East Palo Alto City Council
May 16, 2023

9.1.a
Packet Pg. 199 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Q7
Why would you like to serve on the Rent Stabilization Board? I would like to serve on the rent stabilization board because I want to learn more about how legal systems work and give my opinion on such topics while taking input from community members.

9.1.a
Packet Pg. 200 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Q1
Name
Goolrukh Adi Vakil
Q2
Home Address
Q3
City
East Palo Alto
Q4
E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Board meetings
scheduled for the second Wednesday of every month at
7:00 pm?
Yes
#2

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9.1.a
Packet Pg. 201 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Q7
Why would you like to serve on the Rent Stabilization Board? As the oldest serving member on the Rent Stabilization Board at this time, I am well-versed with the workings of the Board. I am not afraid to give my opinion on issues even when I am the only one with that opinion. I study rent conflict issues extensively and impartially and I vote fairly, taking into consideration both tenant and landlord positions. I know the rent Ordinance, the parameters of a board's jurisdiction, and how to apply legislative requirements. Impartiality is the crux of voting on rent issues. I value my 16 years on the RSB and would be honored to serve the people of East Palo Alto again.

9.1.a
Packet Pg. 202 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Name
Katie Fantin
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Home Address
Q3
City
East Palo Alto
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E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Board meetings
scheduled for the second Wednesday of every month at
7:00 pm?
Yes
#3

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Collector: Web Link 1 (Web Link)
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9.1.a
Packet Pg. 203 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Q7
Why would you like to serve on the Rent Stabilization Board? I have lived in East Palo Alto for 25 years, first as a tenant, now as a homeowner and most recently as a landlord as I converted my garage into a legal ADU. I work for a community based organization whose mission is to end homelessness and through that work have talked to both tenants and landlords and tried to create positive relationship that are successful for both parties. I believe the combination of my personal experience in East Palo Alto and all the changes I have seen in this community,and my career give me a unique perspective on the needs of both tenants and landlords. I believe East Palo needs to provide equitable solutions to the complex housing crisis we face and I hope by serving on the rent stabilization board to bring a thoughtful perspective to the table , with a desire to ensure that our community maintains its wonderful diversity,and creates and sustains affordable long housing opportunities for our residents.

9.1.a
Packet Pg. 204 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Q1
Name
Gail Wilkerson
Q2
Home Address
Q3
City

E PALO ALTO
Q4
E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Board meetings
scheduled for the second Wednesday of every month at
7:00 pm?
Yes
#4

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9.1.a
Packet Pg. 205 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Rent Stabilization Board Application 2023
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Q7
Why would you like to serve on the Rent Stabilization Board? I have an extensive knowledge in Real Estate over 40yrs.

I want to Better my community the right way and not by what is popular for those that have NO knowledge of the Industry.

No bias's. No popularity Contest. No Politics.

9.1.a
Packet Pg. 206 Attachment: Rent Stabilization Board Application 2023 Redacted (2673 : Commission Appointments) Public Works & Transportation Commission Application 2023 1 / 4
Q1
Name
Julian Sierra
Q2
Home Address
Q3
City
East Palo Alto
Q4
E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the third Wednesday of every month at 5:30 pm?
Yes
#1

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9.1.b
Packet Pg. 207 Attachment: Public Works and Transportation Commission Applications 2023 Redacted (2673 : Commission Appointments) Public Works & Transportation Commission Application 2023 2 / 4
Q7
Why would you like to serve on the Public Works & Transportation Commission? I would like to serve in the public works commission because I want to learn more about how city processes work along with gaining input from community and giving my opinion on such topics.

9.1.b
Packet Pg. 208 Attachment: Public Works and Transportation Commission Applications 2023 Redacted (2673 : Commission Appointments) Public Works & Transportation Commission Application 2023 3 / 4
Q1
Name
Gail Wilkerson
Q2
Home Address
Q3
City

E PALO ALTO
Q4
E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the third Wednesday of every month at 5:30 pm?
Yes
#2

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Collector: Web Link 1 (Web Link)
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9.1.b
Packet Pg. 209 Attachment: Public Works and Transportation Commission Applications 2023 Redacted (2673 : Commission Appointments) Public Works & Transportation Commission Application 2023 4 / 4
Q7
Why would you like to serve on the Public Works & Transportation Commission? I see room for Improvements. I feel as though there is a need for someone with my valuable experience to be had. It traumatizes me to drive down Our streets seeing waste and Blight. I care and apparently there are some that are there just for the notoriety.

9.1.b
Packet Pg. 210 Attachment: Public Works and Transportation Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q1
Name
Julian Sierra
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Home Address
Q3
City
East Palo Alto
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E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#1

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Collector: Web Link 1 (Web Link)
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9.1.c
Packet Pg. 211 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? I would like to serve the planning because I want to learn more about how the legal system works, while taking input from the community and giving my opinion in such subjects.

9.1.c
Packet Pg. 212 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q1
Name
Javanni Brown-Austin
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Home Address
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City
East Palo Alto
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E-mail Address
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Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#2

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9.1.c
Packet Pg. 213 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? To continue the work, dialogue, and Evening out of the platinf field of an equity of land purchase, land use, and ownership in the city I LOVE of East Palo Alto. We must not forget as development and modernization of our city of the giants shoulders the soil we build on and the people who unapologetically stood for our incorporation as a city. In addition to change covid has created where partnership looks a lot different from the developer and our lamd. We must reevaluate office space. We must reevaluate labs as if they are a solution for the now. Where we reevaluate community benefits that are creative and makes sense and a long term solution for the residents of East Palo Alto alto jobs, resolution to hold by EPASD (as a current entity) of projects and guide when projects are approved. Let's continue the work

9.1.c
Packet Pg. 214 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q1
Name
Iliana Nicholas
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Home Address
Q3
City
East Palo Alto
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E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#3

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Collector: Web Link 1 (Web Link)
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9.1.c
Packet Pg. 215 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? The Planning Commission is a vital factor in shaping East Palo Alto's future. As an alternate member for the past two years, I regularly attend meetings to express my concerns and commitment, even though I cannot always vote. I have a Master's Degree in Urban and Regional Planning from San José University and work in the community, leading an accessory dwelling unit program and providing assistance to homeowners. I am involved in the Climate Change Community Team, recognizing the crucial role that housing, transportation, and land use have in the city. I strongly believe in community self-agency and determination, and consider myself a lifelong learner who is always willing to ask questions and collaborate.

9.1.c
Packet Pg. 216 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments)

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Packet Pg. 217 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? I would like to serve on the Planning Commission because I’m am a very active and vested community member of EPA. I already attend the City Council Meetings. I make my voice and concerns heard by not just complaining, but providing solutions to some of our biggest challenges that have faced EPA for decades: Infrastructure, Flooding, Air pollution and our water conditions. I will always ensure that the residents of EPA needs are always put first and that any and all projects are built with monetary value for EPA, and not just for developers. My plan is to hold developers accountable by making them contribute real community benefits (CB) that residents want and need and not what they considered to be CB regardless of the cost to them. EPA is prime real estate and it’s time that we start acting like it and stop selling our city short. Please appoint me to the Planning Commission, if you desire real change in EPA.

9.1.c
Packet Pg. 218 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments)

9.1.c
Packet Pg. 219 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission?

I HAVE BEEN A RESIDENT OF EAST PALO ALTO ALL MY LIFE AND I WOULD LIKE TO BRING MY SKILLS/TALENT AS A DIRECTOR OF OPERATIONS TO THE CITY THAT HAS HELP ME BECOME THE WOMAN I AM TODAY.

9.1.c
Packet Pg. 220 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q1
Name
Gail Wilkerson
Q2
Home Address
Q3
City

E PALO ALTO
Q4
E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#6

COMPLETE
Collector: Web Link 1 (Web Link)
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IP Address: 73.202.61.19

9.1.c
Packet Pg. 221 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? I know Real Estate for one thing. I have been Trained in ALL aspects of Real Estate since 1980. I know the "jargon" I've dealt with Real Estate Developers extensively. I want to make sure that The City is moving in the proper direction and to NOT given away the LAST of our 2.5 miles of remaining Land. I know "Urban Design" I have the utmost respect for the City and the direction we will go.

9.1.c
Packet Pg. 222 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q1
Name
Ciara hill
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Home Address
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City
East Palo Alto
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E-mail Address
Q5
Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#7

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Collector: Web Link 1 (Web Link)
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9.1.c
Packet Pg. 223 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? I'm studying Real estate development at school . I'm interested to understand the planning process for our city

9.1.c
Packet Pg. 224 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Name
Uriel Hernandez
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Home Address
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City
east palo alto
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E-mail Address
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Phone Number
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Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#8

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Collector: Web Link 1 (Web Link)
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9.1.c
Packet Pg. 225 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? I grew up in East Palo Alto and am deeply invested in the community. My experience having previously served on the Planning Commission and my background in architecture and municipal government could be beneficial.

9.1.c
Packet Pg. 226 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q1
Name
Alexander Sviridov
Q2
Home Address
Q3
City
East Palo Alto
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E-mail Address
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Phone Number
Q6
Are you available to attend regular Commission meetings scheduled for the second and fourth Monday's of every
month at 7:00 pm?
Yes
#9

COMPLETE
Collector: Web Link 1 (Web Link)
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Packet Pg. 227 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments) Planning Commission Application 2023
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Q7
Why would you like to serve on the Planning Commission? I would like to use my education in planning and urban development for the benefit of the local community of our city.

I have acquired an academic background in the field of Civil Engineering, with a focused emphasis on Urban Development and Planning. As a testament to my academic achievements, I was conferred a distinguished diploma, adorned with honors, surpassing the performance of over three hundred fellow students.

9.1.c
Packet Pg. 228 Attachment: Planning Commission Applications 2023 Redacted (2673 : Commission Appointments)

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: May 16, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Melvin E. Gaines, City Manager
Greg Henry, Senior Management Analyst
SUBJECT: Status Update on the Local Agency Formation Commission (LAFCo) Process and Results for Request for Qualifications (RFQ) for Sanitary Sewer Services Recommendation
Receive and file this report on the update of the LAFCo process for establishing East Palo Alto Sanitary District (EPASD) as a subsidiary district of the City Adopt a resolution.

Adopt a resolution:

1. Authorizing the City Manager to issue a request for proposals (RFP) from the qualified vendor list to provide sanitary sewer services should EPASD become a subsidiary district the City ; and

2. Approving a list of vendor(s) pre-qualified to submit a proposal in response to the Request for Proposals, with West Bay Sanitary District as the sole vendor on the list.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
• Promote Housing, Economic and Workforce Development
• Promote Health & Public Safety
Background
Status Update on the Local Agency Formation Commission (LAFCo) Process On October 18, 2022, the City Council approved an application requesting that the San Mateo Local Agency Formation Commission (LAFCo) conduct proceedings concerning the establishment of the East Palo Alto Sanitary District (EPASD) as a subsidiary district of the City (Attachment 3, Resolution 137-2022). This request was one of the recommendations in the LAFCo municipal service review and was the result of 15 public meetings held by the City and LAFCo, as well as four intergovernmental committee meetings held by the City and

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EPASD over a two-year period.

The application, prepared by the City’s contract engineering firm, Freyer & Laureta, Inc. (F&L), included a detailed plan for providing service, which outlined recommended system improvements, revenue and expenses, funding sources, and the impact on sewer service charges if the subsidiary district is established. F&L previously served as the EPASD contract engineer between February 2016 and January 2018 and based the plan for providing service and sewer service charges on publicly available information.

F&L presented the plan for service1 under Item 9.3 of the October 4, 2022 City Council meeting (link) which continued to the October 18, 2022 City Council Meeting (link), as Item 9.1.

As detailed in the October 18, 2022 staff report and in the City’s application to LAFCo, once approved by LAFCo, EPASD would continue as a going concern, except as a subsidiary district of the City. The City Council would serve as governing body but all EPASD’s funds, assets and liabilities would be segregated for the purpose of sanitary sewer service.

The City Council, as governing body, would set annual sewer service charges pursuant to Proposition 218. The sewer service charges proposed in the Plan for Service incorporate sewer service charges recommended in the EPASD 2019 Sewer Rate Study (Rate Study).

Despite this, EPASD had not raised rates as recommended in the Rate Study. The methodology for Connection fees and sewer service charges for new development are contained in Table 10 attached to the LAFCo application (link, page 39).

After the City submitted its application on December 9, 2022, LAFCo requested additional information/clarifications concerning the City’s application. The City responded to LAFCo’s requests on December 22, 2022 and March 23, 2023 (Attachment 2). LAFCo has recently informed City staff that the Commission will consider the City’s application at a noticed public meeting to be held on July 19, 2023.

According to LAFCo regulations, the notice of hearing must be published at least 21 days prior to the LAFCo hearing on July 19, 2023. The Executive Officer’s report with recommendations must be published at least five days prior to the LAFCo meeting. The City, EPASD and other interested parties will have an opportunity to comment on the Executive Officer’s report and application in writing and at the Commission hearing. At the hearing, the Commission has the discretion to approve the application, approve it with modifications or conditions, deny it, or continue the hearing for up to 70 days.

If approved (as is or with modification or conditions), the Executive Officer must schedule a noticed, public protest hearing at which written protests may be submitted by registered voters or landowners residing within EPASD boundaries. Protests must be written and follow specific guidelines to qualify.
• If more than 25% of the registered voters or 25% of the landowners owning 25% of the assessed value of land submit valid written protest, an election must be ordered. The election would be a simple up or down majority vote as to whether EPASD will become 1 Some adjustments in revenue and expenditures may be necessary. Adjustments could be based on subsequent financial decisions by EPASD, the details of fiscal health of EPASD, and status of infrastructure of which the City is not privy.

9.2 Packet Pg. 230
a subsidiary district of the City.
• If less than 25% of the registered voters and less than 25% of the landowners owning 25% of the assessed value of land submit valid written protests, LAFCo must order establishment of the subsidiary district.

Upon conclusion of the hearing, the Executive Officer has 30 days to determine the results of written protests.

Based on LAFCo’s scheduled hearing on July 19, 2023, it is estimated that if approved, the establishment of EPASD as a subsidiary district of the City could become effective within five months from the Commission’s hearing if there is less than 25% valid written protest, and up to 10 months if an election is required.

Sanitary Sewer Services
As noted above, LAFCo requested additional information/clarifications from the City’s application. One such request was that the City provide:

A general timeline for the initiation of sanitary sewer services overseen by the City, including the timing of when the City may seek proposals for contracting services for the subsidiary district. Provide information about the timing of when the City would start the contracting process and when a contract would be entered into.

A prerequisite to respond to this request is identifying eligible entities interested contracting with the City to provide sanitary sewer services if EPASD becomes a subsidiary district of the City. Thus, on February 7, 2023, the City Council directed staff to issue a Request for Qualifications (RFQ) to identify entities with capability and capacity to provide sanitary sewer services if EPASD becomes a subsidiary district of the City. The intended process following the RFQ was to then solicit specific proposals from the entities deemed most qualified to provide the services requested. At that point, staff would return to the Council with a recommendation on which entity the City should partner with if EPASD becomes a subsidiary district of the City.

On March 3, 2023 the RFQ was issued and on April 14, 2023, the City’s RFQ closed with only a single respondent, West Bay Sanitary District (West Bay).

Analysis
Though the City only had a single respondent, West Bay meets all the qualifications from the request. West Bay provides sanitary services of the type needed by the City for multiple other municipalities on the peninsula. In particular, West Bay provides contracted sewer services with the towns of Woodside and Los Altos Hills, both of which were listed references in the West Bay’s response. City staff and F&L met with the provided references and both municipalities reported they were happy with the services provided by West Bay.

Given that West Bay meets the conditions required by the City, staff recommends the City establish the pre-qualified list of proposer(s), with only a single entrant, West Bay. The next step is issuance of a Request for Proposals (RFP) from which West Bay could submit as the lone respondent. Staff are developing the RFP with F&L and, with City Council direction, will

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issue it shortly. It is important that the City continue through this process while LAFCo continues to consider if EPASD should become a subsidiary district of the City.

Fiscal Impact
There is no fiscal impact for the proposed action.

Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.

Environmental
The proposed action is exempt from the California Environmental Quality Act (CEQA) pursuant to Guideline Section 15320(b), Class 20 because establishment of the EPASD as a subsidiary district involves organization or reorganization of a local agency and would not alter the geographic area in which previously existing powers (sanitary sewer services) are exercised.

Attachments

1. Resolution Sanitary Services Request for Propsals

2. City of East Palo Alto LAFCo Comment Responses

3. Reso.137-2022

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Resolution No. XX-2023 1 of 2
RESOLUTION NO.– 2023

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF EAST PALO ALTO

ESTABLISHES A PRE-QUALIFIED LIST OF VENDORS VENDOR FOR SANITARY SEWER

SERVICES FOR THE SUBSEQUENT REQUEST FOR PROPOSALS WITH WEST BAY SANITARY DISTRICT AS THE SOLE VENDOR ON THE LIST; AND AUTHORIZES THE CITY MANAGER TO ISSUE A REQUEST FOR PROPOSALS FROM THE PRE-QUALIFIED LIST OF VENDORS.

WHEREAS, the City has requested that the San Mateo Local Agency Formation Commission (LAFCo) consider establishing the East Palo Alto Sanitary District (EPASD) as a subsidiary district to the City; and
WHEREAS, it is necessary for the City to be able to providing sanitary sewer services should EPASD be made a subsidiary district of the City; and
WHEREAS, on February 7, 2023, by motion, the City Council directed staff to issue a Request for Qualifications (RFQ) to identify entities who feel they can provide sanitary sewer services with the intention that those that meet the qualifications would be allowed to respond the subsequent Request for Proposals (RFP); and
WHEREAS, on March 3, 2023, the City issued the RFQ to identify entities who feel they can provide sanitary sewer services; and
WHEREAS, on April 14, 2023, the City’s RFQ closed with only a single respondent, West Bay Sanitary District (West Bay); and
WHEREAS, West Bay is a qualified respondent; and
WHEREAS, Section 2.84.170 of the East Palo Alto Municipal Code allows for the prequalification of vendors.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:

1. Finds the foregoing recitals true and correct and incorporated by reference into this action; and

2. Authorizing the City Manager to issue a request for proposals (RFP) from the qualified vendor list to provide sanitary sewer services should EPASD become a subsidiary district the City

3. Approving a list of vendor(s) pre-qualified to submit a proposal in response to the RFP, with West Bay Sanitary District as the sole vendor on the list.

9.2.a
Packet Pg. 233 Attachment: Resolution Sanitary Services Request for Propsals (2668 : LAFCo Update and RFP for Sanitary Services) Resolution No. XX-2023 2 of 2
PASSED AND ADOPTED this 16th day of May 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:

James Colin, City Clerk John D. Lê, City Attorney

9.2.a
Packet Pg. 234 Attachment: Resolution Sanitary Services Request for Propsals (2668 : LAFCo Update and RFP for Sanitary Services) ___________________________________________________________________ City of East Palo Alto Telephone Number: (650) 853-3116 EPA Government Center Confidential Fax Number: (650) 853-3111 2415 University Avenue
East Palo Alto, CA 94303-1164

OFFICE OF THE CITY MANAGER
Mr. Rob Bartoli
Executive Officer
San Mateo Local Agency Formation Commission
455 County Center, 2nd Floor
Redwood City, California 94063-1663
RE: Response to Comment Letter for LAFCo File No. 22-09 Proposed Establishment of the East Palo Alto Sanitary District as a Subsidiary District of the City of East Palo Alto
Dear Mr. Bartoli
The City of East Palo Alto (City) has received the Comment Letter from the San Mateo Local Agency Formation Commission (LAFCo) dated January 13, 2023 regarding the City’s proposal to establish the East Palo Alto Sanitary District (District) as a subsidiary district of the City. We have provided responses to each of the questions and comments identified in LAFCo’s letter and we have organized our responses by first presenting LAFCo’s question/comment followed by the City’s response.

Comment 1
Response 3b notes that the EPASD General Manager’s employment agreement ends on October 23, 2022. Please review the ending date of the contract and update if needed.

Response 1
The EPASD General Manager’s employment agreement amendment information was included with the published agenda for the October 6, 2022 Regular Board Meeting and the minutes from the October 6, 2022 Regular Board Meeting Minutes confirmed that Amendment No. 7 was approved. However, neither the October 6, 2022 Regular Board Meeting Minutes nor the amendment information presented as an attachment to the October 6, 2022 agenda included the ending date for the employment agreement.

Based on the limited publicly available information related to the General Manager’s employment agreement up to and including Amendment No. 7, the City understands that the employment agreement is renewed annually and Response 3b was intended to state that the employment agreement is believed to expire in October 2023.

9.2.b
Packet Pg. 235 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services) ___________________________________________________________________ 2 Comment 2
Regarding Response 3c, LAFCo would like the City to explore the creation of an advisory committee, or similar entity, to the governing board should the formation of a subsidiary district be approved by the Commission. The size and scope of the advisory commission can be determined by the City, but LAFCo would recommend the inclusion of at least one advisory position allocated to EPASD ratepayers who reside in the Menlo Park area of the district.

Response 2
The City concurs with LAFCo future advisory commission include at least one advisory position from an EPASD ratepayer that resides in Menlo Park. The City understands the importance of representation. Please let us know if LAFCo would like City staff to provide a proposal for the advisory commission or, as noted in Response 3c, if LAFCo will include a condition of approval the requirement of including at least one EPASD ratepayer who resides in Menlo Park to be part of the future advisory commission.

Comment 3
Response 3d states that the City would address the net pension liability of the District through pre-funding and long-term budget forecasting. The response also states that expenditures could be allocated for reserves. Please show the CalPERS pension costs in the proposed project budget of the subsidiary district that was prepared by Freyer & Laureta for FYs 2022-23 to 2026-27. These costs should also be shown in expense category tables as well (e.g. Table 7 of the Freyer & Laureta memo showing the estimated annual operating and maintenance expenses) or in a separate table showing pension liability and costs.

Response 3
Table 7 (Estimated Annual Operating & Maintenance Expenses) has been revised to incorporate the District reported Net Pension Liability as of June 30, 2021 in the amount of $1,858,898 that will be addressed through pre-funding approach using equal annual payments over a 20-year period. Note (5) has been added to Table 7 to document the proposed Salaries, Wages and Benefits amount includes the CalPers contribution for potential subsidiary district employees. All Table 7 revisions are shown in red text. In addition, Table 11 (Wastewater Enterprise Fund Cash Flow Projections) has been revised to incorporate the revisions made to Table 7. Both Table 7 Revision 1 and Table 11 Revision 1 are included as attachments to this letter.

Comment 4
Does the City have information regarding any existing surcharging with the EPASD system? Response 3g states that the 2015 EPASD Master Plan allowed for at least four feet of freeboard while preventing sanitary sewer overflows. Is the sewer system currently operating within this parameter?

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Packet Pg. 236 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services) ___________________________________________________________________ 3 Response 4
The City does not have any information on any existing surcharging within the EPASD system other than the General Manager report included with the Regular Board Meetings generally indicates that EPASD has not experienced any sanitary sewer overflows.

Finally, we are in receipt of the email you sent on February 16, 2023; you will receive our response to those questions next week.

Please contact me at (650) 853-3100 or [email protected] with any further questions.

Sincerely,
Patrick Heisinger
Assistant City Manager
Attachments
Table 7 (REVISION 1 – FEBRUARY 16, 2023) Estimated Annual Operating & Maintenance Expenses
Table 11 (REVISION 1 – FEBRUARY 16, 2023) Wastewater Enterprise Fund Cash Flow Projection

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Packet Pg. 237 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services) EPASD Consolidation Tables 2022-11-01 REV1 2023-02-16.xlsx/Table_7Rev1 Page 1 of 1 Freyer & Laureta, Inc.

Last Printed: 2/16/2023
Table 7 (REVISION 1 - FEBRUARY 16, 2023)
Estimated Annual Operating & Maintenance Expenses
Sanitary Sewer Capital Improvement and Operation Plan Development East Palo Alto, California
WBSD (1) 2022/23 2023/24 2024/25 2025/26 2026/27
Cost Escalation - - 3.0% 3.0% 3.0% 3.0%
Ratio of EPASD Pipe Mileage to WBSD (2) - 15.0% - - - - Proposed Operating & Maintenance Expenses (3)
Salaries, Wages, & Benefits (5) $ 6,600,000 $ 990,000 $ 1,020,000 $ 1,051,000 $ 1,083,000 $ 1,115,000 General Liability & Workers Comp Alloc $ 9,100,000 $ 1,365,000 $ 1,406,000 $ 1,448,000 $ 1,491,000 $ 1,536,000 Pre-Fund Existing EPASD Net Pension Liability (6) N/A $ 93,000 $ 93,000 $ 93,000 $ 93,000 $ 93,000 Total Operating & Maintenance Expenses $ 2,355,000 $ 2,426,000 $ 2,499,000 $ 2,574,000 $ 2,651,000 Notes
(1) To develop estimated annual operation and maintenance expenses excluding fees paid to City of Palo Alto, the WBSD Fiscal Year 2022/2023 budget dated June 2022 was used as the basis for costs. See Page 8 of the referenced WBSD budget document for the source of expenses presented above. (2) WBSD collection system includes over 200 miles of gravity pipes and the EPASD collection system includes over 30 miles of gravity pipes. (3) The estimated Fiscal Year 2022/2023 operating and maintenance expense for the EPASD collection system is calculated by multiplying the Ratio of EPASD Pipe Mileage by the WBSD expenses. All costs rounded to nearest $1,000. (4) An annual cost escalation is applied in each subsequent fiscal year following Fiscal Year 2022/23. (5) The Salaries, Wages, and Benefits presented include the contributions to CalPERS. The WBSD Fiscal Year 2022/2023 budget dated June 2022 indicates that CalPERS contributions account for five-percent of the total Salaries, Wages, and Benefits. (6) As of June 30, 2021, EPASD reported a net pension liability of $1,858,898 and the City proposes to utilize a pre-funding strategy to address the net pension liability with equal annual payments over a 20-year period. EPASD did report that in December 2021 a lump sum payment in the amount of $1,400,000 but there is not any publicly available information since June 30, 2021 to confirm the current net pension liability. To be conservative, the budget net pension liability reflected above is the June 30, 2021 reported liability.

Abbreviations
CalPERS: California Public Employees Retirement System
EPASD: East Palo Alto Sanitary District
WBSD: West Bay Sanitary District
References

1. Budget for Fiscal Year 2022/2023 prepared by WBSD dated June 8, 2022 can be accessed from the following link:
https://westbaysanitary.org/wp-content/uploads/2022/08/2022-23_Budget_Report_Approved-6-8-22.pdf

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Packet Pg. 238 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for EPASD Consolidation Tables 2022-11-01 REV1 2023-02-16.xlsx/Table_11Rev1 Page 1 of 2 Freyer & Laureta, Inc.

Last Printed: 2/16/2023
Table 11 (REVISION 1 - FEBRUARY 16, 2023)
Wastewater Enterprise Fund Cash Flow Projections
Sanitary Sewer Capital Improvement and Operation Plan Development East Palo Alto, California
2022/23 2023/24 2024/25 2025/26 2026/27
Overall Rate Adjustment 0% 5% 5% 5% 5%
Annual Sewer Charge (per EDU) (1) $690 $725 $761 $799 $839 Connection Fee (per EDU) (2) $6,060 $6,363 $6,681 $7,015 $7,366 Total New EDUs (3) - 33 709 555 -
Total EDUs (3) 4,443 4,476 5,186 5,741 5,741
Interest Earnings Rate 0.5% 0.5% 0.5% 0.5% 0.5%
Beginning Reserve Funds $17,380,000 $14,416,886 $11,696,069 $12,877,231 $13,641,008

REVENUES
Sewer Service Charges (4) $3,065,986 $3,243,224 $3,945,075 $4,585,641 $4,814,923 Connection Fees (5) $0 $210,244 $4,739,878 $3,893,440 $0 Property Taxes (6) $521,000 $536,630 $552,729 $569,311 $586,390 ERAF Rebate/Former RDAF (6) $300,000 $300,000 $300,000 $300,000 $300,000 Investment Earnings (7) $86,900 $72,084 $58,480 $64,386 $68,205 Total Revenues $3,973,886 $4,362,183 $9,596,162 $9,412,778 $5,769,518

EXPENSES
Operating & Maintenance
Salaries & Benefits (8) $990,000 $1,020,000 $1,051,000 $1,083,000 $1,115,000 General Liability & Workers Comp Alloc (8) $1,365,000 $1,406,000 $1,448,000 $1,491,000 $1,536,000 Pre-Fund Existing EPASD Net Pension Liability (8) $93,000 $93,000 $93,000 $93,000 $93,000 PARWQCP Wastewater Treatment (6) $2,435,000 $2,510,000 $2,591,000 $2,665,000 $2,496,000 Subtotal $4,883,000 $5,029,000 $5,183,000 $5,332,000 $5,240,000 Capital & Other Non-Operating
Sewer Rehab Improvements (9) $1,500,000 $1,500,000 $1,500,000 $1,500,000 $1,500,000 Capacity Assurance Improvements (10) $0 $0 $1,093,000 $1,093,000 $1,093,000 Subtotal $1,500,000 $1,500,000 $2,593,000 $2,593,000 $2,593,000 Debt Service
EPASD 2011 SRF Loan (6) $79,000 $79,000 $79,000 $79,000 $79,000 Share of Existing PARWQCP Debt (6) $203,000 $203,000 $128,000 $128,000 $128,000 Share of Projected PARWQCP Debt (6) $272,000 $272,000 $432,000 $517,000 $517,000 Subtotal $554,000 $554,000 $639,000 $724,000 $724,000
Total Expenses $6,937,000 $7,083,000 $8,415,000 $8,649,000 $8,557,000 Revenues Less Expenses ($2,963,114) ($2,720,817) $1,181,162 $763,778 ($2,787,482) Ending Reserve Fund $14,416,886 $11,696,069 $12,877,231 $13,641,008 $10,853,526 Notes are on Page 2 of 2.

9.2.b
Packet Pg. 239 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services) EPASD Consolidation Tables 2022-11-01 REV1 2023-02-16.xlsx/Table_11Rev1 Page 2 of 2 Freyer & Laureta, Inc.

Last Printed: 2/16/2023
Notes
(1) Proposed Annual Sewer Charge is shown as the proposed rate from Table 4 of the East Palo Alto Sanitary District 2019 Sewer Rate Study prepared by Bartle Wells Associates dated April 17, 2019. (2) Proposed Connection Fee matches EPASD current connection fee published on the EPASD web site under Forms & Permits.
(3) See Table 6 for the current number of EDUs and estimate for annual increase in EDUs. (4) Sewer Service Charges is calculated by multiplying Total EDUs by Annual Sewer Service Charge. (5) Connection Fees is calculated by multiplying Total New EDUs by Connection Fee. (6) Source of revenues and expenses is Table 4 of the East Palo Alto Sanitary District 2019 Sewer Rate Study prepared by Bartle Wells Associates dated April 17, 2019.
(7) Investment income is interest income on Beginning Fund Reserve. (8) Operating & Maintenance Expenses are presented in Table 7. (9) The City Sewer Rehab Improvement is an ongoing annual program to replace pipes that are found to be damaged or at the end of service life but not included Capacity Assurance Improvements or Developer Impact Capacity Improvements. (10) Capacity Assurance Improvements is an annual expenditure to implement the improvements identified in Table 2 over a 15 year period. The design and construction will be completed in phases beginning in Fiscal Year 2024/25 once new development begins to come on line.

Abbreviations
EDUs: Equivalent Dwelling Units
EPASD: East Palo Alto Sanitary District
PARWQCP: Palo Alto Regional Water Quality Control Plant References

1. East Palo Alto Sanitary District 2019 Sewer Rate Study prepared by Bartle Wells Associates dated April 17, 2019 can be accessed from the following link:
https://www.epasd.com/home/showpublisheddocument/3588/637116752736400000

2. EPASD current fees including connection fees can be accessed from the following link:
https://www.epasd.com/residents/forms-permits
Table 11 (REVISION 1 - FEBRUARY 16, 2023)
Wastewater Enterprise Fund Cash Flow Projections
Sanitary Sewer Capital Improvement and Operation Plan Development East Palo Alto, California

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Packet Pg. 244 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services) Request for Qualifications
(RFQ)

SANITARY SEWER SYSTEM OPERATIONS
March 3, 2023

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Packet Pg. 245 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services) Page i
Table of Contents
1 Introduction............................................................................................................... 1

1.1 City General Information and Governance......................................................... 1

1.2 Background and City Intention ........................................................................... 1 2 Scope of Work .......................................................................................................... 2 3 Proposal and Project Timeline and Contacts............................................................ 4

3.1 Key Dates........................................................................................................... 4

3.2 Contacts............................................................................................................. 4 4 Proposal Guidelines.................................................................................................. 4

4.1 General Guidelines ............................................................................................ 4

4.2 SOQ Sections .................................................................................................... 5

4.2.1 Letter of Transmittal..................................................................................... 6

4.2.2 Technical Response .................................................................................... 6

4.2.3 References .................................................................................................. 7

4.2.4 O&M Approach ............................................................................................ 7

4.2.5 Public Outreach Approach........................................................................... 7

4.3 Submission Requirements ................................................................................. 7

4.3.1 General Requirements................................................................................. 7 5 Evaluation Process and Selection Criteria ............................................................... 8

5.1 Evaluation Process ............................................................................................ 8

5.2 Evaluation Criteria.............................................................................................. 9 6 General Conditions .................................................................................................. 9

6.1 Non-Discrimination Requirement ..................................................................... 10

6.2 Indemnification................................................................................................. 10

6.3 Insurance ......................................................................................................... 10

6.4 Conditions of Proposal Acceptance ................................................................. 12

9.2.b
Packet Pg. 246 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

1 Introduction
The City of East Palo Alto (City) recently applied to the San Mateo Local Agency Formation Commission (LAFCo) to establish the East Palo Alto Sanitary District (EPASD) as a subsidiary district to the City. As part of the LAFCo application process, the City must demonstrate how it intends to provide operation and maintenance of the existing EPASD facilities should LAFCo approve the City’s subsidiary district application. The City has developed this Request for Qualifications for Sanitary Sewer System Operations and Maintenance Services (RFQ) to identify potentially qualified Contractors that may be invited to a separate, future Request for Proposal (RFP) process.

1.1 City General Information and Governance
The following sections provide general information regarding the City governance structure and financial reporting requirements:

The City of East Palo Alto, incorporated in 1983, is the newest city in San Mateo County in the San Francisco Bay Area, with a population of approximately 30,545 people. East Palo Alto is one of California’s most vibrant and diverse communities located in the San Francisco Peninsula and nestled within the heart of Silicon Valley. East Palo Alto is centrally located to international travel and is a central location to major neighboring tech companies and employers. Priding itself on its unique and multi- cultural community, East Palo Alto consists of youthful, diverse, and hard-working individuals.

The City of East Palo Alto operates under a Council/Manager form of government. Its mission is to provide responsive, respectful, and efficient public services to enhance the quality of life and safety for its multi-cultural community. The City’s fiscal year begins on July 1 and ends on June 30. City Hall is located at 2415 University Avenue, East Palo Alto, CA 94303.

1.2 Background and City Intention
EPASD currently provides wastewater collection service to portions of the communities of Menlo Park and East Palo Alto, both in San Mateo County. EPASD operates and maintains the collection system in accordance with the requirements of the State Water Resources Control Board, as administered through the Statewide SSO Waste Discharge Requirements and RWQCB Sewer System Management Plan guidelines.

EPASD’s service area is primarily residential with several commercial and industrial parcels. EPASD’s service area encompasses nearly 1.84 square miles. EPASD’s collection system is a gravity system with approximately 70 percent of the existing pipelines being six-inch (6-in) diameter. The larger collector lines range between 8-in diameter and 24-in diameter including a siphon beneath the San Francisquito Creek. A map showing the limits of EPASD service area and key collection system components is included as Attachment A to this RFQ.

All sanitary sewer flows are conveyed to the Palo Alto Regional Water Quality Control Plan (PARWQCP) where flows are treated and discharged to the San Francisco Bay.

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Packet Pg. 247 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

According to the existing agreement between City of Palo Alto (Palo Alto) and EPASD, EPASD has flow capacity rights to convey up to 3.06 million gallons per day (MGD) on an annual average flow (AAF) basis to the PARWQCP, which is equivalent to 7.64- percent of the total capacity. The agreement further indicates that Palo Alto will make available 2.9 MGD average dry weather flow (ADWF) capacity for EPASD’s utilization.

The City is seeking Statements of Qualifications (SOQs) from qualified firms capable of operating and maintaining the EPASD Sanitary Sewer Collection System in the event that the City is successful in establishing EPASD as a subsidiary district to the City. The scope of work to be performed includes full-service contract operations and maintenance (O&M) of all EPASD sanitary sewer facilities and equipment.

Full-service contract operations require the Contractor to be fully responsible for all aspects of facility management, operation, and maintenance of the EPASD sanitary sewer collection system gravity sewers and siphons. At this time, the City is only requesting potential contractors to demonstrate their qualifying experience. Once the City has identified the shortlisted consultants as part of this RFQ process, a separate RFP will be issued with the proposed scope of services, existing EPASD facilities information, and potential contract terms. The RFP process will be in line with the City’s Purchasing Ordinance, but, only those firms found to be qualified under this RFQ process will be allowed to participate.

The desired qualifications include but are not limited to a Contractor that has been in the business of providing O&M services for collection systems in the San Francisco Bay Area of similar in size and scope to the EPASD Sewer System, for at least 30 years.

The Contractor would have its own personnel and equipment to provide the O&M services required to operate the collection system.
2 Scope of Work
As noted earlier in this RFQ, the City is only requesting SOQs from potential contractors at this time. However, the City has developed the following potential Scope of Services for consideration by interested contractors when developing the SOQ so responders can demonstrate extensive and comprehensive experience with providing similar services for municipalities within the State of California.

Generally, the scope of services may include but not be limited to:
• Providing complete operations and maintenance services for the Sanitary Sewer Collection System, including all gravity sewer lines, siphons, and all other components of the EPASD Collection System to ensure a free-flowing system conveying all sanitary sewerage to the PARWQCP.
• Preparation of a written operations and maintenance plan detailing routine and non-routine operation and maintenance to be performed in accordance with the EPASD Sanitary Sewer Management Plan (SSMP), State Water Quality Control Board (SWQCB) Statewide General Waste Discharge Requirements (WDR),

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Packet Pg. 248 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

Order No. 2006- 0003-DWQ, existing agreement with Palo Alto, and applicable Laws and Regulations.
• Preparation and submittal of monthly operations reports in both electronic and hard copy format. Reports will include a description of all work performed within each month at each facility, metered flows, and anticipated or recommended repairs or upgrades to be made to any facility or equipment. Reports shall generally be submitted within 15 days after the end of each monthly period. • Preparation of an emergency operation plan for the system. • Contractor shall promptly report any deficiencies of the system to the City for required action.
• Contractor shall report any overflow violations to the City and the SWQCB during the life of the contract and will take all necessary corrective measures to resolve the cause of the problem.
• Contractor shall provide all labor, materials, tools, equipment, and supplies for correcting any maintenance and operational problems, and will be available during emergencies to resolve any occurrences requiring unanticipated emergency response.
• Provide an industry standard and regulatory requirements for cleaning and flushing program of all sanitary sewer lines. The details of which would depend on the condition of the sewer lines.
• Provide an industry standard and regulatory requirements for closed circuit television inspection (CCTV) program of the municipal sanitary sewer lines and manholes. The sanitary sewer lines that are CCTV inspected shall by PACP (National Association of Sewer Service Companies - Pipeline Assessment Certification Program) defect coded and manholes shall be MACP defect coded for planning and programming future repairs and modifications to facilities. • Provide design and/or construction improvements and/or major upgrades, for capital improvements and other specific tasks not otherwise included in the scope of work, as recommended by the Contractor and/or the City, and as authorized by the City.
• Provide Underground Service Alert (USA) mark out services of the EPASD sanitary sewer lines for 1) routine USA mark out notifications and 2) after hours emergency calls (4:30 pm – 8:30 am Monday through Fridays, and weekends, Saturdays and Sundays and Town observed holidays).
• Provide inspection services for sewer connections.
• Administer a Fats, Oils, and Grease (FOG) Compliance Program. • In collaboration with the City, develop and administer a public outreach program including but not limited to description of routine maintenance activities, new service application process, sanitary sewer lateral inspection requirements, and other key items that the Contractor may recommend based on experience with

9.2.b
Packet Pg. 249 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

operating similar sanitary sewer collection systems within a community similar to EPASD’s current customers.
• Manage customer service including billing, response to customer complaints, and outreach.
• Provide Capital planning support, including support the development of a master plan, develop annual capital improvement budgets, optimizing the capital improvement program, potentially develop construction drawings, review deliverables prepared by outside engineering consultants, and provide overall project management.
• Provide grant funding support including identifying potential grants, federal earmarks, and state loans. Support would include helping staff determine the best course of action in obtaining outside funding, prepare grant applications including development of supporting material, administer grant programs including all required reporting, and participate in meetings with potential grant funding agencies..
3 Proposal and Project Timeline and Contacts

3.1 Key Dates (Subject to Minor Modifications) 1
RFQ Issued March 3, 2023
Mandatory Pre-Submittal Conference March 17, 2023
Deadline for Respondents to Submit RFQ Questions March 24, 2023, 4 PM City to Respond to Submitted Questions via Addendum March 31, 2023 RFQ Due Date April 14, 2023, 4 PM
Interview of Top Candidates Late April
Review Panel Reviews all Submittals Early May
Return to City Council with Recommendations May 17, 2023

3.2 Contacts
Please forward any questions regarding the RFQ to Greg Henry, Senior Management Analyst, [email protected].

The deadline to submit questions for this RFQ is March 24, 2023 @ 4 PM. The City will issue an addendum to this RFQ no later than March 31, 2023, with all questions/answers that were submitted prior to the deadline. 4 Proposal Guidelines

4.1 General Guidelines
Failure to comply with the requirements set forth in this RFQ may result in disqualification. Submissions and/or modifications received after the hour and date 1 Any changes to the timeline will be documented via a published addendum.

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specified above will not be accepted. Submitted SOQs may be withdrawn at any time prior to the submission time specified in this RFQ, provided notification is received in writing before the submittal deadline. No handwritten notations or corrections will be allowed. The responding Contractor is solely responsible for all costs related to the preparation of the SOQ.

The City reserves the right to reject all SOQs and to waive any minor informalities or irregularities contained in any submission. Acceptance of any submission submitted pursuant to this RFQ shall not constitute any implied intent to enter into a contract.

During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarification from Contractors, or to allow corrections of errors or omissions. At the discretion of the City, Contractors submitting SOQs may be requested to make oral presentations as part of the evaluation process.

The City reserves the right to retain all SOQs submitted and to use any idea(s) in a SOQ regardless of whether that SOQ is selected. All SOQs, including any materials submitted as part of this RFQ process, are presumed to be public records and may be released pursuant to applicable law after a contract is fully executed with the City.

Contractors are therefore discouraged from submitting confidential or privileged (e.g., trade secret) information as the City may be required to produce such information without prior notice to the Contractor. Submission of a SOQ indicates acceptance by the Contractor of the conditions contained in the RFQ, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the Contractor selected.

Each proposal will adhere to the following order and content of sections. SOQs should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be on conforming to the RFQ instructions, responding to the RFQ requirements, and providing a complete and clear description of the offer. SOQs which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract may be rejected.

4.2 SOQ Sections
This section of the RFQ establishes standards of experience and financial capability that the City requires for a Contractor to be deemed qualified. SOQs from firms that do not meet the prescribed standards will be considered by the City to be nonresponsive.

The City, in its sole discretion, will decide if a Contractor meets the standards. Each firm must provide responses to the following requests for information honestly and completely. An incomplete or inaccurate response will preclude the firm from further consideration for work described in this RFQ.

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4.2.1 Letter of Transmittal
A signed letter of transmittal briefly stating the Contractor’s understanding of the work to be completed, the commitment to perform the work, and a statement why the Contractor believes itself to be the best qualified to perform the engagement. List all anticipated subcontractors, if any.

The letter shall make a declarative statement that the Contractor has reviewed all aspects of the RFQ and agrees with these documents. If the Contractor has concerns, those concerns shall be identified in the letter.

4.2.2 Technical Response
The SOQ will address all points outlined in this RFQ. The SOQ shall be prepared simply and economically, providing a straightforward, concise description of the Contractor's capabilities to satisfy the requirements of this RFQ. While additional data may be presented, the following subjects must be included and shall represent the criteria against which the proposal will be evaluated:

4.2.2.1 Qualifications and Experience
• Contractor must have been in the business of providing O&M services for collection systems within the San Francisco Bay Area similar in size and scope to the EPASD Sewer System, for at least 30 years.
• Experience with Capital Program Management for capital programs of at least $30 Million.
• Experience with grant application funding of at least $5 Million. • Contractor must currently be providing contract operations for at least two sanitary sewer collection systems. In order to be responsive to this requirement, Contractor must supply, at a minimum, the client name, contact, address, phone number and a description of the respective facilities’ size and complexities. Do not list any facilities operated by Contractor’s current or past employees while employed by firm(s) other than Contractor.
• Contractor must furnish the City Certificate(s) of Insurance for the following coverages.
o Comprehensive General Liability
o Property Damage & Bodily Injury Liability
o Automobile Liability
o Workman’s Compensation and Employees Liability
o Pollution Prevention Liability
o Professional Liability

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Packet Pg. 252 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

• Contractor must submit evidence of bonding capability in the annual contract amount.
• Contractor must have experience in the implementation of a Fats, Oils, and Grease (FOG) Program for wastewater collection systems. • Constructor must demonstrate approach to public outreach and communications to customers including general updates, project notifications, emergency notifications, and other key public communication strategies suggested by the Contractor.
• Any Sub-Consultant that the firm may intend to use for City projects must be preapproved first by the City. Should the firm propose to engage the services of a sub-consultant, provide the name/names, relevant experience and contact information for the persons who would be the primary and secondary contacts for this engagement and copies of their biographies/resumes. Provide a description of relevant work experience in years and level(s) of responsibility for each subconsultant who will perform the work proposed in this RFQ.

4.2.3 References
Provide the client’s name, contact, address, and phone number for at least two fullservice wastewater contract operations projects within the San Francisco Bay Area that the firm has operated during the last ten (10) years.

4.2.4 O&M Approach
Provide a written approach to provide the requested O&M services outlined in Section 2 focusing on how the Contractor’s experience with the similar systems will be applied to operation of the EPASD system. The City desires specific description of how the Contractor will collaborate with the City to perform the necessary O&M tasks, identify potential deficiencies, develop, and implement both capital improvements and emergency repair projects, and effectively communicate with the customers.

4.2.5 Public Outreach Approach
Provide a sample community outreach plan that includes stakeholder engagement, sample communication tools, and metrics for measuring engagement. Develop the framework of a community outreach plan that acknowledges the complexities with communicating with the existing EPASD customers that include residents of both the City and Menlo Park. Identify other key stakeholders including community members, ratepayers, government officials, non-profit organizations, and other key stakeholders.

4.3 Submission Requirements

4.3.1 General Requirements
All SOQs must be submitted in PDF format only via email to the attention of:

9.2.b
Packet Pg. 253 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

Greg Henry
Senior Management Analyst
City of East Palo Alto
[email protected]
The email submittal subject line will read: SOQ – Sanitary Sewer O&M Services. The PDF file tile should be:

CONTRACTOR NAME-SOQ-SANITARYSEWER_OM_SERVICES.

All SOQs should be limited to no more than 30 pages including titles, cover letters, resumes, and other information deemed necessary by the potential Contractor to demonstrate its experience.
5 Evaluation Process and Selection Criteria

5.1 Evaluation Process
The project’s core implementation team, comprised of City staff, will be responsible for the SOQ evaluations. This team, in accordance with the criteria listed below, will evaluate all SOQs received as specified. The City team members, in applying the major criteria to the proposals, may consider additional criteria beyond those listed.

The final selection of shortlisted Contractors will be the Contractor’s which, in the City’s opinion, is the most responsive and responsible, meets the City’s requirements in providing this service, and is in the City's best interest. The skill and ability of the entity performing the services is a key component of the selection criteria. Contractors will be objectively evaluated based on their responses to the project scope outlined in the RFQ.

The written SOQ should clearly demonstrate how the vendor could best satisfy the requirements of City.

The City maintains the sole and exclusive right to evaluate the merits of the SOQs received. The City will consider the ability, capacity, skill, character, integrity, reputation, judgment, and expertise in identifying the shortlisted Contractors.

The City will undertake the following evaluation process:
• The City will review and evaluate all submitted documents received in response to the RFQ.
• After the submittals are evaluated and ranked, the City, at its sole discretion, may elect to interview (including a demonstration of capabilities) one or more respondents. Please note that respondents may be asked to submit additional documentation. In addition, the City reserves the right to establish a shortlist of Contractors without conducting interviews.

9.2.b
Packet Pg. 254 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

5.2 Evaluation Criteria
Description Possible
Points
Capacity to Perform: Respondents shall demonstrate the capacity to provide the services described in the RFQ and to respond to the public, the City, and other stakeholders in a timely manner. Defined expectations for timeliness of service delivery and stakeholder communication should be outlined with the submittal. All respondents shall have at least: 1) 30-years’ experience providing sanitary sewer services, 2) extensive experience delivering capital improvement projects, and 3) a Bay Area presence that would ensure a smooth transition.
50 Community Outreach Strategy: All proposals will be evaluated on community outreach. Respondents must submit a detailed sample community outreach plan that includes stakeholder engagement ranging from community members, governmental/private organizations that are ratepayers/stakeholders in EPASD’s current service area, elected officials, etc. This includes specific outreach to the property owners/households who reside in Menlo Park but are part of the EPASD’s current service area.
30 Submission Quality: Proposal shall be well-organized, professionally communicated, and meet all RFQ specifications 20
Total Available Points 100

5.3 RFQ Process
At the completion of the RFQ process, staff will evaluate all proposals and bring the list of the qualified respondents to the City Council for consideration. In accordance with

2.84.170 - Prequalification of contractors for projects exceeding fifty thousand dollars, the City Council’s action will be to approve all eligible respondents to move forward with the process. At that time, the eligible respondents will be invited to submit a detailed proposal on how their entity would operate and maintain the EPASD Sanitary Sewer Collection System in the event that LAFCo approves the City’s subsidiary district application. Direction on what will be expected in the future proposal will be provided when the list of eligible respondents is created.
6 General Conditions
Contractors are advised to become familiar with all conditions, instructions, and specifications of this RFQ. By submitting a SOQ, Contractor represents and warrants that it has thoroughly examined and is familiar with work required under this RFQ, that

9.2.b
Packet Pg. 255 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

Contractor has conducted such additional investigation as it deems necessary and convenient, that Contractor is capable of providing the services requested by the City in a manner that meets the City’s objectives and specifications as outlined in this RFQ, and that Contractor has reviewed and inspected all materials submitted in response to this RFQ. Once the Contractor has been selected, a failure to have read the conditions, instructions, and specifications herein shall not be cause to alter the contract or for Contractor to request additional compensation.

6.1 Non-Discrimination Requirement
By submitting a proposal, the Contractor represents that it and its subsidiaries do not and will not discriminate against any employee or applicant for employment on the basis of race, religion, sex, color, national origin, sexual orientation, ancestry, marital status, physical condition, pregnancy or pregnancy-related conditions, political affiliations or opinion, age, or medical condition and will comply with the City of East Palo Alto’s Policy Against Discrimination, Harassment, and Retaliation adopted by the East Palo Alto City Council on December 21, 2004.

Contractor and its subsidiaries shall comply with all applicable federal, state, and local laws, rules and regulations regarding nondiscrimination and non-harassment in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, sexual orientation, medical condition, or physical handicap. Contractor agrees to abide by the City of East Palo Alto’s Policy Against Discrimination, Harassment, and Retaliation adopted by the East Palo Alto City Council on December 21, 2004.

6.2 Indemnification
Contractor shall indemnify, defend (with independent counsel approved by the City), and hold harmless the City, its officers, officials, directors, employees, agents, volunteers and affiliates and each of them from any and all claims, demands, causes of action, damages, costs, expenses, actual attorney’s fees, Contractor’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with Contractor’s operations, or any subcontractor’s operations, to be performed under this Agreement, for the fullest extent permitted by law, with the exception of the sole active negligence or willful misconduct of the City.

6.3 Insurance
Below are the City’s general insurance requirements. The City reserves the right to require additional insurance if required by the unique nature of a future agreement for Sanitary Sewer System Operations and Maintenance.
• Commercial General Liability Insurance: Contractor’s General Liability insurance shall include contractual liability coverage. Contractor shall take out and maintain during the life of this Agreement such Bodily Injury Liability and Property Damage Liability Insurance (Commercial General Liability Insurance) on an occurrence basis as shall protect it while performing work covered by this Agreement from

9.2.b
Packet Pg. 256 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

any and all claims for damages for bodily injury, including accidental death, as well as claims for property damage which may arise from the Contractor’s operations under this Agreement, whether such operations be by Contractor or by any sub-Contractor or by anyone directly or indirectly employed by either of them. Contractor shall provide the City with certificates of insurance and copies of additional insured and primary coverage endorsements evidencing the insurance coverage required by this Agreement.
• Automobile Liability Insurance: Contractor shall take out and maintain during the life of this Agreement such Automobile Liability Insurance. Contractor shall provide the City with certificates of insurance and copies of additional insured and primary coverage endorsements evidencing the insurance coverage required by this Agreement.
• Worker's Compensation and Employer's Liability Insurance: Contractor shall have in effect during the entire life of this Agreement Worker's Compensation and Employer's Liability Insurance providing full statutory coverage. In signing this Agreement, Contractor makes the following certification, required by Section 18161 of the California Labor Code: "I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of this Agreement". • Professional Liability Insurance: Contractor shall take out and maintain during the life of this Agreement a policy of professional liability insurance, protecting it against claims arising out of the acts, errors, or omissions of Contractor pursuant to this Agreement. The professional liability insurance is to be kept in force for not less than one (1) year after completion of services described herein. • Broader Insurance Coverage: If Contractor maintains broader coverage and/or higher limits than the City’s minimum requirements, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City’s own insurance shall be called upon to protect it as a named insured.
• Additional Insured Status: The City of East Palo Alto, its subsidiary agencies, directors, officers, employees, agents, independent contractors, and volunteers shall be named as additional insureds on any such policies of comprehensive general and automobile liability insurance.
• Primary and Non-Contributory Coverage: Except for professional liability and worker's compensation insurance, the policies shall also contain a provision that the insurance afforded to the City, its subsidiary agencies, and their directors, officers, employees, agents, independent contractors and volunteers based on additional insured status shall be primary and non-contributory insurance to the

9.2.b
Packet Pg. 257 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

full limits of liability of the policy, and that if the City, its subsidiary agencies and their directors, officers, employees, agents, independent contractors and volunteers have other insurance against a loss covered by a policy, such other insurance shall be excess insurance only.
• Verification of Coverage: Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause). All certificates and endorsements are to be received and approved by the City Attorney’s Office at least five days before Contractor commences work to be performed pursuant to the agreement.

6.4 Conditions of Proposal Acceptance
This RFQ does not commit the City to award a contract, to pay any costs incurred in the preparation of a SOQ in response to this RFQ, or to procure or contract for any services. The City reserves the right to: waive any minor irregularities or informalities contained within an RFQ, and/or reject any or all proposals received as a result of this request, and negotiate with any qualified contractor, or to cancel the RFQ in part or whole. All proposals and material submitted will become the property of the City and will not be deemed confidential or proprietary. The City reserves the right to award in whole or in part, by item or group of items, by section or geographic area, when such action serves the best interests of the City. The City and Contractor may agree to add additional areas to the contract by mutual agreement later. The City may elect to stop work at any time in the contract and will pay for work completed to that point on a time and material basis.

9.2.b
Packet Pg. 258 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

Attachment A
Service Area Map

9.2.b
Packet Pg. 259 Attachment: City of East Palo Alto LAFCo Comment Responses (2668 : LAFCo Update and RFP for Sanitary Services)

THAT THE LOCAL

A RESOLUTION
OF
AGENCY
OF
FO
THE
NO.

CITY
137- 2022
CO

COMMISSION TAKE PROCEEDINGS

TO ESTABLISH THE EAST PALO ALTO
PU

SANITARY DISTRICT SUBSIDIARY OF

CITY OF EAST PALO ALTO

NOW, THEREFORE, BE IT RESOVLED
A
THAT THE COUNCIL OF TY CITHE OF EAST SanitaryPALO
HEREBY approves the application and adopts this resolution, and the Local Agency Formation of
Commission of San Mateo County is hereby requested totake proceedings forthe establishment the East
p
Palo Alto subsidiary district • « . City of East Palo provisionsAlto tothe x
5 of •••
Resolution
No. 137- 2022 1 of 2

9.2.c
Packet Pg. 260 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) BE IT FUTHER RESOLVED that the City Council authorizes the City Manager to make any necessary amendments to the application and plan for service in the course of the LAFCo process.

BE IT FUTHER RESOLVED that the City Council authorizes the expenditure of up to $ 15,000 dollars for any processing costs.

PASSED AND ADOPTED this 18" day of October 2022, by the following vote:

AYES: Abrica, Gauthier, Lopez, Romero,
NOES:

ABSENT:

ABSTAIN: Wallace -Jones
ATTEST:

Ja olin, City Clerk
Ruben Abrica, Mayor
APPROVED AS TO FORM:

It - - Zj. 14- _. Af
IffValerie J. Arm ( to,' Interim City Attorney
Resolution No. 137- 2022 2 of 2

9.2.c
Packet Pg. 261 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services)

APPLICATION FOR A CHANGE OF ORGANIZATION, REORGANIZATION, OR OUTSIDE

SERVICE AGREEMENT

TO THE SAN MATEO LOCAL AGENCY FORMATION COMMISSION
A. GENERAL INFORMATION

1. Briefly describe the nature of the proposed change of organization, reorganization, or outside service agreement.

Establish East Palo Alto Sanitary District as a subsidiary district of the City of East Palo Alto

2. An application for a change of organization or reorganization may be submitted by individual in the form of a petition or by an affected public agency in the form of a certified resolution. This application is submitted by ( check one):

Landowners or registered voters, by petition
x , An affected public agency, by resolution
W
if this application ' is submitted by petition of landowners or registered voters in the affected territory, complete the petition form.)
The reason for the proposal is to transfer governance and operation of sanitary sewer serviGo, to the City of East Palo Alto in the form of a subsidiary district to provide for more efficient operation and coordinated planning of sewer service, infrastructure and capacity to accommodate planned growth and to improve transparency, accountability and environmental health to meet the current and future needs of all District ratepayers.

4. Does this application have 100% consent of landowners in the affected areaj Yes x No

5. Estimated acreage: 1. 84 square miles

1. List the name or names of all existing cities and special districts whose service area or service responsibility would be altered by the proposed change of organization or reorganization.

Establishing the EPASD as a subsry district of the City of East Palo Alto would riot alter' service area because EPASD would continue to exist as a subsidiary district of the City wit the City Council as governing body. I

9.2.c
Packet Pg. 262 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services)

2. List all changes to the pattern of delivery of local services to the affected area. For each service affected by the proposed change(s) of organization, list the present source of service state
it
none" if service is not now provided), the proposed source of service and the source of funding for construction of necessary facilities ( if any) and operation. Example is given on the first two lines of the space provided for your response. tow t

PRESENT

SOURCE I

PROPOSED
SOURCE
VID 1 11

CONSTRUCTION OPERATING
IIISanitary Sewefr-,East Palo Alto East Palo AltoDevelopment Fees, Sewer Service Fees Sanitary ISanitary District, Grants and Reserve and Property Tax District, an asubsidiary
Revenue Independent " district of the
Special City of East
Palo Distr ict ItoC.

PROJECT PROPOSAL INFORMATIgI

1. Please describe thegeneral
location oftheterritory which isthe subject ofthis proposal. Refer to major highways, roads and topographical features. The boundaries of theEast Palo Alto Sanitary District which include the City ofEast Palo Alt and a portion of the City of Menlo Park bounded by the East Palo Alto/Menlo Park Boundary San Francisquito Creek and Menalto Avenue. (Please see attached map) I

2. Describe the present land
use( s) in the subject territory. The City of East Palo Alto, which is 2.6square miles, is a mostly built out city, with the exception of open space, marshlands and vacant land in the Ravenswood Industrial area. Of the developed areas, residential uses are the most common land use in the City. Approximately % of the land are residential uses, with the majority being single family, along with asmaller percentage of multi -family uses. Commercial and office account for approximately six percent ofthe landarea. The greatest mix of uses occurs where residential neighborhoods are near University Avenue'
also
sretail uses, or near the Ravenswood 101 Shopping Center. There is arelatively significant amount of vacant land, primarily concentrated along Bay Road within the 350-acre Ravenswood Business District/ 4 Corners Transit Oriented Development Specc Plan ( RBD), where previously industrial businesses were located. Institutional uses, public facilities, and parks and recreational facilities account for approximately tenpercent of the land areas inthe City. 3. How are adjacent lands
used? North: Baylands, Open Space South:

Residential ( the cities of
Palo Alto and Menlo Park) East: Baylands, Open Space (including the City ofPalo Alto)

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Packet Pg. 263 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) West: Residential and Office Park ( including the city of Menlo Park and Facebook)

4. Will the proposed change of organization result in additional development? F so, how is the, subject territory to be developed?
The intent of establishing EPASD as a subsidiary district of the City is to allow development consistent with the City' s General Plan, Zoning Ordinance and Ravenswood Specific Plan.

The City has not been able to issue building permits without confirmation of capacity from the EPASD. Additionally, the City is also processing an update to the RBD Update to potentially allow between two to three million square feet of commercial use as well as up to 1600 residential units within the Specific Plan area. The update is scheduled to be heard by the City Council in mid- 2023.

5. What is the general plan designation of the subject territory? The entire city has the following General Plan designations, encompassing residential, mixed use, commercial, parks, industrial, public/institutional and open space categories: Low Density Residential ( 0- 12 units/ acre), Medium Density Residential ( 12. 1- 22 units/ acre), High Density Residential ( 22. 1- 43 units/ acre), Urban Residential ( 43. 1- 86 units/acre), Mixed Use Low, Mixed Use Corridor, Mixed Use High, Neighborhood Commercial, General Commercial, Office, General Industrial, Industrial Buffer, Parks/ Recreation/ Conservation, Resource Management and Public/ institutional.

The specific definitions of the General Plan designations can be found in the land use chapter of the City' s General Plan Vista 2035:
https:// www.cityofepa. org/ sites/default/files/fileattachments/ community_amp_economic — devel opment/page/2731/ epa_ gp_ chapter- 4—land—use—and—urban—design—final- 20180727172121 4683. pdf

6. What is the existing zoning designation of the subject territory? The entire city has the following Zoning designations: Residential Low Density ( R- LDj, Residential Medium Density ( R- MD), Residential High Density ( R- HD), Residential Urban High Density ( R- UHD), Mixed Use Corridor ( MUC), Mixed Use Low { MUL), Mixed Use High IVIUH), Commercial General (C-G}, Commercial Neighborhood ( C- N), Commercial Office ( CO) Public Onstitutional ( PI), Parks and Recreation ( PR), and Resource Management ( RIVI).

The City also has specific zoning designations within the RBD Specific Plan area. The districts include the following: 4 Corners, Bay Road Central, Ravenswood Employment Center, Industrial Transition, Waterfront Office, Urban Residential, University Village ( single family), Ravenswood Open Space, and Ravenswood Flex Overlay.

A definition of all these districts can be found in the City' s development code Chapter 18, Article 2, which is part of the City' s Municipal Code:
https:// library. municode. com/ ca/east—palo_ aIto/ codes/ code—of ordinances? nodeld= EAPAAL DECO2018EDCUORN009- 2020ADDE1 52020TIT1 8 D ECO—ART2ZOALUS DEST.

Definitions of the RBD zoning designations can be found in the land use section of the Specific Plan:
https:// www. cityofepa. org/ sites/ default/ files/ fileattachments/` community_ amp_ economic—devel opment/page/281 1/ land—use—section- 6. pdf.

9.2.c
Packet Pg. 264 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services)

7. What prezoning, environmental review or development approvals have already been obtained for development in the subject territory?
The entire City is governed by the General Plan Vista 2035, Development (Zoning) Code, and the RBD Specific Plan. Each of these had environmental clearances, including the program level environmental impact report ( EIR) for the General Plan and the RBD Specific Plan. The City is also in the process of preparing an update to the RBD Specific Plan, including its own programmatic EIR. The City anticipates the Specific Plan and EIR to go before the City Council for a decision in mid 2023.

The LAFCo application is exempt from the California Environmental Quality Act (CEQA) under Section 15320 of State CEQA Guidelines because it consists of establishment of a subsidiary district, which does not change the geographical area in which previously existing powers are excercised.
i Irlill IIIII III Iiiii lilip
Execution of a contract for operation of the sewer system with a private or public sewer entity.

I Does any portion of the subject territory contain any of the following -- agricultural preserves, sewer or other service moratorium or wetlands subject to the State Lands Commission jurisdiction?

10. If no specific development projects are associated with this proposal, will the proposal increI`se the potential for development of the property? If so, how? The proposal will accommodate development already approved by the City of East Palo Alto.

This proposal will accommodate approved development by increasing the capacity of the sanitary sewer system and providing much needed service for new land uses, including development proposed by residents. Many recently approved entitlements have not been able to proceed to building permits because will serve letters have not been issued by the EPASD. LAFCo will consider
the person signing this application as the proponent ofthe proposed action(s). Notice and other communications regarding this application ( including fee payment) will bt. iirected tothe proponent at: I" Ti AW 'mjM
X&11 O

9.2.c
Packet Pg. 265 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) Signature of Proponent
Applica blk.doc
10/ 6/ 2000}

9.2.c
Packet Pg. 266 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) A. AFFECTED PUBLIC AGENCIES
Please complete this section if this application if submitted by resolution of one or more affected public agencies. Certified copies of resolutions listed below must accompany this application.

The names and resolutions of agencies applying for the change of organization or reorganization described above are as follows:

FFECTED AGENCY ESOLUTION NO. DATE ADOPTED
City of East Palo Alto Ote

2. Does this application have 100 % consent of landowners in the affected area? Yes No x ( if Yes, include proof of consent.)
Enumerate and describe the services to be extended to the affected territory.

Wastewater collection pursuant to the Sanitary District Act ( California Health and Safety Code §6400 — 6982 by operating and maintaining the collection system via a private or public entity and sewage treatment via a contract with the City of Palo Alto for capacity at its Regional Water Quality Control Plant.

Describe the level and range of those services
The collection system would continue to be operated in accordance with Statewide SSO Waste Discharge Requirements and RWQCB Sewer System Management Plan guidelines. Operation and maintenance of the sanitary sewer collection system consisting of approximately 30 miles of gravity sewer lines, of which approximately 70 percent are 6 inches in diameter and the balance ranging from 8 to 24 inches in diameter. Operation will include replacement of deficient lines to serve existing customers and capital improvements to accommodate planned development.

The City engaged Freyer & Laureta ( F& L) to identify potential capital improvements to improve the overall reliability and resiliency of the existing sanitary sewer collection system; identify potential capacity improvements required to provide service for future development as approved by the City; develop an annual operation and maintenance budget for the sanitary sewer collection system including the expenses associated with wastewater treatment at the Palo Alto Regional Water Quality Control Plant PARWQCP); develop potential annual sanitary sewer service charge to support ongoing operation ofthe sanitary sewer collection system and Develop connection fee for new developments to receive sanitary sewer service. (Please see F&L Memo labeled Attachment #) Todevelop
an estimated annual operating and maintenance budget, F&Lreviewed the published Fiscal Year 2022/2023 budget from WBSD. Table 7
presents our methodology for
developing a budget for operating expenses for labor and other

9.2.c
Packet Pg. 267 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) overhead costs applying a ratio calculated by dividing the totaI miles of pipes within tht EPASD collection system by the total miles of pipe within the WBSD collection system.

In addition to the labor costs for operating the collection system, EPASD contributes the operating and capital costs for the PAWRQP as outlined in the existing agreement. In reviewing the East Palo Alto Sanitary District, 2019 Sewer Rate Study (Rate Study), F& L identified that the study include a summary of anticipated treatment operation, capital, and debt service costs'. The costs listed in the Rate Study were consistent with information that F& L found from a November 17, 2020 presentation to the City of Palo Alto Finance Committee.

Please see summary of the anticipated costs for PARWQCP treatment and capital improvements in Table 8.

3. Indicate when those services can feasibly be extended to the affected terri The City will contract with a private or public ento tity operate the system. The Contract will be negotiated tobegin on the effective date the district is established as a subsidiary district ofthe City. The application to LAFCo requests that the effective date be the first day of a fiscal period (month, quarter, year). 4.

Indicate any improvements or up -grading of infrastructure orfacilities such a structures, roads, sewer or water facilities, or other conditions tobe imposed orrequired within the affected territo[y. Describe indetail, the size, location, and capacity onew infrastructure that will be necessa[ yto provide service.. Establishing the District as a subsidiary district of the City in itself, does not require improvements.

The purpose of establishing the District asa subsidiary district isto implement improvements forboth public health and safety and to accommodate planned growth. The attached tables provide detail on planned improvements tocorrect system deficiencies for current customers and capital improvements toaccommodate planned development. These plans were prepared based on publicly available information.

EPASD is in the process of televising the sewer system. The outcome ofthe completed televising ofthe system will further inform these plans. F& L has developed asuggested list of capital improvements that match the improvements identified inthe 2015 Master Plan. Although we concur that performing the improvements suggested inthe 2021 Master Plan would provide additional contingency capacity when compared tothe 2015 Master Plan, the PWWF design condition isthe peak design event that will only occur for a short duration as described in the 2015 Master Plan. The improvements identified inthe 2015 Master Plan do allow for some portions ofthe collection and conveyance system to flowunder surcharge conditions (e.g., pressure flow) but the predicted HGL isatleast four - feet lower than the sanitary sewer manhole rimelevations. Table 1 lists
the pipe segments and Figure 1highlights the same pipe segments that are required to be upgraded to reduce the risk of SSOs during PWWF conditions. Table 2presents the Conceptual Opinion of Probable Project Cost toimplement the improvements listed in Table 1and highlighted on Figure 1F&Ldeveloped
a capital improvement plan that includes both the existing system capacity deficiencies and the development related capacity deficiencies as shown or

9.2.c
Packet Pg. 268 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) Figure 3. Figure 4 includes a suggested timeline to address the existing system capacity eficiencies as shown on Figure 4. The suggested timeline is intended to allow the existing system capacity deficiencies to be built over 15 years, which will allow for grant and low interest loan funding sources to be secured to fund the necessary improvements. The actual timeline toimplement the capacity assurance improvements mayneed to be adjusted based on proposed development approval, permitting, and construction process.

Because the
development related deficiencies willbeimplemented based onactual development approvals and construction, F&Lhas not identified a specific timeline to implement the development related deficiency improvements. Figure 5does present the anticipated developments over the next five years listed in Table 5 with the development related deficiency improvement to allow the City to begin understanding where improvements may be required prior to issuing final Cercates of Occupancies for anyofthe identified developments. The ultimate timeline to construct the capital improvements required to address development r related deficiencies willbe determined once the proposed development has paid itsconnection fees and provided afirm timeline for occupancy.

5. Describe financial
arrangements for construction andoperation ofservices extended tothe affected territoa ttach proposed operations budget if available). Willtheterrito[y be subject to any special taxes, charges or fees? (if so, please speci Establishing EPASID asa subsidiary district does not constitute an extension of servic rather atransfer of governance and service responsibilityothe Cityof East Palo Alto. The following details financial arrangements for operation and construction. IINe have summarized the anticipated costs for PARWQCP treatment and capital improvements in Table 8.

IT"

9.2.c
Packet Pg. 269 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) F& L reviewed existing information from the EPASD web site and identified that the current Annual Sewer Charge (ASC) is $ 600 per EDU3. The current ASC is consistent with the suggested ASC from the Rate Study for Fiscal Year 2019/20 but EPASD has not implemente, the recommend 5-percent annual increase thatwas included in the Rate Study4. F&L calculated a potential ASC based on the current estimated operating and capital costs that would be required to fund all expenses for one fiscal year with only partial contribution from the EPASD reserves. Table 9
provides a potential ASC that is more than the current EPASD published ASC but we do not recommend that the larger ASC be implemented in the near term.

We have presented the calculated ASC toconfirm that what the EPASD Rate Study that indicates itis a necessary annual rate increase to account for the projected annual increase in operating costs that will continue to be experienced in future years. Without implementing a regular annual ASC increase, there will be a shortfall between revenues and expenses that will need to be funded from current reserves. For purposes of developing the Plan, we Suggest that the ASC be established at $600 per EDU for Fiscal Year 2022/23 and then be increased by5-percent per year in accordance with therecommendations of the EPASID' s Rate Study. However, F&L does anticipate thatat some point in the future the ASC will be required to be raised to alevel similar to what is presented in Table 9 to ensure that there is adequate revenue to provide safe and reliable sanitary sewer service to all current and future customers while not diverting funds from reserves that can otherwise fund critical capital improvement projects. EPASD's
published connection fee5 is $6,060 although F&Lcould not find a study that outlined the methodology used todetermine the connection fee. F&L did develop a potential connection fee that considers: 050-
percent of capacity assurance improvements identified inTable 2 will be a benefit to new development because byimplementing the recommend projects provides a more reliable and resilient system for existing customers but also creates additional capacity forthe benefit of new 00-
development.
percent of
0 development
1 related capacity deficiencies identified inTable 4. 0 Buy - in cost of $5 million p er 1.0 MGD of treatment capacity toreflect developers paybackofexisting PAWRQCP capacity that is available for new development. 0 Application review fee. Table 10
presents the calculation methodology todevelop a potential Connection Fee, which is 61100. Because the potential Connection Fee presented in Table 10 is similar to the current publish EPASD connection fee, wesuggest that theconnection fee bekept at $6,060 for the first year and then increased by5-percent per year similar to the ASC. However aregular review of the connection fee should becompleted toensure that connection feereflects actual costs incurred to accommodate City approved development. zx rAs
final a
step in developing the Plan, F&L evaluated the year over year cash flow foroperations and improvements of the sanitary sewer collection system. Table 11 presents Fa/FL'scash flow project for
five fiscal
years beginning with Fiscal Year 2022/ 23. The cash flow analysis includes the following key items:

9.2.c
Packet Pg. 270 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) r
Aft, Ah AM: A& Am
AM ft Alk
Ior each fiscal,,,,ear Y I the project expenses and projected revenues are calculated and presented. If expenses in a given fiscal year are greater than the project revenues, the Reserve Funds are used to balance the expenses and revenues.

By utilg portions of the existing Resery Ie
Funds
each fiscal year, the existing customers contributions tothe reserves over the years is utilized to fund the existing customers' 50- percent share of the Capacity Assurance Improvements identified inTable 2. The primary purpose of holding collected ASC and connection fees over several years is to allow for an agency to develop sufficient available funds toimplement capital improvement projects. Therefore, beginning todraw from reserves to fund the existing customers' portion of the recommended annual capital improvement program and capacity assurance capital improvement program that is forthe benefit of the existing customers. At the end of the five- year evaluation period, the projected Reserve Fund balance is equal to the annual operating and debt service costs. Because EPASID receives its revenue payments twice per yearas part of the property tax collection, sufficient reserves to fund atleast six months of operation is suggested. The cash flow evaluation presented in Table 11 maintains a minimum of 12-months of Reserve Funds for each given fiscal year. The cash flow review above will be impacted by the actual beginning balance of EPASID Reserve Funds. If additional information on the actual Reserve Fund balance becomes available, the cash flow analysis will be updated. 6. In as much
detail as reguired tea clear explanation, e lain why this prop sal is necessa[ y at this time.

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Packet Pg. 271 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services) Since incorporation in 1983, the City has struggled to achieve economic growth and financial sustainability, especially in comparison to other nearby communities. To address this, the City' s leadership has organized around actions that strengthen the City' s economic profile, with the ultimate goal of improving the lives and enhancing the well- being of East Palo Alto residents. To that end, the City became successor to the Ravenswood Lighting and Drainage Maintenance Districts in 2005 and the East Palo Alto County Waterworks District in 2001. Most recently the City successfully negotiated a water rights transfer agreement with the City of Mountain View to provide adequate water supply to support the City' s future development objectives. Establishing the EPASD as a subsidiary district of the City, an alternative supported by the LAFCo MSR and State policies favoring multi -purpose government over single purpose government in urban areas, would further these efforts and make the City whole as a land use agency and utility provider.

The Draft MSR provides an accurate account of the inability of the East Palo Alto Sanitary District to meet the needs of existing District ratepayers by failing to implement a Capital Improvement Plan ( CIP) to replace and upsize pipe aging pipe sections to eliminate surcharges and sanitary sewer overflows ( SSOs) that pose a health and safety risk to current rate payers and residents. Additionally, current residents are unable to obtain " will service letters" for accessory dwelling units permitted by State law and the City' s General Plan.

Aew development that is obstructed due to failure to implement a Capital Improvement Plan •(CIP) includes a variety of projects that are criticalto meet the City' saffordable housing andeconomic developme6 tgoals, employment opportunities and provide for essential services including ahealth 'clinic and job training center. The City is
well positioned to contract with a private or public sanitary sewer entity for operation and maintenance of the sewer system that serves the majority of the City. The City also has a successful record in obtaining grant funding that will be of benefit to sewer rate payers.

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Packet Pg. 272 Attachment: Reso.137-2022 (2668 : LAFCo Update and RFP for Sanitary Services)

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: May 16, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Maurice Baker, Acting Community Services Manager
Melvin E. Gaines, City Manager
SUBJECT: 2023 Transient Occupancy Tax Grants Update
Recommendation
By motion, approve the list of individuals selected to serve on the Community Grants Review Panel.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:

Priority No. 7: Enhance Community Services and Parks for Residents Background
Chapter 3.68 of the Municipal Code, the uniform transient occupancy tax (TOT ordinance), establishes the imposition of a 12 percent tax on hotel rents for transient stays. Hotels are broadly defined and include hotels, motels, lodging houses, apartment houses, dormitory and other similar structures occupied by transients for dwelling, lodging or sleeping purposes.

Transient stays are defined as stays for 30 or fewer consecutive days. In 2002, East Palo Alto voters modified the TOT ordinance requiring dedication of 10 percent of TOT revenue to affordable housing and 10 percent to children, youth and family services, including senior citizens (CYFS).

According to the Municipal Code Section 3.68.150, CYFS revenues can only be used to:

Support comprehensive, integrated, and community-based systems of services and support systems for children, youth, and their families and senior citizens to promote individual and community health, recreation, and cultural arts, and;
Exclusively to fund grants or loans to nonprofit service providers headquartered in East Palo Alto OR for which a majority of clients served are East Palo Alto residents.

9.3 Packet Pg. 273
The City initiated the 2023 CYFS funding cycle in January, launching the TOT Small Grants Process as follows:

January 6, 2023: Notice of Funding Availability (NOFA) issued for Transient Occupancy Tax (TOT) and Summer Park Activation proposals.

January 26, 2023: Mandatory Informational Session(s) held virtually with 28 individuals. The City requires organizations that seek CYFS funding to attend a mandatory information session to be eligible for funds. In recent years, staff has seen a decline in the number of organizations that attend the information sessions. Previous funding rounds have seen 30-40 attendees at these sessions, this year, only 28 people attended.

February 24, 2023: All applications were submitted with supporting documentation to City of East Palo Alto staff.

March 20, 2023: Staff reviewed 11 proposals.

May 2023: If approved, the Community Grants Review Panel will initiate review of the applications and make funding recommendations.

June or July 2023: The City Council will make final funding decisions.

Community Grants Review Panel
In Spring 2014, the City Council adopted a policy to use a Community Grants Review Panel (CGRP) comprised of East Palo Alto residents, business owners, and industry experts to review and rank applicants. Below (Chart 2) is a list of CGRP members who were most recently involved in the process.

Chart #1- 2019 Community Grants Review Panel Representatives TOT CGRP Organizations Category
Mika Barrett Four Seasons Hotel Large Business
Debra Mendoza D. Mendoza Consulting Small Business
Marcia Perez Perez Immigration Law Resident
Jose Santos The Grove Foundation Expert
James T. Turner Above All Insurance Resident
This year, the recommended Community Grants Review Panel is:

Chart #2 - 2023 Recommended Community Grants Review Panel TOT CGRP Organizations Category
Michelle Goudeaux Columbia Property Trust Large Business

9.3 Packet Pg. 274
Debra Turner Above All Insurance Small Business
Marcia Perez Perez Immigration Law Resident
Sarahi Espinoza-Salamanca Sobrato Organization Expert
Q. Smith EPA Resident Resident
Analysis
The proposed Community Grants Review Panel is comprised of local residents, small business owners, large business owners, philanthropic experts, and some individuals who fit multiple categories. Staff believes that this panel is qualified to assess proposal and make suitable funding recommendations to the City Council.

Proposals Received
This January, at Council’s request, staff issued a combined Notice of Funding Availability (NOFA) for Community Services funding opportunities which included Summer Park Activation and TOT. The mandatory information sessions for TOT were attended by 28 individuals representing 24 unique organizations across East Palo Alto that matched the criteria. From this number, 11 organizations submitted applications. Two of these organizations, Step It Up Dance and Live in Peace, have already been approved to receive funding for 2023 Summer Park Activation.

The organizations that applied for TOT funding represent a diverse range of activities and programs that could benefit a wider audience of East Palo Alto residents. Below is the list of organizations and a brief description of their proposed activities.

Chart #3 - 2023 TOT Funding Requests
Organization Requested
Amount
Proposed Programming
Lewis & Joan Platt YMCA $16,000.00 Host a full STEAM Ahead program that is tuition-free (Science, Technology,
Engineering, Arts and Math
Step It Up Dance $16,000.00 Host a fully in person Dance class for youth ages 3-16 in partnership with EPACenter
Arts
St. Mark $16,000.00 Conduct Friday Night Vibez Poetry event Retraining the Village $16,000.00 Two Food, Family, Fun Community engagements that will support formerly
incarcerated
Oynxx Village $16,000.00 Distributing meals to homeless and lowincome children, youth, families, and seniors
Mannakin Theater & Dance $16,000.00 Ballet and Mexican Folklorico dance instruction for youth
Live in Peace $16,000.00 After school and Academic Support plus Crisis Intervention that runs year-round
Hope Horizon $16,000.00 Host a Summer Camp from June 20-July 28 for youth
Fresh Approach $16,000.00 Alleviate food insecurity and increase awareness of and access to nutrition
education

9.3 Packet Pg. 275
EPACenter for the Arts $16,000.00 Summer Arts Enrichment program for a total of 120 hours at six weeks
East Palo Alto Greyhounds $16,000.00 Host a full STEAM Ahead program that is tuition-free (Science, Technology,
Engineering, Arts and Math
Staff recommends that the proposed Community Grants Review Panel consider all 11 proposals. The CGRP should also make a recommendation to the Council whether the two organizations that already are set to receive Summer Park Activation funds should be eligible for additional funds. Staff will return to the Council with the CGRP’s funding recommendations in June or July 2023, and the Council will make the final funding decision.

Fiscal Impact
There are no fiscal impacts to approve this panel at this time. Staff will return to Council with requests to fund organizations that are recommended from the CYFS TOT funding source. It is important to note that the CYSF TOT fund currently holds approximately $1.1 million in fund balance.

Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue in East Palo Alto, CA.

Environmental
The proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.

Attachments

1. 2023 Informational Session Attendees

2. 2023 TOT Proposals

3. NOFA for Community Services Funding (Final)

4. MeasCTOTAwardeeListAsOf2.2019

9.3 Packet Pg. 276
10:00AM First Name Midddle Name Last Name Email
Yahsmeen Abdusami Oakley [email protected]
Fiani Johnson [email protected]
Josette Langevine [email protected]
Natessa Martinez [email protected]
Paris Sims [email protected]
Marco Recinos [email protected]
Elizabeth Wells [email protected]
Cheryl Stephenson [email protected]
Halley Crumb [email protected]
Muisi-kongo Malonga [email protected]
Gabriela Acuna [email protected]
Juakela McConnell [email protected]
Christian Sbraga [email protected]
Sean Ripley [email protected]
Eric Stuart [email protected]
Jerry Chang [email protected]
Jeffrey Austin [email protected]
1:30PM
Deborah Lewis-Virges [email protected]
Nathan Cottam [email protected]
Satia Frazier-North [email protected]
Keisha Evans [email protected]
Jose Sanchez [email protected]
Ayodele Kinchen [email protected]
Pearlie Young-Rainer [email protected]
Thandiwe Lyons [email protected]
Elias Berbari [email protected]
Juakela McConnell
Saliah Radney [email protected]
Laura Gross [email protected]
Jeffrey Austin

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Packet Pg. 277 Attachment: 2023 Informational Session Attendees (2670 : 2023 Transient Occupancy Tax Grants Update)

EPACENTER
2023 TOT SMALL GRANT PROPOSAL

CITY OF EAST PALO ALTO
Organizational Mission
EPACENTER’s mission is to increase opportunities for youth to discover and amplify their talents, realize their potential, and impact the world through creative expression. Offering free, year-round arts education classes for youth ages 6-18, paid job training in high-wage creative fields for young adults ages 18-25, and socio-emotional wellness programs that focus on physical, emotional and nutritional health, EPACENTER envisions a future where all young people in EPA can become innovators.

Organizational History
EPACENTER owes its existence to the youth of East Palo Alto (EPA).

From 2010-2017, with funding from the John and Marcia Goldman Foundation (JMGF) and with the guidance of researchers at the Gardner Center for Youth and their Communities at Stanford, EPA youth used a community-research process to document the lack of comprehensive creative development programs in EPA. Students established the need for the arts ed in EPA as well as a dedicated space for this purpose. They chose the types of programs that were most preferred by the community and EPACENTER launched these free arts education programs in 2018. Youth also selected a site for the EPACENTER building and worked with the facility’s architect on the building’s design. JMGF then purchased an empty parcel of land and paid for the construction of the building.

The new, LEED Platinum-certified, 25,000-square-foot youth development facility opened in early 2022. The building includes visual, dance and recording studios, a maker space, digital media labs, music practice rooms, a black box theater and an outdoor amphitheater.

In response to the pandemic, the next generation of youth who served on the organization’s youth advisory council noted how their lives had been affected by the public health crisis and said that health disparities, racial injustice, and economic turmoil were affecting them more than ever. They asked EPACENTER to remain focused on creativity while addressing their economic challenges and mental health. Consequently, the organization added internships in high-wage creative fields and wellness programs to its offerings.

Since youth in the community—over 150—had been deeply engaged in shaping so many aspects of EPACENTER as an organization, the natural progression was to add youth to EPACENTER’s Board of Directors. In September 2022, EPACENTER named two former Youth Action Committee members to its Board. Lastly, EPACENTER students and parents serve on the organization’s two advisory committees.

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Packet Pg. 278 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Project Proposal
EPACENTER respectfully requests $16,000 in support from the City of East Palo Alto for the EPACENTER 2023 Summer Arts Enrichment (SAE) Program. The 2023 SAE Program will provide free classes in the arts to up to 80 EPA youth, ranging in age from 6-10. Classes will take at EPACENTER in East Palo Alto every weekday for six weeks for four hours per day, providing a total of 120 hours of instruction to youth in East Palo Alto. Each participant will enroll in 4 one hour-long classes per day in visual art, dance, music, design, film, or photography, taught by professional artists who will be assisted in class by counselors. Students will be able to choose from the following list of classes:
• Animation: Animation, Illustration, Cartooning, Stop Motion Animation, or 2-D Animation • Dance: Hip Hop, Ballet, African Dance, or Lyrical dance • Visual Arts: Painting, Drawing, Sculpture Arts & Crafts, or Jewelry-Making • Music: Piano, Drumming, Violin, Choir, Guitar, Ukulele, or Music Production • Digital Media: Photography or Digital Drawing
The curriculum for each artistic discipline will align with California Arts Standards for Public Schools, Pre-kindergarten Through Grade Five, in dance, music, theater, digital media, and visual arts. The curricula will provide beginning level instruction and advances with each class, resulting in the cumulative acquisition and application of skills and knowledge for each age group. Classes will be responsive to the developmental needs of different learners and allow for different proficiency levels. Every student will participate, with a goal of helping each student achieve their highest level of accomplishment. Class content will be culturally-relevant and culturally responsive, with teaching and instructional practices that include a variety of cultures and ethnicities, and are free from bias in the portrayal of ethnic groups, gender, age, cultures, religion, and people with disabilities. Classes will often be taught in English and Spanish, which benefits English Language Learners. Classroom assistants will assist teachers in the classroom to provide extra support for students with disabilities.

The program will serve East Palo Alto youth, ages 5-10, who either qualify for free/reduced lunch at school, live in a household that qualifies for Medi-Cal, CalFresh, or CalWorks during the current academic year in which the child is registered, or live in a low-income household as defined by 2022 San Mateo County Income Limits. Documentation of an applicant's ability to meet these eligibility criteria will be required.

To recruit participants for the program, staff will visit local schools and community organizations, distribute mailings, post on social media, send out flyers via the City of East Palo Alto newsletter, and meet one-on-one with families, with all written communications being distributed in multiple languages and one-on-one meetings taking place in the language of each attending family. Parent tours will also be conducted of the 25000 sq. foot EPACENTER facility.

The goal of the SAE program is to broaden EPA youth’s 21st Century Learning Skills and high-wage career prospects. Indicators of success for the achievement of this goal include the % increase in youth participants’ 21st Century Learning Skills: 1.) % increase in creativity; 2.) % increase in ability to persevere through obstacles; 3.) % increase in ability to collaborate with others; 4.) % increase in ability to work effectively with others as part of a team to achieve a group goal. Pre- and postprogram self-assessment surveys will be distributed to students to determine the program’s impact on these areas.

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Packet Pg. 279 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Fresh Approach
Connecting vulnerable and low-income residents with healthy food options in East Palo Alto.

Project Service Category: Seniors - providing affordable access to healthy, culturally appropriate food and nutrition education for seniors and families; Leadership Development - offering paid internship opportunities at the East Palo Alto (EPA) Community Farmers’ Market; After School/Academic Support - ensuring EPA’s youth has nutritious food to promote academic achievement and internship opportunties.

Mission: Fresh Approach’s mission is to connect communities with healthy food from California farmers and expand knowledge about food and nutrition. This project supports the mission by connecting low-income EPA households with locally grown, culturally appropriate food, enhancing health outcomes for entire families. It also creates resource-sharing and educational opportunities to learn about nutrition.

Youth Academic Achievement: Studies indicate that nutritional deficiencies can impact cognitive outcomes in school-aged children, and healthier meals can improve academic outcomes (Anderson et al., 2018; Sorhaindo & Feinstein, 2006). Nutrition incentive interventions can positively impact health and local economic growth (Nugent et al. 2021), which can in open up opportunities for reinvestment in education and after-school programs. Fresh Approach manages the EPA Community Farmers’ Market, and 80% of low-income shoppers at the market have school-age children (~2.4 children/household). In 2022, Fresh Approach distributed over $50,000 in dollar-for-dollar matching incentives to low-income families to spend on fresh fruit and vegetables. By doubling their purchasing power, we are ensuring that fresh, healthy food is not just reaching the 1,000+ unique shoppers, but their children as well.

Supportive Community Environment: In the wake of the socioeconomic impacts of both the pandemic and inflation, the EPA Community Farmers’ Market offers a space that reinforces healthy behaviors and community connections within the city by reducing barriers for families and seniors to access high quality food and nutrition education. Our community partners in EPA include The Primary School, Nuestra Casa, Mannakin Theater & Dance, Boys and Girls Club, College Track, the Ravenswood Family Health Center, and the EPACENTER, and we look forward to exploring new partnerships in the coming year. In addition to supporting low-income families and seniors with incentives, Fresh Approach will host cooking demonstrations as part of a multi-language campaign to enhance awareness of culturally appropriate, local produce, creating space in which knowledge can be shared across generations.

Work Plan & Timeline:

Goal 1: Alleviate food insecurity; increase purchasing power for healthy, culturally-relevant food; and provide opportunities to better career outcomes. ● 1.1: Operate the EPA Community Farmers’ Market on a weekly basis (April 2023 - November 2023).

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Packet Pg. 280 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) ● 1.2: Offer Fresh Approach’s program at the EPA Community Farmers’ Market by distributing $55,000 in healthy food incentives to low-income families (April 2023 - November 2023).
● 1.3: Partner with CollegeTrack to host two first-generation college students with eight-week paid internships for summer 2023, to provide support to the farmers’ market operations (June 2023 - August 2023).

Goal 2: Increase awareness of and access to nutrition education, community connections and resources for low-income and underserved community members
● 2.1: Host monthly cooking demonstrations at the market as part of a multi-language marketing campaign to reach and enhance awareness of culturally appropriate fruit and vegetables (May 2023 - November 2023). ● 2.2: Expand awareness around the market and other benefit programs to families with younger children by targeting promotion to local schools (e.g., via Peachjar), the WIC center, and other local organizations serving EPA families (July 2023 - November 2023).
● 2.3: Promote community participation by securing regular tabling schedules for local organizations during the Summer 2023.

Evaluation Plan
● Collect insights and feedback through detailed transaction and purchasing data, in-depth shopper surveys, meetings with community partner organizations, and Fresh Approach’s Community Advisory Board.

Clients served: Through matching incentives program and increased education around healthy food and food access benefits, we will serve 7,500 individuals; 5-10 volunteers, and 2 First Gen college students to support project activities.

Organizational history and qualifications providing direct services: Our work in EPA is centered around: 1) Managing the EPA Community Farmers’ Market since 2018 - following the merger with an EPA-based nonprofit, Collective Roots; 2) Partnering with the Ravenswood Family Health Center to offer nutrition education and “prescription vouchers” to spend on fruit and vegetables since 2017; 3) operating the Collective Roots Community Garden, with free garden and compost resources since 2018.

Lead staff and qualifications: Isabel Medina, South Bay Food Access Program Manager — Isabel has managed the EPA Farmers Market since 2018, coordinated with farmers and vendors to sell at the market, and organized market promotion with community partners. Mary Anna Cazarez-Sterling, Community Engagement Program Specialist — Mary Anna started her work in the food access with Fresh Approach in 2022 as a Community Ambassador for the San Jose and Sunnyvale area, switching from Silicon Valley tech jobs to nonprofits for social justice. She helps distribute resources to shoppers at the EPA market, and holds a lead role in community outreach and engagement with our Community Advisory Board.

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Packet Pg. 281 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update)

In order to run Camp Hope Horizon with the greatest impact, we look forward to collaborating with the city and its partners. A few of the metrics that will be used to gauge the success of our program include:
• Pre-program start survey
• Post-program end survey
• Pre & post academic evaluation
• Staff Debrief: Paid staff will debrief at the end of camp and assess the metrics and numbers to test them against pre-defined outcomes. Depending on the results, a plan will be devised for next year to improve program content and methodology.

Project management: We are happy to work with city staff as needed to have a kick-off meeting where we identify milestones, refine the scope of work, confirm our timeline, clarify specific roles and responsibilities and identify project resources. We are happy to join in City Council meetings as requested and other meetings with the city throughout the project to reflect on project milestones. We have ensured that internal protocols will be met according to our program plans, employee and volunteer trainings, metrics and documentation, reports and safety measures. Staff will help create a safe & caring environment for students.

Hope Horizon EPA academic program managers will oversee staff, students and implementation of camp. All staff undergo screening, interviews and a background check process. Staff also will go through a week of training to prepare them for their job at camp.

The training includes but not limited to the following: Camp Hope Horizon program overview, classroom leader management, internship roles and responsibilities & general roles and responsibilities, Hope Horizon policy and procedures, developmental characteristics for students in elementary & middle school, keys to positive discipline and adaptive strategies for STEAM based learning and lesson planning and how to do so effectively.

Community Outreach and Engagement Strategy:

By applying for this grant, we agree to the City’s expectations including recruitment to reach a favorable participation rate. We are happy to work with the City to identify outreach and community involvement. We have a long history of relationships throughout the city, including on the Westside where we hosted a City of EPA Parks Activation grant program last summer. This depth of experience will help us engage students and families in our programs. We will leverage those existing relationships. Also, because we have been running this program for many years, we should not have any trouble recruiting students.

Firm & Personnel Experience: Camp Hope Horizon staff are listed below. Names are linked to the biography section of our website. And, for our 4 full-time staff members, resumes are attached as an addendum:
• Camp Director: Waniya Bryant.
• Camp Program Managers: Rosie Valencia and Mona Tuitavake • Camp Support: Natessa Martinez, Director of programs
• Camp Classroom Leaders: 7 to 10 to be hired from the local community • Camp Interns: 5 to 8 to be hired from the local community • Camp Volunteers: we have a wide pool of volunteers from which to draw, from the community, students, churches, etc.

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Packet Pg. 282 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) COVID-19 Protocol:

The following reflects Hope Horizon EPA’s current Covid-19 Protocols which are continually evolving:

Masking is now recommended but is not required for students and staff.

Our mitigation strategies such as hand washing/ sanitizing, cleaning protocols and high-quality air filtration will continue. Sick individuals who test positive or are symptomatic should mask and be isolated. If anyone is sick or has flu-like symptoms, we ask that they stay home. The current guidelines from the CDC recommend that sick individuals do not return until 5 days have passed since symptoms began. This policy will adjust as the climate evolves. Hope Horizon EPA may reinstate mandatory indoor masking when/if CDC data for community transmission level moves back to “High.” We have included our continually evolving full protocols as an addendum.

Remote Programming Plan:

In the case of remote programming due to mandated SIP or quarantine requirements for an ill student, supplies for each activity/lesson will be distributed to the home of the student. Bilingual instructions will be given with the activity/lesson supplies. Opportunity for parent or guardian engagement will be detailed for activities/lesson plans. Snacks and non-perishable food may also be added to the kit. Staff are accessible to students via email or phone, for added support.

Work Plan and Schedule:

Staff Schedule
TRAINING WEEK JUNE 12TH - JUNE 16TH

SUMMER PROGRAM
JUNE 20TH - JULY 28TH
SHOWCASE – JULY 28TH
DEBRIEF WEEK AUGUST 1ST - AUGUST 4TH
Daily Camp Schedule:
8:00A STAFF ARRIVE AND PREP
8:30A STUDENTS DROP OFF / BREAKFAST
9:00A CAMP START
9:15A SESSION 1
10:15A BREAK A
10:45A SESSION 2
12:00P LUNCH 1
12:15P LUNCH 2
1:00P SESSION 3
2:15P SESSION 4
3:15P STUDENT PICK UP
3:30P STAFF CLEAN AND PREP
4:00P STAFF OFF/PREP FOR NEXT DAY

9.3.b
Packet Pg. 283 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Camp Hope Horizon Components - Activities & Enrichment
ACADEMICS: EXTRACURRICULARS: FIELD TRIPS DATES:

READING / ELA / WRITING SWIMMING / SPORTS 6/23/23
SCIENCE GARDENING 6/30/23
TECHNOLOGY / DESIGN PHOTOGRAPHY / FILM 7/7/23
VISUAL / DIGITAL ART DANCE / THEATRE / MUSIC 7/14/23
MATH / FINANCIAL MANAGEMENT COOKING / YOUTH VOICE IN LEADERSHIP 7/21/23 Academic Method: Project Based Learning
Project based learning is a specific teaching method in which students learn by actively engaging in real-world and personal meaningful projects.

SCIENCE, TECH & DESIGN, ENGINEERING, & MATH (STEM)
Camp Hope Horizon STEAM sessions aim to combine modern and engaging contexts relevant to students.

Students engage in the STEAM curriculum which will challenge students to use STEAM innovative thinking to build literacy, critical-thinking and problem-solving skills to solve real world problems and create new designs that benefit them holistically.

READING / ELA / WRITING
Summer reading & writing is a fundamental skill students will develop. Reading helps improve focus, memory, and communication skills. Students able to learn new things while reading. Students will read and write. This will help students with mitigating summer reading / language loss. Students will also become better writers.

VISUAL / DIGITAL ART
Staff lead the students in the exploration of their own identities as artists and collaborators by focusing on group generated behavioral agreements. Students begin by learning basic skills and terms, then scaffold upon these skills to create more complex pieces of art to create a final piece of art for the showcase.

THEATER (READERS THEATER)
Reader's theater is a strategy for developing reading fluency. It involves children in oral reading through reading parts in scripts. In using this strategy, students do not need to memorize their part; they need only to reread it several times, thus developing their fluency skills. The best reader's theater scripts include lots of dialogue and staff will use the Reading A-Z curriculum to implement it.

SWIMMING
Camp Hope Horizon hopes to partner with the Lewis and Joan Platt East Palo Alto Family YMCA for swimming lessons -- a vital life skill for all students. The objective is that students who learn to swim teaches them that training hard, working on techniques and stamina in the water are the keys to becoming a great swimmer.

This session will provide a sense of achievement and a general better quality of life.

YOUTH VOICE IN LEADERSHIP
Camp Hope Horizon aims to be a hands-on experience for the students to work together as a team to learn and grow as community leaders. Together students will play off each other's strengths and weaknesses to develop strategies for implementing what matters most to them and their community. Holistically providing personalized opportunities for staff to serve the whole student. Students will learn to develop different

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Packet Pg. 284 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) leadership and life skills that will help them find new ways of thinking and problem solving. Students will also recognize the impact of their actions and teach them to take responsibility while developing deep affirmations. They will also learn to build confidence both in spoken skills and for group collaboration.

GARDENING
Gardening sessions will show students a broad range of sustainability topics, teach students the science of how organic food is grown and encourage them to make healthier choices through trying different fruits and vegetables. Students will also have opportunities for physical activity and learning life skills such as teamwork, patience, leadership and cooperation.

SPORTS
An introduction to sports in Camp Hope Horizon is a great way for students to stay active and engaged.

Students will learn the fundamentals of common sports like soccer and basketball. That means they will understand and apply proper technique, form, strategies, skills, and understanding of rules. At the same time, they will be practicing skills such as sportsmanship, teamwork, leadership, communication, and more.

COOKING
At Camp Hope Horizon students will be introduced to the science behind cooking. Cooking with children promotes a lifetime skill where we can further push healthy lifestyle habits. This course is unique in which students will be able to discover new food groups, make predictions, experiment, work with the five senses while becoming confident in the kitchen.

FINANCIAL MANAGEMENT
At Camp Hope Horizon students will get an introduction into financial management and the importance of earning and saving money. Providing students with a thorough understanding of financial literacy is vital to ensure a proper financial management in adulthood. This course will cover topics such as earning and saving money, credit and debit cards, loans, investments and much more.

PHOTOGRAPHY / FILM / THEATRE
Students will explore photographic visualization and composition as consequences of fundamental techniques of digital still photography. Class discussions and demonstrations, examination of masterworks, and field and digital editing. Students will learn the history of photography, the mechanics of camera work, how to use and gain an understanding of camera settings, modes, focusing, & metering. The mechanics of auto, program auto, shutter priority, aperture priority, manual, photo composition. Students will engage in a photography project that captures their environment. As the final project students will demonstrate how to use photography to engage with their community.

Students will also be introduced to acting and video making. Students will participate in theatrical games and activities to help develop and foster a strong sense of community. Through collaboration, readings, discussions, community activities, personal writing sessions, and games, the classroom leaders will create a safe space where students will be able to write their story and create a short film. They will participate in acting, directing, and filming activities that will prepare them to an introduction to filmmaking.

DANCE / MUSIC
Students will be introduced to hip-hop dance and many of its substyles. Students will learn choreography that progressively gets more intricate as they get further into the class. They will work in groups and individually to

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Packet Pg. 285 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) practice and perform their dances. Collectively we will make this class a safe place for self-expression and exploration through movement. Through movies or clips students will learn about the professional dance world and what it is like to be a working dancer. The students will also learn a portion of history of hip-hop dance culture.

Academics Curriculum:

Our curriculum will focus on STEAM activities & California State Common Core Standards (Common Core) using the Project Based Learning (PBL) teaching method. Throughout the summer students will build literacy, critical-thinking and problem-solving skills with weekly science, technology, engineering & design, art and math (STEAM) related projects and activities. Students will also develop career awareness and set goals for the future. At Camp Hope Horizon, using STEAM curriculum, students will be introduced to valuable skill- sets that have real world application. CHH recognizes the importance of STEAM in everyday life.

Goals and Outcomes:

Summer academics has three key goals:

1. Support students in forming positive and supportive relationships with peers and adults.

2. Build student's capacity to access and navigate opportunities for growth and involvement in Camp Hope Horizon.

3. Increase students' ability to succeed holistically.

By mitigating summer academic loss, we will provide students an opportunity to catch up on their studies, and further prepare students for appropriate grade transitions. Staff will use the hands-on project-based curriculum to achieve this.

OUTCOMES:
• 100% of students will participate in enriching activities. • 100% of students will gain exposure to STEAM related topics and experiences. • 85% of students will be able to articulate what they learned at camp. • 75% of students will gain leadership skills.
• 75% of students will gain various interpersonal skills. • 50% of students will enroll in school year programs at Hope Horizon EPA.

Insurance:

Yes, we certify that we have and can provide proof of coverage when requested.

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Packet Pg. 286 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) City of East Palo Alto - TOT Grant Application
Project Name: Live In Peace SWAG
Program
Service Categories: After School/Academic Support
and Crisis Intervention
Proposed Number of Clients: 80 Project Timeline: Program runs year-round but follows school schedule for data tracking purposes
Live In Peace seeks to advance the power and beauty we know in our community by empowering our youth and young adults to reclaim the vision for their future. Our intuitive nature and systemic understanding combine to create powerful, effective programs with long-term impact through a highly relational model connecting young people to their talents, educational pathways, jobs, and a bright future.

Our programs focus on youth and young adults that are not served by other programs and partners in East Palo Alto and the Belle Haven community of Menlo Park, most of which are from the Sequoia Union High School district. Our programs successfully move students who are the least likely to graduate through high school to their next steps: junior college, trade school, or straight to a 4-year college, all while supporting their social and emotional well-being. We look at their success holistically to ensure they are academically successful as well as thriving in their personal lives.

The SWAG High School Program (Students With A Goal) focuses on the most academically disengaged students in grades 9-12 and provides tutoring, one-on-one mentoring, case management (life coaching), and more to see students back on track to graduate and thrive both personally, emotionally, and academically. This program has been designed as a comprehensive program to ensure that young people who are credit deficient, in or on their way towards juvenile hall, or on the verge of dropping out, have a culturally relevant, academically rigorous, and pro-social support environment to get back on track. The SWAG program includes:
- Recognition that young people in East Palo Alto innately want to live into their dreams, graduate high school, and follow pathways that bring meaningful living wage jobs.
- Core values of youth development and violence prevention - Case management and Life Coaching by staff trained in best practices of youth development and relevant skills connected to systems such as schools and juvenile hall
- Utilizes best practices throughout all program activities - Academic resources that will facilitate credit recovery; including teachers, tutors, and software provided by Sequoia School District
- Utilizes the Alive & Free Initiative, now recognized by the Annie E. Casey Foundation as one of the nation’s 15 most promising models

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Packet Pg. 287 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) - Multi-agency collaboration including: San Mateo County, Cities of East Palo Alto and Menlo Park, Ravenswood and Sequoia School Districts, and partner non-profits.

This program also highlights and focuses on many of the top strategies to support youth and young adults in East Palo Alto from the Community Collaboration for Children’s Success. It provides mental/behavioral health support for students, strengthens connections between school staff, students, and parents/caregivers, it expands and provides safe, affordable places and programs for youth and families, it creates culturally responsive opportunities and support to help with healing from trauma, and increases culturally appropriate, and trauma-informed resources available to undocumented youth as well as re-entry care and services.

Our SWAG youth demonstrate statistically significant outcomes: 191 students graduated high school; considerable increases in the average graduation credits earned, from 49 to 61, especially in academics, as opposed to electives, from 28 to 37; & a 100% graduation rate. Currently, 100% of remaining students are on track to graduate & will transition to our College Initiative or GAP Programs. And we continue with the following program goals:
- 90% of participants graduate from high school (including fifth year seniors) - Reduced truancy/chronic absenteeism by 50% or increased attendance - 100% of students will create a post-secondary Life Plan - 75% program completion rate for all youth
- Within one year of graduating, 75% of students will be pursuing college, trade school, or a living wage job
Live In Peace has been embedded in the East Palo Alto community for over 20 years and the foundation of our work is simple: we’re family. Our organization operates in the same spirit of the village that birthed the city of East Palo Alto and success in our programs is owed most significantly to this family spirit that guides and shapes our work. We are a family who loves this city and will do whatever we can to support the preservation of its people and cultures. The success of our programs is a testament to the staff and leadership of our organization. All Live In Peace staff were either born and raised in East Palo Alto or have been long-time residents of the city. We love our community deeply and have long-standing relationships with generations of youth and families. Our role as community members and extended family give our team unique insights into the needs of young people, access to their families, and the ability to create effective, trusted programs.

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Packet Pg. 288 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update)

EPA Transient Occupancy Tax Small Grant 2023

EXECUTIVE SUMMARY
Mannakin Theater & Dance requests a grant in the sum of $16,000 as General Operating Support for en Avant School of Dance, Mannakin’s dedicated dance outreach program in East Palo Alto. These activities are in the categories of Youth Services and STEAM opportunities—the “A” is for Art! The Mission of en Avant School of Dance is to bring the long-term benefits of high-quality ballet training, studio community and regular performing opportunities to underserved youth and families of East Palo Alto by overcoming the persistent obstacles of cost and proximity. en Avant School serves youth and families of East Palo Alto out of its Bay Road location. Tuition is charged at roughly 35% of the market rate demanded at similar facilities in Palo Alto and Menlo Park. This low tuition rate is made possible by grants like TOT.

A grant from the Transient Occupancy Tax Program will be used to directly subsidize the tuition of families in East Palo Alto and make possible the growth of ballet in EPA through en Avant School.

ORGANIZATION BACKGROUND
Mission— The mission of Mannakin Theater & Dance is to expand the world of the performing arts by inviting new individuals and demographics to rich experiences in the theater seats, inside the learning studio and underneath the stage lights. We believe that by opening the tent of the premier performing arts to the broadest swath of people and cultures possible that new audiences are created, fresh voices are heard and all people are lifted to ever greater heights of human creativity and achievement. The production credo of MTD focuses on works that spontaneously gather a racially and ethnically diverse audience by engaging creators and artists from a wide range of communities, including Latin, Chinese, Indian and African American.

Core Activities—Mannakin Theater & Dance maintains two full-time leases. The headquarters of the company are located in San Francisco at the MTD operated iMPACt Center for Art & Dance. The second venue, en Avant School of Dance, is a 1,200 square foot building in East Palo Alto. en Avant School of Dance is the original MTD outreach program in EPA. It was started in 2018 with the Youth Club at St. Francis of Assisi. Now operating on its own, out of 1841 Bay Road, over 400 youth and hundreds of family members have participated in the ongoing activities of the school. In December 2022, MTD produced the first Nutcracker to be seen in East Palo Alto at East Side College Prep School in EPA.

The Nutshell! is an annual Nutcracker festival. It premiered in 2017 and has been seen every year since, including a global film production in the pandemic year of 2020. It features audience participation and guest performers from traditions like flamenco, Chinese and Indian classical, folklorico, jazz and tap. Students of en Avant School in EPA have participated in The Nutshell! every year since 2018.

Folk Dances is MTD’s summertime offering. Each August, a new fairy tale/legend is treated to a fresh rendition by Mannakin’s professional dancers, adult summer workshop attendees and students of en Avant School of Dance. The 2021 production was The Pied Piper. In 2022, The Emperor’s New Clothes was performed, and in 2023 the production will be Sun Wukong: The Monkey King, a Chinese folk tale from the Tang Dynasty.

NARRATIVE
Residents of low-income communities, like East Palo Alto, face two obstacles to participation in the world of ballet: cost and proximity. A quality ballet education can easily cost $600 per month—making raw expense the most obvious barrier to entry. Secondly, ballet studios locate their facilities near their upper-class clientele, making them inconvenient to underserved neighborhoods. Therefore, even a family that can manage the expense is often barred by factors of travel time, work schedules and traffic congestion. Because

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Packet Pg. 289 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) P.O. Box 881822, S.F., CA 94188 (415) 519-7171 [email protected] quality ballet training is available almost exclusively in privately operated dance studios, growing up in an underserved community like East Palo Alto means growing up outside the influence of ballet.

In April of 2018, MTD set out to test a solution to the above problems by initiating an eight-week pilot program in cooperation with the Catholic Charities Youth Club in East Palo Alto, and en Avant School of Dance was born. Mannakin Theater & Dance has since forged relationships with The City of East Palo Alto, Creative Montessori of EPA, Hope Horizons, Seventh-day Adventist EPA and RISE after school. More than 400 youth have taken part in en Avant School programming.

Classes are held four days per week at en Avant School. Three days follow a focus on ballet, and once a week on Mexican Folklorico dance. Current enrollment stands at 85 youth, some of whom take class as often as three times per week. Recent growth patterns predict that this will nearly double within a year; bringing en Avant School to parity with many mid-sized ballet studios at 160 ongoing students. Our enrollment and participation is closely tracked using the online platform, Dance Studio Pro. We can provide up to date information on all the families we serve through these records.

Our families closely reflect the race and language make-up of East Palo Alto, with 65% of our youth being of Latin heritage, 10% African American, 10% Pacific Islander and 5% from a variety of other backgrounds.

Many of our families speak Spanish at home, and some of our younger students encounter English for the first time in ballet class, giving them a head start in school.

Two factors elevate en Avant School to the level of a bona fide private dance studio: MTD teachers and multiple annual performance opportunities. Our teachers are not volunteers—they are highly qualified, dedicated teaching artists, sought after by other studios and compensated at a competitive rate. Regular performance opportunities are just as impactful. Youth participate in The Nutshell! each December and Folk Dances each summer. Ongoing performance traditions provide a series of milestones for dancers and their families.

FUNDING
MTD incurs costs of $170 per month for each student who participates in en Avant School. With ten months of programming per year, the annual cost per student is $1,700. A portion of this amount is covered by the family in the form of tuition and registration fees, leaving Mannakin Theater & Dance with the need to raise roughly $120 per month, or $1,200 per year for each young dancer. TOT funds will be a critically necessary contribution to the base operational costs of en Avant School, and benefit EPA youth throughout the year.

Funding to support en Avant School has come from private donations, government entities and corporate foundations including: The Atkinson Foundation, The Billy Graham Memorial Foundation, Silicon Valley Community Foundation Donor’s Circle for the Arts, San Mateo County Arts Commission, Woodland Park Communities Foundation, Dermody Properties Foundation, The City of East Palo Alto, Palo Alto Community Foundation, Palo Alto Weekly Holiday Fund and the San Mateo Community Foundation.

RELEVANCE TO THE COMMUNITY
Ballet studios provide much more than an empty room in which to dance. They deeply enrich the families and communities that enjoy access to them. Ballet studios can serve as primary threads in the fabric of family life and provide the sole means of participation in one of the most revered forms of art, the world over. Our families in East Palo Alto provide evidence of the community created by en Avant School, when they visit with each other in the waiting room of our facility and offer rides to each other when one family has difficulty in getting their child to class. They see each other in the performance halls and cheer for one another’s children from adjacent seats.

Thank you for considering a grant to Mannakin Theater & Dance in support of en Avant School of Dance, the ballet school that has chosen East Palo Alto as home.

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Packet Pg. 290 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) 405 El Camino Real Box #507, Menlo Park, CA 94025 ⬝ (650) 630-4515 Onyxx Village Connection (OVC) believes that everyone deserves a healthy, hot, delicious meal! As a mother, Jennifer intentionally raised a caring, selfless, and compassionate individual. In stressing the value of helping others, Jennifer encouraged Jules to dedicate himself to community service. Initially, they shared our leftovers with a few homeless individuals near their home and started a tradition of baking cookies during holidays as gifts for family, friends, and the homeless. They wanted to expand their community service efforts, so they requested extra snacks from the Boys and Girls Club, bagged them, and offered them to the homeless.

Jennifer and Jules collected leftovers from Jules’s school cafeteria to deliver to people in need and kept goodie bags in their vehicles to give to individuals when they asked for food. In the Summer of 2015, Jules attended StreetCode Academy, where he developed his first app and the courage to speak in front of an audience. Jennifer volunteered to support StreetCode’s efforts to provide light snacks for students and prepared goodie bags of homemade treats for field trips and the student showcase. Noting Jennifer's involvement, Olatunde Sobomehin, the StreetCode Director, asked her to lead the food ministry. Rather than spending the allotted $50 budget on store-bought and pre-packed snacks, Jennifer suggested that they serve hot meals. Olatunde was reluctant, because of the limited budget, but she assured him that it would work. With the help of the Ecumenical Hunger Program, churches, and food banks, she was able to collect enough food to cook and feed 100-plus students twice a week. Jules and Jennifer decided to start Onyxx Village Connection to feed the hungry, eliminate food waste, and connect the community to resources that could improve the quality of their lives. While food is an important part of service, Onyxx Village Connection is on a mission to connect communities to food, resources, and compassion; helping the whole person by nurturing their mind, body, and soul. OVC clients are the homeless, seniors, children, the unemployed, and the working poor.

Our project service category is crisis intervention. The economic disruption during COVID-19 has increased the need for food and meals for families. Insufficient food and lack of stable housing are major issues for families in East Palo Alto and surrounding cities. Many of them live in vehicles, garages, tents, and rooms where they often have limited to no access to many basic needs. There is a crisis of homelessness and hungry families even more than before, people in our community have money challenges and have to decide between food and rent. OVC is requesting general support to meet this increased demand for food delivery, water, and distribution of basic necessities as well as supply our volunteers with the needed safety gear such as hand sanitizer, wipes, gloves, and masks.

OVC wants to identify and connect with the most challenged members of our community, including the homeless and disconnected. OVC also will work to connect each recipient with

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Packet Pg. 291 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) community-based information and resources including free education opportunities (such as StreetCode Academy) and COVID testing opportunities.

Our goals are to:

1. Provide 12,000 healthy meals in a way that allows people to maintain their dignity.

2. Distributing necessities such as socks, toiletries, warm clothing, blankets, sleeping bags, and tents to homeless citizens

3. Providing citizens with water for things such as drinking, brushing their teeth, and bathing if they choose.

Our proposed outcomes are:

1. Distributing meals to homeless and low-income children, youth, families, and seniors who can't afford a good meal.

2. Providing citizens with socks, toiletries, warm clothing, blankets, sleeping bags, and tents

3. Citizens will receive bottles of water for drinking, brushing their teeth, and bathing if they choose.

4. Providing citizens with resources for housing, healthcare, and education and encouraging them to use them
This project will run from June 1, 2023, through August 1, 2023. Onyxx Village Connection is a mobile outreach organization on a mission to restore the dignity of underserved individuals and families by providing food, resources, and compassion. We are requesting a grant of $16,000 for our Healthy Meals with Dignity program to provide healthy meals, water, and basic necessities. We will compensate employees to oversee food preparation, and distribution of meals and necessities to increase our capacity and service.

Across the spectrum of people who are struggling to make ends meet, the common thread is food insecurity. From seniors on limited incomes whose cupboards are bare at the end of the month to children who attend school knowing that their subsidized lunch will be their only meal of the day—the number of individuals who go to bed hungry at night is staggering. The results of this one deficit are overwhelming: caloric deficit makes it difficult to perform everyday tasks and affects the ability to make good decisions. Academic performance suffers and the quality of work one can manage is notably poorer than what one is capable of when meals are regular and generous. The shame and stigma of not being able to provide for oneself and one's family is already a heavy burden, and it can over time erode an individual’s sense of self-worth and dignity to a dangerous low. Providing meals, water, basic necessities, love, and connection are small gestures that make big changes in the lives of those who receive them. By offering material and emotional support to those in need, we are able to help individuals find their way back to dignity, self-determination, and the stability they seek.

Funding will be disbursed as follows; $2400 for personnel, $3600 for van fuel and maintenance, and $10,000 for meals, water, and basic necessities.

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Packet Pg. 292 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) 5 CHECK LIST

1. Application (pp. 7-8)
• Narrative (2 pages max)
• Describe your organization briefly.
• Work Plan: For this project.
• Attachments (Submit as Word Documents – Use online forms) • Budget
• Logic Model
• Measure C/TOT Compliance Policies
a. Conflict of Interest (COI) Certification – (Use online form) b. Memorandum of Understanding (MOU)
• Where a partnering, collaborative, and or subcontracting relationship is proposed, the submission must include an MOU between the partnering organizations, which
documents the relationship and delineates tasks and or
compensation for each party.
• IRS documents
a. 501(c)(3) Determination Letter: Or Copy of fiscal agent’s 501(c)(3) determination letter
b. Form 990 or 990 Exemption: Last 2 years
• Financials
• Annual Budget: 2 years
• Financial Statements:
• Current YTD
• Previous Year
• Matching Funds: Commitment letter if applicable
• Other
• Organizational Chart:
• The chart should include the primary applicants’ Board of Directors, the entire project team (all partners), and
illustrate the relationship between the partners.
• Board Members List: Including titles and addresses.
• Executive Director Name: Or equivalent employee.

X
X
X
X
X

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Packet Pg. 293 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) 6 CITY OF EAST PALO ALTO –TOT

SMALL GRANT APPLICATION

COVERSHEET
PLEASE READ AND ANSWER ALL QUESTIONS ON THIS APPLICATION FORM.

Organizational Information
Legal Name Organization:

Address of Organization:

Website:

Collaborating Organization:

Website:
*Attach additional sheet(s) if necessary.

Contact Information
Grant Administrator
Email
Phone Fax
Grant Request
Amount Requested: (Not to exceed $16,000) $ ______________ Total Project Budget: (For this project) $ ______________ Matching funds/in-kind donations? (Yes/No) Circle one. If yes, amount?
$ ______________
What is your organization’s total annual operating budget? $ ______________ Please list the names of matching funding or in-kind donation sources:

Have you received TOT funding previously? Yes No Year(s)? ___________ Is that grant still active? Yes No
If not, have you submitted your Closeout forms? Yes No
Please indicate your service category: Summer Camp Leadership Development After School/Academic Support Career/Employment/Entrepreneurship Crisis Intervention Sports & Recreation Re-Entry/Diversion STEAM PROGRAM at Cooley Landing Seniors
Retraining the Village
2399 Menalto Avenue, East Palo Alto, CA 94303
www.retrainingthevillage.org
N/A
N/A
Halley Crumb
[email protected]
650-461-0433 N/A
16,000
19,170
3,170
DOJ Second Chance
X
X
X
X
1,924,439
2019

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Packet Pg. 294 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) 7 Target Demographic
Please check the appropriate box(es) indicating the target category and age group(s) (if appropriate) that will be served with the funds requested:

Check Target Category (categories):

Children  Youth  Families  Seniors
Check Age Group(s):
under 5, 5-10, 10-15, 15-18, 18 – 24, 25 – 64, 65 & up
Clients Served:

List the number of East Palo Alto Clients you intend to serve during this program: ________ List the total number of Clients you intend to serve during this program: ________ Summer Program Timeline
What are your dates of service for this program? START: __________ END: ____________ What days/nights will you run your program? (Ex: M-F) __________ Hours? ____________ Acknowledgement
I have read the minimum compliance standards for the City of East Palo Alto TOT Grants Program and can demonstrate that my program meets all minimum standards.

I agree to fully participate in the City of East Palo Alto’s spirit of partnership (see Section 1, Item F. Contractual Requirements and additional requirements as a funded organization.

I certify that my agency is eligible to apply based on the criteria listed in the Request for Applications and agree to submit any follow up documentation needed to verify eligibility (including but not limited to a 501(c)(3) tax letter). The signatory declares that: 1. they are authorized to sign on behalf of all entities in the partnership (if applicable); 2. the application accurately outlines the extent, objectives, and methods of the project; and 3. the grant funds, if awarded, will be used solely for the purposes outlined in this application. ________________________________ ______________________ Signature of Authorized Representative Date Signed
________________________________ ______________________ Printed Name Title
X X

X X X X X X X
X
X
X
Halley Crumb Chief Executive Officer
Saturdays
June July
afternoon
500
500
02 / 24 / 2023
Doc ID: bb5505175a7debc831fce35b0b38ba07c1207505

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Packet Pg. 295 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Proposal Narrative
Organization Description: Retraining the Village’s mission is to prevent and end homelessness. Taking its name from the African saying “it takes a village to raise a child,” Retraining the Village believes that it takes a village to change a person, one at a time. Retraining the Village takes a strengths-based approach to services, recognizing the capabilities of the individuals we serve and providing them with the supports and resources they need to regain hope and achieve goals for permanent housing and stability. Since our founding in 2012, we have primarily focused our services on individuals who are homeless, Veterans, individuals with SUD challenges, dually diagnosed individuals, and the re-entry population. Retraining the Village currently provides services in San Mateo County and Madera County through three transitional housing programs providing 40 beds for individuals who are homeless (including two programs providing 20 beds in East Palo Alto), alongside outreach, employment services, life skills education, behavioral health services, and substance abuse treatment services. Retraining the Village operates our transitional housing programs out of single-family homes, providing a safe, comfortable, home-like setting in which individuals can address their barriers to stable housing and access necessary services to prepare to move into permanent housing. Since we were founded in 2012, Retraining the Village has provided case management, transitional housing, and linkages to supportive services to more than 1,000 individuals experiencing homelessness. 65% of those served by Retraining the Village have exited the program to permanent housing.

Project Service Category: Re-Entry/Diversion
Work Plan/Project Description: Retraining the Village is proposing 2 “Food, Family, Fun” community engagement events that will bring together formerly incarcerated individuals and their families/children for an opportunity for family fun, relationship-building, and community building.

These events will provide opportunities for formerly incarcerated individuals to build positive relationships with their children through fun activities, including food, bounce houses, and performances by local talent (singers, dancers, etc.). Re-Entry Case Managers (leveraged) will be available at the events to connect attendees to additional supports as needed. The impact of engaged parents is clear: children of involved fathers have higher IQs by age 3, earn higher grades throughout school, and demonstrate higher levels of economic achievement and psychological well-being as adults. In fact, research found that parental involvement at age 7 independently predicted educational attainment by age 20. Parental involvement has also been linked to improved emotional health, with paternal warmth and close relationships with fathers resulting in reduced behavioral problems in school. The proposed Food, Family, Fun events will provide a low-pressure, fun opportunity for formerly incarcerated fathers to grow their relationships with their children. Additionally, the events will provide a fun opportunity for the community to come together to celebrate our East Palo Alto community. The events will be held at Jake Farrell Park and at The Landing.

Project Goals and Objectives: The overarching goal of the events will be to support formerly incarcerated fathers in building strong relationships with their children, while providing a fun, familyfriendly event for the community. This will be measured through pre-post-event surveys of incarcerated fathers, which will ask fathers to rate the extent to which they felt the event helped them get to know their child better, build trust, and deepen their relationship. Retraining the Village projects that 80% of fathers will report improvements in at least one of these metrics (knowledge of their child, trust between father/child, depth of relationship) following the events.

Number of Clients to Be Served: Retraining the Village expects the two events will be attended by 500 community members (250/each), including 200 formerly incarcerated fathers and their 300 children.

9.3.b
Packet Pg. 296 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Project Partners: Retraining the Village will invite local law enforcement to attend the event, and will also invite our partners that serve the re-entry population to attend/invite their participants. These partners include: Real Fathers and California Reentry Project.

Project Timeline: The events will be held on two Saturdays in June and July 2023.

How Project Helps Retraining the Village Fulfill Its Broader Mission: Retraining the Village’s mission is to prevent and end homelessness. One of the priority populations Retraining the Village serves is the re-entry (formerly incarcerated) population. Being present in their children’s lives is a strong motivator for formerly incarcerated individuals to avoid recidivism and make progress towards their re-entry plans (including securing employment, securing stable housing). Many of the men Retraining the Village serves are driven to secure permanent housing, employment, and address the other challenges that led to their incarceration so that they can have a more involved role in their child’s lives. In this way, the Food, Family, Fun events provide an incentive for formerly incarcerated individuals who are at-risk of homelessness to continue to work their case plan, and provide a positive reminder of the good things in their lives that they are working so hard for.

How Activities Will Increase a Young Person’s Academic Achievement or Positively Develop Their Social Skills: As noted above, research has found that parental involvement at age 7 independently predicted educational attainment by age 20. Thus, providing opportunities for formerly incarcerated fathers to be involved with their children can contribute to a young person’s academic achievement.

Further, the opportunity to engage with other young people at the Food, Family, Fun event will provide youth an opportunity to positively develop their social skills.

How Services Will Offer a Supportive Community Environment for Families: The Food, Family, Fun events are specifically designed to provide a supportive community environment for families – particularly families with a formerly incarcerated parent – to enjoy a relaxing, fun day together.

Organization History and Qualifications: Retraining the Village has been providing transitional housing and support services for formerly incarcerated individuals since 2012. We have built relationships with CDCR and San Mateo County Sheriff’s Department, and have experience working with their discharge staff to serve individuals preparing to exit and in need of housing. Most recently, we were awarded a contract from the US Department of Justice through the Second Chance program to provide re-entry case management and supportive services for the re-entry population.

Staff Qualifications: The Food, Family, Fun event will be organized by CEO Halley Crumb. Ms.

Crumb founded Retraining the Village in 2012. Since then, she has opened transitional housing programs with 40 beds for individuals who are homeless, with a focus on serving individuals with SUD challenges and the re-entry population. Ms. Crumb sits on the Board of Directors of the San Mateo CoC. She has been supervising all Retraining the Village staff and volunteers since 2012.

Project Budget: See attached.

How Budget Supports Objectives: The proposed budget focuses on direct costs associated with hosting two family fun events for formerly incarcerated fathers and their families, including bounce house rental, food purchase, and prizes for games, all of which will allow formerly incarcerated fathers and their children to engage in fun activities while strengthening their relationship.

Logic Model: See attached.

9.3.b
Packet Pg. 297 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Revenue
Source Amount TOT Funds Leveraged Funds
East Palo Alto TOT $16,000 $16,000 $0
DOJ Second Chance Re-Entry Case Management $3,170 $0 $3,170 Total Revenue $16,000 $16,000 $3,170
Expenses
Personnel Amount TOT Funds Leveraged Funds
Executive Director - 50 hours $2,000 $2,000 $0
Re-Entry Case Managers - 2 @ 32 hours/each $1,600 $0 $1,600 Subtotal Personnel $3,600 $2,000 $1,600
Fringe Benefits @ 20% $720 $400 $320
Total Personnel $4,320 $2,400 $1,920
Operating Amount TOT Funds Leveraged Funds
Bounce House Rental (2 @ $250/each x 2 events) $1,000 $1,000 $0 Food for Families (Meal) ($5/person x 250/event x 2 events) $2,500 $2,500 $0 Liability Insurance $350 $350 $0
Prizes for Games $500 $500 $0
Table/Chair Rental ($500/event) $1,000 $1,000 $0
Printing (Marketing Fliers) $250 $250 $0
Musician/Entertainment Fee ($1,000/event x 2 events) $2,000 $2,000 $0 Participant T-Shirts ($12/each x 250/event x 2 events) $6,000 $6,000 $0 Participant Supports (clothing, work supplies) @ $50/person x 25 re-entry adults $1,250 $0 $1,250 Subtotal Operating $14,850 $13,600 $1,250
TOTAL BUDGET $19,170 $16,000 $3,170
Food, Family, Fun Re-Entry Family Engagement Events

9.3.b
Packet Pg. 298 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Program: Retraining the Village Food, Family Fun Events Situation: Individuals exiting correctional facilities into East Palo Alto face an uphill battle, with significant barriers related to high housing costs, employment challenges, addressing mental health and/or SUD challenges, and building a strong, pro-social community to support successful reintegration. For parents, re-entry also comes with the challenge of rebuilding their relationship with their children. The impact of engaged parents is clear: children of involved fathers have higher IQs by age 3, earn higher grades throughout school, and demonstrate higher levels of economic achievement and psychological well-being as adults. In fact, research found that parental involvement at age 7 independently predicted educational attainment by age 20. Parental involvement has also been linked to improved emotional health, with paternal warmth and close relationships with fathers resulting in increased self-efficacy and reduced behavioral problems in school. Retraining the Village provides transitional housing, case management, mentoring, and linkages to supportive services to help formerly incarcerated parents reintegrate with their families and secure/maintain permanent housing. The Food, Family, Fun Events will support family reintegration and strengthened parent/child bonds.

Budget: $19,170 ($16,000 TOT, $3,170 Leveraged) Timeline: 2 Saturdays in Summer 2023 INPUTS ACTIVITIES OUTPUTS Short-Term
Outcomes
• Executive Director
time
• Re-Entry Case
Managers
(Leveraged, DOJ
Second Chance)
• Support from
elected officials,
NGOs, &
residents
• Bounce house
rental
• Food and food
service supplies
• Parks
• Outreach and
marketing
• Outreach and
marketing to
inform
community
about events
• Event planning
• Bounce house
• Community meal
• Live
music/entertainm
ent
• Linkages to reentry supports
• Pre and post
survey of
attendees
• # of events held
• # of community-based
partners informed
about the events
• # of formerly
incarcerated parents
and children who
attend the events
• # of meals served
• # of parents informed
of other services
available to them
Long-Term
Outcomes
• Formerly
incarcerated parents
will positively
engage with their
children at the
Food, Family, Fun
Events
• 80% of fathers will
report
improvements in
knowledge of their
child, trust between
father/child, and/or
depth of
relationship
following the
events.
• Formerly
incarcerated
parents develop
strong parental
relationships with
their children
• As a result of
positive parental
involvement,
children will earn
better grades, and
demonstrate higher
levels of economic
achievement and
psychological
well-being as
adults.

9.3.b
Packet Pg. 299 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) February 20, 2023
Friday Night Vibez Program
Conception: Fall of 2020
Frequency: Quarterly for the last 2 years
Purpose: Safe Haven for Youth and Young Adults
Proposed Enhancement: Program Expansion
Friday Night Vibez materialized in response to youth in the EPA community seeking a place to freely express themselves through music, dance, spoken word, and other art forms. The evening is comprised of food, fun, and fellowship. Friday Night Vibez is a haven where youth gather and fellowship with their peers and showcase their talents in a non-intimidating atmosphere. The initial Friday Night Vibez event occurred in 2020 and has happened quarterly since then.

Individuals participate in person and virtually. To date, attendees have come from near and far, domestically, and internationally, and some participants have come from as far away as Israel. All youth can benefit from positive interactions with adults and peers.

The goal of Friday Night Vibez is to serve as a conduit for sharing creativity. Creative expression improves mood, boosts self-esteem, enhances cognitive function, improves social life, and alleviates stress and anxiety.

To date, attendance for the quarterly event has been approximately 60 participants, and its projected trajectory is upward. Program enhancements include expanding the program to incorporate workshops to help our youth further develop their skillset. Securing industry professionals to guide youth in their respective areas of art.

Mentoring programs are a prominent strategy for preventing adverse outcomes and promoting resilience among at-risk youth and young adults. The overarching goal of the Friday Night Vibez program is to provide our youth with a safe, positive alternative environment to express themselves on a Friday evening.

9.3.b
Packet Pg. 300 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Step It Up Dance 1950 Bay Rd, East Palo Alto, CA, 94303, #47-1908887 To: City of East Palo Alto
Attention: Mr. Maurice Baker
Acting Community Services Manager
2415 University Ave
East Palo Alto, CA, 94303
February 23, 2023
Re: Transient Occupancy Tax Grant Proposal 2023
Dear Mr. Baker,
Greetings! My name is Juakila “Ms. Kiki” McConnell and I am the proud owner of Step It Up Dance Academy, a community-based dance program in East Palo Alto specializing in a wide variety of dance genres. I recently learned of the Transient Occupancy Tax Grant and am certain my dance company can use this money to make a difference in our community.

Having been born and raised in East Palo Alto, I know firsthand the barriers to resources, extracurricular activities, proper health/fitness routines and other struggles our community faces. I am passionate about giving back to my community through my passion for dance and fitness.

I founded Step It Up Dance in 2007 in an effort to provide a fun, creative, and accessible outlet for kids. More importantly, my program ensures that every child builds confidence, learns discipline, and establishes healthy habits, all while having fun.

In our dance classes students learn a wide variety of dance styles, including Hip-Hop, West African, Afro-Haitian, Tap, Jazz, Modern, Contemporary, Funk, and Lyrical Movement. They also learn the origin of each dance, its meaning, symbolism and how that dance is integrated into today’s culture. At the end of the season, the kids put on a grand performance for friends, family and community members to enjoy.

Step It Up Dance emphasizes healthy lifestyles, encouraging students to have a healthy mind and body – and to ultimately have the confidence to refrain from making risky choices. We strive to not only teach students about dance, but also to build a community and family around dance. We would like to expand our unique dance program to East Palo Alto during the summer using funding from the TOT grant. My goal is to touch the lives of all children in the city of East Palo Alto.

I have enclosed my proposal for your review. Thank you for your time and consideration.

Sincerely,
Juakila McConnell
Juakila “Ms. Kiki” McConnell

9.3.b
Packet Pg. 301 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Step It Up Dance 1950 Bay Rd, East Palo Alto, CA, 94303, #47-1908887

MISSION STATEMENT
To teach children healthy habits, instill confidence, and build community through DANCE.

NARRATIVE
Step It Up Dance provides a FUN outlet for children to express their creativity, build confidence, and learn discipline through dance and musical theatre. Students learn a wide variety of dance styles including, Praise Dance, Hip-Hop, Latin, West African, Afro Haitian, Tap, Jazz, Modern, Contemporary, Funk, Lyrical Movement and more. They will also learn the origin of each dance, its meaning, and symbolism on how that dance is integrated into today’s culture and community. Step It Up Dance emphasizes healthy lifestyles, encouraging students to have a healthy mind and body – and to ultimately have the confidence to refrain from making risky choices. We strive to not only teach students about dance, but also to build a community and family around dance. Our promise is to love and nurture all children with meaningful dance and play. We currently host 3 weekly classes at the EPA Arts Center and hope to expand our class offerings with the TOT grant.

WORK PLAN
We intend to use TOT funding to implement a program over the summer from July – September. The TOT funding will allow us to expand our class offerings. We currently offer 3 classes on Tuesday evenings as follows:

TUESDAYS IN PERSON AT EPA ARTS CENTER
Little Jammer’s (ages 3-6): 3:45 – 4:45PM
Hop It Up (ages 7-14): 4:45 – 5:45 PM
SIUD Company (ages 10-16): 5:45 – 7:00PM
We anticipate offering additional classes on Fridays and Saturdays at the Girls Club for the duration of 10-12 weeks. This will allow us to serve a minimum of 50 families (approximately 100 children) who have varying scheduling needs.

Marketing Plan
Our multi-pronged marketing strategy will consist of mass email marketing, social media campaigns (Facebook and Instagram), posting flyers at local schools and community centers, student referrals, pop-up events/ meet-and-greets, enrollment night, mini-showcases, and word-of-mouth.

Contingency Plan
Step It Up Dance is committed to providing a safe program. We strictly adhere to extensive cleaning and safety protocols. Step It Up Dance is prepared and equipped to switch our programming to virtual classes should local or state health guidelines require it. We have experience dealing with emergency situations like the COVID-19 pandemic, Shelter in Place and

9.3.b
Packet Pg. 302 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Step It Up Dance 1950 Bay Rd, East Palo Alto, CA, 94303, #47-1908887 Social Distancing protocols. We can provide Personal Protective Equipment (PPE) to our staff and students and will adjust to either outdoor / open-air or virtual classes as needed.

Human Trafficking
Step It up Dance is committed to the security and safety of all participants. We understand that our community may consist of vulnerable populations that may be at higher risk for human trafficking. Our staff is committed to completing the Human Trafficking and/or Sexual Abuse and Molestation training that will be conducted or contracted by the City. We will adhere to and abide by all recommended best practices, strategies and protocols to prevent Human Trafficking from happening.

Insurance
Step It Up Dance is committed to maintaining all required levels of insurance prior to entering into contract with the City of East Palo Alto and throughout the duration of our program. We will provide an insurance certificate upon request, including our commercial general liability insurance policy, abuse and molestation liability policy and/or any other required policies.

Target population
We aim to serve underserved children and families of East Palo Alto. Our staff is a reflection of the community we serve and is trained on the best Diversity, Equity and Inclusion practices. We all share a love for dance, children, community and social justice and are committed to accomplishing our Mission Statement.

Evidence Based Strategy
Evidence shows that dance boosts cardiovascular health, builds core strength, promotes flexibility, helps with weight loss and bone health, is good for mental health and stress. Dance has also been found to have a positive effect on children’s cognitive development, spirituality, intelligence, spontaneity, and more. Please see the Harvard Medical School’s publication on Dancing and the Brain, which reveals the positive neurological effects of dance: Dancing and the Brain | Harvard Medical School

9.3.b
Packet Pg. 303 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Lewis and Joan Platt East Palo Alto Family YMCA
Full STEAM Ahead Summer Program
The Lewis and Joan Platt East Palo Alto Family YMCA’s (EPAY) Full STEAM Ahead (FSA) program is a tuition-free, STEAM (Science, Technology, Engineering, Arts and Math) based, hands-on, summer learning program for teens from the East Palo Alto community. This program has a sports and recreation element that hopes to create a fun and holistic approach to learning.

Project service category: STEAM PROGRAM and Sports and Recreation Goals and Objectives: FSA Goals: 1) Develop Positive Youth Development skills through an interactive learning environment; 2) Provide hands-on, project-based learning in a team environment; 3) Develop cultural awareness and cultural tolerance amongst youth participants; 4) Expose youth to a variety of STEAM experiences; 5) Through volunteer instructors, presenters, and guest speakers, expose youth to career avenues and role models in the technology field; 6) Combine both education and recreation by utilizing field trips and the YMCA facility amenities, like the gymnasium and pool, to create a more holistic experience 7) Develop a sense of their community and how to give back to their community.

FSA Objectives: 1) 100% of the students will be exposed to skills, careers, and role models that increase their likelihood of making better decisions and choosing college/tech career path: Guest speakers in the tech/science field will present to the youth; Field trips will provide “real life” examples of STEAM in action. 2) Students will learn how to be safe around water and the fundamentals of good physical health. 3)In an end of session survey, 80% of the teens will indicate that they learned a new technology skill: Teens will be exposed to a variety of skills, such as coding, videography, video editing, and robotics. 4) 100% of participants will engage in community service: Youth will explore and collectively decide on a community service project 5) 100% of teens will contribute to the Proyecto Final: As team/teams, youth will develop a project, to be presented at the end of session celebration/parent presentation, demonstrating skills learned in FSA.

How many clients you intend to serve: Our target goal is 40 enrolled youth.

Project partners: Pre-COVID FSA utilized several partners to deliver the program. Partners provided curriculum, guest speakers, and hands-on presentations. A sample of past partners: MC Sports, Los Altos Botball League, SamTrans, TopCONN, and San Mateo Credit Union.

Project timeline: March 2023 - Planning for summer program: booking field trips/guest presenters; revise and update curriculum; April 2023 - student recruitment; continued program planning; May 2023 - student recruitment; parent orientation; June 2023-August 2023 - program in operation; August 2023 - student surveys/exit interviews; Proyecto Final/parent presentation.

How this project helps your organization fulfill its broader organizational mission: The Mission of the EPAY is to strengthen its community by improving the quality of life and inspiring individuals and families to develop their fullest potential in spirit, mind and body. The EPAY serves youth and families from the East Palo Alto and Belle Haven neighborhoods. FSA is a holistic program, incorporating STEAM elements that help youth develop confidence, learn life skills, and realize the importance of a balanced lifestyle and exercise/wellness in life – and of course have fun and develop friendships. All these elements make FSA a YMCA mission driven program.

9.3.b
Packet Pg. 304 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Lewis and Joan Platt East Palo Alto Family YMCA
Full STEAM Ahead Summer Program
How proposed program activities will increase a young person’s academic achievement or help positively develop their social skills. FSA utilizes both the Evidence Based Positive Youth Development strategies as well as the Evidence Informed Developmental Assets model to provide youth with opportunities to grow and thrive in a positive and encouraging environment.

Both of these strategies not only help youth develop resiliency, a positive self-identity, and a positive outlook on life, but have been shown to help protect youth from risky behaviors, helping them develop into healthy young adults.

Supportive community environment for families and/or seniors of East Palo Alto: The EPAY is a place where youth thrive through an inclusive, connected community. One goal of FSA is to create cultural awareness and cultural tolerance amongst participants; YMCA programs appreciate diversity and welcome people from all backgrounds and cultures. Families are involved through parent orientations and are invited to the Proyecto Final.

Lewis and Joan Platt East Palo Alto Family YMCA: The EPAY has a long history serving the community of East Palo Alto. Starting in the late 1990s through the early 2000s, the Y provided youth programming (aquatics, basketball, in school fitness) to the community through outreach sites. Realizing the community could benefit from a full facility YMCA, in collaboration with the City of East Palo Alto, a facility was built and opened in 2007. As an agency entering our third decade of service in the community, the Y continues to provide programs and services that meet the needs of East Palo Alto residents. The Y annually serves 3,200 members as well as over 5,000 community members through programs and events.

Lead Staff: Jose Sanchez, Healthy Livings Director, is responsible for FSA and oversees the Youth and Family, Health and Wellness, Teens, and Aquatics departments. As a YMCA professional, he is experienced in program development and implementation for youth, families, adults, and seniors.

Project Budget: $73,000
Projected Revenues
City of East Palo Alto TOT (subject grant) $16,000
Foundation/Corporation Grants $43,000
Individuals $14,000
TOTAL $73,000
Projected Expenses
Personnel (Program Director =.10 FTE/$5,600; Program Coordinator =.30 FTE/$11,700; Program staff = 2 staff/$15,400) $10,500 Supplies/Equipment/Food $25,000
Field Trips/Transportation $26,300
YMCA Teen Memberships (30 teens) $11,200
Administrative (14.5%)
TOTAL $73,000
This budget supports the objectives/activities by providing youth with positive adult role models, field trips to local tech, science, and recreation venues, and use of equipment (laptops, tablets, cameras, software, etc.) that they do not have access to at home. The equipment line reflects the increase to fully accommodate 40 students; last year we had equipment for 20 students, not anticipating the overwhelming response for the program.

9.3.b
Packet Pg. 305 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update)

REQUEST FOR

APPLICATIONS
2023 TOT Small Grants
(FY 2023-24)
Submission Deadline
TOT Small Grant
Applications are due:

Friday, February 24,
2023 @ 5:00pm
www.cityofepa.org

1. Introduction
The purpose of the City of East Palo Alto Small Grants Program-Transient Occupancy Tax Fund (TOT) is to provide grants to support non-profit organizations that provide enrichment programs and services to children, youth and families, including seniors.

About TOT

9.3.b
Packet Pg. 306 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) At the general municipal election held on
November 5, 2002, voters in East Palo Alto
modified the Transient Occupancy Tax (TOT)
ordinance to provide a dedicated revenue
stream for children, youth and family services,
including senior citizens (CYFS). The TOT
revenue is collected through a hotel tax which
is submitted to the City on a monthly basis. Of
the total monthly amount collected, 10% is
set aside for CYFS.
“Children are one third of our population and
all of our future.” ~Select Panel for the
Promotion of Child Health, 1981
For 2023-24, the City Council has released $150,000 for Summer Youth Program Grants, each of which may not exceed $16,000, to be used by Community Based and Non-Profit Organizations.

Historically TOT funds have been directed into summer programs for youth. The TOT Grants Program is driven by increasing evidence that summer-based programming, both academic and extracurricular, increases academic achievement, and promotes growth in social skills for children and youth.

2. Timeline and Important Elements
Estimated Funding Timeline
Notice of Funding Availability (NOFA) Released January 9, 2023 Mandatory Pre-Submission Applicant Orientation January 26, 2023 Question Submission Ends February 2, 2023
Applications Due
(Late Applications will not be accepted.)
February 24, 2023
@ 5:00pm
Applicant Review Process March 6 – April 7
(Dates subject to
change).

Award Announcement Early to late May
2023 (Dates subject
to
change).
1 Mandatory Pre-Submission Applicant Orientation
Interested applicants MUST have attended ONE of TWO Orientations. Orientations were held remotely via Zoom in East Palo Alto Thursday, January 26, 2023 at 10:00am to 12:00 pm and from 1:30 pm to 3:30 pm.

The purpose of the Pre-Submission Applicant Orientation:

9.3.b
Packet Pg. 307 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) • Describe the City of East Palo Alto Grants Program and program requirements • Respond to questions from potential applicants
• Review the application process
Questions and Inquiries
To ensure all applicants have access to the same information, grant staff will only answer application questions submitted via email by Thursday, February 2, 2023. All questions will be responded to in writing and posted to the City webpage by February 9, 2023. Submit questions to Maurice Baker at: [email protected].

3. Grant Details
Funding Available: The City Council has authorized up to $150,000 for fiscal year 2023-24 which normally represents approximately ten percent (10%) of the annual fund and is contingent on the quality and number of proposals received and funding available. Individual grants may not exceed $16,000 and funding priority may be given to grantees or partners which exhibit matching funds or in-kind donations.

The City is specifically interested in programs that advance the following initiatives:
◼ Getting a Healthy Start and Entering School Ready to Learn ◼ Reading at Grade Level by Third Grade
◼ Keeping Kids on Track and Giving Them Second Chances
The City also has a strong interest in STEAM programs. There may be opportunities for community-based organizations to utilize the Cooley Landing Education Center to host environmental education programs at the facility.

Eligible Applicants: Non-profit 501 (c)(3) organizations serving:
• Children/Youth
• Family Services
• Seniors
Applicants are required to submit proof of non-profit status. Current or past grant recipients may apply for grant funding.
2 TOT grants are competitive and must demonstrate an increase in both quality and access to programs for East Palo Alto children, youth and families, including seniors, and have to be publicly funded/supported summer programs that promote measurable improvement in academic and/or extracurricular capacity and/or promote a supportive community

9.3.b
Packet Pg. 308 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) environment for families and/or seniors.

4. Contractual Requirements and Reporting:

Applicants are strongly encouraged to review these documents before applying for grant funding. All grantees will be required to list:
• Service category area;
• Track the number of clients served (Example: Sign-in/Out sheets or digital versions); • Demographics (Example: race, age, language);
• Total hours provided;
• Program impacts; and
• All grantees, regardless of the type of grant, will be required to conduct a client satisfaction survey during the grant term and submit that feedback with the Closeout paperwork.
• Closeout reports are due 30 days after the close of your grant. Any funds not expended by the end of your grant are required to be returned to the City of East Palo Alto along with your Closeout Report.

In addition, recommended applicants must provide the following as a condition of grant award:
• Memorandum of Understanding (If you are partnering with another organization – not required for Small Grants): Partnering organizations are required to define their partnership by written agreement in the form of a Memorandum of Understanding (MOU). In addition to expressing a convergence of will between the parties, indicating an intended common line of action, roles and responsibilities; the MOU must identify a lead organization to represent the collaborative and receive payments on its behalf. The Lead Organization may be required to provide all requested legal documents including insurance to cover the work of the group. Lead organizations are required to submit proof of current non-profit status.
• Provide Proof of Insurance: Organizations seeking to do business with the City will be required, BEFORE the execution of a grant agreement, to provide evidence of insurance and maintain coverage throughout the life of the grant. Costs for required insurance may be included in the proposed program budget. Should a grant be awarded, grantees will be required to provide a Certificate of Insurance, which includes CURRENT: Workers Compensation, General Liability, Sexual Misconduct – if working with youth, and Automobile, in statutory amounts not less 3 than one million dollars ($1,000,000.00). On a SEPARATE Endorsement Page, the City of East Palo Alto and its officers, agents, council members, and employees must be named as additionally insured.

9.3.b
Packet Pg. 309 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update)

5. Review, Evaluation, Selection Process, and Ranking:

Eligibility Review: City staff will review applications to ensure they meet minimum eligibility requirements and submittal standards. Only applications that are complete, meet eligibility requirements, and submittal standards will be forwarded for further considerations. Applicants not meeting these standards will be notified.

After a preliminary review by City staff, eligible proposals are presented to a Community Grants Review Panel (CGRP) for further review and ranking. The CGRP will present their rankings and recommendations for funding to the City Council. The City Council, which has final approval authority, then selects the slate of projects to be funded and informs the staff of its decision.

The Grants Coordinator is responsible for administering the grants for the approved projects.

Application Format and Submission: Applications must be no longer than ten (10) pages plus attachments. Applications will not be available online. All submissions are due by 5:00 pm. on Friday, February 24, 2023.

Electronic submissions are required. Allow plenty of time for the system to upload documents.

Submit applications:
• Via email to [email protected] or;
• Via Dropbox to [email protected]
Attachments should be in PDF format. All documents should be titled with the attachment designation followed by the applicant name. For example: Attachment A: ABC Organization:

Application. Attachment B: ABC Organization: Narrative. If the file size is too large, break up the documents and send them in smaller groupings.

The award of a contract, and any allowed renewal or extension thereof, is subject to allotments made by the East Palo Alto City Council and subject to the availability of Transient Occupancy Tax (TOT) Funds. PLEASE NOTE THAT THE EAST PALO ALTO CITY COUNCIL MAY PARTIALLY FUND ANY CONTRACT RESULTING FROM THIS SOLICITATION. ANY FUNDS NOT

EXPENDED BY THE END OF YOUR GRANT IS REQUIRED TO BE RETURNED TO THE CITY OF EAST PALO ALTO ALONG WITH YOUR CLOSEOUT REPORT.

Instructions: Submissions should be presented in the following order: KEEPTHIS FORM. 4 CHECK LIST

9.3.b
Packet Pg. 310 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update)

1.Application (pp. 7-8)
• Narrative (2 pages max)
• Describe your organization briefly.
• Work Plan: For this project.
• Attachments (Submit asWord Documents – Use online forms) • Budget
• Logic Model
• Measure C/TOT Compliance Policies
a. Conflict of Interest (COI) Certification – (Use online form) b. Memorandum of Understanding (MOU)
• Where a partnering, collaborative, and or subcontracting relationship is proposed, the submission must include an MOU between the partnering organizations, which
documents the relationship and delineates tasks and or
compensation for each party.
• IRS documents
a. 501(c)(3) Determination Letter: Or Copy of fiscal agent’s 501(c)(3) determination letter
b. Form 990 or 990 Exemption: Last 2 years
• Financials
• Annual Budget: 2 years
• Financial Statements:
• CurrentYTD
• PreviousYear
• Matching Funds: Commitment letter if applicable
• Other
• Organizational Chart:
• The chart should include the primary applicants’ Board of Directors, the entire project team (all partners), and
illustrate the relationship between the partners.
• Board Members List: Including titles and addresses.
• Executive Director Name: Or equivalent employee.

9.3.b
Packet Pg. 311 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) 5 CITY OF EAST PALO ALTO –TOT

SMALL GRANT APPLICATION

COVER SHEET
PLEASE READ AND ANSWER ALL QUESTIONS ON THIS APPLICATION FORM.

Organizational Information
Legal Name Organization: East Palo Alto Greyhounds Youth Athletic Association
Address of Organization: 1858 Bay Road, East Palo Alto, Ca. 94303 Website: www.epahoundz.com
Collaborating Organization: Barbershop Boyz
Website: N/A
*Attach additional sheet(s) if necessary.

Contact Information
Grant Administrator Eric Stuart
Emai
l
[email protected]
(510) 812-6703

9.3.b
Packet Pg. 312 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Grant Request
Amount Requested: (Not to exceed $16,000) $16,000
Total Project Budget: (For this project) $50,000
Matching funds/in-kind donations? (Yes/No) Circle one. If yes, amount?
$15,000
What is your organization’s total annual operating budget? $75,000 Please list the names of matching funding or in-kind donation sources: N/A Have you received TOT funding previously? Yes No Year(s)? __2017 Is that grant still active? Yes No
If not, have you submitted your Closeout forms? Yes No
Please indicate your service category: “Sports & Recreation Target Demographic
Please check the appropriate box(es) indicating the target category and age group(s) (if appropriate) that will be served with the funds requested:

Check Target Category (categories): Children & Youth
Check Age Group(s): Ages 5-18
Clients Served:

List the number of East Palo Alto Clients you intend to serve during this program: 200 List the total number of Clients you intend to serve during this program: 250 Summer Program Timeline
What are your dates of service for this program? START: 01/24/2023 END: 12/02/2023 What days/nights will you run your program? M-W-F-Sa Hours? 16hrs. Per week

9.3.b
Packet Pg. 313 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Acknowledgement
I have read the minimum compliance standards for the City of East Palo Alto TOT Grants Program and can demonstrate that my program meets all minimum standards.

I agree to fully participate in the City of East Palo Alto’s spirit of partnership (see Section 1, Item F. Contractual Requirements and additional requirements as a funded organization.

I certify that my agency is eligible to apply based on the criteria listed in the Request for Applications and agree to submit any follow up documentation needed to verify eligibility (including but not limited to a 501(c)(3) tax letter).The signatory declares that: 1. they are authorized to sign on behalf of all entities in the partnership (if applicable); 2. the application accurately outlines the extent, objectives, and methods of the project; and 3. the grant funds, if awarded, will be used solely for the purposes outlined in this application. ________________________________
Signature of Authorized Representative Date Signed
Eric Stuart Founder/Director
Printed Name Title
7 NARRATIVE: Not to exceed 2 pages (Please use 12 PT Font with 1 inch margins on 8/12 x 11 inch paper).

Please describe:
• Your project service category;
• goals and objectives – work plan;
• How many clients you intend to serve;
• project partners (if any);
• Project timeline;
• How this project helps your organization fulfill its broader organizational mission; (Please include your organization’s mission statement);
• How proposed program activities will increase a young person’s academic achievement or help positively develop their social skills. Evidence based strategies will be viewed favorably; • Discuss how the services you will provide will offer a supportive community environment for families and/or seniors of East Palo Alto;
• Your organizational history and qualifications providing direct services to the target population; • Lead staff, their qualifications; and
• The project’s proposed budget and how it supports the overall objectives and activities. Include planned efforts to leverage funds and list potential funders. Budget should be reasonable, realistic, and consistent with your work plan. Projects that utilize matching funds will be given priority.

LOGIC MODEL: Not to exceed 3 pages (highlighting one (1) objective per sheet of legal size paper).

9.3.b
Packet Pg. 314 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update) Using the Logic Model template, discuss up to three (3) measurable indicators/objectives focused on direct service programming and impact. The limited number makes the process simpler; more importantly, it makes everyone think hard about priorities.

The logic model draws a picture of your program or intervention; provides a graphic representation of the “theory of action” highlighting what is invested, what is done, and results. It will serve as the core of planning, evaluation, and setting mutual expectations for the grant.

In your responses, keep the following concepts in mind:
• Outputs: Outputs are the activities or deliverables that are to be accomplished as a result of a grant.

Outputs are generally described as deliverables or milestones in a work plan or timeline. Outputs include things like number of workshops held, number of youth tutored, health management plan completed, etc.
• Outcomes: Outcomes are the measurable impacts or results of the work of the grant. While outputs are accomplished during the life of the grant, outcomes generally occur after the completion of the grant. It is useful to categorize outcomes as short and long-term. Outcomes include things like the numbers of youth served that are now in college, or the measure by which their grade point average has improved.

BUDGET: In an Excel spreadsheet, develop a project budget that outlines the funding request. Detail: TOT funds requested; note any matching funds; and list the organization’s annual budget allocation to that activity. Examples of budget items include, but are not limited to, personnel, personnel benefits, sub contractors/collaborative partners, supp/lies and materials, and equipment. Staff and personnel costs may not exceed fifteen (15%) of the total budget.
8 9.3.b
Packet Pg. 315 Attachment: 2023 TOT Proposals (2670 : 2023 Transient Occupancy Tax Grants Update)

CITY OF EAST PALO ALTO

COMMUNITY SERVICES & RECREATION DIVISION
2415 UNIVERSITY AVE.

EAST PALO ALTO, CA 94303
To: Qualified & Interested Organizations that serve East Palo Alto residents From: Maurice Baker, Acting Community Services Manager
Date: Monday, January 9, 2023
Subject: Notice of Funding Availability (NOFA) for 2023 Summer Park Activation & Transit Occupancy Tax (TOT) Community Grants Introduction
The City of East Palo Alto invites qualified local business entities to apply for funding opportunities through the Community Services & Recreation division. For the 2023 calendar year. There will be one round of TOT funding and Summer Park Activation. Interested parties will only be able to apply for one prospective source. To submit a response for either funding source (TOT or Summer Park Activation), all proposals shall be to conduct programming beginning summer of 2023 (June 19, 2023). 2023 Park Activation Funding Availability: $150,000 (Max $16,000 per organization) 2023 Transit Occupancy Tax (TOT) Availability: $150,000 (Max $16,000 per organization) Each proposal must be submitted by a legal business entity that can effectively support the City’s efforts to conduct programming for Youth, Families, and/or Seniors.

TOT Small Grants Program: For the purposes of this grant, small grant is defined as a program run during the summer months that impacts YOUTH, FAMILIES, or SENIORS, in the East Palo Alto community. The program may continue through to the school year.

Applicants interested in TOT MUST attend ONE of TWO orientation times. Only one organizational representative is required to attend. Orientations will be held on:

Thursday, January 26, 2023
10:00am-12:00pm and 1:30pm-3:30pm

9.3.c
Packet Pg. 316 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update) City of East Palo Alto City Hall
2415 University Avenue, Community Room, 1st Floor
East Palo Alto, CA 94303
The Pre-Submission Applicant Orientation:
• Describe the City of East Palo Alto’s TOT program and it’s requirements • Respond to questions from potential application
• Review the application process
Organizations that do not attend the orientation meeting will not be eligible to apply.

Applications are due ELECTRONICALLY by Friday, February 24, 2023, at 5:00pm.

Please email any questions to [email protected]
The award of a contract, and any allowed renewal or extension thereof, is subject to allocations made by the East Palo Alto City Council and subject to the availability of Transient Occupancy Tax (TOT) funds. PLEASE NOTE THAT THE EAST PALO ALTO CITY

COUNCIL MAY PARTIALLY FUND ANY CONTRACT RESULTING FROM THIS SOLICITATION.

Contact Person for NOFA Logistics
Inquiries related to this Request for Proposals should be directed to:

Maurice Baker, Acting Community Services Manager
Email: [email protected]
Phone: (650) 853-3139
Purpose of this Notice of Funding Availability (NOFA)
The goal of Summer Park Activation and TOT grant funding is to support organizations from East Palo Alto and/or those that serve a majority of its residents. Park activation is primarily organized to provide programming in every City-owned/operated park & facilities in the City of East Palo Alto. The purpose in activating the parks is for residents to have access to FREE fun activities that promote wellness and healthy living for all. All programming should have a contingency plan for remote or fully distant activity; including a plan for in person activity.

The TOT grant was initiated in 1998 and amended in 2002 to support projects & programs

9.3.c
Packet Pg. 317 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update) that utilize funds and relationships to provide a continuum of services that deliver measurable and impactful outcomes toward the goal of serving Youth, Families, and Seniors in the East Palo Alto community. The Grant Program is competitive and encourages matching funds.

Key Items to Address in Response
To properly respond to the NOFA for 2023 Summer Park Activation or Transit Occupancy Tax (TOT), proposals should include a Scope of Work that details community outreach and engagement, a recreation program design, event operations plan, report and/or document preparation, and project management, including the submission below.

Applicants are encouraged to present a robust program for Youth & Families in their proposal. The proposal should clearly identify deliverables for each activity. Successful applicants shall have a thorough understanding of programming in East Palo Alto. Proven ability to reach the larger general community is a plus.

Project Management
Project Kick-off Meeting: Meet with the Community Services and Recreation staff to identify project milestones, refine the scope of work, confirm timeline, clarify specific rolesand responsibilities and identify project resources.

Project Management: Identify tools and methods that will be used to keep the projectmoving on time and within budget. Meetings with City staff throughout the project should be anticipated, including regular conference calls and in-person meetings at project milestones.

9.3.c
Packet Pg. 318 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update) Community Outreach and Engagement Strategy
Community-at-large: Community engagement is a critical component of this planning process and will involve the community on many levels. Ongoing engagement will occur throughout the course of the project with the community-at large at workshops, community events and online.

The Grantee is required to recruit Youth & Families for their specific activities. A communityoutreach plan is required. If accepted, your contract terms will be contingent upon your participation rate.

Working with staff, the Grantee will identify a comprehensive strategy for community involvement that maximizes input from a variety of stakeholders.

Other duties will include preparation of meeting materials, meeting presentations, and summaries of each event/meeting/online activity.

Council Hearings: Develop and assist in presentations for recommendations to City Council onsummer programming. Assume to attend at least two City Council meetings.

Submission Requirements
The submittal shall be prepared in an 8 ½” by 11” format, limited to five (5) pages but no less than four (4) pages, not including brochures. Attachments, resumes, covers and dividers are not included in the page count. In addition, any information that needs to be returned should not be submitted. Grantees shall be required to procure insurance that meets the City’s minimum insurance requirements as set forth herein.

Any interested organizations will need to list activities and their plan for moving to a completely remote operation.

The Applicant is requested to include the following information in the proposal:

1. Cover Letter: State the organization/individual interest and commitment of personnel to conduct programming beginning June 2023. Identify and describe any distinguishing features orcapabilities that make your organization a superior choice to perform the work. The letter must be signed by the individual authorized to negotiate the Contract with the City. (1-2 pages maximum).

2. Approach and Understanding: Describe your understanding of program operations that you are requesting to implement along with a description of the process/approach to be used in community engagement and providing the service. Be sure to outline internal protocol for ensuring clear communication between the City and the Grantee. (1 page minimum).

9.3.c
Packet Pg. 319 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update)

3. Contingency Plan: To provide the best possible services for residents in the City, please include no less than one (1) page of your Operations plan as it pertains to a pandemic, not limited to Shelter in Place, Virtual operations, and Social Distancing protocols.

4. Work Plan & Schedule: Explain in detail a proposed programming schedule, including all anticipated tasks and deliverables to address the RFP scope of work. City staff will provide updates from California Department of Public Health as it relates to your programming. (1 page minimum)

5. Insurance: Certify that that the entity can and will meet the City’s minimum insurance requirements for the program period of March 2023-August 31, 2023.

6. Firm & Personnel Experience: State the qualifications and experience of the organization/individual(s). Emphasize specific qualifications and experience with engagements of similar scope and complexity.

7. Resumes: List and provide resumes for committed individuals who will be assigned to thesummer program.

Insurance Requirements
Prior to entering into contract with the City, respondent will provide evidence of:

Commercial General Insurance. GRANTEE, at its own cost and expense, shall maintain commercial general insurance for the term of this Agreement in an amount not less than ONEMILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement.

Automobile Insurance (Option 1). GRANTEE shall procure and maintain Automobile Liability Insurance as broad as Insurance Services Office Form Number CA 0001 covering Automobile Liability, Code 1 (any auto). Automobile Liability Insurance shall have minimum limits of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury and property damage.

9.3.c
Packet Pg. 320 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update) Automobile Insurance (Option 2). GRANTEE shall be required to procure Automobile Insurance only when vehicles are used in performing the Summer Program work. It is not required for simple commuting and GRANTEE is prohibited from transporting any program participants as part of the Summer Program work.

However, compliance with California law requiring auto liability insurance is a contractual requirement.

Workers’ Compensation. All California employers must provide workers’ compensation benefits to their employees under California Labor Code Section 3700.

California Labor Code Section 3351 defines who is an employee, and therefore who can be covered under a workers’ compensation policy. If a business employs one or more employees, then it must satisfy the requirement of the law. Grantees that are required to maintain insurance under California Labor Code Section 3700 shall procure workers’ compensation insurance, in statutory amounts, with Employer’s Liability with limits of not less than ONE MILLION DOLLARS($1,000,000.00) per occurrence. All Grantees shall be required to complete an East Palo Alto “Workers Compensation Certification” form.

Abuse and Molestation Liability Insurance. GRANTEE shall procure abuse and molestationliability insurance with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence.

Broader Insurance Coverage. If GRANTEE maintains broader coverage and/or higher limits than the CITY’s minimum requirements, the City shall be entitled to the broader coverage and/orthe higher limits available to the GRANTEE, including umbrella or excess insurance.

Additional Requirements. Except for Automobile Insurance, each of the following shall be included in the insurance coverage oradded as a certified endorsement to the policy:

The insurance shall cover on an occurrence or an accident basis, and not on a claims-madebasis.

Any failure of GRANTEE to comply with reporting provisions of the policy shall not affect coverage provided to CITY and its officers, employees, agents, and volunteers.

CITY and its officers, employees, agents, and volunteers shall be covered as additional insured’s with respect to each of the following: liability arising out of activities performed by or on behalfof GRANTEE; products and completed operations of GRANTEE, as applicable; premises owned, occupied, or used by GRANTEE. The coverage shall contain no special limitations on the scope of protection afforded to CITY or its officers, employees, agents, or volunteers.

9.3.c
Packet Pg. 321 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update) A certified endorsement must be attached to all policies stating that coverage is primary insurance with respect to the CITY and its officers, officials, employees and volunteers, and thatno insurance or self-insurance maintained by the CITY shall be called upon to contribute to a loss.

Pre-Submittal Inquiries
Organizations interested in applying for Summer Park Activation funding are invited to attend a mandatory Informational Session on Tuesday, January 17, 2023 at 1:30 p.m. (Zoom Virtual Orientation) or 6:00 p.m at the City of East Palo Alto City Hall (2415 University Ave. East Palo Alto CA 94303), to review the funding requirements and have questions answered regarding the scope of work.

Programmers should bring those personnel who are needed to ascertain the scope of this project. City responses to questions will be made in the presence of all attendees.

Specific questions concerning Park Activation and/or TOT should be submitted via email to the Acting Community Services Manager (Project Manager), Maurice Baker at [email protected] before the date identified in NOFA Schedule. All vendors who have notified the City of their intent to respond to the NOFA will be provided, via email, with a copy of any question submitted and the answer given by the City per the NOFA Schedule.

City Council Consideration
City staff anticipates seeking City Council approval for contractual agreements with organizations individuals and firms to provide programming services described in this NOFA in February 2023. All funding recommendations will receive final approval or amendments from council.

Proposed Timeline, Submittal Requirements, and Due Date Event Date
Release of NOFA Monday, January 9, 2023
Mandatory Informational Session(s) Tuesday, January 17, 2023 Final Day to Submit Questions about NOFA Friday, January 27, 2023 Proposals Due Friday, February 3, 2023
Proposal Evaluation Completion Date Monday, February 13, 2023 Notice of Results (Projected) Monday, March 6, 2023
Contract Completion of Successful Candidates Monday, March 13, 2023

9.3.c
Packet Pg. 322 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update) Submitted Requirements
Respondents must submit two (2) hard copies of each proposal submitted as well as an electronic version of each proposal via Dropbox
(https://www.dropbox.com/sh/60z8adb1hbj7qo4/AABtoyLybUq5d8ycOp26DGxZa?dl=0).

Due Date
Respondents must email an electronic copy of their proposal to [email protected] and submit two (2) hard copies of the proposal, postmarked by 5:00 PM on February 3, 2023 to the following address:

City of East Palo Alto
2415 University Ave. East Palo Alto, CA 94303
Attention: Maurice Baker, Acting Community Services Manager Other Notes
This NOFA does not commit or require the City to award a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Applicant, or to modify or cancel in part or in its entirety the NOFA if itis in the best interest of the City to do so.

Furthermore, a contract award may not be made based solely on price.

9.3.c
Packet Pg. 323 Attachment: NOFA for Community Services Funding (Final) (2670 : 2023 Transient Occupancy Tax Grants Update)

9.3.d
Packet Pg. 324
Attachment: MeasCTOTAwardeeListAsOf2.2019 (2670 : 2023 Transient Occupancy Tax Grants Update)

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: May 16, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Batool Zaro, Associate Engineer
Humza Javed, Public Works Director
SUBJECT: Mini-Roundabout Design on Pulgas Avenue
Recommendation

1. Waiving the formal bid procedures under section 2.84.070 of the East Palo Alto Municipal Code

2. Authorizing the City Manager to negotiate and execute a design services contract with ALTA Planning + Design Inc. to design a mini-roundabout in the amount not to exceed $13,000.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:

Implement the Comprehensive Transportation Mobility Plan Background
In 2021, the City of East Palo Alto staff applied to take part in the San Mateo County Office of Education (SMCOE) School Travel Fellowship Program (Fellowship Program). The City was selected to participate in the fellowship program. The goal of the program was to help improve safety for students walking and biking to school.

This item was presented to the Public Works and Transportation Commission (PWTC) at the 9/21/2022 meeting. Staff accepted feedback and received support from the PWTC for the project. In October 2021, the temporary traffic circles were installed.

In 2023, once again, staff applied for the Student Travel Fellowship and was selected to participate in the program. As part of the 2023 fellowship, the City will receive technical assistance and one preliminary mini-roundabout design. The schools also get to receive one Safe Route to School (SRTS) activity as part of the program.

9.4 Packet Pg. 325
Analysis
As part of last year’s project, two temporary traffic circles were installed at two intersections of concern in the City that are also nearby schools. Locations are as follows:
• Pulgas Avenue and Runnymede Street
• Pulgas Avenue and Beech Street
Pulgas Avenue is a 25-mph neighborhood collector street with one lane in each direction.

Along most of the Pulgas Avenue corridor, parking is permitted on both sides. Additionally, along the Pulgas Avenue corridor, there is sidewalk on one or both sides. Several schools are also located along the corridor, so it is traveled by a lot of students. Moreover, in 2010, as part of a pedestrian safety analysis, these two intersections were selected as candidates for a mini roundabout installation.

During the data-gathering process as part of the 2022 fellowship, the team received a lot of feedback recommending/requesting traffic calming measures along Pulgas Avenue. The existing stop controls and perpendicular alignment of these intersections made them ideal candidates for this pilot project.

The traffic circles that were installed as a part of this program are temporary and will remain in place for the near future. If the community is supportive of the traffic circles, they can be converted from temporary traffic circles to permanent mini-roundabouts which would serve as a more permanent traffic calming measure.

As part of the project, a survey was posted online and feedback was gathered in person. Some of the survey results are listed below:
• We received 37 responses to the survey
• 88% felt positive about the change becoming permanent, 6% negative, 6% unsure or neutral
• 24 people said they felt the project helped make walking feel safer and easier • Received feedback on what people liked/ didn’t like
• Received recommendations and suggestions on changes people would make Because the two locations are ideal for mini-roundabouts, staff is recommending both locations be upgraded to permanent mini-roundabouts from temporary traffic circles. Once the designs are complete, staff will seek construction funding.

Staff is recommending waiving the bidding process and award the contract to ALTA for the following reasons:
• ALTA has been the designer on contract with the SMCOE who has been leading the Fellowship program
• ALTA did the design/build for the two traffic circles under the Fellowship program for the City last year
• The City has been selected for the Fellowship program for the second year and has been granted design for a single location which ALTA will be designing.

9.4 Packet Pg. 326
Because ALTA is familiar with the project and the conceptual design layout, they will be able to complete this project fast while keeping costs low to the City.

Next Steps:

As part of the 2023 fellowship, the City will receive one preliminary design for the conversion of the traffic circle to a mini roundabout. ALTA Planning + Design will be performing the preliminary design; the project scope of work is attached as Attachment #2. Staff presented the information in this report to the Public Works and Transportation Commission and solicited feedback on the performance of the traffic circle and other design considerations. On April 19th 2023, staff received support from the PWTC to allocate City funds for the consultant to design the second location since only one will be funded through the fellowship.

Fiscal Impact
Because the fellowship grant will cover the design for one location, staff is requesting additional funds through Measure M to design the other location which will cost approximately $13,000.

Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.

Environmental
The proposed action is categorically exempt from the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines Section 15301(c) (rehabilitation or reconstruction of an existing roadway), as it involves rehabilitating existing roadways by erecting certain improvements to enhance safety. All improvements are proposed within the existing right of way and no expansion will occur of existing facilities.

Attachments

1. Resolution - Mini-Roundabout Design

2. East Palo Alto_SMCOE Fellowship Scope of Services

9.4 Packet Pg. 327
Resolution No. XX-2023 1 of 2
RESOLUTION NO. XX – 2023

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF EAST PALO ALTO

AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT WITH ALTA PLANNING + DESIGN INC. TO COMPLETE A DESIGN FOR A MINI-ROUNDABOUT ON

PULGAS AVENUE
WHEREAS, in 2021, the City of East Palo Alto staff applied to take part in the San Mateo County Office of Education (SMCOE) School Travel Fellowship Program (Fellowship Program); and WHEREAS, the City was selected to participate in the fellowship program. The goal of the program was to help improve safety for students walking and biking to school; and WHEREAS, as part of the 2021 fellowship, two intersections were selected for the installation of temporary traffic circles at Pulgas Avenue and Beech Street and Pulgas Avenue and Runnymede Street; and
WHEREAS, City Council approved the temporary installations on October 4, 2022 via resolution; and
WHEREAS, in 2023, once again, staff applied to the fellowship program and was selected to participate in the program; and
WHEREAS, as part of the 2023 fellowship, the City will receive technical assistance and one preliminary mini-roundabout design; and
WHEREAS, on April 19, 2023, staff received support from the Public Works and Transportation Commission to allocate City funds for the consultant to design the second location since only one will be funded through the fellowship; and
WHEREAS, ALTA Planning+Design (ALTA) was responsible for design of the temporary traffic circles and are currently designing a mini-roundabout so it is recommended that ALTA continue to design for the second location; and
WHEREAS, the preliminary design for the second location will cost approximately 13k.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:

1. Finds the foregoing recitals as true and correct, and are incorporated by reference into this action;

2. Waives the formal bid procedures under section 2.84.070 of the East Palo Alto Municipal Code; and

3. Authorizes the City Manager to negotiate and execute a design services contract with ALTA Planning + Design Inc. to design a mini-roundabout in the amount not to exceed $13,000.

9.4.a
Packet Pg. 328 Attachment: Resolution - Mini-Roundabout Design (2665 : Mini-Roundabout Design on Pulgas Avenue) Resolution No. XX-2023 2 of 2
PASSED AND ADOPTED this 16th day of May 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:

James Colin, City Clerk John D. Lê, City Attorney

9.4.a
Packet Pg. 329 Attachment: Resolution - Mini-Roundabout Design (2665 : Mini-Roundabout Design on Pulgas Avenue)

MEMORANDUM
San Mateo County Office of Education | 1
To:           Batool Zaro, Assistant Civil Engineer, City of East Palo Alto From:   Kristin Haukom, Alta Planning + Design
Date:   February 22, 2023
Re:   East Palo Alto School Travel Fellowship Program | Draft Scope of Services for Review and Discussion Dear Ms. Zaro:

We are pleased to submit this letter and draft scope of services that outlines the assistance the City of East Palo Alto (City) will receive as a part of the San Mateo County Office of Education (SMCOE) School Travel Fellowship Program (Fellowship Program). This scope of services is not final, but is meant to serve as a starting off place. Further discussion with the City’s Fellowship Team may be needed.

The City’s goals for this work as written and discussed are:
 Complete preliminary design for converting last year’s temporary traffic circles into permanent mini roundabouts  Implement quick‐build or demonstration projects in order to encourage more sustainable modes of transportation  Engage the community on needed changes and build relationships with schools We look forward to working together!

9.4.b
Packet Pg. 330 Attachment: East Palo Alto_SMCOE Fellowship Scope of Services (2665 : Mini-Roundabout Design on Pulgas Avenue) Alta Planning + Design, Inc.  2 San Mateo County Office of Education Scope of Services
This scope of services will be provided by the SMCOE Fellowship Technical Assistance (TA) Team—a partnership between SMCOE and Alta Planning + Design—with input and support from the City’s Fellowship Team.

The City’s Fellowship Team includes:
 Batool Zaro, Assistant Civil Engineer, City of East Palo Alto  Liz Sanchez, Community Program Specialist II, San Mateo County Health  Humza Javed, Public Works Director, City of East Palo Alto  Christopher Kao, Commisioner/Resident, Public Works and Transportation Commission  Gabriel Anguiano Jr. Coordinator of Family & Community Engagement, Ravenswood City School District  Alex Quezada, Principal, Los Robles‐Ronald McNair Academy (RCSD)  Nzinga Woods, Principal, Costano School of the Arts (RCSD) Task 1. Project Meetings
The City will participate in a videoconference kick‐off meeting with the SMCOE Fellowship TA Team. The purpose of this meeting is to discuss deliverables, leverage the collective knowledge of meeting participants, and keep the project on schedule and meeting expectations. Alta is available for up to three additional half‐hour check‐in videoconference meetings, if needed. Alta will provide all meeting agendas and notes, as well as next steps for the group.

In addition, the City will attend four (4) quarterly meetings hosted by SMCOE. At these meetings, the City will learn, share, and hear from expert active transportation practitioners.

It is the responsibility of the City to provide Fellowship Team email addresses to the SMCOE Fellowship TA Team and ensure appropriate participation from its members at project meetings.

Task 1 Deliverables:
 Meeting agendas and notes, one kick‐off meeting, and up to three (3) half‐hour check‐in meetings  Four (4) quarterly meetings hosted by SMCOE
Task 2. Technical Assistance and Preliminary Design of Mini Roundabout Alta will work with the SMCOE Fellowship TA team and the City to produce a preliminary design to convert the temporary traffic circle into a permanent mini roundabout. This preliminary design will help to acquire funding from City Council or through grants.

Task 2 Deliverable:
 Mini Roundabout Preliminary Design
Optional Task 3. Demonstration Project Implementation + Evaluation Task A. The SMCOE Fellowship TA Team will help the City’s Fellowship Team identify metrics and tools to evaluate the effectiveness of the demonstration project.

Task B. Should the permanent mini roundabout design not be feasible, the SMCOE Fellowship TA Team and the City will choose one demonstration project to implement and through discussion with the relevant stakeholders and community.

The SMCOE Fellowship TA Team will finalize the design of the demonstration project, provide and order materials, and, along with the City’s Fellowship Team, will set‐up the demonstration project. The City will also be responsible for providing traffic control and permitting (if needed) for the demonstration project.

The SMCOE Fellowship TA Team will help the City’s Fellowship Team identify metrics and tools to evaluate the effectiveness of the demonstration project.

9.4.b
Packet Pg. 331 Attachment: East Palo Alto_SMCOE Fellowship Scope of Services (2665 : Mini-Roundabout Design on Pulgas Avenue) Alta Planning + Design, Inc.  3 San Mateo County Office of Education Task 3 Deliverable:
 One (1) demonstration project
 Evaluation Memo
Schedule
The entire project will conclude by July 31, 2023. A more complete schedule with deliverable due dates will be established with the entire project team during check‐in meetings.

9.4.b
Packet Pg. 332 Attachment: East Palo Alto_SMCOE Fellowship Scope of Services (2665 : Mini-Roundabout Design on Pulgas Avenue)