Agenda packet — Palo Alto City Council, May 16, 2022 (part 1 of 3)

1 City Council
Special Meeting
Monday, May 16, 2022
5:00 PM
Council Chamber & Virtual
Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person.

HOW TO PARTICIPATE

VIRTUAL PARTICIPATION
CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900-6833
The meeting will be broadcast on Cable TV Channel 26, live on YouTube at https://www.youtube.com/c/cityofpaloalto, and s t r e a m e d t o Midpen Media Center at https://midpenmedia.org.

TIME ESTIMATES
Time estimates are provided as part of the Council's effort to manage its time at Council meetings. Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.

PUBLIC COMMENTS
Public Comments will be accepted both in person and via Zoom meeting. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the Ci ty’s website. Please clearly indicate which agenda item you are ref erencing in your email subject line.

CALL TO ORDER
CLOSED SESSION (5:00 – 6:00 PM)
Public Comments: Members of the public may speak to the Closed Session item(s); three minutes per speaker.

1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority:

Government Code Section 54956.8 Property: 445 Bryant Street, Assessor’s Parcel Number 120 -15-107 Negotiating Party: JSRFIT LLC, 2 Special Meeting May 16, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.
a California limited liability company d.b.a. Form Fitness City Negotiators: Ed Shikada and Kiely Nose Subject of Negotiations: Lease Price and Terms of Payment
SPECIAL ORDERS OF THE DAY (6:00 – 6:15 PM)

2. Proclamation Recognizing National Police Week - May 15-21, 2022 and National Peace Officers’ Memorial Day - May 15, 2022

3. Proclamation Recognizing Emergency Medical Services Week May 15 - 21, 2022

AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (6:15 – 6:30 PM)
Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.

CONSENT CALENDAR (6:30 – 6:35 pm)
Items will be voted on in one motion unless removed from the calendar by three Council Members.

4. Approve Minutes from the May 2, 2022 City Council Meeting

5. Adoption o f a Resolution Author izing Use of Teleconferencing for Council Meetings During Covid-19 State of Emergency

6. Approval of Amendment One to Six (6) Enterprise System SAP On -Call Professional Services Contracts with: 1) Avertra Corporation, C20174583A; 2) Pe loton Group, LLC., C2 0174583B; 3) Etech -360, Inc., C20174583C; 4) V3iT Consulting, Inc., C20174583D; 5) IT Resonance, Inc., C20174583E; and 6) Techlink Systems, Inc., C20174583F, to Increase the Level of Services that May be Provided and Increase the Combi ned not -to-exceed Amo unt from $350,000 Annually to $650,000 Annually in Year 2 and $1,650,000 Annually in each of Contract Years 3 through 5, for all Six (6) Contracts, Bringing the New Contract not -to-exceed Combined Amount Across all Six (6) Contracts to $5,950,000 Over a Fi ve-Year Period, for provision of Department-Specific SAP Solutions

7. Approval of Contract Number C22183804 With Jacobs Engineering Group, Inc, (Jacobs) in the Total Amount Not -to-Exceed $880,569 to Provide Engineering Services for the Joint Intercepting S ewer (JIS Rehab.) Rehabilitation (Phase 1) at the Regional Water Quality Control Plant from the Plant Repair, Retrofit, and Equipment Replacement capital project (WQ-19002) in the Wastewater Treatment Fund At-Places Memo
3 Special Meeting May 16, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.

8. Approval of Contract No. C 22183905 with Prime G overnment Solutions, Inc. for an Amount Not to Exceed $136,892 Over a Term of Approximately Five-Years through June 30, 2027 for the Provision of Cloud-based Agenda, Meeting, and Commission Management and Automation Software

9. Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for Fiscal Year 2023, Providing the Street Maintenance Project List for Capital Improvement Program Project PE - 86070

10. Approval of Amendment Number Two to Contract No. C20175911 with Labyrinth Solut ions, Inc., to extend the Contract Term through October 21, 2022 at No Added Cost, for Information Technology Professional Services, Cloud Computing Hosting and Support Services, and As -Needed SAP Application Technical / Functional Sup port Services.

11. SECOND READING: Adoption of an Ordinance Amending Palo Alto Municipal Code (PAMC) Title 18 (Zoning), Chapters 18.04 (Definitions),

18.16 (Neighborhood, Community, and Service Commercial (CN, CC and CS) Districts), 18.18 (Downtown Commerc ial (CD) Districts) a nd

18.30 (A) and (C) the Retail and Ground Floor Combining Districts.

Environmental Review: Exempt Under California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) until December 16, 2022. (FIRST READING: May 2, 2022: PASSED 7-0)

12. SECOND READING: Parks and Recreation Commission Recommend Adopting an Ordinance to Amend the Foothills Nature Preserve Attendance Range to 400 -600 Guests (FIRST READING: May 2, 2022:

PASSED 7-0)
CITY MANAGER COMMENTS (6:35 – 6:55 PM)
BREAK (6:55 – 7:05 PM)

ACTION ITEMS
Include: Reports of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Reports of Officials, Unfinished Business and Council Matters.

13. Approve a Fiscal Year 2023 Program for Domestic Recycling of Mixed Paper and Mixed Rigid Pla stics; Approve a Budget Appropriation in the Refuse Fund Fiscal Year 2023 Operating Budget; Direct Staff to Negotiate a Corresponding Contract Amendment with GreenWaste of Palo Alto for Program Costs in an Amount Not to Exceed $1.2M (7:05 – 7:45 PM)
Public Letters
Presentation
Presentation
At-Places Memo
4 Special Meeting May 16, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.

14. Adopt Resolutions Authorizing the City Manager to Continue to Close California Avenue from El Camino Real to Park Boulevard, and Ramona Street between Hamilton Avenue and University Avenue Until December 31, 2023 and Direct Staff to I mplement Specific Acc ess Lanes and Perimeter Rules (7:45 – 9:15 PM)

15. PUBLIC HEARING: Adoption of Two Ordinances Implementing the Objective Standards Project, Including: 1) New Chapter 18.24, Contextual Design Criteria and Objective Design Standards; 2) Modifications to Aff ordable Housing (AH) Overlay District to Eliminate the Legislative Process; 3) Changes to Remove Inconsistencies and Redundancies, and Streamline Project Review Throughout Title 18. (9:15 – 10:45 PM)

COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS
Members of the public may not speak to the item(s)
ADJ

OURNMENT

INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.

OTHER INFORMATION
Standing Committee Meetings
Finance Committee Meeting May 17, 2022
Schedule of Meetings
Public Letters
Public Letters
Public Letters
At-Places Memo
Presentation
Presentation
5 Special Meeting May 16, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.

PUBLIC COMMENT INSTRUCTIONS

Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.

1. Written public comments may be submitted by email to [email protected].

2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Coun cil, click on the link below to access a Zoom -based meeting. Please read the following instructions carefully.

A. You may download the Zoom client or connect to the meeting in - browser. If using your browser, make sure you are using a current, up-to-date brow ser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older br owsers including Internet Explorer.

B. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.

C. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.

D. When called, please limit your remarks to the time limit allotted.

E. A timer w ill be shown on the computer to help keep track of your comments.

3. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B-E above.

4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.

CLICK HERE TO JOIN Meeting ID: 362 027 238 Phone:1(669)900-6833

City of Palo Alto (ID # 14366)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Closed Session

City of Palo Alto Page 1

Title: CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority:

Government Code Section 54956.8 Property: 445 Bryant Street, Assessor’s Parcel Number 120 -15-107 Negotiating Party: JSRFIT LLC, a California limited liability company d.b.a. Form Fitness City Nego tiators: Ed Shikada and Kiely Nose Subject of Negotiations: Lease Price and Terms of Payment From: City Manager
Lead Department: Administrative Services
1 Packet Pg. 6

City of Palo Alto (ID # 14176)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Information Reports

City of Palo Alto Page 1

Title: Proclamation Recognizing National Police Week - May 15-21, 2022 and National Peace Officers’ Memorial Day - May 15, 2022
From: City Manager
Lead Department: Police

Attachments:
• Attachment2.a: Attachment A: Peace Officers Memorial Week and Day 2 Packet Pg. 7
______________________________
Patrick Burt
Mayor
Proclamation
National Police Week, May 15-21, 2022 and
National Peace Officers’ Memorial Day, May 15, 2022
WHEREAS, the United States Congress and President of the United States have designated May 15, 202 2 as National Peace Officers’ Memorial Day and the week in which it falls as Police Week; and WHEREAS, the members of the Palo Alto Police Department play an essential role in safeguarding the rights and freedoms of its citizens; and
WHEREAS, it is important that all citizens know and understand the problems, duties, and responsibilities of their police department, and that members of our police department recognize their duty to serve the people by safeguarding life and property, by protecting against violence or disorder, and by protecting the innocent against deception and the weak against oppression or intimidation; and WHEREAS, the Palo Alto Police Department has grown to be a modern and progressive law enforcement agency which unceasingly provides a vital public service; and WHEREAS, The City of Palo Alto asks all citizens to join in honoring the police officers, past and present, who by their faithful and loyal devotion to their responsibilities have rendered a dedicated service to their communities and, in doing so, have established for themselves an enviable and enduring reputation for preserving the rights and security of all citizens.

NOW, THEREFORE, I, Patrick Burt, Mayor of the City of Palo Alto on behalf of the entire City Council do hereby proclaim the week of May 15-21, 2022, as Police Week and urge all citizens of Palo Alto to observe Sunday May 15, 202 2 as Peace Officers’ Memorial Day in honor of those peace officers who, through their courageous deeds, have lost their lives or have become disabled in the performance of duty.

Presented: May 16, 2022

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City of Palo Alto (ID # 14393)
City Council Staff Report
Meeting Date: 5/16/2022 Report Type: Information Reports City of Palo Alto Page 1
Title: Proclamation Recognizing Emergency Medical Services Week May 15 - 21, 2022
From: City Manager
Lead Department: Fire
Attachments:
• Attachment3.a: Emergency Medical Services Week
3 Packet Pg. 9
Proclamation
__________________________
Pat Burt
Mayor
Emergency Medical Services Week May 15-21, 2022
WHEREAS, emergency medical services are a vital public service; and WHEREAS, EMS professionals are available twenty -four hours a day, three hundred and sixty-five days a year; and
WHEREAS, quality emergency medical services care dramatically improves survival and reduces mortality and morbidity; and
WHEREAS, emergency medical services have grown to fill a gap by providing essential, out of hospital care; and
WHEREAS, the emergency medical services system consists of first responders, emergency medical technicians, paramedics, emergency medical dispatchers, firefighters, police officers and emergency physicians; and
WHEREAS, the members of emergency medical services teams engage in specialized training and continuing education to enhance their lifesaving skills; and
WHEREAS, it is appropriate to recognize the value and accomplishments of emergency medical services providers by designating Emergency Medical Services Week with the theme “EMS Strong: Always in Service.” NOW, THEREFORE, I, Pat Burt, Mayor of the City of P alo Alto, on behalf of the City Council do hereby proclaim and call upon all citizens of Palo Alto to observe the week of May 15 – May 21, 2022 as Emergency medical Services Week, with appropriate ceremonies and observances in which our community may join in recognizing the important public safety contributions of our emergency medical technicians and paramedics.

Presented: May 16, 2022

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City of Palo Alto (ID # 14383)
Office of the City Clerk
City Council CAO Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

Title: Approve Minutes from the May 2, 2022 City Council Meeting From: Lesley Milton, City Clerk

Staff recommends Council to review and approve the minutes as presented.

ATTACHMENTS:
• Attachment4.a: Attachment A: 20220502amCCsm (PDF)
4 Packet Pg. 11

1 City Council & Public Improvement Corporation
Joint Special Meeting
Monday, May 2, 2022
5:00 PM

The City Council of the City of Palo Alto met on this date in virtual teleconference at 5:01 P.M.

Participating Remotely: Burt, Cormack, DuBois, Filseth, Kou, Stone, Tanaka

Absent: None

CALL TO ORDER

CLOSED SESSION

1. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION
Subject: Threatened litigation regarding interpretation and application of non- conforming use provisions for 340 Portage and associated addresses, as set forth in September 10, 2021 letter from Sobrato Organization Authority: Potential Exposure to Litigation Under Government Code Section 54956.9(d)(2) One Case, as Defendant
MOTION: Mayor Burt motioned, seconded by Council Member Dubois to adjourn to Closed Session.

MOTION PASSED: 7-0

SPECIAL ORDER OF THE DAY

2. Appointment of Candidates for the Parks and Recreation Commission

City Council vote results for one partial term position on the Parks and Recreation Commission ending March 31, 2023.

Joy Oche: Burt, Cormack, Filseth, Stone, Tanaka, Kou
Eve Klein: DuBois

Candidate Joy Oche receiving 6 votes was appointed to the full-term expiring March 31, 2023.

RECESS FOR COUNCIL MEETING AND CALL TO ORDER PUBLIC IMPROVEMENT

CORPORATION

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2 Special Meeting May 2, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.

The Board of Directors for the Palo Alto Public Improvement Corporation was called to order at 9:07 PM

3. Approval of Fiscal Year 2021 Palo Alto Public Imp rovement Corporation's Annual Financial Statement

MOTION: Board Member Cormack motioned, seconded by Mayor Burt to approve the Fiscal Year (FY) 2021 Annual Financial Report for the Palo Alto Public Improvement Corporation.

MOTION PASSED: 6-1, Tanaka no

ADJOUNRN PUBLIC IMPROVEMENT CORPORATION AND RECONVENE COUNCIL MEETING

STUDY SESSION

4. Fiscal Year 2023 Proposed Budget Study Session

NO ACTION TAKEN

AGENDA CHANGES, ADDITIONS AND DELETIONS

The Council deferred Item 15 to a future date.

PUBLIC COMMENT

CONSENT CALENDAR

Council Member Tanaka Registered a no vote on item 9.

Mayor Burt requested to pull Item 6.

MOTION: Council Member Cormack motioned, seconded by Mayor Burt to approve Consent Agenda Items 5-11.

5. Approve Minutes from the April 11, 2022 City Council Meeting

6. Policy and Services Committee recommends that the City Council accept the recommendations from the September 14, 2021 and February 8, 2022 commit tee meetings regarding ra ce and equity, with the following change: schedule a City Council Action Item (May 9, 2022) on whether to pursue a misdemeanor ordinance and other methods to deter hateful speech while complying with the constitution

7. Parks and R ecreation Commission Reco mmend Adopting an Or dinance to Amend the Foothills Nature Preserve Attendance Range to 400-600 Guests

8. PUBLIC HEARING: Adoption of an Ordinance Amending Palo Alto Municipal Code (PAMC) Title 18 (Zoning), Chapters 18.04 (Definitio ns), 18.16 (Neighborhood,

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3 Special Meeting May 2, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.

Community, and Serv ice Commercial (CN, CC and CS) Districts), 18.18 (Downtown Commercial (CD) Districts) and 18.30 (A) and (C) the Retail and Ground Floor Combining District s. Environmental Review: Exempt Under California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) until December 16, 2022.

9. Approval of Contract No. C22183462 with Macias Gini & O'Connell LLP (MGO) for External Financial Audit Services in an Amount Not to Exceed $599,319 (Including a 10 Percent Contingency Additional Se rvices Amount of $54 ,934) Through March 31, 2025.

10. Policy and Services Committee Recommends the City Council Accept the City Auditor’s Quarterly Status Report (Q2 of Fiscal Year 2021)

11. SECOND READING: Adoption of Ordinance XXXX Amending Existing Palo A lto Municipal Code C hapter 5.30, Disposable Foodware Items and Other Disposable Products, to Comply with California Assembly Bill 1276 (Single -Use Foodware Accessories and St andard Condiments) Requiring Additional Restrictions on t he Use of Disposable Food ware and Condiments (FIRST READING: April 18, 2022:

PASSED 7-0)

MOTION SPLIT FOR THE PURPOSE OF VOTING
MOTION PASSED Items 5, 7-11: 7-0
MOTION PASSED Item 6: 6-1 - Tanaka no

CITY MANAGER COMMENTS
City Manager Ed Shikada

ACTION ITEMS

12. Adoption of Resolution XX Authorizing the Issuance and Sale of One or More Series of General Obligation Refunding (Refinancing) Bonds (Ele ction of 2008) in an Aggregate Principal Amount Not to Exceed $58 million, and E xecution of a Paying Agency Agreement, and Certain Other Related Docum ents and Authorizing Official Actions Related Thereto

MOTION: Council Member Cormack motioned, seconded by Mayor Burt to approve Resolution XX to:

1. Authorize the refinancing of the outstanding Series 2010A and Series 2013A General Obligation (Library) Bonds through the issuance of tax-exempt and federally taxable General Obligation Bonds (Bonds) in the not to exceed amount of $58,000,000; and

2. Approve the Paying Agency Agreement, Official Notice of Sale, Preliminary Official Statement, Irrevocable Refunding Instructions related to the Series 2010A Bonds, Escrow Deposit and Trust Agreement related to the Series 2013A Bonds Between City of Palo Alto and U.S. Bank Trust Company National Association; and authorize

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4 Special Meeting May 2, 2022
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.
related documents and actions.

MOTION PASSED: 7-0

13. Policy and Services Committee Recommends that the City Council Direct Staff to Reduce the Length of the Community Survey and Work with the Chair of the Policy & Services Committee as an Ad Hoc

MOTION: Mayor Burt motioned, seconded by Council Member DuBois to authorize the Chair of Policy & Services Committee to work with staff and POLCO to assure compatibility related to benchmarking of any revisions to the survey.

MOTION PASSED: 7-0

14. Clarification of In-Person Attendance Protocols for Council Committees and Boards and Commissions (Continued from April 4, 2022 Meeting)
FINAL MOTION: Council Member Tanaka motioned, second ed by Mayor Burt to direct staff to continue to present the findings for AB 361 for the Council, Commissions and Boards and
a) Council Members can participate remotely in Council Committee meetings up to 3 times per year;
b) Board Members and Commissioners can participate remo tely but are encouraged to meet in pers on and the Boards and Commissions sh ould establish a remote attendance policy

MOTION PASSED: 7-0

COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS

CLOSED SESSION

15. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section 54956.8 Prope rty: 300 Homer Avenue, Assessors Parcel Number 120-17- 093 Negotiating Party: Palo Alto Museum City Negotiators: Ed Shikada, Kiley Nose Subject of Potential Negotiations: lease Price and Terms of Payment

ITEM CONTINUED TO A FUTURE MEETING

ADJOURNMENT Meeting was adjourned at 11:50 PM.

ATTEST: APPROVED:

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Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org.
____________________ ____________________
City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC)

2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in Janu ary 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website.

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City of Palo Alto (ID # 14395)
Office of the City Clerk
City Council CAO Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

Title: Adoption of a Resolution Authorizing Use of Teleconferencing for Council Meetings During Covid-19 State of Emergency From: Lesley Milton, City Clerk

Recommendation
Adopt a Resolution (Attachment A) authorizing the use of teleconferencing under Government Code Section 54953(e) for meetings of the Council and its committees due to the Covid-19 declared state of emergency.

Background
In February and March 2020, the state and the County declared a state of emergency due to the Covid-19 pandemic. Both emergency declarations remain in effect.

On September 16, 2021, the Governor signed AB 361, a bill that amends the Brown Act, effective October 1, 2021, to allow local policy bodies to continue to meet by teleconferencing during a state of emergency without complying with restrictions in State law that would otherwise apply, provided that the policy bodies make certain findings at least once every 30 days.

AB 361, codified at California Government Code Section 54953(e), empowers local policy bodies to convene by teleconferencing technology during a proclaimed state of emergency under the State Emergency Services Act in any of the following circumstances:

(A) The legislative body holds a meeting during a proclaimed state of emergency, and state or local of ficials have imposed or recommended measures to promote social distancing.

(B) The legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in perso n would present imminent risks to the health or safety of attendees.
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(C) The legislative body holds a meeting during a proclaimed state of emergency and has determined, by majority vote, pursuant to subparagraph (B) (B), that, as a result of the emergency , meeting in person would present imminent risks to the health or safety of attendees. (Gov. Code § 54953(e)(1).)

In addition, Section 54953(e)(3) requires that policy bodies using teleconferencing reconsider the state of emergency within 30 days of the first teleconferenced meeting after October 1, 2021, and at least every 30 days thereafter, and find that one of the following circumstances exists:

1. The state of emergency continues to directly impact the ability of the members to meet safely in person.

2. State or local officials continue to impose or recommend measures to promote social distancing.

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Discussion
At this time, the circumstances in Section 54953(e)( 1)(A) exist. The Santa Clara County Health Officer continues to recommend measures to promote outdoor activity, physical distancing and other social distancing measures, such as masking, in certain contexts. (See August 2, 2021 Order.) In addition, the California Department of Industrial Relations Division of Occupational Safety and Health (Cal/OSHA) has promulgated Section 3205 of Title 8 of the California Code of Regulations, which requires most employers in California, including in the City, to train and instruct employees about measures that can decrease the spread of COVID-19, including physical distancing and other social distancing measures.

Accordingly, Section 54953(e)(1)(A) authorizes the City to continue using teleconferencing for public meetings of its policy bodies, provided that any and all members of the public who wish to address the body or its committees have an opportunity to do so, and that the statutory and constitutional rights of parties and the members of the public attending the meeting via teleconferencing are protected.

To comply with public health directives and promote public safety, Palo Alto policy bodies have been meeting via teleconference since March 2020. On September 27, 2021, Council considered the format for future Council, committee, and Board and Commission meetings.

Council determined that beginning November 1, 2021, Council meetings would be conducted using a hybrid format that allows Council Members and the public to decide whether to attend in person, following masking and distancing protocols, or participate via teleconference. Council directed that Council standing and ad-hoc committees and Boards and Commissions would continue meeting via teleconference through January 2022.

Adoption of the Resolution at Attachment A will make the findings required by Section 54953(e)(3) to allow the continued use of teleconferencing for Council meetings (for those Council Members who elect to participate remotely) and for Council standing and ad hoc committees. Each Board and Commission will consider and make similar findings.

ATTACHMENTS:
• Attachment5.a: Attachment A: Resolution Allowing Hybrid In-Person and Teleconferenced Meetings under Section 54953(e) (PDF)
5 Packet Pg. 19

NOT YET APPROVED
Resolution No. ____

Resolution Making Findings to Allow Teleconferenced Meetings Under California Government Code Section 54953(e)

R E C I T A L S

A. California Government Code Section 54953(e) empowers local policy bodies to convene by teleconferencing technology during a proclaimed state of emergency under the State Emergency Services Act so long as certain conditions are met; and

B. In March 2020, the Governor of the State of California proclaimed a state of emergency in California in connection with the Coronavirus Disease 2019 (“COVID-19”) pandemic, and that state of emergency remains in effect; and

C. In February 2020, the Santa Clara County Director of Emergency Services and the Santa Clara County Health Officer declared a local emergency, which declarations were subsequently ratified and extended by the Santa Clara County Board of Supervisors, and those declarations also remain in effect; and

D. On September 16, 2021, the Governor signed AB 361, a bill that amends the Brown Act to allow local policy bodies to continue to meet by teleconferencing during a state of emergency without complying with restrictions in State law that would otherwise apply, provided that the policy bodies make certain findings at least once every 30 days; and

E. While federal, State, and local health officials emphasize the critical importance of vaccination and consistent mask-wearing to prevent the spread of COVID-19, the Santa Clara County Health Officer has issued at least one order, on August 2, 2021 (available online at here), that continues to recommend measures to promote outdoor activity, physical distancing and other social distancing measures, such as masking, in certain contexts; and

F. The California Department of Industrial Relations Division of Occupational Safety and Health (“Cal/OSHA”) has promulgated Section 3205 of Title 8 of the California Code of Regulations, which requires most employers in California, including in the City, to train and instruct employees about measures that can decrease the spread of COVID-19, including physical distancing and other social distancing measures; and

G. The Palo Alto City Council has met remotely during the COVID-19 pandemic and can continue to do so in a manner that allows public participation and transparency while minimizing health risks to members, staff, and the public that would be present with in-person meetings while this emergency continues; now, therefore,

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NOT YET APPROVED
The Council of the City of Palo Alto RESOLVES as follows:

1. As described above, the State of California remains in a state of emergency due to the COVID-19 pandemic. At this meeting, the Palo Alto City Council has considered the circumstances of the state of emergency.

2. As described above, State and County officials continue to recommend measures to promote physical distancing and other social distancing measures, in some settings.

AND BE IT FURTHER RESOLVED, That for at least the next 30 days, meetings of the Palo Alto City Council and its committees will occur in a hybrid format, where both members of the policy body and members of the public may elect to be present in person, utilizing appropriate distancing and masking practices, or participate by teleconferencing technology. Such meetings of the Palo Alto City Council and its committees that occur using teleconferencing technology will provide an opportunity for any and all members of the public who wish to address the body its committees and will otherwise occur in a manner that protects the statutory and constitutional rights of parties and the members of the public attending the meeting via teleconferencing; and, be it

FURTHER RESOLVED, That the City Clerk is directed to place a resolution substantially similar to this resolution on the agenda of a future meeting of the Palo Alto City Council within the next 30 days. If the Palo Alto City Council does not meet within the next 30 days, the City Clerk is directed to place a such resolution on the agenda of the immediately following meeting of Palo Alto City Council.

INTRODUCED AND PASSED:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

City Attorney City Manager

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City of Palo Alto (ID # 13993)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

City of Palo Alto Page 1

Title: Approval of Amendment One to Six (6) Enterprise System SAP On -Call Professional Services Contracts with: 1) Avertra Corporation, C20174583A; 2) Peloton Group, LLC., C20174583B; 3) Etech -360, Inc., C20174583C; 4) V3iT Consulting, Inc., C20174583D; 5) IT Resonance, Inc., C20174583E; and 6) Techlink Systems, Inc., C20174583F, to Increase the Level of Services that May be Provided and Increase the Combined not -to-exceed Amount from $350,000 Annually to $650,000 Annually in Year 2 and $1,650,000 Annually in each of Contract Years 3 through 5, for all Six (6) Contracts, Bringing the New Contract not -to-exceed Combined Amount Across all Six (6) Contracts to $5,950,000 Over a Five -Year Period, for provision of Department -Specific SAP Solutions
From: City Mana ger
Lead Department: IT Department

Recommendation
Staff recommends that the Council approve and authorize the City Manager or their designee to execute amendment one to six (6) Enterprise System SAP On -Call Professional Services contracts with: 1) Avertr a Corporation, C20174583A; 2) Peloton Group, LLC., C20174583B; 3) Etech -360, Inc., C20174583C; 4) V3iT Consulting, Inc., C20174583D; 5) IT Resonance, Inc., C20174583E; and 6) Techlink Systems, Inc., C20174583F, to increase the level of services that may be provided and increase the combined not-to-exceed amount from $350,000 annually to $650,000 annually in year 2 and $1,650,000 annually in each of contract years 3 through 5 across all six (6) contracts, bringing the new contract not -to-exceed combined amou nt across all six contracts to $5,950,000 over a five -year period, to provide department -specific SAP solutions (Attachment A).

The City does not guarantee any minimum quantity of work or compensation with any of these consultants during the contract period.

Background
The City currently utilizes the SAP enterprise resource planning (ERP) system to support its major finance, human resource and utility billing processes. Staff last reviewed the 6 Packet Pg. 22

City of Palo Alto Page 2

viability of SAP through an RFP to procure a new ERP in Augus t of 2017 (RFP 169033).

Thirteen proposals were received through a competitive proposal evaluation process and three were shortlisted. After a rigorous bid evaluation process, executive staff reviewed the staff findings and opportunity cost of implementing a new ERP. The RFP was subsequently cancelled on November 14th, 2018 and the vendors were notified of the cancellation. This was outlined in the Council Information Update item (CMR 9826).

As part of the SAP upgrade project activities, the project was split into two phases to reduce risk and smooth continuity of business operations without major disruptions.

Phase I of the project upgrade d the technical platform (software and hardware) of SAP ERP system to the latest, fully -supported enhancement package version of SAP software components to modernize functionalit y, implement Single Sign On, deploy the streamlined application, SAP Fiori User Interface, and to migrate from on -premise servers to the cloud. The City Council approved Phase I of the project on October 7, 2019 (CMR 10033). Phase I was completed successfully in November 2020.

On March 8, 2021, (CMR 11810) to extend the term with SAP until December 2025 was approved. As noted in the CMR, staff will review and develop recommendations regarding continuing with SAP no later than December 2024.

IT is now moving into Phase II of the project , implementing high priority functionality changes identified during the Phase I of the project. To enhance the functionality of SAP ERP application, high ly experienced speciali sts are required to enable efficient business processes and enhance business functionality.

In July 2019, staff issued a request for proposals (RFP) to identify a number of qualified firms to provide on-call professional services for SAP on an as-needed basis to help with modernization, enhancements, backfill and day -to-day operational fixes ; because the City’s SAP needs span across many domains, multiple vendors with the associated expertise are required. As a result, six vendors were selected and Council approved five-year contracts for each of these vendors on June 22, 2020 (CMR 11360). Staff will engage the six contracted vendors to complete this work.

Discussion
In November 2020 the City upgraded SAP ERP software components as planned. This technical upgrade of the ERP system created many opportunities such as performance improvements, process re -engineering, digital transformation, and responsive role - based SAP Fiori user experience, which is available on any device (e.g., laptops and mobile devices).

Following the technical upgrade of the SAP components, several high prio rity functional enhancements have been identified by multiple business units within our various departments. These high priority projects are expected to be in progress during FY 2022-FY 2025:
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Finance:
• Finance Master Data Process improvement, data quality rules and data validation • Fixed Assets capitalization process improvement
• Financial statements, reporting and management reports • Annual Reporting and Re-engineer Year-end processing
• Yearly Tax forms - 1099 generation

Purchase, Inventory and Warehouse:
• Purchase Master Data Process improvement, data quality rules & data validation • Purchase Order Process enhancement
• Purchase Contract Process Enhancements
• Improved Reporting: Inventory Usage, Expenditure on Term Contracting, Vendor Performance and Purchasing Dashboard
• Annual Reporting and Year-end process enhancement

HR & Payroll:
• Employee & Manager Self Service Fiori Applications
• CalPERS and other HR interfaces
• Online W-2
• Special Compensation Implementation
• Payroll Control Center – Automation of Payroll process, setup the Workflow and analytics

Utilities:
• Configuration of Annual Settlement process of Solar Customers • Meter Replacement and Water Leakage alerts
• Configure the Refuse Management solution in SAP and Improve Reporting • Customer Support tools enhancement - ICWeb
• Increase Billing accuracy by implementing Meter read notification & creation of interactive record

Office of Management and Budget
• Year-end Process: PR/PO encumbrance, streamline carry forward, & Accruals • Budget load process improvements
• Optimization / Workflow in Master Data Creation
• Master data creation process optimization
• Reports and Data Validation: ZFIR44N, which needs to reconcile to ZFIR06/ZFIR43
• Develop Position Interface, CIP-Actuals, CIP-PR/PO Commitment • Forecasting Ability & Multi-Year View

There is a significant cost saving s for the City by enabling departments to leverage new/enhanced functionality of the upgraded SAP system. These functional 6 Packet Pg. 24

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enhancements will also help improve the process control, I T Risk Management recommendations, audit compliance control, operational efficiency, data quality, and reduction in annual reporting activities.

Resource Impact
The initial $350,000 was approved and adopted through the Information Technology Fund in Fisc al Years 2021 and 2022 to fund day -to-day operational fixes and enhancements. For SAP Upgrade Phase II enhancements, staff will engage the six contracted vendors to complete this work and will utilize the Enterprise Resource Planning c apital improvement project (TE -19000) to pay for the cost of professional services incurred. Currently, there is $2 million in funding available for this project.

Staff will bring forward a recommendation for additional funding for SAP on -call services, if necessary, during the annual budgeting cycle.

Stakeholder Engagement
The IT Enterprise and Systems Manager meet with numerous City departments at scheduled SAP PMO meetings to discuss enhancements and new initiatives on a regular basis.

Environmental Review
Approval of th is agreement does not constitute a project under the California Environmental Quality Act (CEQA); therefore, an environmental assessment is not required.

Attachments:
• Attachment6.a: Attachment A: C20174583 A-F Amendment Number 1 SAP On-Call Services
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AMENDMENT NO. 1 TO CONTRACT NO. C20174583A

BETWEEN THE CITY OF PALO ALTO AND

AVERTRA CORPORATION

This Amendment No.1 (this “Amendment”) to Contract No. C20174583A (the “Contract” as defined below) is entered into as of May 2, 2022, by and between th e CITY OF PALO ALTO, a California chartered municipal corporation (“CI TY”), and AVERTRA CORPORATION, a Virginia corporation, located at 580 Herndon Parkway, Herndon, VA 20170 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.

R E C I T A L S

A. The Contract (as defined be low) was entered into by and between the Parties for the provision of providing SAP Support Services on an as-needed, project based, time limited basis, as detailed therein.

B. The Parties now wish to am end the Contract in order to increase the quantity of on- call, time-limited SAP Support Services that may be ordered annually from Consultant by City under the Contract and, accordingly, the annual possible (but not guaranteed), per contract year, not-to- exceed compensation amount from Three Hundred Fifty Thousand Dollars ($350,000) annually for contract year 1, to Six Hundred Fifty Thousand Dollars ($650,000) annually for contract year 2, to One Million Six Hundred Fifty Thousand Dollars ($1,650,000) annually for contract years 3 through 5, for a Contract total not-to-exceed amount of Five Million Nine Hundred Fifty Thousand Dollars ($5,950,000) over the five-year term across the p ool of six on-call contracts for SAP Support Services (of which this Contract is one), as detailed herein.

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” sha ll mean Contract No. C20174583A between CONSULTANT and CITY, dated June 22, 2020.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 4, “NOT TO EXCEED CO MPENSATION,” of the Contract is hereby amended to read as follows:

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“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services desc ribed in Section 1 and Exhibit “A ” of this Agreement shall not exceed Three Hundred Fifty Th ousand Dollars ($350,000.00) annually for contract year 1, Six Hundred Fifty Thousand Dollars ($650,000) annua lly for contract year 2, and One Million Six Hundred Fifty Thousand Dollars ($1,650,000) annua lly for contract years 3 through 5, however, CONSULTANT acknowledges that the compensation paid to it likely will be less than the afore- stated annual amount per applicable contract year, as the CITY has appropriated that amount to payments to be made under six on-call contracts, of which this Agreement is one. The six on-call contracts shall be administered by the Informat ion Technology Department to ensure the total aggregate of compensation paid per contract year for these SAP on-call project support services across all such contracts will not exceed the afore-stated annual amount per applicable contract year, with a total not to exceed contract amount of Five Million Nine Hundred Fifty Thousand Dollars ($5,950,000) over the term of the Agreement.

The applicable rate schedule by which CONSULTANT will be paid for Services rendered under this Agreement is set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE”. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation as set forth herein shall be at no cost to the CITY.”

SECTION 3. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

AVERTRA CORPORATION

Officer 1

By:

Name:

Title:

Officer 2 (Required for Corp. or LLC)

By:

Name:

Title:

Attachments: None

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AMENDMENT NO. 1 TO CONTRACT NO. C20174583B

BETWEEN THE CITY OF PALO ALTO AND

THE PELOTON GROUP LLC

This Amendment No.1 (this “Amendment”) to Contract No. C20174583B (the “Contract” as defined below) is entered into as of May 2, 2022, by and between th e CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and THE PELOTON GROUP LLC, a Texas Limited Liability corporation dba THE PELOTON ALLIANCE, located at 10101 Southwest Freeway Suite 400, Houston, TX 77074 (“CONSULTANT”). CITY and CO NSULTANT are referred to collectively as the “Parties” in this Amendment.

R E C I T A L S

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” shall mean Contract No. C20174583B between CONSULTANT and CITY, dated June 22, 2020.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 4, “NOT TO EXCEED CO MPENSATION,” of the Contract is hereby amended to read as follows:

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SECTION 3. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

THE PELOTON GROUP LLC

Officer 1

By:

Name:

Title:

Officer 2 (Required for Corp. or LLC)

By:

Name:

Title:

Attachments: None

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AMENDMENT NO. 1 TO CONTRACT NO. C20174583C
BETWEEN THE CITY OF PALO ALTO AND ETECH-360, INC.

This Amendment No.1 (this “Amendment”) to Contract No. C20174583C (the “Contract” as defined below) is entered into as of May 2, 2022, by and between th e CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and ETECH-360, INC., a California corporation, located at P.O. Box 1463, Capo Beach, CA 92624 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.

R E C I T A L S

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” sha ll mean Contract No. C20174583C between CONSULTANT and CITY, dated June 22, 2020.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 4, “NOT TO EXCEED CO MPENSATION,” of the Contract is hereby amended to read as follows:

“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services desc ribed in Section 1 and Exhibit “A ” of this Agreement shall not

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exceed Three Hundred Fifty Th ousand Dollars ($350,000.00) annually for contract year 1, Six Hundred Fifty Thousand Dollars ($650,000) annua lly for contract year 2, and One Million Six Hundred Fifty Thousand Dollars ($1,650,000) annua lly for contract years 3 through 5, however, CONSULTANT acknowledges that the compensation paid to it likely will be less than the afore- stated annual amount per applicable contract year, as the CITY has appropriated that amount to payments to be made under six on-call contracts, of which this Agreement is one. The six on-call contracts shall be administered by the Informat ion Technology Department to ensure the total aggregate of compensation paid per contract year for these SAP on-call project support services across all such contracts will not exceed the afore-stated annual amount per applicable contract year, with a total not to exceed contract amount of Five Million Nine Hundred Fifty Thousand Dollars ($5,950,000) over the term of the Agreement.

SECTION 3. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

ETECH-360, INC.

Officer 1

By:

Name:

Title:

Officer 2 (Required for Corp. or LLC)

By:

Name:

Title:

Attachments: None

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AMENDMENT NO. 1 TO CONTRACT NO. C20174583D

BETWEEN THE CITY OF PALO ALTO AND
V2iT CONSULTING, INC.

This Amendment No.1 (this “Amendment”) to Contract No. C20174583D (the “Contract” as defined below) is entered into as of May 2, 2022, by and between th e CITY OF PALO ALTO, a California chartered municipal corporation (“CI TY”), and V2iT CONSULTING, INC., a Delaware corporation, located at 171 7 N. Naper Boulevard, Suit e #103, Naperville, IL 60563 (“CONSULTANT”). CITY and CONSULTANT are referr ed to collectively as the “Parties” in this Amendment.

R E C I T A L S

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” sha ll mean Contract No. C20174583D between CONSULTANT and CITY, dated June 22, 2020.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 4, “NOT TO EXCEED CO MPENSATION,” of the Contract is hereby amended to read as follows:

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SECTION 3. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

V2iT CONSULTING, INC.

Officer 1

By:

Name:

Title:

Officer 2 (Required for Corp. or LLC)

By:

Name:

Title:

Attachments: None

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AMENDMENT NO. 1 TO CONTRACT NO. C20174583E
BETWEEN THE CITY OF PALO ALTO AND IT RESONANCE, INC.

This Amendment No.1 (this “Amendment”) to Contract No. C20174583E (the “Contract” as defined below) is entered into as of May 2, 2022, by and between th e CITY OF PALO ALTO, a California chartered municipal corporation (“CI TY”), and IT RESONANCE, INC., an Illinois corporation, located at 1560 Wall Street, Suite #136, Naperville, IL 60563 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.

R E C I T A L S

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” sha ll mean Contract No. C20174583E between CONSULTANT and CITY, dated June 22, 2020.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 4, “NOT TO EXCEED CO MPENSATION,” of the Contract is hereby amended to read as follows:

“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services desc ribed in Section 1 and Exhibit “A ” of this Agreement shall not

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SECTION 3. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

IT RESONANCE, INC.

Officer 1

By:

Name:

Title:

Officer 2 (Required for Corp. or LLC)

By:

Name:

Title:

Attachments: None

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AMENDMENT NO. 1 TO CONTRACT NO. C20174583F

BETWEEN THE CITY OF PALO ALTO AND
TECHLINK SYSTEMS, INC.

This Amendment No.1 (this “Amendment”) to Contract No. C20174583F (the “Contract” as defined below) is entered into as of May 2, 2022, by and between th e CITY OF PALO ALTO, a California chartered municipal corporation (“CI TY”), and TECHLINK SYSTEMS, INC., a California corporation, located at 220 Mo ntgomery Street, Suite #1018, San Francisco, CA 94104 (“CONSULTANT”). CITY and CONSULTANT are referr ed to collectively as the “Parties” in this Amendment.

R E C I T A L S

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” sha ll mean Contract No. C20174583F between CONSULTANT and CITY, dated June 22, 2020.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 4, “NOT TO EXCEED CO MPENSATION,” of the Contract is hereby amended to read as follows:

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SECTION 3. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

TECHLINK SYSTEMS, INC.

Officer 1

By:

Name:

Title:

Officer 2 (Required for Corp. or LLC)

By:

Name:

Title:

Attachments: None

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City of Palo Alto (ID # 14164)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

City of Palo Alto Page 1

Title: Approval of Contract Number C22183804 With Jacobs Engineering Group, Inc, (Jacobs) in the Total Amount Not -to-Exceed $880,569 to Provide Engineering Services for the Joint Intercepting Sewer (JIS Rehab. ) Rehabilitation (Phase 1) at the Regional Wat er Quality Control Plant from the Plant Repair, Retrofit, and Equipment Replacement capital project (WQ - 19002) in the Wastewater Treatment Fund
From: City Manager
Lead Department: Public Works

Recommendation
Staff recommends that Council approve and auth orize the City Manager or their designee to execute the attached contract with Jacobs Engineering Group, Inc. (Jacobs) (C22183804) in an amount not to exceed $880,569 for engineering services for the Joint Intercepting Sewer Rehabilitation (Phase 1) project funded by the Plant Repair, Retrofit, and Equipment Replacement Capital Improvement Project (WQ-19002) in the Wastewater Treatment Fund .

The contract amount includes $800,517 for basic services and $80,052 for additional services.

The contract term is through January 31, 2025.

Background
The City owns and maintains a 72-inch diameter trunk sewer, that serves as a transmission system backbone for s ewage flows into the Regional Water Quality Control Plant (RWQCP, Plant). The trunk sewer, known as the Joint Intercepting Sewer (JIS), conveys raw wastewater from Mountain View, Los Altos, Los Altos Hills, and a portion of Palo Alto. The JIS is a 72-inch diameter sewer maintained by the RWQCP. The other City of Palo Alto sewers are maintained by the City’s Utilities Department . The JIS is outside of the Plant’s property line and the largest sanitary sewer in the C ity. The capacity allocation for the JIS is shown in Table 1 below . The JIS conveys more than half of the Plant’s influent. It is approximately 9,000 -feet long and is generally aligned parallel to Highway 101, runs through the Baylands Nature Preserve, and runs along the western edge of the closed City landfill. The trunk sewer was constructed in 1972 and consists primarily of 13 -foot-long sections of 60 -inch and 72 -inch reinforced concrete pipeline without an internal lining or external coating. Gaskets ar e single or double -rubber gaskets at bell and spigot joints. The need for rehabilitation or replacement of the Joint Intercepting 7 Packet Pg. 44

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Sewer was identified in the Long Range Facilities Plan (LFRP), which was adopted by the Council in July 2012.

Table 1: Capacity Allocation and Cost Share
Item
Mountain
View Palo Alto Los Altos
Los Altos
Hills Total
Trunk Line Capacity
(million gallons per day) 50.00 14.59 12.00 3.41 80.00
Trunk Line Cost Share 62.50% 18.24% 15.00% 4.26% 100.00%

Field investigations were completed in December 2020. The field work included closed circuit television (CCTV), sonar to estimate sewer sediment ac cumulation, and visual inspections. The assessment prioritized which pipe segments , manholes, and junction boxes needed rehabilitation; the highest priority segments and manholes are included in the Joint Intercepting Sewer Rehabilitation (JISR) Phase 1 Pr oject. The rehabilitation project includes structural repairs to a section of the trunk sewer, approximately 2,400 feet long, where evaluators found exposed or corroded rebar, cracks, fractures, joint separations, and offsets.

The field investigation rev ealed that the balance of the approximately 6,600 feet long trunk sewer has less severe deterioration and could be reassessed and rehabilitated in a five-to-ten- year time horizon as Phase 2. See attached sketch (Attachment A) showing project phases.

Discussion
In February 2021, an analysis of alternative rehabilitation methods was completed. The alternatives analysis found cured -in-place pipe (CIPP) lining with temporary wastewater bypass to be the most favorable JIS rehabilitation technology between manho le (MH) 4 and junction box (JB) 1. The analysis also found grout repair coupled with epoxy lining or calcium aluminate to be the most favorable manhole rehabilitation method. An approximate five -week long full flow b ypass is required because there are no r edundant sewer lines to convey the JIS flow during the CIPP relining work . Additionally, there are several laterals connected to the JIS associated with the City landfill and RWQCP operations. These laterals along the Phase 1 project area will need to be i ncorporated into the bypass plan. The construction of this project will be done under CIP project WQ-24000, when the funding will be available in FY 2024.

Scope of Services Description
The consultant will provide engineering services during all phases of the project: preliminary design; design; permitting support; bid period services; and construction services. The consultant will design the project such that relining work can be completed without interruption to the Plant and pump station operations, exc ept as allowed under special circumstances. The consultant will provide overall coordination and management of engineering (e.g., civil, structural, geotechnical , etc. ), other professional services, and field investigations required for the successful deve lopment of a consolidated set of detailed design documents consisting of specifications and drawings that result in a final construction bid 7 Packet Pg. 45

City of Palo Alto Page 3

package. The key element of the design is the development of specification of the bypass pumping system including r edundancy requirements and contingency planning so that Plant operations will not be interrupted during construction.

The Plant is unable to lower the water level in the most downstream segment (approximately 80 feet) of the JIS ; so that section could n ot be accessed for evaluation during the field investigation in 2020. This section will be evaluated by the consultant when flow is bypassed during construction and it is accessible. The consultant will then recommend appropriate rehabilitation method as part of this Phase 1.

Summary of Solicitation Process
On November 10, 2021, a request for proposals (RFP) for the project was posted on the PlanetBids website, the City’s eProcurement platform, and 2028 vendors were notified. The solicitation period was po sted for 35 days and 2 proposals were received. The solicitation closed on December 15, 2021. Due to the specialized nature of the work (e.g., the size of the trunk sewer diameter as well as the complexity of the wastewater bypass near the RWQCP ), few engineering firms were expected to have the necessary experience.

Proposal Description/Number: Design Services for Joint Intercepting Sewer Rehabilitation (Phase 1)/ RFP No. 183804
Proposed Length of Project: 20 months
Number of Vendors Notified: 2028
Number of Proposal Packages Downloaded 36
Total Days to Respond to Proposal: 35
Mandatory Pre-Proposal Meeting Date: November 22, 2021
Number of Firms Attendees at Pre-Proposal
Meeting 7 Firms. 11 attendees total
Public Link to Solicitation https://pbsystem.planetbids.com/portal/25569/ bo/bo-detail/88399
Number of Proposals Received 2
Range of Proposal Amounts Submitted: $321,250 to $800,517

The wastewater treatment enterprise’s capital improvement program consultant , Woodard & Curran, e stimated the cost of services for RFP No. 183804 to be between $750,000 and $800,000.

Evaluation of Proposals
The proposals were evaluated and determined to be responsive to the criteria id entified in the RFP. An evaluation committee, consisting of staff from the Public Works Department RWQCP and Woodard & Curran reviewed the proposals. The committee carefully reviewed each firm’s qualifications and submittal in response to the criteria ide ntified in the RFP, including quality and completeness of proposal, quality and effectiveness of services, experience with projects of similar scope and complexity (e.g. large diameter pipe rehabilitation, complicated bypassing 7 Packet Pg. 46

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design and operations, bypass support, etc.), prior record of performance, cost, proposer’s financial stability, and ability to provide future maintenance and/or services.

A key differentiator between the proposals was the experience with projects of similar scope and complexity sec tion. The Jacobs proposal included 13 relevant projects to demonstrate experience, including five large diameter (42 -inch or greater) rehabilitation projects within the past 10 years. The Harris proposal included 11 relevant projects and no large diameter rehabilitation projects within the past 10 years. Jacobs proposal also included 6 projects with complex bypass pumping similar to that required for the RWQCP. This element of the work requires extensive coordination with RWQCP operations staff and underst anding of plant operating constraints, both of which Jacobs has experience with from previous RWQCP projects. A summary of the relevant projects is summarized in Table 2 below.

Table 2: Project Comparisons
Project Type Harris Jacobs
Total Relevant Projects 11 13
Pipeline Rehabilitation Projects 7 9
Large Diameter Pipeline Projects 3 6
Large Diameter Pipeline Projects within Last 10 Years 0 5

Both firms were invited to participate in oral interviews on January 13, 2022. The evaluation committee selected Jacobs. Jacobs’ proposed team meets the experience requirements, has a good record on similar projects, and has an efficient and innovative approach to the project.

While the Jacobs cost proposal is significantly higher than the Harris proposal, the evaluation concluded that Jacobs is substantially better prepared to manage and mitigate the consequential risks presented by the project. More than half of the Plant’s influent flows will be bypassed to facilitate the rehabilitation of the trunk sewer. The bypassing and relining activity is in proximity to both salt water and freshwater marshes, further emphasizing the criticality of the services.

This contract is on the City’s professional services template, which permits the City to terminate without cause/for convenience by providing written notice to the contractor. In the event the City finds itself facing a challenging budget situation, and it is determined that City resources need to be refocused elsewhere, the City can terminate for convenience. Other options include termination due to non-appropriation of funds or amending the contract to reduce the cost, for example, by reducing the scope of work. The contract may also be temporarily suspended by written notice of the City Manager

Timeline
The base design work is estimated to be completed fourteen months after the issuance of the notice to proceed. Due to Plant operational constraints, the construction field activities can only be performed during the dry season (targeted for 2024) . Construction, including the mobilization/demobilization, materials procurement and equipment set ups, is anticipated to 7 Packet Pg. 47

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take approximately ten months to complete.

Resource Impact
Funding for the design of this project, as recommended in this report, is available in th e Fiscal Year 2022 Plant Repair, Retrofit, and Equipment Replacement Capital Improvement Program project (WQ-19002) in the Wastewater Treatment Fund and apportioned shares according to agreements with Mountain View, Los Altos, Los Altos Hills, and Palo Alto. Stanford and East Palo Alto Sanitary District do not have any share in this project. The cost allocation is restated below in Table 3. The Palo Alto share of the project is 18.24% of the total expense.

Funding for construction of the Joint Intercepting Sewer Rehabilitation (Phase 1) project is recommended as part of the FY 2023 Capital Budget (WQ-24000). This project is subject to Council approval, and funding will be secured through revenue bond . The bond process will commence when the design is progre ssed enough to identify the costs associated with construction more closely.

Table 3: Cost Share
Item Unit
Mountain
View Palo Alto
Los
Altos
Los
Altos
Hills Total
Trunk Line
Cost Share % 62.50% 18.24% 15.00% 4.26% 100%

Policy Implications
Authorization of this project does not represent a change in existing policies.

Stakeholder Engagement
This project is part of the RWQCP’s major capital improvement program funded by Palo Alto and the five additional partner agencies who use the RWQCP for wastewater treatment. The five partner agencies are regularly updated on both the need for and the progress of wastewater treatment capital work. Updates are provided each year at an annual meeting and at other periodic meetings established to inform partner agency staff about the major capital improvement program. With respect to Palo Alto itself, the open meetings on the budget process serve as the main vehicle for engaging the community on both new projects such as this and associated rate impacts.

Staff reached out to Mountain View, Los Altos, and Los Altos Hills staff to explain the project and cost allocation. Mountain View recently completed CIPP relining work on a 42 -inch diameter sanitary sewer near Shoreline Park. Given Mountain View’s relevant recent experience, City staff conducted outreach with their engineering and operational staff to understand key technical issues in selecting a CIPP relining consultant.

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helped continue to inform staff’s recommended approach to management of the capital program and how to best position the City against risks, uncertainties, and complexities.

Environmental Review
The award of a contract for design services is not a project under the California Environmental Quality Act (CEQA). Evaluation under CEQA will be completed prior to award of the construction contract and commencement of the c onstruction phase of the project. The construction of the project is anticipated to be categorically exempt under CEQA Guidelines Section 15301(b), as it consists of maintenance of existing wastewater treatment facilities with no expansion of the existing use.

Attachments:
• Attachment7.a: Attachment A - Sketch Showing Phases
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Legend ±Condition Assessment
F i g ur e E xpor t e d : 7 / 2 9 / 2 0 2 0 B y : k b r a d le y U si ng : \ \ w ood a r d c ur r a n. ne t \ sh a r e d \ P r oje c t s\ R M C \ S J \ 0 3 8 - 0 1 4 P a lo A lt o R WQ C P P r og r a m M a na g e m e nt \ B . P r og r a m Ma na g e m e nt \ 7 . O t h e r P r oje c t s\ 7 2 I nc h C ond A sse m t \ C A \ M a ps\ P a loA lt o_7 2 I nc h . m xd P r oje c t # : 0 0 3 8 0 1 4 . 0 1 M a p C r e a t e d : J uly 2 0 2 0 0 0 . 1 0 . 20 . 0 5
M i le s
T h i r d P a r t y G I S D i sc la i m e r : T h i s m a p i s f or r e f e r e nc e a nd g r a ph i c a l pur pose s only a nd sh ould not b e r e li e d upon b y t h i r d pa r t i e s f or a ny le g a l d e c i si ons. A ny r e li a nc e upon t h e m a p or d a t a c ont a i ne d h e r e i n sh a ll b e a t t h e use r s sole r i sk . Data Sources:
! M a nh ole s a nd S t r uc t ur e s Future
Phase 1

REGIONAL

WATER QUALITY

CONTROL PLANT

REGIONAL

WATER QUALITY

CONTROL PLANT
FLOW
FLOW
FIGURE 7: RECOMMENDED PROJECT PRIORITIZATION
21 Palo Alto
Trunk Sewer
Trunk Sewer Interceptor
Attachment A

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City of Palo Alto (ID # 14206)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

City of Palo Alto Page 1

Title: Approval of Contract No. C22183905 with Prime Government Solutions, Inc. for an Amount Not to Exceed $136,892 Over a Term of Approximately Five-Years through June 30, 2027 for the Provision of Cloud -based Agenda, Meeting, and Commission Management a nd Automation Software From: City Manager
Lead Department: City Clerk

Recommendation

Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C22183905 with Prime Government Solutions, Inc. in an amount not to exceed $171,400 for a term of approximately five years through June 30, 2027 for the provision of a City-wide, cloud -based public meeting management software solution to include agenda workflow automation, real time meeting management tools, vid eo streaming and Board and Commission management functionality.

Background
In August of 2010 the City of Palo Alto entered into an agreement with IQM2 to provide agenda automation services. This system was used by all City Departments to create legislative reports and agendas for City Council Meetings, Council Standing Committee meetings and several Board and Commission meetings. This system’s most used functionality was to route agenda reports through virtual workflow queues for review and modification p rior to publication. IQM2 was acquired by Granicus and in 2018 the City renewed the contract for services, which expires in 2022. Since the initial acquisition of the agenda automation software both the industry as well as the needs of the City have change d. New services have become available that are not currently provided by the Granicus system that could enable staff to streamline the process of creating and compiling agenda packets, publishing meeting materials in responsive design formats, increasing s taff efficiency, improving transparency and access to legislative records and other tools to improve the meeting process.

Discussion

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Staff recommends the City Council authorize the City Manager to execute an agreement with Prime Government Solutions, In c. in an amount not to exceed $171,400 for a roughly five-year term through June 27, 2027 for the provisions of a Citywide, cloud- based public meeting management software solution to include agenda workflow automation system, real time meeting management t ools, video streaming and Board and Commission management functionality. Implementing this new solution will help the City move forward with efficiency of preparing staff reports, agendas and minutes for public meetings, facilitating a more efficient and i nclusive meeting environment as well as improving transparency and access to records for the public and staff.

Changing providers from Granicus to Prime Government Solutions, Inc. will provide additional efficiency tools to staff, as well as increased acc ess to meetings and records by the public in a self-serve capacity.

Solicitation Process

On December 16, 2021, a request for proposals (RFP) for the project was posted online on the PlanetBids website, the City’s eProcurement platform, and 1,497 vendors were notified. The solicitation period was posted for 40 days and 5 proposals were received.

The solicitation closed on January 11, 2022.

Table 1: Summary of Request for Proposal
Proposal Description Agenda and Meeting Management System (RFP183905)
Proposed Length of Project ~Five Years
Number of Vendors Notified   1,497
Number of Proposal Packages Downloaded   19
Total Days to Respond to Proposal   40
Pre-Proposal Meeting No
Pre-Proposal Meeting Date   N/A
Number of Proposals Received   5
Proposal Price Range $84,445 to $237,226
Public Link to Solicitation https://pbsystem.planetbids.com/portal/25569/bo/bo- detail/89376

Staff reviewed the five proposals and deemed all five of the proposals as responsive in accordance with the requirements of the request for proposals.

Evaluation of Proposals

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Staff created a city-wide evaluation committee consisting of representatives of the highest-use departments; Pu blic Works, Planning and Development Services, Utilities, Information Technology, the City Manager’s and the City Clerk’s Offices. Team members represented different user roles of the existing system including staff report authors, reviewers and approvers, and administrative and clerk support roles. The committee carefully reviewed each firm’s qualifications and proposal according to the RFP’s criteria, including:
• quality and completeness of the proposal,
• quality and effectiveness of services,
• experience with projects of similar scope and complexity, • prior record of performance,
• cost,
• proposer’s financial condition,
• ability to provide future services and add-on capabilities, • system reliability and up-time,
• ability to provide timely an responsive customer service, and • the system must have high level of usability, teachability, simplicity, and intuitiveness.

Based on the team’s evaluation of proposals, staff selected Prime Government Solutions Inc. to be recommended for an award of contract to deliver, software, installation, support and training services for the comprehensive city-wide agenda and meeting automation and legislative history software system.

The evaluation team is recommending that the City Council award an agreement to Prime Government Solutions, Inc. for legislative management software for a term of approximately five years through June 30, 2027 . This agreement will include subscription to web -based software as a service, infrastructure to integrate for video capabilities, customizat ion of templates for all City Council, Committees and Commissions, additional meeting management functionalities such as electronic voting, public participation management and includes abundant training for staff prior to, during and after implementation. This software is intended to improve staff efficiency and provide increased access to the public meeting process, before, during and after meetings.

The attached proposed contract (Attachment A) is on the City’s professional services template, which permi ts the City to terminate without cause/for convenience by providing written notice to the contractor. In the event the City finds itself facing a challenging budget situation, and it is determined that City resources need to be refocused elsewhere, the Cit y can terminate for convenience. Other options include termination due to non -appropriation of funds or amending the contract to reduce the cost, for example, by reducing the scope of work. The contract may also be temporarily suspended by written notice of the City Manager.

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Timeline

The implementation timeline for this project is anticipated to be approximately 20 weeks (6 months) . During this time staff in the City Clerk’s Office, Information Technology Department as well as the staff liaisons for the Board and Commissions will work with the PrimeGov vendor implementation team to design and customize the templates, workflows and processes for the needs of the City . Following that phase Prime Government Solutions, Inc. will work on citywide training to train staff users in all departments on the functionalities of the new system simultaneous to our existing processes. This means that staff will be maintaining the existing system and practices in parallel with the implementation of this new system. Finally, after thorough testing, the team go live with the public facing portal and activate the meeting management functionalities live at a public meeting.

Resource Impact
The current contract with Granicus to provide meeting management software is $12,000 annually. The Prime Government Solutions, Inc. contract is $39, 400 for the initial year, and $29, 200 thereafter with a 5 percent annual CPI increase for the remaining four years of the contract. The total not to exceed cost over the five -year term is approximately $171,400. The services to be provided by Prime Government Solutions, Inc. will include the same base of services plus additional features such as one-click document combining and publishing, minutes preparation, video integration, and searchable public portals. Also included is a Board and Commission Management module that offers live voting and public speaker facilitation. Data migration of historic records, video streaming and archiving services are also included in this contract.

The current F Y 2022 cost is budgeted in the Information Technology Department, no additional funding is requested. Continued funding for this contract is recommended in the FY 2023 Proposed Budget and subject to City Council adoption in June 2022 , and annuall appropriation of funds thereafter.

In addition to the cost of the contract, this process will require staff resources citywide at all levels in ths organization. Support for the development of templates, processes, and system configuration will require dedicated resources typically used for support of Council, Boards, Committees, and Commissions to ensure a smooth development and transition. Training for authors citywide will also require resources as staff learn the new system and maintain the current system. T his system is used daily by staff throughout the City to produce the weekly packets of information, and running parallel processes is important to ensure day -to-day business continues. This will requires additional staff attention and focus to this citywide project.

Stakeholder Engagement
Staff from key departments were engaged in evaluation of proposals under the RFP, as detailed above.
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Policy Implications
This recommendation does not present any changes to existing City policies and aligns with the City’s Charter requirements.

Environmental Review
This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA).

Attachments:
• Attachment8.a: Attachment A: Prime Government Solutions Inc. Contract, C22183905
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CITY OF PALO ALTO CONTRACT NO. C22183905
AGREEMENT FOR PROFESSIONAL SERVICES – SOFTWARE-AS-A-SERVICE (“SAAS”)

BETWEEN THE CITY OF PALO ALTO AND
PRIME GOVERNMENT SOLUTIONS, INC.

This Agreement for Professional Services – Software-as-a-Service (“SAAS”) (this “Agreement”) is entered into as of the 16th day of May, 2022 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and PRIME GOVERNMENT SOLUTIONS, INC., a Utah corporation, located at 3429 Derry Street, Harrisburg, PA 17111 (“CONSULTANT”).

The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference:

RECITALS
A. CITY intends to implement and provide a comprehensive organization-wide agenda and meeting automation and legislative history software system (the “Project”) and desires to engage a consultant to deliver software, installation, support and training services in connection with the Project (the “Services”, as detailed more fully in Exhibit A).

B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services.

C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”.

NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows:

SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY.

SECTION 2. TERM.

The term of this Agreement shall be from the date of its full execution through June 30, 2027 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.

SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE”. Any Services for which times for performance are not specified in this

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Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT.

CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT.

SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed One Hundred Seventy- One Thousand Three Hundred Ninety-Nine Dollars and Twenty-Four Cents. ($171,399.24).

The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.

SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice.

SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances.

SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services.

SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the

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errors and omissions or unreasonable delay in correcting the errors and omissions.

SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY.

SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement.

CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained.

SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties.

SECTION 12. SUBCONTRACTING. CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors.

SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Michelle Cooper, Sales Direct, 3429 Derry Street, Harrisburg, PA 17111, Telephone: 512-347-9399, Email:
[email protected] as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the

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substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property.

CITY’s Project Manager is Lesley Milton, City Clerk’s Office, 250 Hamilton Avenue, Palo Alto, CA, 94301 Telephone: 6560-329-2571 Email: [email protected]. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time.

SECTION 14. INTELLECTUAL PROPERTY; DATA. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any format or media, as unique to this engagement with CITY, shall be and remain the exclusive property of CITY without restriction or limitation upon their use.

CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services.

14.1 Intellectual Property Rights in the SAAS. CONSULTANT and/or its licensor(s), as applicable, retain all right, title, and interest in and to the SAAS, further defined as the online-hosted SAAS to be provided by CONSULTANT to CITY, its Authorized Users (defined below), and public users (if applicable, as addressed in Section 14.2 below), pursuant to this Agreement, as detailed in Exhibit A (“Scope of Services”), including without limitation all Software (defined below) used to provide the SAAS and all graphics, user interfaces, logos, and trademarks reproduced through the SAAS. This Agreement does not grant CITY any intellectual property license or rights in or to the SAAS or any of its components or any Documentation (defined below) except those expressly granted herein. CITY recognizes that the SAAS and its components and the Documentation are protected by copyright and other laws. “Software” means the online-hosted computer software application(s) residing on CONSULTANT-provided servers that CONSULTANT uses to provide to CITY the Services detailed in this Agreement, and that CONSULTANT makes digitally accessible to the CITY, its Authorized Users, and public users (if applicable, as addressed in Section 14.2 below), via the internet. “Documentation” means the technical publications relating to the use of the SAAS, such as reference, installation, administrative and programmer or user manuals, made available by CONSULTANT to CITY.

14.2 Grant of Right to Use the SAAS. Subject to the terms of this Agreement, CONSULTANT hereby grants to CITY a non-exclusive, non-assignable license to access and use the SAAS for the term of this Agreement as contemplated herein. The license granted to CITY hereunder includes the right to provide to the CITY’s Authorized Users access to the SAAS in accordance with this Agreement. “Authorized User” means all persons holding a valid ID and password issued by the CITY pursuant to this Agreement. If the SAAS provided pursuant to this Agreement consists of, or includes, public-facing functionalities, the license granted hereunder also extends to public users to access and use the public-facing functionalities of the SAAS.

CONSULTANT warrants that it has the right to provide the foregoing license to access and use

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the SAAS pursuant to this Agreement, that CONSULTANT has obtained any and all necessary permissions from third parties to provide the SAAS, and that access to and use of the SAAS in accordance with the terms of this Agreement shall not infringe the copyright of any third party.

14.3 Ownership of Data; Grant of License to City Data. The parties acknowledge and agree that CITY owns the City data, content, documents, materials and other information, in any format or media, collected, stored, imported or inputted into, or gathered by, the SAAS, including without limitation data from third parties (“City Data”); that the CITY has a right to control, access and retrieve City Data at any time during the term of the Agreement, in computer-readable format. The CITY hereby grants to CONSULTANT and its subcontractors, if any, the limited, non-exclusive, non-transferable, revocable rights to access and use City Data during the term of this Agreement solely for the purposes of performing CONSULTANT’s obligations to CITY hereunder and supporting CITY’s use of the SAAS hereunder, as well as to generate aggregated, system-wide collations of industry and business data in a non-attributed, non- identifiable manner for product improvement and product creation that does not identify CITY or detail of its particular data, and as is otherwise expressly permitted under this Agreement. This Agreement does not grant CONSULTANT or its subcontractors, if any, any intellectual property license or rights in or to the City Data except those expressly granted herein. Upon termination or expiration, if CITY will leave the SAAS, CONSULTANT and CITY shall work together to provide CITY with a copy of City Data in mutually-agreed computer-readable format(s). CITY shall have the option to choose from one of several methods to obtain a copy of City Data. Once such data has been provided to CITY, CONSULTANT shall use, or cause to be used, industry- standard secure means of destruction or erasure of any City Data remaining in its possession and, at the CITY’s request, certify the same.

14.4. Data Security. CONSULTANT will maintain, or cause to be maintained, a data security program for the SAAS that will include reasonable administrative, physical, technical, organizational and other security measures to protect against unauthorized access to, or destruction, loss, unavailability or alteration of, any City Data accessed by CONSULTANT and its subcontractors, if any, in the performance of this Agreement including without limitation City Data processed or stored by the SAAS.

SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s books and accounting records, invoices, materials, payrolls or other data pertaining to its Services under this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor) and records related to invoicing. CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. CITY will provide reasonable notice in advance and in writing of any audit conducted by CITY under this Section and any such audit will be at CITY’s expense.

SECTION 16. INDEMNITY.

16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,

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defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party.

16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement.

16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement.

SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy.

SECTION 18. INSURANCE.

18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies.

18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above.

18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written

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notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement.

18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired.

SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.

19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving thirty (30) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination.

19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Intellectual Property; Data), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Intellectual Property; Data).

19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30.

19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers).

SECTION 20. NOTICES.

All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows:

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To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303

With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement.

CONSULTANT shall provide written notice to CITY of any change of address.

SECTION 21. CONFLICT OF INTEREST.

21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services.

21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest.

CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises.

21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time.

SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.

22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section

2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.

22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible

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to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement.

SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements:
(a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed.

SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.

CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060.

SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.

SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC

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WORKS CONTRACTS.

26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j).

SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”.For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.

This Project is not a 9204 Public Works Project.

SECTION 28. CONFIDENTIAL INFORMATION.

28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose.

CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information.

Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement.

28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the

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Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY.

28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order.

28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time.

28.5. Prior to or upon termination or expiration of this Agreement, CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT.

28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.

SECTION 29. MISCELLANEOUS PROVISIONS.

29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions.

29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California.

29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties.

29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time.

29.5. If a court of competent jurisdiction finds or rules that any provision of this

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Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect.

29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control.

29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.

29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement.

29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement.

SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein:

EXHIBIT A: SCOPE OF SERVICES
EXHIBIT B: SCHEDULE OF PERFORMANCE
EXHIBIT C: COMPENSATION
EXHIBIT D: INSURANCE REQUIREMENTS
EXHIBIT E: INFORMATION PRIVACY POLICY
EXHIBIT F: CYBERSECURITY TERMS AND CONDITIONS

THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.

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EXHIBIT A

SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”.

CONSULTANT will provide to CITY access to and use of its PrimeGov Legislative Management software (also referred to herein as “PrimeGov”), providing an end-to-end online-hosted software- as-a-service (“SAAS”) solution designed to provide the necessary tools for effective and transparent creation of legislative meeting content. The solution consists of the software and services detailed below.

The PrimeGov Legislative Management platform is a single, hosted software solution that can be partitioned into separate modules when the client is looking to start with a specific function only.

If the client decides to add services in the future, the client never has to worry about integration of data migration issues because all modules share the same database.

The following PrimeGov modules are included under this Agreement:

Agenda Automation
Meeting Management
o including Member Voting
Video Streaming
Committee Management
Further details are provided below on each PrimeGov module, other functionalities included in PrimeGov, the project planning and implementation activities, objectives, and assumptions. (Task 1) Agenda Automation will allow CITY staff to create meeting types, agenda items, upload related documents to create an agenda and materials packet. Meeting documents and supporting materials can be compiled for distribution to the staff, public, council members, and more.

CITY will:

Complete On-Boarding Assessment including:

Documentation of Item Types
Documentation of Meeting Types for each meeting body
Documentation of the proposed meeting schedule for each meeting body Produce and share full Word samples including numbering, font, size and other formatting details for each meeting body:

Agenda Notice of Cancellation
Packet
Identify sections and items included in each meeting body Review and discuss modifications required to accommodate CONSULTANT’S PrimeGov best practices, current functionality, and consistency of the proposed meeting document templates
Complete Agenda Training

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Complete User Acceptance Testing
Conduct end-user training
Review and Sign off Agenda configuration

CONSULTANT will:

Review and configure meeting types (e.g., regular, special, and workshop) that are provided as part of the on-boarding assessment including:
o Agenda o Packet
o Minutes o Notice of Cancellation
Review and configure item types
Perform a gap analysis to review functionality and identify potential feature requests and enhancements that can be evaluated for inclusion in a future release.

Complete end-to-end agenda testing
Deliver full document set per meeting with the proposed layout and design Provide agenda training
Agenda Automation: Forms/Workflow will allow for the automation of the item submission process in the Agenda Automation module. This will enable users to ensure items are reviewed electronically and that users can always know where an item is at in the process. Workflow allows for linear routing of an item with its supporting materials on its journey to an agenda. Workflow is flexible and will enable users to have an ad-hoc review process via peer review while also allowing the administration to design a consistent approval process. Items can be created at any time and added to the agenda automatically when the approved process is complete. The workflow steps can be routed to users or groups to ensure an end-to-end electronic process.

Following is an example of the Agenda Item Approval Workflow:

1. Create document 7. Department Head review

2. Create item 8. Legal review

3. Add item to the meeting 9. Finance review

4. Attach documents 10. City Manager review

5. Originator review 11. City Clerk review

6. Peer review 12. Approve on agenda
CITY will:

Complete on-boarding assessment including:

Documentation of the workflow process
Form to initiate a submission Identification of Review Groups Notification Emails Identification of Review Users
Workflow Steps Staff Report (cover page)
Identification of originators Word sample
Identify a decision maker and lead procedural discussions regarding the item approval process.

Review and discuss modifications required to accommodate CONSULTANT’s PrimeGov best practices, current functionality, and consistency of the proposed item approval workflow.

Review and discuss modifications required to accommodate CONSULTANT’s

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PrimeGov best practices, current functionality, and consistency of the proposed form and staff report document.

Provide technical resources required for add-in installation on CITY workstations and is responsible for end-user support.

Complete workflow training.

Complete user acceptance testing.

Conduct workflow end user training.

Review and sign-off on workflow configuration.

CONSULTANT will:

Review and configure workflows provided as part of the on-boarding assessment including:

Workflow Design
Workflow Configuration
Notification Emails
Review and configure item submission forms with accompanying staff report that is provided as part of the on-boarding assessment including:
o HTML form design
o Staff report Word document content controls
Perform a gap analysis to review functionality and identify potential feature requests and enhancements that can be evaluated for inclusion in a future release.

Complete end-to-end workflow and forms testing
Provide workflow training
(Task 2) Meeting Management will allow the meeting administrator to run a meeting and record roll call, minutes, motions, votes, notes, and actions with ease. The CONSULTANT’s PrimeGov real-time Minutes tools provide a single interface that allows all aspects of the meeting to be managed often by a single user. The real-time meeting tools also offer options for citizen engagement information regarding the active item, speakers, motion information, and votes can be displayed in chambers or online via the public portal in real time. Minutes provides a means to record motions, votes, minutes and other facets of the meeting. Also, agenda items can be added, removed, edited and re-arranged as changes occur during the meeting.

CITY will:

Complete On-Boarding Assessment including:
o Documentation of Motion Types
o Documentation of Motion Type configuration
o Minutes
o Motion template
o Action template
o Vote result template
Produce and share complete Word samples including numbering, font, size and other formatting details for each meeting body:
o Minutes
Identify sections and items to be included in each meeting body Review and discuss modifications required to accommodate CONSULTANT’s PrimeGov best practices, current functionality, and consistency of the proposed minute

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templates
Complete Minutes Training
CONSULTANT will:

Review and configure Meeting Types (e.g., Regular, Special, and Workshop) that are provided as part of the on-boarding assessment including:
o Minutes
Review and configure:
o Motion Types
o Motion Type configuration
o Motion template
o Action template
o Vote Result template
Deliver complete document set per meeting with the proposed layout and design Provide Minutes training
(Subset of Task 2) Member Voting will provide a means for members to record their vote during a meeting within Meeting Management and offers the ability to communicate the voting process of agenda items to the public. This solution allows voting members and support personnel the opportunity to electronically view items and supporting documentation on the agenda and to electronically cast votes on motions. The Member Voting solution also provides a more automated and effective approach to recording the events of the meeting to make it easy for the supporting personnel to follow along and manage the meeting as it is in session.

CITY will:

Complete On-Boarding Assessment including:
o Motion Types
o Roles
o Voting options
o Public Comment
o Request to Speak
Complete Member Voting training
Perform a Mock Meeting or other User Acceptance Testing Review and sign off on Member Voting configuration
CONSULTANT will:

Configure and review Voting for the Meeting Types, including:
o Motion Types
o Roles
o Voting Options
o Speaker Management
Provide Member Voting training
(Task 3) Video Streaming will provide high-quality live stream and on-demand audio and/or video of your meetings. The video is immediately available for on-demand access via the interactive agenda on the public portal. The events of the meeting can be time-stamped by

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activating an item in the Meeting Viewer or adding a timestamp via meeting details.

CITY will:

Complete on-boarding assessment, including:
o YouTube account
configured for embedded
live streaming
o Complete Installation of
Encoder
o Provide HDMI or SDI
Video Feed
o Provide HDMI or Analog
Audio
o Provide Network
connection
o RJ-45 Ethernet
o Static IP Address
o Gateway
o DNS
Complete Video training
Review and sign off on Video configuration
CONSULTANT will:

Provide Video Installation Configuration Guide
Configure PrimeGov API/Google AUTH/Zoom
Perform a video streaming test
Provide Video Streaming training
(Task 4) Committee Management will allow CITY staff to easily add and edit committees, members, positions, and terms. The public portal will allow for automated application and appointment management through internal workflows built within the CONSULTANT’s PrimeGov system. In one succinct view, a user can take care of all committee tasks efficiently and effectively. Committee Management makes it easy to create initial and subsequent terms quickly, and even split terms if a seat becomes vacant mid-term. Also included are vacancy reports, expiring seats reports, and expiring training reports.

CITY will:

Complete On-Boarding Assessment including:
o Documentation of Committees, Active Positions and Members o Documentation of Current Terms (Start Date/End Date), Nominating and Appointing Entities
o Documentation of Training Types
o Documentation of Application Management workflow process:

Position Application Form to initiate a submission
Workflow Steps
Identification of Review Users & Groups
Notification Emails
Complete User Acceptance Testing
Review and Sign off Committee Management configuration
Complete Committee Management training
CONSULTANT will:

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Review and Configure Committees that are provided as part of the on-boarding assessment including:
o Boards and Commissions, Active Positions, and Active Members o Current Terms, Nominating and Appointing Entities
Configure a Committee Management public portal to allow for public display of committee information and acceptance of applications for advertised positions Review and discuss modifications required to accommodate CONSULTANT’s PrimeGov best practices, existing functionality, and consistency of the proposed Committee Management.

Perform a Gap Analysis to review functionality and identify potential feature requests and enhancements that can be evaluated for inclusion in a future release.

Configure up to one (1) Position Application Form for vacant position applications.

Configure up to one (1) Application Workflow to support the stages of the application lifecycle.

Complete end to end Committee Management testing.

Provide Committee Management training.
(Task 5) Data migration services will be provided.

The following are also included with the CONSULTANT’s provision of its PrimeGov Legislative Management software solution:

Global Software and Services
PrimeGov Public Portal will be integrated directly within the CITY’s website providing a seamless look and feel. Constituents will be able to search for and view meeting materials, and video. The portal also provides the ability for citizens to search the voting history of elected officials. This includes the meeting history, voting records, speakers, and video specific to the item. An internal portal can also be used if the CITY would like to publish meeting documentation internally before it being made available to the public.

For CITY, the PrimeGov Public Portal will be integrated directly within CITY’s website through an iFrame.

CITY will:

Provide technical resources required for integration on the CITY website and is responsible for end-user support of website.

CONSULTANT will:

Review and configure Public Portal and provide technical guidance for successful integration.

PrimeGov Historical Import (Conversion) CONSULTANT will import historical data utilization of a utility that has been specifically developed for the conversion process.

CITY will:

Complete On-Boarding Assessment including:

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o Identification of Content
o Identification of the location of data and supporting files Provide access to data and supporting files for import
Provide media files in MP4 video format
Provide a clear and understandable naming convention to identify files and their location Customer Acceptance Testing
Review and sign off on Historical Import results
CONSULTANT will:

Import of up to seven (7) years’ worth of historic documents for meeting types identified as part of PrimeGov Agenda Automation implementation, including:
o Agendas
o Minutes
o Packets
Provide a Conversion report outlining successful import counts and identification of failed record imports.

Complete one import and one delta import of data after initial import.

PrimeGov Administration will allow users and administrators access to the PrimeGov platform from any location with access to an internet connection. All system settings and security are managed and administered from the PrimeGov administrative platform.

CITY will:

Complete On-Boarding Assessment including:
o Identities/Users
o Roles
o Departments
o Department Heads
o Security and Permissions
o Email Settings
Customer Acceptance Testing
Complete PrimeGov Administrator Training
Review and sign off on Administration
CONSULTANT will:

Deploy a Cloud Production Environment instance including:
o Software Suite outlined
above
o Identities/User
o Email Address
o First Name
o Last Name
o Department
o Title
o Roles
o Administrator
o General CITY Staff
o Committee
o Members
o Departments
o Department Heads
o Security and Permissions
o Email Settings
Provide PrimeGov Administrator Training
PrimeGov ReportingThe PrimeGov reporting engine will allow users to configure reports on any data stored in the system. Users can create “views” using system tools then use those views to

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create their own report. Standard reports are also provided and include:

Committee Member Reports
Committee Vacancy Reports
Vote Records
Attendance Records
Audit Reports (login, adds, deletes, etc.)
Usage Reports (Items Submitted, Items Approved, Review Time) All reports can be exported to (PDF, CSV, and Excel). Users can filter and re-run standard reports or save them.

PrimeGov API The PrimeGov Legislative Management Suite is driven by Restful Web Services.

This allows virtually anyone (other software vendors, open data developers) the CITY allows to consume the data available in the system. Access is controlled by the CITY and the available “datasets” are published by the CITY, just like publishing an agenda.

Customization and Development
Customization and Development is not included in this Project Scope.

General Project Requirements
The following are the general project requirements based upon the processes described above for this PrimeGov implementation.

CITY will:

Commit a Project lead and relevant Subject Matter Experts, as needed for successful project delivery.

Lead development or procedural discussions, produce end-user training documentation, and conduct end-user training sessions, as needed.

Provide technical resources required for video streaming Provide technical resources required for add-in installation on CITY workstations and is responsible for end-user support.

Complete Training assigned
Complete User Acceptance Testing
Provide feedback and sign off all phases of the project Ensure local infrastructure complies with published minimum requirements.

Provide resources required to use remote sharing software for meetings such as GoToMeeting or Microsoft Teams
CONSULTANT will:

Commit a project lead and other subject matter experts, as needed for successful project delivery
Note: Implementation tasks are estimates until the completion of the Gap analysis. After completion of the Gap analysis, CONSULTANT and CITY will review the Implementation project requirements, including but not limited to, Future State process designs, work effort estimates, timelines, and software, and enter into a separate contract

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for services, if necessary.

Test and Deploy Software Upgrades and Patches
Review and conduct a Demonstration of the entire solution in the PrimeGov platform as a refresher of system features and including the approval process.

CONSULTANT will perform a gap analysis with CITY at each step to clarify and confirm the agenda management processes and CONSULTANT’s PrimeGov best practices and functionality.

CONSULTANT will be responsible for the following project management tasks:

Project Tracking
Weekly Status Calls
Regular remote share working sessions
Issue resolution portal for tracking of issues identified as issues, defects, feature requests, and bugs.

Review and configuration of user and role permissions within the PrimeGov Solution CONSULTANT will perform testing of the software functionality and provide support during CITY user acceptance testing before production.

Training will be provided to those individuals identified as testers for successful User Acceptance Testing

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EXHIBIT B

SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks or the date timeframes specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement.

CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY.

Date Task/Milestone
Week of May 16, 2022 PrimeGov Project Team Assigned & Welcome Letter sent to Palo Alto Week of May 16, 2022 Kick-off Call with Palo Alto Team & PrimeGov Implementation Team May-June 2022 Project Design & Agenda Automation Phase
June-July 2022 Agenda & Workflow Configuration & Testing July-August 2022 Agenda Automation Training
August 2022 Agenda Automation Go Live
July – September 2022 Stage 2 Meeting Management & Member Voting July – September 2022 Stage 3 Video Streaming
September – October 2022 Stage 4 Committee Management
October 2022 Complete Project Go Live
May 2022 – June 30, 2027 Ongoing Annual Provision of Access to and Use of PrimeGov Software- as-a-Service (SAAS) and Provision of Support and Maintenance

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EXHIBIT C

COMPENSATION
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be based on the budget schedule below up to the not to exceed budget amount for each task set forth below.

CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement.

CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. (CONTINUED ON THE NEXT PAGE.)

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BUDGET SCHEDULE
The following Budget Schedule provides the Annual Cost of PrimeGov Software Solution (Tasks 1-5) and One-Time Costs, as applicable. The Annual Costs for the provision of the PrimeGov Software Solution include licensing, support and maintenance.

TASK

NOT-TO-EXCEED AMOUNTS
One-Time Cost Annual Cost Subtotals
CONTRACT YEAR 1
Task 1 Agenda Automation -- $6,100.00
Task 2 Meeting Management & Member Voting -- $8,670.00
Task 3 Video Streaming -- $10,068.00
Task 4 Committee Management -- $4,335.00
Task 5 Data Migration (included in Annual Costs,
Contract Years 1 & 2)
-- $0.00
Standard Implementation Costs $3,000.00 --
1 Standard Encoder $2,000.00 --
Data Migration (Additional 5 Years) $5,500.00
Subtotals Contract Year 1 $10,500.00 $29,173.00 $39,373.00 CONTRACT YEAR 2
Tasks 1-5 Annual Cost as in previous Contract
Year plus 5% Annual Increase)
-- $30,631.65
Subtotals Contract Year 2 -- $30,631.65 $30,631.65
CONTRACT YEAR 3
Tasks 1-5 Annual Cost as in previous Contract
Year plus 5% Annual Increase)
-- $32,163.23
Subtotals Contract Year 3 -- $32,163.23 $32,163.23
CONTRACT YEAR 4
Tasks 1-5 Annual Cost as in previous Contract
Year plus 5% Annual Increase)
-- $33,771.39
Subtotals Contract Year 4 -- $33,771.39 $33,771.39
CONTRACT YEAR 5
Tasks 1-5 Annual Cost as in previous Contract
Year plus 5% Annual Increase)
-- $35,459.97
Subtotals Contract Year 5 -- $35,459.97 $35,459.97
SUBTOTAL – CONTRACT YEARS 1-5 $171,399.24
REIMBURSABLE EXPENSES (if any) $0.00
ADDITIONAL SERVICES (per Section 4) $0.00
TOTAL NOT TO EXCEED COMPENSATION $171,399.24

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REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder.

Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.

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EXHIBIT D

INSURANCE REQUIREMENTS

CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE

CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.

AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN.

REQUIRED TYPE OF COVERAGE REQUIREMENT

MINIMUM LIMITS
EACH

OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY

STATUTORY

STATUTORY STATUTORY STATUTORY

YES GENERAL LIABILITY, INCLUDING

PERSONAL INJURY, BROAD FORM

PROPERTY DAMAGE BLANKET

CONTRACTUAL, AND FIRE LEGAL

LIABILITY

BODILY INJURY

PROPERTY DAMAGE

BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000

$1,000,000

YES AUTOMOBILE LIABILITY,

INCLUDING ALL OWNED, HIRED,

NON-OWNED

BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE

PROPERTY DAMAGE

BODILY INJURY AND PROPERTY

DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000

$1,000,000

$1,000,000
$1,000,000
$1,000,000

$1,000,000

YES PROFESSIONAL LIABILITY,

INCLUDING, ERRORS AND

OMISSIONS, MALPRACTICE (WHEN

APPLICABLE), AND NEGLIGENT

PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT ITS SOLE COST

AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM

OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.

I. INSURANCE COVERAGE MUST INCLUDE:

A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY.

II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS:

A. PRIMARY COVERAGE

WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,

INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR

CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE

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ADDITIONAL INSUREDS.

B. CROSS LIABILITY

THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER

THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE

INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE

INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.

C. NOTICE OF CANCELLATION

1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON

OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.

2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.

EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL:

HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 OR
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP

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POLICY STATEMENT
The City of Palo Alto (the “City”) strives to promote and sustain a superior quality of life for persons in Palo Alto. In promoting the quality of life of these persons, it is the policy of the City, consistent with the provisions of the California Public Records Act, California Government Code §§ 6250 – 6270, to take appropriate measures to safeguard the security and privacy of the personal (including, without limitation, financial) information of persons, collected in the ordinary course and scope of conducting the City’s business as a local government agency. These measures are generally observed by federal, state and local authorities and reflected in federal and California laws, the City’s rules and regulations, and industry best practices, including, without limitation, the provisions of California Civil Code §§ 1798.3(a), 1798.24, 1798.79.8(b), 1798.80(e), 1798.81.5, 1798.82(e), 1798.83(e)(7), and 1798.92(c). Though some of these provisions do not apply to local government agencies like the City, the City will conduct business in a manner which promotes the privacy of personal information, as reflected in federal and California laws.

The objective of this Policy is to describe the City’s data security goals and objectives, to ensure the ongoing protection of the Personal Information, Personally Identifiable Information, Protected Critical Infrastructure Information and Personally Identifying Information of persons doing business with the City and receiving services from the City or a third party under contract to the City to provide services. The terms “Personal Information,” “Protected Critical Infrastructure Information”, “Personally Identifiable Information” and “Personally Identifying Information” (collectively, the “Information”) are defined in the California Civil Code sections, referred to above, and are incorporated in this Policy by reference.

PURPOSE
The City, acting in its governmental and proprietary capacities, collects the Information pertaining to persons who do business with or receive services from the City. The Information is collected by a variety of means, including, without limitation, from persons applying to receive services provided by the City, persons accessing the City’s website, and persons who access other information portals maintained by the City’s staff and/or authorized third-party contractors. The City is committed to protecting the privacy and security of the Information collected by the City. The City acknowledges federal and California laws, policies, rules, regulations and procedures, and industry best practices are dedicated to ensuring the Information is collected, stored and utilized in compliance with applicable laws.

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The goals and objectives of the Policy are: (a) a safe, productive, and inoffensive work environment for all users having access to the City’s applications and databases; (b) the appropriate maintenance and security of database information assets owned by, or entrusted to, the City; (c) the controlled access and security of the Information provided to the City’s staff and third party contractors; and (d) faithful compliance with legal and regulatory requirements.

SCOPE

The Policy will guide the City’s staff and, indirectly, third party contractors, which are by contract required to protect the confidentiality and privacy of the Information of the persons whose personal information data are intended to be covered by the Policy and which will be advised by City staff to conform their performances to the Policy should they enjoy conditional access to that information.

CONSEQUENCES

The City’s employees shall comply with the Policy in the execution of their official duties to the extent their work implicates access to the Information referred to in this Policy. A failure to comply may result in employment and/or legal consequences.

EXCEPTIONS

In the event that a City employee cannot fully comply with one or more element(s) described in this Policy, the employee may request an exception by submitting Security Exception Request. The exception request will be reviewed and administered by the City’s Information Security Manager (the “ISM”). The employee, with the approval of his or her supervisor, will provide any additional information as may be requested by the ISM. The ISM will conduct a risk assessment of the requested exception in accordance with guidelines approved by the City’s Chief Information Officer (“CIO”) and approved as to form by the City Attorney. The Policy’s guidelines will include at a minimum: purpose, source, collection, storage, access, retention, usage, and protection of the Information identified in the request. The ISM will consult with the CIO to approve or deny the exception request. After due consideration is given to the request, the exception request disposition will be communicated, in writing, to the City employee and his or her supervisor. The approval of any request may be subject to countermeasures established by the CIO, acting by the ISM.

MUNICIPAL ORDINANCE

This Policy will supersede any City policy, rule, regulation or procedure regarding information privacy.

RESPONSIBILITIES OF CITY STAFF

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A. RESPONSIBILITY OF CIO AND ISM

The CIO, acting by the ISM, will establish an information security management framework to initiate and coordinate the implementation of information security measures by the City’s government.

The City’s employees, in particular, software application users and database users, and, indirectly, third party contractors under contract to the City to provide services, shall by guided by this Policy in the performance of their job responsibilities.

The ISM will be responsible for: (a) developing and updating the Policy, (b) enforcing compliance with and the effectiveness of the Policy; (c) the development of privacy standards that will manifest the Policy in detailed, auditable technical requirements, which will be designed and maintained by the persons responsible for the City’s IT environments; (d) assisting the City’s staff in evaluating security and privacy incidents that arise in regard to potential violations of the Policy; (e) reviewing and approving department-specific policies and procedures which fall under the purview of this Policy; and (f) reviewing Non- Disclosure Agreements (NDAs) signed by third party contractors, which will provide services, including, without limitation, local or ‘cloud-based’ software services to the City.

B. RESPONSIBILITY OF INFORMATION SECURITY STEERING COMMITTEE

The Information Security Steering Committee (the “ISSC”), which is comprised of the City’s employees, drawn from the various City departments, will provide the primary direction, prioritization and approval for all information security efforts, including key information security and privacy risks, programs, initiatives and activities. The ISSC will provide input to the information security and privacy strategic planning processes to ensure that information security risks are adequately considered, assessed and addressed at the appropriate City department level.

C. RESPONSIBILITY OF USERS

All authorized users of the Information will be responsible for complying with information privacy processes and technologies within the scope of responsibility of each user.

D. RESPONSIBILITY OF INFORMATION TECHNOLOGY (IT) MANAGERS

The City’s IT Managers, who are responsible for internal, external, direct and indirect connections to the City’s networks, will be responsible for configuring, maintaining and securing the City’s IT networks in compliance with the City’s information security and privacy policies. They are also responsible for timely internal reporting of events that may have compromised network, system or data security.

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E. RESPONSIBILITY OF AUTHORIZATION COORDINATION

The ISM will ensure that the City’s employees secure the execution of Non-Disclosure Agreements (NDA), whenever access to the Information will be granted to third party contractors, in conjunction with the Software as a Service (SaaS) Security and Privacy Terms and Conditions. An NDA must be executed prior to the sharing of the Information of persons covered by this Policy with third party contractors. The City’s approach to managing information security and its implementation (i.e. objectives, policies, processes, and procedures for information security) will be reviewed independently by the ISM at planned intervals, or whenever significant changes to security implementation have occurred.

The CIO, acting by the ISM, will review and recommend changes to the Policy annually, or as appropriate, commencing from the date of its adoption.

GENERAL PROCEDURE FOR INFORMATION PRIVACY

A. OVERVIEW

The Policy applies to activities that involve the use of the City’s information assets, namely, the Information of persons doing business with the City or receiving services from the City, which are owned by, or entrusted to, the City and will be made available to the City’s employees and third party contractors under contract to the City to provide Software as a Service consulting services.

These activities include, without limitation, accessing the Internet, using e-mail, accessing the City’s intranet or other networks, systems, or devices.

The term “information assets” also includes the personal information of the City’s employees and any other related organizations while those assets are under the City’s control. Security measures will be designed, implemented, and maintained to ensure that only authorized persons will enjoy access to the information assets. The City’s staff will act to protect its information assets from theft, damage, loss, compromise, and inappropriate disclosure or alteration. The City will plan, design, implement and maintain information management systems, networks and processes in order to assure the appropriate confidentiality, integrity, and availability of its information assets to the City’s employees and authorized third parties.

B. PERSONAL INFORMATION AND CHOICE

Except as permitted or provided by applicable laws, the City will not share the Information of any person doing business with the City, or receiving services from the City, in violation of this Policy, unless that person has consented to the City’s sharing of such information during the conduct of the City’s business as a local government agency with third parties under contract to the City to provide services.

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C. METHODS OF COLLECTION OF PERSONAL INFORMATION

The City may gather the Information from a variety of sources and resources, provided that the collection of such information is both necessary and appropriate in order for the City to conduct business as a local government agency in its governmental and proprietary capacities. That information may be gathered at service windows and contact centers as well as at web sites, by mobile applications, and with other technologies, wherever the City may interact with persons who need to share such formation in order to secure the City’s services.

The City’s staff will inform the persons whose Information are covered by this Policy that the City’s web site may use “cookies” to customize the browsing experience with the City of Palo Alto web site.

The City will note that a cookie contains unique information that a web site can use to track, among others, the Internet Protocol address of the computer used to access the City’s web sites, the identification of the browser software and operating systems used, the date and time a user accessed the site, and the Internet address of the website from which the user linked to the City’s web sites. Cookies created on the user’s computer by using the City’s web site do not contain the Information, and thus do not compromise the user’s privacy or security. Users can refuse the cookies or delete the cookie files from their computers by using any of the widely available methods. If the user chooses not to accept a cookie on his or her computer, it will not prevent or prohibit the user from gaining access to or using the City’s sites.

D. UTILITIES SERVICE

In the provision of utility services to persons located within Palo Alto, the City of Palo Alto Utilities Department (“CPAU”) will collect the Information in order to initiate and manage utility services to customers. To the extent the management of that information is not specifically addressed in the Utilities Rules and Regulations or other ordinances, rules, regulations or procedures, this Policy will apply; provided, however, any such Rules and Regulations must conform to this Policy, unless otherwise directed or approved by the Council. This includes the sharing of CPAU-collected Information with other City departments except as may be required by law.

Businesses and residents with standard utility meters and/or having non-metered monthly services will have secure access through a CPAU website to their Information, including, without limitation, their monthly utility usage and billing data. In addition to their regular monthly utilities billing, businesses and residents with non-standard or experimental electric, water or natural gas meters may have their usage and/or billing data provided to them through non-City electronic portals at different intervals than with the standard monthly billing.

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Businesses and residents with such non-standard or experimental metering will have their Information covered by the same privacy protections and personal information exchange rules applicable to Information under applicable federal and California laws.

E. PUBLIC DISCLOSURE

The Information that is collected by the City in the ordinary course and scope of conducting its business could be incorporated in a public record that may be subject to inspection and copying by the public, unless such information is exempt from disclosure to the public by California law.

F. ACCESS TO PERSONAL INFORMATION

The City will take reasonable steps to verify a person’s identity before the City will grant anyone online access to that person’s Information. Each City department that collects Information will afford access to affected persons who can review and update that information at reasonable times.

G. SECURITY, CONFIDENTIALITY AND NON-DISCLOSURE

Except as otherwise provided by applicable law or this Policy, the City will treat the Information of persons covered by this Policy as confidential and will not disclose it, or permit it to be disclosed, to third parties without the express written consent of the person affected. The City will develop and maintain reasonable controls that are designed to protect the confidentiality and security of the Information of persons covered by this Policy.

The City may authorize the City’s employee and or third party contractors to access and/or use the Information of persons who do business with the City or receive services from the City. In those instances, the City will require the City’s employee and/or the third party contractors to agree to use such Information only in furtherance of City-related business and in accordance with the Policy.

If the City becomes aware of a breach, or has reasonable grounds to believe that a security breach has occurred, with respect to the Information of a person, the City will notify the affected person of such breach in accordance with applicable laws. The notice of breach will include the date(s) or estimated date(s) of the known or suspected breach, the nature of the Information that is the subject of the breach, and the proposed action to be taken or the responsive action taken by the City.

H. DATA RETENTION / INFORMATION RETENTION

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The City will store and secure all Information for a period of time as may be required by law, or if no period is established by law, for seven (7) years, and thereafter such information will be scheduled for destruction.

I. SOFTWARE AS A SERVICE (SAAS) OVERSIGHT

The City may engage third party contractors and vendors to provide software application and database services, commonly known as Software-as-a-Service (SaaS).

In order to assure the privacy and security of the Information of those who do business with the City and those who received services from the City, as a condition of selling goods and/or services to the City, the SaaS services provider and its subcontractors, if any, including any IT infrastructure services provider, shall design, install, provide, and maintain a secure IT environment, while it performs such services and/or furnishes goods to the City, to the extent any scope of work or services implicates the confidentiality and privacy of the Information.

These requirements include information security directives pertaining to: (a) the IT infrastructure, by which the services are provided to the City, including connection to the City's IT systems; (b) the SaaS services provider’s operations and maintenance processes needed to support the IT environment, including disaster recovery and business continuity planning; and (c) the IT infrastructure performance monitoring services to ensure a secure and reliable environment and service availability to the City. The term “IT infrastructure” refers to the integrated framework, including, without limitation, data centers, computers, and database management devices, upon which digital networks operate.

Prior to entering into an agreement to provide services to the City, the City’s staff will require the SaaS services provider to complete and submit an Information Security and Privacy Questionnaire.

In the event that the SaaS services provider reasonably determines that it cannot fulfill the information security requirements during the course of providing services, the City will require the SaaS services provider to promptly inform the ISM.

J. FAIR AND ACCURATE CREDIT TRANSACTION ACT OF 2003

CPAU will require utility customers to provide their Information in order for the City to initiate and manage utility services to them.

Federal regulations, implementing the Fair and Accurate Credit Transactions Act of 2003 (Public Law 108-159), including the Red Flag Rules, require that CPAU, as a “covered financial institution or creditor” which provides services in advance of payment and which can affect consumer credit, develop and implement procedures for an identity theft program for new and existing accounts to detect, prevent, respond and mitigate potential identity theft of its customers’ Information.

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CPAU procedures for potential identity theft will be reviewed independently by the ISM annually or whenever significant changes to security implementation have occurred. The ISM will recommend changes to CPAU identity theft procedures, or as appropriate, so as to conform to this Policy.

There are California laws which are applicable to identity theft; they are set forth in California Civil Code § 1798.92.

NOTE: Questions regarding this policy should be referred to the Information Technology Department, as appropriate.
12/5/2017
Recommended:

Director Information Technology/CIO Date
12/13/2017
Approved:

City Manager Date

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EXHIBIT “F”

CYBERSECURITY TERMS AND CONDITIONS
In order to assure the privacy and security of the personal information of the City's customers and people who do business with the City, including, without limitation, vendors, utility customers, library patrons, and other individuals and companies, who are required to share such information with the City, as a condition of receiving services from the City or selling goods and services to the City, including, without limitation, the Software as a Service services provider (the "Consultant") and its subcontractors, if any, including, without limitation, any Information Technology ("IT") infrastructure services provider, shall design, install, provide, and maintain a secure IT environment, described below, while it renders and performs the Services and furnishes goods, if any, described in the Statement of Work, Exhibit B, to the extent any scope of work implicates the confidentiality and privacy of the personal information of the City's customers. The Consultant shall fulfill the data and information security requirements (the "Requirements") set forth in Part A below.

A "secure IT environment" includes (a) the IT infrastructure, by which the Services are provided to the City, including connection to the City's IT systems; (b) the Consultant's operations and maintenance processes needed to support the environment, including disaster recovery and business continuity planning; and (c) the IT infrastructure performance monitoring services to ensure a secure and reliable environment and service availability to the City. "IT infrastructure" refers to the integrated framework, including, without limitation, data centers, computers, and database management devices, upon which digital networks operate.

In the event that, after the Effective Date, the Consultant reasonably determines that it cannot fulfill the Requirements, the Consultant shall promptly inform the City of its determination and submit, in writing, one or more alternate countermeasure options to the Requirements (the "Alternate Requirements" as set forth in Part B), which may be accepted or rejected in the reasonable satisfaction of the Information Security Manager (the "ISM").

Part A. Requirements:

The Consultant shall at all times during the term of any contract between the City and the Consultant:

Appoint or designate an employee, preferably an executive officer, as the security liaison to the City with respect to the Services to be performed under this Agreement.

Comply with the City's Information Privacy Policy:
adopted and implemented
information security and privacy policies that are documented, are accessible to the City, and conform to ISO 27001/2 – Information Security Management Systems (ISMS) Standards. See the following:
http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=42103 http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=5029 7 Conduct routine data and information security compliance training of its personnel that is appropriate to their role.

Develop and maintain detailed documentation of the IT infrastructure, including software versions and patch levels.

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(f) Develop an independently verifiable process, consistent with industry standards, for performing professional and criminal background checks of its employees that (1) would permit verification of employees' personal identity and employment status, and (2) would enable the immediate denial of access to the City's confidential data and information by any of its employees who no longer would require access to that information or who are terminated.
(g) Provide a list of IT infrastructure components in order to verify whether the Consultant has met or has failed to meet any objective terms and conditions. (h) Implement access accountability (identification and authentication) architecture and support role-based access control ("RBAC") and segregation of duties ("SoD") mechanisms for all personnel, systems, and Software used to provide the Services. "RBAC" refers to a computer systems security approach to restricting access only to authorized users. "SoD" is an approach that would require more than one individual to complete a security task in order to promote the detection and prevention of fraud and errors.
(i) Assist the City in undertaking annually an assessment to assure that: (1) all elements of the Services' environment design and deployment are known to the City, and (2) it has implemented measures in accordance with industry best practices applicable to secure coding and secure IT architecture.
(j) Provide and maintain secure intersystem communication paths that would ensure the confidentiality, integrity, and availability of the City's information. (k) Deploy and maintain IT system upgrades, patches and configurations conforming to current patch and/or release levels by not later than one (1) week after its date of release.

Emergency security patches must be installed within 24 hours after its date of release. (l) Provide for the timely detection of, response to, and the reporting of security incidents, including on-going incident monitoring with logging.
(m) Notify the City within one (1) hour of detecting a security incident that results in the unauthorized access to or the misuse of the City's confidential data and information. (n) Inform the City that any third party service provider(s) meet(s) all of the Requirements. (o) Perform security self-audits on a regular basis and not less frequently than on a quarterly basis, and provide the required summary reports of those self-audits to the ISM on the annual anniversary date or any other date agreed to by the Parties. (p) Accommodate, as practicable, and upon reasonable prior notice by the City, the City's performance of random site security audits at the Consultant's site(s), including the site(s) of a third-party service provider(s), as applicable. The scope of these audits will extend to the Consultant's and its third-party service provider(s)' awareness of security policies and practices, systems configurations, access authentication and authorization, and incident detection and response.
(q) Cooperate with the City to ensure that to the extent required by applicable laws, rules and regulations, and the Confidential Information will be accessible only by the Consultant and any authorized third-party service provider's personnel. (r) Perform regular, reliable secured backups of all data needed to maximize the availability of the Services. Adequately encrypt the City of Palo Alto's data, during the operational process, hosted at rest, and the backup stage at the Vendors' environment (including Vendor's contracting organization's environment).
(s) Maintain records relating to the Services for a period of three (3) years after the expiration or earlier termination of this Agreement and in a mutually agreeable storage medium.

Within thirty (30) days after the effective date of expiration or earlier termination of this Agreement, all of those records relating to the performance of the Services shall be provided to the ISM.

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(t) Maintain the Confidential Information in accordance with applicable federal, state, and local data and information privacy laws, rules, and regulations. (u) Encrypt the Confidential Information before delivering the same by electronic mail to the City and or any authorized recipient.
(v) Provide Network Layer IP filtering services to allow access only from the City of Palo Alto's IP address to the Vendor environment (primarily hosted for the City of Palo Alto). (w) Offer a robust disaster recovery and business continuity (DR-BCP) solutions to the City for the systems and services the Vendor provides to the City. (x) Provide and support Single Sign-on (SSO) and Multifactor Authentication (MFA) solutions for authentication and authorization services from the "City's environment to the Vendor's environment," and Vendor's environment to the Vendor's cloud services/hosted environment." The Vendor shall allow two employees of the City to have superuser and super-admin access to the Vendor's IT environment, and a cloud-hosted IT environment belongs to the City.
(y) Unless otherwise addressed in the Agreement, shall not hold the City liable for any direct, indirect or punitive damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the City's IT environment, including, without limitation, IT infrastructure communications. (z) The Vendor must provide evidence of valid cyber liability insurance policy per the City’s EXHIBIT “D” INSURANCE REQUIREMENTS.

Part B. Alternate Requirements:

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City of Palo Alto (ID # 14236)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

City of Palo Alto Page 1

Title: Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for Fiscal Year 2023, Providing the Street Maintenance Project List for Capital Improvement Program Project PE -86070 From: City Manager
Lead Department: Public Works

Recommendation
Staff recommends that Council adopt the attached resolution for Fiscal Year 2023, providing a project list funded by Senate Bill 1, the Road Repair and Accountability Act (Attachment A).

Background/Discussion
Senate Bill 1 (SB 1) establis hed the Road Maintenance and Rehabilitation Account (RMRA) in 2017 to address deferred maintenance on the state highway and local streets and roads systems, with funding to be approved annually. Palo Alto's RMRA funding estimate for FY 2023 is $1,542,218. SB 1 funding requires that Council approve a resolution (Attachment A) providing a project list that includes four components:
• Project description;
• The locations of each proposed project;
• Schedule for completion; and
• Estimated useful life of improvement.

The adopted resolution must be sent to the California Transportation Commission by July 1, 2022. Staff recommends the RMRA funding for FY 2023 be recognized in the Gas Tax Fund and transferred to the Capital Improvement Fund to be added to the Street Maint enance Project, capital improvement program project PE-86070. This funding recommendation is included in the Fiscal Year 2023 Proposed Capital Budget. The SB 1 funding support s the City's goal of achieving an average citywide Pavement Condition Index (PCI) of 85 by 2019 with no street having a PCI less than 60. The City reached the 85 PCI goal in December 2018, and the additional funding helps enable the City to address streets that still have PCI scores less than

60. The funding will be used for the F iscal Year 2023 Asphalt Paving Project for the streets shown in Attachment B. Work on this project is anticipated to be completed by Summer 2023.

An award of construction contract is anticipated to be brought to Council for approval in Fall 2022. The estimated useful life of a street overlay is 30 years.

9 Packet Pg. 96

City of Palo Alto Page 2

Resource Impact
Monthly appropriations from the State Controller's Office will begin in July 2022 for Palo Alto's FY 2023 RMRA funding. Ongoing funding is estimated to be $1.2 million annually.

Funding from RMR A in future fiscal years will be recognized and appropriated as part of the annual CIP budget process.

Stakeholder Engagement
Stakeholder engagement is not applicable to this resolution.

Environmental Review
The adoption of this resolution does not meet the definition of a project under Public Resources Code Section 21065, thus no environmental assessment under the California Environmental Quality Act is required.

Attachments:
• Attachment9.a: Attachment A - Draft SB1 FY2023 Resolution • Attachment9.b: Attachment B - FY2023 Overlay List and Map 9 Packet Pg. 97
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ATTACHMENT A
Resolution No. ________
Resolution of the Council of the City of Palo Alto to Adopt a List of Projects for Fiscal Year 2022-2023 Funded by SB 1: The Road Repair and Accountability Act of 2017

R E C I T A L S

A. Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and
B. SB 1 includes accountability and transparency provisions that will ensure the residents of the City of Palo Alto (City) are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and C. The City must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1 by resolution, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and D. The City, will receive an estimated $1,542,218 in RMRA funding in Fiscal Year 2023 from SB 1; and
E. This is the fifth year in which the City is receiving SB 1 funding which enables the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and F. The City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community’s priorities for transportation investment; and G. The funding from SB 1 will help the City maintain and rehabilitate various streets throughout the City this year and many similar projects into the future; and H. The 2018 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in “excellent” condition and this revenue will help us maintain the overall quality of our road system and implement complete streets projects over the next decade; and
I. The SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.

NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:

SECTION 1. The foregoing recitals are true and correct.

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SECTION 2. The City of Palo Alto hereby adopts the following list of streets planned to be funded in-part or solely with fiscal year 2022-2023 with Road Maintenance and Rehabilitation Account revenues:

FY 2023 Street Resurfacing Project includes pavement repair, sidewalk, curb and gutter replacement, upgraded curb ramps, and street paving. The following streets are included in the FY2023 Street Resurfacing Project: Acacia Avenue (El Camino Real to Angle), Addison Avenue (Cowper Street to Webster Street), Ash Street (California Avenue to Sherman Avenue), Bryson Avenue (Middlefield Road to End), Cambridge Avenue (Birch Street to Park Blvd), Community Lane (Harriet Street to Wilson Street), Community Lane (Newell Road to Cedar Street), Dartmouth Street (Werry Park to College Avenue), Embarcadero Way (Embarcadero Road to End), Florence Street (Lytton Avenue to University Avenue), Fulton Street (Embarcadero Road to Tennyson Avenue), James Road (El Camino Way to Narrow), Kent Place (Center Drive to End), Lane 6 East (High Street to Emerson Street), Loma Verde Avenue (Emerson Street to Ramona Street), Loma Verde Avenue (Waverley Street to Cowper Street), Los Trancos Road (City Limits to City Limits), Morris Drive (Maddux Drive to Greer Road), Park Blvd (Park Avenue to Castilleja Avenue), Seale Avenue (Middlefield Road to Fulton Street), and Wilson Street (Hopkins Avenue to Parkinson Avenue).

The estimated useful life is 30 years. Construction of FY2023 Street Resurfacing Project will start in Fall 2022 and be completed in Summer 2023.

SECTION 3. The Council finds that the adoption of this resolution does not meet the definition of a project under Public Resources Code Section 21065, thus no environmental assessment under the California Environmental Quality Act is required.

INTRODUCED AND PASSED:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

__________________________ _____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

__________________________ _____________________________ Assistant City Attorney City Manager

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_____________________________
Director of Public Works

_____________________________
Director of Administrative Services

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ATTACHMENT B
FY2023 OVERLAY LIST
Street From Street To Street PCI
Acacia Avenue El Camino Real Angle 53
Addison Avenue Copwer Street Webster Street 49
Ash Street California Avenue Sherman Avenue 24
Bryson Avenue Middlefield Road End 42
Cambridge Avenue Birch Street Park Boulevard 52
Community Lane Harriet Street Wilson Street 38
Community Lane Newell Road Pine Street 54
Community Lane Pine Street Cedar Street 56
Dartmouth Street Werry Park College Avenue 55
Embarcadero Way Emb arcadero Road End 51
Florence Street Lytton Avenue Univeristy Avenue 51
Fulton Street Embarcadero Road Tennyson Avenue 33
James Road El Camino Way Narrow 38
Kent Place Center Drive End 55
Lane 6 East High Street Emerson Street 36
Loma Verde Avenue Emerson Street Ramona Street 51
Loma Verde Avenue Waverley Street Kipling Street 59
Loma Verde Avenue Kipling Street Cowper Street 54
Los Trancos Road City Limits City Limits 42
Morris Drive Maddux Drive Greer Road 49
Park Boulevard Park Avenue Birch Street 53
Park Boulevard Birch Street Castilleja Avenue 49
Seale Avenue Middlefield Road Fulton Street 48
Wilson Street Hopkins Avenue Parkinson Avenue 52
Average PCI: 48
FY 2023 Overlay (July 2022 ‐ June 2023)
1 of 1

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ALM
A STRE

PARK BOULEVARD
EM

ERSON STREET

EL VERANO AVENUE

ON AVENUE

VENTURA AVENUE
EL CAM

INO REAL
EL CAM
INO
REAL
EL CAM

INO REAL

LA SELVA DRIVE
SOUTH
VILL

ORINDA S
TREET

MATADERO AVENUE

MARGARITA AVENUE

WILTON AVENUE
EL CAM
IN
O REAL

MATADERO AVENUE

FERNANDO AVENUE

BARRON AVENUE

CURTNER AVENUE

WILTON AVENUE

KENDALL AVENUE

MATADERO AVENUE
EL C
AM
INO R
EAL
EL CAM

INO REAL

LAMBERT AVENUE
EL CAM

INO REAL

HANSEN WAY
EL CAM

INO REAL
ALM

A STREET
ALM

A STREET

VENTURA COURT

VENTURA AVENUE

CURTNER AVENUE
ON
STRE
ET

EL DORADO AVENUE
RAM
ONA
STREET
EM
ERSON
STRE
ET

EL CARMELO AVENUE
EL C
EM
ERSON
STRE
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EM
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STRE
ET
RAM
ONA
STREET
RAM
ONA
STREET

LOMA VERDE AVENUE
LO

EL VERANO AVENUE
BRYANT
STRE
ET
RAM
ONA
STREET

MARGARITA AVENUE

FERNANDO AVENUE

LAMBERT AVENUE

CHESTNUT AVENUE

ASH STREET

BIRCH STREET BIRCH STREET

PARK BOULEVARD
ALM

A STREET
ALM

A STREET

PARK BOUL
EVARD

ACACIA AVENUE

PORTAGE AVENUE

OLIVE AVENUE
M

ADELINE COURT

ORINDA STREET

CYPRESS LANE
LANE 66
LANE 66
L
A
S
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L
V
A
D
R
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PENINS
UL
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JOINT POW

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PENINS
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JOINT POW

ERS BOARD
PENINS
UL
A CO
RRI
DOR

JOINT POW

ERS BOARD
EL CAM
INO
REAL
EL CAM

INO REAL
EL CAM

INO REAL
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 301'

CITYOF PALO
ALTO
IN
C
O
R
P
O
R
A
T
E
D
CAL
IFO
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IA
P a l o A l t o
T h e C i t y o f
A P
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1 6

1 8
94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:13:45
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FY2023 OVERLAY MAP
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City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 301'

CITYOF PALO
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:17:59
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COLLEGE AVENUE

CAMBRIDGE AVENUE

ORNIA AVENUE

GRANT AVENUE
EL CAM

INO REAL

EL CAMINO REAL
EL CAM

INO REAL

SHERMAN AVENUESHERMAN AVENUE

JACARANDA LANE

ASH STREET

NEW MAYFIELD LANENEW MAYFIELD LANE
EL CAM

INO REAL
EL CAM

INO REAL

CALIFORNIA AVENUE CALIFORNIA AVENUE

PERAL LANE
M
IM

OSA LANE

SEDRO LANE

CAMBRIDGE AVENUE

COLLEGE AVENUE
EL CAM

INO REAL

HANSEN WAY

ASH STREET

OXFORD AVENUE
EL CAM

INO REAL

STANFORD AVENUESTANFORD AVENUE

OXFORD AVENUE

BIRCH STREET

STANFORD AVENUE

BIRCH STREET

NEW MAYFIELD LANE

CAMBRIDGE AVENUE

BIRCH STREET

COLLEGE AVENUECOLLEGE AVENUE

PARK BOULEVARD

CALIFORNIA AVENUE

ALMA STREET

PARK BOULEVARD

SHERMAN AVENUE

JACARANDA LANE

PARK BOULEVARD
ALM

A STREET

PARK BOULEVARD

OXFORD AVENUE
EET

RINCONADA AVENUE

A STREET
EM

ERSON STREET

SANTA RITA AVENUE
ALM

A STREET

HIGH STREET

HIGH STREET
EM

ERSON STREET
EM

ERSON STREET
RAM

ONA STREET

COLORADO AVENUE

COLORADO AVENUE
EM

ERSON STREET

HIGH STREET
ALM

A STREET
ALM

A STREET

OREGON EXPRESSWAY

OREGON AVENUE
EM

ERSON STREET

WASHINGTON AVENUE

NORTH CALIFORNIA AVENUE

NEVADA AVENUE
OREG

HIGH STREET
OREGO

STANFORD AVENUE

GRANT AVENUE

SHERMAN AVENUE

SHERIDAN AVENUESHERIDAN AVENUE

ASH STREET

BIRCH STREET

GRANT AVENUE

EL DORADO AV

EL DORADO AVENUE
RAM

ONA STREET
EM

ERSON STREET

PARK BOULEVARD PARK BOULEV
ALM

A STREET
ALM

A STREET

ACACIA AVENUE

PORTAGE AVENUE

OLIVE AVENUE

PEPPER AVENUE

ASH STREET

NORTH CA

PAGE MILL ROAD PAGE MILL ROAD
EL CAM

INO REAL
ALM

A STREET

STAUNTON COURT

PAGE MILL ROADPAGE MILL ROAD

PAGE MILL ROAD

NOGAL LANE

JACARANDA LANE
OWE

RS BOARD

PENINSULA CORRIDOR JOINT POWE

RS BOARD

PENINSULA CORRIDOR JOINT POWE

RS BOARD

PENINSULA CORRIDOR JOINT POWE

RS BOARD

PENINSULA CORRIDOR J

OXFORD AVENUE
EL CAM

INO REAL
EL CAM

INO REAL EL CAMINO REAL
EL CAM

INO REAL
EL CAM

INO REAL
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 301'

CITYOF PALO
ALTO
IN
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P a l o A l t o
T h e C i t y o f
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:19:36
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M

IDDLEFIELD ROAD

MORENO AVENUE

MARION AVENUE

COASTLAND DRIVE
M

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WEBSTER STREET

BRYSON AVENUE

COLORADO AVENUE

BYRON STREET

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LOMA VERDE AVENUE
M

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M

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LAYNE COURT

ROSEWOOD DRIVE

ROSS ROAD
M

IDDLEFIELD ROAD

SUTTER AVENUE

STERN AVENUE

PRICE COURT

ELLSWORTH PLACE (PVT)

COLORADO AVENUE

SUTTER AVENUE

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CLARA DRIVE

COLORADO AVENUE

MARSHALL DRIVE

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RANDERS COURT

ALLEN COURT

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MARION AVENUE

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KIPLING STREET
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ANTON COURT
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OREGON EXPRESSWAY

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MARION AVENUE

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MORENO AVENUE
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This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 301'

CITYOF PALO
ALTO
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:22:11
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3-031
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KELLOGG AVENUE
M

IDDLEFIELD ROAD

BYRON STREET
M

IDDLEFIELD ROAD

MELVILLE AVENUE

PARKINSON AVENUE

FULTON STREET

KINGSLEY AVENUE

MELVILLE AVENUE

GUINDA STREET
GREENW

OOD AVENUE

MELVILLE AVENUE

CHANNING AVENUE

LINCOLN AVENUE

GENT PLACE

LVILLE AVENUE

INGSLEY AVENUE

BYRON STREET

LINCOLN AVENUE

FULTON STREET
M

IDDLEFIELD ROAD

NORTHAMPTON DRIVE
M

IDDLEFIELD ROAD

SEALE AVENUE

FULTON ST
REET
M

IDDLEFIELD ROAD

TENNYSON AVENUE
UE

FULTON STREET

LL AVENUE
M

IDDLEFIELD ROAD

DGE AVENUE
O ROAD

GUINDA STREET

SEALE AVENUE
NEW

ELL ROAD

NORTHAMPTON DRIVE

NORTHAM
PT

HOPKINS AVENUE

HOPKINS AVENUE
M

IDDLEFIELD ROAD

PARKINSON AVENUE

HARKER AVENUE

KIRBY PLACE

EMBARCADERO ROAD

BYRON STREET

CEDAR STREET

TEVIS PLACE

KENT PLACE

CHANNING AVENUE

CHANNING AVENUE
GREENW

OOD AVENUE

HUTCHINSON AVENUE

HARKER AVENUE
CEDAR
STREET

WILSON STREET
NEW

ELL ROAD

EMBARCADERO ROAD

PINE STREET
SHAR
ON CO
URT
GREENW

OOD AVENUE

NEWELL ROAD

HARKER AVENUE

PARKINSON AVENUE
NEW
ELL RO
AD

WALTER HAYS DRIVE

WALTER HAYS DRIVE
W

ALNUT DRIVE

HOPKINS AVENUE
NEW
ELL RO
AD

NEWELL ROAD

EMBARCADERO ROAD

WALTER HAYS DRIVE
DRIVE

OIS LANE
LO

LOIS LANE

STANLEY WAY

JORDAN PLACE

ERSTWILD COURT

SEALE AVENUE

BRET HARTE STREET
M
ARK TW

AIN STREET

EMBARCADERO ROAD

SEALE AVENUE

LOUIS ROAD

COMMUNITY LANE

PRIMROSE WAY

LINCOLN AVENUE

COMMUNITY LANE

COMMUNITY LANE
W
A
L
N
U
T
D
R
IV
E

W A L N U T
D
R
I V
E
HARRI

ET STREET

HARRIET STREET

HARRIET STREET
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 301'

CITYOF PALO
ALTO
IN
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CAL
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P a l o A l t o
T h e C i t y o f
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:24:05
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FY2023 OVERLAY MAP

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0-064

COLLEGE

PRINCETON STREET

CORNELL STREET

CALIFORNIA AVENUE

OBERLIN STREET

HARVARD STREET

HANOVER STREET
DARTM

OUTH STREET CALIFORNIA AVENUE

PAGE MILL ROAD

COLLEGE AVENUE COLLEGE AVENUE
DARTM

OUTH STREET
COLUM

BIA STREET
BOW

DOIN STREET

COLLEGE AVENUE

CALIFORNIA AVENUE
AM

HERST STREET

STANFORD AVENUE

CALIFORNIA AVENU CALIFORNIA AVENUE

P PAGE MILL ROAD

HANSEN WAY

PAGE MILL ROAD

HANOVER STREET

PAGE MILL ROAD

CORNELL STREET

PRINCETON STREET

OBERLIN STREET

HARVARD STREET
AM

HERST STREET

STANFORD AVENUE

ANGELL CT

COLLEGE AVENUE

HANOVER STREET

COLUMBIA STREET
BOW

DOIN STREET

STANFORD AVENUE DARTM

OUTH STREET

STANFORD AVENUE
BOW

DOIN STREET

PAGE MILL ROAD

CONDIDO ROAD

ESCONDIDO ROAD

ESPLANADA WAY

OBERLIN ST
O

LMSTEDROAD

OLMSTEDROADOLMSTED

COMSTOCK CIRCLE

ESCONDIDO RD
P
E
T
E
R
C
O
U
T

PINE HILL COURT
P
I
N
E
H
I
L
L
ROAD

RUNNING FARM LANE
C
O
U
R
T
BOW

DOIN STREET

ROSSE LANE

PETER COUTTS R
OAD

COMSTOCK CIRCLE

COLUMBIA PLACE

COLUMBIA COURT
COLUM

BIA STREET
BOW

DOIN STREET
BOW

DOIN STREET
AM

HERST STREET
AM

HERST STREET

BOWDOIN PLACE

AMHERST WAY
Drake Way
Bowdoin Court

AMHERST COURT
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 301'

CITYOF PALO
ALTO
IN
C
O
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P
O
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A
T
E
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CAL
IFO
RN
IA
P a l o A l t o
T h e C i t y o f
A P
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:25:48
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FY2023 OVERLAY MAP

9.b
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008-03-080
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008-03-030
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008-03-081

EMBARCADERO ROAD

FABER PLACE

EMBARCADERO ROAD
EM

BARCADERO W

AYEMBARCADERO ROAD

EMBARCADERO WAY

GENG ROAD
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 352'

CITYOF PALO
ALTO
IN
C
O
R
P
O
R
A
T
E
D
CAL
IFO
RN
IA
P a l o A l t o
T h e C i t y o f
A P
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1 6

1 8
94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:27:32
(\\cc-maps\Encompass\Admin\Meta\View.mdb)
FY2023 OVERLAY MAP

9.b
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SOLANA DRIVE

LES DRIVE
E

FLORALES DRIVE

GEORGIA AVENUE
R
AVENUE

RO ROAD

IRVEN COURT
ALTA M

ESA AVENUE
EL CAM

INO REAL
EL CAM

INO REAL
M
cKELLAR LANE
EL CAM

INO REAL

SECOND STREET

MACLANE
W

ILKIE W
AY

WEST MEADOW DRIVE

VICTORIA PLACE

EL CAMINO WAY
EL CAM

INO REALCAMINO CT

EL CAMINO WAY

THAIN WAY

THAIN W
AY
EL CAM

INO REAL

MAYBELL AVENUE

PENA COURT

WEST MEADOW DRIVE

DAVENPORT WAY

JAMES ROAD
W

ILKIE W
AY

WILKIE COURT

TENNESSEE LANE

WEST CHARLESTON ROAD
ALM

A STREET

PARK BOULEVARD

TENNESSEE LANE W

ILKIE W
AY

CAROLINA LANE

WEST CHARLESTON ROAD
W

ILKIE W
AY

DULUTH CIRCLE
W

ILKIE W
AY

DINAH'S COURT
EL
C

MONROE DRIVE
OURTMI

LLER AVENU

MONROE DRIVE
M

ILLER C

CESANO COURT
W

HITCLEM
CT
W

HITCLEM
W
AY

MONROE DRIVE

SILVA AVENUE

EAST CHARLESTON ROAD

CAROLINA LANE
PARK B
OU
LEVARD

WEST CHARLESTON ROAD

RUTHELM

A AVENUE

LUNDY LANE

PARK BOULEVARD

NEWBERRY COURT

EDLEE AVENUE
W

RIGHT PLACE
ALM

A STREET

CREEKSIDE DRIVE
TIOG

WHITCLEM DRIVE
ALM

A STREET

GREENMEADOW WAY

ELY PLACE ALM

A STREET

ELY PLACE

GREENMEADOW WAY

PARKSIDE DRIVE

SCRIPPS AVENUE

SCRIPPS COURT

BEN LOMOND DRIVE

DIABLO C

EAST CHARLESTON RO
M
UM

FORD PLACE

ELY PLACE

DIXON PLACE

DUNCAN PLACE

PARKSID
ALM

A STREET
ALM

A STREET
EM

ERSON STREET

PARK BOULEVARD

MACLANE

EAST MEADOW DRIVE EAST MEADOW DRIVE
RAM

ONA STREET
EM

ERSON STREET
RAM

ONA STREET

BRYANT STREET

EL VERANO AVENUE

NOLIA DRIVE

MILITARY WAY

LA DONNA AVENUE

SAN JUDE AVENUE

LA PARA AVENUE

PAUL AVENUE

BLES AVENUE

VENTURA AVENUE
CAM

INO REAL
EL CAM

INO REAL

LA SELVA DRIVE

MAGNOLIA DRIVE SOUTH

VILLA VERA

VILLA REAL (PRIVATE)

VILLA VISTA (PRIVATE)

LOS ROBLES AVENUE

LA DONNA AVENUE
CAM

PANA DRIVE

ENCINA GRANDE DRIVE

VERDOSA DRIVE

VISTA AVENUE
W

ISTERIA LANE

VILLA VISTA (PRIVATE)
ALM

A STREET

VENTURA COURT

VENTURA AVENUE

EL VERANO AVENUE
RAM

ONA STREET

PARKSIDE DRIVE

CREEKSIDE DRIVE

PARK BOULEVARD

DARLINGTON COURT

BARCLAY COURT

GEORGE HOOD LANE

WEST CHARLESTON ROAD
W

HITCLEM
PLACE
ALM

A STREET
ALM

A STREET
ALM
A STR
M

ILLER AVENUE
EL CAM

INO REAL

MONROE DRIVE

DRISCOLL PLACE
CAM

PANA DRIVE

VERDOSA DRIVE

PRESS LANE

JACOBS COURT (PRIVATE)

INTERDALE W
Y
OURT

LINDERO DRIVE

ROOSEVELT CIRCLE
ST
A
R
R
K
ING
C
IRCLE
CAR

EDLEEAVENUE

WHITCLEM DRIVE
A
D
R
I
V
E

ULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

DEODAR STREETD

EODAR STREET

ALDER LANE

SPRUCE LANE

RICKEY'S LANE

JUNIPER WAY

RICKEY'S WAY

RICKEY'S W
AY

JUNIPER LANE
Hettinger Ln
Pratt Ln
Noble St
Cashel St
EL CAM

INO REAL
EL CAM

INO REAL
EL CAM
INO
REAL
ALM

A VILLAGE CIRCLE
ALM

A VILLA
GE
CIRCLE
ALM

A VILLA
GE LA
NE

ALMA VILLAGE CIRCLE

RYAN LANE

COLE COURT

BRASSINGA COURT

GENE COURT
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 404'

CITYOF PALO
ALTO
IN
C
O
R
P
O
R
A
T
E
D
CAL
IFO
RN
IA
P a l o A l t o
T h e C i t y o f
A P
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1 6

1 8
94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:31:12
(\\cc-maps\Encompass\Admin\Meta\View.mdb)
FY2023 OVERLAY MAP

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003-
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120-25-131
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120-12-039
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120-12-042
120-12-037
120-12-060
120-12-004
120-12-003
2-002
120-38-018
120-36-007
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120-36-003
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120-36-001
120-24-003
120-12-022
120-60-002
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120-60-003
120-12-050120-12-051
120-12-052
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31-015
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003
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0-71
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120-71-042
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120
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4 120-71-045
120-71-046
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120-71-049
120-71-050
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120-71-054120-71-055
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6 120-71-057
120-71-058
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120-33-046
120-14-134
120-14-135
120-14-136
120-10-054

KINGSLEY AVENUE
ALM

A STREET

HIGH STREET
RAM

ONA STREET

LINCOLN AVENUE

LINCOLN AVENUE
RAM

ONA STREET
EM

ERSON STREET

HIGH STREET

EMBARCADERO ROAD
EM

ERSON STREET
EM

ERSON STREET

HOMER AVENUE
EL CAM

INO REAL
AVENUE
REAL
REAL
EL CAM

INO REAL

BRYANT STREET

PALO ALTO AVENUE PALO ALTO AVENUE

HAWTHORNE AVENUE
EM

ERSON STREET
RAM

ONA STREET
EM

ERSON STREET

HAWTHORNE AVENUE

HIGH STREET

EVERETT AVENUE

HIGH STREET
ALM

A STREET
ALM

A STREET

LYTTON AVENUE
EL CAM

INO REAL

UARRY ROAD
ALM

A STREET
EM

ERSON STREET
RAM

ONA STREET

LYTTON AVENUE

UNIVERSITY AVENUE
RAM

ONA STREET

BRYANT STREET

HIGH STREET
EM

ERSON STREET
ALM

A STREET
EM

ERSON STREET

HIGH STREET

HAMILTON AVENUE

HAMILTON AVENUE
EM

ERSON STREET

HAMILTON AVENUE
GILM

AN STREET
W

AVERLEY STREET

BRYANT STREET

FOREST AVENUE

BRYANT STREET
RAM

ONA STREET
RAM

ONA STREET

BRYANT STREET

FLORENCE STREET

KIPLING STREET

LYTTON AVENUE
W

AVERLEY STREET
W

AVERLEY STREET

EVERETT AVENUE

BRYANT STREET
W

AVERLEY STREET

HAWTHORNE AVENUE
RAM

ONA STREET

BRYANT STREET

LYTTON AVENUE

UNIVERSITY AVENUE
COW

PER STREET

KIPLING STREET

UNIVERSITY AVENUE

UNIVERSITY AVENUE
COW

PER STREET
W

AVERLEY STREET

HAMILTON AVENUE

RUTHVEN AVENUE

POE STREET

O ALTO AVENUE
COW

PER STREET

TASSO STREET

RUTHVEN AVENUE
W

EBSTER STREET

BYRON STREET

HAWTHORNE AVENUE
COW

PER STREET
COW

PER STREET
W

AVERLEY STREET

HAWTHORNE AVENUE

KIPLING STREET

EVERETT AVENUE
COW

PER STREET
W

EBSTER STREET

BYRON STREET

EVERETT AVENUE
W

EBSTER STREET
W

EBSTER STREET

LYTTON AVENUE

BYRON STREET

TASSO STREET

MELVILLE AVENUE
W

AVERLEY STREET

EMBARCADERO ROAD
EM

ERSON STREET

KINGSLEY AVENUE

BRYANT STREET

SCOTT STREET

ADDISON AVENUE

BRYANT STREET

ADDISON AVENUE

LINCOLN AVENUE

HAMILTON AVENUE
COW

PER STREET

FOREST AVENUE

FOREST AVENUE W

AVERLEY STREET

BRYANT STREET

HOMER AVENUE
W

AVERLEY STREET

CHANNING AVENUE
RAM

ONA STREET
RAM

ONA STREET
W

EBSTER STREET
W

EBSTER STREET
COW

PER STREET

HOMER AVENUE

HOMER AVENUE
COW

PER STREET

KIPLING STREET

CHANNING AVENUE W

AVERLEY STREET

ADDISON AVENUE
LYT

UNIVERSITY AVENUE

BYRON STREET

LYTTON AVENUE
W

EBSTER STREET

HAMILTON AVENUE

FOREST AVENUE
W

AVERLEY STREET
COW

PER STREET

KINGSLEY AVENUE

KINGSLEY AVENUE
W

AVERLEY STREET

LINCOLN AVENUE
COW

PER STREET

LINCOLN AVENUE

ADDISON AVENUE
W

EBSTER STREET
M

IDDLEFIELD ROAD

ADDISON AVENUE
COW

PER STREET
W

EBSTER STREET
M

IDDLEFIELD ROAD

HOMER AVENUE
M

IDDLEFIELD ROAD
W

EBSTER STREET

CHANNING AVENUE

CHANNING AVENUE
M
IDDLEF

KINGSLEY AVEN
W

EBSTER STR

KINGSLEY AVENUE

BYRON STRE

BYRON STREET
W

EBSTER STREET

LINCOLN AVENUE
M

IDDLEFIELD ROAD
M

IDDLEFIELD ROAD
COW

PER STREET
UNIVE
R
S
I
T
Y

C I R C L E

EVERETT COURT
LANE 39

LANE B EAST
LANE 7 EAST
LANE 5 EAST
LANE 6 EAST
LANE 20 EAST
LANE 30
LANE 20 WEST
LANE 21
M

ITCHELL LANE
LANE 33
LANE 15 EASTBRYANT COURT

PAULSEN LANE
LANE 12 W
EST
LANE 11 W
EST

CENTENNIAL W
ALK

LANE D EAST

LANE D W
EST
LANE 59 EAST

WHITMAN COURT
AY
DOW

NING LA
NE
LANE 56
EL CAM

INO REAL
ALM

A STREET
PALO
A
LTO
AVENUE
PA
L
O
A
L
T
O
A
VENUE

PALO ALTO AVENUE

PISTACHE PLACE

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD
EM
ER

SON STR
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EM

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HIGH STREET

HIGH STR
EET
ALM

A STREET
ALM
A STR
EE
T
ALM

A STREET
ALM

A STREE
T

FOREST AVENUE

CHANNING AVENUE

HOMER AVENUE

ADDISON AVENUE
EL CAM
INO
RE

WELLS AVENUE
URBA
N LANE

URBAN LANE

ENCINA AVENUE
MED
ICAL F
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ND A T I O N
LANE
7 W
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T
LA
NE 8 W
EST
LANE
A W
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CHANNING AVENUE
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 404'

CITYOF PALO
ALTO
IN
C
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:53:43
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FY2023 OVERLAY MAP

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ALM

A STREET
ALM

A STREET
EM

ERSON STREET

PARK BOULEVARD

EAST MEADOW DRIVE EAST MEADOW DRIVE
AS
WA

VERLEY STREET

ALGER DRIVE
RAM
BOW
DRIVE

COWPER COURT

ASHTON AVENUE

MAUREEN AVENUE

KIPLING STREET
COW

PER STREET
ST M

ICHAEL DRIVE
ST M

ICHAEL COURT

ST CLAIRE DRIVE
EM

ERSON STREET
RAM

ONA STREET

BRYANT STREET

SOUTH COURT

COLORADO AVENU
COW

PER STREET

ELDORADO AVENUE

KIPLING STREET
W

AVERLEY STREET
COW

PER STREET

TOWLE WAY

GARY COURT

SOUTH COURT
W

AVERLEY STREET

EL VERANO AVENUE
W

AVERLEY STREET

EL VERANO AVENUE

KIPLING STREET

LOMA VERDE AVENUE
M

ACKALL W
AY

WELLSBURY CT

AVALON COURT

LOMA VER
COW

PER STREET

RO AVENUE
E
ALM

A STREET
ALM

A STREET
T

SOUTH COURT

EL DORADO AVENUE

KIPLING STREET
W

AVERLEY STREET

SOUTH COURT

BRYANT STREET
W

AVERLEY STREET

BRYANT STREET

SOUTH COURT

EL DORADO AVENUE

EL DORADO AVENUE
RAM

ONA STREET
EM

ERSON STREET

EL CARMELO AVENUE

EL CARMELO AVENUE
EM

ERSON STREET
EM

ERSON STREET
RAM

ONA STREET
RAM

ONA STREET

LOMA VERDE AVENUE

EL VERANO AVENUE

BRYANT STREET
RAM

ONA STREET
AVENUE

PARK BOULEVARD

FERNANDO AVENUE

LAMBERT AVENUE
NUE

PARK BOULEVARD
REET
ALM

A STREET
ALM

A STREET

PARK BOULEVARD

EASTMEADOWDRIVE

BRYANT STREET

MARTINSEN CT
COW

PER STREET

SOUTH COURT

CAMPESINO AVENUE

GASPAR COURT

DYMOND COURT
C
O
W
P E
R
S
T
R
E
E
T
A
S
H
T
O
N
C
O
U
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T

MURDOCH CT
R
S
L
A
N
E
W

ELLSBUR
Y
W
AY

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD

PENINSULA CORRIDOR JOINT POW

ERS BOARD
ALM

A VILLAGE CIRCLE
ALM

A VILLAGE LANE

ALMA VILLAGE CIRCLE

ALMA VILLAGE CIRCLE
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 344'

CITYOF PALO
ALTO
IN
C
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P
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A
T
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CAL
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IA
P a l o A l t o
T h e C i t y o f
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:56:01
(\\cc-maps\Encompass\Admin\Meta\View.mdb)
FY2023 OVERLAY MAP

9.b
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LOS TRANCOS ROAD

LOS TRANCOS ROAD
L

LOS TRANCOS ROAD

TIERRA ARBOLES
L O
S
T
R
A
N
C
O
S

R
O
A
D
TIE

RRA ARBOLES
Las Trampas Valley Road
Las Tram
pas Valley Road
Madera
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 493'

CITYOF PALO
ALTO
IN
C
O
R
P
O
R
A
T
E
D
CAL
IFO
RN
IA
P a l o A l t o
T h e C i t y o f
A P
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94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:57:20
(\\cc-maps\Encompass\Admin\Meta\View.mdb)
FY2023 OVERLAY MAP

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RORKE W
AY

AMES AVENUE

THORNWOOD DRIVE

ARBUTUS AVENUE
EVE
RG
RE
EN
DRI
VE

TALISMAN DRIVE

ASPEN WAY
LUP
INE
AVE
NUE

MORENO AVENUE
NUE

ROSS RO
AD

ROSS COURT

RICHARDSON COURT

AMES AVENUE
AM

ES COURT
LOUI
S RO
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EVERG
RE
EN
DRI
VE
LOUI
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LOUI
S RO
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EAST M
EADOW
CIRCLE

EAST BAYSHORE ROAD

FABIAN W
AY

ROSEWOOD DRIVE

ROSS ROAD

ER AVENUE

ROSS ROAD

COLORADO AVENUE

MARSHALL DRIVE

ROSS ROAD

RANDERS C
OURT

ROSS ROADM

ANCHESTER COURT

LOMA VERDE AVENUE

LOUIS ROAD

LOMA VERDE AVENUE

LOUIS ROAD

KENNETH DRIVE

STOCKTON PLACE

VERNON TERRACE
THOM

AS DRIVE

JANICE WAY

GREER ROAD

KENNETH DRIVE

BAYSHORE FREEW
AY

EAST BAYSHORE ROAD

BAYSHORE FREEW
AY
W

EST BAYSHORE ROAD

KENNETH DRIVE
BAYSH

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W

EST BAYSHORE ROAD

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AY

STOCKTON PLACE
M

ORRIS DRIVE

GREER ROAD

MADDUX DRIVE
M

ORRIS DRIVE

STOCKTON PLACE

BAUTISTA COURT

GREER ROAD

LOMA VERDE AVENUE

GREER ROAD LOMA VERDE AVENUE

KENNETH DRIVE

MORRIS DRIVE
BAYSH

ORE FREEW
AY

BAYSHORE FREEW
AY

RIVEMARSHALL DRIVE M

ARSHALL DRIVE

MORENO AVENUE

MORENO AVENUE
M

ARSHALL
DRIVE

LOUIS ROAD

BRUCE DRIVE

FIELDING DRIVE

LOUIS ROAD

AMARILLO AVENUE

SYCAMORE DRIVE

CELIA DRIVE

MORENO AVENUE

COLONIAL LANE
AD

EAST BAYSH

ORE ROAD

BAYSHORE FREEW
AY
W

EST BAYSHORE ROAD
M

ADDUX DRIVE

EAST BAYSHORE ROAD
W

EST BAYSHORE ROAD

COLORADO AVENUE
OTTE

RSON COURT

GENEVIEVE COURT

MADDUX DRIVE

HIGGINS PLA
CE
GREER
ROAD

COLORADO AVENUE

EAST BAYSHORE ROAD

BAYSHORE FREEW
AY
W

EST BAYSHORE ROAD
SIM

KINS COURT
W

EST BAYSHORE ROAD

N DRIVE

CARDINAL WAY
TEC W
AY
EAST

BAYSHORE ROAD
GREER
ROAD

LAWRENCE LANE

COLORADO AVENUE

CLARA DRIVE

SANDRA PLACE
SYCAM

ORE DRIVE

LOUIS ROAD

COLORADO AVENUE

CLARA DRIVE

DAVID AVENUE

CLARA DRIVE

WINTERGREEN WAY

ROSS ROAD

STELLING DRIVE

AMARILLO AVENUE

GREER ROAD

COLONIAL LANE

AMARILLO AVENUE

VAN AUKEN CIRCLE

GREER ROAD

D ERRACE
W

EST BAYSHORE ROAD

BAYSHORE FREEW
AY

TANLAND DRIVE

AMARILLO AVENUE

MORENO AVENUE
ELM

DALE PLACE

CLIFTON

LOUIS ROAD

THOMAS DRIVE

EAST MEADOW DRIVE

EAST MEADOW DRIVE
EAST M
EADOW
CIRCLE

ARBUTUS AVENUE

VERNON TERRACE
M

ADDUX DRIVE

TANLAND DRIVE

EAST BAYSHORE ROAD
W

EST BAYSHORE ROAD

BAYSHORE FREEW
AY

PIERS COURT

STELLING CT

MORAGA CT
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AY
FREEW
AY

RE FREEW
AY

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EAST BAYSHORE ROAD

BAYSHORE FREEW
AY

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M

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M
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EAST M
EADOW
D

HERO N PIPER LN

FEATHER LN
KLAM

ATH LN PALOMA DR

TRINITY LNSTANISLAUS LN

TUOLUMNE LN
Fallen Leaf Street
Berryessa Street
Boronda Lane
Tahoe Lane
Lake Avenue
Donner Lane
Almanor Lane
FIE
LDIN
G CT
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources. 0' 493'

CITYOF PALO
ALTO
IN
C
O
R
P
O
R
A
T
E
D
CAL
IFO
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IA
P a l o A l t o
T h e C i t y o f
A P
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1 6

1 8
94 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:58:37
(\\cc-maps\Encompass\Admin\Meta\View.mdb)
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Packet Pg. 114

City of Palo Alto (ID # 14322)
City Council Staff Report

Meeting Date: 5/16/2022 Report Type: Consent Calendar

City of Palo Alto Page 1

Title: Approval of Amendment Number Two to Contract No. C20175911 with Labyrinth Solutions, Inc., to extend the Contract Term through October 21, 2022 at No Added Cost, for Information Technology Professional Services, Cloud Computing Hosting and Support S ervices, and As -Needed SAP Application Technical / Functional Support Services.

From: City Manager
Lead Department: IT Department

Recommendation
Approve and authorize the City Manager or their designee to execute the attached amendment number two to Cont ract No. C20175911 (Attachment A) with Labyrinth Solutions, Inc., to extend the contract term through October 21, 2022 at no added cost, for information technology professional services, SAP c loud computing hosting and support services, and as-needed SAP application technical / functional support services, while the contract with the new vendor selected by the City’s formal solicitation process is negotiated, approved and executed , and the transition to the new vendor is implemented.

Background
The City’s history with SAP began in 2002, when the City selected SAP as its preferred vendor for the City’s Enterprise Resource Planning (ERP) system. The purpose was to integrate various business processes within the City, which enabled staff to move in the direction of Digital Government. The SAP ERP system was implemented in 2003 and supports Accounting, Finance, Purchasing, Project Management, Plant Maintenance, Budgeting, Payroll, Human Resource Management, and Service Order Management. In 2019, the City compl eted a major upgrade and migrated the SAP ERP infrastructure to the cloud.

The original contract with Labyrinth Solutions, Inc., (LSI) was approved by Council and signed in 2019, CMR 10033 for a three-year term for the SAP ERP upgrade, migration, and cloud hosting and support services. In 2021, a six -month term extension was executed by the City Manager (no change to the compensation), expiring April 21, 2022 (Attachment B).

10 Packet Pg. 115

City of Palo Alto Page 2

Discussion
The extension of the contract term with LSI enables the City to complete the contract negotiation, approval and execution process for the new contract with the new vendo r selected through formal competitive solicitation. In addition, the City requested LSI continue to be available for at least four weeks to transfer over the existing Amazon Web Services (AWS) SAP ERP account and knowledge in order to have a successful transition. Amendment Two to the contract with LSI is for time only, no additional compensation is requested as the transition to the new vendor is implemented.

This scope of services is distinct from the applications -focused professional services being presented for Council approval separately. Staff will be returning to Council in late May/early June for the approval of the contract with the selected vendor chosen from the City’s formal solicitation process. Staff will provide LSI written notice 30 days pri or to termination of its contract once the new vendor contract is fully executed and the transition is complete.

Resource Impact
Funding for this contract was budgeted in the Technology Fund as part of the Fiscal Year 2022 Adopted Operating Budget. No additional funding of this contract is being requested.

Environmental Review
This is not a project under the California Environmental Quality Act (CEQA).

Attachments:
• Attachment10.a: Attachment A: C20175911 - Amendment Number 2 - ext term only_final
• Attachment10.b: Attachment B: C20175911 - Amendment Number 1_ext term only 10 Packet Pg. 116
Vers.: Aug. 5, 2019

Page 1 of 3 ends

Palo Alto City CouncilMay 16, 2022

Palo Alto City Council
May 16, 2022