HomeMy WebLinkAbout01-16-2019 Council Agenda packet
Saratoga City Council Agenda ~ January 16, 2019 ~ Page 1 of 4
SARATOGA CITY COUNCIL
REGULAR MEETING
JANUARY 16, 2019
6:00 P.M. JOINT MEETING
Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Joint Meeting with Santa Clara County Fire Department
7:00 P.M. REGULAR SESSION
Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT ON POSTING OF THE AGENDA
The agenda for this meeting was properly posted on January 10, 2019.
REPORT FROM JOINT MEETING
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
ANNOUNCEMENTS
1. CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be acted
on in one motion, unless removed by the Mayor or a Council Member. Any member of the
public may speak on an item on the Consent Calendar at this time, or request that the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Special City Council Meeting on December 13,
2018 and Regular City Council Meeting on December 19, 2018.
Saratoga City Council Agenda ~ January 16, 2019 ~ Page 2 of 4
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
12/20/2018 Period 6; and 01/08/2019 Period 7.
1.3. Treasurer’s Report for the Month Ended November 30, 2018
Recommended Action:
Review and accept the Treasurer’s Report for the month ended November 30, 2018.
1.4. Resolution Authorizing Final Disposition of Certain City Records
Recommended Action:
Adopt resolution authorizing final disposition of certain city records.
2. PUBLIC HEARING
Items placed under this section of the Agenda are those defined by law as requiring a
special notice and/or a public hearing or those called by the City Council on its own
volition.
2.1. Weed/Brush Abatement Program Assessment Hearing
Recommended Action:
Open public hearing, accept public testimony and consider amendments to the assessment
report, and adopt resolution confirming report and assessment of weed/brush abatement
program charges.
2.2. Ordinance Establishing Regulations for Rotating Emergency Shelters (Safe Car Park
and Severe Weather Shelter Programs)
Recommended Action:
Conduct a public hearing concerning the attached ordinance establishing regulations for
rotating emergency shelters, such as safe car parks and severe weather shelters; and,
introduce and waive the first reading of the ordinance and direct staff to place the ordinance
on the consent calendar for adoption at the next regularly scheduled meeting of the City
Council.
3. GENERAL BUSINESS
3.1. Citywide Accessibility Assessment Project – Contract Award
Recommended Action:
1. Award a Design Contract to BKF Engineers in the amount of $112,550.00.
2. Move to authorize staff to approve change orders up to $11,255.00.
3. Adopt a Budget Resolution to adjust the FY 2018/19 CIP Budget to transfer funds from
the Big Basin Way Turnaround CIP to the Citywide Accessibility Assessment Project.
COUNCIL ASSIGNMENTS
Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors
Cities Association of Santa Clara County-City Selection Committee
Cities Association of Santa Clara County-Legislative Action Committee
Saratoga City Council Agenda ~ January 16, 2019 ~ Page 3 of 4
Saratoga Area Senior Coordinating Council (SASCC)
West Valley Mayors and Managers
West Valley Sanitation District
Council Finance Committee
Vice Mayor Howard Miller
Council Finance Committee
KSAR Community Access TV Board
Silicon Valley Clean Energy Authority Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
VTA State Route 85 Corridor Policy Advisory Board
Saratoga Ministerial Association
Saratoga Sister City Organization
Council Member Rishi Kumar
Santa Clara County Library Joint Powers Authority
Santa Clara Valley Water District Commission
West Valley Clean Water Program Authority
West Valley Solid Waste Management Joint Powers Authority
Council Member Mary-Lynne Bernald
Hakone Foundation Board & Executive Committee
Public Art Committee
Santa Clara County Housing and Community Development (HCD) Council Committee
Santa Clara/Santa Cruz Airport/Community Roundtable
Saratoga Historical Foundation
Council Member Yan Zhao
Association of Bay Area Governments
Hakone Foundation Board
Public Art Committee
Saratoga Chamber of Commerce & Destination Saratoga
CITY COUNCIL ITEMS
COUNCIL COMMUNICATIONS
CITY MANAGER'S REPORT
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Debbie Bretschneider, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council was posted and available for review on January 10, 2019 at
the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 10th day of January 2019 at Saratoga, California.
Saratoga City Council Agenda ~ January 16, 2019 ~ Page 4 of 4
Debbie Bretschneider, City Clerk
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. These
materials are also posted on the City website.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in
this meeting, please contact the City Clerk at 408.868.1269. 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]
City of Saratoga
CITY COUNCIL JOINT MEETING
Meeting Discussion Topics
Joint Meeting with Santa Clara County Fire Department
January 16, 2019 | 6:00 p.m.
Saratoga City Hall | Linda Callon Conference Room
6:00 p.m.Welcome & Introductions
6:15 p.m.Wildfire Preparedness
6:30 p.m.Community Outreach & Education
6:45 p.m.Other Remarks & Wrap Up
Dinner will be provided at the Joint Meeting.
The Regular Session of the City Council begins at 7:00 p.m. in the Civic
Theater. Joint Meeting attendees are invited to attend the Regular Session
and share an overview of the Joint Meeting.
5
SARATOGA CITY COUNCIL
MEETING DATE:January 16, 2019
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Special City Council Meeting on December 13, 2018
and Regular City Council Meeting on December 19, 2018.
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 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 City Council Meeting on December 13, 2018
Attachment B –Minutes for the Regular City Council Meeting on December 19, 2018
6
Saratoga City Council Minutes ~ December 13, 2018 ~ Page 1 of 5
MINUTES
WEDNESDAY, DECEMBER 13, 2018
SARATOGA CITY COUNCIL SPECIAL MEETING
Mayor Bernald called the Special Meeting to order in the Civic Theater, Council Chambers at
13777 Fruitvale Avenue in Saratoga at 7:07 p.m. and Ryan Brown led the Pledge of Allegiance.
ROLL CALL
PRESENT:Mayor Mary-Lynne Bernald, Vice Mayor Manny Cappello
Council Members Emily Lo, Howard Miller, Rishi Kumar
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Crystal Bothelio, Deputy City Manager
Debbie Bretschneider, City Clerk
Debbie Pedro, Community Development Director
John Cherbone, Public Works Director
Mary Furey, Finance & Administrative Services Director
Michael Taylor, Recreation & Facilities Director
Lauren Pettipiece, Public Information Officer
Julia Erdman, Executive Assistant to the City Manager
REPORT ON POSTING OF THE AGENDA
City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted
on December 7, 2018.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Ketan Jashapara, President of Saratoga Chamber of Commerce announced an event, Saratoga
Shines on January 14, 2019.
AGENDA ITEMS
1. Declaration of Results of November 6, 2018 General Municipal Election
Recommended Action:
Approve resolution declaring the results of the November 6, 2018 General Municipal
Elections.
Debbie Bretschneider, City Clerk presented the staff report.
Mayor Bernald invited public comment on the item.
No one requested to speak.
7
Saratoga City Council Minutes ~ December 13, 2018 ~ Page 2 of 5
RESOLUTION NO. 18-068
LO/CAPPELLO MOVED TO APPROVE RESOLUTION DECLARING THE
RESULTS OF THE NOVEMBER 6, 2018 GENERAL MUNICIPAL ELECTIONS.
MOTION PASSED. AYES: BERNALD, CAPPELLO, LO, MILLER, KUMAR. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
2. Recognition of Outgoing Council Member
Recommended Action:
Present commendation and hear remarks from outgoing Council Member Emily Lo,
members of the City Council, and the public.
A video about Council Member Lo’s service on the City Council was shown.
Mayor Bernald and follow Council Members presented outgoing Council Member Emily Lo
with a commendation and a gift.
Council Member Lo spoke about her two terms on the City Council.
Members of the City Council commented on the accomplishments of outgoing Council
Member Emily Lo.
Mayor Bernald invited public comment.
The following people requested to speak:
Los Gatos-Saratoga Union High School District Trustee Cynthia Chang
Patrick Ahren from Assembly Member Low’s Office
President of Saratoga Union School Board Katherine Zheng
Santa Clara County Sheriff Captain Rich Urena
Former Mayor and Council Member Jill Hunter
Town of Los Gatos Council Member Marico Sayoc
Former Mayor and Council Member Chuck Page
Former Cupertino Council Member Gilbert Wong
Saratoga Area Senior Community Center Director Tyler Taylor
Hakone Estate and Gardens Director Shozo Kagoshima
8
Saratoga City Council Minutes ~ December 13, 2018 ~ Page 3 of 5
Sharon Maclahone
No one else requested to speak.
Council Member Emily Lo presented gifts to and thanked both Santa Clara County Fire
Department and Santa Clara County Sheriff’s Office for their service.
3. Oath of Office for Newly Elected Council Members
Recommended Action:
Direct City Clerk or designees to administer the Oath of Office to newly elected Council
Members.
Larry Roben administered the Oath of Office to Rishi Kumar, newly reelected to the City
Council.
City Clerk Debbie Bretschneider administered the Oath of Office to Mary-Lynne Bernald,
newly reelected to the City Council.
Robert Swanson administered the Oath of Office to Yan Zhao, newly elected to the City
Council.
4. Remarks from Newly Elected Council Members
Recommended Action:
Hear remarks from newly elected Council Members, City Council, and public.
Council Member Zhao provided remarks on her election.
Council Member Kumar commented on his reelection.
Mayor Bernald provided remarks on her reelection.
Members of the City Council commented on the reelection of Council Member Rishi
Kumar, Mayor Mary-Lynne Bernald, and newly elected Council Member Yan Zhao to the
City Council.
Mayor Bernald invited public comment.
The following people requested to speak:
Anjali Kausar
Former Cupertino Council Member Gilbert Wong
Former Saratoga Council Member Stan Bogasian
Arun Venkatachar
9
Saratoga City Council Minutes ~ December 13, 2018 ~ Page 4 of 5
Unidentified speaker
Saratoga Heritage Preservation Commissioner Rina Shah
Unidentified speaker
No one else requested to speak.
5. Remarks from Outgoing Mayor
Recommended Action:
Hear remarks from outgoing Mayor Mary-Lynne Bernald, members of the City Council,
and public.
Council Member Miller presented Mayor Bernald with the Silicon Valley Turkey Trot
Mayor’s Cup award.
Vice Mayor Cappello and the Council presented outgoing Mayor Bernald with a gift and
spoke about her time as Mayor.
Mayor Bernald commented on her term as Mayor.
Mayor Bernald invited public comment.
The following people requested to speak:
Former Mayor and Council Member Emily Lo
Santa Clara County Sheriff Captain Rich Urena
No one else requested to speak.
6. Appointment of Mayor & Vice Mayor
Recommended Action:
Appoint Mayor and Vice Mayor:
1. City Clerk declares the offices of Mayor and Vice Mayor to be vacant;
2. Nomination of the Mayor;
3. Administer Oath of Office to New Mayor;
4. Nomination of the Vice Mayor; and
5. Administer Oath of Office to New Vice Mayor.
City Clerk Debbie Bretschneider declared the office of Mayor and Vice Mayor to be vacant
and called for nominations for the position of Mayor.
10
Saratoga City Council Minutes ~ December 13, 2018 ~ Page 5 of 5
BERNALD/MILLER NOMINATED MANNY CAPPELLO TO THE POSITION OF
MAYOR. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD,
ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
West Valley College President Brad Davis administered the Oath of Office to Mayor Manny
Cappello.
Mayor Cappello requested nominations for the position of Vice Mayor.
BERNALD/ZHAO NOMINATED HOWARD MILLER TO THE POSITION OF
VICE MAYOR. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR,
BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
7. Remarks from New Mayor & Vice Mayor
Recommended Action:
Hear remarks from newly appointed Mayor, newly appointed Vice Mayor, members of the
City Council, and public.
Mayor Cappello remarked on his appointment as Mayor.
Vice Mayor Miller commented on his appointment as Vice Mayor.
Members of the City Council spoke about the appointment of Mayor Manny Cappello and
Vice Mayor Howard Miller.
Mayor Cappello invited public comment.
The following people requested to speak:
West Valley Mission College Board of Trustees Jack Lucas
No one else requested to speak.
ADJOURNMENT
BERNALD/KUMAR MOVED TO ADJOURN THE MEETING AT 9:20 P.M. MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Debbie Bretschneider, City Clerk
City of Saratoga
11
Saratoga City Council Minutes ~ December 19, 2018 ~ Page 1 of 6
MINUTES
WEDNESDAY, DECEMBER 19, 2018
SARATOGA CITY COUNCIL REGULAR MEETING
At 6:00 p.m., the City Council held a Study Session on Council Goals for 2019 in the Linda
Callon Conference Room at 13777 Fruitvale Avenue in Saratoga.
Mayor Cappello called the Regular Session to order in the Civic Theater, Council Chambers at
13777 Fruitvale Avenue in Saratoga at 7:02 p.m. and led the Pledge of Allegiance.
ROLL CALL
PRESENT:Mayor Manny Cappello, Vice Mayor Howard A. Miller, Council
Members Rishi Kumar, Mary-Lynne Bernald, Yan Zhao
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, Deputy City Manager
Debbie Bretschneider, City Clerk
Debbie Pedro, Community Development Director
John Cherbone, Public Works Director
Mary Furey, Finance & Administrative Services Director
Michael Taylor, Recreation & Facilities Director
Lauren Pettipiece, Public Information Officer
Gina Scott, Accounting Technician
REPORT ON POSTING OF THE AGENDA
City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted
on December 13, 2018.
REPORT FROM STUDY SESSION
Mayor Cappello announced that the City Council started a Study Session on City Council Goals
for 2019 and would resume the Study Session after the Regular Session.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Mark Pickens spoke as a volunteer in Citizens Climate Lobby and about global warming.
ANNOUNCEMENTS
Mayor Cappello announced that City Hall holiday closure, a fundraiser for furnishing the newly
remodeled Senior Center, the Paint the City program, and Let’s Work Saratoga at Quarry Park.
12
Saratoga City Council Minutes ~ December 19, 2018 ~ Page 2 of 6
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Special City Council Meeting on November 27,
2018 and Regular City Council Meeting on December 5, 2018.
MILLER/BERNALD MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE SPECIAL CITY COUNCIL MEETING ON NOVEMBER 27, 2018 AND
REGULAR CITY COUNCIL MEETING ON DECEMBER 5, 2018. MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
12/04/2018 Period 6; and 12/11/2018 Period 6.
MILLER/BERNALD MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 12/04/2018 PERIOD
6; AND 12/11/2018 PERIOD 6.MOTION PASSED. AYES: CAPPELLO, MILLER,
KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
1.3. Amendment to Contract with Construction Testing Services (CTS) for Materials
Testing on the Prospect Road Improvements Project
Recommended Action:
Authorize an amendment to extend the term of contract with Construction Testing Services
(CTS)
MILLER/BERNALD MOVED TO AUTHORIZE AN AMENDMENT TO EXTEND
THE TERM OF CONTRACT WITH CONSTRUCTION TESTING SERVICES
(CTS).MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.4. Amendment to Contract with W. Jefferey Heid for Landscaping Architecture for the
Prospect Road Improvements Project
Recommended Action:
Authorize an amendment to contract with W. Jefferey Heid for Landscape Architecture
Services for the Prospect Road Improvements Project.
MILLER/BERNALD MOVED TO AUTHORIZE AN AMENDMENT TO CONTRACT
WITH W. JEFFEREY HEID FOR LANDSCAPE ARCHITECTURE SERVICES
FOR THE PROSPECT ROAD IMPROVEMENTS PROJECT.MOTION PASSED.
AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN:
NONE. ABSENT: NONE
13
Saratoga City Council Minutes ~ December 19, 2018 ~ Page 3 of 6
2.PUBLIC HEARING
None
3.GENERAL BUSINESS
3.1. Facility Naming Request from the Saratoga Area Senior Coordinating Council
(SASCC)
Recommended Action:
Consider facility naming request from SASCC and resolution naming the Senior Center
multipurpose room the “S. Ku Foundation Hall” and the newly constructed Senior Center
café as “Dick’s Café.”
Crystal Bothelio, Deputy City Manager, presented the staff report.
Mayor Cappello invited public comment on the item.
The following people requested to speak:
Tylor Taylor, Director of SASCC, spoke in favor of the proposal.
Cathy Angus, daughter of Richard Angus, spoke in support of naming the café as “Dick’s
Café.”
No one else requested to speak.
RESOLUTION 18-069
BERNALD/MILLER MOVED TO APPROVE THE RESOLUTION NAMING THE
SENIOR CENTER MULTIPURPOSE ROOM THE “S. KU FOUNDATION HALL”
AND THE NEWLY CONSTRUCTED SENIOR CENTER CAFÉ AS “DICK’S
CAFÉ.”MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD,
ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
3.2. Community Event and Street Closure Grant Program
Recommended Action:
Provide direction on the following items for the Fiscal Year 2019/20 Community Event and
Street Closure Grant Program:
1. Community Event Grant Program Funding
2. Street Closure Grant Program Funding
3. Annual Application Process
Gina Scott, Accounting Technician, presented the staff report.
Mayor Cappello invited public comment on the item.
14
Saratoga City Council Minutes ~ December 19, 2018 ~ Page 4 of 6
No one requested to speak.
MILLER/BERNALD MOVED TO ALLOCATE $41,000 FOR THE FISCAL YEAR
2019/2020 FOR THE COMMUNITY EVENT GRANT PROGRAM, ALLOCATE
$35,000 FOR THE FISCAL YEAR 2019/2020 STREET CLOSURE GRANT
PROGRAM, APPROVE THE EVENT GRANT SECURED FUNDING LIST IN THE
STAFF REPORT. AND CONFIRM THE TIMING OF THE EVENT GRANT
ANNUAL APPLICATION PROCESS. MOTION PASSED. AYES: CAPPELLO,
MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
3.3. Update on 2017-2018 Santa Clara County Civil Grand Jury Report
Recommended Action:
Staff recommends that the City Council receive the update on the 2017-2018 Grand Jury
Report.
Debbie Pedro, Community Development Director, presented the staff report.
Mayor Cappello invited public comment on the item.
No one requested to speak.
BERNALD/MILLER MOVED TO ACCEPT THE UPDATE ON THE 2017-2018
GRAND JURY REPORT.MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR,
BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE
3.4. Commission Qualifications and Terms Expiring in 2019
Recommended Action:
Accept the list of Commission qualifications and terms expiring in the 2019 calendar year.
Debbie Bretschneider, City Clerk, presented the staff report.
Mayor Cappello invited public comment on the item.
No one requested to speak.
MILLER/BERNALD MOVED TO ACCEPT THE LIST OF COMMISSION
QUALIFICATIONS AND TERMS EXPIRING IN THE 2019 CALENDAR YEAR.
MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
15
Saratoga City Council Minutes ~ December 19, 2018 ~ Page 5 of 6
3.5. Adoption of City Council Assignments
Recommended Action:
Approve the resolution adopting the 2019 City Council assignments.
Debbie Bretschneider, City Clerk, presented the staff report.
Mayor Cappello invited public comment on the item.
No one requested to speak.
RESOLUTION 18-070
BERNALD/MILLER MOVED TO APPROVE THE RESOLUTION ADOPTING THE
2019 CITY COUNCIL ASSIGNMENTS. MOTION PASSED. AYES: CAPPELLO,
MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
COUNCIL ASSIGNMENTS
Mayor Mary-Lynne Bernald
West Valley Mayors and Managers – there was a special meeting last week and Town of Los
Gatos Council Member Rob Rennie was appointed to the VTA Board and Saratoga Council
Member Howard Miller selected as alternate.
Vice Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors – there was a special meeting to
write a response to MTC CASA and ABAG about housing in the region.
Saratoga Area Senior Coordinating Council (SASCC)– the remodel is going well.
West Valley Sanitation District – a meeting was held last week.
Council Member Howard Miller
Saratoga Ministerial Association – the group met today and the City is hosting the meeting at
Hakone in April. The group discussed the Safe Firearms Summit in February.
Silicon Valley Clean Energy Authority Board of Directors – the Board approved a
decarbonization roadmap and plan.
Council Member Miller spoke on attending the VTA Board meeting as the alternate last week
and the potential loss of Bus Route 37 to West Valley College.
Council Member Rishi Kumar
No meetings.
CITY COUNCIL ITEMS
16
Saratoga City Council Minutes ~ December 19, 2018 ~ Page 6 of 6
Council Member Kumar nominated a CIP project for an automated license plate reader camera at
Saratoga Avenue and Route 85. Council Member Zhao supported the nomination.
Mayor Cappello nominated a CIP project item for upgrades to the inside of the Joan Pisani
Community Center. Council Member Miller supported the nomination.
COUNCIL COMMUNICATIONS
Council Member Kumar spoke about his visit to Elon Musk’s underground tunnel opening.
CITY MANAGER'S REPORT
City Manager James Lindsay wishes the Council a merry holiday season.
Mayor Cappello moved the meeting to the Linda Callon Conference room to finish the Study
Session.
ADJOURNMENT
BERNALD/MILLER MOVED TO ADJOURN THE MEETING AT 10:14 P.M. MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Debbie Bretschneider, City Clerk
City of Saratoga
17
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:
BACKGROUND:
The information listed below provides detail for City check runs. Checks issued for $20,000 or greater are listed separately as well as
any checks that were voided during the time period. Fund information, by check run, is also provided in this report.
REPORT SUMMARY:
Attached are Check Registers for:
Date
Ending
Check #
12/20/18 137641 137744 104 2,655,063.48 12/21/18 12/11/18 137640
01/08/19 137745 137787 43 134,230.42 01/08/19 12/20/18 137744
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
12/20/18 137706 PS 473,395.42
12/20/18 137708 PW 1,700,543.08
12/20/18 137716 PW 27,095.55
12/20/18 137726 Various 22,577.39
12/20/18 137734 WVCWP 48,382.00
12/20/18 137740 PW 41,577.75
12/20/18 137741 PW 148,606.51
01/08/19 137778 Rec/Fac 39,052.00
Accounts Payable checks voided during this time period:
AP Date Check #Amount
11/13/18 137387 1,445.50
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
Vista Landscape Mtc
Wattis Construction Co.
SARATOGA CITY COUNCIL
MEETING DATE:January 16, 2019
DEPARTMENT:Finance & Administrative Services
Starting Check #Type of Checks Date
Accounts Payable
Accounts Payable
Fund Purpose
12/20/2018 Period 6; and 01/08/2019 Period 7.
PREPARED BY:
Ending
Check #
Law Enforcement
CIP Streets Project
O'Grady Paving, Inc.
General
Gas Tax Fund
Shute Mihaly & Weinberger
Precision Concrete Cutting
WVCWP
Prior Check Register
Checks
Released
Total
Checks Amount
Permit Fees
Various Attorney Services
State Water Resource Brd
2018 Trip Hazard Rpr
SCC Office of the Sheriff
2018 PMP Project
Landscape Services
Re-issue check
Various
CIP Street Repair Grant Prospect Rd Imp
Never received check
Status
SASCC Building Fee Rplcmnt Fire Alarm Sys Upgrd
Codelinkd, LLC
Reason Issued to
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
SARATOGA CITY COUNCIL
MEETING DATE: January 16, 2019
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Ann Xu, Accountant
SUBJECT: Treasurer’s Report for the Month Ended November 30, 2018
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended November 30, 2018.
BACKGROUND:
California government code section 41004 requires that the City Treasurer submit to the City Clerk and the
legislative body a written report and accounting of all receipts, disbursements, and fund balances. The
Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the
City Treasurer. This report is prepared to fulfill this requirement.
The following attachments provide various financial transaction data for the City of Saratoga’s Funds
collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from
the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present.
FISCAL STATEMENT:
Cash and Investments Balance by Fund
As of November 30, 2018, the City had $658,396 in cash deposit at Comerica bank, and $22,532,863 on
deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that
effective July 1, 2018: for cash flow purposes and to avoid occurrence of dry period financing, pooled cash
from all funds should not be allowed to fall below $1,000,000. The total pooled cash balance as of
November 30, 2018 is $23,191,259 and exceeds the minimum limit required.
City’s Current Financial Position
In accordance with California government code section 53646 (b) (3), the City is financially well positioned
and able to meet its expenditure requirements for the next six months. As of November 30, 2018, the City’s
financial position (Assets $23.5M, Liabilities $5.3M and Fund Equity $18.2M) remains very strong and
there are no issues in meeting financial obligations now or in the foreseeable future.
Unrestricted Cash
Comerica Bank 658,396$
Deposit with LAIF 22,532,863$
Total Unrestricted Cash 23,191,259$
Cash Summary
34
The following Fund Balance schedule represents actual funding available for all funds at the end of the
monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are
components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted
by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance –
which represents the actual amount of funds available.
Fund Balance Designations
In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance
Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as
follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point
of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions;
“committed fund balance”, resources whose use is constrained by limitations the government imposes upon
itself through formal action at its highest level of decision making and remains binding unless removed in
the same manner; “assigned fund balance”, resources that reflects a government’s intended use of
resources, such intent would have to be established at either the highest level of decision making, by a body,
or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what
can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves
fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance.
ATTACHMENTS
A – Change in Total Fund Balances by Fund under GASB 54
B – Change in Total Fund Balances by CIP Project
C – Change in Cash Balance by Month
D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
Total Unrestricted Cash 23,191,259$
Plus: Assets 306,273
Less: Liabilities (5,313,216)
Ending Fund Balance 18,184,316$
Adjusting Cash to Ending Fund Balance
35
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
* Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once
the FY 2017/18 independent audit is completed.
Fund Description
Prior Year
Carryforward
7/1/18
Increase/
(Decrease)
Jul-Oct
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
11/30/2018
General Fund
Restricted Fund Balances:
Environmental Services Reserve 213,182 - - - - - 213,182
Committed Fund Balances:
Hillside Stability Reserve 1,000,000 - - - - - 1,000,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 1,564,588 - - - - - 1,564,588
Facility Reserve 2,200,000 - - - - - 2,200,000
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - - - 1,000,000
Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000
Compensated Absences Reserve 223,988 - - - - - 223,988
Other Unassigned Fund Balance Reserve (Pre YE distribution) 3,782,160 (3,852,641) 2,293,768 1,223,035 - 75,000 925,253
General Fund Total 13,133,918 (3,852,641) 2,293,768 1,223,035 - 75,000 10,277,011
Special Revenue
Landscape/Lighting Districts 1,385,339 (143,317) 47,299 22,743 25,000 - 1,291,578
Debt Service
Library Bond 997,756 (666,518) 760 - - - 331,998
Internal Service Fund
Liability/Risk Management 553,907 (70,465) - 6,469 - - 476,973
Workers Compensation 297,374 (4,721) - 3,606 - - 289,048
Office Support Fund 116,964 6,973 630 4,430 - - 120,137
Information Technology Services 364,263 87,877 1,225 31,367 - - 421,999
Vehicle & Equipment Maintenance 236,330 55,797 - 14,970 - - 277,157
Building Maintenance 515,786 167,783 - 57,440 - - 626,129
Vehicle & Equipment Replacement 517,948 (118,421) - 5,981 - - 393,546
Technology Replacement 423,730 61,026 - - - - 484,756
Facility FFE Replacement 420,814 (21,996) - 11,746 - - 387,072
Internal Service Fund Total 3,447,117 163,854 1,855 136,009 - - 3,476,817
Trust/Agency
WVCWP Agency Fund - 583,937 646 40,044 - - 544,540
Capital Project
Street Projects 2,175,561 (91,754) 29,275 73,547 75,000 - 2,114,535
Park and Trail Projects 702,319 (118,835) - 95,692 - - 487,792
Facility Projects 136,103 (57,840) 6,480 1,671 - - 83,073
Administrative Projects 742,106 (62,132) 2,424 19,815 - 25,000 637,582
Tree Fund Projects 92,029 3,189 - 875 - - 94,343
Park In-Lieu Projects 392,073 (14,949) - 1,300 - - 375,824
CIP Grant Street Projects (2,219,113) (870,228) - 378,829 - - (3,468,170)
CIP Grant Park & Trail Projects 12,809 (1,896) - 201 - - 10,712
Gas Tax Fund Projects 1,503,137 326,849 105,334 8,641 - - 1,926,679
CIP Fund Total 3,537,025 (887,596) 143,513 580,571 75,000 25,000 2,262,371
Total City 22,501,154 (4,802,280) 2,487,842 2,002,402 100,000 100,000 18,184,316
36
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
* Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once
the FY 2017/18 independent audit is completed.
CIP Funds/Projects
Prior Year
Carryforward
7/1/18
Increase/
(Decrease)
Jul-Oct
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
11/30/2018
Street Projects
Annual Road Improvements 329,218 2,498 29,275 43,589 75,000 - 392,403
Roadway Safety & Traffic Calming 110,404 (10,688) - 29,958 - - 69,759
Prospect/Saratoga Median Improvement 745,818 (13,421) - - - - 732,397
Big Basin Way Turn Around - (19,569) - - - - (19,569)
Annual ADA Sidewalk Ramps - (4,949) - - - - (4,949)
Annual Infrastructure Maintenance& Repair 64,279 (33,464) - - - - 30,815
EL Camino Grande Storm Drain Pump 378,269 - - - - - 378,269
Storm Drain Capture Device 17,000 - - - - - 17,000
Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000
Quito Road Sidewalk Improvements 48,650 (6,630) - - - - 42,020
Fourth Street Bridge Widening 99,837 - - - - - 99,837
Quito Road Bridge Replacement 157,830 - - - - - 157,830
Quito Road Bridge - ROW Acquisition 39,374 (5,532) - - - - 33,842
Annual Retaining Wall Maintenance & Repairs 42,137 - - - - - 42,137
Underground Project 98,744 - - - - - 98,744
Total Street Projects 2,175,561 (91,754) 29,275 73,547 75,000 - 2,114,535
Parks & Trails Projects
Park/Trail Repairs 23,357 - - 4,360 - - 18,997
Hakone Gardens Infrastructure Improvements 89,613 - - - - - 89,613
Hakone Gardens Koi Pond Improvements 115,248 (84,796) - 60,908 - - (30,456)
Quarry Pond Walkway Clearing - (27,052) - 3,773 - - (30,825)
Joe's Trail at Saratoga/De Anza 33,997 - - - - - 33,997
Guava/Fredericksburg Entrance 99,418 (6,359) - 26,607 - - 66,452
Saratoga Village to Quarry Park Walkway - Design 33,000 - - - - - 33,000
Saratoga to Sea Trail - Construction 307,686 (629) - 44 - - 307,013
Total Parks & Trails Projects 702,319 (118,835) - 95,692 - - 487,792
Facility Projects
CDD/PW Lobby Remodel - - - 1,671 - - (1,671)
Civic Theater Improvements 70,690 2,532 6,480 - - - 79,701
CC/SC Panel Upgrade 65,414 (58,966) - - - - 6,448
Community Center Stage Renovation - (1,405) - - - - (1,405)
Total Facility Projects 136,103 (57,840) 6,480 1,671 - - 83,073
Administrative and Technology Projects
Combined Document Imaging Project 12,263 (7,642) - - - - 4,621
City Website/Intranet 16,949 - - - - - 16,949
Development Technology 80,301 (6,548) 2,424 - - - 76,177
Trak-It Software Upgrade 27,383 (1,750) - - - - 25,633
LLD Initiation Match Program 50,000 - - - - 25,000 25,000
Horseshoe Beautification 24,650 (675) - 225 - - 23,750
General Plan Update 295,989 (41,420) - 19,590 - - 234,979
Village Specific Plan Update 80,158 (3,580) - - - - 76,578
Risk Management Project Funding 154,412 (518) - - - - 153,895
Total Administrative and Technology Projects 742,106 (62,132) 2,424 19,815 - 25,000 637,582
37
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
* Prior year balances are unaudited and do not include budgeted transfers. These figures will be updated for future reports once
the FY 2017/18 independent audit is completed.
CIP Funds/Projects
Prior Year
Carryforward
7/1/18
Increase/
(Decrease)
Jul-Oct
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
11/30/2018
Tree Fund Projects
Citywide Tree Planting Program 68,154 3,064 - 875 - - 70,343
Tree Dedication Program 23,875 125 - - - - 24,000
Total Tree Fund Projects 92,029 3,189 - 875 - - 94,343
CIP Grant Street Projects
Highway 9 Safety Improvements - Phase IV (108,547) - - - - - (108,547)
Prospect/Saratoga Median Improvement (2,133,920) (896,977) - 378,829 - - (3,409,726)
Citywide Signal Upgrade II (965) - - - - - (965)
Saratoga Ave Sidewalk 23,512 26,749 - - - - 50,261
Quito Road Bridges - ROW Acquisition 808 - - - - - 808
Total CIP Grant Street Projects (2,219,113) (870,228) - 378,829 - - (3,468,170)
CIP Grant Park & Trail Projects
Joe's Trail at Saratoga/De Anza 12,809 - - - - - 12,809
Saratoga to the Sea Trail - Design - (1,896) - 201 - - (2,097)
Total CIP Grant Park & Trail Projects 12,809 (1,896) - 201 - - 10,712
Park In-Lieu Projects
Quito/Pollard Open Space - (3,610) - - - - (3,610)
Hakone Koi Pond Improvement 9,320 - - - - - 9,320
Saratoga Village to Quarry Park Walkway - Design 88,689 (11,339) - 1,300 - - 76,050
Unallocated Park In-Lieu Funds 294,064 - - - - - 294,064
Total Park In-Lieu Projects 392,073 (14,949) - 1,300 - - 375,824
Gas Tax Fund Projects
Annual Roadway Improvements 690,289 334,395 105,334 7,072 - - 1,122,946
Prospect/Saratoga Median Improvements 685,014 (7,546) - 1,569 - - 675,899
Citywide Signal Upgrade II 99,759 - - - - - 99,759
Big Basin Way Sidewalk Repairs 20,990 - - - - - 20,990
Quito Road Bridges 7,085 - - - - - 7,085
Total Gas Tax Fund Projects 1,503,137 326,849 105,334 8,641 - - 1,926,679
Total CIP Funds 3,537,025 (887,596) 143,513 580,571 75,000 25,000 2,262,371
38
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
39
ATTACHMENT D
March June September December
1977 5.68 5.78 5.84 6.45
1978 6.97 7.35 7.86 8.32
1979 8.81 9.10 9.26 10.06
1980 11.11 11.54 10.01 10.47
1981 11.23 11.68 12.40 11.91
1982 11.82 11.99 11.74 10.71
1983 9.87 9.64 10.04 10.18
1984 10.32 10.88 11.53 11.41
1985 10.32 9.98 9.54 9.43
1986 9.09 8.39 7.81 7.48
1987 7.24 7.21 7.54 7.97
1988 8.01 7.87 8.20 8.45
1989 8.76 9.13 8.87 8.68
1990 8.52 8.50 8.39 8.27
1991 7.97 7.38 7.00 6.52
1992 5.87 5.45 4.97 4.67
1993 4.64 4.51 4.44 4.36
1994 4.25 4.45 4.96 5.37
1995 5.76 5.98 5.89 5.76
1996 5.62 5.52 5.57 5.58
1997 5.56 5.63 5.68 5.71
1998 5.70 5.66 5.64 5.46
1999 5.19 5.08 5.21 5.49
2000 5.80 6.18 6.47 6.52
2001 6.16 5.32 4.47 3.52
2002 2.96 2.75 2.63 2.31
2003 1.98 1.77 1.63 1.56
2004 1.47 1.44 1.67 2.00
2005 2.38 2.85 3.18 3.63
2006 4.03 4.53 4.93 5.11
2007 5.17 5.23 5.24 4.96
2008 4.18 3.11 2.77 2.54
2009 1.91 1.51 0.90 0.60
2010 0.56 0.56 0.51 0.46
2011 0.51 0.48 0.38 0.38
2012 0.38 0.36 0.35 0.32
2013 0.28 0.24 0.26 0.26
2014 0.24 0.22 0.24 0.25
2015 0.26 0.28 0.32 0.37
2016 0.46 0.55 0.60 0.68
2017 0.78 0.92 1.07 1.20
2018 1.51 1.90 2.16
Quarterly Apportionment Rates
Local Agency Investment Fund
40
SARATOGA CITY COUNCIL
MEETING DATE:January 16, 2019
DEPARTMENT:City Manager’s Office
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Resolution Authorizing Final Disposition of Certain City Records
RECOMMENDED ACTION:
Adopt resolution authorizing final disposition of certain city records.
BACKGROUND:
On May 16, 2018, the City Council approved the City’s Records Retention Schedule. In
accordance with the schedule, staff and the City Attorney review archived documents to
determine those that are to be destroyed pursuant to the Schedule and can, therefore, be
shredded.In compliance with State law, processing expired records for destruction is a multi-
step process:
1.Staff in each department identifies records for which the retention period has expired in
accordance with the approved records retention schedule. Records in each box are reviewed
to make sure the records are eligible for destruction.
2.Department directors review and approve the list of records to be destroyed in their
departments.
3.The City Clerk and City Attorney review and approve a combined list of all expired records.
4.The list of records is presented to the City Council along with a resolution authorizing the
shredding of listed documents. Records may not be shredded without the authorization of the
City Council and the City Attorney.
At this time, staff has identified 34 boxes of expired records and email files and is requesting
authorization from the Council to proceed with disposition of these documents.
FOLLOW UP ACTION:
Consistent with the City’s standard policy, the records will be held for seven days for review
pursuant to the Public Records Act.If no request for review is submitted, the records will be
promptly destroyed unless the City Attorney determines that they should be retained and
destroyed at a later date per direction from the City Attorney.If a request for review is
submitted, the records will be destroyed between 20 and 30 days after they have been made
available for review.41
ATTACHMENTS:
Attachment 1 - Resolution Authorizing the Final Disposition of Certain City Records
Attachment 2 - List of Records Proposed for Final Disposition
42
RESOLUTION NO. 19-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING THE FINAL DISPOSITION OF CERTAIN CITY RECORDS
WHEREAS, Government Code Section 34090 et seq. authorizes City department heads to
destroy certain records, documents, instruments, books or paper after the same are no longer required
with the approval of the legislative body by resolution and the written consent of the City Attorney.
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows:
1.Department heads are hereby authorized to have destroyed those certain documents,
instruments, books or paper (collectively, “Records”) under their charge as described in
Exhibit ‘A.
2.The Records described in Exhibit ‘A shall be held for seven days for review pursuant
to the Public Records Act prior to destruction. If no request for review is submitted
within that time, they shall be promptly destroyed. If a request for review is submitted,
the Records shall be destroyed not less than twenty days and not more than thirty days
after the records have been made available for review. Notwithstanding the foregoing,
if the City Attorney determines that any Records should be retained for any reason
those Records shall be retained and destroyed at a later date determined by the City
Attorney.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 16
th day of January 2019 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
ATTEST:
DATE:
Debbie Bretschneider, City Clerk
43
January 2019 Records Authorized for Destruction by Council and City Attorney
Retention Guide
AU = Audit, CL =Closure, CU = Current Year, T = Terminated
Number
of Box Department Description of Documents
Retention
date Retention Record Series
4D CDD CDBG 1996-1997 1/1/2005 CL+4 Grants, CDBG
61B City Clerk
Management Compensation Information ('82-'83) and State Surplus
('70-'79)12/31/1987 CU +2 Reports,General
102D CMO Cable TV Correspondance 1977-1983 01-01-1986 CL+2 Correspondance
106B City Clerk City Manager correspondance ('86-'95)1/1/1999 CL+2 Correspondance
106C City Clerk
Solid Waste Mngmnt, Cable TV, Sheriff's Dept., Disaster Plans, Green
Valley Disp.Correspondance ('86-'96)1/1/1999 CL+2 Correspondance
106D City Clerk
CDBG Project, Funded Grant Proj., Income Limits, Council Reps.,
Consol. Plan Rep. ('97-'01)01-01-2005 CL+4 Grants, CDBG
130A City Clerk Terminated Contracts. Scanned Jan. 2019 CL + 10 Contracts & agreements
369 Public Works Unawarded bids for Public Works projects 1-1-2018 CU +2 Bids, unsuccessful
431 Recreation Registration Forms 12/1/2013-12/1/2014 01/01/2019 CU+4
Registration Forms for
recreation
453 City Clerk
2014 Agenda supplements, 2000 Closed Commissions, 1996
newsletters. Scanned 1/1/2018 CU +2 Agendas
454 City clerk
Bids -not used.2014 Mayor Correspondance scanned . 2014
Supplemental Council agendas, scanned 1/1/2018 CU+2
Bids, unsucessful,
correspondance, agendas
476 City Clerk Unsuccessful bids for website RFP 2016 1/1/2019 CU+2 Bids, unsuccessful
668 Finance
Terminated Employees -Employee Payroll files 01-01-2008 thru 12-31-
2008 12-31-2018 T+6 Employee Payroll Files
683 Finance Employee Time Sheets FY 2011-12 12/31/2018 AU +6
Payroll -Employee
timesheets
733 Finance Banking Records -Bank Deposit receipts FY 2012-13 12/31/2018 AU + 5 Banking Records
759 Finance FY2012-20-13 Bank statements & reconciliations 12/31/2018 AU +5 Banking Records
760 Finance FY 2012-2013 Bank statements & reconciliations 12/31/2018 AU +5 Banking Records
776 Finance FY 2013-14 Parking Citations 12/31/2018 AU+4
777 Finance FY 2013-14 Cash receipts 7/1/13 - 8/31/2013 12/31/2018 AU+4 Cash receipts
778 Finance FY 2013/14 Cash Receipts 9/1/13 - 10/31/13 12/31/2018 AU+4 Cash receipts
44
779 Finance FY 2013/14 Cash Receipts 11/1/13 - 12/31/13 12/31/2018 AU+4 Cash receipts
780 Finance FY 2013/14 Cash Receipts 1/1/14 - 2/28/14 12/31/2018 AU+4 Cash receipts
781 Finance FY 2013/14 Cash rEceipts 3/1/14 - 4/30/14 12/31/2018 AU+4 Cash receipts
782 Finance FY 2013/14 Cash Receipts 5/1/14 - 6/30/14 12/31/2018 AU+4 Cash receipts
820 finance 1099 Forms 2009-2012, W-9 forms 2012 and prior 12/31/2018 AU+5 Tax records, vendors
838 finance CY 2014 Business license renewals 12/31/2018 T+4 Business License
839 finance FY 2013/14 Cash receipts 12/31/2018 AU+4 Cash receipts
841 finance FY 2013-14 Accounts Receivable 12/31/2018 AU+4 accounts receivable
848 finance CY2014 False alarm cards 12/31/2018 AU+4
5015 City clerk Form 700's 1997, 1998, 1999, 2000, 2001, 2002, 2003, 2010 1/1/2019 CU+7
Statements of economic
Interest
5016 city clerk
Nomination papers 1994, 1996, 1998, 2000, 2002, 2004, 2008, 2010
AND Election papers, not elected 2002, 2004, 2006, 2010 1/1/2019 Term + 4 Election Nomination Papers
HR 1
Human
resources Employee Personnal Files 1995-2010 12/31/2018 Term + 4 Personnal Files
HR 2
Human
resources Employee Personnel Files 1995-2010 12/31/2018 Term + 4 Personnel Files
HR 3
Human
resources Employee Personnel Files 1995-2010 12/31/2018 Term + 4 Personnel Files
HR 4
Human
resources Position recruitment 2000-2008 12/31/2014 CL +3 Position recruitment
CITY ATTORNEY CONSENTS TO DESTRUCTION
OF THE RECORDS, DOCUMENTS, INSTRUMENTS,
BOOKS OR PAPER DESCRIBED ABOVE:
__________________ ____________
Richard Taylor Date
City Attorney
45
SARATOGA CITY COUNCIL
MEETING DATE: January 16, 2018
DEPARTMENT: City Manager’s Office
PREPARED BY: Crystal Bothelio, Deputy City Manager
SUBJECT: Weed/Brush Abatement Program Assessment Hearing
RECOMMENDED ACTION:
Open public hearing, accept public testimony and consider amendments to the assessment report,
and adopt resolution confirming report and assessment of weed/brush abatement program charges.
BACKGROUND:
There are two programs in Saratoga that work to protect the City from wildfire risk by reducing
potential fuel, like weeds or brush. These two programs include the Weed Abatement Program
managed by the City of Saratoga in partnership with the County of Santa Clara via contract and
the Brush Abatement Program (Wildland Urban Interface Preparedness Inspection) managed by
the Santa Clara County Fire Department.
On June 20, 2018, a list of properties that failed to meet requirements of the Weed and Brush
Abatement Programs during the 2018 Weed/Brush Abatement Program inspections was
presented to the City Council. The City Council adopted a resolution declaring the weeds, brush,
and other hazardous conditions on these properties to be a public nuisance and authorizing the
Santa Clara County Department of Agriculture to conduct necessary abatement work to remove
the nuisance, at the property owners expense. Following abatement, the City issued bills for
related fees and expenses to property owners that failed to comply with Weed/Brush Abatement
requirements. Bills were mailed November 9, by certified and first-class mail, with a payment
deadline of December 17.
A total of 7 properties failed to pay their Weed/Brush Abatement bills. Consequently, staff is
recommending that the City Council approve the attached resolution confirming the report of
unpaid bills and authorizing assessment of Weed/Brush Abatement Program charges outlined in
the attachment to resolution and copied below.
Address APN Unpaid Bill Admin. Fee Total
Sun Valley Ct 386-17-055 $1,661.56 $150.00 $1,811.56
Saratoga Av 386-17-056 $1,841.10 $150.00 $1,991.10
19110 Dagmar Dr 389-38-018 $1,445.04 $150.00 $1,595.04 46
15401 Via Colina Dr 397-09-004 $673.00 $150.00 $823.00
Mt Eden Rd 503-13-067 $4,379.42 $150.00 $4,529.42
22122 Mt Eden Rd 503-13-143 $673.00 $150.00 $823.00
Pierce Rd 503-15-019 $673.00 $150.00 $823.00
If the report of unpaid bills and resolution are approved, the unpaid balances will become a lien
on the respective properties and constitute a special assessment to be collected in the same time
and manner as property taxes. In addition to the Weed/Brush Abatement Program fees,
properties included in the accepted resolution will also be subject to a City Administrative Fee of
$150. All other fees are determined by the County of Santa Clara.
The City Council may waive fees proposed to be assessed, if desired. The City has already paid
the County for Weed/Brush Abatement Program expenses and any changes to the fees to be
assessed will reduce recovery of City expenses.
The remainder of this report describes the Weed/Brush Abatement Programs, including more
detailed information about the 2018 and 2019 cycles of the Weed Abatement Program.
About Weed and Brush Abatement:
The Santa Clara County Weed Abatement Program acts by contract with the City to protect
Saratoga from wildfire by reducing potential fuel, like weeds. All properties in Saratoga are
subject to the requirements of the Weed Abatement Program. In 2017, the City of Saratoga took
a more active role in the administration of the Weed Abatement Program. The City now handles
program communications, noticing, outreach, and billing.
Santa Clara County Fire Department also operates a similar program, the Brush Abatement
Program, with different parameters. The Brush Abatement Program only affects those properties
in the Wildland Urban Interface (WUI) area of the City, the sections of Saratoga at the greatest
risk for wildfire. Requirements for Brush Abatement are slightly different than the Weed
Abatement Program. However, properties that meet Weed Abatement requirements generally
also comply with Brush Abatement requirements.
Information about both programs is available on the City’s website at
www.saratoga.ca.us/weed_brush.
Weed Abatement Program List:
The Weed Abatement Program List is a list of all properties previously identified as non-
compliant. Properties are removed after achieving 3 consecutive years of compliance or by
action of the City Council. During Weed Abatement Program inspections, only properties that
are on the Weed Abatement List as of January 31 are inspected and subject to fees, nuisance
declarations, and abatement orders.
If inspectors find a property that is non-compliant while conducting inspections or as a result of a
complaint, the property is referred to the City and will be inspected for compliance with the City
Code. If the property is non-compliant with City Code requirements and conditions are not
corrected by the Code Compliance Officer’s deadline, the property will be added to the Weed
Abatement Program List the following calendar year.
47
Properties that fail to meet Brush Abatement requirements by the deadline set by Santa Clara
County Fire Department and included in the abatement order approved by the City Council may
also be added to the Weed Abatement Program List for the following calendar year.
2018 Weed Abatement Program:
In February 2018, the City of Saratoga mailed notices to owners with properties on the Weed
Abatement Program list. This notice was mailed to both property and owner addresses, if
different, and detailed program deadlines, possible fees and penalties, as well as information
about how to request an extension to the Weed Abatement deadline.
In addition to the notices, the City conducted general outreach on the Weed Abatement Program
to bring greater awareness to the program and encourage residents to reduce flammable
vegetation on their property, maintain defensible space, and help keep their property safe from
wildfire.
Following the Weed Abatement Program deadline and inspections, a second notice was sent to
owners that failed inspections. This notice was sent in June 2018 and described the nuisance
declaration and abatement order, including procedures for raising objections and requesting
removal from the nuisance declaration and abatement order. This notice was also sent to both
property and owner addresses, if different.
2019 Weed Abatement Program:
In February, the City plans to mail notices to owners of properties on the 2019 Weed Abatement
Program List. There is a total of – properties on the list for 2019. This is 9 fewer properties than
2018. No new properties were added to the Weed Abatement Program List in 2019. Notices will
include deadlines for compliance with Weed Abatement Program requirements and
consequences for non-compliance. Like last year, communitywide outreach will also be
conducted to bring greater awareness to wildfire prevention. The City is also working with Santa
Clara County Fire Department to host a series of workshops in Saratoga on wildfire risk in the
spring.
FISCAL STATEMENT:
If the City Council wishes to amend the proposed assessments, program fees will not be
recovered.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
A legal advertisement for the public hearing was published in the Saratoga News on January 4,
2018. Additionally, the bill sent to owners in November 2018 included information about the
assessment hearing.
ATTACHMENTS:
Attachment A – Resolution Confirming Report and Assessment of Weed/Brush Abatement
Program Charges
48
RESOLUTION NO. 19-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
CONFIRMING REPORT AND ASSESSMENT OF HAZARDOUS VEGETATION
ASSESSMENT CHARGES
WHEREAS,at a regular meeting of the Saratoga City Council held on January 16, 2019,
the City Council of the City of Saratoga received a report of all unpaid bills for weed and brush
abatement expenses and a proposed assessment list, including the parcels against which said
expenses and applicable administrative and collection costs are to be assessed, all pursuant to
Article 7-15 of the Saratoga City Code; and
WHEREAS,the City Council, having heard said report and all objections finds that no
modifications need to be made to any of said assessments;
NOW, THEREFORE, BE IT RESOLVED that the 2018 Weed Abatement Program
Assessment Report, City of Saratoga, attached to this resolution as Exhibit A and incorporated
herein by reference, is hereby accepted and confirmed. The total amount will be included as a
special assessment on the property owner’s tax bill following confirmation of the charges; and
the Santa Clara County Auditor will be directed to enter the amounts of said assessments against
the respective parcels of land on the County Tax Roll, and to collect the same at the time and in
the manner as general municipal taxes are collected.
A certified copy of this resolution and assessments shall be filed with the Santa Clara County
Auditor.
Attachments:
Exhibit A – City of Saratoga 2018 Weed/Brush Abatement Program Assessment Report
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 16th day of January 2019 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
ATTEST:
DATE:
Debbie Bretschneider, City Clerk
49
EXHIBIT A
CITY OF SARATOGA 2018 WEED/BRUSH ABATEMENT ASSESSMENT REPORT
Address APN Unpaid Bill Admin. Fee Total Assessment
Sun Valley Ct 386-17-055 $1,661.56 $150.00 $1,811.56
Saratoga Av 386-17-056 $1,841.10 $150.00 $1,991.10
19110 Dagmar Dr 389-38-018 $1,445.04 $150.00 $1,595.04
15401 Via Colina Dr 397-09-004 $673.00 $150.00 $823.00
Mt Eden Rd 503-13-067 $4,379.42 $150.00 $4,529.42
22122 Mt Eden Rd 503-13-143 $673.00 $150.00 $823.00
Pierce Rd 503-15-019 $673.00 $150.00 $823.00
50
SARATOGA CITY COUNCIL
MEETING DATE:January 16, 2019
DEPARTMENT:City Manager’s Office
PREPARED BY:James Lindsay, City Manager
SUBJECT: Ordinance Establishing Regulations for Rotating Emergency Shelters
(Safe Car Park and Severe Weather Shelter Programs)
RECOMMENDED ACTION:
Conduct a public hearing concerning the attached ordinance establishing regulations for rotating
emergency shelters, such as safe car parks and severe weather shelters; and, introduce and waive
the first reading of the ordinance and direct staff to place the ordinance on the consent calendar for
adoption at the next regularly scheduled meeting of the City Council.
BACKGROUND:
At the November 21, 2018 City Council meeting, the Council directed staff to prepare an ordinance
implementing certain amendments to the City Code to establish regulations for rotating emergency
shelters. The Planning Commission reviewed the proposed amendments to the zoning regulations
and recommended approval at their December 12, 2018 meeting.
The new regulations would allow rotating emergency shelter programs as a permitted use on
residentially zoned properties designated as Community Facility in the General Plan (refer to
Attachment B – General Plan Land Use Map), such as West Valley College and faith-based
organizations. Rotating emergency shelter programs such as safe car parks and temporary
sheltering during severe weather events could occur for up to three months at each host location.
Once adopted, the City will establish administrative guidelines to ensure rotating emergency
shelters are operated safely and do not negatively impact surrounding properties. A working draft
of the Administrative Guidelines has been provided as Attachment C for reference.
ATTACHMENTS:
Attachment A – Draft ordinance
Attachment B – General Plan Land Use Map
Attachment C – Draft Administrative Guidelines
51
ORDINANCE NO. ____
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING
CITY CODE SECTIONS 9-15.065 (VEHICLES USED AS LIVING OR SLEEPING
QUARTERS); 15-06.251 (EMERGENCY SHELTER DEFINITION); 15-12.020 (SINGLE-
FAMILY RESIDENTIAL DISTRICTS PERMITTED USES); AND 15-19.035 (C-N(RHD)
PERMITTED USES).
The City Council of the City of Saratoga finds that:
1. The County of Santa Clara has determined that rotating emergency shelters such as safe
car parks and severe weather shelters play an important role in the progression of
providing safe places to sleep and helping connect residents to services.
2. The City Council referred the amendments to Saratoga Municipal Code Chapter 15 in
this ordinance clearly articulating that rotating emergency shelter programs are allowed
as a permitted use on residentially zoned properties designated as Community Facility
Sites in the General Plan.to the Planning Commission and the Planning Commission held
a hearing on those amendments on December 12, 2018. Following consideration of all
testimony and written materials, the Planning Commission on December 12, 2018
recommended that the City Council adopt the amendments to Chapter 15 set forth herein.
3. The City Council of the City of Saratoga held a duly noticed public hearing on January
16, 2019, 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 of the City of Saratoga hereby ordains as follows:
Section 1.Adoption.
The Saratoga City Code is hereby amended as set forth in Exhibit A.
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 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
52
The proposed amendments and additions to the City Code are Categorically Exempt from the
California Environmental Quality Act (CEQA) pursuant to CEQA Guideline section 15061(b)(3).
CEQA applies only to projects which have the potential of causing a significant effect on the
environment. Where it can be seen with certainty that there is no possibility that the activity in
question may have a significant effect on the environment, the activity is not subject to CEQA. In
this circumstance the amendments to the existing City Code and related sections and additions of
provisions and reference appendices to the existing Code; the amendments and additions would
have a de minimis impact on the environment.
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 noticed public hearing the foregoing ordinance was introduced at the regular
meeting of the City Council of the City of Saratoga held on the 4th day of January, 2019 and was
adopted by the following vote on February 6, 2019.
COUNCIL MEMBERS:
AYES:
NOES:
ABSENT:
ABSTAIN:
SIGNED:
E. Manny Cappello
MAYOR, CITY OF SARATOGA, CALIFORNIA
ATTEST:
DATE:
Debbie Bretschneider
CITY CLERK
APPROVED AS TO FORM:
DATE:
Richard Taylor, CITY ATTORNEY
53
Exhibit A – Safe Park Ordinance
The provisions of the Saratoga Municipal Code set forth below are amended or adopted as
follows:
Text added to existing provisions is shown in bold double-underlined text (example) and
text to be deleted in shown in strikethrough (example). Text in italics is explanatory and
is not an amendment to the Code except in cases where it directs renumbering of
subsections not otherwise amended.
9-15.065 - Vehicles used as living or sleeping quarters.
No vehicle, including any boat, bus, trailer, motor home, recreational vehicle (as defined in
Section 15-06.535 of this Code), van, camper (whether or not attached to a pickup or other
vehicle), camp trailer, automobile, truck, pickup, airplane, haul trailer, truck tractor, truck
trailer, utility trailer, or any device by which any person or property may be propelled, moved
or drawn, shall be used for living or sleeping quarters, except as permitted below:
(a)Vehicles may be used as living or sleeping quarters at Rotating Emergency Shelter
locations meeting the conditions contained in Section 15-12.020(k) of this Code.
(b)Only one trailer, motor home, camper or recreational vehicle at a time may be used for
living or sleeping quarters on a residential property for a total period for all of such
uses not to exceed eighteen days in one calendar year. There shall be at least fifteen
calendar day's separation between any such uses in consecutive calendar years. Upon
written request, from a City resident the property owner, the Community
Development Director, or his or her designee,the Community Development Director's
designee may for good cause grant reasonable time extensions of this eighteen-day
limitation per calendar year, reduce the separation between uses in consecutive
calendar years, or allow continued parking and occupancy while an application or
appeal is pending. No such time extension may cause the calendar year limit to be
exceeded by more than an additional fourteen days unless an application has been filed
therefor and at least ten days before a decision on the application is made notice has
been given to all owners of property within three hundred feet of the parcel on which
the temporary parking and occupancy extension is proposed. Prior to a trailer, motor
home, camper or recreational vehicle not owned by a resident of the property being
brought onto property and used for living or sleeping quarters, the resident of the
property shall apply for, pay the application fee for, and obtain a temporary parking
and occupancy permit from the Community Development Director or his/her
designee.
54
Chapter 15 - ZONING REGULATIONS
Article 15-06 – DEFINITIONS
15-06.251 – Emergency Shelter.
(a)“Emergency shelter, permanent” means a permanently operated facility that
provides people shelter with minimal supportive services for a time period not
exceeding six months per person per year.
(b)“Emergency shelter, rotating” means a facility that, for a time period not
exceeding a total of three months per year per location, provides people shelter
with minimal supportive services.
Article 15-12 - R-1: SINGLE-FAMILY RESIDENTIAL DISTRICTS
15-12.020 - Permitted uses
[The following subsection is added to section 15-12.020; there are no other changes.]
(k)Rotating Emergency Shelter, provided the following conditions are met:
(1)The shelter is located on a property identified as Community Facilities Site
on the City’s General Plan Land Use map.
(2)The number of occupants does not exceed thirty.
(3)The hours of operation do not exceed 6:00 PM to 8:00 AM.
(4)The operational period for each property does not exceed three months
each year.
(5)An annual operational plan that has been approved by the City Manager,
or his/her designee, and the County Sheriff to be in compliance with the
City's administrative guidelines for Rotating Emergency Shelters. City
may withdraw approval in the event the plan is not being followed. A
Rotating Emergency Shelter may not operate without a City approved
annual operational plan.
Article 15-19 - C: COMMERCIAL DISTRICTS
15-19.035 - C-N(RHD) district regulations
(a) Permitted uses. In addition to the permitted uses listed in Section 15-19.020(a) and15-
19.030(a) of this Article, the following permitted uses shall also be allowed in a C-N(RHD)
district:
(1)Mixed-use development with a minimum residential density of thirty dwelling
units per net acre and conforming to the design standards found in Article 15-
58. Pursuant to Government Code Section 65583.2(i) any design review
required for such development shall not constitute a "project" under CEQA.
(2)Permanent Emergency shelters, transitional housing, single-room occupancy
buildings, and supportive housing for homeless individuals and families.
55
(3)Rotating Emergency Shelters meeting the requirements of section 15-
12.020(k).
[No changes to the remainder of section 15-19.035.]
1075670.1
56
Residential Multi Family
S a r a t o g aSaratoga california
the city of
·|}þ85
·|}þ85
·|}þ85
OS-H*
OS-H*
OS-H*
OS-H*
OS-OR
OS-OR
RHC
RHC
RHC
RHC
RHC
OS-P
OS-H
OS-H*
OS-H
RVLD
RVLD
CFSCFS
CFS
CFS
CFS
M-10
M-10
RVLD
RVLD
RVLD
CFS
RLD
RLD
OS-MR
M-10
M-12.5
CFS
OS-OR
PA
PDR
RMF
OS-OR
CR
RMF
OS-MR
CFS
CFS
CFS
M-15
CR
CR
CR
M-15
RMF
M-15
M-15
CFS
CFS
RMF
CR
PA
OS-H
OS-MR
RVLDCFS
CFS
COX
PIERCESOBEYSARATOGAALLENDALESARATOGA SUNNYVALEPIKEOAKTITUSFRUITVALE4TH
SEAGULL
SARATOGA LOS GATOS
QUITOBOHLMANGLEN BRAECHESTERMOUNT EDEN
B IG B A S IN
HILLPROSPECT ASPESI
COMER SCULLYRONNIETOLLGATE
WARDELL
R E ID
HUMEMONTALVODEVON
PORTOS BROOKGLENOLD OAK
PEPPERRADOYKATHELMA
CRISPNORT
ONMILLERAFTON
HERRIMAN
VILLA OAKS
BEAUMONTWOODSIDEGLASGOWPARKER RANCHTEDGRANITESCOTLAND
ALOHASPRINGERBONNET
COLLEGE
FARWEL LELVATEN OAKKILBRIDE
SARAHILLSBRAEMAR
CARNIEL
DAGMAR
MCFARL AND
MARTHA
PEACH HILLLOMITA
ERIC
RUSSELL
MONTE VISTA
BROCKTON
CUMBERLAND6THBLAUER
PAULVIA REGINA CANDYKITTRID
GE ARROYO DE ARGUELLOKOSICH
GARROD
LANARKPEHOR A V IN E
CANYON VIEW BEAUCHAMPSPASEO PRESADAKARNMILJEVICH
GYPSY HILLFARR RANCHMICHAELSTRINITY BAY LOR
HOWENSEVILLA
BROOKVIEW
ASHLEY
VIA REAL
TAOSA
U
STINVIA COLINACHARTERS
WESTVIEW
MENDELSOHN EVANSWENDYSARATOGA CREEKMCCOY
DOUGLASSLARCHMONTLYNDEKEVINKIRKM ONT
DAMON
PARK PALMTAGLIDOSARAGLENBUCKNALL
THREE OAKS
BELLA
W I N T E R PURDUE
DUNDEE
MYRENC O N G R E S S S P R I N G S
YUBADE SANKABAINTER
CLEMS ON
FRANKLIN
M A R IO N
M
ARIA
3RD
VINE
C H IQ U IT A
VIA MONTE
CHATEAU
VALLE VIS
TA
KNOLLWOOD
CRAYSIDEMERIDA
LJEPAVA
SARATOGA HILLS CAROLBA
N
K MILL
W IL D C A T KRISTYPICEASPERRYV I C K E R Y
SURREY
JERRIESHEATHHAMMONSBELLECOURTDEHAVILLAND JOHNSONWOODMONTOLD WOOD
TE
E
RLIN
K
LEONARD
QUARRY WARDCASA BLANCA
MADRONE HILLSUMNERPLYMOUTHEDINBURGH
PIEDMONTALLEY
S
T
A
R RID
G
E
SOLANA
MAUDE
GOLETA
HEBER PASEO CERROOKANOGAN
MONTEWOOD
T E N A C R E S
EL CAMINO GRANDEVIA RONCOLELEXINGTONLUTHERIAMARILLAMALCOMVIE
W
O
A
K
KOMINA MONTROSEAR
R
O
W
HEAD
V IE W R I D G E
HOLIDAYPARAMOUNTROLLING HILLS
SHUBERTCAMBRIDGECHERRY
CITRUSBONNIE RIDGEKIRKBROOKLA PALO
M
A
MARSHALLTERRENCEALTA VISTAHARLEIGHROBIN
LARK
RAVENWOOD
S IG A L
VANDERBILT
ZORKA
M A U R E E N
M O N TA U K VIA ARRIBASOUSA
PASEO LADO
WOODBANK
MINA
HORSESHOEOMEGAOLD TREEARGONAUTBLUE HILLS
TRICIA
GLEN UNA DOLPHINSUNSET MCDOLEBARANGAELVIRACARRICKS
P
AIC
HATRIUM
ORIOLEMARILYNBERWICKWALBROOKPADEROPASEO FLORESHILLTOPVIA RANCHEROELISA
WILLIAMS
VINEYARD
NORTHAMPTON
PANORAMA
WINN
SARATOGA HEIGHTS
SWARTHMORE
BLUE GUMLIVE OAKBELLWOOD
GUAVA EDINA
SAN MARCOSJUNIPER
J A C K S
ATHOS
VISTA REGINA
JUNIPERO
LOMA RIOSIN
GIN
G HILLPERATAHOMESVIA MADRONASDEBBIE
WILLIAMSBURG
O A K H A V E N
JUNA
B R O O K W O O D HARPERHAUNJULIEMELLOWOODS E A T O N
MELLON
OAHU
VAQUEROCOVINAB U C K H A V E N
ANSLEY
FOOTHILLOAK CREEKVIA ALTOO
RCHARD
LUMBERTOWNREDBERRYHILLMOOR LOLLYFREDERICKSBURG
SARATOGA VISTAHIDDEN VIEW
BURNETT
STONERIDGEBELNAP
R
A
N
F
R
EBRANDYWINE
SHADOW OAKSCAMINO RICOOBRADLA
W
RE
N
C
E
SARATOGA GLEN
VERSAILLES BELLGROVEREGANSOMERVILLEMONTALVO HEIGHTS SHORT HILLR IC E
FIELDSTONEPALOMINODEER TRAILARROYO
CABERNET
BROOKHAVEN
5TH
BARONI
CYRIL
KENOSHAPLUMASCHRISTIEINDIODORENETHORPEENCINAATHLETICS MCCULLOCHMARDEN JUNEVIA GRANDE
VESSING
PASEO PUEBLO
B
R
O
O
K
C O L B Y
P A M E L A
V I N T A G E
MERRICKCHALET
WALNUT
DORSEY
KREISLER INGRIDVERDE VISTA
WILD OAKKANEMANTECAALCOTT
MASSONCARNELIAN GLENPASEO TIERRA
WESTCOTTSULLIVANMORAN
BONNIE BRAE VIA TESOROM E A D O W O A K
H A Y F IE L D CAMINO BARCOQUICKERTC
R
E
ST
B
R
O
O
K
CALLE TACUBAANDREWCODYVILLAGEVERONICA
ALBARANGUS
FONTAINEARGONNEPUENTEP E R E G O
REEDCRAIGEN
M E L I N D A
BOYCE ANZACUVILLYSUNNYSIDENATOMAG
LE
N
M
O
NT
LEUTAR BROOKRIDGEPONTIACVISTA ARROYOSOBEY MEADOWSTAMWORTHRANCHO LAS CIMASDEEPWELL FORTUNAMARIGNY
DONNABRIAR
BURGUNDY
AMBRIC KNOLLS TONI ANNMOUNT EDEN TRAIL
COYOTE RIDGE
BURNSHAYMEADOW
EL QUITOMERRIBROOKEDEN VALLEYLOWENA
M O N T P E R EORELLAMABELSAN PALO
ALDERPINNACLE APRI
COT HI
LLLA PAZAVON
MANOR
DEER CANYONMANDARI
NGUNTHER
TWEEDWOODVIEWR I E S L I N G BACHKIRKDALEAR CADIA PALM SK
O
D
IA
C
LELANDPASEO OLIVOSV IL L A M O N T A L V O E X ITSHADOW MOUNTAINDORCHESTER
ABDULLANORADARODONILIKASCIENCEBLUE MEADOWSAINT JOAN
VENDURALADERARITANNA
S
E
A
G
R
A
V
E
S KERWIN RANCHAQUINO
HOUSTON
A S H T O N
BOUGAI
NVI
L
L
EAHARGRAVE
LAS CASITAS
EM ERALD HILLSLA VISTASCENIC HEIGHTSTERRAC ETHEATERIONEEASTONKINMANASCENSION
BOUNTIFUL ACRESDUR H AM SERRAOAKSWESTOVERSARAVIEWBOWHILL
ALONDRA SOBEY OAKSADMISSIONSGREENMEADOW JOLENER A L E IG H
BLACK WALNUTMACLAYYOLORANCHO BELLAROCKY CREEKBELLA VINA MCCARTYSVILLEC O N G R E S S H A L L WALDENCUNNINGHAM
COUNTRY SQUIRE
H I D D E N H I L LRIVER RANCHOAK HOLLOWMORAY
RIVERDALE
ORLEANSHICKORY HILL
HARVEST DOVERBESTVIEWROBLE
M E T L E RDIAMOND OAKSS
A
G
E
WILDWOODKAHALAM
A
N
O
A
BUTANO
CONTINENTAL
RICHELIEUFALMOUTH
KIL
T
S H A D Y O A KIDLEWOOD
SPRING BROOK
VERDE MOOR
STEWARTYERBA SANTALANNOY
WOOD DELL
CHABLIS DORCICHNUTWOODFOREST HILLS RAVENPALO OAKS
QUITO OAKS
F
E
R
N
B
R
OOK
W
O
RDEN
R
O
S
S
M
E
R
E
GORDON
ZIN FA N D E LCHARDONNAY
LYONSWEL L I N GT ON
LOQUATGRANADA
PLACIDAJEPSENP O L L A R D
CORDWOOD
EDENCREST
JACCARANDA
CARNELIANVINTNER GLEN ARBORNEWPORTE S P A D A
G A R N E T TWOLCOT
O A KWO O D
PALERMO ABERDEENHERITAGE OAK
M
O
NTALV
O O
A
KS GERNEI
L
VIA CRECENTE
GREENBROOK
NEWHOUSESU
N
N
YB
R
O
O
K
LANCASTERSPRINGHILLDEERPARK
ARDMORE
PETUNIASUN VALLEY
SAINT ANN
VERDED
E
E
R S
P
RIN
G FERNCRESTB A R K S D A L EJAMES TOWNPROSPECT
REGANCOX
B
O
HL
M
AN
C A N Y O N V IE W
RAVINELOLLYBONNIE BRAEOAK
H A R L E IG H
P
A
R
K
PIERCE
QUITOPROSPECT
CHI
QUI
TAPARKER RANCHRAVENWOODSARATOGA SUNNYVALEBROOKGLENBOHLMAN QUITOTAOSDOUGLASS
P A R A M O U N T
VICKERYTED
MONT E WO OD
MONTE VISTA SARATOGA CREEKGLEN UNAQUITOORIOLE6105000
6105000
6107500
6107500
6110000
6110000
6112500
6112500
6115000
6115000
6117500
6117500
6120000
6120000
6122500
6122500
6125000
6125000
6127500
61275001912500 19125001915000191500019175001917500192000019200001922500192250019250001925000192750019275001930000193000019325001932500G e n e r a l P l a n M a pGeneral P l a n M a p
Cupertino
San Jose
Campbell
Los Gatos
Monte Sereno
Unincorporated Area
Disclaimer: This map was prepared for informational purposes only. No liability is assumed for the accuracy of the data delineated hereon.
* See City of Saratoga Planning Staff regarding Prezone areas
Created Date: August 18, 2007 Revision Date: December 19, 2017
Adopted by City Council June 6, 2007
RESOLUTION DATE APPROVED
10-067 Nov. 17, 201011-026 April 20, 201111-028 April 20, 2011
11-036 June 1, 201111-058 Aug. 17, 201111-080 Dec. 21, 201112-049 Aug. 15, 201213-016 April 3, 201313-033 June 5, 201313-034 June 5, 201313-086 Dec. 18, 2013
14-006 Mar. 5, 201414-007 Mar. 5, 201414-008 Mar. 5, 2014
22215 Mt Eden Rd22480 Mt Eden Rd22480-22490 Mt Eden Rd
22480-22490 Mt Eden RdCongress Springs Quary Property19351 Redberry Dr22600 Mt Eden RdCongress Springs & 2100 Mt EdenMt Eden RdMt Eden RdParamount Dr & Big Basin Way
Mt Eden RdMt Eden RdCongress Springs Quary Property
ADDRESS RESOLUTION TYPE
AnnexationAnnexationLand Use Designation of Annexed Land to RHCClarification of Reso. 11-028AquisitionAnnexationAnnexationAnnexationAnnexationAnnexationLand Use Correction to RVLD/M-12.5 & CR/RMFAnnexationAnnexationAnnexation
LEGEND
Residential Hillside Conservation
Residential Very Low Density
Residential Low Density
Medium Density Residential: M-15
Medium Density Residential: M-12.5
Medium Density Residential: M-10
Planned Development Residential
Planned Development
Professional Administrative
Commercial Retail
Community Facilitiy Sites
Hillside Open Space
Hillside Open Space *Outside City Boundary
Open Space-Managed Resource Production
Open Space-Outside Recreation
Open Space-Private Ownership
Public Use Corridor
City Limits
Sphere Of Influence
Heritage Lanes
Hydrology
RHC
RVLD
RLD
M-15
M-12.5
M-10
RMF
PDR
MUPD
PDM
CR
PA
OS-H
CFS
OS-P
OS-OR
OS-MR
OS-H*
PUC
Urban Service Area
Multi-Use Planning District
0 1,000 2,000 3,000 4,000500Feet
µ
57
Saratoga Rotating Safe Car Park (RSCP)
Administrative Guidelines
(Preliminary Draft – 12/5/10)
58
12/5/2018
RSCP Guideline Checklist
Guideline Reference
Numbers
Status
(C, TBD, N/A,
Date)
Approved
(Y/N)
Comments
3.1
3.2
3.2
3.4
3.5
4.1 (including 4.1.1-4.1.16)
4.2 (including 4.2.1-4.2.5)
4.3
4.4
4.5
4.6
4.7 (including 4.7.1-4.7.3)
4.8
Status definitions
o C: Completed
o TBD: To be determined
o N/A: Not applicable
o Date: Date to be completed
Approval definitions
o Y: Yes
o N: No
59
12/5/2018
RSCP Definitions
1. RSCP as defined by the RSCP Leadership Team
1.1. RSCP provides sites that will host guests for a period of a time, ideally at least
one month, then transition them to another RSCP hosting site
1.2. RSCP is defined within the City ordinances as a Rotating Emergency Shelter
1.3. RSCP offers guests (e.g. families, individuals, students) the following:
1.3.1. A place to park their vehicles and sleep overnight within a safe
environment
1.3.2. An alternative to parking on the streets, where it might be unsafe, illegal
and where they may be forced to relocate
1.3.3. An alternative to a shelter that may be full and/or separate them from
their family, partner, and/or pet
1.3.4. Will also act as emergency warming/cooling shelter as required during
severe weather conditions
2. RSCP as defined within City ordinances (9-15.065 – Vehicles used as living or sleeping
quarters)
2.1. “Vehicles may be used as living or sleeping quarters at Rotating Emergency
Shelter locations meeting the conditions contained in Section 15-12.020(k) of
this Code.”
City Ordinance Guidelines
3.Develop plans to align with City ordinance 15-20.020(k)
3.1.The shelter is located on a property identified as Community Facilities Site on
the City’s General Plan Land Use map.
3.2.The number of occupants does not exceed thirty.
3.3.The hours of operation do not exceed 6:00 PM to 8:00 AM.
3.4.Operational period does not exceed a total of three months annually.
3.5.An annual operational plan that has been approved by the City Manager, or
his/her designee, and the County Sheriff to be in compliance with the City's
administrative guidelines for Rotating Emergency Shelters. City may withdraw
approval in the event the plan is not being followed. A Rotating Emergency
Shelter may not operate without a City approved annual operational plan.
60
12/5/2018
RSCP Operational Guidelines
4. Develop operational plans and associated documentation
4.1. Develop site operational information
4.1.1. Site address
4.1.2. Location of the parking area, hospitality rooms (a room for guest
gatherings), bathrooms
4.1.3. Operational days and hours
4.1.4. List of services that will be provided at the site
4.1.5. Site and RSCP contacts information and instructions
4.1.6. Emergency contacts and instructions
4.1.7. Develop an RSCP ID placard that identifies the guest as an approved guest
of the RSCP. That should be given to the guest upon their first night at the
RSCP (to display on their dashboard/rear window)
4.1.8. Guests need to alert RSCP team when they will be absent for more than
two days, otherwise they can be dropped from the program
4.1.9. Site to provide enough parking spaces to host guests (1 parking space
minimum between cars; more space is recommended)
4.1.10. Site to provide access to bathrooms
4.1.11.Number of guests at any one time cannot exceed 30
4.1.12.Number of cars should be limited to 15 cars per site, however for larger
sites the limit of cars can be extended to no more than 25 cars
4.1.13. Operational hours cannot exceed 6:00pm to 8:00am
4.1.14. Quiet hours after 10pm until 30 minutes before departure time the
following morning
4.1.15. No RSCP hosting site can exceed three months of hosting guests
4.1.16. No RV’s, Campers and vehicles that cannot fit into the parking spaces
4.2. Develop Staff and volunteer instructions
4.2.1. Staff and volunteer daily shift instructions
4.2.2. Staff and volunteer roles and responsibilities, with at least one contact on
call during RSCP shift for emergencies
4.2.3. Develop logs to record guests at site upon initial arrival, when exiting the
program, and daily attendance (how many days actually residing at the
site)
4.2.4. Develop Emergency contact lists and instructions
4.2.5. Develop, review and obtain guest agreement to the guest rules and
agreements document (a sample document is attached in the reference
section of this document)
4.3. Provide orientation to RSCP staff and volunteers
4.4. Provide site operational information to guests
4.5. Send hosting schedule and contacts to County Sheriff at the start of hosting
RSCP guests
4.6. Receive City annual operational plan approval
61
12/5/2018
4.7.Define guest entry criteria
4.7.1.All guests are required to successfully pass a screening by an
experienced third party (unless there is an experienced screener within
the Safe Car Park staff)
4.7.2.All guests need to review and sign RSCP rules and agreement
documents
4.7.3.All guests should have a social service representative (e.g. case
manager), or they should be encouraged to get a social service
representative
4.8. Although not required it is recommended to do the following:
4.8.1. Minimum of two volunteers for each daily shift
4.8.2. Provide daily hospitality hours to guests
4.8.3. A period every evening where guests and volunteers can meet
4.8.4. Host provides refreshments and connection
4.8.5. Host provides a dinner once a week
62
12/5/2018
RSCP Reference Information
5. Guest rules and agreement document example
Rules and Agreements for the Duration of Your Stay
at the Rotating Safe Car Park (RSCP) v112418
Please acknowledge RSCP rules with your initials below
1.Only Individuals who complete the screening and check-in procedures through
Amigos De Guadalupe may be guests in the RSCP. All family members, visitors or
friends must be included in the screening and check-in. Once screened, guests
are welcome to park in the designated areas for RSCP during operational hours
as defined in the Welcome Packet for first time guests, or the Transition
Instructions for guests continuing to the next RSCP site. _____
2.Guests must read and complete all documentation, follow instructions of RSCP
staff and agree to follow RSCP Rules and Agreements. ______
3.Guest must have current: Driver’s license _____. Car Insurance _____. and
Registration _____.
4.All guest cars must be operational. _____
No Class A or Class C RVs or Trailers. _____
5.Each car will be issued a RSCP Window ID which must be visible to any car driving
through the safe car park. Guest must park with at least one space away from
other guests. Guests may not reserve parking spots. ______
6.RSCP volunteers will be available for an initial check-in as mentioned in the
Welcome Packet.If guest is screened and must arrive later, guest needs to notify
RSCP to avoid losing spot in the RSCP. ______
7.Guests are expected to leave premises and the immediate neighborhood outside
of the stated RSCP hours. _____
8.If guest’s use of RSCP is interrupted for more than 2 days in a row, guest must
notify a volunteer or call the current site’s RSCP Number to keep their spot in the
RSCP program. ______
9.If vehicle is left unattended for more than 2 days, it will be towed at guest’s
expense. ______
10.Guests will respect quiet hours 10PM – 6AM. No music and/or other loud
noises/voices are allowed during quiet hours. _____
11.Guests will treat everyone with respect and dignity (e.g. no violence,
intimidation, cursing, hitting, raised voices or abusive language is allowed.
63
12/5/2018
Degrading ethnic, racist, sexist, homophobic and/or other demeaning remarks
are not acceptable). _____
12.Use or possession of alcohol and illegal drugs are prohibited on the property.
This includes coming onto the property under the influence of drugs and/or
alcohol. _____
13.Smoking not permitted in vehicles. ______
14.Smoking or vaping will be permitted only in the designated smoking area (if the
host permits smoking at the site). ______
15.Open flames or fires are prohibited. No cooking outside your car or setting up
camping equipment. _____
16.Weapons (e.g. guns, knives, etc.) are prohibited on the property. _____
17.City, state and/or federal crimes are prohibited within the RSCP. _____
18.Outside electrical outlets are not to be used, unless they are the ones identified
as guest recharging areas. No electrical cords may be run from the building. ____
19.Guest must keep children in their sight and under their control. _____
20.Pets must be under the guest’s control, and on a leash when not in the car.
Guest must clean up after pet and dispose of waste properly in closed bags. __
21.Guests are responsible for cleaning up parking area daily, as well as bathroom
and kitchen areas used. _____
22.All property must be stored inside vehicle. There is no storage allowed
anywhere on property. _____
23.Violation or non-compliance of any of the Rules and Agreements will result in the
guest(s) being asked to leave. _____
24.In Case of Emergency
1.Call 911 for issues such as violent behavior, crimes, medical
emergencies, unwanted RSCP visitors and/or vehicles. _____
2. Reporting Urgent issues that do not require 911’s assistance (e.g. facility
issues):
a. During check-in/check-out times please communicate to the RSCP
volunteer on site. _____
b. During the RSCP operational hours, please call/leave message on
the current site’s RSCP phone number (the number will be given
to you during initial check-in.
c.Please Note: The RSCP volunteer may call 911 if the issue or
severity is warranted.
3. Report Non-Urgent issues during the check-in/check-out times or
through the current RSCP’s email:
or phone number (given to you during check in).
64
12/5/2018
RSCP Rules and Agreement --- Signature Page v112418
By initialing and signing below, I acknowledge that I have reviewed, retained my copy
for reference, and agree to comply with all the program rules and requirements, which
would also include complying with any variances between hosting sites that will be
detailed in all Transition Instructions and discussed with guest prior to transition. I
understand that I am free to ask questions to help clarify any rules or agreements. I also
understand that any violation of this program contract will result in being considered
non-compliant with the program, which may affect my eligibility in the RSCP program.
______
I agree to hold all RSCP hosting sites, its members and volunteers, supporting partners,
the RSCP leadership and support team, the City of Saratoga, Amigos De Guadalupe- the
agency that referred me to the Rotating Safe Car Parking program, their officers, agents,
volunteers and employees, harmless from any injury to person or damage to property
arising out of or in any way related to the use of any RSCP hosting sites, associated
buildings and grounds. ______
Printed Name:
Signature:__________________________________________ Date:
Guest Contact Phone Number:(text/voice)
Email:
Emergency Contact: Name:
Phone Number: ________________________ Email: _____________________________
Print Names of all persons staying with you in your vehicle:
Names:
# of Adult Males____ # of Adult Females____ # of Children 17 years & under ____
# of Adults 18 years to 61 years ____ # of Adults 62 years and older ____
Are you a College Student? Yes / No Are you employed? No / Full-time / Part-time
Required Car Information
Make of Car: Model: Year: Color:
License Plate Number:_________State:
65
SARATOGA CITY COUNCIL
MEETING DATE:January 16, 2019
DEPARTMENT:Public Works
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:Citywide Accessibility Assessment Project –Contract Award
RECOMMENDED ACTIONS:
1.Award a Design Contract to BKF Engineers in the amount of $112,550.00.
2.Move to authorize staff to approve change orders up to $11,255.00.
3.Adopt a Budget Resolution to adjust the FY 2018/19 CIP Budget to transfer funds from the Big Basin
Way Turnaround CIP to the Citywide Accessibility Assessment Project.
BACKGROUND:
The Citywide Accessibility Assessment Project will evaluate the ADA compliance of several existing
City-owned and maintained parking lots, intersections, and buildings, and will propose concepts to meet
compliance at these locations in a Feasibility Report. The recommended actions of this assessment will be
merged with the historical records of past accessibility improvements made within the City to create an
Accessibility Master Plan.
BKF Engineers provides the experienced Civil Engineering, Surveying, and Certified Access Specialist
(CASp)services necessary to complete this Assessment.
It is therefore recommended the Council award the Contract to BKF Engineers and authorize staff to
approve change orders to the contract.
FISCAL STATEMENT:
Remaining funds from the Big Basin Way Turnaround Project will be transferred to the Citywide
Accessibility Assessment Project.
ATTACHMENTS:
Attachment A –Accessibility Assessment Contract with BKF
Attachment B –Budget Resolution
66
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI
City of Saratoga
Standard Services Contract
7KLVDJUHHPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJDDPXQLFLSDO
FRUSRUDWLRQ ³&LW\´ DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
³&RQWUDFWRU´ ZKRDJUHHWKDW
1. Purpose of Contract.
7KLVLVDFRQWUDFWIRU
7KHSXUSRVHRIWKHFRQWUDFWLVPRUHVSHFLILFDOO\GHVFULEHGLQ([KLELW$RIWKLVDJUHHPHQW
³6FRSHRI:RUNDQG3D\PHQW7HUPV´ ,QWKHHYHQWRIDFRQIOLFWEHWZHHQWKHWHUPVRIWKLV
DJUHHPHQWDQGWKH6FRSHRI:RUNRUDQ\RIWKHH[KLELWVUHIHUHQFHGLQWKLV([KLELW$WKHWHUPV
RIWKHDJUHHPHQWVKDOOJRYHUQ
2. Term.
6WDUW'DWH (QG'DWH
,I6WDUW'DWHLVOHIWEODQNVWDUWGDWHZLOOEH
GDWHODVWVLJQHGEHORZ
2UXSRQSURMHFWFRPSOHWLRQZKLFKHYHU
RFFXUVILUVW
3. Payment&LW\VKDOOSD\&RQWUDFWRUIRUZRUNSURGXFWSURGXFHGDQGDQ\DXWKRUL]HG
UHLPEXUVDEOHFRVWVSXUVXDQWWRWKLVDJUHHPHQWDQDPRXQWQRWWRH[FHHGWKHWRWDOVXPRI
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
7KLVFRQWUDFWLVD FKHFNRQH
)L[HG$PRXQW&RQWUDFW±0RQWKO\,QYRLFHV
)L[HG$PRXQW&RQWUDFW±'HOLYHUDEOH7DVN%DVHG,QYRLFHV
1RWWR([FHHG$PRXQW&RQWUDFW±+RXUO\6HUYLFHV
1RWWR([FHHGDPRXQW&RQWUDFW±7DVN%DVHG,QYRLFHV
6HH([KLELW$BBBBBBLQFRUSRUDWHGE\WKLVUHIHUHQFHIRUDGGLWLRQDOSD\PHQWWHUP
LQIRUPDWLRQ
&RQWUDFWRULVnot authorizedWRXQGHUWDNHDQ\HIIRUWVRULQFXUDQ\FRVWVZKDWVRHYHUXQGHUWKH
WHUPVRIWKLVDJUHHPHQWXQWLOUHFHLSWRIDIXOO\H[HFXWHG3XUFKDVH2UGHUIURPWKH)LQDQFH
'HSDUWPHQWRIWKH&LW\RI6DUDWRJD
BKF Engineers Citywide Accessibility Assessment
BKF Engineers
Citywide accessibility assessment
01/15/2019 06/30/2020
112,550.00
✔
✔1
67
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI
4. Contract Administration7KHDXWKRUL]HGUHSUHVHQWDWLYHVRI&LW\DQG&RQWUDFWRUIRU
&RQWUDFWDGPLQLVWUDWLRQDUHOLVWHGEHORZ7KH&LW\¶VFRQWDFWSHUVRQLVWKH$GPLQLVWUDWRU
Contractor:
&RQWUDFWRU1DPH
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH V
)D[
(PDLO$GGUHVV
6DUDWRJD%XVLQHVV
/LF
City of Saratoga
'HSDUWPHQW
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH
)D[
(PDLO$GGUHVV
5. Insurance&RQWUDFWRUDJUHHVWRSURFXUHDQGPDLQWDLQLQVXUDQFHDVUHTXLUHGE\WKH
SURYLVLRQVVHWIRUWKLQ([KLELW%&HUWLILFDWHVRIVXFKLQVXUDQFHDQGFRSLHVRIWKHLQVXUDQFH
SROLFLHVDQGHQGRUVHPHQWVVKDOOEHGHOLYHUHGWR&LW\ZLWKLQWHQ GD\VDIWHUEHLQJQRWLILHGRI
WKHDZDUGRIWKHFRQWUDFWDQGEHIRUHH[HFXWLRQRIWKLVDJUHHPHQWE\WKH&LW\
6. General Provisions.&LW\DQG&RQWUDFWRUDJUHHWRDQGVKDOODELGHE\WKHJHQHUDO
SURYLVLRQVVHWIRUWKLQ([KLELW&
BKF Engineers Citywide Accessibility Assessment
BKF Engineers
Jaggi Bhandal, P.E.
255 Shoreline Drive, Suite # 200
Redwood City, CA 94065
1-925-396-7743
1-650-482-6399
jbhandal@bkf.com
19-07990
Public Works
Emma Burkhalter
13777 Fruitvale Avenue
Saratoga, CA 95070
1-408-868-1274
1-408-868-1274
eburkhalter@saratoga.ca.us
68
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI
7. Supplemental Provisions. ,IRQHRUERWKER[HVDUHFKHFNHGEHORZWKLVDJUHHPHQW
LQFOXGHVVXSSOHPHQWDOSURYLVLRQVGHVFULEHGLQFRQQHFWLRQZLWKWKHFKHFNHGER[ HV
7KLVDJUHHPHQWLVIXQGHGLQZKROHRULQSDUWE\DQHQWLW\RWKHUWKDQ&LW\&RQWUDFWRUVKDOO
FRPSO\ZLWKDOOUXOHVDQGUHJXODWLRQVUHTXLUHGE\VXFKIXQGLQJHQWLW\$SSOLFDEOHIXQGLQJ
HQWLW\UHTXLUHPHQWVDUHVHWIRUWKLQ([KLELW'1RWKLQJLQWKLVSDUDJUDSKRULQWKHIXQGLQJ
HQWLW\UHTXLUHPHQWVVKDOOEHFRQVWUXHGWRUHOLHYH&RQWUDFWRURILWVGXW\WRHQVXUHWKDWLWLV
LQFRPSOLDQFHZLWKDOODSSOLFDEOHODZVDQGUHJXODWLRQV
([KLELW(VHWVIRUWKSURYLVLRQVUHJDUGLQJ
8. Exhibits$OOH[KLELWVUHIHUUHGWRLQWKLVDJUHHPHQWDUHDWWDFKHGKHUHWRDQGDUHE\WKLV
UHIHUHQFHLQFRUSRUDWHGKHUHLQDQGPDGHDSDUWRIWKLVDJUHHPHQW
9. Entire agreement.7KLVDJUHHPHQWVXSHUVHGHVDQ\DQGDOODJUHHPHQWVHLWKHURUDORU
ZULWWHQEHWZHHQWKHSDUWLHVZLWKUHVSHFWWR&RQWUDFWRU
VFRPSOHWLRQRIWKH6FRSHRI:RUNRQ
EHKDOIRI&LW\DQGFRQWDLQVDOORIWKHFRYHQDQWVDQGDJUHHPHQWVEHWZHHQWKHSDUWLHVZLWKUHVSHFW
WRWKHUHQGHULQJRIVXFKVHUYLFHVLQDQ\PDQQHUZKDWVRHYHU1RDPHQGPHQWDOWHUDWLRQRU
YDULDWLRQRIWKHWHUPVRIWKLVDJUHHPHQWVKDOOEHYDOLGXQOHVVPDGHLQZULWLQJDQGVLJQHGE\WKH
SDUWLHVKHUHWR
10.$uthority to Execute agreement. (DFKLQGLYLGXDOH[HFXWLQJWKLVDJUHHPHQWUHSUHVHQWV
WKDWKHRUVKHLVGXO\DXWKRUL]HGWRVLJQDQGGHOLYHUWKHDJUHHPHQWRQEHKDOIRIWKHSDUW\
LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV
DJUHHPHQWPD\EHH[HFXWHGLQFRXQWHUSDUWVHDFKRIZKLFKVKDOOEHGHHPHGDQRULJLQDOEXWDOORI
ZKLFKWDNHQWRJHWKHUVKDOOFRQVWLWXWHRQHDQGWKHVDPHLQVWUXPHQW
,1:,71(66:+(5(2)WKHSDUWLHVKHUHWRKDYHH[HFXWHGWKLVDJUHHPHQW
ContractorCity of Saratoga
6LJQDWXUH -DPHV/LQGVD\&LW\0DQDJHU
'DWH
6LJQHU1DPH
$77(67
6LJQHU7LWOH
'DWH 'HEELH%UHWVFKQHLGHU&LW\&OHUN
&RQWUDFW'HVFULSWLRQ 'DWH
$33529('$672)250
5LFKDUG7D\ORU&LW\$WWRUQH\
'DWH
BKF Engineers Citywide Accessibility Assessment
✔
Exhibit C: Section 13 Indemnification
Citywide Accessibility Assessment
69
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW$ 3DJHRI
City of Saratoga Services Contract
Exhibit A – Scope of Work and Payment Terms
&RQWUDFWRUVKDOOFRPSOHWHWKHVFRSHRIZRUNDQGLQYRLFHWKH&LW\LQDFFRUGDQFHZLWKWKH
SD\PHQWWHUPVVKRZQEHORZ
$1'256HH([KLELW V $LQFRUSRUDWHGE\WKLVUHIHUHQFH
-End of Exhibit A -
BKF Engineers Citywide Accessibility Assessment
✔1
70
BKF Project No. 20181703-10
November 19, 2018
Emma Burkhalter
City of Saratoga Public Works Department
13777 Fruitvale Avenue
Saratoga, CA 95070
Transmitted Via Email:eburkhalter@saratoga.ca.us
Subject: ADA Compliance Project Proposal
Dear Ms. Burkhalter:
BKF Engineers is pleased to submit the following proposal for civil engineering services for the City of Saratoga’s
ADA Compliance Project. To arrive at the estimated effort required for the Project, we have outlined a proposed
scope of services, assumptions, and associated fee based on our understanding of the Project.
PROJECT UNDERSTANDING
The City of Saratoga (City) is requesting civil engineering and architectural CASp services to evaluate the ADA
compliance of several existing parking lots, intersections, and City owned buildings, and to propose concepts to
meet compliance at these locations in a Feasibility Report. Our understanding of the required scope of work for
completion of this task is as follows:
x The various parking lot sites, intersections, and City owned buildings sites to be included as part of the ADA
compliance study are grouped into different categories as noted below.
I. Parking Lot Sites (13 total)
A. Saratoga Village (Downtown)
1. Parking District #1
2. Parking District #2
3. Parking District #3
4. Parking District #4
B. City Parks
1. Quarry Park
2. Hakone Gardens
3. Historical Park
4. Wildwood Park
5. Blaney Plaza
6. Congress Springs Park
7. Joes’s Trail Parking Lot
8. El Quito Park
9. Prospect Center
II. Intersections (2 total)
1. Big Basin Way (Route 9)/Saratoga Sunnyvale Road (all corners with exception to SW corner)
2. Quito Road/Bucknall Road (NW and SW corners only)
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
Exhibit A-1 Page 1 of 6
(;+,%,7$&RQWUDFWRU
V3URSRVDO
71
III. Buildings (16 total)
A. Civic Center
1. Community Development
2. City Hall
3. Council Chambers
4. Preschool Portable
5. Senior Portable
6. Recreation/Senior Center
7. Recreation Portable
8. Corporation Yard
9. Warner Hutton House
B. Museum
1. McWilliams House
2. Village Library
3. Museum Portable
4. Museum
C. Prospect Center
1. Fellowship Hall
2. Grace Building
D. Library
1. Library
x The scope of work for the building sites includes assessing sitework, such as parking lots and exterior
paths of travel leading in/out of each building.
x Google images can be utilized as a base sheet to develop improvement concepts for each site location. High
risk locations will be supplemented with field surveying to verify existing grades and evaluate improvement
concepts needed beyond the location of existing ADA parking stall locations. City base plans for buildings
can be utilized to identify locations of deficiencies. Needed improvements will be described textually in the
report.
x The City of Saratoga and City of San Jose share jurisdiction of the Quito Road/Bucknall Road intersection.
This proposal only includes the evaluation of ADA compliance for the NW and SW corners, which are within
the City of Saratoga’s jurisdiction. The proposal also includes the evaluation of the crosswalk at the west leg
of the intersection that connects these two corners. All other legs and corners of the intersection are
excluded.
x Rough order of magnitude cost estimating for proposed concepts will be required as part of this study to
assist with City budgeting needs.
x Final design and construction support services are excluded.
PROJECT SCOPE OF WORK & ASSUMPTIONS
To meet this objective, we have developed a scope of work and magnitude of cost for consideration:
Task 1 – Project Management
The objective of this task is to ensure that coordination with the City is maintained throughout the duration of the
Project. BKF will manage each proposed task in order to ensure that the tasks are completed in a timely manner
to the satisfaction of the City. BKF’s Project Manager will be responsible for managing the Project team, providing
the resources to complete the job, monitoring and updating the Project budget and schedule and communicating
with the City. Four meetings with the City are assumed as part of this task.
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
Exhibit A-1 Page 2 of 6
72
Task 2 – Preliminary Investigations/Data Collection
As part of this task, BKF will perform one site visit at each of the parking lot and intersection locations in order to
assess existing site conditions and ADA deficiencies. BKF will inspect each parking lot and intersection site with a
standard digital level in order to determine if existing slopes are in compliance with ADA standards. High risk areas
with steep slopes will be supplemented with topographic field surveying to more accurately capture existing site
information and grades. These high risk areas are considered to be the following sites: Parking District #1, Parking
District #3, Quarry Park, and Hakone Gardens.
BKF will also collect and review existing as-built drawings the City may have regarding each site. Pertinent
information from these drawings, such as existing utility information, grading information, or right-of-way boundary
information will be documented and used as a basis for developing improvement concepts at each site location as
noted in Tasks 3 and 4. BKF assumes that notification to third-party utility owners to obtain as-built information for
existing utilities within the vicinity of the Project is not required. In addition, BKF assumes that right-of-way services
beyond mapping from as-built drawings is excluded from the project scope.
Similarly, BKF will perform one site visit at each building location to assess existing conditions and ADA deficiencies
based on the 2016 California Building Code (CBC) and Federal 2010 Standards for Accessible Design. BKF will inspect
each site with a tape measure, camera and digital level in order to determine if existing facilities and their features
are in compliance with the standards. Documentation of deficient features including widths, clearances, etc. will be
made photographically to be included in Tasks 3 and 4 below.
Task 3 – Prepare Draft Report
BKF will utilize all information collected in Task 2 to identify existing ADA deficiencies at each project site location.
BKF will then develop up to 2 feasible concept exhibits that identify improvements needed at each site to meet ADA
compliance. Specific tasks will include the following:
x Calculate number of accessible stalls required based on the 2016 California Building Code (CBC)
x Assess “feasible” location for accessible stalls based on existing or “least cost improvement” of accessible
routes, distribution of stalls relative to facilities to be served and available City owned property
x Prepare up to 2 feasible concept exhibits at each parking lot and intersection location. Parking lot sites
will have concept drawings showing proposed accessible parking stalls, available or “to be improved”
accessible routes and facilities to be served.
x Measure required features at each building site.
x Determine which building features are deficient and document them photographically
x Create exhibits which locate and describe deficiencies within buildings, including photographs, citation of
relevant standards and corrections needed.
All information noted above will be documented per each site location in a report format and submitted to the City
for review and comment.
Task 4 – Prepare Final Report
BKF will focus on incorporating City comments provided on the Draft Report and modifying the proposed
improvement concepts developed at each location. A major task associated with this resolution is balancing the
requirements, comments and original purpose of the Project. BKF will work closely with the City to resolve
outstanding comments and finalize the concept plan improvements at each location.
Once all concept plans have been approved, BKF will work with City staff to develop a priority list for ADA
improvements and create a table including budget estimates. Budget estimates will provide a rough order of
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
Exhibit A-1 Page 3 of 6
73
magnitude cost for future planning purposes and will include both soft and hard costs for design and construction,
respectively.
SUMMARY
The amount of effort required for each individual task outlined above in the Scope of Work is described in the
attached “Summary of Project Scope and Effort” for your consideration. BKF proposes to provide the work
described herein and the enclosed fee summary for an estimated fee not to exceed $112,550.
Should any additional services be requested or required which are not included in our Scope of Work above, we
will complete our one-page Contract Addendum and forward it to you for approval and processing prior to
executing any additional work task. All fees, including our base services and additional work, shall be paid on a
time and material basis in accordance with our schedule of Professional Personnel Service Fees expiring on
December 31, 2019 which is attached for reference.
Thank you for the opportunity to present this proposal. We look forward to assisting in developing this Project.
Please contact me at 925-396-7743 if you have any questions.
Respectfully,
BKF Engineers
Jaggi Bhandal, P.E.
Associate/Project Manager
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
Exhibit A-1 Page 4 of 6
74
Date: November 19, 2018I. Direct Costs (BKF)Personnel PIC Assoc P IV Eng III Eng II Eng I Tech Proj Asst Surv Total CostRate/hr 246$ 214$ 189$ 174$ 154$ 134$ 148$82$288$HoursTask 1 - Project Management12 1224 4,836$Task 2 - Preliminary Investigations/Data Collection 4 56 18 30 48 40 196 33,688$Task 3 - Prepare Draft ADA Report 14 76 40 128 30 288 43,132$Task 4 - Prepare Final ADA Report10 60 20 60 24 174 26,568$Total Hours0 40 204 0 78 218 0 102 40 682Subtotal - Direct Costs-$ 8,560$38,556$-$12,012$ 29,212$-$8,364$ 11,520$Subtotal - BKF Direct Costs108,224$II. Reimbursables - Other Direct Costs (BKF)Printing/Delivery /Computer/Plotter2.0% of professional fees2,164$Mileage/Parking/Tolls2.0% of professional fees2,164$Subtotal - BKF Reimbursables (Other Direct Costs)4,329$112,550$Assumptions:1. Google images can be utilized as a base sheet for each parking lot and intersection location.2. Per discussion with the City, topographic field survey will only be performed for the following sites with steep grades: Parking District #1, Parking District #3, Quarry Park, Hakone Gardens.3. The City of Saratoga and San Jose share jurisdiction of the Quito Road/Bucknall Road intersection. The proposal only includes the evaluation of ADA compliance for the NW and SW corners, which are within the City of Saratoga's jurisdiction.4. The Big Basin Way/Sunnyvale-Saratoga Rd intersection only requires an evaluation of ADA standards at 3 corners of the intersection. The SW corner adjacent to Blaney Plaza is excluded.5. Final design and construction support services are excluded.6. The City will provide BKF with as-built drawings containing pertinent information such as existing utilities, R/W boundaries, and grading at each project site location.7. Third party utility notifications are excluded from the project.8. Right of way services are excluded from the project.TOTALSUMMARY OF FEES & HOURSCity of Saratoga ADA Compliance Project108,224$Contractor: BKF EngineersProject Name: Citywide Accessibility AssessmentExhibit A-1 Page 5 of 675
PROFESSIONAL PERSONNEL SERVICE FEES
JANUARY 1, 2019 - DECEMBER 31, 2019
PERSONNEL HOURLY RATES
ENGINEERING
Senior Associate $220.00
Associate $214.00
Project Manager $204.00 - $210.00
Engineer IV $189.00
Engineer I, II, III $134.00 - $154.00 - $174.00
Engineering Assistant $82.00
Junior Engineer $70.00
PLANNING
Planner I, II, III, IV $134.00 - $154.00 - $174.00 - $189.00
SURVEYING
Senior Associate $220.00
Associate $214.00
Project Manager $204.00 - $210.00
Surveyor I, II, III, IV $134.00 - $154.00 - $174.00 - $189.00
Survey Party Chief $175.00
Survey Chainman $113.00
Apprentice I, II, III, IV $70.00 - $93.00 - $103.00 - $109.00
Instrumentman $150.00
Surveying Assistant $82.00
Junior Surveyor $70.00
Utility Locating Superintendent $176.00
Utility Locator I, II, III $91.00 - $129.00 - $155.00
BIM Specialist I, II, III $134.00 - $154.00 - $174.00
DESIGN AND DRAFTING
Technician I, II, III, IV $128.00 - $136.00 - $148.00 - $161.00
Drafter I, II, III, IV $100.00 - $110.00 - $118.00 - $132.00
CONSTRUCTION ADMINISTRATION/QSP-QSD
Senior Construction Administrator $198.00
Resident Engineer $147.00
Field Engineer I, II, III $134.00 - $154.00 - $174.00
Senior Consultant $229.00
SERVICES AND EXPENSES
Project Assistant $82.00
Clerical/Administrative Assistant $70.00
Principals’ time on projects is chargeable at $246.00 per hour.
Charges for outside services, equipment, and facilities not furnished directly by BKF Engineers will be billed at
cost plus 10%. Such charges may include, but shall not be limited to printing and reproduction services;
shipping, delivery, and courier charges; subconsultant fees and expenses; special fees, permits, and insurance;
transportation on public carriers, meals, and lodging; and consumable materials. Mileage will be charged at the
prevailing IRS rate per mile. Monthly invoices are due within 30 days from invoice date. Interest will be charged
at 0.833% per month on past due accounts. Expert witness/litigation rates are available upon request.
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
Exhibit A-1 Page 6 of 6
76
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
City of Saratoga Services Contract
Exhibit B – Insurance
7KHLQVXUDQFHUHTXLUHPHQWVOLVWHGEHORZWKDWKDYHDQ³9´LQGLFDWHGLQWKHVSDFHEHIRUHWKH
UHTXLUHPHQWDSSO\WRWKLVDJUHHPHQWWRJHWKHUZLWKWKHJHQHUDOUHTXLUHPHQWV
0RGLILFDWLRQVRUZDLYHUVWRWKHEHORZUHTXLUHPHQWVDUHVKRZQLQ([KLELW(
&RQWUDFWRUVKDOOSURYLGHLWVLQVXUDQFHEURNHU V DJHQW V ZLWKDFRS\RIWKHVHUHTXLUHPHQWVDQG
UHTXHVWWKDWWKH\SURYLGHFHUWLILFDWHVRILQVXUDQFHFRPSOHWHZLWKFRSLHVRIDOOUHTXLUHG
HQGRUVHPHQWVWR 5LVN0DQDJHU&LW\RI6DUDWRJD)UXLWYDOH$YHQXH6DUDWRJD&$
RUE\HPDLODWPWD\ORU#VDUDWRJDFDXVZLWKDFRS\WRWKH3ULPDU\5HSUHVHQWDWLYHOLVWHGLQ
VHFWLRQRQSDJH'XULQJWKHWHUPRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOHQVXUHWKDWLWV
EURNHU V DJHQW V SURYLGHWKH5LVN0DQDJHUDQG3ULPDU\5HSUHVHQWDWLYHZLWKXSGDWHG
FHUWLILFDWHVRILQVXUDQFHUHIOHFWLQJFRQWLQXHGVDWLVIDFWLRQRIWKHUHTXLUHPHQWVRIWKLVDJUHHPHQW
WRJHWKHUZLWKXSGDWHGHQGRUVHPHQWVLQWKHHYHQWRIDFKDQJHLQWKHXQGHUO\LQJLQVXUDQFH
SROLF\ LHV
$OOHQGRUVHPHQWVVKDOOEHVLJQHGE\DSHUVRQDXWKRUL]HGE\WKDWLQVXUHUWRELQGFRYHUDJHRQLWV
EHKDOI&LW\KDVWKHULJKWWRUHTXLUH&RQWUDFWRU¶VLQVXUHUWRSURYLGHFRPSOHWHFHUWLILHGFRSLHVRI
DOOUHTXLUHGLQVXUDQFHSROLFLHV$VGHVFULEHGLQPRUHGHWDLOEHORZWKH&LW\LWVRIILFHUVRIILFLDOV
HPSOR\HHVDJHQWVDQGYROXQWHHUVDUHWREHFRYHUHGDVLQVXUHGV
$OOFHUWLILFDWHVDQGHQGRUVHPHQWVPXVWEHUHFHLYHGDQGDSSURYHGE\&LW\EHIRUHZRUN
FRPPHQFHV
,QVXUDQFH5HTXLUHPHQWV
&RPPHUFLDO*HQHUDO%XVLQHVV/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDWOHDVWDVEURDGDVLQGLFDWHG
SHURFFXUUHQFHDJJUHJDWHOLPLWVIRUERGLO\LQMXU\DQGSURSHUW\
GDPDJH
&RYHUDJHIRU;&8KD]DUGV0867EHHYLGHQFHGRQWKH&HUWLILFDWHRI,QVXUDQFH
$XWR/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDVLQGLFDWHG
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
*DUDJHNHHSHUV¶H[WUDOLDELOLW\HQGRUVHPHQWWRH[WHQGFRYHUDJHWRDOOYHKLFOHVLQWKH
FDUHFXVWRG\DQGFRQWURORIWKH&RQWUDFWRUUHJDUGOHVVRIZKHUHWKHYHKLFOHVDUHNHSW
RUGULYHQ
3URIHVVLRQDO(UURUVDQG2PLVVLRQV/LDELOLW\ ³( 2´ ZLWKFRYHUDJHDVLQGLFDWHG
SHUORVVDJJUHJDWH
SHUORVVDJJUHJDWH
BKF Engineers Citywide Accessibility Assessment
✔
✔
✔
77
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
:RUNHUV
&RPSHQVDWLRQDVUHTXLUHGE\WKH6WDWHRI&DOLIRUQLDZLWKVWDWXWRU\OLPLWVDQG
(PSOR\HU¶V/LDELOLW\,QVXUDQFHZLWKDOLPLWRIQROHVVWKDQSHUDFFLGHQWIRU
ERGLO\LQMXU\RUGLVHDVH
The Employer's Liability policy shall be endorsed to waive any right of subrogation against
the City, its employees or agents.
$OOVXEFRQWUDFWRUVXVHGPXVWFRPSO\ZLWKWKHDERYHUHTXLUHPHQWVH[FHSWDVQRWHGEHORZ
*HQHUDO5HTXLUHPHQWV
$VWRDOORIWKHFKHFNHGLQVXUDQFHUHTXLUHPHQWVDERYHWKHIROORZLQJVKDOODSSO\
1. Insurance Provisions. 7KHSROLFLHVDUHWRFRQWDLQRUEHHQGRUVHGWRFRQWDLQWKH
IROORZLQJSURYLVLRQV
x 7KH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVDJHQWVDQGYROXQWHHUV HDFKDQ³DGGLWLRQDO
LQVXUHG´ DUHWREHFRYHUHGDVLQVXUHGVZLWKWKHVDPHFRYHUDJHDQGOLPLWVDYDLODEOHWRWKH
QDPHGLQVXUHGUHJDUGLQJ OLDELOLW\DULVLQJRXWRIDFWLYLWLHVSHUIRUPHGE\RURQEHKDOIRI
WKH&RQVXOWDQW SUHPLVHVRZQHGRFFXSLHGRUXVHGE\WKH&RQVXOWDQW RUDXWRPRELOHV
RZQHGOHDVHGKLUHGRUERUURZHGE\WKH&RQVXOWDQW7KHFRYHUDJHVKDOOFRQWDLQQR
VSHFLDOOLPLWDWLRQVRQWKHVFRSHRIWKHSURWHFWLRQDIIRUGHGWRWKH&LW\LWVRIILFHUV
RIILFLDOVHPSOR\HHVDJHQWVRUYROXQWHHUV$Q\DYDLODEOHLQVXUDQFHSURFHHGVEURDGHU
WKDQRULQH[FHVVRIWKHPLQLPXPLQVXUDQFHFRYHUDJHUHTXLUHPHQWVDQGRUOLPLWVVSHFLILHG
LQWKLVDJUHHPHQWVKDOOEHDYDLODEOHWRWKHDGGLWLRQDOLQVXUHG7KHUHTXLUHPHQWVIRU
FRYHUDJHDQGOLPLWVVKDOOEH WKHPLQLPXPFRYHUDJHDQGOLPLWVVSHFLILHGLQWKLV
DJUHHPHQW RU WKHEURDGHUFRYHUDJHDQGPD[LPXPOLPLWVRIFRYHUDJHRIDQ\LQVXUDQFH
SROLF\RUSURFHHGVDYDLODEOHWRWKHQDPHGLQVXUHG ZKLFKHYHULVJUHDWHU7KHDGGLWLRQDO
LQVXUHGFRYHUDJHXQGHU&RQVXOWDQW¶VSROLF\VKDOOEH
SULPDU\DQGQRQFRQWULEXWRU\DQG
ZLOOQRWVHHNFRQWULEXWLRQIURPWKH&LW\¶VLQVXUDQFHRUVHOILQVXUDQFHDQGVKDOOEHDWOHDVW
DVEURDGDV&*7KLVUHTXLUHPHQWGRHVQRWDSSO\WRHUURUVDQGRPLVVLRQV
LQVXUDQFH
x $Q\IDLOXUHWRFRPSO\ZLWKUHSRUWLQJSURYLVLRQVRIWKHSROLFLHVVKDOOQRWDIIHFWFRYHUDJH
SURYLGHGWRWKH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVRUYROXQWHHUV
x 7KH&RQVXOWDQW¶VLQVXUDQFHVKDOODSSO\VHSDUDWHO\WRHDFKLQVXUHGDJDLQVWZKRPFODLPLV
PDGHRUVXLWLVEURXJKWH[FHSWZLWKUHVSHFWWRWKHOLPLWVRIWKHLQVXUHU
VOLDELOLW\
2. Deductibles and Self Insured Retentions. $Q\GHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQV
PXVWEHGHFODUHGWRDQGDSSURYHGE\WKH&LW\$WWKHRSWLRQRIWKH&LW\HLWKHU WKHLQVXUHU
VKDOOUHGXFHRUHOLPLQDWHVXFKGHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQVDVUHVSHFWVWKH&LW\LWV
RIILFHUVRIILFLDOVDQGHPSOR\HHV RU WKH&RQVXOWDQWVKDOOSURFXUHDERQGJXDUDQWHHLQJ
SD\PHQWRIORVVHVDQGUHODWHGLQYHVWLJDWLRQVFODLPDGPLQLVWUDWLRQDQGGHIHQVHH[SHQVHV7KH
OLPLWVRILQVXUDQFHUHTXLUHGLQWKLVDJUHHPHQWPD\EHVDWLVILHGE\DFRPELQDWLRQRISULPDU\DQG
BKF Engineers Citywide Accessibility Assessment
✔
78
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
XPEUHOODRUH[FHVVLQVXUDQFH$Q\XPEUHOODRUH[FHVVLQVXUDQFHVKDOOFRQWDLQRUEHHQGRUVHGWR
FRQWDLQDSURYLVLRQWKDWVXFKFRYHUDJHVKDOODOVRDSSO\RQDSULPDU\DQGQRQFRQWULEXWRU\EDVLV
IRUWKHEHQHILWRI&LW\ LIDJUHHGWRLQDZULWWHQFRQWUDFWRUDJUHHPHQW EHIRUHWKH&LW\¶VRZQ
LQVXUDQFHRUVHOILQVXUDQFHVKDOOEHFDOOHGXSRQWRSURWHFWLWDVDQDPHGLQVXUHG
3. Waiver of Subrogation.&RQVXOWDQWKHUHE\JUDQWVWR&LW\DZDLYHURIDQ\ULJKWWR
VXEURJDWLRQZKLFKDQ\LQVXUHURI&RQVXOWDQWPD\DFTXLUHDJDLQVW&LW\E\YLUWXHRIWKHSD\PHQW
RIDQ\ORVVXQGHUVXFKLQVXUDQFH&RQVXOWDQWDJUHHVWRREWDLQDQ\HQGRUVHPHQWWKDWPD\EH
QHFHVVDU\WRHIIHFWWKLVZDLYHURIVXEURJDWLRQEXWWKLVSURYLVLRQDSSOLHVUHJDUGOHVVRIZKHWKHU
&LW\KDVUHFHLYHGDZDLYHURIVXEURJDWLRQHQGRUVHPHQWIURPWKHLQVXUHU
4. Verification of Coverage.&RQVXOWDQWVKDOOIXUQLVKWKH&LW\ZLWKRULJLQDOFHUWLILFDWHVDQG
DPHQGDWRU\HQGRUVHPHQWVHIIHFWLQJFRYHUDJHUHTXLUHGE\WKLV([KLELW$OOFHUWLILFDWHVDQG
HQGRUVHPHQWVDUHWREHUHFHLYHGDQGDSSURYHGE\WKH&LW\EHIRUHZRUNFRPPHQFHV7KH&LW\
UHVHUYHVWKHULJKWWRUHTXLUHDWDQ\WLPHFRPSOHWHFHUWLILHGFRSLHVRIDOOUHTXLUHGLQVXUDQFH
SROLFLHVLQFOXGLQJHQGRUVHPHQWVHIIHFWLQJWKHFRYHUDJHUHTXLUHGE\WKHVHVSHFLILFDWLRQVDQG
IDLOXUHWRH[HUFLVHWKLVULJKWVKDOOQRWFRQVWLWXWHDZDLYHURIDQ\RI&LW\¶VULJKWVSXUVXDQWWRWKLV
DJUHHPHQW
5. Maintenance of Coverage.&RQVXOWDQWVKDOOQRWFDQFHODVVLJQRUFKDQJHDQ\SROLF\RI
LQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWRUHQJDJHLQDQ\DFWRURPLVVLRQWKDWZLOOFDXVHLWVLQVXUHU
WRFDQFHODQ\LQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWH[FHSWDIWHUSURYLGLQJGD\VSULRU
QRWLFHWRWKH&LW\,IDQLQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWLVXQLODWHUDOO\FDQFHOOHGRU
FKDQJHGE\WKHLQVXUHU&RQVXOWDQWVKDOOLPPHGLDWHO\SURYLGHZULWWHQQRWLFHWRWKH&LW\DQG
REWDLQVXEVWLWXWHLQVXUDQFHPHHWLQJWKHUHTXLUHPHQWVRIWKLVDJUHHPHQW1RWKLQJLQWKLV
SDUDJUDSKUHOLHYHV&RQVXOWDQWRILWVREOLJDWLRQWRPDLQWDLQDOOLQVXUDQFHUHTXLUHGE\WKLV
DJUHHPHQWDWDOOWLPHVGXULQJWKHWHUPRIWKHDJUHHPHQW
6. Claims Made Policies.,IDQ\RIWKHUHTXLUHGSROLFLHVSURYLGHFODLPVPDGHFRYHUDJH
WKHFRYHUDJHVKDOOEHPDLQWDLQHGIRUDSHULRGRIILYH\HDUVDIWHUFRPSOHWLRQRIWKHFRQWUDFW
&RQVXOWDQWPD\VDWLVI\WKLVUHTXLUHPHQWE\UHQHZDORIH[LVWLQJFRYHUDJHRUSXUFKDVHRIHLWKHU
SULRUDFWVRUWDLOFRYHUDJHDSSOLFDEOHWRVDLGILYH\HDUSHULRG
7. Acceptability of Insurers.,QVXUDQFHLVWREHSODFHGZLWKLQVXUHUVZLWKD%HVW¶VUDWLQJRI
QROHVVWKDQ$ 9,,
8. Subcontractors&RQVXOWDQWDJUHHVWRLQFOXGHZLWKDOOVXEFRQWUDFWRUVLQWKHLUVXEFRQWUDFW
WKHVDPHUHTXLUHPHQWVDQGSURYLVLRQVRIWKLVDJUHHPHQWLQFOXGLQJWKHLQGHPQLW\DQGLQVXUDQFH
UHTXLUHPHQWVWRWKHH[WHQWWKH\DSSO\WRWKHVFRSHRIWKHVXEFRQWUDFWRU
VZRUN6XEFRQWUDFWRUV
KLUHGE\&RQVXOWDQWVKDOODJUHHWREHERXQGWR&RQVXOWDQWDQG&LW\LQWKHVDPHPDQQHUDQGWRWKH
VDPHH[WHQWDV&RQVXOWDQWLVERXQGWRWKH&LW\XQGHUWKLVDJUHHPHQW6XEFRQWUDFWRUVVKDOOIXUWKHU
DJUHHWRLQFOXGHWKHVHVDPHSURYLVLRQVZLWKDQ\VXEVXEFRQWUDFWRU&RQVXOWDQWVKDOOSURYLGH
VXEFRQWUDFWRUZLWKDFRS\RIWKHLQGHPQLW\DQGLQVXUDQFHSURYLVLRQVRIWKLVDJUHHPHQWDVDSDUW
RI&RQVXOWDQW¶VVXEFRQWUDFWZLWKVXEFRQWUDFWRU&RQVXOWDQWVKDOOUHTXLUHDOOVXEFRQWUDFWRUVWR
SURYLGHDYDOLGFHUWLILFDWHRILQVXUDQFHDQGWKHUHTXLUHGHQGRUVHPHQWVLQFOXGHGLQWKHDJUHHPHQW
SULRUWRFRPPHQFHPHQWRIDQ\ZRUNDQGZLOOSURYLGHSURRIRIFRPSOLDQFHWRWKH&LW\
BKF Engineers Citywide Accessibility Assessment
79
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
9. Special Risks or Circumstances.&LW\UHVHUYHVWKHULJKWWRPRGLI\WKHVHUHTXLUHPHQWV
LQFOXGLQJOLPLWVEDVHGRQWKHQDWXUHRIWKHULVNSULRUH[SHULHQFHLQVXUHUFRYHUDJHRURWKHU
VSHFLDOFLUFXPVWDQFHV
-End of Exhibit B-
BKF Engineers Citywide Accessibility Assessment
80
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
City of Saratoga Services Contract
Exhibit C – General Provisions
1. INDEPENDENT CONTRACTOR. &LW\UHTXLUHVWKHVHUYLFHVRIDTXDOLILHGFRQVXOWDQW
WRSURYLGHWKHZRUNSURGXFWGHVFULEHGLQ([KLELW$EHFDXVHLWODFNVWKHTXDOLILHG
SHUVRQQHOWRSURYLGHWKHVSHFLILHGZRUNSURGXFW&RQVXOWDQWLVTXDOLILHGWRSURYLGHWKH
UHTXLUHGZRUNSURGXFWDQGLVDJUHHDEOHWRSURYLGLQJVXFKZRUNSURGXFWRQWKHWHUPVDQG
FRQGLWLRQVLQWKLVDJUHHPHQW
1.1 In General$WDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOEH
DQLQGHSHQGHQWFRQWUDFWRUDQGVKDOOQRWEHDQHPSOR\HHRI&LW\&RQVXOWDQWVKDOO
FRPSOHWHWKH6FRSHRI:RUNKHUHXQGHULQDFFRUGDQFHZLWKFXUUHQWO\DSSURYHG
PHWKRGVDQGSUDFWLFHVLQ&RQVXOWDQW
VILHOG1RUHODWLRQVKLSRIHPSOR\HUDQG
HPSOR\HHLVFUHDWHGE\WKLVDJUHHPHQWEHWZHHQWKH&LW\DQG&RQVXOWDQWRUDQ\
VXEFRQWUDFWRURUHPSOR\HHRI&RQVXOWDQW&LW\VKDOOKDYHWKHULJKWWRFRQWURO
&RQVXOWDQWRQO\ZLWKUHVSHFWWRVSHFLI\LQJWKHUHVXOWVWREHREWDLQHGIURP
&RQVXOWDQWSXUVXDQWWRWKLVDJUHHPHQW&LW\VKDOOQRWKDYHWKHULJKWWRFRQWUROWKH
PHDQVE\ZKLFK&RQVXOWDQWDFFRPSOLVKHVVHUYLFHVUHQGHUHGSXUVXDQWWRWKLV
DJUHHPHQW$Q\WHUPVLQWKLVDJUHHPHQWUHIHUULQJWRGLUHFWLRQIURP&LW\VKDOOEH
FRQVWUXHGDVSURYLGLQJIRUGLUHFWLRQDVWRSROLF\DQGWKHUHVXOWRIWKH&RQVXOWDQW¶V
ZRUNRQO\DQGQRWDVWRWKHPHDQVE\ZKLFKVXFKDUHVXOWLVREWDLQHG
1.2 Non-Exclusive Contract.1RWKLQJFRQWDLQHGLQWKLVDJUHHPHQWVKDOOEH
FRQVWUXHGDVOLPLWLQJWKHULJKWRI&RQVXOWDQWWRHQJDJHLQ&RQVXOWDQW
VSURIHVVLRQ
VHSDUDWHDQGDSDUWIURPWKLVDJUHHPHQWVRORQJDVVXFKDFWLYLWLHVGRQRWLQWHUIHUH
RUFRQIOLFWZLWKWKHSHUIRUPDQFHE\&RQVXOWDQWRIWKHREOLJDWLRQVVHWIRUWKLQWKLV
DJUHHPHQW,QWHUIHUHQFHRUFRQIOLFWZLOOEHGHWHUPLQHGDWWKHVROHGLVFUHWLRQRIWKH
&LW\
1.3 Standard of Care.&RQVXOWDQWVKDOOFRPSOHWHWKH6FRSHRI:RUNUHTXLUHG
SXUVXDQWWRWKLVDJUHHPHQWLQWKHPDQQHUDQGDFFRUGLQJWRWKHVWDQGDUGVREVHUYHG
E\DFRPSHWHQWSUDFWLWLRQHURIWKHSURIHVVLRQLQZKLFK&RQVXOWDQWLVHQJDJHGLQ
WKHJHRJUDSKLFDODUHDLQZKLFK&RQVXOWDQWSUDFWLFHVLWVSURIHVVLRQ$OOZRUN
SURGXFWRIZKDWVRHYHUQDWXUHZKLFK&RQVXOWDQWGHOLYHUVWR&LW\SXUVXDQWWRWKLV
DJUHHPHQWVKDOOEHSUHSDUHGLQDVXEVWDQWLDOILUVWFODVVDQGZRUNPDQOLNHPDQQHU
DQGFRQIRUPWRWKHVWDQGDUGVRITXDOLW\QRUPDOO\REVHUYHGE\DSHUVRQSUDFWLFLQJ
LQ&RQVXOWDQW¶VSURIHVVLRQ
1.4 Qualifications.&RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWWKH&RQVXOWDQWLV
TXDOLILHGWRSHUIRUPWKHVHUYLFHVDVFRQWHPSODWHGE\WKLVDJUHHPHQWDQGWKDWDOO
ZRUNSHUIRUPHGXQGHUWKLVDJUHHPHQWVKDOOEHSHUIRUPHGRQO\E\SHUVRQQHOXQGHU
WKHVXSHUYLVLRQRIWKH&RQVXOWDQWDVDQHPSOR\HHRULIDXWKRUL]HGE\WKH6FRSHRI
:RUNDVXEFRQWUDFWRU$OOSHUVRQQHOHQJDJHGLQWKHZRUNVKDOOEHIXOO\TXDOLILHG
DQGVKDOOEHDXWKRUL]HGOLFHQVHGDQGFHUWLILHGXQGHUVWDWHDQGORFDOODZWRSHUIRUP
VXFKZRUNLIDXWKRUL]DWLRQOLFHQVLQJRUFHUWLILFDWLRQLVUHTXLUHG7KH&RQVXOWDQW
VKDOOFRPPLWDGHTXDWHUHVRXUFHVDQGWLPHWRFRPSOHWHWKHSURMHFWZLWKLQWKH
SURMHFWVFKHGXOHVSHFLILHGLQWKLVDJUHHPHQW
BKF Engineers Citywide Accessibility Assessment
81
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
1.5 Use of City Equipment.&LW\VKDOOQRWEHUHVSRQVLEOHIRUDQ\GDPDJHWRSHUVRQV
RUSURSHUW\DVDUHVXOWRIWKHXVHPLVXVHRUIDLOXUHRIDQ\HTXLSPHQWXVHGE\
&RQVXOWDQWRUE\DQ\RILWVHPSOR\HHVHYHQWKRXJKVXFKHTXLSPHQWEHIXUQLVKHG
UHQWHGRUORDQHGWR&RQVXOWDQWE\&LW\
1.6 Payment of Taxes and Other Expenses.6KRXOG&LW\LQLWVGLVFUHWLRQRUD
UHOHYDQWWD[LQJDXWKRULW\LQFOXGLQJEXWQRWOLPLWHGWRWKH,QWHUQDO5HYHQXH
6HUYLFHRUWKH6WDWH(PSOR\PHQW'HYHORSPHQW'LYLVLRQGHWHUPLQHWKDWWKH
&RQVXOWDQWLVDQHPSOR\HHIRUSXUSRVHVRIFROOHFWLRQRIDQ\HPSOR\PHQWWD[HV
WKHDPRXQWVSD\DEOHXQGHUWKLVDJUHHPHQWVKDOOEHUHGXFHGE\DPRXQWVHTXDOWR
ERWKWKHHPSOR\HHDQGHPSOR\HUSRUWLRQVRIWKHWD[GXH DQGRIIVHWWLQJDQ\
FUHGLWVIRUDPRXQWVDOUHDG\SDLGE\WKH&RQVXOWDQWZKLFKFDQEHDSSOLHGDJDLQVW
WKLVOLDELOLW\ &LW\VKDOOWKHQIRUZDUGWKRVHDPRXQWVWRWKHUHOHYDQWWD[LQJ
DXWKRULW\6KRXOGDUHOHYDQWWD[LQJDXWKRULW\GHWHUPLQHDOLDELOLW\IRUSDVW
VHUYLFHVSHUIRUPHGE\WKH&RQVXOWDQWIRU&LW\XSRQQRWLILFDWLRQRIVXFKIDFWE\
WKH&LW\WKH&RQVXOWDQWVKDOOSURPSWO\UHPLWVXFKDPRXQWGXHRUDUUDQJHZLWKWKH
&LW\WRKDYHWKHDPRXQWGXHZLWKKHOGIURPIXWXUHSD\PHQWVWRWKH&RQVXOWDQW
XQGHUWKLVDJUHHPHQW DJDLQRIIVHWWLQJDQ\DPRXQWVDOUHDG\SDLGE\WKH
&RQVXOWDQWZKLFKFDQEHDSSOLHGDVDFUHGLWDJDLQVWVXFKOLDELOLW\ $Q\
GHWHUPLQDWLRQRIHPSOR\PHQWVWDWXVDERYHVKDOOEHVROHO\IRUWKHSXUSRVHVRIWKH
SDUWLFXODUWD[LQTXHVWLRQDQGIRUDOORWKHUSXUSRVHVRIWKLVDJUHHPHQW7KH
&RQVXOWDQWVKDOOQRWEHFRQVLGHUHGDQHPSOR\HHRI&LW\1RWZLWKVWDQGLQJWKH
IRUHJRLQJVKRXOGDQ\FRXUWDUELWUDWRURUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHWKDW
WKH&RQVXOWDQWLVDQHPSOR\HHIRUDQ\RWKHUSXUSRVHWKHQWKH&RQVXOWDQWDJUHHVWR
DUHGXFWLRQLQWKH&LW\
VILQDQFLDOOLDELOLW\VRWKDWWKH&LW\
VWRWDOH[SHQVHVXQGHU
WKLVDJUHHPHQWDUHQRWJUHDWHUWKDQWKH\ZRXOGKDYHEHHQKDGWKHFRXUWDUELWUDWRU
RUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHGWKDWWKH&RQVXOWDQWZDVQRWDQHPSOR\HH
2. COMMUNICATION AND NOTICES7KH$GPLQLVWUDWRUGHVLJQDWHGLQVHFWLRQRQ
SDJHRIWKLVDJUHHPHQWLVDXWKRUL]HGWRUHFHLYHLQIRUPDWLRQLQWHUSUHWDQGGHILQH&LW\
V
SROLFLHVFRQVLVWHQWZLWKWKLVDJUHHPHQWDQGFRPPXQLFDWHZLWK&RQVXOWDQWFRQFHUQLQJ
WKLVDJUHHPHQW$OOFRUUHVSRQGHQFHDQGRWKHUFRPPXQLFDWLRQVVKDOOEHGLUHFWHGWRRU
WKURXJKWKH$GPLQLVWUDWRURUWKH$GPLQLVWUDWRU¶VGHVLJQHH
2.1 In General.$OOQRWLFHVRUFRPPXQLFDWLRQFRQFHUQLQJDSDUW\
VFRPSOLDQFHZLWK
WKHWHUPVRIWKLVDJUHHPHQWVKDOOEHLQZULWLQJDQGPD\EHJLYHQHLWKHUSHUVRQDOO\
E\FHUWLILHGPDLOUHWXUQUHFHLSWUHTXHVWHGRUE\RYHUQLJKWH[SUHVVFDUULHU7KH
QRWLFHVKDOOEHGHHPHGWRKDYHEHHQJLYHQDQGUHFHLYHGRQWKHGDWHGHOLYHUHGLQ
SHUVRQRUWKHGDWHXSRQZKLFKWKHSRVWDODXWKRULW\RURYHUQLJKWH[SUHVVFDUULHU
LQGLFDWHVWKDWWKHPDLOLQJZDVGHOLYHUHGWRWKHDGGUHVVRIWKHUHFHLYLQJSDUW\7KH
SDUWLHVVKDOOPDNHJRRGIDLWKHIIRUWVWRSURYLGHDGYDQFHFRXUWHV\QRWLFHRIDQ\
QRWLFHVRUFRPPXQLFDWLRQVKHUHXQGHUYLDHPDLO+RZHYHUXQGHUQR
FLUFXPVWDQFHVVKDOOVXFKFRXUWHV\QRWLFHVDWLVI\WKHQRWLFHUHTXLUHPHQWVVHWIRUWK
DERYH QRUVKDOOODFNRIVXFKFRXUWHV\QRWLFHDIIHFWWKHYDOLGLW\RIVHUYLFHSXUVXDQW
WRWKHQRWLFHUHTXLUHPHQWVHWIRUWKDERYH
2.2 Addresses for Notice.1RWLFHVRUFRPPXQLFDWLRQVVKDOOEHJLYHQWRWKHSDUWLHVDW
WKHDGGUHVVHVVHWIRUWKLQVHFWLRQ ³&RQWUDFW$GPLQLVWUDWLRQ´ XQOHVVRWKHUZLVH
BKF Engineers Citywide Accessibility Assessment
82
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
GHVLJQDWHGLQDZULWWHQQRWLFHWRWKHRWKHUSDUW\,QDGGLWLRQQRWLFHVWR&LW\VKDOO
EHFRSLHGWR
-DPHV/LQGVD\
&LW\0DQDJHU
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
'HEELH%UHWVFKQHLGHU
&LW\&OHUN
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
7KHVHFRSLHVVKDOOQRWFRQVWLWXWHQRWLFH
2.3 Change of Address.$Q\SDUW\KHUHWRE\JLYLQJWHQ GD\VZULWWHQQRWLFHWR
WKHRWKHUPD\GHVLJQDWHDQ\RWKHUDGGUHVVDVVXEVWLWXWLRQRIWKHDGGUHVVWRZKLFK
WKHQRWLFHRUFRPPXQLFDWLRQVKDOOEHJLYHQ
3. PAYMENT. 7KHSD\PHQWVVSHFLILHGLQWKLVSDUDJUDSKVKDOOEHWKHRQO\SD\PHQWVWREH
PDGHWR&RQVXOWDQWLQFRQQHFWLRQZLWK&RQVXOWDQW¶VFRPSOHWLRQRIWKH6FRSHRI:RUN
SXUVXDQWWRWKLVDJUHHPHQW5HLPEXUVDEOHH[SHQVHVVKDOOEHELOOHGRQO\DWWKHLUDFWXDO
FRVW&RQVXOWDQWVKDOOVXEPLWDOOELOOLQJVWR&LW\DQG&LW\VKDOOSD\VXFKELOOLQJVLQWKH
PDQQHUVSHFLILHGLQWKLVSDUDJUDSK3D\PHQWVKDOOEHPDGHSD\DEOHWR&RQVXOWDQWDQG
GHOLYHUHGWRWKHDGGUHVVVSHFLILHGLQVHFWLRQRQSDJHRIWKLVDJUHHPHQW7KHPDNLQJ
RIDQ\SD\PHQWE\&LW\RUWKHUHFHLSWWKHUHRIE\WKH&RQVXOWDQWVKDOOLQQRZD\OHVVHQ
WKHOLDELOLW\RIWKH&RQVXOWDQWWRFRUUHFWRUUHYLVHXQVDWLVIDFWRU\ZRUNHYHQWKRXJKWKH
XQVDWLVIDFWRU\FKDUDFWHURIVXFKZRUNPD\QRWKDYHEHHQDSSDUHQWRUGHWHFWHGDWWKHWLPH
VXFKSD\PHQWZDVPDGH&LW\PD\ZLWKKROGSD\PHQWWR&RQVXOWDQWLQDQ\LQVWDQFHLQ
ZKLFKWKH&RQVXOWDQWKDVIDLOHGRUUHIXVHGWRVDWLVI\DQ\PDWHULDOREOLJDWLRQSURYLGHGIRU
LQWKLVDJUHHPHQW,QQRHYHQWVKDOO&LW\EHOLDEOHIRULQWHUHVWRUODWHFKDUJHVIRUDQ\ODWH
SD\PHQWV
3.1 Time and Materials.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD7LPHDQG0DWHULDOV
FRQWUDFWLQYRLFLQJDQGSD\PHQWVKDOOEHDVIROORZV
(a)&RQVXOWDQWVKDOOVXEPLWLQYRLFHVQRWPRUHRIWHQWKDQRQFHDPRQWKGXULQJ
WKHWHUPRIWKLVDJUHHPHQWEDVHGRQWKHFRVWIRUZRUNSHUIRUPHGLQ
DFFRUGDQFHZLWKWKH5DWH6FKHGXOHLQWKH6FRSHRI:RUNDQGDXWKRUL]HG
UHLPEXUVDEOHH[SHQVHVLQFXUUHGSULRUWRWKHLQYRLFHGDWH,QYRLFHVVKDOO
FRQWDLQWKHIROORZLQJLQIRUPDWLRQ
(i)6HULDOLGHQWLILFDWLRQVRIELOOVLH%LOO1R
(ii)7KHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRG
(iii)$VXPPDU\FRQWDLQLQJWKHWRWDOFRQWUDFWDPRXQWWKHDPRXQWRI
SULRUELOOLQJVWKHWRWDOGXHWKLVSHULRGSHUFHQWDJHRIZRUN
FRPSOHWHGWKHUHPDLQLQJEDODQFHDYDLODEOHIRUDOOUHPDLQLQJ
ELOOLQJSHULRGVDQGDEULHIGHVFULSWLRQRIZRUNFRPSOHWHGGXULQJ
WKHELOOLQJSHULRG
BKF Engineers Citywide Accessibility Assessment
83
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
(b)&LW\VKDOOPDNHPRQWKO\SD\PHQWVEDVHGRQVXFKLQYRLFHVIRU
VDWLVIDFWRU\SURJUHVVLQFRPSOHWLRQRIWKH6FRSHRI:RUNDQGIRU
DXWKRUL]HGUHLPEXUVDEOHH[SHQVHVLQFXUUHG
3.2 Lump Sum.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD/XPS6XPFRQWUDFWRQSDJH
IROORZLQJFRPSOHWLRQRIWKHZRUN&RQVXOWDQWVKDOOVXEPLWDVLQJOHLQYRLFH
FRQWDLQLQJWKHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRGDQGWKHWRWDO
FRQWUDFWDPRXQW&LW\VKDOOPDNHDVLQJOHSD\PHQWEDVHGRQVXFKLQYRLFHIRU
VDWLVIDFWRU\FRPSOHWLRQRIWKH6FRSHRI:RUN
4. CONTRACTOR NOT AGENT.([FHSWDV&LW\PD\VSHFLI\LQZULWLQJ&RQVXOWDQW
VKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGWRDFWRQEHKDOIRI&LW\LQDQ\FDSDFLW\
ZKDWVRHYHUDVDQDJHQW&RQVXOWDQWVKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGSXUVXDQW
WRWKLVDJUHHPHQWWRELQG&LW\WRDQ\REOLJDWLRQZKDWVRHYHU
5. BENEFITS AND TAXES. &RQVXOWDQWVKDOOQRWKDYHDQ\FODLPXQGHUWKLVDJUHHPHQWRU
RWKHUZLVHDJDLQVW&LW\IRUVHQLRULW\YDFDWLRQWLPHYDFDWLRQSD\VLFNOHDYHSHUVRQDOWLPH
RIIRYHUWLPHKHDOWKLQVXUDQFHPHGLFDOFDUHKRVSLWDOFDUHLQVXUDQFHEHQHILWVVRFLDO
VHFXULW\GLVDELOLW\XQHPSOR\PHQWZRUNHUVFRPSHQVDWLRQRUHPSOR\HHEHQHILWVRIDQ\
NLQG&RQVXOWDQWVKDOOEHVROHO\OLDEOHIRUDQGREOLJDWHGWRSD\GLUHFWO\DOODSSOLFDEOH
WD[HVLQFOXGLQJEXWQRWOLPLWHGWRIHGHUDODQGVWDWHLQFRPHWD[HVDQGLQFRQQHFWLRQ
WKHUHZLWK&RQVXOWDQWVKDOOLQGHPQLI\DQGKROG&LW\KDUPOHVVIURPDQ\DQGDOOOLDELOLW\
WKDW&LW\PD\LQFXUEHFDXVHRI&RQVXOWDQW
VIDLOXUHWRSD\VXFKWD[HV&LW\VKDOOKDYHQR
REOLJDWLRQZKDWVRHYHUWRSD\RUZLWKKROGDQ\WD[HVRQEHKDOIRI&RQVXOWDQW
6. ASSIGNMENT PROHIBITED.7KHVHUYLFHVWREHSHUIRUPHGE\WKH&RQVXOWDQWDUH
SHUVRQDOLQFKDUDFWHUDQGQRSDUW\WRWKLVDJUHHPHQWPD\DVVLJQDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQW$Q\DWWHPSWHGRUSXUSRUWHGDVVLJQPHQWRIDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQWVKDOOEHYRLGDQGRIQRHIIHFW+RZHYHUZLWKWKHFRQVHQWRIWKH
&LW\JLYHQLQZULWLQJ&RQVXOWDQWLVHQWLWOHGWRVXEFRQWUDFWVXFKSRUWLRQVRIWKHZRUNWREH
SHUIRUPHGXQGHUWKLVDJUHHPHQWDVPD\EHVSHFLILHGE\&LW\
7. PERSONNEL.&RQVXOWDQWVKDOODVVLJQRQO\FRPSHWHQWSHUVRQQHOWRFRPSOHWHWKH6FRSH
RI:RUNSXUVXDQWWRWKLVDJUHHPHQW,QWKHHYHQWWKDW&LW\LQLWVVROHGLVFUHWLRQDWDQ\
WLPHGXULQJWKHWHUPRIWKLVDJUHHPHQWGHVLUHVWKHUHPRYDORIDQ\VXFKSHUVRQV
&RQVXOWDQWVKDOOLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHIURPFLW\RIVXFKGHVLUHRI&LW\
FDXVHWKHUHPRYDORIVXFKSHUVRQRUSHUVRQVIURPZRUNLQFRQQHFWLRQZLWKWKH6FRSHRI
:RUN
8. CONFLICT OF INTEREST.
8.1 In General.&RQVXOWDQWXQGHUVWDQGVWKDWLWVSURIHVVLRQDOUHVSRQVLELOLW\LVVROHO\
WR&LW\&RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWKDWLWSUHVHQWO\KDVQRLQWHUHVWDQG
ZLOOQRWDFTXLUHDQ\GLUHFWRULQGLUHFWLQWHUHVWWKDWZRXOGFRQIOLFWZLWKLWV
SHUIRUPDQFHRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOQRWHPSOR\RUVXEFRQWUDFWZLWKD
SHUVRQKDYLQJVXFKDQLQWHUHVWLQWKHSHUIRUPDQFHRIWKLVDJUHHPHQW
8.2 Subsequent Conflict of Interest.&RQVXOWDQWDJUHHVWKDWLIDQDFWXDORUSRWHQWLDO
FRQIOLFWRILQWHUHVWRQWKHSDUWRI&RQVXOWDQWLVGLVFRYHUHGDIWHUDZDUGWKH
BKF Engineers Citywide Accessibility Assessment
84
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
&RQVXOWDQWZLOOPDNHDIXOOGLVFORVXUHLQZULWLQJWRWKH&LW\7KLVGLVFORVXUHVKDOO
LQFOXGHDGHVFULSWLRQRIDFWLRQVZKLFKWKH&RQVXOWDQWKDVWDNHQRUSURSRVHVWR
WDNHDIWHUFRQVXOWDWLRQZLWKWKH&LW\WRDYRLGPLWLJDWHRUQHXWUDOL]HWKHDFWXDORU
SRWHQWLDOFRQIOLFW:LWKLQGD\VWKH&RQVXOWDQWVKDOOKDYHWDNHQDOOQHFHVVDU\
VWHSVWRDYRLGPLWLJDWHRUQHXWUDOL]HWKHFRQIOLFWRILQWHUHVWWRWKHVDWLVIDFWLRQRI
WKH&LW\
8.3 Interests of City Officers and Staff.1RRIILFHUPHPEHURUHPSOR\HHRI&LW\
DQGQRPHPEHURIWKH&LW\&RXQFLOVKDOOKDYHDQ\SHFXQLDU\LQWHUHVWGLUHFWRU
LQGLUHFWLQWKLVDJUHHPHQWRUWKHSURFHHGVWKHUHRI1HLWKHU&RQVXOWDQWQRUDQ\
PHPEHURIDQ\&RQVXOWDQW¶VIDPLO\VKDOOVHUYHRQDQ\&LW\ERDUGRUFRPPLWWHHRU
KROGDQ\VXFKSRVLWLRQZKLFKHLWKHUE\UXOHSUDFWLFHRUDFWLRQQRPLQDWHV
UHFRPPHQGVRUVXSHUYLVHV&RQVXOWDQW
VSHUIRUPDQFHRIWKH6FRSHRI:RUNRU
DXWKRUL]HVIXQGLQJWR&RQVXOWDQW
9. COMPLIANCE WITH LAWS
9.1 In General. &RQVXOWDQWVKDOONHHSLWVHOIIXOO\LQIRUPHGRIDQGFRPSO\ZLWKDOO
ODZVSROLFLHVJHQHUDOUXOHVDQGUHJXODWLRQVHVWDEOLVKHGE\&LW\DQGVKDOOFRPSO\
ZLWKWKHFRPPRQODZDQGDOOODZVRUGLQDQFHVFRGHVDQGUHJXODWLRQVRI
JRYHUQPHQWDODJHQFLHV LQFOXGLQJIHGHUDOVWDWHPXQLFLSDODQGORFDOJRYHUQLQJ
ERGLHV DSSOLFDEOHWRWKHSHUIRUPDQFHRIWKH6FRSHRI:RUNKHUHXQGHU
9.2 Licenses and Permits. &RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWLWKDVDOO
OLFHQVHVSHUPLWVTXDOLILFDWLRQVDQGDSSURYDOVRIZKDWVRHYHUQDWXUHZKLFKDUH
OHJDOO\UHTXLUHGIRU&RQVXOWDQWWRSUDFWLFHLWVSURIHVVLRQ&RQVXOWDQWUHSUHVHQWV
DQGZDUUDQWVWR&LW\WKDW&RQVXOWDQWVKDOODWLWVVROHFRVWDQGH[SHQVHNHHSLQ
HIIHFWDWDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQWDQ\OLFHQVHVSHUPLWVDQG
DSSURYDOVZKLFKDUHOHJDOO\UHTXLUHGIRU&RQVXOWDQWWRSUDFWLFHLWVSURIHVVLRQ,Q
DGGLWLRQWRWKHIRUHJRLQJ&RQVXOWDQWVKDOOREWDLQDQGPDLQWDLQGXULQJWKHWHUP
KHUHRIDYDOLG&LW\RI6DUDWRJD%XVLQHVV/LFHQVH
10. WORK PRODUCT AND RECORDS
10.1 Property of City.$OOUHSRUWVGDWDPDSVPRGHOVFKDUWVVWXGLHVVXUYH\V
SKRWRJUDSKVPHPRUDQGDRURWKHUZULWWHQGRFXPHQWVRUPDWHULDOVSUHSDUHGE\
&RQVXOWDQWSXUVXDQWWRWKLVDJUHHPHQWVKDOOEHFRPHWKHSURSHUW\RI&LW\XSRQ
FRPSOHWLRQRIWKHZRUNWREHSHUIRUPHGKHUHXQGHURUXSRQWHUPLQDWLRQRIWKLV
DJUHHPHQW:LWKRXWOLPLWLQJWKHJHQHUDOLW\RIWKHIRUHJRLQJLILQFRQQHFWLRQ
ZLWKVHUYLFHVSHUIRUPHGXQGHUWKLVDJUHHPHQWWKH&RQVXOWDQWRULWVVXEFRQWUDFWRUV
FUHDWHDUWZRUNFRS\SRVWHUVELOOERDUGVSKRWRJUDSKVYLGHRWDSHVDXGLRWDSHV
V\VWHPVGHVLJQVVRIWZDUHUHSRUWVGLDJUDPVVXUYH\VVRXUFHFRGHVRUDQ\RWKHU
RULJLQDOZRUNVRIDXWKRUVKLSVXFKZRUNVRIDXWKRUVKLSVKDOOEHZRUNVIRUKLUHDV
GHILQHGXQGHU7LWOHRIWKH8QLWHG6WDWHV&RGHDQGDOOFRS\ULJKWVLQVXFKZRUNV
DUHWKHSURSHUW\RI&LW\,ILWLVHYHUGHWHUPLQHGWKDWDQ\ZRUNVFUHDWHGE\WKH
&RQVXOWDQWRULWVVXEFRQWUDFWRUVXQGHUWKLVDJUHHPHQWDUHQRWZRUNVIRUKLUHXQGHU
86ODZWKH&RQVXOWDQWKHUHE\DVVLJQVDOOFRS\ULJKWVWRVXFKZRUNVWR&LW\
JUDQWV&LW\DUR\DOW\IUHHH[FOXVLYHDQGLUUHYRFDEOHOLFHQVHWRUHSURGXFH
SXEOLVKXVHDQGWRDXWKRUL]HRWKHUVWRGRVRDOOVXFKZRUNVDQGDJUHHVWRSURYLGH
BKF Engineers Citywide Accessibility Assessment
85
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
DQ\PDWHULDODQGH[HFXWHDQ\GRFXPHQWVQHFHVVDU\WRHIIHFWXDWHVXFKDVVLJQPHQW
DQGOLFHQVH7KH&RQVXOWDQWPD\UHWDLQDQGXVHFRSLHVRIVXFKZRUNVIRU
UHIHUHQFHDQGDVGRFXPHQWDWLRQRILWVH[SHULHQFHDQGFDSDELOLWLHV
10.2 Intellectual Property. &RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWKDWLWKDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LWZLOOXWLOL]HLQWKHSHUIRUPDQFHRIWKLV
DJUHHPHQW&RQVXOWDQWIXUWKHUUHSUHVHQWVWKDWLWVKDOOHQVXUH&LW\KDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LQYROYHGLQDQGRUUHVXOWLQJIURP
&RQVXOWDQW¶VSHUIRUPDQFHRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOLQGHPQLI\DQGKROG
&LW\KDUPOHVVIURPDOOORVVDQGOLDELOLW\LQFOXGLQJDWWRUQH\V¶IHHVFRXUWFRVWVDQG
DOORWKHUOLWLJDWLRQH[SHQVHVIRUDQ\LQIULQJHPHQWRIWKHSDWHQWULJKWVFRS\ULJKW
WUDGHVHFUHWRUDQ\RWKHUSURSULHWDU\ULJKWRUWUDGHPDUNDQGDOORWKHULQWHOOHFWXDO
SURSHUW\FODLPVRIDQ\SHUVRQRUSHUVRQVLQFRQVHTXHQFHRIWKHXVHE\&LW\RU
DQ\RILWVRIILFHUVRUDJHQWVRIDUWLFOHVRUVHUYLFHVWREHVXSSOLHGLQWKH
SHUIRUPDQFHRIWKLVDJUHHPHQW
10.3 Retention of Records. 8QWLOWKHH[SLUDWLRQRIILYH\HDUVDIWHUWKHIXUQLVKLQJRI
DQ\VHUYLFHVSXUVXDQWWRWKLVDJUHHPHQW&RQVXOWDQWVKDOOUHWDLQDQGPDNH
DYDLODEOHWRWKH&LW\RUDQ\SDUW\GHVLJQDWHGE\WKH&LW\XSRQZULWWHQUHTXHVWE\
&LW\WKLVDJUHHPHQWDQGVXFKERRNVGRFXPHQWVDQGUHFRUGVRI&RQVXOWDQW DQG
DQ\ERRNVGRFXPHQWVDQGUHFRUGVRIDQ\VXEFRQWUDFWRU V WKDWDUHQHFHVVDU\RU
FRQYHQLHQWIRUDXGLWSXUSRVHVWRFHUWLI\WKHQDWXUHDQGH[WHQWRIWKHUHDVRQDEOH
FRVWRIVHUYLFHVWR&LW\
10.4 Use of Recycled Paper and Electronic Documents.&RQVXOWDQWVKDOOSUHSDUH
DQGVXEPLWDOOUHSRUWVZULWWHQVWXGLHVDQGRWKHUSULQWHGPDWHULDORQUHF\FOHG
SDSHUWRWKHH[WHQWLWLVDYDLODEOHDWHTXDORUOHVVFRVWWKDQYLUJLQSDSHU
'RFXPHQWVVKDOOEHSULQWHGRQERWKVLGHVRIWKHSDJHDQG&LW\VKDOOEHSURYLGHG
ZLWKHOHFWURQLFFRSLHVRIGRFXPHQWV LQ:RUGRUSGIIRUPDW H[FHSWZKHUH
XQXVXDOFLUFXPVWDQFHVPDNHLWLQIHDVLEOHWRGRVR
11. CONFIDENTIAL INFORMATION&RQVXOWDQWVKDOOKROGDQ\FRQILGHQWLDO
LQIRUPDWLRQUHFHLYHGIURP&LW\LQWKHFRXUVHRISHUIRUPLQJWKLVDJUHHPHQWLQWUXVWDQG
FRQILGHQFHDQGZLOOQRWUHYHDOVXFKFRQILGHQWLDOLQIRUPDWLRQWRDQ\SHUVRQRUHQWLW\
HLWKHUGXULQJWKHWHUPRIWKHDJUHHPHQWRUDWDQ\WLPHWKHUHDIWHU8SRQH[SLUDWLRQRIWKLV
DJUHHPHQWRUWHUPLQDWLRQDVSURYLGHGKHUHLQ&RQVXOWDQWVKDOOUHWXUQPDWHULDOVZKLFK
FRQWDLQDQ\FRQILGHQWLDOLQIRUPDWLRQWR&LW\&RQVXOWDQWPD\NHHSRQHFRS\IRULWV
FRQILGHQWLDOILOH)RUSXUSRVHVRIWKLVSDUDJUDSKFRQILGHQWLDOLQIRUPDWLRQLVGHILQHGDVDOO
LQIRUPDWLRQGLVFORVHGWR&RQVXOWDQWZKLFKUHODWHVWR&LW\
VSDVWSUHVHQWDQGIXWXUH
DFWLYLWLHVDVZHOODVDFWLYLWLHVXQGHUWKLVDJUHHPHQWZKLFKLQIRUPDWLRQLVQRWRWKHUZLVH
RISXEOLFUHFRUGXQGHU&DOLIRUQLDODZ
12. RESPONSIBILITY OF CONSULTANT&RQVXOWDQWVKDOOWDNHDOOUHVSRQVLELOLW\IRU
WKHZRUNVKDOOEHDUDOOORVVHVDQGGDPDJHVGLUHFWO\RULQGLUHFWO\UHVXOWLQJWR&RQVXOWDQW
WRDQ\VXEFRQWUDFWRUWRWKH&LW\WR&LW\RIILFHUVDQGHPSOR\HHVRUWRSDUWLHVGHVLJQDWHG
E\WKH&LW\RQDFFRXQWRIWKHSHUIRUPDQFHRUFKDUDFWHURIWKHZRUNXQIRUHVHHQ
GLIILFXOWLHVDFFLGHQWVRFFXUUHQFHVRURWKHUFDXVHVWRWKHH[WHQWSUHGLFDWHGRQDFWLYHRU
SDVVLYHQHJOLJHQFHRIWKH&RQVXOWDQWRURIDQ\VXEFRQWUDFWRU
BKF Engineers Citywide Accessibility Assessment
86
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
13. INDEMNIFICATION. &RQVXOWDQWDQG&LW\DJUHHWKDW&LW\LWVHPSOR\HHVDJHQWVDQG
RIILFLDOVVKDOOEHIXOO\SURWHFWHGIURPDQ\ORVVLQMXU\GDPDJHFODLPODZVXLWFRVW
H[SHQVHDWWRUQH\VIHHVOLWLJDWLRQFRVWVGHIHQVHFRVWVFRXUWFRVWVRUDQ\RWKHUFRVW
LQFXUUHGLQUHODWLRQWRDVDFRQVHTXHQFHRIRUDULVLQJRXWRIRULQDQ\ZD\DWWULEXWDEOH
DFWXDOO\DOOHJHGO\RULPSOLHGO\LQZKROHRULQSDUWWRWKHSHUIRUPDQFHRIWKLVDJUHHPHQW
DVVHWIRUWKEHORZ$FFRUGLQJO\WKHSURYLVLRQVRIWKLVLQGHPQLW\SURYLVLRQDUHLQWHQGHG
E\WKHSDUWLHVWREHLQWHUSUHWHGDQGFRQVWUXHGWRSURYLGHWKHIXOOHVWSURWHFWLRQSRVVLEOH
XQGHUWKHODZWRWKH&LW\&RQVXOWDQWDFNQRZOHGJHVWKDW&LW\ZRXOGQRWHQWHULQWRWKLV
DJUHHPHQWLQWKHDEVHQFHRIWKHFRPPLWPHQWRI&RQVXOWDQWWRLQGHPQLI\DQGSURWHFW&LW\
DVVHWIRUWKEHORZ
13.1 General Indemnity7RWKHIXOOHVWH[WHQWSHUPLWWHGE\ODZ&RQVXOWDQWVKDOO
LQGHPQLI\DQGKROGKDUPOHVV&LW\LWVHPSOR\HHVDJHQWVDQGRIILFLDOVIURPDQ\
OLDELOLW\FODLPVVXLWVDFWLRQVDUELWUDWLRQSURFHHGLQJVDGPLQLVWUDWLYH
SURFHHGLQJVUHJXODWRU\SURFHHGLQJVORVVHVH[SHQVHVRUFRVWV LQFOXGLQJZLWKRXW
OLPLWDWLRQFRVWVDQGIHHVRIDOWHUQDWLYHGLVSXWHUHVROXWLRQDQGOLWLJDWLRQ RIDQ\
NLQGZKDWVRHYHUZLWKRXWUHVWULFWLRQRUOLPLWDWLRQLQFXUUHGLQUHODWLRQWRDVD
FRQVHTXHQFHRIRUDULVLQJRXWRIRULQDQ\ZD\DWWULEXWDEOHDFWXDOO\DOOHJHGO\RU
LPSOLHGO\LQZKROHRULQSDUWWR&RQVXOWDQWRULWVHPSOR\HHVDJHQWVRU
VXEFRQWUDFWRUV$OOREOLJDWLRQVXQGHUWKLVSURYLVLRQDUHWREHSDLGE\&RQVXOWDQW
DVWKH\DUHLQFXUUHGE\WKH&LW\
13.2 Duty to Defend.,QDGGLWLRQWR&RQVXOWDQW¶VREOLJDWLRQWRLQGHPQLI\&LW\
&RQVXOWDQWVKDOOGHIHQGLQDOOOHJDOHTXLWDEOHDGPLQLVWUDWLYHRUVSHFLDO
SURFHHGLQJVZLWKFRXQVHODSSURYHGE\WKH&LW\WKH&LW\DQGLWVFRXQFLOPHPEHUV
RIILFHUVDQGHPSOR\HHVLPPHGLDWHO\XSRQWHQGHUWR&RQVXOWDQWRIWKHFODLPLQ
DQ\IRUPRUDWDQ\VWDJHRIDQDFWLRQRUSURFHHGLQJZKHWKHURUQRWOLDELOLW\LV
HVWDEOLVKHG$QDOOHJDWLRQRUGHWHUPLQDWLRQWKDWSHUVRQVRWKHUWKDQ&RQVXOWDQWDUH
UHVSRQVLEOHIRUWKHFODLPGRHVQRWUHOLHYH&RQVXOWDQWIURPLWVVHSDUDWHDQGGLVWLQFW
REOLJDWLRQWRGHIHQG7KHREOLJDWLRQWRGHIHQGH[WHQGVWKURXJKILQDOMXGJPHQW
LQFOXGLQJH[KDXVWLRQRIDQ\DSSHDOV7KHGHIHQVHREOLJDWLRQLQFOXGHVDQ
REOLJDWLRQWRSURYLGHLQGHSHQGHQWGHIHQVHFRXQVHOLI&RQVXOWDQWDVVHUWVWKDW
OLDELOLW\LVFDXVHGLQZKROHRULQSDUWE\WKHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRI
WKHLQGHPQLILHGSDUW\,ILWLVILQDOO\DGMXGLFDWHGWKDWOLDELOLW\ZDVFDXVHGVROHO\E\
WKHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\&RQVXOWDQWPD\
VXEPLWDFODLPWRWKH&LW\IRUUHLPEXUVHPHQWRIUHDVRQDEOHDWWRUQH\V¶IHHVDQG
GHIHQVHFRVWVLQSURSRUWLRQWRWKHHVWDEOLVKHGFRPSDUDWLYHOLDELOLW\RIWKH
LQGHPQLILHGSDUW\
13.3 Limitation on Indemnity:LWKRXWDIIHFWLQJWKHULJKWVRI&LW\XQGHUDQ\
SURYLVLRQRIWKLVDJUHHPHQWRUWKLVVHFWLRQ&RQVXOWDQWVKDOOQRWEHUHTXLUHGWR
GHIHQGLQGHPQLI\DQGKROGKDUPOHVV&LW\DVVHWIRUWKDERYHIRUOLDELOLW\
DWWULEXWDEOHWRWKHVROHIDXOWRI&LW\SURYLGHGVXFKVROHIDXOWLVGHWHUPLQHGE\
DJUHHPHQWEHWZHHQWKHSDUWLHVRUWKHILQGLQJVRIDFRXUWRIFRPSHWHQWMXULVGLFWLRQ
7KLVH[FHSWLRQZLOODSSO\RQO\LQLQVWDQFHVZKHUHWKH&LW\LVVKRZQWRKDYHEHHQ
VROHO\DWIDXOWDQGQRWLQLQVWDQFHVZKHUH&RQVXOWDQWLVVROHO\RUSDUWLDOO\DWIDXOW
RULQLQVWDQFHVZKHUH&LW\
VIDXOWDFFRXQWVIRURQO\DSHUFHQWDJHRIWKHOLDELOLW\
LQYROYHG,QWKRVHLQVWDQFHVWKHREOLJDWLRQRI&RQVXOWDQWZLOOEHDOOLQFOXVLYHDQG
BKF Engineers Citywide Accessibility Assessment
87
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
&LW\ZLOOEHKHOGKDUPOHVVLQGHPQLILHGDQGGHIHQGHGIRUDOOOLDELOLW\LQFXUUHG
HYHQWKRXJKDSHUFHQWDJHRIWKHOLDELOLW\LVDWWULEXWDEOHWRFRQGXFWRIWKH&LW\
13.4 Acknowledgement.&RQVXOWDQWDFNQRZOHGJHVWKDWLWVREOLJDWLRQSXUVXDQWWRWKLV
VHFWLRQH[WHQGVWROLDELOLW\DWWULEXWDEOHWR&LW\LIWKDWOLDELOLW\LVOHVVWKDQWKHVROH
IDXOWRI&LW\&RQVXOWDQWKDVQRREOLJDWLRQXQGHUWKLVDJUHHPHQWIRUOLDELOLW\
SURYHQLQDFRXUWRIFRPSHWHQWMXULVGLFWLRQRUE\ZULWWHQDJUHHPHQWEHWZHHQWKH
SDUWLHVWREHWKHVROHIDXOWRI&LW\
13.5 Scope of Consultant Obligation7KHREOLJDWLRQVRI&RQVXOWDQWXQGHUWKLVRU
DQ\RWKHUSURYLVLRQRIWKLVDJUHHPHQWZLOOQRWEHOLPLWHGE\WKHSURYLVLRQVRIDQ\
ZRUNHUV
FRPSHQVDWLRQDFWRUVLPLODUDFW&RQVXOWDQWH[SUHVVO\ZDLYHVLWVVWDWXWRU\
LPPXQLW\XQGHUVXFKVWDWXWHVRUODZVDVWR&LW\LWVHPSOR\HHVDQGRIILFLDOV
13.6 Subcontractors.&RQVXOWDQWDJUHHVWRREWDLQH[HFXWHGLQGHPQLW\DJUHHPHQWV
ZLWKSURYLVLRQVLGHQWLFDOWRWKRVHVHWIRUWKKHUHLQWKLVVHFWLRQIURPHDFKDQG
HYHU\VXEFRQWUDFWRUVXEWLHUFRQWUDFWRURUDQ\RWKHUSHUVRQRUHQWLW\LQYROYHGE\
IRUZLWKRURQEHKDOIRI&RQVXOWDQWLQWKHSHUIRUPDQFHRUVXEMHFWPDWWHURIWKLV
DJUHHPHQW
13.7 No Waiver)DLOXUHRI&LW\WRPRQLWRUFRPSOLDQFHZLWKWKHVHUHTXLUHPHQWV
LPSRVHVQRDGGLWLRQDOREOLJDWLRQVRQ&LW\DQGZLOOLQQRZD\DFWDVDZDLYHURI
DQ\ULJKWVKHUHXQGHU7KLVREOLJDWLRQWRLQGHPQLI\DQGGHIHQG&LW\DVVHWIRUWK
KHUHLQLVELQGLQJRQWKHVXFFHVVRUVDVVLJQVRUKHLUVRI&RQVXOWDQWDQGVKDOO
VXUYLYHWKHWHUPLQDWLRQRIWKLVDJUHHPHQWRUWKLVVHFWLRQ)RUSXUSRVHVRI6HFWLRQ
RIWKH&LYLO&RGHWKHSDUWLHVKHUHWRUHFRJQL]HDQGDJUHHWKDWWKLVDJUHHPHQW
LVQRWDFRQVWUXFWLRQFRQWUDFW%\H[HFXWLRQRIWKLVDJUHHPHQW&RQVXOWDQW
DFNQRZOHGJHVDQGDJUHHVWKDWLWKDVUHDGDQGXQGHUVWDQGVWKHSURYLVLRQVKHUHRI
DQGWKDWWKLVSDUDJUDSKLVDPDWHULDOHOHPHQWRIFRQVLGHUDWLRQ&LW\DSSURYDORI
LQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWGRHVQRWUHOLHYHWKH&RQVXOWDQWRU
VXEFRQWUDFWRUVIURPOLDELOLW\XQGHUWKLVVHFWLRQ
13.8 Relation to Insurance Obligations.7KHGHIHQVHDQGLQGHPQLILFDWLRQREOLJDWLRQV
RIWKLVDJUHHPHQWDUHXQGHUWDNHQLQDGGLWLRQWRDQGVKDOOQRWLQDQ\ZD\EH
OLPLWHGE\WKHLQVXUDQFHREOLJDWLRQVFRQWDLQHGLQWKLVDJUHHPHQW
14. DEFAULT AND REMEDIES.
14.1 Events of default(DFKRIWKHIROORZLQJVKDOOFRQVWLWXWHDQHYHQWRIGHIDXOW
KHUHXQGHU
(a))DLOXUHE\&RQVXOWDQWWRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHRIVXFK
EUHDFKLIWKHEUHDFKLVVXFKWKDWWKH&LW\GHWHUPLQHVWKHKHDOWKZHOIDUHRU
VDIHW\RIWKHSXEOLFLVLPPHGLDWHO\HQGDQJHUHG RU
(b))DLOXUHE\HLWKHUSDUW\WRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKZLWKLQILIWHHQ GD\VRIUHFHLYLQJQRWLFHRI
VXFKEUHDFK H[FHSWIRUEUHDFKHVVXEMHFWWRVXESDUDJUDSK D DERYH
BKF Engineers Citywide Accessibility Assessment
88
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJH RI
SURYLGHGWKDWLIWKHQDWXUHRIWKHEUHDFKLVVXFKWKDWWKHQRQEUHDFKLQJ
SDUW\GHWHUPLQHVLWZLOOUHDVRQDEO\UHTXLUHPRUHWKDQILIWHHQ GD\VWR
FXUHWKHEUHDFKLQJSDUW\VKDOOQRWEHLQGHIDXOWLILWSURPSWO\FRPPHQFHV
WKHFXUHDQGGLOLJHQWO\SURFHHGVWRFRPSOHWLRQRIWKHFXUH
14.2 Remedies upon default8SRQDQ\GHIDXOWWKHQRQGHIDXOWLQJSDUW\VKDOOKDYH
WKHULJKWWRLPPHGLDWHO\VXVSHQGRUWHUPLQDWHWKLVDJUHHPHQWVHHNVSHFLILF
SHUIRUPDQFHDQGRUVHHNGDPDJHVWRWKHIXOOH[WHQWDOORZHGE\ODZ&LW\VKDOO
KDYHWKHULJKWWRFRQWUDFWZLWKDQRWKHUSDUW\WRSHUIRUPWKLVDJUHHPHQW
14.3 No Waiver)DLOXUHE\&LW\WRVHHNDQ\UHPHG\IRUDQ\GHIDXOWKHUHXQGHUVKDOO
QRWFRQVWLWXWHDZDLYHURIDQ\RWKHUULJKWVKHUHXQGHURUDQ\ULJKWWRVHHNDQ\
UHPHG\IRUDQ\VXEVHTXHQWGHIDXOW
15. TERMINATION.(LWKHUSDUW\PD\WHUPLQDWHWKLVDJUHHPHQWZLWKRUZLWKRXWFDXVHE\
SURYLGLQJGD\V¶QRWLFHLQZULWLQJWRWKHRWKHUSDUW\7KH&LW\PD\WHUPLQDWHWKLV
DJUHHPHQWDWDQ\WLPHZLWKRXWSULRUQRWLFHLQWKHHYHQWWKDW&RQVXOWDQWFRPPLWVD
PDWHULDOEUHDFKRIWKHWHUPVRIWKLVDJUHHPHQW8SRQWHUPLQDWLRQWKLVDJUHHPHQWVKDOO
EHFRPHRIQRIXUWKHUIRUFHRUDIIHFWZKDWVRHYHUDQGHDFKRIWKHSDUWLHVKHUHWRVKDOOEH
UHOLHYHGDQGGLVFKDUJHGIURPWKHULJKWVDQGREOLJDWLRQVRIWKLVDJUHHPHQWVXEMHFWWR
SD\PHQWIRUDFFHSWDEOHVHUYLFHVUHQGHUHGSULRUWRWKHH[SLUDWLRQRIWKHQRWLFHRI
WHUPLQDWLRQDQGGHOLYHU\WR&LW\RIDQ\ZRUNLQSURJUHVVFRPSOHWHGZRUNVXSSOLHV
HTXLSPHQWDQGRWKHUPDWHULDOVSURGXFHGDVDSDUWRIRUDFTXLUHGLQFRQQHFWLRQZLWKWKH
SHUIRUPDQFHRIWKLVDJUHHPHQWDQGDQ\FRPSOHWHGRUSDUWLDOO\FRPSOHWHGZRUNZKLFKLI
WKLVDJUHHPHQWKDGEHHQFRPSOHWHGZRXOGKDYHEHHQUHTXLUHGWREHIXUQLVKHGWR&LW\
1RWZLWKVWDQGLQJWKHIRUHJRLQJDQGVHFWLRQRQSDJHWKLVVHFWLRQDQGWKHSURYLVLRQVRI
WKLVDJUHHPHQWFRQFHUQLQJLQVXUDQFH ([KLELW% )XQGLQJ$JHQF\5HTXLUHPHQWV DVVHW
IRUWKLQ([KLELW'LIDSSOLFDEOH :RUN3URGXFWDQG5HFRUGV&RQILGHQWLDO,QIRUPDWLRQ
5HVSRQVLELOLW\RI&RQVXOWDQW,QGHPQLILFDWLRQ'HIDXOWDQG5HPHGLHV/LWLJDWLRQDQG
-XULVGLFWLRQDQG6HYHUDELOLW\VKDOOVXUYLYHWHUPLQDWLRQRUH[SLUDWLRQRIWKLVDJUHHPHQW
16. DISPUTE RESOLUTION7KHSDUWLHVVKDOOPDNHDJRRGIDLWKHIIRUWWRVHWWOHDQ\
GLVSXWHRUFODLPDULVLQJXQGHUWKLVDJUHHPHQW,IWKHSDUWLHVIDLOWRUHVROYHVXFKGLVSXWHV
RUFODLPVWKH\VKDOOVXEPLWWKHPWRQRQELQGLQJPHGLDWLRQLQ&DOLIRUQLDDWVKDUHG
H[SHQVHRIWKHSDUWLHVIRUDWOHDVWKRXUVRIPHGLDWLRQ,IPHGLDWLRQGRHVQRWDUULYHDWD
VDWLVIDFWRU\UHVXOWDUELWUDWLRQLIDJUHHGWRE\DOOSDUWLHVRUOLWLJDWLRQPD\EHSXUVXHG,Q
WKHHYHQWDQ\GLVSXWHUHVROXWLRQSURFHVVHVDUHLQYROYHGHDFKSDUW\VKDOOEHDULWVRZQ
FRVWVDQGDWWRUQH\V¶IHHV
17. LITIGATION,IDQ\OLWLJDWLRQLVFRPPHQFHGEHWZHHQSDUWLHVWRWKLVDJUHHPHQW
FRQFHUQLQJDQ\SURYLVLRQKHUHRIRUWKHULJKWVDQGGXWLHVRIDQ\SHUVRQLQUHODWLRQWKHUHWR
HDFKSDUW\VKDOOEHDULWVRZQDWWRUQH\V¶IHHVDQGFRVWV
18. JURISDICTION AND SEVERABILITY7KLVDJUHHPHQWVKDOOEHDGPLQLVWHUHGDQG
LQWHUSUHWHGXQGHUWKHODZVRIWKH6WDWHRI&DOLIRUQLD-XULVGLFWLRQRIOLWLJDWLRQDULVLQJIURP
WKLVDJUHHPHQWVKDOOEHLQWKDWVWDWHDQGYHQXHVKDOOEHLQ6DQWD&ODUD&RXQW\&DOLIRUQLD
,IDQ\SDUWRIWKLVDJUHHPHQWLVIRXQGWRFRQIOLFWZLWKDSSOLFDEOHODZVVXFKSDUWVKDOOEH
LQRSHUDWLYHQXOODQGYRLGLQVRIDUDVLWFRQIOLFWVZLWKVDLGODZVEXWWKHUHPDLQGHURIWKLV
DJUHHPHQWVKDOOEHLQIXOOIRUFHDQGHIIHFW
BKF Engineers Citywide Accessibility Assessment
89
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
19. NOTICE OF NON-RENEWAL&RQVXOWDQWXQGHUVWDQGVDQGDJUHHVWKDWWKHUHLVQR
UHSUHVHQWDWLRQLPSOLFDWLRQRUXQGHUVWDQGLQJWKDWWKH&LW\ZLOOUHTXHVWWKDWZRUNSURGXFW
SURYLGHGE\&RQVXOWDQWXQGHUWKLVDJUHHPHQWEHVXSSOHPHQWHGRUFRQWLQXHGE\
&RQVXOWDQWXQGHUDQHZDJUHHPHQWIROORZLQJH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
&RQVXOWDQWZDLYHVDOOULJKWVRUFODLPVWRQRWLFHRUKHDULQJUHVSHFWLQJDQ\IDLOXUHE\&LW\
WRFRQWLQXHWRUHTXHVWRUUHWDLQDOORUDQ\SRUWLRQRIWKHZRUNSURGXFWIURP&RQVXOWDQW
IROORZLQJWKHH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV
H[HFXWLQJWKLVDJUHHPHQWDQGQRWIRUWKHEHQHILWRIDQ\RWKHULQGLYLGXDOHQWLW\RUSHUVRQ
21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV
DJUHHPHQWVKDOOFRQVWLWXWHDZDLYHURIDQ\ULJKWVRUREOLJDWLRQVDULVLQJXQGHUWKLV
DJUHHPHQW7KHIDLOXUHE\WKH&LW\WRHQIRUFHDQ\RI&RQVXOWDQW¶VREOLJDWLRQVRUWR
H[HUFLVH&LW\
VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU
-End of Exhibit C-
BKF Engineers Citywide Accessibility Assessment
90
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW' 3DJHRI
City of Saratoga Services Contract
Exhibit D – Funding Agency Requirements
7KLVDJUHHPHQWLVIXQGHGLQSDUWSXUVXDQWWRWKHFRQWUDFWEHWZHHQ&LW\DQG
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
³)XQGLQJ$JHQF\´ DWWDFKHGKHUHWRDV([KLELW' ³)XQGLQJ$JUHHPHQW´ ,Q
UHFRJQLWLRQRIWKH)XQGLQJ$JUHHPHQW&LW\DQG&RQWUDFWRUDJUHHWKDW
$OOFRQWUDFWXDOSURYLVLRQVUHTXLUHGE\WKH)XQGLQJ$JUHHPHQWDUHKHUHE\LQFRUSRUDWHGE\
UHIHUHQFH$Q\WKLQJWRWKHFRQWUDU\KHUHLQQRWZLWKVWDQGLQJDOO)XQGLQJ$JUHHPHQW
PDQGDWHGWHUPVVKDOOEHGHHPHGWRFRQWUROLQWKHHYHQWRIDFRQIOLFWZLWKRWKHUSURYLVLRQV
FRQWDLQHGLQWKLVDJUHHPHQW7KH&RQVXOWDQWVKDOOQRWSHUIRUPDQ\DFWIDLOWRSHUIRUPDQ\
DFWRUUHIXVHWRFRPSO\ZLWKDQ\&LW\UHTXHVWVZKLFKZRXOGFDXVHWKH&LW\WREHLQ
YLRODWLRQRIWKH)XQGLQJ$JUHHPHQWWHUPVDQGFRQGLWLRQV
,I&RQVXOWDQWFODLPVRUUHFHLYHVSD\PHQWIURP&LW\IRUDVHUYLFHUHLPEXUVHPHQWIRU
ZKLFKLVODWHUGLVDOORZHGE\WKH)XQGLQJ$JHQF\WKH&RQVXOWDQWVKDOOSURPSWO\UHIXQG
WKHGLVDOORZHGDPRXQWWR&LW\XSRQ&LW\¶VUHTXHVW$WLWVRSWLRQ&LW\PD\RIIVHWWKH
DPRXQWGLVDOORZHGIURPDQ\SD\PHQWGXHRUWREHFRPHGXHWR&RQVXOWDQWXQGHUWKLV
DJUHHPHQWRUDQ\RWKHUDJUHHPHQW
&LW\PD\WHUPLQDWHRUVXVSHQGSHUIRUPDQFHRIWKLVDJUHHPHQWLI)XQGLQJ$JHQF\
VXVSHQGVRUWHUPLQDWHVIXQGLQJSXUVXDQWWRWKHWHUPVRIWKH)XQGLQJ$JUHHPHQW,QWKH
HYHQWRIVXVSHQVLRQRUWHUPLQDWLRQ&LW\VKDOOEHREOLJDWHGWRIXQGRQO\WKDWSRUWLRQRI
&RQVXOWDQW¶VZRUNSHUIRUPHGSULRUWRWKHVXVSHQVLRQRUWHUPLQDWLRQWKDWLVQRWIXQGHGE\
WKH)XQGLQJ$JUHHPHQW
%\H[HFXWLQJWKLVDJUHHPHQWWKH&RQVXOWDQWFHUWLILHVWKDWWKH&RQVXOWDQWLVQRW
VXVSHQGHGGHEDUUHGRURWKHUZLVHH[FOXGHGIURPSDUWLFLSDWLRQLQWKHSURJUDP V
VXSSRUWHGE\WKH)XQGLQJ$JUHHPHQW&RQVXOWDQWDFNQRZOHGJHVWKDWWKLVFHUWLILFDWLRQRI
HOLJLELOLW\WRUHFHLYH)XQGLQJ$JHQF\IXQGVLVDPDWHULDOWHUPRIWKHDJUHHPHQW
-End of Exhibit D-
BKF Engineers Citywide Accessibility Assessment
91
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
-Exhibit E- Page 1 of 2
City of Saratoga Design Services Contract
Exhibit E - Supplemental Provisions
Exhibit C – Section 13 is replaced with the following:
13. INDEMNIFICATION. To the fullest extent permitted by law, Contractor shall immediately
defend, indemnify, and hold harmless City, its Council members, 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 alternative dispute resolution and litigation) of any kind whatsoever without
restriction or limitation, incurred arising out of, pertaining to, or relating to the negligence,
recklessness, or willful misconduct of Contractor or its employees, agents, or subcontractors and
supported by a Certificate of Merit. All obligations under this provision are to be paid by
Contractor as they are incurred by the City. Contractor’s obligation to indemnify applies unless
it is finally adjudicated that the liability was caused by the active negligence or willful
misconduct of an indemnified part y. If it is finally adjudicated that liability is caused by the
comparative active negligence or willful misconduct of an indemnified party, then Contractor’s
indemnification obligation shall be reduced in proportion to the established comparative liability.
13.1 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.
13.2 Subcontractors.Contractor agrees to obtain executed indemnity agreements
with provisions identical to those set forth 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 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.
13.3 Duty to Defend. In addition to Contractor’s obligation to indemnify, Contractor
shall defend, in all legal, equitable, administrative, or special proceedings, with counsel
approved by the City, the City, its Council members, employees, agents and officials,
immediately upon tender to Contractor of the claim in any form or at any stage of an
action or proceeding, once liability is established by a Certificate of Merit from a duly
licensed engineer. A determination that persons other than Contractor are responsible for
the claim relieves Contractor from its separate and distinct obligation to defend. The
obligation to defend extends through final judgment, including exhaustion of any appeals.
The defense obligation includes an obligation to provide independent
92
Contractor: BKF Engineers Project Name: Citywide Accessibility Assessment
-Exhibit E- Page 2 of 2
defense counsel if Contractor asserts that liability is caused in whole or in part by the
negligence or willful misconduct of the indemnified party. If it is finally adjudicated that
liability was caused by the comparative active negligence or willful misconduct of an
indemnified party, Contractor may submit a claim to the City, and City will provide
reimbursement of reasonable attorneys’ fees and defense costs in proportion to the
established comparative liability of the indemnified party.
13.4 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. This section 13 shall in no event be construed to require
indemnification by Contractor to a greater extent than permitted under the public policy
of the State of California. 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 insurance required by this agreement does not relieve the
Contractor or subcontractors from liability under this paragraph.
- End of Exhibit E -
93
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO ADJUST THE FY 2018/19 CAPITAL IMPROVEMENT PLAN BUDGET
TO TRANSFER FUNDS FROM THE BIG BASIN WAY TURNAROUND CIP
TO THE CITYWIDE ACCESSIBILITY ASSESSMENT PROJECT
WHEREAS, there are regulations that require City facilities including building, parks and parking to be
accessible to people with disabilities;
WHEREAS, the City Council authorized an assessment of Citywide accessibility as a CIP Project;
WHEREAS, the budgeted funds are insufficient for the completion of the Project;
WHEREAS, unused funding is available in the completed Big Basin Way Turnaround CIP Project;
WHEREAS, staff requests unused Big Basin Way Turnaround CIP Project funding be transferred to the
Citywide Accessibility Assessment project as follows:
Account Description Account Amount
To decrease expenditure appropriation and transfer funding from the Big Basin Way Turnaround CIP:
Increase Transfers Out 411.9122-008.99999 $48,805
Decrease Expenditure appropriation 411.9122-008.81161 ($48,805)
To transfer in funding and appropriate an increase in expenditures to the Citywide Accessibility Assessment CIP:
Increase Transfer In 412.9222-007.49999 $48,805
Increase Expense Appropriation 412.9222-007.81161 $48,805
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
approves the above adjustments to the Fiscal Year 2018/19 CIP Budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular
meeting of the Saratoga City Council held on 16th day of January 2019 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:_____________________
Manny Cappello
Mayor, City of Saratoga
Attest:
_______________________
Debbie Bretschneider,
City Clerk, City of Saratoga 94