in the sole discretion of City. In
no event shall City be obligated to furnish any facility which may involve
incurring any direct expense, including, but not limiting the generality of
this exclusion, long-distance telephone or other communication charges,
vehicles, and reproduction facilities. Contractor shall not use such services,
premises, facilities, supplies or equipment for any purpose other than in the
performance of Contractor's obligations under this Agreement.
City of Saratoga Independent Contractor Agreement Page 7 of 21
Exhibit C—Facilities and Equipment
72
Quarry Park Phase I Design Project
EXHIBIT D
GENERAL PROVISIONS
1. INDEPENDENT CONTRACTOR At all times during the term of
this Agreement, Contractor shall be an independent contractor and shall
not be an employee of City. Contractor shall complete the Scope of
Work hereunder in accordance with currently approved methods and
practices in Contractor's field. City shall have the right to control
Contractor only with respect to specifying the results to be obtained
from Contractor pursuant to this Agreement. City shall not have the
right to control the means by which Contractor accomplishes services
rendered pursuant to this Agreement. Likewise, no relationship of
employer and employee is created by this Agreement between the City and
Contractor or any subcontractor or employee of Contractor. Nothing
contained in this Agreement shall be construed as limiting the right
of Contractor to engage in Contractor profession separate and apart
from this Agreement so long as such activities do not interfere or
conflict with the performance by Contractor of the obligations set forth
in this Agreement. Interference or conflict will be determined at the
sole discretion of the City.
2. STANDARD OF PERFORMANCE Contractor shall
complete the Scope of Work required pursuant to this Agreement in the
manner and according to the standards observed by a competent
practitioner of the profession in which Contractor is engaged in the
geographical area in which Contractor practices its profession. All work
product of whatsoever nature which Contractor delivers to City pursuant to
this Agreement shall be prepared in a substantial, first class and
workmanlike manner and conform to the standards of quality normally
observed by a person practicing in Contractor's profession.
3. TIME Contractor shall devote such time to the Scope of Work
pursuant to this Agreement as may be reasonably necessary for satisfactory
performance of Contractor's obligations pursuant to this Agreement.
4. CONTRACTOR NO AGENT Except as City may specify in writing,
Contractor shall have no authority, express or implied, to act on behalf of
City in any capacity whatsoever as an agent. Contractor shall have no
authority, express or implied, pursuant to this Agreement to bind City to
any obligation whatsoever.
5. BENEFITS AND TAXES Contractor shall not have any
claim under this Agreement or otherwise against City for seniority,
City of Saratoga Independent Contractor Agreement Page 8 of 21
Exhibit D—General Provisions
73
Quarry Park Phase I Design Project
vacation time, vacation pay, sick leave, personal time off, overtime,
health insurance, medical care, hospital care, insurance benefits,
social security, disability, unemployment, workers compensation or
employee benefits of any kind. Contractor shall be solely liable for and
obligated to pay directly all applicable taxes, including, but not limited
to, federal and state income taxes, and in connection therewith
Contractor shall indemnify and hold City harmless from any and all
liability that City may incur because of Contractor's failure to pay
such taxes. City shall have no obligation whatsoever to pay or
withhold any taxes on behalf of Contractor.
6. ASSIGNMENT PROHIBITED No party to this Agreement may
assign any right or obligation pursuant to this Agreement. Any attempted or
purported assignment of any right or obligation pursuant to this Agreement
shall be void and of no effect. However, with the consent of the City given in
writing, Contractor is entitled to subcontract such portions of the work to be
performed under this Agreement as may be specified by City.
7. PERSONNEL
a. Qualifications. Contractor shall assign only competent personnel
to complete the Scope of Work pursuant to this Agreement. In the
event that City, in its sole discretion, at any time during the term
of this Agreement, desires the removal of any such persons,
Contractor shall, immediately upon receiving notice from city of
such desire of City, cause the removal of such person or persons.
b. Employment Eligibility. Contractor shall ensure that all
employees of Contractor and any subcontractor retained by
Contractor in connection with this Agreement have provided the
necessary documentation to establish identity and employment
eligibility as required by the Immigration Reform and Control Act
of 1986. Failure to provide the necessary documentation will
result in the termination of the Agreement as required by the
Immigration Reform and Control Act of 1986.
c. Prevailing Wages. This is a public works contract within the
meaning of Part 7 of Division 2 of the California Labor Code
(Sections 1720 et seq.). In accordance with California Labor Code
Section 1771, all contractors and subcontractors on this public
work project shall pay not less than current prevailing wage rates
as determined by the California Department of Industrial Relations
("DIR"). Pursuant to Section 1773 of the California Labor Code, the
City has obtained the general prevailing rate of wages and
employer payments for health and welfare, vacation, pension and
similar purposes in the City of Saratoga, a copy of which is on file
City of Saratoga Independent Contractor Agreement Page 9 of 21
Exhibit D—General Provisions
74
Quarry Park Phase I Design Project
at 13777 Fruitvale Avenue, Saratoga, California at the office of the
Public Works Director, and shall be made available for viewing to
any interested party upon request.
8. CONFLICT OF INTEREST
a. In General. Contractor represents and warrants that, to the best
of the Contractor's knowledge and belief, there are no relevant
facts or circumstances which could give rise to a conflict of
interest on the part of Contractor, or that the Contractor has
already disclosed all such relevant information.
b. Subsequent Conflict of Interest. Contractor agrees that if an
actual or potential conflict of interest on the part of Contractor is
discovered after award, the Contractor will make a full disclosure
in writing to the City. This disclosure shall include a description
of actions, which the Contractor has taken or proposes to take,
after consultation with the City to avoid, mitigate, or neutralize the
actual or potential conflict. Within 45 days, the Contractor shall
have taken all necessary steps to avoid, mitigate, or neutralize the
conflict of interest to the satisfaction of the City.
c. Interests of City Officers and Staff. No officer, member or
employee of City and no member of the City Council shall have any
pecuniary interest, direct or indirect, in this Agreement or the
proceeds thereof. Neither Contractor nor any member of any
Contractor's family shall serve on any City board or committee or
hold any such position which either by rule, practice or action
nominates, recommends, or supervises Contractor's operations or
authorizes funding to Contractor.
9. COMPLIANCE WITH LAWS
a. In General. Contractor shall take reasonable care to observe and
comply with all laws, policies, general rules and regulations
established by City and shall comply with the common law and all
laws, ordinances, codes and regulations of governmental agencies,
(including federal, state, municipal and local governing bodies)
applicable to the performance of the Scope of Work hereunder,
including, but not limited to, all provisions of the Occupational
Safety and Health Act of 1979 as amended.
b. Licenses and Permits. Contractor represents and warrants to
City that it has all licenses, permits, qualifications and approvals
of whatsoever nature which are legally required for Contractor to
practice its profession. Contractor represents and warrants to City
City of Saratoga Independent Contractor Agreement Page 10 of 21
Exhibit D—General Provisions
75
Quarry Park Phase I Design Project
that Contractor shall, at its sole cost and expense, keep in effect at
all times during the term of this Agreement any licenses, permits,
and approvals which are legally required for Contractor to practice
its profession. In addition to the foregoing, Contractor shall obtain
and maintain during the term hereof a valid City of Saratoga
Business License.
c. Funding Agency Requirements. To the extent that this
Agreement may be funded by fiscal assistance from another entity,
Contractor shall comply with all applicable rules and regulations
to which City is bound by the terms of such fiscal assistance
program.
d. Drug-free Workplace. Contractor and Contractor's employees and
subcontractors shall comply with the City's policy of maintaining a
drug-free workplace. Neither Contractor nor Contractor's
employees and subcontractors shall unlawfully manufacture,
distribute, dispense, possess or use controlled substances, as
defined in 21 U.S. Code Section 812, including marijuana, heroin,
cocaine, and amphetamines, at any facility, premises or worksite
used in any manner in connection with performing services
pursuant to this Agreement. If Contractor or any employee or
subcontractor of Contractor is convicted or pleads nolo contendere
to a criminal drug statute violation occurring at such a facility,
premises, or worksite, the Contractor, within five days thereafter,
shall notify the City.
e. Discrimination Prohibited. Contractor assures and agrees that
Contractor will comply with Title VII of the Civil Rights Act of 1964
and other laws prohibiting discrimination and that no person
shall, on the grounds of race, creed, color, disability, sex, sexual
orientation, national origin, age, religion, Vietnam era veteran's
status, political affiliation, or any other non-merit factors be
excluded from participating in, be denied the benefits of, or be
otherwise subjected to discrimination under this Agreement.
10. DOCUMENTS AND RECORDS
a. Property of City. All reports, data, maps, models, charts,
studies, surveys, photographs, memoranda or other written
documents or materials prepared by Contractor pursuant to this
Agreement shall become the property of City upon completion of
the work to be performed hereunder or upon termination of this
Agreement.
b. Retention of Records. Until the expiration of five years after the
furnishing of any services pursuant to this Agreement, Contractor
City of Saratoga Independent Contractor Agreement Page 11 of 21
Exhibit D—General Provisions
76
Quarry Park Phase I Design Project
shall retain and make available to the City or any party designated
by the City, upon written request by City, this Agreement, and
such books, documents and records of Contractor (and any books,
documents, and records of any subcontractor(s)) that are
necessary or convenient for audit purposes to certify the nature
and extent of the reasonable cost of services to City.
c. Use of Recycled Products. Contractor shall prepare and submit
all reports, written studies and other printed material on recycled
paper to the extent it is available at equal or less cost than virgin
paper.
d. Professional Seal. Where applicable in the determination of the
contract administrator, the first page of a technical report, first
page of design specifications, and each page of construction
drawings shall be stamped/sealed and signed by the licensed
professional responsible for the report/design preparation. The
stamp/seal shall be in a block entitled "Seal
and Signature of Registered Professional with report/design
responsibility" as per the sample below.
Seal and Signature of Registered Professional
with report/design responsibility.
11. CONFIDENTIAL INFORMATION Contractor shall hold any
confidential information received from City in the course of performing this
Agreement in trust and confidence and will not reveal such confidential
information to any person or entity, either during the term of the Agreement
or at any time thereafter. Upon expiration of this Agreement, or termination
as provided herein, Contractor shall return materials which contain any
confidential information to City. Contractor may keep one copy for its
confidential file. For purposes of this paragraph, confidential information is
defined as all information disclosed to Contractor which relates to City's
past, present, and future activities, as well as activities under this
Agreement, which information is not otherwise of public record under
California law.
12. RESPONSIBILITY OF CONTRACTOR Contractor shall take all
responsibility for the work, shall bear all losses and damages directly or
City of Saratoga Independent Contractor Agreement Page 12 of 21
Exhibit D—General Provisions
77
Quarry Park Phase I Design Project
indirectly resulting to Contractor, to any subcontractor, to the City, to City
officers and employees, or to parties designated by the City, on account of
the performance or character of the work, unforeseen difficulties, accidents,
occurrences or other causes to the extent predicated on active or passive
negligence of the Contractor or of any subcontractor.
13. INDEMNIFICATION Contractor and City agree that City, its
employees, agents and officials shall, be fully protected from any loss,
injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs,
defense costs, court costs or any other cost to the extent arising out of or in
any way related to the negligent performance of this Agreement.
Accordingly, the provisions of this indemnity provision are intended by the
parties to be interpreted and construed to provide the fullest protection
possible under the law to the City. Contractor acknowledges that City
would not enter into this agreement in the absence of the commitment of
Contractor to indemnify and protect City as set forth below.
a. Indemnity. To the fullest extent permitted by law, Contractor
shall defend, indemnify and hold harmless City, its employees, agents
and officials, from any liability, claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs (including, without limitation, costs and fees
of litigation) of any kind whatsoever without restriction or limitation,
incurred in relation to, as a consequence of or arising out of or in any
way attributable actually, allegedly or impliedly, in whole or in part, to
the performance of this Agreement. All obligations under this
provision are to be paid by Contractor as they are incurred by the
City.
b. Limitation on Indemnity. Without affecting the rights of City under
any provision of this agreement or this section, Contractor shall not
be required to defend, indemnify and hold harmless City as set forth
above for liability attributable to the active negligence, sole negligence,
or willful misconduct of City, provided such active negligence, sole
negligence, or willful misconduct is determined by agreement between
the parties or the findings of a court of competent jurisdiction.
c. Scope of Contractor Obligation. The obligations of Contractor under
this or any other provision of this Agreement will not be limited by the
provisions of any workers' compensation act or similar act.
Contractor expressly waives its statutory immunity under such
statutes or laws as to City, its employees and officials.
d. Subcontractors. Contractor agrees to obtain executed indemnity
agreements with provisions identical to those set forth here in this
section from each and every subcontractor, sub tier contractor or any
other person or entity involved by, for, with or on behalf of Contractor
City of Saratoga Independent Contractor Agreement Page 13 of 21
Exhibit D—General Provisions
78
Quarry Park Phase I Design Project
in the performance or subject matter of this Agreement. In the event
Contractor fails to obtain such indemnity obligations from others as
required here, Contractor agrees to be fully responsible according to
the terms of this section.
e. In General. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in no
way act as a waiver of any rights hereunder. This obligation to
indemnify and defend City as set forth herein is binding on the
successors, assigns, or heirs of Contractor and shall survive the
termination of this agreement or this section. For purposes of Section
2782 of the Civil Code the parties hereto recognize and agree that this
Agreement is not a construction contract. By execution of this
Agreement, Contractor acknowledges and agrees that it has read and
understands the provisions hereof and that this paragraph is a
material element of consideration. City approval of the insurance
contracts required by this Agreement does not relieve the Contractor
or subcontractors from liability under this paragraph.
14. INSURANCE REQUIREMENTS Contractor shall procure and
maintain for the duration of the contract insurance as set forth in Exhibit E.
The cost of such insurance shall be included in the Contractor's bid.
15. DEFAULT AND REMEDIES
a. Events of default. Each of the following shall constitute an event
of default hereunder:
1. Failure to perform any obligation under this Agreement and
failure to cure such breach immediately upon receiving notice
of such breach, if the breach is such that the City determines
the health, welfare, or safety of the public is immediately
endangered; or
2. Failure to perform any obligation under this Agreement and
failure to cure such breach within fifteen (15) days of receiving
notice of such breach, if the breach is such that the City
determines that the health, welfare, or safety of the public is
not immediately endangered, provided that if the nature of the
breach is such that the City determines it will reasonably
require more than fifteen (15) days to cure, Contractor shall not
be in default if Contractor promptly commences the cure and
diligently proceeds to completion of the cure.
b. Remedies upon default. Upon any Contractor default, City shall
have the right to immediately suspend or terminate the Agreement,
City of Saratoga Independent Contractor Agreement Page 14 of 21
Exhibit D—General Provisions
79
Quarry Park Phase I Design Project
seek specific performance or contract with another party to
perform this Agreement.
c. No Waiver. Failure by City to seek any remedy for any default
hereunder shall not constitute a waiver of any other rights
hereunder or any right to seek any remedy for any subsequent
default.
16. TERMINATION Either party may terminate this Agreement with or
without cause by providing 10 days notice in writing to the other party. The
City may terminate this Agreement at any time without prior notice in the
event that Contractor commits a material breach of the terms of this
Agreement. Upon termination, this Agreement shall become of no further
force or affect whatsoever and each of the parties hereto shall be relieved
and discharged here-from, subject to payment for acceptable services
rendered prior to the expiration of the notice of termination.
Notwithstanding the foregoing, the provisions of this Agreement concerning
retention of records, City's rights to material produced, confidential
information, Contractor's responsibility, indemnification, insurance, dispute
resolution, litigation, and jurisdiction and severability shall survive
termination of this Agreement.
17. DISPUTE RESOLUTION The parties shall make a good faith effort to
settle any dispute or claim arising under this Agreement. If the parties fail
to resolve such disputes or claims, they shall submit them to non-binding
mediation in California at shared expense of the parties for at least 8 hours
of mediation. If mediation does not arrive at a satisfactory result,
arbitration, if agreed to by all parties, or litigation may be pursued. In the
event any dispute resolution processes are involved, each party shall bear
its own costs and attorneys fees.
18. LITIGATION If any litigation is commenced between parties to
this agreement concerning any provision hereof or the rights and duties of
any person in relation thereto, each party shall bear its own attorneys' fees
and costs.
19. JURISDICTION AND SEVERABILITY This Agreement shall be
administered and interpreted under the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be in that state
and venue shall be in Santa Clara County, California. If any part of this
Agreement is found to conflict with applicable laws, such part shall be
inoperative, null and void insofar as it conflicts with said laws, but the
remainder of this Agreement shall be in full force and effect.
City of Saratoga Independent Contractor Agreement Page 15 of 21
Exhibit D—General Provisions
80
Quarry Park Phase I Design Project
20. NOTICE OF NON-RENEWAL Contractor understands and agrees
that there is no representation, implication, or understanding that the City
will request that work product provided by Contractor under this Agreement
be supplemented or continued by Contractor under a new agreement
following expiration or termination of this Agreement. Contractor waives all
rights or claims to notice or hearing respecting any failure by City to
continue to request or retain all or any portion of the work product from
Contractor following the expiration or termination of this Agreement.
21. PARTIES IN INTEREST This Agreement is entered only for the
benefit of the parties executing this Agreement and not for the benefit of any
other individual, entity or person.
22. WAIVER Neither the acceptance of work or payment for work
pursuant to this Agreement shall constitute a waiver of any rights or
obligations arising under this Agreement. The failure by the City to enforce
any of Contractor's obligations or to exercise City's rights shall in no event
be deemed a waiver of the right to do so thereafter.
City of Saratoga Independent Contractor Agreement Page 16 of 21
Exhibit D—General Provisions
81
Quarry Park Phase I Design Project
EXHIBIT E
INSURANCE
Please refer to the insurance requirements listed below. Those that have an
"X" indicated in the space before the requirement apply to Contractor's
Agreement (ignore any not checked).
Contractor shall provide its insurance broker(s)/agent(s) with a copy of
these requirements and request that they provide Certificates of Insurance
complete with copies of all required endorsements to: Administrative
Services Officer, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA
95070.
Contractor shall furnish City with copies of original endorsements affecting
coverage required by this Exhibit E. The endorsements are to be signed by a
person authorized by that insurer to bind coverage on its behalf. All
endorsements and certificates are to be received and approved by City before
work commences. City has the right to require Contractor's insurer to
provide complete, certified copies of all required insurance policies,
including endorsements affecting the coverage required by these
specifications.
X Commercial General/Business Liability Insurance with coverage as
indicated:
X $2,000,000 per occurrence/$2,000,000 aggregate limits for
bodily injury and property damage
$ per occurrence bodily injury/$ per
occurrence property damage
Coverage for X, C, U hazards MUST be evidenced on the
Certificate of Insurance
If the standard ISO Form wording for "OTHER INSURANCE", or
other comparable wording, is not contained in Contractor's
liability insurance policy, an endorsement must be provided
that said insurance will be primary insurance and any
insurance or self-insurance maintained by City, its officers,
employees, agents or volunteers shall be in excess of
Contractor's insurance and shall not contribute to it.
X Auto Liability Insurance with coverage as indicated:
X $2,000,000 combined single limit for bodily injury and property
damage
City of Saratoga Independent Contractor Agreement Page 17 of 21
Exhibit E-Insurance
82
Quarry Park Phase I Design Project
$ per person/$ per accident for bodily
injury
$ per occurrence for property damage
$ 500,000 combined single limit for bodily injury and property
damage
Garage keepers extra liability endorsement to extend coverage
to all vehicles in the care, custody and control of the
Contractor, regardless of where the vehicles are kept or driven.
X Professional/Errors and Omissions Liability with coverage as
indicated:
X $1,000,000 per loss/ $2,000,000 aggregate
$5,000,000 per loss/ $5,000,000 aggregate
Contractor must maintain Professional/Errors & Omissions Liability
coverage for a period of three years after the expiration of this
Agreement. Contractor may satisfy this requirement by renewal of
existing coverage or purchase of either prior acts or tail coverage
applicable to said three-year period.
X Workers' Compensation Insurance
X Including minimum $1,000,000 Employer's Liability
The Employer's Liability policy shall be endorsed to waive any right of
subrogation as respects the City, its employees or agents.
The Contractor makes the following certification, required by section 1861 of
the California Labor Code:
I am aware of the provisions of Section 3700 of the Labor Code which
require every employer to be insured against liability for workers'
compensation or to undertake self-insurance in accordance with the
provisions of that code, and I will comply with such provisions before
commencing the performance of the work of this contract
X Additional Insured Endorsement(s) for Commercial General/Business
Liability coverage naming the City of Saratoga, its officers, employees
and agents as additional insured.
(NOTE: additional insured language on the Certificate of Insurance is
NOT acceptable without a separate endorsement such as Form CG 20
10)
City of Saratoga Independent Contractor Agreement Page 18 of 21
Exhibit E-Insurance
83
Quarry Park Phase I Design Project
X The Certificate of Insurance MUST provide 30 days notice of
cancellation, (10 days notice for non-payment of premium). NOTE: the
following words must be crossed out or deleted from the standard
cancellation clause: ". . . endeavor to . . ." AND ". . . but failure to
mail such notice shall impose no obligation or liability of any kind
upon the company, its agents or representatives."
All subcontractors used must comply with the above requirements
except as noted below:
As to all of the checked insurance requirements above, the following shall
apply:
a. Deductibles and Self-Insured Retentions. Any deductibles or
self-insured retentions must be declared to and approved by the
City. 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 officers, officials and employees; or (2) the
Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense
expenses.
b. City as Additional Insured. The City, its officers, officials,
employees and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on
behalf of the Contractor; products and completed operations of the
Contractor, premises owned, occupied or used by the Contractor,
or automobiles owned, leased, hired or borrowed by the
Contractor. The coverage shall contain no special limitations on
the scope of the protection afforded to the City, its officers,
officials, employees or volunteers.
c. Other Insurance Provisions. The policies are to contain, or be
endorsed to contain, the following provisions:
1. Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its officers,
officials, employees or volunteers.
2. The Contractor's insurance shall apply separately to each
insured against whom claim is made or suit is brought, except
with respect to the limits of the insurer's liability.
City of Saratoga Independent Contractor Agreement Page 19 of 21
Exhibit E-Insurance
84
Quarry Park Phase I Design Project
3. Coverage shall not be suspended, voided, canceled by either
party, reduced in coverage or in limits except after thirty (30)
days' prior written notice by certified mail, return receipt
requested, has been given to the City.
d. Acceptability of Insurers. Insurance is to be placed with
insurers with a Bests' rating of no less than A: VII
City of Saratoga Independent Contractor Agreement Page 20 of 21
Exhibit E-Insurance
85
Quarry Park Phase 1 Design Project
EXHIBIT F
CONTRACTOR'S PROPOSAL DATED AUGUST 14, 2014
City of Saratoga Independent Contractor Agreement Page 21 of 21
Exhibit F—Contractor's Proposal dated August 14,2014
86
Quarry Park Phase 1 Design Project
PLACEI7UORKS
August 14, 2014
John Cherbone, Director
Public Works Department
City of Saratoga
12777 Fruitvale Avenue
Saratoga, CA 95070
Subject: Construction Documents for Quarry Park Phase 1 Improvements
Dear John:
We enjoyed working with you, Iveta, and the City of Saratoga on the Quarry Park Master Plan, and are
very happy that the City will be moving forward with construction of Phase 1 improvements. We feel
that we are uniquely positioned to assist you with the next phase of this project, and are pleased to
propose a scope of work for the completion of the construction documents and provision of
construction administration.
Understanding of the Project
Our team has an-depth understanding of the Quarry Park's existing conditions,the long-term vision as
established by the Master Plan, and the intent to open the Park for public access through
implementation of Phase 1 improvements. Planned improvements, including basic improvements to
the staging area and trails, signage and site furniture installation, and historic picnic area
improvements, and planting will need to be carefully designed to ensure successful opening of the
Park to the public. We anticipate that Phase 1 will include the components listed below.
» Gravel Staging Area for approximately 50 vehicles with minor improvements to provide visitor
comforts and to ensure proper drainage. It is anticipated that a bioswale will be constructed
around the northern perimeter of the parking area to capture stormwater and treat it prior to
reaching Saratoga Creek.The welcome station, located to the west of the loading structure,
includes an informational kiosk and sufficient seating opportunities, along with restroom facilities
(composting toilets), a drinking fountain, and bicycle parking.
» Initial Trail Network consisting of 0.8 miles of trail, primarily located on existing roads.
Improvements and realignments are anticipated to ensure proper drainage and desirable trail
experiences.
» Habitat Restoration will generally be limited to planting native trees and shrubs to buffer the
parking area from the Saratoga Creek corridor.
» Signage will include an entrance sign on Route 9, and an information kiosk. Hazard signs will also
be installed at steep drop offs and tunnels. It is anticipated that 15 directional and/or'do not
enter' signs will be installed at key locations throughout the trail network.
» Historic Picnic Area Improvements will be conducted as part of Phase One improvements. The
extent of improvements will be determined based on budget, but may include
1525 Shattuck Avenue,Suite 300 1 Berkeley, California 94709 1 510.848.3815 1 PlaceWorks.com
City of Saratoga Independent Contractor Agreement 87
Exhibit F-Contactor's Proposal dated August 14,2014
Quarry Park Phase 1 Design Project
PLACEI7UORKS
improvements/restoration of site furniture, stone walls and steps, and barbeque pits as well as
event space improvements.The level of improvements in the historic picnic area and staging area
will be determined by budget and direction of the City.
Scope of Work
This exhibit describes the scope of services, and cost for the Quarry Park Master Plan to be conducted
by PlaceWorks for the City of Saratoga in cooperation with NV5 and Tim Best.
TASK A. PROJECT INITIATION
In this task, the Placeworks Team and City of Saratoga staff will work together to initiate the project
through the following sub-tasks.
Project Kick-off Meeting
The PlaceWorks team will hold an initial project start-up meeting with the City and key members of
the project team. This meeting will allow the team to review project goals and discuss expectations
for the process. Key project meetings, milestones and submittal dates will be established. Any
necessary revisions to the scope will also be discussed. Having prepared the Quarry Park Master Plan,
it is anticipated that additional data and document review by the PlaceWorks team will not be
necessary.
Topographic Survey
NV5 will perform focused topographic surveys of the Quarry Floor (the gravel staging area) and the
Lower Terrace, including the historic picnic area. The focused surveys will include spot elevations and
contour lines at 1 foot intervals, tree trunk location, diameter and drip line of existing trees within 20
feet of the project limit as well as locate items such as pathways, fences, various improvements, and
observed surface evidence of existing utilities. Rim and invert information for wet utilities will be
obtained if accessible. Although potholing, underground utility locating, subsurface excavation, or
removing lids and/or covers of any dry utilities is not included as part of this service, NV5 will
summarize whether it is believe that such infrastructure exists on the site. A total of 3 days of field
survey and office work are budgeted for this effort.The trail network constructed as part of phase one
will not be surveyed as the network is comprised of mostly existing roads and trails. Lidar data from
GIS will be utilized as the base map for these trail improvement areas.
Geotechnical Report
This work will be supplemented by a geotechnical report, prepared by Cornerstone Earth Group. The
study will include geologic reconnaissance of the site to evaluate existing conditions as well as three
borings ranging from 4 to 25-feet. The report will provide shallow foundation recommendations for
restroom building; percolation data for infiltration areas; pavement recommendations for new
parking lot and recommendations for flatwork.This scope of work assumes that a full geologic hazards
evaluation will not be required by the City of Saratoga.
August 14,2014 1 Page 2
City of Saratoga Independent Contractor Agreement 88
Exhibit F-Contactor's Proposal dated August 14,2014
Quarry Park Phase 1 Design Project
PLACE17Ui RKS
Base Map
PlaceWorks will prepare a project base map from the survey provided by NV5 as well as Lidar data.
This map will be prepared in AutoCAD 2014 and will serve as the base for the construction
documents.
Caltrans &San Jose Water Company Coordination
The proposed water service connection to the existing San Jose Water Company (SJWC) main will
require an encroachment permit. The Placeworks team will coordinate with SJWC and Caltrans
regarding the permit for the water connection and meter. It is assumed that the existing driveway
connection is adequate for Phase 1 and will not require improvements necessitating a permit from
Caltrans.
TASK B. CONSTRUCTION DOCUMENTS
In this task, the PlaceWorks team will prepare the construction documents for phase 1 improvements
to Quarry Park. We will provide three (3) full size sets of the 50% and 95% submittals to the City and
one wet signed Bid Set as well as PDF's.
50%Construction Documents
This submittal will focus on developing the master plan design into an AutoCAD 2014 document, with
sufficient information to allow the City to confirm the design direction and proposed detailing. A 50%
level cost estimate will also be prepared. This stage of construction document development involves
careful coordination with all subconsultants to review key design issues and parameters. Documents
will include:
» Cover Sheet, including the City title block.
» Existing Conditions and Demolition Plan.
» Site layout plans for the gravel staging area, historic picnic area and trail improvements.
Dimensions will be minimum and limited to information that conveys overall layout of site
features and setbacks..
» Grading and drainage concept plan for the gravel staging area and historic picnic area
improvements.
» Preliminary utility plan including water connection, storm drainage connection, and bioswale
design. It is anticipated that no sanitary connection or electrical is needed for the composting
toilet. It is also assumed no permanent irrigation will be provided. Bioswale design will be
informed by a stormwater quality report prepared by NV5.
» Typical details and locations for trail network improvements.
» Preliminary planting concept plans, showing generalized massing and listing a preliminary plant
palette.
» Preliminary site details,which will include catalogue, cut sheets, standard detail references.
August 14,2014 1 Page 3
City of Saratoga Independent Contractor Agreement 89
Exhibit F-Contactor's Proposal dated August 14,2014
Quarry Park Phase 1 Design Project
PLACEI7UORKS
City Meeting: 50%Construction Documents
Following review period by the City, the City will provide written comments on the 50% set to
PlaceWorks. PlaceWorks and NV5 will meet with City Public Works staff to review the comments and
clarify any questions that may arise.
95%Construction Documents
The PlaceWorks team will prepare a 95% submittal set including plans, specifications and estimates,
and submit the set to the City for review. This submittal will incorporate comments and input from
the City on the 50% set and include a substantial level of design development, coordination with the
City and among team members. Details will be developed to a level of completeness to allow for cost
estimate preparation and team coordination.
Construction Plans
» Cover Sheet.
» Existing Conditions and Demolition Plan.
» Layout Plan. Layout reference points and baselines will be noted for typical parking, paving and
pathway dimensions, any proposed structures or walls, distances between proposed physical
features and property line and approximate property line dimensions.
» Grading and Drainage Plan.This Plan will include anticipated finished floor elevation for restroom,
identification of accessible route of travel to public way, anticipated overflow drainage, and the
general design of slopes and elevations.
» Utility Plan. It is anticipated that no sanitary connection or electrical is needed for the composting
toilet. It is also assumed no permanent irrigation will be provided.
» Planting Plan.This Plan will locate and identify tree species, identify preliminary plant massing,
and provide list of species, planting notes, and details.
» Site Details. Details will include prefabricated composting restroom,walls,trail cross sections,
signage and planting details.
» Erosion Control Plan.The Erosion Control Plan will also be used for SWPPP submittal.
» Restroom will be specified as a pre-engineered product(Romtec or equal) and detailed plans,
calculations will be provided to City by Contractor.
Technical Specifications
The PlaceWorks team will prepare preliminary technical specifications in CSI format.
Cost Estimate
The PlaceWorks team will prepare a preliminary cost estimate for proposed improvements. The cost
estimate will be prepared using a unit price bid item format.
August 14,2014 1 Page 4
City of Saratoga Independent Contractor Agreement 90
Exhibit F-Contactor's Proposal dated August 14,2014
Quarry Park Phase 1 Design Project
PLACEI7UORKS
SWPPP and NPDES Permit
NV5's Qualified SWPPP Developer (QSD) will prepare a Storm Water Pollution Prevention Plan
(SWPPP) incorporating Best Management Practices (BMPs) into the project, as required by the
Regional Water Quality Control Board (RWQCB) for projects disturbing land greater than one acre.
This plan is also intended to satisfy the City/County's requirements for erosion control. We assume
that the City will prepare the NCI for filing with the RWQCB.The SWPPP document will be provided to
the selected contractor who will then provide a QSD for any modifications, and a QSP (Qualified
SWPPP Practitioner(QSP) during the construction of the project.
City Meeting: 95%Submittal
Following a review period by the City, PlaceWorks will meet with City Public Works staff to review
comments on the 95%set and clarify and questions that may arise.
Final Bid Set
Following City review and approval of the 95% set, PlaceWorks will issue one final bid set, stamped
and wet-signed by the Landscape Architect and Engineer of record.
TASK C. BID AND CONSTRUCTION SERVICES
The PlaceWorks team will assist the City throughout the bid process and construction, including the
following subtasks. We have listed our assumptions for these tasks below. Additional hours, if
required, can be arranged on a time and materials basis. It is assumed that the construction
contractor will hire HT Harvey and Associates to provide initial training and compliance site visits to
ensure construction work is conforming to permit conditions and sensitive resources are adequately
protected.
Bidding Evaluation and Submittal Review
The PlaceWorks team will review bids, prepare technical information or changes to include in addenda
being prepared by the City. The team will also respond to requests for information and review
submittals for conformance to plans and specifications.
Construction Meetings and Oversight
PlaceWorks will participate in up to six progress meetings including a pre and final site visit punch list.
For each meeting the City will create an agenda and prepare meeting minutes as a record of the
meeting. As part of this task Tim Best will provide up to 30 hours of construction oversight for road
and road to trail conversion improvements.
August 14,2014 1 Page 5
City of Saratoga Independent Contractor Agreement 91
Exhibit F-Contactor's Proposal dated August 14,2014
Quarry Park Phase 1 Design Project
PLACE17Ui RKS
Record Drawings
This set will be completed followed construction, and will reflect what was installed. This task will
include information provided by the contractor, as well as changes made to the design plans during
construction. Record drawings will be submitted in electronic format to the City.
Cost Estimate
As shown in Table 1, the estimated cost to complete the scope of work described in this proposal is
$93,105. Approximately $7,000 from our Quarry Park Master Plan Project contract is unutilized and
could be applied towards Phase 1 Construction Documents and Construction Administration at City's
discretion.
PlaceWorks recommends planning for a 5 percent to 10 percent contingency fund to cover any
unforeseen out-of-scope work that might be necessary for the project.
We are flexible regarding project costs and hope that you will not eliminate us from consideration on
the basis of cost alone.
The billing rates for each team member are included in Table 1. PlaceWorks bills for its work on a
time-and-materials basis with monthly invoices.
Acknowledgement
This proposal shall remain valid for a period of 90 days from the time of submittal. The attached
Service Authorization, which includes our General Terms of Consulting Agreement, is a part of this
proposal. If the contents of this Proposal and Agreement are satisfactory, please indicate your
approval by signing the Service Authorization and sending it to our Corporate office. As Principal; I am
authorized to bind PlaceWorks and the project team to the contents of this proposal.
We look forward to working with you to bring about the successful completion of this project. If you
have any questions regarding the contents of this proposal, please feel free to contact the
undersigned.
Respectfully submitted,' '
Sarah Sutton
Principal
PlaceWorks
August 14,2014 1 Page 6
City of Saratoga Independent Contractor Agreement 92
Exhibit F-Contactor's Proposal dated August 14,2014
Table 1
Quarry Park Phase 1 Design Project RaceWorks
Construction Documents for Quarry Park Phase 1
Cost Estimate
PlaceWorks NV5 Tim Best
Project
Landscape
Senior Associate Designer
Principal Associate (Cynthia Associate(Irby (Christine Engineer Senior Assistant 2 Person Labor Cost
Hoursper Task (Sarah Sutton) (.bhn Hykes) Greenberg) Fleischmann) Wilson) Graphics/WP Manager Engineer Engineer Sr. CADD Admin Crew Tim Best per Task
A. Project Initiation 11 16 4 3 6 - 6 6 22 - - 27 3 18,350
1. Project Kick-Off Meeting 3 12 3 2 3 3,666
2. Topographic Survey - - - 2 22 27 9,902
3. Base Map 2 4 6 1,550
4. Caltrans Coordination 6 4 2 6 - 3,232
B. Construction Documents 21 60 20 3 92 8 14 56 - 24 - - 27 46,478
1. 50%Construction Documents 6 16 12 3 40 4 16 12 16 17,273
2. City Meeting:50%Construction Documents 3 4 - 2 3 1,981
3. 95%Construction Documents 6 24 4 36 4 2 12 8 4 13,788
4. SWPPP and NPDES Permit 4 - 2 20 4,556
5. City Meeting 95%Submittal 4 2 - 1,036
6. Final Bid Set 6 8 4 16 4 2 8 4 4 7,844
C. Bid and Construction Services 5 36 - - 12 - 5 8 - 2 - - 34 14,908
1. Bidding Evaluation and Submittal Review 2 16 4 2 4 4 4,960
2. Construction Meetings and Oversight 3 18 2 2 30 7,948
3. Record Drawings 2 8 1 2 2 - 2,000
Total Hours 37 112 24 6 110 8 25 70 22 26 - 27 64
Billing Rate $190 $160 $135 $135 $105 $80 $198 $176 $140 $145 $120 $238 $125
Labor Cost $7,030 $17,920 $3,240 $810 $11,550 $640 $4,950 $12,320 $3,080 $3,770 $0 $6,426 $8,000 $79,736
Total Firm Labor Cost $41,190 $30,546 $8,000
D(Pt3N fS
Mileage(@$0.565 per mile) 400
200 150
Deliveries 50
Sibconsultant Expenses(10%) 3,895
Office Expenses(Phone,Fax,Copies,etc.@ 2%of Labor) 824 50
Plotting 400
Geotechnical Report 7,400
Total Expenses $12,969 $200 $200
TOTAL $54,159 $30,746 $8,200
GRAND TOTAL $93,105
City of Saratoga Independent Contractor Agreement 93
Exhibit F-Contactor's Proposal dated August 14,2014 8/14/2014