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CC 02-19-2025 Searchable PacketCITY OF CUPERTINO CITY COUNCIL AGENDA 10350 Torre Avenue, Council Chamber and via Teleconference Wednesday, February 19, 2025 6:45 PM Televised Special Meeting (6:45) IN-PERSON AND TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION Members of the public wishing to observe the meeting may do so in one of the following ways: 1) Attend in person at Cupertino Community Hall, 10350 Torre Avenue. 2) Tune to Comcast Channel 26 and AT&T U-Verse Channel 99 on your TV. 3) The meeting will also be streamed live on and online at www.Cupertino.org/youtube and www.Cupertino.org/webcast Members of the public wishing to comment on an item on the agenda may do so in the following ways: 1) Appear in person at Cupertino Community Hall 2) E-mail comments by 4:00 p.m. on Wednesday, February 19 to the Council at citycouncil@cupertino.org. These e-mail comments will also be forwarded to Councilmembers by the City Clerk’s office before the meeting and posted to the City’s website after the meeting. Members of the public that wish to share a document must email cityclerk@cupertino.org prior to the meeting. Emailed comments that are related to an agenda item and received following the agenda publication, prior to or during the meeting, will be posted to the City ’s website. Members of the public may provide oral public comments during the Meeting as follows : Oral public comments will be accepted during the meeting. Comments may be made during “oral communications” for matters not on the agenda, and during the public comment period for each agenda item. Oral public comments may be made during the public comment period for each agenda Page 1 1 City Council Agenda February 19, 2025 item. Members of the audience who address the City Council must come to the lectern/microphone, and are requested to complete a Speaker Card and identify themselves . Completion of Speaker Cards and identifying yourself is voluntary and not required to attend the meeting or provide comments. 3) Teleconferencing Instructions To address the City Council, click on the link below to register in advance and access the meeting: Online Register in advance for this webinar: https://cityofcupertino.zoom.us/webinar/register/WN_w-hm6VgmSdyV7dflOuQkJw Phone Dial: 669-900-6833 and enter Webinar ID: 972 3977 1282 (Type *9 to raise hand to speak, *6 to unmute yourself). Unregistered participants will be called on by the last four digits of their phone number. Join from an H.323/SIP room system: H.323: 144.195.19.161 (US West) 206.247.11.121 (US East) Meeting ID: 972 3977 1282 SIP: 97239771282@zoomcrc.com After registering, you will receive a confirmation email containing information about joining the webinar. Please read the following instructions carefully: 1. You can directly download the teleconference software or connect to the meeting in your internet browser. If you are using your browser, make sure you are using a current and up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers, including Internet Explorer . 2. You will be asked to enter an email address and a name, followed by an email with instructions on how to connect to the meeting. Your email address will not be disclosed to the public. If you wish to make an oral public comment but do not wish to provide your Page 2 2 City Council Agenda February 19, 2025 name, you may enter “Cupertino Resident” or similar designation. 3. When the Mayor calls for the item on which you wish to speak, click on “raise hand,” or, if you are calling in, press *9. Speakers will be notified shortly before they are called to speak. 4. When called, please limit your remarks to the time allotted and the specific agenda topic . 5. Members of the public that wish to share a document must email cityclerk@cupertino.org prior to the meeting. These documents will be posted to the City ’s website after the meeting. NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO CITY COUNCIL NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino City Council is hereby called for Wednesday, February 19, 2025, commencing at 6:45 p.m. in Community Hall Council Chamber, 10350 Torre Avenue, Cupertino, California 95014 and via teleconference. Said special meeting shall be for the purpose of conducting business on the subject matters listed below under the heading, “Special Meeting." SPECIAL MEETING CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL CLOSED SESSION REPORT CEREMONIAL ITEMS 1.Subject: Recognition of The Independent Order of Odd Fellows Cupertino Lodge No . 70 (Cupertino Odd Fellows) Recommended Action: Present proclamation to The Independent Order of Odd Fellows Cupertino Lodge No. 70 (Cupertino Odd Fellows) for its contributions to the community A - Proclamation PRESENTATIONS 2.Subject: Presentation on Mayor's Initiative(s) regarding Resolution No. 07-103, to be announced at the February 26, 2025 State of the City Address Page 3 3 City Council Agenda February 19, 2025 Recommended Action: Receive presentation on Mayor's Initiative(s) regarding Resolution No. 07-103, to be announced at the February 26, 2025 State of the City Address A - Approved Resolution No. 07-103 POSTPONEMENTS AND ORDERS OF THE DAY ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Council on any matter within the jurisdiction of the Council and not on the agenda for discussion. The total time for Oral Communications will ordinarily be limited to one hour. Individual speakers are limited to three (3) minutes. As necessary, the Chair may further limit the time allowed to individual speakers, or reschedule remaining comments to the end of the meeting on a first come first heard basis, with priority given to students. In most cases, State law will prohibit the Council from discussing or making any decisions with respect to a matter not listed on the agenda. A councilmember may, however, briefly respond to statements made or questions posed by speakers. A councilmember may also ask a question for clarification, provide a reference for factual information, request staff to report back concerning a matter, or request that an item be added to a future City Council agenda in response to public comment . CONSENT CALENDAR (Items 3-8) Items appearing on the Consent Calendar are considered routine City business and may be approved by one motion. Typical items may include meeting minutes, awards of contracts, the ratification of accounts payable, and second readings of ordinances. Any member of the Council may request to have an item removed from the Consent Calendar based on the rules set forth in the City Council Procedures Manual. Members of the public may provide input on one or more consent calendar items when the Mayor asks for public comments on the Consent Calendar. 3.Subject: Approval of January 27, 2025 City Council minutes Recommended Action: Approve the January 27, 2025 City Council minutes A - Draft Minutes 4.Subject: Approval of January 28, 2025 City Council minutes Recommended Action: Approve the January 28, 2025 City Council minutes A - Draft Minutes 5.Subject: Approval of February 3, 2025 City Council minutes Recommended Action: Approve the February 3, 2025 City Council minutes A - Draft Minutes 6.Subject: Approval of February 4, 2025 City Council minutes Recommended Action: Approve the February 4, 2025 City Council minutes Page 4 4 City Council Agenda February 19, 2025 A - Draft Minutes 7.Subject: Ratifying Accounts Payable for the periods ending January 3, 2025; January 17, 2025; and January 31, 2025 Recommended Action: A.Adopt Resolution No. 25-011 ratifying Accounts Payable for the Period ending January 3, 2025; B.Adopt Resolution No. 25-012 ratifying Accounts Payable for the Period ending January 17, 2025; and C.Adopt Resolution No. 25-013 ratifying Accounts Payable for the Period ending January 31, 2025 Staff Report A – Draft Resolution 1.3.25 B – Weekly AP Payment Register for the Period Ending 1.3.25 C – Draft Resolution 1.17.25 D – Weekly AP Payment Register for the Period Ending 1.17.25 E – Draft Resolution 1.31.25 F – Weekly AP Payment Register for the Period Ending 1.31.25 8.Subject: Acceptance of Federal Highway Administration grant, and award of design professional services agreement to Biggs Cardosa Associates, Inc. for a total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project. Recommended Action: 1. Adopt Resolution No. 25-014 accepting $688,000 in Federal grants from the Federal Highway Administration's Highway Bridge Program for the Stevens Creek Bridge Repair Project. 2. Adopt Resolution No. 25-015 approving budget modification #2425-381, approving an increase of Federal grant revenue estimates of $688,000 and an appropriation of $688,000 in the Capital Improvement Program Fund (420-99-267). 3. Authorize the City Manager to award a design professional services agreement with Biggs Cardosa Associates, Inc. in the total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project. Staff Report A - Draft Resolution Grant Acceptance B - Draft Resolution Budget Modification C - Draft Design Professional Services Agreement PUBLIC HEARINGS Effective January 1, 2023, Government Code Section 65103.5 (SB 1214) limits the distribution of copyrighted material associated with the review of development projects. Members of the public wishing to view plans that cannot otherwise be distributed under SB 1214 may make an appointment with the Planning Division to view them at City Hall by sending an email to planning@cupertino .org. Plans will also be made available digitally during the hearing to consider the proposal. Page 5 5 City Council Agenda February 19, 2025 9.Subject: Zoning Map Amendment to correct zoning for Priority Housing Site No. 24 in the 6th Cycle Housing Element (Application No.(s): Z-2024-001, EA-2024-001; Applicant: City of Cupertino; APN: 359 13 019; Location: 20865 McClellan Road) Recommended Action: That the City Council introduce and conduct the first reading of Ordinance No. 25-2268 titled “An Ordinance of the City Council of the City of Cupertino Correcting the Zoning of a Priority Housing Element Site Located at 20865 McClellan Road From R-3 to R-3/TH to Ensure Consistency with the General Plan And Housing Element” by title only. Staff Report A - Draft Ordinance B - Table B4-7 of Housing Element C - Excerpt from Table B4-8 of Housing Element ACTION CALENDAR 10.Subject: Tyler New World Enterprise Resource Planning (ERP) replacement (Continued from February 4, 2025 City Council meeting) Recommended Action: Adopt Resolution No. 25-007 approving Budget Modification No. 2425-380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100-32-308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement Staff Report A - Draft Resolution B - Supplemental Report 1 C - Supplemental Report 2 D - Supplemental Report 3 11.Subject: Amendments to the Cupertino City Council Procedures Manual Recommended Action: Adopt Resolution No. 25-016 amending the Cupertino City Council Procedures Manual Staff Report A – Redline of Cupertino City Council Procedures Manual B – Proposed Resolution 12.Subject: Appointment of an Interim City Attorney Recommended Action: Authorize the Mayor to execute an agreement for Interim City Attorney Staff Report ITEMS REMOVED FROM THE CONSENT CALENDAR CITY MANAGER REPORT ORAL COMMUNICATIONS - CONTINUED Page 6 6 City Council Agenda February 19, 2025 COUNCILMEMBER REPORTS 13.Subject: Councilmember Reports A - Councilmember Report, Chao B - Councilmember Report, Fruen C - Councilmember Report, Mohan D - Councilmember Report, Moore FUTURE AGENDA ITEMS ADJOURNMENT Lobbyist Registration and Reporting Requirements: Individuals who influence or attempt to influence legislative or administrative action may be required by the City of Cupertino’s lobbying ordinance (Cupertino Municipal Code Chapter 2.100) to register and report lobbying activity. Persons whose communications regarding any legislative or administrative are solely limited to appearing at or submitting testimony for any public meeting held by the City are not required to register as lobbyists. For more information about the lobbying ordinance, please contact the City Clerk ’s Office at 10300 Torre Avenue, Cupertino, CA 95014; telephone (408) 777-3223; email cityclerk@cupertino.org; and website: www.cupertino.org/lobbyist. The City of Cupertino has adopted the provisions of Code of Civil Procedure §1094.6; litigation challenging a final decision of the City Council must be brought within 90 days after a decision is announced unless a shorter time is required by State or Federal law. Prior to seeking judicial review of any adjudicatory (quasi-judicial) decision, interested persons must file a petition for reconsideration within ten calendar days of the date the City Clerk mails notice of the City’s decision. Reconsideration petitions must comply with the requirements of Cupertino Municipal Code §2.08.096. Contact the City Clerk’s office for more information or go to http://www.cupertino.org/cityclerk for a reconsideration petition form. In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request in advance by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the Cupertino City Council after publication of the packet will be made available for public inspection in the City Clerk’s Office located at City Hall, 10300 Torre Avenue, Cupertino, California 95014, during normal business hours; and in Council packet archives linked from the agenda/minutes page on the City web site. Page 7 7 City Council Agenda February 19, 2025 IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section 2.08.100 written communications sent to the City Council, Commissioners or staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City website and kept in packet archives. Do not include any personal or private information in written communications to the City that you do not wish to make public, as written communications are considered public records and will be made publicly available on the City website. Page 8 8 CITY OF CUPERTINO Agenda Item 25-13724 Agenda Date: 2/19/2025 Agenda #: 1. Subject:Recognition of The Independent Order of Odd Fellows Cupertino Lodge No.70 (Cupertino Odd Fellows) Present proclamation to The Independent Order of Odd Fellows Cupertino Lodge No. 70 (Cupertino Odd Fellows) for its contributions to the community CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™9 10 CITY OF CUPERTINO Agenda Item 25-13732 Agenda Date: 2/19/2025 Agenda #: 2. Subject: Presentation on Mayor's Initiative(s) regarding Resolution No. 07-103, to be announced at the February 26, 2025 State of the City Address Receive presentation on Mayor's Initiative(s)regarding Resolution No.07-103,to be announced at the February 26, 2025 State of the City Address CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™11 RESOLUTION NO. 07-103 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO PROVIDING FOR A DISCRETIONARY FUND TO BE ADMINISTERED BY THE CITY MANAGER TO PROVIDE A FUNDING SOURCE FOR PROJECTS THAT THE MAYOR MAY WISH TO PROPOSE FROM TIME TO TIME DURING THE MAYOR'S TERM OF OFFICE WHEREAS, The City Council wishes to provide a small source of funds for projects that may be proposed at the discretion of the Mayor during the Mayor's term of office; and, WHEREAS, The City Council wishes to establish a Mayor's initiative budget that will be included as part of the City Manager's Office budget in the City Manager's discretionary account; and, WHEREAS, The City Council wishes to determine, as part of the budget process, the amount of funding for the duration of the Mayoral term; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cupertino that Mayor's initiative budget is established in an amount to be determined by the City Council as part of the City Manager's discretionary fund to be used for projects that the Mayor deems appropriate during the Mayor's term of office; and, BE IT FURTHER RESOLVED that the decision to spend money on a Mayor's project will be jointly determined by the Mayor and the City Manager, except that the City Manager may, at his or her sole discretion escalate the spending decision to the City Council if he or she determines that to be necessary or appropriate; and, BE IT FURTHER RESOLVED that the City Council will be advised by an item on the Council Agenda prior to the date of the Mayor's State of the City Address, of any new project or initiative that the Mayor may wish to propose during the State of the City Address. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 5th day of June 2007, by the following vote: Vote AYES: NOES: ABSENT: ABSTAIN : Members of the City Council Wang, Kwok, Lowenthal, Mahoney, Sandoval None None None City Clerk 12 CITY OF CUPERTINO Agenda Item 25-13663 Agenda Date: 2/19/2025 Agenda #: 3. Subject: Approval of January 27, 2025 City Council minutes Approve the January 27, 2025 City Council minutes CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™13 DRAFT MINUTES CUPERTINO CITY COUNCIL Monday, January 27, 2025 SPECIAL MEETING At 6:00 p.m., Mayor Liang Chao called the Special City Council Meeting to order in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue. ROLL CALL Present: Mayor Liang Chao, Vice Mayor Kitty Moore, and Councilmembers J.R. Fruen, Sheila Mohan, and R “Ray” Wang. COMMISSION INTERVIEWS 1. Subject: Interview applicants for commission vacancies and terms expiring on January 30, 2025 Recommended Action: Conduct interviews and make appointments to the Arts and Culture Commission, Audit Committee, Bicycle Pedestrian Commission, Housing Commission, Library Commission, Parks and Recreation Commission, Planning Commission, Public Safety Commission, and Sustainability Commission. Written Communications for this item included an amended Attachment C – Interview Schedule. Mayor Chao opened the public comment period and, seeing no one, closed the public comment period. Councilmembers asked questions and made comments. Council conducted interviews for commission vacancies and terms expiring on the Arts and Culture Commission, Audit Committee, Bicycle Pedestrian Commission, Housing Commission, Library Commission, Parks and Recreation Commission, Planning Commission, Public Safety Commission, and Sustainability Commission. At 7:40 p.m., Mayor Chao recessed the meeting. The meeting reconvened at 7:54 p.m. with 14 Page 2 City Council Minutes January 27, 2025 all Councilmembers present. The Council continued conducting interviews for all commission vacancies and terms expiring. The Council unanimously consented to postpone making any appointments until after conducting the commission interviews scheduled for January 28. ADJOURNMENT At 9:24 p.m., Mayor Chao adjourned the Special City Council Meeting. Minutes prepared by: ________________________________ Lauren Sapudar, Deputy City Clerk 15 CITY OF CUPERTINO Agenda Item 25-13664 Agenda Date: 2/19/2025 Agenda #: 4. Subject: Approval of January 28, 2025 City Council minutes Approve the January 28, 2025 City Council minutes CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™16 DRAFT MINUTES CUPERTINO CITY COUNCIL Tuesday, January 28, 2025 SPECIAL MEETING At 6:02 p.m., Mayor Liang Chao called the Special City Council Meeting to order in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue. ROLL CALL Present: Mayor Liang Chao, Vice Mayor Kitty Moore, and Councilmembers J.R. Fruen, Sheila Mohan, and R “Ray” Wang. COMMISSION INTERVIEWS 1. Subject: Interview applicants for commission vacancies and terms expiring on January 30, 2025 Recommended Action: Conduct interviews and make appointments to the Arts and Culture Commission, Audit Committee, Bicycle Pedestrian Commission, Housing Commission, Library Commission, Parks and Recreation Commission, Planning Commission, Public Safety Commission, and Sustainability Commission. Written Communications for this item included an amended Attachment C – Interview Schedule. Mayor Chao opened the public comment period and, seeing no one, closed the public comment period. Councilmembers asked questions and made comments. Council conducted interviews for commission vacancies and terms expiring on the Arts and Culture Commission, Audit Committee, Bicycle Pedestrian Commission, Housing Commission, Library Commission, Parks and Recreation Commission, Planning Commission, Public Safety Commission, and Sustainability Commission. At 7:30 p.m., Mayor Chao recessed the meeting. The meeting reconvened at 7:41 p.m. with 17 Page 2 City Council Minutes January 28, 2025 all Councilmembers present. The Council continued conducting interviews for all commission vacancies and terms expiring. At 9:16 p.m., Mayor Chao recessed the meeting. The meeting reconvened at 9:30 p.m. with all Councilmembers present. The Council voted to make appointments via an electronic voting system. The electronic voting ballots are included after the minutes as Exhibit A (attached). Arts and Culture Commission Council conducted a voting round for vacancies on the Arts and Culture Commission. MOTION: Chao moved and Mohan seconded to appoint Gurmeet Lamba and Susan Chen to the Arts and Culture Commission with terms ending January 30, 2029 and appoint Archana Panda to a partial term ending January 30, 2027. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan and Wang. Noes: None. Abstain: None. Absent: None. Audit Committee Council began voting to fill the vacancy on the Audit Committee but did not complete the voting process. MOTION: Moore moved and Fruen seconded to suspend the voting and reopen the recruitment to fill the vacancy on the Audit Committee. FRIENDLY AMENDMENT: Wang made a friendly amendment to receive a threshold of at least five new applicants (Moore and Fruen accepted the friendly amendment). The amended motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan and Wang. Noes: None. Abstain: None. Absent: None. Bicycle Pedestrian Commission Council conducted a voting round for vacancies on the Bicycle Pedestrian Commission. MOTION: Chao moved and Wang seconded to appoint Munisekaran Madhdhipatla and Ilango Ganga to the Bicycle Pedestrian Commission with terms ending January 30, 2029 and appoint Gerhard Eshelbeck to a partial term ending January 30, 2027. The motion carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. 18 Page 3 City Council Minutes January 28, 2025 Housing Commission Council conducted the first voting round and there was no motion made for this round. The Council unanimously consented to a run-off round for the two applicants who received two votes each in the first round. Council conducted the second voting round to fill vacancies on the Housing Commission. MOTION: Chao moved and Moore seconded to appoint Elida Xhindi and Usha Narayan to the Housing Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan and Wang. Noes: None. Abstain: None. Absent: None. Library Commission Council conducted a voting round for vacancies on the Library Commission. MOTION: Mohan moved and Wang seconded to appoint Liyan Zhao, Chandrasekaran Sakthivel, and Ravi Kiran Singh Sapaharam to the Library Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan and Wang. Noes: None. Abstain: None. Absent: None. MOTION: Wang moved and Moore seconded to reconsider the appointments previously made to the Library Commission and conduct a revote due to an error in tallying the votes. The motion carried with the following vote: Ayes: Chao, Moore and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. MOTION: Chao moved and Wang seconded to appoint Liyan Zhao, Chandrasekaran Sakthivel, and Xiangchen “Minna” Xu to the Library Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. Parks and Recreation Commission Council conducted a voting round for vacancies on the Parks and Recreation Commission. MOTION: Wang moved and Moore seconded to appoint Seema Swamy, Gopalakrishnan Kumarappan and Sheela Sreekanth to the Parks and Recreation Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, and Wang. Noes: Mohan. Abstain: None. Absent: None. Planning Commission Council conducted a voting round for vacancies on the Planning Commission. 19 Page 4 City Council Minutes January 28, 2025 MOTION: Chao moved and Wang seconded to appoint Steven Scharf, Santosh Rao and Tracy Kosolcharoen to the Planning Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. Public Safety Commission Council began voting for vacancies on the Public Safety Commission but did not complete the voting process. Council conducted a second voting round to fill vacancies on the Public Safety Commission. MOTION: Chao moved and Wang seconded to appoint Sashikala Begur and Ravi Kiran Singh Sapaharam to the Public Safety Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. Sustainability Commission Council conducted a voting round for vacancies on the Sustainability Commission. MOTION: Mohan moved and Wang seconded to appoint Sonali Padgaonkar and Jack Carter to the Sustainability Commission with terms ending January 30, 2029. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan and Wang. Noes: None. Abstain: None. Absent: None. Appointment Summary: Arts and Culture Commission Archana Panda, appointed to a partial term ending 1/30/2027 Gurmeet Lamba, appointed to a full term ending 1/30/2029 Susan Chen, appointed to a full term ending 1/30/2029 Audit Committee No appointment made. The Council directed staff to re-advertise the vacancy to receive a wider selection of applicants. Bicycle Pedestrian Commission Gerhard Eshelbeck, appointed to a partial term ending 1/30/2027 Munisekaran Madhdhipatla, appointed to a full term ending 1/30/2029 Ilango Ganga, reappointed to a full term ending 1/30/2029 20 Page 5 City Council Minutes January 28, 2025 Housing Commission Elida Xhindi, appointed to a full term ending 1/30/2029 Usha Narayan, appointed to a full term ending 1/30/2029 Library Commission Liyan Zhao, reappointed to a full term ending 1/30/2029 Chandrasekaran Sakthivel, appointed to a full term ending 1/30/2029 Xiangchen Xu, appointed to a full term ending 1/30/2029 Parks and Recreation Commission Seema Swamy, reappointed to a full term ending 1/30/2029 Gopalakrishnan Kumarappan, appointed to a full term ending 1/30/2029 Sheela Sreekanth, appointed to a full term ending 1/30/2029 Planning Commission Steven Scharf, reappointed to a full term ending 1/30/2029 Santosh Rao, appointed to a full term ending 1/30/2029 Tracy Kosolcharoen, appointed to a full term ending 1/30/2029 Public Safety Commission Sashikala Begur, appointed to a full term ending 1/30/2029 Ravi Kiran Singh Sapaharam, appointed to a full term ending 1/30/2029 Sustainability Commission Sonali Padgaonkar, reappointed to a full term ending 1/30/2029 Jack Carter, appointed to a full term ending 1/30/2029 ADJOURNMENT At 10:59 p.m., Mayor Chao adjourned the Special City Council Meeting. Minutes prepared by: ________________________________ Lauren Sapudar, Deputy City Clerk 21 City Council Commission Interviews January 27-28, 2025 Unofficial Council Voting Results (approved City Council minutes become the official record) Arts and Culture Commission Bicycle Pedestrian Commission Exhibit A 22 Housing Commission – Round 1 Housing Commission – Round 2 23 Library Commission Note: The votes for 14) Xiangchen Xu did not appear on bar graph but are correctly listed in the left side column Councilmember voting summary. Parks and Recreation Commission 24 Planning Commission Public Safety Commission – Round 1 (Council did not complete Round 1 voting) Public Safety Commission – Round 2 25 Sustainability Commission 26 CITY OF CUPERTINO Agenda Item 25-13721 Agenda Date: 2/19/2025 Agenda #: 5. Subject: Approval of February 3, 2025 City Council minutes Approve the February 3, 2025 City Council minutes CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™27 DRAFT MINUTES CUPERTINO CITY COUNCIL Monday, February 3, 2025 SPECIAL MEETING At 6:30 p.m., Mayor Liang Chao called the Special City Council Meeting to order in the City Hall Conference Room C, 10300 Torre Avenue, Cupertino, CA 95014 and via teleconference location pursuant to Government Code section 54953(b)(2); 200 Hi Cir N, Horseshoe Bay, TX 78657. ROLL CALL Present: Mayor Liang Chao, Vice Mayor Kitty Moore, and Councilmembers J.R. Fruen, Sheila Mohan, and Ray Wang (participated remotely). Absent: None. CLOSED SESSION In open session prior to closed session, Mayor Chao opened the public comment period regarding the items on the agenda. No members of the public requested to speak and Mayor Chao closed the public comment period. 1. Subject: Public Employee Employment (Gov’t Code 54957(b)(1)); Title: City Attorney Recruitment The Council conducted the closed session regarding the City Attorney Recruitment. OPEN SESSION REPORT REGARDING CLOSED SESSION City Attorney Jensen conducted the open session report regarding the closed session. There was no reportable action. ADJOURNMENT At 7:25 p.m., Mayor Chao adjourned the Special City Council Meeting. 28 Page 2 City Council Minutes February 3, 2025 Minutes prepared by: _________________________ Kirsten Squarcia, City Clerk 29 CITY OF CUPERTINO Agenda Item 24-13584 Agenda Date: 2/19/2025 Agenda #: 6. Subject: Approval of February 4, 2025 City Council minutes Approve the February 4, 2025 City Council minutes CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™30 DRAFT MINUTES CUPERTINO CITY COUNCIL Tuesday, February 4, 2025 At 6:45 p.m., Mayor Liang Chao called the Regular City Council Meeting to order and led the Pledge of Allegiance in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue and via teleconference. ROLL CALL Present: Mayor Liang Chao, Vice Mayor Kitty Moore, and Councilmembers J.R. Fruen, Sheila Mohan, and R “Ray” Wang. Absent: None. CLOSED SESSION REPORT City Attorney Chris Jensen reported that there was nothing to report. CEREMONIAL ITEMS 1. Subject: Recognition of STEM Winners from the City of Cupertino who participated in the Santa Clara County 2024 Synopsys Championship Science Fair Recommended Action: Recognize the STEM Winners from the City of Cupertino who participated in the Santa Clara County 2024 Synopsys Championship Science Fair Santa Clara Valley Science and Engineering Fair Association (SCVSEFA) Board Member Forrest Williams received the certificates and made comments. Mayor Chao recognized the STEM Winners from the City of Cupertino who participated in the Santa Clara County 2024 Synopsys Championship Science Fair. 2. Subject: Recognition of February as Black History Month Recommended Action: Recognize February as Black History Month Myshelle Farmer-Vieira, Senior Director with Prometheus Real Estate Group and Cupertino Chamber of Commerce Board Member, with the made comments. 31 February 4, 2025 City Council Minutes Page 2 Mayor Chao recognized February as Black History Month. POSTPONEMENTS AND ORDERS OF THE DAY MOTION: Chao moved and Wang seconded to: 1. Continue Item 5 Tyler New World Enterprise Resource Planning (ERP) replacement to the Wednesday, February 19, 2025 City Council Meeting with an enhanced staff report and answers to councilmember questions; and 2. Reorder the agenda to hear Item 10 for design-build contract to Syserco energy solution after the Consent Calendar. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan, and Wang. Noes: None. Abstain: None. Absent: None. ORAL COMMUNICATIONS Written communications for this item included emails forwarded by Councilmembers. The following members of the public spoke: Ranjan Desai discussed the Mary Avenue Villas project. Duleep Dillai discussed the Mary Avenue Villas project. San R discussed the Council process of adding agenda items and agenda item requests by members of the public. Rhoda Fry discussed the written communication and press release policies, proposed Mary Avenue Villas project, environmental impacts for a proposed Linda Vista development. CONSENT CALENDAR (Items 3-7) Mayor Chao opened the public comment period and the following people spoke. Peggy Griffin (Item 6) Mayor Chao closed the public comment period. MOTION: Moore moved and Wang seconded to approve the items on the Consent Calendar except as indicated. The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan, and Wang. Noes: None. Abstain: None. Absent: None. 32 February 4, 2025 City Council Minutes Page 3 As noted under Postponements and Orders of the Day, item 5 was continued to the February 19, 2025 City Council meeting. 3. Subject: Approval of December 12, 2024 City Council minutes Recommended Action: Approve the December 12, 2024 City Council minutes 4. Subject: Approval of January 22, 2025 City Council minutes Recommended Action: Approve the January 22, 2025 City Council minutes 5. Subject: Tyler New World Enterprise Resource Planning (ERP) replacement Recommended Action: Adopt Resolution No. 25-007 approving Budget Modification No. 2425-380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100-32-308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement Written communications for this item included two supplemental reports with staff responses to councilmember questions, Attachment B - RFP Needs Assessment, and emails to the Council. This item was continued to the February 19, 2025 City Council meeting. 6. Subject: City Bridge Preventive Maintenance Project grant acceptance and budget adjustment. Recommended Action: 1. Adopt Resolution No. 25-008 accepting $1,893,195 in Federal grants from the Federal Highway Administration's Bridge Preventative Maintenance Program for the City Bridge Preventive Maintenance Repairs Project. 2. Adopt Resolution No. 25-009 approving budget modification #2425-373 approving an increase of Federal grant revenue estimates of $1,893,195 and an appropriation of $1,176,105 in the Transportation Fund (270-90-960). Written communications for this item included a supplemental report with staff responses to councilmember questions and emails to the Council. 7. Subject: Approval of a Final Map and the Subdivision Improvement Agreement for the 6-Unit Domme Enclave Development Project (Tract No. 10608; Applicant AlphaMcClellan, LLC; Location: 20860 McClellan Road; APN: 359-20-030). Recommended Action: Adopt Resolution No. 25-010: 1) Approving the final map consisting of Tract No. 10608. 2) Accepting the street dedication and public easements and abandoning redundant communication easement as shown on the map. 3) Authorizing the City Engineer to execute and record the Subdivision Improvement 33 February 4, 2025 City Council Minutes Page 4 ITEMS REMOVED FROM THE CONSENT CALENDAR 10. Subject: Award of a design-build contract to Syserco Energy Solutions for $4,339,881 and award a project management and construction management agreement to 4Leaf, Inc. for $225,000 for the Photovoltaic Systems Design and Installation Capital Improvement Programs Project. Recommended Action: 1. Award a design-build contract for the Photovoltaic Systems Design and Installation Project (budget unit 420-99-274) in the amount of $3,939,881 with Syserco Energy Solutions, Inc., as the Design-Build Entity. 2. Authorize the City Manager to execute the design-build contract with Syserco Energy Solutions, Inc. with substantially similar terms as those in the draft contract in Attachment A, when all conditions have been met. 3. Authorize the Director of Public Works to execute any necessary change orders up to a contingency amount of $400,000 (approximately 10%) for a total contract amount of $4,339,881. 4. Authorize the City Manager to execute a professional services agreement with 4Leaf, Inc. for project and construction management services, for a total not-to-exceed contract amount of $225,000. Written communications for this item included a staff presentation, a desk item with staff responses to councilmember questions, and emails to Council. As noted under Postponements and Orders of the Day, this item was reordered to be heard after the Consent Calendar. Capital Improvement Programs Manager Susan Michael gave a presentation. Councilmembers asked questions and made comments. Mayor Chao opened the public comment period and the following people spoke. Nori Jean Bedord Alisa Rauch San R Rhoda Fry Mayor Chao closed the public comment period. MOTION: Chao moved to approve the staff recommendation with the modification to 34 February 4, 2025 City Council Minutes Page 5 remove Quinlan Center/Memorial Park from the project to reduce the total project cost by $2,493,000. There was no second and the motion was not considered. MOTION: Moore moved and Fruen seconded to: 1. Award a design-build contract for the Photovoltaic Systems Design and Installation Project (budget unit 420-99-274) in the amount of $3,939,881 with Syserco Energy Solutions, Inc., as the Design-Build Entity. 2. Authorize the City Manager to execute the design-build contract with Syserco Energy Solutions, Inc. with substantially similar terms as those in the draft contract in Attachment A, when all conditions have been met. 3. Authorize the Director of Public Works to execute any necessary change orders up to a contingency amount of $400,000 (approximately 10%) for a total contract amount of $4,339,881. 4. Authorize the City Manager to execute a professional services agreement with 4Leaf, Inc. for project and construction management services, for a total not-to- exceed contract amount of $225,000. The motion carried with the following vote: Ayes: Moore, Fruen, and Mohan. Noes: Chao and Wang. Abstain: None. Absent: None. PUBLIC HEARINGS – None ACTION CALENDAR 8. Subject: Future agenda items requested by City Councilmembers (“TBD List”) (Continued from the January 22, 2025 City Council meeting) Recommended Action: 1. Review the TBD list and adopt the staff recommendations for items 5-11 2. Provide direction for items 1-4 and 12-15. Written communications for this item included emails to the Council. Deputy City Manager Tina Kapoor reviewed the staff report. Mayor Chao opened the public comment period and the following people spoke. Peggy Griffin Jean Bedord San R Mayor Chao closed the public comment period. MOTION: Chao moved and Wang seconded to agendize the following items as soon as 35 February 4, 2025 City Council Minutes Page 6 appropriate: 1. An action item to add the City Hall Renovation and City Hall Annex to the Fiscal Year (FY) 2025-26 Capital Improvement Programs (CIP) projects list. 2. An action item to re-enact the Economic Development Committee and Legislative Action Committee. 3. An action item to restore the Audit Committee responsibilities to restore previous responsibility. 4. An action item to expand the responsibility for the Planning Commission to add small cell issues and transportation issues, such as traffic demand management (TDM), intersection reconfiguration, lane reduction, etc. (and perhaps to rename it the Planning and Transportation Commission). a. Reactivate the Environmental Review Committee. 5. A study session to consider potential budget reductions, staffing levels, unneeded contracts, and to reconsider some service level reductions and permit fee increases for residents. (Council did not vote on this motion) FRIENDLY AMENDMENT: Moore made a friendly amendment to modify the motion as underlined below. (Chao and Wang accepted the friendly amendment). AMENDED MOTION: Agendize the following items as soon as appropriate: 1. An action item to add the City Hall Renovation and City Hall Annex to the Fiscal Year (FY) 2025-26 Capital Improvement Programs (CIP) projects list (TBD List Nos. 1-4 combined) 2. An action item to re-enact the Economic Development Committee and the Legislative Action Committee with the original Muni Code, before they were removed in early 2023. 3. An action item to restore the Audit Committee responsibilities to restore previous responsibility. 4. An action item to expand the Responsibility for the Planning Commission to add small cell issues and transportation issues, such as traffic demand management (TDM), intersection reconfiguration, lane reduction, etc. (and perhaps to rename it the Planning and Transportation Commission). 5. A budget balancing study session to consider potential budget reduction, such as staffing levels, unneeded contracts, and to reconsider some service level reductions and permit fee increase for residents. 6. A study session on Environment Review Committee. (Council did not vote on this motion) FRIENDLY AMENDMENT: Wang made a friendly amendment to modify the motion to add language regarding reducing fees for residents and increasing fees for non- residents. (Chao accepted the friendly amendment). 36 February 4, 2025 City Council Minutes Page 7 SECOND AMENDED MOTION: Agendize the following items as soon as appropriate: 1. An action item to add the City Hall Renovation and City Hall Annex to the Fiscal Year (FY) 2025-26 Capital Improvement Programs (CIP) projects list (TBD List Items 1-4 combined) 2. An action item to re-enact the Economic Development Committee and the Legislative Action Committee with the original Muni Code, before they were removed in early 2023. 3. An action item to restore the Audit Committee responsibilities to restore previous responsibility. 4. An action item to expand the Responsibility for the Planning Commission to add small cell issues and transportation issues, such as traffic demand management (TDM), intersection reconfiguration, lane reduction, etc. (and perhaps to rename it the Planning and Transportation Commission). 5. A budget balancing study session to consider potential budget reduction, such as staffing levels, unneeded contracts and to reconsider some service level reductions and permit fee increase for residents. a. Such as reducing fees for residents and increasing fees for non-residents 6. A study session on Environment Review Committee. The second amended motion carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. MOTION: Chao moved and Wang seconded to approve the following: • TBD list Item 6 - consider regulations on sound amplification devices in parks - add this item to an agenda: Amend CMC Section 13.04.120 Use of Park Property “No person in the park shall do any of the following:… 1. Use any system for amplifying sounds, whether for speech or music or otherwise, unless an exclusive use permit is first secured,” as… “No person in a park shall do any of the following:… 1. Use any system for amplifying sounds, whether for speech or music or otherwise, in an unreasonable loud manner, unless an exclusive use permit is for secured,” where the definition of “unreasonably loud manner” means “the volume of sound in the use or operation of any sound application equipment if such sound can be heard by a person from fifty (50) or more feet from the source of the amplification” (as defined in Oakland Muni Code) • TBD list Item 11 - review the architecture standards for 5G towers – keep on TBD until it is added to the FY 2025-27 City Work Program. • TBD list Item 5 policy to provide access to documents made available for closed session - keep on TBD until the item is added to the Council Procedures Manual. • Accept the staff recommendation for TBD Items 12-15. (Council did not vote on this motion) 37 February 4, 2025 City Council Minutes Page 8 FRIENDLY AMENDMENT: Wang made a friendly amendment to agendize TBD list Item 16 for Guidelines and Procedures regarding Proclamations and Certificates. (Chao accepted the friendly amendment). FRIENDLY AMENDMENT: Moore made a friendly amendment to hold a study session on sound amplification in parks (Chao and Wang accepted the friendly amendment). AMENDED MOTION: Chao moved and Wang seconded to approve the following: • TBD list Item 6 - consider regulations on sound amplification devices in parks - add this item to an agenda: Amend CMC Section 13.04.120 Use of Park Property “No person in the park shall do any of the following:… 1. Use any system for amplifying sounds, whether for speech or music or otherwise, unless an exclusive use permit is first secured,” as… “No person in a park shall do any of the following:… 1. Use any system for amplifying sounds, whether for speech or music or otherwise, in an unreasonable loud manner, unless an exclusive use permit is for secured,” where the definition of “unreasonably loud manner” means “the volume of sound in the use or operation of any sound application equipment if such sound can be heard by a person from fifty (50) or more feet from the source of the amplification” (as defined in Oakland Muni Code) • TBD list Item 11 - review the architecture standards for 5G towers – keep on TBD until it is added to the FY 2025-27 City Work Program. • TBD list Item 5 - policy to provide access to documents made available for closed session - keep on TBD until the item is added to the Council Procedures Manual. • TBD list Item 16 - Guidelines and Procedures regarding Proclamations and Certificates – agendize this item as appropriate. • Accept the staff recommendation for TBD list Items 12-15. The amended motion carried with the following vote: Ayes: Chao, Moore, Mohan, and Wang. Noes: Fruen. Abstain: None. Absent: None. TBD list Summary: 1. Report to Council a cost comparison of leasing vs. buying office property in Cupertino… Add as an action item 2. Draft a policy regarding disclosure to the public of remodeling costs of buildings the Council is considering purchase of… Add as an action item 3. Action Item/Study Session with information/proposal on the need for an interim city hall… Add as an action item 4. Discuss and give direction on the "wisdom of purchase" versus leasing of any property as an interim city hall… Add as an action item 5. Consider a policy to provide access to documents made available for closed sessions ahead of time with proper security measures - Keep on TBD list until added to Council 38 February 4, 2025 City Council Minutes Page 9 Procedures Manual 6. Consider regulations on sound amplification devices in parks - Keep on TBD list to agendize as a study session 7. Review the City Work Program Process - Accept staff recommendation to remove item 8. Review the Cupertino City Council Procedures Manual - Keep on TBD list to agendize this discussion 9. Review the current list of future agenda items requested by Councilmembers (“TBD List”) - Accept staff recommendation to remove item. 10. Consider changing regular City Council meetings to Wednesdays - Accept staff recommendation to remove item 11. Review the architectural standards for 5G towers - Keep on TBD list to agendize this discussion 12. Reactivate the Legislative Review Committee – Add as an action item 13. Reactivate the Economic Development Committee - Add as an action item 14. Restore the previous responsibilities of the Audit Committee - Add as an action item 15. For transportation projects and added lane reductions to fall under the jurisdiction of the Planning Commission - Add as an action item 16. Guidelines and Procedures regarding Proclamations and Certificates - Keep on TBD list to agendize this discussion At 8:42 p.m., Mayor Mohan recessed the meeting. The meeting was reconvened at 8:53 pm. with all Councilmembers present. 9. Subject: Award a construction contract to Golden Bay Construction in the amount of $1,569,798, approve a first amendment to the design services contract with Pakpour Consulting Group to increase the contract by $96,620 for a total not-to-exceed contract amount of $310,483 and approve a budget modification in the amount of $1,500,000 for the Stevens Creek Boulevard Class IV Bike Lane Project Recommended Action: 1. Award a construction contract for the Stevens Creek Boulevard Class IV Bike Lane Phase 2A Project (budget unit 420-99-036, project number 2022-15) in the amount of $1,569,798 to Golden Bay Construction, Inc.; 2. Authorize the City Manager to execute the construction contract with Golden Bay Construction, Inc. when all conditions have been met; 3. Authorize the Director of Public Works to execute any necessary construction change orders up to a construction contingency amount of $156,980 (10%) for a total contract amount of $1,726,778; 4. Authorize the City Manager to amend the Design Services Contract with Pakpour Consulting Group to increase the amount by $96,620 for a total not-to-exceed contract amount of $310,483 for the 2022-11 Stevens Creek Boulevard Class IV Bike Lane Phase 2B Design Project; and 5. Adopt Resolution No. 25-004 approving budget modification #2425-377, approving 39 February 4, 2025 City Council Minutes Page 10 an increase of grant revenue estimates of $1,500,000 and a transfer out of $693,000. This includes an increase of $807,000 in Federal grant funds and a transfer of $693,000 in SB1 Grant Funds from the Transportation Fund (270-85-821) into the Capital Improvement Program Capital Project Fund (420-99-036) Written communications for this item included a staff presentation, a supplemental report and desk item with staff responses to councilmember questions, Attachment F - OBAG2 Application – Competitive, Attachment G – Final Class IV Design – SCB, and emails to the Council. Senior Civil Engineer Jason Wong gave a presentation. Councilmembers asked questions and made comments. Mayor Chao opened the public comment period and the following people spoke. Peggy Griffin Planning Commissioner Seema Lindskog (representing self) San R Mayor Chao closed the public comment period. MOTION: Chao moved and Wang seconded to: Refer the project to engage all road users to consider design options that − Provide sufficient safety for bicyclists, pedestrians and drivers, while considering various cost options; − Conduct community meetings for intersection changes; − Assess impact for all road users; bicyclists, pedestrians and drivers; − Present project to the Bike Ped Commission and Planning Commission to consider design options and make recommendations to the Council; − Present design options at a future council meeting for approval with cost options. Council did not vote on this motion. SUBSTITUTE MOTION: Fruen moved and Mohan seconded to accept staff recommendation to: 1. Award a construction contract for the Stevens Creek Boulevard Class IV Bike Lane Phase 2A Project (budget unit 420-99-036, project number 2022-15) in the amount of $1,569,798 to Golden Bay Construction, Inc.; 2. Authorize the City Manager to execute the construction contract with Golden Bay Construction, Inc. when all conditions have been met; 3. Authorize the Director of Public Works to execute any necessary construction change 40 February 4, 2025 City Council Minutes Page 11 orders up to a construction contingency amount of $156,980 (10%) for a total contract amount of $1,726,778; 4. Authorize the City Manager to amend the Design Services Contract with Pakpour Consulting Group to increase the amount by $96,620 for a total not-to-exceed contract amount of $310,483 for the 2022-11 Stevens Creek Boulevard Class IV Bike Lane Phase 2B Design Project; and 5. Adopt Resolution No. 25-004 approving budget modification #2425-377, approving an increase of grant revenue estimates of $1,500,000 and a transfer out of $693,000. This includes an increase of $807,000 in Federal grant funds and a transfer of $693,000 in SB1 Grant Funds from the Transportation Fund (270-85-821) into the Capital Improvement Program Capital Project Fund (420-99-036). The substitute motion carried with the following vote: Ayes: Moore, Fruen, and Mohan. Noes: Chao and Wang. Abstain: None. Absent: None. STUDY SESSION 11. Subject: Study Session for the use of Committed Future Use Reserve one-time funds (Continued from the January 22, 2025 City Council meeting) Recommended Action: Provide staff direction on the future allocation of how the City should allocate one-time funds from the future use reserve Written communications for this item included a staff presentation and a supplemental report with staff responses to councilmember questions. Director of Community Development Kristina Alfaro gave a presentation. Mayor Chao opened the public comment period and the following people spoke. Peggy Griffin Mayor Chao closed the public comment period. Councilmembers asked questions and made comments. MOTION: Chao moved and Wang seconded to approve a budget of $140,000 for the 2025 4th of July fireworks and to form a Council Subcommittee comprised of Councilmember Ray Wang and Vice Mayor Kitty Moore to bring back details for Council approval. The motion carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. MOTION: Chao and Wang moved to continue the meeting to hear agenda item 12. The motion 41 February 4, 2025 City Council Minutes Page 12 carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None. 12. Subject: Study session on revisions to the Cupertino City Council Procedures Manual Recommended Action: Consider revisions to the Cupertino City Council Procedures Manual Written communications for this item included a staff presentation, Mayor Chao’s Revision to Council Procedures Manual, dated 2/4/25 (Revised at 5:44pm), and emails to the Council. Mayor Chao opened the public comment period and the following people spoke. Peggy Griffin Rhoda Fry Mayor Chao closed the public comment period. Councilmembers asked questions and made comments. MOTION: Chao moved and Wang seconded to approve all of the changes proposed by Chao (in “Revision to Council Procedures Manual, dated 2/4/25 (Revised at 5:44pm).” except L14: 8.4.2 Removing Item from Consent Calendar. Items may be removed from the consent calendar only by a member of the City Council. Any member of the City Council who would like to remove any item from the consent calendar shall notify the City Manager and the City Clerk no later than 12:00 p.m. on the day of the City Council meeting. Items may be removed from the consent calendar by a member of the public or a member of the City Council. To facilitate an efficient meeting, advance notice to the City Manager and the City Clerk by 12:00 p.m. on the day of the City Council meeting or earlier is appreciated. FRIENDLY AMENDMENT: Wang made a friendly amendment to review L14 at a later date. (Chao accepted the friendly amendment). Chao’s Revisions: 5.4 Responses to Public. It will be the responsibility of the City Manager to ensure a response is provided to public correspondence for informational requests addressed to the Council. Staff shall respond to all requests for services as appropriate, and the City Manager shall keep Council informed of the City response.[LC1] 6.6 Councilmember Access to Information. ….it more appropriately be assigned to staff through the collective direction of the City Council, based on the guidelines set forth in Cupertino Municipal Code section 42 February 4, 2025 City Council Minutes Page 13 2.17.043. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from that Councilmember as to why the information is needed. L1. 2.1 Selection of Mayor and Vice Mayor. The Mayor and Vice Mayor shall be selected annually at a special meeting on the second Thursday of December. The Mayor and Vice Mayor shall not serve consecutive terms; provided, however, this provision shall not prevent the Vice Mayor from succeeding to the office of Mayor. 4.4 Appointment. Commission and Committee applicants will be interviewed by the Council … Immediate family members residing in the same household as a Councilmember are not eligible for appointment to any commission or committee. Former Councilmembers are not eligible for appointment to any commission or committee within four years of having served on the City Council. L2. 4.5 Removal. The City Clerk shall remove notify the Council and make recommendation for potential removal of commission members for failure to comply with attendance policies adopted in the Commissioner's Handbook. L3. 5.3 Regional Bodies. ...If a Councilmember is unable to attend, they should notify their alternate as far in advance of the meeting as possible so as to allow the alternate to attend. To ensure continuity of the City’s representation, the alternate should receive all correspondence from the regional bodies that is also sent to the primary. L4. 5.6 Council Training. Any member of the City Council and City commissions or advisory committees formed by the City Council shall receive ethics and anti- harassment training required by state law and the Brown Act and Rosenberg’s Rule of Order training. L5. 6.2 Council/Manager Form of Government. Under the Council/Manager form of government, the City Council sets policy direction as the direct representatives of the community. To enable the City Council to make informed decisions while weighing community input, the City Manager provides staff recommendations and presents options, along with their associated pros and cons. L6. 6.3 Council-Manager Relations. …and no individual Councilmember shall give any instructions to the City Manager. In the event that any suggestion or comment from an individual Councilmember might be perceived as an instruction by the City Manager or any staff, the City Manager/staff should assume positive intent and treat it as a suggestion or comment. [LC1] L7. 6.6 Councilmember Access to Information. 43 February 4, 2025 City Council Minutes Page 14 …No Councilmember shall circumvent the City Manager' s direction regarding a request for information by seeking information through a Public Records Act request. A Councilmember may file a request for information by seeking information through a Public Records Act request as any member of the public. L8. 7.1 Future Agenda Items. …Any item may be removed for the future agenda items list by a majority vote of the City Council. At the requestor’s discretion, the agenda request may also include additional information explaining the rationale for or timing of the agenda item. Under the “Future Agenda Item” section of each regular Council meeting, a document listing all current future agenda requests shall be provided. L9. 7.3 Agenda Item Descriptions. Each agenda item shall include a brief general description of the matter to be discussed (approximately 20 words in length), including any action that may be taken under the California Environmental Quality Act, and should generally include the recommendation of the City Manager. If the item includes any budget request or modification, the amount should be specified for transparency when possible. The brief description should be comprehensible by a common resident. For example, • an amendment to the Municipal Code should include a description of the amendment, rather than only the Code Section to be amended; • an item related to a development project should include not only the street address, but the common name of the project when applicable; • The second reading of an ordinance should have the same agenda title as the first reading. L10. 7.4 Staff Reports. Staff reports should include the following sections: 1. Subject 2. Recommended Action 3. Background 4. Reasons for Recommendation and Available Options 5. Sustainability Impact 6. Fiscal Impact 7. California Environmental Quality Act The “Background” section should include the date, at least the month and the year, previous meetings were held and decisions were made on the item so that the public can easily look the meetings up for reference. When applicable, maps and charts should be provided in the staff report for easy reference. L11. 7.7 Written Communication. All written communications on an agenda item sent after the meeting agenda is posted shall be included in the “Written Communications” document of the council meeting. Any written communications on items not on the agenda shall be included 44 February 4, 2025 City Council Minutes Page 15 in the “Written Communications” document if the sender indicates the desire to be included. Written communication will be posted by 5pm before the 6:45pm Council meeting and updated and posted the next day with any additional comments received. L12. 8.1 Meeting Schedule. …At Prior to the second regular meeting in January, the City Council will approve the schedule of meetings for the calendar year, which in addition to the regular meeting schedule may include the cancellation of regular meetings and the addition of special meetings and study sessions…. 8.1.1 When a regular council meeting is moved to Wednesday, the agenda shall be published the prior Wednesday and the meeting shall start at 6:45pm and include all items as a regular council meeting. L13A. / L13B. 8.3 Order of Business. The order of agenda items for regular Council meetings is as follows:… 13. Oral Communications (continued) 14. Councilmember Reports 15. Information Memos 15. 16. Future Agenda Items Oral communications shall be limited to 30 minutes. … Councilmember Reports should focus on include Council committee assignments and may include other matters serving the constituents, in addition to, ceremonial appearances.[L13A] The information memos, as described in Section 11, include additional documents requested by councilmembers for past or future agenda items, [L13] In the absence of an objection made by a majority of Councilmembers present and voting, the Mayor may modify the order of business to facilitate the fair and efficient conduct of Council meetings. L15. 8.5 Public Comment. An opportunity for public comment shall be provided … If a speaker representing five or moretwo up to five members of the public in attendance and wishing to comment on the item but electing not to speak, the speaker may have the combined time of two minutes per member, up to 10 minutes, to address the Council. Consolidation of time among speakers is not otherwise allowed. If a large number of speakers wish to address Council on an item,... L16. 8.8.3 Council Questions and Deliberations. Councilmembers may obtain the floor by seeking recognition from the Mayor. Following presentations to Council on an agenda item. Councilmembers are encouraged to yield any unused speaking time to colleagues who have already used their allotted time. Councilmembers shall each be given five minutes to ask questions of any presenter. The Mayor may allow additional time for questions where appropriate. time for questions where appropriate. … 45 February 4, 2025 City Council Minutes Page 16 L17. 8.8.3 Council Questions and Deliberations. …. A member who has been recognized shall limit their time to five minutes, but may reserve any portion of their time for further questions or deliberations, as applicable, by advising the Mayor before yielding the floor. The Mayor may allow additional time for deliberations where appropriate. This rule shall displace any conflicting rule in the City's adopted rules of procedure. To encourage meaningful discussion and exchange of ideas. L18. 9. Closed Sessions 9.1 A closed session may be held at any regular or special meeting for any purpose authorized by the Brown Act…. 9.2 Any documents referenced or presented during closed sessions shall be shared with councilmembers upon request, and shared in the same manner as other closed session materials for confidentiality. L18. 11. Information Memos 11.1 Information Memos by Staff. Two Councilmembers may request an information memo to be provided on any issue pertain to the City business. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from that Councilmember as to why the information is needed. L19. 11.3 Information Memos by Councilmembers. Individual Councilmembers may prepare information memos for inclusion in their Council Activity Reports. Through these memos, Councilmembers can share any information they have received—whether from staff or other sources —with their fellow Councilmembers and the public, thereby enhancing transparency and accountability in City operations. The memos shall not include information which is protected by law from disclosure. The amended motion carried with the following vote: Ayes: Chao, Moore, Mohan, and Wang. Noes: Fruen. Abstain: None. Absent: None. ADJOURNMENT At 11:25 p.m., Mayor Chao adjourned the Regular City Council Meeting. There was no Council discussion on the remaining agenda items. CITY MANAGER REPORT The Council did not hear this item. ORAL COMMUNICATIONS - CONTINUED – None COUNCILMEMBER REPORTS 46 February 4, 2025 City Council Minutes Page 17 13. Subject: Councilmember Reports Councilmembers reported on their various committees and events as provided in the published agenda. FUTURE AGENDA ITEMS The Council did not hear this item. Minutes prepared by: _________________________ Kirsten Squarcia, City Clerk 47 CITY OF CUPERTINO Agenda Item 25-13701 Agenda Date: 2/19/2025 Agenda #: 7. Subject:Ratifying Accounts Payable for the periods ending January 3,2025;January 17,2025;and January 31, 2025 A.Adopt Resolution No. 25-011 ratifying Accounts Payable for the Period ending January 3, 2025; B.Adopt Resolution No. 25-012 ratifying Accounts Payable for the Period ending January 17, 2025; and C.Adopt Resolution No. 25-013 ratifying Accounts Payable for the Period ending January 31, 2025 CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™48 CITY COUNCIL STAFF REPORT Meeting: February 19, 2025 Subject Ratifying Accounts Payable for the periods ending January 3, 2025; January 17, 2025; and January 31, 2025 Recommended Action A. Adopt Resolution No. 25‐XXX ratifying Accounts Payable for the Period ending January 3, 2025; B. Adopt Resolution No. 25‐XXX ratifying Accounts Payable for the Period ending January 17, 2025; and C. Adopt Resolution No. 25‐XXX ratifying Accounts Payable for the Period ending January 31, 2025 Discussion Unlike the Monthly Treasurer’s and Treasurer’s Investment Reports requiring regular reporting within a specific number of days, pursuant to California Government Code Section 41004 and 53607, the frequency of reporting the City’s Payment Register follows the City Resolution No. 5939, where the report will be “presented to the City Council not less often than once a month for ratification.” As such, monthly batches of Weekly Payment Registers are presented to City Council at the second meeting following the close of the reporting period to ensure sufficient time to present the previous monthʹs batches within one report. To improve operational efficiency, the City recently transitioned to processing checks on a biweekly basis. This change streamlines payment workflows while maintaining timely disbursement of funds and compliance with financial policies. The accounts payable batches included in this report reflect this updated processing schedule. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. 49 California Environmental Quality Act Not applicable. City Work Program (CWP) Item: Not a CWP item. CWP Item Description: Not Applicable. Council Goal: Not Applicable. _____________________________________ Prepared by: Jonathan Orozco, Finance Manager Reviewed by: Kristina Alfaro, Director of Administrative Services and City Treasurer Approved for Submission by: Pamela Wu, City Manager A – Draft Resolution 1.3.25 B – Weekly AP Payment Register for the Period Ending 1.3.25 C – Draft Resolution 1.17.25 D – Weekly AP Payment Register for the Period Ending 1.17.25 E – Draft Resolution 1.31.25 F – Weekly AP Payment Register for the Period Ending 1.31.25 50 RESOLUTION NO. 25‐XXX A RESOLUTION OF THE CUPERTINO CITY COUNCIL RATIFYING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING JANUARY 3, 2025 WHEREAS, the Director of Administrative Services or their designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby ratify the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February, 2025 by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: SIGNED: ________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________ Kirsten Squarcia, City Clerk ________________________ Date 51 Resolution No. 25‐XXX Page 2 CERTIFICATION The Finance Manager hereby certifies to the accuracy of said records and to the availability of funds for payment. CERTIFIED: Jonathan Orozco, Finance Manager 52 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 735893 01/03/2025 Open Accounts Payable Bay Aerials Gymnastics $22,344.60 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $22,344.60 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $22,344.60 735894 01/03/2025 Open Accounts Payable CINTAS CORP $2,804.36 Invoice Date Description Amount 4214944631 12/17/2024 Service Center - Uniform Safety Apparel $1,383.59 4215723491 12/24/2024 Service Center - Uniform Safety Apparel $1,420.77 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,804.36 735895 01/03/2025 Open Accounts Payable COAST COUNTIES PETERBILT $2,090.70 Invoice Date Description Amount 01236717P 12/16/2024 Fleet- PREM FLUID-WINDSHIELD WASH $51.33 01236598P 12/13/2024 Fleet- TURBO ACTUATORS $2,039.37 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $2,090.70 735896 01/03/2025 Open Accounts Payable COURT-ORDERED DEBT COLLECTIONS $50.00 Invoice Date Description Amount 12272024 12/27/2024 JK-368-7950 ; CD-9252-92888 pp 12/14/24 - 12/27/24 $50.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $50.00 735897 01/03/2025 Open Accounts Payable HUICHEN LIN $507.00 Invoice Date Description Amount HL12/2-28/2024 12/30/2024 Fitness classes $507.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $468.00 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $39.00 735898 01/03/2025 Open Accounts Payable Mountain View Garden Center $202.37 Invoice Date Description Amount 116891 12/16/2024 Grounds- Topsoil $68.69 116879 12/13/2024 Grounds- Gold Fines $133.68 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $202.37 735899 01/03/2025 Open Accounts Payable Municipal Maintenance Equipment $182.39 Invoice Date Description Amount 030452 12/16/2024 Fleet- Seal Inlet $182.39 Paying Fund Cash Account Amount Wednesday, January 8, 2025Pages: 1 of 13user: Vi Tran 53 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $182.39 735900 01/03/2025 Open Accounts Payable Operating Engineers Local Union No. 3 $1,496.95 Invoice Date Description Amount 12272024 12/27/2024 Union Dues pp 12/14/24 - 12/27/24 $1,496.95 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,496.95 735901 01/03/2025 Open Accounts Payable REBECCA MCCORMICK $1,196.00 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $1,196.00 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $1,196.00 735902 01/03/2025 Open Accounts Payable RPM EXTERMINATORS INC $1,275.00 Invoice Date Description Amount 0113585 12/26/2024 Facilities- Bait Trap Service $1,275.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,020.00 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $255.00 735903 01/03/2025 Open Accounts Payable Sharp Electronics Corporation $1,660.71 Invoice Date Description Amount 9005123552 12/05/2024 Sharp Maintenance Agreement - Print Overages 8/26/24 - 11/30/24 $1,660.71 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $1,660.71 735904 01/03/2025 Open Accounts Payable Tad's Steakhouse $1,598.00 Invoice Date Description Amount 306 11/22/2024 Senior Trip: 1/8/25 - Some Like It Hot! Trip: Meal $1,598.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,598.00 735905 01/03/2025 Open Accounts Payable World Cup Soccer Camps & Clinics $2,173.60 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $2,173.60 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $2,173.60 735906 01/03/2025 Open Accounts Payable LUCADO, CANDICE $300.00 Invoice Date Description Amount 2005205.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $300.00 Paying Fund Cash Account Amount Wednesday, January 8, 2025Pages: 2 of 13user: Vi Tran 54 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $300.00 735907 01/03/2025 Open Accounts Payable Chan, Sarah $24,500.00 Invoice Date Description Amount 313918 12/10/2024 10271 Scenic Blvd, Encroachment, 313918 $24,500.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $24,500.00 735908 01/03/2025 Open Accounts Payable Chen, David N $2,000.00 Invoice Date Description Amount 338530 12/23/2024 21362 Milford Dr. Encroachment, 338530 $2,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,000.00 735909 01/03/2025 Open Accounts Payable Cupertino Rotary Club $1,300.00 Invoice Date Description Amount 2009895.030 12/20/2024 QCC- Jul.-Dec. 2024- Cupertino/Social/Com. Hall Security Deposit $1,300.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,300.00 735910 01/03/2025 Open Accounts Payable Jayshri Yadwadkar $300.00 Invoice Date Description Amount Grant 24-01 12/19/2024 Permitted Block Party for 2025 $300.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $300.00 735911 01/03/2025 Open Accounts Payable LU, CHRISTINE $50.50 Invoice Date Description Amount 2005202.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $50.50 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $50.50 735912 01/03/2025 Open Accounts Payable LU, SHA $5.33 Invoice Date Description Amount 2005203.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $5.33 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $5.33 735913 01/03/2025 Open Accounts Payable LUBOVITCH, MICHAL $45.00 Invoice Date Description Amount 2005204.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $45.00 Paying Fund Cash Account Amount Wednesday, January 8, 2025Pages: 3 of 13user: Vi Tran 55 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $45.00 735914 01/03/2025 Open Accounts Payable MA, JUNGTE $18.75 Invoice Date Description Amount 2005207.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $18.75 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $18.75 735915 01/03/2025 Open Accounts Payable MADHAVARAPU, PRAVEENA $262.50 Invoice Date Description Amount 2005208.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $262.50 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $262.50 735916 01/03/2025 Open Accounts Payable MAH, HELEN $50.50 Invoice Date Description Amount 2005209.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $50.50 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $50.50 735917 01/03/2025 Open Accounts Payable Santa Clara County Cambodian Womens Association $100.00 Invoice Date Description Amount 2009897.030 12/20/2024 QCC- 12.14.24- Creekside Building Security Deposit Refund $100.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $100.00 735918 01/03/2025 Open Accounts Payable Yuan, Micong $5,000.00 Invoice Date Description Amount 307543 12/13/2024 22168 Orchard Ct. Encroachment, 307543 $5,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $5,000.00 Type Check Totals:26 Transactions $71,514.26 EFT 41425 01/03/2025 Open Accounts Payable Colonial Life & Accident Insurance $29.16 Invoice Date Description Amount 12272024 12/27/2024 Colonial Products pp 12/14/24 - 12/27/24 $29.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $29.16 41426 01/03/2025 Open Accounts Payable Employment Development $13,434.26 Invoice Date Description Amount 12272024 12/27/2024 State Disability Insurance pp 12/14/24 - 12/27/24 $13,434.26 Wednesday, January 8, 2025Pages: 4 of 13user: Vi Tran 56 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $13,434.26 41427 01/03/2025 Open Accounts Payable National Deferred (ROTH)$2,588.82 Invoice Date Description Amount 12272024 12/27/2024 Nationwide Roth pp 12/14/24 - 12/27/24 $2,588.82 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,588.82 41428 01/03/2025 Open Accounts Payable National Deferred Compensation $62,318.46 Invoice Date Description Amount 12272024 12/27/2024 Nationwide Deferred Compensation pp 12/14/24 - 12/27/24 $62,318.46 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $62,318.46 41429 01/03/2025 Open Accounts Payable PERS-457K $21,516.54 Invoice Date Description Amount 12272024 12/27/2024 PERS 457K pp 12/14/24 - 12/27/24 $21,516.54 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $21,516.54 41430 01/03/2025 Open Accounts Payable State Disbursement Unit $603.49 Invoice Date Description Amount 12272024 12/27/2024 Child Support pp 12/14/24 - 12/27/24 $603.49 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $603.49 41431 01/03/2025 Open Accounts Payable 4LEAF, Inc.$21,275.65 Invoice Date Description Amount J4259F 11/30/2024 Jollyman All Inclusive Park through 11012024- 11302024 $21,275.65 Paying Fund Cash Account Amount 420 - Capital Improvement Fund 420 100-100 (Cash & Investments Assets Operating Cash) $21,275.65 41432 01/03/2025 Open Accounts Payable A-1 FENCE INC.$13,250.00 Invoice Date Description Amount 15603 12/04/2024 Grounds- Jollyman Park Dugout Roof Replacement Project $8,500.00 15614 12/10/2024 Trees/ROW- New Chain Link Singe Swing Gate Install $3,500.00 15613 12/10/2024 Trees/ROW- Lawrence Mitty Fence Repair $1,250.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $13,250.00 41433 01/03/2025 Open Accounts Payable ABOLI JAYDEEP RANADE $117.00 Invoice Date Description Amount AJR12/06-20/2024 12/30/2024 Fitness classes $117.00 Paying Fund Cash Account Amount Wednesday, January 8, 2025Pages: 5 of 13user: Vi Tran 57 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $117.00 41434 01/03/2025 Open Accounts Payable Alvernaz Construction $7,200.00 Invoice Date Description Amount 2024-2030 12/16/2024 Grounds- Jollyman Park Bench Relocation Project $7,200.00 Paying Fund Cash Account Amount 420 - Capital Improvement Fund 420 100-100 (Cash & Investments Assets Operating Cash) $7,200.00 41435 01/03/2025 Open Accounts Payable Amit Goel $312.00 Invoice Date Description Amount AG11/24-12/28/24 12/30/2024 Fitness classes $312.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $312.00 41436 01/03/2025 Open Accounts Payable Avocette Technologies Inc.$7,632.30 Invoice Date Description Amount 2411CU1 11/30/2024 FY25 Accela Support for November 2024 $2,890.99 2411CU2 11/30/2024 FY25 Accela Support for November 2024 - Contingency Funds $4,741.31 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $7,632.30 41437 01/03/2025 Open Accounts Payable B&H PHOTO-VIDEO $235.71 Invoice Date Description Amount 230240961 12/22/2024 1x KRAMER 1:2 4K HDMI 2.0 DISTRIBUTION AMPLIFI $235.71 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $235.71 41438 01/03/2025 Open Accounts Payable BECK'S SHOES INC. $800.00 Invoice Date Description Amount 284908-00 12/23/2024 Safety Boots- Jared Lopez & Brett Howard $800.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $800.00 41439 01/03/2025 Open Accounts Payable CDW Government $922.32 Invoice Date Description Amount AB8937D 12/12/2024 x4 Tripp Lite RBC93-2U Replacement Batteries $922.32 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $922.32 41440 01/03/2025 Open Accounts Payable CobbleStone Systems Corp. $14,271.08 Invoice Date Description Amount 18954 01/01/2025 Cobblestone for Contract Management Platform 1/1/25 -1/1/26 $14,271.08 Paying Fund Cash Account Amount Wednesday, January 8, 2025Pages: 6 of 13user: Vi Tran 58 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $14,271.08 41441 01/03/2025 Open Accounts Payable Continental Battery Systems $753.42 Invoice Date Description Amount 35322412101549 12/19/2024 Street- PS-12260NB, Small Core Charge, Junk Exchange Credit $753.42 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $753.42 41442 01/03/2025 Open Accounts Payable Dominique Couto Cerdeiral $360.00 Invoice Date Description Amount DCC12/2-30/2024 12/30/2024 Fitness classes $360.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $360.00 41443 01/03/2025 Open Accounts Payable Eflex Group, Inc $4,477.85 Invoice Date Description Amount 12272024 12/27/2024 FSA pp 12/14/24 - 12/27/24 $4,477.85 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,477.85 41444 01/03/2025 Open Accounts Payable Elham Kaviani $200.00 Invoice Date Description Amount EK12/4-29/2024 12/30/2024 Fitness classes $200.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $200.00 41445 01/03/2025 Open Accounts Payable Ewing Irrigation Products Inc.$296.37 Invoice Date Description Amount 24510020 12/19/2024 Grounds- Wattle Straw $296.37 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $296.37 41446 01/03/2025 Open Accounts Payable GARDENLAND POWER EQUIPMENT $890.30 Invoice Date Description Amount 1144155 12/20/2024 Trees/ROW- Cordless Pole Pruner $890.30 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $890.30 41447 01/03/2025 Open Accounts Payable Goldfarb & Lipman LLP $592.50 Invoice Date Description Amount 479395 12/19/2024 Legal Services, November 2024 $592.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $592.50 Wednesday, January 8, 2025Pages: 7 of 13user: Vi Tran 59 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41448 01/03/2025 Open Accounts Payable Grace Duval $88.00 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $88.00 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $88.00 41449 01/03/2025 Open Accounts Payable GRAINGER INC $65.26 Invoice Date Description Amount 9348877706 12/17/2024 Facilities- Plug-in Bulb $65.26 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $65.26 41450 01/03/2025 Open Accounts Payable Granicus $4,800.00 Invoice Date Description Amount 194961 12/18/2024 Customizations - govAccess: Homepage Redesign Milestones 3 & 4 $4,800.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,800.00 41451 01/03/2025 Open Accounts Payable Helm, LLC $800.00 Invoice Date Description Amount INVH38348 10/28/2024 FY25Vehicle maintenance 1 Lic. subscription,12/6/24 - 12/5/25 $800.00 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $800.00 41452 01/03/2025 Open Accounts Payable IFPTE LOCAL 21 $2,027.11 Invoice Date Description Amount 12272024 12/27/2024 Association Dues - CEA pp 12/14/24 - 12/27/24 $2,027.11 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,027.11 41453 01/03/2025 Open Accounts Payable Jahara Pagadipaala $520.00 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $360.00 JP12/1-12/22/202 12/30/2024 Fitness classes $160.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $160.00 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $360.00 41454 01/03/2025 Open Accounts Payable JAMES COLVIN $3,276.00 Invoice Date Description Amount JC11/19-12/19/24 12/30/2024 Personal training $3,276.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $3,276.00 Wednesday, January 8, 2025Pages: 8 of 13user: Vi Tran 60 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41455 01/03/2025 Open Accounts Payable JENNIFER HILL $328.00 Invoice Date Description Amount JH12/2-12/30/24 12/30/2024 Fitness classes $328.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $328.00 41456 01/03/2025 Open Accounts Payable Jenny Tsai $6,760.00 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $6,760.00 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $6,760.00 41457 01/03/2025 Open Accounts Payable JIA THOMPSON $1,146.60 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $1,146.60 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $1,146.60 41458 01/03/2025 Open Accounts Payable Joe A. Gonsalves & Son $5,000.00 Invoice Date Description Amount 162061 11/21/2024 State Legislative Advocacy Services – December 2024 $5,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $5,000.00 41459 01/03/2025 Open Accounts Payable KIMBALL-MIDWEST $243.74 Invoice Date Description Amount 102896834 12/17/2024 Street- Ultra Bond, Epoxy Cart, Hex Nut $243.74 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $243.74 41460 01/03/2025 Open Accounts Payable Li-Fen Lin $2,560.00 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $2,440.00 LFL12/4-18/24 12/30/2024 Fitness classes $120.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $120.00 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $2,440.00 41461 01/03/2025 Open Accounts Payable MissionSquare 300292 $17,908.93 Invoice Date Description Amount 12272024 12/27/2024 ICMA pp 12/14/24 - 12/27/24 $17,908.93 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $17,908.93 41462 01/03/2025 Open Accounts Payable MONICA G. RANES-GOLDBERG $546.00 Invoice Date Description Amount MGRG12/2-30/24 12/30/2024 Fitness classes $546.00 Wednesday, January 8, 2025Pages: 9 of 13user: Vi Tran 61 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $546.00 41463 01/03/2025 Open Accounts Payable Nimble Energy, Inc.$4,450.50 Invoice Date Description Amount 1022 12/23/2024 Empower Platform Training, Smart Meter Analytics Testing, Employ $4,450.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,450.50 41464 01/03/2025 Open Accounts Payable ODP Business Solutions, LLC.$102.56 Invoice Date Description Amount 396318284001 11/13/2024 Senior Center Paper Supply $102.56 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $102.56 41465 01/03/2025 Open Accounts Payable OLM Recycling Services LLC $829.00 Invoice Date Description Amount 4914 12/18/2024 Street- Ewaste Pickup $829.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $829.00 41466 01/03/2025 Open Accounts Payable Parinita Satpute $105.00 Invoice Date Description Amount PS11/29-12/29/24 12/30/2024 Fitness classes $105.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $105.00 41467 01/03/2025 Open Accounts Payable PARS/City of Cupertino $3,086.17 Invoice Date Description Amount 12272024 12/27/2024 PARS pp 12/14/24 - 12/27/24 $3,086.17 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,086.17 41468 01/03/2025 Open Accounts Payable Pine Cone Lumber Co $257.30 Invoice Date Description Amount 256054 12/17/2024 Grounds- 6608RR - 6X6 08' RWD RO CONST HRT $257.30 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $257.30 41469 01/03/2025 Open Accounts Payable Preferred Alliance, Inc.$1,854.84 Invoice Date Description Amount 0200582-IN 12/19/2024 DEC24 -11-20 Participants Offsite $1,854.84 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,854.84 Wednesday, January 8, 2025Pages: 10 of 13user: Vi Tran 62 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41470 01/03/2025 Open Accounts Payable Quartic Solutions $17,810.00 Invoice Date Description Amount 4222 12/10/2024 Quartic for GIS Support - September 19 - November 26, 2024 $17,810.00 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $17,810.00 41471 01/03/2025 Open Accounts Payable Raychel Renee Balcioni Cruz $1,860.00 Invoice Date Description Amount RRBC11/21-12/20 12/30/2024 Fitness classes and personal training $1,860.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $1,860.00 41472 01/03/2025 Open Accounts Payable RUBY CHEN $600.00 Invoice Date Description Amount 12192024 12/19/2024 December 2024 Program Payment $600.00 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $600.00 41473 01/03/2025 Open Accounts Payable SONIA DOGRA $156.00 Invoice Date Description Amount SD11/24-12/22/24 12/30/2024 Fitness classes $156.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $156.00 41474 01/03/2025 Open Accounts Payable TERI GERHARDT $661.75 Invoice Date Description Amount TeriG092424 09/24/2024 Teri MISAC Conference 9/22 - 9/24, 2024 reimbursement $661.75 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $661.75 41475 01/03/2025 Open Accounts Payable UpCodes, Inc.$3,960.00 Invoice Date Description Amount 147471 07/19/2024 x10 Lic. Code Compliance Platform for Building 3/1/25 -3/1/26 $3,960.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,960.00 41476 01/03/2025 Open Accounts Payable US BANK $26,831.72 Invoice Date Description Amount LeungK120624 12/06/2024 1733 CC Charges $786.70 JasonB120624 12/06/2024 CC Charges 3965 $150.00 MarilynP120624 12/06/2024 6763 CC Charges $1,078.00 DMilesS120624 12/06/2024 3659 CC Charges $513.19 KimL12062024 12/06/2024 5169 CC Charges $75.00 CrystiG120624 12/06/2024 8774 CC Charges $68.85 DebraN120624 12/06/2024 3328 CC Charges $3,404.79 Wednesday, January 8, 2025Pages: 11 of 13user: Vi Tran 63 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference AndrewS120624 12/06/2024 9993 CC Charges $660.47 BrianG120624 12/06/2024 6202 CC Charges $140.00 DanB120624 12/06/2024 8684 CC Charges $301.41 DiegoZ120624 12/06/2024 8626 CC Charges $2,350.00 JerryA120624 12/06/2024 8636 CC Charges $90.00 KevinG120624 12/06/2024 5856 CC Charges $212.75 RobertG120624 12/06/2024 0760 CC Charges $705.63 TyB120624 12/06/2024 7739 CC Charges $1,536.41 SundariP120624 12/06/2024 9702 CC Charges $2,284.80 PamelaW120624 12/06/2024 7313 CC Charges $2,138.92 RobertK120624 12/06/2024 7858 CC Charges $746.90 UrsulaS120624 12/06/2024 2512 CC Charges $121.28 JimF120624 12/06/2024 2514 CC Charges $798.92 MelissaR120624 12/06/2024 0572 CC Charges $2,030.13 mariahg120624 12/06/2024 7882 CC CHARGES $828.75 BrantonC120624 12/06/2024 0233 CC Charges $704.55 AmandaH120624 12/06/2024 9326 CC Charges $1,762.99 KrisG120624 12/06/2024 6959 CC Charges $2,416.72 TommY120624 12/06/2024 3675 CC Charges $744.58 ReiD120624 12/06/2024 1409CC Charges $179.98 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $22,706.63 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $304.41 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $46.28 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $68.85 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $1,055.51 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $1,989.57 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $660.47 41477 01/03/2025 Open Accounts Payable WOWzy Creation Corp. dba First Place $1,404.67 Invoice Date Description Amount 96842 12/18/2024 Arts and Culture Commission 2024 Artist Awards $1,404.67 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,404.67 41478 01/03/2025 Open Accounts Payable Zoom Video Communications, Inc.$286.72 Invoice Date Description Amount INV285900407 12/22/2024 Zoom Webinar 1000 Monthly Dec 22, 2024 Jan 21, 2025 $286.72 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $286.72 Wednesday, January 8, 2025Pages: 12 of 13user: Vi Tran 64 Payment Register City of Cupertino From Payment Date: 12/28/2024 - To Payment Date: 1/3/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41480 01/02/2025 Open Accounts Payable SQUARE, INC.$70.00 Invoice Date Description Amount 2025-00000367 01/01/2025 SQUARE Team Plus 1/1/25-2/1/25 $70.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $70.00 Type EFT Totals:55 Transactions $284,473.10 Main Account - Main Checking Account Totals Checks Status Count Transaction Amount Reconciled Amount Open 26 $71,514.26 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 26 $71,514.26 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 55 $284,473.10 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 55 $284,473.10 $0.00 All Status Count Transaction Amount Reconciled Amount Open 81 $355,987.36 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 81 $355,987.36 $0.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 26 $71,514.26 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 26 $71,514.26 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 55 $284,473.10 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 55 $284,473.10 $0.00 All Status Count Transaction Amount Reconciled Amount Open 81 $355,987.36 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 81 $355,987.36 $0.00 Wednesday, January 8, 2025Pages: 13 of 13user: Vi Tran 65 RESOLUTION NO. 25-XXX A RESOLUTION OF THE CUPERTINO CITY COUNCIL RATIFYING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING JANUARY 17, 2025 WHEREAS, the Director of Administrative Services or their designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby ratify the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February, 2025 by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: SIGNED: ________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________ Kirsten Squarcia, City Clerk ________________________ Date 66 Resolution No. 25-XXX Page 2 CERTIFICATION The Finance Manager hereby certifies to the accuracy of said records and to the availability of funds for payment. CERTIFIED: Jonathan Orozco, Finance Manager 67 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 735919 01/17/2025 Open Accounts Payable Advantage Grafix $654.75 Invoice Date Description Amount 49147 12/20/2024 PW SR2S Use Plum Tree Loop Poster Sign $120.04 49153 12/20/2024 2025 Council Business Cards $534.71 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $654.75 735920 01/17/2025 Open Accounts Payable Alex Wykoff $100.00 Invoice Date Description Amount AK121224 12/12/2024 over paid for his retiree benefits $100.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $100.00 735921 01/17/2025 Open Accounts Payable ALHAMBRA $150.78 Invoice Date Description Amount 21589707 121924 12/19/2024 Employee Drinking Water for Service Center - Current Balance $135.88 14628570 122624 12/26/2024 Employee Drinking Water for BBF $14.90 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $150.78 735922 01/17/2025 Open Accounts Payable ALHAMBRA $63.78 Invoice Date Description Amount 4984902 122124 12/21/2024 Employee Drink Water - Sports Center $63.78 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $63.78 735923 01/17/2025 Open Accounts Payable ALHAMBRA $213.92 Invoice Date Description Amount 1984729 122124 12/21/2024 Employee Drinking Water for QCC - Current Balance Only $213.92 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $213.92 735924 01/17/2025 Open Accounts Payable AT & T $115.67 Invoice Date Description Amount 5558-122824 12/28/2024 960 731-7142 555 8 $115.67 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $115.67 735925 01/17/2025 Open Accounts Payable AT&T $9,392.95 Invoice Date Description Amount 000022719095 12/12/2024 9391069197 911 Telephone Lines 11/12/2024 - 12/11/2024 $216.92 000022714770 12/10/2024 9391051384 11/10/24-12/9/24 $1,622.39 000022718090 12/12/2024 9391023221 (408-253-9200) 11/12/24-12/11/24 $68.52 Tuesday, January 21, 2025Pages: 1 of 43user: Vi Tran 68 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 000022718092 12/12/2024 9391023223 11/12/24-12/11/24 $95.41 000022718186 12/12/2024 9391023218 (238-371-7141) 11/12/24-12/11/24 $64.10 000022718187 12/12/2024 9391023217 (237-361-8095) 11/12/24-12/11/24 $81.36 000022718188 12/12/2024 9391023216 (233-281-5494) 11/12/24-12/11/24 $65.68 000022718189 12/12/2024 9391023215 (233-281-4421) 11/12/24-12/11/24 $83.37 000022718089-0 12/12/2024 9391023228-City Clerk $32.33 000022718089-1 12/12/2024 9391023228-4082558166 - Service Center Admin $32.32 000022718089-2 12/12/2024 9391023228-City Hall $2,122.22 000022718089-3 12/12/2024 9391023228-Service Center $132.40 000022718089-4 12/12/2024 9391023228-Wilson Park $32.32 000022718089-5 12/12/2024 9391023228-Street Maintenance $32.48 000022718089-6 12/12/2024 9391023228-Monte Vista - 0720858144 $524.72 000022718089-7 12/12/2024 9391023228-BBF Golf - 0720858146 $427.76 000022718089-8 12/12/2024 9391023228-BBF Park - 0720858145 $427.76 000022718089-9 12/12/2024 9391023228-0720858348 -$427.76 000022718089-10 12/12/2024 9391023228-0720858349 - 10229 North Portal Avenue $427.76 000022718089-11 12/12/2024 9391023228-Teleconnect: BTN0720858350 $427.76 000022718089-12 12/12/2024 9391023228-720858352 $524.72 000022718089-13 12/12/2024 9391023228-Teleconnect: BTN0722762181 $524.72 000022718089-14 12/12/2024 9391023228-4084461114 - 10455 Miller Ave $32.32 000022718089-15 12/12/2024 9391023228-4084461126 - 19784 Wintergreen dr. $32.32 000022718089-16 12/12/2024 9391023228-4084461164 - 10299 N PORTAL AV $32.32 000022719057-0 12/12/2024 9391066758 - 4087771305 | | 10185 N STELLING RD - Secure FAX $21.29 000022719057-1 12/12/2024 9391066758 - 4087771306 | | 10185 N STELLING RD - Sheriff $21.15 000022719057-2 12/12/2024 9391066758 - 4087771307 | | 10185 N STELLING RD - Sheriff $21.15 000022719057-3 12/12/2024 9391066758 - 4087771311 | | 22221 MC CLELLAN RD - Environmental $26.22 000022719057-4 12/12/2024 9391066758 - 4087771318 | | 10555 MARY AV - Traffic Operating Ce $37.15 000022719057-5 12/12/2024 9391066758 - 4087771331 | | 21975 SAN FERNANDO AV - BBF- Kiosk A $21.65 000022719057-6 12/12/2024 9391066758 - 4087771340 | | 10555 MARY AV - Alarm- Service Cente $21.28 000022719057-7 12/12/2024 9391066758 - 4087771344 | | 21251 STEVENS CREEK BL - SEN - FAX $21.15 000022719057-8 12/12/2024 9391066758 - 4087771345 - CH- PG&E Meter $21.30 000022719057-9 12/12/2024 9391066758 - 4087771346 | | 21111 STEVENS CREEK BL - SPORTS Cent $21.30 000022719057-10 12/12/2024 9391066758 - 4087771348 | | 10555 MARY AV - Alarm- Service Cente $22.58 000022719057-11 12/12/2024 9391066758 - 4087771355 | | 10555 MARY AV - Mechanic Shop FAX $21.15 000022719057-12 12/12/2024 9391066758 - 4087773102 | | 10185 N STELLING RD - Museum/Spare $21.15 000022719057-13 12/12/2024 9391066758 - 4087773103 | | 10185 N STELLING RD - Museum/Spare $21.15 000022719057-14 12/12/2024 9391066758 - 4087773109 - FAX $21.15 Tuesday, January 21, 2025Pages: 2 of 43user: Vi Tran 69 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 000022719057-15 12/12/2024 9391066758 - 4087773112 | | 21111 STEVENS CREEK BL - SPORTS- Fir $22.46 000022719057-16 12/12/2024 9391066758 - 4087773113 | | 21111 STEVENS CREEK BL - SPORTS- Fir $21.46 000022719057-17 12/12/2024 9391066758 - 4087773137 | | 10185 N STELLING RD - FAX QCC $21.15 000022719057-18 12/12/2024 9391066758 - 4087773143 | | 21975 SAN FERNANDO AV - BBF - Retrea $21.78 000022719057-19 12/12/2024 9391066758 - 4087773145 | | 21975 SAN FERNANDO AV - BBF-Alarm Go $21.32 000022719057-20 12/12/2024 9391066758 - 4087773156 | | 21251 STEVENS CREEK BL - SEN- FAX Wo $21.15 000022719057-21 12/12/2024 9391066758 - 4087773164 | | 21111 STEVENS CREEK BL - Sports Fax $21.30 000022719057-22 12/12/2024 9391066758 - 4087773168 | | 21111 STEVENS CREEK BL - Sports Cent $21.30 000022719057-23 12/12/2024 9391066758 - 4087773254 | | 21975 SAN FERNANDO AV - BBF - Golf S $26.22 000022719057-24 12/12/2024 9391066758 - 4087773258 | | 21975 SAN FERNANDO AV - BBF- Alarm C $21.15 000022719057-25 12/12/2024 9391066758 - 4087773287 - Comm Hall - Alarm $21.48 000022719057-26 12/12/2024 9391066758 - 4087773288 - Comm Hall - Fire Alarm $21.70 000022719057-27 12/12/2024 9391066758 - 4087773293 - Comm Hall - Fire Alarm $21.15 000022719057-28 12/12/2024 9391066758 - 4087773302 | | 21251 STEVENS CREEK BL - SEN- Credit $21.15 000022719057-29 12/12/2024 9391066758 - 4087773305 | | 21251 STEVENS CREEK BL - SEN- Credit $21.15 000022719057-30 12/12/2024 9391066758 - 4087773317 - CH- Finance CC VISA $21.30 000022719057-31 12/12/2024 9391066758 - 4087773333 - CH- FAX downstairs $21.30 000022719057-32 12/12/2024 9391066758 - 4087773365 | | 21251 STEVENS CREEK BL - RNA FAX $21.15 000022719057-33 12/12/2024 9391066758 - 4087773369 | | 21251 STEVENS CREEK BL - SEN- Alarm $22.30 000022719057-34 12/12/2024 9391066758 - 4087773370 | | 21251 STEVENS CREEK BL - SEN- Alarm $21.40 000022719057-35 12/12/2024 9391066758 - 4087773372 | | 21251 STEVENS CREEK BL - Trane Modem $21.15 000022719057-36 12/12/2024 9391066758 - 4087773387 | | 10555 MARY AV - FAX or Alarm $21.15 000022719057-37 12/12/2024 9391066758 - 4087773388 | | 10555 MARY AV - FAX or Alarm $21.15 000022719057-38 12/12/2024 9391066758 - 4087773399 | | 10555 MARY AV - FAX $21.27 000022719057-39 12/12/2024 9391066758 - 4087773416 | | 21251 STEVENS CREEK BL - SEN- Cr Car $21.15 000022719057-40 12/12/2024 9391066758 - 4087773419 | | 21251 STEVENS CREEK BL - SEN- Cr Car $21.15 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $5,627.40 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $68.52 Tuesday, January 21, 2025Pages: 3 of 43user: Vi Tran 70 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $169.73 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $3,506.15 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $21.15 735926 01/17/2025 Open Accounts Payable Biggs Cardosa Associates $639.75 Invoice Date Description Amount 92270 12/05/2024 BPMP Construction Support through 11012024- 11302024 $639.75 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $639.75 735927 01/17/2025 Open Accounts Payable CALIFORNIA ACADEMY OF SICIENCES (MUSEUM) $1,656.75 Invoice Date Description Amount 1499395 01/10/2025 Senior Trip: 3/20/25 - California Academy of Science Trip $1,656.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,656.75 735928 01/17/2025 Open Accounts Payable California Water Services $6,262.21 Invoice Date Description Amount 1188-122324 12/23/2024 5606531188 11/21/24-12/20/24 $87.01 3333-122724 12/27/2024 5926633333 11/19/24-12/18/24 $6,175.20 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $6,262.21 735929 01/17/2025 Open Accounts Payable Catholic Charities of Santa Clara County $2,624.62 Invoice Date Description Amount CCOCDBGQ1FY2425 10/25/2024 Long Term Care Ombudsman (7/01/2024 - 9/30/2024)$2,624.62 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,624.62 735930 01/17/2025 Open Accounts Payable Chrisp Company $205,291.68 Invoice Date Description Amount 32534 12/30/2024 De Anza Blvd Buffered Bike Lane $205,291.68 Paying Fund Cash Account Amount 420 - Capital Improvement Fund 420 100-100 (Cash & Investments Assets Operating Cash) $205,291.68 735931 01/17/2025 Open Accounts Payable CINTAS CORP $2,808.54 Invoice Date Description Amount 4216363934 12/31/2024 Service Center - Uniform Safety Apparel $1,404.27 4217033931 01/07/2025 Service Center - Uniform Safety Apparel $1,404.27 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,808.54 Tuesday, January 21, 2025Pages: 4 of 43user: Vi Tran 71 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 735932 01/17/2025 Open Accounts Payable COAST COUNTIES PETERBILT $92.68 Invoice Date Description Amount 01237861P 01/07/2025 Fleet- Lube Filter $92.68 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $92.68 735933 01/17/2025 Open Accounts Payable County of Santa Clara $300.00 Invoice Date Description Amount EXC-2024-002 12/20/2024 Notice of Exemption filing for Permit # EXC-2024-002 $50.00 MCA-2023-002 12/20/2024 Notice of Exemption filing for Permit # MCA-2023-002 $50.00 MCA-2024-002 12/20/2024 Notice of Exemption filing for Permit # MCA-2024-002 $50.00 R-2024-015 RM-20 12/20/2024 Notice of Exemption filing for Permit # R-2024-015 RM-2024-013 $50.00 RM-2024-014 12/20/2024 Notice of Exemption filing for Permit # RM-2024-014 $50.00 RM-2024-024 12/20/2024 Notice of Exemption filing for Permit # RM-2024-024 $50.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $300.00 735934 01/17/2025 Open Accounts Payable County of Santa Clara -Office of the Sheriff $170.00 Invoice Date Description Amount 1800091989 12/17/2024 LIVE SCAN SVCS OCT 24 $170.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $170.00 735935 01/17/2025 Open Accounts Payable County of Santa Clara-CEPA $81,737.87 Invoice Date Description Amount HHW121024 12/10/2024 Household Hazardous Waste FY24 Total Amount $81,737.87 Paying Fund Cash Account Amount 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $81,737.87 735936 01/17/2025 Open Accounts Payable Data Ticket, Inc.$44.00 Invoice Date Description Amount 172921 12/31/2024 Online access to citation processing-November 2024 $44.00 Paying Fund Cash Account Amount 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $44.00 735937 01/17/2025 Open Accounts Payable DEPARTMENT OF JUSTICE $160.00 Invoice Date Description Amount 780262 12/04/2024 FINGERPRINT APPS DEC24 $160.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $160.00 735938 01/17/2025 Open Accounts Payable Eva Olsen $1,000.00 Invoice Date Description Amount 01082025 01/08/2025 Arts & Culture Commission Distinguished Artist Award Eva Olsen $1,000.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 5 of 43user: Vi Tran 72 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,000.00 735939 01/17/2025 Open Accounts Payable FEDEX $103.21 Invoice Date Description Amount 8-724-75515 12/27/2024 Shipping - PW $73.76 8-717-83633 12/20/2024 Shipping - PW - Box $29.45 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $73.76 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $29.45 735940 01/17/2025 Open Accounts Payable Foster Brothers Security Systems $1,921.00 Invoice Date Description Amount 7790 12/27/2024 Facilities- Sliding Glass Door Repair $175.00 7820 12/29/2024 Facilities- Cut Keys $1,746.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,571.80 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $349.20 735941 01/17/2025 Open Accounts Payable HOME DEPOT CREDIT SERVICES $5,696.47 Invoice Date Description Amount 8525835 12/04/2024 Facilities - Ty B Repair Kit, Straps, Conduit, Pip Clamp, Blade $307.69 9602825 12/03/2024 Facilities - Michael Chandler Splice Connector $23.65 100546 12/02/2024 Facilities - Travis W purchased for Ty B Steel Edger, Broom $34.61 9014056 12/03/2024 Facilities - Ty B Screw, Coupling, Conduit $329.65 9203321 12/03/2024 Facilities - Ty B Credit for Return Lineguard 4.5 ($139.72) 9203320 12/03/2024 Facilities - Ty B Credit for Return Lineguard 4.5 ($139.72) 6526219 12/06/2024 Facilities - Ty B Screw, Saw, Wrench $127.40 3604734 12/09/2024 Facilities - Robert G Ant & Term Killer, Screw, Great Stuff $210.21 7391302 12/05/2024 Streets - Michael Kimball Fence Post, Mix $438.93 7182020 12/05/2024 Streets - Michael Kimball Credit for Receipt# 7391302 ($27.35) 2605254 12/10/2024 Facilities - Michael Chandler Coupling Brass $5.00 1015143 12/11/2024 Facilities - Ty B Trim Kit, Screw, Nail Puller, Claw Bar, $549.35 1035363 12/11/2024 Trees/ROW - Ricardo A Aluminum Post $1.56 2015057 12/10/2024 Trees/ROW - Ricardo A Fence Post, Latch $35.77 2617560 12/10/2024 Facilities - Bart Puller Assembly, Faucet Grease $46.81 3617291 12/09/2024 Grounds - Travis Lumber Premium FIR $39.53 3617292 12/09/2024 Grounds - Travis Top Handle Saw $327.03 35434 12/12/2024 Facilities - Ty B Knife, Snap Blade, Lumber $346.70 9010180 12/13/2024 Trees/ROW - James S Lattice, Rail, Stakes $136.52 6633852 12/16/2024 Facilities- Ty B Joint Comp Pail, Dry Wall Corner Tool, Tape $43.44 5520078 12/17/2024 Facilities- Ty B Nailer, Fasteners, Nails $298.78 1605306 12/11/2024 Grounds- Travis W Face Shield, Glasses $111.84 5619307 12/17/2024 Facilities- Robert G White Aerosol, Tape, Molding $123.81 Tuesday, January 21, 2025Pages: 6 of 43user: Vi Tran 73 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 4607603 12/18/2024 Facilities- Domingo S Assembly, Strainer, Silicone, Sealant.... $44.32 4093681 12/18/2024 Facilities- Ty B Poly Roller, Sander Heads, Refrigerator $827.99 0381444 12/12/2024 Grounds-Paul S Hex Bolts, Latex Brushes, Flap Discs, Metal Cut.. $385.46 0414031 12/12/2024 Grounds- Paul S Hex Nuts, Hex Bolt $37.83 6619176 12/16/2024 Grounds- Travis W Hex Nut, Adhesive, Bolt $71.61 5370031 12/17/2024 Grounds- Kevin G Quikrete, Staples, Washer, Screw $97.35 1605307 12/11/2024 Grounds- Travis W Tape Measure, Arm Hanger, Mech. Set, Shears... $658.25 3619845 12/19/2024 Facilities- Ty B Prograde Popcorn Ceiling $95.08 2610052 12/20/2024 Facilities- Ty B Prograde Knockdown Ceiling Text $104.05 9515509 12/23/2024 Facilities- Domingo S Microfiber Cloths, Masking Paper, Tape.... $49.75 9011632 12/23/2024 Street- Dan B Ratchet, EZ-Reach Penetrant, Scour Pad $93.29 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,363.61 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $54.76 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $450.11 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $827.99 735942 01/17/2025 Open Accounts Payable HUICHEN LIN $840.70 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $840.70 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $840.70 735943 01/17/2025 Open Accounts Payable Jessica Audrey Kwandou $750.00 Invoice Date Description Amount 01082025 01/08/2025 Arts & Culture Commission Emerging Artist Award Jessica Kwandou $750.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $750.00 735944 01/17/2025 Open Accounts Payable LIFE FITNESS $10,538.84 Invoice Date Description Amount 7869741 12/06/2024 AXIOM BICEPS CURL/TRICEPS EXTENSION sales tax $10,538.84 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $10,538.84 735945 01/17/2025 Open Accounts Payable M T Tire Service $4,184.27 Invoice Date Description Amount 33593 12/11/2024 Fleet- Vehicle#491 Tire Estimate 1196 $1,989.61 33497 12/11/2024 Fleet- Vehicle#450 Tire Estimate 1189 $948.26 Tuesday, January 21, 2025Pages: 7 of 43user: Vi Tran 74 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 33496 12/11/2024 Fleet- Vehicle#479 Tire Estimate 1188 $1,246.40 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $4,184.27 735946 01/17/2025 Open Accounts Payable Michele Westlaken $212.80 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $212.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $212.80 735947 01/17/2025 Open Accounts Payable MING FEN LEE $1,014.30 Invoice Date Description Amount 010325 01/03/2025 November-December 2024 Classes $1,014.30 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,014.30 735948 01/17/2025 Open Accounts Payable Mood Media $43.14 Invoice Date Description Amount 58652850 01/01/2025 MOOD MEDIA Recurring Services from 01-JAN-25 to 31-JAN-25 $43.14 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $43.14 735949 01/17/2025 Open Accounts Payable Napa Auto Parts $45.95 Invoice Date Description Amount 738468 12/18/2024 Fleet- Credit for Invoice#5213- 738340 ($54.00) 739632 01/08/2025 Fleet- Sensor Valve $99.95 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $45.95 735950 01/17/2025 Open Accounts Payable O'Reilly Auto Parts $43.63 Invoice Date Description Amount 2591-413482 01/03/2025 Fleet- Bluedef $43.63 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $43.63 735951 01/17/2025 Open Accounts Payable Occupational Training Institute $6,258.78 Invoice Date Description Amount OTI-3417 01/07/2025 Foothill Internship Agr. - Intern Services - Mark Shen July 2024 $1,818.84 OTI-3425 01/07/2025 Foothill Internship Agr. - Intern Services - Mark Shen Aug. 2024 $1,324.62 OTI-3433 01/07/2025 Foothill Internship Agr. - Intern Services - Mark Shen Sep. 2024 $1,520.87 OTI-3441 01/07/2025 Foothill Internship Agr. - Intern Services - Mark Shen Oct. 2024 $1,594.45 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 8 of 43user: Vi Tran 75 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $6,258.78 735952 01/17/2025 Open Accounts Payable Parts Authority, LLC $59.22 Invoice Date Description Amount 914017 01/02/2025 Fleet- Exide Battery $100.78 80403 01/02/2025 Fleet- Credit for Inv#882880 & Inv#613119 ($41.56) Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $59.22 735953 01/17/2025 Open Accounts Payable PG&E $117.81 Invoice Date Description Amount 4212-122624 12/26/2024 3535370421-2 11/18/24-12/18/24 $117.81 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $117.81 735954 01/17/2025 Open Accounts Payable PG&E $334.34 Invoice Date Description Amount 0349-122424 12/24/2024 3042033034-9 11/16/24-12/17/24 $334.34 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $334.34 735955 01/17/2025 Open Accounts Payable PG&E $235.40 Invoice Date Description Amount 8413-122724 12/27/2024 4685859841-3 11/19/24-12/19/24 $235.40 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $235.40 735956 01/17/2025 Open Accounts Payable PG&E $383.24 Invoice Date Description Amount 5875-121924 12/19/2024 2012160587-5 11/17/24-12/18/24 $383.24 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $383.24 735957 01/17/2025 Open Accounts Payable PG&E $243.91 Invoice Date Description Amount 9785-122724 12/27/2024 2016881978-5 11/18/24-12/18/24 $243.91 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $243.91 735958 01/17/2025 Open Accounts Payable PG&E $1,121.29 Invoice Date Description Amount 6480-123024 12/30/2024 5587684648-0 11/21/24-12/22/24 $1,121.29 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,121.29 Tuesday, January 21, 2025Pages: 9 of 43user: Vi Tran 76 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 735959 01/17/2025 Open Accounts Payable PG&E $269.75 Invoice Date Description Amount 7100-121324 12/13/2024 7166121710-0 11/5/24-12/5/24 $269.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $269.75 735960 01/17/2025 Open Accounts Payable PG&E $62,003.48 Invoice Date Description Amount 0092-122724-0 12/27/2024 0116367401 - MILLER W/S NORTH OF GREENWOOD $21.17 0092-122724-1 12/27/2024 0116367359 - HOMESTEAD & HERON $81.92 0092-122724-2 12/27/2024 0116367150 - HOMESTEAD & WOLFE RD $135.04 0092-122724-3 12/27/2024 0116367155 - HOMESTEAD & BLANEY $83.73 0092-122724-4 12/27/2024 0116367275 - HOMESTEAD & TANTAU $128.76 0092-122724-5 12/27/2024 0112017763 - 11370 S STELLING RD $9.62 0092-122724-6 12/27/2024 0116644889 - 19500 PRUNERIDGE AVE POLE TP16660 $9.62 0092-122724-7 12/27/2024 0118007511 - 21834 CORTE MADERA LN $5.86 0092-122724-8 12/27/2024 0110161867 - W/S OF WOLFE RD @ APPLE CAMPUS DRIVEWAY $92.81 0092-122724-9 12/27/2024 0116367793 - GREENLEAF DR, FLORA VISTA AVE, GLENCOE DR, N $825.88 0092-122724-10 12/27/2024 0115145264 - 2018-12 RANDY LANE & LARRY WAY - STREETLIGHTS $67.76 0092-122724-11 12/27/2024 0111736580 - SPM - SF CUPERTINO 075 $5.81 0092-122724-12 12/27/2024 0116367357 - N DE ANZA BLVD 188 FT $19.90 0092-122724-13 12/27/2024 0116367907 - S/W COR STELLING & $112.89 0092-122724-14 12/27/2024 0116367113 - MILLER E/S 100N OFF $103.31 0092-122724-15 12/27/2024 0116367836 - DE ANZA BLVD E/S S/O $10.18 0092-122724-16 12/27/2024 0116367677 - DE ANZA & LAZANEO $10.18 0092-122724-17 12/27/2024 0116367025 - DE ANZA & LAZANEO DR $111.74 0092-122724-18 12/27/2024 0110659172 - N DE ANZA BLVD 455 FT $15.00 0092-122724-19 12/27/2024 0116367035 - DEANZA BLVD & MARIANI $139.24 0092-122724-20 12/27/2024 0116367045 - DEANZA BLVD @HWY 280 $133.85 0092-122724-21 12/27/2024 0116367050 - NW COR STEVENS CRK $107.66 0092-122724-22 12/27/2024 0116367055 - SAICH WY @ STEVENS CRK NE CORNER $95.99 0092-122724-23 12/27/2024 0116367060 - E37R0 STEVENS CREEK & $149.55 0092-122724-24 12/27/2024 0116367065 - STEVENS CREEK BLVD E/ $10.97 0092-122724-25 12/27/2024 0116367070 - STEVENS CREEK @ BLANEY AVE $124.54 0092-122724-26 12/27/2024 0116367075 - VALLCO PKWY @ $88.05 0092-122724-27 12/27/2024 0116367090 - WOLFE @ VALLCO PKWY $134.38 0092-122724-28 12/27/2024 0116367100 - E37H3 WOLFE & 280 $140.95 0092-122724-29 12/27/2024 0116367105 - STEVENS CRK & WOLFE RD $186.04 0092-122724-30 12/27/2024 0116367110 - SW COR STEVENS CRK & $115.15 0092-122724-31 12/27/2024 0116367115 - STEVENS CRK @PERIMETER RD $116.38 0092-122724-32 12/27/2024 0116367120 - VALLCO PARKWAY/TANTAU AVE $122.93 0092-122724-33 12/27/2024 0116367125 - STEVENS CRK & TANTAU $126.79 0092-122724-34 12/27/2024 0116367130 - NW COR STEVEN CRK AND $117.50 0092-122724-35 12/27/2024 0116367782 - N/S STEVENS CREEK BLVD $10.18 Tuesday, January 21, 2025Pages: 10 of 43user: Vi Tran 77 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 0092-122724-36 12/27/2024 0116367001 - E37H4 WOLFE & RTE 280 $77.08 0092-122724-37 12/27/2024 0116367165 - S/E WOLFE-PRUNRIDGE $141.34 0092-122724-38 12/27/2024 0116367170 - 10350 N TANTAU AVE / TRAFFIC PEDESTAL $123.54 0092-122724-39 12/27/2024 0116367175 - S/E COR PRUNERIDGE & $103.18 0092-122724-40 12/27/2024 0116367180 - FINCH & STEVENS CREEK $137.28 0092-122724-41 12/27/2024 0116367185 - WOLFE RD 500 FT $38.87 0092-122724-42 12/27/2024 0116367195 - CRNR MILLER & PHIL LN $102.09 0092-122724-43 12/27/2024 0116367200 - HOMESTEAD @DEANZA BLVD $153.51 0092-122724-44 12/27/2024 0116367205 - HOMESTEAD RD $97.56 0092-122724-45 12/27/2024 0116367215 - N/RAMP DE ANZA BLVD $121.30 0092-122724-46 12/27/2024 0116367220 - HOMESTEAD RD & BLUE JAY $100.45 0092-122724-47 12/27/2024 0116367225 - WS PORTAL BTW AMHURST- $292.91 0092-122724-48 12/27/2024 0114321565 - 22601 VOSS AVE $1,045.01 0092-122724-49 12/27/2024 0116367925 - 22601 VOSS AVE $16.29 0092-122724-50 12/27/2024 0116367245 - STEVENS CREEK BLVD & $18.94 0092-122724-51 12/27/2024 0116367269 - COR/LUCILLE & RANDY LN $12.54 0092-122724-52 12/27/2024 0116367255 - LUCILLE & VILLA DE ANZA $384.71 0092-122724-53 12/27/2024 0116367815 - 19784 WINTERGREEN DR $839.27 0092-122724-54 12/27/2024 0116367280 - STEVENS CREEK BLVD & 150 $117.81 0092-122724-55 12/27/2024 0116367290 - STEVENS CRK & MARY AVE 10 $115.94 0092-122724-56 12/27/2024 0116367408 - STEVENS CREEK BL & $86.21 0092-122724-57 12/27/2024 0116367625 - STEVENS CREEK BLVD $10.18 0092-122724-58 12/27/2024 0116367902 - 10246 PARKSIDE LN $339.45 0092-122724-59 12/27/2024 0116367628 - NW COR ALPINE DR & $10.18 0092-122724-60 12/27/2024 0116367476 - SALEM AVE @ FOOTHILL BLVD $10.18 0092-122724-61 12/27/2024 0116367527 - FOOTHILL BLVD 200' N/O $10.18 0092-122724-62 12/27/2024 0116367740 - CARMEN RD @ STEVENS $11.76 0092-122724-63 12/27/2024 0112570652 - FOOTHILL BLVD 150' N/O $28.11 0092-122724-64 12/27/2024 0116367370 - STEVENS CREEK BLVD & $15.28 0092-122724-65 12/27/2024 0116367380 - NE CORNER PENINSULA & 150 $118.08 0092-122724-66 12/27/2024 0116367385 - END/STOKES W/ $12.56 0092-122724-67 12/27/2024 0116367395 - N/E COR FOOTHILL AND $102.84 0092-122724-68 12/27/2024 0116367067 - STONYDALE DR @ $161.07 0092-122724-69 12/27/2024 0116367071 - LINDA VISTA DR $26.18 0092-122724-70 12/27/2024 0116367648 - LINDA VISTA PARK $269.58 0092-122724-71 12/27/2024 0116367455 - E37R9 RODRIGUEZ & $126.42 0092-122724-72 12/27/2024 0116367656 - SCOFIELD & DE ANZA $13.48 0092-122724-73 12/27/2024 0116367465 - DE ANZA BLVD AND $12.18 0092-122724-74 12/27/2024 0116367475 - FOOTHILL AND STEVENS CREEK $112.07 0092-122724-75 12/27/2024 0116367447 - STELLING RD MEDIAN $12.87 0092-122724-76 12/27/2024 0116367236 - STELLING RD MEDIAN $13.13 0092-122724-77 12/27/2024 0116367505 - STEVENS CRK & STELLING $69.09 0092-122724-78 12/27/2024 0116367510 - BUBB RD & RESULTS WY $91.06 0092-122724-79 12/27/2024 0116367515 - BUBB RD & MC CLELLAN $154.99 0092-122724-80 12/27/2024 0116367520 - STELLING RD/PEPPERTREE $92.41 0092-122724-81 12/27/2024 0116367525 - STELLING & MC CLELLAN $132.12 0092-122724-82 12/27/2024 0116367530 - ORANGE AVE & STVNS CRK $77.96 0092-122724-83 12/27/2024 0116367493 - DUMAS DR-JOLLYMAN PARK $399.71 Tuesday, January 21, 2025Pages: 11 of 43user: Vi Tran 78 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 0092-122724-84 12/27/2024 0116367545 - SARATOGA-SUNNYVALE RD @ RAINBOW $113.63 0092-122724-85 12/27/2024 0116367550 - W/S SARA-SVLE RD AT $101.35 0092-122724-86 12/27/2024 0116367560 - S/E COR DE ANZA & $140.95 0092-122724-87 12/27/2024 0116367570 - DE ANZA BLVD AND $12.18 0092-122724-88 12/27/2024 0116367585 - RAINBOW & STELLING $95.50 0092-122724-89 12/27/2024 0116367559 - 21011 PROSPECT RD $10.18 0092-122724-90 12/27/2024 0116367685 - RUPPELL PL & MOLTZEN DR $74.64 0092-122724-91 12/27/2024 0116367360 - 10300 AINSWORTH DR $10.18 0092-122724-92 12/27/2024 0116367630 - 22100 STEVENS CREEK BLVD $401.05 0092-122724-93 12/27/2024 0116367375 - 10710 STOKES AVE $51.86 0092-122724-94 12/27/2024 0116367044 - 10555 MARY AVE $1,384.66 0092-122724-95 12/27/2024 0116367568 - 10555 MARY AVE $390.60 0092-122724-96 12/27/2024 0116367474 - 10500 ANN ARBOR AVE $18.54 0092-122724-97 12/27/2024 0114315284 - 21975 SAN FERNANDO AVE $2,798.82 0092-122724-98 12/27/2024 0116367171 - 10155 BARBARA LN $19.97 0092-122724-99 12/27/2024 0116367587 - 10430 S DE ANZA BLVD $59.21 0092-122724-100 12/27/2024 0116367449 - 10350 TORRE AVE $3,991.28 0092-122724-101 12/27/2024 0116367145 - 10300 TORRE AVE $8,845.59 0092-122724-102 12/27/2024 0116367437 - 10455 MILLER AVE $1,196.65 0092-122724-103 12/27/2024 0116367988 - 21710 MCCLELLAN RD $10.18 0092-122724-104 12/27/2024 0116367484 - 20220 SUISUN DR $26.94 0092-122724-105 12/27/2024 0116367763 - 10630 S DE ANZA BLVD $67.93 0092-122724-106 12/27/2024 0116367332 - 821 BUBB RD # B $130.50 0092-122724-107 12/27/2024 0116367274 - 1170 YORKSHIRE DR $10.18 0092-122724-108 12/27/2024 0116367013 - 1486 S STELLING RD $10.18 0092-122724-109 12/27/2024 0116367941 - 7548 DONEGAL DR $12.49 0092-122724-110 12/27/2024 0116367840 - 10185 N STELLING RD $14,106.82 0092-122724-111 12/27/2024 0116367285 - 21111 STEVENS CREEK BLVD $9,597.33 0092-122724-112 12/27/2024 0116367477 - 21121 STEVENS CREEK BLVD $2,933.91 0092-122724-113 12/27/2024 0113736756 - 21251 STEVENS CREEK BLVD $4,592.07 0092-122724-114 12/27/2024 0116367590 - SARATOGA SUNNYVALE RD $96.22 0092-122724-115 12/27/2024 0116367605 - E37C1 PROSPECT & $117.92 0092-122724-116 12/27/2024 0116367610 - E37R6 KENTWOOD $106.73 0092-122724-117 12/27/2024 0116367615 - FALLENLEAF LN & DE ANZA BLVD $117.55 0092-122724-118 12/27/2024 0116367620 - S. DE ANZA BL & SHARON DR $19.41 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $52,005.10 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $401.05 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $9,597.33 735961 01/17/2025 Open Accounts Payable PG&E $28,841.37 Invoice Date Description Amount 1715-121924 12/19/2024 4993063171-5 12/17/14-1/15/15 $28,841.37 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $28,841.37 Tuesday, January 21, 2025Pages: 12 of 43user: Vi Tran 79 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 735962 01/17/2025 Open Accounts Payable Rebel Sun $51.90 Invoice Date Description Amount 24-409 12/03/2024 Aputure - Spotlight Mount with 36° Lens $51.90 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $51.90 735963 01/17/2025 Open Accounts Payable Royal Coach Tours $2,593.00 Invoice Date Description Amount 31118 12/18/2024 Charter 32163: 12/18/24 - Hamilton Trip $1,262.00 31250 01/08/2025 Charter 32904: 1/8/25 - Some Like It Hot Trip $1,331.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,593.00 735964 01/17/2025 Open Accounts Payable Rupa Narayanan $453.60 Invoice Date Description Amount 010325 01/03/2025 November-December 2024 Classes $453.60 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $453.60 735965 01/17/2025 Open Accounts Payable San Jose Water Company $22,090.72 Invoice Date Description Amount SJW120224-0 12/02/2024 0251610000-1 - 19500 Calle De Barcelona $116.87 SJW120224-1 12/02/2024 1649600000-7 - Barrington Bridge Lane $382.93 SJW120224-2 12/02/2024 2628900000-7 - Farallone Dr.LS $4,185.26 SJW120224-3 12/02/2024 8148220000-3 - Sterling BL LS(Sterlinig BarnhartPk)$415.86 SJW122624-0 12/26/2024 0573900000-7 - 22120 Stevens Creek Blvd $121.67 SJW122624-1 12/26/2024 3688120000-4 - Mary Ave Footbridge $230.36 SJW122624-2 12/26/2024 3872100000-8 - Park Canyon Oak Wy $487.21 SJW122624-3 12/26/2024 6287875324-3 - 22241 McClellan Rd (Simms)$308.10 SJW122624-4 12/26/2024 6875120000-4 - 21979 San Fernando Av $330.24 SJW122624-5 12/26/2024 7112900000-7 - Oak Valley Rd $215.60 SJW122624-6 12/26/2024 7523510000-7 - Oak Valley Road LS $230.36 SJW122624-7 12/26/2024 9118810000-1 - 21121 Stevens Ck Bl Ls $465.07 SJW122624-8 12/26/2024 4299057897-5 - Alhambra Ave $665.50 SJW122724-0 12/27/2024 0068410000-1 - 22221 McClellan 8302 $3,380.39 SJW122724-1 12/27/2024 0134100000-6 - 8303 Memorial Park $760.67 SJW122724-2 12/27/2024 0345710000-0 - Alderbrook Ln.FS $182.89 SJW122724-3 12/27/2024 0677310000-0 - 10300 Torre Ave LS (Comm.Hall)$312.85 SJW122724-4 12/27/2024 1198300000-8 - 21979 San Fernando Ave. 6620 (Trail Restroom) $332.66 SJW122724-5 12/27/2024 1250520000-1 - 6620 Blackberry/Snack $2,162.77 SJW122724-6 12/27/2024 1332100000-5 - Hyde Avenue $810.74 SJW122724-7 12/27/2024 1444810000-9 - Hyannisport Dr. LS $742.29 SJW122724-8 12/27/2024 1735700000-3 - 8303 Memorial Park Restroom $421.21 SJW122724-9 12/27/2024 1787904559-3 - 22221 McClellan 8302 $215.89 SJW122724-10 12/27/2024 1832500000-0 - Ruppell PL LS $334.98 SJW122724-11 12/27/2024 1836700000-9 - 8322 Mary Mini Park $332.66 SJW122724-12 12/27/2024 1987700000-0 - Alderbrook Ln LS $1,975.87 SJW122724-13 12/27/2024 2228610000-7 - 21111 Stevens Crk LS $406.45 Tuesday, January 21, 2025Pages: 13 of 43user: Vi Tran 80 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference SJW122724-14 12/27/2024 2243500000-9 - 10300 Ainsworth Dr.LS $886.12 SJW123024-0 12/30/2024 5122900000-8 - Portable Meter - Trees & ROW $677.25 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $21,219.20 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $871.52 735966 01/17/2025 Open Accounts Payable San Jose Water Company $704.27 Invoice Date Description Amount 7329-12302024 12/30/2024 0645365732-9 Streets Division 11.21.24 to 12.28.24 $704.27 Paying Fund Cash Account Amount 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $704.27 735967 01/17/2025 Open Accounts Payable San Jose Water Company $22,513.45 Invoice Date Description Amount 11302024 12/17/2024 Water System Upgrades $22,513.45 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $22,513.45 735968 01/17/2025 Open Accounts Payable Sharp Electronics Corporation $701.18 Invoice Date Description Amount 9005160340 01/04/2025 Sharp Maintenance Agreement for MFP support 1/1/25 - 1/31/25 $350.59 9005151265 12/31/2024 Sharp Maintenance Agreement for MFP support 12/01/24 to 12/31/24 $350.59 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $701.18 735969 01/17/2025 Open Accounts Payable SHI International Corp $36,324.66 Invoice Date Description Amount B19169785 12/18/2024 FY25 DarkTrace SaaS platform 2/1/25-1/31/26 $36,324.66 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $36,324.66 735970 01/17/2025 Open Accounts Payable State Water Resources Control Board $563.00 Invoice Date Description Amount WD-0275157 12/04/2024 Regnart Creek Trail Project Annual Permit Fee $563.00 Paying Fund Cash Account Amount 420 - Capital Improvement Fund 420 100-100 (Cash & Investments Assets Operating Cash) $563.00 735971 01/17/2025 Open Accounts Payable Sue and Kathy Line Dance $4,144.00 Invoice Date Description Amount 010325 01/03/2025 November-December 2024 Classes $4,144.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,144.00 Tuesday, January 21, 2025Pages: 14 of 43user: Vi Tran 81 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 735972 01/17/2025 Open Accounts Payable T-MOBILE $104.46 Invoice Date Description Amount 4158-122224 12/22/2024 966594158-122224 $104.46 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $104.46 735973 01/17/2025 Open Accounts Payable THE PERMANENTE MEDICAL GROUP INC. $222.00 Invoice Date Description Amount 1000733673 12/12/2024 OHSS PREPLACEMENT PHYSICAL EXAM, HEP B, BLOOD COLLECTION $222.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $222.00 735974 01/17/2025 Open Accounts Payable TransUnion Risk and Alternative $165.00 Invoice Date Description Amount 6110432-202412-1 01/01/2025 Tlo 12/01/2024 - 12/31/2024 $165.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $165.00 735975 01/17/2025 Open Accounts Payable TUCKER CONSTRUCTION INC $1,660.65 Invoice Date Description Amount 33463 12/20/2024 Encampment Abatement Services: Job 24-270, Saich Way $1,660.65 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,660.65 735976 01/17/2025 Open Accounts Payable USA Prancer Development, Inc $500.00 Invoice Date Description Amount 120624 12/06/2024 January BDB 2025 Entertainment Performance $500.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $500.00 735977 01/17/2025 Open Accounts Payable WhenToWork, LLC $1,341.00 Invoice Date Description Amount 2790041015012PRO 01/06/2025 WhenToWork Subscription for Part Time Scheduling $1,341.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,341.00 735978 01/17/2025 Open Accounts Payable WILBUR-ELLIS COMPANY LLC $1,782.45 Invoice Date Description Amount 16916785 12/26/2024 Grounds- Sureguard $1,286.04 16916784 12/26/2024 Trees/ROW- Roundup Promax $496.41 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,782.45 Tuesday, January 21, 2025Pages: 15 of 43user: Vi Tran 82 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 735979 01/17/2025 Open Accounts Payable 1416-1428 Castro Street LLC $174.00 Invoice Date Description Amount CSL121924 01/09/2025 customer doesn’t need a Cupertino BL and he applied by mistake $174.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $174.00 735980 01/17/2025 Open Accounts Payable Alexander Doherty $48.00 Invoice Date Description Amount AD111824 11/18/2024 Recruitment Reimbursement $48.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $48.00 735981 01/17/2025 Open Accounts Payable DESIREE LUCIANY $559.15 Invoice Date Description Amount 350408 01/07/2025 REFUND 19500 PRUNERIDGE AVE APT 7111 BLD- 2024-2595 $559.15 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $559.15 735982 01/17/2025 Open Accounts Payable Fang, Yiming $150.00 Invoice Date Description Amount 01082025 01/08/2025 2024 AACC Young Artist Group A Platinum Award Yiming Fang $150.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $150.00 735983 01/17/2025 Open Accounts Payable KWONG, CEDRIC $75.00 Invoice Date Description Amount KWONG12202024 12/20/2024 Livescan Reimbursement $75.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $75.00 735984 01/17/2025 Open Accounts Payable Li, Cynthia $150.00 Invoice Date Description Amount 01082025 01/08/2025 2024 AACC Young Artist Group B Platinum Award Cynthia Li $150.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $150.00 735985 01/17/2025 Open Accounts Payable LYN, KRISTEN $525.00 Invoice Date Description Amount 2005206.012 12/19/2024 SPORTS CENTER (12/19/2024) ACCT. CREDIT REFUND $525.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $525.00 Tuesday, January 21, 2025Pages: 16 of 43user: Vi Tran 83 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 735986 01/17/2025 Open Accounts Payable MANNE, VENKATA $90.00 Invoice Date Description Amount 2005211.012 01/03/2025 SPORTS CENTER (01/02/2025) ACCT. CREDIT REFUND $90.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $90.00 735987 01/17/2025 Open Accounts Payable MEHTA, ANSHUL $60.00 Invoice Date Description Amount 2005212.012 01/03/2025 SPORTS CENTER (01/02/2025) ACCT. CREDIT REFUND $60.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $60.00 735988 01/17/2025 Open Accounts Payable MENG, HONGMEI $37.50 Invoice Date Description Amount 2005213.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $37.50 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $37.50 735989 01/17/2025 Open Accounts Payable MENG, JULIA $56.00 Invoice Date Description Amount 2005214.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $56.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $56.00 735990 01/17/2025 Open Accounts Payable MILSHTEYN, KOSTYANTYN $90.00 Invoice Date Description Amount 2005215.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $90.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $90.00 735991 01/17/2025 Open Accounts Payable MOHAPATRA, SONY $70.00 Invoice Date Description Amount 2005216.012 01/03/2025 SPORTS CENTER (01/03.2025) ACCT. CREDIT REFUND $70.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $70.00 735992 01/17/2025 Open Accounts Payable MOLOTSI, MICHELLE $233.00 Invoice Date Description Amount 2005217.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $233.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 17 of 43user: Vi Tran 84 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $233.00 735993 01/17/2025 Open Accounts Payable MOTGI, MAYUR $90.00 Invoice Date Description Amount 2005218.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $90.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $90.00 735994 01/17/2025 Open Accounts Payable MUKKALA, SATHYANARAYANA $30.00 Invoice Date Description Amount 2005219.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $30.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $30.00 735995 01/17/2025 Open Accounts Payable NAGAMONEY, SIVACHITRA $48.00 Invoice Date Description Amount 2005220.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $48.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $48.00 735996 01/17/2025 Open Accounts Payable NARASIMHARAJAN, MALA $45.00 Invoice Date Description Amount 2005221.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $45.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $45.00 735997 01/17/2025 Open Accounts Payable NAYAK, VIKRAM $30.00 Invoice Date Description Amount 2005222.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $30.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $30.00 735998 01/17/2025 Open Accounts Payable NG, YELAYNE $360.00 Invoice Date Description Amount 2005223.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $360.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $360.00 735999 01/17/2025 Open Accounts Payable NIELSEN, ANDREW $90.00 Invoice Date Description Amount 2005224.012 01/03/2025 SPORTS CENTER (01/03/2025) ACCT. CREDIT REFUND $90.00 Tuesday, January 21, 2025Pages: 18 of 43user: Vi Tran 85 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $90.00 736000 01/17/2025 Open Accounts Payable PHILLIPS MECHANICAL INC $424.34 Invoice Date Description Amount 350618 12/19/2024 REFUND 20656 CELESTE CIR BLD-2024-2647 WITHDRAWN $424.34 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $424.34 736001 01/17/2025 Open Accounts Payable THE ENERGUY $174.00 Invoice Date Description Amount TEG112524 01/09/2025 customer applied two licenses for the same business $174.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $174.00 736002 01/17/2025 Open Accounts Payable Tsai, David $2,040.00 Invoice Date Description Amount 307727 01/10/2025 21865 San Fernando, 10% FP, 307727 $2,040.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,040.00 736003 01/17/2025 Open Accounts Payable Chao, Yu-Lin $150.00 Invoice Date Description Amount 2009614.030 09/10/2024 McClellan Ranch Garden Plot Deposit Refund. $150.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $150.00 736004 01/17/2025 Open Accounts Payable Barry Chang $371.00 Invoice Date Description Amount BarryC011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 736005 01/17/2025 Open Accounts Payable Catherine Moore $371.00 Invoice Date Description Amount CatherineM011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 736006 01/17/2025 Open Accounts Payable Claudio Bono $371.00 Invoice Date Description Amount ClaudioB011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 19 of 43user: Vi Tran 86 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 736007 01/17/2025 Open Accounts Payable COURT-ORDERED DEBT COLLECTIONS $50.00 Invoice Date Description Amount 01102025 01/10/2025 JK-368-7950 ; CD-9252-92888 pp 12/28/24-1/10/25 $50.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $50.00 736008 01/17/2025 Open Accounts Payable GODBE CORPORATION $45,225.00 Invoice Date Description Amount 12885 11/12/2024 2024-2025 Cupertino Community Survey $45,225.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $45,225.00 736009 01/17/2025 Open Accounts Payable Hung Wei $371.00 Invoice Date Description Amount HungW011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 736010 01/17/2025 Open Accounts Payable League of California Cities $20,739.00 Invoice Date Description Amount INV-26903-C2V1X3 01/09/2025 Membership Dues - Calendar Year 2025 - Population 59,471 $20,739.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $20,739.00 736011 01/17/2025 Open Accounts Payable Operating Engineers Local Union No. 3 $1,518.57 Invoice Date Description Amount 01102025 01/10/2025 Union Dues pp 12/28/24-1/10/25 $1,518.57 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,518.57 736012 01/17/2025 Open Accounts Payable Ray Wang $371.00 Invoice Date Description Amount RayW011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 736013 01/17/2025 Open Accounts Payable REGISTRAR OF VOTERS $147,593.00 Invoice Date Description Amount NOV24-026 01/07/2025 November 5, 2024 Presidential General Election $147,593.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 20 of 43user: Vi Tran 87 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $147,593.00 736014 01/17/2025 Open Accounts Payable Rod Sinks $371.00 Invoice Date Description Amount RodS011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 736015 01/17/2025 Open Accounts Payable San Jose Water Company $22,749.90 Invoice Date Description Amount SJW122724-15 12/27/2024 2286120000-8 - 21251 Stevens Creek Blvd $115.59 SJW122724-16 12/27/2024 2288800000-1 - Stokes Ave/8306 Somerset Park $332.66 SJW122724-17 12/27/2024 2649300000-9 - 10300 Torre Ave. FS (Comm.Hall)$182.89 SJW122724-18 12/27/2024 2787197813-9 - 8322 Stevens Creek Bl $105.05 SJW122724-19 12/27/2024 2892070144-9 - 22221 McClellan 8320 $231.16 SJW122724-20 12/27/2024 2958510000-0 - 10555 Mary Ave.$105.05 SJW122724-21 12/27/2024 2974010000-2 - 21251 Stevens Creek Blvd $495.00 SJW122724-22 12/27/2024 2984810000-3 - 8504 Alves and Stelling $450.73 SJW122724-23 12/27/2024 3207400000-4 - 21710 McClellan 8312 $340.03 SJW122724-24 12/27/2024 3322910000-4 - 8306 Somerset Park(Stokes Ave)$332.66 SJW122724-25 12/27/2024 3530520000-4 - 21111 Stev.Crk Blvd 8510 $576.18 SJW122724-26 12/27/2024 3612707315-7 - Stocklmeir Ct $332.66 SJW122724-27 12/27/2024 3673220000-5 - Stev.Crk/Cupertino Rd.$105.05 SJW122724-28 12/27/2024 3746710000-6 - 21111 Stev.Crk BL FS $181.62 SJW122724-29 12/27/2024 3841010000-2 - 8507 Monta Vista Park $376.93 SJW122724-30 12/27/2024 3856110000-9 - 8322 Stella Estates $105.05 SJW122724-31 12/27/2024 3857710000-1 - 8322 Foothill/Cupertino Rd $208.52 SJW122724-32 12/27/2024 3900520000-9 - 10300 Torre Ave $697.72 SJW122724-33 12/27/2024 3953083125-2 - Tuscany Pl $670.17 SJW122724-34 12/27/2024 4012210000-7 - 22601 Voss Av 8304 $622.33 SJW122724-35 12/27/2024 4103020000-4 - 6620 Blackberry/Snack $3,284.46 SJW122724-36 12/27/2024 4227520000-6 - 8303 Memorial Park $347.41 SJW122724-37 12/27/2024 4444250747-9 - Tuscany Pl $599.95 SJW122724-38 12/27/2024 5237400000-9 - Dumas Dr, LS $1,842.11 SJW122724-39 12/27/2024 5356310000-6 - 8322 Stev.Crk/Median $332.66 SJW122724-40 12/27/2024 5778910000-5 - 8504 Quinlan Ln.FS $115.59 SJW122724-41 12/27/2024 5835000000-4 - 8322 Stelling/Alves $208.52 SJW122724-42 12/27/2024 5929210000-1 - 8322 Ann Arbor Ct $208.52 SJW122724-43 12/27/2024 5986710000-6 - 10300 Torre Ave. FS (Comm.Hall)$615.97 SJW122724-44 12/27/2024 5997110000-9 - 7555 Barnhart Pl $571.39 SJW122724-45 12/27/2024 6292600000-1 - 10800 Torre Ave LS $705.15 SJW122724-46 12/27/2024 6296810000-8 - 8322 Stev.Crk Bl median $105.05 SJW122724-47 12/27/2024 6405210000-1 - 8506 McClellan Ranch $296.91 SJW122724-48 12/27/2024 6578520000-0 - 83 Foothill Bl/Alpine Dr22 LS $208.52 SJW122724-49 12/27/2024 6730700000-9 - 21975 San Fernando Av $105.05 SJW122724-50 12/27/2024 6788620000-4 - 10555 Mary Ave. 8503 $391.69 SJW122724-51 12/27/2024 6935200000-9 - 8303 Memorial Park $664.73 SJW122724-52 12/27/2024 6973320000-5 - 8301 Linda Vista PK1 $376.93 Tuesday, January 21, 2025Pages: 21 of 43user: Vi Tran 88 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference SJW122724-53 12/27/2024 7036000000-7 - 85 Stev.Crk/Mary LS $208.52 SJW122724-54 12/27/2024 7054200000-8 - 8322 Phar Lap LS $63.63 SJW122724-55 12/27/2024 7495200000-3 - 10300 Torre Ave FS $182.89 SJW122724-56 12/27/2024 7630410000-1 - Salem Av.LS $208.52 SJW122724-57 12/27/2024 7930000000-1 - 8322 Stelling/Christensen Dr.$215.89 SJW122724-58 12/27/2024 8006810000-9 - 10450 Mann Dr $63.63 SJW122724-59 12/27/2024 8065700000-8 - Peninsula and Fitzgerald Is $63.63 SJW122724-60 12/27/2024 8270010000-9 - Janice Ave.LS $332.66 SJW122724-61 12/27/2024 8287220000-9 - 8322 Stevens Cr/San Antonio Ls $105.05 SJW122724-62 12/27/2024 8427420000-9 - 8322 Foothill/Vista Knoll $208.52 SJW122724-63 12/27/2024 8549600000-2 - Bubb Rd.LS $586.24 SJW122724-64 12/27/2024 8647520000-1 - 10555 Mary Ave/Corp Yard FS $297.21 SJW122724-65 12/27/2024 8755010000-9 - 10455 Miller Ave/Creekside $571.39 SJW122724-66 12/27/2024 8879620000-9 - 8504 Christensen Dr $406.45 SJW122724-67 12/27/2024 8886800000-6 - 8301 Linda Vista PK2 $332.66 SJW122724-68 12/27/2024 9377600000-7 - 8307 Varian Park $347.41 SJW122724-69 12/27/2024 9824500000-9 - 8322 Irrig SC/Stelling $378.24 SJW122724-70 12/27/2024 9988206980-2 (old 6784967491-5) - 8303 Memorial Park $629.70 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $21,992.10 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $757.80 736016 01/17/2025 Open Accounts Payable San Jose Water Company $24,623.79 Invoice Date Description Amount 0004-misc-1 10/22/2024 5948100000-4 - Emerg Irrig/Golf/ 6640 BBF (Irrigation)$9,172.87 0004-misc-2 08/23/2024 5948100000-4 - Emerg Irrig/Golf/ 6640 BBF (Irrigation)$15,450.92 Paying Fund Cash Account Amount 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $24,623.79 736017 01/17/2025 Open Accounts Payable VERIZON WIRELESS $5,865.91 Invoice Date Description Amount 6100330227-0 12/04/2024 Travis Warner $38.01 6100330227-1 12/04/2024 Diego Rodriguez $47.05 6100330227-2 12/04/2024 Brandon Martinez $38.01 6100330227-3 12/04/2024 Bart Cortez $38.01 6100330227-4 12/04/2024 Street Lights $38.01 6100330227-5 12/04/2024 Quinton Adams $47.05 6100330227-6 12/04/2024 Fleet/Mechanic Shop $38.01 6100330227-7 12/04/2024 Adrian Sanchez $38.01 6100330227-8 12/04/2024 Building Attendants Quinlan $47.05 6100330227-9 12/04/2024 Piu Ghosh $47.05 6100330227-10 12/04/2024 Ursula Syrova $47.05 6100330227-11 12/04/2024 Paul Tognetti $38.01 6100330227-12 12/04/2024 Kristina Alfaro $47.05 6100330227-13 12/04/2024 Paul Sapudar $38.01 6100330227-14 12/04/2024 Antonio Torrez $47.05 6100330227-15 12/04/2024 Roberto Montez $38.01 6100330227-16 12/04/2024 Toan Quach $47.05 Tuesday, January 21, 2025Pages: 22 of 43user: Vi Tran 89 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 6100330227-17 12/04/2024 April Darosa $27.41 6100330227-18 12/04/2024 Jared Lopez $38.01 6100330227-19 12/04/2024 Street Tree Maintenance #4 $38.01 6100330227-20 12/04/2024 Aaron Saiz $38.01 6100330227-21 12/04/2024 Victor Espinoza $38.01 6100330227-22 12/04/2024 Andrew Schmitt $183.61 6100330227-23 12/04/2024 Shawn Tognetti $47.05 6100330227-24 12/04/2024 Phuong Devries $47.05 6100330227-25 12/04/2024 Victoria Morin $38.01 6100330227-26 12/04/2024 Jonathan Ferrante $47.05 6100330227-27 12/04/2024 Rachelle Sander Mifi $38.01 6100330227-28 12/04/2024 Brian Gathers $38.01 6100330227-29 12/04/2024 Michael Woo $47.05 6100330227-30 12/04/2024 Aldo Corral $38.01 6100330227-31 12/04/2024 Pamela Wu $47.56 6100330227-32 12/04/2024 Diego Rodriguez $38.01 6100330227-33 12/04/2024 Michael Kimball $38.01 6100330227-34 12/04/2024 Sean Hatch $47.05 6100330227-35 12/04/2024 Blackberry Golf $38.01 6100330227-36 12/04/2024 Chad Mosley $38.01 6100330227-37 12/04/2024 Sonya Lee $47.05 6100330227-38 12/04/2024 Andy Badal $38.01 6100330227-39 12/04/2024 Ty Bloomquist $10.56 6100330227-40 12/04/2024 Frank Villa $38.01 6100330227-41 12/04/2024 David Stillman $47.05 6100330227-42 12/04/2024 Ty Bloomquist $38.01 6100330227-43 12/04/2024 Manuel Barragan $54.27 6100330227-44 12/04/2024 James Lee $47.05 6100330227-45 12/04/2024 M. Jonathan Ferrante $38.01 6100330227-46 12/04/2024 Shawn Tognetti $38.01 6100330227-47 12/04/2024 On-Call Service Center $41.01 6100330227-48 12/04/2024 April Darosa $19.64 6100330227-49 12/04/2024 Jonathan Ferrante $38.01 6100330227-50 12/04/2024 Kevin Riedan $38.01 6100330227-51 12/04/2024 Michael Garcia $38.01 6100330227-52 12/04/2024 Frank Villa $47.05 6100330227-53 12/04/2024 Thomas Chin $47.05 6100330227-54 12/04/2024 Sean Filbeck $38.01 6100330227-55 12/04/2024 Nicole Rodriguez $38.01 6100330227-56 12/04/2024 Susan Michael $47.07 6100330227-57 12/04/2024 Jo Nguyen $42.05 6100330227-58 12/04/2024 Vanessa Guerra $47.05 6100330227-59 12/04/2024 Debra Nascimento $47.05 6100330227-60 12/04/2024 Jimmy Tan $47.05 6100330227-61 12/04/2024 Luke Connolly $47.05 6100330227-62 12/04/2024 Rodney Weathers $47.05 6100330227-63 12/04/2024 Junnie Hemann $38.01 6100330227-64 12/04/2024 Bart Cortez $42.05 6100330227-65 12/04/2024 Janet Liang $47.05 6100330227-66 12/04/2024 Jerry Anderson $38.01 Tuesday, January 21, 2025Pages: 23 of 43user: Vi Tran 90 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 6100330227-67 12/04/2024 Quinton Mifi 1 $38.01 6100330227-68 12/04/2024 Andrew Schmitt Mifi 2 $38.01 6100330227-69 12/04/2024 Amanda Hui $47.05 6100330227-70 12/04/2024 Brian Policriti $38.01 6100330227-71 12/04/2024 Alfredo Alegria $38.01 6100330227-72 12/04/2024 Branden Puorro $19.02 6100330227-73 12/04/2024 Ralph Aquinaga $38.01 6100330227-74 12/04/2024 Domingo Santos $38.01 6100330227-75 12/04/2024 Paul Tognetti $47.05 6100330227-76 12/04/2024 Nathan Vasquez $47.05 6100330227-77 12/04/2024 Fernando Jimenez $38.01 6100330227-78 12/04/2024 Christopher Jensen $47.05 6100330227-79 12/04/2024 Adrian Melendez $38.01 6100330227-80 12/04/2024 Monica Diaz $47.05 6100330227-81 12/04/2024 Danielle Carriendo $47.05 6100330227-82 12/04/2024 Kevin Green $38.01 6100330227-83 12/04/2024 Jeff Trybus $47.05 6100330227-84 12/04/2024 Alex Wykoff $47.05 6100330227-85 12/04/2024 Jonathan Williams $38.01 6100330227-86 12/04/2024 Frankie De Leon $38.01 6100330227-87 12/04/2024 John Ramos $38.01 6100330227-88 12/04/2024 Peter Arnst $38.01 6100330227-89 12/04/2024 Benjamin Fu $47.05 6100330227-90 12/04/2024 Lori Baumgartner $47.05 6100330227-91 12/04/2024 Josh Illnicki $38.01 6100330227-93 12/04/2024 Gina Zendejas $38.01 6100330227-94 12/04/2024 Saul Herrara $38.01 6100330227-95 12/04/2024 Domingo Santos $47.05 6100330227-96 12/04/2024 Richard Banda $38.01 6100330227-97 12/04/2024 Michael Miranda $47.05 6100330227-98 12/04/2024 Tree Crew Ipad 3 $38.01 6100330227-99 12/04/2024 Samantha Locurto $47.05 6100330227-100 12/04/2024 Jose Torres $47.05 6100330227-101 12/04/2024 Bill Bridge $38.01 6100330227-102 12/04/2024 Brad Alexander $38.01 6100330227-103 12/04/2024 John Stiehr $38.01 6100330227-104 12/04/2024 Jose Ramirez $38.01 6100330227-105 12/04/2024 Jessica Javier $47.05 6100330227-106 12/04/2024 Jonathan Orozco $47.05 6100330227-107 12/04/2024 Pete Coglianese $47.05 6100330227-108 12/04/2024 Torin Scott $47.05 6100330227-109 12/04/2024 Rei Delgado $47.05 6100330227-110 12/04/2024 Robert Griffiths $47.05 6100330227-111 12/04/2024 T. Internet Emergncyvan $38.01 6100330227-112 12/04/2024 Amanda Hui Travel Phone $47.05 6100330227-113 12/04/2024 Ricardo Alvarez $38.01 6100330227-114 12/04/2024 Larry Lopez $38.01 6100330227-115 12/04/2024 Park Ranger Corridor $47.05 6100330227-116 12/04/2024 Rachelle Sander $47.05 6100330227-117 12/04/2024 Dan Vasquez $47.05 Tuesday, January 21, 2025Pages: 24 of 43user: Vi Tran 91 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 6100330227-118 12/04/2024 Karan Malhi $47.05 6100330227-119 12/04/2024 Christopher Bottel $38.01 6100330227-120 12/04/2024 Michael Chandler $47.05 6100330227-121 12/04/2024 Kirsten Squarcia $47.05 6100330227-122 12/04/2024 Daniel Barone $38.01 6100330227-123 12/04/2024 Liang Chao $47.05 6100330227-124 12/04/2024 Kitty Moore $47.05 6100330227-125 12/04/2024 Hung Wei $47.05 6100330227-126 12/04/2024 Tommy Yu $47.05 6100330227-127 12/04/2024 Nathan Vasquez $38.01 6100330227-128 12/04/2024 Michael Chandler $38.01 6100330227-129 12/04/2024 Robert Griffiths $38.01 6100330227-130 12/04/2024 Michael Miranda $38.01 6100330227-131 12/04/2024 Alex Greer $47.05 6100330227-132 12/04/2024 Rodney Weathers $38.01 6100330227-133 12/04/2024 James Lee $38.01 6100330227-134 12/04/2024 Daniel Degu $47.05 6100330227-135 12/04/2024 Tina Kapoor $47.05 6100330227-136 12/04/2024 Jr Fruen $47.05 6100330227-137 12/04/2024 Sheila Mohan $47.05 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,608.73 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $92.28 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $342.09 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $179.16 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $38.01 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $48.57 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $481.05 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $76.02 Type Check Totals:99 Transactions $811,048.35 EFT 41481 01/06/2025 Open Accounts Payable EMPLOYMENT DEVEL DEPT $56,083.43 Invoice Date Description Amount 12272024 12/27/2024 CA State Tax pp 12/14/24-12/27/24 $56,083.43 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $56,083.43 41482 01/06/2025 Open Accounts Payable IRS $182,639.40 Invoice Date Description Amount 12272024 12/27/2024 Federal Tax pp 12/14/24-12/27/24 $182,639.40 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 25 of 43user: Vi Tran 92 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $182,639.40 41483 01/09/2025 Open Accounts Payable P E R S $155,889.80 Invoice Date Description Amount 12272024 12/27/2024 PERS pp 12/14/24 - 12/27/24 $155,889.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $155,889.80 41484 01/09/2025 Open Accounts Payable California Public Employees' Retirement System $488,238.59 Invoice Date Description Amount 7158-121624 12/16/2024 Health Premiums $488,238.59 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $350,968.56 642 - Retiree Medical 642 100-100 (Cash & Investments Assets Operating Cash) $137,270.03 41485 01/14/2025 Open Accounts Payable TASC $435.16 Invoice Date Description Amount IN3338232 01/11/2025 HRA - Administration Fees JAN 25 $435.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $435.16 41486 01/14/2025 Open Accounts Payable TASC $2,834.17 Invoice Date Description Amount IN3338237 01/11/2025 FSA - Administration Fees JAN 25 $2,834.17 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,834.17 41487 01/17/2025 Open Accounts Payable Colonial Life & Accident Insurance $29.16 Invoice Date Description Amount 01102025 01/10/2025 Colonial Products pp 12/28/24-1/10/25 $29.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $29.16 41488 01/17/2025 Open Accounts Payable Employment Development $12,072.83 Invoice Date Description Amount 01102025 01/10/2025 State Disability Insurance pp 12/28/24-1/10/25 $12,072.83 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $12,072.83 41489 01/17/2025 Open Accounts Payable National Deferred (ROTH)$3,460.00 Invoice Date Description Amount 01102025 01/10/2025 Nationwide Roth pp 12/28/24-1/10/25 $3,460.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,460.00 Tuesday, January 21, 2025Pages: 26 of 43user: Vi Tran 93 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41490 01/17/2025 Open Accounts Payable National Deferred Compensation $22,244.42 Invoice Date Description Amount 01102025 01/10/2025 Nationwide Deferred Compensation pp 12/28/24- 1/10/25 $22,244.42 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $22,244.42 41491 01/17/2025 Open Accounts Payable PERS-457K $60,235.85 Invoice Date Description Amount 01102025 01/10/2025 PERS 457K pp 12/28/24-1/10/25 $60,235.85 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $60,235.85 41492 01/17/2025 Open Accounts Payable State Disbursement Unit $603.49 Invoice Date Description Amount 01102025 01/10/2025 Child Support pp 12/28/24-1/10/25 $603.49 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $603.49 41493 01/17/2025 Open Accounts Payable 4LEAF, Inc.$13,890.40 Invoice Date Description Amount J1181-24H 12/27/2024 Building Inspector Services 2024/11 $13,890.40 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $13,890.40 41494 01/17/2025 Open Accounts Payable A-1 FENCE INC.$8,500.00 Invoice Date Description Amount 15644 12/27/2024 Grounds- Hyde Middle School Dugout Roof Replacement $8,500.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $8,500.00 41495 01/17/2025 Open Accounts Payable ABAG POWER- ASSOCIATION OF BAY AREA GOVERNMENTS $11,874.83 Invoice Date Description Amount AR037193 12/01/2024 FY 25 AMD Level Charge-Nat Gas $6,669.78 AR037505 01/01/2025 FY 25 AMD Level Charge-Nat Gas $5,205.05 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $10,689.21 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $1,185.62 41496 01/17/2025 Open Accounts Payable AIRGAS USA LLC $103.23 Invoice Date Description Amount 5513558085 12/31/2024 Fleet- Acetylene & Oxygen Cylinder Rental $103.23 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $103.23 Tuesday, January 21, 2025Pages: 27 of 43user: Vi Tran 94 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41497 01/17/2025 Open Accounts Payable All City Management Services, Inc. $20,399.67 Invoice Date Description Amount 98039 12/26/2024 School Crossing Guard Services through 12082024- 12212024 $20,399.67 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $20,399.67 41498 01/17/2025 Open Accounts Payable Amazon Capital Services $3,199.82 Invoice Date Description Amount 1146-HJDG-GTLT 01/01/2025 Amazon Purchases Dec 2024 - PR3 Sports and Fitness $472.09 16MV-4NL3-H7RF 01/01/2025 Apply credit memo related to invoice 1146-HJDG- GTLT ($87.64) 1KGG-L6Q9-JLMT 01/01/2025 Apply credit memo related to invoice 1146-HJDG- GTLT ($68.42) 166F-KG3H-GC49 01/01/2025 Amazon Purchases Dec 2024 - PR5 Outdoor Recreation $503.23 1X1W-3DV4-CW3M 01/01/2025 Planning Division Office Supplies $12.84 1KHH-3WG7-6GML 12/23/2024 Building Inspector Materials $23.84 1XQR-6NFC-1JQ7 12/22/2024 CDD Office Supplies and Building Inspector Materials $323.70 13L4-VWCW-DRWP 01/01/2025 Citywide Coffee - Sugar in the raw $39.60 17MQ-1KV7-GQMW 01/01/2025 I&T department 12/1/24 to 12/31/24 $445.00 1P7X-J499-DV13 01/01/2025 Amazon Purchases Dec 2024 - PR2 Senior Wellness $117.94 1KGG-L6Q9-D7F3 01/01/2025 Amazon Purchases Dec 2024 - PR4 Events, Facilities, Youth, Teen $1,417.64 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,992.79 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $316.03 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $446.00 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $445.00 41499 01/17/2025 Open Accounts Payable Amazon Web Services, Inc.$2,360.84 Invoice Date Description Amount 1989169609 01/01/2025 AWS GIS December 1 - December 31, 2024 $704.51 1989177285 01/01/2025 AWS Applications December 1 - December 31 , 2024 $1,656.33 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,656.33 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $704.51 41500 01/17/2025 Open Accounts Payable American Assured Security, Inc.$346.50 Invoice Date Description Amount 50048 12/26/2024 Security for Rental 12/7/24 for 9 hours $346.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $346.50 Tuesday, January 21, 2025Pages: 28 of 43user: Vi Tran 95 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41501 01/17/2025 Open Accounts Payable Avocette Technologies Inc.$2,410.20 Invoice Date Description Amount 2412CU1 12/31/2024 FY25 Accela Support for December 2024 - Contingency Funds $2,410.20 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,410.20 41502 01/17/2025 Open Accounts Payable Baker Tilly Advisory Group, LP $17,475.00 Invoice Date Description Amount BT2967993 10/30/2024 Budget Doc and Perf Measures Improvement OCT24 $8,700.00 BT3005066 12/02/2024 Budget Doc and Perf Measures Improvement DEC24 $8,775.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $17,475.00 41503 01/17/2025 Open Accounts Payable Baseline Environmental Consulting $2,233.75 Invoice Date Description Amount 23308-05.001 12/10/2024 20564 Kirwin Lane Peer Review Phase 2 ESA - 2024/11 $2,233.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,233.75 41504 01/17/2025 Open Accounts Payable Batteries Plus Bulbs #475 $180.35 Invoice Date Description Amount P79152930 01/02/2025 Facilities- 6V Lithium Batteries (1 Pk) $180.35 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $180.35 41505 01/17/2025 Open Accounts Payable Bay Area Community Resources $7,000.00 Invoice Date Description Amount 2511153-2 01/01/2025 Sustainability Service Corps Fellow- Daniel L $7,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $7,000.00 41506 01/17/2025 Open Accounts Payable Bikeep Inc.$49.00 Invoice Date Description Amount 18216 12/31/2024 Monthly Bikeep Fee $49.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $49.00 41507 01/17/2025 Open Accounts Payable Boucher Law, PC $15,377.25 Invoice Date Description Amount 2436 12/31/2024 Labor Negotiations (2022) NOV 24 $367.50 2435 12/31/2024 Labor & Employment Law Matters NOV24 $660.00 2395 12/27/2024 Labor Negotiations (2022) OCT24 $1,860.00 2394 12/27/2024 Labor & Employment Law Matters OCT24 $3,360.00 2355 12/27/2024 Labor & Employment Law Matters SEP24 $1,830.00 2356 12/27/2024 Labor Negotiations (2022) SEP24 $330.00 2314 12/27/2024 Labor & Employment Law Matters AUG24 $4,590.00 Tuesday, January 21, 2025Pages: 29 of 43user: Vi Tran 96 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 2308 10/31/2024 Reclass Study - Admin Services (2024)$337.50 2479 12/31/2024 Labor & Employment Law Matters OCT24 - $2,042.25 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $15,377.25 41508 01/17/2025 Open Accounts Payable BRIAN GATHERS $55.00 Invoice Date Description Amount BrianG010425 01/04/2025 Cell Phone Reimbursement - Brian G 12.05.24 to 01.04.25 $55.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 41509 01/17/2025 Open Accounts Payable CASCADIA CONSULTING GROUP, INC. $7,552.50 Invoice Date Description Amount 11596 12/23/2024 Waste Characterization Study Sep-Nov 2024 Services $7,552.50 Paying Fund Cash Account Amount 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $7,552.50 41510 01/17/2025 Open Accounts Payable CDW Government $2,305.82 Invoice Date Description Amount AB86Y4E 12/11/2024 x10 Tripp Lite RBC93-2U Replacement Batteries $2,305.82 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,305.82 41511 01/17/2025 Open Accounts Payable CLEARBLU ENVIRONMENTAL $662.07 Invoice Date Description Amount 32702 12/26/2024 Street- Jan 2025 Preventive Maint.$662.07 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $662.07 41512 01/17/2025 Open Accounts Payable Cotton, Shires & Associates, Inc.$698.75 Invoice Date Description Amount 1024256R 10/30/2024 C6014 Professional Services 22315 Regnart Road $698.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $698.75 41513 01/17/2025 Open Accounts Payable CSG Consultants, Inc.$22,545.00 Invoice Date Description Amount 59490 01/06/2025 Bridge Preventative Maintenance through 11302024- 12272024 $495.00 59491 01/06/2025 Pavement Maintenance Ph. 1 through 11302024- 12272024 $22,050.00 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $22,545.00 Tuesday, January 21, 2025Pages: 30 of 43user: Vi Tran 97 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41514 01/17/2025 Open Accounts Payable DAN BARONE $55.00 Invoice Date Description Amount DanB121824 12/18/2024 Cell Phone Reimbursement - Dan B 111924 to 121824 $55.00 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $55.00 41515 01/17/2025 Open Accounts Payable Dasher Technologies, Inc.$24,000.00 Invoice Date Description Amount INV-0233435 12/26/2024 VMware vSphere Enterprise VSPHERE ENT+ 1YR CLDS x160 $24,000.00 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $24,000.00 41516 01/17/2025 Open Accounts Payable Doggie Walk Bags, Inc.$2,182.60 Invoice Date Description Amount 0116241-IN 12/23/2024 Grounds- Unscented Disposable Bags $2,182.60 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,182.60 41517 01/17/2025 Open Accounts Payable East Bay Tire Co.$439.14 Invoice Date Description Amount 2099531 12/30/2024 Fleet- Goodyear Tires $439.14 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $439.14 41518 01/17/2025 Open Accounts Payable Enterprise FM Trust $572.73 Invoice Date Description Amount FBN5238168 01/05/2025 Fleet- January 2025 Ford Escape Vin# 9773 $572.73 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $572.73 41519 01/17/2025 Open Accounts Payable EPAC Technologies, Inc.$446.80 Invoice Date Description Amount E365626 12/13/2024 COC #10 Envelope w/ Logo Envelope $446.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $446.80 41520 01/17/2025 Open Accounts Payable Fehr & Peers $2,976.75 Invoice Date Description Amount 181721 12/18/2024 VMT Inventory & Mitigation Measure through 10262024-11292024 $2,976.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,976.75 41521 01/17/2025 Open Accounts Payable G. Bortolotto & Company, Inc.$451,229.78 Invoice Date Description Amount 5200 12/12/2024 2024 Pavement Maintenance Ph. 1 through 101824- 113024 $51,855.75 Tuesday, January 21, 2025Pages: 31 of 43user: Vi Tran 98 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 5202 01/03/2025 2024 Pavement Maintenance Ph. 1 through 120124- 123124 $399,374.03 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $451,229.78 41522 01/17/2025 Open Accounts Payable GARDENLAND POWER EQUIPMENT $616.45 Invoice Date Description Amount 1143786 12/19/2024 Street- Chain Loop, Armor Blade Cleaner/Lubricant $139.79 1144673 01/02/2025 Grounds- Loppers, Bar & Chain Oil $476.66 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $476.66 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $139.79 41523 01/17/2025 Open Accounts Payable GARTNER INC.$3,700.00 Invoice Date Description Amount US5138135 12/26/2024 Teri - 2025 CIO Leadership Forum Pass Feb. 24-25, 2025 $3,700.00 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $3,700.00 41524 01/17/2025 Open Accounts Payable Geotab USA, Inc $2,349.00 Invoice Date Description Amount IN412975 12/31/2024 Geotab for Telematics December 2024 $2,349.00 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $2,349.00 41525 01/17/2025 Open Accounts Payable Ginger Chin-Hsiu Tsun $466.00 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $466.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $466.00 41526 01/17/2025 Open Accounts Payable Government Finance Officers Association $610.00 Invoice Date Description Amount 00023269 12/30/2024 GFOA - ACFR Cert of Achievement Review Fee $610.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $610.00 41527 01/17/2025 Open Accounts Payable Grace Duval $266.36 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $266.36 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $266.36 Tuesday, January 21, 2025Pages: 32 of 43user: Vi Tran 99 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41528 01/17/2025 Open Accounts Payable GRAINGER INC $1,179.57 Invoice Date Description Amount 9355398489 12/26/2024 Street- Knit Gloves, G-Tek Maxiflkex $457.57 9359743250 01/02/2025 Facilities- Chrome Bathroom Spout $623.15 9359743268 01/02/2025 Fleet- First Aid Kit $61.34 9363877979 01/07/2025 Service Center- Batteries $37.51 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $660.66 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $457.57 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $61.34 41529 01/17/2025 Open Accounts Payable Granicus $2,400.00 Invoice Date Description Amount 194645 12/12/2024 Customizations - govAccess: Homepage Redesign Milestone 2 of 4 $2,400.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,400.00 41530 01/17/2025 Open Accounts Payable Griffin Painting Inc $7,535.00 Invoice Date Description Amount 3310 01/10/2025 Facilities- QCC Cupertino Room Baseboard Refresh $7,535.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $7,535.00 41531 01/17/2025 Open Accounts Payable Gym Precision, Inc.$781.62 Invoice Date Description Amount 20251 12/18/2024 Drive belts, labor, Shipping, Preventative Maintenance $781.62 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $781.62 41532 01/17/2025 Open Accounts Payable Health and Human Resource Center, Inc. $273.02 Invoice Date Description Amount E0333388 12/02/2024 January 2025 EAP Benefit 187 Enrollees $273.02 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $273.02 41533 01/17/2025 Open Accounts Payable Health Care Employees $28,575.00 Invoice Date Description Amount 359701-359703 12/16/2024 January 2025 Dental Benefit 250 Enrollees $28,575.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $28,575.00 41534 01/17/2025 Open Accounts Payable HF&H Consultants, LLC $5,802.60 Invoice Date Description Amount 9721767 12/18/2024 HF&H- November 2024 Services $5,802.60 Tuesday, January 21, 2025Pages: 33 of 43user: Vi Tran 100 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $5,802.60 41535 01/17/2025 Open Accounts Payable HortScience I Bartlett Consulting $3,650.00 Invoice Date Description Amount 17661 11/11/2024 Site visit, report/plan review, letter 20883 Stevens Creek Blvd $3,650.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,650.00 41536 01/17/2025 Open Accounts Payable IMPEC GROUP INC,.$74,778.48 Invoice Date Description Amount 2412126 12/31/2024 Facilities - December 2024 Janitorial Services $70,262.01 2412304 12/31/2024 Facilities- Supplies for Park Restrooms $4,516.47 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $65,251.48 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $1,159.00 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $8,368.00 41537 01/17/2025 Open Accounts Payable Independent Code Consultants, Inc.$24,245.00 Invoice Date Description Amount 2060 01/02/2025 Building Plan Review Services - 2024/12 $2,465.00 2061 01/02/2025 Building Permit Tech Services - 2024/12 $4,200.00 2033 11/01/2024 Building Permit Tech Services - 2024/10 $8,295.00 2046 12/02/2024 Building Plan Review Services - 2024/11 $5,365.00 2047 12/02/2024 Building Permit Tech Services - 2024/11 $3,920.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $24,245.00 41538 01/17/2025 Open Accounts Payable Iron Mountain $2,745.67 Invoice Date Description Amount JZGN039 12/31/2024 Storage Period - 1/01/2025 - 1/31/2025 $2,745.67 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,745.67 41539 01/17/2025 Open Accounts Payable Jahara Pagadipaala $784.00 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $784.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $784.00 41540 01/17/2025 Open Accounts Payable KEVIN RIEDEN $55.00 Invoice Date Description Amount KevinR12282024 12/28/2024 Cell Phone Reimbursement through 11292024- 12282024 $55.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 34 of 43user: Vi Tran 101 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 41541 01/17/2025 Open Accounts Payable KIMBALL-MIDWEST $66.66 Invoice Date Description Amount 102895690 12/17/2024 Street- Pliers $66.66 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $66.66 41542 01/17/2025 Open Accounts Payable Kirsten Squarcia $387.39 Invoice Date Description Amount KirstenS121224 12/12/2024 Reimbursement for Swearing In Ceremony Food $387.39 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $387.39 41543 01/17/2025 Open Accounts Payable Knorr Systems International $1,675.69 Invoice Date Description Amount 257557 12/30/2024 Facilities- Pool Chemicals $1,675.69 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,675.69 41544 01/17/2025 Open Accounts Payable Life Insurance Company of North America $7,941.82 Invoice Date Description Amount 15487_010125 01/09/2025 January 2025 New York Life $7,941.82 Paying Fund Cash Account Amount 641 - Compensated Absence/LTD 641 100-100 (Cash & Investments Assets Operating Cash) $7,941.82 41545 01/17/2025 Open Accounts Payable Linda Hsu $3,370.50 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $3,370.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,370.50 41546 01/17/2025 Open Accounts Payable Mei’s Dance Academy $1,421.00 Invoice Date Description Amount 010225 01/02/2025 November-December 2024 Classes $1,421.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,421.00 41547 01/17/2025 Open Accounts Payable MNS Engineers, Inc.$6,661.25 Invoice Date Description Amount 88400 12/23/2024 CDBG Administrative Services - 2024/11 $2,906.25 88012-R 12/09/2024 CDBG Housing Services - 2024/10 $3,755.00 Paying Fund Cash Account Amount 260 - CDBG 260 100-100 (Cash & Investments Assets Operating Cash) $6,661.25 Tuesday, January 21, 2025Pages: 35 of 43user: Vi Tran 102 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41548 01/17/2025 Open Accounts Payable Moss Adams LLP $2,162.50 Invoice Date Description Amount 102683910 12/23/2024 Professional services OCT24 $2,162.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,162.50 41549 01/17/2025 Open Accounts Payable NI Government Services Inc $79.04 Invoice Date Description Amount 24122907051 01/10/2025 Telephone & Data Services – December 2024 $79.04 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $79.04 41550 01/17/2025 Open Accounts Payable Nomad Transit LLC $233,959.03 Invoice Date Description Amount INV001-13264 12/31/2024 Via Cupertino Shuttle for December 2024 $233,959.03 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $233,959.03 41551 01/17/2025 Open Accounts Payable Nor Cal Signal Supply LLC $4,201.32 Invoice Date Description Amount 1310-1 12/20/2024 Double Sided Solar RRFB System $4,201.32 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,201.32 41552 01/17/2025 Open Accounts Payable ODP Business Solutions, LLC.$172.79 Invoice Date Description Amount 402308153001 12/16/2024 Service Center- Office Supplies for Cabinet $172.79 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $172.79 41553 01/17/2025 Open Accounts Payable PayPal Inc.$172.05 Invoice Date Description Amount PPGW152808698 11/30/2024 VSV0001160385 cupertinoweb2 01-Nov-24 to 30-Nov- 24 $71.25 PPGW153859064 12/31/2024 VSV0001160385 cupertinoweb2 01-Dec-24 to 31- Dec-24 $80.85 PPGW153665880 12/31/2024 VSV0003096477 cupertinoweb4 01-Dec-24 to 31-Dec- 24 $19.95 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $172.05 41554 01/17/2025 Open Accounts Payable Phoenix MSA Holdings, LLC $2,793.90 Invoice Date Description Amount CM-PHX1A0096 12/13/2024 Apply Credit Memo for our server in our disaster recovery site ($115.23) CM-PHX1A0097 12/13/2024 Apply Credit Memo for our server in our disaster recovery site ($114.73) CM-PHX1A0119 01/31/2025 Apply Credit Memo for our server in our disaster recovery site ($1,239.58) Tuesday, January 21, 2025Pages: 36 of 43user: Vi Tran 103 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference INV-PHX1A0182 01/02/2025 FY25 Colocation Services February 2025 $4,263.44 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $2,793.90 41555 01/17/2025 Open Accounts Payable PlaceWorks $18,430.29 Invoice Date Description Amount COCU-30.0-84015 09/30/2024 Westport EIR Addendum - 2024/09 $8,547.43 COCU-30.0-1 10/31/2024 Westport EIR Addendum - 2024/10 $6,320.18 COCU-31.0-1 10/31/2024 ESA Peer Review for 20883 Stevens Creek Blvd - 2024/10 $1,381.15 COCU-30.0 - 2 11/30/2024 Westport EIR Addendum - 2024/11 $2,181.53 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $18,430.29 41556 01/17/2025 Open Accounts Payable PLAN JPA $76.50 Invoice Date Description Amount PLAN-0224 01/10/2025 General Liability Claims - December 2024 $76.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $76.50 41557 01/17/2025 Open Accounts Payable Professional Turf Management, Inc.$18,693.56 Invoice Date Description Amount 1295 12/27/2024 Grounds - Dec 2024 Golf Course Turf Maintenance $18,693.56 Paying Fund Cash Account Amount 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $18,693.56 41558 01/17/2025 Open Accounts Payable Raftelis $13,897.50 Invoice Date Description Amount 37299 01/10/2025 Professional Consulting Services, December 2024 $13,897.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $13,897.50 41559 01/17/2025 Open Accounts Payable Raychel Renee Balcioni Cruz $2,280.00 Invoice Date Description Amount RRBC 12/19-1/9 01/09/2025 Fitness classes and personal training $2,280.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $2,280.00 41560 01/17/2025 Open Accounts Payable Red Wing Business Advantage Account $782.53 Invoice Date Description Amount 20250110074592 01/10/2025 Safety Boots- Ralph Aguinaga, Victor Espinosa $782.53 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $782.53 Tuesday, January 21, 2025Pages: 37 of 43user: Vi Tran 104 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41561 01/17/2025 Open Accounts Payable Santa Clara Valley Transportation Authority $105,205.82 Invoice Date Description Amount 1800035979 12/18/2024 Congestion Mgmt Program Member Agency Fee 7124- 63025 $105,205.82 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $105,205.82 41562 01/17/2025 Open Accounts Payable Sedgwick Claims Management Services, Inc. $4,803.84 Invoice Date Description Amount 400000213848 11/04/2024 Worker's Compensation Claims NOV 24 $2,401.92 400000221998 01/01/2025 Worker's Compensation Claims JAN 25 $2,401.92 Paying Fund Cash Account Amount 620 - Workers' Compensation 620 100-100 (Cash & Investments Assets Operating Cash) $4,803.84 41563 01/17/2025 Open Accounts Payable Sherrill Inc dba Vertical Supply Group $2,149.69 Invoice Date Description Amount INV-1047332 01/02/2025 Trees/ROW- Transporter Tool $316.44 INV-1047296 01/02/2025 Trees/ROW- Telescoping Aluminum Polesaw, Metolius Climbing Pack $1,833.25 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,149.69 41564 01/17/2025 Open Accounts Payable Shute, Mihaly & Weinberger LLP $483.80 Invoice Date Description Amount 289291 12/30/2024 Legal Services, November 2024 $406.00 289292 12/30/2024 Legal Services, November 2024 $77.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $483.80 41565 01/17/2025 Open Accounts Payable Sonitrol/Pacific West Security, Inc.$11,727.00 Invoice Date Description Amount 91416 01/01/2025 City Hall Elevator Security Jan-Mar 2025 $111.00 91417 01/01/2025 Snack Shack Security Jan-Mar 25 $138.00 91418 01/01/2025 Senior Center Security/Fire Inspec Jan-Mar 25 $174.00 91321 01/01/2025 BBF Kiosk Security Jan-Mar 2025 $252.00 91409 01/01/2025 BBF Retreat Security Jan-Mar 2025 $252.00 91421 01/01/2025 Wilson Park Security Jan-Mar 25 $261.00 91320 01/01/2025 BBF Golf Security Jan-Mar 2025 $273.00 91420 01/01/2025 Creekside Security Jan-Mar 2025 $345.00 91327 01/01/2025 Traffic Office Security Jan-Mar 25 $366.00 91325 01/01/2025 BBF Cafe Security Jan - Mar 2025 $402.00 91422 01/01/2025 City Hall Security/Fire Jan-Mar 2025 $624.00 91414 01/01/2025 Library/Comm Hall Security & Fire Jan-Mar 2025 $678.00 91424 01/01/2025 Sports Center Security/Fire Inspec Jan-Mar 25 $741.00 91419 01/01/2025 Recreation Area Security/Fire Inspec Jan-Mar 25 $807.00 91412 01/01/2025 Library Security Jan-Mar 2025 $975.00 91423 01/01/2025 Service Center Security/Fire Inspec Jan-Mar 25 $993.00 Tuesday, January 21, 2025Pages: 38 of 43user: Vi Tran 105 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 91415 01/01/2025 QCC Fire Inspec Jan-Mar 25 $1,038.00 91413 01/01/2025 McClellan Ranch/Comm Hall Security Jan-Mar 25 $1,548.00 91326 01/01/2025 City Hall Security Jan-Mar 2025 $1,749.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $10,713.00 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $273.00 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $741.00 41566 01/17/2025 Open Accounts Payable Staples $317.42 Invoice Date Description Amount 6017532988 11/26/2024 Plates, cups, utensils, napkins. $163.65 6017963693 11/26/2024 OCC Office Supplies $153.77 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $153.77 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $163.65 41567 01/17/2025 Open Accounts Payable SUNNYVALE FORD, INC.$12.55 Invoice Date Description Amount 249158FOW 12/06/2024 Fleet- Check A1 HV $12.55 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $12.55 41568 01/17/2025 Open Accounts Payable THE HARTFORD $10,879.20 Invoice Date Description Amount 656341943972 01/09/2025 January 2025 Life and AD&D Benefit $10,879.20 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $10,879.20 41569 01/17/2025 Open Accounts Payable THE HARTFORD $348.77 Invoice Date Description Amount 756341875711 01/09/2025 January 2025 $348.77 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $348.77 41570 01/17/2025 Open Accounts Payable The Home Depot Pro $660.95 Invoice Date Description Amount 842964694 01/02/2025 Facilities- Dual Battery Blower $660.95 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $660.95 41571 01/17/2025 Open Accounts Payable The Pun Group, LLP $20,000.00 Invoice Date Description Amount 115033 12/01/2024 Audit of the City for the year ended June 30, 2024 #4 $20,000.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 39 of 43user: Vi Tran 106 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $20,000.00 41572 01/17/2025 Open Accounts Payable Thomson Reuters - West $874.43 Invoice Date Description Amount 851277411 01/01/2025 Online Subscription, December 2024 - Acct 1000489718 $874.43 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $874.43 41573 01/17/2025 Open Accounts Payable TPx Communications $1,948.43 Invoice Date Description Amount 183630798-0 12/31/2024 FY25 VoIP Telephone Services December 2024 $1,948.43 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $1,948.43 41574 01/17/2025 Open Accounts Payable Tripepi, Smith and Associates, Inc $183.75 Invoice Date Description Amount 13883 12/31/2024 New City of Cupertino Website Content Review - November 2024 $183.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $183.75 41575 01/17/2025 Open Accounts Payable United Site Services $93.90 Invoice Date Description Amount 114-13993028 12/30/2024 portable toilet at compost site Dec 2024-Jan 2025 $93.90 Paying Fund Cash Account Amount 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $93.90 41576 01/17/2025 Open Accounts Payable US BANK $1,325.71 Invoice Date Description Amount JanetL120624 12/06/2024 9949 CC Charges $1,325.71 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,325.71 41577 01/17/2025 Open Accounts Payable Vision Service Plan $2,222.24 Invoice Date Description Amount 821908951 12/19/2024 January 2025 Vision Benefit 136 Enrollees $2,222.24 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,222.24 41578 01/17/2025 Open Accounts Payable Vision Service Plan $958.00 Invoice Date Description Amount 821908957 12/19/2024 January 2025 Vision Benefit 50 Enrollees $958.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $958.00 Tuesday, January 21, 2025Pages: 40 of 43user: Vi Tran 107 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41579 01/17/2025 Open Accounts Payable Vision Service Plan $947.72 Invoice Date Description Amount 821919564 12/21/2024 January 2025 Vision Benefit 58 Enrollees $947.72 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $947.72 41580 01/17/2025 Open Accounts Payable Zayo Group, LLC $3,262.50 Invoice Date Description Amount 2025010030583 01/01/2025 FY25 Disaster Recovery Telecom srvcs January 2025 $3,262.50 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $3,262.50 41581 01/17/2025 Open Accounts Payable Amazon Capital Services $123.76 Invoice Date Description Amount 1FTL-31KC-GLDC 01/01/2025 Amazon Business - January 2025 $123.76 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $123.76 41582 01/17/2025 Open Accounts Payable Eflex Group, Inc $4,477.85 Invoice Date Description Amount 01102025 01/10/2025 FSA pp 12/28/24-1/10/25 $4,477.85 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,477.85 41583 01/17/2025 Open Accounts Payable Gilbert Wong $371.00 Invoice Date Description Amount GilbertW011425 01/14/2025 Reimbursement from ROV for 2024 Election Candidate dues $371.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $371.00 41584 01/17/2025 Open Accounts Payable IFPTE LOCAL 21 $2,039.15 Invoice Date Description Amount 01102025 01/10/2025 Association Dues - CEA pp 12/28/24-1/10/25 $2,039.15 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,039.15 41585 01/17/2025 Open Accounts Payable Joe A. Gonsalves & Son $5,000.00 Invoice Date Description Amount 162134 12/12/2024 State Legislative Advocacy Services – January 2025 $5,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $5,000.00 41586 01/17/2025 Open Accounts Payable Klarity Consulting, LLC $1,320.00 Invoice Date Description Amount 2024-018 01/10/2025 Executive Coaching & Mentoring – December 2024 Services $1,320.00 Paying Fund Cash Account Amount Tuesday, January 21, 2025Pages: 41 of 43user: Vi Tran 108 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,320.00 41587 01/17/2025 Open Accounts Payable MissionSquare 300292 $13,394.07 Invoice Date Description Amount 01102025 01/10/2025 ICMA pp 12/28/24-1/10/25 $13,394.07 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $13,394.07 41588 01/17/2025 Open Accounts Payable PARS/City of Cupertino $2,938.30 Invoice Date Description Amount 01102025 01/10/2025 PARS pp 12/28/24-1/10/25 $2,938.30 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,938.30 41589 01/17/2025 Open Accounts Payable Sherrill Inc dba Vertical Supply Group $60.01 Invoice Date Description Amount INV-1017359 10/03/2024 Trees/ROW- Dynaglide Throwline Hank $60.01 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $60.01 41590 01/17/2025 Open Accounts Payable Statewide Traffic Safety & Signs Inc.$657.91 Invoice Date Description Amount 05045560 01/09/2025 Street- Black Asphalt Patch $581.06 05045554 01/08/2025 Street- Lime Mesh Safety Vests $76.85 Paying Fund Cash Account Amount 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $76.85 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $581.06 41591 01/17/2025 Open Accounts Payable The Home Depot Pro $301.50 Invoice Date Description Amount 844377580 01/09/2025 Facilities- Oscilltating Multi-Tool $301.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $301.50 41592 01/17/2025 Open Accounts Payable Tripepi, Smith and Associates, Inc $3,752.50 Invoice Date Description Amount 13884 01/07/2025 Newsletter Productions Oct - Dec 2024 Services $3,752.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,752.50 41593 01/17/2025 Open Accounts Payable United Site Services $492.78 Invoice Date Description Amount INV-5061135 01/13/2025 Trees/ROW- SWP 1/13/2025 - 2/9/2025 $492.78 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $492.78 Tuesday, January 21, 2025Pages: 42 of 43user: Vi Tran 109 Payment Register City of Cupertino From Payment Date: 1/4/2025 - To Payment Date: 1/17/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41594 01/17/2025 Open Accounts Payable WOWzy Creation Corp. dba First Place $45.24 Invoice Date Description Amount 96895 01/15/2025 Name Plates or Serena Tu & Jo Nguyen $45.24 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $45.24 Type EFT Totals:114 Transactions $2,289,306.96 Main Account - Main Checking Account Totals Checks Status Count Transaction Amount Reconciled Amount Open 99 $811,048.35 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 99 $811,048.35 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 114 $2,289,306.96 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 114 $2,289,306.96 $0.00 All Status Count Transaction Amount Reconciled Amount Open 213 $3,100,355.31 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 213 $3,100,355.31 $0.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 99 $811,048.35 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 99 $811,048.35 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 114 $2,289,306.96 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 114 $2,289,306.96 $0.00 All Status Count Transaction Amount Reconciled Amount Open 213 $3,100,355.31 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 213 $3,100,355.31 $0.00 Tuesday, January 21, 2025Pages: 43 of 43user: Vi Tran 110 RESOLUTION NO. 25-XXX A RESOLUTION OF THE CUPERTINO CITY COUNCIL RATIFYING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING JANUARY 31, 2025 WHEREAS, the Director of Administrative Services or their designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby ratify the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February, 2025 by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: SIGNED: ________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________ Kirsten Squarcia, City Clerk ________________________ Date 111 Resolution No. 25-XXX Page 2 CERTIFICATION The Finance Manager hereby certifies to the accuracy of said records and to the availability of funds for payment. CERTIFIED: Jonathan Orozco, Finance Manager 112 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 736018 01/31/2025 Open Accounts Payable Advantage Grafix $254.81 Invoice Date Description Amount 49151 12/20/2024 Business Cards for Ezra Alameda and Kayla Nakamoto $213.89 49211 01/23/2025 2024 Artist Awards Poster $40.92 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $254.81 736019 01/31/2025 Open Accounts Payable ALHAMBRA $216.16 Invoice Date Description Amount 21589707 011625 01/16/2025 Employee Drinking Water for Service Center - Current Balance $152.38 4984902 011825 01/18/2025 Employee Drinking Water - Sports Center - Current Balance $63.78 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $216.16 736020 01/31/2025 Open Accounts Payable ASBURY ENVIRONMENTAL SERVICES $55.00 Invoice Date Description Amount I500-01169992 01/22/2025 Street- USED METAL OIL AND GASOLINE FILTERS $55.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 736021 01/31/2025 Open Accounts Payable AT&T $1,833.78 Invoice Date Description Amount 000022857301 01/10/2025 9391051384 12/10/24-1/9/25 $1,622.39 000022866958 01/12/2025 9391069197 911 Telephone Lines 12/12/2024 - 01/11/2025 $211.39 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,560.48 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $61.91 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $211.39 736022 01/31/2025 Open Accounts Payable Belkorp Ag, LLC $145.34 Invoice Date Description Amount 1047980 01/14/2025 Fleet- Key, Switch $145.34 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $145.34 736023 01/31/2025 Open Accounts Payable BROADCAST MUSIC INC (BMI)$889.00 Invoice Date Description Amount 11643286 01/02/2025 Music License Yearly Fee 2025 - BMI $889.00 Paying Fund Cash Account Amount Monday, February 3, 2025Pages: 1 of 23user: Vi Tran 113 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $889.00 736024 01/31/2025 Open Accounts Payable BroadwaySF $1,711.00 Invoice Date Description Amount 2800528 12/05/2024 Senior Trip: 6/18/25 - A Beautiful Noise: Neil Diamond Trip $1,711.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,711.00 736025 01/31/2025 Open Accounts Payable California Building Standards Commission $3,388.06 Invoice Date Description Amount OCT-DEC24 01/23/2025 BSA OCT-DEC24 $3,388.06 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,388.06 736026 01/31/2025 Open Accounts Payable CINTAS CORP $3,017.50 Invoice Date Description Amount 4217769794 01/14/2025 Service Center - Uniform Safety Apparel $1,628.75 4218515504 01/21/2025 Service Center - Uniform Safety Apparel $1,388.75 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,017.50 736027 01/31/2025 Open Accounts Payable City Clerks Association of California $1,290.00 Invoice Date Description Amount 200004260 01/13/2025 2025 CCAC Annual Conference Registration for Kirsten Squarcia $595.00 200004339 01/16/2025 2025 CCAC Annual Conference Registration for Lauren Sapudar $695.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,290.00 736028 01/31/2025 Open Accounts Payable CITY OF CUPERTINO $10,746.82 Invoice Date Description Amount MR2025-00000024 01/23/2025 Billing for July-Dec 2024 Clean Water and Storm Protection Fees $10,746.82 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $9,194.07 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $201.95 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $809.86 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $540.94 736029 01/31/2025 Open Accounts Payable COAST COUNTIES PETERBILT $1,863.22 Invoice Date Description Amount 01238473P 01/15/2025 Fleet- Turbo Actuators $2,117.23 Monday, February 3, 2025Pages: 2 of 23user: Vi Tran 114 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 01237853P 01/07/2025 Fleet- Credit for Inv#01236598P ($312.82) 01239137P 01/23/2025 Fleet- Tube Fuel Supply $58.81 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $1,863.22 736030 01/31/2025 Open Accounts Payable COMCAST $1,420.49 Invoice Date Description Amount 3310-010725 01/07/2025 8155400650183310-010725 $1,420.49 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $697.90 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $722.59 736031 01/31/2025 Open Accounts Payable County of Santa Clara -Office of the Sheriff $1,491,517.83 Invoice Date Description Amount 1800092302 01/02/2025 Advanced for the Law Enforcement Svs (Jan 2025)$1,491,517.83 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,491,517.83 736032 01/31/2025 Open Accounts Payable COURT-ORDERED DEBT COLLECTIONS $50.00 Invoice Date Description Amount 01242025 01/24/2025 JK-368-7950 ; CD-9252-92888 pp 1/11/25-1/24/25 $50.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $50.00 736033 01/31/2025 Open Accounts Payable COURTESY TOW $275.00 Invoice Date Description Amount 160669 12/09/2024 Fleet- Tow Vehicle $275.00 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $275.00 736034 01/31/2025 Open Accounts Payable Department of Conservation $9,518.49 Invoice Date Description Amount OCT-DEC24 01/23/2025 FEE OCT-DEC24 $9,518.49 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $9,518.49 736035 01/31/2025 Open Accounts Payable DEPARTMENT OF JUSTICE $96.00 Invoice Date Description Amount 786590 01/06/2025 FINGERPRINT APPS DEC24 $96.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $96.00 Monday, February 3, 2025Pages: 3 of 23user: Vi Tran 115 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 736036 01/31/2025 Open Accounts Payable Dex Systems Engineering $2,040.00 Invoice Date Description Amount 1646 12/19/2024 A/V Broadcast Engineer Support - 24 hrs for December 2024 $2,040.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,040.00 736037 01/31/2025 Open Accounts Payable Division of the State Architect $237.00 Invoice Date Description Amount OCT-DEC24 01/23/2025 DISABILITY ACCESS & EDUCATION FEE QUARTERLY REPORT ($4) $237.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $237.00 736038 01/31/2025 Open Accounts Payable Foster Brothers Security Systems $631.09 Invoice Date Description Amount 7986 01/22/2025 Facilities- Padlock, Keymark, Interchangeable Core, Housing... $631.09 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $631.09 736039 01/31/2025 Open Accounts Payable Hexagon Transportation Consultants, Inc. $5,000.00 Invoice Date Description Amount 17902 01/10/2025 Peer review TDM Plan for Cupertino Village Shopping Center $5,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $5,000.00 736040 01/31/2025 Open Accounts Payable HOME DEPOT CREDIT SERVICES $2,613.55 Invoice Date Description Amount 2511172 12/30/2024 Facilities- Bart C- Raid Ant Bait $7.62 9031539 01/02/2025 Fleet- Ika P- Pro Safety Paint, Tape, Spray Paint $131.79 5200149 01/06/2025 Trees/ROW- Ricardo A- Diablo Metal Set, Blade Set, Hackzall Saw $306.15 4513476 01/07/2025 Facilities- Ty B- Liquid-Tight Connector, Conduit, Pipe Clamp $52.37 4603690 01/07/2025 Facilities- Michael C- Crimped Wire Wheel $13.72 1524961 01/10/2025 Facilities- Domingo S- Etched Glass Window Film $106.86 8510030 01/13/2025 Facilities- Ty B- Screw Driver, Screws, Pipe Hanger, Nut... $203.62 8615101 01/13/2025 Facilities- Michael C- Sylvania Ballast, Electrical Tape $64.33 8605583 01/13/2025 Facilities- Domingo S- Shelf Brackets $71.73 1095638 01/10/2025 Facilities- Bart C - Respirator, Goggles, Sheeting, Coveralls... $157.90 6615579 01/15/2025 Facilities- Domingo S- Heavy Tie Plate, Screw $20.68 6606110 01/15/2025 Facilities- Michael C- Ballast, Triple A Batteries $84.96 6606218 01/15/2025 Facilities- Ty B- Air Box, Bit, Outlet Wall Plate, Power Outlet $35.36 Monday, February 3, 2025Pages: 4 of 23user: Vi Tran 116 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 6510622 01/15/2025 Facilities- Robert G- Glass Cutter, Clear Silicone Door/Window $22.38 4391337 01/07/2025 Grounds- Kevin G- Quikrete, Lumbar, Bits, Strap $352.75 6510541 01/15/2025 Grounds- Travis W- Slidelock $17.98 5510850 01/16/2025 Facilities- Bart C- 20A Tamper GFCI $23.43 0512266 01/21/2025 Facilities- Michael M- Outlet, Wall Plate $11.85 8625966 01/23/2025 Facilities- Bart C- Compound, Spackling Paste, Key, Wrench.... $35.95 8608800 01/23/2025 Facilities- Domingo S- Shelf Brackets $21.13 8015832 01/23/2025 Grounds- Paul S- Lumber $600.08 7513085 01/24/2025 Grounds- Travis W- Blade Set, Bare Tool, Conduits, Adapters $270.91 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $2,434.55 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $47.21 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $131.79 736041 01/31/2025 Open Accounts Payable HUICHEN LIN $546.00 Invoice Date Description Amount 012325 HL 01/23/2025 January fitness classes $546.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $546.00 736042 01/31/2025 Open Accounts Payable Mainline Sales, Inc.$925.85 Invoice Date Description Amount 12448 01/22/2025 Street- Repair Service for UL4000 BAND-IT Tool $925.85 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $925.85 736043 01/31/2025 Open Accounts Payable Michael & Company Inc.$2,391.86 Invoice Date Description Amount 173033 12/16/2024 Fleet- Smog OBD2 Gas Engine Veh. Lic#1500755 $60.00 173046 12/17/2024 Fleet- Smog OBD2 Gas Engine Veh. Lic#1444356 $60.00 173053 12/17/2024 Fleet- Smog Diesel Engine Veh. Lic#1430312 $80.00 173065 12/18/2024 Fleet- Smog OBD2 Gas Engine Veh. Lic#1133251 $60.00 173074 12/19/2024 Fleet- Smog Check Inspection Veh. Lic#1410507 $60.00 173078 12/19/2024 Fleet- Smog Check Inspection Veh. Lic#1444354 $60.00 173081 12/19/2024 Fleet- Smog OBD2 Gas Engine Veh. Lic#1410508 $60.00 173088 12/20/2024 Fleet- Smog OBD2 Gas Engine Veh. Lic#1495788 $60.00 173095 12/20/2024 Fleet- Smog Check Inspection Veh. Lic#1403081 $60.00 173096 12/20/2024 Fleet- Smog Check Inspection Veh. Lic#1349581 $60.00 173100 12/23/2024 Fleet- Smog Check Inspection Veh. Lic#1403018 $60.00 173114 12/23/2024 Fleet- Smog Check Inspection Veh. Lic#1387831 $60.00 173115 12/23/2024 Fleet- Smog Check Inspection Veh. Lic#1347034 $60.00 173117 12/23/2024 Fleet- Smog Check Inspection Veh. Lic#1387876 $60.00 173127 12/26/2024 Fleet- Brake Inspection Veh. Lic#1402891 $1,111.86 173134 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1444352 $60.00 Monday, February 3, 2025Pages: 5 of 23user: Vi Tran 117 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 173136 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1420900 $60.00 173138 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1403020 $60.00 173141 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1349716 $60.00 173143 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1420911 $60.00 173144 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1403091 $60.00 173145 12/26/2024 Fleet- Smog Check Inspection Veh. Lic#1144513 $60.00 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $2,391.86 736044 01/31/2025 Open Accounts Payable MONTEREY BAY WHALE WATCH, LLC $1,500.00 Invoice Date Description Amount 254278358 01/15/2025 Senior Trip: 3/5/25 - Monterey Bay Whale Watching $1,500.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,500.00 736045 01/31/2025 Open Accounts Payable Municipal Maintenance Equipment $23.84 Invoice Date Description Amount 031668 01/24/2025 Fleet- Washer Cross, O-Ring Cross $23.84 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $23.84 736046 01/31/2025 Open Accounts Payable Napa Auto Parts $569.08 Invoice Date Description Amount 739774 01/09/2025 Fleet- Dry Lube Spray, Penetrant Oil $262.13 739739 01/09/2025 Fleet- LED A3 4-inch Light Kit $104.28 739798 01/10/2025 Fleet- Credit for Inv#739774 ($22.61) 740262 01/16/2025 Fleet- Electric Battery $65.86 740700 01/22/2025 Fleet- Weather-strip Adhesive, Cabin Air Filter $159.42 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $569.08 736047 01/31/2025 Open Accounts Payable National Steinbeck Center $432.30 Invoice Date Description Amount O-Y4DDGGG 02/06/2025 Senior Trip: 2/6/25 - Steinbeck House and Center $432.30 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $432.30 736048 01/31/2025 Open Accounts Payable Operating Engineers Local Union No. 3 $1,486.26 Invoice Date Description Amount 01242025 01/24/2025 Union Dues pp 1/11/25-1/24/25 $1,486.26 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,486.26 736049 01/31/2025 Open Accounts Payable PG&E $7,554.57 Invoice Date Description Amount 7100-01425 01/14/2025 7166121710-0 12/6/24-1/6/25 $7,554.57 Monday, February 3, 2025Pages: 6 of 23user: Vi Tran 118 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $7,554.57 736050 01/31/2025 Open Accounts Payable PG&E $24.16 Invoice Date Description Amount 0322-011325 01/13/2025 5849279032-2 12/6/24-1/6/25 $24.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $24.16 736051 01/31/2025 Open Accounts Payable PROJECT SENTINEL $10,600.12 Invoice Date Description Amount 440-502-093024 01/14/2025 Fair Housing & Tenant Landlord Counseling 1st QTR 7/2024-9/2024 $10,600.12 Paying Fund Cash Account Amount 265 - BMR Housing 265 100-100 (Cash & Investments Assets Operating Cash) $10,600.12 736052 01/31/2025 Open Accounts Payable Raj Goel $312.00 Invoice Date Description Amount 012325 RG 01/23/2025 January fitness classes $312.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $312.00 736053 01/31/2025 Open Accounts Payable Ricardo Alvarez $70.00 Invoice Date Description Amount 25295 01/24/2025 Safety Glass Reimbursement for Transition Lens $70.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $70.00 736054 01/31/2025 Open Accounts Payable Royal Coach Tours $1,331.00 Invoice Date Description Amount 31312 01/15/2025 Charter 32905: 1/15/25 - Beach Chalet and Legion of Honor Trip $1,331.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,331.00 736055 01/31/2025 Open Accounts Payable San Jose Water Company $15,229.10 Invoice Date Description Amount SJWMISC-3 09/27/2024 0251610000-1 - 19500 Calle De Barcelona $116.87 SJWMISC-4 10/21/2024 0573900000-7 - 22120 Stevens Creek Blvd $116.06 SJWMISC-5 09/27/2024 1649600000-7 - Barrington Bridge Lane $376.75 SJWMISC-6 09/27/2024 2628900000-7 - Farallone Dr.LS $9,401.93 SJWMISC-7 10/21/2024 3688120000-4 - Mary Ave Footbridge $258.00 SJWMISC-8 10/21/2024 3872100000-8 - Park Canyon Oak Wy $912.84 SJWMISC-9 10/21/2024 6287875324-3 - 22241 McClellan Rd (Simms)$1,002.88 SJWMISC-10 10/21/2024 6875120000-4 - 21979 San Fernando Av $400.03 SJWMISC-11 10/21/2024 7112900000-7 - Oak Valley Rd $210.63 SJWMISC-12 10/21/2024 7523510000-7 - Oak Valley Road LS $343.46 SJWMISC-13 09/27/2024 8148220000-3 - Sterling BL LS(Sterlinig BarnhartPk)$947.78 Monday, February 3, 2025Pages: 7 of 23user: Vi Tran 119 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference SJWMISC-14 10/21/2024 9118810000-1 - 21121 Stevens Ck Bl Ls $461.44 SJWMISC-15 10/21/2024 4299057897-5 - Alhambra Ave $680.43 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $14,767.66 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $461.44 736056 01/31/2025 Open Accounts Payable Sheila Mohan $3,237.95 Invoice Date Description Amount SMohan111424 11/14/2024 Bhubaneswar Sister City Delegation Travel Reimbursement - SMohan $3,237.95 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,237.95 736057 01/31/2025 Open Accounts Payable STEINBECK HOUSE RESTAURANT $800.00 Invoice Date Description Amount 2062025 11/27/2024 Senior Trip: 2/6/25 - Steinbeck House and Center $800.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $800.00 736058 01/31/2025 Open Accounts Payable T-MOBILE $104.57 Invoice Date Description Amount 4158-012125 01/21/2025 966594158-012125 $104.57 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $104.57 736059 01/31/2025 Open Accounts Payable The Sherwin-Williams Co $45.40 Invoice Date Description Amount 8750-6 01/10/2025 Street- Paint $45.40 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $45.40 736060 01/31/2025 Open Accounts Payable Traffic Data Service CA, LLC $8,550.00 Invoice Date Description Amount 24110 11/20/2024 Citywide Traffic Counts for Crossing Guard through $8,550.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $8,550.00 736061 01/31/2025 Open Accounts Payable TRIFORMIS CORPORATION $1,145.59 Invoice Date Description Amount 4007542 01/02/2025 Worm compost bins $1,145.59 Paying Fund Cash Account Amount 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $1,145.59 736062 01/31/2025 Open Accounts Payable Able 2 Shine Foundation $500.00 Invoice Date Description Amount 2009963.030 01/17/2025 QCC- 12.21.24- Cupertino Room Security Deposit Refund $500.00 Monday, February 3, 2025Pages: 8 of 23user: Vi Tran 120 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $500.00 736063 01/31/2025 Open Accounts Payable COSMO CONSTRUCTION INC.$418.55 Invoice Date Description Amount 347257 01/15/2025 Building Permit Refunds $418.55 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $418.55 736064 01/31/2025 Open Accounts Payable Cupertino Rotary Club $120.00 Invoice Date Description Amount 2009987.030 01/27/2025 QCC- 2.26.25- Cupertino Room Cancellation Refund $120.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $120.00 736065 01/31/2025 Open Accounts Payable Edmonds, Christopher $40.94 Invoice Date Description Amount 010725 01/07/2025 Safeway-Animal Food $40.94 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $40.94 736066 01/31/2025 Open Accounts Payable ENERGUY $352.16 Invoice Date Description Amount 351800 01/14/2025 REFUND 20045 DE PALMA BLD-2024-2848 WITHDRAWN $352.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $352.16 736067 01/31/2025 Open Accounts Payable Han, Suejane $9,000.00 Invoice Date Description Amount 309090 01/16/2025 20941 Alves Dr, Encroachment, 309090 $9,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $9,000.00 736068 01/31/2025 Open Accounts Payable JESSICA MITCHEL $361.56 Invoice Date Description Amount 340735-340954 01/16/2025 REFUND 19710 WHEATON BLD-2024-0859 WITHDRAWN $361.56 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $361.56 736069 01/31/2025 Open Accounts Payable Li, Daniel $1,090.00 Invoice Date Description Amount 271860 01/17/2025 10191 Santa Clara Ave, 10% FP, 271860 $1,090.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,090.00 Monday, February 3, 2025Pages: 9 of 23user: Vi Tran 121 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 736070 01/31/2025 Open Accounts Payable Li, Song $1,000.00 Invoice Date Description Amount 318425 01/16/2025 10425 Farallone Dr. Encroachment Bond, 318425 $1,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,000.00 736071 01/31/2025 Open Accounts Payable PALAI, GAUTAM $22.50 Invoice Date Description Amount 2005230.012 01/17/2025 SPORTS CENTER (01/17/2025) ACCT. CREDIT REFUND $22.50 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $22.50 736072 01/31/2025 Open Accounts Payable PARKER, BECKY $37.50 Invoice Date Description Amount 2005231.012 01/17/2025 SPORTS CENTER (01/17/2025) ACCT. CREDIT REFUND $37.50 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $37.50 736073 01/31/2025 Open Accounts Payable Rust, Ted $6,700.00 Invoice Date Description Amount 273547 01/17/2025 10314 Mann Dr., Encroachment, 273547 $6,700.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $6,700.00 736074 01/31/2025 Open Accounts Payable Suleiman , Wallace $9,000.00 Invoice Date Description Amount 314721 01/16/2025 10052 S Tantau Ave., Encroachment, 314721 $9,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $9,000.00 736075 01/31/2025 Open Accounts Payable Xu, Lee L $12,000.00 Invoice Date Description Amount 276291 01/23/2025 21166 Grenola Dr., Encroachment, 276291 $12,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $12,000.00 Type Check Totals:58 Transactions $1,636,333.00 EFT 41595 01/21/2025 Open Accounts Payable EMPLOYMENT DEVEL DEPT $46,773.18 Invoice Date Description Amount 01102025 01/10/2025 CA State Tax pp 12/28/24-1/10/25 $46,773.18 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $46,773.18 Monday, February 3, 2025Pages: 10 of 23user: Vi Tran 122 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41596 01/21/2025 Open Accounts Payable IRS $151,843.80 Invoice Date Description Amount 01102025 01/10/2025 Federal Tax pp 12/28/24-1/10/25 $151,843.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $151,843.80 41597 01/23/2025 Open Accounts Payable P E R S $549.28 Invoice Date Description Amount 01012025 01/10/2025 PERS Council pp 1/1/25-1/31/25 $549.28 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $549.28 41598 01/23/2025 Open Accounts Payable P E R S $166,908.23 Invoice Date Description Amount 01102025 01/10/2025 PERS pp 12/28/24-1/10/25 $166,908.23 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $166,908.23 41599 01/29/2025 Open Accounts Payable California Department of Tax & Fee Administration $1,561.00 Invoice Date Description Amount QTR4-2024 01/27/2025 SR GH 026-818149 Sales/Use Tax OCT24-DEC24 $1,561.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,245.37 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $315.63 41600 01/31/2025 Open Accounts Payable Colonial Life & Accident Insurance $29.16 Invoice Date Description Amount 01242025 01/24/2025 Colonial Products pp 1/11/25-1/24/25 $29.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $29.16 41601 01/31/2025 Open Accounts Payable Employment Development $11,013.47 Invoice Date Description Amount 01242025 01/24/2025 State Disability Insurance pp 1/11/25-1/24/25 $11,013.47 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $11,013.47 41602 01/31/2025 Open Accounts Payable National Deferred (ROTH)$3,410.00 Invoice Date Description Amount 01242025 01/24/2025 Nationwide Roth pp 1/11/25-1/24/25 $3,410.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,410.00 Monday, February 3, 2025Pages: 11 of 23user: Vi Tran 123 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41603 01/31/2025 Open Accounts Payable National Deferred Compensation $23,018.80 Invoice Date Description Amount 01242025 01/24/2025 Nationwide Deferred Compensation pp 1/11/25- 1/24/25 $23,018.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $23,018.80 41604 01/31/2025 Open Accounts Payable PERS-457K $14,881.98 Invoice Date Description Amount 01242025 01/24/2025 PERS 457K pp 1/11/25-1/24/25 $14,881.98 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $14,881.98 41605 01/31/2025 Open Accounts Payable State Disbursement Unit $413.99 Invoice Date Description Amount 01242025 01/24/2025 Child Support pp 1/11/25-1/24/25 $413.99 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $413.99 41606 01/21/2025 Open Accounts Payable BASIC Benefits $115.49 Invoice Date Description Amount IN3346669 01/15/2025 Fee for Section 125 2025 $115.49 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $115.49 41607 01/31/2025 Open Accounts Payable 4LEAF, Inc.$6,836.80 Invoice Date Description Amount J1181-24I 01/15/2025 Building Inspector Services 2024/12 $6,836.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $6,836.80 41608 01/31/2025 Open Accounts Payable ABOLI JAYDEEP RANADE $195.00 Invoice Date Description Amount 012325 AJR 01/23/2025 January fitness classes $195.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $195.00 41609 01/31/2025 Open Accounts Payable Amazon Capital Services $1,540.11 Invoice Date Description Amount 1Y47-KVPQ-FCT9 01/01/2025 Service Center - Multiple Division Purchases Dec 2024 $1,490.96 1C1L-NGFM-GRXX 12/06/2024 Amazon - Facilities Ty B Credit for 11N6-LH3V-6VTH ($218.24) 14H9-J3LM-GRHW 01/01/2025 PW City Hall: Window stickers, foot stool, & wall calendar $62.11 1XDG-GFJV-RW6N 01/10/2025 Building Inspector Materials $205.28 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,185.55 Monday, February 3, 2025Pages: 12 of 23user: Vi Tran 124 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $8.72 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $345.84 41610 01/31/2025 Open Accounts Payable Andy Badal $234.23 Invoice Date Description Amount AndyB 01222025 01/22/2025 Andy 408.857.0630 Cell reimbursement 8/23/24- 1/22/25 $234.23 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $234.23 41611 01/31/2025 Open Accounts Payable Aquatic Central $3,000.00 Invoice Date Description Amount 100028 01/15/2025 Facilities - Library Aquarium Maint. Jan. 2025 $3,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,000.00 41612 01/31/2025 Open Accounts Payable B&H PHOTO-VIDEO $6,790.78 Invoice Date Description Amount 230944767 01/16/2025 Video: x1 DALITE/ELEC- ADV DLX TNS/E 189"/16:10 - DA- $6,790.78 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $6,790.78 41613 01/31/2025 Open Accounts Payable BOSCO OIL INC DBA VALLEY OIL $12,909.79 Invoice Date Description Amount 214573 01/23/2025 Fleet- Diesel Fuel, Gasoline, Storage Fees, Environmental Fees $12,909.79 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $12,909.79 41614 01/31/2025 Open Accounts Payable Bubble Marketing LLC $538.80 Invoice Date Description Amount 52202 01/16/2025 C-900 Club Wipes $538.80 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $538.80 41615 01/31/2025 Open Accounts Payable Cal-Line Equipment Inc $415.73 Invoice Date Description Amount 04024160 01/09/2025 Fleet- 5VX1500PB3 Band $415.73 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $415.73 41616 01/31/2025 Open Accounts Payable Christina Lopez $55.00 Invoice Date Description Amount ChristL121324 12/13/2024 Cell Phone Service Dec14-Jan13 $55.00 Paying Fund Cash Account Amount Monday, February 3, 2025Pages: 13 of 23user: Vi Tran 125 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 41617 01/31/2025 Open Accounts Payable COLLEEN FERRIS $55.00 Invoice Date Description Amount ColleenF011625 01/16/2025 cell phone service for CF Jan 17 - Feb 16 $55.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $55.00 41618 01/31/2025 Open Accounts Payable Craig Whittom Consulting $1,752.36 Invoice Date Description Amount 00089 01/03/2025 December 2024 - Project Management $1,752.36 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,752.36 41619 01/31/2025 Open Accounts Payable Cupertino Supply, Inc $495.18 Invoice Date Description Amount 374210 01/23/2025 Grounds- Ball Valve, Copper Couplings, Copper Elbow, Adapter.... $495.18 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $495.18 41620 01/31/2025 Open Accounts Payable Dominique Couto Cerdeiral $400.00 Invoice Date Description Amount 012325 DCC 01/23/2025 January fitness classes $400.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $400.00 41621 01/31/2025 Open Accounts Payable East Bay Tire Co.$1,175.96 Invoice Date Description Amount 2103390 01/17/2025 Fleet- Goodyear All Terrain Tires $1,175.96 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $1,175.96 41622 01/31/2025 Open Accounts Payable Eflex Group, Inc $4,315.35 Invoice Date Description Amount 01242025 01/24/2025 FSA pp 1/11/25-1/24/25 $4,315.35 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,315.35 41623 01/31/2025 Open Accounts Payable Elham Kaviani $320.00 Invoice Date Description Amount 012325 EK 01/23/2025 January fitness classes $320.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $320.00 Monday, February 3, 2025Pages: 14 of 23user: Vi Tran 126 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41624 01/31/2025 Open Accounts Payable Environmental Systems Research Institute, Inc. $800.00 Invoice Date Description Amount 94892005 01/22/2025 ESRI- Adv Edit User Ext for ArcGIS Enterprise 1/17/25 -1/16/26 $800.00 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $800.00 41625 01/31/2025 Open Accounts Payable Ewing Irrigation Products Inc.$4,045.31 Invoice Date Description Amount 24641634 01/13/2025 Grounds- 80/20 Blue/Rye Mix $704.23 24619896 01/09/2025 Grounds- Bolero Plus Sod $266.37 24685697 01/17/2025 Grounds- White Aero Paint $3,074.71 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,045.31 41626 01/31/2025 Open Accounts Payable Fehr & Peers $10,666.75 Invoice Date Description Amount 182061 01/08/2025 VMT Inventory and VMT Mitigation Measure through 113024-122724 $5,759.25 180914 11/14/2024 De Anza Bike Lanes through 09282024-10252024 $4,907.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $10,666.75 41627 01/31/2025 Open Accounts Payable GRAINGER INC $1,246.29 Invoice Date Description Amount 9382232842 01/22/2025 Facilities- Chrome Bathroom Spout $1,246.29 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,246.29 41628 01/31/2025 Open Accounts Payable Grassroots Ecology $23,353.71 Invoice Date Description Amount CUST1224 12/31/2024 FY24-25 Quarterly Payment for MCRP Habitat Restoration $23,353.71 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $23,353.71 41629 01/31/2025 Open Accounts Payable HF&H Consultants, LLC $870.77 Invoice Date Description Amount 9721808 01/10/2025 HF&H- December 2024 Services $870.77 Paying Fund Cash Account Amount 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $870.77 41630 01/31/2025 Open Accounts Payable IFPTE LOCAL 21 $1,986.34 Invoice Date Description Amount 01242025 01/24/2025 Association Dues - CEA pp 1/11/25-1/24/25 $1,986.34 Paying Fund Cash Account Amount Monday, February 3, 2025Pages: 15 of 23user: Vi Tran 127 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,986.34 41631 01/31/2025 Open Accounts Payable Impact Absorbents, Inc.,$58.11 Invoice Date Description Amount INV95677 01/15/2025 Street- Super Encapsulator Packets, Absorbent Strips & Pads $58.11 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $58.11 41632 01/31/2025 Open Accounts Payable InservH2O Inc.$1,107.62 Invoice Date Description Amount 4665 01/13/2025 Facilities- Jan 2025 Quarterly Water Treatment Product Agreement $272.82 4633 01/13/2025 Facilities- Water Treatment Jan 2025 $834.80 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,107.62 41633 01/31/2025 Open Accounts Payable Insight Consulting Services LLC $91,387.00 Invoice Date Description Amount 2024Q3 01/27/2025 Insight Tax Sharing $91,387.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $91,387.00 41634 01/31/2025 Open Accounts Payable Interstate Traffic Control Products, Inc. $717.94 Invoice Date Description Amount 267678 01/16/2025 Street- Paint $717.94 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $717.94 41635 01/31/2025 Open Accounts Payable JAM Services, Inc $11,190.77 Invoice Date Description Amount 187421 01/27/2025 Street- Light Poles $11,190.77 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $11,190.77 41636 01/31/2025 Open Accounts Payable JAMES COLVIN $3,692.00 Invoice Date Description Amount 012325 JC 01/23/2025 January PT $3,692.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $3,692.00 41637 01/31/2025 Open Accounts Payable Jason Wong $55.00 Invoice Date Description Amount JasonW01062025 01/06/2025 Cell Phone Reimbursement through 01062025 $55.00 Paying Fund Cash Account Amount Monday, February 3, 2025Pages: 16 of 23user: Vi Tran 128 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 41638 01/31/2025 Open Accounts Payable JENNIFER HILL $328.00 Invoice Date Description Amount 012325 JH 01/23/2025 January fitness classes $328.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $328.00 41639 01/31/2025 Open Accounts Payable Jerry Anderson $55.00 Invoice Date Description Amount JerryA122424 12/24/2024 Cell Phone Reimbursement - Jerry A 11.25.24 to 12.24.24 $55.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 41640 01/31/2025 Open Accounts Payable KIMBALL-MIDWEST $216.10 Invoice Date Description Amount 102987333 01/21/2025 Fleet- Shrink Tubing, Flat Washers, Snap Links, Pin, Air Fresh.. $216.10 Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $216.10 41641 01/31/2025 Open Accounts Payable KIMBERLY LUNT $55.00 Invoice Date Description Amount KimL_01.12.25 01/12/2025 Kim Lunt_Cell Ph Reimbursement 12.13.24-01.12.25 $55.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $55.00 41642 01/31/2025 Open Accounts Payable KMVT Community Television $7,200.00 Invoice Date Description Amount 109 08/09/2024 Video Prod Support: Indian Flag Raising Event, August 15, 2024 $2,250.00 166 12/31/2024 Video Production Services- SVCEA Support 12/11/2024 8 hours $720.00 165 12/10/2024 Video Production Services- KMVT 11/11/24 & 11/13/24 8.5 hours $2,925.00 155 11/13/2024 Video Prod Support: 10/9 SVCEA meeting & CC meeting 10/23 $1,305.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $7,200.00 41643 01/31/2025 Open Accounts Payable Li-Fen Lin $160.00 Invoice Date Description Amount 012325 LFL 01/23/2025 January fitness classes $160.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $160.00 Monday, February 3, 2025Pages: 17 of 23user: Vi Tran 129 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 41644 01/31/2025 Open Accounts Payable Maze & Associates $5,000.00 Invoice Date Description Amount 53817 01/15/2025 Annual Reports: Streets and PFC $5,000.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $5,000.00 41645 01/31/2025 Open Accounts Payable MissionSquare 300292 $17,057.53 Invoice Date Description Amount 01242025 01/24/2025 MissionSquare pp 1/11/25-1/24/25 $17,057.53 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $17,057.53 41646 01/31/2025 Open Accounts Payable MNS Engineers, Inc.$525.00 Invoice Date Description Amount 88643 01/14/2025 CDBG Administrative Services - 2024/12 $525.00 Paying Fund Cash Account Amount 260 - CDBG 260 100-100 (Cash & Investments Assets Operating Cash) $525.00 41647 01/31/2025 Open Accounts Payable MONICA G. RANES-GOLDBERG $588.00 Invoice Date Description Amount 012325 MGRG 01/23/2025 January fitness classes $588.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $588.00 41648 01/31/2025 Open Accounts Payable NIDHI MATHUR $282.97 Invoice Date Description Amount NidhiM12182024 12/18/2024 Nidhi 408.472.7428 Cell reimbursement May 19 - December 18, 2024 $282.97 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $282.97 41649 01/31/2025 Open Accounts Payable ODP Business Solutions, LLC.$395.84 Invoice Date Description Amount 402887418001 01/08/2025 Service Center- Tape $46.97 406500434001 01/07/2025 Service Center- HP Ink, Labels $161.16 405517957001 01/08/2025 PW CH Supplies $187.71 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $395.84 41650 01/31/2025 Open Accounts Payable PARS/City of Cupertino $3,996.19 Invoice Date Description Amount 01242025 01/24/2025 PARS pp 1/11/25-1/24/25 $3,996.19 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,996.19 41651 01/31/2025 Open Accounts Payable Parts Authority, LLC $115.46 Invoice Date Description Amount 527151 01/13/2025 Fleet- Exide Battery $115.46 Monday, February 3, 2025Pages: 18 of 23user: Vi Tran 130 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Paying Fund Cash Account Amount 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $115.46 41652 01/31/2025 Open Accounts Payable Pine Cone Lumber Co $42.11 Invoice Date Description Amount 257993 01/10/2025 Street- DF Pressure Treated $42.11 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $42.11 41653 01/31/2025 Open Accounts Payable PlaceWorks $17,501.88 Invoice Date Description Amount COCU-30.0-3 12/31/2024 Westport EIR Addendum - 2024/12 $988.13 COCU-26.0 - 1 10/31/2024 GP 2040 and Zoning Code Amendments, & Subsequent EIR - Oct 2024 $11,196.25 COCU-26.0 - 3 12/31/2024 GP 2040 and Zoning Code Amendments, & Subsequent EIR - DEC 2024 $5,317.50 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $17,501.88 41654 01/31/2025 Open Accounts Payable Raychel Renee Balcioni Cruz $3,180.00 Invoice Date Description Amount 012325 RRBC 01/23/2025 January fitness classes and PT $3,180.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $3,180.00 41655 01/31/2025 Open Accounts Payable Rise Housing Solutions, Inc $18,468.00 Invoice Date Description Amount Cupertino - 044 12/31/2024 BMR Program Administrator 2024/12 $18,468.00 Paying Fund Cash Account Amount 265 - BMR Housing 265 100-100 (Cash & Investments Assets Operating Cash) $18,468.00 41656 01/31/2025 Open Accounts Payable RRM DESIGN GROUP $3,279.25 Invoice Date Description Amount 1832-00-1024 11/15/2024 Architectural Review Services - Cupertino Village $3,279.25 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $3,279.25 41657 01/31/2025 Open Accounts Payable SANCRA Southern Division $70.00 Invoice Date Description Amount 1411 01/10/2025 SANCRA 2025 Membership Registration: Amanda Hui & Alex Corbalis $70.00 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $70.00 41658 01/31/2025 Open Accounts Payable SCA of CA, LLC $19,064.79 Invoice Date Description Amount 2024-012085 12/31/2024 Street Sweeping- December 2024 $19,064.79 Paying Fund Cash Account Amount Monday, February 3, 2025Pages: 19 of 23user: Vi Tran 131 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) $9,532.40 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $9,532.39 41659 01/31/2025 Open Accounts Payable ShareSquared, Inc.$3,422.50 Invoice Date Description Amount 3290 01/06/2025 Application development for Training Management 18.5 $3,422.50 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $3,422.50 41660 01/31/2025 Open Accounts Payable SONIA DOGRA $312.00 Invoice Date Description Amount 012325 SD 01/23/2025 January fitness classes $312.00 Paying Fund Cash Account Amount 570 - Sports Center 570 100-100 (Cash & Investments Assets Operating Cash) $312.00 41661 01/31/2025 Open Accounts Payable SOUTH BAY MOA $8,859.20 Invoice Date Description Amount 01052025 01/05/2025 Umpire Payment for Evening Softball Fall 2024 $8,859.20 Paying Fund Cash Account Amount 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $8,859.20 41662 01/31/2025 Open Accounts Payable Statewide Traffic Safety & Signs Inc.$1,007.16 Invoice Date Description Amount 05045624 01/21/2025 Street- Asphalt Bucket $1,007.16 Paying Fund Cash Account Amount 270 - Transportation Fund 270 100-100 (Cash & Investments Assets Operating Cash) $1,007.16 41663 01/31/2025 Open Accounts Payable SYSCO - SAN FRANCISCO $1,872.23 Invoice Date Description Amount 750104733 01/21/2025 Snr Ctr BDB Food and Members' Coffee Supplies and QCC Supplies $1,872.23 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,872.23 41664 01/31/2025 Open Accounts Payable The Home Depot Pro $1,381.66 Invoice Date Description Amount 846090462 01/20/2025 Facilities- Oscilltating Multi-Tool $301.50 845463009 01/16/2025 Fleet- Drill, Fuel Impact Driver $1,080.16 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $1,381.66 41665 01/31/2025 Open Accounts Payable Togo's Sandwiches $213.00 Invoice Date Description Amount 01005 01/21/2025 Spelling Bee; Food for Guests $213.00 Paying Fund Cash Account Amount Monday, February 3, 2025Pages: 20 of 23user: Vi Tran 132 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $213.00 41666 01/31/2025 Open Accounts Payable TYLER BUSINESS FORMS $614.00 Invoice Date Description Amount 306170 01/02/2025 Tyler forms for W-2 and 1099 $614.00 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $614.00 41667 01/31/2025 Open Accounts Payable US BANK $16,565.94 Invoice Date Description Amount KimL01062025 01/06/2025 5169 CC Charges $17.50 JasonB010625 01/06/2025 CC Charges 3965 $411.47 mariahg010625 01/06/2025 7882 CC CHARGES $76.38 AndrewS010625 01/06/2025 9993 CC Charges $535.26 DiegoZ010625 01/06/2025 8626 CC Charges $1,110.00 JerryA010625 01/06/2025 8636 CC Charges $90.00 RobertG010625 01/06/2025 0760 CC Charges $24.84 TyB010625 01/06/2025 7739 CC Charges $97.06 AmandaH010625 01/06/2025 9326 CC Charges $230.91 MelissaR010625 01/06/2025 0572 CC Charges $391.37 JanetL010625 01/06/2025 9949 CC Charges $4,454.14 BrianG010625 01/06/2025 6202 CC Charges $208.74 DanB010625 01/06/2025 8684 CC Charges ($66.55) UrsulaS010625 01/06/2025 2512 CC Charges $173.52 MarilynP010625 01/06/2025 6763 CC Charges $1,467.98 JennyK010625 01/06/2025 8829 CC Charges $30.66 DMilesS010625 01/06/2025 3659 CC Charges $246.35 SonyaL010625 01/06/2025 8808 CC Charges $194.10 TommyY010625 01/06/2025 3675 CC Charges $2,070.39 AlexG010625 01/06/2025 1741 CC Charges $18.08 JimF010625 01/06/2025 2514 CC Charges $2,155.99 KenE010625 01/06/2025 6671 CC Charges $80.00 KrisG010625 01/06/2025 6959 CC Charges $600.33 PamelaW010625 01/06/2025 7313 CC Charges $353.28 CrystiG010625 01/06/2025 8774 CC Charges $160.63 ChristL010625 01/06/2025 7456 CC Charges $11.99 LeungK010625 01/06/2025 1733 CC Charges $301.96 BrantonC010625 01/06/2025 0233 CC Charges $438.02 RobertK010625 01/06/2025 7858 CC Charges $504.55 ReiD01062025 01/06/2025 1409 CC Charges $176.99 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $12,569.55 230 - Env Mgmt Cln Crk Strm Drain 230 100-100 (Cash & Investments Assets Operating Cash) ($11.04) 420 - Capital Improvement Fund 420 100-100 (Cash & Investments Assets Operating Cash) $17.50 520 - Resource Recovery 520 100-100 (Cash & Investments Assets Operating Cash) $62.50 Monday, February 3, 2025Pages: 21 of 23user: Vi Tran 133 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 560 - Blackberry Farm 560 100-100 (Cash & Investments Assets Operating Cash) $160.63 580 - Recreation Program 580 100-100 (Cash & Investments Assets Operating Cash) $264.16 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $2,967.38 630 - Vehicle/Equip Replacement 630 100-100 (Cash & Investments Assets Operating Cash) $535.26 41668 01/31/2025 Open Accounts Payable WOWzy Creation Corp. dba First Place $61.61 Invoice Date Description Amount 96894 01/15/2025 Intern Name Plates- Frank Dunn, Nathan Treloar, Cedric Kwong $61.61 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $61.61 41669 01/31/2025 Open Accounts Payable Zoom Video Communications, Inc.$286.72 Invoice Date Description Amount INV289889524 01/22/2025 Zoom Webinar 1000 Monthly PROMO 1/22-2/21/2025 $286.72 Paying Fund Cash Account Amount 610 - Innovation & Technology 610 100-100 (Cash & Investments Assets Operating Cash) $286.72 41670 01/30/2025 Open Accounts Payable USPS - EFT ONLY $4,330.07 Invoice Date Description Amount 10116457 01/29/2025 USPS - Cupertino Parks & Rec Spring 2025 $4,330.07 Paying Fund Cash Account Amount 100 - General Fund 100 100-100 (Cash & Investments Assets Operating Cash) $4,330.07 Type EFT Totals:76 Transactions $749,233.29 Main Account - Main Checking Account Totals Monday, February 3, 2025Pages: 22 of 23user: Vi Tran 134 Payment Register City of Cupertino From Payment Date: 1/18/2025 - To Payment Date: 1/31/2025 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Checks Status Count Transaction Amount Reconciled Amount Open 58 $1,636,333.00 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 58 $1,636,333.00 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 76 $749,233.29 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 76 $749,233.29 $0.00 All Status Count Transaction Amount Reconciled Amount Open 134 $2,385,566.29 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 134 $2,385,566.29 $0.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 58 $1,636,333.00 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 58 $1,636,333.00 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 76 $749,233.29 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 76 $749,233.29 $0.00 All Status Count Transaction Amount Reconciled Amount Open 134 $2,385,566.29 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 134 $2,385,566.29 $0.00 Monday, February 3, 2025Pages: 23 of 23user: Vi Tran 135 CITY OF CUPERTINO Agenda Item 25-13655 Agenda Date: 2/19/2025 Agenda #: 8. Subject:Acceptance of Federal Highway Administration grant,and award of design professional services agreement to Biggs Cardosa Associates,Inc.for a total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project. 1.Adopt Resolution No.25-014 accepting $688,000 in Federal grants from the Federal Highway Administration's Highway Bridge Program for the Stevens Creek Bridge Repair Project. 2.Adopt Resolution No.25-015 approving budget modification #2425-381,approving an increase of Federal grant revenue estimates of $688,000 and an appropriation of $688,000 in the Capital Improvement Program Fund (420-99-267). 3.Authorize the City Manager to award a design professional services agreement with Biggs Cardosa Associates,Inc.in the total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project. CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™136 1 CITY COUNCIL STAFF REPORT Meeting: February 19, 2025 Subject Acceptance of Federal Highway Administration grant, and award of design professional services agreement to Biggs Cardosa Associates, Inc. for a total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project. Recommended Actions 1. Adopt Resolution No. 25-XXX accepting $688,000 in Federal grants from the Federal Highway Administration’s Highway Bridge Program for the Stevens Creek Bridge Repair Project. 2. Adopt Resolution No. 25-XXX approving budget modification #2425-381, approving an increase of Federal grant revenue estimates of $688,000 and an appropriation of $688,000 in the Capital Improvement Program Fund (420-99- 267). 3. Authorize the City Manager to award a design professional services agreement with Biggs Cardosa Associates, Inc. in the total not-to-exceed contract amount of $625,000 for the Stevens Creek Bridge Repair Project. Reasons for Recommendation Background In 2023, the Cupertino City Council adopted the Fiscal Year (FY) 2023-2024 Capital Improvement Program (CIP) Budget which included the Stevens Creek Bridge Repair Project (Project). This Project was initiated to address work recommendations issued by Caltrans based on their biennial bridge inspection reports. The approved Project funding was $172,000. In March 2023, staff submitted a grant application to Caltrans applying for Federal funding under the Federal Highway Administration’s (FHWA) Highway Bridge Program (HBP). The City’s application was approved with a grant amount of up to $688,000 with a local match of $172,000, for a total Project cost of $860,000. Discussion The City advertised a Request for Proposals (RFP) for qualified engineering consultants to complete all necessary engineering documents and studies needed to repair the 137 2 bridge which includes, but is not limited to, the following services: investigate and evaluate the existing bridge structure, prepare a feasibility study, prepare all of the necessary engineering design documents (including but not limited to structural, geotechnical, civil, and hydraulic), prepare all of the necessary information to obtain permits, and provide environmental clearance technical documents. The RFP was advertised on July 9, 2024, on the City’s Bid Opportunity Website (https://apps.cupertino.org/details/716), and proposals were due to the City by August 1, 2024. Addendums were issued for the RFP to clarify items and to extend the closing date for proposals to August 29, 2024. Consultant Selection The City received one proposal from Biggs Cardosa Associates, Inc. (Biggs Cardosa). Staff reviewed the proposal and determined Biggs Cardosa to be a qualified engineering consultant firm for this Project. Biggs Cardosa has extensive experience in designing similar bridge repair projects and demonstrated their extensive knowledge in their proposal. Staff reviewed and negotiated a contract with Biggs Cardosa for a contract amount not-to-exceed $625,000, which is fair and reasonable for the services requested. Staff recommend awarding a design professional services agreement to Biggs Cardosa in the total not-to-exceed contract amount of $625,000. Next Steps If approved, the consultant will start work on the design for the Project. Due to the complexity of the project, the various permitting requirements, and the need for coordination with multiple agencies, the term of the contract has been set for 5 years. If the acceptance of this grant and award of consultant contract is not approved, the Project will be cancelled, and the City will lose the opportunity to utilize the grant funding approved by Caltrans for this Project. The recommended repairs will remain outstanding, and Caltrans may require the City to make repairs later. Sustainability Impact No sustainability impact. Fiscal Impact Approval will increase Federal grant revenue estimates of $688,000 to budget unit 420- 99-267 Stevens Creek Boulevard Bridge Repair Project Fund and increase expenditure appropriations in the budget by $688,000 for design services for a total Project budget of $860,000. The expected remaining funds after the design service is completed will be $235,000, which will be used towards construction costs. The need for additional funding is anticipated to complete construction of the project. Cost estimates for construction costs will be based on the work necessary to fulfill final design elements. Staff will also look for potential grant funding to help offset construction costs upon design completion. 138 3 Fiscal Summary Active Project Since Fiscal Year (FY) 2015 Current Funding Status (Budget) Amount City Approved Funds FY24 $172,000 Subtotal (budget unit 420-99-267): $172,000 Projected Funding Impact (Expenses) Amount Design Professional Service Agreement (Master) ($625,000) Subtotal: ($625,000) Summary Amount Current Project Budget (budget unit 420-99-267) $172,000 Projected Funding Impact ($625,000) Total Deficiency: ($453,000) Budget Modification Requested: $688,000 FHWA Grant (Revenues) Federal Grant Local Match Total Amount FY 24 Funding Awarded $688,000 $172,000 $860,000 City Work Program (CWP) Item: No CWP Item Description: N/A Council Goal: N/A California Environmental Quality Act (CEQA) The Stevens Creek Bridge Repair Project is exempt from the California Environmental Quality Act under CEQA Guideline section 15301 (maintenance of existing facilities). _____________________________________ Prepared by: Jason Wong, Senior Civil Engineer Reviewed by: Chad Mosley, Director of Public Works Reviewed by: Chris Jensen, City Attorney Reviewed by: Tina Kapoor, Deputy City Manager Approved for Submission by: Pamela Wu, City Manager Attachments: A – Draft Resolution Grant Acceptance B – Draft Resolution Budget Modification C – Draft Design Professional Services Agreement 139 Attachment A RESOLUTION NO. __________ A RESOLUTION OF THE CUPERTINO CITY COUNCIL ACCEPTING $688,000 IN FEDERAL FUNDS FROM THE FEDERAL HIGHWAY ADMINISTRATION’S HIGHWAY BRIDGE PROGRAM FOR THE STEVENS CREEK BRIDGE REPAIR PROJECT WHEREAS, the California Department of Transportation (Caltrans) performs biennial bridge inspections and provides work recommendation reports; and WHEREAS, the City identified a need to address maintenance repairs on the Stevens Creek Bridge as recommended by Caltrans; and WHEREAS, the City applied for and was successfully awarded $688,000 in federal funds from the Federal Highway Administration’s Highway Bridge Program for the Stevens Creek Bridge Repair Project. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby authorize the acceptance of $688,000 federal grant funding for the Stevens Creek Bridge Repair Project. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February 2025, by the following vote: Members of the City Council AYES: NOES: ABSENT: ABSTAIN: SIGNED: ________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________ Kirsten Squarcia, City Clerk ________________________ Date 140 Attachment B RESOLUTION NO. __________ A RESOLUTION OF THE CUPERTINO CITY COUNCIL APPROVING A BUDGET MODIFICATION, AN INCREASE OF FEDERAL GRANT REVENUE ESTIMATES OF $688,000 AND AN APPROPRIATION OF $688,000 TO THE STEVENS CREEK BLVD BRIDGE REPLACMENT PROJECT FUND WHEREAS, the orderly administration of municipal government depends on a sound fiscal policy of maintaining a proper ratio of expenditures within anticipated revenues and available monies; and WHEREAS, accomplishing City Council directives, projects, and programs and performing staff duties and responsibilities likewise depends on the monies available for that purpose; and WHEREAS, the City Manager has determined that the balance of the funds specified in this resolution is adequate to cover the proposed transfer appropriations and therefore recommends the fund reallocation described herein. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve the recommended fund transfer and ratifies the attached amended appropriations as set forth in Exhibit A. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February 2025, by the following vote: Members of the City Council AYES: NOES: ABSENT: ABSTAIN: 141 Resolution No. __________ Page 2 SIGNED: ________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________ Kirsten Squarcia, City Clerk ________________________ Date 142 Resolution No. __________ Page 3 EXHIBIT A Appropriation Amendment by Fund Revenue Appropriations Fund Balance (Use of) 420 Stevens Creek Blvd Bridge Repair Project $688,000 $688,000 $0 TOTAL $688,000 $688,000 $0 143 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 1 of 11 Design Professional Agr (Single) / Modified DESIGN PROFESSIONAL SERVICES AGREEMENT (SINGLE) WITH BIGGS CARDOSA ASSOCIATES, INC. 1.PARTIES This Agreement is made by and between the City of Cupertino, a municipal corporation (“City”), and Biggs Cardosa Associates, Inc. (“Consultant”), a Coporation for Engineering and Environmental Services for the Stevens Creek Bridge Repair Project (“Project”), and is effective on the last date signed below (“Effective Date”). 2.SERVICES 2.1 Basic Services. Consultant agrees to provide the Basic Services for the Project, which are set forth in detail in the Scope of Services, attached here and incorporated as Exhibit A, and as further specified in Consultant’s written Proposal as approved by City, except for any provision in the Proposal which conflicts or is inconsistent with this Agreement and the Exhibits hereto, or as otherwise expressly rejected by City. Consultant further agrees to carry out its work in compliance with any applicable local, State, or Federal order regarding COVID-19. 2.2 Additional Services. City may request at any time during the Contract Time that Consultant provide additional services for the Project, which are not already encompassed, expressly or implicitly, in the Agreement, the Scope of Services, or the Proposal (“Additional Services”). Additional Services must be authorized in writing by City and Consultant will not be paid for unauthorized Additional Services rendered. Additional Services are subject to all the provisions applicable to Basic Services, except and only to the extent otherwise specified by City in writing. All references to “Services” in the Agreement include Basic Services and Additional Services, unless otherwise stated in writing. The Services may be divided into separate sequential tasks, as further specified in this Agreement, the Scope of Services, and Consultant’s Proposal. Consultant is solely responsible for its errors and omissions and those of its subconsultants, and must promptly correct them at its sole expense. Consultant must take appropriate measures to avoid or mitigate any delay, liability, and costs resulting from its errors or omissions. 2.3 Consultant’s duties and services under this agreement shall not include preparing or assisting the City with any portion of the City’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City. The City shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Consultant’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. Consultant shall cooperate with the City to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by consultant pursuant to this agreement. Attachment C 144 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 2 of 11 Design Professional Agr (Single) / Modified 3. TIME OF PERFORMANCE 3.1 Term. This Agreement begins on the Effective Date and ends on June 30, 2030, unless terminated earlier as provided herein (“Contract Time”). The City’s appropriate department head or City Manager may extend the Contract Time through a written amendment to this Agreement, provided such extension does not include additional contract funds. Extensions requiring additional contract funds are subject to the City’s purchasing policy. 3.2 Schedule of Performance. All Services must be provided within the times specified in Exhibit B, Schedule of Performance, attached and incorporated here. Consultant must promptly notify City of any actual or potential delay in providing the Services as scheduled to afford the Parties adequate opportunity to address or mitigate delays. If the Services are divided by tasks, Consultant must begin work on each separate task upon receiving City’s Notice to Proceed (“NTP”), and must complete each task within the time specified in Exhibit B. 3.3 Time is of the essence for the performance of all the Services. Consultant must have sufficient time, resources, and qualified staff to deliver the Services on time. 4. COMPENSATION 4.1 Maximum Compensation. City will pay Consultant for satisfactory performance of the Basic Services and Additional Services, if approved, a cumulative total amount that will be capped so as not to exceed $625,000 (“Contract Price”), as specified in Exhibit C, Compensation, attached and incorporated here. The Contract Price includes all expenses and reimbursements and will remain in place even if Consultant’s actual costs exceed the capped amount. No extra work or payment is permitted in excess of the Contract Price. 4.2 Basic Services. City will pay Consultant $625,000 (“Price”) for the complete and satisfactory performance of the Basic Services in accordance with Exhibit C. The Price is inclusive of all time and expenses, including, but not limited to, sub-Consultants’ costs, materials, supplies, equipment, travel, taxes, overhead, and profit. Consultant will be compensated for actual costs only of normal business expenses and overhead, with no markup or surcharge (“Reimbursable Expenses”). Consultant will not be entitled to reimbursement for copying, printing, faxes, telephone charges, employee overtime, or travel to City offices or to the Project site. 4.3 Additional Services. City has the discretion, but not the obligation, to authorize Additional Services up to an amount not to exceed $N/A. Additional Services provided to City’s reasonable satisfaction will be compensated on a lump sum basis or based on time and expenses, in accordance with the Hourly Rates and Reimbursable Expenses Schedules included in Exhibit C. If paid on an hourly basis, Consultant will be compensated for Reimbursable Expenses only. Consultant will not be entitled to reimbursement for copying, printing, faxes, telephone charges, employee overtime, or travel to City offices or to the Project site. 4.4 Invoices and Payments. Monthly invoices must describe the Services completed and the Amount due for the preceding month. City will pay Consultant within thirty (30) days following receipt of a properly submitted and approved invoice for Services. The invoice must separately itemize and provide subtotals for Basic Services and Additional Services, and must state the percentage of completion for each task, as specified in Exhibit C. City will notify Consultant in writing of any 145 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 3 of 11 Design Professional Agr (Single) / Modified disagreements with the invoice or the stated percentage of completion of tasks. If the disagreement is unresolved, City will pay Consultant only for the undisputed portion of the Services. Disputed amounts shall be subject to the Dispute Resolution provision of this Agreement. a. Time and Expenses. For Additional Services provided on an hourly basis, each invoice must also include, for each day of Services provided: (i) name and title of each person providing Services; (ii) a succinct summary of the Services performed by each person; (iii) the time spent per person, in thirty (30) minute increments; (iv) the hourly billing rate or Sub- Consultant charge and payment due; and (v) an itemized list with amounts and explanation for all permitted reimbursable expenses. b. Rates and Receipts. All hourly rates and reimbursable expenses must conform to the City- approved rates set forth in Exhibit C, which will be in effect for the entire Contract Time. Each invoice must attach legible, dated receipts for Reimbursable Expenses. 5. INDEPENDENT CONTRACTOR 5.1 Status. Consultant is an independent Consultant and not an employee, partner, or joint venture of the City. Consultant is solely responsible for the means and methods of performing the Services and shall exercise full control over the employment, direction, compensation and discharge of all persons assisting Consultant in performing the Services. Consultant is not entitled to health benefits, worker’s compensation, retirement, or any City benefit. 5.2 Qualifications and Standard of Care. Consultant represents on behalf of itself and its sub- Consultants that they have the qualifications and skills to perform the Services in a competent and professional manner, as exercised by design professionals performing similar services in the San Francisco Bay Area. Services may only be performed by qualified and experienced personnel or subconsultants who are not employed by City and do not have any contractual relationship with City excepting this Agreement. All Services must be performed as specified to City’s reasonable satisfaction. 5.3 Permits and Licenses. Consultant warrants on behalf of itself and any sub-Consultants that they are properly licensed, registered, and/or certified to perform the Services, as required by law, and that they have procured a valid City Business License, if required by the Cupertino Municipal Code. 5.4 Sub-Consultants. Unless prior written approval from City is obtained, only Consultant’s employees and sub-Consultants whose names are included in this Agreement and incorporated Exhibits may provide Services under this Agreement. Consultant must require all sub-Consultants to furnish proof of insurance for workers’ compensation, commercial liability, auto, and professional liability in reasonable conformity to the insurance required of Consultant. The terms and conditions of this Agreement shall be binding on all sub-Consultants relative to the portion of their work. 5.5 Tools, Materials, and Equipment. Consultant will supply and shall be responsible for all tools, materials, and equipment required to perform the Services under this Agreement. 5.6 Payment of Benefits and Taxes. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. Contractor and any of its employees, agents, and subcontractors shall not have any claim under this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, 146 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 4 of 11 Design Professional Agr (Single) / Modified overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, fees, contributions, or charges applicable to Contractor’s business including, but not limited to, federal and state income taxes. City shall have no obligation whatsoever to pay or withhold any taxes or benefits on behalf of Contractor. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement is determined by a court of competent jurisdiction, arbitrator, or administrative authority, including but not limited to the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City, and actual attorney’s fees incurred by City in connection with the above. 5.7 Errors and Omissions. Consultant is solely responsible for its errors and omissions and those of its sub-Consultants, and must take prompt measures to avoid, mitigate, and correct them at its sole expense. 6. PROPRIETARY/CONFIDENTIAL INFORMATION During the Contract Time, Consultant may have access to private or confidential information owned or controlled by the City, which may contain proprietary or confidential details, the disclosure of which to third parties may be damaging to City. Consultant shall hold in confidence all City information and use it only to perform this Agreement. Consultant shall exercise the same standard of care to protect City information as a reasonably prudent Consultant would use to protect its own proprietary data. 7. OWNERSHIP OF MATERIALS 7.1 Property Rights. Subject to City meeting its payment obligations for the Services, any interest (including copyright interests) of Consultant in any product, memoranda, study, report, map, plan, drawing, specification, data, record, document, or other information or work, in any medium, prepared by Consultant under this Agreement (“Work Product”), will be the exclusive property of the City upon completion of the work to be performed hereunder or upon termination of this Agreement, to the extent requested by City. In any case, no Work Product shall be shown to a third-party without prior written approval by City. 7.2 Copyright. To the extent permitted by Title 17 of the U.S. Code, all copyrights to the Work Product prepared/created by Consultant and its sub-Consultants and all copyrights in such Work Product shall constitute City property. If it is determined under federal law that the Work Product is not “works for hire,” Consultant hereby assigns to City all copyrights to the Work Product when and as created, and shall require sub-Consultants to do the same. Consultant may retain copyrights to its standard details, but hereby grants City a perpetual, non-exclusive license to use such details. 7.3 Patents and Licenses. Consultant must pay royalties or license fees required for authorized use of any third party intellectual property, including but not limited to patented, trademarked, or copyrighted intellectual property if incorporated into the Services or Work Product of this Agreement. 147 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 5 of 11 Design Professional Agr (Single) / Modified 7.4 Re-Use of Work Product. Unless prohibited by law and without waiving any rights, City may use or modify the Work Product of Consultant and its sub-Consultants to execute or implement any of the following, but Consultant shall not be responsible or liable for City’s re-use of Work Product: (a) For work related to the original Services for which Consultant was hired; (b) To complete the original Services with City personnel, agents or other Consultants; (c) To make subsequent additions to the original Services; and/or (d) For other City projects. 7.5 Deliverables and Format. Electronic and hard copies of the Work Product constitute part of the Deliverables required under this Agreement, which shall be provided to City on recycled paper and copied on both sides, except for one single-sided original. Large-scale architectural plans and similar items must be in CAD and PDF formats, and unless otherwise specified, other documents must be in Microsoft Office applications and PDF formats. 8. RECORDS 8.1 Consultant must maintain complete, accurate, and detailed accounting records relating to the Services and Compensation, in accordance with generally accepted accounting principles and procedures. The records must include detailed information about Consultant’s performance, benchmarks, and deliverables. The records and supporting documents must be kept separate from other files and maintained for a period of four (4) years from the date of City’s final payment. 8.2 Consultant will provide City full access to Consultant’s books and records for review and audit, to make transcripts or copies, and to conduct a preliminary examination of all the work, data, documents, proceedings, and activities related to this Agreement. If a supplemental examination or audit of Consultant’s records discloses non-compliance with appropriate internal financial controls, a contract breach, or a failure to act in good faith, City will be entitled to recover from Consultant the costs of the supplemental examination. If this is a lump sum fee Agreement, City will be provided access to records of reimbursable expenses and the instruments of service/deliverables for review and audit. This Section 8 survives the expiration/termination of this Agreement. 8.3 Consultant acknowledges that certain documents generated or received by Consultant in connection with the performance of this Agreement, including but not limited to correspondence between Consultant and any third party, are public records under the California Public Records Act, California Government Code section 6250 et seq. Consultant shall comply with all laws regarding the retention of public records and shall make such records available to the City upon request by the City, or in such manner as the City reasonably directs that such records be provided. 9. ASSIGNMENT Consultant shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so will be null and void. Any changes related to the financial control or business nature of Consultant as a legal entity will be considered an Assignment subject to City approval, which shall not be unreasonably withheld. For purposes of this provision, control means fifty percent (50%) or more of the voting power of the business entity. This Agreement binds Consultant, its heirs, successors and assignees. 148 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 6 of 11 Design Professional Agr (Single) / Modified 10. PUBLICITY / SIGNS Any publicity generated by Consultant for the project under this Agreement, during the term of this Agreement and for one (1) year thereafter, will reference the City’s contributions in making the project possible. The words “City of Cupertino” will be displayed in all pieces of publicity, including flyers, press releases, posters, brochures, public service announcements, interviews, and newspaper articles. No signs may be posted, exhibited, or displayed on or about City property, except signage required by law or this Agreement, without prior written approval from the City. 11. INDEMNIFICATION 11.1 To the fullest extent allowed by law and except for losses caused by the sole or active negligence or willful misconduct of City personnel, Consultant agrees to indemnify, defend, and hold harmless the City as follows: a. Indemnity for Design Professional Liability: With respect to the performance of design professional services by a design professional as defined in California Civil Code Section 2782.8, to the fullest extent permitted by law, Consultant shall indemnify and hold harmless City, its officers, officials, agents, employees, and volunteers (collectively and/or individually “City”) from and against any and all liabilities, claims, damages, losses, costs, or expenses (including, without limitation, costs, attorneys’ fees, and expert fees of litigation and alternative dispute resolution) of every nature to the extent arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of Consultant or any of its officers, employees, servants, agents, or subcontractors (collectively and/or individually “Consultant”), in the performance of this Agreement or failure to comply with any obligations of the Agreement. If it is finally determined (through a non-appealable judgment or an agreement between City and Consultant) that liability is caused by the comparative negligence or willful misconduct of City, then Consultant’s indemnification and hold harmless obligation shall not exceed Consultant’s finally determined percentage of liability based upon the comparative fault of Consultant. Irrespective of any language to the contrary in this Agreement, the Consultant has no duty to provide or to immediately pay for an up-front defense of City against unproven claims or allegations, but shall reimburse those litigation costs and expenses (including, without limitation, attorneys’ fees, and expert fees) incurred by the City to the extent caused by the negligence, recklessness, or willful misconduct of Consultant. In no event shall the cost to defend charged to Consultant exceed Consultant’s proportional percentage of fault, except as described in Section 2782.8(a) and (e) of the California Civil Code. b. Claims Involving Intellectual Property. Consultant shall indemnify, defend, and hold harmless Indemnitees from and against any claim involving intellectual property, infringement, or violation of a United States patent right or copyright, trade secret, trademark, or service mark or other proprietary or intellectual property rights, which arises out of, pertains to, or relates to Consultant’s negligence, recklessness, or willful misconduct. Such costs and expenses will include reasonable attorney fees for legal counsel of City’s choice, expert fees, and all other costs and fees of litigation. c. Claims for Other Liability. Except as provided in subsections 11.1(a) and (b), to the fullest extent permitted by law, Consultant shall hold harmless, defend (with counsel agreed to by City), and indemnify City and its officers, officials, agents, employees, and volunteers 149 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 7 of 11 Design Professional Agr (Single) / Modified (collectively and/or individually “City”) from and against any and all liability, claim, loss, damage, expense, costs (including, without limitation, costs, attorneys’ fees, and expert fees of litigation) of every nature arising out of, related to, or in connection with the performance of work hereunder by Consultant or any of its officers, employees, servants, agents, or subcontractors, or the failure of the same to comply with any of the obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or sole willful misconduct of the City. Consultant’s duty to defend applies immediately, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend as stated herein. 11.2 Consultant will assist City, at no additional cost, in the defense of any claim, dispute, or lawsuit arising out of this Agreement. Consultant’s duties herein are not limited to or subject to the Contract Price, to Workers’ Compensation claims, or to the Insurance or Bond limits and provisions. Nothing in this Agreement shall be construed to give rise to an implied right of indemnity in favor of Consultant against any Indemnitee. 11.3 Consultant agrees to pay the reasonable costs City may incur in enforcing this provision related to Consultant’s indemnification duties, including reasonable attorney fees, fees for legal counsel acceptable to City, expert fees, and all other costs and expenses related to a claim or counterclaim, a purchase order, another transaction, litigation, or dispute resolution. Without waiving any rights, City may deduct money from Consultant’s payments to cover moneys due to City. 11.4 Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor, or any other person or entity involved by, for, with, or on behalf of Consultant in the performance of this Agreement. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. 11.5 This Section 11 shall survive expiration or termination of this Agreement. 12. INSURANCE On or before the Contract Time commences, Consultant shall furnish City with proof of compliance with City Insurance Requirements, attached and incorporated here as Exhibit D. City will not execute the Agreement until Consultant has submitted and City has reasonably approved receipt of satisfactory certificates of insurance and endorsements evidencing the type, amount, class of operations covered, and the effective and expiration dates of coverage. Alternatively, City may terminate this Agreement or in its sole discretion purchase insurance at Consultant’s expense and deduct costs from payments to Consultant. 13. COMPLIANCE WITH LAWS 13.1 General Laws. Consultant shall comply with all laws and regulations applicable to this Agreement. Consultant will promptly notify City of changes in the law or other conditions that may affect the Project or Consultant’s ability to perform. Consultant is responsible for verifying the employment authorization of employees performing the Services, as required by the Immigration Reform and Control Act, or other federal or state law, rule or regulation. 150 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 8 of 11 Design Professional Agr (Single) / Modified 13.2 Labor Laws. Consultant shall comply with all labor laws applicable to this Agreement. If the Services include a “public works” component, Consultant must comply with prevailing wage laws under Labor Code Section 1720 and other labor laws. To the extent applicable, Consultant must comply with City’s Labor Compliance Program and with state labor laws pertaining to working days, overtime, payroll records and DIR Registration and Oversight. If the Contract Price is $30,000 or more, Consultant must comply with the apprenticeship requirement in Labor Code Section 1777.5. 13.3 Discrimination Laws. Consultant shall not discriminate on the basis of race, religious creed, color, ancestry, national origin, ethnicity, handicap, disability, marital status, pregnancy, age, sex, gender, sexual orientation, gender identity, Acquired-Immune Deficiency Syndrome (AIDS), or any other protected classification. Consultant shall comply with all anti-discrimination laws, including Government Code Section 12900 and 11135, and Labor Code Section. 1735, 1777, and 3077.5. Consistent with City policy prohibiting it, Consultant understands that harassment and discrimination by Consultant or any of its sub-Consultants toward a job applicant, an employee, a City employee, or any other person is strictly prohibited. Consultant agrees to provide records and documentation to the City on request necessary to monitor compliance with this provision. 13.4 Conflicts of Interest. Consultant shall comply with all conflict of interest laws and regulations applicable to this Agreement and must avoid any conflict of interest. Consultant warrants that no public official, employee, or member of a City board or commission who might have been involved in the making of this Agreement, has or will receive a direct or indirect financial interest in this Agreement in violation of California Government Code Section 1090 et seq. Consultant may be required to file a conflict of interest form if Consultant makes certain governmental decisions or serves in a staff capacity, as provided in Section 18700 of Title 2 of the California Code of Regulations and other laws. Services may only be performed by persons who are not employed by City and who do not have any contractual relationship with City, with the exception of this Agreement. Consultant is familiar with and agrees to abide by the City’s rules governing gifts to public officials and employees. 13.5 Remedies. A violation of this Section 13 constitutes a material breach and may result in City suspending payments, requiring reimbursement, or terminating this Agreement. City reserves all its rights and remedies under law and this Agreement, including the right to seek indemnification under Section 11. Consultant agrees to indemnify, defend, and hold City harmless from and against any loss, liability, and expenses arising from noncompliance with this Section. 14. PROJECT COORDINATION 14.1 City Project Manager. The City’s Project Manager for all purposes under this Agreement will be Jason Wong, who shall have the authority to manage this Agreement and oversee the progress and performance of the Services. City in its sole discretion may substitute another Project Manager at any time and will advise Consultant of the new representative. 14.2 Consultant Project Manager. Subject to City’s reasonable approval, Consultant’s Project Manager for all purposes under this Agreement will be John Alciati, who shall be the single representative for Consultant with the authority to manage compliance with this Agreement and oversee the progress and performance of the Services. This includes responsibility for coordinating and scheduling the Services in accordance with City instructions, service orders, and the Schedule of Performance, and providing regular updates to the City’s Project Manager on the Project status, progress, and any delays. City written approval is required prior to Consultant substituting a new Project Manager, which shall result in no additional costs to City or Project delays. 151 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 9 of 11 Design Professional Agr (Single) / Modified 15. ABANDONMENT OF PROJECT City may abandon or postpone the Project with thirty (30) calendar days written notice to Consultant. Consultant will be compensated for satisfactory Services performed through the date of abandonment and will be given reasonable time to assemble the work and close out the Services. No close out work shall be conducted without City reasonable approval of closure costs, which may not exceed ten percent (10%) of the total time expended to the date of abandonment. All charges including job closure costs will be paid in accordance with the provisions of this Agreement and within thirty (30) days of Consultant’s final invoice reasonably approved by the City. 16. TERMINATION City may terminate this Agreement for cause or without cause at any time, following reasonable written notice to Consultant at least thirty (30) calendar days prior to the termination date. Consultant will be paid for satisfactory Services rendered through the date of termination, but final payment will not be made until Consultant closes out the Services and delivers all Work Product to City. All charges approved by City including job closure costs will be paid within thirty (30) days of Consultant’s final invoice. 17. GOVERNING LAW, VENUE, AND DISPUTE RESOLUTION This Agreement is governed by the laws of the State of California, excepting any choice of law rules which may direct the application of laws of another jurisdiction. Any lawsuits filed related to this Agreement must be filed with the Superior Court for the County of Santa Clara, State of California. Consultant must comply with the claims filing requirements under the Government Code prior to filing a civil action in court against City. The Agreement and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Agreement (or the successors of those authorities). If a dispute arises, Consultant must continue to provide the Services pending resolution of the dispute. If the Parties elect arbitration, the arbitrator’s award must be supported by law and substantial evidence and include detailed written findings of law and fact. 18. ATTORNEY FEES If City initiates legal action, files a complaint or cross-complaint, or pursues arbitration, appeal or other proceedings to enforce its rights or a judgment in connection with this Agreement, the prevailing party will be entitled to reasonable attorney fees and costs. This Section 18 survives the expiration/termination of this Agreement. 19. THIRD PARTY BENEFICIARIES There are no intended third party beneficiaries of this Agreement. 20. WAIVER Neither acceptance of the Services nor payment thereof shall constitute a waiver of any contract provision. City’s waiver of any breach shall not be deemed to constitute waiver of another term, provision, covenant, or condition or a subsequent breach, whether of the same or a different character. 152 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 10 of 11 Design Professional Agr (Single) / Modified 21. ENTIRE AGREEMENT This Agreement represents the full and complete understanding of the Parties, of every kind or nature, and supersedes any and all other agreements and understandings, either oral or written, between them. Any modification of this Agreement will be effective only if in writing and signed by each Party’s authorized representative. No verbal agreement or implied covenant will be valid to amend or abridge this Agreement. If there is any inconsistency between any term, clause, or provision of this main Agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main Agreement shall prevail and be controlling. 22. INSERTED PROVISIONS Each contractual provision or clause that may be required by law is deemed to be included and will be inferred in this Agreement. Either party may request an amendment to cure any mistaken insertion or omission of a required provision. 23. HEADINGS The headings in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit, or amplify the terms or provisions of this Agreement. 24. SEVERABILITY/PARTIAL INVALIDITY If any term or provision of this Agreement, or their application to a particular situation, is found by the court to be void, invalid, illegal or unenforceable, such term or provision shall remain in force and effect to the extent allowed by such ruling. All other terms and provisions of this Agreement or their application to specific situations shall remain in full force and effect. 25. SURVIVAL All provisions which by their nature must continue after the Agreement ends, including without limitation those referenced in specific Sections herein, survive this Agreement and shall remain in full force and effect. 26. NOTICES All notices, requests, and approvals must be sent to the persons below in writing to the persons below, and will be considered effective on the date of personal delivery, the delivery date confirmed by a reputable overnight delivery service, on the fifth calendar day after deposit in the United States Mail, postage prepaid, registered or certified, or the next business day following electronic submission: To City of Cupertino: Department of Public Works 10300 Torre Ave., Cupertino CA 95014 Attention: Jason Wong Email: jasonw@cupertino.gov To Consultant: Biggs Cardosa Associates, Inc. 865 The Alameda San Jose, CA 95126 Attention: John Alciati Email: jalciati@biggscardosa.com 153 Engineering and Environmental Services for the Stevens Creek Bridge Repair Project 11 of 11 Design Professional Agr (Single) / Modified 27. FEDERALLY FUNDED PROJECT This Project is funded in whole or in part by federal funds and subject to the federal requirements set forth in Exhibit E. 28. EXECUTION The person executing this Agreement on behalf of Consultant represents and warrants that Consultant has the right, power, and authority to enter into this Agreement and carry out all actions herein, and that he or she is authorized to execute this Agreement, which constitutes a legally binding obligation of Consultant. This Agreement may be executed in counterparts, each one of which is deemed an original and all of which, taken together, constitute a single binding instrument. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed on the Effective Date stated earlier in this Agreement. CITY OF CUPERTINO BIGGS CARDOSA ASSOCIATES, INC. A Municipal Corporation By Name Title Date By Name Title Date APPROVED AS TO FORM: CHRISTOPHER D. JENSEN Cupertino City Attorney ATTEST: KIRSTEN SQUARCIA City Clerk Date 154 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. EXHIBIT A SCOPE OF SERVICES Biggs Cardosa (“CONSULTANT” or “Biggs Cardosa”) shall perform professional services which include but are not limited to tasks detailed in Section 2 related to the 2024-02 Stevens Creek Boulevard Bridge Repair Project (“PROJECT”) located on Stevens Creek Boulevard. For each phase of the PROJECT, CONSULTANT will submit a written proposal that includes a specific Scope of Services, Schedule of Performance, and Compensation for the CITY’s review, CONSULTANT shall not proceed with any phase until it receives written authorization from the Director of Public Works or his Designee via a Service Order using the Service Order Form in Attachment 1. Each Service Order will specify the scope of services, deliverables, schedule of performance, compensation, and any other applicable terms. CONSULTANT will not be compensated for Services performed without a duly executed Service Order. SECTION 1. GENERAL A. General Performance Requirements: 1. The performance of all services by CONSULTANT shall be to the satisfaction of the CITY, in accordance with the express terms hereof, including but not limited to the terms set out in detail in this scope of services, Service Order and the standard of care provisions contained in this AGREEMENT. 2. The CITY’s Department of Public Works shall manage the PROJECT and this AGREEMENT. CONSULTANT shall receive final direction from the CITY’s Director of Public Works or his/her authorized designee (hereinafter collectively “CITY”) only. 3. CONSULTANT shall coordinate this scope of services with the CITY as well as with other CITY consultants and contractors, as needed or as directed by the CITY. CONSULTANT shall schedule meeting and prepare meeting agendas and minutes for all PROJECT meetings during the design phase under the scope of work. All minutes of meetings are due to the CITY within five (5) working days after the meeting. CONSULTANT shall provide copies of such documentation to the CITY, and as directed by the CITY, to other appropriate agencies and entities. CONSULTANT shall coordinate all responses to comments through the CITY. 4. CONSULTANT shall designate and provide to the CITY the names of their team members for the PROJECT. The team members shall be satisfactory to the CITY. CONSULTANT shall not substitute any team members without the prior approval of the CITY. 5. CONSULTANT’s services shall be performed as expeditiously as is consistent with professional skill and care as set forth in the agreement and the orderly 155 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. process of the work. The schedule for the performance included in EXHIBIT B, may be adjusted by mutual agreement. 6. CONSULTANT shall manage its SUBCONSULTANTS, and administer the PROJECT. CONSULTANT shall consult with the CITY, research applicable design criteria, and communicate with members of the PROJECT team. SECTION 2. TASKS **CONSULTANT MUST RECEIVE AN EXECUTED SERVICE ORDER FROM THE CITY PRIOR TO BEGINNING ANY TASK** Phase 1: PRELIMINARY ENGINEERING AND TECHNICAL STUDIES TASK 1: PROJECT MANAGEMENT Project management will include, but not be limited to, the supervision and scheduling of project staff, review of work prepared by staff and subconsultants, project coordination, project organization, quality assurance and control, acting as the client liaison, monitoring the project schedule and budget, preparation of project reports and attendance at meetings with the City and other agencies to receive input and discuss and review the project during its critical design periods. More specific responsibilities may include but not be limited to: Task 1.0 – Coordination/Meetings/Administration Task 1.1: Project Development Meetings Biggs Cardosa will schedule monthly project development virtual meetings to discuss the status of the PROJECT, upcoming efforts, issues, and other relevant information. An agenda and invitation will be sent two (2) days prior to the meeting, including minutes from the previous meeting. Minutes of each meeting will be distributed to attendees within five (5) workdays of the meeting. At the meeting, we will distribute an Outstanding Issues list. Items on the list are discussed at the meeting, new issues are added and assigned, and tasks completed are noted as “closed”. Task 1.2: Miscellaneous Coordination Meetings (Agency) Biggs Cardosa will conduct additional coordination meetings, as needed, with agencies having jurisdiction within the PROJECT limits. This task will include preparing memos, letters, e-mails, and phone calls necessary to manage the PROJECT. This scope assumes a total of two (2) meetings with various agencies. Task 1.3 – Progress Reports and Invoices On a monthly basis, Biggs Cardosa will issue invoices and progress reports to the City detailing major items worked on during the billing period and anticipated work for the following month. Biggs Cardosa will establish and apply internal accounting methods and procedures acceptable to the City for documenting and monitoring contract costs. 156 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Phase 1 Task 1 Deliverables: • Meeting agendas and minutes • Outstanding Issues List (and updates) • Invoices with progress reports TASK 2: PLANNING AND PROJECT DEVELOPMENT Task 2.1 – Kick-Off Meeting Biggs Cardosa will schedule a PROJECT kick-off meeting and invite key personnel from the City, as well as other parties that, in concurrence with the City, are important stakeholders in the success of the PROJECT. The goal of the kick-off meeting is to introduce staff, discuss project background and scope, establish communication and procedure guidelines, and discuss the PROJECT schedule. Biggs Cardosa will also start preparation of a detailed PROJECT description, including PROJECT components, environmental study limits (ESL), and timing of construction. Task 2.2 – Research and Data Gathering The Biggs Cardosa design team will review available data, including previous studies, provided by the City. Key information to review will be photos, record drawings and inspection reports, and maintenance history. Biggs Cardosa will collect utility information using USA database. Utility record data will be drafted on a utility base map. Task 3: PRELIMINARY/CONCEPT PLANS Task 3.1 – Preliminary Geotechnical Investigations & Foundation Report Task 3.1.1 – Research and Data Collection The design team will review available geologic and soil literature in the vicinity of the site, including a review of as-built drawings and existing boring data in the PROJECT vicinity. Task 3.1.2 – Sample Collection Biggs Cardosa willcollect three bulk samples from the creek bed with hand tools. One sample will be collected at the bridge location, with two additional samples to be collected approximately 50 to 100 feet upstream and downstream from the bridge, respectively, depending on access. The purpose of these samples is to provide gradation data for scour analyses. Actual sampling locations will depend upon available access, with consieration of the water level in the creek. Task 3.1.3 – Laboratory Testing Particle size analyses will be performed on the three collected samples. 157 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Task 3.1.4 – Preliminary Geotechnical Evaluation Memorandum Biggs Cardosa will prepare amemorandum covering the overall geotechnical/geologic condition on a broad basis, including, but not limited to, geology, subsurface conditions, groundwater, as-built data, etc. The laboratory data from Task 3.1.3 will be included as part of the memorandum. Task 3.1.5 – Geotechnical Explorations Task 3.1.5.1 Permit and Utility Clearance Explorations will be performed within the City’s right-of-way (ROW), and an encroachment permit will not be required. Traffic control will be provided, as necessary, during field explorations. Traffic control plans will be prepared by an outside vendor, part of Biggs Cardosa subconsultant’s team.. Biggs Cardosa will apply for drilling permits from Valley Water as the boring is greater than 45 feet. A field engineer will mark the boring location and contact the Underground Service Alert (USA) for utility clearance. A private utility locator and removing the USA marking are not included in the scope. Task 3.1.5.2 Field Exploration A total of two soil borings, each up to 80 feet deep, are planned with one at each abutment. A truck rig would be used for the field explorations. Lane closures are expected during the field explorations. Traffic control is included in the cost and will be performed by an outside vendor. A field engineer will classify and log the subsurface soil and rock conditions encountered in the test boring at the time of drilling. Samples will be collected for laboratory testing. The borings will be grouted 2 sack slurry. Then the AC hot patch be squared off (2’x2’x3” minimum patch). Actual locations of the explorations will be determined based on the site condition due to access or utility conflicts. Task 3.1.5.3 Laboratory Testing Laboratory tests will be performed on representative soil samples, including but not limited to, moisture contents, densities, particle size analyses, plasticity index (basic soil characteristics), corrosion tests (pH, sulfate, chloride, and resistivity), consolidation tests, and strength tests as deemed necessary. Task 3.1.5.4 Preparation of Boring Log The boring log will be edited based on the field logs and the laboratory test results and will be prepared based on Caltrans standards. It is assumed that the boring data will be provided in boring record format, i.e., letter-sized gINT log. Task 3.1.5.5 Soils Analysis/Evaluation 158 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Associated engineering analyses may be required to provide additional input to the foundation design. Based on our experience, the following may be expected: • Seismic design criteria, i.e., ARS curve per Caltrans ARS Online website. (site- specific ARS curve is not included.) • Seismic hazards (liquefaction potential), • Foundation evaluation (axial/lateral capacity for deep foundations or bearing capacity/settlement for shallow foundations), • Development of geotechnical parameters for LPILE analyses (LPILE to be performed by the structural engineer), • Slope stability evaluation at the abutments, • Lateral earth pressures for the abutment walls per Caltrans SDC 2.0 • Corrosion potential Task 3.1.5.6 Report Preparation The preliminary memorandum will be updated to present the results of the boring data and the engineering analyses. Task 3.2 Hydrology & Hydraulics Task 3.2.1: Obtain, Review and Summarize Existing Information Task 3.2.1.1– Obtain, Review Summarize Bridge Maintenance Reports The design team will obtain, review and summarize the available bridge maintenance reports from BIRIS including routine maintenance reports, underwater inspections and special hydraulic analysis. Task 3.2.1.2– Obtain and Review FEMA information Biggs Cardosa will update the available information from FEMA by submitting a request to the FEMA library through the City of Cupertino, review the effective and preliminary Flood Information Study and hydrology information available from FEMA. Task 3.2.1.3–Field Investigation Biggs Cardosa will meet with the City of Cupertino and field review the bridge reach with the project team. Assumptions for Phase 1 Task 3.2 include: 1. No hydraulic analysis is assumed for this phase of the scope of work. 2. No potential scour countermeasure or scour monitoring will be provided for this scope of work. Task 3.2.2 Hydraulic Analysis Memorandum (HAM) Task 3.2.2.1 – Draft HAM 159 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Biggs Cardosa will complete a draft HAM documenting the existing conditions and potential scour countermeasure alternatives. Task 3.2.2.2 – Final HAM Biggs Cardosa will incorporate comments in a Final HAM documenting the information gathering and potential scour countermeasure alternatives. Assumptions for Phase 1 Task 3.2 include: 1. The Draft and Final HAM will be provided in electronic format assuming one round of comments on the Draft HAM. Task 3.3 – Feasibility Study The Biggs Cardosa design team will develop a feasibility study for Stevens Creek Bridge to determine the recommended scour countermeasure for Stevens Creek Bridge prior to proceeding with the plan design. This phase of work focuses on identifying PROJECT challenges, developing and screening improvement alternatives, and defining the PROJECT. Task 3.3.1 – Scour Countermeasure Evaluation Biggs Cardosa will evaluate up to three (3) structure concepts including scour countermeasure, bridge rehabilitation, and bridge replacement. Biggs Cardosa will discuss the advantages and disadvantages of each alternative in the feasibility study report. Bridge Preliminary General Plans: Biggs Cardosa will prepare one preliminary General Plan sheet for the recommended structure concept that includes a plan, elevation, and typical section. Bridge General Plan Estimates: Biggs Cardosa will prepare preliminary Engineer’s Estimates for each of the structure concepts which will include the appropriate contingencies (typically 25%) in accordance with Caltrans guidelines. The most accurate cost estimate possible will be provided to Biggs Cardosa for planning and budgeting purposes at this early stage of design. Task 3.3.2 – Feasibility Study Report The Feasibility Study Report will be prepared during the preliminary design phase to document the basis of design and reasoning made to arrive at the selected scour countermeasure. Design considerations will include bridge structure evaluation, environmental impacts, hydraulic constraints, geotechnical constraints, constructability, construction staging and access, structure cost, and civil costs. Biggs Cardosa will review the existing conditions and assess the most cost-effective structure concepts. Biggs Cardosa will evaluate alternative scour countermeasures and bridge configurations to meet the requirements of the PROJECT constraints. Biggs Cardosa will work closely with the City to evaluate the impacts to cost, schedule, constructability, and environmental considerations created by each of the feasible structure concepts. The Feasibility Study Report will include the following primary elements: 160 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. • Discussion of the three structure concepts including discussion on construction and maintenance costs, permitting constraints, environmental impacts, right-of-way impacts, and initial geotechnical and hydraulic results to highlight how the preferred alternative was determined. • Estimated construction costs. Phase 1 Task 3 Deliverables: • Preliminary Geotechnical Evaluation Memorandum • Final Hydraulic Analysis Memorandum (HAM) • Three (3) Cost Estimates (PDF) • Draft and Final Feasibility Study Report (PDF) TASK 4: ENVIRONMENTAL APPROVAL **CONSULTANT MUST RECEIVE AN EXECUTED SERVICE ORDER FROM THE CITY PRIOR TO BEGINNING ANY TASK** The design team will prepare the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) review documents and supporting technical studies for the PROJECT. TASK 4.0 – PUBLIC OUTREACH Biggs Cardosa will facilitate an in-person Public Meeting for the PROJECT. Biggs Cardosa will prepare an agenda, review PROJECT materials and presentations created, review meeting notices and web content, and assist with meeting notification through stakeholder contacts. The Biggs Cardosa public outreach team will participate in two preparation virtual meetings, attend one virtual meeting at start of meeting cycle, travel to and facilitate the in-person meeting, create brief meeting summaries and attend a virtual debrief meeting. Task 4.1 – NEPA Environmental Clearance The PROJECT will receive federal funding from the Federal Highway Administration (FHWA) and, therefore, compliance with NEPA and related federal statutes will be required. Biggs Cardosa will undertake the required studies following the Caltrans Office of Local Assistance procedures and utilize the formats published on the Caltrans Standard Environmental Reference (SER) website. Task 4.1.1 - Preliminary Environmental Study (PES) Biggs Cardosa will work with the PROJECT team to develop a PROJECT description for submittal to Caltrans. Biggs Cardosa will prepare the Caltrans’ Preliminary Environmental Study (PES) form and attend one formal Caltrans Field Review for the proposed PROJECT. The PES form will include a visual impact questionnaire, United States Fish and Wildlife Service (USFWS) list of federally listed species, National Marine Fisheries Service (NMFS) list of 161 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. federally listed species, Federal Emergency Management Agency (FEMA) floodplain maps, and hazardous materials database mapping. Task 4.1.2-NEPA Technical Memorandums Upon completion of the PES process, Caltrans will issue a letter to the City identifying the NEPA environmental document (i.e., Categorical Exclusion) and technical memos and studies to be completed to support the NEPA document. Based on recent experience working on similar Caltrans Local Assistance Projects in the greater Bay Area, Caltrans should determine the PROJECT qualifies for a Categorical Exclusion and require preparation of the following technical memos for the PROJECT: • Natural Environment Study (NES) and Biological Assessment (BA) • Water Quality Memo (Construction BMPs) • Location Hydraulic Study and Summary Floodplain Encroachment Report (LHS and SFER) • Traffic Control Plan (traffic control during construction, construction hours) • Equipment Staging Memo (staging location details) • Construction Noise Memo (adherence to local ordinance) • Air Quality PM2.5 Exemption Email from MTC Biggs Cardosa will be responsible for preparing all the above memos/reports. The coordination with MTC for the Air Quality PM2.5 Exemption email will be provided by the City, and the Biggs Cardosa design team will assist the City with this coordination. The traffic control, water quality, construction noise, and equipment staging memos will be based on information provided by the Biggs Cardosa’s Team. The memos and reports will be prepared based on the Caltrans’ SER and submitted to the City for review. Biggs Cardosa will revise the memos and reports once and submit them back to the City for submission to Caltrans. After the memos are deemed complete by Caltrans, Caltrans will issue the NEPA Categorical Exclusion for use by the City in obtaining federal funding. Task 4.2 – CEQA Environmental Clearance The PROJECT should qualify for a Class 1 Categorical Exemption (CE) under CEQA. Per CEQA Guidelines Section 15301, Class 1 activities consist of the “operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use.” The above-described technical memos and reports to be prepared under NEPA will serve as the technical reports to be used to support the CEQA CE. No additional technical memos or reports will be completed to support the CEQA CE. Biggs Cardosa will prepare the Notice of Exemption (NOE) and a CE justification memo explaining why none of the exceptions to applying a CE and listed under Section 15300.2 Exceptions of the CEQA Guidelines are applicable to the PROJECT. The memo and NOE will be submitted to the City for review and approval. This scope of work assumes the City will file the NOE with the Santa Clara County Clerk and State Clearinghouse. 162 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Task 4.3 – Biological Resources Report The design team will prepare a Natural Environment Study (NES) and Biological Assessment (BA) for the proposed PROJECT per the latest Caltrans guidance. The NES and BA will describe existing biological conditions and any sensitive biological resources, such as potentially regulated habitats (e.g., wetlands) and special-status species, which may occur on the PROJECT site. The PROJECT site and immediately surrounding areas are expected to support jurisdictional waters, as well as the Central California Coast steelhead (Oncorhynchus mykiss), northwestern pond turtle (Actinemys marmorata), roosting bats, and nesting common and special-status birds. The NES and BA will describe potential impacts of the PROJECT on these biological resources as well as conceptual mitigation measures necessary to mitigate the PROJECT’s environmental impacts. Biggs Cardosa will prepare a draft Biological Assessment (BA) per the latest Caltrans guidance for the purpose of facilitating Section 7 consultation with the National Marine Fisheries Service in accordance with the Federal Endangered Species Act. The BA will include a description of the PROJECT; background information regarding the Central California Coast steelhead and its potential occurrence within the work area, including agency-provided information; an analysis of PROJECT impacts on this species; and avoidance, minimization, and compensatory mitigation measures to protect this species. The report will also include a species table addressing the potential for occurrence of all federally listed, proposed, and candidate species known to occur or potentially occurring in the general vicinity of the PROJECT boundary. This task also includes coordination with the National Marine Fisheries Service (NMFS) following submittal of the BA, including a site visit with NMFS staff and US Fish and Wildlife, if necessary. Phase 1 Task 4 Deliverables:  Natural Environment Study  Biological Assessment  Technical Memos  CEQA CE  NEPA CE  Brief public meeting summary PHASE 2: ENGINEERING DESIGN (PLANS, SPECIFICATIONS, AND ESTIMATES (PS&E), BID SUPPORT, AND CONSTRUCTION SUPPORT 163 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. **CONSULTANT MUST RECEIVE AN EXECUTED SERVICE ORDER FROM THE CITY PRIOR TO BEGINNING ANY TASK** TASK 0: PROJECT MANAGEMENT Project management will include the supervision and scheduling of project staff, review of work prepared by staff and subconsultants, project coordination, project organization, quality assurance and control, acting as the client liaison, monitoring the project schedule and budget, preparation of project reports and attendance at meetings with the City and other agencies to receive input and discuss and review the project during its critical design periods. More specific responsibilities include but are not limited to: Task 0.1: Project Development Meetings: Biggs Cardosa will schedule monthly project development virtual meetings to discuss the status of the PROJECT, upcoming efforts, issues, and other relevant information. An agenda and invitation will be sent out two (2) days prior to the meeting, including minutes from the previous meeting. Minutes of each meeting will be distributed to attendees within five (5) workdays of the meeting. At the meeting, we will distribute an Outstanding Issues list. Items on the list are discussed at the meeting, new issues are added and assigned, and tasks completed are noted as “closed”. Task 0.2: Miscellaneous Coordination Meetings (Agency): Biggs Cardosa will conduct additional coordination meetings, as needed, with agencies having jurisdiction within the project limits. This task will include preparing memos, letters, e-mails, and phone calls necessary to manage the project. This scope assumes a total of two (2) meetings with various agencies. TASK 0.3 – PROJECT SCHEDULE Biggs Cardosa will prepare a PROJECT Master Schedule in Microsoft Project format. The schedule will be updated regularly and discussed at the monthly PDT meetings. The schedule will have all relationships defined and the critical path and activity floats shown. The Preliminary Project Schedule is included at the end of this section and is based on the anticipated contract execution date that includes all the major design tasks and defined relationships. TASK 0.4 – PROGRESS REPORTS AND INVOICES On a monthly basis, Biggs Cardosa will issue invoices and progress reports to the City detailing major items worked on during the billing period and anticipated work for the following month. We will establish and apply internal accounting methods and procedures acceptable to the City for documenting and monitoring contract costs. Phase 2 Task 0 Deliverables:  Meeting agendas and minutes  Outstanding Issues List (and updates) 164 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc.  Project Master Schedule (and updates)  Invoices with progress reports TASK 1: FINAL DESIGN – REPORTS AND STUDIES TASK 1.1 – FINAL DESIGN REPORTS AND STUDIES The focus of the design team is to finalize the reports and supplemental PROJECT information which form the basis of design for the PROJECT. All project sheets, which will be represented in the bid documents, will be identified and developed in varying degrees of detail during this phase. TASK 1.1.1 – FINAL GEOTECHNICAL REPORT It is assumed that no foundation or structural work will be required for the scour countermeasure. No work is planned for Phase 2 Task 1.1.1 at this time. TASK 1.1.2 –HYDRAULIC MODELING AND POTENTIAL SCOUR COUNTERMEASURE SCOPING Task 1.1.2.1 – Set up an existing conditions HEC-RAS model based on Point Precipitation Hydrology: Biggs Cardosa will set up an existing conditions HEC-RAS hydraulic model based on a hydrograph developed from a Point Precipitation Model. Task 1.1.2.2 – Set up a proposed conditions HEC-RAS model Biggs Cardosa will update existing conditions HEC-RAS model based on plans provided by the PROJECT team. Task 1.1.2.3 – Estimate Local Scour at the existing bridge Biggs Cardosa will estimate local pier, contraction, abutment, and pressure flow scour for the existing bridge using the methods described in the Federal Highway Administration (FHWA) Publication HEC-18, Evaluating Scour at Bridges. Task 1.1.2.4 – Estimate Short Term Degradation: Biggs Cardosa will provide a survey request for a thalweg profile survey and estimate future short-term degradation based upon the results of the thalweg profile survey information. Task 1.1.2.5 – Estimate Scour Biggs Cardosa will estimate the scour for up to 3 proposed alternative scour countermeasure strategies. Task 1.1.2.6: Provide Potential Scour Countermeasure Options Biggs Cardosa will provide potential scour countermeasure options for City consideration. Task 1.1.2.7 – Preliminary Hydraulic Report Biggs Cardosa will complete a draft Preliminary Hydraulic Report (PHR) documenting the hydrology/hydraulics and the scour analysis. Biggs Cardosa will incorporate one round of comments in a Final PHR. 165 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. TASK 1.2 – SURVEYING AND MAPPING TASK 1.2.1 – PROJECT SURVEY CONTROL Biggs Cardosa will establish survey control for use throughout design and construction. PROJECT control will reference City and SCVWD Benchmarks as available. TASK 1.2.2 – TOPOGRAPHIC SURVEY Biggs Cardosa will perform field topographic survey for use in design and modeling. Biggs Cardosa will collect creek cross-sections, extending 10’ beyond top of bank on each side of the creek. Creek cross sections will collect visible grade breaks perpendicular to the primary direction of flow. Cross sections will be collected at approximately the following locations: • 200’ upstream of Stevens Creek Blvd • 150’ upstream of Stevens Creek Blvd • 100’ upstream of Stevens Creek Blvd • 50’ upstream of Stevens Creek Blvd • At Stevens Creek Blvd • 50’ downstream of Stevens Creek Blvd • 100’ downstream of Stevens Creek Blvd • 150’ downstream of Stevens Creek Blvd • 200’ downstream of Stevens Creek Blvd Creek cross sections at Stevens Creek Blvd will include structure abutments, visible foundations, soffit, superstructure and wingwalls. Perform field topographic surveys to obtain existing pavement elevations, roadway & creek features, surface visible utilities, trees and other obstructions within the work area. We will obtain location and invert at accessible storm drain manholes, inlets and sanitary sewer manholes. Biggs Cardosa will draft Base Map features in AutoCAD for use in PROJECT backgrounds. TASK 1.2.3 – RIGHT OF WAY RECORD BOUNDARY Biggs Cardosa will prepare a base map of the right of way record data including site boundary, easements and other encumbrances of record based upon available record data from City/County. Property boundaries will be drafted in AutoCAD for use in PROJECT documents. Phase 2 Task 1 Deliverables:  Right of Way Record Map  Topographic Base Map TASK 2: PLANS, SPECIFICATIONS, AND ESTIMATES (PS&E) TASK 2.1 – 65% PS&E PREPARATION Upon receiving CEQA and NEPA environmental clearance, the Biggs Cardosa design team will advance the PROJECT to the 65% level. This submittal will include the 65% plans, technical specifications, and detailed construction cost estimate. All PROJECT sheets, which will be 166 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. represented in the bid documents, will be identified and developed in varying degrees of detail during this phase. TASK 2.1.1 – SCOUR COUNTERMEASURE DESIGN Layout sheets, elevations, and details will be provided for the bridge scour countermeasure. Caltrans Standard Plans may be referenced from the bridge plans. The 65% plan set is anticipated to include the following drawings: Title Sheet 1 Sheet Existing Conditions 1 Sheet Layout 1 Sheet Cross Sections 1 Sheet Construction Details 3 Sheet Subtotal Plans 7 Sheets TASK 2.1.2 – ENGINEER’S ESTIMATE OF PROBABLE CONSTRUCTION COST Detailed PROJECT quantity estimates, and cost estimates will be provided for review and approval. The cost estimate will identify construction work items, quantities, and unit costs, and summarize the estimated total PROJECT cost, including allowances for supplemental work, owner-furnished materials, expenses, mobilization, and contingencies. The unit costs shall be determined by reviewing similar recent PROJECT bid summaries, the City’s cost data, the most current Caltrans Contract Cost Data book, the California highway Construction Cost Index information, and the Caltrans Engineering Service Center site. TASK 2.1.3 – TECHNICAL SPECIFICATIONS Draft technical specifications (Special Provisions) will be completed based on current Caltrans Standard Special Provisions and Standard Specifications, and City construction contract standards. Phase 2 Task 2.1 Deliverables:  65% Plans (11x17 PDFs)  65% Technical Special Provisions  65% Engineer’s Construction Cost Estimate  65% Quantity Calculations TASKS 2.2 – 90% PS&E PREPARATION This task includes the preparation of the 90% construction documents and will include addressing the 65% Submittal Review Comments, preparing the 90% PS&E, and submitting 90% PS&E. The Biggs Cardosa design team will respond to the City review comments on the 65% submittal and incorporate the necessary changes in the 90% PS&E submittal. 167 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Biggs Cardosa will prepare the technical special provisions. The City will prepare the “boilerplate” and combine the City’s “boilerplate” with the technical special provisions to create the final specification document. Biggs Cardosa will prepare the final plans, technical specifications, and construction cost estimate. All design activities will be completed. The PS&E package will be prepared for a final City review. Phase 2 Task 2.2 Deliverables:  90% Plans (11x17 PDFs)  90% Technical Specifications  90% Engineer’s Construction Cost Estimate  Quantity Calculations  Comment Response Matrix TASK 2.3 – 100% PS&E This task includes the preparation of the 100% construction documents and will include addressing the 90% Submittal Review Comments, preparing the 100% PS&E, and submitting 100% PS&E. The Biggs Cardosa design team will respond to the City review comments on the 90% submittal and incorporate the necessary changes in the 100% PS&E submittal. Phase 2 Task 2.3 Deliverables:  100% Plans (11x17 PDFs)  100% Technical Specifications  100% Engineer’s Construction Cost Estimate  100% Quantity Calculations  Updated Comment Response Matrix TASK 3: ENVIRONMENTAL PERMITTING The design team will prepare permit applications for PROJECT impacts to sensitive/regulated habitats along Stevens Creek including a USACE Section 404 Nationwide Permit Application Package, a Section 401 Regional Water Quality Control Board Water Quality Certification Application Package, and a California Department of Fish and Wildlife Lake and Streambed Alteration Agreement Notification Package. Task 3.1 – US Army Corps of Engineers -Section 404 Nationwide Permit Task 3.1.1 - Delineation of Regulated Habitats If vegetated wetlands subject to USACE jurisdiction are present in PROJECT impact areas, a formal delineation of these habitats will be completed, as such a delineation would be necessary 168 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. for USACE permitting. A technical report summarizing the methods and results of the field survey for jurisdictional wetlands and other waters, including waters of the U.S. regulated by the USACE under Section 404 of the Clean Water Act, waters of the state regulated by the San Francisco Bay Regional Water Quality Control Board (RWQCB) under Section 401 of the Clean Water Act and the Porter-Cologne Water Quality Control Act, and waters regulated by the CDFW. The report will be prepared to specifications developed by the San Francisco District of the USACE and will be of sufficient detail for agency review and a jurisdictional determination. Task 3.1.2 - USACE Section 404 Nationwide Permit Application Package Biggs Cardosa will assemble a Nationwide Permit application package that includes Eng. Form 4345, a PROJECT description, a summary of previous environmental studies, an assessment of impacts to 404-jurisdictional habitats, and discussion of suitable mitigation measures. The USACE permit package will be provided to the PROJECT team for review and comment. After incorporation of any changes, the package will be submitted to USACE. We will maintain regular contact with USACE to monitor the processing of the permit application. This task includes one site visit with a USACE representative, if necessary. We will respond to comments received on the draft application and generate a final report to process this permit application. Task 3.2 – California Fish and Wildlife – Section 1602 Streambed Alteration Agreement Biggs Cardosa will prepare permit materials in support of a 1602 Lake and Streambed Alteration Agreement for submittal to the CDFW Electronic Permit Information Management System (EPIMS) to authorize impacts to waters of the state and riparian habitats regulated by CDFW under Section 1602 of the California Fish and Game Code. Application materials include Form FG 2023, Lake and Streambed Alteration Program Project Questionnaire, all copies of environmental documentation, all correspondence with USACE, RWQCB, and other agency staff, an impact assessment, and PROJECT drawings. The CDFW permit package will be provided to the PROJECT team for review and comment. After incorporation of any changes, the package will be submitted to CDFW through its Environmental Permit Information Management System. We will maintain regular contact with CDFW to monitor the processing of the permit application. This task includes one site visit with a CDFW representative, if necessary. Biggs Cardosa will respond to comments received on the draft application and generate a final application and process the permit application. Task 3.3 - Regional Water Quality Control Board – Section 401 Water Quality Certification or Waiver The RWQCB will take jurisdiction over the same aquatic features that are regulated by USACE, and may also claim areas up to the top of bank of Stevens Creek, as well as any riparian trees or 169 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. shrubs rooted below top of bank, as waters of the state. Therefore, Biggs Cardosa will prepare a Clean Water Act Section 401 water quality certification application to submit to RWQCB. The complete permit package includes much of the same information that is submitted to the USACE but also includes Form R2C502-E and several additional materials. The submittal will include copies of the project’s NES and BA, all correspondence with USACE and RWQCB staff, an impact assessment, and project drawings. The RWQCB will require alternative analyses for projects, with the level of effort of analysis to be determined by the impact levels of the project. Because the project is likely to encroach on RWQCB jurisdiction, we expect some level of effort will be required to document and explain the project’s preferred alternative against other potential projects. The report will discuss alternatives that were considered and rejected, along with details regarding why any alternatives having less impact to waters of the state than the proposed project are impracticable. The report will include information on why the project cannot practicably reduce impacts on waters of the State, to document that the proposed project is the Least Environmentally Damaging Practicable Alternative (LEDPA). As required for 401 certifications under the Clean Water Act, we will organize and attend a pre- application meeting with RWQCB staff and project team members to discuss the project. Following the pre-application meeting, we will make any necessary edits to the application materials to reflect RWQCB input on the project and will then submit an administrative draft RWQCB permit package to the project team for review and comment. After incorporation of any changes, the package will be submitted to RWQCB. We will maintain regular contact with RWQCB to monitor the processing of the permit application. This task includes one site visit with an RWQCB representative, if necessary. We will respond to comments received on the draft application and generate a final application and process the permit application. Task 3.4 - Regulated Habitats Mitigation and Monitoring Plan Biggs Cardosa will prepare a mitigation and monitoring plan (MMP) describing any compensatory mitigation that may be required by regulatory agencies, or as a CEQA mitigation measure, for impacts on stream, wetland, and/or riparian habitats and habitat for steelhead. The Draft MMP will be prepared in accordance with USACE’s Final 2015 Regional Compensatory Mitigation and Monitoring Guidelines (USACE MMP Guidelines). The MMP is the central technical document required by the resource agencies to complete the project’s permit applications. The MMP will describe the project’s impacts on regulated wetland habitats and species, present the conceptual habitat mitigation plan, and include an ecological monitoring plan and a long-term management plan. Task 3.4.1 - Resource Agency Coordination to Define the Mitigation Package 170 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Prior to preparation of the MMP, we will coordinate one site visit with the USACE, RWQCB, CDFW, and/or NMFS to discuss the City’s proposed mitigation for project impacts on regulated habitats and steelhead habitats. The purpose of this site visit will be to describe the rationale for the proposed mitigation, address questions and concerns from the resource agencies, and determine what each agency will require to meet their regulatory rules. This task includes communication with the City prior to the agency meeting to strategize on the content of the meeting, coordinating meeting times, and developing meeting materials. Task 3.5 – US Fish & Wildlife Coordination This task includes coordination with the USACE regarding potential mitigation requirements, if the NMFS requires compensatory mitigation for impacts on listed species. TASK 4: BID AND CONSTRUCTION SUPPORT **CONSULTANT MUST RECEIVE AN EXECUTED SERVICE ORDER FROM THE CITY PRIOR TO BEGINNING ANY TASK** TASK 4.1 – BID SUPPORT The Biggs Cardosa design team will provide support to the City during construction bidding. The City will administer and coordinate the bidding procedures for the project. The City will advertise the project for bidding and distribute the plans to prospective bidders. The City's project manager will be the designated person to receive contractor inquiries. Biggs Cardosa will assist the City as requested during the bidding process. The work may include responding to contractor bid inquiries and providing consultation and interpretation of the construction documents during the advertisement period. We have budgeted the bidding support effort to respond to 4 inquiries. TASK 4.2 CONSTRUCTION SUPPORT Biggs Cardosa will assist the City during construction by providing construction support, as requested. It is assumed that the City will hire/provide a Resident Engineer/Construction Manager to provide construction inspection services, and to act as a liaison to the City regarding construction related matters. A brief discussion of the anticipated scope of work is included below. Task 4.2.1 Preconstruction Meeting Biggs Cardosa will attend the preconstruction meeting and one construction progress meeting, as required. We will answer clarification questions pertaining to the plans and special provisions, if needed. Task 4.2.2 Respond to RFI’s Biggs Cardosa will review contractor RFI’s (Request for Information) and provide written responses. Cost will be on a time and expense basis. 171 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Task 4.2.3 Review Submittals Biggs Cardosa will review contractor submittals and provide written responses. Cost will be on a time and expense basis. Task 4.2.4 Record Drawings Biggs Cardosa will prepare record drawings once the construction is complete. Record drawings will reflect change orders, accommodations, and adjustments to all improvements constructed. The basis of the revisions shown on the record plans will be a red mark construction set of plans provided by the project Resident Engineer. Phase 2 Task 4 Deliverables:  RFI responses  Submittal review  Record Drawings OPTIONAL DESIGN SERVICES THE FOLLOWING TASKS ARE NOT INCLUDED IN THE BASE SCOPE OF SERVICES BUT CAN BE ADDED AT THE CITY’S REQUEST AS PROJECT NEEDS ARISE. Task 1 – Bridge Scour Monitoring Plan Task 1.1 – Assist with developing a bridge scour monitoring plan Biggs Cardosa will assist with putting a monitoring plan together including adding monitoring devices at the bridge site. These include but are not limited to monitoring movement of the bridge itself (with very sensitive tilt-meters) or monitoring channel elevations with active devices attached to the bridge. Task 1.2 – Assist with installation of a bridge scour monitoring plan Biggs Cardosa will assist with installing a monitoring plan together including adding monitoring devices at the bridge site. Task 2 – Section 106 Report Biggs Cardosa will complete the following tasks and studies to support the project: National Historic Preservation Act Section 106 review process by Caltrans: Record Search. Biggs Cardosa will perform a record search for previous studies and recorded cultural resources by submitting requests to the Northwest Information Center (CHRIS), Sonoma State University, Rohnert Park, to include the project area and a ½-mile radius around it. Biggs Cardosa will also request a Sacred Lands File search and tribal contact list for Santa Clara County from the California Native American Heritage Commission in Sacramento. 172 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. Prepare Area of Potential Effect Map. In consultation with the City and project engineers, Biggs Cardosa will prepare an Area of Potential Effects (APE) map for review by Caltrans. The map will use the most recent format guidance from the Office of Historic Preservation and Caltrans. Archaeological Survey Report. Biggs Cardosa will retain a qualified archaeologist to complete a pedestrian field survey, background research, and geoarchaeological assessment of the project corridor. This data will be used to complete an Archaeological Survey Report that conforms to the guidance in the Caltrans Standard Environmental Reference (SER) Volume 2. Historic Properties Survey Report. Biggs Cardosa will prepare a Historic Properties Survey Report, a summary report that includes the final draft of the APE map, discusses documentation efforts, presents the findings of the ASR, and summarizes the National Register eligibility conclusions for cultural resources. The document will provide evidence of coordination with Native American groups, local government, and other interested persons and organizations, and requests the concurrence of the State Office of Historic Preservation (if necessary). MISCELLEANOUS 1) All drafting will be done in AutoCAD. Electronic submittals will be in PDF format. 2) All reports will be submitted as draft and final. There will be one round of reviews of each draft reports. 3) The Feasibility Study Report will be reviewed and approved by the City and Caltrans. There will be one round of agency review. 4) The City and any other commenting entity will provide full comments at each submittal. 5) Technical specifications will be developed per the latest Caltrans standards at the start of the 65% PS&E phase. The scope excludes any updates to the technical specifications to meet new standards released by Caltrans during the life of the project. 6) The City will pay the cost of any permit fees. 7) Virtual project meetings will be hold for up to 12 months during Task 1-3. 8) Staged construction will not be required for the project. 9) Attendance at the pre-bid meeting and analysis of bids is not included in this scope of services. 10) Construction access will be performed through public right-of-way. Hydrology / Hydraulics 11) The Draft and Final HAM will be provided in electronic format with one round of comments on the Draft HAM. 12) A Fluvial Geomorphology Study is not required for this project. 13) Publicly available GIS data can be used and is sufficient for 1000’ upstream / downstream modelling requirements. 173 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. 14) The PROJECT will be exempt from Provision C.3 of the Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP) requiring treatment for projects with over 5,000 square feet of new and reworked impervious surface. 15) A Stormwater Pollution Prevention Plan (SWPPP) will be prepared by the contractor. Geotechnical 16) No encroachment permit will be required. Environmental 17) The City will be responsible for providing all fees associated with regulatory permits and other regulatory agency obligatory compensatory mitigation. 18) Biggs Cardosa’s Team will attend one Caltrans Field Review. 19) Cultural resources analysis is not included in this scope. 20) The City will file the Notice of Exemption with Santa Clara County and State Clearinghouse. Right of Way 21) No right of way acquisition or temporary construction easements will be required for design and construction. 22) Title Reports will not be required for the project. 174 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. City of Cupertino Master Agreement Page 1 of 1 Service Order No. Attachment 1 CITY OF CUPERTINO DESIGN PROFESSIONAL SERVICES AGREEMENT SERVICE ORDER NO. Agreement Contract #: Agreement Date: Agreement Maximum Compensation: Agreement End Date: Consultant: Firm Name: Address: Contact: Phone: Project Description Project Name: Description: (simple project description if appropriate) Attachment A: Includes Description of Project, Scope of Service, Schedule of Performance and Compensation City Project Management Managing Department: Public Works Project Manager: Fiscal/Budget Agreement Maximum Compensation: Total Previously Encumbered to Date: Encumbrance this Service Order: Agreement Unencumbered Balance: Amount $0.00 $0.00 $0.00 $0.00 Account No.: Project Manager: Date: APPROVALS Consultant: Date: Project Manager: Date: X X 175 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall complete all work no later than June 30, 2030, unless extended by a contract amendment. This Schedule of Performance establishes the milestones for commencement and completion of the Tasks as specified in Exhibit A, Scope of Services and will be specified in each Service Order. 176 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. EXHIBIT C COMPENSATION Capitalized terms which are defined in the Agreement have the same meaning in this Exhibit C. This Exhibit C on Compensation supplements the provisions of Section 4 of the Agreement on Compensation, as further specified in Section 4. 1. BASIC SERVICES BUDGET SCHEDULE A. Maximum Compensation. The CITY agrees to compensate CONSULTANT for satisfactory professional services performed in accordance with the terms and conditions of this AGREEMENT. The maximum amount of compensation to be paid to CONSULTANT under this AGREEMENT, including both payment for professional services, and reimbursable expenses, shall not exceed SIX-HUNDRED TWENTY-FIVE THOUSAND DOLLARS ($625,000.00). This not-to-exceed amount is an estimate for the services stated in Exhibit A. Actual compensation will be negotiated through service orders for specific scope of work and cost for each phase of the project. B. Method of Payment The method of payment for this AGREEMENT will be based on actual cost plus a fixed fee. CITY will reimburse CONSULTANT for actual costs (including labor costs, employee benefits, travel, equipment rental costs, overhead and other direct costs) incurred by CONSULTANT in performance of the work. CONSULTANT will not be reimbursed for actual costs that exceed the estimated wage rates, employee benefits, travel, equipment rental, overhead, and other estimated costs set forth in the approved CONSULTANT’S Cost Proposal, unless additional reimbursement is provided for by AGREEMENT amendment. In no event will CONSULTANT be reimbursed for overhead costs at a rate that exceeds CITY’s approved overhead rate set forth in the Cost Proposal. The maximum total cost as specified in Paragraph “A” above shall not be exceeded, unless authorized by AGREEMENT amendment. The indirect cost rate established for this AGREEMENT is extended through the duration of this specific AGREEMENT. In addition to the allowable incurred costs, CITY will pay CONSULTANT a fixed fee of 10%, as shown in the attached cost proposals for all Total Direct Labor Costs and Total Indirect Costs. The fixed fee is nonadjustable for the term of the AGREEMENT, except in the event of a significant change in the scope of work and such adjustment is made by AGREEMENT amendment. C. Subconsultant Services. CONSULTANT is directly responsible for any payment for SUBCONSULTANT work on this PROJECT. SUBCONSULTANT work on this PROJECT is included in the Maximum Compensation shown above and shall be billed to the CITY by CONSULTANT as part of the Basic Services. CONSULTANT shall only use SUBCONSULTANTS upon the prior written approval of CITY. 177 City of Cupertino EXHIBITS 2024-02 Stevens Creek Boulevard Bridge Repair – Biggs Cardosa Associates, Inc. D. Budget Schedule The Budget Schedule for this AGREEMENT shall be as follows in the following Attachment 2, Cost Proposal from the CONSULTANT AND SUBCONSULTANTS. 178 CITY OF CUPERTINO Agenda Item 24-13553 Agenda Date: 2/19/2025 Agenda #: 9. Subject:Zoning Map Amendment to correct zoning for Priority Housing Site No.24 in the 6th Cycle Housing Element (Application No.(s):Z-2024-001,EA-2024-001;Applicant:City of Cupertino;APN: 359 13 019; Location: 20865 McClellan Road) That the City Council introduce and conduct the first reading of Ordinance No. 25-2268 titled “An Ordinance of the City Council of the City of Cupertino Correcting the Zoning of a Priority Housing Element Site Located at 20865 McClellan Road From R-3 to R-3/TH to Ensure Consistency with the General Plan And Housing Element” by title only. CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™179 CITY COUNCIL STAFF REPORT Meeting: February 19, 2024 Subject Zoning Map Amendment to correct zoning for Priority Housing Site No. 24 in the 6th Cycle Housing Element (Application No.(s): Z-2024-001, EA-2024-001; Applicant: City of Cupertino; APN: 359 13 019; Location: 20865 McClellan Road) Recommended Action Introduce and conduct the first reading of Ordinance No. 25-XXXX titled “An Ordinance of the City Council of the City of Cupertino Correcting the Zoning of a Priority Housing Element Site Located at 20865 McClellan Road From R-3 to R-3/TH to Ensure Consistency with the General Plan And Housing Element” Reasons for Recommendation Background The City Council adopted the 6th Cycle Housing Element 1, which covers the planning period of 2023 to 2031, on May 14, 2024. The Housing Element is a required element of Cupertino’s General Plan and identifies policies and programs and prospective housing sites to meet the housing needs of the City’s current and future residents at all income levels, through 2031. The 6th Cycle Housing Element anticipates that Cupertino will accommodate its Regional Housing Needs Allocation (RHNA), as further described in the Housing Element, on 58 parcels referred to as Priority Housing Sites. The complete list of Priority Housing Sites is included in Appendix B- 4 of the General Plan 2. While the majority of the Priority Housing Sites are located on arterial roadways (e.g. Stevens Creek Boulevard, De Anza Boulevard and Homestead Road), in order to 1 The Housing Element is available online at: www.cupertino.org/gp. 2 Priority Housing Sites Inventory available online at: https://www.cupertino.gov/files/assets/city/v/1/departments/documents/community- development/planning/major-projects/housing-element-update/adopted-site-inventory-list-5-14- 24.pdf 180 Z-2024-001, Correcting Zoning of City Council EA-2024-001 Priority Housing Site No. 24 February 19, 2025 Page 2 of 5 satisfy the requirements of State law and comply with direction given by the Planning Commission and City Council to staff, during a series of meetings held in 2022, to have sites spread across the City, a few sites are located away from major corridors.3 Given their location, these neighborhood Priority Housing Sites have lower densities than those adopted for the majority of sites located along arterials, which in most cases have a minimum allowed density of 50 dwelling units per acre (du/ac) or more. In addition to the identification of the Priority Housing Sites, as part of the Housing Element update the City also made changes to the sites’ General Plan land use and zoning designations in order to be considered substantially compliant with State law housing law. The City completed the rezoning of the properties identified as Priority Housing Sites in July 2024 and received a letter indicating substantial compliance (and certification) of the Housing Element from the State Housing and Community Development Department (HCD) on September 4, 2024. However, after certification, staff identified an error in the zoning of one of the 58 Priority Housing Sites (Site No. 24, located at 20865 McClellan Road) and, accordingly, now recommends that the error be corrected to what was intended as part of the Housing Element update rezoning that occurred in July 2024. Planning Commission Review: The Planning Commission reviewed the subject zoning correction at its meeting on December 10, 2024 and adopted Resolution No. 2024-15 with a 3-2 (Madhdhipatla and Scharf: No) vote 4 recommending that the City Council adopt an ordinance to correct this typographical and Zoning Map error. Several community members spoke against correcting the rezoning error, citing a variety of reasons ranging from the perceived incompatibility of a townhome or multi-family development being built on the site in the future, increased traffic and traffic safety concerns, and concerns about the adequate availability of utilities. This action to correct the zoning error is exempt from the California Environmental Quality Act (CEQA) and CEQA Guidelines, as part of the City’s Housing Element compliance, as further discussed in the staff report, later; however, any future proposed development project on the site would be reviewed independently on its own merits, in compliance with State law. Discussion Based on recent development patterns and discussions with residential developers, Priority Housing Sites with a density closer to 20 du/ac identified in the Housing Element 3 20865 McClellan (Jollyman-Faria neighborhood), Evulich Ct properties (10857-10887 Linda Vista Dr) (Monta Vista North), 20666 Cleo Ave and 0 Cleo Ave (Monta Vista South neighborhood), and 10231 Adriana Ave (Creston-Pharlap neighborhood). 4 Available online here: https://records.cupertino.org/WebLink/DocView.aspx?id=1148605&dbid=0&repo=CityofCupertino 181 Z-2024-001, Correcting Zoning of City Council EA-2024-001 Priority Housing Site No. 24 February 19, 2025 Page 3 of 5 are likely to develop as townhomes. There are relatively few (17 of 58) Priority Housing Sites where development at (or around) 20 du/ac is possible. Historically, the City’s Planned Development (P) zoning district has acted as a combining zoning designation, which allowed flexibility in zoning standards and a variety of housing types, including townhomes. However, in response to changes in state law limiting the ability of local jurisdictions to adopt and enforce planned development standards on an ad hoc basis, the City developed the Townhome (TH) combining district in conjunction with the Housing Element update. A combining district is a widely used land use tool where a district is created, in this case the TH district that may only be used in conjunction with a base zoning district to allow development flexibility. For Cupertino, the TH combining District may only be used in conjunction with either the R-3 or R-4 Residential base zoning district designations.5 The Housing Element contemplated the rezoning of all the Priority Housing Sites with R-3 (multi-family) zoning to also have a combining TH (townhome) zoning designation to allow this flexibility in development. There are 13 other Priority Housing sites rezoned to R-3/TH; only 20865 McClellan (Priority Housing Site No. 24) was erroneously designated R-3 without the TH combining zoning (see Attachment 2). The text in the adopted Housing Element describing Priority Housing Site No. 24 states: “Site 24 is a 0.99-acre parcel located in the Jollyman Neighborhood, which is predominantly defined by single-family residential homes and located immediately south of the De Anza College campus and east of the Highway 85 corridor. Site 24 currently includes a single-family home built close to the McClellan Road right-of-way with a large rear yard. Neighboring uses include single- family housing. A developer has made contact with the City regarding the development of townhomes on this property since 2021, with continued interest for development in 2023. The site has good access to amenities within 0.25-0.5 miles of the site and has fair access to bus service at De Anza College. The improvement-land value ratio for this site is 0.02 so development is considered feasible.” (underline and emphasis added) (see Attachment 3) An inadvertent typographical error in Appendix B-4 of the Housing Element identified this site to be rezoned as “R-3” only, instead of “R-3/TH”, causing an internal inconsistency between the General Plan and Municipal Code (see Attachment 2). The R- 3 zoning designation alone enables the development of multi-family housing, such as apartments, but could preclude future townhome development on the site, as originally 5 The TH combining district requires the same front setbacks as the underlying R-3 or R-4 zoning it is combined with, for purposes of urban streetscape consistency. In addition, rear and side yard setbacks are established to ensure adequate safety requirements are met. Basic design standards are also included as part of the zoning, such as requiring front stoops and entry features facing streets. Private open spaces are required in accordance with the underlying R-3 or R-4 zoning for all properties within the TH Combined District. 182 Z-2024-001, Correcting Zoning of City Council EA-2024-001 Priority Housing Site No. 24 February 19, 2025 Page 4 of 5 intended, consistent with the property owner’s request that the property be included in the Housing Element as a Priority Housing site allowing townhome development. Since adoption of the Housing Element, the developer has continued to be interested in the development of this property, specifically with townhomes, and has submitted a formal development application to the City, which is currently under review. This recommended rezoning action will correct the unintended zoning error, is necessary to maintain internal consistency within the text of the Housing Element and the zoning of the property, as required by Government Code section 65860, and allows the type of development anticipated on the property since 2021 to proceed as intended. Sustainability Impact None. Fiscal Impact None. City Work Program (CWP) Item Housing Element Update. CWP Item Description Update Housing Element and complete rezoning. General Plan updates and EIR by December 2023. Council Goal Housing California Environmental Quality Act (CEQA) On February 3, 2023, the California Housing Defense Fund and Yes in My Backyard (YIMBY) filed a lawsuit due to the City missing the January 31, 2023, deadline for adoption of the 6th Cycle Housing Element. In January 2024, the City entered into a stipulated judgment to settle the lawsuit. As a result, pursuant to Government Code Section 65759 et seq., any actions that the City takes to adopt a compliant housing element, including rezoning actions to implement the Housing Element, are exempt from the California Environmental Quality Act (CEQA). In lieu of CEQA compliance, Government Code section 65759 requires that an environmental assessment (EA) in the form of a Draft Environmental Impact Report (EIR) be prepared and adopted as part of the General Plan. Accordingly, an EA was prepared and adopted by the City Council as Appendix G of the General Plan on May 14, 2024. It should also be noted that since there is no increase to the permitted density on the site with this rezoning action, there are no environmental impacts anticipated pursuant to Government Code section 15061(b)(3). 183 Z-2024-001, Correcting Zoning of City Council EA-2024-001 Priority Housing Site No. 24 February 19, 2025 Page 5 of 5 Prepared by: Piu Ghosh, Planning Manager Luke Connolly, Assistant Director of Community Development Reviewed by: Benjamin Fu, Director of Community Development Approved for Submission: Pamela Wu, City Manager Attachments: A – Ordinance No. 25-XXXX B – Table B4-7 of Housing Element C – Excerpt from Table B4-8 of Housing Element related to Priority Site No. 24 184 ORDINANCE NO. 25 – AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO CORRECTING THE ZONING OF A PRIORITY HOUSING ELEMENT SITE LOCATED AT 20865 MCCLELLAN ROAD FROM R-3 TO R-3/TH TO ENSURE CONSISTENCY WITH THE GENERAL PLAN AND HOUSING ELEMENT SECTION I: PROJECT DESCRIPTION Application No: Z-2024-001 Applicant: City of Cupertino Location: 359 13 019 (20865 McClellan Rd) SECTION II: RECITALS WHEREAS, state law requires the City to prepare and adopt an updated Housing Element every eight years to accommodate its fair share of housing and identify housing needs, resources and opportunities; WHEREAS, pursuant to State Housing Law, the City prepared and presented a draft 6th Cycle Housing Element to the California Department of Housing and Community Development (HCD) on March 28, 2024, WHEREAS, HCD informed the City in a letter dated April 10, 2024 that the proposed Draft Housing Element is conditionally certified, pending rezoning of the Priority Housing Sites, and any associated rezoning required, to accommodate the City’s Regional Housing Needs Allocation (RHNA); and WHEREAS, pursuant to State Housing Law, the City Council adopted the City’s 6th Cycle Housing Element on May 14, 2024 with Resolution 24-039; and WHEREAS, the Zoning map and Municipal Code were both amended on July 2, 2024, with a second reading on July 16, 2024 to rezone the Priority Housing Element sites to be consistent with the City's General Plan land use map; and WHEREAS, the City has received a letter dated September 4, 2024 that the adopted Housing Element is certified by the Department of Housing and Community Development; WHEREAS, the site located at 20865 McClellan Road was part of the rezoning completed to achieve Housing Element compliance and while contemplated to be developed with 185 townhomes in the text of the Housing Element, the rezoning indicated in the Housing Element inadvertently limited development on the site to multi-family housing (R-3); WHEREAS, the City wants to correct this error to ensure internal inconsistency between the General Plan and zoning and allow the development of townhomes as contemplated in the Housing Element and desired by the property owner; WHEREAS, all necessary public notices have been given as required by the Municipal Code of the City of Cupertino and the Government Code for meetings with the Planning Commission and the City Council; and WHEREAS, the Planning Commission at its duly noticed regular meeting on December 10, 2024 recommended approval of the proposed correction to the Zoning Map with a 3- 2 vote (Madhdhipatla and Scharf: No); and WHEREAS, the City Council of the City of Cupertino held a duly noticed public hearing on February 4, 2025, and after considering all testimony and written materials provided in connection with that hearing introduced this ordinance and waived the reading thereof; and WHEREAS, the City Council of the City of Cupertino is the decision-making body for this Ordinance; WHEREAS, the City entered into a Stipulated Judgement dated January 8, 2024 pursuant to a lawsuit related to adoption of the Housing Element which included requirements for coming into compliance with state housing element law and exempted the City from the California Environmental Quality Act (“CEQA”) pursuant to Government Code section 65759; and WHEREAS, pursuant to Government Code 65759, the General Plan Amendment to adopt the Housing Element and associated amendments to the General Plan and zoning is fully described and analyzed in the Environmental Assessment, which is incorporated into the General Plan as Appendix G; WHEREAS, the City Council finds the following: 1. That the proposed zoning is in accord with the Municipal Code and the City's Comprehensive General Plan. The proposed zoning is in conformance with the General Plan since the City Council adopted amendments to the General Plan, including changes to land use designations, in May 2024 with adoption of the Housing Element. The text in the Housing Element clearly indicates that townhome development is anticipated and desired by the interested developer for this site since 2021. This change is a mere conforming change to the zoning designation to make the City’s zoning map conform to the text in the Housing Element of the General Plan. 186 2. The proposed zoning is in compliance with the provisions of the California Environmental Quality Act (CEQA). Pursuant to Govt. Code Section 65759, the zoning actions related to bringing the City’s Housing Element, including any associated rezoning, into compliance with state law are exempt from CEQA. An Environmental Assessment was prepared, also in compliance with state law. This Environmental Assessment identified all feasible mitigation measures and was adopted as Appendix G – General Plan 2040 and Zoning Code Amendments Environmental Assessment of the General Plan as required by state law. 3. The site is physically suitable (including, but not limited to, access, provision of utilities, compatibility with adjoining land uses, and absence of physical constraints) for the proposed zoning designation and anticipated land use development. The site being rezoned has access to utilities and is compatible with adjoining land uses as previously anticipated with adoption of the Housing Element of the General Plan. 4. The proposed zoning will promote orderly development of the City. The proposed zoning aligns zoning with the City’s Housing Element and General Plan land use goals and policies related to locating higher density development close to transit corridors and employment centers (De Anza College, Apple etc.). The sites being rezoned will promote orderly development in the City by allowing similar land uses to be located compatibly as contemplated in the Housing Element text. The proposed changes also allow the City to comply with the requirements of state law related to housing. 5. That the proposed zoning is not detrimental to the health, safety, peace, morals and general welfare of persons residing or working in the neighborhood of subject parcels. The proposed zoning is not detrimental to the health, safety, peace, morals and general welfare since these are conforming changes. Additionally, where health or safety impacts have been identified mitigation measures have been identified which would be applicable to any development on these sites, including those implemented through the City’s existing Municipal Code requirements. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CUPERTINO DOES ORDAIN AS FOLLOWS: Section 1. Rezoning. That the property described herein has a zoning designation as that shown in the following, and is incorporated into the Master Zoning Map (Exhibit Z-1) of the City of Cupertino: APN Acres Existing Zoning Designation New Zoning 359 13 019 0.99 R3 R3/TH 187 Section 2. Severability and Continuity. The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, or its application to any person or circumstance, be determined by a court of competent jurisdiction to be unlawful, unenforceable or otherwise void, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of such portion, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. To the extent the provisions of this Ordinance are substantially the same as previous provisions of the Cupertino Municipal Code, these provisions shall be construed as continuations of those provisions and not as an amendment to or readoption of the earlier provisions. Section 3. California Environmental Quality Act. Adoption of these zoning amendments to allow implementation of the Housing Element is exempted from the California Environmental Quality Act (“CEQA”) pursuant to Government Code section 65759. Section 4: Effective Date. This Ordinance shall take effect thirty days after adoption as provided by Government Code Section 36937. SECTION 5: Publication. The City Clerk shall give notice of adoption of this Ordinance as required by law. Pursuant to Government Code Section 36933, a summary of this Ordinance may be prepared by the City Clerk and published in lieu of publication of the entire text. The City Clerk shall post in the office of the City Clerk a certified copy of the full text of the Ordinance listing the names of the City Council members voting for and against the ordinance. INTRODUCED at a special meeting of the Cupertino City Council on February 19, 2025 and ENACTED at a regular meeting of the Cupertino City Council on March 4, 2025 by the following vote: Members of the City Council 188 AYES: NOES: ABSENT: ABSTAIN: SIGNED: __________________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ___________________ Kirsten Squarcia, City Clerk ________________________ Date APPROVED AS TO FORM: ___________________ City Attorney ________________________ Date 189 19 0 19 1 CITY OF CUPERTINO Agenda Item 25-13717 Agenda Date: 2/19/2025 Agenda #: 10. Subject:Tyler New World Enterprise Resource Planning (ERP)replacement (Continued from February 4, 2025 City Council meeting) Adopt Resolution No.25-007 approving Budget Modification No.2425-380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100-32- 308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™192 CITY COUNCIL STAFF REPORT Meeting: February 19, 2025 Subject Tyler New World Enterprise Resource Planning (ERP) replacement Recommended Action Adopt Resolution No. 2025‐XXX approving Budget Modification No. 2425‐380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100‐32‐308 750‐237) for the Tyler New World Enterprise Resource Planning (ERP) replacement. Reasons for Recommendation The City currently uses Tyler New World as its Financial and Payroll ERP system, which no longer meets the operational needs of staff. Maintaining an aging ERP results in inefficiencies, higher operational costs, and a lack of integration with modern technology. The system requires excessive manual workarounds, frequent repairs, and third‐party add‐ons, which not only slow down workflows but also increase maintenance expenses. Additionally, limited API support restricts integration with newer applications, preventing automation and seamless data exchange. These inefficiencies hinder productivity and create data silos, inaccuracies, and decision‐making delays, impacting the City’s ability to manage financial and payroll processes effectively. Beyond operational inefficiencies, the outdated ERP system lacks scalability and futureproofing, making it difficult to support growth, cloud‐based access, and emerging technologies such as AI and automation. Without mobile access, intuitive dashboards, or real‐time synchronization, employees struggle with low system adoption and frustration, reducing overall productivity. Furthermore, municipalities that continue using legacy ERP systems risk falling behind industry standards, while modern ERPs provide greater agility, enhanced security, and improved decision‐making capabilities. Upgrading to a new ERP system is a strategic investment that will reduce security risks, improve 193 2 efficiency, support evolving business needs, and position the City for long‐term success. Cupertino conducted a Request for Proposal (RFP) for consulting services for the needs assessment, RFP development and selection assistance, as well as project management services during the project implementation of an Enterprise Resource Planning software in January 2022. The city had invited proposals from qualified consulting firms that provide ERP System Consulting Services. This RFP covered the following three (3) phases:  Phase I: ERP Needs Assessment of the City  Phase II: Request for Proposal (RFP) Development and Selection Assistance  Phase III: Implementation Project Management Services The City of Cupertino engaged Plante & Moran LLP in February 2023 to conduct Phase 1 of the needs analysis, which was successfully completed. However, the project was unexpectedly paused due to the Cityʹs budget crisis. Despite this, sufficient savings are available to resume Phase II & phase III, provided the Council approves staff’s recommendation to move forward with the ERP replacement project. Plante Moranʹs initial needs assessment evaluated Cupertinoʹs requirements and determined that the appropriate ERP solution falls within the Tier 1 or Tier 2 range. We are proceeding with the high‐end Tier 2 scenario to ensure sufficient funding to cover potential costs. Sustainability Impact Enterprise digital systems like New World reduce the volume of paper used for financial transactions by providing digital recorded transcripts, conserving natural resources, and reducing greenhouse gases generated during the production and disposal of paper. Implementation of paperless office strategies like this one are prioritized in Cupertino’s Climate Action Plan (M‐SW‐1). City Work Program (CWP) Item: No CWP Item Description: NA Council Goal: NA 194 3 Fiscal Impact The proposed budget adjustment will provide funding to move forward with the ERP replacement. If Budget Modification Number 2425‐380 is approved, increased one‐time appropriations of $3,744,526, plus $667,058 in ongoing costs allocated in 100‐32‐308 600‐606. California Environmental Quality Act Not Applicable Prepared by: Teri Gerhardt, CGCIO, Chief Technology Officer Reviewed by: Kristina Alfaro, Administrative Services Director Tina Kapoor, Deputy City Manager Chris Jensen, City Attorney Approved for Submission by: Pamela Wu, City Manager Attachments: A – Draft Resolution 2025‐xxx B ‐ Supplemental Report 1 C ‐ Supplemental Report 2 D ‐ Supplemental Report 3 195 RESOLUTION NO. 2025‐XXX A RESOLUTION OF THE CUPERTINO CITY COUNCIL AMENDING THE OPERATING BUDGET FOR FISCAL YEAR 2024‐25 BY APPROPRIATING, TRANSFERRING, AND UNAPPROPRIATING MONIES FOR SPECIFIED FUNDS WHEREAS, the orderly administration of municipal government depends on a sound fiscal policy of maintaining a proper ratio of expenditures within anticipated revenues and available monies; and WHEREAS, accomplishing City Council directives, projects and programs, and performing staff duties and responsibilities likewise depends on the monies available for that purpose; and WHEREAS, the City Manager has determined that the balances from the funds specified in this resolution are adequate to cover the proposed amended appropriations, and therefore recommends the fund reallocations described herein. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve the recommended fund reallocations and ratifies the attached amended appropriations as set forth in Exhibit A. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February 2025, by the following vote: Members of the City Council AYES: NOES: ABSENT: ABSTAIN: 196 Resolution No. 2025‐XXX Page 2 SIGNED: ________________________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________________________ Kirsten Squarcia, City Clerk ________________________ Date 197 Appropriation Amendment by Fund Appropriation Amendment Revenue Amendment Fund Balance (Use of) General Fund (100)3,744,526 -3,744,526 Total Appropriation Amendment All Funds $3,744,526 $-$3,744,526 Exhibit A 198 1 CITY COUNCIL STAFF REPORT SUPPLEMENTAL Meeting: February 4, 2025 Agenda Item #5 Subject Tyler New World Enterprise Resource Planning (ERP) replacement Recommended Action A Adopt Resolution No. 2025-XXX approving Budget Modification No. 2425-380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100-32- 308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement. Background: Q1: The staff report states "initial needs assessment .... determines that the appropriate ERP solution falls wthin the Tier 1 or Tier 2 range. We are proceeding with the high-end Tier 2 scenario...". Does this mean we are choosing "Tier 2"? There is no such thing as a "hier-end Tier 2", right? (Chao) The ERP assessment identified that Cupertino's needs align with a Tier 1 or Tier 2 system. We are budgeting for a high-end Tier 2 scenario to ensure sufficient funding for the appropriate solution. Q2: What's the cost difference between Tier 1, and Tier 2? (Chao) Tier 1 $5,955,866 One-Time Costs and $1,161707 ongoing Tier 2 $3,744.526 One-Time Costs and $667,058 ongoing Q3: What's the functionality difference between Tier 1, and Tier 2? (Chao) Tier 1 ERP vendors were originally designed for the private sector but have been adapted for public sector use over time. These solutions offer robust functionality, greater scalability, and extensive customization options but often come with higher costs, complex implementation requirements, and a need for more dedicated staff resources. Common Tier 1 vendors include Oracle, SAP, Workday, and Microsoft Dynamics. Tier 2 ERP vendors, on the other hand, are purpose-built for public sector needs such as fund accounting, budgeting, and grants management. They are typically more cost-effective, easier to ATTACHMENT B 199 2 implement, and require fewer IT and functional staff but offer less customization and scalability compared to Tier 1. Common Tier 2 vendors include Tyler Technologies, OpenGov, and Harris. Q4: What is the total cost of the entire system? Is that a one -time cost? Or is that the cost to expand multiple years? (Chao) The exact cost of the ERP will not be determined until the RFP process is completed and a vendor is selected. Currently, we are using cost estimates from the Plante Moran needs assessment, specifically the Tier 2 High Scenario, which estimates the one-time costs to be $3,744,526. This includes: •Vendor implementation costs •Implementation project management costs •Project contingency •Salaries for two full-time employees for 18 months After the system goes live, the ongoing annual costs are estimated at $667,058. Q5: What other ERP systems have been evaluated? What's their cost for comparison? (Chao) The cost estimates are not derived from a single ERP system but are based on a sample of multiple ERP solutions within the Tier 1 and Tier 2 categories available in the market. These estimates also account for key factors involved in implementing a new ERP solution, including: •Vendor implementation costs •Implementation project management costs •Project contingency •Salaries for temporary staff needed to implement a new ERP •Ongoing Subscription costs Q6: Where can I find the cost break down of the total cost. (Chao) See answer #4 Q7: (Question from Peggy) What were the ERP needs that were found to be needed? (Chao) The City's current Tyler New World ERP no longer meets operational needs, leading to inefficiencies, high maintenance costs, and limited integration with modern technology. The system relies on manual workarounds, frequent repairs, and third-party add-ons, which slow workflows and increase expenses. Additionally, its lack of API support restricts automation and seamless data exchange, creating data silos, inaccuracies, and delays in financial and payroll management. 200 3 Beyond inefficiencies, the outdated ERP lacks scalability, cloud access, and emerging technology support, making it difficult to adopt AI, automation, and mobile-friendly tools. Low system adoption and frustration further impact productivity. Municipalities that continue using legacy systems risk falling behind industry standards, while a modern ERP would enhance security, efficiency, and long-term adaptability to evolving business needs. Upgrading is a strategic investment to improve operations and futureproof City services. Q8: (Question from Peggy) By “sufficient savings” is the Staff referring to using a portion of the $64.5M in 1-time funds that have not been allocated yet? (Chao) Sufficient savings in this case references to the contract with Plante Moran for consulting services for the needs assessment, RFP development and selection assistance, as well as project management services during the project implementation of an Enterprise Resource Planning software in January 2022. This contract and corresponding allocated funds were put on hold, but the contract and encumbrance remained in place and w ere carried over as part of the year-end process. Q9: (Question from Peggy) If not, where are the “sufficient savings” coming from? (Chao) The funds are coming from a carryover encumbrance associated with this contract. Attachments Provided with Original Staff Report: A – Draft Resolution 2025-xxx 201 1 CITY COUNCIL STAFF REPORT SUPPLEMENTAL 2 Meeting: February 4, 2025 Agenda Item #5 Subject Tyler New World Enterprise Resource Planning (ERP) replacement Recommended Action A Adopt Resolution No. 2025-XXX approving Budget Modification No. 2425-380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100-32- 308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement. Background: Q1: The answer to Q3 states: "The exact cost of the ERP will not be determined until the RFP process is completed and a vendor is selected. Currently, we are using cost estimates from the Plante Moran needs assessment, specifically the Tier 2 High Scenario, which estimates the one-time costs to be $3,744,526. This includes: •Vendor implementation costs •Implementation project management costs •Project contingency •Salaries for two full-time employees for 18 months After the system goes live, the ongoing annual costs are estimated at $667,058." The current budget request only covers the initial one-time cost of $3,75M. The cost of $3.75M seems to be very high for a software system. Could you please further break down the cost? What components are included in the Tier 2 ERP system to justify the cost of $3.75M for one-time cost? (Chao) See page 26 of the Needs Assessment - ERP Gap Analysis and Action Plan Report ATTACHMENT C 202 2 Q2: Follow-up-Q2: From the answers, It seems "Tier 2" and "high-end Tier 2" are two different things then. So, the staff recommendation is to adopt a high-end Tier 2 system, which would be more costly than the Tire 2 system (which costs $3,744.526 One-Time Costs and $667,058 ongoing). In that case, how much is the estimated cost for the "high- end Tier 2" system? (Chao) See page 33 of the Needs Assessment - ERP Gap Analysis and Action Plan Report Q3: Follow-up-Q3: Please provide the "needs assessment" report. (Chao) See Attached Q4: Follow-up-Q4: I looked up the pricing cost for commercial ERP. From this article (https://softwareconnect.com/learn/erp-pricing/) states "As seen here, the average monthly cost of ERP software for a small business ($1-$5 million in annual revenue) is $1,740. For an enterprise-level company making over $100 million annually, the monthly cost increases to $9,330. In total, annual ERP costs range from $20,880 to $111,960. " It seems the cost of $667,058 is 6 times more than the Tier 3 ERP system for a business earning over $100 million. What's included in the ERP system Cupertino is purchasing to justify the additional cost? (Chao) See page 33 of the Needs Assessment - ERP Gap Analysis and Action Plan Report Q5: From the article: "Midsize businesses earning $50-$100 million per year can expect to pay between $4,620 and $5,160 per month for an ERP system. ... Midsize ERP vendors are classified as Tier 2..." "For an enterprise-level company making over $100 million annually and with at least 1,000 employees, the monthly cost for an ERP averages $9,330...." (Chao) Sunnyvale’s ERP Contract Staff Report - https://sunnyvaleca.legistar.com/LegislationDetail.aspx?ID=3626454&GUID=FAB41F 6B-C7B9-45A1-BC7B-1CB4F92AE4AB&FullText=1 Cupertino’s cost estimates are based on expert advice from our consultants and benchmarking against neighboring cities. The RFP responses will outline both capabilities and costs, allowing for a thorough evaluation. City Staff will recommend the ERP solution that best meets Cupertino’s required capabilities at a justifiable cost, ensuring a balance between functionality and fiscal responsibility Q6: Follow-up-Q5: What's the ongoing cost of the current Tyler New World ERP system? Attachments Provided with Original Staff Report: (Chao) The Tyler New Work Annual Maintenance is approximately $110,000 per year. 203 3 Attachments Provided with Original Staff Report: A – Draft Resolution 2025-xxx Additional Attachments Provided with Supplemental 2: B - RFP Needs Assessment 204 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 1 Make the mark. CITY OF CUPERTINO, CA ERP Gap Analysis and Action Plan Report OCTOBER 2023 205 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 2 Contents 1 Executive summary ..................................................................................................................................................... 3 1.1 Project overview .................................................................................................................................................................. 3 1.2 SWOT analysis ...................................................................................................................................................................... 5 1.3 Key current state observations ......................................................................................................................................... 8 1.4 Action plan considerations ................................................................................................................................................. 9 2 Gap analysis: Observations and opportunities .................................................................................................. 11 2.1 Overview ............................................................................................................................................................................. 11 2.2 Detailed observations and opportunities log ............................................................................................................... 11 3 ERP marketplace assessment ................................................................................................................................ 26 3.1 Vendor consolidation ........................................................................................................................................................ 26 3.2 Summary comparison: Tier 1 versus tier 2 ERP ........................................................................................................... 26 3.3 Vendor marketplace overview ........................................................................................................................................ 28 3.4 ERP marketplace trends.................................................................................................................................................... 29 4 Cost estimate ............................................................................................................................................................ 31 4.1 Cost estimate ...................................................................................................................................................................... 31 4.2 Cost assumptions ............................................................................................................................................................... 31 4.3 Total cost summary ........................................................................................................................................................... 32 5 Action plan ................................................................................................................................................................. 34 5.1 Plante Moran recommendation ...................................................................................................................................... 34 5.2 Plan of action considerations........................................................................................................................................... 34 5.3 Project risks ......................................................................................................................................................................... 38 5.4 Implementation best practices ........................................................................................................................................ 39 5.5 Proposed timeline .............................................................................................................................................................. 40 Appendix A: Application migration plan ..................................................................................................................... 41 Overview ......................................................................................................................................................................................... 41 Application migration plan ........................................................................................................................................................... 41 Appendix B: Application interfaces ............................................................................................................................. 43 Appendix C: Action Items .............................................................................................................................................. 44 206 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 3 1 Executive summary 1.1 Project overview 1.1.1 Project background The City of Cupertino (City) relies on Tyler Technologies’ New World ERP system, originally purchased in 2014, to support its 212 users across six departments. Now, the City looks to explore new software solution options that will meet its current and future needs. To support these efforts, the City engaged Plante Moran to conduct an ERP needs assessment that identifies opportunities for improvement and guides the City through a competitive bidding process for new ERP software. Plante Moran collected questionnaires and conducted interviews with process owners and department end users at the City. The Plante Moran team developed an understanding of the organization to better understand the City’s unique requirements. This discovery effort will set the City up for success as it moves into the selection process for a software provider. Upon receiving vendor responses to the RFP, Plante Moran will support the City in evaluating its options and ultimately selecting a new system to support its current and future needs. This report provides observations identified in the questionnaires and interviews as well as provides guidance for expectations of the ERP landscape that will be evaluated next. 1.1.2 Project scope The City engaged Plante Moran to conduct a comprehensive assessment of its ERP environment and related business processes. The scope of this project includes the following functional areas: Finance Human resources Other Accounts payable Benefits management General and technical Accounts receivable and miscellaneous billing Employee self-service Reporting Bank reconciliation Learning management Conversions Budgeting Performance management Interfaces Contract management Personnel actions and employee profile Fixed assets Position control/budgeting, classification, and compensation General ledger Recruitment Grant and project accounting Risk management Lease management Payroll Project management Time and attendance Purchasing 207 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 4 1.1.3 Project objectives Plante Moran and the City identified the following key objectives for the project:  Document an ERP needs assessment including the existing observations and opportunities for improvement, an application migration table showing the plan of ERP-related technology, a marketplace overview, a cost estimate, and implementation recommendations.  Develop technical and functional requirements to capture the City’s needs for a new ERP system. o Release a request for proposal (RFP) documenting the City’s needs for a new ERP system. o Procure, through a competitive process, a system that can support the City’s current and future needs. 1.1.4 Project approach The project team took the phased approach outlined below to assess the City’s business processes: • Initiate project • Define project organizational schedule • Develop project charter and plan • Schedule interviews • Request information • Conduct educational demonstrations • Review information • Conduct stakeholder and departmental interviews • Conduct executive interviews • Develop functional and technical ERP requirements • Finalize requirements following the City’s review • Review draft assessment report • Finalize and present assessment report The approach described above was highly participative and included significant input from stakeholders across the entire organization to ensure an accurate understanding of current state conditions. The process for implementing new technology not only focuses on the technology itself but also aims to enhance existing business processes across the City. The key current state observations discovered during our interviews with City staff are discussed below. Project initiation (December 2022) Conduct interviews (January 2023 – March 2023) Draft requirements (March 2023 – May 2023) Finalize needs assessment (June – July 2023) 208 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 5 1.2 SWOT analysis The following SWOT analysis including strengths, weaknesses, opportunities, and threats based on provided documents and executive, department, and process owner interviews with City staff. The City has many strengths as outlined below and can improve many of their weaknesses with a new ERP system. Both opportunities and threats should be considered during the next phase of the project with the ERP selection. 1.2.1 Strengths Departments have a Citywide perspective and have a positive working relationship with others. During departmental and process discussions, staff often mentioned what information other departments and staff needed to complete daily functions. Not only do staff understand their own roles and responsibilities for various business processes, but they are aware of who in the organization needs to conduct the remainder of the process. This shared understanding will help support implementation discussions in configuring workflows for business processes and considering the reports that people need. Resourceful staff developed creative solutions to fill gaps created by software limitations. Where legacy software does not provide functionality or reports, staff lean on their impressive technical skills to build tools to solve problems. For example, the current ERP does not provide the ability to run reports on performance evaluation dates resulting in most of the process occurring outside of the system. The department built a Microsoft Access (Access) database that staff use to generate a report each week for who is up for an evaluation in the next 30 or 45 days, depending on the nature of the evaluation. Additionally, staff in payroll built Microsoft Excel (Excel) tools for calculating overtime based on a variety of inputs as a check against pay in the legacy system before running payroll. Staff are resourceful in developing methods to complete their work despite system limitations. Strengths •Departments have a Citywide perspective and have a positive working relationship with others •Resourceful staff developed creative solutions to fill gaps created by software limitations •Staff are receptive to best practices •Dedicated IT team creates useful tools for the City Weaknesses •Software does not provide modern functionality or integrations required by City staff to complete their jobs •Staff are burdened by manual tasks that could be performed by a modern system •Limited reporting capabilities requires staff intervention to obtain information Opportunities •Integration could reduce redundant data entry •Leverage ERP workflow capabilities to increase staff time spent on value add activities •Adopt best practices for achieving outcomes •Develop cross-functional staff Threats •Dated security in New World •Configuring a system to mirror current processes reduces return on investment •Limited City resources to support implementation staffing •Comfort with customized solutions 209 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 6 Staff are receptive to best practices. Forward-thinking staff throughout the organization provided direct feedback about their current processes that aligned with industry best practices. This will make it easier for the organization to transition to a new system, considering the functionality and reports that could be possible in a new system. For example, staff in finance requested the ability to create versions of a budget and house them in the system. Budget versioning is common in modern systems and provides organizations the ability to see different scenarios that could impact the budget in the future. Staff across all functional areas expressed interest in the modern capabilities mentioned. Dedicated IT team creates useful tools for the City. The IT department is supportive of the organization and dedicated to making improvements. During multiple interviews, staff mentioned that IT built custom applications for internal use that effectively solve problems. For example, IT leveraged Microsoft Power Apps (Power Apps) to build a Training Management Application. The learning management system allows users to register and receive reminders for upcoming trainings. Additionally, IT built a custom new hire transaction form through Power Apps that allows employees to sign off electronically. The creative and helpful IT department’s central role in the implementation will benefit the City’s users. 1.2.2 Weaknesses Software does not provide modern functionality or integrations required by City staff to complete their jobs. Though the legacy software may have met the needs of the City in 2014, the needs have outpaced the abilities the system can provide, creating functional gaps. Modern systems will meet more of the City’s requirements, such as adaptive reports, flexibility in calculations, and audit trails for approval steps—all of which were mentioned as limitations in the current system. Additionally, modern integrations do not exist with the City’s legacy systems. Though the City implemented integrations where possible, software limitations push staff to record data in duplicate systems and create manual workarounds, increasing additional efforts and the risk of data entry errors or data loss. The City should implement an ERP system that can meet the needs of the entire organization. Manual tasks burden staff and constrain resources. Staff spend valuable time responding to emails, performing manual calculations, and duplicating data entry in various systems or shadow systems (such as Excel). This culminates in pain points across the organization: supervisors may not have time to complete evaluations in a timely manner, HR staff reenter benefit information already provided somewhere else by employees, and staff may not have adequate time to train others in their department because they are so focused on their manual tasks. With modern software, the skills of the staff can be used in ways that provide more strategic value to the City. Limited reporting capabilities requires staff intervention to obtain information. Since the current ERP system does not have user-friendly reporting capabilities, staff manually intervene to obtain the information they need. This requires running multiple reports to extract data in a usable format, which can be a time- consuming process. This is seen in instances such as multi-year reporting for budget, reconciling the bank with the general ledger, benefit deductions, and vacancies. While administrative services staff members are willing to help develop reports and dashboards, their assistance may not be fully utilized by all departments, resulting in reporting challenges. 1.2.3 Opportunities Integration could reduce redundant data entry. Today, many systems operate independently rather than as a part of a larger framework of software. The City should choose to use this software selection as the opportunity 210 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 7 to purposefully choose integration points. By allowing systems to share data with one another, the need for redundant data entry is reduced, which in turn reduces the reconciliation necessary later. By building integrations where data needs to be captured across applications (e.g., connecting the timekeeping systems to the payroll module of the ERP), reports can be quickly generated in formats supportive to unique use cases. Leverage ERP workflow capabilities to increase staff time spent on value-add activities. Much of the time currently spent on various processes is on tasks outside of the system where manual intervention is required due to system limitations. Some examples include doing calculations outside of the system, doing approvals outside of the system, and other workarounds. By moving all these activities into a single system, the workflow to move to the next step can also be done in the system, which would reduce the amount of time spent outside of the system. This would give staff more capacity to dedicate their time to value-add activities. Adopt best practices for achieving outcomes. Throughout the selection process, staff may discover that although the outcomes that they desire may be consistent with current outcomes, the process of achieving those outcomes may change. As the City invites software vendors to demonstrate their applications, Plante Moran will help build purposeful demonstration scripts that encourage the vendors to show the attendees the way their processes will look in the future. The City should review these to ensure that they key pain points are covered so that vendors can show detailed benefits. For example, request that vendors walk finance staff through the benefits of a daily bank reconciliation and how it flows to other processes. By approaching the selection with an open mind, staff will recognize and act on potential efficiency gains. Develop cross-functional staff. As staff lean on the new system to coordinate workflows and reduce manual efforts, train them in new areas to support personal and organizational development. Though staff may not currently have the time to pick up new skills, the City should be purposeful in having staff overlap in future skill sets. Not only will this support succession planning, but staff can support each other and pick up responsibilities when coworkers are out of office. Consider cross-training staff so that multiple people develop an understanding of how to complete various processes. This shared knowledge will reduce reliance on a single individual for a single process, create reliable backups so that staff can take time off, and ensure that processes are completed on time. This also supports succession planning for the future. 1.2.4 Threats Dated security in New World. Staff reported that security concerns exist in the system due to system limitations/configuration. As legacy software becomes more dated, cybersecurity enhancements are more limited in nature. Eventually, the vendor stops applying security patches altogether, requiring the need for modern software. Configuring a system to mirror current processes reduces return on investment. Redefining processes with new systems does not happen overnight, and it is often easier said than done. It can be natural to revert to existing processes in the legacy system because they are more comfortable for staff. Though challenging, make sure staff approach the transition with an open mind. As the City releases and receives vendor responses to the RFP, recognize the value in asking vendors about best practices and recommendations they offer to improve City processes. Ensure vendors consider and communicate future practices in their discussions with the City. Discussions about any necessary policy changes prior to the implementation will streamline change management opportunities down the line. Limited City resources to support implementation staffing. Implementations vary in duration, and vendors could propose timelines between nine months and two years. Choosing an implementation approach based on 211 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 8 this number alone may not capture all the needs of the City. Consider the staffing requirements necessary to achieve a timeline, the support a vendor will provide throughout the implementation, and expectations for testing, building integrations, training, and other key areas. The City may opt for additional vendor support, a dedicated project manager, or some backfill for staff. The City must meet to define these plans early in order for implementation to be successful. Comfort with customized solutions. IT provides a high level of support to staff right now, including custom- written solutions such as the learning management system. These may be difficult for the ERP marketplace to replicate. The City should be willing to consider different ways to do things in order to fully leverage an ERP. 1.3 Key current state observations There were a number of consistent observations identified throughout many of the reviewed process areas. Plante Moran recognized the following themes as opportunities to improve the overall effectiveness of the use of ERP within the City. Finding Description 1. Impressive tools created internally In-house staff create and utilize advanced tools created to bridge the gap left by legacy software. The City keep tools updated with data and find the information they need quickly, even if it is not all in one place. Staff are trained and understand their day-to-day tools well beyond what many organizations use them for. In fact, the City found that staff could utilize an easier option than implementing bank reconciliation in the legacy system. 2. Limited system functionality for major processes The City is not able to fully leverage their current ERP system for major processes, such as budget preparation, benefits enrollment, and personnel actions, due to the lack of functionality that the current ERP system can provide. This results in shadow systems and other workarounds completed outside of the system. 3. Manual processes Since there is limited system functionality for some major process areas, affected business processes require the use of various spreadsheets and paper forms that are passed between departments. This does not allow the City to take advantage of electronic approval workflows, controls, or efficiencies in these processes. 4. Unused system capabilities Some system capabilities, such as contracts and bank reconciliation, are not currently being used because of limited system functionality at the time of implementation. The City created workarounds for these processes in the meantime but will be using the ERP selection as an opportunity to revisit the marketplace for these modules. 5. Reporting challenges Some areas within the City reported difficulties with report development and obtaining key information. This necessitates running multiple reports and performing manual manipulation to extract data in a usable format. Consequently, staff hours are spent performing these tasks or performing duties with limited data. 212 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 9 Finding Description 6. Decentralized, non- standardized processes Processes are decentralized across departments, and the timing and system/application used to complete the processes can vary based on the department’s preference. This makes it difficult to track the status of these processes and leads to confusion around staff expectations. Change management will include the idea that departments are consistent in processes so that the system can track activity. 7. Fragmented business processes The City uses many supporting applications to manage many business processes. Most of these systems are disconnected, so staff must manually enter data in multiple systems or spreadsheets. For example, the City uses New World as the financial system of record but CobbleStone for contracts. This leads to extra time spent entering data in multiple places, creates the opportunity for errors, and limits opportunities for automation and electronic routing of workflows in the current system environment. 8. Adequate process flows Given the current system limitations, several of the City’s overall processes follow a well-designed process flow but may not be possible in the system, requiring manual intervention, spreadsheet calculations, and other workarounds. The staff are completing these processes well given the limited capabilities of the system. Automation will make these processes significantly easier in the future, and staff seem excited about how their business activities can leverage modern software. 9. Reliance on institutional knowledge City staff-built tools support the ability for them to do their own jobs efficiently, and others in the organization lean on them for that knowledge. However, because of how much time and effort tasks take to complete, staff have become specialized at their role. As they leverage modern technology to streamline their business activities, the City should put an emphasis on developing cross-functional staff who can backfill responsibilities as necessary. 1.4 Action plan considerations Plante Moran recommends that the City replaces New World because it does not meet the City’s business needs. While the City has already decided to replace their current ERP solution, Plante Moran recommends the deployment approach of a vendor-hosted or cloud/software as a service (SaaS) ERP solution. The associated benefits are outlined in the action plan. However, the City should review and consider the plan of action considerations outlined below and detailed in the action plan, including the application migration strategy in Appendix A: Application migration plan. • Adopt best practices for resource management to ensure a staffing plan is in place and a governance structure is established to support the process. ERP system implementations are complex, and these initiatives can only be successful at organizations with strong project governance, per section 5.2.1. • Plan for change management early on to ensure that upcoming changes are communicated to those involved in a timely manner. Project success often comes from having a clear idea of how leadership envisions the City being run and then using new systems to facilitate turning this vision into a reality. • Establish a communication planning process since this project will affect most, if not all staff at the City. 213 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 10 • Increase process standardization to leverage the use of a shared system and process for common functions across the City, which will make it easier to manage these processes from a single system. • Build an interface between applications that are identified in this report to allow the data to flow more seamlessly between City applications and external applications to reduce manual data entry and shadow systems. Plan for City resources and costs for interface development for the City’s other applications, in addition to ERP-related costs. The City should also plan for staff time to help with data extraction, conversion, and cleansing, in preparation for the ERP implementation. • Streamline business processes based on the best practices and future state process maps to promote efficiency, save the City significant time, and reduce potential errors associated with manual processes. • Improve reporting with robust reporting capabilities in a system that can be easily accessed by users. • Establish training and documentation for new systems and business processes to ensure that staff are given the amount of support needed during and after the implementation, such as ongoing training. • Enhance internal controls within business processes that will be supported by the ERP to ensure the appropriate people are doing the appropriate tasks in order to eliminate duplicate or manual entries. 1.4.1 Timeline overview System selection June 2023 – November 2023 Contract negotiations November 2023 – December 2023 ERP implementation: Financials January 2024 – January 2025 ERP implementation: HCM September 2024 – September 2025 214 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 11 2 Gap analysis: Observations and opportunities 2.1 Overview Through a series of interview sessions with City staff, Plante Moran identified key observations and opportunities related to existing business processes and systems. While the following listing is in-depth and covers many areas, these observations and opportunities should not be viewed as a comprehensive list of all observations defined during the assessment phase of the project, as the current environment has a range of observations related to functionality, integration, and process challenges. The observations and opportunities discussed below are those that were of a significant nature based on our conversations and experience. For reference, Plante Moran has grouped each issue and opportunity by their process areas. Potential policy considerations or items that should be discussed prior to implementation have been marked with an * in the opportunities below. The City should consider these and have discussion to address any decisions that need to be made prior to implementation. These are all listed in Appendix C: Action items for further consideration. 2.2 Detailed observations and opportunities log 2.2.1 Issue and opportunities: Finance Accounts receivable and miscellaneous billing Observations: • There is limited department accessibility in the accounts receivable module. Departments do not have access to enter or view customer invoices, so a paper form is used to send requests to finance to generate customer invoices. This process increases the chance of delay in the issuance, and the status of an invoice to be generated is not available for departments to see. • Customer set up is limited in New World. There is no opportunity to set up customers by department or set up one customer with alternate views. Late notices and dunning letters are prepared manually and sent via U.S. mail. • The City uses multiple systems for activity and payment management but the integration to New World is limited, if at all. ActiveNet, the payment system, does not support the fund/accounts, requiring manual and retroactive efforts to align payments to the correct path. • Developer deposits are recorded through the miscellaneous billing module. Finance staff receive money and record it as unapplied credit. When an expense and invoice are paid, an invoice is created in miscellaneous billing to record the revenue to offset the expense. 215 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 12 Opportunities: • The City can leverage workflow capabilities of future systems to create customer invoices. Ideally, the place where departments submit the invoice, including the amount and detail, is housed with the customer history so that staff in finance do not have to look at different systems. With workflow, appropriate staff would be able to see the status of the process. • During interviews, staff mentioned the desire for recurring invoices at a certain interval. New systems can allow staff to generate these invoices with the ability to make edits such as date and description. • Modern systems offer secure integrations that would allow ActiveNet to perform its payment functions and send data to the ERP without manual efforts by staff. The City can map the way payments hit funds/accounts during and after implementation. • Future systems can record deposits correctly, making the ability to report on accounts easier. Accounts payable Observations • The City utilizes “temporary” vendors who do not register in the legacy system because they receive a one-time payment. Searching for these one-time vendors is difficult and requires background knowledge from staff to look for a specific payment or timeframe to find the vendor. • U.S. Bank doesn’t provide the ability for users to download a report in desired formats, making it difficult for finance to easily break down the purchases by expenditure codes. Opportunities • Utilize a vendor portal to submit documentation so that vendors do not have to come to City Hall. Additionally, the City can configure the portal so that vendors can run their own aging reports.* • Map an integration with the bank to create a payment transaction with purchase cards. Based on bank codes, it can map the ERP system codes for the general ledger and generate reports in a usable format. • Modern systems can accommodate using two- or three-way matching of purchase orders, invoices, and the receipt of goods to provide for auto processing of invoices that meet the specificized requirements. Bank reconciliation Observations 216 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 13 • The bank reconciliation process is manual. There is a module in New World, but it is not used as staff reports that it is complicated, and the manual process is easier. • As noted in the accounts receivable section above, the lack of integration between New World and ActiveNet creates manual processing of transactions and timing differences between the deposits to the bank and the recording in New World. Opportunities • The City currently utilizes a monthly bank reconciliation process. Consider utilizing vendor demonstrations to see how more frequent bank reconciliation runs can be drilled down to the transaction level and are easier to process. It should also be shown how payments coming in can be rolled up to their associated bank run. This will be helpful in pursuing change management policies across the organization to align a business process with best practices.* Budget Observations • OpenGov is the starting point for budget preparation, but adjustments to the proposed budget are performed outside of the system in Excel spreadsheets. When departments make changes, they highlight their changes in a different color on the spreadsheet. This process is time consuming for finance to look for the highlights, and it relies on departments to remember to make the highlight before exiting. If a modification doesn’t receive the highlight or finance doesn’t catch it, the change is not updated in OpenGov. • Departments struggle to input a budget request due to current system limitations in OpenGov. Although OpenGov’s format is familiar and has a simple interface, the system limits staff trying to create a form to input their budget into. • The City utilizes OpenGov for budget preparation and New World for budget control. However, the two systems do not have the same level of detail, causing staff to keep multiple windows open so that they can see discrepancies between the two, which is frustrating and a time burden. • Carryovers are not currently tracked in a system. Instead, carryovers are performed annually in Excel. The finance team then processes the journals for New World. Ideally, this is performed on an ongoing basis, where effective dates allow adjustments to take action as configured. • There is inconsistency between the grants budgeted for and the grants received by departments. A consistent policy across the organization should be considered for when to input a grant into the system.* Opportunities 217 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 14 • The base budget process should include open and documented communication between departments and the central finance office. Instead of managing budget requests on Excel with colors, modern ERPs allow departments to submit a change to their budgets with fields for documentation/descriptions that trigger approval. • Best practice for budget preparation includes versioning at multiple levels. Modern systems can track entire versions of the budget and mark different statuses along the way. Additionally, these systems can also track different types of transactions for adjustments, such as increases for additional funding.* • Financial consultants hired by the City created different Excel models of sales tax, CPI, and vacancy factors so the City could leverage for budget planning. When a scenario changes, finance manually updates each model. Consider utilizing the ERP to create different scenarios that flow to each version of the budget (e.g., high, low) in place of the existing spreadsheet.* • Consider implementing different approval processes for different types of budget adjustments. For example, a budget transfer between departments will have a different approval process than the workflow necessary for new grants in the budget.* • Finance keeps accurate records for purposes of encumbrance carry-overs and should seek to proactively build that process within the new ERP. Right now, finance maintains a calendar to know when to ask departments if they are carrying an encumbrance forward. The City should leverage the carryover ability of modern systems for open purchase orders at year end to reduce Excel use in this area.* • The City uses OpenGov for position budgeting, which allows salaries and benefits to be uploaded to the budget. However, because the system is separate from the ERP, staff are not able to track actual spend versus what was budgeted for a certain position. This also makes it more difficult for staff to calculate vacant positions in the budget. In the future state, information will flow from payroll to the budget to quickly show a forecasted number for a vacant position based on the actual salary and benefits for that position. • Modern systems can set alerts at different levels of the budget. While some restrictions would be set to the program level, others could be at the project level to prevent overages. The City could decide which level(s) of the budget alerts should be at. • Multiyear reports are difficult to run due to an antiquated system. Modern systems allow users to run reports for desired date ranges, including over multiple years. Contract management Observations • Some contracts require Council approval. To comply, City staff export the draft to the Legistar, receive updates, and reincorporate them back into CobbleStone. This process can be time consuming and cause delays in contract approvals. 218 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 15 • Contracts in CobbleStone do not show changes over time. Often, attorneys make edits on the contracts before they are finalized, but CobbleStone does not maintain a history of those edits. • It can be difficult for staff to understand where contracts stand in the process with updates to terms and conditions. • While the vendor portal in CobbleStone has the capability to upload documentation, it is not fully utilized, and vendors will send their own statement of work that is different from the City’s template. • Manual effort is required to pull a purchase order from New World into CobbleStone and LaserFiche. Opportunities • The future ERP includes the ability to house all contracts in a central location that can tie to purchase orders. Staff should be able to see the amount spent against the contract and the balance of each in the same place where contract history is kept. • Implementing a new system can present an opportunity to reconsider data retention policies. The City can choose to build an integration from the ERP to LaserFiche for data retention or utilize the ERP for that capability.* • A fully leveraged vendor portal can allow City staff to maintain a history of communication with vendors across the organization. Additionally, staff can build standard forms into the system such as an agreement or statement or work that guides vendors to submit them consistently. Fixed assets Observations • There is no option within the purchase order module to talk to the fixed assets module currently, even if there is a button there for users. If there is a purchase in New World, it will not flow to the fixed assets module. Without the link, it can be difficult to record the purchase on the associated financial statements. Users are not able to identify a fixed asset during the procurement stage. • Depreciation is currently manually calculated through Excel. Best practice includes utilizing prebuilt depreciation rules and schedules in the ERP to provide real-time reports on depreciation with less manual intervention. Opportunities • Utilize the ERP to establish a link between purchasing and fixed assets. Purchases made should flow through the fixed assets module for actions such as capitalization and depreciation. General ledger Observations 219 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 16 • The current general ledger system is extremely easy to navigate for staff, and that ease to maneuver should be essential for a new system. • Reports are extremely limited in the current system. The standard reports from the software do not include all the data fields desired, and the system is cumbersome in its ability to generate custom reports. Opportunities • Due to the more comprehensive nature of modern ERP systems, out-of-the-box reports provide a much more granular level of detail. Users can configure their own reports beyond those that come standard and customize their own dashboards with reports valuable specific to them. • Utilize notification for vendors nearing the $600 threshold to require a 1099. The new system should be able to automatically generate 1099 forms for the appropriate vendors. • Auditors currently ask for documentation down to the transaction detail. Modern ERPs allow these reports to be easily accessible, and the City can allow for third-party access to the system, if desired, to review the appropriate documentation. Determine if the City would like to allow for third party access to the future ERP system.* Grant and project management Observations • Grants are tracked by departments outside of New World, in Excel spreadsheets include details around the amount applied for, the status, money received, and money spent against the contract. Because this is outside of the system, there is manual effort required to check all the fields from the spreadsheet with the actual details. • Departments handle and processes their own invoices and send them to finance. Finance will invoice them against the expenditures. This process is manual, does not provide visibility into approval steps, and results in a decentralized process where departments have an inconsistent process with the City’s finance office. Opportunities • Modern ERPs include both grant and project modules. These elements can be tied together because a project can be funded by one or more grants, and one grant can fund multiple projects. Define what the grants and projects process should look like in a future ERP system.* • Utilize the user-defined fields in a new system to track transactions at different levels of the organization. Although money is set aside now for programs and not for projects, the future state capabilities can allow the City to see the money planned for and spent by a project. Users with the appropriate clearance will have the ability to drill down from the program level to the project and transaction levels, providing more reporting 220 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 17 flexibility. The City, which utilizes this capability in limited areas now, should prioritize training and vendor demonstrations to ultimately achieve the full potential of the user-defined fields. Lease management Observations • Lease agreements are currently tracked using spreadsheets. Generating invoices to customers is manual, which requires duplicative efforts to ensure that information is correctly tracked in the financial system. • DebtBook is used to check payments and record journal entries given when the City acts as the lessor, but the invoicing is done in New World, which requires a manual reconciliation process at the end of the year. Opportunities • Utilize the system to automatically create invoices based on information input into the preconfigured fields (with workflow approval). Invoices in modern systems will feed into the general ledger automatically. • Leverage the ERP to accommodate reimbursement and disbursement contracts. Utilizing the ERP will allow for easier audit history on changes to contracts, including the ability to see prior versions and who made changes. • Ensure that requirements feature the ability to set up and track both sides of a lease: the City as the lessor and the lessee in accordance with GASB87. Lease invoices would reconcile in live time with journal entries. Purchasing Observations • A contract or quote is stored in CobbleStone, with copies made for Google Drive and New World. This requires duplicate effort and time to ensure that documents are properly stored and can be found later on. • There are no notifications for approvals in New World, and any outstanding tasks are not individual to certain staff members; instead, all tasks for finance are shown together at the top of the screen. • Purchase cards are reconciled monthly with bank statements compared to what departments enter in for transactions, with use tax paid quarterly. Sales tax is calculated manually on a spreadsheet. Opportunities 221 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 18 • With a modern system, staff will have the option to upload documentation for purchases. Future process discussions should include referring to the ERP as the source of record without documents stored elsewhere. • City staff expressed the desire to catch a payment that should not be paid due to various reasons, such as incorrect year, dates beyond a fiscal year, etc. utilizing some sort of flags or notifications in the system. Systems may have the ability to provide warnings and hard-stops for payments when dates are beyond a fiscal year to prevent paying an invoice against a purchase order in the wrong year. • The ERP should provide the ability to apply sales tax to the merchandise and the shipping and handling when applicable. In the future, this calculation should be done in the system rather than in separate spreadsheets. • The City should discuss the means of storing records in the future. Municipalities utilize both a modern ERP or LaserFiche for this capability, usually deciding between one of the two. Modern systems build the integration to LaserFiche often. 2.2.2 Observations and opportunities: Human capital management Classification and compensation Observations • New World allows predetermined classifications and steps to be tracked in memorandums of understanding, with a corresponding grade for each class and five steps. However, all grades show as active, and the process for cleaning up grades and reflecting only those active is cumbersome to keep updated. • Tracking budget by position number is no longer as clear as in the past for multiple reasons. Transferring of divisions is difficult to include in the number, part-time reporting is done differently, and some departments have not kept up with cleaning up their numbers. This can be confusing for staff to know which position numbers are the most up to date. • Every job currently has its own position number. When someone leaves a position, a new position must be created, then HR staff zero out the budget for the old position. This process is manual and results in more job numbers than necessary. • Departments are not currently aware of their budgets for recruiting because positions are not consistently tracked or understood when they become vacant. Standardization is required in terms of how to handle, convert, and fill positions. Part-time hires require a manual justification for approval to communicate that there is a vacancy. Opportunities 222 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 19 • City staff mentioned that they are open to developing a new set of position codes. Consider establishing new position codes to everyone in a new ERP system following a consistent numbering schema. Confirm that setting up new position numbering would be agreeable, ensure that the approach is communicated clearly to departments in the organization, and that end users receive training on the standard.* • Utilize vendor demonstrations to see how cost of living adjustments can be processed and tracked in a modern system using mass pay change capabilities. Include demonstration script items to pull both historical COLA amounts and forecast what they may look like in the future. • Modern systems allow users with the appropriate security access to run reports on staff impacted by a potential mass update. These changes would be visible from the personnel file view or the history of the mass update. • Reporting on positions and vacancies will no longer need to be in a spreadsheet. With the new ERP software, HR staff can see recruitment patterns across the organization, including metrics such as turnover, recruitment, and trends in changes. Real-time knowledge allows organizations to make proactive decisions about how to address job openings and utilize available budget. The system should be able to track the relationship between positions over time without manually creating new job numbers each time a position is filled. Employee benefits Observations • The CalPERS portal for pension and health benefits requires duplicative entry. Any changes in enrollments are entered in multiple places which can be time consuming, especially during the open enrollment time frame when there are many changes. • California passed the California Family Rights Act (CFRA) to supplement the federal Family and Medical Leave Act (FMLA), but the system does not currently differentiate between the two. FMLA hours are currently tracked in Excel spreadsheets rather than a centralized system causing pay codes to not be up to date in this area. Opportunities • A simplified enrollment screen for staff can be configured so that all plans that they are eligible for pop up. Staff should be able to enroll in benefits from the ERP and have their benefit elections flow to each benefit provider for enrollment. • Include requirements for self-service capabilities that allow for staff to view and manage benefits, dependents, and contributions. The organization can use these fields as triggers for other actions. For example, by keeping track of dependents in the system, staff with the appropriate security can run a report to see how many dependents will turn 26 within a certain date range, allowing the organization to be more proactive in changing the benefit enrollment and the payroll deduction associated with it. • By requesting an interface with CalPERS (or ensuring an easy upload is possible), staff would no longer need to enter pension and health data in duplicative places. Additionally, reconciliations between the ERP and CalPERS would be handled by the interface . 223 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 20 • The City will benefit from the modern capabilities of ERP systems to generate standard ACA and IRS reports. Staff mentioned the current manual process to record correctly with the dates listed, and the future solution should clear up any interpretation on codes from the IRS. Learning management Observations • The City has transitioned from using Excel to the custom-built internal Power Apps Training Management Application (TMA) for learning management functions. The application allows employees to register and receive notification for upcoming trainings. IT built an impressive application that has the opportunity to grow with the organization. City staff may have comfort with this tool created just for their use which may result in limited interest in moving to a new learning management system. • Certification completions are currently tracked on an Excel spreadsheet, and continuing education is the responsibility of the employee or the department. This can be a risk if required certifications or licensures are not renewed in a timely manner. Opportunities • The City should consider utilizing a learning management system as part of the ERP to reduce the manual efforts necessary to maintain the TMA. Modern systems can automatically generate certificates of completion, tie them to employee profiles, and record completion statistics. Consider which trainings from the TMA should be brought into the new system.* • The City can leverage the ERP to build centralized processes for continuing education. With the ability to report on certifications and education, supervisors and department heads can be more proactive in assigning internal and external training opportunities. Keeping skills and language proficiency attached to an employee record can cut down on the effort necessary to currently build a personnel file. Performance management Observations • Every week, HR staff run a report in Access to generate a list of employees due for an evaluation. The process is consistent across the organization so that reminders for annual evaluations are given 30 days in advance while evaluations that drive step increases are 45 days in advance. This Access database interacts with Microsoft Word and Excel to generate necessary information and the form for the supervisor. However, staff often must remind supervisors to complete the evaluations. • Evaluations tied to step increases require evaluators and HR to communicate ahead of the time the step increase may come into effect. If the evaluator does not inform HR of the step increase decision in time, staff may receive pay inconsistent with their performance evaluation decision and eventually require retroactive payments which requires manual efforts from payroll. 224 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 21 • The City does not currently dedicate as much time as they would like to succession planning because other manual processes and components of the performance management process consume staff time. • New World defaults one hire date per employee. The system should recognize one date as the date for evaluations between original date of hire, promotion date, or re-hire date. Opportunities • Consider using the implementation to move toward narrative-based performance reviews. This would look more like a coaching model than a five-point scale and would support evaluators in providing objective feedback, supporting the organization’s ongoing development. If the City opts for new forms to support narrative-based reviews, ensure that staff receive training on the new approach and understand its benefits.* • While the new system can provide periodic reminders to supervisors to get their evaluations in on time, the City may benefit from additional accountability for supervisors. Examine if the process for delayed feedback should include an alert to department heads or if supervisors should be evaluated based on their ability to evaluate others.* • Leveraging a system to support various HR processes will allow staff the time to do succession planning. Consider discussing promotions and succession planning in performance discussions.* Personnel actions Observations • The City has different forms for different types of personnel actions. PDF forms exist for promotions, new class moves, and transfers, while new hire forms work through Power Apps. While these forms may work to solve current work activities, they can cause some confusion of what to use in which instance. • Retroactive payments happen often due to the timing and duration of processing personnel actions. This often includes email communication that may not be visible to others in the organization who would like to see an audit trail for personnel actions. Opportunities • Future actions and communications should be housed in the ERP to provide one source of truth with consistent processes and transparency throughout the organization. Workflows for approvals on actions including forms within the system will eliminate the use of more manual forms outside of it. 225 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 22 • Effective dating can be configured in the system to apply current rates to an employee until a certain date. For example, if an employee is promoted as of a date in the future, their pay would remain on the current rate until the desired date when the new pay rate is effective. This lessens the burden on HR staff to get the change done right on time and on payroll staff who should not have to complete as many retros. Recruitment Observations • The City currently uses NeoGov for recruitment, a software common in the public sector to complete recruitment activities, and has chosen to continue using it in the future. NeoGov is not fully utilized currently, nor connected with the current ERP system, resulting in duplicate entry. • While the City explored integrations, New World limited the opportunities. NeoGov has APIs available to build a modern integration, but New World’s integration approach is more dated, so City staff waited for the procurement of a new ERP to build the integration. Maintaining a dated integration may have cost more time and effort than not having one at all. Opportunities • Building an integration between NeoGov and the future ERP will allow information to flow through the organization to cut down on the manual reentry. For example, if a candidate completes an application through NeoGov, the ERP can utilize workflow to internally provide visibility in the application process through the onboarding process. Additionally, the employee profile can prepopulate with the information already submitted on the job application portal. Risk management Observations • The City utilizes a third party for risk management, which meets the needs of the City moving forward. There is no need for this functionality to be included in an ERP at this time since the City will continue using the third party. Opportunities • Explore ways to work closer with the third-party risk administrator, JPA, to get information and reports the organization will need moving forward. Try to use this process to mitigate duplicative record keeping between the access HR has in a portal versus the spreadsheet for internal claims.* • The City often requests information about types of injured workers, number of injuries by department, and most frequent types of injuries, which can be time consuming. Consider building an integration to receive these reports in live time as the data is collected by the third party. 226 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 23 Self service Observations • Employees do not currently update their own information. User self-service is currently limited to the ability for employees to view their own W-2s and paystubs. To make changes, staff must submit forms to HR, who make the updates to the system. • Current software allows negative accruals and time off, which is difficult to keep consistent across department and job role. Opportunities • Common self-service capabilities include ways for employees to pull their own benefits and calculate their own pay as they make their benefits. Additionally, employees should be able to initiate changes to their personnel record and request time off. For each request, employees should be able to see where the process stands in the workflow. • The system should have rules to prevent negative accruals and time off. The City can configure whether a warning is given (that still allows the employee to submit a request that would result in a negative accrual) or a hard-stop on the request and should consider this change.* 2.2.3 Observations and opportunities: Payroll and time tracking Payroll Observations • Staff often enter their time correctly, and the payroll process is quick when there are no errors. However, problems may arise when part-time or seasonal employees are getting used to the system. If an error is only caught at the file upload stage, payroll staff must reach out to HR to update the timesheets. The delay in rule application between the timesheet and payroll requires staff to be more attuned to potential errors. • Staff members may select the wrong code when they enter their time. Because of the system limitations, payroll staff alert employees by email to modify the change and show them where the correct codes are kept. • Payroll often tracks data in Excel spreadsheets, which require significant upkeep. Verifying FLSA, timesheets, and accruals takes time and effort to reconcile with the current software. For example, employees working fewer than 40 hours a week should not get an accrual, but the system still accrues it for them. The spreadsheets allow payroll staff to catch the errors. • HR consults payroll staff for personnel activities that require pay calculations. For terminations, the City cuts a check to pay vacation time out which requires HR to consult with payroll; payroll pulls up the spreadsheet for the calculations necessary before validating numbers. This process requires manual effort which could result in inaccurate payments since calculations are done manually for validation purposes. 227 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 24 Opportunities • In a future system, considerations should be given as to the payroll code visibility. Ideally, the position is tied to job title so that employees do not have the option to select the wrong code. This ERP selection and implementation provides the opportunity to clean up pay codes and only bring in those necessary. For example, seasonal staff should only have access to record time against pay codes within their job title.* • Consider utilizing this selection as an opportunity for staff to leverage direct deposit or a pay card situation for those who would like their pay more easily accessible, with the goal of avoiding cutting paper checks.* • In a new system, the City can configure workflow for certain personnel actions in the same place all the calculations are stored. For example, HR can initiate a termination workflow that includes steps for paying out remaining benefits and converting remaining vacation time into pay. Any necessary approvals would be built into the workflow and provide an audit trial in accordance with City requirements. • Employees can leverage self-service portals in the future system to see pay stubs and W-2s as they can now with the added functionality of making changes to their deductions, changing banks, etc. from their portal, with the appropriate approvals. • Utilize a requirement for the new system to generate a report as a .csv file in accordance with CalPERS requirements. Timekeeping Observations • While scheduling is decentralized, all employees record time in the same way (through the HR portal). Payroll staff utilize reports from the HR portal; to make sure that all time is approved, they download a .csv file that gets uploaded to New World for payroll processing. This process requires a few systems and steps to ensure that scheduling is aligned with the recorded time and ultimately uploaded to New World. • The system is not currently able to accommodate blended rates for bilingual pay. The City relies on manual workarounds for calculating time- and-a-half for the base rate of pay as well as the modifier so that all pay is considered for bilingual pay. Opportunities • Modern ERPs provide payroll staff greater flexibility for approving time. Consider utilizing the functionality of a soft close to run payroll before it is posted (finalized).* This allows departments to have time to check for errors and does not require payroll staff to reach out to department supervisors to remove approvals and send back to employees. Best practice for approving time is that the employee reviews their own time before sending to a supervisor. If there are errors, the supervisor should either send back to the employee to make adjustments or provide notification to the employee that their time has been changed before sending it to payroll for final approval.* 228 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 25 • Consider coding holidays in the new system for when a blended rate of pay is triggered for all employees. For example, if employees in Parks and Recreation work on July 4, the system should recognize that day as a holiday and automatically factor in the blended rate of pay calculation.* • Ensure that different job classifications can be paid at different frequencies in the new systems. The system should be able to accommodate bimonthly and monthly pay for people who are paid based on attendance (e.g., council members). • Consider integrating with CityWorks so that work order time can be reconciled with payroll time. This may improve reporting considerations across the organization to calculate spending against a project that includes details such as time, asset spend, and payments to vendors.* 229 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 26 3 ERP marketplace assessment Generally, ERP solutions evolved out of a desire to provide the functionality of two or more systems, such as financials and HR, in an integrated software solution. ERP software solutions experienced their first major growth in private sector businesses in their manufacturing and supply chain operations. Over the years, these solutions were enhanced, configured, and tested in public sector organizations. With these enhancements, those solutions originally developed for private sector organizations could now be deployed in a public sector setting. This section provides an overview of the ERP marketplace, organized as follows: • Vendor consolidation • Tier 1 versus tier 2 ERP • On-premise versus cloud-based ERP • Vendor marketplace overview • ERP marketplace trends 3.1 Vendor consolidation Consolidation among public sector software vendors has left a fewer number of vendors providing services to the public sector than in prior years. Organizations such as Harris, Oracle, CentralSquare, Infor, Accela, and Tyler Technologies have acquired competing software products over time and, to varying extents, marketed, licensed, implemented, and supported each of them. As such, the remaining vendors have a larger installed base per vendor. It is anticipated that, over time, these vendors will reduce, not increase, the number of ERP solutions that they will maintain and support for the public sector. This consolidation of solution offerings is typical in the software industry as a result of their desire to create a sustainable business model. Thus, it is important during the due diligence and contract negotiation process to consider any future product plans available from software providers, with the purpose of maximizing solution longevity and avoiding expensive capital outlays for upgrades and replacements. 3.2 Summary comparison: Tier 1 versus tier 2 ERP Tier 1 vendors offer broad solutions designed specifically for the private sector. In recent years, these solutions were enhanced, configured, and tested in public sector organizations. With enhancements, these solutions originally developed for private sector organizations are now being deployed in a public sector setting. Tier 2 ERP software providers originated and offer specific vertical solutions designed for the public sector, including fund accounting, encumbrance accounting, sophisticated budgeting, grants management, etc., and capabilities that are pervasive in this segment. These solutions are frequently deployed in medium-sized public organizations. The table below identifies some of the key differences between tier 1 and tier 2 software providers on issues such as support requirements, cost of implementation services, cost for major version upgrades, software support channels, and other factors. 230 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 27 Tier 1 Tier 2 Sample representative vendors • Infor (CloudSuite) • Microsoft Dynamics • Oracle (Fusion Cloud and Netsuite) • SAP • Workday • Cayenta • Harris • OpenGov • Tyler Technologies Design considerations • Developed product for private sector and later adapted for public sector • Many modules specific to public sector • Larger organizations with greater R&D budgets, offer more robust technology • Robust development tools • Scalable to leverage most robust development and database environments • Primarily designed for public sector • More prescriptive functionality and less conducive to customization without altering source code • Often leverage common municipal technology standards (e.g., Microsoft SQL database); some support Oracle • Environments leverage third-party tools (database, report writer, etc.) Ongoing technology support resource requirements • Cloud solutions do not require significant technology FTEs • Also impacted by level of integration with other organizational systems • Cloud solutions require similar technology resources as tier 2 • Also impacted by level of integration with other organizational systems Software functionality • Core modules have robust functionality • Typically have significant configuration options enabling a wide range of options to accomplish business processes • May lack public sector-specific features; however, functionality is increasing over time • License costs per user are typically more expensive than tier 2 • Incrementally less robust functionality for core components • HR/payroll solutions are frequently less robust as compared to tier 1 offerings • Many vendors offer additional public sector modules, such as fleet management, request for service, etc. • License costs per user are typically less expensive than tier 1 Implementation services for new installation • May require multiple FTEs to implement • Requires significantly greater implementation vendor resources than tier 2 to implement, including key staff who are full-time to the project • Software implementers are typically integrators/channel partners • Vendor “homework” approach has the organization responsible for many implementation tasks • Frequently implemented with organization resources not dedicated to the project • Rarely requires full-time vendor staff to implement • Software vendors also implement their own solutions 231 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 28 Tier 1 Tier 2 Staff required for implementation • Requires more functional staff to maintain and update configurations in order to manage the application • Requires less functional staff to maintain and update configurations in order to manage the application Ongoing support staff required • Support required includes administering new system accounts and access controls, configuration changes to support continuous improvement of business processes, and preparation and testing of new updates Cost model for major version upgrades • SaaS solutions include all upgrades and updates Software support channel • Mixed; some direct, some through implementer or value-added reseller channel • Primarily direct vendor support Hosting options • Most offer multi-tenant cloud deployments • Combination of multi-tenant cloud and single-tenant hosted deployments 3.3 Vendor marketplace overview Today’s ERP marketplace is ever-evolving, with frequent changes in offerings, consolidations, pricing, and deployment approaches. To help the City understand the current marketplace, the following table is provided. This table is based on recent proposals analyzed by Plante Moran and other marketplace activities and, thus, is subject to changing offerings. The listing is not intended to be all inclusive, but rather to provide a better understanding of some of the major vendors active in the marketplace. This list focuses on ERP systems that contain core financials and HR functionality and expanded functionality when applicable. There are additional best of breed systems in the market that focus on individual areas including time and attendance. Following this table is a legend describing each component. Vendor Financial HCM Cayenta   CentralSquare   Ceridian  Edmunds   GovSense   Infor   Kronos UKG  Microsoft  232 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 29 Netsuite   Oracle Cloud   OpenGov   Tyler Technologies   SAP   SAP ByDesign   Workday   Legend: Financials: Financial functionality, with modules potentially including general ledger, procurement, budget, miscellaneous billing, and accounts receivable, contract management, bank reconciliation, and fixed assets. HCM: Human capital management functionality, with modules potentially including employee record, payroll, personnel actions, benefits management, employee self-service, performance management, learning management, position control, recruitment and application tracking, and onboarding. 3.4 ERP marketplace trends The ERP marketplace is rapidly changing, with the available vendors, solutions, functionality, deployment methodologies, and more changing every day. Included below are key trends in the marketplace to help summarize what changes Plante Moran has observed and expects to see moving forward. Government staffing levels. In response to the immediate and severe financial impact of COVID-19, government staffing resources have ebbed. Consequently, municipalities are relying on additional functionality and automation to allow fewer or the same number of staff to accomplish more Movement to the cloud. A decade ago, most vendor solutions proposed were on-premise solutions, but in recent years this has shifted to almost all vendors proposing solutions in the cloud. While cloud solutions were previously thought of as a security concern and privacy issue, it is now seen as an approach that allows organizations to utilize best-in-class technical infrastructure and cybersecurity without internally developing these tools and resources. Best-of-breed solutions. Today’s ERP solutions have significant functionality within the areas of core financial and human resources functionality. However, for more specialized areas, there has been a movement toward utilizing best-of-breed solutions to satisfy one specific area of functionality. Some functional areas where this is happening include timekeeping, learning management, recruiting, debt, and investment management. Transparency. With the increased ease of sharing information online, there has been an increased desire by both the public and public sector employees to provide more transparency around public sector operations. This includes open dashboards of financial data, making details of ongoing and planned projects available, sharing details on staff salaries, and more. Today’s solutions are helping to facilitate the publishing and access of this information. Analytics focus. As the volume of data managed within ERP solutions has increased, the need and desire for analytics around this data has increased as well. Many of today’s solutions have increased functionality to 233 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 30 report on data, perform complex analytics and modeling, and export this data to other systems to perform even further analysis. Use of advanced tools. Technology advances have operationalized many technologies that were not previously feasible for use in the public sector. Robotic process automation is being utilized for routine tasks such as invoice entry and document creation, where human input is limited or not necessary. In other areas, technologies such as artificial intelligence are being used to pull insights from data automatically or proactively perform customer outreach. Increased attention to security. As the number of cyberattacks rises alongside the amount of personal information stored within ERP solutions, there has been an increased focus on cybersecurity both from vendors and public sector organizations alike. This focus has resulted in increased cybersecurity staffing, additional discussions of cybersecurity differentiators, and planning for data recovery in the case that an organization’s data is compromised. Implementers utilizing agile development. Within larger software providers, there has been a movement in recent years toward adopting agile development versus the typical waterfall methodology. This approach focuses on a more iterative process rather than the more sequential approach of the waterfall methodology. The goal of this change is to move toward a more collaborative approach to implementing ERP solutions, which involves a much higher level of interaction and review throughout a given project, rather than waiting for significant tasks to be completed. 234 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 31 4 Cost estimate 4.1 Cost estimate The following document includes an updated cost estimate for the City of Cupertino over a 10-year horizon, including both external costs (software, implementation and training services, project management, integration and conversion services, etc.) along with internal costs (project management, staffing required, etc.) based on FTE cost provided by the City. This cost estimated includes the following information: 1. Cost assumptions 2. Total cost summary a. 10-year cost estimate, including external costs only (graph) b. 10-year cost estimate, including external and internal costs (graph) c. Total cost of ownership, including all external and internal costs (table) 4.2 Cost assumptions The cost assumptions below outline any assumptions made to determine the cost estimates that follow. 1. The cost assumptions below outline any assumptions made to determine the cost estimates that follow. 2. Plante Moran gathered the data required for this cost estimate from vendors, and Plante Moran’s internal database of proposed and negotiated costs, which provides insight on hardware, applications, licensing, implementation and other related services costs for over 50 similar governmental entities. 3. The cost ranges represented above are intended to represent the typical range of vendors that we would expect the City to select from, other vendors may bid outside of these ranges. 4. This estimate assumes that the City will utilize a vendor-hosted or cloud deployment model. 5. Implementation costs are assumed to include all one-time fees paid to the vendor. 6. Hardware costs are not included in this cost estimate as this is for a vendor-hosted solution. 7. Project contingency is estimated to be 20% of the one-time vendor fees. 8. Internal implementation costs are estimated based on the FTE cost provided by the City, which is on average $70/hour. This was multiplied by 160 hours (assuming each month has 4 weeks at a 40-hour work week) resulting in a monthly FTE cost of $11,200 or an annual FTE cost of $134,400. 9. Implementation is estimated to take 18 months on the low end and 24 months on the high end based on benchmarking data and Plante Moran’s prior implementation experience but could vary by vendor. 10. The project period costs below include one-time and ongoing costs for the first two years of the project, which is the estimated time period for fully implementing a replacement ERP solution. 11. Implementation project management costs are based on a .5 FTE for the low-cost estimate while the high-cost estimate is based on 1 FTE. This cost is calculated using a standard implementation hourly rate but may differ depending on inflation, duration, and selected vendor for project management. 12. 100% of the one-time costs as assumed to be incurred in year 1 of implementation. 13. Inflation is assumed to be 5 percent annually in the total 10-year cost summary. 14. Implementation costs include vendor costs for the duration of the implementation including: initial configuration, data migration, integration, training, project management fees, etc. 235 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 32 4.3 Total cost summary This section summarizes the potential total cost of ownership (TCO) analysis for the City’s ERP environment. These costs include various system costs, such as ongoing maintenance, software subscription fees, and implementation services, for each option. The following graph illustrates the 10-year comparison of cumulative costs for each option. The first graph only includes external costs, while the second graph also includes internal costs. Following the graphs is a table representing the detailed costs for both external and internal. These costs do not represent the functional benefits or time efficiencies gained with each option. 4.3.1 10-Year cost estimate, including external costs only 4.3.2 10-Year cost estimate, including external and internal costs 236 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 33 4.3.3 Total cost of ownership City of Cupertino TCO Summary - Updated January 2025 Cost category Cost type Tier 1 Tier 1 Tier 2 Tier 2 Low scenario High scenario Low scenario High scenario One-Time Costs Hard Costs Vendor implementation costs Vendor $1,412,371 $3,133,388 $489,747 $1,738,605 Implementation project management Consultant $280,500 $583,000 $280,500 $583,000 Project contingency Contingency $282,474 $626,678 $97,949 $347,721 Total One-Time Hard Costs $1,975,346 $4,343,066 $868,197 $2,669,326 Soft Costs FTE Internal 3 6 2 4 Duration (Months) Internal 18 24 18 24 Total One-Time Soft Costs $604,800 $1,612,800 $403,200 $1,075,200 Grand Total One-Time Costs $2,580,146 $5,955,866 $1,271,397 $3,744,526 Ongoing Costs Hard Costs Subscription fees Vendor $198,309 $892,907 $138,504 $532,658 Total Ongoing Hard Costs $198,309 $892,907 $138,504 $532,658 Soft Costs Internal support FTE Internal 0.5 2 0.5 1 Total Ongoing Soft costs $67,200.00 $268,800.00 $67,200.00 $134,400.00 Grand Total Ongoing Costs $265,509 $1,161,707 $205,704 $667,058 237 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 34 5 Action plan 5.1 Plante Moran recommendation Plante Moran recommends that the City replace the current ERP solution that does not fully meet the City’s business needs. Plante Moran recommends the deployment approach of a vendor-hosted or cloud/SaaS ERP solution. This offers the following key benefits: • Best-in-class cybersecurity and disaster recovery expertise is included • An upgrade pathway is more defined, reducing the risk of falling behind • Customizations are avoided as a rule • A cost-effective infrastructure and technical staffing solution • Scales with City growth, without the need to purchase additional infrastructure or hire staff • A cloud-first approach matches the mix of options in the vendor marketplace With this option, the City should review and consider the plan of action considerations below, including the application migration strategy outlined in Appendix A: Application migration plan. 5.2 Plan of action considerations 5.2.1 Project staffing and governance structure considerations Since an ERP replacement will impact most staff at the City, it is critical to establish a plan. This process of executing the recommendations and implementing a new system will require a well-coordinated and organized governance structure in which to operate and manage the project. ERP system implementations are complex and these initiatives can only be successful at organizations with strong project governance. As the City moves forward with the replacement project, process and technology changes will be significant and will impact all departments. Policy changes will also need to be considered and implemented to realize the full benefits of implementing a new solution. Potential policy considerations have been marked with an * in the opportunities above and are ones that the City should consider prior to implementation. Strong project management is also critical for deployment and becomes increasingly important with the investment in a new ERP system. Therefore, it will be essential to continue to rely on the existing project governance structure that: • Considers the needs of a variety of stakeholders • Enables the City to make decisions efficiently and effectively • Ensures that project communication is flowing to the right individuals at the right time, including those who are part of the project team and those external to the project team • Empowers the project team to enforce policies The following recommended strategies will help the City prepare for the implementation phase of a system selection project. The strategies below are listed in the order that they should occur. 238 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 35 1. Confirm a formal governance structure to coordinate the selection of the new system using the current teams identified in the project charter as a basis, with the intent that structure can be leveraged and specific roles can be redefined for design, implementation, and maintenance phases of the system. 2. As part of the RFP process, request information from vendors as to the optimal City staffing structure and time commitment required for a successful system implementation, including ongoing support and maintenance of the system. This will allow the City to plan for implementation efforts with a greater understanding of vendor-specific resource needs. 3. Prior to launching the implementation phases of the project, establish expectations with the City staff as to the time commitment that will be required for a successful implementation. 4. With the assistance and advice from the selected vendor(s), institute an implementation governance structure that is well staffed and supported by executive management within the City. The governance structure from the selection phase may be used as a starting point. 5. Establish policies to sunset or retire legacy solutions, supplemental applications, and side systems in conjunction with the new system implementation so that they do not perpetuate an environment of dual information tracking. Utilize the application migration plan as a starting point. 6. Establish data retention requirements to guide and manage the scope of required data conversion. Ensure data retention requirements are properly considered and applied before, during, and following the system implementation and data conversion process. 7. Establish an appropriate backfill strategy and plan to free up staff resources who will play a significant role in the implementation (as identified in item three above). It is important to recognize that staffing circumstances during implementation can significantly affect the rollout of the implementation so start to plan for backfill now to ensure the key resources are available for implementation. 8. Review the change management support provided by the vendor. Based on this plan, establish a change management plan designed to reflect the needs of the stakeholders. It is beneficial to establish a change management process early on to evaluate/measure organizational impacts as part of the decision-making process, document decisions, and communicate the net benefits to the organization. 9. Develop a process to discuss proposed business process changes from the provided future state process maps and from the vendor, gather the necessary approval for these changes, and communicate these changes throughout the City. 10. Review and consider the level of efforts outlined in the staffing table below to plan accordingly. The City should consider these estimates when planning for the various phase of implementation and revisit this throughout the implementation to ensure people are involved to the appropriate levels. 239 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 36 The table below represents estimated City staffing for each implementation phase based on our experience with software implementations and our knowledge of the City. However, this may vary for the City based on the vendor selected, staff preferences, and the project plan provided by the vendor. Time commitment by role and implementation stage Role/phase Project initiation Discovery and configuration Testing and training Go-live Post go-live Duration One month Approximately five months Approximately five months One month Three months Project sponsor 15% 15% 5%–10% 15% 10%–15% Project manager 100% 50% 50%–75% 100% 50% Subject matter experts (SMEs) 25% 50% 75%–100% 75% 50% Training lead 0% 25% 50% 25% 10% Technical team 10% 25% 40%–60% 50%–75% 25% This is an estimate to assist the City with planning. Assumptions informing these numbers are listed below. • Effort estimates for subject matter experts are for each subject matter expert. Each phase will have multiple SMEs based on how the City is organized. These SMEs must be knowledgeable about the City’s needs. • The table above is a sample for tier 2 system implementation. A tier 1 system implementation may require more significant resource commitments for each role. • If there are separate testing staff, the workload for the subject matter experts could be lessened. • If there is no training lead and end-user training is not purchased from the vendor, training tasks will need to be completed by SMEs. This will vary based on the vendor timing of their training approach. Some vendors perform an initial training, then discovery, then full-on training following. Others perform all training after discovery. • This estimate assumes the City will utilize a vendor-hosted or cloud model, as recommended. • This estimate assumes City IT staff will manage security, conversions, and interfaces. • This staffing estimate is based on vendor data and Plante Moran's prior implementation experience. • This staffing estimate is based on Plante Moran's assumption of a reasonable finalist selected vendor based on Plante Moran’s experience working with the City and understanding requirements, staffing environment, etc. Based on the finalist selected vendor, the monthly hours estimated could increase or decrease by approximately 25%, as each vendor will have a staffing plan that may vary. • The implementation duration above is based on the benchmarking data from potential vendors that would propose paired with Plante Moran's implementation experience. This duration could change by approximately three to six months based on the selected vendor and services purchased. 240 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 37 • Plante Moran recommends planning for the staffing in the estimate above, as well as some level of contingency (e.g., 10%) in order to mitigate project risks. In consideration of these factors, Plante Moran provided an example listing of resources needed below based upon the likelihood of the City selecting a SaaS vendor solution. The areas listed below are a sample of functions that will need to be provided at times during the implementation. For example, the payroll expert will be needed during the phase for payroll and project hours will vary during the phase. During implementation, the following City staff may be required: • SMEs, in their functional area, to assist with the following functions: o Participate in analysis and design sessions o Provide expertise on current City processes o Create future state processes o Test system configurations o Verify data conversions related to their functional area o Participate in user acceptance testing o Participate in training (possibly as the trainer for other staff if using a train-the-trainer model) • Technical staff to assist with the following tasks: o Custom report development o Security administration o Data conversion o Interface development o Forms design o Testing coordinator o Database/system administration • Project management office, including the following roles: o Project sponsor o Project manager o Technical lead o Project administrator For ongoing activities, the following City support staff may be required: • SMEs’ functions: o Update dashboards and reports as needed o Participate in continuous improvement efforts including updating configurations o Provide functional knowledge and assist with training new staff/users • Technical staff functions: o Custom report development o Security administration o Database/system administration o Patches and updates o Help desk: Application support 241 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 38 5.2.2 Change management Implementation projects like this one will have significant change management aspects associated with the large amount of process redesign that will likely occur on the project. It is critical to consider these potential changes and impacts early on as project success comes from having a clear idea of how leadership envisions the City being run and then using new systems to facilitate turning this vision into a reality. When software implementations do not meet expectations, it is often due to people issues, not necessarily the technology. Research indicates a correlation between the success of a change initiative and how well the people’s concerns are recognized and understood. That is why applying a change management methodology is critical to the success of such an initiative. The purchase and implementation of new systems and related technology is done to assist in meeting organizational objectives and improving performance. Organizational performance is also impacted by the people of an organization and the processes used to complete work. Throughout the project, the goal is to balance the needs of the people, process, and technology. 5.2.3 Communication planning As one of the first steps of change management planning, the City should develop a communications plan to guide the project from inception through post-implementation. By its nature, replacement projects will affect many staff across the City. For this reason, a communication and change management team is recommended, comprising key “change agents” within each City department, to nurture buy-in and get department staff committed to taking relevant actions. Such team members will be involved in educating staff about the impacts and benefits of the project and will also be “inspiration agents” by helping staff find ways to discover their potential, overcome barriers, and celebrate successes. These staff should monitor what is working, what isn’t working, and what needs to be changed—and provide regular feedback on progress to department staff. Acknowledging the diverse City audiences that will be involved and impacted by this project, a communication plan should be developed to create awareness and make the project relevant by effectively communicating the impacts to both internal and external stakeholders. Sample objectives for a communication plan may include: 1. Distributing information to employees in a timely manner about project benchmarks and progress 2. Using various media to provide information concerning the project in places that can be accessible 3. Ensuring all information available to project resources is updated and accurate 4. Reducing confusion among employees by providing a sole directive/source for all project information 5. Providing clear channels of communication within which City project staff can operate, which can expedite solutions to issues that arise during selection and implementation and after its completion 6. Encouraging ongoing feedback from employees across the City 5.3 Project risks Staff constraints. A successful implementation is highly dependent upon staff being engaged and available throughout the process. The availability of staff may be limited given current staff resources that already have a significant level of responsibilities, and the ERP implementation will only add to this workload. Furthermore, the staff required for an implementation are typically those with the most knowledge about business rules and needs, which tend to be staff who are in high demand regardless. Backfilling these positions or temporary staff augmentation has been successfully used by other organizations to provide capacity to sustain operations while 242 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 39 key staff subject matter experts participate in the selection and implementation phases. However, the potential lack of an appropriate staffing plan would result in a risk to project success. Managing staff expectations. The selection and implementation of a new ERP system will result in significant functional improvements across all areas of the City. However, it is critical that all departments are kept in mind during the decision of which solution is best for the City and the implementation of the selected solution. This may require some compromise across the organization to ensure it meets everyone’s needs. This needs to be communicated to staff so they can expect that they may need to compromise on some functionality. Their expectations also need to be managed in terms of what will be asked of them in future state processes. Implementing process improvements. Regardless of the level of planning done prior to implementation, the ERP project will be a significant effort for the City. Throughout the project, it will be easy for staff to fall back on forcing the existing manual processes into a new system, resulting in unnecessary customizations or an inability to gain the efficiencies that a new system will bring. Continuing to strive for process improvements will need to be a key area of focus throughout the project. Requesting best practice options from the selected vendor will promote process discussions and improvements. Replacing shadow systems, including customized solutions. Spreadsheets are a popular tool across the City, and some may think that utilizing such shadow systems is a more comfortable approach than moving business processes and data storage into a new, unfamiliar system. However, doing so will leave the City with significant process inefficiencies, risk of data loss, opportunity for data entry error, and lack of data sharing. As staff evaluate the new functionality and processes within a new solution, it is critical for everyone to be open- minded to leveraging the system for more. Additionally, there are a few custom-written solutions utilized by the City currently, such as the learning management system, which should be considered with the new ERP. Executive sponsorship. One of the biggest challenges during implementations is the lack of executive-level staff that are consistently and visibly committed to the project. Ensuring that leadership at the City is available to support the project, clear roadblocks, and review and approve major changes is vital to the project’s success. 5.4 Implementation best practices As the City prepares for implementation, it is important to ensure that several factors are considered during this period so that the future state ERP environment is as efficient as possible. Although there are many detailed tasks outlined within Section 3 of this report, some high-level strategies are outlined below as well. Increase process standardization. Standardize the use of a shared system and process for common functions across the City. By gathering needs across City stakeholders, a new solution should be able to support most City business processes and reduce the use of shadow systems. By standardizing the system in which the processes are performed, it will be easier for the City to manage these processes from a single, accessible system. Interface applications. Leverage the listing of all required and desired interfaces for the future state based on the interface information outlined at the end of this report. Developing interfaces between City applications and with applications external to the City allows data to flow more seamlessly across systems, increasing data integrity, minimizing manual reconciliations, eliminating shadow systems, and reducing data entry time. Streamline business processes. Redesign and streamline business processes based on established best practices and recommendations outlined in the future state process flows. Elimination of manual and paper- based processes and replacement with automated, electronic workflows and approvals will save the City significant time and reduce errors associated with manual processes. 243 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 40 Improve reporting. Enhance reporting capabilities, including user-friendly, user-driven, and flexible reporting tools with distributed, secure access to all users. Establish expectations around reporting and train all users to be able to obtain reports in a new system. Having more robust reporting capabilities would reduce the need to manually create reports on various spreadsheets to track information needed. Training and documentation. Train staff on new systems and business processes early on. This can start with a one-time outreach to determine what the current training needs are so that staff are given the current support needed. However, this will not provide ongoing support for the City. An ongoing training plan needs to be developed to ensure that new staff are trained, there is training available on infrequent tasks (e.g., budget development), and documentation continues to exist to assist staff with performing tasks. Enhance internal controls. Improve internal controls within business processes that are supported by the ERP system, either currently or as part of a new system’s implementation, depending on the project timeline and urgency of the controls needed. Modern systems can handle many controls that can be configured during implementation to help protect against unintended transactions, duplicates, and similar concerns. These should be configured, then monitored on a regular basis to help support a reduction in the need to review transactions manually. There is a need for process and policy-related conversations to occur prior to this stage to ensure the correct people are doing the correct tasks. 5.5 Proposed timeline System selection June 2023 – November 2023 Contract negotiations November 2023 – December 2023 ERP implementation: Financials January 2024 – January 2025 ERP implementation: HCM September 2024 – September 2025 244 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 41 Appendix A: Application migration plan Overview A list of the City’s key existing applications identified through the assessment process has been assembled and presented below. *Legend: (Preliminary system migration plan) Replace (R): The City is intending on replacing this application. Consider (C): The City is considering replacing this application with an integrated ERP solution, based on the strength of the finalist vendor offering and cost/benefit of the replacement module. Maintain (M): The City is intending on retaining the application, not replacing it. Interface (I): The City is intending on keeping the application and interfacing/integrating it with the selected ERP solution. Application migration plan Current ERP application Application notes/description Migration plan Accela Business license system with daily import to the current financial system I Microsoft Access (Multiple) Schedules and reminders for employee evaluations, merit increases R ActiveNet Accounts receivable, bank reconciliation, and Parks and Recreation revenue I CalPERS State reporting for pension and health benefits I CityWorks Asset tracking for Public Works I CobbleStone Stores contract and quote details with routing and approval C/I DebtBook GASB 87 details are stored here to support journal entries M E-Suite/HR Portal Portal for employees to enter time and see timesheets C Microsoft Excel (Multiple) Lease agreements, asset details, budgeting/forecasting, tuition reimbursement, recruitments, and outstanding check determination R GovDeal Third-party company utilized for asset disposals C GovInvest Pension costing and OPEB cost/liabilities, labor costing through negotiations R LaserFiche Document storage, FOIA requests I NeoGov Job postings and recruitment I 245 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 42 Current ERP application Application notes/description Migration plan New World Systems – Tyler Technologies Financials, purchase orders, contracts, vendor information R NextNight Homegrown application for CIP management in DPW M OpenGov Budget preparation and budget approvals R PayPal report Cash receipts reconciled against bank deposit I Power Apps - TMA (Training Management Application) Learning and training system built internally C RFP Application In-house system created for RFPs, bids, contracts, etc. C Sedgwick Tracks information for risk management, including the claim and associated investigation C Square Point of sale system for Parks and Recreation integrated with the financial system I US Bank Manages purchasing cards, bank statements, and bank entries I Wells Fargo Portal Houses bank accounts and generates a monthly bank statement I 246 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 43 Appendix B: Application interfaces Application 1 Direction Application 2 Data flow description Accela ⟶ ERP Payment/revenue data ActiveNet ⟶ ERP Revenue collected in Parks and Revenue CalPERS ⟷ ERP Benefit elections CityWorks ⟶ ERP Asset information and time spent on workorders ERP ⟶ GovDeal Asset disposal information sent to a third party NeoGov ⟷ ERP Job classifications, applicant information, and recruitment data ERP ⟶ PayPal Cash receipts reconciliation with bank deposits Square ⟶ ERP Revenue collected in Parks and Recreation US Bank ⟷ ERP Purchasing cards, bank statements, and bank entries Wells Fargo ⟷ ERP Bank statements and bank entries 247 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 44 Appendix C: Action Items All items including an * in this report are potential policy considerations or items that should be discussed prior to implementation. The City should consider the following items and have any required discussions to address potential decisions that need to be made prior to implementation. They are categorized by three different types of potential changes that may be required: 1. Policy – Changes that may require reviewing or updating the policy currently in place. 2. Process – Changes that may require revisiting and revamping the process in a new ERP. 3. System of Record – Changes that may require considerations about which system to use. Beyond reviewing the action items listed below and in the supplementary spreadsheet, it is suggested to assign a responsible owner and due date for each item below to ensure that any required actions are completed. Process area Action item Category Accounts payable Utilize a vendor portal to submit documentation so that vendors do not have to come to City Hall. Additionally, the City can configure the portal so that vendors can run their own aging reports.* Policy Bank reconciliation The City currently utilizes a monthly bank reconciliation process. Consider utilizing vendor demonstrations to see how more frequent bank reconciliation runs can be drilled down to the transaction level and are easier to process. It should also be shown how payments coming in can be rolled up to their associated bank run. This will be helpful in pursuing change management policies across the organization to align a business process with best practices.* Process Budget There is inconsistency between the grants budgeted for and the grants received by departments. A consistent policy across the organization should be considered for when to input a grant into the system.* Policy Budget Best practice for budget preparation includes versioning at multiple levels. Modern systems can track entire versions of the budget and mark different statuses along the way. Additionally, these systems can also track different types of transactions for adjustments, such as increases for additional funding.* Process Budget Financial consultants hired by the City created different Excel models of sales tax, CPI, and vacancy factors so the City could leverage for budget planning. When a scenario changes, finance manually updates each model. Consider utilizing the ERP to create different scenarios that flow to each version of the budget (e.g., high, low) in place of the existing spreadsheet.* System of Record Budget Finance keeps accurate records for purposes of encumbrance carry-overs and should seek to proactively build that process within the new ERP. Right now, finance maintains a calendar to know when to ask departments if they System of Record 248 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 45 are carrying an encumbrance forward. Modern systems include a process to allow carryforward of open purchase orders at year end.* Contract management Implementing a new system can present an opportunity to reconsider data retention policies. The City can choose to build an integration from the ERP to LaserFiche for data retention or utilize the ERP for that capability.* System of Record General ledger Auditors currently ask for documentation down to the transaction detail. Modern ERPs allow these reports to be easily accessible, and the City can allow for third-party access to the system, if desired, to review the appropriate documentation. Determine if the City would like to allow for third party access to the future ERP system.* Policy Grant and project management Modern ERPs include both grant and project modules. These elements can be tied together because a project can be funded by one or more grants, and one grant can fund multiple projects. Define what the grants and projects process should look like in a future ERP system.* Process Classification and compensation City staff mentioned that they are open to developing a new set of position codes. Consider establishing new position codes to everyone in a new ERP system following a consistent numbering schema. Confirm that setting up new position numbering would be agreeable, ensure that the approach is communicated clearly to departments in the organization, and that end users receive training on the standard.* Process Learning management The City should consider utilizing a learning management system as part of the ERP to reduce the manual efforts necessary to maintain the TMA. Modern systems can automatically generate certificates of completion, tie them to employee profiles, and record completion statistics. Consider which trainings from the TMA should be brought into the new system.* System of Record Performance management Consider using the implementation to move toward narrative-based performance reviews. This would look more like a coaching model than a five-point scale and would support evaluators in providing objective feedback, supporting the organization’s ongoing development. If the City opts for new forms to support narrative-based reviews, ensure that staff receive training on the new approach and understand its benefits.* Process Performance management While the new system can provide periodic reminders to supervisors to get their evaluations in on time, the City may benefit from additional accountability for supervisors. Examine if the process for delayed feedback should include an alert to department heads or if supervisors should be evaluated based on their ability to evaluate others.* Process Performance management Leveraging a system to support various HR processes will allow staff the time to do succession planning. Consider discussing promotions and succession planning in performance discussions.* Process 249 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 46 Recruitment Revisit the capabilities used in NeoGov to review unused functionality, including onboarding capabilities, generation of an offer letter, and sending a confirmation within the application. Performing these functions in NeoGov would lessen the integration burden with the ERP. Since many organizations utilize NeoGov for their recruitment activities, it may be worth discussing with others on how they best utilize the system capabilities.* Process Risk management Explore ways to work closer with the third-party risk administrator, JPA, to get information and reports the organization will need moving forward. Try to use this process to mitigate duplicative record keeping between the access HR has in a portal versus the spreadsheet for internal claims.* System of Record Self service The system should have rules to prevent negative accruals and time off. The City can configure whether a warning is given (that still allows the employee to submit a request that would result in a negative accrual) or a hard-stop on the request and should consider this change.* Policy Payroll In a future system, considerations should be given as to the payroll code visibility. Ideally, the position is tied to job title so that employees do not have the option to select the wrong code. This ERP selection and implementation provides the opportunity to clean up pay codes and only bring in those necessary. For example, seasonal staff should only have access to record time against pay codes within their job title.* Process Payroll Consider utilizing this selection as an opportunity for staff to leverage direct deposit or a pay card situation for those who would like their pay more easily accessible, with the goal of avoiding cutting paper checks.* Policy Timekeeping Modern ERPs provide payroll staff greater flexibility for approving time. Consider utilizing the functionality of a soft close to run payroll before it is posted (finalized).* Process Timekeeping Best practice for approving time is that the employee reviews their own time before sending to a supervisor. If there are errors, the supervisor should either send back to the employee to make adjustments or provide notification to the employee that their time has been changed before sending it to payroll for final approval.* Process Timekeeping Consider coding holidays in the new system for when a blended rate of pay is triggered for all employees. For example, if employees in Parks and Recreation work on July 4, the system should recognize that day as a holiday and automatically factor in the blended rate of pay calculation.* Policy Timekeeping Consider integrating with CityWorks so that work order time can be reconciled with payroll time. This may improve reporting considerations across the organization to calculate spending against a project that includes details such as time, asset spend, and payments to vendors.* System of Record 250 ERP Gap Analysis and Action Plan Report – For Internal Discussion Only PLANTE MORAN | 47 Mike Riffel Engagement Partner 312.602.3539 mike.riffel@plantemoran.com Brian Pesis Project Director 303.846.1260 brian.pesis@plantemoran.com Nina Rajcevic Project Manager 312.602.4748 nina.rajcevic@plantemoran.com 251 1 CITY COUNCIL STAFF REPORT SUPPLEMENTAL 3 Meeting: February 19, 2025 Agenda Item #1 Subject Tyler New World Enterprise Resource Planning (ERP) replacement Recommended Action Adopt Resolution No. 25 -XXX approving Budget Modification No. 25-380 increasing appropriations in the amount of $3,744,526 in the General Fund Applications Budget unit (100 -32-308 750-237) for the Tyler New World Enterprise Resource Planning (ERP) replacement Background: Q1: Can you give us more clarity on the ERP pricing included in the staff report? (Chao) The Importance of Starting with Suitable ERP Pricing for the Replacement Project Securing the right initial budget for the ERP replacement project is critical to ensuring that City staff can evaluate all relevant options and select the best vendor based on well -defined criteria. At this stage, the cost estimates are based on Cupertino’s Needs assessment, expert consultant analysis, but they will only be fully defined once a vendor is selected. The vendor selection process, along with consultant expertise and regional insights, will determine: •Implementation Vendor Costs •Implementation timeline •Required resources and staffing levels •Ongoing subscription costs and system maintenance needs ERP failures are common, with studies showing that approximately 50% of public sector ERP implementations fail to meet their objectives. The primary causes of failure include: •Insufficient Planning: Poor planning can lead to unclear objectives, scope creep, and resource misallocation, weakening the implementation process. •Budget Overruns: Underestimating costs can result in unanticipated expenses that exhaust available funds, causing projects to stall or be abandoned. ATTACHMENT D 252 2 • Improper Staffing: Without adequate staffing , employees may struggle with system adoption, leading to inefficiencies and errors. • Vendor Management Issues: Poor vendor communication can cause misaligned expectations and system underperformance. • Given these risks, it is our responsibility to ensure that the project is adequately funded from the outset. Proper budgeting will allow the City to: o Select the best-fit ERP system based on Cupertino’s specific needs. o Ensure sufficient resources are available for successful implementation. o Avoid the pitfalls that lead to ERP failure in other municipalities. o Secure long -term sustainability by accounting for future staffing and subscription costs. By investing in a well-structured, data-driven ERP implementation process, we can mitigate risks and ensure that Cupertino implements a modern ERP system that enhances efficiency, streamlines operations, and delivers long -term value to both staff and residents. Regional Analysis for Comparison One-Time Implementation Costs - Including temp staff, project management services, and Contingency Annual/Recurring Licensing Cost Additional staff added after Implementation Year Implemented System Selected Sunnyvale ~10m 500,000.00 Unknown 2019 Oracle Mountain View ~1.5m 220,000.00 1 FT BSA Dedicated to ERP 2019 Central Square Palo Alto ~6m (Vendor Costs only) 900,000.00 Unknown 2020 Oracle Los Gatos ~1.3m (Vendor Costs only) Unknown Unknown 2022 Tyler Munis Santa Clara >10m 350,000.00 2.5 (1.5 I&T Dedicated staff & 1 FT HR) 2002 People Soft Milpitas 3M 250,000.00 1 FT BSA Dedicated to ERP 2023 Tylor Munis *Cupertino 3.7M 500,000.00 1 FT Internal Support 2025 Unknown *Note these are the estimated costs. Q2: What's the difference in terms of functionality between high -end Tier 2 and low -end Tier 2? (Chao) High -end Tier 2 ERP solutions provide greater functionality, automation, and scalability, making them better suited for complex municipal operations. In contrast, low -end Tier 2 solutions often offer limited capabilities that may be too similar to Cupertino’s existing system, failing to address key project objectives namely: 253 3 Key Current-State Observations 1. Manual Workarounds – Many processes rely on spreadsheets and paper -based approvals due to ERP limitations. 2. Fragmented Business Processes – Different departments use disconnected systems, leading to data duplication. 3. Limited System Functionality – The ERP does not support major functions such as budgeting, personnel actions, and reporting. 4. Underutilized ERP Capabilities – Some ERP features, like contracts and bank reconciliation, remain unused. 5. Decentralized Processes – Variability in timing and systems makes it difficult to track workflows across departments. Key Advantages of High -End Tier 2 Solutions: • Enhanced process efficiencies by integrating more functions into a single system. • Reduced reliance on multiple disconnected systems, lowering integration costs and improving cross-departmental connectivity. • Advanced automation features, minimizing manual workload and increasing operational speed. • Larger customer base, ensuring more real -world public sector experience, better vendor support, and a well-established user network for ongoing improvements and troubleshooting. • By opting for a high -end Tier 2 solution, Cupertino can maximize efficiency, streamline operations, and future-proof its ERP investment, ensuring long -term sustainability and performance. Q3: Why does Cupertino need high -end Tier 2 and not the low -end Tier 2? (Chao) Selecting a high -end Tier 2 ERP allows Cupertino to fully modernize its operations, enhance efficiency, and future-proof its investment. A low -end Tier 2 solution is not likely to provide a significant improvement over the current system, potentially failing to meet the City’s operational goals and long - term needs. Key Reasons for Choosing a High -End Tier 2 Solution: 1. Selecting a Solution That Meets Cupertino’s Needs & Ensures Long -Term Viability • Low-end Tier 2 solutions may lack essential features and could carry over many of the same limitations as Cupertino’s existing system. • A more robust solution (such as a high -end tier 2 or low-end tier 1) with greater functionality , could reduce the number of systems required, which would minimize integrations. Conversely, selecting a low-end tier 2 solution that lacks some functionality may result in the procurement of a separate system(s) to fulfill those functions, leading to incr eased integrations/costs. • High -end Tier 2 solutions provide meaningful upgrades, ensuring long -term efficiency and avoiding the need for another costly replacement in the near future. 2. Seamless Integration & System Consolidation • Better cross-departmental integration, reducing reliance on multiple disconnected systems. 254 4 • Enables data sharing and automation across financial, HR, and procurement functions, eliminating manual workarounds and improving efficiency. 3. Advanced Automation & Workflow Optimization • High -end Tier 2 systems reduce manual processes, streamlining approvals, reporting, and financial management. • Improves data accuracy and real-time reporting, helping decision-makers access critical information faster. 4. Supporting Complex Government Operations • Cupertino requires robust financial, HR, payroll, procurement, and reporting capabilities, which high -end Tier 2 systems are better equipped to handle. • More flexible and scalable, allowing the City to adapt as operations grow or change over time. 5. Stronger Vendor Expertise & Public Sector Focus • High -end Tier 2 solutions have a proven track record with local governments, meaning vendors have a better understanding of municipal challenges and compliance requirements. • Vendors provide better customer support, regular updates, and future enhancements tailored to public sector needs. Investing in a high -end Tier 2 ERP ensures Cupertino selects a scalable, future -ready solution that will increase efficiency, reduce costs, and support the City’s long -term operational needs. A low -end Tier 2 ERP may leave gaps in functionality, resulting in unmet goals, inefficiencies, and potential additional costs in the future. Q4: What's the model they use to determine the price? (Usually, it's based on the number of users?) (Chao) ERP pricing models vary by vendor, with some offering transparent pricing structures, while others tailor costs based on the organization's unique needs. Plante Moran, a leader in ERP implementations, has worked with hundreds of local municipalities, providing expertise in ERP assessments, software selection, and implementation advisory. Their experience has shaped the pricing factors used in our cost estimates, which were further validated by an independent regional analysis. Based on the ERP Gap Analysis and Action Plan Report, Cupertino's new ERP system must address significant operational inefficiencies, security risks, and manual process burdens. These factors directly impact implementation complexity, system requirements, and overall costs. Key Factors Influencing ERP Pricing 1. System Complexity & Modernization o Cupertino’s current ERP requires manual workarounds due to lack of integration. o The new ERP must automate processes and standardize workflows, impacting costs. o Proper staffing and governance are needed to ensure smooth implementation. 2. User Count & Access o Pricing is often based on the number of users (named or concurrent). o Tiered pricing may offer discounts as user numbers grow. 255 5 o User roles and permissions can affect costs. 3.Modules & Features o Costs depend on which modules are included (e.g., Finance, HR, Payroll). o More integrations are needed to replace manual processes. o Vendors may charge per module or offer full -suite pricing. 4.Implementation & Customization o More customization = higher costs due to added vendor support. o Standard ERP solutions cost less but may require process adjustments. Two Primary Cost Categories in ERP Pricing: 1.License & Subscription Costs o Cloud -based ERPs typically use subscription-based pricing, which is tied to the number of users and selected modules. o On-premise ERP systems often have one -time licensing fees with annual maintenance costs. 2.Implementation & Service Costs o Implementation costs include temporary staffing to cover daily operations, allowing key internal staff to focus on the ERP transition. o Setup, system configuration, training, and ongoing support also factor into implementation expenses. o Rigorous User Acceptance Testing (UAT) is required to ensure the system meets operational and business process needs before full deployment. While user count is a significant pricing factor, ERP costs are also influenced by organizational complexity, the scope of modules, and implementation effort. Cupertino’s final costs will be determined through the RFP process, where vendors will outline sp ecific pricing models, licensing structures, and service fees based on the City’s operational needs. By securing the right funding upfront, Cupertino can ensure seamless implementation, automation of key processes, enhanced security, and improved reporting capabilities, aligning with the strategic goals outlined in the ERP Gap Analysis Report. It will als o ensure Cupertino's ERP implementation does not fail due to lack of proper funding. Q5: What metrics are we purchasing the software in? Is this based on the number of users or the number of residents? (Wang) We have not yet initiated the RFP and are awaiting Council approval to proceed. The RFP process will provide detailed capabilities, costs, and vendor -specific pricing models for evaluation. Once we have completed vendor selection and negotiation, we will return to the Council for approval to move forward with the contract. •Since we have not yet selected a vendor, the specific pricing model has not been determined. •The pricing model will depend on the vendor selected . For example, some solutions are transparent, and price is based on number of users or organization FTE count, while others are 256 6 less transparent but appear to based on budget or population. •Pricing structures (e.g., per user, site -wide, or module-based) will be reviewed during the RFP evaluation. Q6: Are we buying by module or suite? What’s included today and in the future? (Wang) •We have not finalized whether the purchase will be a full suite or modular approach —this will depend on the RFP responses. •The cost estimates include core ERP functions such as financials, HR, payroll, procurement, and other essential modules. •Future support, upgrades, and vendor roadmaps will be evaluated during the RFP process to ensure longevity and scalability. Q7: Do we know if there are new versions that will split the roadmap? (Wang) •Not at this stage. •Understanding the vendor's roadmap, product versions, and long -term support plans will be a key evaluation factor in the RFP process. Q8: What's the difference between each version? (Wang) •We have not yet identified specific vendor versions. •The RFP process will provide clarity on differences in capabilities, support levels, and pricing tiers. Q9: Do we have tiering on price discounts? (e.g., pricing for the first 100 users, next 100, etc.) (Wang) •Pricing tiers and discount structures will be a factor in vendor selection and negotiation during procurement. •We will evaluate pricing models based on scalability, number of users, and potential cost efficiencies. Q10: If we reduce the number of users or change the purchasing metric, can we flex down on pricing? (Wang) •This flexibility will depend on the selected vendor’s pricing structure. •The RFP responses will outline the scalability of licensing and whether costs can be adjusted based on actual usage. Q11 : Do we only pay upon implementation (i.e., no payment until go -live)? (Wang) •We have not yet negotiated contract terms with any vendor. 257 7 •Typically, ERP contracts involve staggered payments for: o Licensing o Implementation services o Project management o Post-go-live support •The payment schedule will be determined through RFP negotiations. Q12 : What do future increases look like in maintenance? (e.g., is this based on CPI +?) (Wang) •Future cost escalations will be reviewed during contract negotiations. •Common ERP pricing models include fixed -rate increases, CPI-based adjustments, or discretionary vendor pricing. •Our goal will be to secure predictable cost structures and prevent excessive long -term increases. Q13 : What level of support are we paying for and why? (Wang) •The cost estimates account for standard support levels, but the exact details will be determined through the RFP process. •We will evaluate vendors based on: o Response times and SLAs o Availability of dedicated support o Training and ongoing technical assistance Q14 : Who's our executive sponsor? (Wang) The City Manager, CTO, and Administrative Services Director will serve as the executive sponsor s for this project. Q15 : What are we doing to trade referenceability for discounts? (Wang) We have not yet engaged vendors, so referenceability -based discounts have not been negotiated. At this stage, we are waiting for Council approval to initiate the RFP. The specific details regarding pricing models, licensing structures, support tiers, and payment schedules will be determined during the vendor evaluation and contract negotiation proce ss. The RFP responses will provide a clear breakdown of costs and capabilities, allowing for a data -driven selection process. Attachments Provided with Original Staff Report: A – Draft Resolution 2025 -xxx Additional Attachments Provided with Supplemental 1: B - ERP Needs Assessment 258 8 259 CITY OF CUPERTINO Agenda Item 25-13720 Agenda Date: 2/19/2025 Agenda #: 11. Subject:Amendments to the Cupertino City Council Procedures Manual Adopt Resolution No. 25-016 amending the Cupertino City Council Procedures Manual CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™260 CITY COUNCIL STAFF REPORT Meeting: February 19, 2025 Subject Amendments to the Cupertino City Council Procedures Manual Recommended Action Adopt Resolution No. 25-____ amending the Cupertino City Council Procedures Manual Reasons for Recommendation On February 7, 2023, the City Council adopted Resolution No. 23-021, approving the Cupertino City Council Procedures Manual. The adoption of the Procedures Manual addressed an identified deficiency in the City’s governance policies . The Manual includes rules and guidelines for communication, meeting management, decorum, and decision making. The Procedures Manual was subsequently amended in March 2024 (Resolution No. 24-024). On February 4, 2025, the City Council conducted a study session to consider further revisions to the Procedures Manual and provided direction to the City Attorney’s Office to return to Council with proposed amendments to the Manual . A redline of the Procedures Manual is provided as Attachment A. The proposed amendments include revisions made at the direction of Council (in some cases, revised for clarity) and minor additional revisions to Procedures Manual Section s 1.4, 7.4, 8.1, and 8.3 recommended to limit the City’s legal risk and conform to current practices. Consistent with the City Council’s February 4 direction, staff recommends that the City Council adopt the proposed Resolution (Attachment B) amending the Cupertino City Council Procedures Manual. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. 261 City Work Program (CWP) Item: N/A CWP Item Description: N/A Council Goal: Public Engagement & Transparency California Environmental Quality Act Not applicable. _____________________________________ Prepared by: Christopher D. Jensen, City Attorney Reviewed by: Tina Kapoor, Deputy City Manager Approved for Submission by: Pamela Wu, City Manager Attachments: A – Redline of Cupertino City Council Procedures Manual B – Proposed Resolution No. 25-____ 262 1 City of Cupertino City Council Procedures Manual Attachments: Ex. A – Elected Officials’ Compensation Program Ex. B – Council Technology Policy Ex. C – Resolution No. 07-103 Ex. D – Municipal Code Chapter 2.17 Effective Date: March 20, 2024February 20, 2025 Responsible Departments: City Manager’s Office Related Policies & Notes: See Exhibits A–D. 1. Introduction 1.1 Purpose. The purpose of this Manual is to promote communication, understanding, fairness, and trust among the members of the City Council, City staff, and members of the public concerning their roles, responsibilities, and expectations for management of the business of the City of Cupertino. 1.2 Values. Courtesy and respect for individual points of view should be practiced at all times. All Councilmembers shall respect each other’s right to disagree. All Councilmembers shall act with decorum and courtesy. 1.3 Brown Act. All actions of the City Council and City commissions, committees, and subcommittees shall comply with the Ralph M. Brown Act. 1.4 No Cause of Action Against City. This Manual is intended to govern the internal policies and procedures. Violations of this Manual are enforceable solely through enforcement pursuant to Section 10. Nothing in this Manual is intended to give rise to a claim or cause of action against the City, or any City Councilmember or other City official. 2. Selection of the Mayor and Vice Mayor 2.1 Selection of Mayor and Vice Mayor. The Mayor and Vice Mayor shall be selected annually at a special meeting on the second Thursday of December. The Mayor and Vice Mayor shall not serve consecutive terms; provided, however, this provision shall not prevent the Vice 263 2 Mayor from succeeding to the office of Mayor. 2.2 Removal of Mayor and Vice Mayor. The Mayor or Vice Mayor may be removed from office, for cause, by a 4/5ths affirmative vote of the members. Removal for cause shall mean removal of a Councilmember because of such member’s (a) willful and continued failure substantially to perform their duties, (b) conviction for, or guilty plea to, a felony, or a crime involving moral turpitude, (c) abuse of illegal drugs or other controlled substances or habitual intoxication, or (d) other illegal activities. The removal should proceed with a formal warning, which states with proven evidence of the member’s failure to perform their duties and proposed corrective measures. The Mayor or Vice Mayor must be advised of the proposed cause for removal at least 72 hours before any action is taken. If the Mayor is removed from office, the Vice Mayor shall become Mayor. If either officer is removed from office, the Vice Mayor 3. Councilmember Committees and Subcommittees 3.1 Appointment. The Mayor shall appoint Councilmembers to standing and ad hoc committees and subcommittees established by the City Council, subject to ratification by the Council at its next regular meeting. It will be the responsibility of the committees and subcommittees to inform and submit recommendations to the Council. 3.2 Instructions and Expectations. The Council shall make certain that all Council committees and subcommittees are properly instructed in their assigned scope of work and responsibilities. The committee’s or subcommittee’s jurisdiction shall be defined in writing and approved by a majority of the City Council. All Council committees and subcommittees having a continuing or indefinite jurisdiction shall be subject to the Brown Act. 3.3 Reporting. Council committee and subcommittee members are to keep the Council informed of the work and progress of their committee or subcommittee. These reports or minutes shall be made in writing whenever a recommendation is made to the Council. 4 Other City Commissions and Committees 4.1 Responsibility. The Council will make appointments to City’s commissions and committees. Qualifications to serve on commissions 264 3 and committees shall be set forth in the Municipal Code or by a resolution or motion of the Council that is not inconsistent with the Municipal Code. Appointment of Councilmembers to City committees shall be governed by the procedures in Section 3. 4.2 Attendance at Council Meetings. The Chair or another commission member appointed by the Chair shall attend City Council meetings whenever the commission makes a recommendation to Council regarding an item of business on the Council agenda. The commission liaison shall promptly notify the Chair after an item requiring a commissioner’s appearance is placed on a future City Council agenda. 4.3 Performance Expectations. The Council shall make certain that all commissions and committees are properly instructed on their responsibilities and performance expectations. This will include the issuance of a Council‐approved Commission and Committee Handbook and a mandatory annual training session for all Commission and Committee members. 4.4 Appointment. Commission and Committee applicants will be interviewed by the Council before being voted on by the Council in a noticed public meeting. Applicants are considered by motion and appointed by a majority vote of Council. Two members of an immediate family or persons residing in the same household shall not be allowed to serve simultaneously on the same commission or committee. Immediate family members residing in the same household as a Councilmember are not eligible for appointment to any commission or committee. Former Councilmembers are not eligible for appointment to any commission or committee within four years of having served on the City Council. 4.5 Removal. The City Clerk shall remove notify the City Council and make a recommendation for potential removal of commission members for failure to comply with attendance policies adopted in the Commissioner’s Handbook. Council retains full discretion to review commission and committee member performance and may take disciplinary action as needed, including removal from the commission or committee. 4.6 Undue Influence on Commissioners. Councilmembers should not attempt to influence or publicly criticize commission recommendations or to influence or lobby individual commission members on any item 265 4 under their consideration. It is important for commissions to be able to make objective recommendations to the City Council on items before them. Councilmembers that attempt to influence commission positions on an item may prejudice or hinder their role in reviewing the commission’s recommendation as a member of the City Council. Individual Councilmembers shall have the right to attend meetings of Cupertino commissions and other Cupertino governmental bodies but shall refrain from speaking or becoming involved in deliberations. 5. Administrative Matters 5.1 Attendance. City Councilmembers acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Councilmembers shall make a good faith effort to attend all such meetings. Council members shall notify the Mayor or the City Clerk if they will be absent from a meeting. Council attendance will be noted in the agenda of the next regular meeting and thereafter for that calendar year, if five or more regular meetings are missed. 5.2 Correspondence. Proposed correspondence from the Mayor or other Councilmembers on City stationery should generally be reviewed by the Council in draft form prior to release. On occasion, there are urgent requests from the League of California Cities for correspondence concerning legislation directly affecting municipalities. If the Mayor and the City Manager agree that the League’s position corresponds with that of the Council, the Mayor may send a letter without first obtaining Council approval. City letterhead will be made available for routine correspondence (e.g., thank you notes). Official correspondence (including email) from Councilmembers should be respectful and professional. 5.3 Regional Bodies. The Mayor shall appoint Councilmembers to represent the City of Cupertino on regional bodies subject to ratification by the Council at its next regular meeting. The Mayor should endeavor to provide all Councilmembers a fair opportunity to represent the City. The positions taken by the appointed representatives should be in alignment with the positions that Council has taken on issues that directly impact the City of Cupertino. If an issue arises that is specific to Cupertino and Council has not taken a position, the issue should be discussed by Council prior to taking a formal position at a regional board meeting to assure that it is in alignment with Council’s position. Council 266 5 representatives to such various boards shall keep the Council informed of ongoing business through brief oral or written reports to the Council. Councilmembers shall make a good faith effort to attend all regional meetings that require a quorum of the appointed members to convene a meeting. Attendance should not be less than 75% of all scheduled meetings. If a Councilmember is unable to attend, they should notify their alternate as far in advance of the meeting as possible so as to allow the alternate to attend. To ensure continuity of the City’s representation, the alternate should receive all correspondence from the regional bodies that is sent to the primary representative. 5.4 Responses to Public. It will be the responsibility of the City Manager to ensure a response is provided to public correspondence for informational requests addressed to the Council. Staff shall respond to all requests for services as appropriate, and the City Manager shall keep Council informed of the City response. 5.5 Reimbursement. City Councilmembers may be reimbursed for expenses for travel to and lodging at conferences or meetings related to their role as a Councilmember as stated in the Elected Officials’ Compensation Program, as may be amended from time to time (Exhibit A). Any additional expenses that fall outside the scope of this policy may be reimbursed only if approved by the City Council, at a public meeting before the expenses are incurred. Any request for reimbursement of expenses shall be accompanied by an expense form and receipts to document the expenditure. These documents are public records subject to disclosure under the California Public Records Act. Councilmembers shall be eligible to receive City‐issued hardware and software for the conduct of official business pursuant to the Council Technology Policy (Exhibit B). 5.6 Council Training. Any member of the City Council and City commissions or advisory committees formed by the City Council shall receive ethics and anti‐harassment training required by state law. New members must receive the training within their first year of service and shall comply with ongoing training requirements imposed by state law and shall attend training on the Brown Act and Rosenberg’s Rules of Order. Members shall attend training sessions that are offered locally in the immediate vicinity of Santa Clara County, by completing online a state‐approved public service ethics education program, or through a state‐approved training which may be provided at a conference 267 6 attended by the member. The City Clerk shall keep ethics training records for five years. 5.7 Mayor’s Initiative Budget. The Mayor may use the Mayor’s initiative budget established as part of the City Manager’s discretionary fund for projects that the Mayor deems appropriate during the Mayor’s term of office, subject to the requirements of Resolution No. 07‐103 (Exhibit C). The amount of the Mayor’s initiative budget is determined by the City Council. 6. Relationship with City Staff 6.1 Incorporation of Municipal Code by Reference. Cupertino Municipal Code Chapter 2.17 (Exhibit D) governs the City Council’s relationship with the City Manager and their staff under the Council‐Manager form of government. To the extent that the provisions of Chapter 2.17 are not set below, they are incorporated by reference into this Manual. 6.2 Council/Manager Form of Government. Under the Council/Manager form of government, the City Council sets policy direction as the direct representatives of the community. with tThe City Manager providesing the professional expertise to manage the organization and carry out the Council’s direction. To enable the City Council to make informed decisions while weighing community input, the City Manager provides staff recommendations and presents options, along with their associated pros and cons. The City Manager is responsible for carrying out the Council’s policy direction through the day‐to‐day management of City functions, including the oversight of City operating departments. Neither individual Councilmembers nor the Council as a whole shall interfere with the City Manager’s performance of the administrative duties conferred upon them in Cupertino Municipal Code section 2.28.040. 6.3 Council‐Manager Relations. The City Council and its members shall deal with the administrative services of the City only through the City Manager, except for the purpose of inquiry, and neither the City Council nor any Councilmember shall give orders to any subordinates of the City Manager. The City Manager shall take instructions from the City Council only when given at a duly held meeting of the City Council, and no individual Councilmember shall give any instructions to the City Manager. In the event that any suggestion or comment from an individual Councilmember might be perceived as an instruction by the City Manager or any staff, the City 268 7 Manager and/or staff should assume positive intent and treat it as a suggestion or comment. 6.4 Individual Councilmember Influence on Staff Decisions Prohibited. Individual Councilmembers shall not attempt to influence staff decisions, recommendations, workloads, and schedules, and department priorities without prior knowledge and approval of the City Council. If a Councilmember wishes to influence the actions, decisions, recommendations, workloads, work schedules and priorities of staff, that member must prevail upon the City Council to do so as a matter of Council policy. 6.5 Decorum. All Councilmembers and City staff shall treat each other with dignity, courtesy, and respect. In exercising the City Council’s policymaking authority, Councilmembers must often critique, modify, or reject a staff recommendation. While thorough vetting and criticism of staff policy recommendations or decisions is a necessary component of Council’s policymaking role, criticism should focus on the policy recommendations and decisions and should avoid personal attacks. Councilmembers shall refrain from publicly criticizing the general abilities, character, or motivations of any staff member and should share any such concerns privately with the City Manager or City Attorney. 6.6 Councilmember Access to Information. City Councilmembers have free access to the flow of any information related to the operation of the City. The City Manager shall ensure that such information is communicated by staff in full and with candor to the Council. City staff will make every effort to respond in a timely and professional manner to all requests made by individual council members for information or assistance, provided that, in the judgment of the City Manager, the request is not of a magnitude either in terms of workload or policy, which would require that it more appropriately be assigned to staff through the collective direction of the City Council, based on the guidelines set forth in Cupertino Municipal Code section 2.17.043. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from that Councilmember as to why the information is needed. No Councilmember shall circumvent the City Manager’s direction regarding a request for information by seeking information through a Public Records Act request. A Councilmember may file a 269 8 request for information by seeking information through a Public Records Act request to the same extent as any member of the public. 6.7 Authority of City Council. Nothing in this Manual shall limit the City Council’s power to accept, reject, amend, or otherwise guide and direct staff actions, decisions, recommendations, workloads and schedules, department priorities, and the conduct of city business through the office of the City Manager. This power cannot be delegated to individual Councilmembers, nor to committees composed of Councilmembers consisting of less than a quorum of the City Council. 7. Agendas and Staff Reports 7.1 Future Agenda Items. The City Manager, the City Attorney, the Mayor, or any two Councilmembers may request that an item be added to a future agenda for Council action. The City Manager shall provide a quarterly report to Council regarding the status of future agenda items, which may include a request to remove items from the list of future agenda items. Any item may be removed for the future agenda items list by a majority vote of the City Council.At the requestor’s discretion, the agenda request may also include additional information explaining the rationale for or timing of the agenda item. Under the “Future Agenda Items” section of each regular Council meeting agenda, the City Manager shall include a document listing all current future agenda requests. 7.2 Preparation of Agenda. The City Clerk shall prepare the agenda in consultation with the City Manager, the Mayor, and the City Attorney. Absent exigent circumstances, an item will be scheduled for Council action no sooner than 14 days after receipt of a request to add the item to the future agenda items list. Any item requiring preparation of a staff report requires City Manager approval or, in case of a report prepared by City Attorney’s Office staff, City Attorney approval, before being added to an agenda. The Mayor, in consultation with the City Manager and the City Clerk, shall determine the order of items on the agenda. 7.3 Agenda Item Descriptions. Each agenda item shall include a brief general description of the matter to be discussed (approximately 20 words in length), including any action that may be taken under the California Environmental Quality Act, and should generally include the recommendation of the City Manager. If the agenda item includes any budget request or modification, the amount of the request or 270 9 modification should be stated when possible. The brief description of the agenda item should be comprehensible by a typical resident. For example, an amendment to the Municipal Code should include a description of the amendment, rather than only the Code section to be amended; similarly, an item related to a development project should include not only the street address, but the common name of the project when applicable. Where practicable, the second reading of an ordinance should have the same agenda title as the first reading. 7.4 Staff Reports. Staff reports should include the following sections: 1. Subject 2. Recommended Action 2.3. Executive Summary (optional) 2. Background 2.3. Reasons for Recommendation and Available Options 3.4. Sustainability Impact 5. Fiscal Impact 6. City Work Program Item 7. City Work Program Item Description 4.8. Council Goal 9. California Environmental Quality Act The “Background” section should include the date, at least the month and the year, previous meetings were held and decisions were made on the item. Where applicable, maps and charts should be provided in the staff report for easy reference. 7.5 Agenda Publication. Agenda packets for a regular meeting should be published and delivered to Councilmembers no later than the Wednesday prior to a Tuesday Council meeting. Councilmembers are encouraged to contact staff in advance for answers to questions regarding an agenda packet. Written communications addressed to Council shall be forwarded to Council and made available to members of the public, consistent with the requirements of the Brown Act. 7.6 Supplemental Materials. Supplemental reports and materials received by the City Clerk after the agenda is published but before 12:00 p.m. on the Monday prior to the City Council meeting shall be published and delivered to Councilmembers at 5:00 p.m. on Monday. Supplemental reports and materials received by the City Clerk after 12:00 p.m. on Monday but before 4:00 p.m. on the day of the meeting shall be published and delivered to Councilmembers prior to the Council 271 10 meeting. Council questions and staff‐prepared responses will be included in supplemental materials provided to Council and the public. 7.7 Written Communication. All written communications on an agenda item sent after the meeting agenda is posted shall be included with the Council agenda materials and made available to the public. Any written communications on items not on the agenda shall be included with the Council agenda materials and made available to the public if the sender requests that the communication be so included. Written communication received before 4:00 p.m. on the day of a regular City Council meeting will be posted by 5:00 p.m. Written communication received after 4:00 p.m. on the day of the regular City Council meeting will be posted on the business day following the meeting. 8. Meeting Procedures 8.1 Meeting Schedule. The City Council conducts its regular meetings on the first and third Tuesdays of the month, except when Council is in recess. At the second regular meeting in January, tThe City Council will approve the schedule of meetings for the calendar year, which in addition to the regular meeting schedule may include the cancellation of regular meetings and the addition of special meetings and study sessions. This practice does not, however, preclude the Mayor or a majority of the members of the City Council from calling additional meetings pursuant to the Brown Act. The City Council may by resolution reschedule regular meetings that occur the day after a Monday holiday on Wednesday of the holiday week. When a regular City Council meeting is rescheduled to a Wednesday, the agenda shall be published the prior Wednesday; the meeting shall start at 6:45 p.m. and follow the adopted Order of Business for regular City Council meetings. 8.2 Rules of Order. City Council meetings shall be governed by Rosenberg’s Rules of Order except as otherwise provided by this Manual. Unless otherwise required by state law or City ordinance, decisions of the Council shall be made by a majority of members present and voting. The Mayor may impose additional reasonable procedural rules not inconsistent with Rosenberg’s Rules of Order and the provisions of this Manual, unless objected to by a majority of Councilmembers present. 8.3 Order of Business. The order of agenda items for regular Council 272 11 meetings is as follows: 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Closed Session Report 5. Ceremonial Items 6. Postponements and Orders of the Day 7. Oral Communications (public comment on non‐agenda matters) 8. Consent Calendar 9. Public Hearings 10. Action Calendar 11. Items Removed from the Consent Calendar 12. City Manager Report 13. Oral Communications (continued) 14. Councilmember Reports 15. Future Agenda Items 16. Adjournment Oral communications shall be limited to 30 minutes. Additional speakers wishing to comment on non‐agenda items may be given time to speak at the end of the agenda, after the City Manager’s report. Councilmember Reports should focus on Council committee assignments and ceremonial appearances and may include other information relevant to matters within the jurisdiction of the City Council. In the absence of an objection made by a majority of Councilmembers present and voting, the Mayor may modify the order of business to facilitate the fair and efficient conduct of Council meetings. The Mayor shall determine the Order of Business of a special City Council meeting, subject to overruling by any objections sustained by a majority of vote of the City Council. 8.4 Consent Calendar. 8.4.1 Adding Item to Consent Calendar. The Mayor, the City Manager, the City Attorney, or the City Clerk may recommend that items appearing on the agenda be placed on the consent calendar for action by the City Council. All items placed on the consent calendar shall appear together on the agenda with the recommendation as to the action to be taken by the City Council with respect to such item. Upon the motion of any member of the City Council, all items placed upon the consent calendar may be 273 12 acted upon together, and each shall be deemed to have received the action recommended. 8.4.2 Removing Item from Consent Calendar. Items may be removed from the consent calendar only by a member of the City Council. Any member of the City Council who would like to remove any item from the consent calendar shall notify the City Manager and the City Clerk no later than 12:00 p.m. on the day of the City Council meeting. A request to remove a consent calendar item shall be made in writing and shall state the reason for removing the item from the consent calendar. Items may be removed from the consent calendar after 12:00 p.m. on the day of the City Council meeting only by a majority vote of the Council. Items removed from the consent calendar shall be placed on the agenda for consideration after the action calendar. 8.5 Public Comment. An opportunity for public comment shall be provided for the consent calendar, each other agenda item under consideration, and, during regular meetings, on any matter that is within the subject matter jurisdiction of the City Council. The Mayor may consolidate public comment for related agenda items, subject to overruling by a majority vote of the Council. Non‐ agenda matters (including Council and staff reports) may be addressed by the public during oral communications. Members of the public wishing to speak regarding an item shall submit a request to comment to the Clerk (ʺblue cardʺ) or, where applicable, raise their hand in Zoom within nine minutes of the time the Mayor opens public comment or prior to the close of public comment on the item, whichever is earlier. Each individual speaker will ordinarily have up to three minutes to address the Council. If a speaker representing five or more two or more members of the public in attendance and wishing to comment on the item but electing not to speak, the speaker may have up to two minutes per group member to speak, up to a total of 10 minutes, to address the Council. Consolidation of time among speakers is not otherwise allowed. If a large number of speakers wish to address Council on an item, the Mayor may reduce the time allotted to each speaker consistent with the Brown Act. Twice the speaking time will be provided to any member of the public who uses a translator. 8.6 Communications with Members of the Public. The City Council may ask questions of speakers providing public comment but should avoid 274 13 an extended discussion with members of the public during meetings. Additionally, when a member of the public provides comments regarding a matter that is not on the agenda, Councilmembers may (1) refer the speaker to staff; (2) refer the speaker to appropriate reference material; (3) request that staff report back at a future meeting; or (4) request that staff place the item on a future agenda. Councilmembers should not otherwise respond to or comment on an item of business that is not on the agenda. City staff should generally avoid responding to comments or questions from members of the public during Council meetings, although the City Manager or City Attorney may offer to arrange a time to discuss the subject matter of public comments with members of the public subsequent to the Council meeting. 8.7 Conduct of Meetings 8.7.1 Councilmembers. Members of the City Council value and recognize the importance of the trust invested in them by the public to accomplish the business of the City. Councilmembers shall accord courtesy to each other, to City employees, and to members of the public appearing before the City Council. 8.7.2 City Employees. City staff shall observe the same rules of decorum applicable to the City Council. City staff shall act at all times in a businesslike and professional manner towards Councilmembers and members of the public. 8.7.3 Members of the Public. Members of the public attending City Council meetings are encouraged to treat Councilmembers, City staff, and other members of the public with the same courtesy that Councilmembers and City staff must accord to them. Any members of the public who engages in conduct that disrupts a City Council meeting shall be removed from the meeting. Nothing in this Manual or any rules of conduct that may be adopted by the City Council shall be construed to prohibit public criticism of the policies, procedures, programs, or services of the City, or of the acts or omissions of the City Council, City advisory bodies, or City staff. 275 14 8.8 Discussion and Deliberation 8.8.1 Ex Parte Contacts. Councilmembers shall disclose any ex parte communications prior to deliberation on a quasi‐judicial matter. A quasi‐ judicial matter is typically a hearing in which the City Council hears evidence and makes findings of fact to reach a conclusion based on the applicable law. An ex parte communication occurs when a Councilmember hearing a quasi‐ judicial matter communicates directly or indirectly with any person or party in connection with a matter before the Council, without notice and the opportunity for all parties to participate. 8.8.2 Relevance. All discussion must be relevant to the issue before the City Council. A Councilmember is given the floor only for the purpose of discussing the pending matter; discussion which departs from the item agendized for discussion is out of order. Councilmembers should avoid repetition and shall not discuss matters that are not on the agenda. Arguments for or against a measure should be stated as concisely as possible. 8.8.3 Council Questions and Deliberations. Councilmembers may obtain the floor by seeking recognition from the Mayor. Following presentations to Council on an agenda item, Councilmembers shall each be given five minutes to ask questions of any presenter. The Mayor may allow additional time for questions where appropriate. Following public comment, the Mayor may request that a motion be made and seconded. After the motion has been stated to the Council and seconded, any member of the Council has a right to discuss the motion after obtaining the floor. A member who has been recognized shall limit their time to five minutes, but may reserve any portion of their time for further questions or deliberations, as applicable, by advising the Mayor before yielding the floor. Councilmembers may yield any unused speaking time during Councilmember questions or deliberations to colleagues who have already used their allotted time. The Mayor may allow additional time for deliberations where appropriate to encourage meaningful discussion and exchange of ideas. This rule shall displace any conflicting rule in the City’s adopted rules of procedure. 8.8.4 Opportunity for Equal Participation. It is the policy of the Council to encourage the full, fair participation of all members of the 276 15 Council in discussions and deliberations. The Mayor may impose reasonable limits on the time any Councilmember is permitted to speak to advance this policy. In addition, all Councilmembers wishing to be recognized should be given an opportunity to speak before any member is allowed to speak a second time. 8.8.5 Civility. While it is appropriate to vigorously debate a motion, its nature, or its consequences, Councilmembers shall avoid attacks on the motives, character, or personality of other Councilmembers, City staff, and members of the public. The Mayor shall rule out of order any Councilmember who engages in such attacks. 8.8.6 Role of the Mayor. The Mayor has the responsibility for controlling and expediting the discussion of an agenda item. It is the duty of the Mayor to keep the subject clearly before the Councilmembers, to rule out irrelevant discussion, and to ensure civil discussion among Councilmembers. 8.9 Meeting Length. Meetings of the City Council shall adjourn by 11:00 p.m. unless the time of adjournment is extended by a vote of a majority of the City Council. Discussion of an agenda item shall not begin after 10:30 p.m. Any motion to extend the meeting beyond 11:00 p.m. shall include a list of specific agenda items to be discussed or approved and shall specify the order these items shall be considered. If a meeting continues past 11:00 p.m., it shall end at 11:30 p.m. All meetings shall be adjourned at 11:30 p.m. unless by a vote of a majority of the City Council suspends this rule and Council votes affirmatively to extend the meeting past 11:30 p.m. Following the adjournment of the meeting, any remaining items on the agenda shall be continued to the next regular meeting of the City Council. 8.10 Public Hearing Procedures. The order of proceeding where there is a public hearing item (non‐appeal items) before the City Council shall be as follows: 1. Open Public Hearing 2. Staff Report (preferably 10 minutes) 3. Applicant’s presentation (where applicable) (preferably 8 minutes) 4. Questions from the Council 5. Public comment 6. Applicant’s response to public comment (where applicable) 277 16 (preferably 2 minutes) 7. Close Public Hearing 8. City Council discussion and vote Where the public hearing involves an appeal of a decision to the City Council, the order of proceeding shall be as follows: 1. Open Public Hearing 2. Staff Report (preferably 10 minutes) 3. Appellant’s statement (preferably 8 minutes) 4. Applicant’s statement (where applicable) (preferably 8 minutes) 5. Questions from the Council 6. Public comment 7. Applicant’s response to public comment (where applicable) (preferably 2 minutes) 8. Appellant’s response to public comment (preferably 2 minutes) 9. Close Public Hearing 10. City Council discussion and vote 8.11 City Council Recess Period. The City Council recess period shall begin the first Tuesday in August at 12:00 a.m. and end the Tuesday following Labor Day at 12:00 a.m. During any recess period, the City Manager is authorized to take such ministerial actions for matters of operational urgency, including such emergency actions as are necessary for the immediate preservation of the public peace, health, or safety, as would normally be taken by the City Council during the period of recess, except for those duties specifically reserved to the Council by law. This authority extends throughout the period of recess established by the City Council and includes the authority to execute agreements and make expenditures necessary for the exigent operational matters. The City Manager shall make a full and complete report to the City Council at its first regularly scheduled meeting following the period of recess of actions taken by the City Manager pursuant to this section, at which time the City Council may make such findings as may be required to ratify the actions of the City Manager. Nothing in this Section prevents the City Council from calling a special meeting during the recess period. 9. Closed Sessions A closed session may be held at any regular or special meeting for any purpose authorized by the Brown Act. The City Attorney will schedule closed session meetings in consultation with the Mayor and the City 278 17 Manager. Public comment shall be received in open session prior to a closed session. To ensure strict compliance with the Brown Act, the City Attorney or the City Attorney’s designee shall report out in public session any reportable action taken during closed session and any other information from closed session authorized to be disclosed based on a majority vote of the City Council. Any documents referenced or presented during closed sessions shall be shared with Councilmembers upon request and shared in the same manner as other closed session materials, with appropriate protections for confidentiality. 10.Enforcement of Rules; Suspension of Rules. Nothing in this Manual shall be cited to invalidate a properly noticed and acted upon action of the City Council. Any rule set forth in this Manual may be suspended by three votes of the Council. The City Council may enforce repeated or serious violations of the rules set forth in this Manual through a censure action placed on a Council agenda. 11.Information Memoranda. 11.1 Staff Information Memoranda. Two Councilmembers may request an information memorandum be provided on any matter within the subject matter jurisdiction of the City Council. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from one or more requesting Councilmembers as to why the information is needed. 11.2 Councilmember Information Memoranda. Individual Councilmembers may prepare information memoranda for inclusion in their Councilmember Reports. Councilmember memoranda may address any matter within the subject matter jurisdiction of the City Council that the Councilmember wishes to share with their fellow Councilmembers and the public, thereby enhancing transparency and accountability in City operations; provided however, that Councilmember memoranda shall not include confidential or deliberative information or communications or information protected by law from disclosure. 279 RESOLUTION NO. 25-___ A RESOLUTION OF THE CUPERTINO CITY COUNCIL AMENDING THE CUPERTINO CITY COUNCIL PROCEDURES MANUAL WHEREAS, on February 7, 2023, the Cupertino City Council adopted Resolution No. 23-021, adopting the Cupertino City Council Procedures Manual; and WHEREAS, on March 19, 2024, the City Council adopted Resolution No. 24-024, amending the City Council Procedures Manual; and WHERAS, on February 19, 2025, the City Council considered further amendments to the City Council Procedures Manual. NOW, THEREFORE, BE IT RESOLVED that: 1. The City Council hereby adopts the Cupertino City Council Procedures Manual, as amended, attached hereto as Exhibit A. 2. Resolution No. 24-024 and any other procedures, policies, or rules that are inconsistent with the Council Procedures adopted herein are hereby repealed and rescinded. 3. This Resolution shall take effect on February 20, 2025. PASSED AND ADOPTED at a special meeting of the City Council of the City of Cupertino this 19th day of February, 2025, by the following vote: Members of the City Council AYES: NOES: ABSENT: ABSTAIN: 280 Resolution No. 25-___ Page 2 SIGNED: ________________________ Liang Chao, Mayor City of Cupertino ________________________ Date ATTEST: ________________________ Kirsten Squarcia, City Clerk ________________________ Date 281 1 City of Cupertino City Council Procedures Manual Attachments: Ex. A – Elected Officials’ Compensation Program Ex. B – Council Technology Policy Ex. C – Resolution No. 07-103 Ex. D – Municipal Code Chapter 2.17 Effective Date: February 20, 2025 Responsible Departments: City Manager’s Office Related Policies & Notes: See Exhibits A–D. 1.Introduction 1.1 Purpose. The purpose of this Manual is to promote communication, understanding, fairness, and trust among the members of the City Council, City staff, and members of the public concerning their roles, responsibilities, and expectations for management of the business of the City of Cupertino. 1.2 Values. Courtesy and respect for individual points of view should be practiced at all times. All Councilmembers shall respect each other’s right to disagree. All Councilmembers shall act with decorum and courtesy. 1.3 Brown Act. All actions of the City Council and City commissions, committees, and subcommittees shall comply with the Ralph M. Brown Act. 1.4 No Cause of Action Against City. This Manual is intended to govern the internal policies and procedures. Violations of this Manual are enforceable solely through enforcement pursuant to Section 10. Nothing in this Manual is intended to give rise to a claim or cause of action against the City, or any City Councilmember or other City official. 2.Selection of the Mayor and Vice Mayor 2.1 Selection of Mayor and Vice Mayor. The Mayor and Vice Mayor shall be selected annually at a special meeting on the second Thursday of December. EXHIBIT A 282 2 2.2 Removal of Mayor and Vice Mayor. The Mayor or Vice Mayor may be removed from office, for cause, by a 4/5ths affirmative vote of the members. Removal for cause shall mean removal of a Councilmember because of such member ’s (a) willful and continued failure substantially to perform their duties, (b) conviction for, or guilty plea to, a felony, or a crime involving moral turpitude, (c) abuse of illegal drugs or other controlled substances or habitual intoxication, or (d) other illegal activities. The removal should proceed with a formal warning, which states with proven evidence of the member’s failure to perform their duties and proposed corrective measures. The Mayor or Vice Mayor must be advised of the proposed cause for removal at least 72 hours before any action is taken. If the Mayor is removed from office, the Vice Mayor shall become Mayor. If either officer is removed from office, the Vice Mayor 3. Councilmember Committees and Subcommittees 3.1 Appointment. The Mayor shall appoint Councilmembers to standing and ad hoc committees and subcommittees established by the City Council, subject to ratification by the Council at its next regular meeting. It will be the responsibility of the committees and subcommittees to inform and submit recommendations to the Council. 3.2 Instructions and Expectations. The Council shall make certain that all Council committees and subcommittees are properly instructed in their assigned scope of work and responsibilities. The committee’s or subcommittee’s jurisdiction shall be defined in writing and approved by a majority of the City Council. All Council committees and subcommittees having a continuing or indefinite jurisdiction shall be subject to the Brown Act. 3.3 Reporting. Council committee and subcommittee members are to keep the Council informed of the work and progress of their committee or subcommittee. These reports or minutes shall be made in writing whenever a recommendation is made to the Council. 4 Other City Commissions and Committees 4.1 Responsibility. The Council will make appointments to City’s commissions and committees. Qualifications to serve on commissions and committees shall be set forth in the Municipal Code or by a resolution or motion of the Council that is not inconsistent with the 283 3 Municipal Code. Appointment of Councilmembers to City committees shall be governed by the procedures in Section 3. 4.2 Attendance at Council Meetings. The Chair or another commission member appointed by the Chair shall attend City Council meetings whenever the commission makes a recommendation to Council regarding an item of business on the Council agenda. The commission liaison shall promptly notify the Chair after an item requiring a commissioner’s appearance is placed on a future City Council agenda. 4.3 Performance Expectations. The Council shall make certain that all commissions and committees are properly instructed on their responsibilities and performance expectations. This will include the issuance of a Council-approved Commission and Committee Handbook and a mandatory annual training session for all Commission and Committee members. 4.4 Appointment. Commission and Committee applicants will be interviewed by the Council before being voted on by the Council in a noticed public meeting. Applicants are considered by motion and appointed by a majority vote of Council. Two members of an immediate family or persons residing in the same household shall not be allowed to serve simultaneously on the same commission or committee. Immediate family members residing in the same household as a Councilmember are not eligible for appointment to any commission or committee. 4.5 Removal. The City Clerk shall notify the City Council and make a recommendation for potential removal of commission members for failure to comply with attendance policies adopted in the Commissioner’s Handbook. Council retains full discretion to review commission and committee member performance and may take disciplinary action as needed, including removal from the commission or committee. 4.6 Undue Influence on Commissioners. Councilmembers should not attempt to influence or publicly criticize commission recommendations or to influence or lobby individual commission members on any item under their consideration. It is important for commissions to be able to make objective recommendations to the City Council on items before them. Councilmembers that attempt to influence commission positions on an item may prejudice or hinder their role in reviewing the 284 4 commission’s recommendation as a member of the City Council. Individual Councilmembers shall have the right to attend meetings of Cupertino commissions and other Cupertino governmental bodies but shall refrain from speaking or becoming involved in deliberations. 5. Administrative Matters 5.1 Attendance. City Councilmembers acknowledge that attendance at lawful meetings of the City Council is part of their official duty. Councilmembers shall make a good faith effort to attend all such meetings. Council members shall notify the Mayor or the City Clerk if they will be absent from a meeting. Council attendance will be noted in the agenda of the next regular meeting and thereafter for that calendar year, if five or more regular meetings are missed. 5.2 Correspondence. Proposed correspondence from the Mayor or other Councilmembers on City stationery should generally be reviewed by the Council in draft form prior to release. On occasion, there are urgent requests from the League of California Cities for correspondence concerning legislation directly affecting municipalities. If the Mayor and the City Manager agree that the League’s position corresponds with that of the Council, the Mayor may send a letter without first obtaining Council approval. City letterhead will be made available for routine correspondence (e.g., thank you notes). Official correspondence (including email) from Councilmembers should be respectful and professional. 5.3 Regional Bodies. The Mayor shall appoint Councilmembers to represent the City of Cupertino on regional bodies subject to ratification by the Council at its next regular meeting. The Mayor should endeavor to provide all Councilmembers a fair opportunity to represent the City. The positions taken by the appointed representatives should be in alignment with the positions that Council has taken on issues that directly impact the City of Cupertino. If an issue arises that is specific to Cupertino and Council has not taken a position, the issue should be discussed by Council prior to taking a formal position at a regional board meeting to assure that it is in alignment with Council’s position. Council representatives to such various boards shall keep the Council informed of ongoing business through brief oral or written reports to the Council. Councilmembers shall make a good faith effort to attend all regional meetings that require a quorum of the appointed members to convene a 285 5 meeting. Attendance should not be less than 75% of all scheduled meetings. If a Councilmember is unable to attend, they should notify their alternate as far in advance of the meeting as possible so as to allow the alternate to attend. To ensure continuity of the City’s representation, the alternate should receive all correspondence from the regional bodies that is sent to the primary representative. 5.4 Responses to Public. It will be the responsibility of the City Manager to ensure a response is provided to public correspondence for informational requests addressed to the Council. Staff shall respond to all requests for services as appropriate, and the City Manager shall keep Council informed of the City response. 5.5 Reimbursement. City Councilmembers may be reimbursed for expenses for travel to and lodging at conferences or meetings related to their role as a Councilmember as stated in the Elected Officials’ Compensation Program, as may be amended from time to time (Exhibit A). Any additional expenses that fall outside the scope of this policy may be reimbursed only if approved by the City Council, at a public meeting before the expenses are incurred. Any request for reimbursement of expenses shall be accompanied by an expense form and receipts to document the expenditure. These documents are public records subject to disclosure under the California Public Records Act. Councilmembers shall be eligible to receive City-issued hardware and software for the conduct of official business pursuant to the Council Technology Policy (Exhibit B). 5.6 Council Training. Any member of the City Council and City commissions or advisory committees formed by the City Council shall receive ethics and anti-harassment training required by state law. New members must receive the training within their first year of service and shall comply with ongoing training requirements imposed by state law and shall attend training on the Brown Act and Rosenberg ’s Rules of Order. Members shall attend training sessions that are offered locally in the immediate vicinity of Santa Clara County, by completing online a state-approved public service ethics education program, or through a state-approved training which may be provided at a conference attended by the member. The City Clerk shall keep ethics training records for five years. 5.7 Mayor’s Initiative Budget. The Mayor may use the Mayor’s initiative budget established as part of the City Manager’s discretionary fund for 286 6 projects that the Mayor deems appropriate during the Mayor’s term of office, subject to the requirements of Resolution No. 07-103 (Exhibit C). The amount of the Mayor’s initiative budget is determined by the City Council. 6. Relationship with City Staff 6.1 Incorporation of Municipal Code by Reference. Cupertino Municipal Code Chapter 2.17 (Exhibit D) governs the City Council’s relationship with the City Manager and their staff under the Council-Manager form of government. To the extent that the provisions of Chapter 2.17 are not set below, they are incorporated by reference into this Manual. 6.2 Council/Manager Form of Government. Under the Council/Manager form of government, the City Council sets policy direction as the direct representatives of the community. The City Manager provides professional expertise to manage the organization and carry out the Council’s direction. To enable the City Council to make informed decisions while weighing community input, the City Manager provides staff recommendations and presents options, along with their associated pros and cons. The City Manager is responsible for carrying out the Council’s policy direction through the day-to-day management of City functions, including the oversight of City operating departments. Neither individual Councilmembers nor the Council as a whole shall interfere with the City Manager’s performance of the administrative duties conferred upon them in Cupertino Municipal Code section 2.28.040. 6.3 Council-Manager Relations. The City Council and its members shall deal with the administrative services of the City only through the City Manager, except for the purpose of inquiry, and neither the City Council nor any Councilmember shall give orders to any subordinates of the City Manager. The City Manager shall take instructions from the City Council only when given at a duly held meeting of the City Council, and no individual Councilmember shall give any instructions to the City Manager. In the event that any suggestion or comment from an individual Councilmember might be perceived as an instruction by the City Manager or any staff, the City Manager and/or staff should assume positive intent and treat it as a suggestion or comment. 6.4 Individual Councilmember Influence on Staff Decisions Prohibited. Individual Councilmembers shall not attempt to influence 287 7 staff decisions, recommendations, workloads, and schedules, and department priorities without prior knowledge and approval of the City Council. If a Councilmember wishes to influence the actions, decisions, recommendations, workloads, work schedules and priorities of staff, that member must prevail upon the City Council to do so as a matter of Council policy. 6.5 Decorum. All Councilmembers and City staff shall treat each other with dignity, courtesy, and respect. In exercising the City Council’s policymaking authority, Councilmembers must often critique, modify, or reject a staff recommendation. While thorough vetting and criticism of staff policy recommendations or decisions is a necessary component of Council’s policymaking role, criticism should focus on the policy recommendations and decisions and should avoid personal attacks. Councilmembers shall refrain from publicly criticizing the general abilities, character, or motivations of any staff member and should share any such concerns privately with the City Manager or City Attorney. 6.6 Councilmember Access to Information. City Councilmembers have free access to the flow of any information related to the operation of the City. The City Manager shall ensure that such information is communicated by staff in full and with candor to the Council. City staff will make every effort to respond in a timely and professional manner to all requests made by individual council members for information or assistance, provided that, in the judgment of the City Manager, the request is not of a magnitude either in terms of workload or policy, which would require that it more appropriately be assigned to staff through the collective direction of the City Council, based on the guidelines set forth in Cupertino Municipal Code section 2.17.043. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from that Councilmember as to why the information is needed.’ A Councilmember may file a request for information by seeking information through a Public Records Act request to the same extent as any member of the public. 6.7 Authority of City Council. Nothing in this Manual shall limit the City Council’s power to accept, reject, amend, or otherwise guide and direct staff actions, decisions, recommendations, workloads and schedules, department priorities, and the conduct of city business through the 288 8 office of the City Manager. This power cannot be delegated to individual Councilmembers, nor to committees composed of Councilmembers consisting of less than a quorum of the City Council. 7. Agendas and Staff Reports 7.1 Future Agenda Items. The City Manager, the City Attorney, the Mayor, or any two Councilmembers may request that an item be added to a future agenda for Council action . The City Manager shall provide a quarterly report to Council regarding the status of future agenda items, which may include a request to remove items from the list of future agenda items. At the requestor’s discretion, the agenda request may also include additional information explaining the rationale for or timing of the agenda item. Under the “Future Agenda Items” section of each regular Council meeting agenda, the City Manager shall include a document listing all current future agenda requests. 7.2 Preparation of Agenda. The City Clerk shall prepare the agenda in consultation with the City Manager, the Mayor, and the City Attorney. Absent exigent circumstances, an item will be scheduled for Council action no sooner than 14 days after receipt of a request to add the item to the future agenda items list. Any item requiring preparation of a staff report requires City Manager approval or, in case of a report prepared by City Attorney’s Office staff, City Attorney approval, before being added to an agenda. The Mayor, in consultation with the City Manager and the City Clerk, shall determine the order of items on the agenda. 7.3 Agenda Item Descriptions. Each agenda item shall include a brief general description of the matter to be discussed (approximately 20 words in length), including any action that may be taken under the California Environmental Quality Act, and should generally include the recommendation of the City Manager. If the agenda item includes any budget request or modification, the amount of the request or modification should be stated when possible. The brief description of the agenda item should be comprehensible by a typical resident. For example, an amendment to the Municipal Code should include a description of the amendment, rather than only the Code section to be amended; similarly, an item related to a development project should include not only the street address, but the common name of the project when applicable. Where practicable, the second reading of an ordinance should have the same agenda title as the first reading. 289 9 7.4 Staff Reports. Staff reports should include the following sections: 1. Subject 2. Recommended Action 3. Executive Summary (optional) 2. Background 3. Reasons for Recommendation and Available Options 4. Sustainability Impact 5. Fiscal Impact 6. City Work Program Item 7. City Work Program Item Description 8. Council Goal 9. California Environmental Quality Act The “Background” section should include the date, at least the month and the year, previous meetings were held and decisions were made on the item. Where applicable, maps and charts should be provided in the staff report for easy reference. 7.5 Agenda Publication. Agenda packets for a regular meeting should be published and delivered to Councilmembers no later than the Wednesday prior to a Tuesday Council meeting. Councilmembers are encouraged to contact staff in advance for answers to questions regarding an agenda packet. Written communications addressed to Council shall be forwarded to Council and made available to members of the public, consistent with the requirements of the Brown Act. 7.6 Supplemental Materials. Supplemental reports and materials received by the City Clerk after the agenda is published but before 12:00 p.m. on the Monday prior to the City Council meeting shall be published and delivered to Councilmembers at 5:00 p.m. on Monday. Supplemental reports and materials received by the City Clerk after 12:00 p.m. on Monday but before 4:00 p.m. on the day of the meeting shall be published and delivered to Councilmembers prior to the Council meeting. Council questions and staff-prepared responses will be included in supplemental materials provided to Council and the public. 7.7 Written Communication. All written communications on an agenda item sent after the meeting agenda is posted shall be included with the Council agenda materials and made available to the public. Any written communications on items not on the agenda shall be included with the Council agenda materials and made available to the public if the sender requests that the communication be so included. Written communication received before 4:00 p.m. on the day of 290 10 a regular City Council meeting will be posted by 5:00 p.m. Written communication received after 4:00 p.m. on the day of the regular City Council meeting will be posted on the business day following the meeting. 8. Meeting Procedures 8.1 Meeting Schedule. The City Council conducts its regular meetings on the first and third Tuesdays of the month, except when Council is in recess. The City Council will approve the schedule of meetings for the calendar year, which in addition to the regular meeting schedule may include the cancellation of regular meetings and the addition of special meetings and study sessions. This practice does not, however, preclude the Mayor or a majority of the members of the City Council from calling additional meetings pursuant to the Brown Act. The City Council may by resolution reschedule regular meetings that occur the day after a Monday holiday on Wednesday of the holiday week. When a regular City Council meeting is rescheduled to a Wednesday, the agenda shall be published the prior Wednesday; the meeting shall start at 6:45 p.m. and follow the adopted Order of Business for regular City Council meetings. 8.2 Rules of Order. City Council meetings shall be governed by Rosenberg’s Rules of Order except as otherwise provided by this Manual. Unless otherwise required by state law or City ordinance, decisions of the Council shall be made by a majority of members present and voting. The Mayor may impose additional reasonable procedural rules not inconsistent with Rosenberg’s Rules of Order and the provisions of this Manual, unless objected to by a majority of Councilmembers present. 8.3 Order of Business. The order of agenda items for regular Council meetings is as follows: 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Closed Session Report 5. Ceremonial Items 6. Postponements and Orders of the Day 7. Oral Communications (public comment on non-agenda matters) 8. Consent Calendar 9. Public Hearings 10. Action Calendar 291 11 11. Items Removed from the Consent Calendar 12. City Manager Report 13. Oral Communications (continued) 14. Councilmember Reports 15. Future Agenda Items 16. Adjournment Oral communications shall be limited to 30 minutes. Additional speakers wishing to comment on non-agenda items may be given time to speak at the end of the agenda, after the City Manager’s report. Councilmember Reports should focus on Council committee assignments and ceremonial appearances and may include other information relevant to matters within the jurisdiction of the City Council. In the absence of an objection made by a majority of Councilmembers present and voting, the Mayor may modify the order of business to facilitate the fair and efficient conduct of Council meetings. The Mayor shall determine the Order of Business of a special City Council meeting, subject to overruling by any objections sustained by a majority of vote of the City Council. 8.4 Consent Calendar. 8.4.1 Adding Item to Consent Calendar. The Mayor, the City Manager, the City Attorney, or the City Clerk may recommend that items appearing on the agenda be placed on the consent calendar for action by the City Council. All items placed on the consent calendar shall appear together on the agenda with the recommendation as to the action to be taken by the City Council with respect to such item. Upon the motion of any member of the City Council, all items placed upon the consent calendar may be acted upon together, and each shall be deemed to have received the action recommended. 8.4.2 Removing Item from Consent Calendar. Items may be removed from the consent calendar only by a member of the City Council. Any member of the City Council who would like to remove any item from the consent calendar shall notify the City Manager and the City Clerk no later than 12:00 p.m. on the day of the City Council meeting. A request to remove a consent calendar item shall be made in writing and shall state the reason for removing the item from the consent calendar. Items may be removed from the consent calendar after 12:00 p.m. on the day 292 12 of the City Council meeting only by a majority vote of the Council. Items removed from the consent calendar shall be placed on the agenda for consideration after the action calendar. 8.5 Public Comment. An opportunity for public comment shall be provided for the consent calendar, each other agenda item under consideration, and, during regular meetings, on any matter that is within the subject matter jurisdiction of the City Council. The Mayor may consolidate public comment for related agenda items, subject to overruling by a majority vote of the Council. Non- agenda matters (including Council and staff reports) may be addressed by the public during oral communications. Members of the public wishing to speak regarding an item shall submit a request to comment to the Clerk ("blue card") or, where applicable, raise their hand in Zoom within nine minutes of the time the Mayor opens public comment or prior to the close of public comment on the item, whichever is earlier. Each individual speaker will ordinarily have up to three minutes to address the Council. If a speaker representing two or more members of the public in attendance and wishing to comment on the item but electing not to speak, the speaker may have up to two minutes per group member to speak, up to a total of 10 minutes, to address the Council. Consolidation of time among speakers is not otherwise allowed. If a large number of speakers wish to address Council on an item, the Mayor may reduce the time allotted to each speaker consistent with the Brown Act. Twice the speaking time will be provided to any member of the public who uses a translator. 8.6 Communications with Members of the Public. The City Council may ask questions of speakers providing public comment but should avoid an extended discussion with members of the public during meetings. Additionally, when a member of the public provides comments regarding a matter that is not on the agenda, Councilmembers may (1) refer the speaker to staff; (2) refer the speaker to appropriate reference material; (3) request that staff report back at a future meeting; or (4) request that staff place the item on a future agenda. Councilmembers should not otherwise respond to or comment on an item of business that is not on the agenda. City staff should generally avoid responding to comments or questions from members of the public during Council meetings, although the City Manager or City Attorney may offer to arrange a time to discuss the subject matter of public comments with members of the public subsequent to the Council 293 13 meeting. 8.7 Conduct of Meetings 8.7.1 Councilmembers. Members of the City Council value and recognize the importance of the trust invested in them by the public to accomplish the business of the City. Councilmembers shall accord courtesy to each other, to City employees, and to members of the public appearing before the City Council. 8.7.2 City Employees. City staff shall observe the same rules of decorum applicable to the City Council. City staff shall act at all times in a businesslike and professional manner towards Councilmembers and members of the public. 8.7.3 Members of the Public. Members of the public attending City Council meetings are encouraged to treat Councilmembers, City staff, and other members of the public with the same courtesy that Councilmembers and City staff must accord to them. Any members of the public who engages in conduct that disrupts a City Council meeting shall be removed from the meeting. Nothing in this Manual or any rules of conduct that may be adopted by the City Council shall be construed to prohibit public criticism of the policies, procedures, programs, or services of the City, or of the acts or omissions of the City Council, City advisory bodies, or City staff. 8.8 Discussion and Deliberation 8.8.1 Ex Parte Contacts. Councilmembers shall disclose any ex parte communications prior to deliberation on a quasi-judicial matter. A quasi- judicial matter is typically a hearing in which the City Council hears evidence and makes findings of fact to reach a conclusion based on the applicable law. An ex parte communication occurs when a Councilmember hearing a quasi- judicial matter communicates directly or indirectly with any person or party in connection with a matter before the Council, without notice and the opportunity for all parties to participate. 8.8.2 Relevance. All discussion must be relevant to the issue before the City Council. A Councilmember is given the floor only for the purpose of discussing the pending matter; discussion 294 14 which departs from the item agendized for discussion is out of order. Councilmembers should avoid repetition and shall not discuss matters that are not on the agenda. Arguments for or against a measure should be stated as concisely as possible. 8.8.3 Council Questions and Deliberations. Councilmembers may obtain the floor by seeking recognition from the Mayor. Following presentations to Council on an agenda item, Councilmembers shall each be given five minutes to ask questions of any presenter. The Mayor may allow additional time for questions where appropriate. Following public comment, the Mayor may request that a motion be made and seconded. After the motion has been stated to the Council and seconded, any member of the Council has a right to discuss the motion after obtaining the floor. A member who has been recognized shall limit their time to five minutes. Councilmembers may yield any unused s peaking time during Councilmember questions or deliberations to colleagues who have already used their allotted time. The Mayor may allow additional time for deliberations where appropriate to encourage meaningful discussion and exchange of ideas . ’ 8.8.4 Opportunity for Equal Participation. It is the policy of the Council to encourage the full, fair participation of all members of the Council in discussions and deliberations. The Mayor may impose reasonable limits on the time any Councilmember is permitted to speak to advance this policy. In addition, all Councilmembers wishing to be recognized should be given an opportunity to speak before any member is allowed to speak a second time. 8.8.5 Civility. While it is appropriate to vigorously debate a motion, its nature, or its consequences, Councilmembers shall avoid attacks on the motives, character, or personality of other Councilmembers, City staff, and members of the public. The Mayor shall rule out of order any Councilmember who engages in such attacks. 8.8.6 Role of the Mayor. The Mayor has the responsibility for controlling and expediting the discussion of an agenda item. It is the duty of the Mayor to keep the subject clearly before the Councilmembers, to rule out irrelevant discussion, and to ensure civil discussion among Councilmembers. 295 15 8.9 Meeting Length. Meetings of the City Council shall adjourn by 11:00 p.m. unless the time of adjournment is extended by a vote of a majority of the City Council. Discussion of an agenda item shall not begin after 10:30 p.m. Any motion to extend the meeting beyond 11:00 p.m. shall include a list of specific agenda items to be discussed or approved and shall specify the order these items shall be considered. If a meeting continues past 11:00 p.m., it shall end at 11:30 p.m. All meetings shall be adjourned at 11:30 p.m. unless by a vote of a majority of the City Council suspends this rule and Council votes affirmatively to extend the meeting past 11:30 p.m. Following the adjournment of the meeting, any remaining items on the agenda shall be continued to the next regular meeting of the City Council. 8.10 Public Hearing Procedures. The order of proceeding where there is a public hearing item (non-appeal items) before the City Council shall be as follows: 1. Open Public Hearing 2. Staff Report (preferably 10 minutes) 3. Applicant’s presentation (where applicable) (preferably 8 minutes) 4. Questions from the Council 5. Public comment 6. Applicant’s response to public comment (where applicable) (preferably 2 minutes) 7. Close Public Hearing 8. City Council discussion and vote Where the public hearing involves an appeal of a decision to the City Council, the order of proceeding shall be as follows: 1. Open Public Hearing 2. Staff Report (preferably 10 minutes) 3. Appellant’s statement (preferably 8 minutes) 4. Applicant’s statement (where applicable) (preferably 8 minutes) 5. Questions from the Council 6. Public comment 7. Applicant’s response to public comment (where applicable) (preferably 2 minutes) 8. Appellant’s response to public comment (preferably 2 minutes) 9. Close Public Hearing 10. City Council discussion and vote 296 16 8.11 City Council Recess Period. The City Council recess period shall begin the first Tuesday in August at 12:00 a.m. and end the Tuesday following Labor Day at 12:00 a.m. During any recess period, the City Manager is authorized to take such ministerial actions for matters of operational urgency, including such emergency actions as are necessary for the immediate preservation of the public peace, health, or safety, as would normally be taken by the City Council during the period of recess, except for those duties specifically reserved to the Council by law. This authority extends throughout the period of recess established by the City Council and includes the authority to execute agreements and make expenditures necessary for the exigent operational matters. The City Manager shall make a full and complete report to the City Council at its first regularly scheduled meeting following the period of recess of actions taken by the City Manager pursuant to this section, at which time the City Council may make such findings as may be required to ratify the actions of the City Manager. Nothing in this Section prevents the City Council from calling a special meeting during the recess period. 9. Closed Sessions A closed session may be held at any regular or special meeting for any purpose authorized by the Brown Act. The City Attorney will schedule closed session meetings in consultation with the Mayor and the City Manager. Public comment shall be received in open session prior to a closed session. To ensure strict compliance with the Brown Act, the City Attorney or the City Attorney’s designee shall report out in public session any reportable action taken during closed session and any other information from closed session authorized to be disclosed based on a majority vote of the City Council. Any documents referenced or presented during closed sessions shall be shared with Councilmembers upon request and shared in the same manner as other closed session materials, with appropriate protections for confidentiality. 10. Enforcement of Rules; Suspension of Rules. Nothing in this Manual shall be cited to invalidate a properly noticed and acted upon action of the City Council. Any rule set forth in this Manual may be suspended by three votes of the Council. The City Council may enforce repeated or serious violations of the rules set forth in this Manual through a censure action placed on a Council agenda. 11. Information Memoranda. 11.1 Staff Information Memoranda. Two Councilmembers may request an 297 17 information memorandum be provided on any matter within the subject matter jurisdiction of the City Council. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from one or more requesting Councilmembers as to why the information is needed. 11.2 Councilmember Information Memoranda. Individual Councilmembers may prepare information memoranda for inclusion in their Councilmember Reports. Councilmember memoranda may address any matter within the subject matter jurisdiction of the City Council that the Councilmember wishes to share with their fellow Councilmembers and the public, thereby enhancing transparency and accountability in City operations; provided however, that Councilmember memoranda shall not include confidential or deliberative information or communications or information protected by law from disclosure. 298 EXHIBIT A 299 1 EXHIBIT A City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 1 PROGRAM PURPOSE AND DEFINITIONS FOR ELIGIBILITY It is City of Cupertino policy that those certain persons holding positions hereinafter defined and designated as elected official positions shall be eligible for participation under the Elected Officials Compensation Program as hereby adopted by action of the City Council and as same may be amended or as otherwise modified from time to time. Eligibility for inclusion with this Compensation program is limited to persons holding positions as elected officials. These are designated by the voters and may be modified as circumstances warrant. The position in the following classification has been designated as elected official. ELECTED OFFICIAL CLASSIFICATIONS: Classification Title City Council Member Adopted by Action of the City Council, July 2013 300 2 City of Cupertino ELECTED OFFICIALS COMPENSATION PROGRAM Policy No. 2 SALARY SCHEDULE As rates of pay are set forth under the Cupertino Municipal Code 2.16.020, and hereby adopted by action of the City Council, so are those rates of pay included herein as a part of this Compensation program. The inclusion herein of said rates and schedules does not affect any effective dates or otherwise reflect on the approval processes required but is shown as an integral part of this Program for completeness of record. Adopted by Action of the City Council July, 2013, October 2016 301 3 City of Cupertino ELECTED OFFICIALS COMPENSATION PROGRAM Policy No. 3 TRAINING AND CONFERENCES I. POLICY It is City of Cupertino policy that members of the City Council and the Council’s commissions and committees, shall be reimbursed or receive a direct advance according to the schedules, terms and conditions as set forth herein for the expenses authorized below. This policy is established in accordance with California Government Code Sections 53232.2 and 53232.3. III. AUTHORIZED EXPENSES The City Council and their commission and committee members can receive reimbursements or advances toward actual and necessary expenses incurred by participating in the following activities or events: 1. Communicating with representatives of regional, state and national government on City adopted policy positions; 2. Attending seminars, conferences, and training to improve skill and information levels; 3. Participating in regional, state and national organizations whose activities affect the City’s interests (such as the League of California Cities); 4. Attending International Conferences, budget limited to $2,500 per fiscal year, provided there is a benefit to the City; 5. Attending City events; 1. Attending functions of other local civic or community organizations where there is a clear nexus between the event and the member’s attendance as an official representative of the City. Purely social events, service club dues and meals, and political or charitable contributions or events would be excluded. For purposes of this section, reimbursable fundraisers and events include, but are not limited to, Cupertino Union School District, Fremont Union High School District, Foothill De Anza Community College District, Silicon Valley Leadership Group, Cupertino American Cancer Society (ACS) Relay for Life and Cupertino Chamber of Commerce activities. 302 4 The City will not reimburse or advance payment toward expenses including, but not limited to: 1. The personal portion of any trip; 2. Family expenses, including those of a partner when accompanying Council or commission member on City related business, as well as child or pet related expenses. 3. Entertainment expenses, including theatre, shows, movies, sporting events, golf, spa treatments, etc. 4. Meals and entertainment paid on behalf of third parties outside of the City; 5. Gifts of any kind for any purpose; 6. Alcoholic beverages; 7. Non mileage personal automobile expenses including repairs, insurance, gasoline, traffic citations; and 8. Personal losses incurred while on City business. IV. BUDGETARY LIMITATIONS Reimbursement or advancement of expenses shall not exceed budgetary limitations. Changes in appropriations will be done through the budget process. V. REIMBURSEMENT AND ADVANCE SCHEDULE A. Intent This schedule is written with the intent that the City Councilmember, commissioner, or committee member will make every effort to find the lowest possible cost to the City for traveling on City business. For example, if paying for parking at the airport is less expensive than paying for a taxi or airport shuttle, then officials should drive their car and park at the airport; or if renting a car is lower than taking taxis at the out of town location, then a car should be rented. Air reservations should be booked in advance to obtain discounted fares. The following procedures apply whether the expense is being paid through a reimbursement or a direct advance. 303 5 B. Local Area The local area is defined to be within Santa Clara and San Mateo Counties and within a 40 mile distance from Cupertino when traveling to Alameda County. C. Registration The City will pay the registration fee for authorized attendance at a convention, conference, seminar or meeting. D. Transportation The City will pay transportation costs on the basis of the lowest cost intent stated in paragraph A. Eligible transportation costs include airfare (with coach fare being the maximum), van or taxi service to and from the attendee’s home and airport, destination or airport parking charges, taxi and shuttle services at the out of town location, trains, tolls, or rental cars. Use of a personal automobile for City business shall be reimbursed or advanced at the rate per mile in effect for such use, except in no case shall it exceed air coach fare if the vehicle is being used for getting to the destination. Government or group rates offered by a provider of transportation must be used when available. E. Lodging Hotel or lodging expenses of the City official resulting from the authorized event or activity defined in this policy will be reimbursed or advanced if the lodging and event occur outside the local area. Not covered will be lodging expenses related to person(s) who are accompanying the City member, but who themselves are not on City business. In this instance, for example, the difference between single and multiple occupancy rates for a room will not be reimbursed. Where the lodging is in connection with a conference or other organized educational activity, City paid lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, providing that lodging at the group rate is available at the time of booking. If the group rate at the conference hotel is not available, then the non conference lodging policy described in the next paragraph should be followed to find another comparable hotel. Where lodging is necessary for an activity that is not related to a conference or other organized educational activity, reimbursement or advances shall be limited to the actual cost of the room at a group or government rate. In the event that a group or government 304 6 rate is not available, lodging rates that do not exceed the median price for lodging for that area and time period listed on travel websites like www.hotels.com, www.expedia.com or an equivalent service shall be eligible for reimbursement or advancement. F. Meals 1. No Conference The actual cost of a meal can be claimed, within a standard of reasonableness, but receipts must be kept and submitted for the expense incurred. 2. As Part of a Conference When City officials are attending a conference or other organized educational activity, they shall be reimbursed or advanced for meals not provided by the activity, on an actual cost basis. The actual cost rate shall follow the rules described in the meals with no conference paragraph. G. Other Expenses Payments toward or reimbursement of other expenses related to authorized activities or events shall be limited to the actual costs consistent with the application of reasonable standards. Receipts must be kept and submitted for all expenses. VI. DIRECT CASH ADVANCE POLICY From time to time, it may be necessary for a City official to request a direct cash advance to cover anticipated expenses while traveling or doing business on the City’s behalf. Such request for an advance should be submitted to the City Manager or Department Head no less than seven days prior to the need for the advance with the following information: 1) Purpose of the expenditure; 2) The anticipated amount of the expenditure (for example, hotel rates, meal costs, and transportation expenses); and 3) The dates of the expenditure. An accounting of expenses and return of any unused advance must be reported to the City within 30 calendar days of the official’s return on the expense report described in Section VII. 305 7 VII. EXPENSE REPORT REQUIREMENTS All expense reimbursement requests or final accounting of advances received must be approved by the City Manager or Department Head, on forms determined by the Finance Department, within 30 calendar days of an expense incurred, accompanied by a business purpose for all expenditures and a receipt for each item other than mileage. The report will be a public record subject to disclosure under the Public Records Act. VIII. REPORTS TO CITY COUNCIL OR COMMISSIONS At the next regular City Council or commission meeting, each councilmember or commissioner shall briefly report on publicly noticed meetings attended at City expense. If multiple members attended the meeting, a joint report may be made. IX. POLICY VIOLATIONS Violations of this policy including falsifying expense reports may result in any or all of the following: (1) loss of reimbursement privileges, (2) demand for restitution to the City, 3) civil penalties of up to $1,000 per day and three times the value of the resources used, and 4) prosecution for misuse of public resources. Revised 7/83, 7/85, 7/87, 7/88, 7/91, 7/92, 12/07, 7/10 306 8 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 4 MILEAGE REIMBURSEMENTS It is City of Cupertino policy that eligible persons under this Compensation Program shall be compensated fairly for the use of personal automotive vehicles on City business. Those persons who occasionally are required to use their personal automobiles for City business shall be reimbursed for such use at the established IRS rates. Submission of reimbursement requests must be approved by the City Manager. Adopted by Action of the City Council July, 2013 307 9 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 5 ASSOCIATION MEMBERSHIPS AND PROFESSIONAL PUBLICATIONS It is City of Cupertino policy that eligible persons under this Compensation Program shall be entitled to City sponsored association memberships as well as receiving subscriptions to professional and technical publications. Such sponsorship, however, shall be conditioned upon the several factors as set forth below. Each association for which membership is claimed must be directly related to the field of endeavor of the person to be benefited. Each claim for City sponsored membership shall be submitted with their concurrence to the City Manager for approval. Subscriptions to or purchase of professional and technical publications may be provided at City expense when such have been authorized by the City Manager providing the subject matter and material generally contained therein are related to municipal governmental operations. Adopted by Action of the City Council July, 2013 308 10 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 7 HEALTH BENEFITS PLAN CITY CONTRIBUTION It is the policy of the City of Cupertino to provide group hospital and medical insurance under which the elected official positions and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees and their families through comprehensive health plans available only through employer sponsorship. Although the premium cost for the insurance provided remains the ultimate responsibility of the employee in these positions, the City shall contribute the amounts listed below towards the premium or pay the full cost of the premium if less than the stated amounts. If the premium amounts for any employee covered by this policy are less than the amounts listed below per month, the difference between the premium amount and the stated amounts will be retained by the City. Effective January 1, 2020 City Max Health Contribution City Max *Dental Contribution City Total Max Contribution Employee 848.87 126.78 975.65 Employee +1 1,443.09 126.78 1,569.87 Employee +2 1,876.01 126.78 2,002.79 January 1, 2021 City Max Health Contribution City Max *Dental Contribution City Total Max Contribution Employee 891.32 126.78 1,018.10 Employee +1 1,515.24 126.78 1,642.02 Employee +2 1,969.81 126.78 2,096.59 January 1, 2022 City Max Health Contribution City Max *Dental Contribution City Total Max Contribution Employee 935.88 126.78 1,062.66 Employee +1 1,591.01 126.78 1,717.79 Employee +2 2,068.31 126.78 2,195.09 309 11 Dental Coverage: Effective the first month after Council adoption of MOU, dental coverage is capped at $2,500.00 per dependent per annual plan year for the term of this contract. Adopted by Action of the City Council July, 2013, October 2016, July 2019, December 2019, January, 2023 310 12 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 9 LIFE INSURANCE It is the policy of the City of Cupertino to provide life insurance benefits to the elected officials to a maximum of $16,000. The elected officials may enroll in the life insurance program offered if eligible under the contract provisions of the policy and the personnel rules of the City. The full cost of premiums for these programs shall be paid by the City for such individuals. Adopted by Action of the City Council July, 2013 311 13 City of Cupertino ELECTED OFFICIALS COMPENSATION PROGRAM Policy No. 10 DEFERRED COMPENSATION It is the policy of the City of Cupertino to provide equitable current compensation and reasonable retirement security for the elected officials for services performed for the City. The City participates in the California Public Employees’ Retirement System (PERS) and deferred compensation plans have been established. Both the elected official and City may make contributions from current earnings to these plans. The purpose of this policy is to promote means by which compensation may be provided in such manner and form to best meet the requirements of the City and the needs of the elected officials. . The City shall maintain and administer means by which the elected officials in these positions may defer portions of their current earnings for future utilization. Usage of such plans shall be subject to such agreements, rules and procedures as are necessary to properly administer each plan. Individual contributions to such plans may be made in such amounts as felt proper and necessary to the elected official. The City contributions shall be as determined by the City Council. Adopted by Action of the City Council July, 2013 312 14 City of Cupertino ELECTED OFFICIALS COMPENSATION PROGRAM Policy No. 11 PUBLIC EMPLOYEES’ RETIREMENT SYSTEM CONTRIBUTION A. Council Members occupying office on or before December 29, 2012 Only: For Council Members occupying office on or before December 29, 2012, the City has contracted with CalPERS for a 2.7% @55 retirement formula. Effective in the first full pay period in July 2017, each employee shall pay the full 8.0% of applicable salary of the employee’s contribution towards CalPERS. B. Council Members occupying office on December 30, 2012 or December 31, 2012 or a current CalPERS employee who qualifies as a classic member under CalPERS Regulations Only. For Council Members hired on December 30, 2012 or December 31, 2012 or a current CalPERS employee who qualifies as a classic member under CalPERS Regulations only the City has contracted with CalPERS for a 2.0% @ 60 retirement formula, three year average compensation Effective January 1, 2017, the City shall not pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) and each employee shall pay the full 7% of applicable salary of the employee’s contribution towards CalPERS. C. For Council members occupying office on of after January 1, 2013, or former CalPERS employees that do not qualify as Classic employees hired by the City of Cupertino on or after January 1, 2013 For Council Members occupying office on or after January 1, 2013 CalPERS has by statute implemented a 2% @ 62 formula, three year average and employees in this category shall pay 50% of the normal cost rate as determined by CalPERS. Adopted by Action of the City Council July, 2013, October 2016, July 2019 313 15 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 12 DENTAL INSURANCE CITY CONTRIBUTION It is the policy of the City of Cupertino to provide dental insurance under which the elected official positions and their dependents may be covered. The premium cost for the insurance provided by the City shall not exceed $126.78* per month per individual. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with Personnel Rules of the City and the provisions of the contract for such insurance between the City and carrier or carriers. Dental Coverage: Effective the first month after Council adoption of agreement, dental coverage is capped at $2,500.00 per dependent per annual plan year for the term of this contract. Adopted by Action of City Council July, 2013, October 2016, July 2019 314 16 City of Cupertino ELECTED OFFICIALS COMPENSATION PROGRAM Policy No. 14 EMPLOYEE ASSISTANCE PROGRAM It is the policy of the City of Cupertino to provide an Employee Assistance Program for the benefit of the elected officials and their eligible dependents. The purpose of this program is to provide professional assistance and counseling concerning financial, legal, pre retirement, and other matters of a personal nature. Adopted by Action of the City Council July, 2013 315 17 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 17 VISION INSURANCE – CITY CONTRIBUTION It is the policy of the City of Cupertino to provide vision insurance under which employees and their dependents may be covered. The premium cost for the insurance provided by the City shall not exceed $14.94 per month per employee. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with the provisions of the contract between the City and carrier or carriers providing vision insurance coverage, Adopted by Action of the City Council July, 2013 316 18 City of Cupertino ELECTED OFFICIALS’ COMPENSATION PROGRAM Policy No. 18 TECHNOLOGY POLICY Purpose This policy establishes guidelines and standards regarding the provision of technology hardware and software for Councilmembers. Scope and Applicability This policy applies to all City Councilmembers for the provision and maintenance of City issued technology hardware and software This technology is in addition to City technology equipment and software residing within the Mayor's and Council's office at City Hall. Technology Provision To facilitate communications with citizens, staff and other Councilmembers, each Councilmember may elect to be issued the following technology hardware at the beginning of each term. 1 Laptop 1 Docking Station 1 Monitor 1 Webcam 1 Keyboard & Mouse 1 Phone with Voice/Data Plan Each Councilmember’s issued laptop will have the following additional software applications: Office productivity platform, e.g., Microsoft O365 Cybersecurity Tools, e.g.., end point protection and multifactor authentication Video Conferencing, e.g., Zoom 317 19 Each Councilmember’s issued phone will have the following additional software applications Office productivity platform Cybersecurity Tools Video Conferencing Issued technology hardware and software will meet current City hardware and software standards to ensure proper security, maintenance, and support. Councilmembers who wish to not use City issued equipment must provide written acknowledgement that the technology they will use has current antivirus software and all software applications are up to date from a cyber security standpoint. Councilmembers use the issued equipment for the performance of official City business. Data contained within the equipment is public property and considered a public record, therefore subject to all Public Records Act and Brown Act policies. Councilmembers, upon completion of their term, will return all issued equipment to the Innovation & Technology Department. City equipment and/or software is not available for purchase. City Support Innovation & Technology staff are solely responsible to provide technical support and maintenance for issued equipment and may be reached at helpdesk@cupertino.org or 408) 777 3381. If required, Councilmembers shall bring their equipment to City Hall for repair and/or service. Adopted by Action of the City Council July, 2019, January, 2023 318 20 City of Cupertino City Council and Planning Commission Compensation Effective January 1, 2017 319 21 CITY OF CUPERTINO CITY COUNCIL AND PLANNING COMMISSION EFFECTIVE January 1, 2017 The salaries, wages or rates of pay for members of the City Council and Planning Commission are set forth below. Only the City Council can modify these rates. Members of the City Council $737.54/month Members of the Planning Commission* $50.00/meeting (maximum $200 monthly) Effective first full pay period in July 2017 Members of the City Council $743.07/month Members of the Planning Commission* $50.00/meeting (maximum $200 monthly) Benefits as set forth in this document do not apply to members of the Planning Commission. 320 Council Technology Policy Citywide Policy Manual Policy # Attachments: N/A Effective Date: December 12, 2022 Responsible Department: Innovation & Technology Related Policies & Notes: This policy supersedes previous Council Technology Polices from 2005, 2012, and 2018 Purpose This policy establishes guidelines and standards regarding the provision of technology hardware and software for Councilmembers. Scope and Applicability This policy applies to all City Councilmembers for the provision and maintenance of City issued technology hardware and software This technology is in addition to City technology equipment and software residing within the Mayor's and Council's office at City Hall. Technology Provision To facilitate communications with citizens, staff and other Councilmembers, each Councilmember may elect to be issued the following technology hardware at the beginning of each term. 1 Laptop 1 Docking Station 1 Monitor 1 Webcam 1 Keyboard & Mouse 1 Phone with Voice/Data Plan Each Councilmember’s issued laptop will have the following additional software applications: Office productivity platform, e.g., Microsoft O365 Cybersecurity Tools, e.g.., end point protection and multifactor authentication Video Conferencing, e.g., Zoom EXHIBIT B 321 Each Councilmember’s issued phone will have the following additional software applications Office productivity platform Cybersecurity Tools Video Conferencing Issued technology hardware and software will meet current City hardware and software standards to ensure proper security, maintenance, and support. Councilmembers who wish to not use City issued equipment must provide written acknowledgement that the technology they will use has current antivirus software and all software applications are up to date from a cyber security standpoint. Councilmembers use the issued equipment for the performance of official City business. Data contained within the equipment is public property and considered a public record, therefore subject to all Public Records Act and Brown Act policies. Councilmembers, upon completion of their term, will return all issued equipment to the Innovation & Technology Department. City equipment and/or software is not available for purchase. City Support Innovation & Technology staff are solely responsible to provide technical support and maintenance for issued equipment and may be reached at helpdesk@cupertino.org or (408) 777-3381. If required, Councilmembers shall bring their equipment to City Hall for repair and/or service. Submitted By: Approved By: Printed Name: Bill Mitchell Printed Name: Pamela Wu Title: CTO Title: City Manager Signature: Signature: Date: December 11, 2022 Date: 322 Vote AYES: NOES: ABSENT: ABSTAIN: ATTEST: ls/Kimberly Smith City Clerk Members of the City Council Wang, Kwok, Lowenthal, Mahoney, Sandoval None None None APPROVED: ls/Kris Wang Mayor, City of Cupertino EXHIBIT C RESOLUTION NO. 07-103 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO PROVIDING FOR A DISCRETIONARY FUND TO BE ADMINISTERED BY THE CITY MANAGER TO PROVIDE A ll?UNDING SOURCE FOR PROJECTS THAT THE MAYOR MAY WISH TO PROPOSE FROM TIME TO TIME DURING THE MAYOR'S TERM OF.OFFICE WHEREAS, The City Council wishes to provide a small source of funds for projects that may be proposed at the discretion of the Mayor during the Mayor's term of office; and, WHEREAS, The City Council wishes to establish a Mayor's initiative budget that will be included as part of the City Manager's Office budget in the City Manager's discretionary account; and, WHEREAS, The City Council wishes to determine, as part of the budget process, the amount of funding for the duration of the Mayoral term; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cupertino that Mayor's initiative budget is established in an amount to be determined by the City Council as part of the City Manager's discretionary fund to be used for projects that the Mayor deems appropriate during the Mayor's term of office; and, BE IT FURTHER RESOLVED that the decision to spend money on a Mayor's project will be jointly determined by the Mayor and the City Manager, except that the City Manager may, at his or her sole discretion escalate the spending decision to the City Council if he or she determines that to be necessary or appropriate; and, BE IT FURTHER RESOLVED that the City Council will be advised by an item on the Council Agenda prior to the date of the Mayor's State of the City Address, of any new project or initiative that the Mayor may wish to propose during the State of the City Address. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 5th day of June 2007, by the following vote: 323 0(1'2 3 4 5 4 4 6 0(1'2 7 0(1'2 0(1'2 0(1'2 D 324 0 2 0(1'2 0(1'2 7 0(1'2 7 7 3 8 5 9 9 8 6 0+ 28 0(1'2 325 14 the meeting past 11:30 p.m. Following the adjournment of the meeting, any remaining items on the agenda shall be continued to the next regular meeting of the City Council. 8.10 Public Hearing Procedures. The order of proceeding where there is a public hearing item (non-appeal items) before the City Council shall be as follows: 1.Open Public Hearing 2.Staff Report (preferably 10 minutes) 3.Applicant's presentation (where applicable) (preferably:-:::; 8 minutes) 4.Questions from the Council 5.Public comment 6.Applicant's response to public comment (where applicable) preferably 2 minutes) 7.Close Public Hearing 8.City Council discussion and vote Where the public hearing involves an appeal of a decision to the City Council, the order of proceeding shall be as follows: 1.Open Public Hearing 2.Staff Report (preferably 10 minutes) 3.Appellant's statement (preferably 8 minutes) 4.Applicant's statement (where applicable) (preferably 8 minutes) 5.Questions from the Council 6.Public comment 7.Applicant's response to public comment (where applicable) preferably 2 minutes) 8.Appellant's response to public comment (preferably 2 minutes) 9.Close Public Hearing 10.City Council discussion and vote 8.11 City Council Recess Period. The City Council recess period shall begin the first Tuesday in August at 12:00 a.m. and end the Tuesday following Labor Day at 12:00 a.m. During any recess period, the City Manager is authorized to take such ministerial actions for matters of operational urgency, including such emergency actions as are necessary for the immediate preservation of the public peace, health, or safety, as would normally be taken by the City Council during the period of recess, except for those duties specifically 326 CITY OF CUPERTINO Agenda Item 25-13726 Agenda Date: 2/19/2025 Agenda #: 12. Subject: Appointment of an Interim City Attorney Authorize the Mayor to execute an agreement for Interim City Attorney CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™327 Subject Appointment of Interim City Attorney The draft agreement for this item will be made available as a desk item prior to the City Council meeting. 328 CITY OF CUPERTINO Agenda Item 24-13565 Agenda Date: 2/19/2025 Agenda #: 13. Subject: Councilmember Reports CITY OF CUPERTINO Printed on 2/12/2025Page 1 of 1 powered by Legistar™329 CITY COUNCILMEMBER REPORT Meeting: Wednesday, February 19, 2025 Reporting Councilmember : Mayor Liang Chao Report Dates : 1/28/25 to 2/6/25 Section 1: Announcement - Message from the Mayor : ❖ FY 2025-27 Work Program Prioritization : The staff has proposed a new process for Work Program Prioritization in an info memo . Check the Work Program page for updates. ➢ The Council has reviewed the initial top-10 lists at the 1/22 council meeting. Each councilmember has submied their revised top-10 list and they will submit a ranking on 20 projects by February 28. See an upcoming info memo for the revised lists. ➢ At the March 3 Council Workshop, the Council will rank the projects and the top 20 will be considered for the FY 2025-27. ➢ The final decision will likely be made in April/May before the Council adopts the FY 25-26 budget in June 2025. ❖ The State of the City Address: It will be held at 6:30pm on Wednesday February 26 at the Quinlan Center. ➢ A message to save the date has been sent out. ➢ Partners: We continue to partner with Cupertino Rotary and Cupertino Chamber. In addition, we are also partnering with the Cupertino Library Foundation and the Cupertino Historic Society on the Mayor’s Initiative Cupertino Stories. The Cupertino TV Productions and sister city commiees will also join as partners. ❖ Monthly Mayor’s Coffee Community Meetings: These meetings will be generally held on the second Monday at 5pm each month, but it might be moved to other Mondays if needed. The location will rotate so that we cover different businesses each month. ➢ The second Monthly Mayor’s Coffee was held on Monday February at 5pm at Avachi Biryani House, an Indian restaurant, who provided free Chai Tea and dessert for everyone. More than 30 people aended. I gave an update on actions from the last council meeting and answered questions. ➢ The next Mayor’s Coffee will be on Monday March 10th at 5pm. The location is TBD. ❖ Cupertino Mayor at the Chamber LAC Meeting : On Thursday February 6th, I spoke at the Legislative Action Commiee (LAC) of the Cupertino Chamber with a presentation on Economic Development Reflection and Outlook . The video will be available soon at the Chamber LAC page . ➢ I am happy to aend meetings at other organizations too with a presentation. You are 1 330 welcome to submit your invitations to LChao@Cupertino.gov . ❖ Process to Request Certificate of Recognition or Commendation: ➢ To ensure such requests are handled as smoothly and efficiently as possible, the City Manager’s Office has implemented a dedicated process. ➢ We kindly ask that you complete the following form, which will allow Mayor Chao to present a certificate of recognition: hps://cupertino.gov/councilmeetingrequest. ❖ Proclamations at Council meetings : This year, I plan to follow a tradition upheld by some former Cupertino mayors and other mayors in recognizing organizations or individuals with proclamations during Council meetings. My goal is to honor those who have made consistent and/or significant contributions to Cupertino, with an emphasis on those who are less well-known. If you have any suggestions, please feel free to email me at LChao@Cupertino.gov . Proclamations for contributions will generally be presented at the second Council meeting of each month, while the first meeting will continue to recognize special observances (e.g., awareness months or weeks) as before. You are also welcome to submit suggestions for these recognitions. Section 2: Commiee Assignment 2025-01-24 Santa Clara County Mayors meeting, hosted by San Jose Mayor Ma Mohan (meet quarterly) - Staff of San Jose Mayor’s office presented the work of GovAI and other innovative Economic Development work. - The mayors brain stormed potential common goals to work together, such as RV parking, fire safety (weed abatement on parcels owned by public agencies), commitment of services from the County when cities provide shelters, impact from the upcoming Super Brown and World Cups in 2026 2025-01-24 Santa Clara County Mayors meeting, hosted by San Jose Mayor Ma Mohan (meet quarterly) - 2 331 Section 3: Activities by Date (Date, Title, and Description): NOTE: ● This list does not include internal meetings with staff only, such as prep sessions or meetings with the City Manager. ● This list includes activities to “represent the community I am elected to serve”, “to respond to community needs and complaints,” and “to communicate policies and programs to residents,” among other responsibilities of a City Councilmember. ● Due to my work schedule, I have cut down on the event aendance for ceremonial purposes, especially those I have aended almost every year in the past. Instead, I focus more of my time on constituent services. 2025-1-30 Meeting on potential partnership on July 4th firework with De Anza College President and Staff, facilitated by Assemblymember Patrick Ahrens and his staff - Assemblymember Patrick Ahrens expressed the desire to support the July 4 event either in the form of fireworks or drones, as Sunnyvale has done. - De Anza College expressed the willingness to look into possible collaboration. - Councilmember Ray Wang was also in aendance. 2025-01-31 Bay Area AAPI Elected Official Lunar New Year Luncheon at China Stix - hosted by Assemblymember Patrick Ahrens in collaboration with other legislators - Many elected officials aended, especially newly elected ones. The entire 5-member staff for Assemblymember Patrick Ahrens aended the event. 2025-02-01 Aended the Policy & Pancakes Breakfast at Sunnyvale Senior Center, hosted by Assemblymember Patrick Ahrens - The mayors of each city in the district were invited to give an update about their city. - Sunnyvale Mayor Larry Klein announced that they finally have a women majority and Asian majority on the Council. I commented that Cupertino had Asian Majority probably since 2014 and had women majority since 2022 and every year since then. Thus, Sunnyvale has some catching up to do. - The Firefighters Association and retired firefighters donated the pancakes and sausages. No eggs due to the egg shortage. 2025-02-01 Aended the file screening of a documentary “Blind Spot” about the antisemitic incidents on college campuses - The film screening was followed by a panel of students and parents who shared their personal experience. - One of the panelists founded the Jewish Student Union at De Anza College. - I asked the final question to the panel: “How did we get here? How did our society lose common sense along the way and college students are easily provoked by activists to mistreat others for a sense of justice?” 2025-02-05 Meeting with Toll Brothers on their proposal for the United Furniture site - They are planning to build 55 townhomes on the 2.74 acres at about 20 units/acre. 20% of the units will be 3 332 below-market-rate. The townhomes will be 3 stories under 45 feet with rooftop decks. - The State of Design Intent states: “The project consists of six different dwelling unit plans within ten different buildings on-site. The six floor plans range in square footage from 1,442 to 2,295 square feet of living space. Each of the unit plans have a 2-car garage and 2 to 4 bedrooms. There are 10 units on-site that have an ADU unit that provide an additional housing type. Each unit type is provided with a roof deck for ample outdoor private space. The townhome buildings are differentiated by the number of units within each building type. There is a 3-unit building, five 5-unit buildings, three 6-unit buildings, and an 8-unit building. The completed project will provide a total of 55 new dwelling units plus 10 ADUs.” - Toll Brothers shared the Design Intent, site plan (outreach package) and fiscal impact analysis , which are a portion of their submied project and are all public documents. 2025-02-05 Met with students from Homestead High’s Homestead High School's Partnership with Business Project to present the Certificate of Commendation to them. - Serena Fanse and Anjay Parthasarathy, Partnership with Business Project Chairs 24-25, Homestead FBLA - Their leer stated: “In September 2024, we collaborated with the Alzheimer’s Association to advocate for the NAPA Reauthorization Act (HR 619) and the Alzheimer’s Accountability and Investment Act (HR 620). We interviewed over 150 advocacy volunteers and 90 individuals living with early-stage Alzheimer’s, capturing their powerful stories through the Gather Voices platform. These video messages were shared with Members of Congress to highlight the importance of continued federal investment in Alzheimer’s research and care.” 2025-02-06 Spoke at the Legislative Action Commiee (LAC) of the Cupertino Chamber ● My presentation on Economic Development Reflection and Outlook . The video will be available soon at the Chamber LAC page . NOTE: Events aended from 2025-02-07 or later will be reported in the next report. Section 4: Information of Interest to My Constituents: (no update since the last report) 1. Builders’ Remedy (BR) Projects ★ The Planning Staff has completed the “determination of completeness” reviews for the 20739 Scofield Drive and Vista Heights projects. In both instances staff has determined that the application materials are incomplete , meaning the projects are no longer vested pursuant to Government Code Section 65941.1. The leers that have been transmied to the applicants are available on the City’s website here: ● Scofield: hps://www.cupertino.gov/scofield ● Vista Heights: hps://www.cupertino.gov/vistaheights ★ There is one more BR project that is still active: Dividend Homes at the northwest corner of Stevens Creek Blvd and De Anza. The project will replace the existing office building with town homes. ★ Status of all BR projects ★ The July 25, 2024 info memo, titled “ Scofield Drive SB330 Preliminary Application 4 333 pursuant to Builder’s Remedy ”, has information about what are BR projects and their review process. 2. License Plate Reader Camera - City-operated or personal ones ★ The Council has adopted the Automated License Plate Reader (ALPR) Camera program ( Resolution 24-094 ) in order to alert the police when a license plate with previous record is detected. Some cameras are placed at major roads entering Cupertnio. ★ The residents or businesses can connect your home or business surveillance camera with the Santa Clara County Sheriff's Office. The registration form is at the boom of this page . Section 5: Information Access Useful to My Constituents: 1. “Wrien Communication” for a City Council meeting: ○ When will an email sent to the City Council be included in the “Wrien Communication” file of a Council meeting? ○ From the City Clerk: ■ Emailed comments that are related to an agenda item and received following the agenda publication prior to or during the meeting will be posted to the City’s website. ■ Emailed comments related to non-agenda items and received following the agenda publication prior to or during the meeting will be posted upon request only if it is forwarded by a councilmember, to comply with the Muni Code. 3. Recordings of Commission Meetings: Starting in June, commission meetings will be recorded for viewing later, although no teleconferencing to allow remote participation. - Find the recordings here under each commission. 4. Information Memo posted on the City website: City Council Informational Memos are now available on the City website. The information can be accessed from the City website at cupertino.org/memos and the City Council page. You can also find the page by entering search terms “info memos” at the top of the website. ★ Anyone may use the eNotification signup to receive informational memo updates by email. ★ The info memos are now hosted in the digital archive as all other city records . ★ Click “+” to zoom in. ★ On a laptop: ○ To open the document as PDF, click on the Print icon and then click on “Download & Print”. The downloaded PDF will appear in a new tab for viewing. ○ This does not work on Safari browser on an iPhone. 5 334 ★ To copy and paste text, you must open it as PDF and then copy & paste from there. New memos posted, since last report: ● January-31-2025-Goal-Seing-Workshop-Preparation-Council-Revised-Top-10-Projects.pd f(PDF, 2MB) ● January-30-2025-Overview-of-Public-Records-Act-Requests-for-2024.pdf(PDF, 226KB) ● January-30-2025-Quarterly-Investment-Treasurer’s-Report for-December-2024(PDF, 4MB) ● January-30-2025-Monthly-Treasurer’s-Investment-Report-for-December-2024(PDF, 4MB) ● January-30-2025-Monthly-Treasurer’s-Report-for-December-2024(PDF, 308KB) ● January-17-2025-Overview-of-the-2020-Refinancing-of-Certificates-of-Participation.pdf(PD F, 2MB) ● January-17-2025-Special-Assessment-Districts-and-the-Automated-License-Plate-Readers. pdf(PDF, 22MB) ● January-17-2025-Status-of-the-Emergency-Operations-Center.pdf(PDF, 1MB) 4. How to Search an agenda item: A community member showed me a way to search for items on the past city meetings: ● Go to this page: hps://cupertino.legistar.com/Calendar.aspx ○ Make sure that “Calendar” is selected from the top row of tabs and the “List View” is selected from the boom row of tabs. ○ Enter the search term, such as “investment report”. Choose the year or select “All Years” (Last Activity Report in the February 4, 2025 Council Meeting Agenda .) 6 335 1 CITY COUNCILMEMBER REPORT Meeting: February 19, 2025 Reporting Councilmember: Councilmember J.R. Fruen Report Dates: 1/28/25 to 2/10/25 Item Date, Title, and Description: Event 1. January 30, 2025 – Cities Association of Santa Clara County JPA Board Meetings – I attended this meeting in my capacity as Second Vice-President of the CASCC JPA and Chair of the Legislative Action Committee. The Board received an overview of the JPA’s jurisdiction and purpose and conducted a discussion of focus areas to guide discussion and action for the year. Many of the items from 2024 appear likely to carry over into 2025, with the addition of an emphasis on emergency preparedness in light of the Los Angeles fires and on governance- related issues. Agenda materials are available here: Agenda and Packet, January 30, 2025 Board Meeting Event 2. February 3, 2025 – Cities Association of Santa Clara County JPA Executive Committee Meeting – I attended this meeting in my capacity as Second Vice-President of the CASCC JPA and Chair of the Legislative Action Committee. We discussed and ratified the agenda for upcoming meetings and examined broad themes for discussion and action in the coming year. Agenda materials are available here: Agenda and Packet, February 3, 3035 Executive Committee Meeting 336 1 CITY COUNCILMEMBER REPORT Meeting: February 19, 2025 Reporting Councilmember: Councilmember Sheila Mohan Report Dates: 1/28/25 to 2/10/25 Item Date, Title, and Description: 1/28/25 I participated in interviewing candidates for various City Commissions. The interviews were conducted over two evenings, and the Council interviewed 60 plus candidates. 2/1/25 In my capacity as Board member of the Santa Clara County Library District, I attended the Library Punch Bowl event at the district headquarters. There was a full morning agenda with featured speakers, including Silicon Valley Reads author, Ray Naylor. Library staff made presentations on new projects and programs initiated in city libraries during the year. 2/10/25 I was interviewed by students of the Monta Vista High School’s Future Business Leaders of America (FBLA) Club on a variety of issues, including the City’s role in fostering a successful business environment and the impact of city decisions on businesses and communities. 337 1 CITY COUNCILMEMBER REPORT Meeting: February 19, 2025 Reporting Councilmember: Vice Mayor Kitty Moore Report Dates: 12/18/24 to 2/10/25 Item Date, Title, and Description: December 18, 2024. Stevens Creek Boulevard Corridor Steering Committee. The Steering Committee received the Redlined Draft Vision Implementation Plan which will be coming to the Cupertino City Council for review in March/April. Steering Committee Meeting December 18, 2024 Agenda: https://www.cupertino.gov/files/assets/city/v/1/departments/documents/public- works/transportation/new-folder/steering-committee-meeting-agenda-december- 18-2024.pdf Steering Committee website: https://www.stevenscreekvision.com/ San Jose D1 Steering Committee webpage: https://www.sanjoseca.gov/your- government/departments-offices/mayor-and-city-council/district-1/planning-and- development/stevens-creek-corridor-steering-commitee Draft Vision Implementation Plan: https://www.stevenscreekvision.com/_files/ugd/e88970_49b886841ada4bbe88f433d 6ad27a8e9.pdf?utm_medium=email&_hsenc=p2ANqtz- _2WGVsJh3Dd01EDEJ4E0d4F3YSo06XRo39Dxq1IVG34n9lJN_XvjmCLyP55_oNgT sw5BSyGVcns3RYcnjOPXkzz_- skA&_hsmi=338492291&utm_content=338492291&utm_source=hs_email Redlined Draft Vision Implementation Plan: https://www.stevenscreekvision.com/_files/ugd/e88970_a1914503da324120b6a5d76 69fd7d164.pdf Draft September 6, 2024 Meeting Minutes: https://www.stevenscreekvision.com/_files/ugd/e88970_df234fa5bbff46bca6cefebba f8b2fbc.pdf 338 City Council Vice Mayor Moore Report 2 Draft May 23, 2024 Meeting Minutes: https://www.stevenscreekvision.com/_files/ugd/e88970_0b78e832e2414ba8bdd1765 4e3fa4f83.pdf January 16, 2025. VTA Policy Advisory Committee (VTA PAC) Meeting. Agenda packet: https://santaclaravta.iqm2.com/Citizens/FileOpen.aspx?Type=1&ID=4096&Inline=T rue VTA Ridership summary: January 17, 2025. Councilmember preparation meeting with staff. January 22, 2025. Special Meeting of the Cupertino City Council. Agenda may be accessed here: https://cupertino.legistar.com/DepartmentDetail.aspx?ID=22534&GUID=759DE527- 339 City Council Vice Mayor Moore Report 3 B7CF-4B4C-88AB-B83875AB732D&Mode=MainBody January 27, 2025. 1:1 w/City Manager. January 27, 2025. Cupertino Audit Committee meeting. Agenda packet may be accessed here: https://cupertino.legistar.com/View.ashx?M=PA&ID=1277862&GUID=9A0F0916- C40C-4D3F-87BF-2171AA17A21E The Internal FWA report was reviewed by the Committee and may be accessed here: https://cupertino.legistar.com/View.ashx?M=F&ID=13698033&GUID=0C94FE7B- 4429-4FB7-8B02-FD4008E83F06 January 27, 2025 and January 28, 2025. City Council Commission interviews and appointments. January 30, 2025. Santa Clara County Cities Association City Selection Committee and Board meeting. Meeting agendas may be accessed here: https://citiesassociation.org/meetings-2/ The committee began work on determining the work program at the January 30, 2025 meeting. February 3, 2025. Closed Session Cupertino City Council. February 4, 2025. Regular meeting of the Cupertino City Council. Agenda may be accessed here: https://cupertino.legistar.com/DepartmentDetail.aspx?ID=22534&GUID=759DE527- B7CF-4B4C-88AB-B83875AB732D&Mode=MainBody February 10, 2025. 1:1 with City Manager. 340