HomeMy WebLinkAbout03-04-2020 Council AGENDA PACKETSaratoga City Council Agenda – March 4, 2020 – Page 1 of 6
SARATOGA CITY COUNCIL
REGULAR MEETING
MARCH 4, 2020
5:15 P.M. COMMISSION INTERVIEWS
Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
INTERVIEWS:
6:00 P.M. STUDY SESSION
Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
FY 2020/21 Capital Improvement Plan (CIP) Budget Study Session
Recommended Action:
Complete the process to prioritize funding requests for the Fiscal Year 2020/21 Capital
Improvement Plan
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 February 27, 2020.
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
Time Name Commission Vacancies Incumbent
5:20 p.m. Shivkumar Jayaraman Planning 1 Full Term (April 1,
2020 - March 31, 2024)
No
5:30 p.m. Herman Zheng Planning 1 Full Term (April 1,
2020 - March 31, 2024)
No
5:40 p.m. Jan-Yu Weng Planning 1 Full Term (April 1,
2020 - March 31, 2024)
No
Saratoga City Council Agenda – March 4, 2020 – Page 2 of 6
CEREMONIAL ITEMS
Proclamation Recognizing March 2020 as American Red Cross Month
Recommended Action:
Present a proclamation to a representative of the American Red Cross, Silicon Valley
Chapter.
Proclamation Recognizing March 2020 as National Women’s History Month
Recommended Action:
Present a proclamation to a former member of the Saratoga City Council.
SPECIAL PRESENTATIONS
Saratoga Age Friendly Commission Presentation
Recommended Action:
Receive presentation by the Saratoga Age Friendly Commission on the Age Friendly
Community Status.
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 Regular City Council Meeting on February 19,
2020.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
2/19/2020 Period 8; 2/26/2020 Period 8.
1.3. Treasurer’s Report for the Month Ended January 31, 2020
Recommended Action:
Review and accept the Treasurer’s Report for the month ended January 31, 2020.
1.4. Hillside Emergency Repairs - Budget Amendment
Recommended Action:
Authorize the City Manager to use Hillside Reserve funds in the amount of $500,000 for
hillside repairs.
Saratoga City Council Agenda – March 4, 2020 – Page 3 of 6
1.5. Contract with Cotton, Shires and Associates, Inc. to Prepare a Roadway Stabilization
Design for Continental Circle
Recommended Action:
1. Approve design contract with Cotton, Shires and Associates, Inc. (CSA) for Continental
Circle roadway stabilization, in the amount of $29,900, and authorize the City Manager to
execute the same.
2. Authorize staff to execute change orders to the contract up to $3,000.
1.6. Out-of-State Travel Request
Recommended Action:
Approve travel for an out-of-state trip for Council Member Yan Zhao.
2. PUBLIC HEARING
None
3. GENERAL BUSINESS
3.1. Acceptance of Paint the City Artwork
Recommended Action:
Accept artwork recommended by the Public Art Committee for the 5 utility box locations
included in the 2020 cycle of Paint the City: Saratoga Utility Box Art project.
3.2. 2019 General Plan Housing Element Annual Progress Report
Recommended Action:
Adopt the attached Resolution accepting the 2019 General Plan Housing Element Annual
Progress Report and direct staff to file the report with the Governor’s Office of Planning and
Research and the Department of Housing and Community Development.
3.3. Minimum Wage Update
Recommended Action:
Direct staff to monitor the Santa Clara County Cities Association’s review of minimum
wage regulations in Santa Clara County and report back to the City Council once the review
is complete.
COUNCIL ASSIGNMENTS
Mayor Howard Miller
Council Finance Committee
Saratoga Sister City Organization
Silicon Valley Clean Energy Authority Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
VTA State Route 85 Corridor Policy Advisory Board
West Valley Mayors & Managers
Vice Mayor Mary-Lynne Bernald
Association of Bay Area Governments
Cities Association of Santa Clara County-City Selection Committee
Cities Association of Santa Clara County-Legislative Action Committee
Cities Association of Santa Clara County- meetings
Saratoga City Council Agenda – March 4, 2020 – Page 4 of 6
Council Finance Committee
Hakone Foundation Board & Executive Committee
Public Art Committee
Santa Clara/Santa Cruz Airport/Community Roundtable
Saratoga Historical Foundation
Council Member Yan Zhao
Hakone Foundation Board
KSAR Community Access TV Board
Public Art Committee
Santa Clara County-Comprehensive County Expressway Planning Study Policy Advisory Board
Saratoga Chamber of Commerce & Destination Saratoga
Council Member Manny Cappello
Cities Association of Santa Clara County Board of Directors
Santa Clara County Housing and Community Development (HCD) Council Committee
Saratoga Area Senior Coordinating Council (SASCC)
Saratoga Ministerial Association
West Valley Sanitation District
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
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 February 27, 2020 at
the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 27th day of February 2020 at Saratoga, California.
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.
Saratoga City Council Agenda – March 4, 2020 – Page 5 of 6
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]
03/09 6:00 p.m. Commission Work Plan Study Session with Heritage Preservation, Planning, Library,
Traffic Safety, and Parks & Recreation Commissions in Senior Center. S. Ku Hall
03/18
5:30 p.m. Library Commission Interviews | 6:00 p.m. Community Event Grant Allocations | 7:00
p.m. Regular Session
04/01 No Meeting -Recess
04/15
04/27
6:00 p.m. Joint Meeting with Chamber of Commerce | 7:00 p.m. Regular Session
6:00 p.m. Budget Study Session
05/04 Youth Commission interviews (time tentative)
05/06 6:00 p.m. Joint Meeting with Mountain Winery | 7:00 p.m. Regular Session
05/20 6:00 p.m. Joint Meeting with Board of Supervisor Joe Simitian | 7:00 p.m. Regular Session
06/03 5:00 p.m. Traffic Safety Commission Interviews | 5:30 p.m. Joint Meeting with Saratoga
Neighborhood & Neighborhood Watch in Community Center, Multipurpose room
06/17 5:00 p.m. Closed Session | 6:00 p.m. Joint Meeting with Saratoga Ministerial Association | 7:00 p.m.
Regular Session
07/01 5:00 p.m. Closed Session | 7:00 p.m. Regular Session
07/15
No Meeting - Recess
08/05 No Meeting - Recess
08/19 5:00 p.m. Closed Session | 6:00 p.m. Joint Meeting with Hakone Board and Sister City | 7:00 p.m.
Regular Session
09/02 5:00 p.m. Commission Interviews for Library & Parks | 6:00 p.m. Joint Meeting with Montalvo Arts |
7:00 p.m. Regular Session
09/16 6:00 p.m. Joint Meeting with Youth Commission | 7:00 p.m. Regular Session
10/07
5:00 p.m. Joint Meeting with West Valley – Mission Community College Board of Trustees | 6:00
p.m. Joint Meeting - Saratoga Schools and Boards at West Valley College | 7:00 p.m. Regular
10/21 6:00 p.m. Joint Meeting with Sheriff’s Office | 7:00 p.m. Regular Session
11/04 6:00 p.m. Joint Meeting with KSAR | 7:00 p.m. Regular Session
11/18 6:00 p.m. Joint Meeting with TBD | 7:00 p.m. Regular Session
12/02 5:00 p.m. Commission Interviews for HPC & TSC | 6:00 p.m. Joint Meeting with Historical
Foundation |7:00 p.m. Regular Session
12/10 7:00 p.m. Council Reorganization
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2020
Saratoga City Council Agenda – March 4, 2020 – Page 6 of 6
12/16 6:00 p.m. Study Session – Council Norms | 7:00 p.m. Regular Session
Unless otherwise stated, Joint Meetings and Study Sessions begin at 6:00 p.m. in the Linda Callon Conference
Room at Saratoga City Hall at 13777 Fruitvale Avenue and Regular Session begins at 7:00 p.m. in the Civic Theater
at 13777 Fruitvale Avenue
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:Finance & Administrative Services
PREPARED BY:Dennis Jaw, Finance Manager
SUBJECT:FY 2020/21 Capital Improvement Plan (CIP)Budget Study Session
RECOMMENDED ACTION:
Complete the process to prioritize funding requests for the Fiscal Year 2020/21 Capital Improvement Plan.
BACKGROUND:
As part of the process to adopt the FY 2020/21 Capital Improvement Plan, staff prepares a package of
project recommendations based on recognized needs identified by the City Council and City Departments.
At the City Council Retreat on February 28, 2020, staff provided a preview and explanation of the CIP
Prioritization Process for projects as described in Attachment A, as well as narratives for all closing,
changing, nominated and unfunded projects. These projects are presented in the following categories:
1.Projects Recommended to be Changed or Closed (Attachment D)
2.Current Projects with Additional Funding Requests (Attachment E)
3.Nominated Projects (Attachment F)
4.Unfunded Projects (Attachment G)
5.List of Projects with no Recommended Changes (Attachment H)
6.List of Staff Nominated Projects to be moved to Unfunded (Attachment I)
At the CIP Budget Study Session, Council will discuss and provide collective direction on project
prioritization and funding.
ATTACHMENTS:
Attachment A –CIP Prioritization Process and Diagram
Attachment B –FY 2020/21 CIP Project Activity Summary for All Current Projects
Attachment C –FY 2020/21 CIP Funding Schedule Pending Prioritization
Attachment D –Narratives for Projects Recommended to be Changed or Closed
Attachment E –Narratives for Current Projects with Additional Funding Requests
Attachment F –Narratives for Nominated Projects
Attachment G –Narratives for Unfunded Projects
Attachment H –List of Current Projects with No Recommended Changes
Attachment I –List of Staff Nominated Projects to be moved to Unfunded
5
CIP PRIORITIZATION PROCESS
1.Before starting the prioritization, the Council will be provided with the following materials to
assist with the prioritization process:
•CIP Project Activity Summary for All Projects
•CIP Funding Schedule Pending Prioritization
•Project Narratives for All projects in the following categories:
o Current Projects Recommended to be Changed/Closed
o Current Projects with Additional Funding Requests
o Nominated Projects
o Unfunded Projects
•List of all other continuing or ongoing projects, by category
•List of staff identified projects recommended to be moved directly to the Unfunded
Projects category.
2.Council will review CIP Project Activity Summary for All Funds and identify projects to be
moved into the Recommended to be Changed/Closed category.
3.Council will review projects which are Recommended to be Changed/Closed and make one
of the following selections for each project:
•Close project
•Move to Unfunded Projects category
•Accept recommended change (i.e. consolidation, change in scope, etc.)
•No change to project status
4.Council will review projects with Additional Funding Requests and Nominated Projects
and make one of the following selections for each project:
•Reject proposal
•Move to Unfunded Projects category
•Consider for funding
5.Council will review Unfunded Projects and make one of the following selections for each
project:
•Remove from CIP (move to Rejected/Closed)
•Consider for funding
•No change to project status
6.Council will review list of staff projects recommended to be moved directly to the Unfunded
Projects category and make one of the following selections:
•Remove project(s) from CIP (move to Rejected/Closed)
•Consider project(s) for funding
•Approve all or remaining projects to be moved to Unfunded Projects category.
7. Council will prioritize projects considered for funding based on financial constraints and
make one of the following selections for each project:
•Reject proposal
Attachment A
6
• Move to Unfunded Projects category
• Fund project
8. Verification of Council consensus on Accepted Recommended Project Changes and projects
that have been selected to be Rejected/Closed, Unfunded, and Funded.
7
PRIORITIZATION DIAGRAM
REJECTED/
CLOSED UNFUNDED
FUNDING REQUESTS &
NOMINATED PROJECTS
CONSIDER FOR
FUNDING
RECOMMENDED
PROJECT CHANGES
REJECTED/
CLOSED UNFUNDED
FUNDING REQUESTS &
NOMINATED PROJECTS
CONSIDER FOR
FUNDING
ACCEPTED
PROJECT CHANGES
REJECTED/
CLOSED UNFUNDED FUNDING REQUESTS &
NOMINATED PROJECTS FUNDED
ACCEPTED
PROJECT CHANGES
Recommended Project Change Unfunded Capital Project Funding Request/Nominated ProjectWHITEBOARD PHASE 1WHITEBOARD PHASE 2WHITEBOARD PHASE 38
Street Improvements
Project Activity Summary
Project #Project Name
FY 17/18
Actual FY 18/19 Actual
FY 19/20
Estimated
Open
Encumbrances
1/31/2020
Estimated
Available Balances
6/30/20
9111-003 Annual Roadway Improvements 722,107 2,957,167 2,895,142 694,542 11,760
9121-001 Roadway Safety & Traffic Calming 5,109 160,369 75,035 252 -
9122-006 *Prospect Road Improvements 2,217,437 2,617,789 914,430 368,202 145,555
9122-007 *Citywide Signal Upgrade Project - Phase II -76,677 522,117 45,393 -
9122-010 Fruitvale/Allendale Intersection Imps --102,262 7,638 147,738
9141-005 Infrastructure Maintenance and Repairs 258,388 226,302 287,978 32,491 -
9142-005 *Saratoga Avenue Sidewalks 26,749 32,888 30,000 - -
9142-011 Village Sidewalk & Pedestrian Enhance-P2 -60,336 1,834 - 65,530
9142-014 *Big Basin Way Sidewalk Repairs --- - 20,990
9142-015 El Camino Grande Storm Drain Pump 14,239 5,535 372,734 308,916 -
9142-019 *Saratoga Village C/W & S/W Rehabilitation - - - - 44,000
9142-020 Quito Road Sidewalk Improvements 1,350 5,280 - - 43,370
9142-021 Saratoga/Sunnyvale Sidewalks - - - - 92,183
9152-001 *4th Street Bridge Widening 1,421 - - - 99,837
9152-002 Quito Road Bridges -38,767 1,715 1,715 117,348
9152-004 *Quito Road Bridges - ROW 25,151 8,063 194 25,590 32,043
9153-003 Annual Retaining Wall Maint & Repairs 316,818 49,239 392,899 38,265 -
9171-002 Quito Road Undergrounding Project - - - - 98,744
3,604,487 6,238,412 5,596,340 1,523,004 919,098
Project is Completed or Recommended to be Closed
*Grant/Restricted funding not included in Estimated Available Balances
Attachment B
9
Parks Trails Improvements
Project Activity Summary
Project #Project Name
FY 17/18
Actual FY 18/19 Actual
FY 19/20
Estimated
Open
Encumbrances
1/31/2020
Estimated
Available Balances
6/30/20
9211-001 Park, Trail, Grounds, and Medians R&R 77,261 62,787 160,571 12,971 -
9211-002 *CityWide Tree Replanting 13,361 25,920 5,000 19,075 -
9211-010 Park & Trail Safety Improvements - 42,956 40,044 - -
9212-001 *Tree Dedication Program - - - - -
9219-002 Quito/Pollard Road Open Space Imps - 54,546 20,454 1,732 -
9222-004 Hakone Gardens Infrastructure Imps 24,900 50,765 15,675 14,375 143,173
9274-002 Guava Ct/Fredericksburg Entrance 46,937 53,897 45,474 44,250 50,047
9277-004 Saratoga Village to Quarry Park Walkway 28,311 16,294 73,811 73,811 206,584
9278-001 *Saratoga-to-the-Sea Trail 42,314 174,077 1,294,980 2,023,248 697,309
458,064 481,242 1,656,009 2,189,463 1,097,113
Project is Completed or Recommended to be Closed
*Grant/Restricted funding not included in Estimated Available Balances
10
Facilities Improvements
Project Activity Summary
Project #Project Name
FY 17/18
Actual FY 18/19 Actual
FY 19/20
Estimated
Open
Encumbrances
1/31/2020
Estimated
Available Balances
6/30/20
9321-016 CDD Lobby Remodel - 12,637 302,363 208,711 -
9322-001 *Theater Improvements 42,833 14,360 15,000 5,900 -
9322-013 PEG Funded Projects - - - - 340,789
9331-010 Garden Patio Bocce Ball Court - 4,550 280,450 - -
9331-011 Preschool Turf Conversion - - 12,500 - 12,500
9333-007 Senior Center Entrance Remodel - 2,415 8,915 8,915 188,670
9333-008 Community Center Improvement Plan - - 100,000 7,086 85,000
9372-001 **Library Exterior Maintenance Projects 20,570 - 5,000 - -
117,990 33,962 724,228 230,611 626,959
Project is Completed or Recommended to be Closed
*Available balance does not include theater ticket surcharge revenue which is restricted for theater improvements.
**Available balance does not include funds transferred per agreement with the County which is restricted for library improvements.
11
Administrative Technology Improvements
Project Activity Summary
Project #Project Name
FY 17/18
Actual FY 18/19 Actual
FY 19/20
Estimated
Open
Encumbrances
1/31/2020
Estimated
Available Balances
6/30/20
9413-002 City Website/Intranet Redesign 64,768 - - - 16,949
9415-001 *CDD Technology Management 17,782 29,961 49,505 - -
9415-003 SB2 CDD Software/ADA Grant - - 160,000 87,282 -
9442-001 LLD Initiation Match - - - - 25,000
9442-002 Horseshoe Beautification 350 2,700 2,700 1,350 19,250
9443-002 Citywide Accessibility Needs Assessment - 22,067 100,365 65,781 -
9443-003 City Art Program - - 25,000 2,923 -
9451-002 General Plan Updates 84,526 176,970 243,820 124,340 75,199
9491-001 Risk Management Mitigation Project - 165,521 88,891 - -
194,258 397,219 670,281 281,676 136,398
Project is Completed or Recommended to be Closed
*Available balance does not include Technology Fee revenue which is restricted for technology related expenses.
12
3/4/2020
CIP - Reserve Park In-lieu
Risk
Management
2,749,134 15,392 -
Roadway Safety & Traffic Calming (75,000)
Infrastructure Maintenance and Repairs (250,000)
Annual Retaining Wall Maint & Repairs (200,000)
Park, Trail, Grounds, and Medians R&R (100,000)
City Art Program (25,000)
Risk Management Mitigation Project (50,000) 50,000
(700,000) - 50,000
2,049,134 15,392 50,000
Prospect Road Improvements (40,000)
Fruitvale/Allendale Ave. Intersection Impr.(250,000)
Saratoga Village Crosswalk & Sidewalk Rehab.(45,000)
Quito Road Bridges - Project Engineering (50,000)
Annual Parks, Trails, Grounds & Medians R&R (150,000)
Saratoga Village to Quarry Park Walkway (300,000)
Guava Ct/Fredericksburg Entrance (500,000)
(1,335,000) - -
CC Reconstruction of Hakone Koi Pond (2,100,000)
CC City Hall Courtyard Accessibility Improvements (280,000)
CC Senior Center/Community Center Generator and EV Charging (500,000)
CC Village Clock (15,500)
CC Kevin Moran Park Accessible Parking (95,000)
PRC Wildwood Park Master Plan (90,000)
Safe Routes to School Needs Assessment (60,000)
Quito Road Sidewalk Gap Closure (275,000)
Mcfarland Avenue Curb & Gutter Replacement (350,000)
Saratoga-Sunnyvale Road Pathway Rehab (Cox to RRXing)(225,000)
Traffic Signal Battery Backup - Cityide (150,000)
Saratoga Heights Landslide Repair (1,950,000)
(6,090,500) - -
(7,425,500) - -
Saratoga-Sunnyvale Sidewalk Repair -
Rule 20A Undergrounding Project -
Total Nominated Projects
Total Discretionary Funding Requests:
Changes in Scope to Existing Projects (No Addtl Funding Req'd)
PRELIMINARY CIP OVERVIEW PENDING PRIORITIZATION
FY 2020/2021
Total CIP Priority Requests
Discretionary CIP Funding After Priority Projects
Additional Funding Requests for Current Projects
Total Additional Funding Requests
Nominated Projects
FY 2019/20 CIP Funding
Total Available Discretionary CIP Reserves
Less: Annual CIP Priority Projects
Attachment C
13
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
1
NARRATIVES FOR
PROJECTS RECOMMENDED TO BE
CHANGED/CLOSED
Attachment D
14
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
2
Project
Title Request
1 Citywide Signal Upgrade Project Phase II Estimated Completion J une 2020
2 El Camino Grande Storm Drain Pump Estimated Completion June 2020
3 Saratoga-Sunnyvale Sidewalk Repair Designate use of funds for Saratoga-Sunnyvale Walkway Plan (Reid to Big Basin
Way)
4 Rule 20A Undergrounding Project Designate use of credits for Saratoga Avenue Undergrounding Option #1 discussed
by the Finance Committee.
5 Park & Trail Safety Improvements Estimated Completion June 2020
6 Quito/Pollard Road Open Space Improvements Completed December 2019
7 Community Development Lobby Remodel Estimated Completion May 2020
8 Garden Patio Bocce Ball Court Completed October 2019
9 Citywide Accessibility Assessment Estimated Completion May 2020
RECOMMENDED TO BE CHANGED/CLOSED CIP PROJECT LIST
FY 2020/2021
PARK & TRAIL IMPROVEMENT PROJECTS
STREET IMPROVEMENT PROJECTS
TOTALS
FACILITY IMPROVEMENT PROJECTS
ADMINISTRATIVE PROJECTS
15
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
3
STREET IMPROVEMENT PROJECTS
16
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
4
CITYWIDE SIGNAL UPGRADE PROJECT – PHASE II
Project Name Citywide Signal Upgrade Project - Phase II Project Number 9122-007
Department Public Works Project Manager Macedonio Nunez
Description This project continues the development of a citywide smart signal upgrade project.
Location This is a Citywide project.
Project
Background
This project continues City efforts to develop an interconnected traffic signal system that allows real-
time monitoring and control of all traffic signals in the City from a cloud-based system. In the first phase,
funded through a Regional Signal Timing Program (RSTP) grant from VTA, the City developed updated
signal coordination plans during the morning, afternoon, and evening periods for the signalized
intersections in the City of Saratoga, and installed updated signal hardware and software.
The second phase will include improvements to all 15 signalized intersections managed by the City that
will allow the City to monitor the intersections via cloud-based software in real time. The system will
also immediately notify the City when issues are detected, such as an outage. Currently, errors are only
detected when observed and reported by the public or staff in the field. Consequently, the notification
system will enable more proactive maintenance repairs.
The second phase will also include a traffic signal adaptive system for the 6 signalized intersections on
Saratoga Avenue, the City’s most traveled street. This system will allow the signals on Saratoga Avenue
to adapt to traffic conditions and adjust signal phasing in real time to improve traffic flow.
While this project will only be implemented at signals that are managed by the City, the project will
allow for future integration with other signals in the area that are managed by other agencies, such as the
signals at the State Route 85 and Saratoga Avenue intersection managed by Caltrans.
A $400,000 VTA grant and a $100,000 transfer from other CIP projects fund this project. The City
Council approved an additional $100,000 to be allocated from the CIP Reserve Fund in Fiscal Year
2019/20.
Staff is recommending closure of this project for FY 2020/21 as it is estimated to be completed
June 2020.
Operating
Budget Impacts
Engineering and administrative staff costs for project oversight and implementation of $31,245 will be
incorporated into the Fiscal Year 2020/21 operating budget.
17
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
5
CITYWIDE SIGNAL UPGRADE PROJECT – PHASE II
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase February 2019 Prepare plans and specification
Begin Bid Process July 2019 Council authorizes bidding the project
Contract Awarded August 2019 Council approves vendor
Estimated Construction Start September 2019 Construction project begins
Estimated Completion Date June 2020 Project is completed
FUNDING SCHEDULE 9122-007
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Transfers In - General Fund - 100,000 100,000 - - - - - 100,000
TOTAL - 100,000 100,000 - - - - - 100,000
GRANT FUNDS
VTA - Local Grant 1,207 398,793 400,000 - - - - - 400,000
TOTAL 1,207 398,793 400,000 - - - - - 400,000
GAS TAX FUND
Transfers In 100,000 - 100,000 - - - - - 100,000
TOTAL 100,000 - 100,000 - - - - - 100,000
TOTAL REVENUES 101,207 498,793 600,000 - - - - - 600,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Construction Expenses - 100,000 100,000 - - - - - 100,000
TOTAL - 100,000 100,000 - - - - - 100,000
GRANT FUND EXP
Consultant/Contract Svs 77,642 - 77,642 - - - - - 77,642
Construction Expenses - 322,358 322,358 - - - - - 322,358
TOTAL 77,642 322,358 400,000 - - - - - 400,000
GAS TAX EXP
Consultant/Contract Svs 241 - 241 - - - - - 241
Construction Expenses - 99,759 99,759 - - - - - 99,759
TOTAL 241 99,759 100,000 - - - - - 100,000
TOTAL EXPENDITURES 77,883 522,117 600,000 - - - - - 600,000
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance - - - - - - -
Revenues & T/I - 100,000 100,000 - - - - - 100,000
Expenditures & T/O - 100,000 100,000 - - - - - 100,000
Ending Balance - - - - - - - - -
CIP GRANT FUND
Beginning Balance (76,435) - - - - - -
Revenues & T/I 1,207 398,793 400,000 - - - - - 400,000
Expenditures & T/O 77,642 322,358 400,000 - - - - - 400,000
Ending Balance (76,435) - - - - - - - -
GAS TAX FUND
Beginning Balance 99,759 - - - - - -
Revenues & T/I 100,000 - 100,000 - - - - - 100,000
Expenditures & T/O 241 99,759 100,000 - - - - - 100,000
Ending Balance 99,759 - - - - - - - -
TOTAL BALANCE 23,324 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
18
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
6
EL CAMINO GRANDE STORM DRAIN PUMPS
Project Name El Camino Grande Storm Drain Pump Project Number 9142-015
Department Public Works Project Manager Poh Yee
Description This project will install a storm drain system at El Camino Grande.
Location This project is located on El Camino Grande, Saratoga-Los Gatos Road, Austin Way and Bountiful Acres
Way.
Project
Background
This is the second part of the Monte Vista Drive/El Camino Grande area storm drain improvements. This
section of the roadway receives a large amount of storm water runoff from Monte Vista Drive and El
Camino Grande. In the initial development of the area, no storm drain system was constructed. The
increase in home construction led to a decrease in surface area that could absorb water runoff. Without
a proper storm drain system in place, flooding may occur during rain storms, resulting in erosion and
possible street failure.
The drainage issues were partially resolved with the installation of a storm drain pump at Monte Vista
Drive. A second pump is needed at El Camino Grande to draw water across Highway 9 to the closest
storm drain located near Austin Way.
A $400,000 allocation from the CIP Reserve funds this project.
Staff is recommending closure of this project for FY 2020/21 as it is estimated to be completed
June 2020.
Operating
Budget Impacts
Engineering and administrative staff costs for project oversight and implementation of $18,106 will be
incorporated into the Fiscal Year 2020/21 operating budget.
19
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
7
EL CAMINO GRANDE STORM DRAIN PUMPS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Design Phase May 2017 Prepare plans and specifications
Begin Bid Process April 2018 Finalize plans and bid project
Estimated Construction Start November 2019 Begin Construction
Estimated Completion Date June 2020 Project Complete
FUNDING SCHEDULE 9142-015
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Transfers In - General Fund 400,000 - 400,000 - - - - - 400,000
TOTAL REVENUES 400,000 - 400,000 - - - - - 400,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Materials & Supplies 2,267 - 2,267 - - - - - 2,267
Consultant/Contract Svs 20,575 - 20,575 - - - - - 20,575
Construction Expenses 4,425 372,734 377,159 - - - - - 377,159
TOTAL EXPENDITURES 27,266 372,734 400,000 - - - - - 400,000
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance 372,734 - - - - - -
Revenues & T/I 400,000 - 400,000 - - - - - 400,000
Expenditures & T/O 27,266 372,734 400,000 - - - - - 400,000
Ending Balance 372,734 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
20
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
8
SARATOGA/SUNNYVALE ROAD SIDEWALKS
Project Name Saratoga/Sunnyvale Road Sidewalks Project Number 9142-021
Department Public Works Project Manager Macedonio Nunez
Description This project will design a sidewalk improvement on Saratoga/Sunnyvale Road.
Location This project is located on Saratoga/Sunnyvale Road.
Project
Background
In April 2017, the City Council approved to allow a homeowner to purchase a 19-foot wide portion of
Saratoga/Sunnyvale Road that lies along the property’s boundary, which the City was not using for
roadway purposes, for $92,183. The proceeds from the sale was assigned to be used for pedestrian
improvements along Saratoga-Sunnyvale Road.
As part of the FY 2020/21 Capital Improvement Plan, staff is recommending that the funds be
used to design a walkway on Sunnyvale-Saratoga Road from Reid Lane to Big Basin Way.
Operating
Budget Impacts
Engineering, administrative, and maintenance staff costs for project oversight and implementation of
$5,074 will be incorporated into the Fiscal Year 2020/21 operating budget. The project will make
improvements to pedestrian safety on Saratoga/Sunnyvale Road.
21
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
9
SARATOGA/SUNNYVALE ROAD SIDEWALKS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase TBD Project is ongoing
Estimated Construction Start TBD Project is ongoing
Estimated Completion Date TBD Project is ongoing
FUNDING SCHEDULE 9142-021
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Sale of Parcel - 92,183 92,183 - - - - - 92,183
TOTAL - 92,183 92,183 - - - - - 92,183
TOTAL REVENUES - 92,183 92,183 - - - - - 92,183
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Construction Expenses - - - 92,183 - - - - 92,183
TOTAL - - - 92,183 - - - - 92,183
TOTAL EXPENDITURES - - - 92,183 - - - - 92,183
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance - 92,183 - - - - -
Revenues & T/I - 92,183 92,183 - - - - - 92,183
Expenditures & T/O - - - 92,183 - - - - 92,183
Ending Balance - 92,183 92,183 - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
22
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
10
RULE 20A UNDERGROUNDING PROJECT
Project Name Rule 20A Undergrounding Project Project Number 9171-001
Department Public Works Project Manager Poh Yee
Description This project will fund undergrounding of utilities in Saratoga.
Location One or more locations for this project are to be determined.
Project
Background
Each year, Pacific Gas & Electric (PG&E) allocates undergrounding work credits to Saratoga and other
municipalities to provide funding for undergrounding utilities. The credits for these allocations are
provided through PG&E’s Rule 20A program, which is an electric tariff filed with the California Public
Utilities Commission. Because of the Rule 20A program, PG&E is able to annually fund relocation of
approximately 30 miles of overhead utilities underground. Rule 20A funding comes from electricity rate
payers.
Before Rule20A work credits can be used, proposed undergrounding projects must be approved by
PG&E. Projects must reduce an unusually heavy concentration of overhead power lines, be conducted
on arterial streets with high pedestrian or vehicular traffic, or be done on roads that are in a civic,
recreational, or scenic area.
Due to the very high cost of undergrounding, Saratoga has been collecting Rule 20A credits to allow for
a more substantial undergrounding project in the City. At the January 9, 2020 Finance Committee
meeting, the Committee reviewed various undergrounding options and chose to move forward with the
opportunity to underground utilities poles on Saratoga Avenue from Fruitvale Avenue to Rossmere
Court. As part of the FY 2020-21 Capital Improvement Plan, staff is recommending that the scope
of this project be defined to proceed with the Committee’s decision
Operating
Budget Impacts
Moving overhead utilities underground will make the City more attractive and will reduce safety risks
associated with downed power lines. As fallen power lines can be especially problematic during winter
storms, undergrounding the lines would reduce emergency staff costs and liability. Project management
costs for this project will be included in the operating budget when it becomes active.
23
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
11
RULE 20A UNDERGROUNDING PROJECT
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase TBD Prepare plans and specifications in conjunction with PG&E
Estimated Construction Start TBD PG&E begins construction
Estimated Completion Date TBD PG&E completes construction
FUNDING INFORMATION 9171-001
As of June 30, 2019, $3,956,198 of work credit funding is available from PG&E for utility undergrounding work funded and
completed by PG&E. The City also has the option to borrow an additional 5-years of credit accumulation, which would bring
the total available credits to $4,430,813. The City does not receive cash funds for this work; therefore the work credit amount
is not included in the CIP financial schedules.
24
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
12
25
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
13
PARKS & TRAILS PROJECTS
26
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
14
PARK & TRAIL SAFETY IMPROVEMENTS
Project Name Park & Trail Safety Improvements Project Number 9211-010
Department Public Works Project Manager Kevin Meek
Description This project would make improvements at several City parks and at Parker Ranch Trail.
Location This project will be located at Brookglen Park, Foothill Park, Azule Park, Congress Springs Park, and
Parker Ranch Trail.
Project
Background
This project will add new security lighting at Azule Park, new fences at Brookglen Park, Foothill Park,
and Congress Springs Park, and a new set of stairs and bollards at Parker Ranch Trail.
Solar powered lighting at Azule Park will be located near the playground. The lighting is intended to
discourage after hours loitering in the park.
The new fencing at Brookglen, Foothill, and Congress Springs will be strategically located to provide
additional security at each of the parks by creating barriers between the park users and vehicle traffic.
The fences prevent children or objects from entering roadway that border the parks. Proposed fences
include split-rail fencing at the front of Brookglen and Foothill Parks and a 3 to 4 foot black chain-link
fence at Congress Springs Park near the baseball warm-up area.
Additionally, the project will include installation of a new stairway and bollards at Parker Ranch in a
section where the trail grade has become very steep due to water erosion and high use. Improvements
will make the trail easier and safer for hikers to use.
City Council approved an allocation of an additional $40,000 to the project to complete additional
erosion control work on the Parker Ranch trail, as well as install more stairs on steeper sections of the
trail. Due to the increased funding, the project is scheduled to be complete in December 2019.
Staff is recommending closure of this project for FY 2020/21 as it is estimated to be completed
June 2020.
Operating
Budget Impacts
Engineering, administrative, and maintenance staff costs for project oversight and implementation of
$6,257 will be incorporated into the Fiscal Year 2020/21 operating budget. This project may have
operational impacts as fencing and lighting may require ongoing maintenance but may also reduce
damage to turf resulting from vehicles driving through parks.
27
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
15
PARK & TRAIL SAFETY IMPROVEMENTS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Estimated Construction Start November 2018 Begin Work
Estimated Completion Date June 2020 Work Complete
FUNDING SCHEDULE 9211-010
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP PARK FUND
Transfers In - General Fund - 40,000 40,000 - - - - - 40,000
TOTAL - 40,000 40,000 - - - - - 40,000
PARK IN-LIEU FEES FUND
Transfers In - Other CIP 43,000 - 43,000 - - - - - 43,000
TOTAL REVENUES 43,000 40,000 83,000 - - - - - 83,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP PARK FUND
Construction Expenses - 40,000 40,000 - - - - - 40,000
TOTAL - 40,000 40,000 - - - - - 40,000
PARK IN-LIEU FEES FUND
Construction Expenses 42,956 44 43,000 - - - - - 43,000
TOTAL 42,956 44 43,000 - - - - - 43,000
TOTAL EXPENDITURES 42,956 40,044 83,000 - - - - - 83,000
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP PARK FUND
Beginning Balance - - - - - -
Revenues & T/I - 40,000 40,000 - - - - - 40,000
Expenditures & T/O - 40,000 40,000 - - - - - 40,000
Ending Balance - - - - - - - - -
PARK IN-LIEU FEES FUND
Beginning Balance 44 - - - - -
Revenues & T/I 43,000 - 43,000 - - - - - 43,000
Expenditures & T/O 42,956 44 43,000 - - - - - 43,000
Ending Balance 44 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
28
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
16
QUITO AT POLLARD ROAD OPEN SPACE IMPROVEMENTS
Project Name Quito Road/Pollard Road Open Space
Improvements
Project Number 9219-002
Department Public Works Project Manager Kevin Meek
Description This project would create a new park by making improvements to the open space area at the corner of
Quito Road and Pollard Road.
Location This project is located at Quito Road and Pollard Road.
Project
Background
This project would make improvements to the open space area at the corner of Quito Road and Pollard
Road, locally referred to as No Name Park. The property is an excess right-of-way area owned by the
City and is roughly a half acre in size. The project would include beautification, a meditation garden,
landscaping improvements with drought tolerant and/or native species, pathway enhancements, and
irrigation. With the improvements, the area would also be officially designated as a park.
Staff is recommending closure of this project for FY 2020/21 as it is was completed December 2019.
Operating
Budget Impacts
Engineering, administrative, and maintenance staff costs for project oversight and implementation of
$3,368 will be incorporated into the Fiscal Year 2020/21 operating budget. Ongoing maintenance for
this minimally landscaped park is expected to be less than $6,000 per year for contract services and staff
time.
29
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
17
QUITO AT POLLARD ROAD OPEN SPACE IMPROVEMENTS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase August 2018 Prepare plans and specifications
Estimated Construction Start May 2019 Begin construction
Estimated Completion Date December 2019 Construction complete
FUNDING SCHEDULE 9219-002
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
PARK IN-LIEU FEES FUND
Transfers In - Other CIP 75,000 - 75,000 - - - - - 75,000
TOTAL REVENUES 75,000 - 75,000 - - - - - 75,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
PARK IN-LIEU FEES FUND
Consultant/Contract Svs 500 - 500 - - - - - 500
Construction Expenses 43,670 20,454 64,124 - - - - - 64,124
TOTAL EXPENDITURES 54,546 20,454 75,000 - - - - - 75,000
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
PARK IN-LIEU FEES FUND
Beginning Balance 20,454 - - - - -
Revenues & T/I 75,000 - 75,000 - - - - - 75,000
Expenditures & T/O 54,546 20,454 75,000 - - - - - 75,000
Ending Balance 20,454 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
30
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
18
31
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
19
FACILITY IMPROVEMENTS
32
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
20
COMMUNITY DEVELOPMENT LOBBY REMODEL
Project Name Community Development Lobby Remodel Project Number 9321-016
Department Community Development Project Manager Thomas Scott
Description This project funds the remodel on the lobby area in the Community Development Department
Location This project is located at City Hall.
Project
Background
This project will renovate the appearance of the lobby to the Community Development Department, as
well as the Public Works Engineer Division. Improvements will include a refresh to the appearance of
the lobby, including reconfiguring the counters to make them fully accessible. Additionally, the project
will expand the lobby area, which gets very crowded during peak hours. The added space will also allow
installation of a self-help station to allow visitors to access public information and submit applications
for routine permits, such as water heaters.
The City Council approved a an additional $165,000 in FY 2019/20 to complete the project. Additionally,
$60,000 the a grant provided by California Senate Bill 2 (SB2) was also appropriated for this project
during FY 2019/20.
Staff is recommending closure of this project for FY 2020/21 as it is estimated to be completed May
2020.
Operating
Budget Impacts
Administrative and maintenance staff costs for project oversight and implementation of $18,659 will be
incorporated into the Fiscal Year 2020/21 operating budget.
33
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
21
COMMUNITY DEVELOPMENT LOBBY REMODEL
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase July 2018 Prepare plans and specifications
Begin Bid Process September 2019 Solicit bids from qualified contractors
Contract Award October 2019 Council awards contract
Estimated Construction Start December 2019 Construction begins
Estimated Completion Date May 2020 Construction ends
FUNDING SCHEDULE 9321-016
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP FACILITIES FUND
Transfers In - General Fund 150,000 165,000 315,000 - - - - - 315,000
TOTAL REVENUES 150,000 165,000 315,000 - - - - - 315,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP FACILITIES FUND
Consultant/Contract Svs 12,637 - 12,637 - - - - - 12,637
Construction Expenses - 302,363 302,363 - - - - - 302,363
TOTAL EXPENDITURES 12,637 302,363 315,000 - - - - - 315,000
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP FACILITIES FUND
BEGINNING FUND BAL - 137,363 - - - - - -
Revenues & T/I 150,000 165,000 315,000 - - - - - 315,000
Expenditures & T/O 12,637 302,363 315,000 - - - - - 315,000
ENDING FUND BALANCE 137,363 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
34
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
22
GARDEN PATIO BOCCE BALL COURT
Project Name Garden Patio Bocce Ball Court Project Number 9331-010
Department Public Works Project Manager John Cherbone
Description
This project would fund the installation of a bocce ball court at the Senior Center/Community Center.
Location This project is located at the Joan Pisani Community Center/Senior Center patio.
Project
Background
This project would install two bocce ball courts and seating in the patio area shared by the Senior
Center and Joan Pisani Community Center. The bocce ball courts would provide visitors to the Senior
Center with the opportunity to engage in social interaction and participate in a light physical activity
that helps maintain mobility. Bocce ball also requires strategic planning and promotes healthy
competition. Community Center renters will also have access to the two bocce ball courts.
This project was originally added to the Capital Improvement Program as a recommendation from
several America in Bloom volunteers as an opportunity for a community beautification project. The
Senior Center has raised approximately $22,000 in support of this project.
The City Council approved a total of $263,000 in Fiscal Year 2018/19 for the project to cover costs
associated with construction.
Staff is recommending closure of this project for FY 2020/21 as it is was completed October
2019.
Operating
Budget Impacts
Administrative and maintenance staff costs for project oversight and implementation of $17,306 will
be incorporated into the Fiscal Year 2020/21 operating budget.
35
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
23
GARDEN PATIO BOCCE BALL COURT
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase August 2018 Prepare plans and specifications
Estimated Project Start Date April 2019 Begin construction
Estimated Completion Date October 2019 Construction complete
FUNDING SCHEDULE 9331-010
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP FACILITIES FUND
CIP Project Contributions - 22,000 22,000 - - - - - 22,000
Transfers In - General Fund 263,000 - 263,000 - - - - - 263,000
TOTAL REVENUES 263,000 22,000 285,000 - - - - - 285,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP FACILITIES FUND
Consultant/Contract Svs 4,550 - 4,550 - - - - - 4,550
Construction Expenses - 280,450 280,450 - - - - - 280,450
TOTAL EXPENDITURES 4,550 280,450 285,000 - - - - - 285,000
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP FACILITIES FUND
BEGINNING FUND BAL - 258,450 - - - - - -
Revenues & T/I 263,000 22,000 285,000 - - - - - 285,000
Expenditures & T/O 4,550 280,450 285,000 - - - - - 285,000
ENDING FUND BALANCE 258,450 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
36
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
24
37
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
25
ADMINISTRATIVE & TECHNOLOGY
PROJECTS
38
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
26
CITYWIDE ACCESSIBILITY NEEDS ASSESSMENT
Project Name Citywide Accessibility Needs Assessment Project Number 9443-002
Department Public Works Project Manager John Cherbone
Description This project would assess compliance with accessibility requirements for City parking areas and traffic
signals.
Location This is a Citywide project.
Project
Background
There are a number of regulations that help ensure people with disabilities can access buildings, parks,
parking, and other facilities. For example, there are specifications establishing minimum ratios of
accessible parking spaces in parking lots and requirements for minimum width for parking spaces and
access aisle to provide individuals in wheelchairs or with mobility limitations with sufficient room to
exit or enter vehicles.
This project would assess the City’s compliance with accessibility requirements across City parking lots,
including those owned or leased by the City, and traffic signals. Additionally, the project would outline
implementation strategies to bring the City into compliance with accessibility requirements, if necessary.
Staff is recommending closure of this project for FY 2020/21 as it is estimated to be completed
May 2020.
Operating
Budget Impacts
Administrative and maintenance staff costs for oversight and implementation of this project of $2,594
will be incorporated into the Fiscal Year 2020/21 operating budget. This project may have operational
impacts on future operating budgets as the assessment may recommend various improvements.
39
CITY OF SARATOGA
CAPITAL PROGRAM – RECOMMENDED TO BE CHANGED/CLOSED
27
CITYWIDE ACCESSIBILITY NEEDS ASSESSMENT
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Project Development August 2018 Program parameters established and funded
Contract Award August 2018 Award contract
Estimated Project Start August 2018 Begin assessment
Estimated Completion Date May 2020 Assessment complete
FUNDING SCHEDULE 9443-002
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2019/20 2020/21 2021/22 2022/23 2023/24 Funding
CIP ADMINISTRATIVE FUND
Transfers In - General Fund 122,432 - 122,432 - - - - - 122,432
TOTAL REVENUES 122,432 - 122,432 - - - - - 122,432
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2019/20 2020/21 2021/22 2022/23 2023/24 Expended
CIP ADMINISTRATIVE FUND
Consultant/Contract Svs 22,067 - 22,067 - - - - - 22,067
Construction Expenses - 100,364 100,364 - - - - - 100,364
TOTAL EXPENDITURES 22,067 100,364 122,431 - - - - - 122,431
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2019/20 2020/21 2021/22 2022/23 2023/24 Activity
CIP ADMINISTRATIVE FUND
BEGINNING FUND BAL - 100,364 - - - - - -
Revenues & T/I 122,432 - 122,432 - - - - - 122,432
Expenditures & T/O 22,067 100,364 122,431 - - - - - 122,431
ENDING FUND BALANCE 100,364 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
40
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
NARRATIVES FOR
PROJECTS WITH
ADDITIONAL FUNDING REQUESTS
Attachment E
41
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
Project
Title Request
Funding
Request
1 Prospect Road Improvements Request additional funding of $40,000 for local match of $1,075,000 grant and
anticipated non-participating grant funding. Construction would begin late Spring
2020 and end early Spring 2021.
40,000
2 Fruitvale/Allendale Ave. Intersection Impr. The revised scope o f work during design has included bio-retention basin for
green infrastructure features, landscape and irrigation which was not part of the
original scope. Scheduled construction would begin early Summer 2020 and end
late Summer 2020.
250,000
3 Saratoga Village Crosswalk & Sidewalk Rehab. Request additional $45,000 for local match for NOBAG grant to re-design the
North/West corner of Big Basin Way and 6th Street. The adjacent parking lot
driveway entrance and sidewalk is not in compliance. Also, the existing current
plans will be updated. Construction would begin late Spring 2021 and end Winter
2021.
45,000
4 Quito Road Bridges - Project Engineering Additional construction cost from 2013 Engineer estimates. Scheduled
construction would begin late Spring 2021 and end Fall 2022.
50,000
385,000$
5 Annual Parks, Trails, Grounds & Medians R&R Required for additional for park replacements through this decade (annual priorty
funding increase).
150,000
6 Saratoga Village to Quarry Park Walkway Local match for potential construction grant 300,000
7 Guava Ct/Fredericksburg Entrance Local match for potential construction grant 500,000
950,000$
1,335,000$ TOTAL ADDITIONAL FUNDING REQUESTS
TOTAL PARKS AND TRAILS REQUESTS
PROPOSED CIP PROGRAM ADDITIONAL FUNDING REQUEST LIST
FY 2020/21
STREET IMPROVEMENT PROJECTS
TOTAL STREET REQUESTS
PARK & TRAIL IMPROVEMENT PROJECTS
42
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
STREET IMPROVEMENT PROJECTS
43
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
PROSPECT ROAD IMPROVEMENTS
Project Name Prospect Road Improvements Project Number 9122-006
Department Public Works Project Manager Macedonio Nunez
Description This project will improve the Prospect Avenue corridor through the addition of roadway medians and a
variety of pedestrian and bicycle improvements.
Location Project work will occur along a 1.9-mile section of Prospect Road between Saratoga-Sunnyvale Road
and Lawrence Expressway.
Project
Background
Phase 1 of this project was completed in July 2019, which installed roadway medians, sidewalks, bicycle
loops, and accessible ramps to improve the safety of Prospect Road in Saratoga. This phase physically
reduced the width of the road, channeling vehicles into defined turn lanes, reducing the threat of vehicles
crossing the center lane, and creating safer pedestrian crossings. Improvements to existing pedestrian,
bicycle and VTA bus stop facilities, will enhance pedestrian accessibility and provide a safe and
convenient walking and bicycling experience.
Phase 2 of this project consists of Prospect Center frontage sidewalk extension improvements that will
include a new extended sidewalk bulb out to the existing sidewalk to match the layout section from the
current construction project. This will include concrete curb and gutters, a landscape park strip between
new sidewalk and curb and gutter that will include new irrigation and landscaping. Phase 2 will also
provide improvements such as new irrigation and landscaping to 3 existing medians on Prospect Rd
between Titus Ave and English Dr that had not been worked on in the Phase 1 contract.
A $5.28 million OBAG grant, $1 million from City Gas Tax monies, $760,000 from CIP Reserve and
reimbursement from other agencies of $230,000 will fund this project. Additional funding of $40,000
is requested for local match and anticipated non-participating grant funding.
Operating
Budget Impacts
Engineering and administrative staff costs of $160,322 for project oversight and implementation will be
incorporated into the Fiscal Year 2020/21 operating budget. Once completed, there will be a minimal
increase in maintenance costs. However, the improvements will increase safety for pedestrians,
bicyclists and commuters, reduce accidents, and, therefore, reduce liability risk.
44
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
PROSPECT ROAD IMPROVEMENTS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase April 2015 Prepare plans and specifications
Begin Bid Process March 2017 Council authorizes bidding the project
Contract Awarded July 2017 Council approved vendor
Estimated Construction Start (P1) December 2017 Construction project begins
Estimated Completion Date (P1) July 2019 Phase 1 is completed
Estimated Construction Start (P2) May 2020 Phase 2 begins
Estimated Completion Date (P2) May 2021 Project is completed
PROSPECT ROAD IMPROVEMENTS 9122-006
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Project Reimbursements - 229,504 229,504 - - - - - 229,504
Transfers In - General Fund 760,000 - 760,000 - - - - - 760,000
TOTAL 760,000 229,504 989,504 - - - - - 989,504
GRANT FUNDS
Federal - HSIP Grant 3,297,608 908,391 4,206,000 1,075,000 - - - - 5,281,000
TOTAL 3,297,608 908,391 4,206,000 1,075,000 - - - - 5,281,000
GAS TAX FUND
Transfers In 1,026,825 - 1,026,825 - - - - - 1,026,825
TOTAL 1,026,825 - 1,026,825 - - - - - 1,026,825
TOTAL REVENUES 5,084,433 1,137,895 6,222,329 1,075,000 - - - - 7,297,328
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Materials & Supplies 10,380 - 10,380 - - - - - 10,380
Fees & Expenses 5,230 - 5,230 - - - - - 5,230
Consultant/Contract Svs 43,831 - 43,831 - - - - - 43,831
Construction Expenses 15,634 914,430 930,064 - - - - - 930,064
TOTAL 75,074 914,430 989,504 - - - - - 989,504
GRANT FUND EXP
Fees & Expenses 40 - 40 - - - - - 40
Construction Expenses 4,205,960 - 4,205,960 1,075,000 - - - - 5,280,960
TOTAL 4,206,000 - 4,206,000 1,075,000 - - - - 5,281,000
GAS TAX EXP
Site Acquisition & Prep 60 - 60 - - - - - 60
Fees & Expenses 21,742 - 21,742 - - - - - 21,742
Consultant/Contract Svs 296,655 - 296,655 - - - - - 296,655
Construction Expenses 562,813 - 562,813 145,555 - - - - 708,369
TOTAL 881,270 - 881,270 145,555 - - - - 1,026,825
TOTAL EXPENDITURES 5,162,344 914,430 6,076,774 1,220,555 - - - - 7,297,329
Budgeted for Fiscal Year
Budgeted for Fiscal Year
45
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
6
PROSPECT ROAD IMPROVEMENTS
FUNDING SCHEDULE - CONTINUED
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance 684,926 - - - - - -
Revenues & T/I 760,000 229,504 989,504 - - - - - 989,504
Expenditures & T/O 75,074 914,430 989,504 - - - - - 989,504
Ending Balance 684,926 - - - - - - - -
CIP GRANT FUND
Beginning Balance (908,392) - - - - - -
Revenues & T/I 3,297,608 908,391 4,206,000 1,075,000 - - - - 5,281,000
Expenditures & T/O 4,206,000 - 4,206,000 1,075,000 - - - - 5,281,000
Ending Balance (908,392) - - - - - - - -
GAS TAX FUND
Beginning Balance 145,555 145,555 - - - - -
Revenues & T/I 1,026,825 - 1,026,825 - - - - - 1,026,825
Expenditures & T/O 881,270 - 881,270 145,555 - - - - 1,026,825
Ending Balance 145,555 145,555 145,555 - - - - - -
TOTAL BALANCE (77,910) 145,555 145,555 - - - - - -
Budgeted for Fiscal Year
46
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
7
47
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
8
FRUITVALE & ALLENDALE AVENUE INTERSECTION IMPROVEMENTS
Project Name Fruitvale Avenue & Allendale Avenue
Intersection Improvements
Project Number 9122-010
Department Public Works Project Manager Macedonio Nunez
Description This project would make improvements to the intersections at Fruitvale Avenue and Allendale Avenue.
Location The project is located at the intersections of Fruitvale Avenue and Allendale Avenue.
Project
Background
Fruitvale Avenue is one of several major collector streets within the City carrying high volumes of
vehicle traffic. The intersection of Fruitvale Avenue and Allendale Avenue serves as the primary access
to West Valley College, Redwood Middle School, the Post Office, and Saratoga City Hall. As a result,
the intersection frequently becomes congested with pedestrian and vehicle traffic on weekdays,
particularly during school commute hours.
This project would remove the right-turn slip lane at the intersection of Fruitvale Avenue and Allendale
Avenue on the corner where Redwood Middle School is located. Right-turn slip lanes have a small island
between the intersection and the right turn lane. While these lanes are typically installed to allow vehicles
to make right turns without entering the intersection and to increase traffic flow, they can also make
crossing the street more challenging for pedestrians. It is particularly problematic in areas near schools
were students may congregate on the right-turn slip area. Removing the right-turn slip lane is expected
to increase pedestrian visibility and slow vehicle speeds. Removal of the slip lane will also require
striping changes and relocation of traffic signals.
The additional funding of $250,000 includes funding for the scope of work added during design
which consists of a bio-retention basin to provide for green infrastructure features including
landscape and irrigation.
Operating
Budget Impacts
Engineering, administrative, and maintenance staff costs of $21,201 for project oversight and
implementation will be incorporated into the Fiscal Year 2020/21 operating budget.
48
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
9
FRUITVALE & ALLENDALE AVENUE INTERSECTION IMPROVEMENTS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase March 2019 Prepare plans and specifications
Begin Bid Process May 2019 Solicit bids from qualified contractors
Contract Award May 2020 Award contract for construction
Estimated Construction Start June 2020 Begin construction
Estimated Completion Date August 2020 Construction complete
FUNDING SCHEDULE 9122-010
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Transfers In - General Fund 250,000 - 250,000 - - - - - 250,000
TOTAL REVENUES 250,000 - 250,000 - - - - - 250,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Consultant/Contract Svs - 2,262 2,262 - - - - - 2,262
Construction Expenses - 100,000 100,000 147,738 - - - - 247,738
TOTAL EXPENDITURES - 102,262 102,262 147,738 - - - - 250,000
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance 250,000 147,738 - - - - -
Revenues & T/I 250,000 - 250,000 - - - - - 250,000
Expenditures & T/O - 102,262 102,262 147,738 - - - - 250,000
Ending Balance 250,000 147,738 147,738 - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
49
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
10
SARATOGA VILLAGE CROSSWALK & SIDEWALK REHABILITATION
Project Name Saratoga Village Crosswalk & Sidewalk
Rehabilitation
Project Number 9142-019
Department Public Works Project Manager Macedonio Nunez
Description This project will improve crosswalks and sidewalks in Saratoga Village.
Location The project is located on Big Basin Way between 5th Street and 6th Street.
Project
Background
The Village, Saratoga’s historical downtown, offers shops, restaurants, salons, and office space. The
City has been making a series of improvements to the Village to make it a more walkable destination.
These improvements included installation of pedestrian bulb outs and enhanced crosswalks to make
pedestrians more visible, as well as installation of benches, bike racks, aesthetic improvements, and a
renovation of Blaney Plaza to make the Village a more desirable place to gather.
This project will continue improvements on Big Basin Way between 5th Street and 6th Street, including
installation bulb outs, enhanced crosswalks, decorative landscaping and benches.
An OBAG grant of $338,000 and City matching funds from the CIP Reserve of $44,000 fund this project.
This project has been delayed due to scheduling by Cal-Trans for the project to be obligated through a
grant. Additional funding of $45,000 is requested for the local match for a NOBAG grant to re-
design the North/West corner of Big Basin Way and 6th Street and bringing the adjacent parking
lot driveway entrance and sidewalk, into compliance. Existing current plans will be updated.
Operating
Budget Impacts
Engineering and administrative staff costs of $12,717 for project oversight and implementation will be
incorporated into the Fiscal Year 2020/21 operating budget. Upon completion, the City will be
responsible for maintaining additional landscaping, bulb outs and other features.
50
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
11
SARATOGA VILLAGE CROSSWALK & SIDEWALK REHABILITATION
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Design Phase Aug 2010 Minor revisions to Master Plan
Contract Awarded April 2021 Award contract for construction
Estimated Construction Start May 2021 Begin construction
Estimated Construction End December 2021 Complete construction
FUNDING SCHEDULE 9142-019
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Transfers In - General Fund 44,000 - 44,000 - - - - - 44,000
TOTAL 44,000 - 44,000 - - - - - 44,000
GRANT FUNDS
Federal - CMAQ via DOT 3,141 - 3,141 - - - - - 3,141
TOTAL 3,141 - 3,141 - - - - - 3,141
TOTAL REVENUES 47,141 - 47,141 - - - - - 47,141
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Construction Expenses - - - 44,000 - - - - 44,000
TOTAL - - - 44,000 - - - - 44,000
GRANT FUND EXP
Construction Expenses - - - 3,141 - - - - 3,141
TOTAL - - - 3,141 - - - - 3,141
TOTAL EXPENDITURES - - - 47,141 - - - - 47,141
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance 44,000 44,000 - - - - -
Revenues & T/I 44,000 - 44,000 - - - - - 44,000
Expenditures & T/O - - - 44,000 - - - - 44,000
Ending Balance 44,000 44,000 44,000 - - - - - -
CIP GRANT FUND
Beginning Balance 3,141 3,141 - - - - -
Revenues & T/I 3,141 - 3,141 - - - - - 3,141
Expenditures & T/O - - - 3,141 - - - - 3,141
Ending Balance 3,141 3,141 3,141 - - - - - -
TOTAL BALANCE 47,141 47,141 47,141 - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
51
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
12
QUITO ROAD BRIDGE
Project Name Quito Road Bridges Project Number 9152-002
Department Public Works Project Manager Macedonio Nunez
Description This project funds the preliminary engineering and environmental and construction phases of the
removal and replacement of two bridges on Quito Road.
Location The project is located on two sections of Quito Road between Sobey Road and Vessing Road.
Project
Background
Periodically, the California Department of Transportation (Caltrans) conducts assessments of bridges in
Saratoga. Caltrans rated the two bridges on Quito Road between Sobey Road and Vessing Road as
needing replacement. Additionally, the bridges are not wide enough to meet current Caltrans standards
for roadway size.
This project will rebuild the bridges, bringing the width of the Quito Road bridges in compliance with
State roadway standards, which will ultimately increase safety for people using Quito Road.
Both bridges pass over San Tomas Creek, which flows through Saratoga, Campbell, Los Gatos, Monte
Sereno, San Jose, and Santa Clara. As these two bridges fall along the city limit lines of Saratoga and
Los Gatos and along the San Tomas Creek, Los Gatos, Saratoga, and the Santa Clara Valley Water
District all share in the boundaries and responsibilities.
As Saratoga holds the primary share of allocated responsibility, the City agreed to manage this bridge
replacement project. There is a total of 20 bridges in Saratoga. Four of these bridges pass over San
Tomas Creek.
This project will be completed in three phases with a total project estimate of $5.01 million. Funding to
remove and replace the existing bridges comes primarily from a $4.12 million Federal Highway Bridge
Replacement and Rehabilitation (HBRR) Program Grant, and allocated grant match contributions of
approximately $300,000 apiece through a co-operative agreement between the Santa Clara Valley Water
District, Los Gatos, and Saratoga. Additional funding of $50,000 is requested for the City’s portion
of the $150,000 estimated construction costs.
Design work is complete. The City is now in the process of acquiring right-of-way from residential
properties before construction can commence.
Operating
Budget Impacts
Engineering and administrative staff costs of $7,413 for project oversight and implementation will be
incorporated into the Fiscal Year 2019/20 operating budget.
52
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
13
QUITO ROAD BRIDGE
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase January 2013 Prepare plans and specifications
End Design Phase October 2014 Plans and specifications complete
Contract Award May 2021 Council awards contract
Estimated Construction Start July 2021 Construction project begins (pending right-of-way acquisitions)
Estimated Completion Date August 2022 Project is completed
FUNDING SCHEDULE 9152-002
Prior FY Total
Year 2019/20 Funded Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP STREET FUND
Project Reimbursements 188,318 - 188,318 - - - - - 188,318
Transfers In - General Fund 155,659 - 155,659 - - - - - 155,659
Transfers In - Other CIP 15,023 - 15,023 - - - - - 15,023
TOTAL 358,999 - 358,999 - - - - - 359,000
GRANT FUNDS
Federal - HBBR Grant 690,629 - 690,629 - - - - - 690,629
TOTAL 690,629 - 690,629 - - - - - 690,629
GAS TAX FUND
Gas Tax - HUTA 129,000 - 129,000 - - - - - 129,000
TOTAL 129,000 - 129,000 - - - - - 129,000
TOTAL REVENUES 1,178,628 - 1,178,628 - - - - - 1,178,628
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP STREET FUND EXP
Site Acquisition & Prep 19,356 - 19,356 - - - - - 19,356
Materials & Supplies 165 - 165 - - - - - 165
Fees & Expenses 485 - 485 - - - - - 485
Consultant/Contract Svs 84,003 - 84,003 - - - - - 84,003
Construction Expenses 89,333 - 89,333 119,063 - - - - 208,396
Reimbursable Expenses 714 - 714 - - - - - 714
Transfers Out 45,880 - 45,880 - - - - - 45,880
TOTAL 239,936 - 239,936 119,063 - - - - 358,999
GRANT FUND EXP
Site Acquisition & Prep 104,513 - 104,513 - - - - - 104,513
Materials & Supplies 660 - 660 - - - - - 660
Fees & Expenses 207 - 207 - - - - - 207
Consultant/Contract Svs 182,798 - 182,798 - - - - - 182,798
Construction Expenses 366,685 - 366,685 - - - - - 366,685
Reimbursable Expenses 16,737 - 16,737 - - - - - 16,737
TOTAL 671,600 - 671,600 - - - - - 671,600
GAS TAX EXP
Site Acquisition & Prep 11,375 - 11,375 - - - - - 11,375
Materials & Supplies 87 - 87 - - - - - 87
Fees & Expenses 413 - 413 - - - - - 413
Consultant/Contract Svs 110,039 - 110,039 - - - - - 110,039
Construction Expenses - - - 7,085 - - - - 7,085
TOTAL 121,915 - 121,915 7,085 - - - - 129,000
TOTAL EXPENDITURES 1,033,451 - 1,033,451 126,148 - - - - 1,159,599
Budgeted for Fiscal Year
Budgeted for Fiscal Year
53
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
14
QUITO ROAD BRIDGE
FUNDING SCHEDULE – CONTINUED 9152-002
Prior FY
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP STREET FUND
Beginning Balance 119,063 119,063 - - - - -
Revenues & T/I 358,999 - 358,999 - - - - - 358,999
Expenditures & T/O 239,936 - 239,936 119,063 - - - - 358,999
Ending Balance 119,063 119,063 119,063 - - - - - -
CIP GRANT FUND
Beginning Balance - - - - - - -
Revenues & T/I 690,629 - 690,629 - - - - - 690,629
Expenditures & T/O 690,629 - 690,629 - - - - - 690,629
Ending Balance - - - - - - - - -
GAS TAX FUND
Beginning Balance 7,085 7,085 - - - - -
Revenues & T/I 129,000 - 129,000 - - - - - 129,000
Expenditures & T/O 121,915 - 121,915 7,085 - - - - 129,000
Ending Balance 7,085 7,085 7,085 - - - - - -
TOTAL BALANCE 126,148 126,148 126,148 - - - - - -
Budgeted for Fiscal Year
54
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
15
PARKS & TRAILS PROJECTS
55
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
16
ANNUAL PARKS, TRAILS, GROUNDS & MEDIANS REPAIRS & REPLACEMENTS
Project Name Annual Park, Trails, Grounds, & Medians
Repair & Replacement
Project Number 9211-001
Department Public Works Project Manager Kevin Meek
Description This project annually funds infrastructure maintenance and replacement related to parks, trails, grounds,
and medians.
Location This is a citywide project.
Project
Background
Annual maintenance and replacement of infrastructure related to parks, trails, grounds, and medians
helps to keep them beautiful and functioning properly for the enjoyment of Saratoga residents. This
project is one of the priority projects identified by the City Council and receives an annual transfer of
$100,000 from the CIP Reserve, as funding permits.
Parks: Infrastructure at parks includes, but is not limited to, playground equipment, restroom and
concessions buildings, fencing, tennis and basketball courts, playfields, drinking fountains, pathways,
and parking lots.
Trails: Trail infrastructure includes pathways, signage, irrigation systems, ramps and parking lots.
Grounds: Grounds infrastructure is located at properties including the Civic Center, Saratoga-Prospect
Center, Library, and Blaney Plaza.
Medians: Medians infrastructure includes irrigation systems located at medians throughout the City.
Staff is recommending an increase of the annual transfer in the amount of $150,000 to a total of
$250,000 per year in order to properly address all of the repair and replacement needs.
Operating
Budget Impacts
Administrative and maintenance staff costs of $25,088 for project oversight and implementation will be
incorporated into the Fiscal Year 2020/21 operating budget.
56
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
17
ANNUAL PARKS, TRAILS, GROUNDS & MEDIANS REPAIRS & REPLACEMENTS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Project Development Ongoing Prepare project plans and request bids for work contracted out
Contract Award Ongoing Award contract
Estimated Construction Start Ongoing Construction project begins
Estimated Completion Date Ongoing Project is completed
FUNDING SCHEDULE 9211-001
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP PARK FUND
AB 8939 Bev Container Grant 22,059 - 22,059 - - - - - 22,059
CIP Project Reimbursements 64,068 - 64,068 - - - - - 64,068
Transfers In - General Fund 455,000 100,000 555,000 100,000 100,000 100,000 100,000 100,000 1,055,000
Transfers In - Other CIP 17,476 - 17,476 - - - - - 17,476
TOTAL 558,603 100,000 658,603 100,000 100,000 100,000 100,000 100,000 1,158,603
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP PARK FUND
Site Acquisition & Prep 2,094 - 2,094 - - - - - 2,094
Materials & Supplies 16,001 - 16,001 - - - - - 16,001
Fees & Expenses 50 - 50 - - - - - 50
Project Equip & Fixtures 140,048 - 140,048 - - - - - 140,048
Construction Expenses 257,533 160,571 418,104 100,000 100,000 100,000 100,000 100,000 918,104
Transfers Out 82,305 - 82,305 - - - - - 82,305
TOTAL 498,032 160,571 658,603 100,000 100,000 100,000 100,000 100,000 1,158,603
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP PARK FUND
Beginning Balance 60,571 - - - - -
Revenues & T/I 558,603 100,000 658,603 100,000 100,000 100,000 100,000 100,000 1,158,603
Expenditures & T/O 498,032 160,571 658,603 100,000 100,000 100,000 100,000 100,000 1,158,603
Ending Balance 60,571 - - - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
57
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
18
SARATOGA VILLAGE TO QUARRY PARK WALKWAY
Project Name Saratoga Village to Quarry Park Walkway Project Number 9277-004
Department Public Works Project Manager John Cherbone
Description This project would fund the design, environmental review and construction of a walkway from Saratoga
Village to Hakone Gardens and Quarry Park.
Location The project is located on Big Basin Way/Congress Springs Road between the Village and Hakone
Gardens.
Project
Background
When complete, this project will result in construction of a walkway from Saratoga Village, past Hakone
Gardens, to Quarry Park. The project will be implemented over several phases. Phase I of the project
will begin with a pathway between the Village and Hakone Gardens, phase II will extend the walkway
to the Quarry Park East Entrance, and the third and final stage will continue the trail to the Quarry Park
Main Entrance. Currently, only the design of phase 1 is funded.
Developing a pedestrian connection from the Village to Hakone Gardens and Quarry Park will enhance
and enliven Saratoga Village, as the project would help to bring foot traffic to the Village, Hakone
Gardens and Quarry Park. Additionally, the project will provide a safer path of travel for pedestrians
who are currently walking along the highway when the parking lot at Hakone Gardens is full.
The path will also serve as a critical starting point for the Saratoga-to-Sea Trail that is part of the Santa
Clara County Trail Master Plan. The Saratoga-to-Sea Trail is to begin in Saratoga Village, travel up to
Hakone Gardens and Quarry Park, through the existing Sanborn-Skyline and Skyline-to-the-Sea trail
systems to the Pacific Ocean.
In Fiscal Year 2016/17, $50,000 was allocated from the CIP reserve and Fiscal Year 2017/18 Council
authorized an additional allocation of $100,000 from Park Development fees to fund the design of phase
I of this project. Construction costs for phase I are estimated at $1.4M. In FY 2019/20, the City Council
allocated $175,000 in funding from the CIP reserve towards construction to serve as the City’s matching
contribution, should grant funding become available. Additional funding of $300,000 is requested for
local match grant contribution.
Operating
Budget Impacts
Engineering and administrative staff costs of $5,399 for project oversight and implementation will be
incorporated into the Fiscal Year 2020/21 operating budget.
58
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
19
SARATOGA VILLAGE TO QUARRY PARK WALKWAY
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Project Design March 2019 Begin design and environmental review for Phase I
Design Complete March 2019 Complete design and environmental review for Phase I
Phase I Construction TBD Saratoga Village to Hakone Gardens
Phase II Construction TBD Hakone Gardens to eastern bridge
Phase III Construction TBD Eastern bridge to main entrance
Project Complete TBD Project construction for all phases complete
FUNDING SCHEDULE 9277-004
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP PARK FUND
Transfers In - General Fund 50,000 175,000 225,000 - - - - - 225,000
TOTAL 50,000 175,000 225,000 - - - - - 225,000
PARK IN-LIEU FEES FUND
Transfers In - Other CIP 100,000 - 100,000 - - - - - 100,000
TOTAL 100,000 - 100,000 - - - - - 100,000
TOTAL REVENUES 150,000 175,000 325,000 - - - - - 325,000
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP PARK FUND
Consultant/Contract Svs 18,416 - 18,416 - - - - - 18,416
Construction Expenses - - - 206,584 - - - - 206,584
TOTAL 18,416 - 18,416 206,584 - - - - 225,000
PARK IN-LIEU FEES FUND
Consultant/Contract Svs 26,189 - 26,189 - - - - - 26,189
Construction Expenses - - - 73,811 - - - - 73,811
TOTAL 26,189 - 26,189 73,811 - - - - 100,000
TOTAL EXPENDITURES 44,605 - 44,605 280,395 - - - - 325,000
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP PARK FUND
Beginning Balance 31,584 206,584 - - - -
Revenues & T/I 50,000 175,000 225,000 - - - - - 225,000
Expenditures & T/O 18,416 - 18,416 206,584 - - - - 225,000
Ending Balance 31,584 206,584 206,584 - - - - - -
PARK IN-LIEU FEES FUND
Beginning Balance 73,811 73,811 - - - -
Revenues & T/I 100,000 - 100,000 - - - - - 100,000
Expenditures & T/O 26,189 - 26,189 73,811 - - - - 100,000
Ending Balance 73,811 73,811 73,811 - - - - - -
TOTAL BALANCE 105,395 280,395 280,395 - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
59
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
20
GUAVA/FREDERICKSBURG ENTRANCE & RAILROAD CROSSING IMPROVEMENTS
Project Name Guava Ct/Fredericksburg Crossing &
Mitigation
Project Number 9274-002
Department Public Works Project Manager Mainini Cabute
Description This project funds the removal of the Guava Court barrier allowing access from Guava Court to
Fredericksburg Drive (Access) near Joe’s Trail.
Location The project is located at Guava Court near Fredericksburg Access at Joe’s Trail.
Project
Background
In 2007, the pedestrian crossings connecting Fredericksburg Drive and Guava Court were declared unsafe
by the California Public Utilities Commission (CPUC) and were consequently closed. Since that time, the
City of Saratoga has developed Joe’s Trail at Saratoga De Anza. In September 2012, residents living near
the Fredericksburg and Guava Court access points expressed interest in reopening the crossing. After
making improvements to resolve safety issues cited by the CPUC, the City reopened the Fredericksburg
entrance to connect to Joe’s Trail. The Guava Court entrance on the other side of the railroad tracks was
not reopened as it requires an easement as well as pathway and safety improvements. Neighbors believe
that reopening the access point at Guava Court would eliminate the need to travel along an arterial street
and thereby provide a safer option for pedestrian and bicyclists.
The City reached out to Union Pacific Railroad (UPRR) and the CPUC to start the process of reopening the
Guava Court access. After working with UPRR and CPUC, the City submitted a formal application in April
2017 to CPUC to open a pedestrian/ bicycle crossing. In June, the City received a response that our
application met CPUC requirements and would be reviewed by an Administrative Law Judge within an 18-
month review period, which was subsequently extended for an additional four months. The CPUC approved
the application in February 2019. The approval will expire in three years, giving the City until March 2022
to complete the project.
The estimated project cost is $1.5 million including $227,000 for design work, $1,190,000 for construction
costs and citywide railroad crossing mitigation improvements required by Union Pacific Railroad of
$262,000. In FY 2019/20, the City Council elected to allocate and additional $50,000 in CIP reserve
towards the project and directed City staff to pursue grant funding. Prior funding comes from a $170,880
transfer from the CIP Reserve to complete the design and environmental phase of this project. Additional
funding of $500,000 is requested for local match grant contribution.
Operating
Budget Impacts
Engineering and administrative staff costs of $676 for project oversight and implementation will be
incorporated into the Fiscal Year 2020/21 operating budget.
60
CITY OF SARATOGA
CAPITAL PROGRAM – ADDITIONAL FUNDING REQUESTS
21
GUAVA/FREDERICKSBURG ENTRANCE & RAILROAD CROSSING IMPROVEMENTS
PROJECT TIMELINE
PROJECT COMPONENT TIMELINE DESCRIPTION
Begin Design Phase February 2018 Prepare 90% plans
Complete Design August 2018 Complete 90% plans
Begin Bid Process TBD Solicit bids from qualified contractors
Contract Award TBD Award contract for construction
Estimated Construction Start TBD Begin construction
Estimated Completion Date TBD Construction complete
FUNDING SCHEDULE 9274-002
Prior FY Total
Year 2019/20 Funding Project
REVENUES Funded Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Funding
CIP PARK FUND
Transfers In - General Fund 170,880 50,000 220,880 - - - - - 220,880
TOTAL REVENUES 170,880 50,000 220,880 - - - - - 220,880
Prior FY Total
Year 2019/20 Expended Project
EXPENDITURES Expended Estimated To Date 2020/21 2021/22 2022/23 2023/24 2024/25 Expended
CIP PARK FUND
Consultant/Contract Svs 124,409 45,474 169,883 - - - - - 169,883
Construction Expenses 950 - 950 50,047 - - - - 50,997
TOTAL EXPENDITURES 125,359 45,474 170,833 50,047 - - - - 220,880
Prior FY Total
Year 2019/20 Project
Activity Estimated Total 2020/21 2021/22 2022/23 2023/24 2024/25 Activity
CIP PARK FUND
Beginning Balance 45,521 50,047 - - - -
Revenues & T/I 170,880 50,000 220,880 - - - - - 220,880
Expenditures & T/O 125,359 45,474 170,833 50,047 - - - - 220,880
Ending Balance 45,521 50,047 50,047 - - - - - -
Budgeted for Fiscal Year
Budgeted for Fiscal Year
Budgeted for Fiscal Year
61
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
1
NARRATIVES FOR
NOMINATED CIP PROJECTS
Attachment F
62
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
2
Project
Title Request Nominee
Funding
Request
1 Safe Routes to School Needs Assessment This project will create a traffic engineering design plan which will include
several elements aimed to promote and make bicycling and walking the
Staff 60,000
2 Quito Road Sidewalk Gap Closure
Phase 1 Allendale to Marshall Lane
This project will upgrade existing walkways and fill in gaps on both sides of
Quito Road, from Allendale Avenue to Marshall Lane, to facilitate pedestrians
and students walking to Marshall Lane Elementary.
Staff 275,000
3 Mcfarland Avenue Curb & Gutter
Replacement
This project will include approx. 3,600 square feet of driveway conforms to
new gutters
Staff 350,000
4 Saratoga-Sunnyvale Road Pathway Rehab
(Cox to RRXing)
This project will repair uplifted section of pathway from Cox avenue to Railroad
Crossing. Includes repair and adjustment to PG&E gas valves
Staff 225,000
5 Traffic Signal Battery Backup - Cityide This project will install Emergency Traffic Signal Power battery back up in case
of power outage. The upgraded systems will be able to direct connect to
backup generators.
Staff 150,000
6 Saratoga Heights Landslide Repair This project will stabilize Saratoga Heights Dr. to prevent further damage to the
road from active landslide, using a shear pin and tieback design.
Staff 1,950,000
3,010,000$
7 Kevin Moran Park Accessible Parking This project would add two accessible parking spaces along the front of the
park.
Miller/Cappello 95,000
8 Reconstruction of Hakone Koi Pond The project would include site clearing and demolition, excavating and grading,
shotcrete preparation work, shotcrete with fibers, sealing, boulder work, accent
stone materials, ADA accessibility, plumbing, drainage, irrigation, planting,
wood structures, survey staking, and geotechnical inspections.
Zhao/Miller 2,100,000
2,195,000$
9 City Hall Courtyard Accessibility
Improvements
This project would consist of removing and replacing approximately 10,000
square feet of existing exposed aggregate with decorative concrete and
removing and replacing approximately 3,500 square feet of existing pavers with
new pavers. Accessible improvements would include adding or refinishing
ramps as necessary.
Miller/Bernald 280,000
10 Senior Center/Community Center Generator
and EV Charging Stations
This project would add a backup generator that would automatically power both
the Senior Center and Community Center during an outage. Additionally, the
project would include two dual-head standard EV charging stations that would
be powered by the generator during outages.
Cappello/Miller 500,000
11 Village Clock This project would add a clock in the Village near its entry at Saratoga-Los
Gatos Road and Big Basin Way. The clock would serve to further enhance the
aesthetics of Saratoga’s Village.
Miller/Kumar 15,500
795,500$
12 Wildwood Park Master Plan This project would develop a Master Plan for Wildwood Park - including park
redesign, equipment/playstructure upgrades, and development of required
environmental and construction documents.
Parks and
Recreation
Committee
90,000
90,000$
6,090,500$ TOTALS
TOTAL STREETS NOMINATED FUNDING REQUESTS
TOTAL PARKS AND TRAILS NOMINATED PROJECTS
NOMINATED CIP PROJECT LIST
FY 2020/2021
STREET IMPROVEMENT PROJECTS
PARK & TRAIL IMPROVEMENT PROJECTS
FACILITY IMPROVEMENT PROJECTS
ADMINISTRATIVE PROJECTS
TOTAL FACILITY NOMINATED PROJECTS
TOTAL ADMINISTRATIVE NOMINATED PROJECTS
63
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
3
SAFE ROUTES TO SCHOOL NEEDS ASSESSMENT
Project Name Safe Routes to School Needs Assessment -
Design
Project Number
Department Public Works Department Project Manager Mainini Cabute
Description This project will fund a traffic engineering plan which would include several elements aimed to
promote bicycling and walking as the preferred travel modes to school.
Location This is a Citywide project.
Project
Background
Project elements for this design plan include:
Conceptual plan drawings of traffic safety improvements near schools, prioritized based on
safety, to promote pedestrian and bike travel
School maps, developed for each school, to show the distribution of students around the
community, identifying corridors that should be improved
An enforcement evaluation that reviews and improves signage and/or markings to allow for
effective enforcement
The anticipated cost for the project is $60,000.
Funding would come from the General Fund and possible grant funding.
If funded, the design could be completed by June 2021. Construction would be based on project
priority.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $60,000
64
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
4
QUITO ROAD SIDEWALK GAP CLOSURE – PHASE 1 ALLENDALE TO MARSHALL LANE
Project Name Quito Road Sidewalk Gap closure Project Number
Department Public Works Department Project Manager Emma Burkhalter
Description This project would fund the design and construction of a new pathway/sidewalk from Allendale to
Marshall Lane.
Location The project is located on Quito Road between Allendale and Marshall Lane.
Project
Background
This project would fund the design and construction of a new 6 ft walkway. The project also includes
upgrading existing walkways and will fill in gaps on both sides of Quito Road, from Allendale
Avenue to Marshall Lane, to facilitate pedestrians and students walking to Marshall Lane Elementary
School.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $275,000
65
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
5
MCFARLAND AVENUE CURB & GUTTER REPLACEMENT
Project Name McFarland Avenue Curb & Gutter
Replacement
Project Number
Department Public Works Department Project Manager Rick Torres
Description This project would remove and replace approximately 2,400 LF of curb and gutter.
Location The project is located on McFarland Avenue.
Project
Background
The Quito area is one of the few remaining areas in the City that uses rolled curb and gutter. Over
time, age and tree root damage have deteriorated the condition of the existing rolled curb and gutter,
impeding storm water flow. Replacement of the rolled curb and gutter with vertical curb and gutter
allows for better flow of storm water which also helps to minimize stormwater damage to the
roadway.
In 2015, Phase 1 of the McFarland Avenue Curb and Gutter Rehabilitation Project was completed.
In Phase 1, approximately half the rolled curbs and gutter along McFarland between Paseo Presada
and Devon were replaced. This second phase will replace the remaining rolled curb and gutter
section on McFarland Avenue with new vertical curb and gutter.
This Project will include removal of approx. 2400 linear feet of rolled curb and replacement with
vertical curb & gutter. Project will also include approx. 3600 sq. ft. of driveway which will conform
to the new gutters.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $350,000
66
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
6
SUNNYVALE-SARATOGA ROAD PATHWAY REHAB (COX TO RAILROAD XING)
Project Name Saratoga-Sunnyvale Road Pathway Rehab Project Number
Department Public Works Department Project Manager Rick Torres
Description This project would repair uplifted section of pathway from Cox Avenue to the railroad crossing.
Location The project is located on Cox Avenue.
Project
Background
Over time, the condition of the pathway along Saratoga Sunnyvale Road has deteriorated. Age and
tree-root damage have broken up the pathway. This project will remove and replace uplifted sections
of pathway on Sunnyvale-Saratoga Road from Cox Avenue to the Railroad Crossing. It also includes
repair and adjustment to PG&E gas valves located along the pathway being replaced.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $225,000
67
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
7
TRAFFIC SIGNAL BATTERY BACKUP
Project Name Traffic Signal Battery Backup-Citywide Project Number
Department Public Works Department Project Manager Macedonio Nunez
Description This project would fund emergency traffic signal power battery backup in case of power outage.
Location The project is citywide.
Project
Background
Most of the existing battery backup systems are not operational. The upgraded systems will be able
to direct connect to backup generators.
The project, if funded, would begin in August 2020, and would be completed by the end of October,
2020.
This project would be funded by the General Fund.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $150,000
68
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
8
SARATOGA HEIGHTS LANDSLIDE REPAIR
Project Name Saratoga Heights Landslide Repair Project Number
Department Public Works Department Project Manager Emma Burkhalter
Description This project would fund stabilization of Saratoga Heights Drive to prevent further damage from
landslides.
Location The project is located on Saratoga Heights Drive.
Project
Background
The City is responsible for retaining walls throughout the City. These retaining walls help prevent
soil erosion, provide stability for hillsides, and prevent surface runoff from obstructing roadways.
In 2014, Cotton Shires and Associates (CSA) installed three slope inclinometers along the
southwestern side of Saratoga Heights Road due to road distress where localized movement was
indicated. After three and a half years of monitoring and observing the inclinometers, CSA was able
to confirm the presence of an active landslide. In 2019, a shear pin and tieback design was used to
stabilize the road from the cross-slope slide.
Stabilization of Saratoga Heights Drive is needed to prevent further damage to the road from an
active landside.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $1,950,000
69
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
9
KEVIN MORAN PARK ACCESSIBLE PARKING
Project Name Kevin Moran Park Accessible Parking Project Number
Department Public Works Department Project Manager Macedonio Nunez
Description This project would add accessible parking spaces along the frontage of Kevin Moran Park.
Location The project is located at Kevin Moran Park, 12415 Scully Avenue.
Project
Background
Kevin Moran Park is just over 10 acres in size and features tennis courts, par course, bocce ball
courts, a basketball court, picnic areas, play equipment for children, and more. The park is a popular
destination for residents and visitors alike. This project would add two accessible parking spaces
along the frontage of the park. Currently, the park does not have a parking lot and has no accessible
parking spaces.
Funding for this project would total $95,000 which includes $10,000 for the design and $85,000 for
the construction of the two spaces.
If funded, construction would be scheduled to begin in the Summer of 2020 and be completed in the
Fall of 2020.
This project was nominated by Mayor Miller with the support of Councilmember Cappello.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $95,000
70
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
10
RECONSTRUCTION OF HAKONE KOI POND – PHASE 1
Project Name Hakone Koi Pond Renovation Project Number
Department Public Works Department Project Manager John Cherbone/Poh Yee
Description This project would fund renovation of the Hakone Gardens Koi Pond.
Location The project is located at Hakone Gardens, 21000 Big Basin Way.
Project
Background
Hakone Gardens, a city-owned eighteen-acre park nestled in the foothills just outside of Saratoga
Village, is maintained and operated by the Hakone Foundation, a non-profit organization that seeks
to promote a deeper understanding of Japanese and general Asian culture through the preservation
of the oldest Japanese-style residential garden in the Western Hemisphere.
The project would include site clearing and demolition, excavating and grading, shotcrete
preparation work, shotcrete with fibers, sealing, boulder work, accent stone materials, ADA
accessibility, plumbing, drainage, irrigation, planting, wood structures, survey staking, and
geotechnical inspections.
The total cost for the Koi Pond is estimated to be $4.2 million. Phase 1 is estimated to cost $2.1
million.
This project was nominated by Councilmember Zhao with the support of Mayor Miller.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $2,100,000 for Phase I
$4,200,000 total project cost
71
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
11
CITY HALL COURTYARD ACCESSIBILITY IMPROVEMENTS
Project Name City Hall Courtyard Accessibility
Improvements
Project Number
Department Public Works Department Project Manager John Cherbone
Description This project would fund accessibility improvements to the courtyard area of City Hall by removing
uneven surfaces.
Location The project is located at City Hall, 13777 Fruitvale Avenue.
Project
Background
The surface area of the City Hall courtyard is concrete with exposed aggregate. Over time, the
exposed aggregate concrete has developed cracks from the roots of nearby trees, and other
environmental conditions have pushed the concrete up forcing a change in elevation between the
concrete surface and the wood board insets thereby creating a tripping hazard.
This project would consist of removing and replacing approximately 10,000 square feet of existing
exposed aggregate with decorative concrete and removing and replacing approximately 3,500 square
feet of existing pavers with new pavers. Accessible improvements would include adding or
refinishing ramps as necessary.
Staff will ensure that the chosen materials will not become slippery when wet, will accommodate
wheelchair and walker accessibility, and will include an artistic component.
The project was incorporated into the unfunded capital budget in FY 2017/18.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $280,000
72
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
12
SENIOR CENTER/COMMUNITY CENTER GENERATOR AND EV CHARGING
STATIONS
Project Name Senior Center/Community Center
Generator and Electric Vehicle (EV)
Charging Stations
Project Number
Department Community Development/Facilities Project Manager Thomas Scott
Description This project would fund a generator for the Joan Pisani Community Center building and two dual-
head standard EV charging stations.
Location The project would be located outside the Joan Pisani Community Center building.
Project
Background
The Saratoga Senior Center serves community members that rely on power for medical purposes,
such as powered wheelchairs and medication that must be kept refrigerated. The entire Joan Pisani
Community Center also serves as a cooling and heating location during extreme weather events.
During recent PG&E Public Safety Power Shutoff events the Community Center also served as a
charging location for residents. Currently, the building cannot be connected to a backup generator
and are without power during outages, which impacts services to the community.
This project would add a backup generator that would automatically power the Senior Center, Adult
Care Center and Recreation Center during an outage. This would enable the Community Center to
continue operations and allow the Senior Center to provide services to vulnerable community
members. Additionally, the project would include two dual-head standard EV charging stations that
would be powered by the generator during outages.
The Recreation and Senior portable building units obtain power from other buildings and will not be
serviced by this project.
Grant funding may be available to offset project costs.
This project was nominated by Councilmember Cappello with the support of Mayor Miller.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $500,000
73
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
13
VILLAGE CLOCK
Project Name Village Clock Project Number
Department Public Works Department Project Manager John Cherbone
Description This project would add a clock in Saratoga Village.
Location The project is located in Saratoga Village.
Project
Background
The Village, Saratoga’s historic downtown, is located on Big Basin Way off Saratoga-Los Gatos
Road. The Village is a destination for those looking for unique shops, fine dining, wine tasting, spa
experiences and more. The lovely downtown atmosphere with hanging flower baskets, floral displays
meticulously maintained by volunteers, and the iconic Memorial Arch helped make Saratoga a top
contender in the 2015, 2016, and 2017 America in Bloom competitions.
This project would add a clock in the Village near its entry at Saratoga-Los Gatos Road and Big
Basin Way. The clock would serve to further enhance the aesthetics of Saratoga’s Village.
The style of the clock would resemble a monument style clock instead of the clock tower style.
Funding for the project would incorporate the installation, materials, power, and labor.
If funded, staff estimates that construction will begin July 2020 and be completed around November
2020.
The total project cost is estimated to be $27,500, with $12,000 anticipated from local fundraising
efforts and $15,500 from the City.
This project was nominated by Mayor Miller with the support of Councilmember Kumar. The project
was added to the City’s unfunded CIP in FY 2017/18 and removed in FY 2019/20.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $15,500 (to the City)
74
CITY OF SARATOGA
CAPITAL PROGRAM - NOMINATED PROJECTS
14
WILDWOOD PARK MASTER PLAN
Project Name Wildwood Park Master Plan Project Number
Department Public Works Department Project Manager Kevin Meek
Description This project would develop a master plan for Wildwood Park - including park redesign,
equipment/play structure upgrades, and development of required environmental and construction
documents
Location The project is related to Wildwood Park but would be conducted in City Hall.
Project
Background
Wildwood Park is a 4.1-acre park that was acquired by the City in 1968. In 1972, three of the acres
were developed including a stage, restroom (renovated in 1999), play area and equipment, paved
pathways, picnic/BBQ area and an open turf area. Later development added group picnic area,
volleyball court, horseshoe pits, and the construction of a footbridge. This year the rope on the play
equipment (installed in 2003) is scheduled to be replaced.
The Parks and Recreation Commission (PRC) met on November 14, 2019 and discussed creating a
masterplan project for the upgrade and improvement to Wildwood Park. The Commission goal is to
increase usage in the downtown area. They feel that if the park was more of a focal point for
downtown, it would attract residents and visitors to the downtown area and businesses. The current
equipment needs upgrading and some of the park features are no longer being utilized. The PRC
supports the creation of a Masterplan for the park that could be implemented as funds become
available.
The creation of a masterplan would include a conceptual plan for the park redesign, upgrades to
equipment and play structures, accessibility improvements, and development of the required
environmental documents. The project time frame is approximately one year.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $90,000
75
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
1
NARRATIVES FOR
UNFUNDED CIP PROJECTS
Attachment G
76
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
2
Project
Title
Project
Description
Project
Cost
1 State Route 85/Saratoga Avenue Beautification This project would fund the beautification of the entry and exit to State Route 85 at
Saratoga Avenue.
250,000
2 Saratoga/Herriman Avenues Traffic Signal This project would fund the installation of a three-way traffic signal at the
intersection of Saratoga and Herriman Avenues.
250,000
3 Automatic License Plate Reader Would install automated license plate readers at the State Route 85/Saratoga Avenue
intersection.
350,000
850,000$
4 Saratoga Village Creek Trail - Construction This project would fund the construction of a trail connecting to the Saratoga Village
to Quarry Park Trail along Saratoga Creek.
3,000,000
5 Norton/Villa Montalvo Emergency Route This project would fund the construction of an emergency access road connecting
the Montalvo Arts Center parking lot with Norton Road.
2,000,000
6 Joe's Trail at Saratoga De Anza - Phase II This project would fund the design and construction of a trail from Saratoga-
Sunnyvale Road to Arroyo de Arguello.
750,000
7 Quarry Park Trail Improvements This project would fund the design, environmental review, and construction of
additional trail improvements in Quarry Park.
250,000
8 Park & Trails Master Plan Would fund an update to the 1991 City of Saratoga Parks and Trails Master Plan. 100,000
9 ADA All-Inclusive Playground This project would fund costs related to installing all-inclusive play equipment in an
existing City playground.
200,000
10 Magical Bridges Playground This project would fund the local match to a grant for construction of an all-inclusive
playground structure.
160,000
11 Via Regina Trail This project would fund the construction of a pedestrian-equestrian trail connecting
Via Regina and Villa Oaks Lane.
100,000
12 Quarry Park ADA Access to Upper Terrace This project will fund the design, construction and environmental review of ADA
improvements and access to the upper terrace parking lot.
250,000
6,810,000$
13 Theater Improvements - Civic Theater Master Plan This project would fund the design and construction of improvements identified in
the Civic Theater Master Plan.
19,000,000
14 Restroom & Shower Trailer Would fund purchase of two station, fully-accessible restroom trailer with 2 toilets
and 1 shower to be used in event of disaster, problems with sewer/restroom, or at
events.
60,000
15 Fire Protection Systems Update Would fund installation of fire protection systems that meet current Fire Code
requirements in all City facilities.
3,110,000
22,170,000$
29,830,000$
UNFUNDED CIP PROJECT LIST
FY 2020/21
FACILITY IMPROVEMENT PROJECTS
TOTAL FACILITY UNFUNDED PROJECTS
TOTALS
STREET IMPROVEMENT PROJECTS
TOTAL STREETS UNFUNDED PROJECTS
PARK & TRAIL IMPROVEMENT PROJECTS
TOTAL PARKS AND TRAILS UNFUNDED PROJECTS
77
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
3
STREET IMPROVEMENT PROJECTS
Project Name State Rte 85/Saratoga Avenue Beautification Project Number
Department Public Works Project Manager John Cherbone
Description This project would beautify the entry and exit to State Route 85 at Saratoga Avenue.
Location This project is located at State Route 85 and Saratoga Avenue.
Project
Background
Currently, the California Department of Transportation (Caltrans) maintains the entry and exit to
State Route 85 at Saratoga Avenue. This location is the only access to State Route 85 within the city
limits of Saratoga and serves as the primary gateway to the community for residents and visitors.
The landscaping at this location is somewhat sparse and includes a few small trees that line the on
and off-ramps. This project would include installation of a new irrigation system and enhancement
of landscaping within the Caltrans right-of-way to make the area more attractive and consistent with
landscaping maintained by the City. Upon completion, regular, on-going litter removal will be
required.
This project was added to the Unfunded Capital Improvement Project list as part of the Fiscal Year
2017/18 budget.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $250,000
78
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
4
STREET IMPROVEMENT PROJECTS
Project Name Saratoga/Herriman Avenues Traffic Signal Project Number
Department Public Works Project Manager John Cherbone
Description This project would install a three-way traffic signal at the intersection of Saratoga and Herriman
Avenues.
Location The project is located at the intersection of Saratoga Avenue and Herriman Avenues.
Project
Background
The Traffic Safety Commission (TSC) recommended installation of a traffic light at the intersection
of Saratoga Avenue and Herriman Avenue. The TSC made their recommendation on the basis that
a traffic signal at this location would allow vehicles a smoother transition onto Saratoga Avenue
while alleviating traffic congestion on Herriman Avenue especially during Saratoga High School’s
peak morning and afternoon commuting periods.
Traffic queues on westbound Herriman, due to vehicles attempting a left turn onto Saratoga Avenue,
consistently spill back to the bridge and beyond. Because of this backup, drivers seek alternative
routes through surrounding neighborhood streets to bypass this intersection. In order to bypass this
intersection, the data showed vehicles traveling from Herriman Avenue onto Beaumont to Glen Brae
then heading either all the way to Cox Avenue or to Scotland Drive in order to access Saratoga
Avenue via the signal at that intersection. Installing a traffic signal at Saratoga Avenue and Herriman
Avenue would allow for better traffic flow at this intersection and reduce the impact of through
traffic on the surrounding residential streets.
This project was added to the Unfunded Capital Improvement Projects list as part of the Fiscal Year
2017/18 budget.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $250,000
79
CITY OF SARATOGA
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5
STREET IMPROVEMENT PROJECTS
Project Name Automated License Plate Reader Project Number
Department Public Works Department Project Manager John Cherbone
Description This project would fund installation of an automated license plate reader at State Route 85 and
Saratoga Avenue.
Location The project is located at the intersection of State Route 85 and Saratoga Avenue.
Project
Background
State Route 85 runs roughly through the middle of the City of Saratoga, with one on-ramp and off-
ramp located in City limits on Saratoga Avenue. This project would install an automated license
plate reader (ALPR) at the intersection of State Route 85 and Saratoga Avenue.
Fixed location ALPRs are camera systems that are typically mounted on a street pole and
automatically capture all license plates that come into the camera’s view. The license plate, vehicle
location, date, time, and sometimes driver and passenger images are all captured by the system and
stored on a server. The system alerts local law enforcement in real time if a vehicle that passes
through the ALPR’s range has been reported as stolen or is connected with a crime.
The ALPR system at State Route 85 and Saratoga Avenue would be configured to capture the license
plates of vehicles entering and exiting State Route 85.
This project was nominated by Council Member Kumar with the support of Council Member Zhao.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $350,000
80
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
6
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name Saratoga Village Creek Trail - Construction Project Number
Department Public Works Project Manager John Cherbone
Description This project would fund the construction of a trail starting at Saratoga-Sunnyvale Rd. along Saratoga
Creek to Wildwood Park and connecting to the Saratoga Village to Quarry Park Trail.
Location The project is located along Saratoga Creek running the length of Saratoga Village.
Project
Background
The Saratoga Village Creek Trail will pass through Saratoga Village parallel to Big Basin Way. The
trail is part of the City’s General Plan and has received widespread support from the community.
Trail supporters believe it will enhance and enliven Saratoga Village as the proposed trail would help
bring foot traffic to the Village, create recreational opportunities for residents and visitors, restore
the riparian habitat, and protect native flora and fauna in the Saratoga Creek area.
The trail will serve as a critical starting point for the Saratoga-to-the-Sea Trail that is part of the Santa
Clara County Trail Master Plan. Upon completion, the Saratoga-to-the-Sea Trail will connect
Saratoga Village to the Sanborn-Skyline Trail system through Hakone Gardens and Quarry Park,
and over to the Pacific Ocean.
The creek trail is anticipated to be 4 to 5 feet wide and .25 miles long with a pedestrian bridge. The
project will include replacement of non-native invasive plant species with native plants and the
removal of creek blockages that interfere with the natural migration of fish in the creek.
Funding for this project could come from the CIP Reserve, Park In-Lieu fees, and/or grant
opportunities, if available.
Operating
Budget Impacts Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $3,000,000
81
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
7
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name Norton/Villa Montalvo Emergency Route Project Number
Department Public Works Project Manager John Cherbone
Description This project would fund the design and construction of an emergency access road connecting the
Montalvo Arts Center parking lots with Norton Road.
Location The project is located at between Norton Road and Piedmont Road.
Project
Background
In February 2013, the City Council approved the Safety Element for the City of Saratoga. As part
of the Safety Element, the City Council approved a specific measure to improve an evacuation route
through Villa Montalvo from Norton to Piedmont Road.
City staff will work with the Santa Clara County Fire Department and Santa Clara County Office of
Emergency Services on the identification and provision of funding sources to construct this
evacuation route in the future.
Operating
Budget Impacts
Staff time associated with the oversight of this project will be incorporated into the operating budget.
Estimated Cost $2,000,000
82
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
8
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name Joe’s Trail at Saratoga De Anza- Phase II Project Number
Department Public Works Project Manager Macedonio Nunez
Description This project would fund the design and construction of an extension Joe’s Trail from Saratoga-
Sunnyvale Road to Arroyo De Arguello.
Location The project is located along the existing PG&E right-of-way corridor positioned parallel and adjacent
to the Union Pacific Railroad line between Saratoga-Sunnyvale Road and Arroyo De Arguello.
Project
Background
In June 2010, the City completed the first phase of Joe’s Trail at Saratoga De Anza. The 1.3-mile
paved bicycle and walking trail travels parallel to the Union Pacific Railroad line between Saratoga
Avenue and Saratoga-Sunnyvale Road. This phase of the project would continue the trail from
Saratoga-Sunnyvale Avenue to Arroyo de Arguello.
For many years, the open area next to the Union Pacific Railroad has been used informally by
residents for walking and bicycle riding. The trail will be surfaced with decomposed granite, creating
a smoother and safer surface by removing rocks and weeds in the pathway.
Funding for this project could come from Park In-Lieu fees and/or grant opportunities, if available.
Operating
Budget Impacts Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $750,000
83
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
9
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name Quarry Park Trail Improvements Project Number
Department Public Works Project Manager Emma Burkhalter
Description This project would fund the design, environmental review, and construction of additional trail
improvements in Quarry Park.
Location The project is located at Quarry Park.
Project
Background
The 64-acre Quarry Park officially opened on October 31, 2015. Before the park opened, the Quarry
Park Master Plan was created to help guide improvements to the park and to create a local and
regional open space destination. The Master Plan calls for development of several trails throughout
the park. This project would focus on improving the existing trail system that will eventually connect
to the future Saratoga-to-the-Sea Trail.
Funding for this project could come from either the CIP reserve, Park In-Lieu fees and/or grant
opportunities, if available.
Operating
Budget Impacts Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $250,000
84
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
10
PARK & TRAIL IMPROVEMENTS
Project Name Parks & Trail Master Plan Project Number
Department Public Works Department Project Manager John Cherbone
Description This project would fund an update to the City of Saratoga Park and Trail Master Plan.
Location The project is a citywide project that would encompass all City parks and trails.
Project
Background
The City’s Parks and Trail Master Plan was adopted in November 1991. The plan provided a
framework for park and trail related actions for a 10-year period. This included various capital
improvements, as well as maintenance requirements and anticipated acquisitions.
Since the adoption of the plan, much has changed with the City’s parks and trails. For example, at
the time that the plan was adopted Azule Park was unimproved and State Route 85 had yet to be
constructed. Additionally, new parks and trails have been developed since creation of the existing
plan, including the opening of Quarry Park.
This project would fund an update to the City’s existing Parks and Trail Master Plan. This would
include incorporation of new parks and trails that have been constructed or are envisioned for the
future, review of the existing City parks and trails, and development of a long-term plan for parks
and trails in the City.
This project was nominated by Vice Mayor Miller with support from Mayor Cappello.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $100,000
85
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
11
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name ADA All-inclusive Playground Project Number
Department Public Works - Parks Project Manager Kevin Meek
Description This project would fund addition of all-inclusive playground equipment in a City park playground.
Location The project location is to be determined.
Project
Background
This project was recommended by the Youth Commission. This project would add all-inclusive
playground equipment to an existing playground to make the playgrounds accessible to children of
all abilities. Since a playground is a social space, it is important to give children of all abilities similar
experiences and the opportunity to play side by side.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $200,000
86
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
12
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name “Magical Bridges” Playground Project Number 9211-009
Department Public Works Project Manager Kevin Meek
Description This project would fund the local match to a grant for construction of an all-inclusive playground
structure.
Location This project is located at El Quito Park.
Project
Background
The Magical Bridges Foundation is a Silicon Valley non-profit with a mission that advocates for truly
inclusive and innovative playgrounds for people of all abilities. The foundation began in 2008 and
opened their first playground in Palo Alto in April 2015. Collaborating with the Magical Bridges
Foundation would give the City access to years of research, fundraising development, design, and
construction strategies.
Based on the already existing playground in Palo Alto, the estimated cost for this project is $4,000,000.
Funding could come from a community fundraising effort, a grant, the City’s Park-in-lieu fees, or CIP
reserve. The estimated cost of the project shown below reflects the City’s estimated local match
requirement for potential grant opportunities that may develop in the future.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $160,000
87
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
13
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name Via Regina Trail Project Number
Department Public Works Project Manager John Cherbone
Description
This project would fund the construction of a pedestrian-equestrian trail connecting Via Regina and
Villa Oaks Lane.
Location The project is located between Via Regina and Villa Oaks Lane.
Project
Background
This project is supported by the Pedestrian, Equestrian, Bicycle, and Trails Advisory Committee and is
on the City’s Trail Master Plan. The trail connection is a gap closure that benefits pedestrians and
equestrians.
Funding for this project could come from Park-in-Lieu fees.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $100,000
88
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
14
PARK & TRAIL IMPROVEMENT PROJECTS
Project Name Quarry Park ADA Access to Upper Terrace
Parking Lot and Pond
Project Number 9226-003
Department Public Works Project Manager John Cherbone
Description This project will fund the design, construction and environmental review of ADA improvements and
access to the upper terrace parking lot.
Location The project is located at Quarry Park.
Project
Background
Quarry Park officially opened on October 31,2015. Before the park opened, the Quarry Park Master
Plan was developed to help guide improvements to the park and to create a local and regional open
space destination. Before the park was opened, all the phase 1 improvements in the Master Plan were
completed. Later phases of the Master Plan call for accessibility improvements in the Upper Terrance
Parking Lot area and around the seasonal pond in the park. This project would fund the construction of
the Upper Terrace Parking Lot, as well as accessibility improvements to the pond. Improvements would
include widening of the access road to the upper parking lot, accessible parking, and accessible trails to.
In Fiscal Year 2016/17, City staff initiated preliminary work and obtained proposals for design work.
Operating
Budget Impacts
Staff costs associated with the oversight of this project will be incorporated into the operating budget.
Estimated Cost $250,000
89
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
15
FACILITY IMPROVEMENT PROJECTS
Project Name Theater Improvements Project Number
Department Recreation & Facilities Project Manager Thomas Scott
Description
This project would fund the design and construction of improvements identified in the Civic Theater
Master Plan.
Location This project is located at the Civic Theater.
Project
Background
The Civic Theater was built in 1964 at a cost of $168,000. The 7,436-square-foot building seats 298
people and is used on alternating Wednesdays for City Council and Planning Commission meetings.
The primary users of the facility are the South Bay Musical Theater Company and West Valley Light
Opera, two theater performance groups that rent the facility approximately 160 days per year for
rehearsals and weekend performances.
Recognizing that piece-by-piece facility improvements cannot address the building’s overall
functional limitations and condition, the City contracted with Anderson Brule Architects in June
2013 to complete a Master Plan for the Civic Theater. The plan they presented addressed expansion
of the restrooms, installation of a ticket/concession area, relocation of the control booth, backstage
dressing rooms, and replacement of the boiler and plumbing.
In December 2013, the Council initially directed staff to come back with a modified five-year
improvement plan and to complete some of the smaller improvements with the Annual Facility CIP
Funds. Subsequently, some of the lower cost improvements, including installation of an HD
projector and screen, expanded the orchestra area, and construction of an awning between the
portable dressing room and theater building, were completed. This project would fund the remaining
improvements outlined in the Master Plan.
As part of the Fiscal Year 2019/20 budget, staff recommends increasing the estimated cost from
$12 million to $19 million based on recent theater projects in the region.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $19,000,000
90
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
16
FACILITY IMPROVEMENT PROJECTS
Project Name Restroom & Shower Trailer Project Number
Department Recreation & Facilities Project Manager Thomas Scott
Description This project would purchase a fully accessible portable restroom trailer, including a shower.
Location The trailer would be located at City Hall and equipped to be relocated to different locations as
needed.
Project
Background
In the event of a disaster, running water and sewer infrastructure may not be operational. This project
would allow for the purchase of a portable restroom/shower trailer that could be used if City
infrastructure is impacted by an emergency or for other purposes, such as City events. The trailer
would include two restroom units, one that would include a fully accessible shower and toilet.
The trailer would have storage tanks for fresh water and waste water. Additionally, the trailer would
be fully weather-proofed to sustain continued exposure to the elements, such as rain, wind, and sun
exposure, to reduce ongoing maintenance costs. The trailer also includes storage for restroom
supplies and other miscellaneous items.
Funding for this project could come from the CIP Reserve. There may also be future grant
opportunities to fund the full or part of the project cost.
This project was nominated by City staff.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $60,000
91
CITY OF SARATOGA
CAPITAL PROGRAM - UNFUNDED PROJECTS
17
FACILITY IMPROVEMENT PROJECTS
Project Name Fire Protection Systems Upgrade Project Number
Department Recreation & Facilities Project Manager Thomas Scott
Description This project would fund installation of fire protection systems that meet current Fire Code
requirements in all City facilities.
Location The project is located throughout Saratoga at all City facilities.
Project
Background
The Building Standards Code or Title 24 sets forth requirements for the structural, plumbing, electrical
and mechanical systems, and for the fire and life safety, energy conservation, green design, and
accessibility and about buildings. The Building Standards Code is divided into 12 parts based on
subject, including the California Fire Code. Every three years, the State of California publishes
updated Building Standards Code requirements that are then adopted and enforced by local agencies.
The current Building Standards Code became effective January 2016 and the State is working on an
update that will become effective January 2020.
When new buildings are constructed, they are required to meet provisions of Title 24. Unless there is
major reconstruction, existing buildings are not required to maintain compliance with the Building
Standards Code after it has been updated. As a result, many of the City’s facilities do not meet the
current standards for fire protection systems in new construction.
This project would bring the fire protection systems in all City facilities into compliance with current
California Fire Code requirements.
This project was nominated by City staff at the recommendation of Vice Mayor Miller.
Operating
Budget Impacts
Staff time associated with oversight of this project will be incorporated into the operating budget.
Estimated Cost $3,110,000
92
Project #
Project
Title
Est. Expenditures
through 6/30/20
(All Sources)
FY 2019/20
Budget
9111-003 Annual Roadway Improvements 9,022,735 2,895,142
9121-001 Roadway Safety & Traffic Calming 767,205 75,035
9141-005 Annual Infrastructure Maintenance & Repairs 938,517 287,978
9142-005 Saratoga Avenue Sidewalks 344,179 74,261
9142-011 Village Sidewalk & Pedestrian Impr. - Phase II 1,248,915 67,364
9142-014 Big Basin Way Sidewalk Repairs 183,990 183,990
9142-020 Quito Road Sidewalk Improvements 6,630 43,370
9152-001 4th Street Bridge 2,499 101,541
9152-004 Quito Road Bridges - ROW Acquisition 64,976 335,219
9153-003 Annual Retaining Wall Maintenance and Repairs 790,000 392,899
9171-002 Quito Road Electric Underground Project - 98,744
9211-002 Citywide Tree Replanting 345,738 50,445
9212-001 Tree Dedication Program 7,500 24,125
9222-004 Hakone Gardens Infrastructure Improvements 87,452 158,848
9277-004 Saratoga Village to Quarry Park Walkway 125,517 95,521
9278-001 Saratoga-to-the-Sea Trail 1,511,371 2,024,960
9322-001 Theater Improvements 384,248 35,000
9322-013 PEG Funded Projects - 340,789
9331-011 Preschool Turf Conversion 12,500 25,000
9333-007 Senior Center Entrance Remodel 200,000 197,585
9333-008 Community Center Improvement Program 100,000 185,000
9372-001 Library Building Exterior Maintenance 65,000 10,000
9413-002 City Website/Intranet Redesign 90,000 16,949
9415-001 Development Technology Management 104,667 118,556
9415-003 SB2 CDD Software/ADA Grant 160,000 160,000
9442-001 Citywide LLD Initiation Match Program 51,000 25,000
9442-002 Horseshoe LLD Beautification 4,175 21,950
9443-003 City Art Program 25,000 25,000
9451-002 General Plan Update - CIP 498,400 319,019
9491-001 Risk Management Mitigation Project 404,462 88,891
17,546,676 8,478,181
STREET IMPROVEMENT PROJECTS
PARK & TRAIL IMPROVEMENT PROJECTS
FACILITY IMPROVEMENT PROJECTS
Current Projects with No Recommended Changes
FY 2020/2021
TOTAL ALL PROJECTS
ADMINISTRATIVE PROJECTS
Attachment H
93
Project
Title Request Nominee
Funding
Request
1 Guava Court Curb & Gutter Replacement This project would remove and replace approx. 630 LF of vertical curb and approx.
5025 sqft of roadway for landscape strip as well as reconform crown to new gutterline
and repave roadway section.
Staff 190,000
2 Saratoga Avenue at Highway 85 Interchange This project would add traffic cameras, new controllers and conflict monitors with
software to coordinate the signalized interchange timing to be more efficient.
Construction Fall 2020 to Winter 2020. 70% VTA Measure B grant. 30% Local match
from City General Fund.
Staff 150,000
340,000$
3 Big Basin Way/Blaney Trashcan Replacement This project would replace existing DuMor steel trash cans (35) and DuMor recycling
cans (16) that are in poor condition due to rust and deterioration.
Staff 95,000
4 Congress Springs Park Safety Netting This project would replace existing safety netting above the freeway wall preventing
baseballs being hit onto the freeway. The exisiting netting is fraying and the top nets
have shredded.
Staff 65,000
5 Hakone Gardens Neighbor Wood Fence
Replacement
This project would replace the wooden fence at Hakone Gardens along and beyond
the parking lot retaining wall. Existing fence has multiple rotting posts that require
frequent repairs.
Staff 40,000
6 Orchard Irrigation Replacement This project would replace above ground components of the Orchard fixed irrigation
system; primarily, the surface tubing and micro spray heads. This will also allow a
levelling of the mounds that have built up on the rows along the irrigation lines.
Staff 36,000
7 Quarry Park Maintenance Building Utility
Project
This project would provide electrical and water to the quarry shed from exisiting sub-
outs for operational and security light purposes
Staff 25,000
8 Quarry Park Upper Loop Trail This project would expand the trail system within Quarry Park. Work would be done
in-house from July 1, 2020 to June 30, 2021
Staff 25,000
286,000$
10 Saratoga Parking Districts 1-4 ADA
Rehabilitation Plan
Rehabilitation plan to improve infrastructure and accessibility of parking Districts 1-
4.
Staff 70,000
70,000$
11 Storm Drain Master Plan This project will update the City Storm Drain Master Plan by determining the
condition, age, type, and accurate location of all storm drains, drain inlets, outfalls,
and other storm drain facilities operated and mainted by the City. The majority of the
City's storm drain system is between 50 and 100 years old, and in order to plan out
infrastructure needs, it is desirable to have accurate information regarding the
system's operational integrity.
Staff 300,000
12 Citywide Master Plan Project This project would establish a priority project to accumulate funds to fund various
master plans needed by the City.
Staff 50,000
350,000$
1,046,000$ TOTALS
STAFF NOMINATED CIP PROJECT LIST TO UNFUNDED
FY 2020/2021
STREET IMPROVEMENT PROJECTS
TOTAL STREETS NOMINATED FUNDING REQUESTS
PARK & TRAIL IMPROVEMENT PROJECTS
TOTAL PARKS AND TRAILS NOMINATED PROJECTS
FACILITY IMPROVEMENT PROJECTS
TOTAL FACILITY NOMINATED PROJECTS
ADMINISTRATIVE PROJECTS
TOTAL ADMINISTRATIVE NOMINATED PROJECTS
Attachment I
94
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Proclamation Recognizing March 2020 as American Red Cross Month
RECOMMENDED ACTION:
Present a proclamation to a representative of the American Red Cross, Silicon Valley Chapter.
BACKGROUND:
The American Red Cross was established in Washington D.C. Every year the American Red Cross
responds to more than 62,000 disasters across the country and collects nearly 40 percent of the
nation’s blood supply. American Red Cross, Silicon Valley Chapter, has responded to 54 disasters
since July 2019 using nearly 1,600 volunteers.
ATTACHMENTS:
Attachment A:Proclamation for March 2020 as American Red Cross Month
95
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
DECLARING MARCH AS
AMERICAN RED CROSS MONTH 2020
WHEREAS, the American Red Cross was established in 1881 in Washington D.C by Clara
Barton and is now one of the largest humanitarian organizations in the world; and
WHEREAS, the American Red Cross, through its strong network of volunteers, donors, and
partners is always there in times of need by alleviating human suffering; and
WHEREAS, every year the American Red Cross responds to an average of more than
62,000 disasters across the country, including mudslides in California, a volcano in Hawaii,
destructive hurricanes in Florida and the Carolinas, and wildfires in Colorado and California;
WHEREAS, the American Red Cross collects nearly 40 percent of the nation’s blood
supply, provides 24-hour support to military members, veterans and their families, teaches millions
lifesaving skills, such as lifeguarding and CPR, provides international humanitarian aid, and shelters,
feeds, and provides emotional support to victims of disasters; and
WHEREAS, the American Red Cross would like to remember the volunteers, donors, and
heroes in the City of Saratoga who work tirelessly to assist their neighbors in times of need and to
support the American Red Cross, Silicon Valley Chapter; and
WHEREAS, the American Red Cross, Silicon Valley Chapter, has responded to 54 disasters
since July 2019 using nearly 1,600 volunteers and provided food, shelter, and comfort to individuals
and families in need; and
WHEREAS, March 2020 is American Red Cross Month and is dedicated to all of those who
support the American Red Cross and its mission to prevent and alleviate human suffering in the face
of emergencies.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga does
hereby recognize March 2020 as America Red Cross Month and encourage all Saratoga residents to
support this organization and its noble humanitarian mission.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 4th day of March
2020.
___________________________
Howard A. Miller, Mayor
City of Saratoga 96
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Proclamation Recognizing March 2020 as National Women’s History Month
RECOMMENDED ACTION:
Present a proclamation to a former member of the Saratoga City Council.
BACKGROUND:
Since March 1987, Congress has designated March as Women’s History Month. The theme for
the 2020 National Women’s History Month is “Valiant Women of the Vote,” which honors the
brave women who fought to win suffrage rights for women and for the women who continue to
fight for the voting rights of others.
Saratoga has had eighteen women serve on the City Council with many of them serving as Mayor
or Vice Mayor.
ATTACHMENTS:
Attachment A:Proclamation for March 2020 as National Women’s History Month
97
PROCLAMATION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA DECLARING MARCH 2020 AS
NATIONAL WOMEN’S HISTORY MONTH
WHEREAS, since March 1987, Congress has designated the month of March as Women’s
History Month and in 2020 the Library of Congress, National Archives and Records Administration,
National Endowment for the Humanities, National Gallery of Art, National Park Service, Smithsonian
Institution, and United States Holocaust Memorial Museum are joining in commemorating the
celebration of the vital role of women in American history; and
WHEREAS, during Women’s History Month, trailblazers of the past are remembered,
including the women who are not recorded in history books, and their legacies are honored by carrying
forward the valuable lessons learned from the powerful examples they set; and
WHEREAS, the theme for the 2020 National Women’s History Month is “Valiant Women of
the Vote,” which honors the brave women who fought to win suffrage rights for women and for the
women who continue to fight for the voting rights of others; and
WHEREAS, August 2020 is the 100
th Anniversary of the 19th Amendment to the United
States Constitution, which gave women the right to vote; and
WHEREAS, eighteen Saratoga women have served on the Saratoga City Council, with many
of them serving as Mayor or Vice Mayor during their terms; and
WHEREAS, in honor of Saratoga women, all residents are urged to join in this special
observance of Women’s History Month.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does
hereby proclaim and recognize the month of March 2020 as National Women’s History Month and
thanks and honors the women who have served on the Saratoga City Council.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 4th day of
March 2020.
_________________________
Howard A. Miller, Mayor
City of Saratoga
98
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Saratoga Age Friendly Commission Presentation
RECOMMENDED ACTION:
Receive presentation by the Saratoga Age Friendly Commission on the Age Friendly Community
Status.
BACKGROUND:
The City of Saratoga was declared an Age Friendly Community in 2016 by AARP and the World
Health Organization. Since then the Saratoga Age Friendly Commission was formed to develop
and execute the Action Plan. The Saratoga Age Friendly Commission consists of community
stakeholders including a Council Member, the City Manager, Saratoga Area Senior Coordinating
Council Board and Executive Director, Chamber of Commerce, West Valley College, Saratoga
High School, and the Ministerial Association. This presentation is an update on the City’s status
and the next steps in the process.
99
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Regular City Council Meeting on February 19, 2020.
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 Regular City Council Meeting on February 19, 2020
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 1 of 7
MINUTES
WEDNESDAY, FEBRUARY 19, 2020
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:00 p.m., the City Council held a Closed Session in the Linda Callon Conference Room at
13777 Fruitvale Avenue in Saratoga.
At 6:00 p.m., the City Council held a Joint Meeting in Linda Callon Conference Room at 13777
Fruitvale Avenue in Saratoga.
Mayor Miller called the Regular Session to order in the Civic Theater, Council Chambers at
13777 Fruitvale Avenue in Saratoga at 7:03 p.m. and led the Pledge of Allegiance.
Mayor Miller asked to dedicate this meeting as a day of remembrance of the February 19, 1942
President Roosevelt Executive Order 9066 authorizing the evacuation and internment of 120,000
Japanese Americans along the west coast of America.
ROLL CALL
PRESENT:Mayor Howard A. Miller, Vice Mayor Mary-Lynne Bernald,
Council Members Manny Cappello, Yan Zhao, Rishi Kumar.
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, Assistant City Manager
Debbie Bretschneider, City Clerk
Mary Fury, Administrative Services Director
Debra Pedro, Community Development Director
John Cherbone, Public Works Director
Lauren Pettipiece, Public Information Officer
Tony Gonzalez, Code Compliance Officer
REPORT ON POSTING OF THE AGENDA
City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted
on February 14, 2020.
REPORT FROM CLOSED SESSION
Mayor Miller announced that the Closed Session will continue after the Regular Meeting.
REPORT FROM JOINT MEETING
Saratoga Area Senior Coordinating Council Executive Director Tylor Taylor and President Lisa
Oakley spoke about the Joint Meeting discussion, which included a new grant for R.Y.D.E., new
classes for seniors, and new funding for Adult Day Program.
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 2 of 7
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Eleana Yick, League of Women Voters, spoke on Voters Choice Act and Census 2020.
Nancy Kirk, Saratoga Foothill Club, spoke about a fundraiser for the Saratoga Foothill Club
Foundation.
Cheriel Jensen spoke about possible Mountain Winery housing and SB35.
Jeff Klopotic spoke about the Quito Village development.
Mayor Miller asked for an update on the Quito Village development process.
The City Manager reported on the status of the Quito Village development process.
Mayor Miller noted that many cities have taken positions on SB 35 and asked the City Attorney
to provide a City Council newsletter item on SB 35 litigation and how these may or may not
relate to Saratoga.
Mary Ann Welch spoke about asking the CPUC for a San Jose Water Company audit.
Emily Lo spoke about the Hakone Lunar New Year celebration.
ANNOUNCEMENTS
Mayor Miller announced open Commission recruitments, the Hakone Estate Lunar New Year
celebration, the opening of Paint the City voting, and the Community Event Grant program.
CEREMONIAL ITEMS
Commendation for Nancy Howe
Recommended Action:
Present commendation to Santa Clara County Librarian and Executive Director Nancy
Howe.
Mayor Miller and the City Council presented the commendation to Santa Clara County
Librarian and Executive Director Nancy Howe.
SPECIAL PRESENTATIONS
Presentation by the League of Women Voters of Southwest Santa Clara Valley
Recommended Action:
Accept presentation by the League of Women Voters of Southwest Santa Clara Valley on
the Local Election Finance Study II.
Mayor Miller invited public comment on this item.
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 3 of 7
The following people requested to speak.
Emily Lo spoke in favor of the contribution limit and for a ballot measure for term limits.
Mary Ann Welch spoke in appreciation of the League of Women Voters.
No one else requested to speak.
Mayor Miller and the City Council accepted the presentation by the League of Women
Voters of Southwest Santa Clara Valley on the Local Election Finance Study II.
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on February 5,
2020.
BERNALD/CAPPELLO MOVED TO APPROVE THE CITY COUNCIL MINUTES
FOR THE REGULAR CITY COUNCIL MEETING FEBRUARY 5, 2020. MOTION
PASSED. AYES: MILLER, BERNALD, ZHAO, CAPPELLO, KUMAR. 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:
2/4/2020 Period 8; 2/12/2020 Period 8.
BERNALD/CAPPELLO MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 2/4/2020 PERIOD 8;
2/12/2020 PERIOD 8. MOTION PASSED. AYES: MILLER, BERNALD, ZHAO,
CAPPELLO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.3. Final Acceptance of Subdivision Dedication – Subdivision Application No. SDR-1486
Ashley Way
Recommended Action:
Adopt the resolution rescinding the previously rejected Offers of Dedications and accepting
the street dedications within Subdivision SDR-1486.
RESOLUTION 36-B-260
BERNALD/CAPPELLO MOVED TO ADOPT THE RESOLUTION RESCINDING
THE PREVIOUSLY REJECTED OFFERS OF DEDICATIONS AND ACCEPTING
THE STREET DEDICATIONS WITHIN SUBDIVISION SDR-1486. MOTION
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 4 of 7
PASSED. AYES: MILLER, BERNALD, ZHAO, CAPPELLO, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
1.4. Approval of Fundraising Plan for Saratoga Village Town Clock
Recommended Action:
Approve the fundraising plan for Saratoga Village Town Clock and authorize the City
Manager to execute a donation agreement with the Saratoga Village Development Council
(SVDC) for the same.
BERNALD/CAPPELLO MOVED TO APPROVE THE FUNDRAISING PLAN FOR
SARATOGA VILLAGE TOWN CLOCK AND AUTHORIZE THE CITY
MANAGER TO EXECUTE A DONATION AGREEMENT WITH THE SARATOGA
VILLAGE DEVELOPMENT COUNCIL (SVDC) FOR THE SAME. MOTION
PASSED. AYES: MILLER, BERNALD, ZHAO, CAPPELLO, KUMAR. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Vice Mayor Bernald spoke about the Clock Tower.
1.5. Acoustical Study for Saratoga Senior Center
Recommended Action:
Authorize the use of City Council discretionary funds for an agreement to measure and
analyze the acoustical state of the Senior Center’s meeting rooms.
BERNALD/CAPPELLO MOVED TO AUTHORIZE THE USE OF CITY COUNCIL
DISCRETIONARY FUNDS FOR AN AGREEMENT TO MEASURE AND
ANALYZE THE ACOUSTICAL STATE OF THE SENIOR CENTER’S MEETING
ROOMS.MOTION PASSED. AYES: MILLER, BERNALD, ZHAO, CAPPELLO,
KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Council Member Cappello spoke about the Saratoga Senior Center.
2.PUBLIC HEARING
2.1. Weed/Brush Abatement Program Assessment Hearing
Recommended Action:
1. Open the public hearing, accept public testimony and consider amendments to the
assessment report: and
2. Adopt the attached resolution confirming report and assessment of weed/brush abatement
program charges.
Tony Gonzalez, Code Compliance Officer, provided the staff report.
Mayor Miller opened the public hearing.
The following people requested to speak.
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 5 of 7
Mary Ann Welch spoke
No one else requested to speak.
Mayor Miller closed the public hearing.
RESOLUTION 20-005
CAPPELLO/BERNALD MOVED TO OPEN PUBLIC HEARING, ACCEPT PUBLIC
TESTIMONY, CONSIDER AMENDMENTS TO ASSESSMENT REPORT, AND
ADOPT THE RESOLUTION CONFIRMING THE ASSESSMENT REPORT AND
ASSESSMENT OF WEED/BRUSH ABATEMENT PROGRAM CHARGES.
MOTION PASSED. AYES: MILLER, BERNALD, ZHAO, CAPPELLO, KUMAR. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
3.GENERAL BUSINESS
3.1. Saratoga Historical Foundation Signage Request
Recommended Action:
Consider request from Saratoga Historical Foundation to replace signage at the Saratoga
Historical Park at the Saratoga Historical Foundation’s expense.
Crystal Bothelio, Assistant City Manager, provided the staff report.
Mayor Miller invited public comment on this item.
The following people requested to speak:
Annette Stransky, Saratoga Historical Foundation President, spoke.
No one else requested to speak.
BERNALD/YAN MOVED TO APPROVE THE REQUEST FROM SARATOGA
HISTORICAL FOUNDATION TO REPLACE THE SIGNAGE AT THE
SARATOGA HISTORICAL PARK AT THE SARATOGA HISTORICAL
FOUNDATION’S EXPENSE. MOTION PASSED. AYES: MILLER, BERNALD,
ZHAO, CAPPELLO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Mayor Miller thanked the Valley Foundation for their generous donation to the Saratoga
Historical Foundation.
COUNCIL ASSIGNMENTS
Mayor Howard Miller
Council Finance Committee – the Committee discussed the need for a new principal auditors
contract, the Public Works Director asked to use money from the Hillside Reserve for an urgent
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 6 of 7
issue and that request will be on a future Council meeting, there was a discussion about the
Capital Improvement Plan budget process, a report from staff on pension stabilization, and the
Finance Director would like to create a long-term financial plan.
Silicon Valley Clean Energy Authority Board of Directors – the Directors received several,
including that Saratoga rate payers have saved 1.5 million dollars in 2.5 years and reduced
Saratoga’s carbon footprint by 20% and the Authority contracted for a new geothermal plant and
another contract for extended battery capacity.
VTA Board of Directors Meeting – received a report on the environmental impact report on the
Capitol Expressway connector lanes.
Vice Mayor Mary-Lynne Bernald
Association of Bay Area Governments – the meeting included a presentation on housing in the
future, including possible State legislature to remove local control of housing approvals.
Cities Association of Santa Clara County-City Selection Committee – the Committee selected
Gilroy Council Member Fred Tovar to the Santa Clara County Recycling & Waste Reduction
Commission.
Cities Association of Santa Clara County-Legislative Action Committee – the Committee
reviewed upcoming State legislation.
Cities Association of Santa Clara County – the meeting had a presentation on homelessness by
Santa Clara County and there was a discussion of cities adding water efficiency requirements for
new housing developments.
Council Member Yan Zhao
No report
Council Member Manny Cappello
Santa Clara County Housing and Community Development (HCD) Council Committee – Council
Member Cappello was selected as co-chair along with Board of Supervisors President Cindy
Chavez. The advisory committee will have three meetings in March and then will give
recommendations to the Santa Clara County Supervisors.
West Valley Sanitation District – most of the meeting was a closed session and there is nothing
to report.
Council Member Rishi Kumar
No report
CITY COUNCIL ITEMS
Mayor Miller reiterated his request for a Council newsletter item on SB35 litigation.
COUNCIL COMMUNICATIONS
None
CITY MANAGER'S REPORT
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Saratoga City Council Minutes ~ February 5, 2020 ~ Page 7 of 7
None
ADJOURNMENT
BERNALD/CAPPELLO MOVED TO ADJOURN THE REGULAR MEETING AT 8:25
P.M. AND THE CLOSED SESSION AT 9:45 P.M.MOTION PASSED. AYES: MILLER,
BERNALD, ZHAO, CAPPELLO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE.
After the adjournment of the Regular Meeting at 8:25 p.m., the Council continued the Closed
Session in the Linda Callon Conference Room until 9:45 p.m. There was no report from Closed
Session.
Minutes respectfully submitted:
Debbie Bretschneider, City Clerk
City of Saratoga
107
Evangeline Bundang, 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 #
2/19/2020 140502 140565 64 976,474.62 2/19/2020 2/12/2020 140501
2/26/2020 140566 140605 40 137,207.34 2/26/2020 2/19/2020 140565
Accounts Payable checks issued for $20,000 or greater:
Date Check #Dept.Amount
2/19/2020 140517 PW 34,342.00
2/19/2020 140531 PW 52,102.75
2/19/2020 140537 PW Orchard Maintenance 61,691.64
2/19/2020 140538 PS Law Enforcement Feb 2020 506,211.40
2/19/2020 140563 PW 204,785.45
Accounts Payable checks voided during this time period:
AP Date Check #Amount
N/A
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
General
CIP Projects 2019 Pavement Management
Fund Purpose
StatusReason Issued to
Ekim Painting - North, Inc CIP Facility Project CDD Lobby Remodel Project
Wattis Construction Co.
SCC Office of the Sheriff
Matt Novakovich General
Prior Check Register
Checks ReleasedTotal Checks Amount
Issued to
2/19/2020 Period 8; 2/26/2020 Period 8.
PREPARED BY:
Ending
Check #
Mountain Bikers of Santa Cruz CIP Street/Parks Projects Saratoga-Sanborn Trail
Starting
Check #Type of Checks Date
Accounts Payable
Accounts Payable
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:Finance & Administrative Services
108
109
110
111
112
113
114
115
116
117
118
119
SARATOGA CITY COUNCIL
MEETING DATE: March 4, 2020
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Ann Xu, Accountant
SUBJECT: Treasurer’s Report for the Month Ended January 31, 2020
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended January 31, 2020.
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 January 31, 2020, the City had $559,433 in cash deposit at Comerica bank, and $25,804,236 on
deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that
effective July 1, 2019: 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 January
31, 2020 is $26,363,669 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 January 31, 2020, the City’s
financial position (Assets $28.2M, Liabilities $4.3M and Fund Equity $23.9M) remains very strong and
there are no issues in meeting financial obligations now or in the foreseeable future.
Unrestricted Cash
Comerica Bank 559,433$
Deposit with LAIF 25,804,236$
Total Unrestricted Cash 26,363,669$
Cash Summary
120
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 26,363,669$
Plus: Assets 1,837,675
Less: Liabilities (4,345,555)
Ending Fund Balance 23,855,789$
Adjusting Cash to Ending Fund Balance
121
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
include budgeted transfers. These figures will be updated for future reports once the FY 2017/18 independent audit is
Fund Description
Prior Year
Carryforward
7/1/2019
Increase/
(Decrease)
Jul-Dec
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
1/31/2020
General Fund
Restricted Fund Balances:
Environmental Services Reserve 163,182 - - - - - 163,182
Committed Fund Balances:
Hillside Stability Reserve 1,000,000 - - - - - 1,000,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 2,651,287 - - - - 2,620,000 31,287
Carryforwards Reserve 47,647 - - - - - 47,647
Facility Reserve 2,700,000 - - - - - 2,700,000
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - - - 1,000,000
Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000
Compensated Absences Reserve 249,620 - - - - - 249,620
Other Unassigned Fund Balance Reserve (Pre YE distribution)3,717,849 (2,690,846) 4,317,158 1,667,492 - - 3,676,669
General Fund Total 14,679,585 (2,690,846) 4,317,158 1,667,492 - 2,620,000 12,018,406
Special Revenue
Landscape/Lighting Districts 1,621,946 (191,379) 328,025 46,131 - - 1,712,461
Debt Service
Library Bond 932,880 (684,090) 395,441 154,268 - - 489,963
Arrowhead Bond 280,735 (276,292) 88,886 (372,658) - 375,513 90,474
Debt Service 1,213,615 (960,382) 484,327 (218,391) - 375,513 580,437
Internal Service Fund
Liability/Risk Management 579,283 (34,833) 3,440 17,082 - - 530,807
W orkers Compensation 274,917 29,078 2,622 43,657 - - 262,959
Office Support Fund 120,378 24,009 1,027 6,855 - - 138,560
Information Technology Services 391,824 118,604 3,223 50,463 - - 463,188
Vehicle & Equipment Maintenance 266,099 83,952 - 21,938 - - 328,113
Building Maintenance 562,504 252,654 - 71,745 - - 743,413
Vehicle & Equipment Replacement 476,586 106,205 - 1,049 - - 581,741
Technology Replacement 489,683 91,786 - - - - 581,469
Facility FFE Replacement 379,556 120,652 - 4,202 - - 496,006
Internal Service Fund Total 3,540,830 792,106 10,312 216,991 - - 4,126,257
Trust/Agency
WVCWP Agency Fund 500,552 (15,341) 438,522 339,879 - - 583,853
Arrowhead Project Fund 408,605 - - - 375,513 - 784,118
Trust/Agency Fund Total 909,157 (15,341) 438,522 339,879 375,513 - 1,367,972
Capital Project
Street Projects 1,837,863 (1,411,010) 29,275 313,204 675,000 - 817,924
Park and Trail Projects 441,144 (76,908) - 65,351 1,495,000 - 1,793,885
Facility Projects 694,065 (304,836) 7,088 2,845 375,000 - 768,471
Administrative Projects 510,728 (167,436) 4,002 16,543 75,000 - 405,751
Tree Fund Projects 74,569 (682) - 575 - - 73,312
Park In-Lieu Projects 229,701 (14,710) - 1,900 - - 213,090
CIP Grant Street Projects (908,976) 76,677 871,525 78,212 - - (38,987)
CIP Grant Park & Trail Projects 65,341 (87,228) - 64,873 - - (86,759)
CIP Grant Administrative Projects - (71,303) - 15,978 - - (87,282)
Gas Tax Fund Projects 307,618 (255,015) 142,703 4,461 - - 190,845
CIP Fund Total 3,252,052 (2,312,452) 1,054,593 563,942 2,620,000 - 4,050,251
Total City 25,217,186 (5,393,635) 7,071,458 2,955,924 2,995,513 2,995,513 23,855,789
122
completed.
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
include
*Fund balance overdrawn due to authorized spending of anticipated revenues.
budgeted transfers. These figures will be updated for future reports once
CIP Funds/Projects
Prior Year
Carryforward
7/1/2019
Increase/
(Decrease)
Jul-Dec
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
1/31/2020
Street Projects
Annual Road Improvements (153,490) (602,068) 29,275 311,745 - - (1,038,027) *
Roadway Safety & Traffic Calming 35 (33,150) - 1,459 75,000 - 40,426
Prospect/Saratoga Median Improvement 684,926 (489,634) - - - - 195,292
Citywide Signal Upgrade Project Phase II - - - - 100,000 - 100,000
Fruitvale/Allendale Improvement 250,000 (29,478) - - - - 220,522
Annual Infrastructure Maintenance& Repair 37,978 (258,112) - - 250,000 - 29,866
Village Sidewalk, Curb & Gutter - Phase II Construction 15,530 8,000 - - 50,000 - 73,530
EL Camino Grande Storm Drain Pump 372,734 (1,710) - - - - 371,024
Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000
Quito Road Sidewalk Improvements 43,370 - - - - - 43,370
Saratoga/Sunnyvale Road Sidewalk - 92,158 - - - - 92,158
Fourth Street Bridge Widening 99,837 - - - - - 99,837
Quito Road Bridge Replacement 119,063 - - - - - 119,063
Quito Road Bridge - ROW Acquisition 32,237 (194) - - - - 32,042
Annual Retaining Wall Maintenance & Repairs 192,899 (96,821) - - 200,000 - 296,078
Underground Project 98,744 - - - - - 98,744
Total Street Projects 1,837,863 (1,411,010) 29,275 313,204 675,000 - 817,924
Parks & Trails Projects
Park/Trail Repairs 60,571 (47,397) - 5,365 100,000 - 107,809
Park & Trail Safety Improvement - - - - 40,000 - 40,000
Hakone Gardens Infrastructure Improvements 38,848 (1,300) - - - - 37,548
Guava/Fredericksburg Entrance 45,521 (158) - 1,066 50,000 - 94,297
Saratoga Village to Quarry Park Walkway - Design 31,584 - - - 175,000 - 206,584
Saratoga to Sea Trail - Construction 264,619 (28,052) - 58,920 1,130,000 - 1,307,647
Total Parks & Trails Projects 441,144 (76,908) - 65,351 1,495,000 - 1,793,885
Facility Projects
CDD/PW Lobby Remodel 137,363 (5,505) - 605 165,000 - 296,253
Civic Theater Improvements 95,667 6,141 7,088 990 - - 107,905
Bocce Ball Court 258,450 (258,450) - - - - -
Preschool Turf Conversion - - - - 25,000 - 25,000
Senior Center Entrance Remodel 197,585 - - 1,250 - - 196,335
Community Center Improvement - (52,022) - - 185,000 - 132,978
Library Building Exterior Maintenance 5,000 5,000 - - - - 10,000
Total Facility Projects 694,065 (304,836) 7,088 2,845 375,000 - 768,471
Administrative and Technology Projects
City Website/Intranet 16,948 - - - - - 16,948
Development Technology 88,556 940 4,002 - - - 93,498
Trak-It Upgrade - 360 - - - - 360
LLD Initiation Match Program 25,000 - - - - - 25,000
Horseshoe Beautification 21,950 (1,125) - 225 - - 20,600
Citywide Accessibility Assessment 100,364 (31,322) - 3,261 - 65,781
City Art Program - (10,390) - 8,442 25,000 - 6,169
General Plan Update 219,019 (125,898) - 4,616 - - 88,504
Risk Management Project Funding 38,891 - - - 50,000 - 88,891
Total Administrative and Technology Projects 510,728 (167,436) 4,002 16,543 75,000 - 405,751
123
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
*Fund balance overdrawn due to authorized spending of anticipated revenues.
CIP Funds/Projects
Prior Year
Carryforward
7/1/2019
Increase/
(Decrease)
Jul-Dec
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
1/31/2020
Tree Fund Projects
Citywide Tree Planting Program 50,444 (682) - 575 - - 49,187
Tree Dedication Program 24,125 - - - - - 24,125
Total Tree Fund Projects 74,569 (682) - 575 - - 73,312
CIP Grant Street Projects
Prospect/Saratoga Median Improvement (908,392) - 867,392 - - - (41,000) *
Citywide Signal Upgrade II (76,435) 76,677 - 78,212 - - (77,971) *
Saratoga Ave Sidewalk 50,261 - - - - - 50,261
Village Sidewalk, Curb & Gutter - Phase II Construction 1,834 - - - - - 1,834
Saratoga Village Crosswalk & Sidewalk Rehabilitation 3,141 - 1,062 - - - 4,202
4th Street Bridge 1,704 - - - - - 1,704
Quito Bridge Replacement 19,029 - - - - - 19,029
Quito Road Bridges - ROW Acquisition (118) - 3,072 - - - 2,954
Total CIP Grant Street Projects (908,976) 76,677 871,525 78,212 - - (38,987)
CIP Grant Park & Trail Projects
Saratoga to the Sea Trail - Design 65,341 (87,228) - 64,873 - - (86,759) *
Total CIP Grant Park & Trail Projects 65,341 (87,228) - 64,873 - - (86,759)
CIP Grant Administrative Projects
CDD SOFTWARE/ADA - (71,303) - 15,978 - - (87,282) *
Total CIP Grant Administrative Projects - (71,303) - 15,978 - - (87,282)
Park In-Lieu Projects
Park & Trail Safety Improvement 44 - - - - - 44
Quito/Pollard Open Space 20,454 (14,710) - 1,900 - - 3,843
Hakone Gardens Infrastructure 120,000 - - - - - 120,000
Saratoga Village to Quarry Park Walkway - Design 73,811 - - - - - 73,811
Unallocated Park In-Lieu Funds 15,392 - - - - - 15,392
Total Park In-Lieu Projects 229,701 (14,710) - 1,900 - - 213,090
Gas Tax Fund Projects
Annual Roadway Improvements 34,229 (160,042) 142,703 4,398 - - 12,492
Prospect/Saratoga Median Improvements 145,555 (94,974) - 63 - - 50,519
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 307,618 (255,015) 142,703 4,461 - - 190,845
Total CIP Funds 3,252,052 (2,312,452) 1,054,593 563,942 2,620,000 - 4,050,251
124
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
125
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 2.40
2019 2.55 2.57 2.45 2.29
Quarterly Apportionment Rates
Local Agency Investment Fund
126
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:Public Works Department
PREPARED BY:John Cherbone, Public Works Director
SUBJECT:Hillside Emergency Repairs -Budget Amendment
RECOMMENDED ACTION:
Authorize the City Manager to use Hillside Reserve funds in the amount of $500,000 for hillside
repairs.
BACKGROUND:
Staff is requesting the use of Hillside Reserve funds in the amount of $500,000 for emergency
repairs on Mt Eden Road and Continental Circle. In order to repair these areas before next
winter it is imperative that work begin as soon as possible. Work at both locations will be
completed by October.
A budget resolution transferring $500,000 from the Hillside Repair Fund to the Capital Budget is
attached (Attachment A). Approval of the resolution will create two new capital projects that will
authorize expenditures for the repair work.
The Finance Committee reviewed the funding request at their February 19th meeting and
requested staff consider using the remaining unencumbered balance of the Annual Retaining
Wall Maintenance & Repairs project fund to reduce the impact on the Hillside Reserve. The
remaining balance of the Annual Retaining Wall Maintenance & Repairs project fund is
approximately $40,000 which may be needed between now and the end of the fiscal year. Staff
is recommending the entire amount needed for the repair work be funded from the Hillside
Reserve funds.
1)Mt Eden Road Erosion Repair
Stabilization of Mt. Eden Rd shoulder where it has been eroded by Calabazas Creek
(Attachment B).
Rock rip rap will be used to stabilize the creek bank and protect the roadway. The
127
construction will also require permitting, as it takes place within banks of Calabazas
Creek.
Estimated Cost $175,000
2)Continental Circle Stabilization
Stabilization of Continental Circle to prevent further damage to road, including
repair/replace existing retaining wall and culvert (Attachment C).
The distressed roadway will be stabilized by removing and replacing the poorly
compacted fill and failing retaining wall. A new storm drain will also be installed to
replace the one damaged by the landslide.
Estimated Cost $325,000
ATTACHMENTS:
Attachment A - Budget Resolution
Attachment B – Photo Mt Eden Road
Attachment C – Photo Continental Circle
128
RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO CREATE TWO NEW CIP HILLSIDE STABILIZATION REPAIR PROJECTS
WITH FUNDING FROM THE HILLSIDE STABILITY RESERVE
WHEREAS, Mt. Eden Road and Continental Circle have been undermined by erosion
and landslides respectively thereby making the roadways unstable; and
WHEREAS, the City Council desires to maintain the City’s hillside roadways and
retaining walls and has set aside funds in the Hillside Stability Reserve “for unanticipated or
unforeseen emergency or extraordinary costs related to hillside degradation, inclusive of slide
prevention and mitigation, slide repair, and associated drainage and roadwork”, and
WHEREAS, the City Council desires to utilize this Fund Balance Reserve for the Mt.
Eden Road and Continental Circle projects to complete the work without delay, and
WHEREAS,it is necessary to set up new CIP projects in the budget for the Mt. Eden
Road Erosion Repair and Continental Circle Landslide Stabilization, and
WHEREAS, it is necessary to adjust the Fiscal Year 2019/20 Operating and Capital
Improvement Budget as follows;
Account Description Account Number Increase Decrease
To appropriate the transfer out of the General Fund’s Hillside Stability Reserve to the Mt.
Eden Road Erosion Repair CIP project :
Transfer Out 111.8101.99999 $ 175,000
To appropriate the transfer in of funding and increase the expenditure appropriations for the
Mt. Eden Road Erosion Repair CIP project:
Transfer in 411.xxxx-xxx.49999 $ 175,000
Expenditure 411.xxxx-xxx.81161 $ 175,000
To appropriate the transfer out of the General Fund’s Hillside Stability Reserve to the
Continental Circle Landslide Stabilization CIP project :
Transfer Out 111.8101.99999 $325,000
To appropriate the transfer in of funding and increase the expenditure appropriations for the
Continental Circle Landslide Stabilization CIP project:
Transfer in 411.xxxx-xxx.49999 $325,000
129
Expenditure 411.xxxx-xxx.81161 $325,000
NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of
Saratoga hereby approves setting up new Mt. Eden Road Erosion Repair and Continental Circle
Landslide Stabilization CIP Projects in Fiscal Year 2019/20 and approves the above adjustments
to the Fiscal Year 2019/20 Operating and Capital Improvement 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 the 4
th day of March, 2020 by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Howard A. Miller, Mayor
City of Saratoga
Attest:
_______________________
Debbie Bretschneider, City Clerk
130
Attachment B – Mt. Eden Road
131
Attachment C – Continental Circle
132
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:Public Works Department
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:Contract with Cotton, Shires and Associates, Inc. to Prepare a Roadway
Stabilization Design for Continental Circle
RECOMMENDED ACTION:
1.Approve design contract with Cotton, Shires and Associates, Inc. (CSA)for Continental
Circle roadway stabilization, in the amount of $29,900, and authorize the City Manager to
execute the same.
2.Authorize staff to execute change orders to the contract up to $3,000.
BACKGROUND:
In 2019, Cotton, Shires and Associates, Inc. (CSA) investigated the distressed roadway located
between 21439 and 21451 Continental Circle. Through their investigation, they determined that
the underlying ground movement had caused significant distress to the roadway, the concrete
curb, and the adjacent stormwater drop inlet box. The stormwater which is now escaping through
the cracks in the back of the drop inlet box has been corroding and delaminating the soldier pile
beams at the base of the retaining wall which runs along the outside edge of Continental Circle.
City Staff received a proposal in the amount of $29,900 from CSA to prepare a comprehensive
roadway stabilization design.
FISCAL STATEMENT:
The cost of this design will be funded from the Annual Retaining Wall Maintenance & Repairs
project fund.
ATTACHMENTS:
Attachment A –Continental Circle Stabilization Contract
133
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Cotton, Shires and Associates, Inc.
Continental Circle - Landslide Roadway Stabilization
Cotton, Shires and Associates, Inc.
Continental Circle - Landslide Roadway Stabilization
03/04/2020 06/30/2021
29,900.00
✔
✔1
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Cotton, Shires and Associates, Inc.
Continental Circle - Landslide Roadway Stabilization
Cotton, Shires and Associates, Inc.
David Schrier
330 Village Lane
Los Gatos, CA 95030
1-408-354-5542
1-408-354-1852
dschrier@cottonshires.com
BUS-007609
Public Works
Emma Burkhalter
13777 Fruitvale Avenue
Saratoga, CA 95070
1-408-868-1274
1-408-868-1274
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135
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✔
1) Indemnification AND 2) General Conditions and DIR Reporting
Geotechnical Exploration and Slope Inclinometers
at Mt. Eden Road and Pierce Road
136
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Cotton, Shires and Associates, Inc.
Continental Circle - Landslide Roadway Stabilization
✔1
137
NorthernȱCaliforniaȱOfficeȱ CentralȱCaliforniaȱOfficeȱ SouthernȱCaliforniaȱOfficeȱ
330ȱVillageȱLaneȱ 6417ȱDogtownȱRoadȱ 699ȱHampshireȱRoad,ȱSuiteȱ101ȱ
LosȱGatos,ȱCAȱ95030Ȭ7218ȱ SanȱAndreas,ȱCAȱ95249Ȭ9640ȱ ThousandȱOaks,ȱCAȱ91361Ȭ2352ȱ
(408)ȱ354Ȭ5542ȱ•ȱFaxȱ(408)ȱ354Ȭ1852 (209)ȱ736Ȭ4252ȱ•ȱFaxȱ(209)ȱ736Ȭ1212 (805)ȱ370Ȭ8710ȱ
www.cottonshires.com
COTTON,ȱSHIRESȱANDȱASSOCIATES,ȱINC.
ȱCONSULTINGȱENGINEERSȱANDȱGEOLOGISTS
RevisedȱFebruaryȱ18,ȱ2020ȱ
Julyȱ25,ȱ2019ȱ
E5229Aȱ
ByȱEmailȱ(eburkhalter@saratoga.ca.us)ȱȱEmmaȱBurkhalterȱ
AssistantȱEngineerȱ
CITYȱOFȱSARATOGAȱ
13777ȱFruitvaleȱAvenueȱ
Saratoga,ȱCaliforniaȱ95070ȱ
SUBJECT:ȱ ProposalȱforȱGeotechnicalȱServicesȱ
RE:ȱ LandslideȱRoadwayȱStabilizationȱ–ȱContinentalȱCircleȱ
Saratoga,ȱCaliforniaȱ
DearȱMs.ȱBurkhalter:ȱ
Cotton, Shires and Associates, Inc. (CSA) is pleased to provide the City of Saratoga
(the City) with this proposal for geotechnical services. CSA has recently investigated a
distressed section of roadway on Continental Circle by means of topographic surveying,
engineering geologic mapping, subsurface investigation, laboratory testing, and a
structural evaluation.
We understand that the City would like CSA to develop our recommended
roadway stabilization design to stabilize the roadway (remove and replace the poorly
compacted fill and the failing retaining wall); prepare design drawings and technical
specifications; and prepare a construction cost estimate.
We propose to develop the selected stabilization concept, contract with a structural
engineer for a soldier pile wall design, prepare drawings and specifications, prepare a
rough construction cost estimate, and consult with the City. Future phases could include
construction observation and testing services.
We propose the following Scope of Work, Schedule, and Fee.
I. DesignȱandȱDrawingȱPreparation
A. Engineeringȱ Designȱ –ȱ Weȱ willȱ developȱ aȱ designȱ toȱ removeȱ and
replaceȱ theȱ poorlyȱ compactedȱ fillȱ andȱ theȱ failingȱ retainingȱ wall,
Contractor: Cotton, Shires and Associates, Inc. Project Name: Continental Circle - Landslide Roadway Stabilization
Exhibit A-1 Page 1 of 5
138
Ms.ȱEmmaȱBurkhalter RevisedȱFebruaryȱ18,ȱ2020,ȱȱ
Julyȱ25,ȱ2019ȱ
Pageȱ2 E5229A
COTTON,ȱSHIRESȱANDȱASSOCIATES,ȱINC.ȱ
includingȱ determiningȱ limitsȱ andȱ depthȱ ofȱ excavation.ȱȱWeȱ willȱ alsoȱ
evaluateȱ howȱ toȱ terminateȱ theȱ endsȱ ofȱ theȱ wallȱ withȱ theȱ existingȱ
drivewaysȱandȱwalls.ȱ
B. Structuralȱ EngineerȱȬȱWeȱ willȱ contractȱ withȱ aȱ structuralȱ engineerȱ to
designȱtheȱreplacementȱsoldierȱpileȱretainingȱwall.
C. Preparationȱ ofȱ Drawingsȱ andȱ Technicalȱ SpecificationsȱȬȱWeȱ will
prepareȱ andȱ submitȱ signedȱ drawingsȱ andȱ technicalȱ specifications
(incorporatedȱ withinȱ theȱ drawings)ȱ forȱ theȱ stabilizationȱ ofȱ the
roadwayȱsuitableȱforȱcontractorsȱtoȱsubmitȱcompetitiveȱbids.
II. Engineersȱ Constructionȱ Costȱ EstimateȱȬȱWeȱ willȱ calculateȱquantities,ȱ and
basedȱ onȱ previousȱ unitȱ costsȱ providedȱ byȱ contractorsȱ fromȱ similar
projectsȱweȱwillȱprepareȱanȱengineers’ȱconstructionȱcostȱestimate.
III. Consultationȱ Ȭȱ Weȱ willȱ consultȱ withȱ theȱ Cityȱ throughoutȱ theȱ project,ȱ to
provideȱupdatesȱonȱourȱprogressȱandȱtoȱrequestȱCityȱinput,ȱincludingȱhow
toȱ bestȱ conformȱ theȱ replacementȱ wallȱ withȱ theȱ existingȱ wallsȱ supporting
theȱneighboringȱdriveways.
SCHEDULEȱ
Weȱanticipateȱthatȱtheȱaboveȱdescribedȱscopeȱincludingȱdevelopingȱaȱdesign,ȱandȱ
preparingȱ drawingsȱ willȱ takeȱ approximatelyȱ sevenȱ toȱ nineȱ weeksȱ toȱ completeȱ fromȱ theȱ
dateȱofȱauthorizationȱtoȱproceedȱ(TasksȱIȱthroughȱIII).ȱȱȱ
FEEȱ
Weȱ proposeȱ toȱ invoiceȱ theȱ Cityȱ forȱ ourȱ servicesȱ onȱ aȱ timeȬandȬexpensesȱ basisȱ inȱ
accordanceȱ withȱ ourȱ attachedȱ Scheduleȱ ofȱ Charges.ȱȱWeȱ estimateȱ thatȱ theȱ followingȱ feesȱ
forȱtheȱcorrespondingȱtasksȱwillȱbe:ȱ
Taskȱ EstimatedȱCostȱ
I. –ȱDesignȱandȱDrawingȱPreparation $25,900ȱ
II. –ȱEngineer’sȱConstructionȱCostȱEstimate $2,500ȱ
III.ȬȱConsultation $1,500ȱ
Contractor: Cotton, Shires and Associates, Inc. Project Name: Continental Circle - Landslide Roadway Stabilization
Exhibit A-1 Page 2 of 5
139
Ms.ȱEmmaȱBurkhalter RevisedȱFebruaryȱ18,ȱ2020,ȱȱ
Julyȱ25,ȱ2019ȱ
Pageȱ3 E5229A
COTTON,ȱSHIRESȱANDȱASSOCIATES,ȱINC.ȱ
Weȱ willȱ invoiceȱ theȱ Cityȱ forȱ ourȱ servicesȱ onȱ aȱ timeȬandȬexpensesȱ basisȱ inȱ
accordanceȱwithȱtheȱattachedȱScheduleȱofȱChargesȱ(minusȱaȱ10%ȱCityȱofȱSaratogaȱdiscountȱ
offȱ personnelȱ time)ȱ forȱ Tasksȱ Iȱ throughȱ IIIȱ listedȱ aboveȱ forȱ aȱ totalȱ amountȱ notȬtoȬexceedȱ
$29,900ȱwithoutȱpriorȱwrittenȱapproval.ȱ
AGREEMENT
If you agree with the Scope of Work, Schedule, and Fee outlined above, as well as
the attached Schedule of Charges, Limitations, and Terms, please sign one copy of this
proposal and return it to our office. Receipt of the signed proposal will constitute
authorization for us to proceed.
We look forward to providing you with the professional services discussed above.
If you have any questions, or need additional information, please contact us.
Veryȱtrulyȱyours,ȱ
COTTON,ȱSHIRESȱANDȱASSOCIATES,ȱINC.ȱ
DavidȱT.ȱSchrierȱ
PrincipalȱGeotechnicalȱEngineerȱȱ
ReviewedȱBy:ȱ
AndrewȱMead,ȱPrincipalȱEngineeringȱGeologistȱȱ
ApprovedȱandȱAuthorizedȱByȱȱȱȱȱȱ ȱȱȱȱȱȱȱDateȱ
DTS:AM:st
Attachment:ȱScheduleȱofȱCharges,ȱLimitationsȱandȱTermsȱ
Contractor: Cotton, Shires and Associates, Inc. Project Name: Continental Circle - Landslide Roadway Stabilization
Exhibit A-1 Page 3 of 5
140
COTTON, SHIRES AND ASSOCIATES, INC.
SCHEDULE OF CHARGES, LIMITATIONS AND TERMS FOR PROFESSIONAL SERVICES (Page 1 of 2)
January 2020
Personnel Charges
Senior Principal Engineer/Geophysicist $ 310/hr
Principal Geologist/Engineer $ 260/hr
Supervising Geologist/Engineer $ 215/hr
Senior Geologist/Engineer $ 190/hr
Senior GIS Specialist $ 175/hr
Senior Staff Geologist/Engineer $ 165/hr
Staff Geologist/Engineer $ 150/hr
Field/Laboratory Technician $ 125/hr
Technical Illustrating $ 120/hr
Clerical/Accounting $ 90/hr
Equipment and Supply Charges
Drone System $210/day
Inclinometer System $ 210/day
Piezometer Data Acquisition System $ 105/day
Total Station Surveying Equipment $ 310/day
GPS Surveying Equipment $ 410/day
Nuclear Moisture/Unit Weight Gauge $ 155/day
Rope Climbing Safety Equipment $ 260/day
Multi-Channel Seismograph System and ReMi $ 310/day
Vehicle Mileage (or Current IRS Approved Rate) $ .575/mi
Aircraft Mileage (or Current GSA Approved Rate) $1.21/nmi
Photocopying (B&W-Color) $ .20-.50/copy
Engineering (Large Format) Copier $ .50/ft2
Computer Assisted Color Plotting $ 12/sq. ft.
Expert Witness Consultation Charges
Expert witness testimony for court appearances and binding arbitrations
shall be charged on a daily basis (minimum one-half day increments) at a
rate of $4,120 per day. Deposition testimony shall be charged at a rate of
$515 per hour (minimum one hour charge). Preparation time for
depositions or court appearances shall be charged on a time-and-expense
basis in accordance with the Personnel, Equipment, and Expense charges
listed herein.
Laboratory Testing and Geophysical Service Charges
Laboratory testing and geophysical services shall be charged on a time-
and-materials basis in accordance with the Personnel, Equipment, and
Expense charges listed herein.
Laboratory samples shall be stored for 60 days after the date of final
report submittal unless special arrangements are made for longer
storage.
Expense Charges (Receipted Costs Plus 15%)
• Travel expenses including air fare, lodging, vehicle rental, etc.
(either actual receipted costs plus 15% for meals or a flat
subsistence charge of $72 per diem for overnight stay shall be
charged in addition to the lodging cost)
• Excavation subcontractors and expendable field supplies
• Reproduction of drawings
• Film, film development, and photograph printing
• Special fees, permits, insurance, etc.
• Conference call telephone costs
• Special mail service (air, electronic, courier, etc.)
• Special equipment rental
• Special consultant fees
Limitations and Terms for Professional Services
AGREEMENT – This Schedule of Charges, Limitations and Terms for Professional Services as an attachment to a signed Proposal or Client Contract
constitutes an “Agreement” between COTTON, SHIRES AND ASSOCIATES, INC. (CSA) and the Client. Client has authorized commencement of the
work under this Agreement by signing the “Approved by” section of the Proposal or Contract. The Agreement is hereby incorporated and made part
of the Contract between the parties. In consideration of the mutual Agreement set forth herein and intending to be legally bound, the parties hereto
agree as to the following:
Invoicing and Payment – Client shall pay CSA compensation as outlined in the Proposal or at the rates determined in the above Schedule of
Charges and according to the payment terms below. Invoices may be prepared and submitted by CSA on a monthly basis or when the work is
completed, at CSA’s option. Payment is due upon receipt and is past due thirty (30) days from date of invoice. A service charge of 1.5% per month,
or the maximum amount allowed by law, will be charged on past due accounts. Payments by Client will thereafter be applied first to accrued interest
and then to the principal unpaid balance. Any attorney fees, court costs, or other costs incurred in collection of delinquent accounts shall be paid by
the Client. If payment of invoices is not current, CSA may suspend performing further work at no liability to CSA.
Relationship between CSA and Client – CSA is retained by the Client to investigate and to consult with the Client regarding the Project, as
defined in the Proposal. Client shall provide CSA in writing with all information relevant to the Project and shall advise CSA of any condition known
to Client that may affect CSA’s performance under this Agreement. CSA’s services are for the benefit of the Client, but Client recognizes that the
extent of those services is limited by the time-frame chosen and the funds expended by the Client for the investigation. CSA has no responsibility for
the work product of any independent consultants required for the Client’s Project, nor for completeness, adequacy, or quality of said independent
consultants’ work, or specialty work.
Information Provided by Client – CSA and the Client shall discuss and agree upon the information needed for rendering of services
hereunder. The Client agrees to provide to CSA all such information as agreed to be necessary. With respect to such information, the Client
understands and agrees that CSA will rely solely upon the Client to ensure the accuracy and completeness thereof, as the Client recognizes that it is
impossible for CSA to assure the accuracy, completeness and sufficiency of such information.
Ownership of Documents and Proprietary Information – This proposal and all documents, including, but not limited to, drawings,
specifications, computer disks, reports, calculations, and estimates, prepared by CSA in connection with this Agreement (“CSA Confidential
Information”) are instruments of service and are intended for the sold use of the recipient hereof, and may not, except as otherwise described herein,
be disclosed, distributed, or disseminated in any form without the prior written consent of CSA. The CSA Confidential Information is and shall
remain the sole property of CSA. Client may distribute documents generated by CSA in connection with CSA’s services under this Agreement to
third parties, provided that said third party agrees in writing to be bound by the confidentiality and ownership of documents provisions of this
Agreement. The terms of this Section shall survive the termination of this Agreement.
Contractor: Cotton, Shires and Associates, Inc. Project Name: Continental Circle - Landslide Roadway Stabilization
Exhibit A-1 Page 4 of 5
141
CSA SCHEDULE OF CHARGES, LIMITATIONS AND TERMS FOR PROFESSIONAL SERVICES (Page 2 of 2)
Public Liability -- COTTON, SHIRES AND ASSOCIATES, INC. is a California Corporation protected by Worker's Compensation Insurance
(and/or Employer's Liability Insurance), and by Public Liability Insurance for bodily injury and property damage, and will furnish certificates thereof
upon request. We assume the risk of damage to our own supplies and equipment. If your contract or purchase order places greater responsibilities
upon us or requires further insurance coverage, we, if specifically directed by you, will procure additional insurance (if procurable) to protect us at
your expense, but we shall not be responsible for property damage from any cause, including fire and explosion, beyond the amounts of coverage of
our insurance.
Standard of Care and Professional Liability -- In performing professional services, CSA shall use that degree of care and skill ordinarily
exercised under similar circumstances by members of our profession at the time the services are performed. No other representation or warranty,
express or implied, is made or intended in this Agreement, by our proposal for consulting services, by our furnishing oral opinion or written reports,
or by our inspection or work. However, should we or any of our professional employees be found to have been negligent in the performance of
professional services or to have made and breached any express or implied warranty, you agree that the maximum aggregate amount of your
recovery against us and/or said professional employees shall be limited to $50,000 or the amount of the fee paid us for professional services as
computed under the SCHEDULE OF CHARGES, whichever amount is greater. Moreover, client agrees to indemnify us against damages in excess of
$50,000 or the amount of our fee, whichever amount is greater, arising from suits brought against us by third parties, in connection with our work
performed on your project.
Notices -- All notices in writing to be given hereunder by either party to the other party shall be served by letter or sent by facsimile.
Assignment -- Neither this agreement nor the benefits or obligations under this Agreement shall be sold, assigned or transferred by either
party to any third parties including subsidiary or affiliated companies without the prior written approval of the other party, with such approval not
to be unreasonably withheld by either. In the event the approval is given by either for assignment or transfer, such an approval shall not relieve
either from any liability and/or responsibility under the Agreement.
Termination/Cancellation -- Client and CSA will have the right to terminate this Agreement for their convenience by giving ten (10) days
prior written notice. After termination, CSA will be reimbursed for services rendered and necessary expenses incurred to the termination date upon
submission to Client of detailed supporting invoices. The obligations of paragraphs 3, 4, and 6 remain in effect after termination.
Change in Scope of Work -- If, during the performance of the work under this Agreement, it is determined that the scope of work has
expanded or changed such that additional expenditures are required, the client shall be notified and approval from the client shall be received prior to
the performance of the additional services.
Dispute Resolution -- CSA and Client recognize that disputes arising under this Agreement are best resolved at the working level by the
parties directly involved. Both parties are encouraged to be imaginative in designing mechanism and procedures to resolve disputes at this level.
Such efforts shall include the referral of any remaining issues in dispute to higher authority within each participating party’s organization for
resolution. Failing resolution of conflicts at the organizational level, CSA and Client agree that any remaining conflicts arising out of or relating to
this Agreement shall be submitted to non-binding mediation unless CSA and Client mutually agree otherwise. If the dispute is not resolved through
non-binding mediation, then the parties may take other appropriate action subject to the other terms of this Agreement. Neither party shall hold the
other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents or other events beyond the reasonable
control of the other party, its employees or agents. Should litigation or arbitration occur between the parties relating to the provisions of this
Agreement, all litigation or arbitration expenses, collection expenses, witness fees, court costs and attorneys’ fees reasonably incurred by the
prevailing party shall be paid by the non-prevailing party.
Governing Law -- The validity, performance, and construction of this Agreement, and the relationship between Client and CSA shall be
governed and interpreted in accordance with the substantive laws of California, United States of America, without regard to its choice of law rules.
This Agreement shall be construed as to its fair and not strictly for or against either party.
Jobsite Safety – Neither the professional activities of CSA, nor the presence of CSA employees and CSA subconsultants at a construction
site, shall relieve the contractor and any other entity of their obligations, duties and responsibilities including, but not limited to, construction means,
methods, sequence, techniques or procedures necessary for performing, superintending or coordinating all portions of the Work of construction in
accordance with the contract documents and any health of safety precautions required by any regulatory agencies. CSA and its personnel have no
authority to exercise any control over any construction contractor or other entity or their employees in connection with their work or any health or
safety precautions. The Client agrees that the general contractor and its various subcontractors are solely responsible for jobsite safety, and warrants
that this intent shall be made evident where appropriate in the Client’s agreements with other contractors. If the Client is a Contractor or
Subcontractor on the Project, the Client also agrees that the Client, CSA, and CSA’s consultants shall be indemnified and shall be made additional
insureds under the client’s general liability insurance policy; in other cases, the Client agrees to arrange for this indemnification and additional
insureds under the General Contractor’s general liability insurance policy.
Field Exploration -- Unless otherwise agreed, the client shall furnish right-of-entry on land for planned field operations. The client shall
also provide CSA with locations and depths of buried utilities and structures. CSA shall take responsible precautions to minimize damage to land
from use of equipment, but our fee does not include cost of restoration of damage resulting from our exploration operations. CSA shall not be liable
for damage or injury arising from damage to subterranean structures (pipes, tanks, telephone cables, etc.) which are not called to our attention and
correctly shown on plans furnished to us.
Miscellaneous – In the event of any litigation or proceeding involving CSA and Client, the prevailing party shall be entitled to recover its
reasonable legal fees, expert fees, and normal employee rates and associated costs from the non-prevailing party. Failure by Client to object to any of
the terms and conditions contained in this Agreement before the commencement of services by CSA will be deemed an acceptance of such terms and
conditions. Notwithstanding anything to the contrary in this Agreement, CSA and Client agree that neither party shall be liable for any special,
indirect, consequential, lost profits, or punitive damages. If any term, condition, or provision of this Agreement is found unenforceable by a court of
law or equity, this Agreement shall be construed as though that term, condition, or provision did not exist, and its unenforceability shall have no
effect whatsoever on the rest of this Agreement.
Contractor: Cotton, Shires and Associates, Inc. Project Name: Continental Circle - Landslide Roadway Stabilization
Exhibit A-1 Page 5 of 5
142
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Continental Circle - Landslide Roadway Stabilization
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10. WORK PRODUCT AND RECORDS
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11. CONFIDENTIAL INFORMATION&RQVXOWDQWVKDOOKROGDQ\FRQILGHQWLDO
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13.4 Acknowledgement.&RQVXOWDQWDFNQRZOHGJHVWKDWLWVREOLJDWLRQSXUVXDQWWRWKLV
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20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV
H[HFXWLQJWKLVDJUHHPHQWDQGQRWIRUWKHEHQHILWRIDQ\RWKHULQGLYLGXDOHQWLW\RUSHUVRQ
21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV
DJUHHPHQWVKDOOFRQVWLWXWHDZDLYHURIDQ\ULJKWVRUREOLJDWLRQVDULVLQJXQGHUWKLV
DJUHHPHQW7KHIDLOXUHE\WKH&LW\WRHQIRUFHDQ\RI&RQVXOWDQW¶VREOLJDWLRQVRUWR
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VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU
-End of Exhibit C-
Cotton, Shires and Associates, Inc.
Continental Circle - Landslide Roadway Stabilization
156
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 1 of 8
Exhibit E – Special Requirements
Supplemental Provisions – Indemnification
Exhibit C, Section 13.0, 13.1, 13.2 is replaced in its entirety with the following:
13. INDEMNIFICATION.Consultant and City Agree that City, its employees, agents and officials
shall be protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorney’s fees,
litigation costs, defense costs, court costs or any other cost incurred in relation to, as a consequence
of or arising out of or in any way attributable, to the negligent, reckless, or willful misconduct in,
performance of this agreement as set forth below. Accordingly, the provisions of this indemnity
provision are intended by the parties to be interpreted and construed to provide the fullest protection
possible under the law to the City. Consultant acknowledges that City would not enter into this
agreement in the absence of the commitment of Consultant to indemnify and protect City as set forth
below.
13.1 General Indemnity.To the fullest extent permitted by law, Consultant shall indemnify and
hold harmless City, its employees, agents and officials, from any liability, damages, losses, expenses
or costs (including, without limitation, costs and fees of alternative dispute resolution and litigation)
of any kind whatsoever to the extent incurred in relation to, as a consequence of or arising out of or in
any way attributable to negligence, recklessness, or willful misconduct of the Consultant, or its
employees, agents, or subcontractors for whom Consultant is legally liable. All obligations under this
provision are to be paid by Consultant as they are incurred by the City.
13.2 Duty to Defend: As respects claims other than Professional Liability.In addition to
Consultant's obligation to indemnify City, Consultant shall defend, in all legal, equitable,
administrative, or special proceedings, with counsel approved by the City, the City and its
councilmembers, officers, and employees, immediately upon tender to Consultant of the claim in any
form or at any stage of an action or proceeding, whether or not liability is established. An allegation
or determination that persons other than Consultant are responsible for the claim does not relieve
Consultant 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 defense counsel if Consultant 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 solely by the negligence or willful misconduct of an indemnified
party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys' fees and
defense costs in proportion to the established comparative liability of the indemnified party.
Regarding Professional Liability Claims, Consultant shall have no upfront duty to defend the Client
(including it officers, directors, employees, etc), but shall reimburse Client its legal fees and defense
costs to the extent ultimately determined to be caused by Consultant's negligence, including the
negligence of those for whom Consultant is legally liable.
157
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 2 of 8
Construction/Maintenance Services General Conditions
The following general conditions apply to services being provided in connection with Exhibit A-1 of
this contract (the “Work”).
1.1 The Contract is subject to the provisions of Part 7 of Division 2 of the California Labor Code
(Sections 1720 and following), and Contractor and any subcontractor shall pay not less than the
prevailing rates of wage as determined by the California Department of Industrial Relations
(“DIR”) to all workers employed in performance of the Work. Pursuant to the provisions of
Section 1770 of the Labor Code of the State of California, the City has obtained the general
prevailing rate of wages and employer payments for health and welfare, vacation, pension and
similar purposes in the vicinity of the Work, a copy of which is on file in the office of the City,
and shall be made available for viewing to any interested party upon request. Full compensation
for conforming to the requirements of this section 4 shall be deemed included in the prices paid for
the various contract items of work, and no separate payment will be made therefor.
1.2 Contractor and all subcontractors are not qualified to bid on or be listed in a bid proposal,
subject to the requirements of section 4104 of the California Labor Code, and shall not engage in the
performance of any work under this contract, unless currently registered and qualified to
perform public work pursuant to section 1725.5 of the California Labor Code. Contractor
represents and warrants that it is, registered and qualified to perform public work pursuant to
section 1725.5 of the California Labor Code unless otherwise noted in supplemental provisions
hereto.
1.3 Contractor shall post at the job site the determination of the director of the prevailing rate of
per diem wages together with all job site notices that are required by regulations of the DIR.
1.4 As required by Labor Code Section 1773.8, the Contractor shall pay travel and subsistence
payments to each worker needed to perform the Work, as such travel and subsistence payments are
defined in the applicable collective bargaining agreements filed in accordance with Section 1773.8.
1.5 This project is subject to compliance monitoring and enforcement by the Department of
Industrial Relations. Contractor and any subcontractors shall keep accurate payroll records, in
accordance with Section 1776 of the Labor Code, showing the name, address, social security number,
work classification, straight time and overtime hours worked each day and week, and the actual per
diem wages paid to each journeyman, apprentice, worker, or other employee employed by Contractor
or subcontractor in connection with the Work and shall furnish the records specified in California
Labor Code section 1776
directly to the Labor Commissioner at least monthly in a format prescribed by the Labor
Commissioner and otherwise in accordance with law.
1.6 The Contractor or subcontractor shall, as a penalty to City, forfeit twenty-five dollars ($25)
158
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 3 of 8
for each worker employed in the execution of the contract by the respective contractor or
subcontractor for each calendar day during which the worker is required or permitted to work more
than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the
provisions of this section 1 of Exhibit E.
1.7 Contractor’s attention is directed to the provisions in Section 1777.5 and 1777.6 of the Labor
Code concerning the employment of apprentices by the Contractor or any subcontractor. It shall be
the responsibility of the Contractor to effectuate compliance on the part of itself and any
subcontractors with the requirements of said sections in the employment of apprentices. Information
relative to apprenticeship standards, wage schedules, and other requirements may be obtained from
the Director of Industrial Relations, ex-officio the Administrator of Apprenticeship, San Francisco,
California, or from the Division of Apprenticeship Standards and its branch offices.
1.8 Pursuant to the requirements of Division 4 of the Labor Code, the Contractor will be required
to secure the payment of worker’s compensation to its employees in accordance with the provisions
of Section 3700 of the Labor Code. Prior to commencement of work, the Contractor shall sign and
file with the Administrator a certification in the following form:
"I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be
insured against liability for worker’s compensation or to undertake self-insurance in accordance with
the provisions before commencing the performance of the work of this contract."
2. Conduct of the Work. Contractor shall:
• Prior to the start of Work, submit to the Administrator, the Contractor SafetyAgreement attached as Exhibit E-1, the Department of Industrial Relations ReportingForm attached as Exhibit E-2, and the Workers Compensation Acknowledgementattached as Exhibit E-3 each signed by an authorized representative of Contractor
• Submit all required samples, product data, certificates, operations and maintenance
instructions, guarantees, and other submittals no later than five (5) days after the
date the City issues a Notice to Proceed.
• Ensure all necessary permits and approvals for the Work have been obtained.
• Protect all materials to be used in the Work in accordance with the specifications.
• Protect existing facilities and personal property.
• Remove from the project site all debris resulting from performance of the Work no
less often than daily. If Contractor fails to do so, City may, after twenty-four (24)
hours' notice to Contractor, clean up the site and deduct the cost from the Contract
Price.
• For projects scheduled to require more than three (3) days to complete, prepare and
submit a written daily activity report to City for each day on which work is
performed, including weekends and holidays when worked, and submit the reports 159
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 4 of 8
to the City no later than the next day that the City is open for business. The daily
reports shall, at a minimum, include the following information: construction
activities and locations, start or completion of activities, progress on construction
activities (including units or portions of work completed), tests or inspections
performed, deliveries of material or equipment, delays or potential delays, visitors to
the site, weather conditions, construction equipment used, and personal injuries or
damage to property.
• Unload, hoisting and otherwise handling its own materials, supplies and equipment.
•Keep itself fully informed of all applicable laws including existing and future state
and federal laws and county and municipal ordinances and regulations which in any
manner affect those engaged or employed in the work, or the materials used in the
work, or which in any way affect the conduct of work, and of all such orders and
decrees of bodies or tribunals having any jurisdiction or authorityover the same.
• Observe and comply with, and cause all of its agents and employees to observe and
comply with, all such applicable laws; and shall protect and indemnify the City, and
all elected officials, officers, employees, and agents thereof connected with the
Work, against any claim or liability arising from or based on the violationofany
such law, ordinance, regulation, order, or decree. If any discrepancy or
inconsistency is discovered in the plans, drawings, specifications, or contract for the
work in relation to any such law, ordinance, regulation, order or decree,Contractor
shall forthwith report the same to the Administratorin writing.
• Set up, identify, coordinate, provide safe access, and obtain all inspections for its
work, as required by any authorized agency or applicable code, prior to covering
up work.
3. Progress Of The Work.
A. Contractor shall perform all work during the hours of 7:00 a.m. to 3:30 p.m., Mondaythrough Friday unless otherwise specified in the Special Provisions or authorized by the City in writing. If the Contractor wishes to work during any other hoursoronweekends, written permission must be received from the City. The request must bereceived at least two (2) working days in advance of any work. No work will beallowed on legal holidays except in the case of an emergency. A listing of holidaysobserved by City is on file in the office of the Administrator. If Contractor requestsovertime work in which the City will incur costs, Contractor shall be responsible forpayment of the City’s costs incurred in connection with the overtime work.TheCitywill invoice the Contractor at time and one half to cover the costs incurred. IfContractor does not pay the invoice within ten days, the City may deduct the amountbilled from other payments due or to become due to Contractor under the Contract.
B. The Administratoror Administrator’sdesignee shall have the authority to suspend the
Work, wholly or in part, for such a period as the Administratormay deem necessary.
4. Changes In Work.
A. Contractor shall make no changes in the Work without written direction from the City.160
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 5 of 8
Contractor shall not be compensated for any change made without any such written
direction. No changes in the Work covered by this agreement shall exonerate any
surety or any bond given in connection with this agreement.
B. If the City directs the Contractor in writing to make changes in the Work that
materially affect the cost of performing the Work, the Contract Price willbe
adjusted based on one of the following:
i. Where the work involved is covered by unit prices contained in the
Contract Documents, by application of unit prices to the quantities
involved in the changed Work;
ii. By establishment of new unit prices and related quantities for the changed
Work;
iii. By a combination of existing and new unit prices and related quantitiesfor
the changed Work; or
iv. By mutual acceptance of a lump sum.
C. If the City directs the Contractor in writing to make changes in the Work that
Contractor demonstrates materially affect the time required to perform the work, the
City will make a reasonable adjustment to the Contract Time.
5. Inspection and Protection Of Work.
A. Contractor shall make the Work accessible at all reasonable times for inspection by the
City. Contractor shall, at the first opportunity, inspect all material and equipment
delivered to the jobsite by others to be used or incorporated in the Contractor's work
and give prompt notice of any defect therein. Contractor assumes full responsibility to
protect the work done hereunder until final acceptance by the City.
B. When the Work is completed, Contractor shall request, in writing, a final inspection.
Within ten (10) days of the receipt of such request, the City shall make a final
inspection. The Contractor or its representatives may be present at the final inspection.
The purpose of such final inspection shall be to determine whether the Workhasbeen
completed in accordance with the Contract Documents, including all change orders and
all interpretationsand instructions previouslyissued.
6. Utility Facilities.A. The Contractor shall protect from damage any utility facilities that are to remain inplace, be installed, relocated or otherwise rearranged.
B. If Contractor while performing the Work discovers utility facilities not identified
in the Contract Documents, Contractor shall immediately notify the City and the
utility provider. City shall arrange the removal, relocation, or protection of
existing main or trunk line utility facilities located at the site of the Work but not
identified in the Contract.161
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 6 of 8
C. If the Contractor is required to locate, repair damage not due to the Contractor’s
failure to exercise reasonable care, and remove or relocate existing main or trunk line
utility facilities, it shall be compensated under the Changes section of this Contract,
including payment for equipment on the Project necessarily idled during such work.
D. Contractor will not be entitled to damages or additional payment for delays caused
solely by the failure of City, or the utility provider, to provide for removal or
relocation of existing main or trunk line utility facilities not identified in the
Contract Documents, except for equipment necessarilyidled during such work.
E. Contractor shall not be assessed liquidated damages for delay in completing the
Work solely attributable to the failure of City, or the owner of the utility, to provide
for removal or relocation of existing main or trunk line utility facilities not indicated
in the Contract Documents with reasonable accuracy.
F. The right is reserved by the City and its authorized agents, to enter the job for the
purpose of making such changes as are necessary for the rearrangement of its
facilities or for making necessary connections or repairs to their properties. The
Contractor shall cooperate with forces engaged in such work and shall conduct
operations in such a manner as to avoid any delay or hindrance to the work being
performed by such other forces.
G. Attention is directed to the possible existence of underground facilities not known to
the City, or in a location different from that which is shown on the plans or in the
Special Provisions. The Contractor shall take all steps reasonably necessary to
ascertain the exact location of all underground facilities prior to doing work that may
damage such facilities or interfere with their service, including but not limited to
calling USA utility locator service to mark utilities.
7. Differing Site Conditions.A. The Contractor shall promptly, and before the following conditions are disturbed,notify the City in writing of any:i. Material that the Contractor believes may be hazardous waste, as definedinSection
25117 of the Health and Safety Code, that is required to be removed to a
Class I, Class II, or Class III disposal site in accordance with provisionsof
existing law;
ii. Subsurface or latent physical conditions at the site differing materially from
those indicated by information about the site made available to bidders prior
to the deadline for submittingbids; or
iii. Unknown physical conditions at the site of any unusual nature, differing
materially from those ordinarily encountered and generally recognized as
inherent in work of the character provided for in this Contract.
B. The City shall promptly investigate the conditions, and if it finds that such
conditions do materially so differ, or do involve hazardous waste, and cause an
162
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 7 of 8
increase or decrease in the Contractor's cost of, or the time required for,
performance of any part of the Work, it shall issue a change order under the
provisions described in the Contract Documents.
C. No claim of the Contractor under this section 6 shall be allowed unless the
Contractor has given the notice required in the Contract Documents.
D. In the event a dispute arises between the City and the Contractor as to whether the
conditions materially differ, or involve hazardous waste, or cause a decrease or
increase in the Contractor's cost of, or time required for, performance of any part
of the work,
Contractor shall not be excused from completing the Work. The Contractor shall
proceed with all work to be performed under the Contract. The Contractor shall
retain any and all rights provided either by this Contract or by law which pertain to
the resolution of disputes and protests.
8. Cooperation And Care.
A. Should construction be under way by the City, other agencies or other contractors
within or adjacent to the limits of the work specified or should work of anyother
nature be under way by other forces within or adjacent to said limits, the
Contractor shall cooperate with all such other contractors or other forces to the end
that any delay or hindrance to their work will be avoided. The City reservesthe
right to perform other or additional work at or near the site (including material
sources) at any time, by the use of other forces.
B. Until the final acceptance of the contract, the Contractor shall have thechargeand
care of the Work and of the materials to be used therein, including materials for
which partial payment has been received. The City shall not be held responsible
for the care or protection of any material or parts of the Work prior to final
acceptance, except as expressly provided in the Special Provisions.
9. Time.
A. Time is of the essence of this agreement. Contractor shall provide City withscheduling information in a form acceptable to City, including any changes madeby City in the scheduling of work. Contractor shall coordinate its work with thatof all other contractors,subcontractors and suppliers so as not to delay or damagetheir performance. It is further agreed that in case Contractor fails to complete theWork in all parts and requirements within the Contract Time set forth in Exhibit A,the City shall have the right to extend the Contract Time or not, as may seem bestto serve the interest of the City; and if it decides to extend the Contract Time, Cityshall further have the right to charge to the Contractor, its heirs, assigns or sureties,and to deduct from the payment for the Work, all or any part, as it may deemproper, of the actual cost of engineering, inspection, superintendence, and otheroverhead expenses which are directly chargeable to the Contract, and which accrueduring the period of such extension. In the event that Contractor's work isdelayedfor any reason, including acts of City,Contractor's sole remedy shall be anextension of time equal to the period of delay, provided Contractor has given City
163
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E Page 8 of 8
written notice of the commencement of delay within 48 hours of its occurrence. Ifthe City accepts any work or makes any payment under this agreement after adefault by reason of delays, the payment or payments shall in no respect constitute a waiver or modification of any agreement provisions regarding time ofcompletion and liquidated damages.
-End of Exhibit E-
164
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
E
Exhibit E-1 Page 1 of 1
Exhibit E-1 City of Saratoga Contractor Safety Assurances
The City of Saratoga requires that all work done on City property or otherwise on behalf of the City is
performed in accordance with the State’s environmental health and safety laws, codes and regulations. To
this end, please initial and check the following form in the appropriate boxes. Failure to do so may affect
your contract with the City of Saratoga. Please note that for the purposes of this document,you are referred to
as “Contractor.” This checklist must be updated annually or anytime changes occur. Contractor will provide
the City with any documents referenced below within 24 hours of the request.
Please respond YES, NO, or N/A for each item on the list. Safety Measures 1 and 2 are required.
SAFETY MEASURE YES NO N/A
1. A. Contractor has either a written Injury and Illness Prevention Plan compliant
with 8CCR3203,OR B. Contractor has fewer than 10 employees, but agrees all
work will be performed in compliance with all laws, codes, regulations and best
standard practices to protect personnel, the environment, and property.
2. Contractor will provide the City of Saratoga a copy of their accident investigation
report within 24 hours for each accident that occurs during the performance of the
contract.
3. Contractor has and can provide the City of Saratoga with a copy of their Hazard
Communication program if their employees will be using any chemicals on the
job.
4. Contractor will provide the City of Saratoga a copy of the SDS (Safety Data
Sheet) for each chemical brought onto the site.
5. Contractor has and can provide the City of Saratoga a copy of the Hazardous
Waste disposal plan for any hazardous wastes generated during the job.
6. Contractor has and can provide the City of Saratoga a copy of their
Lockout/Tagout program if any work is to be done on any sources of hazardous
energy.
7. Contractor has and can provide the City of Saratoga a copy of their Electrical
Safety program if any electrical work is to be performed.
8. Contractor has and can provide the City of Saratoga a copy of their Fall Protection
program if any work is to be performed that would require it.
9. Contractor has and can provide the City of Saratoga a copy of the Confined Space
program if any confined spaces are to be entered.
10. Contractor has and can provide the City of Saratoga a copy of their Heat Stress
training certifications for employees if those employees occasionally work
outdoors for two or more hours/day.
Contractor:
(print company name) hereby certifies that the foregoingis true and correct.
Contractor Signature Date
Print Name &
Title
-End of Exhibit E-1 -
165
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E-2 Page 1 of 1
Exhibit E-2 City of Saratoga Departmentof Industrial Relations Reporting
The City of Saratoga has the obligation to report this contract to the Department of Industrial
Relations (DIR) and provide various information including that specified below. For the
purposes of this document, you are referred to as “Contractor.” Upon completion of this form
send it to your Contract Administrator at the City of Saratoga. The City will not approve this
contract until this form has been completed.
Contractor Name:
Contractor DIR #:
Classification(s) or type(s) of workers that will be employed by the contractor for this project:
Asbestos Boilermaker Bricklayers Carpenters
Carpet/Linoleum Cement Masons Drywall Finisher Drywall/Lathers
Electricians Elevator Mechanic Glaziers Iron Workers
Laborers Millwrights Operating Eng. Painters
Pile Drivers Pipe Trades Plasterers Roofers
Sheet Metal Sound/Comm. Surveyors Teamster
Tile Workers
Subcontractors: License Number: Worker Classifications:
I certify that the information set forth above is correct and that I am authorized to provide this
information on behalf of the contractor named in the first line above.
Signature Date:
Print Name &
Title
-End of Exhibit E-2-
166
Contractor: Cotton, Shires and Associates Project Name: Geotechnical Services for Bainter Avenue Stabilization
Exhibit E-3 Page 1 of 1
Exhibit E-3 Workers Compensation Acknowledgement
To be completed by Contractorand each subcontractorperformingany portion of the work:
To: The City of Saratoga
From:
(print Contractor or Subcontractorname)
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be
insured against liability for worker’s compensationor to undertake self-insurance in accordance
with the provisions before commencingthe performanceof the work of this contract.
I certify that the statement above is correct and that I am authorized to make this statement on behalf of the
contractor named in the first line above.
Signature Date
Print Name & Title
- End of Exhibit E-3-
167
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Out-of-State Travel Request
RECOMMENDED ACTION:
Approve travel for an out-of-state trip for Council Member Yan Zhao.
BACKGROUND:
Council Member Yan Zhao is asking to attend the Silicon Valley Leadership Group’s Annual
Washington D.C. Advocacy Trip on March 30-31, 2020.
The Council and Commission Expense Policy was approved on December 16, 2015. The Policy
states that pre-approval for out-of-state travel is required by the City Council at a regular or special
Council meeting.
ATTACHMENTS:
Attachment A –Council and Commission Expense Policy
168
169
City of Saratoga Council and Commission Expense Policy
Approved December 16. 2015
I. Purpose
The City of Saratoga takes its stewardship over the use of its limited public resources
seriously. This policy provides direction to City Council members and City
Commissioners, on the use and expenditure of City resources, as well as the standards
against which those expenditures will be measured.
II. General
A. City resources should be used only when there is a benefit to the City, including:
The opportunity to discuss the community's concerns with state and federal
officials and representatives of other local governments in the region;
Participating in regional, state, and national organizations whose activities affect
the City;
Educational expenses related to improving the City Officials' skill and knowledge.
III. Authorized Expenses
A. City funds, equipment, supplies (including letterhead), and staff time must only be
used for authorized City business and may not exceed the adopted budget
appropriation.
1. The adopted budget appropriation for City Council’s annual training and travel
budget shall be allocated as follows, unless otherwise approved by the Mayor:
a. 30% to the Mayor
b. 70% divided equally among the four City Council members
2. The Council’s training and travel budget shall include a separate appropriation
for new Council members and Mayors to attend the League of California Cities
New Mayors & Council Members Academy. This appropriation is in addition to
the normal training allocation referenced above.
3. The adopted budget appropriation for a Commission’s annual training and travel
budget shall be allocated by the staff liaison in cooperation with the
Chairperson.
B. Expenses incurred in connection with the following types of activities generally
constitute authorized expenses, as long as the other requirements of this policy are
met:
170
1. Communicating with representatives of regional, state, and national
government on City-adopted policy positions;
2. Attending educational seminars or procurement of educational materials
designed to improve officials' skill and information levels;
3. Participating in regional, state, and national organizations whose activities affect
the City's interests;
4. Attending City and City-related events.
IV. Expenditure Approval Requirements
1. For Mayor and Council Members: Pre-approval of expenses to be incurred is not
required, except that the following expenses require prior approval from the City
Council at a regular or special City Council meeting:
2. International and out-of-state travel;
3. Expenses (other than related to conferences sponsored by the League of
California Cities) exceeding $500 per trip; and
4. Expenses not related to Section III. B.1 through B.4, but which nonetheless will
offer substantial benefit to the City.
A. For Commissioners, expenditures require pre-approval by the Commission’s staff
liaison and out-of-state travel requires pre-approval of the City Council.
V. Non-authorized Expenses
A. Examples of personal expenses that the City will not reimburse include, but are not
limited to:
1. The personal portion of any trip;
2. Political or charitable contributions or events;
3. Family expenses, including partner's expenses when accompanying official on
agency-related business, as well as children- or pet-related expenses;
4. Entertainment expenses, including theater, movies (either in-room or at the
theater), sporting events (including gym, massage and/or golf related expenses),
or other cultural events;
5. Alcoholic beverages, either as a portion of a meal expense or as a separate
charge;
6. Non-mileage personal automobile expenses, including repairs, traffic citations,
insurance or gasoline; and
7. Any additional costs related to the extension of travel beyond what is required
171
for business-related purposes (except due to travel restrictions caused by
inclement weather); and
8. Personal losses incurred while on City business.
B. Any questions regarding authorization of a particular type of expense should be
resolved by the approving authority before the expense is incurred.
VI. Cost Control
A. To conserve City resources and keep expenses within community standards for
public officials, expenditures should adhere to the following guidelines. In the event
that expenses are incurred which exceed these guidelines, the cost borne or
reimbursed by the City will be limited to the costs that fall within the guidelines.
1. Transportation
a. The most economical mode and class of transportation reasonably consistent
with scheduling needs and cargo space requirements must be used, using the
most direct and time-efficient route.
b. Charges for rental vehicles may be reimbursed under this provision if it is
determined that using a rental vehicle is more economical than other forms
of transportation. In making such determination, the cost of the rental
vehicle, parking and gasoline will be compared to the combined cost of other
forms of transportation. Government and group rates must be used when
available.
2. Airfare
a. Airfares shall be booked through the City Manager’s Office for the lowest
available cost that meets business travel needs.
b. Luggage Fees from airlines will be reimbursed for one checked bag that
weighs 50 pounds or under.
3. Automobile
a. Automobile mileage is reimbursed at Internal Revenue Service rates
presently in effect (see http://www.irs.gov). These rates are designed to
compensate the driver for gasoline, insurance, maintenance, and other
expenses associated with operating the vehicle. This amount does not
include bridge and road tolls, which are also reimbursable. Forms for this
reimbursement are available.
b. Automobile rental expenses, including insurance coverage recommended by
the City’s Risk Manager, will be reimbursed at rates not to exceed business
class auto rentals. Fuel expenses for business related usage will also be
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reimbursed, however repairs or citations resulting from the use of the rental
vehicle will not be reimbursed.
4. Taxis/Shuttles
a. Taxis or shuttles fares may be reimbursed, including a fifteen (15%) percent
gratuity per fare. Taxis or shuttles may be utilized when the cost of such fares
is equal to or less than the cost of car rentals, gasoline and parking
combined, or when such transportation is necessary for time-efficiency.
5. Lodging
a. Lodging expenses will be paid or reimbursed when official City business
requires an overnight stay that exceeds 50 miles from Saratoga City Hall,
unless otherwise approved by the Mayor.
6. Conferences/Meetings
a. If lodging is in connection with a conference, expenses must not exceed
the group rate published by the conference sponsor, if such rates are
available at the time of booking. If the group rate is not available, the
policy in the following section "Other Lodging" shall apply.
7. Other Lodging
a. Travelers must request government rates, when available. A listing of
hotels offering government rates in different areas is available at
www.dgs.ca.gov/travel. Lodging rates that are equal to or less than
government rates are presumed to be reasonable and hence
reimbursable for purposes of this policy.
b. In the event that government rates are not available at a given time or in
a given area, lodging rates that do not exceed the IRS per diem rates for a
given area are presumed reasonable and hence reimbursable. See Form
2106 -EZ at www.irs.gov . The site provides references to hotels that have
government rates at or below Internal Revenue Service per diem limits.
Per Diem rates vary by location and can be found at
www.gsa.gov/perdiem .
8. Meals
a. Meal expenses (breakfast, lunch, dinner) and associated gratuities are
limited to a total of $100/day with receipts. Partial conference and travel
days are pro-rated. The City does not reimburse for snacks and drinks
between meals.
b. If meals are included in the cost of the business-related activity
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registration fee, but Council or Commissioner elects to purchase the meal
from another source, the cost of that meal will not be paid by the City.
c. If receipts are not available, a per diem reimbursement will be provided
in the following amounts:
Breakfast: $15
Lunch: $15
Dinner: $30
9. Laundry service
a. Laundry services are generally not eligible for reimbursement. On a case-
by-case basis, when an extended business trip extends over seven (7) or
more calendar days, reasonable laundry expenses may be reimbursed for
necessary business clothing.
10. Internet
a. If Internet access is necessary for City-related business and is not
provided free of charge at the conference or hotel site, officials will be
reimbursed for Internet access connection and/or usage fees, not to
exceed $20.00 per day.
11. Airport Parking
a. Officials will be reimbursed for airport parking related to City business-
related travel.
b. Long-term parking must be used for travel exceeding 24-hours. Where
practical, an airport shuttle should be used if the cost of the shuttle to
and from the airport would be less than the anticipated cost of long term
parking.
12. 0ther
a. Expenses for which City officials receive reimbursement from another
agency are not reimbursable.
VII. Expense Report Content and Submission Deadline
A. All expenditure reports and expense reimbursement requests must be submitted on
the City’s current "Expense Report" form within thirty (30) days of an expense being
incurred. The form must be accompanied by receipts documenting each expense or
supporting documentation if requesting a per -diem meal reimbursement.
Reimbursement is permitted only for meals that are not provided by the
conference/meeting/seminar.
B. Expense reports must document that the expense in question met the requirements
174
of this policy. For example, if the meeting is with a legislator, the local agency official
should explain whose meals were purchased, what issues were discussed and how
those relate to the City's adopted legislative positions and priorities.
C. Inability to provide such documentation in a timely fashion may result in the
expense being borne by the official.
VIII. Audits of Expense Reports
A. All expenses are subject to verification that they comply with this policy.
IX. Reports to City Council or Commission
A. Following an event for which a reimbursement claim has or will be submitted, the
official seeking reimbursement shall, at the next regular City Council or Commission
meeting (or at an earlier special meeting if practical), briefly report on the event. If
multiple officials attended, a joint report may be made.
X. Compliance with Laws
A. City officials should keep in mind that some expenditures may be subject to
reporting under the Political Reform Act and other laws. All agency expenditures are
public records subject to disclosure under the Public Records Act.
B. This policy supplements the definition of actual and necessary expenses for
purposes of state laws relating to permissible uses of public resources.
C. This policy also supplements the definition of necessary and reasonable expenses for
purposes of federal and state income tax laws.
XI. Violation of This Policy
A. Use of public resources or falsifying expense reports in violation of this policy may
result in any or all of the following:
1. Loss of reimbursement privileges;
2. A demand for restitution to the City;
3. The City reporting to state and federal tax authorities that the official's expenses
are income;
4. Civil penalties of up to $1,000 per day and three times the value of the resources
used; and
5. Prosecution for misuse of public resources.
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SARATOGA CITY COUNCIL
MEETING DATE: March 4, 2020
DEPARTMENT: City Manager’s Department
PREPARED BY: Kayla Nakamoto, Community Engagement Coordinator
SUBJECT: Acceptance of Paint the City Artwork
RECOMMENDED ACTION:
Accept artwork recommended by the Public Art Committee for the 5 utility box locations included
in the 2020 cycle of Paint the City: Saratoga Utility Box Art project.
BACKGROUND:
As part of Paint the City, Saratoga artists age 10 and older were invited to submit applications to
turn plain utility boxes at 5 locations into works of art. The City received 67 applications from
Saratoga artists by the January 13, 2020 deadline. The Public Art Committee met on February 4,
2020 to review the applications and narrowed the selection to 3 conceptual designs per location.
Selected designs for each location were posted on the City website for residents to participate
and rank their favorite design per location. Residents will have until February 26, 2020 to cast
their votes and the Public Art Committee will receive the results of the voting and make a final
recommendation on final artwork at their February 27, 2020 meeting. Because the Public Art
Committee will be meeting after publication of the March 4, 2020 City Council agenda packet,
the recommended artwork and summary of voting results will be provided to the City Council as
a supplemental attachment in advance of the March 4 Council Meeting.
At the March 18, 2020 City Council Meeting, the volunteers who supported the program will be
recognized and selected artists will be introduced and receive their stipend.
ATTACHMENTS:
Attachment A – Map of Utility Box Locations
176
Paint the City
Saratoga Utility Box Art Project
Location 2:
Saratoga-Sunnyvale & Cox
1 Box
Location 1:
Saratoga-Sunnyvale & Sea Gull
2 Boxes
Location 4:
Saratoga-Sunnyvale & Mina
1 Box
Location 5:
Saratoga & Dagmar
2 Boxes
Location 3:
Saratoga-Sunnyvale & Blauer
2 Boxes
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SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:Community Development Department
PREPARED BY:Christopher Riordan, Senior Planner
SUBJECT:2019 General Plan Housing Element Annual Progress Report
RECOMMENDED ACTION:
Adopt the attached Resolution accepting the 2019 General Plan Housing Element Annual
Progress Report and direct staff to file the report with the Governor’s Office of Planning and
Research (OPR) and the Department of Housing and Community Development (HCD).
BACKGROUND:
Government Code Section 65400 requires the City Council to review and accept an annual report
on the status of their progress in implementing the Housing Element. This report must be
submitted to HCD and OPR before April 1 of each year to fulfill the State mandated reporting
requirements.
For the 2019 reporting period the City of Saratoga added 28 new housing units which included:
17 deed-restricted accessory dwelling units (Rental limited to low income persons).
8 accessory dwelling units that have no rental limitations.
3 new single-family homes.
Saratoga’s 2014-2022 Regional Housing Needs Allocation (RHNA) was a total of 439 housing
units in the following income level categories. For the previous five reporting periods (2015-
2019), the City has added a total of 106 net new housing units.
Income Level 2014-2022 RHNA 2015-2019 City of Saratoga
Very Low 147 0
Low 95 63 deed restricted ADUs
Moderate 104 16 ADUs
Above Moderate 93 27 new single-family homes
Total 439 106
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Senate Bill 35 provides a streamlined, ministerial approval process for qualifying development
applications that are consistent with objective planning standards. One of the eligibility
requirements for SB35 is that a proposed development be located in a jurisdiction, as determined
by HCD, which has not issued enough building permits to satisfy their RHNA for the reporting
period.
Jurisdictions which have made insufficient progress toward their Above Moderate income
RHNA are subject to the streamlined ministerial approval for proposed developments with at
least 10% affordability. Jurisdictions which have made sufficient progress toward their Above
Moderate income RHNA but insufficient progress toward their Low and Very Low income
RHNA are subject to the streamlined ministerial approval process for proposed developments
with at least 50% affordability.
HCD utilizes the City’s Annual Housing Element Progress Report to evaluate and determine
Saratoga’s “performance” in meeting its 2014-2022 RHNA. According to HCD’s SB35
Statewide Determination Summary, Saratoga is one of 298 jurisdictions in the state subject to
SB35 streamlining provisions for proposed development with the lower affordable threshold of
10%. There are 213 jurisdictions subject to the 50% affordability threshold and 28 are not
subject to SB35 streamlining.
ATTACHMENTS:
Attachment A: Resolution
Attachment B: 2019 Housing Element Annual Progress Report
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RESOLUTION NO. 19-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
ACCEPTING THE 2019 GENERAL PLAN HOUSING ELEMENT ANNUAL
PROGRESS REPORT AND DIRECTING STAFF TO FILE THE REPORT WITH THE
GOVERNOR’S OFFICE OF PLANNING AND RESEARCH (OPR) AND THE
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (HCD)
WHEREAS, Government Code Section 65400 requires that an Annual Progress Report
be prepared highlighting the progress made on implementation of the Housing Element; and
WHEREAS, the Annual Progress Report is to be reviewed and accepted by the City
Council and subsequently filed with OPR and HCD; and
NOW, THEREFORE BE IT RESOLVED, that the Saratoga City Council has reviewed and
accepted the 2019 Housing Element Annual Progress Report and hereby directs staff to file the
report with OPR and HCD.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 4th day of March 2020 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Howard A. Miller, Mayor
Attest:
Debbie Bretschneider, City Clerk
Attachment A
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Jurisdiction Saratoga ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2019 (Jan. 1 - Dec. 31)Housing Element Implementation
(CCR Title 25 §6202)
1 3 4
RHNA Allocation
by Income Level 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Units to
Date (all years)
Total Remaining
RHNA by Income
Level
Deed Restricted
Non-Deed Restricted
Deed Restricted 7 11 14 14 17
Non-Deed Restricted
Deed Restricted
Non-Deed Restricted 1 1 4 2 8
Above Moderate 93 6 6 7 5 3 27 66
439
14 18 25 21 28 106 333
Note: units serving extremely low-income households are included in the very low-income permitted units totals
Cells in grey contain auto-calculation formulas
Total RHNA
Total Units
Income Level
Very Low
Low
88
This table is auto-populated once you enter your jurisdiction name and current year data. Past
year information comes from previous APRs.
16Moderate
147
95
104
Please contact HCD if your data is different than the material supplied here
63
2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
147
32
Attachment B
181
SARATOGA CITY COUNCIL
MEETING DATE:March 4, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:James Lindsay,City Manager
SUBJECT:Minimum Wage Update
RECOMMENDED ACTION:
Direct staff to monitor the Santa Clara County Cities Association’s review of minimum wage
regulations in Santa Clara County and report back to the City Council once the review is complete.
BACKGROUND:
On January 15, 2020, the City Council received a report (Attachment A)on the status of minimum
wage regulations in Santa Clara County. At that meeting,the Council asked staff to bring back a
report with updates from the West Valley Mayors and Managers group and the Santa Clara County
Cities Association on minimum wage efforts planned for 2020.
The Santa Clara County Cities Association will be reviewing minimum wage regulations in Santa
Clara County as part of their 2020 work plan. The West Valley Mayors and Managers (Campbell,
Cupertino, Los Gatos, Monte Sereno, Saratoga) chose not to take up minimum wage as an issue
this year.
ATTACHMENTS:
Attachment A –January 15, 2020 Staff Report
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SARATOGA CITY COUNCIL
MEETING DATE:January 15, 2020
DEPARTMENT:City Manager’s Department
PREPARED BY:James Lindsay, City Manager
SUBJECT:Discussion of Minimum Wage
RECOMMENDED ACTION:
Receive report and direct staff accordingly.
BACKGROUND:
In September 2015, the City Council authorized participation in a regional study commissioned by
the Cities Association and the City of San Jose to increase the minimum wage throughout Santa
Clara County to $15 per hour by the year 2019. In June 2016, the Cities Association distributed a
model minimum wage ordinance to all the cities in the County (Attachment A)that would achieve
that goal.Eight cities in Santa Clara County (shown in the table below) adopted the ordinance with
some variations.The table below shows the minimum wage for each of the eight cities as compared
to the California and Federal rates.
Jurisdiction January 2020
Cupertino $15.35
Los Altos $15.40
Milpitas*$15.00
Mountain View $16.05
Palo Alto $15.40
Santa Clara $15.40
San Jose $15.25
Sunnyvale $16.05
California
(employers with 26+ employees)$13.00
Federal $7.25
* Milpitas wages are updated in July
The minimum wage for employers in California with 25 or fewer employees is $12.00 per hour.
The California minimum wage is applicable for those jurisdictions in the state that have not
established a higher minimum wage. 183
Thecitiesthat adopted the model ordinanceincluded an exemption for government agencies within
their jurisdiction to be exempt from the local minimum wage ordinance (federal agencies, state
agencies, school districts, and other auxiliary organizations), but did not exempt the city itselffrom
paying higher hourly wages.
There is a pre-existing exemption in State law for “learners.” Individuals, regardless of age, may
be paid not less than 85% of the minimum wage during their first 160 hours of employment in a
position in which they have no prior or similar experience. The City of San Jose opted to deviate
from the model ordinance by including a similar learner exemption in their City ordinance.
Minimum Wage Study
The primary focus of the 2015 study included anticipated impacts to workers, employers, and the
local economy should the minimum wage be increased to $15 per hour in phases by 2019
throughout Santa Clara County. The study suggested that increasing the minimum wage
countywide to $15 per hour by 2019 would increase earnings for roughly 250,000 workers in Santa
Clara County and increase annual earnings of these workers by approximate 19.4 percent or $3,200
(based on 2014 numbers). The study also concluded that the minimum wage increase would result
on a 0.2 percent increase in average prices and no net effect on jobs. The study was conducted
before passage of Senate Bill (SB) 3, which will increase the statewide minimum wage to $15 per
hour by 2022 for employers with 26 or more employees. Key findings and the results of the study
are included in Attachment B.
Cities Association Model Ordinance & Senate Bill 3
In early April 2016, Governor Jerry Brown signed SB 3 into law (Attachment C). There are a
number of differences between SB 3 and the model ordinance adopted by the eight Santa Clara
County cities. Most prominent is the schedule for implementation of the minimum wage increases.
The Cities Association’s model ordinance resulted in establishing a minimum wage of $15 per
hour in 2019 however, the timeline under SB 3 to reach $15 per hour for employers with 26 or
more employees is 2022.
Additionally, while both the model ordinance and SB 3 call for annual increases after reaching the
target of $15 per hour, the increases are based on different Consumer Price Indexes. The model
ordinance contains an annual increase in alignment with the San Francisco-Oakland-San Jose
Consumer Price Index for Urban Wage Earners and Clerical Workers (Bay Area CPI-W) with a
cap of 5% per year. SB 3 calls for an annual percentage increase using the United States Consumer
Price Index for Urban Wage Earners and Clerical Worker (US CPI-W) with a cap of 3.5% per
year. The five-year average August rate for the Bay Area CPI-W is 2.9% and 1.34% for the US
CPI-W.
Schedule of Minimum Wage Increases
Year
Model
Ordinance
SB 3
26+ Employees
SB 3
< 26 Employees
2020 $15.40 $13 $12
2021 $15.85*$14 $13
2022 $16.31*$15 $14
2023 $16.78*$15.20*$15
* Estimates applying CPI average increases per year 184
Another significant difference between SB 3 and the Cities Association minimum wage model
ordinance is the ongoing administration which includes:
-Annual publication/distribution of minimum wage increases in top 3 languages spoken in
City based on most current Census data
-Investigation and resolution of complaints
-Implementation of minimum wage increases
FISCAL STATEMENT:
Adoption of a local minimum wage ordinance would require ongoing administration and
enforcement. Other cities have entered into a service agreement with the City of San Jose to
provide those services. The currented estimated cost for those services is $15,000 annually.
Should Council direct the preparation of a minimum wage ordinance, staff would recommend an
outreach period of 5 weeks prior to the public hearing to allow sufficient time to notify businesses
of the proposed minimum wage changes via direct mail (either postcard or letter) and through the
City’s other communication channels.
ATTACHMENTS:
Attachment A – Cities Association of Santa Clara County Minimum Wage Model Ordinance
Attachment B – Santa Clara County Minimum Wage Study
Attachment C – Senate Bill 3
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