HomeMy WebLinkAbout2020-11-16 City Council Regular Meeting Agenda Packet
November 15, 2020 8:54 AM City Council Regular Meeting Agenda Page1 MAYOR
Roland Velasco
COUNCIL MEMBERS
Marie Blankley
Dion Bracco
Peter Leroe-Muñoz
Carol Marques
Fred Tovar
Cat Tucker
CITY COUNCIL
AGENDA
CITY OF GILROY
CITY COUNCIL CHAMBERS, CITY HALL
7351 ROSANNA STREET
GILROY, CA 95020
REGULAR MEETING 6:00 P.M.
MONDAY, NOVEMBER 16, 2020
CITY COUNCIL MEETING MATERIAL IS AVAILABLE ON THE CITY WEBSITE www.cityofgilroy.org
VIEW THE MEETING LIVE ON THE CITY WEBSITE www.cityofgilroy.org.
THE NOVEMBER 16, 2020 MEETING WILL BE CONDUCTED PURSUANT TO THE
PROVISIONS OF THE GOVERNOR’S EXECUTIVE ORDER N -29-20
In order to minimize the spread of the COVID 19 virus the City Council is conducting
this meeting by web conference and will be offering alternative options for public
participation. You are encouraged to watch the City Council meeting live on the City of
Gilroy’s website at www.cityofgilroy.org or on Cable Channel 17. To view from the
website, select the Council Agendas and Videos button from the home page.
PUBLIC COMMENTS WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE
CITY COUNCIL. DURING THE MEETING: TO PROVIDE VERBAL PUBLIC COMMENTS ON AN
AGENDA ITEM DURING THIS MEETING, CALL ONE OF THE PHONE NUMBERS LISTED BELOW,
ENTER THE MEETING ID AND PASSWORD.
When the Mayor announces the item which you wish to speak
on, press *9 on your telephone keypad to raise your hand.
When called to speak, please limit your comments to three (3)
minutes, or such other time as the Mayor may decide,
consistent with the time limit for all other speakers for the
particular agenda item.
COMMENTS MAY ALSO BE EMAILED TO THE CITY CLERK PRIOR TO THE MEETING TO
shawna.freels@cityofgilroy.org OR MAILED TO: GILROY CITY CLERK, 7351 ROSANNA STREET,
GILROY, CA. 95020, TO BE DISTRIBUTED TO THE COUNCIL MEMBERS AND BE INCORPORATED
INTO THE RECORD.
In compliance with the Americans with Disabilities Act, and Governors Order N -29-20, the City will
make reasonable arrangements to ensure accessibility to this meeting. If you need special
assistance to participate in this meeting, please contact the City Clerk a minimum of 2 hours prio r
to the meeting at (408) 846-0204.
Call in for Public Comment
1 (669) 900-9128
1 (346) 248-7799
Meeting ID: 982-9685-8012
City Council Regular Meeting Agenda
11/16/2020 Page2 If you challenge any planning or land use decision made at this meeting in court, you may be
limited to raising only those issues you or someone else raised at the public hearing held at this
meeting, or in written correspondence delivered to the City Council at, or prior to, the public
hearing. Please take notice that the time within which to seek judicial review of any final
administrative determination reached at this meeting is governed by Section 1094.6 of the
California Code of Civil Procedure.
A Closed Session may be called during this meeting pursuant to Government Code Section
54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City
on the advice of its legal counsel, based on existing facts and circumstances, there is a
significant exposure to litigation against the City.
Materials related to an item on this agenda submitted to the City Council after distribution of the
agenda packet are available with the agend a packet on the City website at www.cityofgilroy.org
subject to Staff’s ability to post the documents before the meeting.
The City Council meets regularly on the first and third Monday of each month, at 6:00 p.m. If a
holiday, the meeting will be rescheduled to the following Monday, with the exception of the single
meeting in July which lands on the first day of the month not a holiday, Friday, Saturday or
Sunday.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public.
Commissions, task forces, councils and other agencies of the City exist to conduct the
people's business. This ordinance assures that deliberations are conducted before the
people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN
GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE
OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN
GOVERNMENT COMMISSION STAFF AT (408) 846-0204 or
shawna.freels@cityofgilroy.org
I. OPENING
A. Call to Order
1. Pledge of Allegiance
2. Invocation
3. City Clerk's Report on Posting the Agenda
4. Roll Call
B. Orders of the Day
II. CEREMONIAL ITEMS
A. Proclamations, Awards, and Presentations
III. PRESENTATIONS TO THE COUNCIL
City Council Regular Meeting Agenda
11/16/2020 Page3 PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE
AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE CITY
COUNCIL PUBLIC COMMENTS MAY BE SUBMITTED BY EMAIL TO:
shawna.freels@cityofgilroy.org, (This portion of the meeting is reserved for persons desiring to
address the Council on matters not on this agenda. The law does not permit Council action or
extended discussion of any item not on the agenda except under special circumstances. If Council
action is requested, the Council may place the matter on a future agenda. Written material provided
by public members for Council agenda item “public comment by Members of the Public on items not
on the agenda” will be limited to 10 pages in hard copy. An unlimited amount of material may be
provided electronically.)
A. Presentation by Santa Clara County First 5
City Council Regular Meeting Agenda
11/16/2020 Page4 IV. REPORTS OF COUNCIL MEMBERS
Council Member Bracco – Gilroy Downtown Business Association Board (alternate),
Gilroy Sister Cities Association (alternate), Santa Clara Co. Library JPA, SCVWD Joint
Council-SCRWA-Board Water Resources Committee, South County Joint Planning
Advisory Committee (alternate), South County Regional Wastewater Authority Board,
South County Youth Task Force Policy Team (alternate), Street Naming Committee
Council Member Tucker –CalTrain Policy Group, Cities Association of Santa Clara C o.
Board of Directors, General Plan Advisory Committee, Santa Clara Valley Habitat
Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board,
Street Naming Committee, Visit Gilroy Board
Council Member Blankley - ABAG (alternate), Cities Association of Santa Clara Co.
Board of Directors (alternate), Economic Development Corporation Board, Gilroy Sister
Cities Association, Gilroy Youth Task Force (alternate), SCVWD Joint Council -SCRWA-
Board Water Resources Committee, South County Region al Wastewater Authority
Board, VTA Board of Directors Alternate, VTA Policy Advisory Committee, VTA South
County City Group
Council Member Marques - Gilroy Downtown Business Association Board, Gilroy
Gardens Board of Directors, Santa Clara Valley Habitat Agency Governing Board
(alternate), Santa Clara Valley Habitat Agency Implementation Board (alternate), Silicon
Valley Clean Energy JPA Board (alternate), URM Task Force Sub-Committee, VTA
Committee for Transit Accessibility (alternate)
Council Member Tovar –Santa Clara Co. Expressway Plan 2040 Policy Advisory
Board, Recycling and Waste Reduction Commission, Santa Clara Co. Library JPA
(alternate), SCVWD Water Commission (alternate), Silicon Valley Clean Energy JPA
Board, South County Regional Wastewater Authority Board, South County United for
Health, Street Naming Committee, VTA Committee for Transit Accessibility, VTA Policy
Advisory Committee (alternate)
Council Member Leroe-Muñoz - ABAG, CalTrain Policy Group (alternate), Gilroy
Youth Task Force, Historic Heritage Committee, SCVWD Water Commission, Silicon
Valley Regional Interoperability Authority Board, South County Youth Task Force Policy
Team, VTA Mobility Partnership
Mayor Velasco - Economic Development Corporation Board, General Plan Advisory
Committee, Historic Heritage Committee (alternate), Santa Clara Valley Habitat Agency
Governing Board, Santa Clara Valley Habitat Agency Implementation Board, South
County Joint Planning Advisory Committee, South County Regional Wastewater
Authority Board (alternate), URM Task Force Sub-Committee, VTA Mobility Partnership,
VTA South County City Group (alternate)
V. FUTURE COUNCIL INITIATED AGENDA ITEMS
VI. CONSENT CALENDAR (ROLL CALL VOTE)
All matters listed under the Consent Calendar are considered by the Ci ty Council to be routine
and will be enacted by one motion. There will be no separate discussion of these items unless a
request is made by a member of the City Council or a member of the public. Any person desiring
to speak on any item on the consent cale ndar should ask to have that item removed from the
consent calendar prior to the time the Council votes to approve. If removed, the item will be
discussed in the order in which it appears.
City Council Regular Meeting Agenda
11/16/2020 Page5
A. Minutes of the November 2, 2020 Regular Meeting
B. Approval of a Notice of Acceptance of Completion for the Spalling
Concrete Repair Project No. 20-PW-255 and Approval of a Final Contract
With EF&S, Inc. in the Amount of $379,272
C. Approval of a Notice of Acceptance of Completion for the 2020 Annual
Sidewalk Gap Closure and Curb Ramp Improvements Project No. 20-PW-
256 and Approval of a Final Contract with McKim Corporation in the
Amount of $251,316.54
D. Approval of a Notice of Acceptance of Completion for the Bridge
Preventative Maintenance Program Project No. 18-PW-246, Federal Project
No. BPMP-5034(026) and Approval of a Final Contract with American Civil
Constructor West Coast, LLC in the Amount of $171,824.00
E. Claim of Matt Mendoza (The City Administrator recommends a “yes” vote
under the Consent Calendar shall constitute the denial of the claim)
VII. BIDS AND PROPOSALS
A. Award of a Three Year Contract to Chrisp Company in the Amount $170,000
Annually for a Total of $510,000 for On -Call Striping and Pavement Marking
Maintenance Services
1. Staff Report: Karl Bjarke, Interim Public Works Director
2. Public Comment
3. Possible Action:
Award a three year contract to Chrisp Company in the amount of $170,000
annually for a total of $510,000 for on-call striping and pavement marking
maintenance services, and authorize the City Administrator to execute the
contract and associated documents.
B. Award of a Contract in the Amount of $250,000 to Ghirardelli Associates,
Inc. for Inspection and Labor Compliance Services for the Citywide
Pavement Maintenance Project No. 21-RFP-PW-452
1. Staff Report: Karl Bjarke, Interim Public Works Director
2. Public Comment
3. Possible Action:
Award a contract in the amount of $250,000 to Ghirardelli Associates, Inc. for
inspection and labor compliance services for the citywide pavement maintenance
project, No. 21-RFP-PW -452, and authorize the City Administrator to execute the
contract and associated documents.
VIII. PUBLIC HEARINGS - NONE
IX. UNFINISHED BUSINESS
A. Standing Report on Operational Impacts and City/Community Efforts
Related to the COVID-19 Pandemic
City Council Regular Meeting Agenda
11/16/2020 Page6 1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
Receive report.
X. INTRODUCTION OF NEW BUSINESS
A. Approval of the Capital Improvement Program for Fiscal Year 2020 -2021
Through Fiscal Year 2024-2025 and Adoption of a Resolution of the City
Council of the City of Gilroy Amending the Fiscal Year 2020 -2021 Budget
and Appropriating Proposed Expenditure Amendments for the Capital
Improvement Program
1. Staff Report: Karl Bjarke, Interim Public Works Director
2. Public Comment
3. Possible Action:
a) Approve the capital improvement program for fiscal years 2020-2021 through
2024-2025.
b) Adopt a resolution of the City Council of t he City of Gilroy amending the
budget for the City of Gilroy for fiscal year 2020-2021 and appropriating
proposed expenditure amendments for the capital improvement program
fiscal years 2020-2021 through 2024-2025.
B. Update on the Pavement Maintenance Equipment for the In -House Local
Streets Repair Program
1. Staff Report: Karl Bjarke, Interim Public Works Director
2. Public Comment
3. Possible Action:
Receive report.
C. Approval of the Downtown Improvement Incentive Program for Fiscal Year
2020-2021 and Adoption of a Resolution of the City Council of the City of
Gilroy Amending the Fiscal Year 2020-2021 Budget and Appropriating
$100,000 in Expenditure Amendments for Two Downtown Improvement
Incentive Programs
1. Staff Report: Jimmy Forbis, City Administrator
2. Public Comment
3. Possible Action:
a) Approve the downtown improvement incentive program for fiscal year 2020-2021
and provide direction to staff on possible future economic incentive programs.
b) Adopt a resolution of the City Council of the City of Gilroy amending the bud get
for the City of Gilroy for fiscal year 2020-2021 and appropriating proposed
expenditure amendments for the downtown improvement incentive program.
D. Consideration of a City Office Shutdown from December 24, 2020 to
January 3, 2021
City Council Regular Meeting Agenda
11/16/2020 Page7 1. Staff Report: LeeAnn McPhillips, Human Resources Director/Risk Manager
2. Public Comment
3. Possible Action:
Approve a city office shutdown from December 24, 2020 to January 3, 2021.
E. Approval of Amendments to the Fiscal Year 2020-2021 General Fund
Budget Based on the Adopted Financial Recovery Plan and Adoption of a
Resolution of the City Council of the City of Gilroy Amen ding the Fiscal
Year 2020-2021 Budget for the City of Gilroy
1. Staff Report: Cindy Murphy, Interim Finance Director
2. Public Comment
3. Possible Action:
a) Approve General Fund amendments to the Fiscal Year 2020-2021 budget
based on the financial recovery plan of June 1, 2020.
b) Adopt a resolution of the City Council of the City of Gilroy amending the Fiscal
Year 2020-2021 budget for the City of Gilroy.
XI. CITY ADMINISTRATOR'S REPORTS
XII. CITY ATTORNEY'S REPORTS
XIII. CLOSED SESSION
A. CONFERENCE WITH LEGAL COUNSEL-EXISTING LITIGATION; Paragraph
(1) of Subdivision (d) of 54956.9 and GCC Section 17A.11(3)(a); Case: Martha
Silos, an individual; Steven Juarez, Jr., an individual and as successor in interest
to Steven Juarez, deceased; Andrew Juarez, an individual and as successor in
interest to Steven Juarez, deceased; Catrina Molina, an individual and as
successor in interest to Steven Juarez, deceased
; C.J., a minor, as successor in interest to Steven Juarez, by and through his
guardian ad litem Catrina Molina; S.J., a minor, as successor in interest to Steven
Juarez, deceased, by and through his guardian ad litem, Catrina Molina; N.J., a
minor, as successor in interest to Steven Juarez, deceased, by and through his
guardian ad litem, Augustina Armendariz
v. City of Gilroy, Michael McMahon individually and as an officer of the Gilroy
Police Department, David Ludden, individually and as an officer of the Gilroy
Police Department, Chris Silva individually and an officer of the Gilroy Police
Department, Jason Greathead individually and an officer of the Gilroy Police
Department, Martin Beltran individually and an officer of the Gilroy Police
Department, Diana Barrett individually and an officer of the Gilroy Police
Department,
Kenneth Ellsworth individually and an officer of the Gilroy Police Department, and
does1-10, inclusive, United States Northern District Court-San Jose Branch, Case
No. C19-01283 EJD, Filed March 9, 2019
1. Public Comment on Closed Session
2. City Attorney’s Advice Re: Entering into Closed Session
3. Adjourn to Closed Session
City Council Regular Meeting Agenda
11/16/2020 Page8
ADJOURN TO OPEN SESSION
Report of any action taken in Closed Session and vote or abstention of each
Councilmember if required by Government Code Section 54957.1 and Gilroy Code
Section 17A.13 (a); Public Report of the vote to continue in closed session if required
under Gilroy Code Section 17A.11 (5)
ADJOURNMENT
MEETING DATES
NOVEMBER, 2020
16* Regular Meeting - 6:00 p.m.
DECEMBER, 2020
7* Regular Meeting - 6:00 p.m.
14* Special Meeting/Interviews - 6:00 p.m.
JANUARY, 2021
4 Regular Meeting - 6:00 p.m.
25* Regular Meeting - 6:00 p.m.
* meeting is webstreamed and televised
1
City Council Meeting Minutes
11/2/2020
City of Gilroy
City Council Meeting Minutes
November 2, 2020
I. OPENING
A. Call to Order
The meeting was called to order at 6:00 PM by Mayor Roland Velasco
1. Pledge of Allegiance
The pledge of allegiance was led by Council Member Tovar.
2. Invocation
There was none.
3. City Clerk's Report on Posting the Agenda
City Clerk Shawna Freels announced that the agenda had been posted on
October 28, 2020 at 3:30 p.m.
Attendee Name Title Status Arrived
Roland Velasco Mayor Remote 6:00 PM
Marie Blankley Council Member Remote 6:00 PM
Dion Bracco Council Member Remote 6:00 PM
Peter Leroe-Muñoz Council Member Remote 6:00 PM
Carol Marques Council Member Remote 6:00 PM
Fred Tovar Council Member Remote 6:00 PM
Cat Tucker Council Member Remote 6:00 PM
B. Orders of the Day
Mayor Velasco announced that Council Members were participating remotely
under the Governors Order and described the process of public comment.
He then suggested moving Item10B the RFP for Gilroy Gardens to be heard after
the General Plan public hearing.
The full Council agreed.
II. CEREMONIAL ITEMS
A. Proclamations, Awards, and Presentations
1. Certificates in Recognition of General Plan Advisory Committee
Members
Mayor Velasco presented highlights of the Committee's work and recognized
each of members, thanking them for their work.
2. Arbor Day Proclamation
Mayor Velasco read the proclamation.
III. PRESENTATIONS TO THE COUNCIL
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There were no public comments on items not on the agenda.
IV. REPORTS OF COUNCIL MEMBERS
Mayor Pro Tempore Tucker spoke on the CalTrain ridership drop.
Council Member Marques provided an update on the Ad Hoc Homeless
Committee.
Council Member Leroe-Muñoz announced the appointment of a new Director of
the SVRIA and reported on the Water District grant program.
Ma yor Velasco reported on his meeting with Gilroy Unified School District, and
reported on the County Officials meeting highlighting the increased voter turn out
and precautions being taken for election day. He went on to describe a potential
COVID 19 vaccine and rate of testing and concluded by thanking Council
candidates and reminded the public to get out and vote.
V. FUTURE COUNCIL INITIATED AGENDA ITEMS
There were none.
VI. CONSENT CALENDAR (ROLL CALL VOTE)
RESULT: APPROVE [UNANIMOUS]
MOVER: Cat Tucker, Council Member
SECONDER: Peter Leroe-Muñoz, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar, Tucker
A. Minutes of the October 19, 2020 Regular Meeting
B. Opening of the Valley Transportation Authority Bicycle Pedestrian
Advisory Committee Representative Seat Recruitment.
VII. BIDS AND PROPOSALS
There were none.
VIII. PUBLIC HEARINGS
A. Consideration of the Adoption of the 2040 General Plan as a
Comprehensive Update of the Gilroy 2020 General Plan as Comprised of
Nine Elements Including Land Use, Transportation, Economic Prosperity,
Housing, Public Facilities and Services, Parks and Recreation, Natural and
Cultural Resources, Potential Hazards and Environmental Justice. The 2040
General Plan Also Incorporates the Requirements of the Gilroy Urban
Growth Boundary as Approved by the Voters in 2016. An Associated
Environmental Impact Report Will Also be Considered
The staff report was presented by Community Development Director Garner and
Senior Planner McCormick.
The public hearing was opened; there being no comments, it was then closed.
Mayor Velasco and Mayor Pro Tempore Tucker thanked Senior Planner Stan
Ketchum for his work managing the General Plan process.
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Possible Action:
Certify that the environmental impact report for a comprehensive
replacement of the City's General Plan is adequate, and in compliance with
the California Environmental Quality Act (CEQA).
RESULT: APPROVE [UNANIMOUS]
SECONDER: Fred Tovar, Council Member
MOVER: Cat Tucker, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
x
Resolution 2020-71
With an amendment to the Economic Prosperity Element, Policy EP 7.5 to read:
Commercial Recreation: "Coordinate with private and non-profit organizations
regarding commercial recreational opportunities in the City of Gilroy, consistent
with Council Resolution 2020-56 supporting Gilroy as a Recreation Destination".
Possible Action:
Adopt a Resolution of the City Council of the City of Gilroy to adopt the
CEQA findings of fact and statement of overriding considerations with
respect to certain significant adverse environmental impacts identified in
the environmental impact report and mitigation monitoring and reporting
program for the Gilroy 2040 General Plan.
RESULT: APPROVE [UNANIMOUS]
MOVER: Cat Tucker, Council Member
SECONDER: Fred Tovar, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
Resolution 2020-72
With amendment to the Land Use Element description of open space to read:
OPEN SPACE (OS) "This designation is applied to areas where urban
development is either inappropriate or undesirable. Specifically, it is intended to
preserve and protect lands that are considered environmentally unsuitable for
development, including natural resource areas such as the Uvas Creek and
Llagas Creek corridors and the southwestern foothills and hazardous areas such
as fault zones and floodways. While some limited activities and structures may
be allowed, these are subject to site-specific environmental review and must be
limited in scope to ensure preservation of natural resources and protection of
public health and safety. For example, there may be an opportunity to allow
public access to City-owned Open Space for limited activities, such as hiknig and
bicycling, in furtherance of City Council Resolution 2020-56, supporting Gilroy as
a Recreation Destination; however such activities would be subject to review
under the California Environmental Quality Act".
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Possible Action:
Adopt a Resolution of the City Council of the City of Gilroy to adopt the
new Gilroy 2040 General Plan to replace the City's 2020 General Plan in its
entirety.
RESULT: APPROVE [UNANIMOUS]
MOVER: Cat Tucker, Council Member
SECONDER: Carol Marques, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
X.B. Review of Draft Request for Proposal Document and Provide Direction for
the Potential Development on 536 Acres of City-owned Property Located
on Hecker Pass Highway, APN’s 783-05-011; -012; -013;810-17-014;-015; -
021; -024; -025; -026; -029; 810-18-002; -010; -011;801-19-005; -007; -010; -
011; -014
The staff report was presented by City Administrator Forbis.
There were no public comments.
Possible Action:
Review a draft request for proposals (RFP) document, provide input and
direct staff to issue an RFP for a potential Hecker Pass gateway tourism
and recreation development at Highway 152 and Rancho Vista Drive.
RESULT: APPROVE [UNANIMOUS]
MOVER: Marie Blankley, Council Member
SECONDER: Fred Tovar, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
IX. UNFINISHED BUSINESS
A. Standing Report on Operational Impacts and City/Community Efforts
Related to the COVID-19 Pandemic
There was no report provided.
Possible Action:
Receive report.
X. INTRODUCTION OF NEW BUSINESS
A. Consideration of the Approval of Mills Act Agreements for a Property
Located at 7363 Monterey Road, Gilroy and a Property Located at 7511
Carmel Street, Gilroy (MA 20-01 & MA 20-02)
The staff report was introduced by Community Development Director Garner and
further presented by Senior Planner McCormick.
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There were no public comments.
Possible Action:
a) Approve a Mills Act agreement for a property located at 7363 Monterey
Road, Gilroy, and authorize the City Administrator to execute the
agreement and related documents.
RESULT: APPROVE [UNANIMOUS]
MOVER: Fred Tovar, Council Member
SECONDER: Peter Leroe-Muñoz, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
Possible Action:
b) Approve a Mills Act agreement for a property located at 7511 Carmel
Street, Gilroy, and authorize the City Administrator to execute the
agreement and related documents.
RESULT: APPROVE [UNANIMOUS]
MOVER: Fred Tovar, Council Member
SECONDER: Peter Leroe-Muñoz, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
C. Approval of an Exception to the CalPERS 180-Day Waiting Period for Work
After Retirement for Joe Hall (Retired Annuitant) to Serve in an Extra Help
Position in the Finance Department
The staff report was presented by Human Resources Director McPhillips.
There were no public comments.
Possible Action:
Adopt a resolution 2020-73 of the City Council of the City of Gilroy
approving the exception to the CalPERS 180-day wait period and
appointment of Joe Hall (retired annuitant) to an extra help position in the
finance department.
RESULT: APPROVE [UNANIMOUS]
MOVER: Fred Tovar, Council Member
SECONDER: Marie Blankley, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
B. Consent of the Appointment of Karl Bjarke as Interim Public Works Director
(Retired Annuitant) Effective November 3, 2020 and Adoption of a
Resolution of the City Council of the City of Gilroy Approving the
Appointment and Employment Agreement
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Possible Action:
a) Consent of the City Administrator's recommendation to appoint Karl
Bjarke as Interim Public Works Director (as a retired annuitant) effective
November 3, 2020.
RESULT: APPROVE [UNANIMOUS]
MOVER: Marie Blankley, Council Member
SECONDER: Cat Tucker, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
b) Adopt a Resolution 2020-74 of the City Council of the City of Gilroy
approving the appointment of Karl Bjarke as Interim Pu blic Works
Director (Retired Annuitant) pursuant to California Government Code
Section 21221(h) and authorizing the City Administrator to execute the
employment agreement.
RESULT: APPROVE [UNANIMOUS]
MOVER: Marie Blankley, Council Member
AYES: Velasco, Blankley, Bracco, Leroe-Muñoz, Marques, Tovar,
Tucker
XI. CITY ADMINISTRATOR'S REPORTS
There were none.
XII. CITY ATTORNEY'S REPORTS
There were none.
XIII. CLOSED SESSION
There was none.
ADJOURNMENT
The meeting adjourned at 7:41 p.m.
/s/ Shawna Freels, MMC
City Clerk
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City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of a Notice of Acceptance of Completion for the Spalling
Concrete Repair Project No. 20-PW -255 and Approval of a Final
Contract With EF&S, Inc. in the Amount of $379,272
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Karl Bjarke
Prepared By: Girum Awoke
Eric Argamaso
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Approve a notice of acceptance of completion for the Spalling Concrete repair
project No. 20-PW -255.
b) Approve a final contract amount of $379,272 with EF&S, Inc. for the Fiscal Year
2020 Spalling Concrete repair project No. 20-PW -255.
EXECUTIVE SUMMARY
The Public Works Department has completed construction of the FY20 Spalling
Concrete Repair Project and has reviewed all project docum entation. Staff
6.B
Packet Pg. 15
recommends the City Council approve the Notice of Acceptance of Completion for the
FY20 Spalling Concrete Repair Project, Project No. 20-PW -255.
This project removed and replaced defective sidewalks, upgraded curb ramps to meet
Americans with Disabilities Act (ADA) compliance in the Rancho Hills area and
improved pedestrian safety by replacing spalling concrete. Total cost of the project is
$379,272.
BACKGROUND
The City received money from the settlements of two lawsuits associated with th e
construction of faulty public sidewalk, curb and gutter, handicap ramps, and driveway
approaches involving six tracts (Tract Nos. 8627, 8663, 8708, 8711, 8728, and 9002) in
2008. This lawsuit involved claims that some of the concrete structures were not
constructed properly when these tracts were developed. This resulted in sidewalks,
driveway approaches, curb and gutter, and curb ramps to begin prematurely
disintegrating, leaving a rough and potentially uneven finish to the surface. Two out of
the six T racts - 8663 and 8728 – had been repaired prior to the award of this contract.
The purpose of this project was to improve public safety by replacing faulty sidewalks
and curb ramps in the four remaining tracts (Tract Nos. 8627, 8708, 8711, and 9002).
However, the work within Tract 8627, bid alternative 1, was not included in this project
due to insufficient funds.
The City Council awarded the construction contract to EF&S Inc. at the March 16, 2020
regular meeting in the amount of $344,792 with a 10% project contingency of $34,480
(for a total construction allocation of $379,272), and authorized the Interim City
Administrator to execute the contract and associated documents.
ANALYSIS
The project scope of work included removal and replacement of defective sidewalks and
upgrading curb ramps to meet ADA compliance.
During construction, four construction change orders (CCO) were executed for the
project. These change orders are summarized below:
CCO#1 – This change order adjusted the contract amount by adjusting the bid item for
traffic control. Due to the ongoing pandemic, there was no need for Portable
Changeable Message Signs (PCMS) during construction. The City received a $500
credit for this change order.
CCO#2 – This change order was for the removal of two trees in park strips within the
project limits. These trees were located at 8853 and 9183 Rancho Hills Drive. These
two trees needed to be removed due to their raising of the adjacent sidewalk, and for
safety reasons due to their close proximity to utility boxes, per certified arborist
recommendation. This change order increased the project construction cost by $3,900.
6.B
Packet Pg. 16
CCO#3 – This change order was for the additional work to replace monolithic driveway
approaches on Colony Way. The driveway approaches were required to be replaced
with the sidewalk to maintain ADA accessibility. This change order removed and
replaced 14 driveway approaches on Colony Way. This change order increased the
project construction cost by $28,780 and added an additional 20 working days to the
contract.
CCO#4 – The purpose of this change order was to correct the contract amount for
quantity adjustments that were identified in the field. EF&S, Inc. was compensated for
the actual quantities that were measured and verified in t he field. The quantity
adjustments increased the project construction cost by $2,300.
All combined, the change order resulted in a net increase in the contract value by
$34,480 for a total construction cost of $379,272. The contingency amount of $34,480
was used in full for this project.
DESCRIPTION AMOUNT
Construction Contract Amount $344,792
CCO #1 – PCMS Change Order ($500)
CCO #2 – Tree Removal $3,900
CCO #3 – Colony Way Driveway
Approaches $28,780
CCO #4 – Balancing Change Order $2,300
FINAL CONSTRUCTION COST $379,272
The overall construction schedule for the project was 75 working days. The contractor
received an additional 20 working days per Change Order No. 3. Contract work was
completed on September 16, 2020.
Project documentation has been completed and all punch-list items have been
addressed by the contractor. Staff recommends the City Council approve the Notice of
Acceptance of Completion for the FY20 Spalling Concrete Repair Project, Project No.
20-PW -255.
FISCAL IMPACT/FUNDING SOURCE
The project construction cost was $379,272, which was increased by $34,480 from the
awarded contract amount. The project’s entire contingency was used. Construction of
this project was funded through the Deposits Revolving Fund 801 which was funded
through the settlement agreement for replacement of the faulty concrete. With the
completion of this project, there will be less than $4,000 remaining in the spalling
concrete settlement agreement account.
6.B
Packet Pg. 17
Attachments:
1. 20-PW -255 Notice of Completion
2. 20-PW -255 CCO 4 - Final Balancing Change Order
6.B
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RECORDING REQUESTED BY: City of Gilroy
WHEN RECORDED, MAIL TO:
Shawna Freels
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
(SPACE ABOVE THIS LINE FOR RECORDER'S USE)
RECORD WITHOUT FEE UNDER SECTION 27383
GOVERNMENT CODE OF STATE OF CALIFORNIA Notice of Acceptance of Completion
FY20 Spalling Concrete Repair Project
Project No. 20-PW-255
EF&S, Inc.
SEPARATE PAGE PURSUANT TO GOVT. CODE 27361.6
6.B.a
Packet Pg. 19 Attachment: 20-PW-255 Notice of Completion (3036 : NOC Spalling Concrete Repair Project)
NOTICE OF ACCEPTANCE OF COMPLETION
NOTICE IS HEREBY GIVEN that, as of the 16th day of November, 2020, the City of Gilroy, California (“City”) has
accepted as completed the work required to be performed under the following agreement (“Agreement”) by and
between EF&S, Inc. (“Contractor”) and City:
FY20 Spalling Concrete Repair Project
Project No. 20-PW-255
EF&S, Inc.
Project No.: 20-PW-255
Contractor Name: EF&S, Inc.
Contractor Address: 8352 Church Street, Ste. F1, Gilroy, CA 95020
Surety on Contract: Western Surety Company
Location of Project: Gilroy, California
Description of Work:
This project includes the removal and replacement of existing sidewalks and curb ramps, minor asphalt
replacement, curb markings, stormwater management, and other items outlined in plans and specifications.
Interest of City: Owner in Fee
Vendee under Agreement to Purchase
Lessee
Owner of Easements
Holder of License
X Owner of Streets
Owner of Utilities, Water, Sewer, Storm Systems
Owner's Name/Address: City of Gilroy, 7351 Rosanna Street, Gilroy, CA 95020
Work Done: See above, Description of Work
This notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State of California.
The undersigned, being duly sworn, deposes and say:
That I am an officer of the City of Gilroy, that I have read the foregoing Notice of Acceptance of Completion and
know the contents thereof; and that the same is true of my own knowledge, except as to those matters that I believe to
be true. I certify under penalty of perjury that the foregoing is true and correct.
Executed at the City of Gilroy, County of Santa Clara, State of California, on .
CITY OF GILROY
BY:
Gary Heap
TITLE: City Engineer
6.B.a
Packet Pg. 20 Attachment: 20-PW-255 Notice of Completion (3036 : NOC Spalling Concrete Repair Project)
DocuSign Envelope ID: 5503CC44-33A2-4274-8D1D-C45191FDD4C6
10/2/2020
10/2/2020
10/13/2020
6.B.b
Packet Pg. 21 Attachment: 20-PW-255 CCO 4 - Final Balancing Change Order (3036 : NOC Spalling Concrete Repair Project)
DocuSign Envelope ID: 5503CC44-33A2-4274-8D1D-C45191FDD4C66.B.bPacket Pg. 22Attachment: 20-PW-255 CCO 4 - Final Balancing Change Order (3036 : NOC Spalling Concrete Repair
DocuSign Envelope ID: 5503CC44-33A2-4274-8D1D-C45191FDD4C66.B.bPacket Pg. 23Attachment: 20-PW-255 CCO 4 - Final Balancing Change Order (3036 : NOC Spalling Concrete Repair
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of a Notice of Acceptance of Completion for the 2020
Annual Sidewalk Gap Closure and Curb Ramp Improvements
Project No. 20-PW -256 and Approval of a Final Contract with
McKim Corporation in the Amount of $251,316.54
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Girum Awoke
Prepared By: Girum Awoke
Eric Argamaso
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Approve a notice of acceptance of completion for the 2020 annual sidewalk gap
closure and curb ramp improvements project No. 20-PW -256.
b) Approve a final contract in the amount of $251,316.54 with McKim Corporation
for the 2020 annual sidewalk gap closure and curb ramp improvements project
No. 20-PW -256.
EXECUTIVE SUMMARY
The 2020 Annual Sidewalk Gap Closure & Curb Ramp Improvements Project installed
new sidewalks in areas that are lacking safe pedestrian facilities, and construct ed curb
6.C
Packet Pg. 24
ramps to meet Americans with Disabilities Act (ADA) compliance within the
Neighborhood Revitalization Service Area (NRSA). This project was funded through the
Community Development Block Grant (CDBG), Fund 254.
The project scope of work included:
Sidewalk Gap Closures
Construction of new curb ramps
Upgrading existing curb ramps on streets to be resurfaced in upcoming projects
Minor striping work
BACKGROUND
The City receives funds annually from the US Department of Housing and Urban
Development (HUD) through the CDBG. In January 2020, the City Council allocated
$300,000 towards the construction of the 2020 Annual Sidewalk Gap Closure & Curb
Ramp Improvements Project. The City Council awarded the construction contract to
McKim Corporation at the March 2, 2020 regular meeting in the amount of $293,631
with a contingency of $6,368 (for a total construction allocat ion of $300,000) and
authorized the City Administrator to execute the contract and associated documents.
ANALYSIS
The project scope of work included sidewalk gap closures, construction of new curb
ramps, upgrading existing curb ramps on streets to be resurfaced in upcoming paving
projects, and minor striping work.
During construction, one construction change order (CCO) was executed for the project.
This change order is summarized below:
CCO#1 – The purpose of this change order was to adjust the contract amount by
identifying bid items in which the quantities verified in the field differ ed from the
quantities that were included in the contractor’s bid. McKim Corporation was
compensated for the actual quantities that were measured and verified in the field . The
contractor was not compensated for bid items that were not constructed in the field nor
completed. The quantity adjustments reduced the total project cost and saved the City a
total of $42,315.
This change order resulted in a net decrease in the contract value by $42,315 for a total
construction cost of $251,316. The contingency amount of $6,368 was not used for this
project.
DESCRIPTION AMOUNT
Construction Contract Amount $293,631.54
6.C
Packet Pg. 25
CCO #1 – Balancing Change Order ($42,315.00)
FINAL CONSTRUCTION COST $251,316
The overall schedule for the construction project was 35 working days. The first working
day of the contract was June 8, 2020. Contract work was completed on schedule on
July 24, 2020.
Project documentation has been completed and all punch -list items have been
addressed by the contractor. Staff recommends the City Council approve the Notice of
Acceptance of Completion for the 2020 Annual Sidewalk Gap Closure & Curb Ramp
Improvements Project, Project No. 20-PW -256.
FISCAL IMPACT/FUNDING SOURCE
The project construction cost was $293,631, which was reduced by $42,315 from the
awarded contract amount for a final construction cost of $251,631. None of the project’s
contingency was used. Construction of this project was funded through the Communit y
Development Block Grant, Fund 254.
Attachments:
1. 20-PW -256 CCO 1 - Final Change Order
2. 20-PW -256 Notice of Completion
6.C
Packet Pg. 26
EA
EA
Eric Argamaso Digitally signed by Eric Argamaso
DN: cn=Eric Argamaso, o, ou, email=eric.argamaso@cityofgilroy.org, c=US
Date: 2020.08.24 10:59:07 -07'00'
Eric Argamaso Digitally signed by Eric Argamaso
DN: cn=Eric Argamaso, o, ou, email=eric.argamaso@cityofgilroy.org, c=US
Date: 2020.08.24 10:59:19 -07'00'
DocuSign Envelope ID: 135F4C3B-5814-4A1B-A686-4E21CDB226F0
8/25/2020
8/26/2020
8/26/2020
6.C.a
Packet Pg. 27 Attachment: 20-PW-256 CCO 1 - Final Change Order (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
DocuSign Envelope ID: 135F4C3B-5814-4A1B-A686-4E21CDB226F0
6.C.a
Packet Pg. 28 Attachment: 20-PW-256 CCO 1 - Final Change Order (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
DocuSign Envelope ID: 135F4C3B-5814-4A1B-A686-4E21CDB226F0
6.C.a
Packet Pg. 29 Attachment: 20-PW-256 CCO 1 - Final Change Order (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
DocuSign Envelope ID: 135F4C3B-5814-4A1B-A686-4E21CDB226F0
6.C.a
Packet Pg. 30 Attachment: 20-PW-256 CCO 1 - Final Change Order (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
DocuSign Envelope ID: 135F4C3B-5814-4A1B-A686-4E21CDB226F0
6.C.a
Packet Pg. 31 Attachment: 20-PW-256 CCO 1 - Final Change Order (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
RECORDING REQUESTED BY: City of Gilroy
WHEN RECORDED, MAIL TO:
Shawna Freels
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
(SPACE ABOVE THIS LINE FOR RECORDER'S USE)
RECORD WITHOUT FEE UNDER SECTION 27383
GOVERNMENT CODE OF STATE OF CALIFORNIA Notice of Acceptance of Completion
2020 Annual Sidewalk Gap Closure & Curb Ramp Improvements Project
Project No. 20-PW-256
McKim Corporation
SEPARATE PAGE PURSUANT TO GOVT. CODE 27361.6
6.C.b
Packet Pg. 32 Attachment: 20-PW-256 Notice of Completion (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
NOTICE OF ACCEPTANCE OF COMPLETION
NOTICE IS HEREBY GIVEN that, as of the 16th day of November, 2020, the City of Gilroy, California (“City”) has
accepted as completed the work required to be performed under the following agreement (“Agreement”) by and
between McKim Corporation (“Contractor”) and City:
2020 Annual Sidewalk Gap Closure & Curb Ramp Improvements Project
Project No. 20-PW-256
McKim Corporation
Project No.: 20-PW-256
Contractor Name: McKim Corporation
Contractor Address: 60 W. 4th Street #210, Gilroy CA 95020
Surety on Contract: Allegheny Casualty Company
Location of Project: Gilroy, California
Description of Work:
This project includes construction of new concrete sidewalks, removal and replacement of existing curb ramps,
retrofitting existing curb ramps to meet ADA compliance, striping, and other various tasks outlined in the plans
and specifications in various locations in the City of Gilroy.
Interest of City: Owner in Fee
Vendee under Agreement to Purchase
Lessee
Owner of Easements
Holder of License
X Owner of Streets
Owner of Utilities, Water, Sewer, Storm Systems
Owner's Name/Address: City of Gilroy, 7351 Rosanna Street, Gilroy, CA 95020
Work Done: See above, Description of Work
This notice is given in accordance with the provisions of Section 3093 of the Civil Code of the State of California.
The undersigned, being duly sworn, deposes and say:
That I am an officer of the City of Gilroy, that I have read the foregoing Notice of Acceptance of Completion and
know the contents thereof; and that the same is true of my own knowledge, except as to those matters that I believe to
be true. I certify under penalty of perjury that the foregoing is true and correct.
Executed at the City of Gilroy, County of Santa Clara, State of California, on .
CITY OF GILROY
BY:
Gary Heap
TITLE: City Engineer
6.C.b
Packet Pg. 33 Attachment: 20-PW-256 Notice of Completion (3031 : NOC Sidewalk Gap Closure & Curb Ramp Project)
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of a Notice of Acceptance of Completion for the Bridge
Preventative Maintenance Program Project No. 18-PW -246,
Federal Project No. BPMP-5034(026) and Approval of a Final
Contract with American Civil Constructor West Coast, LLC in the
Amount of $171,824.00
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Karl Bjarke
Prepared By: Karl Bjarke
Julie Oates
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Approve a notice of acceptance of completion for the bridge preventative
maintenance program project No. 18-PW -246, Federal project No. BPMP-
5034(026).
b) Approve a final contract in the amount of $171,824.00 with American Civil
Constructors West Coast, LLC for the bridge preventative maintenance program
project No. 18-PW -246, Federal project No. BPMP-5034(026).
EXECUTIVE SUMMARY
6.D
Packet Pg. 34
The Public Works Department has completed construction of the Bridge Preventative
Maintenance Program Project and has reviewed and approved all project
documentation. The project consisted of preventative maintenance improvements on six
vehicular bridges throughout the City. The total construction cost of the project was
$171,824.
Staff recommends City Council’s approval of the Notice of Acceptance of Completion for
the Bridge Preventative Maintenance Program Project No.18-PW -246, Federal Project
No. BPMP-5034(026).
BACKGROUND
On May 4, 2020 the City Council awarded a contract to American Civil Constructors
West Coast LLC for the construction of the Bridge Preventative Maintenance Prog ram
Project in the amount of $180,620 with a project contingency of $18,062 (10%), and
authorized the Interim City Administrator to execute the contract and associated
documents. At the same meeting, Council also authorized the Director of Public Works
to execute the Program Supplement Agreement for the Bridge Preventative
Maintenance Program Project and adopted a resolution for a budget amendment of
$200,000 for Fiscal Year 2019-2020 from the Transportation Grants Fund 224 to fund
the construction of the project.
ANALYSIS
The project scope of work included preventative maintenance on six bridges throughout
the City. The work included all labor, material, supervision, and equipment necessary to
complete the bridge deck treatment with High Molecular Weight Methacrylate (HMWM),
pavement traffic stripes and pavement markings, and other incidental and appurtenant
work necessary for the proper construction of the improvements at the following
locations:
Federal
Bridge
Number
Feature Intersected Facility
Carried Location
1 37C0363 West Branch Llagas Creek Church St 0.2 M N Ronan Ave
2 37C0352 West Branch Llagas Creek Farrell Ave 0.2 M W Monterey Rd
3 37C0321 Miller Slough Forest St Between I.O.O.F & Lewis
4 37C0320 Miller Slough Lewis St Near Forest St
5 37C0271 Miller Slough I.O.O.F Ave 0.1 M E Monterey Rd
6 37C0339 West Branch Llagas Creek Murray Ave 0.5 M N Leavesley Rd
6.D
Packet Pg. 35
The majority of the construction cost of this project (88.53%) will be reimbursed by the
Federal Highway Administration (FHWA) Highway Bridge Program. The City will be
responsible for funding 11.47% of the construction cost.
During construction, a total of two construction change orders (CCOs) were executed
for the project. The change orders are summarized below:
CCO #1 – Reductions in traffic volumes and changes in traffic patterns in the vicinity of
the project areas occurred due to the COVID-19 pandemic. This allowed staff to make
modifications to the construction area signage. The contractor was directed to substitute
Portable Changeable Message Signs (PCMS) with hard signs mounted on Type II
barricades. The cost of the hard signs mounted on Type II barricades was less than the
cost of the PCMS. As a result, this change order reduced the contract amount by
$1,832.
CCO #2 – The bid item quantities that were included in the contractor's bid differed from
the actual quantities used during construction. The contractor was compensated for the
actual quantities that were measured and verified in the field. Th is change order
adjusted the contract amount to reflect the actual quantities of bid items that were used
during construction. The bid item quantity adjustments in this change order reduced the
contract amount by $6,964.
The two change orders resulted in a net decrease in the contract value by $8,796,
which resulted in a total construction cost of $171,824. None of the $18,062 in
contingency funds were used for this project.
Description Amount
Construction Contract Award $180,620
CCO #1 – PCMS Substitution ($1,832)
CCO #2 – Final Balancing Change Order ($6,964)
Final Construction Cost $171,824
The overall schedule for the construction project was 35 working days. The first working
day of the contract was June 8, 2020. Contract work was completed on schedule on
July 13, 2020.
Per the construction contract documents, the City identified a Disadvantaged Business
Enterprise (DBE) goal of 16.0%. At bid, the contractor’s DBE goal was 19.18% of the
total construction cost. The contractor’s actual DBE utilization was 26.78% of the total
construction cost.
6.D
Packet Pg. 36
Project documentation has been completed and all punch -list items have been
addressed by the contractor. Staff recommends the City Council approve the Notice of
Acceptance of Completion for the Bridge Preventative Maintenance Program Project,
City Project No. 18-PW -246, and Federal Project No. BPMP-5034(026).
FISCAL IMPACT/FUNDING SOURCE
The total project construction cost was $171,824, which was reduced by $8,796 from
the awarded contract amount. None of the project’s contingency f unds were used.
Construction of this project was funded through the Transportation Grants Fund 224.
The majority of the construction cost (88.53%) will be reimbursed by the Federal
Highway Administration (FHWA) Highway Bridge Program. This results in a construction
cost of $19,708 to the City.
City Funding
Source FHWA Funds City Funds Total Construction
Cost
Transportation
Grants Fund 224 $152,116 $19,708 $171,824
Attachments:
1. NOC BPMP-5034(026) 18-PW -246
2. CCO 2 Final Balancing Change Order
6.D
Packet Pg. 37
6.D.a
Packet Pg. 38 Attachment: NOC BPMP-5034(026) 18-PW-246 (3016 : NOC Bridge Deck Preventative Maintenance)
6.D.a
Packet Pg. 39 Attachment: NOC BPMP-5034(026) 18-PW-246 (3016 : NOC Bridge Deck Preventative Maintenance)
6.D.a
Packet Pg. 40 Attachment: NOC BPMP-5034(026) 18-PW-246 (3016 : NOC Bridge Deck Preventative Maintenance)
American Civil Constructors West Coast LLC
JA
JA
10/12/2020
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
10/12/2020
10/13/2020
10/13/2020
10/19/2020
6.D.b
Packet Pg. 41 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Public Works Department - Engineering Division
7351 Rosanna St., Gilroy, CA 95020
Phone (408) 846-0451; Fax (408) 846-0429
2
To contract for: City Project No.:
Contractor: Contract Date:
ATTACHMENT A
e.
Total Deductive amount for Change Order No. 2 is $6,525 + $90 + $100 + $249 = $6,964
Bid Item 44: (65 LF - 63 LF) x $3/LF = $6
Bid Item 50: (110 LF - 107 LF) x $3/LF = $9
Bid Item 51: (220 LF - 214 LF) x $2/LF = $12
Bid Item 52: (220 LF - 214 LF) x $2/LF = $12
Total Credit for Bid Items 12, 13, 20, 21, 22, 23, 30, 31, 32, 44, 50, 51, and 52 = $249
Bid Item 21: (120 LF - 115 LF) x $3/LF = $15
Bid Item 22: (120 LF - 113 LF) x $2/LF = $14
Bid Item 23: (120 LF - 112 LF) x $2/LF = $16
Bid Item 30: (65 LF - 63 LF) x $3/LF = $6
Bid Item 31: (130 LF - 126 LF) x $2/LF = $8
Bid Item 32: (65 LF - 63 LF) x $2/LF = $4
a.
In response to Submittal #4, Methacrylate Placement Plan, the contractor was directed to apply methacrylate at the rate of 90
SF/gallon as stated in 2015 Caltrans Standard Specification Section 60-3.03B(3). The methacrylate contract bid quantity was
estimated at a total of 446 gallons (bid items 11, 19, 29, 38, 43, and 49) for all six bridges. Per the Contract Plans, the total
surface area of all six bridges was 24,500 SF. Therefore, the methacrylate application rate for the Bid Quantity was 24,500 SF
/ 446 gallons = 55.0 SF/gallon. Since bid items 11, 19, 29, 38, 43 and 49 were not final pay items, the actual quantities were
tracked based on the revised application rate during construction of 90 SF/gallon. The total amount of methacrylate used for
all six bridges was 301 gallons, for a total deduction of 145 gallons. Therefore, the City is being credited for 145 gallons of
methacrylate at $45 per gallon = $6,525.
b.
Bid item #14, Thermoplastic Pavement Marking at the Church St Bridge, was only partially utilized. The contractor was
required to match the existing pavement markings per the Contract Specifications. Bid item #14 was bid at 20 SF. However,
there was only 11 SF of pavement markings at the Church St Bridge prior to construction. Therefore, the City is being credited
for 9 SF of pavement markings at $10 per SF = $90.
c.
Bid item #33, Thermoplastic Pavement Marking at the Forest St Bridge, was not utilized. The contractor was required to match
the existing pavement markings per the Contract Specifications. However, there were no pavement markings at the Forest St
Bridge prior to construction. Therefore, the City is being credited for 10 SF of pavement markings at $10 per SF = $100.
d.
Quantities of Thermoplastic Traffic Stripes (Bid Items 12, 13, 20, 21, 22, 23, 30, 31, 32, 44, 50, 51, and 52) were also tracked
during construction. The following is a summary of the total credit to the City for reduced quantities of thermoplastic traffic
stripes utilized during construction:
(Quantity in Bid List minus Actual Quantity Tracked during construction) x Unit Bid Price = Credit Amount
Bid Item 12: (110 LF - 98 LF) x $3/LF = $36
Bid Item 13: (440 LF - 392 LF) x $2/LF = $96
Bid Item 20: (120 LF - 115 LF) x $3/LF = $15
City of Gilroy
CHANGE ORDER NO.
Bridge Preventative Maintenance Program 18-PW-246
American Civil Constructors West Coast LLC 5/23/2020
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 42 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 43 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 44 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 45 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 46 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 47 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
American Civil Constructors West Coast LLC
2990 Bay Vista Court, Benicia CA 94510
Phone: 707-746-8028 Fax: 707-746-0936
Bill To:18-PW-246
City of Gilroy - Public Works
7351 Rosanna Street
Gilroy, CA 95020
Qty Units Unit Price Extension Qty Extension Qty Extension Qty Extension
1 999990 6 EA $ 3,000.00 $ 18,000.00 1.50 $4,500.00 4.50 $13,500.00 6.00 $ 18,000.00
2 70030 1 LS $ 1,500.00 $ 1,500.00 0.25 $375.00 0.75 $1,125.00 1.00 $ 1,500.00
3 80050 1 LS $ 1,500.00 $ 1,500.00 0.75 $1,125.00 0.25 $375.00 1.00 $ 1,500.00
4 130200 1 LS $ 695.00 $ 695.00 0.25 $173.75 0.75 $521.25 1.00 $ 695.00
5 1411XX 1 LS $ 8,270.00 $ 8,270.00 0.25 $2,067.50 0.75 $6,202.50 1.00 $ 8,270.00
6 600001 1 LS $ 9,535.00 $ 9,535.00 0.25 $2,383.75 0.75 $7,151.25 1.00 $ 9,535.00
7 120100 1 LS $ 5,300.00 $ 5,300.00 0.60 $3,180.00 0.40 $2,120.00 1.00 $ 5,300.00
8 128651 2 EA $ 500.00 $ 1,000.00 2.00 $1,000.00 0.00 $0.00 2.00 $ 1,000.00
9 600037 5,400 SF $ 1.00 $ 5,400.00 5400.00 $5,400.00 0.00 $0.00 5400.00 $ 5,400.00
10-F 600045 5,400 SF $ 2.00 $ 10,800.00 5400.00 $10,800.00 0.00 $0.00 5400.00 $ 10,800.00
11 600047 98 GAL $ 45.00 $ 4,410.00 70.00 $3,150.00 0.00 $0.00 70.00 $ 3,150.00
12 8405XX 110 LF $ 3.00 $ 330.00 98.00 $294.00 0.00 $0.00 98.00 $ 294.00
13 9405XX 440 LF $ 2.00 $ 880.00 392.00 $784.00 0.00 $0.00 392.00 $ 784.00
14 840515 20 SF $ 10.00 $ 200.00 11.00 $110.00 0.00 $0.00 11.00 $ 110.00
15 120100 1 LS $ 5,300.00 $ 5,300.00 0.60 $3,180.00 0.40 $2,120.00 1.00 $ 5,300.00
16 128651 2 EA $ 500.00 $ 1,000.00 2.00 $1,000.00 0.00 $0.00 2.00 $ 1,000.00
17 600037 5,100 SF $ 1.00 $ 5,100.00 5100.00 $5,100.00 0.00 $0.00 5100.00 $ 5,100.00
18-F 600045 5,100 SF $ 2.00 $ 10,200.00 5100.00 $10,200.00 0.00 $0.00 5100.00 $ 10,200.00
19 600047 93 GAL $ 45.00 $ 4,185.00 70.00 $3,150.00 0.00 $0.00 70.00 $ 3,150.00
20 8405XX 120 LF $ 3.00 $ 360.00 115.00 $345.00 0.00 $0.00 115.00 $ 345.00
21 8405XX 120 LF $ 3.00 $ 360.00 115.00 $345.00 0.00 $0.00 115.00 $ 345.00
22 8405XX 120 LF $ 2.00 $ 240.00 113.00 $226.00 0.00 $0.00 113.00 $ 226.00
23 8405XX 120 LF $ 2.00 $ 240.00 112.00 $224.00 0.00 $0.00 112.00 $ 224.00
24 840515 15 SF $ 10.00 $ 150.00 15.00 $150.00 0.00 $0.00 15.00 $ 150.00
25 120100 1 LS $ 4,300.00 $ 4,300.00 0.60 $2,580.00 0.40 $1,720.00 1.00 $ 4,300.00
26 128651 2 EA $ 500.00 $ 1,000.00 2.00 $1,000.00 0.00 $0.00 2.00 $ 1,000.00
27 600037 2,700 SF $ 1.50 $ 4,050.00 2700.00 $4,050.00 0.00 $0.00 2700.00 $ 4,050.00
28-F 600045 2,700 SF $ 2.50 $ 6,750.00 2700.00 $6,750.00 0.00 $0.00 2700.00 $ 6,750.00
29 600047 49 GAL $ 45.00 $ 2,205.00 30.00 $1,350.00 0.00 $0.00 30.00 $ 1,350.00
30 8405XX 65 LF $ 3.00 $ 195.00 63.00 $189.00 0.00 $0.00 63.00 $ 189.00
31 8405XX 130 LF $ 2.00 $ 260.00 126.00 $252.00 0.00 $0.00 126.00 $ 252.00
32 8405XX 65 LF $ 2.00 $ 130.00 63.00 $126.00 0.00 $0.00 63.00 $ 126.00
33 840515 10 SF $ 10.00 $ 100.00 0.00 $0.00 0.00 $0.00 0.00 $ -
34 120100 1 LS $ 4,300.00 $ 4,300.00 0.60 $2,580.00 0.40 $1,720.00 1.00 $ 4,300.00
35 128651 2 EA $ 500.00 $ 1,000.00 2.00 $1,000.00 0.00 $0.00 2.00 $ 1,000.00
36 600037 2,400 SF $ 1.50 $ 3,600.00 2400.00 $3,600.00 0.00 $0.00 2400.00 $ 3,600.00
37-F 600045 2,400 SF $ 2.50 $ 6,000.00 2400.00 $6,000.00 0.00 $0.00 2400.00 $ 6,000.00
38 600047 44 GAL $ 45.00 $ 1,980.00 27.00 $1,215.00 0.00 $0.00 27.00 $ 1,215.00
39 120100 1 LS $ 4,300.00 $ 4,300.00 0.60 $2,580.00 0.40 $1,720.00 1.00 $ 4,300.00
40 128651 3 EA $ 500.00 $ 1,500.00 3.00 $1,500.00 0.00 $0.00 3.00 $ 1,500.00
41 600037 2,300 SF $ 1.50 $ 3,450.00 2300.00 $3,450.00 0.00 $0.00 2300.00 $ 3,450.00
42-F 600045 2,300 SF $ 2.50 $ 5,750.00 2300.00 $5,750.00 0.00 $0.00 2300.00 $ 5,750.00
43 600047 42 GAL $ 45.00 $ 1,890.00 30.00 $1,350.00 0.00 $0.00 30.00 $ 1,350.00
44 8405XX 65 LF $ 3.00 $ 195.00 63.00 $189.00 0.00 $0.00 63.00 $ 189.00
45 120100 1 LS $ 5,300.00 $ 5,300.00 0.60 $3,180.00 0.40 $2,120.00 1.00 $ 5,300.00
46 128651 2 EA $ 500.00 $ 1,000.00 2.00 $1,000.00 0.00 $0.00 2.00 $ 1,000.00
47 600037 6,600 SF $ 1.00 $ 6,600.00 6600.00 $6,600.00 0.00 $0.00 6600.00 $ 6,600.00
48-F 600045 6,600 SF $ 2.00 $ 13,200.00 6600.00 $13,200.00 0.00 $0.00 6600.00 $ 13,200.00
49 600047 120 GAL $ 45.00 $ 5,400.00 74.00 $3,330.00 0.00 $0.00 74.00 $ 3,330.00
50 8405XX 110 LF $ 3.00 $ 330.00 107.00 $321.00 0.00 $0.00 107.00 $ 321.00
51 8405XX 220 LF $ 2.00 $ 440.00 214.00 $428.00 0.00 $0.00 214.00 $ 428.00
52 8405XX 220 LF $ 2.00 $ 440.00 214.00 $428.00 0.00 $0.00 214.00 $ 428.00
CCO1 13 ea $ (140.92) $ (1,832.00)13.00 -$1,832.00 0.00 $0.00 13.00 $ (1,832.00)
Contract Total $178,788.00 $131,429.00 $40,395.00 $171,824.00
Retention 5%this Contract -$6,571.45 -$2,019.75 -$8,591.20
Approvals Date
Billing Number 2
Billing Date 7/29/2020
Work Performed Thru 7/29/2020
Project Name Bridge Preventive Maintenance
Owner Contract No.18-PW-246
Sub Contract No.
ACCWC Project No.20015-106
BILLING
Bid Item CODE Description Contract Quantity Current Billing Previous Approved Total To Date Total
MOBILIZATION
LEAD COMPLIANCE PLAN
PROGRESS SCHEDULE (CRITICAL PATH)
WPCP (EACH BRIDGE LOCATION)
REMOVE THERMOPLASTIC TRAFFIC STRIPE AND
MARKINGS (HAZARDOUS WASTE)
PUBLIC SAFETY PLAN
BRIDGE NO. 37C363 - CHURCH STREET
TRAFFIC CONTROL SYSTEM
PCMS BOARDS
PREPARE CONCRETE BRIDGE DECK SURF.
TREAT BRIDGE DECK SURFACE (F)
FURNISH BRIDGE DECK TREATMENT MATERIAL
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 22
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 39
THERMOPLASTIC PAVEMENT MARKING
BRIDGE NO. 37C0352 - FARRELL AVE
TRAFFIC CONTROL SYSTEM
PCMS BOARDS
PREPARE CONCRETE BRIDGE DECK SURF.
TREAT BRIDGE DECK SURFACE (F)
FURNISH BRIDGE DECK TREATMENT MATERIAL
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 22
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 38A
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 39
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 39A
THERMOPLASTIC PAVEMENT MARKING
BRIDGE NO. 37C0321 - FOREST ST
TRAFFIC CONTROL SYSTEM
PCMS BOARDS
PREPARE CONCRETE BRIDGE DECK SURF.
TREAT BRIDGE DECK SURFACE (F)
FURNISH BRIDGE DECK TREATMENT MATERIAL
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 21
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 27B
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 39
THERMOPLASTIC PAVEMENT MARKING
BRIDGE NO. 37C0320 - LEWIS ST
TRAFFIC CONTROL SYSTEM
PCMS BOARDS
PREPARE CONCRETE BRIDGE DECK SURF.
TREAT BRIDGE DECK SURFACE (F)
FURNISH BRIDGE DECK TREATMENT MATERIAL
BRIDGE NO. 37C0271 - IOOF AVE
TRAFFIC CONTROL SYSTEM
PCMS BOARDS
PREPARE CONCRETE BRIDGE DECK SURF.
TREAT BRIDGE DECK SURFACE (F)
FURNISH BRIDGE DECK TREATMENT MATERIAL
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 22
BRIDGE NO. 37C0339 - MURRAY AVE
TRAFFIC CONTROL SYSTEM
PCMS BOARDS
PREPARE CONCRETE BRIDGE DECK SURF.
TREAT BRIDGE DECK SURFACE (F)
FURNISH BRIDGE DECK TREATMENT MATERIAL
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 22
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 27B
THERMOPLASTIC TRFC STRIPE CA STD DETAIL 39
Change Orders/ Extra Work
PCMS substitution
SUMMARY
Bid Item Subtotal $180,620.00 $133,261.00 $40,395.00 $173,656.00
-$1,832.00 -$1,832.00 $0.00 -$1,832.00
Net Amount $178,788.00 $124,857.55 $38,375.25 $163,232.80
Change Orders Subtotal
Doug VanNote 7/29/2020Preparer
7/29/2020Project Manager
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 48 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 49 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 50 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
EQUIPMENT AND/OR LABOR
HOURS - SPECIFICATION SECTION
Trade/Description of
Worker/Equipment
Name of Worker or
Equipment ID #
Contractor Personnel
Contractor Equipment
Subcontractor #1 Personnel
Subcontractor #1 Equipment
Subcontractor #2 Personnel
Subcontractor #2 Equipment
WEATHER
Low
High
°
°
Inspector's Name Title
Start
End
Reg hrs
OT hrs
Remarks or Reason for
Idleness
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 1 of
Ph: 408-846-0451
Fax: 408-846-0429
CCity of Gilroy
PUBLIC WORKS DEPARTMENT
7351 ROSANNA STREET
GILROY, CA 95020-6197
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
07:00 16:00
06/29/2020
04
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
37C-0320 Lewis St37C-0321 Forest St37C-0271 1.0.0.F. Ave37C-0339 Murray Ave37C-0363 Church St37C-0352 Farrell AveTraffic Control54
78
Gary Marhofer Construction Inspector
07:00
16:00
8
1
ACC/Foreman Hector Ortega (ACC) 3 2.5 .5 lunch/3hrs Curing
ACC/Operator Roman Gutierrez 2.5 2.5 .5 lunch/3hrs Curing
ACC/Operator Frank Cordeiro 2.5 2.5 .5 lunch/3hrs Curing
ACC/Laborer Raul Ortega 2.5 2.5 .5 lunch/3hrs Curing
ACC/Laborer Fernando Medina 2.5 2.5 .5 lunch/3hrs Curing
ACC/Laborer Marcus Gutierez 2.5 2.5 .5 lunch/3hrs Curing
ACC/Laborer Martin Flores 2.5 2.5 .5 lunch/3hrs Curing
ACC/Foreman/Traffic Cody Vollmers 4.5 4 .5 .5 lunch
ACC/Laborer/Flagger Cameron Vollmers 4.5 4 .5 .5 lunch
Statewide/Flagger Louie Souza 4.5 4 .5 .5 lunch
Statewide/Flagger Hector Heredia 4.5 4 .5 .5 lunch
.5 lunch
Verdico/CSP Tim Anenson 3 2.5 .5 lunch/3hrs Curing
Statewide F350 Flat Bed 5 4
ACC/Airman Compressor PDS1855 2 2
ACC/Goff Roadabrator 175-D30 2 2
ACC/F350 Pick Up
ACC/F550 Flat Bed 5 4
ACC/Elgin Sweeper truck Road Wizard 2 2
ACC/F450 Utility Truck 5 4
ACC/F650 Flat Bed 5 4
ACC/Laborer Eugenio Preciado 2.5 2.5 .5 lunch/3hrs Curing
Sunny
LunchDocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 51 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 2 of
Safety:
Inspections Made:
Samples Taken:
Deficiencies/Items Pending:
Comments:
Items Complete:
Inspector's Name Title
Start
End
Reg hrs
OT hrs
RON OEN, RESIDENT ENGINEER
06/29/2020
04
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Covid 19 sign in sheet was signed by the workers. Hector Ortega check with workers on their health status regarding Covid-19 sign-in sheet. All
signs and cones placed as per each Bridge Site Traffic Plan. All workers had hard hat, reflective safety vest, steel toed shoes, safety glasses and
face masks as required by Covid-19. Operator of Shot blaster had required respirator while operating.
BRIDGE 37C-0320 LEWIS STREET:
ACC arrived and mobilized at 0700hrs but no road closures or work until 0800hrs. ACC closed one lane of traffic and utilized flaggers to control all
traffic. Once traffic was closed entire side was hand cleaned of all debris, then swept and vacuumed with street sweeper. Entire side was then shot
blasted and vacuumed utilizing Roadabrator. Entire Deck was hand swept and air cleaned using high pressure air. After deck (62'x38'=2356sf, say
2400sf) was thoroughly cleaned Inspector observed (Deck Temp of 71F/Ambient 65F) approx. 27gals of Methacrylate hand mixed and uniformly
applied using 5gal buckets and squeegee at a approx 90sf rate as guided by Foreman for a uniform placement and to avoid puddling. Kwik-Bond Top
sand was hand applied to entire deck prior to Methacrylate completed curing. After approx 90min Solid-A-Sorb (Diatomaceous Earth Absorb)
absorbent placed using lawn fertilizer spreader to assure no puddling and to absorb added wax. After approx. 10min deck was vacuumed by
sweeper/vacuum one last time. Foreman and Inspector walked entire deck area checking for cure of Methacrylate and lane was reopened to traffic.
NOTE: Same process and placement application was completed on 2nd half of bridge and Inspected by Foreman and Inspector prior to reopening
Bridge up to two way traffic.
BRIDGE 37C-0321 FOREST STREET: See comment section below.
Verdico took 4-Air Quality Control Samples from Lewis St. and 1-control.
Verdico took 4-Air Quality Control Samples from Forest St. and 1-control. (10-total)
See Inspections Made.
Labels need to be placed on the 55 gallons drums containing yellow traffic stripe waste. Labels are required by 2015 Caltrans Standard Specification
Section 14-11.12B(2)
(NOTE: COMPLETED 6.29.20 by ACC for report dated 6.25.20)
Wash/Sanitizing Stations have not been provided yet, as required by Submittal 8.1
(NOTE: COMPLETED 6.29.20 by ACC for report dated 6.25.20 ) located at looF Ave. Bridge location.
Labor Compliance, including prevailing wages, Posters have not been posted on the job site as required by Project Specification Section 0700 Part
4.10
(NOTE: COMPLETED 6.29.20 by ACC for report dated 6.25.20) and posted on East Fence at Murray Ave.)
BRIDGE 37C-0321 FOREST STREET:
ACC arrived and mobilized at 1200hrs but no road closures or work until 1215hrs. ACC closed one lane of traffic and utilized flaggers to control all
traffic. Once traffic was closed entire side was hand cleaned of all debris, swept and vacuumed with street sweeper. Entire side was then shot
blasted and vacuumed utilizing Roadabrator. Deck was again hand swept and air cleaned using high pressure air. After deck (62'x42'=2604sf, say
2700sf) was thoroughly cleaned Inspector observed (Deck Temp of 111F/Ambient 81F) approx. 30gals of Methacrylate hand mixed and uniformly
applied using 5gal buckets and squeegee at a approx 90sf rate as guided by Foreman for uniform placement and to avoid puddling. Kwik-Bond Top
sand was hand applied to entire deck prior to Methacrylate completed curing. After approx 90min Solid-A-Sorb (Diatomaceous Earth Absorb)
absorbent placed using lawn fertilizer spreader to assure no puddling and to absorb added wax. After approx.10min deck was vacuumed by
sweeper/vacuum one last time. Foreman and Inspector walked entire deck area checking for cure of Methacrylate and lanes were reopened to traffic.
NOTE: Once all material was placed on 2nd half of bridge and Inspected by Foreman and Inspector Bridge was reopened up to two way traffic.
Gary Marhofer Construction Inspector
07:00
16:00
8
1
07:00 16:00
4
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 52 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 3 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
07:00 16:00
06/29/2020
04
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Shot blasting Lewis bridge deck. Air quality control testing.
Applying Methacrylate. Final sweeping of completed Metharylate application.
Gary Marhofer Construction Inspector
07:00
16:00
8
1
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 53 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 4 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
07:00 16:00
06/29/2020
04
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Shot blasting Forest St bridge deck. Applying Methacrylate.
Applying top sand to Methacrylate. Final sweeping and floppies placed on completed Forest St Bridge
deck.
Gary Marhofer Construction Inspector
08:00
16:00
8
1
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 54 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
EQUIPMENT AND/OR LABOR
HOURS - SPECIFICATION SECTION
Trade/Description of
Worker/Equipment
Name of Worker or
Equipment ID #
Contractor Personnel
Contractor Equipment
Subcontractor #1 Personnel
Subcontractor #1 Equipment
Subcontractor #2 Personnel
Subcontractor #2 Equipment
WEATHER
Low
High
°
°
Inspector's Name Title
Start
End
Reg hrs
OT hrs
Remarks or Reason for
Idleness
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 1 of
Ph: 408-846-0451
Fax: 408-846-0429
CCity of Gilroy
PUBLIC WORKS DEPARTMENT
7351 ROSANNA STREET
GILROY, CA 95020-6197
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
07:00 16:30
06/30/2020
05
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
37C-0320 Lewis St37C-0321 Forest St37C-0271 1.0.0.F. Ave37C-0339 Murray Ave37C-0363 Church St37C-0352 Farrell Ave54
78
Gary Marhofer Construction Inspector
07:00
16:30
8
1.5
ACC/Foreman Hector Ortega (ACC)33 3.5.5 lunch/3hrs Curing
ACC/Operator Roman Gutierrez 2.5 2.5 3.5 .5 lunch/3hrs Curing
ACC/Operator Frank Cordeiro 3 33.5.5 lunch/3hrs Curing
ACC/Foreman Raul Ortega 3 33.5.5 lunch/3hrs Curing
ACC/Laborer Fernando Medina 2.5 2.5 3.5 .5 lunch/3hrs Curing
ACC/Laborer Marcus Gutierez 2.5 2.5 3.5 .5 lunch/3hrs Curing
ACC/Laborer Martin Flores 2.5 2.5 3.5 .5 lunch/3hrs Curing
ACC/Foreman/Traffic Cody Vollmers 4.5 4.5 .5 .5 lunch
ACC/Laborer/Flagger Cameron Vollmers 4.5 4.5 .5 .5 lunch
Statewide/Flagger Louie Souza 4.5 4.5 .5 .5 lunch
Statewide/Flagger Angleina Salinas 4.5 4.5 .5 .5 lunch
.5 lunch
Verdico/CSP Tim Anenson 3 2.5 .5 .5 lunch/3hrs Curing
Statewide F350 Flat Bed
ACC/Airman Compressor PDS1855 22
ACC/Goff Roadabrator 175-D30 22
ACC/F350 Pick Up 4.5 4.5
ACC/F550 Flat Bed 54
ACC/Elgin Sweeper truck Road Wizard 2 2
ACC/F450 Utility Truck 5 4
ACC/F650 Flat Bed 5 4
ACC/Laborer Eugenio Preciado 2.5 2.5 3.5 .5 lunch/3hrs Curing
Sunny
Lunch/IdleDocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 55 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 2 of
Safety:
Inspections Made:
Samples Taken:
Deficiencies/Items Pending:
Comments:
Items Complete:
Inspector's Name Title
Start
End
Reg hrs
OT hrs
RON OEN, RESIDENT ENGINEER
06/30/2020
05
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Covid 19 sign in sheet was signed by the workers. Hector Ortega check with workers on their health status regarding Covid-19 sign-in sheet. All signs
and cones placed as per each Bridge Site Traffic Plan. All workers had hard hat, reflective safety vest, steel toed shoes, safety glasses and face
masks as required by Covid-19 Operator of Shot blaster had required respirator while operating
BRIDGE 37C-0271 IOOF AVE:
ACC arrived and mobilized at 0700hrs but no road closures or work until 0800hrs. ACC closed one lane of traffic and utilized flaggers to control all
traffic. Once traffic was closed entire side was hand cleaned of all debris, then swept and vacuumed with street sweeper. Entire side was then shot
blasted and vacuumed utilizing Roadabrator. Entire Deck was hand swept and air cleaned using high pressure air. After deck (62'x36'=2232sf, say
2300sf) was thoroughly cleaned Inspector observed (Deck Temp of 76F/Ambient 68F) approx. 30gals of Methacrylate hand mixed and uniformly
applied using 5gal buckets and squeegee at a approx 90sf rate as guided by Foreman for a uniform placement and to avoid puddling. Kwik-Bond Top
sand was hand applied to entire deck prior to Methacrylate completed curing. After approx 90min Solid-A-Sorb (Diatomaceous Earth Absorb)
absorbent placed using lawn fertilizer spreader to assure no puddling and to absorb added wax. After approx. 10min deck was vacuumed by
sweeper/vacuum one last time. Foreman and Inspector walked entire deck area checking for cure of Methacrylate and lane was reopened to traffic.
NOTE: Same process and placement application was completed on 2nd half of bridge and Inspected by Foreman and Inspector prior to reopening
Bridge up to two way traffic.
BRIDGE 37C-0339 MURRAY AVE: See comment section below.
Verdico took 4-Air Quality Control Samples from IOOF Ave. and 1-control.
Verdico took 4-Air Quality Control Samples from Murray Ave. and 1-control. (10-total)
See Inspections Made.
None Noted.
BRIDGE 37C-0339 MURRAY AVE:
ACC arrived and mobilized at 1200hrs but no road closures or work until 1215hrs. ACC closed one lane of traffic and utilized flaggers to control all
traffic. Once traffic was closed entire side was hand cleaned of all debris, swept and vacuumed with street sweeper. Entire side was then shot
blasted and vacuumed utilizing Roadabrator. Deck was again hand swept and air cleaned using high pressure air. After deck (106'x62=6572sf, say
6600sf) was thoroughly cleaned Inspector observed (Deck Temp of 127F/Ambient 86F) approx. 74gals of Methacrylate hand mixed and uniformly
applied using 5gal buckets and squeegee at a approx 90sf rate as guided by Foreman for uniform placement and to avoid puddling. Kwik-Bond Top
sand was hand applied to entire deck prior to Methacrylate completed curing. After approx 90min Solid-A-Sorb (Diatomaceous Earth Absorb)
absorbent placed using lawn fertilizer spreader to assure no puddling and to absorb added wax. After approx.10min deck was vacuumed by
sweeper/vacuum one last time Foreman and Inspector walked entire deck area checking for cure of Methacrylate and lanes were reopened to traffic
Gary Marhofer Construction Inspector
07:00
16:30
8
1.5
07:00 16:30
4
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 56 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 3 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
07:00 16:30
06/30/2020
05
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Shot blasting IOOF Ave bridge deck. Air quality control testing.
Applying Methacrylate. Final sweeping of completed Metharylate application and placement
of Floppies.
Gary Marhofer Construction Inspector
07:00
16:30
8
1.5
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 57 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 4 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
07:00 16:30
06/30/2020
05
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Shot blasting Murray Ave bridge deck. Applying Methacrylate.
Applying top sand to Methacrylate. Final sweeping of completed Murray Ave Bridge deck.
Gary Marhofer Construction Inspector
08:00
16:30
8
1.5
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 58 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
EQUIPMENT AND/OR LABOR
HOURS - SPECIFICATION SECTION
Trade/Description of
Worker/Equipment
Name of Worker or
Equipment ID #
Contractor Personnel
Contractor Equipment
Subcontractor #1 Personnel
Subcontractor #1 Equipment
Subcontractor #2 Personnel
Subcontractor #2 Equipment
WEATHER
Low
High
°
°
Inspector's Name Title
Start
End
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OT hrs
Remarks or Reason for
Idleness
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 1 of
Ph: 408-846-0451
Fax: 408-846-0429
CCity of Gilroy
PUBLIC WORKS DEPARTMENT
7351 ROSANNA STREET
GILROY, CA 95020-6197
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
07:00 16:30
07/01/2020
06
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
37C-0320 Lewis St37C-0321 Forest St37C-0271 1.0.0.F. Ave37C-0339 Murray Ave37C-0363 Church St37C-0352 Farrell Ave53
69
Gary Marhofer Construction Inspector
07:00
16:30
8
1.5
ACC/Foreman Hector Ortega (ACC) 4.5 4.5 .5 .5 lunch
ACC/Operator Roman Gutierrez 2.5 2.5 .5 lunch/3hrs Curing
ACC/Operator Frank Cordeiro 3 3 .5 lunch/3hrs Curing
ACC/Foreman Raul Ortega 4.5 4.5 .5 lunch/3hrs Curing
ACC/Laborer Fernando Medina 3 2.5 .5 lunch/3hrs Curing
ACC/Laborer Marcus Gutierez 3 2.5 .5 lunch/3hrs Curing
ACC/Laborer Martin Flores 3 3 .5 lunch/3hrs Curing
ACC/Foreman/Traffic Cody Vollmers 5 4.5.5 lunch
ACC/Laborer/Flagger Cameron Vollmers 5 4.5.5 lunch
Statewide/Flagger Louie Souza 4.5 4 .5 lunch
Statewide/Flagger Angleina Salinas 4.5 4 .5 lunch
.5 lunch
Verdico/CSP Tim Anenson 3 2.5 .5 lunch/3hrs Curing
Statewide F350 Flat Bed 55
ACC/Airman Compressor PDS1855 22
ACC/Goff Roadabrator 175-D30 22
ACC/F350 Pick Up 5 5
ACC/F550 Flat Bed 5 5
ACC/Elgin Sweeper truck Road Wizard 2 2
ACC/F450 Utility Truck 5 5
ACC/F650 Flat Bed 5 5
ACC/Laborer Eugenio Preciado 3 2.5 .5 lunch/3hrs Curing
Sunny
LunchDocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 59 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 2 of
Safety:
Inspections Made:
Samples Taken:
Deficiencies/Items Pending:
Comments:
Items Complete:
Inspector's Name Title
Start
End
Reg hrs
OT hrs
RON OEN, RESIDENT ENGINEER
07/01/2020
06
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Covid 19 sign in sheet was signed by the workers. Hector Ortega check with workers on their health status regarding Covid-19 sign-in sheet. All signs
and cones placed as per each Bridge Site Traffic Plan. All workers had hard hat, reflective safety vest, steel toed shoes, safety glasses and face
masks as required by Covid-19 Operator of Shot blaster had required respirator while operating
BRIDGE 37C-0363 CHURCH STREET:
ACC arrived and mobilized at 0700hrs but no road closures or work until 0800hrs. ACC closed one lane of traffic and utilized flaggers to control all
traffic. Once traffic was closed entire side was hand cleaned of all debris, then swept and vacuumed with street sweeper. Entire side was then shot
blasted and vacuumed utilizing Roadabrator. Entire Deck was hand swept and air cleaned using high pressure air. After deck (55'x98'=5390sf, say
5400sf) was thoroughly cleaned Inspector observed (Deck Temp of 76F/Ambient 86F) approx. 60gals of Methacrylate hand mixed and uniformly
applied using 5gal buckets and squeegee at a approx 90sf rate as guided by Foreman for a uniform placement and to avoid puddling.(NOTE:
Foreman and Inspector noticed that bridge deck was absorbing more than expected and deck required apprx 10gal extra of Methacrylate than what
was first applied. TOTAL 70gals.) Kwik-Bond Top sand was hand applied to entire deck prior to Methacrylate completed curing. After approx 90min
Solid-A-Sorb (Diatomaceous Earth Absorb) absorbent placed using lawn fertilizer spreader to assure no puddling and to absorb added wax. After
approx. 10min deck was vacuumed by sweeper/vacuum one last time. Foreman and Inspector walked entire deck area checking for cure of
Methacrylate and lane was reopened to traffic. NOTE: Same process and placement application was completed on 2nd half of bridge and Inspected
by Foreman and Inspector prior to reopening Bridge up to two way traffic.
NOTE: Inspector noticed prior to Methacrylate being applied that from BB to EB a noticeable longitudinal crack just West of Center line.
Measurement of the crack revealed that the crack had a maximum width of .080" or 3/32". Inspector then went to the bottom of the bridge and
observed that this longitudinal crack appeared to go through the deck and followed the same line as the observed crack on top of deck Crack width
Verdico took 5-Air Quality Control Samples from Church St. and 1-control.
Verdico took 5-Air Quality Control Samples from Farrell Ave. and 1-control. (12-total)
NOTE: Totals quantities for all 6 bridges:
Methacrylate-(30+30+27+74+70+70)=301gals
None Noted
BRIDGE 37C-0352 FARRELL STREET:
ACC arrived and mobilized at 1200hrs but no road closures or work until 1215hrs. ACC closed one lane of traffic and utilized flaggers to control all
traffic. Once traffic was closed entire side was hand cleaned of all debris, swept and vacuumed with street sweeper. Entire side was then shot
blasted and vacuumed utilizing Roadabrator. Deck was again hand swept and air cleaned using high pressure air. After deck (113'x45'=5085sf, say
5100 sf) was thoroughly cleaned Inspector observed (Deck Temp of 113F/Ambient 72F) approx. 70gals of Methacrylate hand mixed and uniformly
applied using 5gal buckets and squeegee at a approx 90sf rate as guided by Foreman for uniform placement and to avoid puddling. Kwik-Bond Top
sand was hand applied to entire deck prior to Methacrylate completed curing. After approx 90min Solid-A-Sorb (Diatomaceous Earth Absorb)
absorbent placed using lawn fertilizer spreader to assure no puddling and to absorb added wax. After approx.10min deck was vacuumed by
sweeper/vacuum one last time Foreman and Inspector walked entire deck area checking for cure of Methacrylate and lanes were reopened to traffic
Gary Marhofer Construction Inspector
07:00
16:30
8
1.5
07:00 16:30
4
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 60 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 3 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
07:00 16:30
07/01/2020
06
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Shot blasting Church St bridge deck. Air quality control testing.
Applying Methacrylate. Final sweeping of completed Metharylate application.
Gary Marhofer Construction Inspector
07:00
16:30
8
1.5
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 61 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 4 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
07:00 16:30
07/01/2020
06
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Shot blasting Farrell Ave bridge deck. Applying Methacrylate.
Applying top sand to Methacrylate. Final sweeping of completed Farrell Ave Bridge deck and install of
floppies.
Gary Marhofer Construction Inspector
08:00
16:30
8
1.5
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 62 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
EQUIPMENT AND/OR LABOR
HOURS - SPECIFICATION SECTION
Trade/Description of
Worker/Equipment
Name of Worker or
Equipment ID #
Contractor Personnel
Contractor Equipment
Subcontractor #1 Personnel
Subcontractor #1 Equipment
Subcontractor #2 Personnel
Subcontractor #2 Equipment
WEATHER
Low
High
°
°
Inspector's Name Title
Start
End
Reg hrs
OT hrs
Remarks or Reason for
Idleness
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 1 of
Ph: 408-846-0451
Fax: 408-846-0429
CCity of Gilroy
PUBLIC WORKS DEPARTMENT
7351 ROSANNA STREET
GILROY, CA 95020-6197
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
08:00 16:00
07/08/2020
07
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
37C-0320 Lewis St37C-0321 Forest St37C-0271 1.0.0.F. Ave37C-0339 Murray Ave37C-0363 Church St37C-0352 Farrell AveTraffic Control54
80
Gary Marhofer Construction Inspector
08:00
16:00
8
ACC/Forman Doug VanNote 2 .5 1 2.5 2.5.5 lunch
Ford F250 P/U 2 .5 12.52
SSSStriping/Laborer Patrick McGee 2 .5 1 2.5 2 .5 .5 lunch
SSSStriping/Apprantice Vicente Valdez 2 .5 1 2.5 2 .5 .5 lunch
SSSStriping/Laborer Mark Thomas 2.512.52 .5.5 lunch
SSSStriping/Apprantice Cameron Downing 2 .5 12.52 .5.5 lunch
SSSS/Hino 195 F/B Arrow Truck 2 .5 1 2.5 2 .5
SSSS/F350 U/T Arrow Truck 2.512.52 .5
SSSS/Peterbilt F/B Mixer/Heater 2 .5 1 2.5 2 .5
SSSS/Graco ThermoLazer Striper 2 .5 1 2.5 2 .5
SSSStriping/Laborer Darrick Garcia 2 .5 1 2.5 2 .5 .5 lunch
SSSS/Graco ThermoLazer Striper 2 .5 1 2.5 2 .5
Sunny
LunchDocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 63 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 2 of
Safety:
Inspections Made:
Samples Taken:
Deficiencies/Items Pending:
Comments:
Items Complete:
Inspector's Name Title
Start
End
Reg hrs
OT hrs
RON OEN, RESIDENT ENGINEER
07/08/2020
07
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia, CA 94510
BPMP-5034(026)
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Covid 19 sign in sheet was signed by the workers. Hector Ortega check with workers on their health status regarding Covid-19 sign-in sheet. All signs
and cones placed as per each Bridge Site Traffic Plan. All workers had hard hat, reflective safety vest, steel toed shoes, safety glasses and face
masks as required by Covid-19
BRIDGE 37C-0321 FOREST STREET: (STRIPING)
ACC arrived at 0800hrs cleaned bridge deck to prepare surface for striping. SSStripe mobilized at 0800hrs laid out 2-63' 4" White fog lines, 1-63' 6"
White fog line and 2-63' 4" Yellow lines for centerline. Inspector observed layout and placement of 2-63' 4" White, 1-63' 6" White and 1-63' 4"
Double-Yellow Thermoplastic Centerline.
BRIDGE 37C-0271 l.O.O.F. AVE: (STRIPING)
ACC arrived at 1000hrs cleaned bridge deck to prepare surface for striping. SSStripe mobilized at 1000hrs laid out 2-4" Yellow lines for centerline.
Inspector observed layout and placement of 1-63' 4" Double-Yellow Thermoplastic Centerline.
BRIDGE 37C-0339 MURRAY AVE: (STRIPING)
ACC arrived at 1100hrs cleaned bridge deck to prepare surface for striping. SSStripe mobilized at 1100hrs laid out 2-4" White fog lines, 2-6" Fog
lines and 2-4" Yellow lines for centerline. Inspector observed layout and placement of 2-107' 4" White, 2-107' 6" White and 1-107' 4" Double-Yellow
Thermoplastic Centerline.
BRIDGE 37C-0363 CHURCH STREET: (STRIPING)
ACC arrived at 1200hrs cleaned bridge deck to prepare surface for striping. SSStripe mobilized at 1200hrs laid out 4-6" Fog lines and 2-4" Yellow
lines for centerline. Inspector observed layout and placement of 4-98' 6" White, 1-98' 4" Double-Yellow Thermoplastic Centerline, 1- A24A Bike Lane
Arrow and 1-A24C Bike Lane Symbol with person
None
TOTAL Striping quantities: 4" White Striping- 340lf 6" White Striping- 894lf 8" White Striping - 115lf 4" Double-Yellow Striping-446lf
Combined Stripe Quantities: 1795lf 1-Left Arrow 1-A24A Bike Lane Arrow 1-A24C Bike Lane w/Person
None
Continuation from Inspection Section.
BRIDGE 37C-0352 FARRELL AVE.: (STRIPING)
ACC arrived at 1430hrs cleaned bridge deck to prepare surface for striping. SSStripe mobilized at 1430hrs laid out 1-8" Channelizing line, 2-6" Fog
lines and 1-4" Double-Yellow lines for centerline. Inspector observed layout and placement of 1-115' 8" White, 1-112' 6" White,1-113' 6" White and
1-115' 4" Double-Yellow Thermoplastic Centerline and 1-Left Turn Arrow.
Gary Marhofer Construction Inspector
08:00
16:00
8
08:00 16:00
4
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 64 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 3 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
08:00 16:00
07/08/2020
07
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Completed striping at Forest looking South. Completed centerline at l.0.0.F looking West.
Applying Striping on Murray looking South. Completed Striping on Murray looking North.
Gary Marhofer Construction Inspector
08:00
16:00
8
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 65 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
Inspector's Name Title
Start
End
Reg hrs
OT hrs
City of Gilroy, Department of Public Works
Daily Inspection Report
Federal Project:
Bridge No.:
Project Title:
Contractor:
Report No.:
Date:
Shift Hrs:
to
Page 4 of
RON OEN, RESIDENT ENGINEER
Gilroy BPMP - City Project Number 18-PW-246
American Civil Construction
2990 Bay Vista Court, Suite D
Benicia CA 94510
BPMP-5034(026)
08:00 16:00
07/08/2020
07
4
37C-0339, 37C-0320, 37C-0321, 37C-0271, 37C-0351, and 37C-0363
Striping layout on Church looking North. Completed striping on Church looking North.
Applying striping adhesive Farrell. Completed striping on Farrell looking East.
Gary Marhofer Construction Inspector
08:00
16:00
8
DocuSign Envelope ID: FD0F3DCE-8511-444D-8084-C90E99A42B30
6.D.b
Packet Pg. 66 Attachment: CCO 2 Final Balancing Change Order (3016 : NOC Bridge Deck Preventative Maintenance)
City of Gilroy
STAFF REPORT
Agenda Item Title: Claim of Matt Mendoza (The City Administrator recommends a
“yes” vote under the Consent Calendar shall constitute the denial of
the claim)
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Human Resources Department
Submitted By: LeeAnn McPhillips
Prepared By: LeeAnn McPhillips
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal
counsel, this claim is recommended for rejection.
EXECUTIVE SUMMARY
Based on the recommendation from Municipal Pooling Authority (MPA) and/or legal
counsel, the following claim is submitted to the City Council for rejection at the
November 16, 2020 meeting:
Claim of Matt Mendoza
Attachments:
6.E
Packet Pg. 67
1. Claim of Matt Mendoza
6.E
Packet Pg. 68
6.E.a
Packet Pg. 69 Attachment: Claim of Matt Mendoza (3090 : Claim of Matt Mendoza)
6.E.a
Packet Pg. 70 Attachment: Claim of Matt Mendoza (3090 : Claim of Matt Mendoza)
City of Gilroy
STAFF REPORT
Agenda Item Title: Award of a Three Year Contract to Chrisp Company in the Amount
$170,000 Annually for a Total of $510,000 for On-Call Striping and
Pavement Marking Maintenance Services
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Karl Bjarke
Prepared By: Karl Bjarke
Nirorn Than
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Award a three year contract to Chrisp Company in the amount of $170,000 annually for
a total of $510,000 for on-call striping and pavement marking maintenance services,
and authorize the City Administrator to execute the contract and associated documents.
EXECUTIVE SUMMARY
The City is in need of contractual services due to the continuous need of regular
maintenance and emergency responses for pavement marking and striping
modifications.
7.A
Packet Pg. 71
The Public Works Department has solicited a Request for Proposal (RFP) for On-Call
Striping and Pavement Marking Maintenance Services . These service include: routine
pavement striping rehabilitation, emergency striping and pavement marker installation,
rumble strip installation, and metal beam guardrail repair. Staff recommends proceeding
with Chrisp Company, the firm with the highest rank and lowest proposal price, to
provide these services.
BACKGROUND
Currently, the City owns and maintains nearly 124 center-line miles of road. In addition
to the pavement, the City is responsible for all the associated striping and pavement
markers. Striping and pavement marker installation includes, but are not limited to , lane
line delineations, stop bars, crosswalks, bicycle lanes, legends, and reflective pavement
markers. All of which are important in providing a safe travel way for all road users.
In May 2020, our existing On-Call Striping contract with Chrisp Company expired. This
contract was in the amount of $270,000 covering three years of on-call services. This
contract was funded with FY20 Gas Tax 2106 (Fund 210).
In June 2019, Council adopted the FY20 and FY21 budgets appropriat ing $170,000
annually to provide routine pavement striping rehabilitation, emergency striping and
pavement marker installation, rumble strip installation, and metal beam guardrail repair.
The City Council also adopted the FY20 – FY21 Strategic Plan which includes goal 7.1
– “Provide consistent and equitable street maintenance City-wide” as part of
Neighborhood Services.
ANALYSIS
In August 2020, staff issued a Request for Proposals (RFP) for on -call striping and
pavement marking services. Two proposals were received, Chrisp Company (Fremont,
CA) and Sterndahl Enterprise Inc. (Sun Valley, CA). Based on staff’s thorough review of
qualifications, experiences, and cost proposals, staff recommends the City Council to
award the contract to Chrisp Company in the amount of $170,000 annually for three
years for a total of $510,000. Chrisp Company has been the City’s contractor for similar
services in the past and has also been a subcontractor for other contractors working on
paving projects in the City including the recently completed Caltran’s Frist Street paving
project; staff has been pleased with Chrisp’s performance over the years.
Traffic striping and pavement marker installation is a specialized work and few local
general contractors are qualified to provide these services.
Services provided by Chrisp Company are different from the services provided by the
Public Works Operations Division. Chrisp Company possesses equipment and
expertise in permanent thermoplastic striping rather than the temporary paint striping
provided by our City crews. This permanent thermoplastic striping contains the proper
durability and reflectivity per the state standards. Additionally, Chrisp Company has the
7.A
Packet Pg. 72
resources and manpower to deliver larger projects where multiple miles of road need to
be restriped or reconfigured.
ALTERN ATIVES
The City Council may deny the award of contract to Chrisp Company. Staff does not
recommend this option because without the on-call contract, our pavement markers and
striping delineation will continue to deteriorate and may cause safety hazard for the
traveling public.
FISCAL IMPACT/FUNDING SOURCE
The cost of this contract is budgeted under Gas Tax 2106 (Fund 210) for Fiscal Year
2021. There are sufficient funds in this account and staff recommends Council award
the contract to Chrisp Company.
NEXT STEPS
Staff will review the most heavily traveled arterial and collector streets in the City and
assesses the need for re-striping based on safety and equity to ensure neighborhoods
benefit equally in City services.
Attachments:
1. Chrisp Company Striping and Marker Contract
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On-Call Striping and Marking Maintenance Services
Project No. 20-RFP-PW-451
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Packet Pg. 74 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 75 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 76 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 77 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 78 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 79 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 80 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 81 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 82 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 83 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 84 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 85 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
7.A.a
Packet Pg. 86 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 87 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 88 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 89 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 90 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
7.A.aPacket Pg. 91Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
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Packet Pg. 92 Attachment: Chrisp Company Striping and Marker Contract (3011 : Award of Contract - On-Call Striping)
City of Gilroy
STAFF REPORT
Agenda Item Title: Award of a Contract in the Amount of $250,000 to Ghirardelli
Associates, Inc. for Inspection and Labor Compliance Services for
the Citywide Pavement Maintenance Project No. 21-RFP-PW -452
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Karl Bjarke
Prepared By: Karl Bjarke
Nirorn Than
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Award a contract in the amount of $250,000 to Ghirardelli Associates, Inc. for inspection
and labor compliance services for the citywide pavement maintenance project, No. 21-
RFP-PW -452, and authorize the City Administrator to execute the contract and
associated documents.
BACKGROUND
On August 24, 2020, staff prepared an RFP, Project No. 21-RFP-PW -452 to solicit
inspection and labor compliance services to support the construction of the FY21
Citywide Pavement Maintenance Project. This RFP was forwarded to the five
prequalified list of firms, which was previously approved by Council in 2019. The intent
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of the RFP was to select the best qualified firm based on overall value which included
previous experience, project personnel, and project cost.
The selection committee reviewed the proposal and determined that Ghiradelli
Associates, Inc. was the highest ranked firm for these services due to their
understanding of the City’s needs, the firm’s experience with the type of pavement
rehabilitation being proposed for this project, the experience of the inspector being
assigned to this job by the consultant, and project cost.
The City Council has previously adopted the FY20 – FY21 Strategic Plan which
includes goal 7.1 – “Provide consistent and equitable street maintenance City-wide” as
part of the Neighborhood Services goal. Selecting a contractor for inspection and labor
compliance services will help the City implement this goal.
ANALYSIS
Most capital projects require dedicated resources to oversee and manage the
construction phase of the project. The City typically outsources Construction
Management (CM) and Quality Assurance (QA) functions to consultants. To preserve
construction costs, staff is proposing to outsource only the inspection and labor
compliance services to a consultant for this project. All construction management
functions will be done by City staff. The inspection and labor compliance services are
subdivided into the following categories:
Preconstruction
o Pre-construction Field Documentation.
o Submittal Review
Construction
o Field Inspection
o Enforcement of Quality Assurance Program
o Coordination of Material Testing
o Review of Field Measurements and Payment Quantities
o Labor Compliance
Review of Certified Payroll
Conduct Mandatory Employee Interviews
Post-Construction
o Project Close-out
o Final Cost Reporting
o Project As-Built and Filing
These aforementioned services are critical for the successful delivery of the project. It is
also critical that the consultant is brought in early to assist City staff in reviewing the bid
document prior to the start of construction. This preconstruction oversight will assist in
the reduction of change orders.
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Ghirardelli has demonstrated a thorough understanding of the project scope and has
submitted examples of experience delivering successful projects with similar scope.
Ghirardelli’s cost proposal also includes a detailed breakdown of our Quality Assurance
and Labor Compliance Program to insure total compliance with our standards.
ALTERNATIVES
The City Council may deny the award of this contract to Ghirardelli Associates, Inc.
This is not recommended because without the support of this contractor, construction
will be delayed.
FISCAL IMPACT/FUNDING SOURCE
The total cost proposal for Ghirardelli is $250,000. There are sufficient funds in the
Capital Projects fund (Fund 400) for this service.
On November 16, 2020 Council will consider the adoption of a budget resolution to
approve and appropriate the funds in FY21 for the Proposed FY 21 – FY25 Capital
Improvement Program. The budget resolution includes the $250,000 cost for inspection
and labor compliance services.
Attachments:
1. 21-RFP-PW -452 Ghirardelli labor compliance and Inspection Contract
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Packet Pg. 96 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 97 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 98 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 99 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 100 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 101 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 102 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 103 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 104 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 105 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 106 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 107 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
Ghirardelli Associates
2055 Gateway Place Ste 470
San Jose, CA 95110
Attn: Randall Bruner
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Packet Pg. 108 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 109 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 110 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 111 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
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Packet Pg. 112 Attachment: 21-RFP-PW-452 Ghirardelli labor compliance and Inspection Contract (3046 : Contract for Inspection of Pavement Maintenance
City of Gilroy
STAFF REPORT
Agenda Item Title: Standing Report on Operational Impacts and City/Community
Efforts Related to the COVID-19 Pandemic
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability Public Engagement
RECOMMENDATION
Receive report.
EXECUTIVE SUMMARY
The instabilities of the COVID-19 pandemic continues to play a major role in influencing
how local government responds to this current health and fiscal crisis. Timely and
accurate situational awareness is critical for elected officials to assist you in making
informed decisions on how best to allocate resources for maximum effectiveness within
the community.
This report serves as a standing Council discussion concerning the various impacts of
the pandemic. Presentations will be given on interconnected topics such as health and
safety, City finances, and business and economic recovery.
POLICY DISCUSSION
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Discussions coming from the information contained in this report may include service
levels, fiscal decisions and employee relations, among others.
FISCAL IMPACT/FUNDING SOURCE
Fiscal impacts are directly tied to and occur as the result of pandemic conditions region -
wide, and within our community.
CONCLUSION
This standing report is to inform the City Council and to keep you updated on the
changes to COVID-19 conditions within the clinical and operational spheres of local
government.
PUBLIC OUTREACH
Public education and outreach regarding COVID-19 is a regular and ongoing feature of
the City’s community engagement efforts.
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City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of the Capital Improvement Program for Fiscal Year 2020 -
2021 Through Fiscal Year 2024-2025 and Adoption of a Resolution
of the City Council of the City of Gilroy Amending the Fiscal Year
2020-2021 Budget and Appropriating Proposed Expenditure
Amendments for the Capital Improvement Program
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Karl Bjarke
Prepared By: Karl Bjarke
Trevin Barber
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Approve the capital improvement program for fiscal years 2020-2021 through
2024-2025.
b) Adopt a resolution of the City Council of t he City of Gilroy amending the budget
for the City of Gilroy for fiscal year 2020-2021 and appropriating proposed
expenditure amendments for the capital improvement program fiscal years 2020-
2021 through 2024-2025.
BACKGROUND
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The Capital Improvement Program (CIP) represents a major investment in Gilroy’s
community, reflects the overall priorities of the City, and impacts the health and vibrancy
of the community and economy. The CIP also links long-range strategic plans and goals
with current resources and needs.
During the Special Meeting Study Session on September 28, 2020, t he Public Works
Department and City Administrator presented a draft version of the Proposed Capital
Improvement Program for Fiscal Year 2021 through Fiscal Year 2025 (DRAFT
Proposed CIP FY21–FY25). Staff has prepared a memo to address the comments
received which is attached to this staff report. A main item of discussion included the
Civic Center Master Project – this project was recommended by the Planning
Commission and supported by the City Council. Council supported this idea and
directed staff to create a master project. Staff has added to the Proposed CIP FY21–
FY25 a new Facilities Group project charter FC2125, which combines the following
projects that occur in and around the area of the City Hall Civic Center:
City Hall Backup Generator
Church and Seventh Parking Lot
City Hall HVAC Replacement
Development Service Center
City Hall Annex HVAC Replacement
City Hall Trellis Repairs
7380 Dowdy Building Demolition
Senior Center Roof Replacement
Wheeler HVAC and Electrical Upgrades
Wheeler Evacuation Center Upgrades
Wheeler Trellis Replacement
City Hall Security Upgrades
Senior Center ADA Restroom Access
All projects, with the exception of the City Hall Backup Generator, are being
recommended as unfunded projects within this five-year CIP. This new Civic Center
Master Plan project will indicate that there are no available f unding sources for these
projects other than the General Fund, however, the City may consider , at some time,
the use of debt financing to fund all or a portion of these projects.
Staff had also previously presented the draft project charters to the Parks and
Recreation Commission on May 19, 2020, and the Bicycle Pedestrian Commission on
February 25, 2020. In addition, staff introduced the CIP development process and draft
project charter book to the City Council on July 6, 2020, and to the Planning
Commission on August 6, 2020, for General Plan Compliance review. Staff also hosted
a virtual community engagement meeting for the public on August 4, 2020. All
previously mentioned staff reports are attached to this agenda item.
The agenda item under consideration provides the Council the opportunity to adopt the
Proposed CIP for FY21–FY25 as presented. T he City Council is not approving any
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specific projects with this action. The approval action being recommended will only
approve funding for the FY21 projects listed within the CIP document. The Council will
have the opportunity to review and approve each project separately again when the
projects are brought before the Council for award.
ALTERNATIVES
The City Council may choose not to adopt the Proposed CIP FY21–FY25 nor approve
the associated budget amendment. Staff does not recommend this alternative because
it will delay implementation of various capital projects.
FISCAL IMPACT/FUNDING SOURCE
For FY21, the Proposed CIP FY21–FY25 requires a budget amendment for
$13,644,649, drawing from 20 funding sources and improving multiple asset types and
infrastructure systems according to the attached schedule “Budget Amendment Totals
by Fund.”
In June 2021, Council will consider the City Budgets for FY22 and FY23. For those two
budgets, the Proposed CIP FY21–FY25 totals $34,562,437 and draws from 22 funding
sources.
While the Council may adopt the Proposed CIP FY21–FY25 at this time, Council will
also have the opportunity for approval when each project is priced and awarded.
PUBLIC OUTREACH
On August 4, 2020 the City hosted a virtual community outreach meeting to inform the
public and discuss the proposed Capital Improvement Program in general. Topics
covered included the purpose of a 5-year CIP, the CIP policy document, CIP project
selection process, methods and criteria of prioritization of projects, overview of projects
within the CIP, and an open Q&A period. Tonight’s agenda item is the last in a series of
meetings for the review of the Capital Improvement Program. The process for review
and adoption of the Capital Improvement Program is as follows:
Presentation of CIP to the Bicycle Pedestrian Commission...... February 25, 2020 - Complete
Presentation of CIP to the Parks and Rec Commission .................. May 19, 2020 - Complete
Initial review of the CIP by City Council ............................................. July 6, 2020 - Complete
Community Outreach Meeting ...................................................... August 4, 2020 - Complete
Presentation of CIP to the Planning Commission .......................... August 6, 2020 - Complete
CIP Study Session by City Council ...................................... September 28, 2020 - Complete
CIP Adoption by City Council ................................................ Anticipated November 16, 2020
Attachments:
1. Resolution Budget Amendment CIP
2. Bicycle Pedestrian Commission CIP FY21-FY25 Recommendations
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3. Parks and Recreation Commission CIP FY21-FY25 Recommendations
4. Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP)
for Fiscal Year 2021 through Fiscal Year 2025
5. Council Staff Report 3002: Review of the Capital Improvement Program (CIP) for
Fiscal Year 2021 through Fiscal Year 2025
6. Proposed CIP FY21-FY25
7. CIP Schedule of Budget Amendment Totals by Fund
8. CIP Budget Update Memo 11-8-20 - v3
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RESOLUTION NO. 2020-XX
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF GILROY AMENDING THE BUDGET FOR THE CITY
OF GILROY FOR FISCAL YEAR 2020-2021 AND
APPROPRIATING PROPOSED EXPENDITURE
AMENDMENTS FOR THE CAPITAL IMPORVEMENT
PROGRAM FOR FISCAL YEAR 2020-2021 THROUGH
FISCAL YEAR 2024-2025
WHEREAS, the City Administrator prepared and submitted to the City Council a budget
for the City of Gilroy for Fiscal Year 2019-2020 and Fi scal Year 2020-2021, and the City Council
carefully examined, considered, and adopted the same on June 3, 2019; and
WHEREAS, the City Administrator prepared and submitted to the City Council a mid-
cycle general fund financial recovery plan - sustainable budget amendment to said budget for
Fiscal Year 2020-2021, which the City Council carefully examined, considered, and approved
on June 1, 2020; and
WHEREAS, city staff have prepared and submitted to the City Council proposed
amendments to said budget for Fiscal Year 2020-2021 for the City of Gilroy, in the Proposed
Capital Improvement Program for Fiscal Years 2020-2021 through Fiscal Year 2024-2025 staff
report attachment titled “CIP Schedule of Budget Amendment Totals by Fund” dated November
16, 2020, included hereto as Exhibit “A".
WHEREAS, City Council has carefully examined, considered and approved the list of
amendments included hereto as Exhibit “A" and incorporated herein by this reference, and is
satisfied with said budget amendments.
NOW, THEREFORE, BE IT RESOLVED THAT it is hereby ordered that said proposed
budget amendments for Fiscal Year 20 20-2021are approved.
PASSED AND ADOPTED this 16th day of November, 2020 by the following roll call
vote:
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Packet Pg. 119 Attachment: Resolution Budget Amendment CIP (3062 : Capital Improvement Program Fiscal Years 2021-2025)
RESOLUTION NO. 2020-XX
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
ATTEST: Roland Velasco, Mayor
_____________________
Shawna Freels, City Clerk
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Packet Pg. 120 Attachment: Resolution Budget Amendment CIP (3062 : Capital Improvement Program Fiscal Years 2021-2025)
RESOLUTION NO. 2020-XX
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Packet Pg. 121 Attachment: Resolution Budget Amendment CIP (3062 : Capital Improvement Program Fiscal Years 2021-2025)
RESOLUTION NO. 2020-XX
EXHIBIT “A”
Council Approved List of Fiscal Year 2020-2021 Budget
Amendments
CIP Schedule of Budget Amendment Totals by Fund
Budget Amendments by Fund and Capital Project
Project
Amount
FY21
Total
Amount
FY21
100 - General Fund $180,000
800180 Traffic Calming $150,000
EN2149 State Trash Amendments Stormwater
Compliance Project $10,000
EN2151 Stormwater NPDES Compliance $20,000
200 - Sidewalk Repair Reserve $512,000
800320 Annual Shared-Cost Sidewalk Replacement
Program $512,000
209 - Gas Tax 2105 $601,210
800060 Annual Pavement Maintenance $95,000
800070 Annual Curb Ramps Citywide $100,000
800200 Citywide Sidewalk Condition Assessment $145,000
800340 Annual Signal/Street Light Maintenance $111,210
EN2136 Traffic Signal Upgrades Citywide $150,000
210 - Gas Tax 2106 $227,963
800060 Annual Pavement Maintenance $52,963
800070 Annual Curb Ramps Citywide $120,000
800170 Citywide Regulatory Sign Replacement $55,000
211 - Gas Tax 2107 $258,000
800060 Annual Pavement Maintenance $80,000
800070 Annual Curb Ramps Citywide $20,000
800080 Annual Safe Routes to Schools $53,000
800210 Orchard/Tenth Crosswalk Enhancements $80,000
800340 Annual Signal/Street Light Maintenance $25,000
213 - Gas Tax 2103 $533,524
800060 Annual Pavement Maintenance $300,000
800170 Citywide Regulatory Sign Replacement $20,000
800260 Bridge Preventative Maintenance Program $38,524
10.A.a
Packet Pg. 122 Attachment: Resolution Budget Amendment CIP (3062 : Capital Improvement Program Fiscal Years 2021-2025)
RESOLUTION NO. 2020-XX
800340 Annual Signal/Street Light Maintenance $175,000
215 - Road Maint and Rehab $2,112,732
800060 Annual Pavement Maintenance $2,112,732
224 - Transportation/Mobility Grants $304,385
800260 Bridge Preventative Maintenance Program $304,385
225 - Vehicle Registration Fee $787,960
800060 Annual Pavement Maintenance $357,260
800170 Citywide Regulatory Sign Replacement $243,700
800330 Annual Pavement Markings $187,000
254 - Community Dev Block Grant $169,000
EN2147 Annual Sidewalk/Curb Ramp Project $169,000
400 - Capital Projects $1,750,000
800060 Annual Pavement Maintenance $250,000
800090 Eigleberry and Seventh Parking Lot $1,500,000
420 - Storm Drain Development $130,831
EN2129
Monterey and Luchessa Storm Drain
Modifications $37,400
EN2149
State Trash Amendments Stormwater
Compliance Project $39,789
EN2151 Stormwater NPDES Compliance $53,642
433 - Traffic Impact $802,000
800020 Tenth Street and Uvas Creek Bridge $300,000
800240 Traffic Circulation Master Plan Update $175,000
EN2114 Mantelli/Kern Traffic Signal Installation $74,800
EN2146 Automall/Luchessa Traffic Signal Installation $94,900
EN2156 First/Kern Traffic Signal Installation $157,300
436 - Water Impact $944,239
800050 McCarthy Site Well (Well #9) $944,239
440 - Public Facilities Impact $318,996
800030
Corp Yard Stormwater Compliance
Improvements $318,996
600 - Fleet $240,525
800150 Corp Yard Fuel Tank Repair $240,525
10.A.a
Packet Pg. 123 Attachment: Resolution Budget Amendment CIP (3062 : Capital Improvement Program Fiscal Years 2021-2025)
RESOLUTION NO. 2020-XX
605 - Equipment Outlay $300,000
800300
Replace Station Alerting System - All Fire
Stations $300,000
651 - Facilities $473,000
800140 City Hall Backup Generator $414,700
800230 Shooting Range Assessment $58,300
700 -
Sewer
$498,792
800030
Corp Yard Stormwater Compliance
Improvements $335,192
SW2101 Annual Citywide Sewer Repair and Rehabilitation $150,000
SW2103 Annual Sewer Repair Program $13,600
720 -
Water
$2,499,492
800030
Corp Yard Stormwater Compliance
Improvements $335,192
800250 Casey and Swanston Water Line Replacement $245,800
WT2104 Fire Hydrant Curb Painting and Blue Markers $701,900
WT2106 Broadway and Sargent Water Line Replacement $110,000
WT2111 Steel Water Service Lines Replacement Citywide $60,500
WT2116 Murray at Burke Water Line Reroute $88,000
WT2117
Saint Louise Hospital Large Water Meter
Replacement $55,900
WT2120 Water Reservoirs A and B - Painting $400,400
WT2121
Water Reservoirs A and B - Retrofit Overflow
Piping $400,100
WT2123
Water Well Nos. 1, 2 and 4 Compliance
Improvements $101,700
Total Budget Amendments $13,644,649
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1
Mayor, City Council, and City Administrator
February 25, 2020
Re: FY21-26 Capital Improvement Program (CIP)
We reviewed and recommend all the projects that Staff presented to us. Several of the projects
are ones that we have been advocating for, and have multiple Community Based Organizations
(CBO) that are supporting them too. Rather than ranking every single project, we have
identified 7 projects that we would like to highlight for your consideration of approval. We
commend Staff for this CIP, and for taking the time to present to several advisory bodies and
the public for their review and recommendations. This CIP will move the City forward.
In regard to CIP PK2110 Gilroy Sports Park Improvements Phases IV & V, we fully support the
build out of the Gilroy Sports Park. We DO NOT recommend this CIP project unless the current
draft for the Gilroy Sports Park Master Plan Amendments to Phase III (where the wording of
BMX was removed) either be placed back in Phase III as a usage, or the wording BMX Track/Dirt
Pump Track/Asphalt Pump Track be added to Phase IV or V.
https://www.cityofgilroy.org/DocumentCenter/View/9801/Appendix-C-Master-Plan-Udates
We are actively embracing, advancing ideas, and projects that promote the concept of free-
range people in the City of Gilroy. We advocate for building and planning that considers future
generations as well as current residents who don’t own cars. Advancing mobility
options reflects what we are teaching the youth in our community through Safe Routes to
School and why we are nationally recognized as a Bicycle Friendly Community from the League
of American Bicyclists, as well as recognized by the World Health Organization as an Age-
Friendly Community.
We have the following projects (not in ranking order) that we would like to highlight based on
Staff’s presentation to our Commission on February 25, 2020.
Recommend 800270 Lions Creek SCVWD Trail West of Santa Teresa & Day
Recommend 800280 Lions Creek Trail West Gap Closure – Kern to Day
Recommend EN2111 Luchessa Bridge Pedestrian and Bike Lane Safety Improvements
Recommend EN2115 Miller Crossing & Uvas Creek Pedestrian Improvements
Recommend EN2142 Update to the City’s Trail’s Master Plan (Bike Master Plan)
Recommend EN2143 Development of a Pedestrian Master Plan
Recommend PK2101 Christmas Hill Park Trail Wayfinding Signage
Thank you.
Zachary Hilton
Chair, Gilroy Bicycle Pedestrian Commission
Zachary.Hilton@cityofgilroy.org
#GilroyBPAC
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Packet Pg. 125 Attachment: Bicycle Pedestrian Commission CIP FY21-FY25 Recommendations (3062 : Capital Improvement Program Fiscal Years 2021-2025)
PRC Recommendations on FY21-25 CIP
Parks and Recreation Commission Meeting
May 19, 2020
Chair Michelle Wexler
EN2111 - Luchessa Bridge Pedestrian and Bicycle Safety Improvements
EN2115 – Miller/Uvas Creek Trail Pedestrian Improvements
EN2142 – Update to the City’s Trails Master Plan (Bike Master Plan)
EN2143 – Development of a Pedestrian Master Plan
PK2103 – Miller Park Restroom Electrical Undergrounding
RC2102 – San Ysidro Park Healthy Living Enhancements
Vice Chair Theresa Graham
800210 – Orchard/Tenth Crosswalk Enhancements
EN2143 – Development of a Pedestrian Master Plan
Commissioner Patricia Bentson
800020 – Tenth Street and Uvas Creek Bridge
800040 – Automall Parkway Pavement Rehabilitation
EN2111 – Luchessa Bridge pedestrian and Bicycle Safety Improvements
EN2115 – Miller/Uvas Creek Trail Pedestrian Improvements
FC2103 – CHS Aquatic Pool Re-Plastering
PK2103 – Miller Park Restroom Electrical Undergrounding
PK2104 – Ranch Site Building and Trailer Demolition
PK2110 – Gilroy Sports Park Improvements Phases IV and V – Add BMX/Pump Track into Charter
Comments:
- Strongly suggest adding language to PK2110 to include BMX or Pump Bike Track improvements into
Phases IV or V Sports Park project
- Can PK2107 – Christmas Hill Ranch Site Master Plan, and PD2109 – Uvas Creek Staging and
Neighborhood Park Master Plan be combined and sent out under one RFP to save money?
Commissioner Robert Miller
EN2111 – Luchessa Bridge Pedestrian and Bicycle Safety Improvements
EN2115 – Miller/Uvas Creek Trail Pedestrian Improvements
PK2106 – Las Animas Veterans Park Miscellaneous Facility Rehab
RC2102 – San Ysidro Park Healthy Living Enhancements
Commissioner Angela Reinert
EN2115 – Miller/Uvas Creek Trail Pedestrian Improvements
EN2143 – Development of a Pedestrian Master Plan
EN2145 – Development of an ADA Transition Plan
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Packet Pg. 126 Attachment: Parks and Recreation Commission CIP FY21-FY25 Recommendations (3062 : Capital Improvement Program Fiscal Years 2021-
FC2101 – ADA Assessment – City Facilities Citywide
FC2117 – Senior Center ADA Restroom Access
Commissioner Ermelindo Puente
Fix Streets
Cumulative High Priority PRC Recommended Projects to City Council
800020 – Tenth Street and Uvas Creek Bridge
800040 – Automall Parkway Pavement Rehabilitation
800210 – Orchard/Tenth Crosswalk Enhancements
EN2111 – Luchessa Bridge pedestrian and Bicycle Safety Improvements*
EN2115 – Miller/Uvas Creek Trail Pedestrian Improvements*
EN2142 – Update to the City’s Trails Master Plan (Bike Master Plan)
EN2143 – Development of a Pedestrian Master Plan*
EN2145 – Development of an ADA Transition Plan
FC2101 – ADA Assessment – City Facilities Citywide
FC2103 – CHS Aquatic Pool Re-Plastering
FC2117 – Senior Center ADA Restroom Access
PK2103- Miller Park Restroom Electrical Undergrounding
PK2104 – Ranch Site Building and Trailer Demolition
PK2105 – Forest Street Park Expansion Project**
PK2106 – Las Animas Veterans Park Miscellaneous Facility Rehab
PK2110 – Gilroy Sports Park Improvements Phases IV and V – Add BMX/Pump Track into Charter
RC2102 – San Ysidro Park Healthy Living Enhancements*
* Indicates projects that received comments from multiple commissioners
** Added to list based on PRC discussion at June 2020 meeting
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Packet Pg. 127 Attachment: Parks and Recreation Commission CIP FY21-FY25 Recommendations (3062 : Capital Improvement Program Fiscal Years 2021-
City of Gilroy
STAFF REPORT
Agenda Item Title: Introduction of the Capital Improvement Program (CIP) for Fiscal
Year 2020-2021 Through Fiscal Year 2024-2025
Meeting Date: July 6, 2020
From: Jimmy Forbis, Interim City Administrator
Department: Public Works Department
Submitted By: Girum Awoke
Prepared By: Girum Awoke
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Receive report.
EXECUTIVE SUMMARY
The Public Works and Finance departments are working on assembling the next Capital
Improvement Program (CIP) for FY21 to FY25. As part of the creation and adoption of
this document, staff will be presenting to the City Council the following at this meeting:
CIP Policy and Governance Structure
Project Selection Process
Production Schedule
Complete Binder of Project Charters
Community Engagement plan/efforts
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Packet Pg. 128 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
Staff is requesting City Council feedback on any of the informational items being
presented. The City Council is not being asked to make any official or final decisions at
this time, including projects or funding.
Staff has developed a schedule that provides time for Council review of the material
presented at this meeting and further engagement and feedback from community
members and stakeholders. Following this introductory meeting with Council, staff will
hold a community budget review meeting in early August which will be follow ed by a
presentation to the Planning Commission at their August 6, 2020 meeting. Staff will
bring back the final draft of the CIP Budget at a Special Study session currently planned
for August 10, 2020. Final adoption of the CIP Budget is anticipated at th e September
14, 2020 Regular Council meeting.
BACKGROUND
In past budgets, the Council was presented with a Capital Improvement Budget (CIB)
that provided a 6-year window of proposed projects likely to be completed within the
CIB horizon. The CIB included both large and small equipment purchases, grant funds
that may or may not materialize, reimbursements to developers for public infrastructure
built by them (when eligible to be reimbursed as per a development agreement), locally
funded capital projects, and similar items which were not included in an operational
budget. For the budget cycle covering FY18 – FY22 the City began to transition from a
CIB to a Capital Improvement Program (CIP).
A CIP has certain advantages over a CIB. A CIP can provide a clearer picture of project
costs, schedules, and project descriptions by providing more information about projects.
For example, in the CIB, if a project had five different funding sources, that project
would be listed in five different cost centers – one for each funding source. Whereas, in
the CIP, all the funding sources would be shown on one CIP individual project report
page (charter), which also shows how much money is anticipated to be spent each
fiscal year, and what phase those funds would be spent on (p roject development,
design, or construction/purchase). Also, on that same 1-page project report, it shows
the project description, project location, which department is responsible for delivery,
the project manager for that project, and the total project c ost.
The City of Gilroy’s CIP represents an ongoing planning process through which the City
identifies, prioritizes, and develops a multi-year plan for major capital expenditures and
their associated funding sources, in an effort to improve and maintain the City of Gilroy’s
roadways, parks, facilities, and other infrastructure. Generally, CIP improvements are
major expenditures that have a multi-year life and result in becoming City assets. The
CIP is a strategic planning tool focusing on City owned infrast ructure, summarizing in
one document the City’s overall capital project needs and associated funding
requirements during a five year period. The CIP document is merely a planning tool and
should be used as such in the regular city budget preparation proces s. There are a wide
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Packet Pg. 129 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
variety of funding sources for CIP projects, some steady and predictable while others
are dependent on a variety of factors.
CIP Policy and Governance Structure
Under direction from the City Administrator, the Public Works Department ta kes the lead
in the preparation of the current Capital Improvement Program, and reporting to Council
of its progress and status. Written reports on the progress of the CIP will be submitted
to Council through the City Administrator at the beginning and mid-year of each fiscal
year. A copy of the full CIP Policy is attached.
Project Selection Process
The CIP development process starts with an internal call for projects. Each City
Department submits their CIP projects to the Engineering Division of Public Works.
Engineering then develops a project charter for each project. A project charter provides
the project schedule, funding sources, expenditure timing, location, a description of the
project, and analysis of any ongoing maintenance considerations and costs. Project
charters also include photos or graphic representations. The CIP scoring committee
(further defined in the CIP Policy) reviews projects and ranks them according to a
predetermined set of criteria. High ranking projects get recommended to be included in
the CIP budget.
Once a draft of the CIP is developed, Engineering provides the draft CIP for official
review by the Planning Commission to ensure projects are consistent with the City’s
General Plan, prior to Council’s final CIP review. The proposed CIP is presented to the
City Council for final review at a CIP approval hearing.
Program Categories
Since a city is comprised of diverse types of infrastructure, the CIP is structured under
four separate program areas in which projects are categorized b y infrastructure type.
This includes: Streets Program; Parks and Trails Program; Utilities Program; and
Facilities Program. The attached CIP Policy document contains the full program details
for each category.
Streets: projects which develop and maintain the City’s roadway system
Parks and Trails: projects to develop and improve parks and sport fields, park
structures, trails, the City Plaza Park, and various citywide tree planting and
maintenance
Utilities: projects which develop and maintain the City’s water , storm and sewer
system to provide safe, reliable and efficient service to customers
Public Facilities: projects for purchasing, constructing or making capital repairs
to City buildings, structures, and equipment
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Packet Pg. 130 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
Funding Criteria
For a project to be considered for funding within the CIP, the project must meet the
following criteria identified in the attached CIP Policy Document:
Have a total value greater than $25,000 USD (United States Dollars)
o individual year(s) may be less than $25,000 USD for phased or ongoing
projects so long as the total value when the project is completed is greater
than $25,000 USD
Estimated useful life of, or extending estimated useful life by, five (5) years or
more
Require advanced planning and design
Have a project duration of more than three months from inception to completion
Primarily non-recurring projects
Be developed/implemented at a fixed location
Projects not meeting these criteria are not considered capital projects and may be
funded as maintenance or one-time projects. In past years, Public Works used a
different process to plan for capital project funding needs. This is the first year that the
City is using a 5-year Capital Improvement Program model.
CIP Charter Anatomy / How to Read a Project Charter
The CIP is primarily organized by project charters. As explained above, a charter is a
brief plan for each capital project and provides the requisite information for scheduling
and funding a project within the CIP. CIP Charters have 16 separate parts which are
explained in detail below:
1. Project Number:
The project number is intended to identify a project, which could consist of a number
phases or stages of development.
The project number consists of 6 digits. Currently funded projects begin with
800XX0. New projects in the draft CIP have been assigned a “Submittal number”
which will be discussed in the next section.
2. Submittal Number:
The submittal number is used to keep track of submissions. Departments submitting
requests for capital project consideration, funding, and scheduling are identified by a
two letter department (or division or section, as appropriate) designation, two letter
FY designation (for this budget it is 21), and then consecutive two digit identifier
(recommended to be in priority order, but not necessary).
For example, the first project submitted by the Facilities Section would have the
designation FC2101.
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Packet Pg. 131 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
The department/division/section codes are as follows:
AD – Administration, including City Attorney
EN – Engineering
FC – Facilities
FR – Fire
PK - Parks
RC – Recreation
SW – Sewer
WT – Water
PK – Parks
3. Project Name:
The project name is related to a location, which could be a building name or street
name, and the broad category of work required. If the project is not tied to a single
location, then the most descriptive name available is used. Street names shall be
spelled, not numbered (Ninth Street not 9th Street), and intersections shall list the
non-number street first, the more major street first, or the first alphabetical name
first.
4. Department:
The department listed is the CUSTOMER department/division/section, for whom the
work is being completed. This is usually, but not always, the requesting department.
For instance, work on the Senior Center will have Recreation as the customer
department, even if the facility is maintained by Public Works/Operations/Facilities.
Some department designations may be further detailed into division or section.
Coordination of the project is assigned to the most appropriate person. Usually this
will be someone in Public Works Engineering, but could also be an Operational
section (Facilities, Fleet, Parks), or a specialized expert. This person will be the
Project Manager.
5. Category:
Six categories have been identified for capital projects. Within the categori es there
may be additional sub-categories. The categories and sub-categories may be
revised or updated in any year by the CIP committee and presented for Council
approval. Currently, these categories are:
i. Facilities
a. Buildings
b. Building Systems
c. Specialized Facilities
d. Parking Lots
ii. Parks & Trails
a. New Parks
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Packet Pg. 132 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
b. Park Expansion
c. Trails
d. Buildings
e. Play Equipment
f. Other Structures or Facilities
g. Master Plans
iii. Streets
a. Pavement
b. Signage
c. Traffic Signals
d. Bridges
e. Curbs & Sidewalks
f. Other Concrete Features
g. Congestion Management
h. Street Lights
i. Street Trees
iv. Utilities
a. Water
i. Water Storage
ii. Wells & Pumping
iii. Distribution
iv. Fire Hydrants & Blow-Offs
v. Meters & Service Lines
b. Wastewater
i. Sewer Trunks
ii. Sewer Collection
iii. Manholes, Cleanouts, Etc.
iv. Lift Stations
v. Recycled Water
vi. Inspections
c. Storm Drain
i. Storm Trunks
ii. Storm Collection
iii. Manholes & Appurtenances
iv. Lift Stations
v. Engineering
a. Master Plans
b. Stormwater Compliance
c. Traffic Calming
d. Standard Drawings & Specs
e. Plans & Programs
f. Downtown
g. Utility Undergrounding
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Packet Pg. 133 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
6. Project Type:
There are seven categories for project type: New, Replacement, Rehabilitation,
Renovation, Modification, Demolition, and Studies & Reports. New projects add
capital value to the City’s asset base. Replacement projects provide an exchange or
substitution of a current City resource for a similar system. Rehabilitation projects
repair, enhance, or upgrade a current City property or resource. Renovation
projects remodel a current City property or resource. Modification projects modify a
current City property or resource. Plans and Studies project s do not necessarily
directly improve a City asset, but are a planning/analysis tool for future CIP project
identification and/or implementation.
7. Project Manager:
The Project Manager is the individual in the department responsible for the oversight
of the project. For the charters, the CIP team listed the position of the person
responsible for delivering the project and not the name of the person that will serve
as the project manager because that person may change over the term of the 5-year
CIP.
8. Council Priorities:
Capital Improvement Projects may meet or satisfy several City Council priorities.
This section identifies the priority that is most significant to the project or the priority
that will be most satisfied by the completion of the project.
9. Location:
Specifies either the general or specific location of the project. This may be a cross -
street, an address, or a general location like the Downtown.
10. Project Description:
This section describes the project in concise details, including any known special
aspects. This should include the location and type or level of work involved, the
project size, in square feet of building, or parking lot, or park, or lineal feet for
streets, sidewalks, trails, bike lanes, etc.
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Packet Pg. 134 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
11. Project Justification:
This provides an explanation as to why this capital project is important and is
required. This section identifies the strategic goals and objectives of the project and
any Council priorities, Master Plan requirements, safety or health issues, public
issues or requests, and any other reason to complete this work.
12. Master Planning Document:
This section identifies if a project is contained in one of the City’s several Master
Plans. A project that is specifically referenced in a master plan gains additional
priority based on the City’s CIP Policy.
13. Project Funding:
A. Project Costs – These includes both the cost of construction, and the soft costs
associated with a project that are sometimes not included. These can include
preliminary planning efforts, property acquisition, design, construction
management, inspection, public outreach and other non-construction costs that
must be accounted for in a thorough cost estimate.
B. Funding Source – This identifies the cost centers that will fund the project, and
the specific amount that will be allocated for each year of project development
and delivery.
C. Project Fiscal Balance – From the Project Funding tables, it is easy to see if a
project is fully funded for each fiscal year. So long as the sum of the total funding
sources for a fiscal year match the sum of the project costs for that same fiscal
year, a project is fully funded for that year.
14. Financial Comments:
This section provides additional details related to a projects funding. It might just be
a summary of the project fundin g source, or it might provide information related to
alternative funding strategies that might not be easily identified or easy to show in
tabular form.
15. Estimated Project Schedule:
This shows the various project phases, and what year those phases are planned to
be completed.
16. Ongoing Operational Cost Impact:
The ongoing operational costs identifies the maintenance costs that would be
associated with a fully constructed or delivered project, and the frequency of that
maintenance.
Production Schedule
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Packet Pg. 135 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
The schedule to develop the CIP was created with ample opportunity for participation by
elected officials and the public. A full schedule is attached.
ANALYSIS
Staff has prepared a final list of projects to be included into the FY21 – FY25 CIP. The
complete list of projects as well as the CIP project charter binder is attached to this
report. A summary chart of the number of projects per CIP Program Category is
presented below:
Table# 1 Count of Proposed CIP Projects (Funded) FY21 - FY25 by Program
Category
CIP Program Category Count of Items
Engineering 4
Parks and Trails 1
Public Facilities 5
Streets 20
Utilities 32
Grand Total 62
Table# 2 Count of Proposed CIP Projects (Funded) FY21 - FY25 by Funding
Source
Funding Source Count of Projects
100 - General Fund 3
200 - Sidewalk Repair Reserve 1
209 - Gas Tax 2105 4
210 - Gas Tax 2106 3
211 - Gas Tax 2107 6
213 - Gas Tax 2103 2
215 - Road Maint. and Rehab 1
216 - Measure B 1
224 - Transportation/Mobility Grants 2
225 - Vehicle Registration Fee 4
254 - Community Dev Block Grant 1
400 - Capital Projects 3
420 Storm Drain Development 6
433 - Traffic Impact 7
435 - Sewer Impact 4
436 - Water Impact 2
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Packet Pg. 136 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
440 - Public Facilities Impact 1
600 - Fleet 1
605 - Equipment Outlay 1
651 - Facilities 2
700 - Sewer 6
720 - Water 17
Grand Total 78*
* Note: Some projects are funded by more than one funding source (e.g. Annual
Pavement Maintenance project), hence the total number of projects in the second table
is more than the actual number of pro jects.
FISCAL IMPACT/FUNDING SOURCE
None.
The CIP is being planned for the next five years. The City Council will be asked to adopt
the CIP at a later date. While a number of the identified projects will not be
recommended for funding during this CIP cycle, any unfunded projects will be reviewed
and presented for Council consideration during the next funding cycle in two years.
NEXT STEPS
At this time, the CIP team is working on finalizing the CIP budget book which includes
the front end summary of programs and projects and will incorporate the finalized
project charters. There are more than 140 projects in the CIP and staff has completed
the project description, justification, proposed schedule and cost estimates for all
projects. A full schedule is attached.
PUBLIC OUTREACH
To date, staff has presented a list of proposed CIP projects to the Bicycle Pedestrian
Commission in February 2020, and the Parks and Recreation Commission in May 2020,
and received helpful feedback. Looking ahead, staff will use the approach outlined in
the attachment to ensure a timely and comprehensive presentation of the CIP budget to
the City Council and the community.
Attachments:
1. CIP Policy Document Final Draft 12-13-19
2. CIP Production Schedule
3. CIP Budget Book - Draft 06-24-20
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Packet Pg. 137 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
City of Gilroy
Capital Improvement Plan Policy
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Policy Originally Adopted Date
Policy Originally Effective Date
Latest Policy Review Date
Latest Policy Amendment Date
1. Purpose/Background
The City of Gilroy’s 5-Year Capital Improvement Plan (“CIP”) represents an ongoing process
through which the City identifies, prioritizes, and develops a multi-year work plan for major
capital expenditures and their associated funding sources, in an effort to improve and maintain
the City of Gilroy’s roadways, parks, facilities, and other infrastructure. Generally, CIP
improvements are major expenditures that have a multi-year life and result in becoming City
assets. The CIP is a strategic planning tool focusing on City owned infrastructure, summarizing
in one document the City’s overall capital project needs and associated funding requirements
during a five year period. The CIP document is merely a planning tool and should be used as
such in the budget preparation process.
2. Policy
2.1. Capital Improvement Plan Overview
Since a city is comprised of diverse types of infrastructure, the CIP is structured under five
separate program areas in which projects are categorized by infrastructure type. This includes:
Streets Program; Parks & Trails Program; Utilities Program; Facilities Program and the Fleet
and Equipment Program. The five programs are structured as follows:
2.1.1. Streets Program
This program includes projects which develop and maintain the City’s roadway system to
provide safe and efficient traffic flows while minimizing traffic movement and noise through
residential neighborhoods; street lighting for traffic safety at intersections and throughout public
streets; infrastructure development and maintenance of street surfaces, storm drain systems,
curbs, gutters and sidewalks; bridges and retaining walls; and roadway landscaping to maintain
the quality streetscapes of the Gilroy community.
Gas Tax revenues, Sales Tax Revenues (Measure B), and Road Maintenance and
Rehabilitation Account (Senate Bill 1, SB1) funds are dedicated funding sources for the Streets
Program. Funding for projects may also come from prior year General Fund savings, from
development projects requiring mitigation of impacts, from partnerships with other jurisdictions,
or from federal, state, and local grants as either part of statewide initiatives or through grant
applications based on specific City projects.
2.1.2. Parks & Trails Program
This program includes projects to develop and improve parks and sport fields, park structures,
trails, the City Plaza Park, and various citywide tree planting and maintenance. Funding may
come from prior year General Fund savings, from grants and park bond funds, and from
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City of Gilroy
Capital Improvement Plan Policy
2 | P a g e
donations. Park projects may, on occasion, include community volunteer services for minor
construction and clean-up projects.
2.1.3. Utilities Program
This program includes projects which develop and maintain the City’s water and sewer system
to provide safe, reliable and efficient service to customers. This includes the installation of new
or upgraded transmission and distribution water lines, fire hydrants, water quality/conservation
devices and meters as well as reservoirs and pump stations. It also includes the installation,
replacement or upgrade of sanitary sewer collection mains and laterals and lift stations. The
funding for these projects comes from Utility Enterprise funds and Development Impact Fee
funds.
2.1.4. Facilities Program
This program includes projects for purchasing, constructing or making capital repairs to City
buildings, structures, and equipment. City buildings include City Hall, the Police Department
Building, several Fire Stations, the Wheeler Gym, the Senior Center and auxiliary structures, the
Corporation Yard and auxiliary structures, the Historical Buildings including Old City Hall and
Gilroy Museum, the Willey House, etc.; funding for these projects come primarily from the
General, Enterprise, and other capital project funds via the Internal Service Fund, as well as
grant funds.
2.1.5. Fleet and Equipment Program
This program includes acquisition and major maintenance projects related to vehicles and
motorized equipment maintained by the Fleet Section. Examples include cars, tractors,
specialized vehicles, large construction equipment, generators and other associated items.
2.2. Capital Improvement Plan Guidelines
2.2.1. Project Definition
The City’s definition of a Capital Improvement Plan (CIP) project includes the following:
For fixed capital infrastructure to be included in the CIP, it must:
Have a total value greater than $25,000 USD (United States Dollars)
o individual year(s) may be less than $25,000 USD for phased or ongoing projects
so long as the total value when the project is completed is greater than $25,000
USD
Estimated useful life of, or extending estimated useful life by, five (5) years or more
Require advanced planning and design
Have a project duration of more than three months from inception to completion
Primarily non-recurring projects
Be developed/implemented at a fixed location
For vehicles and equipment to be included in the CIP, it must:
Have a total value greater than $15,000 USD
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Capital Improvement Plan Policy
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Be an item that requires service and maintenance by the Fleet Section of the Public
Works’ Operations Division
2.2.2. Project Cost Estimates
Cost estimates shall be based on current year dollars for the near-term projects. For projects
three or more years out, the use of an escalation rate shall be considered. Project estimates are
updated every two years with the update to the CIP, based upon current design specifications
and bid prices. Equipment, operation, and maintenance costs incurred as an outcome of CIP
projects are to be identified and included in the operating budget. As part of the adoption of the
CIP, a resolution amending the Council-adopted operating budget(s) shall be proposed to
appropriate the expenditures needed to implement the projects identified in the adopted CIP.
2.2.3. CIP Document Preparation, Submittal and Reporting
Under direction from the City Administrator, the Public Works Department takes the lead in the
preparation of the current Capital Improvement Plan, and reporting to Council of its progress
and status. Written reports on the progress of the CIP will be submitted to Council through the
City Administrator at the beginning and mid-year of each fiscal year.
Proposed projects are submitted by each department of the City via a CIP application form
submitted to the Engineering Division of Public Works as part of their biennial call for projects. A
reviewing committee will be established to evaluate the potential projects. The projects being
recommended for inclusion in the CIP shall have a project charter developed, which will provide
the project schedule, funding sources and timing, expenditure timing, location information, a
description of the project, and an analysis of the ongoing maintenance and other cost impacts to
the operating budget as a result of implementing the project. Once the projects and funding are
assembled, the committee shall score the projects against the evaluation criteria, and then rank
the projects based on the score and the funding sources. Once the draft CIP is developed,
Engineering will submit the CIP for official review by the Planning Commission to ensure
projects are consistent with the City’s General Plan prior to Council’s final CIP review. The
proposed CIP is presented to the City Council for final review at a CIP hearing in spring, along
with CIP and budget amendment approval scheduled in June.
The CIP will include unfunded projects as a separate, unranked list of projects that will proceed
through the process, including presentation to the Planning Commission and approved for
conformance with General Plan guidelines. These unfunded projects will be brought to Council
for approval at a later time, when resources become available, however will be included in the
CIP document for easy reference.
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City of Gilroy
Capital Improvement Plan Policy
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2.3. CIP Proposed Project Criteria
2.3.1. Fixed Capital Infrastructure Scoring
When scoring proposed projects for funding and/or ranking, the below factors and points will be
used by the CIP Committee. Scores from each committee member will be aggregated into a
total score for the project.
Factor Description Possible
Points
Critical health, environmental
or safety hazard
Project either reduces or eliminates risk to public
health and safety associated with either a poor
condition or lack of infrastructure.
20
Law or Mandate The project brings the City into compliance with
regulation, mandate, court order or other legal
requirement
15
Project Readiness (non-
financial)
How many prerequisites for the project, aside from
funding, are complete and what prerequisites for
the project remain. Years to complete the project
are also considered in this factor
15
Council Strategic Plan Goals Project will meet or make progress towards
attaining a goal identified as a strategic priority of
the City Council
10
Infrastructure Preservation The benefit comparison of short-term repairs
compared to long-term replacement of the
infrastructure proposed to be improved by the
project
10
Availability of External or
Dedicated Funding
The project has received and/or uses outside
funding sources, or the City has a history of
receiving funding from the planned or requested
funding sources
10
Master Plan Compliance Project is identified as a priority project in an
adopted Master Plan.
10
Economic/community impact The effect that the project will have on the local
economy and/or community, including public
perception
5
Annual Operating and
Maintenance Cost
The project’s effect on operating and maintenance
costs compared to the current infrastructure
5
The Engineering Division will maintain Scoring Guidelines for the CIP review committee to
provide a robust rubric for scoring within the above criteria.
2.3.2. Vehicles and Equipment Replacement Scoring
The replacement score is used as a guideline to determine when equipment will be replaced in
the following categories:
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Capital Improvement Plan Policy
5 | P a g e
1. The vehicle or equipment has met the expected lifecycle but did not meet the expected
utilization in miles or hours;
2. Equipment identified as needing replacement prior to meeting expected lifecycle or
utilization.
When scoring proposed vehicles and equipment for funding and/or ranking, the below factors
and points will be used by the CIP Committee. Scores from each committee member will be
aggregated into a total score for the vehicle or piece of equipment.
Factor Description Possible
Points
Age One point for every two years of chronological age, based on the in-
service date for the item.
No Cap
Miles or Hours One point for each 15,000 miles or 750 hours of equipment use. No Cap
Vehicle
Priority
Points are assigned based on the type of use a vehicle or equipment
receives. For example
5 – Police/Fire – essential to public safety
3 – Public Works/Building - Vehicle used in course and scope of
work
1 – Administrative and Pool vehicles
5
Reliability Points are assigned depending upon the frequency the vehicle is in
the shop for repair. Assign a score of
5 to a vehicle that is in the shop on an average of two or more times
a month.
3 to a vehicle that is in the shop on an average of once per month
Assign a score of 1 if the vehicle is in the shop an average of once
every three months or less.
10
Maintenance
Cost
Points are assigned on the total life of the maintenance cost.
Suggested scoring is described below:
Cost is _____ of Original
Purchase Price Score
<25% 1
25%-50% 2
50%-75% 3
75%-100% 4
>100% 5
5
Condition This factor takes into consideration the condition of the body, paint,
interior.
Good condition – 1; Fair condition – 2; Poor condition - 3
3
Point Ranges
Excellent – New condition; do not replace 0-20
Good – Do not replace 21-27
Satisfactory – Re-evaluate for next budget cycle 28-35
Poor – Needs replacement if the budget allows 36+
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Packet Pg. 142 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
City of Gilroy
Capital Improvement Plan Policy
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2.4. Capital Improvement Plan Committee
The Capital Improvement Plan Committee (“CIP Committee”) is a committee of Gilroy
employees that shall score and evaluate the CIP projects and vehicles/equipment for ranking
and consideration for funding. They shall also be the team to recommend funding to the City
Council, identifying funding sources and making other recommendations as needed to present a
draft CIP to the City Council for consideration and adoption.
The CIP Committee shall be comprised of 6 employees. The composition of these employees
shall be as follows:
Public Works Director
Deputy Public Works Director
City Engineer
Senior CIP Engineer
Public Works Management Analyst
Senior Management Analyst – City Administrator’s Office
The CIP Committee will be supported by other staff positions, but only these 6 employees will
have scoring authority, and represent the CIP at the City Administrator review meeting, at the
CIP adoption Council Meetings and study sessions, and Public Hearings.
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Packet Pg. 143 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
C:\Users\tbarber\Desktop\CIP Budget Schedule - External - 6-9-20.docx
City of Gilroy CIP Schedule
FY21 to FY25
As of June 9, 2020
Phase I – Internal
• Call for Projects
o Send Charter Request Forms to Departments December 30
o Charter Request Form Training January 6
o Departments Return Finalized Charter Request Forms January 10
o Meet with Departments to Review Charter Request Forms January 13-17
o Finalize Charter Request Forms January 17
• CIP Committee Review
o CIP Committee Initial Meeting to Score Projects January 21
o CIP Committee Meeting to Finalize Project Scoring January 28
o CIP Committee Meeting to Review Project Scoring February 4
o Commission Driven Charter Cost Estimates Completed February 7
• Engineering Review and Finalization of Charters
o All Charters Cost Estimates Completed February 21
o Commission Driven Charters Completed February 21
o Project Funding Allocation March 3, 6, 10
o On-Going/High Priority Charters Completed March 6
o Low Priority Charters Completed March 27
o Project Budgeting Completed May 15
o All Charters Completed, Including Funding Sections May 23
• Copy Editing and Production of Draft CIP Book
o CIP Charters Presented to Interim City Administrator May 25-29
o First Draft of CIP Front-End Document for Team Review July 10
Phase II - External
• Commission Input on Budget Items:
o BPC February 25
o Parks and Recreation Commission May 19
• City Council CIP Introduction July 1
• Community Budget Review Meeting August 4 or 5
• Planning Commission Review for Gen Plan Consistency August 6
• First City Council CIP Workshop (SS) August 10
• CIP Budget Adoption by City Council September 14
10.A.d
Packet Pg. 144 Attachment: Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025
City of Gilroy
STAFF REPORT
Agenda Item Title: Review of the Proposed Capital Improvement Program for Fiscal
Years 2020-2021 Through 2024-2025
Meeting Date: September 28, 2020
From: Jimmy Forbis, Interim City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Girum Awoke
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Receive report and provide direction to staff.
EXECUTIVE SUMMARY
The Capital Improvement Program (CIP) Budget represents a major investment in
Gilroy’s community, reflects the overall priorities of the City, and has an enormous
impact on the health and vibrancy of the community. A CIP also links long-range
strategic plans and goals with current resources and needs.
The Public Works and Finance departments have completed assembly of the proposed
draft Capital Improvement Program (CIP) for Fiscal Year (FY) 21 through FY25. Staff
has previously presented draft project charters to the Parks and Recreation
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Packet Pg. 145 Attachment: Council Staff Report 3002: Review of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025 (3062 :
Commission on May 19, 2020, and the Bicycle Pedestrian Commission on February 25,
2020. In addition, staff introduced the CIP development process and draft project
charter book to the City Council on July 6, 2020, and to the Planning Commission on
August 6, 2020, for General Plan Compliance review. Staff also hosted a virtual
community engagement meeting for the public on August 4, 2020.
At this time, staff is requesting City Council provide feedback on the draft Capital
Improvement Program (CIP) for FY21 through FY25. The City Council is not being
asked to make any official or final decisions at this time, including projects or funding.
Final adoption of the CIP is anticipated at the November 2, 2020 Regular Council
meeting.
BACKGROUND
The City of Gilroy’s Capital Improvement Program (“CIP”) is an ongoing budget process
for identifying, prioritizing, and developing a multi-year work plan for major capital
expenditures and their associated funding sources, in an effort to improve and maintain
the City of Gilroy’s roadways, parks, facilities, and other infrastructure.
Generally, CIP improvements are major expenditures that have a multi-year life and
result in becoming City fixed assets. The CIP is a strategic planning tool focusing on
City-owned infrastructure, summarizing in one document the City’s overall capital
project needs and associated funding requirements during a five year period. The CIP
document is a work plan and a planning tool and should be used as such in the
biannual operating budget preparation process. There are a wide variety of funding
sources for CIP projects, some steady and predictable while others are dependent on
outside agencies or funding sources.
As part of the CIP development process, staff has previously presented the CIP
Projects to the Parks and Recreation Commission (PRC), Bicycle Pedestrian
Commission (BPC), and Planning Commission. In general, the commissions reviewed
the project charters that were relevant to their jurisdictional charges and were
supportive of the CIP projects that were submitted. The commissions have each
provided comments and the feedback from each commission are attached to this report.
For instance, the BPC indicated support for seven specific projects, and requested that
language be added to project PK2110 – Gilroy Sports Park Improvements Phases IV &
V for a BMX/Pump Track to be included as a possible project in Phase IV and/or V of
the Sports Park project build out. This language has been added to the project charter
as requested. Similarly, during the PRC meeting, each commissioner indicated which
CIP projects they thought were most important. The Planning Commission reviewed
the project charters holistically for conformance with the General Plan.
On July 6, 2020, City Council was presented with an introduction to the CIP and was
provided with the proposed project charters for the CIP. At the July 6 Council meeting,
staff discussed background details and analysis on the proposed CIP, its importance
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Packet Pg. 146 Attachment: Council Staff Report 3002: Review of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025 (3062 :
and relevance to the City budgeting process, and a breakdown of the projects per CIP
category. A copy of the July 6, 2020 report is attached to this report for convenience.
This report includes as an attachment a final draft of the proposed CIP book. In addition
to individual CIP project charter, the proposed CIP book includes: (1) an overview of the
CIP for FY21 through FY25, (2) a summary of the CIP by the numbers, (3) CIP program
details, and (4) capital fund balance details.
ALTERNATIVES
There are no alternatives at this time. The Council is being provided with the final draft
of the proposed CIP for FY21 through FY25 for review and analysis.
The City Council may provide direction to make changes to the CIP which staff will
modify and present at the November 2, 2020 regular Council Meeting.
FISCAL IMPACT/FUNDING SOURCE
None.
For the next two years the proposed CIP totals $28,917,345, drawing from 22 funding
sources and improving multiple asset types and infrastructure systems. Final adoption
of the CIP is anticipated at the November 2, 2020 Regular Council Meeting. There are
no financial commitments anticipated at this meeting. Budget appropriations will occur
when projects are awarded.
NEXT STEPS
The process for review and adoption of the Capital Improvement Program is as follows:
Presentation of CIP to the Bicycle Pedestrian Commission ..... February 25, 2020 - Complete
Presentation of CIP to the Parks and Rec Commission ................... May 19, 2020 - Complete
Initial review of the CIP by City Council .............................................. July 6, 2020 - Complete
Community Outreach Meeting ....................................................... August 4, 2020 - Complete
Presentation of CIP to the Planning Commission .......................... August 6, 2020 - Complete
CIP Study Session by City Council ......................................................... September 28, 2020
CIP Adoption by City Council ................................................... Anticipated November 2, 2020
PUBLIC OUTREACH
On August 4, 2020 the City hosted a virtual community outreach meeting to inform the
public and discuss the proposed Capital Improvement Program in general. Topics
covered included the purpose of a 5-year CIP, the CIP policy document, CIP project
selection process, methods and criteria of prioritization of projects, overview of projects
within the CIP, and an open Q&A period.
Attachments:
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Packet Pg. 147 Attachment: Council Staff Report 3002: Review of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025 (3062 :
1. DRAFT Proposed Gilroy CIP FY21-FY25
2. Council Staff Report 2923: Introduction of the Capital Improvement Program (CIP)
for Fiscal Year 2021 through Fiscal Year 2025
3. Bicycle Pedestrian Commission CIP FY21-FY25 Recommendations
4. Parks and Recreation Commission CIP FY21-FY25 Recommendations
10.A.e
Packet Pg. 148 Attachment: Council Staff Report 3002: Review of the Capital Improvement Program (CIP) for Fiscal Year 2021 through Fiscal Year 2025 (3062 :
CIP Schedule of Budget Amendment Totals by Fund
Budget Amendments by Fund and Capital Project
Project
Amount
FY21
Total
Amount
FY21
100 - General Fund $180,000
800180 Traffic Calming $150,000
EN2149 State Trash Amendments Stormwater
Compliance Project $10,000
EN2151 Stormwater NPDES Compliance $20,000
200 - Sidewalk Repair Reserve $512,000
800320 Annual Shared-Cost Sidewalk Replacement
Program $512,000
209 - Gas Tax 2105 $601,210
800060 Annual Pavement Maintenance $95,000
800070 Annual Curb Ramps Citywide $100,000
800200 Citywide Sidewalk Condition Assessment $145,000
800340 Annual Signal/Street Light Maintenance $111,210
EN2136 Traffic Signal Upgrades Citywide $150,000
210 - Gas Tax 2106 $227,963
800060 Annual Pavement Maintenance $52,963
800070 Annual Curb Ramps Citywide $120,000
800170 Citywide Regulatory Sign Replacement $55,000
211 - Gas Tax 2107 $258,000
800060 Annual Pavement Maintenance $80,000
800070 Annual Curb Ramps Citywide $20,000
10.A.g
Packet Pg. 149 Attachment: CIP Schedule of Budget Amendment Totals by Fund (3062 : Capital Improvement Program Fiscal Years 2021-2025)
800080 Annual Safe Routes to Schools $53,000
800210 Orchard/Tenth Crosswalk Enhancements $80,000
800340 Annual Signal/Street Light Maintenance $25,000
213 - Gas Tax 2103 $533,524
800060 Annual Pavement Maintenance $300,000
800170 Citywide Regulatory Sign Replacement $20,000
800260 Bridge Preventative Maintenance Program $38,524
800340 Annual Signal/Street Light Maintenance $175,000
215 - Road Maint and Rehab $2,112,732
800060 Annual Pavement Maintenance $2,112,732
224 - Transportation/Mobility Grants $304,385
800260 Bridge Preventative Maintenance Program $304,385
225 - Vehicle Registration Fee $787,960
800060 Annual Pavement Maintenance $357,260
800170 Citywide Regulatory Sign Replacement $243,700
800330 Annual Pavement Markings $187,000
254 - Community Dev Block Grant $169,000
EN2147 Annual Sidewalk/Curb Ramp Project $169,000
400 - Capital Projects $1,750,000
800060 Annual Pavement Maintenance $250,000
800090 Eigleberry and Seventh Parking Lot $1,500,000
420 - Storm Drain Development $130,831
EN2129
Monterey and Luchessa Storm Drain
Modifications $37,400
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Packet Pg. 150 Attachment: CIP Schedule of Budget Amendment Totals by Fund (3062 : Capital Improvement Program Fiscal Years 2021-2025)
EN2149
State Trash Amendments Stormwater
Compliance Project $39,789
EN2151 Stormwater NPDES Compliance $53,642
433 - Traffic Impact $802,000
800020 Tenth Street and Uvas Creek Bridge $300,000
800240 Traffic Circulation Master Plan Update $175,000
EN2114 Mantelli/Kern Traffic Signal Installation $74,800
EN2146 Automall/Luchessa Traffic Signal Installation $94,900
EN2156 First/Kern Traffic Signal Installation $157,300
436 - Water Impact $944,239
800050 McCarthy Site Well (Well #9) $944,239
440 - Public Facilities Impact $318,996
800030
Corp Yard Stormwater Compliance
Improvements $318,996
600 - Fleet
$240,525
800150 Corp Yard Fuel Tank Repair $240,525
605 - Equipment Outlay $300,000
800300
Replace Station Alerting System - All Fire
Stations $300,000
651 - Facilities $473,000
800140 City Hall Backup Generator $414,700
800230 Shooting Range Assessment $58,300
700 -
Sewer
$498,792
10.A.g
Packet Pg. 151 Attachment: CIP Schedule of Budget Amendment Totals by Fund (3062 : Capital Improvement Program Fiscal Years 2021-2025)
800030
Corp Yard Stormwater Compliance
Improvements $335,192
SW2101
Annual Citywide Sewer Repair and
Rehabilitation $150,000
SW2103 Annual Sewer Repair Program $13,600
720 -
Water
$2,499,492
800030
Corp Yard Stormwater Compliance
Improvements $335,192
800250
Casey and Swanston Water Line
Replacement $245,800
WT2104 Fire Hydrant Curb Painting and Blue Markers $701,900
WT2106
Broadway and Sargent Water Line
Replacement $110,000
WT2111
Steel Water Service Lines Replacement
Citywide $60,500
WT2116 Murray at Burke Water Line Reroute $88,000
WT2117
Saint Louise Hospital Large Water Meter
Replacement $55,900
WT2120 Water Reservoirs A and B - Painting $400,400
WT2121
Water Reservoirs A and B - Retrofit Overflow
Piping $400,100
WT2123
Water Well Nos. 1, 2 and 4 Compliance
Improvements $101,700
Total Budget Amendments $13,644,649
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Packet Pg. 152 Attachment: CIP Schedule of Budget Amendment Totals by Fund (3062 : Capital Improvement Program Fiscal Years 2021-2025)
Public Works Department
Memorandum
October 6, 2020
The City Council held a workshop on September 28, 2020 to review the proposed FY21-25 CIP budget
document and provide guidance to staff. The main items of discussion and associated action items are
discussed below (please note that some of these items are related to operation and maintenance
activities or coordination with third parties):
1. Civic Center Master Project – This project was recommended by the Planning Commission and
supported by the City Council. Council supported this idea and directed staff to create a master
project. Staff has generated a new Facilities Group project charter (FC2125) and combined the
following projects that occur in and around the area of the City Hall Civic Center:
City Hall Backup Generator
Church and Seventh Parking Lot
City Hall HVAC Replacement
Development Service Center
City Hall Annex HVAC Replacement
City Hall Trellis Repairs
7380 Dowdy Building Demolition
Senior Center Roof Replacement
Wheeler HVAC and Electrical Upgrades
Wheeler Evacuation Center Upgrades
Wheeler Trellis Replacement
City Hall Security Upgrades
Senior Center ADA Restroom Access
All of these projects, with the exception of the City Hall Backup Generator, are being recommended
as unfunded projects within this five-year CIP. This new Civic Center Master Plan project will
indicate that there are no available funding sources for these projects other than the General Fund,
however, the City may consider the use of debt financing to fund all or a portion of these projects.
2. Post Office Alley Repairs – Engineering has reviewed the condition of the alley adjacent to the
post office. While a portion of the alley could be patched and resurfaced, the condition of the alley
would require a significant portion of it to be reconstructed due to its poor condition. The cost of this
work alone would be approximately $60,000. This is further complicated by the fact that a
significant portion of the alley is privately owned by the adjacent property owners . Some of these
residents park their vehicles on their property, within the alley, adjacent to their rear garages, which
restricts the full use of the alley. The City would need to either acquire the property as public
property, or coordinate with the adjacent property owners, and have them agree to allow the City to
make improvements to their portion of the private alley. In either case, this would be a costly effort
and would take time to coordinate. No funding is currently available for either the paving of the
alley or property acquisition. Staff will await direction from Council before proceeding on this
project.
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During the field review, staff noted that most the traffic using the alley is generated by the Post
Office. As an alternative, staff has reviewed the site, and has identified an alternate location for the
drop-off mailboxes that would eliminate the need for use of the alley. The new location would be in
the current parking lot off Fourth Street in the landscape strip behind the back of sidewalk (see
image to the left).
Engineering staff will contact the local postmaster to begin discussions regarding the relocation of
the drop boxes. If successful, customers would be able to enter and exit the post office parking lot
from Fourth Street, and not have to access the adjacent alley.
3. Gourmet Alley Revitalization – Community Development and Public Works staff recently met with
representatives from the Gilroy Downtown Business Association (GDBA) to learn more about their
plans to revitalize Gourmet Alley in the Downtown between Fourth and Fifth Street. It is a two-
phased plan as can be seen below (slide from the Downtown’s presentation dated September 23,
2020).
The Downtown’s plan envisions an intimate outdoor corridor for both pedestrians and bikes with
additional space for outdoor dining and special events that would support the nearby retail,
restaurants, commerce, entertainment and arts activity, and be inspired by the adjoining businesses
to create a high quality environment. This plan is in its infancy, and the Downtown will be seeking
an architect in the near future to detail out a more thorough concept to their vision. Following that,
the Downtown will look to identifying funding options to develop the project improvements.
One of the projects that the City can contribute to the Gourmet Alley efforts will be to create a
centralized trash enclosure to eliminate the accumulation of garbage and recycle bins from the
alley. The Downtown envisions the need for two centralized trash enclosures per block for their
Gourmet Alley project. Public Works has included a project charter (EN2102) in the FY21-25 CIP
for a Downtown Trash Enclosure, but because there is no identifiable fundin g source for this project
(estimated at $151,200), it is currently listed as unfunded. There are also oversight and operational
issues for the enclosure that have yet to be worked out.
Mailboxes could be relocated from alley to here.
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There have been discussions about creating a potential pilot program to install one trash enclosure
in the Gourmet Alley Phase I area. This project would use a less expensive slatted chain link
fencing as a construction material instead of a more permanent and expensive cinderblock wall
material. If the pilot trash enclosure oversight and operational issues are successfully resolved, the
trash enclosure operates in a successful manner for a period of time, and a funding source for the
construction of the permanent trash enclosure is identified, a more permanent structure could be
constructed at a later date. Since these discussions are just preliminary, no cost estimate or
charter was prepared for the pilot enclosure.
There are a significant number of overhead utility and transmission lines in the alley. Public Works
made initial contact with PG&E regarding the use of Rule 20A funds to underground the PG&E
utility lines in the alley, but were unsuccessful in gaining approval due to the Rule 20A criteria for
establishment of an undergrounding district. With the Downtown’s establishment of a Gourmet
Alley project, supported by the City Council, a subsequent application for use of Rule 20A
undergrounding funds may be approved. Given the current amount of the City’s available Rule 20A
funding, the City Council would then need to decide on a priority for undergrounding between this
location and the current Rule 20A Undergrounding District of Monterey Road between Eighth Street
and Tenth Street.
If the Downtown is successful in further defining the Gourmet Alley vision, and has support from the
City Council, Public Works can bring a CIP project charter back to the City Council for funding at the
mid-cycle CIP Budget review in July 2021, or during the next 5-year CIP Budget Review for the
FY23-27 CIP.
4. Additional Funding for Paving – Some City Council members provided comments regarding the
need to fund our paving program at a sufficient level to maintain or improve our current Pavement
Condition Index (PCI). During the State of the Streets presentation to Council in January, it was
reported that the City’s PCI level was 62. It would require an investment of $3.5M annually to
maintain that PCI level, and an investment of $6.8M annually to eventually get our PCI to 70.
Currently, our combined annual pavement funding from Measure B and SB-1 totals approximately
$1.8M. At this current funding level, our citywide PCI level would drop to 59 by 2025.
Gas Tax funds can be used to fund a variety of projects including transportation projects, sid ewalk
projects, bicycle projects, paving projects, and select maintenance programs associated with those
activities (such as maintenance on local streets and maintenance/operation of our City street lights
and signals). Because our citywide PCI rating is below 70, Measure B and SB-1 funding must be
used for paving city streets and cannot be used for other activities. Therefore, Gas Tax is the only
funding source for non-paving transportation, maintenance, or other standalone roadway capital
projects other than the General Fund. For instance, the Automall Parkway project that will
rehabilitate Automall between Tenth Street and Luchessa is primarily funded using Gas Tax funds.
It should be noted here that projects identified in the City’s Transportation Master Plan including the
construction of bridges, roadway segments, and intersection improvements are funded through
Transportation Impact Fees (TIF). Traffic Signal and intersection improvement projects identified in
the FY21-25 CIP are funded out of the City’s Transportation Impact Fund (TIF) and not Gas Tax.
At this time, no changes have been made to the Pavement Management projects in the FY 21 -25
CIP.
5. Street Sweeping Program – There was discussion about the City’s street sweeping program and
the need for sweeping to be conducted at regular intervals and across the whole width of the
pavement. Council members asked for signs be installed to restrict on-street parking on street
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sweeping days to allow street sweepers access to the curb. Street sweeping is currently conducted
through the City’s waste hauler (Recology). The installation of street sweeping signs and enforcing
no-parking will involve the effort of several departments (Public Works – creating signs, identifying
routes and locations, posting signs; Community Development – Code enforcement issues; Police –
enforcement and legal action; Administration – outreach and messaging) to be effective and
successful. It will require outreach to the community, and coordination with the City’s Solid waste
franchisee (Recology). A pilot program in specific areas of the City may be recommended to
determine the level of effort and associated cost to implement the program citywide. This item is not
in the current annual work plan but can be incorporated in future work plans.
6. Paving on Leavesley, East of US101 Interchange – A Council member asked about the limits of
the Caltrans paving of Leavesley in the area of the US101 interchange; staff immediately contacted
Caltrans for response. Similar to the City, Caltrans evaluates their pavement condition on a regular
basis and programs their pavement rehabilitation projects accordingly. The current HWY152
project was approved in 2017 based on their Pavement Condition Assessment conducted prior to
2017. At that time, their survey showed an International Roughness Index (IRI) of 170 on
Leavesley Rd in the area of the interchange. The IRI is a measurement of pavement smoothness
(or ride quality) which is a performance matrix that Caltrans (and other State DOTs) use to evaluate
their pavement condition and determine the type of rehabilitation required . According to Caltrans
this segment did not meet Caltrans criteria that would require the need for treatment, so was not
included in the project.
7. Banners along First Street – The City Council requested staff to provide banners along First
Street in the area of the newly completed State Route (SR) 152 street resurfacing. These new
banners could promote the Downtown, wineries in the area, or other special ev ents. The City will
work with the Chamber of Commerce to determine what banners should be prioritized along First
Street, and what funds should be used for the production, installation, and maintenance of the
banners. In the meantime, Public Works will work with Caltrans to make sure there is language
within the City/Caltrans Maintenance Agreement that allows the City to install and maintain banners
on City-owned street lights along the SR 152 corridor.
8. Corporation Yard Fuel Tank and Consideration of Alternate Fuel Source – The City Council
inquired about obtaining fuel from alternative fuel sources outside the City’s Corporation Yard for
City vehicles. The example provided was to use a fuel card from a private vendor that would allow
staff to purchase gas at a discount rate from stations throughout the City. While this is something
that can be further explored during the next operational budget cycle, having fuel available
exclusively to City vehicles at the Corporation Yard provides a number of benefits. In an
emergency, the City does not have to compete with the public for fuel where long lines might exist,
or fuel shortages might occur. City fuel tanks are always maintained at a high level to ensure there
will always be a reserve of fuel in case of emergency for our first responders. This increases the
reliability factor for Police and Fire to be able to provide critical services for our community. Staff
can further address the pros and cons of awarding the Corporation Yard Fuel Tank Project versus
using a discount fuel card from a private vendor at the time of City Council project award.
10.A.h
Packet Pg. 156 Attachment: CIP Budget Update Memo 11-8-20 - v3 (3062 : Capital Improvement Program Fiscal Years 2021-2025)
City of Gilroy
STAFF REPORT
Agenda Item Title: Update on the Pavement Maintenance Equipment for the In-House
Local Streets Repair Program
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Public Works Department
Submitted By: Karl Bjarke
Prepared By: Karl Bjarke
Gary Heap
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Receive report.
BACKGROUND
In 2016, the City Council approved the purchase of paving equipment for use by the
City’s Public Works Street Crews. The staff report from that action is attached.
The following equipment was purchased:
Hot Patch Truck – A hot patch truck allows pothole repairs to be performed with
hot asphalt mix. This truck can store the hot asphalt mix onboard and keep it hot
until used, is equipped with a roller to compact the asphalt, and has a self -
contained tack coat oil tank with a torch. This one piece of equipment allows the
10.B
Packet Pg. 157
crews to heat the pavement, remove moisture, apply tack coat oil that helps the
new asphalt patch stick to the existing asphalt, and compact the new asphalt.
Leeboy Self-Propelled Asphalt Paver – This self-propelled paver consists of
two major components: the tractor and the screed. The tractor provides the
forward motion and distributes the asphalt. The screed levels and shapes the
layer of asphalt that exits the rear of the paver.
10-Wheeler Dump Truck – The new 10-wheeler has a capacity to hold
approximately 10-12 tons of asphalt. Since the nearest asphalt plant is a
minimum 2-hour round trip away, efficiencies are increased through the use of
this new larger vehicle.
Crack Sealing Machine – A crack sealing machine melts blocks of crack filler
material so it can be placed both into voids, and onto asphalt surface cracking.
Crack sealing is performed with the intent to reduce water infiltration through
pavement cracks into the road base material and avoid the need for premature
pavement repairs. Crack sealing can result in numerous benefits such as
improved pavement condition, extended service life, reduced maintenance, and
delayed costly rehabilitation projects.
Crew Cab Pick-Up – The crew cab truck seats up to five individuals and reduces
the number of vehicles that have to go to a job site, thus saving on fuel costs.
ANALYSIS
Local Street Repair Program
The equipment was purchased to patch pavement associated with making repairs to our
water, sewer, and storm systems. The new equipment provides efficiencies over the old
equipment and supports our Capital Pavement Maintenance Program by making minor
repairs to the street network . This work is done under our in-house Local Street Repair
Program (LSRP).
The original intent of the LSRP was to get a better idea of how much pavement
maintenance they would be able to perform while assessing their workload. The goal
was to assess the entire city on a 9-year cycle. The City used the Sewer Maintenance
Zone Reference Guide (attached) to separate the City into manageable sections to be
programmed for analysis and repair.
Starting in late 2017, with the Streets Section fully staffed (16-FT employees and 3-PT
employees), crews were able to focus their attention on Maintenance Zones 1A and 4B.
At that time, eight to ten staff were deployed with the equipment on Wednesdays,
Thursdays, and Fridays between May and November performing the following
pavement maintenance work: saw-cutting in preparation of dig-out point repairs of failed
10.B
Packet Pg. 158
pavement, pavement leveling course with hot asphalt (AC), and crack sealing. Crews
performed maintenance on a total of 18.2 miles of streets between 2017 and 2019 in
Zones 1A and 4B.
All this work has reduced water infiltration into the asphalt, extending the life of the
roadway, as well as improved the ride quality and also slowed the degradation of the
pavement. In fact, during the City’s recent Pavement Condition Assessment, all the
streets that received our LSRP work saw its pavement condition index (PCI) number
increase. LSRP pavement work, crack sealing, and pavement patch repair work for our
utility repairs have been continuous through 2019 and 2020 prior to the onset of the
pandemic as staffing allowed.
Paving and Capital Pavement Maintenance Projects
Given that the City now owns some pavement patching equipment, staff has been
tasked with considering if our crews could also work on annual Capital Pavement
Maintenance Projects instead of bidding the work out to a paving contractor. Staff’s
recommendation for the City is that with our current staffing levels, and the type of
equipment the City purchased, it would be difficult for the City to take on one of our
annual paving projects.
The paving machine that the Cit y purchased can only pave an 8-foot section of
pavement at a time and is only intended to make minor patch pavement repairs. It is
not wide enough to pave a full lane lane-width of roadway. The City’s paver would have
to make multiple passes on a street to accomplish the same amount of paving that a
typical paving contractor could accomplish with a full-size asphalt paver that can pave a
12-foot section of pavement at a time. Also, the City does not have an asphalt grinder to
remove asphalt to be able to perform the typical grind and overlay work that are typically
specified in our City projects.
In addition to providing full traffic control, a typical paving contractor has a paving crew
that consists of 10 trained operators and workers that do nothing but paving work daily
and can be committed to the project. Running paving equipment and a full paving crew
efficiently and effectively for large pavement projects takes years of training and
experience, and dedicated staffing.
CONCLUSION
The paving equipment purchased by the City in 2016 replaced equipment that was
outdated, in need of replacement, and provided significant efficiencies compared to the
previous paving equipment. Since the equipment was obtained in 2017, it has been
used to replace pavement anytime repairs are made to the City’s water, sewer, or storm
infrastructure systems. It has also been used with our in-house Local Streets Repair
Program to provide support to the City’s annual Capital Pavement Maintenance
Program by making minor repairs to the street network , which include spot repairs,
placement of leveling course, and crack sealing. These improvements have had a
10.B
Packet Pg. 159
positive impact on the City’s overall PCI score. As staffing allows, LSRP work will
continue.
Attachments:
1. Street Equipment Purchase 10-3-16
2. Maintenance Zones Reference Guide
10.B
Packet Pg. 160
Item X.F Pavement Maintenance Equipment Purchase
10.B.a
Packet Pg. 161 Attachment: Street Equipment Purchase 10-3-16 (3091 : Pavement Maintenance Equipment Update)
Item X.F Pavement Maintenance Equipment Purchase
10.B.a
Packet Pg. 162 Attachment: Street Equipment Purchase 10-3-16 (3091 : Pavement Maintenance Equipment Update)
Item X.F Pavement Maintenance Equipment Purchase
10.B.a
Packet Pg. 163 Attachment: Street Equipment Purchase 10-3-16 (3091 : Pavement Maintenance Equipment Update)
Item X.F Pavement Maintenance Equipment Purchase
10.B.a
Packet Pg. 164 Attachment: Street Equipment Purchase 10-3-16 (3091 : Pavement Maintenance Equipment Update)
Item X.F Pavement Maintenance Equipment Purchase
10.B.a
Packet Pg. 165 Attachment: Street Equipment Purchase 10-3-16 (3091 : Pavement Maintenance Equipment Update)
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Las Animas
Fire Station
Police
Station
City
Hall/Library
Wheeler
Community
Cntr/ Parking
Museum
Sunrise
Fire
Station
Wastewater
Treatment
Plant
National
Guard
Armory
SC County
Corp Yard
Social
Services
SC County
Transit
CHP
USPS
Gilroy Unified
School District
Police
Department
Range
GUSD
Bus Yard
Los
Arroyos
Carriage
Hills
Ranch
Site
Reservoir D
Reservoir
C/Pump 2
Chestnut
Fire
Station
Willey
Cultural
Center
City of Gilroy
Sewer Maintenance Zones
Reference Guide
Prepared by Lynx Technologies July 2016
Legend
Creeks
Maintenance Zones
Parcels
Gilroy City Limit
Parks
Public Facilities
Schools
.
0 2,500 5,0001,250
Feet
10.B.b
Packet Pg. 166 Attachment: Maintenance Zones Reference Guide (3091 : Pavement Maintenance Equipment Update)
City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of the Downtown Improvement Incentive Program for
Fiscal Year 2020-2021 and Adoption of a Resolution of the City
Council of the City of Gilroy Amending the Fiscal Year 2020-2021
Budget and Appropriating $100,000 in Expenditure Amendments
for Two Downtown Improvement Incentive Programs
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Administration
Submitted By: Jimmy Forbis
Prepared By: Jimmy Forbis
Trevin Barber
Strategic Plan Goals
☐ Fiscal Stability
Downtown
Revitalization
Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Approve the downtown improvement incentive program for fiscal year 2020-2021
and provide direction to staff on possible future economic incentive programs.
b) Adopt a resolution of the City Council of the City of Gilroy amending the bud get for
the City of Gilroy for fiscal year 2020-2021 and appropriating proposed expenditure
amendments for the downtown improvement incentive program.
POLICY DISCUSSIONS
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Should the City continue with economic incentives including 1) the Downtown
Commercial Corridor Development Incentive (fee reduction/rebate) and 2) the
Downtown Façade Improvement Pilot ?
BACKGROUND
Recent Chronology of Significant Economic Development Policy in Gilroy
Over the course of 2018 and 2019 the City Council provided direction for staff to pursue
a variety of economic development related activities, update the economic incentive
policy, and, in a broader view, expressed an interest in expanding the City's overall
economic development role.
On February 19, 2019 Council provided direction to develop pilot programs to spur
investment in the City of Gilroy, and specifically in key commercial corridors as identified
in the Place-Based Economic Development Strategy.
On June 3, 2019, the Gilroy City Council adopted an operating budget based on seven
goals to guide the City’s future operations, two of those goals were (1) Revitalize
Downtown and (2) Focus on Revenue Driving Economic Development. The City Council
determined that developing the City’s Historic Downtown as a vibrant and attractive
area is a top priority, including Façade Improvement Programs and supporting
sustainable programs to promote local businesses and/or improve the Downtown area.
On July 1, 2019, the Gilroy City Council voted to approve two one -year economic
development pilot programs to stimulate Downtown business development. Collectively
the pilot programs are called the Downtown Improvement Incentive Program (the
Program).
The two Program pilots are: 1) the Downtown Commercial Corridor Development
Incentive Pilot, which temporarily reduced building and planning fees by 75%; and 2)
the Downtown Façade Improvement Pilot, which offered matching grants for facade
improvements. The Program was open from July 1, 2019 to June 30, 2020. The City
intended to stimulate the downtown economy in Fiscal year 2019-2020 and then assess
the ongoing results in fiscal year 2020-2021.
On July 1, 2019 the Gilroy City Council also approved an update to the City’s Economic
Incentive Policy (the Policy). The Policy update:
1. Reduced barriers to apply for the Development Impact Fee Deferral Program,
2. Expanded the types of businesses that may apply for incentives, such as auto
dealers,
3. Incorporated the Government Finance Officers Association accountability
framework, and
4. Temporarily Added the Downtown Commercial Corridor Development Incentive
Program.
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On October 19, 2020, staff presented the results of the two pilots during a regularly
scheduled City Council meeting. The adopted pilot programs benefited the community
by facilitating economic development for a strong and resilient local economy and
helped implement the Strategic Goals for Revitalizing Downtown and Focusing on
Revenue Driven Economic Development. The incentives also helped mitigate the cost
of revitalizing buildings of historic significance.
ANALYSIS
While the coronavirus has impacted the entire economy in different ways, travel, leisure,
and the restaurant industries have been, and continue to be, particularly the hardest hit.
According to the City’s sales tax statistics local businesses that fall in the Food Products
category, which includes restaurants, are down on average 21.3% from the previous
quarter.
Renewal of the Downtown Improvement Incentive Program for 2021
The proposed program has been modified from the previous iteration to support
property owners and tenants within a larger portion of Downtown to assist with interior
and/or exterior improvements to the front façade, or face, of the building and/or rear
façade on Gourmet Alley. Businesses this time would only be able to apply for a
maximum of three façade grants. Applicants would still be eligible to participate in both
the permit fee rebate and façade grant. However, a lower grant amount of $2,500 and
the new project limit will allow more businesses to participate. Prior year’s awards would
count toward the new limit.
The aim of the incentives would be to continue to provide a mutually beneficial service
to all economic stakeholders in the City of Gilroy’s downtown. This program would
continue to be most applicable to businesses doing minor improvements with a total
project cost under $15,000. As the same as last year, the potential improvements
include a new coat of paint, signs, awnings, and other minor detail improvements that
can help add value the exterior of a building.
Applicants would still be evaluated on a first come first serve basis, with funds awarded
to those who best meet the preferred program criteria in the event of a conflict. In the
original Pilot the City sought feedback on requirements from our economic development
partners, such as the Chamber of Commerce and Downtown Association. The new
program would keep the preferred criteria to include:
• Whether the business is a small, locally owned, entrepreneurial venture;
• Whether it meets alignment with the Downtown Specific Plan, which includes
dining, entertainment, and nightlife;
• Whether it fills an existing vacancy; and whether it is in a strategic location.
Upon application, applicants would have to agree to terms that protect the City from risk
and harm, as well as protect the program from any bad i ntentions that does not
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correspond with the objective of this program. Such protections include an indemnity
clause, an operating covenant requiring the applicant to continue operating their
business in the location receiving these improvements for a speci fied period of time,
and a maintenance covenant requiring the business to maintain their property in good
condition.
The following lists provide a summary of the proposed modifications to each grant.
Proposed Modifications for the Renewal of the Downtown Commercial Corridor
Development Incentive
1. Incentives would be offered by way of a reimbursable grant. Businesses w ould
apply for reimbursement through the City’s website, streamlining the proc ess.
The new process would allow the City to cap the total bud get amount allocated to
this incentive to $50,000.
2. The rebate amount for a project would be capped at the lower of 50% of total
fees paid or $2,500. For instance, if an applicant paid $100 for a mechanical
permit, then they could apply to receive a $50 rebate. Or, if an applicant paid
$7,500 for various permits for a complete remodel, then they could apply for the
max of $2,500.
3. Applicants would be allowed to apply for the incentive for up to three project
sites. A project cannot be piecemealed to receive more than the max award.
These changes would allow the available budget to support a larger number and
variety of projects.
4. The incentive boundary would increase to include Gourmet Alley.
Proposed Modifications for the Renewal of the Downtown Façade Impro vement
1. The incentive boundary would increase to include Gourmet Alley and match the
Downtown Commercial Corridor Development Incentive. Applicants would be
allowed to apply for funds for the rear façade, facing the Alley.
2. The rebate amount for a project would be capped at the $2,500 as to allow the
available budget to support a larger number and variety of projects.
3. Applicants would be allowed to apply for the incentive for up to three project
sites. A project cannot be piecemealed so as to receive more t han the max
award.
4. Businesses would apply through the City’s website this time as opposed to on
paper, streamlining the application process.
New Incentive Concepts for Open Discussion and Feedback
Gilroy has launched several initiatives to aid small businesses during the pandemic,
including the Small Business Relief Program, the Outdoor Dining Furniture Program,
and potentially the renewal of the Downtown Incentive Improvement Program which is
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under consideration. Now, Gilroy is continuing to look at other areas of the local
economy, beyond the Downtown, to continue recovery efforts. Supporting Gilroy
businesses and development related activities is critical not only for the local economy
but has a direct impact on the City’s financial health. This program would be aimed at
encouraging activity that will result in generating sales tax and overall economic activity.
Consideration of a New Incentive to Offer Sales Tax Rebates to New Auto Dealerships
As a group, the Gilroy Auto Mall is a large sales tax genera tor for the City, providing
general fund revenues to provide services like police, fire and parks maintenance.
While a sales tax rebate program for new auto dealerships would still need to be
developed in more detail, generally such an incentive could be offered as a ground
lease, operating covenant, or reimbursement for public improvements.
ALTERNATIVES
1. Council could choose to not renew the Downtown Improvement Incentive Program
for 2021.
2. Renew the Downtown Improvement Incentive Program for 2021 but wit h less than
the proposed budget amounts.
FISCAL IMPACT/FUNDING SOURCE
The fiscal impact for renewing the Downtown Improvement Incentive Programs for
FY21 is as follows:
$50,000 for the Downtown Commercial Corridor Development Incentive (fee
rebate), and
$50,000 for the Downtown Façade Improvement
A total combined amount of $100,000 in the General Fund for the renewed Downtown
Improvement Incentive Program for FY 21.
NEXT STEPS
If the program renewal is approved by Council staff will proceed to adverti se the grant
opportunities with downtown businesses and make the applications available online.
Should Council support the concept of sales tax rebates for auto dealers, staff will return
to Council with a formal policy for their consideration.
PUBLIC OUTREACH
In developing the renewal of the Program, City staff sought, and has received, input
from representatives from the key stakeholder organizations: Gilroy Downtown
Business Association and Chamber of Commerce.
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Attachments:
1. Gilroy Downtown Association Comments for Gilroy City Council Meeting 201019
2. Resolution Budget Amendment Downtown Incentive Program
3. DRAFT Downtown Incentive Admin Policies and Procedures
4. DRAFT Online Downtown Improvement Incentive Application Form
5. DRAFT Incentive Map
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Gilroy Downtown Business Association
PO Box 2310
Gilroy, CA 95021
408-842-0005 www.downtowngilroy.com
October 17, 2020
Mayor Velasco
Gilroy City Council
Jimmy Forbis, Gilroy City Administrator
Shawna Freels, Gilroy City Clerk
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
Dear Mayor Velasco and Others
We are writing you regarding the staff report included as Item 9.C Annual Update on the
Downtown Improvement Incentive Program that is included in the agenda for the October 19,
2020 City Council meeting. We ask that our letter be included in the public record.
We applaud the decision that the City Council has made over the last few years to pursue a more
active role in the economic development of the City of Gilroy and in particular the downtown
area. We are firm believers in place based economic development. Your efforts to stimulate
investment in the downtown commercial corridor through the Downtown Façade Improvement
Pilot Program (“Façade Program”), the Downtown Commercial Corridor Development Incentive
Pilot Program (“Incentive Program”) and outdoor furniture loan program has helped facilitate
the economic development of downtown by directly supporting our downtown property owners
and businesses. Our members response to these programs was positive and we saw increased
activity to both improving facades directly and contributed to renovating numerous buildings. It
is unfortunate that the momentum caused by these programs has been slowed by the COVID-19
pandemic. We also commend City programs like the outdoor furniture loan program and the
Gilroy Covid-19 grant program directly helped our local businesses in this time of need.
We strongly support and recommend the permanent renewal of both the Façade and Incentive
Programs. The impact of the COVID-19 pandemic is another reason to facilitate continued
investment in downtown to support the businesses that are still recovering from its significant
impact.
We recommend the Façade Program be renewed and modified as we move forward to address
some concerns related to COVID-19 and the activation of Gourmet Alley:
• Expand the program area to apply to the Eigleberry Street side of Gourmet Alley in downtown
core (4th to 7th Street).
• Clarify that the Façade program can be applied to the rear of buildings to help inspire property
owners and businesses to participate in the activation of Gourmet Alley.
• Outdoor operations will continue to be important to the recovery of our downtown
restaurants for the foreseeable future, particularly this coming winter. We would include the
following elements of outdoor operations in the scope of the Façade program:
10.C.a
Packet Pg. 173 Attachment: Gilroy Downtown Association Comments for Gilroy City Council Meeting 201019 (3080 : Downtown Improvement Incentive
Gilroy Downtown Business Association
PO Box 2310
Gilroy, CA 95021
408-842-0005 www.downtowngilroy.com
o Furniture and other outdoor equipment such as umbrellas, heaters, serving stands,
lighting, fencing, parklets and other winter weatherization schemes.
o This last year some of the items were addressed in separate programs. With our
recommendation to make these programs permanent, we think that consolidation
into one program makes sense from an administrative and budgetary standpoint.
• The Façade Program was fully subscribed last year despite the pause caused by the COVID-
19 pandemic. We anticipate an increased interest in façade improvement and outdoor
operations as the restrictions ease. We recommend an increase in the program funding from
the original $50,000 to $100,000 to reflect this anticipated need and interest from our small
business sector. and program consolidation.
The Incentive Program is a significant driver in the revitalization efforts in downtown Gilroy.
While significant progress has been made in renovating downtown, there is still a great deal of
repair and revitalization to be done.
• Expand the program area to apply Eigleberry Street side of Gourmet Alley in downtown core
(4th to 7th Street).
• We note that this modest investment in downtown expands not only the property tax base
but also other tax bases including sales and transit occupancy tax as we expand capacity and
reduce vacancies. In addition, because much of the investment in the last few years has been
directed towards unreinforced masonry buildings, the City will further benefit as the deferred
reassessments occur.
We appreciate the opportunity to provide you feedback on your programs and our
recommendations for your economic development programs going forward. We are available to
meet with you or staff to discuss these programs and our comments in more detail.
Regards,
SIGNED/
Gary Walton, Chairman
John Taft, Treasurer
10.C.a
Packet Pg. 174 Attachment: Gilroy Downtown Association Comments for Gilroy City Council Meeting 201019 (3080 : Downtown Improvement Incentive
RESOLUTION NO. 2020-XX
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF GILROY AMENDING THE BUDGET FOR THE CITY
OF GILROY FOR FISCAL YEAR 2020-2021 AND
APPROPRIATING PROPOSED EXPENDITURE
AMENDMENTS
WHEREAS, the City Administrator prepared and submitted to the City Council a budget
for the City of Gilroy for Fiscal Years 2019-2020 and 2020-2021, and the City Council carefully
examined, considered and adopted the same on June 3, 2019; and
WHEREAS, city staff has prepared and submitted to the City Council a proposed
amendment to said budget for Fiscal Year 2020-2021 in the staff report dated November 16,
2020 for the General Fund: Economic Development Programming; and
WHEREAS, the City Council has carefully examined and considered the same and is
satisfied with said budget amendments.
NOW, THEREFORE, BE IT RESOLVED THAT appropriations in the General Fund:
Economic Development Programming, is hereby increased by $100,000 for Fiscal Year 2020-
2021.
PASSED AND ADOPTED this 16thday of November, 2020 by the following roll call
vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
ATTEST: Roland Velasco, Mayor
Shawna Freels, City Clerk
10.C.b
Packet Pg. 175 Attachment: Resolution Budget Amendment Downtown Incentive Program (3080 : Downtown Improvement Incentive Program)
Downtown Improvement Incentive Program
Administrative Policies and Procedures
Updated for Fiscal Year 2020-2021
City of Gilroy
October 30, 2020
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Table of Contents
Program Introduction ......................................................................................................... 3
Section I: Program Components ................................................................................... 4
Section II: Eligibility ........................................................................................................ 4
A. Eligible Properties .................................................................................................. 4
B. Eligible Applicants .................................................................................................. 4
C. Ineligible Businesses ............................................................................................. 4
D. Eligible Activities .................................................................................................... 5
E. Ineligible Activities/Properties ................................................................................ 5
Section III: Application Procedures ................................................................................ 6
A. Timeline ................................................................................................................. 6
B. Application Materials .............................................................................................. 6
C. Pre-Application Conference ................................................................................... 6
D. Application Submittal ............................................................................................. 6
Section IV: Project Approval Procedures ...................................................................... 7
A. Grant Committee Review and Approval ................................................................. 7
B. Evaluation Criteria ................................................................................................. 7
Section V: Grant Terms ................................................................................................ 7
A. Type of Grant ......................................................................................................... 7
B. Indemnity ............................................................................................................... 8
C. Payment of Prevailing Wages ................................................................................ 8
D. Covenants ............................................................................................................. 8
E. Construction Schedule ........................................................................................... 8
F. Other Obligations of the Recipient ......................................................................... 9
Section VI: Awarding of the Grant .................................................................................. 9
A. Award Schedule and Conditions ............................................................................ 9
Section VII: Post-Award Procedures .............................................................................. 9
A. Grant Servicing ...................................................................................................... 9
B. Distribution of Grant Proceeds ............................................................................. 10
C. Default ................................................................................................................. 10
D. Program Report ................................................................................................... 11
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Program Introduction
Generally, façade improvement programs provide property and business owners with
financial assistance to construct mutually beneficial improvements. For property and
business owners, the program provides financial incentives to make improvements to
their building exterior, which in theory could increase their customer traffic. For local
governments, the potential benefits include more appealing commercial districts which
may lead to an increase in municipal revenue.
The aim of the Downtown Improvement Incentive Program for Fiscal Year 2020 -2021 is
to provide a mutually beneficial service to all economic stakeholders in the City of
Gilroy’s downtown. For the half-year from January 1, 2021, to June 30, 2021, the City is
offering an incentive to provide 1:1 matching grants of up to $2,500 to property owners
and tenants within a portion of Downtown to assist with exterior improvements to the
façade, or face, of the building as well as a partial rebate of permit fees of up to $2,500.
The following policies and procedures provide the details about the program, the
requirements to apply, and the application process. Please read this document
thoroughly and when you are ready, fill and submit an application online. A sample
application is attached to the end of this document, along with the required
supplemental material.
We hope to see your business apply and we look forward to working with you to
improve your property, our downtown, and our City.
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Administrative Policies and Procedures for the Downtown Improvement
Incentive Program for Fiscal Year 2020-2021
Section I: Program Components
Subject to the availability of program funds, commercial property owners and
tenants located in a portion of Downtown within the City of Gilroy may qualify for
funding through the program. There is $50,000 available for Façade grants and
$50,000 available for partial permit fee rebates.
All funds are offered on a 50/50 matching basis with those contributed by the
property owner or tenant for a given project and/or permits, with the City funding
50% of the cost up to $2,500, and the grantee funding 50%. Should the cost of
improvements exceed the maximum grant amount of $2,500 plus the grantee’s
share of $2,500, the grantee shall be responsible for any excess costs. Façade
grant funding must be used for façade improvements, including signage; awnings;
and paint. Applicants may apply for both the Façade grant and a reimbursement on
fees, however façade grant funds may not be used to pay for City permit fees.
Section II: Eligibility
A. Eligible Properties
Eligible properties are (1) those that abut to that portion of Monterey Street
beginning at the intersection of First Street and ending at the intersection
of Tenth Street and (2) those that abut to that portion of Gourmet Alley
beginning at the intersection of Third Street and ending at the intersection
of Sixth Street
B. Eligible Applicants
(1) Commercial Property Owners: Applications may be submitted by
the property owner.
(2) Lessees: With the written approval of the property owner, an
authorized representative of a lessee may apply for funding under
the Downtown Improvement Incentive Program. Written consent may
be either in the form of a lease indicating the lessee’s responsibility
for façade improvements or documentation of the property owner’s
agreement to the proposed improvements with a property agent
authorization form.
(3) No member of the governing body, review committee, or any other
official, employee, or agent of the City who exercises decision -making
functions or responsibilities in connection with the implementation of
this program is eligible for financial assistance under this program.
(4) Applicants shall not be disqualified based on age, race, religion, color,
handicap, sex, physical condition, development disability, sexual
orientation or national origin.
C. Ineligible Businesses
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The following businesses are ineligible to participate in the program: liquor
stores, adult entertainment enterprises, massage establishments, pawn
shops, cigarette stores, gambling establishments, and tattoo parlors.
D. Eligible Activities
The Downtown Improvement Incentive Program is designed to improve and
enhance the design and quality of small business facades that are highly
visible along the City’s Downtown Monterey Street and the beautiful, historic
Gourmet Alley. To achieve this goal, program grants shall be available for the
following activities:
(1) Grant proceeds may be used for qualifying façade improvements.
These include:
a. Signage
b. Awnings
c. Exterior Paint
d. Windows
e. Anti-graffiti film coating on windows
f. Front Entrance Doors
g. Exterior lighting
h. Planter boxes
i. Fixed assets to define a dining space / parklets
(2) Façade grant proceeds may be used to fund or offset the cost of
private architecture and design fees, but not any City building, review,
or permitting fees required by the City of Gilroy as part of the
approved project. Such fees can be applied toward the permit fee
rebate.
(3) Activities must be in compliance with the City of Gilroy’s Design
Guidelines.
(4) Work must be in accordance with the City of Gilroy Zoning
Ordinance, Downtown Specific Plan, City of Gilroy Architecture and
Design Guidelines, and Uniform Building, Plumbing, Electrical and
Mechanical Codes as applicable. All required permits must be
obtained.
E. Ineligible Activities/Properties
Program grants shall not be available for the following:
(1) Property acquisition
(2) Working capital, advertising, training, start-up costs, cash for
operating expenses, etc.
(3) Work in progress or performed prior to project’s approval
(4) Tax-delinquent properties or businesses
(5) Special-assessment-delinquent properties
(6) Property subject to litigation
(7) Property in condemnation or receivership
(8) Property owned by nonprofit groups
(9) Exclusively residential buildings
(10) Property not in compliance with the City’s Unreinforced Masonry
Building (URM) Ordinance (Gilroy City Code Chapter 6, Article VI)
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Section III: Application Procedures
A. Timeline
The Downtown Improvement Incentive Program will launch on January 1,
2021. The program will continue through June 30, 2021 or until funds allotted
to the program are depleted; whichever occurs first. This program is for a set
period of time and future continuance of the program depends on the
evaluation of whether the programs meets the goals, objectives, and criteria
set forth.
B. Application Materials
Application materials will be digital only and accessible through the City’s
website at www.cityofgilroy.org/389/Downtown-Gilroy-Incentives.
C. Pre-Application Conference
Prior to submitting an application, the applicant may meet with staff to
discuss the program features and terms, necessary permits, eligibility, and
other details.
D. Application Submittal
Prospective program participants must submit a complete application. As a
limited amount of funding is available, applications are accepted on a first-
come first-serve basis.
Applications may be submitted at any time during the effectiveness of the
program.
Applications will be reviewed for completeness and to verify that the
proposed project meets the minimum requirements for eligibility. If the
application is not complete, the applicant will be informed of the
deficiencies. All financial information will be kept in a secured place with
limited access by authorized personnel only.
The application must include the following information.
(1) Project Description. A full scope of work for each of the project
components.
(2) Project Budget. A preliminary budget is required at the time
of the initial application.
(3) Site Control. Evidence of property ownership or leasehold
interest.
(4) Existing Conditions. Photographs illustrating current conditions of
building(s) and property. Photos of adjoining properties may be
included.
(5) Additional Information. Additional information may be requested after
submission of the application.
(6) Taxpayer Identification. Applicant must submit a completed IRS W9
Form so that the City may issue the reimbursement at the end of the
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Packet Pg. 181 Attachment: DRAFT Downtown Incentive Admin Policies and Procedures (3080 : Downtown Improvement Incentive Program)
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project.
Note: False or misleading information shall be considered a default of the
grant agreement, and may cause the City to seek remedies.
Section IV: Project Approval Procedures
A. Grant Committee Review and Approval
Applications will be evaluated by a Grant Committee composed of
representatives of the City Administrator’s Office and Community
Development Department. Based on input from the Grant Committee, the
City Administrator or designee will have the authority to execute the grant.
The committee shall meet as needed to review and act on grant
applications. If the Committee deems that additional information is required
before acting on an application, it may postpone action until all necessary
information is available to the committee.
The applicant will be notified in writing that the application has been received
and of all Committee and City Administrator or designee determinations.
B. Evaluation Criteria
As limited funding is available, if applications are submitted on the same
day, grants will be offered on a competitive basis. The following criteria
will be used to evaluate rank and select project applications for program
grants. Priority will be given to those projects which best meet the
following evaluation criteria.
(1) Small Business Concerns. Is the business a small, locally-owned,
entrepreneurial business?
(2) Strategic Location. Would a façade improvement for this
business enhance the shopping center or area in which it is
located?
(3) Tax Base Expansion. Does/will the business contribute to the
expansion of the City’s tax base and the synergy of the surrounding
commercial area?
(4) Downtown Specific Plan. Does the façade improvement align with
the Downtown Specific Plan?
Section V: Grant Terms
A. Type of Grant
Downtown Improvement Incentive Program has two grants (1) The
Downtown Façade Improvement Program the Downtown Commercial
Corridor Development Incentive Program.
The Downtown Façade Improvement Program provides grant funding on a
reimbursable, matching basis with funds contributed by the property owner or
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Packet Pg. 182 Attachment: DRAFT Downtown Incentive Admin Policies and Procedures (3080 : Downtown Improvement Incentive Program)
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tenant. The maximum grant amount for each individual project site is $2,500.
Similarly, the Downtown Commercial Corridor Development Incentive
Program provides grant funding on a matching basis for City permit fees up
to $2,500.
B. Indemnity
The recipient shall commit to defend, indemnify and hold the City, including
its elected officials, officers, employees and agents, free and harmless from
any claims, liabilities, costs, penalties or interest arising out of an y failure or
alleged failure of the grant recipient or its contractors or consultants to comply
with applicable laws.
C. Payment of Prevailing Wages
Work funded through the Downtown Improvement Incentive Program may
be considered a “Public Work” and may be subject to the payment of
prevailing wages (California Labor Code Sections 1720 et seq and 1770 et
seq, as well as California Code of Regulations, Title 8, Section 16000 et
seq). The recipient must ensure that all bids solicited and all contracts for
work funded through a grant made by the City comply fully with Prevailing
Wage Laws.
D. Covenants
Within the agreement, the applicant must agree to the following covenants.
(1) Operating Covenant. The business shall be required to continue
operating in the same location for two-years after having received
grant funding.
(2) Maintenance Covenant. Included in the Operating Covenant shall be a
Maintenance Agreement which will provide for ongoing maintenance
of the property and program improvement, including, but not limited to,
keeping the property free from litter, graffiti, peeling paint, unkempt
landscape, and other unsightly features as determined by the City of
Gilroy. Business owners are required to ensure that the b usiness is
legal and compliant with the requirements of the zone applicable to
the property. Tenants should be aware that property owners will be
required to acknowledge the terms of the Maintenance Agreement.
(3) Nondiscrimination Covenants. The Participant shall not discriminate
against person or group of persons on account of race, color, creed,
religion, sex, marital status, handicap, national origin or ancestry in the
sale, lease, sublease, transfer, use, occupancy, tenure or enjoyment
of the Site, nor shall the Participant or any person claiming under or
through it or them establish or permit any such practice or practices of
discrimination or segregation with reference to the selection, location,
number, use or occupancy of tenants, lessees, subtenants,
sublessees or vendees of the Site.
E. Construction Schedule
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Recipients shall initiate the improvement project within 30 days following the
award of the grant and complete the project within 365 days following the
award. The City Administrator or designee is authorized to extend these time
limits by up to 90 days. Failure to comply with the project schedule will
constitute a condition of default.
F. Other Obligations of the Recipient
In addition to the preceding terms and conditions of the grant, all
recipients shall acknowledge and comply with the following:
(1) Grant proceeds shall be used only to pay for the cost of approved
improvements and according to the approved budget.
(2) All improvements must be in accordance with the City of Gilroy
Zoning Ordinance and all required permits must be obtained.
(3) The recipient shall be responsible for payment of all costs in excess
of the approved budget.
(4) Recipient shall attend meetings with staff and decision makers a s
requested during the course of application review and approval.
(5) All improvements to be done on the project shall be the sole
responsibility of the property owner or tenant. The City of Gilroy
administers the grant program and is not responsible for any work
undertaken under the program.
(6) The recipient must obtain lien releases from the contractor upon
progress payment and project completion. Copies shall be provided
to the City with each request for reimbursement.
(7) Photographs of the completed project must be provided to the City
upon completion of the project file.
Section VI: Awarding of the Grant
A. Award Schedule and Conditions
If the grant application is approved by the City Administrator or
designee, a date for awarding the grant will be set by the City. Prior to
releasing funds, the following documentation must be in the project
file:
(1) Notice of Award issued by the City.
(2) Completed IRS W9 Form
(3) Executed Downtown Program Agreement/Application.
(4) Evidence of Permits, Licenses, and any other required registrations.
(5) Approved project budget.
Section VII: Post-Award Procedures
A. Grant Servicing
A grant servicing file shall be established and maintained for each grant
recipient that includes all written correspondence; a record of important
telephone conversations; and a list of applicable grant covenants. The
recipient will regularly deliver to the City those materials deemed necessary
to monitor compliance with the grant terms and conditions, and advise to City
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promptly of any changes in terms and coverage.
Grant servicing files will be maintained in a secure place with access limited
to authorized personnel. The City’s legal counsel shall be consulted in regard
to compliance with state and municipal open records laws.
B. Distribution of Grant Proceeds
The recipient is responsible for viewing and approving contractor requests for
payment. The recipient is further responsible to make timely payments for
approved work. The City will reimburse recipient according to the terms of the
grant.
When submitting a request for disbursement of grant proceeds, recipient
shall provide evidence of program expenditures consistent with the
approved project budget.
Documentation shall include bills and invoices of receipts for materials, final
bills of sale, canceled checks and lien waivers. All documentation shall be
reviewed and approved by City staff prior to disbursement of grant proceeds.
Requests for reimbursement shall be submitted by the tenth day of the month.
Requests received after the tenth day of the month shall be processed for
payment during the following month. The request for reimbursement shall (1)
identify each item of reimbursable project costs by line item category in the
project budget separately, (2) aggregate all costs by line item category as set
forth in the Project budget, and (3) include a report setting forth the total
amount, by line item category from the project budget, of all reimbursable
project costs set forth in the then-current request for reimbursement and all prior
requests for reimbursement approved by the City, or for which approval is
pending.
C. Default
Any default in any term or condition of a Program Grant or a Maintenance
Agreement shall be a default entitling the City to issue a Notice of Default to the
grant recipient which shall specify the following:
(a) The specific nature of the default.
(b) The action required to cure the default.
(c) A date, not less than thirty (30) days from the date of notice, by which
the default must be cured to avoid action by the City to recover the grant
funds invested in the project.
(d) Any penalties incurred as a result of the default.
In the event the default is not cured by the date specified in the Notice of Default,
the City may take action to recover the funds granted to the business through the
program, plus any penalties. The City Administrator or designee may, in his sole
discretion, offer to negotiate a repayment schedule with the grant recipient,
pursuant to which monthly grant payments will be calculated to amortize the
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unforgiven remainder of the original grant amount.
D. Program Report
A separate accounting record for each grant shall be kept to account for all
funds granted. The Downtown Improvement Incentive Program shall be
reviewed following the end of the program on June 30, 2021 and a report will
be presented to the City regarding the use of program funds.
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Introduction
The City acknowledges that Gilroy downtown businesses are an important part of our community and provide
services and experiences that make our community unique. We are pleased to announce that the City Council
has temporarily renewed the Downtown Improvement Incentive Programs, including the Commercial Corridor
Development Incentive Program and the Facade Improvement Incentive Program. The new, limited-time
incentive programs will help downtown businesses by assisting with efforts to refresh their buildings as they
prepare for a COVID recovery. The new incentive programs are now available to businesses in Gilroy’s
downtown core along Monterey Road and Gourmet Alley. Both incentive programs run from January 1, 2021,
to June 30, 2021.
The Downtown Commercial Corridor
Development Incentive Program:
Provides a 50% rebate up to $2,500 for all City
imposed engineering, planning, and building fees for
internal staff time.
The Downtown Façade Improvement Incentive
Program:
Provides a 50% rebate of up to $2,500 to help fund
minor façade improvements such as awnings, paint,
windows, parklet, and other minor improvements.
Downtown Commercial Corridor Development Incentive (up to $2,500)
Downtown Façade Improvement Incentive (up to $2,500)
Which incentive are you applying for at this time?
You may select either or both.
Application Procedures for the Incentives
Grants will be offered on a first-come-first-serve basis until funds are depleted, there is $50,000 available for
each incentive. Applicants should expect the following order of events:
1.Applicants may start applying for the incentives, January 1, 2021, at 8 am
2.Within two business days, applicants may receive a grant reservation, if approved
Application for the Downtown Improvement Incentives (FY21)
Form Center
HelpDRAFT10.C.d
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3. Applicants will then proceed with their project and initiate the improvement(s) within 30 days following the
award of the grant and complete the project within 365 days following the award.
4. Applicants will then request a disbursement of funds after the project has been completed.
We hope to see many businesses apply and we look forward to working with you to improve your business and
our City.
Applicant First Name*
Trevin
Name of person filling out this
form
Applicant Last Name*
Barber
Name of person filling out this
form
Applicant Phone Number*
Phone Number
Business Name*
Please match the name on the business license
Business License Number (Optional)
Optional - Staff will cross-reference information
provided in the form with a list of business licenses.
Applicants must have a current business license with
the City of Gilroy.
Type of Business*
In a few words, please describe your business or
provide a NAICS code.
Applicant E-mail Address*
trevin.barber@cityofgilroy.org
Project Site Address*
Write the address where the improvement project will take place
Project Site Address - City Project Site Address -
State
Project Site Address -
Zip
Mailing Address - Leave blank if same
Write the address of your principal place of business, or leave blank if same as the project site address
Mailing Address - CityDRAFT 10.C.d
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Mailing Address -
State
Mailing Address - ZIP
ZIP Code
Please provide a description and scope of work for the proposed improvements with the timeline
and budget for each component.*
Alternatively, applicants may write "see attached budget worksheet" and upload their own project description
and budget immediately here below.
Project Description and Budget Upload
(Optional)
No file chosenChoose File
Gourmet Alley
Monterey Road
If this is a Façade Project, which area will see
the improvements?
Please select either or both
Please enter the amount that you are
requesting in grant funding. *
Applicants may receive 50% of project costs, to a
maximum of $2,500. AND 50% of permit costs to a
maximum of $2,500. A total of $5,000.
In order to receive funding the City will require
a completed IRS Form W9. Please upload one
here. *
No file chosenChoose File
Blank Form W9: https://www.irs.gov/pub/irs-
pdf/fw9.pdf
Yes
No
Is this a new business, or a business expanding
to a second location, that will ll an existing
vacant storefront?*Yes
No
Is your business privately owned and operated?
*
If not, how long has the business been in operation in Gilroy? Please enter "N/A" if not
applicable.*
Yes
No
Is your business a chain or franchise?*How many people does the business employ, in
full-time equivalent (FTE)?*
Please upload photographs illustrating the
existing façade/s (front and rear) and property
conditions.*
No file chosenChoose File DRAFT10.C.d
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The applicant must acknowledge and agree to the following:
Agree
Idemnity*
The recipient shall commit to defend, indemnify and hold the City, including its elected officials, officers,
employees and agents, free and harmless from any claims, liabilities, costs, penalties or interest arising out of
any failure or alleged failure of the grant recipient or its contractors or consultants to comply with applicable
laws.
Agree
Prevailing Wage Disclosure*
Work funded through the Downtown Improvement Incentive Program may be considered a “Public Work” and
may be subject to the payment of prevailing wages (California Labor Code Sections 1720 et seq and 1770 et
seq, as well as California Code of Regulations, Title 8, Section 16000 et seq). The recipient must ensure that
all bids solicited and all contracts for work funded through a grant made by the City comply fully with Prevailing
Wage Laws.
Agree
Operating Covenant*
The recipient shall agree to continue operating in the same location for two-years after having received grant
funding, as much as it is feasible, or return funding.
Agree
Maintenance Covenant*
The recipient shall agree to provide for ongoing maintenance of the property and, including, but not limited to,
keeping the property free from litter, graffiti, peeling paint, unkempt landscape, and other unsightly features as
determined by the City of Gilroy. Furniture shall be maintained in a safe and clean condition at all times. The
recipient is liable for damage beyond normal and reasonable wear and tear. The recipient is required to ensure
that the business is legal and compliant with the requirements of the zone applicable to the property. The
recipient is required to maintain a clear pathway on sidewalks and all public permanent pedestrian facilities
near their place of business (i.e. do not place furniture or signs on sidewalks).
Agree
Nondiscrimination Covenants*
The recipient shall not discriminate against person or group of persons on account of race, color, creed,
religion, sex, marital status, handicap, national origin or ancestry in the sale, lease, sublease, transfer, use,
occupancy, tenure or enjoyment of the site, nor shall the recipient or any person claiming under or through it or
them establish or permit any such practice or practices of discrimination or segregation with reference to the
selection, location, number, use or occupancy of tenants, lessees, subtenants, sublessees or vendees of the
site.DRAFT10.C.d
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Agree
Certi cation*
I certify that I have received and reviewed the City of Gilroy’s Downtown Improvement Incentives Program
Policies and Procedures. I agree to comply with all of the policies and regulations described therein in order to
be eligible to receive grant funding through this program. I understand that grant funding is offered on a
competitive basis and that the submission of this application in no way guarantees that I will receive funding
through this program. The Property Owner or Applicant is responsible for paying the contractor in full for all the
work provided. The City will reimburse the owner for completed and accepted work for fifty percent of the
approved scope of work, up to a $2,500 award for project costs, and if applicable $2,500 for permit costs. I
ALSO CERTIFY THAT ALL INFORMATION CONTAINED IN THIS APPLICATION IS ACCURATE AND
COMPLETE; THE ABOVE NOTED SCOPE OF WORK SHALL BE THE COMPLETE SCOPE OF WORK
INCLUDED IN THE PROJECT AND CONSTRUCTED PER THE MOST RECENT CITY STANDARDS AND
SPECIFICATIONS. CITY STANDARD DETAILS AND SPECIFICATIONS ARE AVAILABLE ON THE CITY’S
WEBSITE.
* indicates a required eld
protected by reCAPTCHA
Privacy - Terms
Contact Us Site Map Accessibility Copyright Notices Privacy Policy
DRAFT10.C.d
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City of Gilroy
STAFF REPORT
Agenda Item Title: Consideration of a City Office Shutdown from December 24, 2020
to January 3, 2021
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Human Resources Department
Submitted By: LeeAnn McPhillips
Prepared By: LeeAnn McPhillips
Strategic Plan Goals
☐ Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
Approve a city office shutdown from December 24, 2020 to January 3, 2021.
POLICY QUESTION
Should the City of Gilroy observe a holiday shutdown from December 24, 2020 –
January 3, 2021?
BACKGROUND
As part of discussions regarding budget reductions and impacts of COVID-19 on the city
workforce, an end of year city office shutdown was identified as a possible option for
2020. One of the City’s non-safety labor groups suggested that an end of year
shutdown would assist employees in taking time off without having work pile up while
they are off. As a result, staff investigated the possibility of an end of shutdown further
and, at this time, are recommending a pilot shutdown for the period December 24, 2020
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– January 3, 2021. Existing holiday and closure days will be observed on December 24,
December 25, and January 1. The additional shutdown days that would be implemented
with the pilot program are December 28, 29, 30, and 31, 2020. On these additional
shutdown dates, routine, non-essential services would not be provided.
Many cities in California observe an end of year shutdown and some have done so for
many years. The following agencies recently reported that they will observe some type
of end of year closure this year:
Albany Benicia Chico Clayton Davis
El Cerrito Half Moon Bay Los Gatos Lafayette Milpitas
Morgan Hill Oakley Pinole Pittsburg Rancho
Cordova
Redwood City San Carlos San Leandro San Luis
Obispo
Santa Cruz
Saratoga Sunnyvale Walnut Creek Watsonville Woodland
Should Gilroy observe a city office shutdown from December 24 – January 3, it is
important to note that fire and police safety operations will be fully operational, and the
closure would not apply to safety employees to include police and fire safety managers,
IAFF-Local 2805 personnel; GPOA personnel, dispatchers, community services officers,
and records personnel.
Staff is evaluating other non-safety operations and has identified some essential staffing
that will be needed during the shutdown to include:
Payroll staff
Utility Billing staff
Building and Public Works Inspectors (working and/or on call)
Small Public Works crews for well checks and other urgent items with additional
staff available for call back as needed
We expect to fill most of these staffing needs through employee volunteers who wish to
work during this time period. All other non-safety employees would have the option to
take the time off using leave time or work. Some employees may not have enough
accrued leave time to take the time off, therefore, those employees will work all or some
of the additional shutdown days. Employees who choose to work all or some of the
additional shutdown days will utilize the time to catch up on backlogged work and focus
on tasks and projects with upcoming deadlines. Management will ensure that
appropriate work plans are in place and supervision is available based on the
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employees who elect to work or who are identified for essential work. Other non-
essential, routine services would not be provided on December 28-31, 2020. Non-
essential, routine services are already not provided on observed holidays.
The employees who take the time off will utilize accrued leave time to cover the time not
worked on December 28-31, 2020. Due to COVID-19, earlier this year Council
authorized employees to temporarily exceed the vacation cap, however, the side letter
agreements and policy memorandums require employees to be back in compliance with
vacation caps by no later than the January payroll cycle. Allowing more employees to
take time off from December 28-31, 2020 will facilitate the reduction of leave balances
thus reducing the leave liability City has on the books .
Management reached out to the AFSCME and GMA labor groups to discuss the
possible end of year shutdown and any impacts to their members. Given that the
impacted AFSCME and GMA members will have the option to work, the labor groups
would like to see the city move forward with the pilot shutdown. The labor groups
understand that some employees may be required to work in order to fil l essential duties
that must occur during the shutdown dates. The labor groups believe that the essential
items will be able to be covered by employees who prefer to work during this block of
time. Currently, there are no outstanding impacts with either labor group.
ALTERNATIVES
The other alternative is to not have a city office shutdown during the holidays. This
alternative is not recommended.
FISCAL IMPACT/FUNDING SOURCE
There is no cost associated with the end of year shutdown. The City’s leave liability will
decrease by employees taking leave and reducing leave balances on the City’s books.
CONCLUSION
Staff recommends that the city move forward with a pilot holiday shutdown as described
in this report. Feedback indicates this is viewed positively by eligible employees as in
the past some employees were denied the use of leave time during the holidays
because city offices were open to the public and needed to be staffed accordingly.
NEXT STEPS
If the City Council approves the holiday shutdown, final logistics will be identified, and
each department will determine who would like to be off and who would prefer to work.
Once this data is collected, managers will be able to finalize staffing plans for essential
work and work plans for those choosing to work on the shutdown dates.
PUBLIC OUTREACH
Social media communication, website, signage and more will be put in place to notify
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the public of the shutdown dates. Staff plans to start this communication early so
customers can plan for certain services to tak e place before December 24th.
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City of Gilroy
STAFF REPORT
Agenda Item Title: Approval of Amendments to the Fiscal Year 2020-2021 General
Fund Budget Based on the Adopted Financial Recovery Plan and
Adoption of a Resolution of the City Council of the City of Gilroy
Amending the Fiscal Year 2020-2021 Budget for the City of Gilroy
Meeting Date: November 16, 2020
From: Jimmy Forbis, City Administrator
Department: Finance Department
Submitted By: Cindy Murphy
Prepared By: Cindy Murphy
Carina Baksa
Strategic Plan Goals
Fiscal Stability
☐ Downtown
Revitalization
☐ Economic
Development
☐ Neighborhood Services
☐ Enhanced Public
Safety
☐ Workforce Stability ☐ Public Engagement
RECOMMENDATION
a) Approve General Fund amendments to the Fiscal Year 2020-2021 budget based
on the financial recovery plan of June 1, 2020.
b) Adopt a resolution of the City Council of the City of Gilroy amending the Fiscal
Year 2020-2021 budget for the City of Gilroy.
BACKGROUND
At the June 1st, 2020 regular City Council meeting, staff brought before the City Council
a recovery plan to address a funding shortfall due to the COVID-19 emergency incident,
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as well as an ongoing structural deficit of an average of $8 million per year in the City’s
General Fund.
As part of the recovery plan, staff recommended reductions in staffing and operatin g
expenses to address the $5 million shortfall in FY21 and the approximate $8 million
shortfall in subsequent years through FY25.
Below is the 5-year General Fund Forecast presented to Council prior to the
implementation of the recovery plan.
Figure 1 – 5-Year Forecast Prior to Recovery Plan Implementation
FY20 FY21 FY22 FY23 FY24 FY25
Beginning Fund Balance 21,258,870$ 17,354,504$ 12,309,713$ 4,368,697$ (3,900,222)$ (11,461,698)$
Add: Revenues 48,658,145$ 52,666,803$ 51,956,202$ 53,870,605$ 56,696,956$ 58,236,185$
Less: Expenditures (59,087,511)$ (57,711,594)$ (59,897,218)$ (62,139,524)$ (64,258,432)$ (66,431,992)$
Budget Solutions 6,525,000$ -$ -$ -$ -$ -$
Ending Fund Balance 17,354,504$ 12,309,713$ 4,368,697$ (3,900,222)$ (11,461,698)$ (19,657,505)$
Operating Margin/
Use of Reserves $ (3,904,366) $ (5,044,791) $ (7,941,016) $ (8,268,920) $ (7,561,476) $ (8,195,807)
RECOVERY PLAN IMPLEMENTATION
Recovery Plan Philosophy
The Recovery Plan Philosophy identified functional priorities such as fundamental,
supportive or discretionary services to maintain service delivery to the greatest extent
possible and at the same time continue to serve vulnerable populations and achieve
sustainable finances.
As presented to Council, in order to address the FY21 deficit of $5 million and ongoing
structural deficit of $8 million, the City needed approximately $4 million in departmental
expenditure reductions and $4 million in concessions from the City’s organized and
unrepresented labor groups.
This report is the result of the solutions to be implemented beginning FY21 and adjusts
the individual department line-items to ensure that expenditures remain within the new
levels established as part of the Recovery Plan.
FY21 total reductions of $5.35 million include the increased costs in the Fire
Department to continue funding the Alternative Service Delivery model to provide rapid
emergency medical services for residents in the Glen Loma area – now known as the
Santa Teresa Fire Station.
Below is a summary table of the total reductions fo r each department/division from their
respective FY21 Budgets to address this year’s deficit.
Figure 2 – Proposed General Fund Reductions for FY21 Budget
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DEPARTMENT/DIVISION TOTAL AMENDMENT
EMERGENCY SERVICES (2,920)
COUNCIL (9,700)
COMMUNITY ENGAGEMENT (39,000)
CITY CLERK (86,357)
FINANCE (94,072)
HUMAN RESOURCES (165,416)
CITY ADMINISTRATOR (429,535)
POLICE DEPARTMENT (1,206,337)
PUBLIC WORKS (1,220,130)
INTERFUND TRANSFER TO RECREATION (1,234,440)
COMMUNITY DEVELOPMENT (1,365,230)
FIRE 502,215
TOTAL REDUCTIONS TO FY21 BUDGET (5,350,922)
Sustainable Finances and Replenishing the Economic Stability Reserve (ESR)
As stated in previous reports to Council, the Financial Recovery Plan was constructed
to allow for sustainable finances and personnel actions to be reversible should
economic conditions improve.
Below is the new 5-year General Fund Forecast after the implementation of the
recovery plan and assuming that revenue projections remain as forecasted. The
financial forecast for FY22 through FY25 now reflects $8 million in expenditure
reductions. The new operating margins also allow for the City to begin replenishing the
ESR. Any surplus revenue in future fiscal years will be recommended to be allocated to
the ESR in order restore the reserve to its Council-adopted policy level.
Figure 3 – 5-Year Forecast After Recovery Plan Implementation
FY21 FY22 FY23 FY24 FY25
Beginning Fund Balance 17,354,504$ 17,660,635$ 17,719,619$ 17,450,700$ 17,889,224$
Add: Revenues 52,666,803$ 51,956,202$ 53,870,605$ 56,696,956$ 58,236,185$
Less: Expenditures (57,711,594)$ (51,897,218)$ (54,139,524)$ (56,258,432)$ (58,431,992)$
Budget Solutions*5,350,922$
Ending Fund Balance 17,660,635$ 17,719,619$ 17,450,700$ 17,889,224$ 17,693,417$
Operating Margin/
Use of Reserves 306,131$ 58,984$ (268,919)$ 438,524$ (195,807)$
*Budget Solutions for FY22 through FY25 are already part of the newly reduced expenditure budgets.
Follow-up
There is currently a resurgence of COVID-19 cases across the country. At this time, it is
unknown if there will be any additional shelter -in-place orders instituted in Santa Clara
County and how that may affect revenues for the City of Gilroy. A revenue update and
the impact on the 5-year forecast will be reported to Council as part of the quarterly
update on Financial Recovery Plan implementation performance. Additionally, proposed
budgets for FY22 and FY23 will be coming to Council for adoption in May/June 2021.
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FISCAL IMPACT/FUNDING SOURCE
The fiscal impact is approximately $5.35 million in General Fund reductions in FY21 and
$8 million annually in FY22 through FY25. These savings will enable the City to remain
operational within the confines of the projected revenues in future years, wh ile keeping
potential service cuts to a minimum.
CONCLUSION
The financial state of the City is tied to the revenues it receives. As these revenues and
payments decrease due to economic challenges, the City should reduce its costs
proportionally as supported by these revenues. Staff reductions have resulted in
changes to service delivery, however, the focus remains on functional priorities, such as
fundamental services and those supportive services that make service delivery efficient
and protect vulnerable populations.
Attachments:
1. Resolution Budget Amendment Financial Recovery Plan
2. EXHIBIT A-BUDGET AMENDMENT LINE ITEM DETAILS
10.E
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RESOLUTION NO 2020-XX
RESOLUTION NO. 2020-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF GILROY AMENDING THE BUDGET FOR SAID CITY
FOR FISCAL YEAR 2020-2021 FOR PURPOSES SET
FORTH IN THE BUDGET
WHEREAS, the City Council adopted a budget for the City of Gilroy for the Fiscal Year
2020-2021 on June 3, 2019; and
WHEREAS, the said Council considered and approved a Financial Recovery Plan on
June 1, 2020 to address the Fiscal Year 2020-2021 General Fund structural deficit; and
WHEREAS, as part of said Recovery Plan, an amendment to the General Fund
expenditure budget for Fiscal Year 2020-2021 is necessary to be reduced by $5,350,922.
NOW, THEREFORE, BE IT RESOLVED that it is hereby ordered that the Fiscal Year
2020-2021 General Fund budget for the City of Gilroy be amended by said reductions and
departmental appropriations revised accordingly as identified in Exhibit A attached hereto and
that a certified copy of said amendments shall be placed on file in the office of the City Clerk
and be available for the individuals and agencies and organizations as specified in Section 1103
of the City Charter.
PASSED AND ADOPTED this 16th day of November 2020 by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
APPROVED:
Roland Velasco, Mayor
ATTEST:
Shawna Freels, City Clerk
10.E.a
Packet Pg. 201 Attachment: Resolution Budget Amendment Financial Recovery Plan (3088 : Amendments to Fiscal Year 2020-2021 General Fund Budget)
EXHIBIT A
FY21 FY21 FY21
FUND DEPT.PROG.ACCOUNT TITLE ADOPTED AMENDED CHANGE
100 100 0 4205 PROFESSIONAL SUPPO 7,300 6,100 (1,200)
100 100 0 4208 MEETING EXPENSES 6,700 200 (6,500)
100 100 0 4221 OFFICE/COMPUTER SU 2,700 700 (2,000)
0100 TOTAL COUNCIL 16,700 7,000 (9,700)
100 102 0 4110 SALARIES 714,397 380,816 (333,581)
100 102 0 4120 WAGES/PART TIME 30,000 57,330 27,330
100 102 0 4172 RETIREMENT (FULL T 217,748 118,434 (99,314)
100 102 0 4174 MEDICARE 10,362 5,523 (4,839)
100 102 0 4175 HEALTH INSURANCE B 103,732 45,580 (58,152)
100 102 0 4176 LIFE INSURANCE BEN 440 222 (218)
100 102 0 4177 EMPLOYEE ASSISTANC 844 432 (412)
100 102 0 4178 UNEMPLOYMENT INSUR 1,420 12,200 10,780
100 102 0 4182 MISC DISABILITY IN 1,238 737 (501)
100 102 0 4199 PERSONNEL CONTRA COST (60,234) (30,861) 29,373
0102 TOTAL CITY ADMINISTRATOR 1,019,948 590,413 (429,535)
100 103 0 4110 SALARIES 206,556 145,616 (60,940)
100 103 0 4172 RETIREMENT (FULL T 64,239 45,287 (18,952)
100 103 0 4174 MEDICARE 2,996 2,112 (884)
100 103 0 4175 HEALTH INSURANCE B 30,459 14,271 (16,188)
100 103 0 4176 LIFE INSURANCE BEN 197 55 (142)
100 103 0 4177 EMPLOYEE ASSISTANC 338 203 (135)
100 103 0 4178 UNEMPLOYMENT INSUR 413 2,621 2,208
100 103 0 4182 MISC DISABILITY IN 475 325 (150)
100 103 0 4199 PERSONNEL CONTRA COST (24,924) (16,098) 8,826
0103 TOTAL CITY CLERK 280,749 194,392 (86,357)
100 104 0 4205 PROFESSIONAL SUPPO 1,820 - (1,820)
100 104 0 4221 OFFICE/COMPUTER SU 1,200 100 (1,100)
0104 TOTAL EMERGENCY SERVICES 3,020 100 (2,920)
100 400 290 4410 INTERFUND TRANSFER 2,734,440 1,500,000 (1,234,440)
0400 TOTAL OTHER GENERAL GOVERNMENT 2,734,440 1,500,000 (1,234,440)
100 410 0 4110 SALARIES 441,123 372,043 (69,080)
100 410 0 4120 WAGES/PART TIME 10,000 - (10,000)
100 410 0 4172 RETIREMENT (FULL T 137,189 115,705 (21,484)
100 410 0 4174 MEDICARE 6,401 5,398 (1,003)
100 410 0 4175 HEALTH INSURANCE B 69,452 62,572 (6,880)
100 410 0 4176 LIFE INSURANCE BEN 395 385 (10)
100 410 0 4177 EMPLOYEE ASSISTANC 648 591 (57)
100 410 0 4178 UNEMPLOYMENT INSUR 877 7,806 6,929
100 410 0 4182 MISC DISABILITY IN 904 806 (98)
100 410 0 4199 PERSONNEL CONTRA COST (53,511) (45,900) 7,611
0410 TOTAL FINANCE 613,478 519,406 (94,072)
100 420 0 4110 SALARIES 579,190 466,810 (112,380)
100 420 0 4120 WAGES/PART TIME 13,021 - (13,021)
100 420 0 4172 RETIREMENT (FULL T 180,128 145,178 (34,950)
100 420 0 4174 MEDICARE 8,401 6,771 (1,630)
100 420 0 4175 HEALTH INSURANCE B 101,450 74,450 (27,000)
100 420 0 4176 LIFE INSURANCE BEN 420 403 (17)
100 420 0 4177 EMPLOYEE ASSISTANC 844 675 (169)
100 420 0 4178 UNEMPLOYMENT INSUR 1,145 10,147 9,002
EXPENDITURES
FISCAL YEAR 2020-2021 BUDGET AMENDMENT LINE ITEM DETAILS
10.E.b
Packet Pg. 202 Attachment: EXHIBIT A-BUDGET AMENDMENT LINE ITEM DETAILS (3088 : Amendments to Fiscal Year 2020-2021 General Fund Budget)
EXHIBIT A
FY21 FY21 FY21
FUND DEPT.PROG.ACCOUNT TITLE ADOPTED AMENDED CHANGE
EXPENDITURES
FISCAL YEAR 2020-2021 BUDGET AMENDMENT LINE ITEM DETAILS
100 420 0 4182 MISC DISABILITY IN 1,238 950 (288)
100 420 0 4199 PERSONNEL CONTRA COST (70,916) (55,878) 15,038
0420 TOTAL HUMAN RESOURCES 814,922 649,506 (165,416)
100 1400 0 4205 PROFESSIONAL SUPPO 15,217 16,333 1,116
100 1400 0 4215 CONTRACTUAL SERVIC 15,300 16,779 1,479
100 1400 0 4231 REPAIRS & MAINTENA 700 - (700)
1400 TOTAL POLICE ADMINISTRATION 31,217 33,112 1,895
100 1401 0 4110 SALARIES 9,409,567 8,736,610 (672,957)
100 1401 0 4172 RETIREMENT (FULL T 4,622,728 4,302,571 (320,157)
100 1401 0 4174 MEDICARE 136,468 126,706 (9,762)
100 1401 0 4175 HEALTH INSURANCE B 1,624,041 1,476,397 (147,644)
100 1401 0 4176 LIFE INSURANCE BEN 2,445 2,134 (311)
100 1401 0 4177 EMPLOYEE ASSISTANC 11,650 10,637 (1,013)
100 1401 0 4178 UNEMPLOYMENT INSUR 16,259 146,067 129,808
100 1401 0 4179 UNIFORM & TOOL ALL 90,267 83,234 (7,033)
100 1401 0 4181 SAFETY DISABILITY 26,172 24,132 (2,040)
100 1401 0 4182 MISC DISABILITY IN 749 562 (187)
100 1401 0 4199 PERSONNEL CONTRA COST (1,270,881) (1,174,542) 96,339
100 1401 0 4205 PROFESSIONAL SUPPO 47,690 43,557 (4,133)
100 1401 0 4215 CONTRACTUAL SERVIC 156,941 153,802 (3,139)
100 1401 0 4221 OFFICE/COMPUTER SU 102,172 79,013 (23,159)
100 1401 0 4231 REPAIRS & MAINTENA 2,700 171 (2,529)
1401 TOTAL POLICE PATROL 14,978,969 14,011,051 (967,918)
100 1402 0 4110 SALARIES 873,722 806,350 (67,372)
100 1402 0 4172 RETIREMENT (FULL T 434,240 400,756 (33,484)
100 1402 0 4174 MEDICARE 12,673 11,696 (977)
100 1402 0 4175 HEALTH INSURANCE B 160,328 146,469 (13,859)
100 1402 0 4176 LIFE INSURANCE BEN 160 147 (13)
100 1402 0 4177 EMPLOYEE ASSISTANC 1,013 929 (84)
100 1402 0 4178 UNEMPLOYMENT INSUR 1,481 13,296 11,815
100 1402 0 4181 SAFETY DISABILITY 2,448 2,244 (204)
100 1402 0 4199 PERSONNEL CONTRA COST (122,233) (112,523) 9,710
100 1402 0 4205 PROFESSIONAL SUPPO 7,615 6,828 (787)
100 1402 0 4215 CONTRACTUAL SERVIC 57,727 19,627 (38,100)
1402 TOTAL POLICE INVESTIGATIONS 1,429,174 1,295,819 (133,355)
100 1404 0 4205 PROFESSIONAL SUPPO 5,843 4,558 (1,285)
100 1404 0 4215 CONTRACTUAL SERVIC 57,768 57,383 (385)
100 1404 0 4221 OFFICE/COMPUTER SU 5,881 5,450 (431)
100 1404 0 4231 REPAIRS & MAINTENA 30,138 25,115 (5,023)
1404 TOTAL POLICE COMMUNICATIONS 99,630 92,506 (7,124)
100 1405 0 4110 SALARIES 781,802 718,312 (63,490)
100 1405 0 4172 RETIREMENT (FULL T 243,140 223,395 (19,745)
100 1405 0 4174 MEDICARE 11,342 10,421 (921)
100 1405 0 4175 HEALTH INSURANCE B 195,860 175,625 (20,235)
100 1405 0 4176 LIFE INSURANCE BEN 1,621 1,444 (177)
100 1405 0 4177 EMPLOYEE ASSISTANC 1,688 1,520 (168)
100 1405 0 4178 UNEMPLOYMENT INSUR 1,468 13,184 11,716
100 1405 0 4179 UNIFORM & TOOL ALL 4,500 4,000 (500)
100 1405 0 4182 MISC DISABILITY IN 1,973 1,786 (187)
10.E.b
Packet Pg. 203 Attachment: EXHIBIT A-BUDGET AMENDMENT LINE ITEM DETAILS (3088 : Amendments to Fiscal Year 2020-2021 General Fund Budget)
EXHIBIT A
FY21 FY21 FY21
FUND DEPT.PROG.ACCOUNT TITLE ADOPTED AMENDED CHANGE
EXPENDITURES
FISCAL YEAR 2020-2021 BUDGET AMENDMENT LINE ITEM DETAILS
100 1405 0 4199 PERSONNEL CONTRA COST (99,494) (90,865) 8,629
100 1405 0 4205 PROFESSIONAL SUPPO 9,180 7,895 (1,285)
100 1405 0 4215 CONTRACTUAL SERVIC 12,717 5,680 (7,037)
100 1405 0 4221 OFFICE/COMPUTER SU 21,170 19,406 (1,764)
100 1405 0 4231 REPAIRS & MAINTENA 4,671 - (4,671)
1405 TOTAL POLICE RECORDS 1,191,638 1,091,803 (99,835)
100 1500 0 4110 SALARIES 388,700 314,398 (74,302)
100 1500 0 4172 RETIREMENT (FULL T 161,099 137,991 (23,108)
100 1500 0 4174 MEDICARE 5,637 4,559 (1,078)
100 1500 0 4175 HEALTH INSURANCE B 30,673 20,449 (10,224)
100 1500 0 4176 LIFE INSURANCE BEN 220 209 (11)
100 1500 0 4177 EMPLOYEE ASSISTANC 507 338 (169)
100 1500 0 4178 UNEMPLOYMENT INSUR 763 6,767 6,004
100 1500 0 4182 MISC DISABILITY IN 475 187 (288)
100 1500 0 4199 PERSONNEL CONTRA COST (48,857) (38,363) 10,494
1500 TOTAL FIRE ADMINISTRATION 539,216 446,535 (92,681)
100 1501 0 4110 SALARIES 5,543,573 5,960,799 417,226
100 1501 0 4120 WAGES/PART TIME 61,825 - (61,825)
100 1501 0 4172 RETIREMENT (FULL T 2,755,156 2,962,517 207,361
100 1501 0 4174 MEDICARE 80,399 86,450 6,051
100 1501 0 4175 HEALTH INSURANCE B 911,559 992,560 81,001
100 1501 0 4176 LIFE INSURANCE BEN 1,949 2,109 160
100 1501 0 4177 EMPLOYEE ASSISTANC 6,416 6,922 506
100 1501 0 4178 UNEMPLOYMENT INSUR 9,637 10,345 708
100 1501 0 4179 UNIFORM & TOOL ALL 41,050 44,350 3,300
100 1501 0 4181 SAFETY DISABILITY 11,172 12,054 882
100 1501 0 4199 PERSONNEL CONTRA COST (768,777) (829,251) (60,474)
1501 TOTAL FIRE OPERATIONS 8,653,958 9,248,855 594,897
100 2401 0 4120 WAGES/PART TIME 39,000 - (39,000)
2401 TOTAL COMMUNICATIONS AND ENGAGEMENT 39,000 - (39,000)
100 2404 0 4120 WAGES/PART TIME 75,300 - (75,300)
2404 TOTAL ENVIRONMENTAL 75,300 - (75,300)
100 2420 0 4110 SALARIES 694,756 517,889 (176,867)
100 2420 0 4120 WAGES/PART TIME 121,861 - (121,861)
100 2420 0 4172 RETIREMENT (FULL T 216,069 161,063 (55,006)
100 2420 0 4174 MEDICARE 10,080 7,514 (2,566)
100 2420 0 4175 HEALTH INSURANCE B 207,612 158,353 (49,259)
100 2420 0 4176 LIFE INSURANCE BEN 1,639 1,281 (358)
100 2420 0 4177 EMPLOYEE ASSISTANC 1,587 1,233 (354)
100 2420 0 4178 UNEMPLOYMENT INSUR 1,372 12,085 10,713
100 2420 0 4182 MISC DISABILITY IN 1,780 1,377 (403)
100 2420 0 4199 PERSONNEL CONTRA COST (90,565) (67,901) 22,664
100 2420 0 4205 PROFESSIONAL SUPPO 12,425 10,425 (2,000)
10.E.b
Packet Pg. 204 Attachment: EXHIBIT A-BUDGET AMENDMENT LINE ITEM DETAILS (3088 : Amendments to Fiscal Year 2020-2021 General Fund Budget)
EXHIBIT A
FY21 FY21 FY21
FUND DEPT.PROG.ACCOUNT TITLE ADOPTED AMENDED CHANGE
EXPENDITURES
FISCAL YEAR 2020-2021 BUDGET AMENDMENT LINE ITEM DETAILS
100 2420 0 4215 CONTRACTUAL SERVIC 1,138,634 970,634 (168,000)
100 2420 0 4225 DEPARTMENT SUPPLIE 49,190 44,190 (5,000)
100 2420 0 4231 REPAIRS & MAINTENA 123,971 83,971 (40,000)
2420 TOTAL LANDSCAPE MAINTENANCE 2,490,411 1,902,114 (588,297)
100 2430 0 4110 SALARIES 444,586 313,134 (131,452)
100 2430 0 4120 WAGES/PART TIME 37,734 - (37,734)
100 2430 0 4172 RETIREMENT (FULL T 138,266 97,385 (40,881)
100 2430 0 4174 MEDICARE 6,451 4,544 (1,907)
100 2430 0 4175 HEALTH INSURANCE B 100,259 77,894 (22,365)
100 2430 0 4176 LIFE INSURANCE BEN 848 579 (269)
100 2430 0 4177 EMPLOYEE ASSISTANC 920 650 (270)
100 2430 0 4178 UNEMPLOYMENT INSUR 867 7,600 6,733
100 2430 0 4182 MISC DISABILITY IN 1,096 786 (310)
100 2430 0 4199 PERSONNEL CONTRA COST (55,868) (40,364) 15,504
100 2430 0 4215 CONTRACTUAL SERVIC 20,000 - (20,000)
2430 TOTAL STREETS 695,160 462,208 (232,952)
100 2600 0 4110 SALARIES 178,236 - (178,236)
100 2600 0 4172 RETIREMENT (FULL T 55,431 - (55,431)
100 2600 0 4174 MEDICARE 2,585 - (2,585)
100 2600 0 4175 HEALTH INSURANCE B 27,001 - (27,001)
100 2600 0 4176 LIFE INSURANCE BEN 26 - (26)
100 2600 0 4177 EMPLOYEE ASSISTANC 169 (169)
100 2600 0 4178 UNEMPLOYMENT INSUR 356 2,873 2,517
100 2600 0 4182 MISC DISABILITY IN 288 - (288)
100 2600 0 4199 PERSONNEL CONTRA COST (21,553) - 21,553
2600 TOTAL COMMUNITY DEVELOPMENT ADMIN 242,540 2,873 (239,667)
100 2601 0 4110 SALARIES 519,566 276,755 (242,811)
100 2601 0 4120 WAGES/PART TIME 30,000 - (30,000)
100 2601 0 4172 RETIREMENT (FULL T 161,585 86,071 (75,514)
100 2601 0 4174 MEDICARE 7,538 4,016 (3,522)
100 2601 0 4175 HEALTH INSURANCE B 88,765 44,738 (44,027)
100 2601 0 4176 LIFE INSURANCE BEN 706 306 (400)
100 2601 0 4177 EMPLOYEE ASSISTANC 773 393 (380)
100 2601 0 4178 UNEMPLOYMENT INSUR 1,039 8,929 7,890
100 2601 0 4182 MISC DISABILITY IN 928 507 (421)
100 2601 0 4199 PERSONNEL CONTRA COST (42,793) (22,489) 20,304
100 2601 3820 4215 CONTRACTUAL SERVIC 60,000 30,000 (30,000)
2601 TOTAL ENGINEERING 828,107 429,226 (398,881)
100 2602 0 4110 SALARIES 1,096,933 910,452 (186,481)
100 2602 0 4120 WAGES/PART TIME 298,339 - (298,339)
100 2602 0 4172 RETIREMENT (FULL T 341,146 283,150 (57,996)
100 2602 0 4174 MEDICARE 15,911 13,206 (2,705)
100 2602 0 4175 HEALTH INSURANCE B 195,410 162,642 (32,768)
100 2602 0 4176 LIFE INSURANCE BEN 1,466 1,138 (328)
100 2602 0 4177 EMPLOYEE ASSISTANC 1,587 1,275 (312)
100 2602 0 4178 UNEMPLOYMENT INSUR 2,192 19,483 17,291
100 2602 0 4182 MISC DISABILITY IN 1,891 1,544 (347)
100 2602 0 4199 PERSONNEL CONTRA COST (122,139) (101,445) 20,694
2602 TOTAL PLANNING 1,832,736 1,291,445 (541,291)
10.E.b
Packet Pg. 205 Attachment: EXHIBIT A-BUDGET AMENDMENT LINE ITEM DETAILS (3088 : Amendments to Fiscal Year 2020-2021 General Fund Budget)
EXHIBIT A
FY21 FY21 FY21
FUND DEPT.PROG.ACCOUNT TITLE ADOPTED AMENDED CHANGE
EXPENDITURES
FISCAL YEAR 2020-2021 BUDGET AMENDMENT LINE ITEM DETAILS
100 2603 0 4110 SALARIES 946,623 749,783 (196,840)
100 2603 0 4120 WAGES/PART TIME 9,009 - (9,009)
100 2603 0 4172 RETIREMENT (FULL T 294,400 233,183 (61,217)
100 2603 0 4174 MEDICARE 13,732 10,876 (2,856)
100 2603 0 4175 HEALTH INSURANCE B 162,743 116,457 (46,286)
100 2603 0 4176 LIFE INSURANCE BEN 1,207 763 (444)
100 2603 0 4177 EMPLOYEE ASSISTANC 1,452 1,030 (422)
100 2603 0 4178 UNEMPLOYMENT INSUR 1,870 16,554 14,684
100 2603 0 4182 MISC DISABILITY IN 1,822 1,354 (468)
100 2603 0 4199 PERSONNEL CONTRA COST (115,708) (89,434) 26,274
100 2603 0 4215 CONTRACTUAL SERVIC 396,160 296,160 (100,000)
2603 TOTAL BUILDING 1,713,310 1,336,726 (376,584)
100 2605 0 4110 SALARIES 376,912 279,567 (97,345)
100 2605 0 4172 RETIREMENT (FULL T 117,220 86,945 (30,275)
100 2605 0 4174 MEDICARE 5,470 4,057 (1,413)
100 2605 0 4175 HEALTH INSURANCE B 76,795 55,874 (20,921)
100 2605 0 4176 LIFE INSURANCE BEN 473 322 (151)
100 2605 0 4177 EMPLOYEE ASSISTANC 540 397 (143)
100 2605 0 4178 UNEMPLOYMENT INSUR 738 6,493 5,755
100 2605 0 4182 MISC DISABILITY IN 660 500 (160)
100 2605 0 4199 PERSONNEL CONTRA COST (46,839) (34,575) 12,264
2605 TOTAL FIRE PREV/HAZ MAT/PRE-TREATMENT 531,969 399,580 (132,389)
100 GRAND TOTAL GENERAL FUND 40,855,592 35,504,670 (5,350,922)
10.E.b
Packet Pg. 206 Attachment: EXHIBIT A-BUDGET AMENDMENT LINE ITEM DETAILS (3088 : Amendments to Fiscal Year 2020-2021 General Fund Budget)