CITY COUNCIL and
PLANNING & TRANSPORTATION
Special Meeting
Monday, April 15, 2024
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference 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. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. 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 City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
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.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024
2. Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (6:20 ‐ 6:25 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
3. Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.
4. Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project
5. Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c)
6. Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5)
7. Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
8. Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301
9. Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
10. Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department.
11. Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt.
12. Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project.
CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)
BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION
MEETING
ACTION ITEMS (6:50 ‐ 9:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element.
ADJOURNMENT
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.
14. Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees
OTHER INFORMATION
Standing Committee Meetings this week
Rail Committee April 16, 2024
Finance Committee April 16, 2024 CANCELED
Retail Committee April 17, 2024
City/Schools Liaison Committee April 18, 2024
Public Comment Letters
Schedule of Meetings
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. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
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 browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
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.
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.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
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 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
1 April 15, 2024
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL and
PLANNING & TRANSPORTATION
Special Meeting
Monday, April 15, 2024
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference 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. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. 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 City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
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.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024
2. Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (6:20 ‐ 6:25 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
3. Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.
4. Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project
5. Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c)
6. Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5)
7. Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
8. Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301
9. Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
10. Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department.
11. Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt.
12. Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project.
CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)
BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION
MEETING
ACTION ITEMS (6:50 ‐ 9:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element.
ADJOURNMENT
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.
14. Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees
OTHER INFORMATION
Standing Committee Meetings this week
Rail Committee April 16, 2024
Finance Committee April 16, 2024 CANCELED
Retail Committee April 17, 2024
City/Schools Liaison Committee April 18, 2024
Public Comment Letters
Schedule of Meetings
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. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
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 browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
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.
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.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
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 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
2 April 15, 2024
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL and
PLANNING & TRANSPORTATION
Special Meeting
Monday, April 15, 2024
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference 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. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. 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 City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
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.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024
2. Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (6:20 ‐ 6:25 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
3. Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.
4. Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project
5. Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c)
6. Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5)
7. Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
8. Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301
9. Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
10. Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department.
11. Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt.
12. Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project.
CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)
BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION
MEETING
ACTION ITEMS (6:50 ‐ 9:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element.
ADJOURNMENT
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.
14. Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees
OTHER INFORMATION
Standing Committee Meetings this week
Rail Committee April 16, 2024
Finance Committee April 16, 2024 CANCELED
Retail Committee April 17, 2024
City/Schools Liaison Committee April 18, 2024
Public Comment Letters
Schedule of Meetings
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. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
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 browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
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.
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.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
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 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
3 April 15, 2024
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL and
PLANNING & TRANSPORTATION
Special Meeting
Monday, April 15, 2024
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference 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. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. 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 City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
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.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024
2. Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (6:20 ‐ 6:25 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
3. Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.
4. Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project
5. Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c)
6. Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5)
7. Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
8. Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301
9. Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
10. Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department.
11. Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt.
12. Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project.
CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)
BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION
MEETING
ACTION ITEMS (6:50 ‐ 9:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element.
ADJOURNMENT
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.
14. Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees
OTHER INFORMATION
Standing Committee Meetings this week
Rail Committee April 16, 2024
Finance Committee April 16, 2024 CANCELED
Retail Committee April 17, 2024
City/Schools Liaison Committee April 18, 2024
Public Comment Letters
Schedule of Meetings
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. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
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 browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
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.
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.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
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 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
4 April 15, 2024
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL and
PLANNING & TRANSPORTATION
Special Meeting
Monday, April 15, 2024
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference 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. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. 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 City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
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.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024
2. Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (6:20 ‐ 6:25 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
3. Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.
4. Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project
5. Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c)
6. Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5)
7. Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
8. Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301
9. Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
10. Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department.
11. Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt.
12. Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project.
CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)
BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION
MEETING
ACTION ITEMS (6:50 ‐ 9:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
13. Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element.
ADJOURNMENT
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.
14. Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees
OTHER INFORMATION
Standing Committee Meetings this week
Rail Committee April 16, 2024
Finance Committee April 16, 2024 CANCELED
Retail Committee April 17, 2024
City/Schools Liaison Committee April 18, 2024
Public Comment Letters
Schedule of Meetings
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. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
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 browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
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.
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.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
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 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
5 April 15, 2024
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: Police
Meeting Date: April 15, 2024
Report #:2403-2718
TITLE
Proclamation Honoring National Animal Control Officer Appreciation Week - April 14 – 20, 2024
ATTACHMENTS
Attachment A: Proclamation Honoring Animal Control Appreciation Week APPROVED BY:
Andrew Binder, Police Chief
Item 1
Item 1 Staff Report
Item 1: Staff Report
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1 Packet Pg. 6 of 248
____________________________
Greer Stone
Mayor
Proclamation
NATIONAL ANIMAL CONTROL OFFICER
APPRECIATION WEEK
April 14-20, 2024
WHEREAS, the City of Palo Alto Police Department’s four Animal Control Officers work diligently seven days a week, 365 days a year, to protect the welfare of the animals and wildlife of the Palo Alto community, as well as providing animal control services to the C ity of Los Altos and the Town of Los Altos Hills; and
WHEREAS, the Animal Control Officers, sometimes at great risk to their own personal safety, serve and protect the welfare of pets and wildlife against injury, disease, abuse, and starvation while enforcing California state law and the municipal codes of the three jurisdictions; and
WHEREAS, the Animal Control Officers protect the public from diseases like rabies, investigate all animal bites of other animals and humans, permi t and monitor dangerous animals, issue animal -related permits, conduct premise inspections for properties permitted to have livestock, conduct criminal investigations in cases involving animal welfare, and help support the Police Department by safely containing potentially dangerous animals during tactical operations; and
WHEREAS, the Animal Control Officers regularly work alongside and in close collaboration with staff from Pets In Need, who operate the City’s animal shelter; and
WHEREAS, the Animal Control Officers are deeply involved with the community, including partnering with local businesses in hosting monthly “Pet Pantries” at the Buena Vista Mobile Home Park and organizing pet supply drives during the holidays to help support pet owners in need.
NOW, THEREFORE, I, Greer Stone, Mayor of the City of Palo Alto on behalf of the entire City Council do hereby proclaim and call upon all citizens of Palo Alto to observe the week of April 14- 20, 2024, as National Animal Control Officer Appreciation Week” and join in honoring our Animal Control Officers and recognizing them for their diligence and professionalism.
Presented: April 15, 2024
Item 1
Attachment A -
Proclamation Honoring
Animal Control
Appreciation Week
Item 1: Staff Report
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2 Packet Pg. 7 of 248
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: Police
Meeting Date: April 15, 2024
Report #:2401-2511
TITLE
Proclamation Honoring National Public Safety Telecommunicators’ Week - April 15-19, 2024
ATTACHMENTS
Attachment A: Telecommunications Week Proclamation
APPROVED BY:
Andrew Binder
Item 2
Item 2 Staff Report
Item 2: Staff Report
Pg.
1 Packet Pg. 8 of 248
______________________________
Greer Stone
Mayor
Proclamation
NATIONAL PUBLIC SAFETY
TELECOMMUNICATOR’S WEEK
April 15-19, 2024
WHEREAS, emergencies can occur at any time requiring police, fire, or emergency medical services; and
WHEREAS, when an emergency occurs the prompt response of law enforcement, firefighters and paramedics is critical to the protection of life and preservation of property; and
WHEREAS, the safety of our police officers and firefighters is dependent upon the qu ality and accuracy of information obtained from citizens who telephone the City of Palo Alto Communications Center; and
WHEREAS, public safety dispatchers are the first and most critical contact our citizens have with emergency services; and
WHEREAS, public safety dispatchers are the single vital link for our law enforcement and fire personnel by monitoring their activities by radio, providing them information and ensuring their safety; and
WHEREAS, public safety dispatchers of the City of Palo Alto Communications Center have contributed substantially to the apprehension of criminals, suppression of fires and treatment of patients; and
WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year; and
NOW, THEREFORE, I, Greer Stone, Mayor of the City of Palo Alto on behalf of the entire City Council do hereby proclaim and call upon all citizens of Palo Alto to observe the week of April 15-19, 2024, as “National Public Safety Telecommunicator’s Week” and join in honoring the men and women whose diligence and professionalism keep our city and citizens safe.
Presented: April 15, 2024
Item 2
Attachment A -
Telecommunicator's
Week Proclamation
Item 2: Staff Report
Pg.
2 Packet Pg. 9 of 248
City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: April 15, 2024
Report #:2403-2829
TITLE
Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.
RECOMMENDATION
That the minutes be reviewed and approved.
ATTACHMENTS
Attachment A: March 18, 2024 Draft Action Minutes
Attachment B: March 25, 2024 Draft Action Minutes
APPROVED BY:
Mahealani Ah Yun
Item 3
Item 3 Staff Report
Item 3: Staff Report
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CITY COUNCIL
DRAFT ACTION MINUTES
Regular Meeting
March 18, 2024
The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M.
Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely:
Absent:
Special Orders of the Day
1. Proclamation Welcoming Exchange Students and Chaperones from Sister City Tsuchiura, Ibaraki, Japan
NO ACTION TAKEN
Closed Session
2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Authority: Cal Govt Code 54957 Title:
City Manager – Mid-Year Check-In
MOTION: Vice Mayor Lauing moved, seconded by Council Member Kou to go into Closed Session.
MOTION PASSED: 7-0
Council went into Closed Session at 5:49 P.M.
Council returned from Closed Session at 7:10 P.M.
Mayor Stone announced no reportable action.
Study Session
4. Presentation from Cal Poly San Luis Obispo Community Planning Studio on its Findings Related to San Antonio Road Corridor Existing Conditions and Alternatives Report. CEQA Status - Not a project.
Item 3
Attachment A - March 18,
2024 Draft Action
Minutes
Item 3: Staff Report
Pg.
2 Packet Pg. 11 of 248
DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/18/2024
NO ACTION TAKEN
Consent Calendar
Council Member Burt registered a no vote on Agenda Item Number 10.
Council Member Tanaka registered a no vote on Agenda Item Number 7, 8, 10.
Council Member Tanaka requested to pull Agenda Item Number 8.
Council Member Veenker registered a no vote on Agenda Item Number 10.
MOTION: Council Member Burt moved, seconded by Council Member Lythcot t-Haims to approve Agenda Item Numbers 5-11.
MOTION PASSED ITEMS 5, 6, 9, 11: 7-0
MOTION PASSED ITEMS 7, 8: 6-1, Tanaka no
MOTION PASSED ITEM 10: 4-3, Burt, Tanaka, Veenker no
5. Approval of Minutes from March 4, 2024 meeting
6. Adoption of a Resolution Approving an Edison Electric Institute Master Power Purchase and Sale Agreement With Silicon Valley Clean Energy Authority and Delegating Authority to the City Manager to Transact Under the Master Agreement for Electricity -Related Commodities and Services CEQA Status: Not a project under CEQA Guidelines 15378(b)(5)
7. Approval of Amendment No. 2 of C19171513 With CLEAResult Consulting, Inc. (CLEAResult) Extending the Contract Expiration Date by Three Years From April 16, 2024 to April 15, 2027. CEQA Status - Not a Project.
8. Approval of a Professional Services Agreement (Contract No. C24190819) Between the City of Palo Alto and Pets in Need for a Total Not -to-Exceed Amount of $7,373,516 for a Five-year Term; and Amend the FY2024 Budget in the General F und; CEQA status – categorically exempt.
9. Adoption of a Resolution Authorizing Use of the City’s Activity (1) Permanent Local Housing Allocation (PLHA) 2019, 2020, and 2021 Allocations for Predevelopment Activities, Construction, and/or Permanent Financing of New Affordable Housing at the Matadero Creek Affordable Housing Site, and Approve FY 2024 Budget Amendments in the Permanent Local Housing Allocation Fund; CEQA Status – not a project.
Item 3
Attachment A - March 18,
2024 Draft Action
Minutes
Item 3: Staff Report
Pg.
3 Packet Pg. 12 of 248
DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/18/2024
10. Approval of Amended Palo Alto CLEAN Program Rules and Requirements, Handbook, and Power Purchase Agreement; CEQA Status: Not a Project under CEQA Guidelines Sections 15378(a) and (b)
11. SECOND READING: Adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and appr ove the proposed name “Tower Well Park” as Recommended by the Parks and Recreation Commission. CEQA status - not a project. (FIRST READING: March 4, 2024 PASSED 7-0)
Action Items
12. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Chapter
8.04 (Street, Trees, Shrubs, and Plants) and Chapter 8.10 (Tree Preservation and Management Regulations) (FIRST READING: January 16, 2024 PASSED 5 -2, Lythcott - Haims, Tanaka no) Item Removed Off Agenda
13. Discussion and Direction Regarding the City Council Procedures and Protocols Handbook - Annual Discussion as Recommended by the Policy & Services Committee Item Removed Off Agenda
AA1. Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee W orkplans (Item Continued from March 4, 2024 and March 11, 2024 City Council Meeting) New Item added
MOTION: Council Member Veenker moved, seconded by Vice Mayor Lauing to approve the 2024 Proposed City Council Priorities and Objectives: Climate Change & Natural Environment section.
MOTION PASSED: 7-0
MOTION: Vice Mayor Lauing moved, seconded by Council Member Kou to approve the 2024 Proposed City Council Priorities and Objectives: Housing for Social and Economic Balance section and additional changes/additions:
1. Revise NOFA to read: “C onduct a policy review with criteria for Notice of Funding Availability (NOFA)”; and,
2. Add the evaluation of sources and methods for raising significant funding to support affordable housing.
MOTION PASSED: 7-0
Agenda Item AA1 to be continued to March 25, 2024 City Council Meeting.
Item 3
Attachment A - March 18,
2024 Draft Action
Minutes
Item 3: Staff Report
Pg.
4 Packet Pg. 13 of 248
DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/18/2024
AA2. Policy and Services Recommendation to the City Council for the creation of a Citizens Advisory Committee on a Potential Charter Amendment on Council Member Compensation (Item Continued from March 11, 2024 City Council Meeting) Agenda Item AA2 not heard and to be deferred to March 25, 2024 City Council Meeting.
Closed Session
AA3. CONFERENCE WITH CITY ATTORNEY -EXISTING LITIGATION Subject: Hamilton and High, LLC, The Keenan Family Trust, et al. v. City of Palo Alto, et al. Santa Clara County Superior Court Case No. 20CV366967 Authority: Government Code Section 54956.9(d)(1) New Item added
3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section 54956.8 Property: 4000 Middlefield Road, Palo Alto (Informally known as the Cubberley Site) Negotiating Party: Palo Alto Unified School District City Negotiators: (Ed Shikada, Chantal Cotton Gaines, Kristen O'Kane, Sunny Tong) Subject of Negotiation s: Purchase, Exchange, and/or Lease Price and Terms of Payment Agenda Item Reordered MOTION: Vice Mayor Lauing moved, seconded by Council Member Veenker to go into Closed Session.
MOTION PASSED: 7-0
Council went into Closed Session at 10:40 P.M.
Council returned from Closed Session at 11:29 P.M.
Mayor Stone announced no reportable action was taken.
Adjournment: The meeting was adjourned at 11:30 P.M.
Item 3
Attachment A - March 18,
2024 Draft Action
Minutes
Item 3: Staff Report
Pg.
5 Packet Pg. 14 of 248
DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/18/2024
ATTEST: APPROVED:
____________________ ____________________
City Clerk Mayor NOTE: Action minutes a re 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 January 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.
Item 3
Attachment A - March 18,
2024 Draft Action
Minutes
Item 3: Staff Report
Pg.
6 Packet Pg. 15 of 248
CITY COUNCIL
DRAFT ACTION MINUTES
Special Meeting
March 25, 2024
The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M.
Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely:
Absent:
Closed Session
1. CONFERENCE WITH CITY ATTORNEY- EXISTING LITIGATION
Subject: Reinert v. City of Palo Alto Santa Clara County Superior Court Case No. 21-CV- 391286 (One Case, as Defendant)
Authority: Government Code Section 54956.9(d)(1)
MOTION: Council Member Veenker moved, seconded by Vice Mayor Lauing to go into Closed Session.
MOTION PASSED: 7-0
Council went into Closed Session at 5:33 P.M.
Council returned from Closed Session at 5:53 P.M.
Mayor Stone announced no reportable action.
Action Items
2. Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans (Item Continued from March 4, 2024, March 11, 2024, and March 18, 2024 City Council Meetings)
MOTION: Council Member Burt moved, seconded by Council Member Lythcott -Haims to approve the 2024 Proposed City Council Priorities and Objectives:
Community Health, Safety,
Wellness & Belonging section with the following additional objective:
1. Enhanced Caltrain safety and security.
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DRAFT ACTION MINUTES
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MOTION PASSED: 7-0
MOTION: Council Member Kou moved, seconded by Council Member Burt to refer the following to the Finance Committee 2024 Workplan:
1. Consider a $250k grant for Ability Path to move forward with their facilities at Mitchell Park Place at 525 East Charleston Road for services.
MOTION PASSED: 6-1, Tanaka no
MOTION: Mayor Stone moved, seconded by Council Member Veenker to approve the Finance Committee 2024 Workplan with the additional referral:
1. Consider a $250k grant for Ability Path to move forward with their facilities at Mitchell Park Place at 525 East Charleston Road for services.
MOTION PASSED: 6-1, Tanaka no
MOTION: Council Member Burt moved, seconded by Council Member Kou to approve the Policy & Services Committee 2024 Workplan and refer the following to the Policy & Services Committee Workplan:
1. Review of an annual s chedule of repeat items that occur annually on agendas for Policy & Services, Finance Committee, and City Council along with the approximate month they occur; and,
2. Establish a frequency for joint City Council meetings or Policy & Services meeting with Boards and Commissions, Youth Council, and meetings with Boards and Commissions Chairs; and,
3. Retain the November 2021 Council referral on neighborhood programs, to request Policy & Services to review and make recommendations for any initiativ es to support and strengthen neighborhood programs.
MOTION PASSED: 7-0
3. Policy and Services Recommendation to the City Council for the creation of a Citizens Advisory Committee on a Potential Charter Amendment on Council Member Item 3
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DRAFT ACTION MINUTES
Sp. City Council Meeting
Draft Action Minutes: 03/25/2024
Compensation (Item Continued from March 11, 2024 and March 18, 2024 City Council Meetings)
MOTION: Vice Mayor Lauing moved, seconded by Council Member Lythcott-Haims to create a Committee of seven (7) members, four (4) of which are former City Council members, with each Council Member appointing one (1) member , to consider future increases in C ouncil Member salaries above the guidelines in SB 329 (which for a city the size of P alo Alto is $1600/month).
Committee Members must agree not to run for Council for at least 5-years following the issuance of a recommendation.
a. If the Committee supports an increase, make a recommendation to the City Council on amount and timing to be considered by Council.
b. If the committee recommends no increase, provide to the City Council rationale for the decision.
MOTION PASSED: 4-3, Burt, Kou, Tanaka no
Adjournment: The meeting was adjourned at 8:15 P.M.
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DRAFT ACTION MINUTES
Sp. City Council Meeting
Draft Action Minutes: 03/25/2024
ATTEST: APPROVED:
____________________ ____________________
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 January 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 Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: April 15, 2024
Staff Report: 2401-2496
TITLE
Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project
RECOMMENDATION
The Utilities Advisory Commission (UAC) and staff recommend the City Council approve the Reliability and Resiliency Strategic Plan for the City’s electric utility.
CEQA Status: Strategies 1.1 – 1.3, Grid Modernization Project: Exempt under CEQA Guidelines Sections 15302, 15303 and 15183; Strategy 1.4, Potential 2 nd Transmission Line: Not a Project; Strategy 1.5, Foothills Undergrounding: Exempt under CEQA Guidelines Sections 15302; Strategies 2-6: Not a Project.
EXECUTIVE SUMMARY
The Reliability and Resiliency Strategic Plan (RRSP) is a work item in the 2023-2025 Sustainability and Climate Action Plan (S/CAP) Work Plan. The RRSP is intended to address the need for a reliable, well maintained electric system with enhanced reliability to support an electrified community and a desire among some residential community members for ways to maintain some level of electric supply during outages, particularly with an electrified home. At its December 6, 2023 meeting, the UAC discussed the proposed RRSP. The UAC recommended the City Council approve the RRSP with the inclusion of their input. Staff has incorporated the UAC input into the proposed RRSP (Attachment A). 1 Council held a study session 2 to review the draft RRSP on February 12, 2024. Staff has included some changes to the RRSP in redline to address Council comments at that meeting, specifically 1) adding an action to Strategy 1 to develop goals for 1 The UAC edits are not shown in redline in Attachment A of this report but are included. You can see a summary of the UAC edits in Staff Report 2311-2211 for the February 12, 2024 City Council meeting (Item 1) (https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13351) and the UAC edits are shown in redline in Attachment A of that report.
2Study Session
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reliability metrics and 2) noting microgrids more prominently in Strategy 5, Action 4. The City Council Ad Hoc Climate Protection Committee also held a public meeting of the Committee’s Working Group on March 26 to review the RRSP. Staff and the UAC recommend Council approve the RRSP with the redlined changes.
BACKGROUND
More background on the RRSP is provided in the December 6, 2023 UAC staff report.3 UAC feedback4 can be found in the meeting minutes and is summarized below.
ANALYSIS
The RRSP is intended to address questions the community has had about the electric system’s:
•Reliability: how frequently the system experiences outages, •Modernization: how the system will be upgraded to integrate and effectively utilize new and existing flexible technologies like solar with batteries or vehicle to grid technology, •Capacity: the capacity of the system to handle electrification, and •Resiliency: the system’s ability to minimize the impacts of a major event, recover quickly, and the utility’s role in helping individual customers maintain service during outages.
It includes six strategies, as follows:
•Strategy 1: Replace and modernize electric distribution infrastructure, which includes:
othe grid modernization project, actions 1.1, 1.2, and 1.3 othe second transmission line project, action 1.4
othe Foothills undergrounding project, action 1.5
•Strategy 2: Implement operational practices to improve reliability and manage outages effectively
•Strategy 3: Integrate and ease adoption of flexible and efficient technologies and strategies
•Strategy 4: Evaluate the benefits of flexible and resiliency technologies and efficient electrification strategies to the utility and community •Strategy 5: Evaluate the resource needs to promote the adoption of various flexible demand reduction and resiliency solutions and efficient electrification strategies. •Strategy 6: Implement any utility-driven programs identified in Strategy 5 that are chosen by the City Council
3 UAC Staff Report https://www.cityofpaloalto.org/files/assets/public/v/3/agendas-minutes-reports/agendas- minutes/utilitiesadvisory-commission/archived-agenda-and-minutes/agendas-and-minutes-2023/12-dec-2023/12- 06-2023-packetv2.pdf#page=129
4 UAC Feedback https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas- minutes/utilities-advisory-commission/archived-agenda-and-minutes/agendas-and-minutes-2023/12-dec- 2023/12-06-2023-approved-uac-minutes.pdf
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More detail on these strategies and how they address reliability, modernization, capacity, and the resiliency of the electric system can be found in the attached Progress Update (Attachment B) and the Discussion section of Staff Report 2311-2211 for the February 12, 2024 City council meeting.5
Attachment B includes a status update (with costs) on the various RRSP strategies and actions.
COMMISSION RECOMMENDATION
In general, the UAC felt the RRSP was aligned with Council policy direction and feedback from the UAC in earlier meetings. Some minor changes were requested to the document by UAC Commissioners at the December 6, 2023 UAC meeting and were incorporated into the proposed RRSP by staff. More detail on these changes can be found in the Commission Recommendation section of Staff Report 2311-2211 for the February 12, 2024 City Council meeting. 6 The UAC unanimously (7-0) approved staff’s recommendation to recommend to the City Council the adoption of the RRSP, with modifications discussed by the Commission.
FISCAL/RESOURCE IMPACT
The staffing and consulting resources needed to implement Strategies 1 through 5 are already in place or will be requested through the annual budget process. Additional resources would likely be needed to implement Strategy 6 depending which customer resiliency programs Council chooses to approve. More detail on the resource needs for various aspects of the plan are outlined in the Fiscal Impact section of Staff Report 2311-2211 for the February 12, 2024 City Council meeting.6
STAKEHOLDER ENGAGEMENT
Staff has reviewed the proposed RRSP with the UAC, the Council Ad Hoc Climate Protection Committee, that Committee’s Working Group (in a public meeting), and the Council. The RRSP is also the product of a variety of public engagement efforts spanning several years prior to development of the RRSP, as outlined in the Stakeholder Engagement section of Staff Report 2311-2211 for the February 12, 2024 City Council meeting.6
ENVIRONMENTAL REVIEW
The grid modernization project (described in Strategies 1.1, 1.2 and 1.3 in Attachment A) will replace aging infrastructure and install modern network infrastructure to meet future needs related to home electrification. This project does not expand the existing footprint of the City’s network; there is sufficient capacity on the existing sub-transmission lines, substations, and 5Staff Report 2311-2211
https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=c8e71a 95-42e0-43ba-ba1e-25f80ba9c330
6February 12, 2024 City Council Meeting
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primary feeders to serve the energy load that is being added to the system. Changes to the equipment on the network will include replacement and installation of pad-mounted transformers and new protective devices to improve reliability, and system controls to allow for the import and export of energy from homes on the network. This project is categorically exempt from California Environmental Quality Act (CEQA) review under CEQA Guidelines section 15303 (construction and location of limited numbers of new, small facilities or structures; installation of small new equipment and facilities in small structures) and section 15302 (replacement or reconstruction of existing structures and facilities). In addition, Council’s approval of the grid modernization project does not require additional environmental review under CEQA Guidelines section 15183, because the grid modernization project, an element of the Council-approved S/CAP, is consistent with the Environmental Impact Report (EIR) Addendum to the City of Palo Alto Comprehensive Plan Final Environmental Impact Report Council approved on June 5, 2023.7 The potential second transmission line (described in Strategy 1.4 in Attachment B) is distinct and independent from the grid modernization project; CEQA analysis for this project will be conducted separately once sufficient details are present to analyze.
The Foothills undergrounding project (described in Strategy 1.5 in Attachment B) is distinct and independent from the grid modernization project and categorically exempt under CEQA Guidelines 15302 (replacement or reconstruction of existing structures and facilities/conversion of overhead electric utility distribution system facilities to underground).
Strategies 2 through 5 are not projects under CEQA because the operational activities, software upgrades and program evaluations in Strategies 2 through 5 are administrative governmental activities which will not result in any environmental impacts. Individual programs and installations chosen by the community after the completion of Strategies 2 through 6 will undergo CEQA evaluation before implementation, as needed.
ATTACHMENTS
Attachment A: Proposed Reliability and Resiliency Strategic Plan Attachment B: March 2024 Status Update on RRSP Strategies and Actions AUTHOR/TITLE:
Dean Batchelor, Director of Utilities
Staff: Jonathan Abendschein, Assistant Director of Utilities/Resource Management
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4 Attachment A: Reliability & Resiliency Strategic Plan – Draft for Discussion/Approval (Note that many of the actions below are also part of other documents like the Utilities Strategic Plan) Strategy 1: Replace and modernize electric distribution infrastructure To avoid outages the utility will replace aging infrastructure, make sure new technologies can be easily integrated into the distribution system, increase the interconnectedness of the electric system, and ensure the utility has the capacity to complete its maintenance and investment needs. Infrastructure investment to reduce wildfire risk will also reduce outages.
S1, Action 1: Replace aging infrastructure
Large amounts of the utility’s infrastructure are aging and needs replacement. The utility will replace much of this infrastructure over a seven-year grid modernization effort while simultaneously addressing the capacity issues in Action 2.
S1, Action 2: Upgrade capacity to accommodate new loads The utility will invest in new capacity to accommodate new loads created by the electrification of vehicles and buildings.
S1, Action 3: Improved switching to improve system flexibility, efficiency, and reliability The utility will construct additional distribution feeder circuit ties and switches to make the electric distribution system more interconnected to reduce the impact of outages, and enable more flexibility in configuring power flows to more effectively integrate solar, storage, and other new technologies and to reduce system losses.
S1, Action 4: Second transmission connection
The utility will pursue a second interconnection to PG&E’s transmission system to reduce the chance of a single incident resulting in the loss of service to the entire community.
S1, Action 5: Foothills undergrounding
The utility will underground lines in the Foothills to reduce the risk of wildfire liability and minimize the need for forced outages during windy high fire risk days to avoid the risk of electric lines being blown into trees and starting wildfires.
S1, Action 6: Reliability metrics
The utility will work with the City’s Utilities Advisory Commission and Council to establish goals for its reliability metrics as outcomes for the City’s capital investments taking place under this strategy.
Strategy 2: Implement operational practices to improve reliability and manage outages effectively
The utility will reduce operational risks that lead to outages by ensuring key positions are filled, reducing outage risks caused by vegetation, and communicating effectively during outages to give residents the information they need to manage the impacts of outages.
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4 S2, Action 1: Strengthen the workforce
The utility will recruit, train and retain line-workers, system operators, engineers, inspectors to maintain system and respond to outages effectively and, when there are staff vacancies, contract with third-party contractors to supplement staff to keep up with regular utility operations, investment, and maintenance.
S2, Action 2: Employ best maintenance practices for wildfire protection The utility will follow the practices in its Wildfire Mitigation Plan to reduce wildfire risk and the attendant health and safety, liability, and outage risks.
S2, Action 3: Communicate effectively during outages
The City will communicate with residents effectively about outages using its newly upgraded outage management system.
Strategy 3: Integrate and ease adoption of flexible and efficient technologies and strategies Many technologies are being currently added to the electric system that are capable of charging and discharging, generating electricity, or flexing their electric use by time period. Technologies include rooftop solar, home batteries, vehicle to home and vehicle to grid systems, and grid-responsive home equipment. These technologies can also create challenges for the distribution system at high penetrations, resulting in voltage issue, failures in system protection, or other issues because the system is not designed for them. But they can also create benefits when used well, reducing the cost of electricity, reducing emissions, reducing strain on the local distribution system, and creating home resiliency. The utility intends to facilitate the adoption of these technologies.
This strategy is intended to lower the barriers for these technologies and promoting their voluntary adoption even before any utility incentive or assistance programs are established (utility incentive or assistance programs will be evaluated in Strategies 4 and 5). Barrier reduction and effective grid integration are a first step toward facilitating these technologies and realizing their benefits, especially when paired with promotion of best practices for installing and operating them in an efficient manner.
S3, Action 1: Configure the distribution system to accommodate high penetrations of solar, batteries, and other technologies
The utility will complete an evaluation of how to configure the electric system to accommodate high penetrations of solar, batteries, and other technologies and integrate the findings of this evaluation into the grid modernization study.
S3, Action 2: Review, communicate, and streamline permitting and other regulatory rules for efficient and flexible electrification technologies
The utility to establish clear utility rules and policies on the installation of efficient electrification technologies (e.g. low-wattage EV chargers, circuit pausers, smart panels, grid-responsive equipment and vehicle chargers) and will work with other City departments to establish clear permitting guidelines.
S3, Action 3: Promote Efficient Electrification
The utility will partner with the City’s Sustainability and Climate Action Plan (S/CAP) team and other City departments to promote efficient electrification strategies to residents, particularly those doing construction or renovation projects, and incorporate them into electrification programs where feasible.
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4 S3, Action 4: Promote the use of flexible technologies in a grid-friendly way The utility will promote energy use during times of day when it results in lowest emissions and is most grid-friendly, and will send price signals via time of use rates once advanced metering infrastructure is in place
Strategy 4: Evaluate the benefits of flexible and resiliency technologies and efficient electrification strategies to the utility and community The utility will value the benefits of flexible and resiliency technologies (such as solar + batteries, vehicle to grid, and grid-responsive water heaters and other equipment) to the utility’s supply and distribution costs and estimate the value of to the community of the resilience that some of these technologies can provide, with the results supporting an evaluation of the utility’s potential role in facilitating or promoting these technologies.
S4, Action 1: Value the utility benefit of flexible technologies on electric supply costs The utility will evaluate the electric supply cost benefits of outreach, education, and time of use rates to encourage the shifting of energy use to times of day when prices and emissions are lower and the grid faces fewer constraints, and will evaluate the benefits of strategies like automated demand response programs in enhancing customer participation in load shifting.
S4, Action 2: Value the utility benefit of flexible technologies on electric distribution costs and capacity
The utility will attempt to value the utility benefit to electric distribution costs and capacity of outreach, education, and time of use rates to encourage the use of flexible technologies to shift energy use to other times of day, and will also explore the availability and cost/benefit of technologies that could automate the operation of these flexible technologies to be responsive at the transformer level. These valuation exercises are complex, so the utility will seek partners (e.g. with SLAC’s GISMO Lab) or consultants to complete this action, and will not proceed unless this action can be completed without slowing the grid modernization efforts described in Strategy 1, Actions 1, 2, and 3 S4, Action 3: Explore estimating the value of resiliency for the community The utility will attempt to value of extra resiliency for the community to support program design.
S4, Action 4: Estimate the cost of individual customer and community resiliency approaches The utility will estimate the cost of various community resiliency approaches such as microgrids and compare them to the value of resiliency estimated in Strategy 4, Action 3 above.
Strategy 5: Evaluate the resource needs to promote the adoption of various flexible demand reduction and resiliency solutions and efficient electrification strategies Based on the cost and value of various flexible demand reduction and resiliency solutions investigated in Strategy 4 the utility will develop outlines of potential programs to facilitate and promote the use of flexible technologies to reduce supply and distribution costs, optimize the use of distribution capacity, and enhance community resiliency. The goal of this strategy is to characterize and estimate resource needs for the potential program approaches described below and to provide policy choices to the Utilities Advisory Commission and Council consideration.
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4 Strategy 5, Action 1: Evaluate utility-driven programs to enhance resiliency and lower the demand on the grid
Evaluate possible utility programs to help community members install grid-responsive equipment, solar, storage, and/or vehicle to home or vehicle to grid solutions. Program approaches could include, but are not limited to, incentives, technical assistance, power purchase agreements or feed-in tariffs, direct installation and possibly ownership of equipment, or public-private partnerships with an aggregator.
Types of locations to investigate include single-family homes, multi-family buildings, at small and medium businesses, or in larger commercial facilities in Palo Alto.
Strategy 5, Action 2: Evaluate equity-based and need-based versions of the programs The utility will consider how the programs above may need to be adjusted to address the needs of customers with special needs (e.g. medical needs) or low-income customers.
Strategy 5, Action 3: Evaluate community-based versions of the programs The utility will evaluate how the programs in Action 1 could be adjusted to provide community emergency resources at community facilities or via public-private partnerships.
Strategy 5, Action 4: Evaluate other resiliency approaches like neighborhood-level microgrids The utility will evaluate other potential approaches to providing community resiliency such as mobile battery storage or neighborhood-level microgrids.
Strategy 6: Implement any utility-driven programs identified in Strategy 5 that are chosen by the City Council
The utility will implement strategies identified in Strategy 5 as directed by Council Item 4
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8 Attachment B: Reliability & Resiliency Strategic Plan – Progress Update March 2024 Strategy/Action Status Cost
Strategy 1: Replace and Modernize Infrastructure
1.1 Replace aging infrastructure
1.2 Upgrade capacity to
accommodate new loads
1.3 Improved feeder switching
capabilities
Strategies 1.1 – 1.3, the grid modernization project, will replace aging infrastructure and install a modern network infrastructure to meet future home electrification needs. This project does not expand the existing footprint of the network; there is sufficient capacity on the existing sub-transmission lines, substations, and primary feeders to serve the energy load that is being added to the system. Changes to the equipment on the network will include replacing/installing transformers, installing new protective devices to improve reliability, and the installation of system controls to allow for the import and export of energy from homes on the network.
A pilot project will replace and upgrade aging infrastructure serving approximately 1200 residents. Once the pilot is completed the grid modernization project will be expanded to approximately 6500 residences.
The grid modernization project has the following timeline:
•Upgrade transformer and feeder capacity in the overhead sections of the system (which represent over 90% of single-family neighborhoods) by the end of 2027. Upgrade underground sections by 2030.
•Add switches, connections, and upgrade substations by 2030. •Construction on the first modernization project is starting in Q2 2024 in a 1200-home neighborhood bounded by Louis, Amarillo, 101, and Embarcadero. The modernization projects will be coordinated with fiber to the premise construction.
Electric Fund CIP EL-24000
(Grid Modernization):
$300 million (of which staff
very preliminarily
estimates 50% - 60% is for
existing infrastructure
replacements that would
occur regardless of
electrification)
1.4 Second transmission
connection
Staff, with consultant help, continues to work with the California Independent System Operator (CAISO) and PG&E to build a second transmission line to the Adobe Creek Substation, from Moffett field, but no definitive progress has been made to date.
Electric Fund CIP EL-06001
(115 kV Electric Intertie):
$1.8 million for planning
and design work for
application to CAISO
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8 1.5 Foothills undergrounding A key wildfire mitigation activity is undergrounding eleven miles of electric lines in the Foothills area. This iterative project consists of multiple phases and is expected to be complete in 2025. CPAU already installed two of four required substructures and is designing the next two. The first two phases were completed in September 2023.
Electric Fund CIP EL-21001
(Foothills Rebuild):
$15 million
Strategy 2: Operational Strategies to Improve Reliability and Manage Outages Effectively
2.1 Strengthen the workforce Concerted efforts are currently underway to recruitment, train, and retain line- workers, system operators, engineers, inspectors to maintain system and respond to outages effectively. Staff have also contracted with third-party contractors to supplement staff to undertake emergency response, maintenance, and capital improvement projects.
1.0 FTE (spread among
three people) for
additional recruitment and
retention work
2.2 Wildfire protection
maintenance practices
Staff regularly updates its Wildfire Mitigation Protection Plan to protect power lines in the Foothills, and is exploring innovative software to make vegetation management more efficient.
Implementation requires
$150,000 to $200,000 for
vegetation clearance
annually
2.3 Communicate effectively
during outages
In September 2023 CPAU implemented and operationalize a new OMS system.
The new OMS will also allow CPAU to more quickly detect and respond to power outages and provide customers with timely notifications and updates. $73,000 was spent to
develop the system.
Ongoing maintenance
involves 0.25 FTE and
ongoing system costs of
$108,000 per year.
Strategy 3: Effectively Integrate and Ease Adoption of New Technologies
3.1 Configure the distribution
system to accommodate high
penetrations of solar, batteries,
and other technologies
Staff has completed an evaluation of the distribution improvements needed to accommodate high penetrations of solar and storage and is currently evaluating whether these same improvements will also accommodate vehicle to grid technologies, smart panels, and flexible loads. Expected completion: Q1 2024 $30,000 to 50,000 in
consultant studies from
electric utility operating
budgets
3.2 Review, communicate, and
streamline permitting and other
regulatory rules for efficient and
flexible electrification
technologies
Staff is conducting an inter-departmental internal review of various technologies to establish clear rules and guidelines for implementation of these technologies, after which it will begin developing resources for the community to use and outreach to raise awareness. Time of use rates and a transition plan
0.25 FTE in staff effort
from existing staff
resources
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8 3.3 Communicate how to
electrify efficiently
3.4 Communicate how to use
technologies in a grid-friendly
way
are currently being developed in parallel with the City’s rollout of advanced metering infrastructure. Expected completion: Q2 2024
Strategy 4: Value the benefits of flexible technologies to the utility and community
4.1 Value the utility benefit of
flexible technologies on electric
supply costs
Staff is developing a request for proposals for a consultant to perform these analyses, as well as the analysis of Actions 4.3, 4.4, and the analyses in Strategy 5. Staff expects to be able to bring a consultant contract to Council by August 2024, with study completion tentatively planned by Q1 2025.
Estimated $70,000 to
$120,000 in consulting
assistance, 0.25 FTE in staff
effort.
4.2 Value the utility benefit of
flexible technologies on electric
distribution costs and capacity
Staff is in talks with its electric engineering consultant and a potential academic partner about partnering to complete this analysis. The tentative completion date is Q1 2025.
Estimated $50,000 to
$200,000 in consulting
assistance, 0.1 FTE in staff
effort
4.3: Explore estimating the value
of resiliency for the community
4.4: Estimate the cost of various
community resiliency
approaches
See status update for 4.1, above. See status update for 4.1, above.
Strategy 5: Evaluate the resource needs for various demand reduction and resiliency programs
5.1: Evaluate utility-driven
programs to enhance resiliency
and lower the demand on the
grid
5.2 Evaluate equity-based and
need-based versions of the
programs
5.3: Evaluate community-based
versions of the programs
Staff is developing a request for proposals for a consultant to perform these analyses, as well as the analysis of Actions 4.1, 4.3, and 4.4, above. The tentative completion date for this study is Q1 2025.
See status update for 4.1,
above
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8 5.4: Evaluate other resiliency
approaches
Strategy 6: Implement any demand reduction or resiliency programs chosen by the community No actions planned until Strategies 4 and 5 are completed and policy direction is received from Council Item 4
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: April 15, 2024
Report #:2403-2708
TITLE
Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not- to-Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not-to-Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE-86070, and PO- 11001; CEQA status – exempt under CEQA Guidelines Section 15301(c)
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute a construction contract with Graham Contractors, Inc., Contract No. C24190225, in an amount not to exceed $1,594,195 for the Fiscal Year 2024 Streets Preventive Maintenance Project (Capital Improvement Program projects PE-86070 and PO-11001) for street maintenance; and
2. Authorize the City Manager or their designee to negotiate and execute one or more change orders to the contract with Graham Contractors, Inc. for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $159,420.
BACKGROUND
Public Works Engineering Services Division manages construction contracts for concrete repair, preventive maintenance, resurfacing and reconstruction of various City streets annually. In recent years, additional Capital Improvement Program (CIP) projects are being built through the annualized resurfacing contracts due to the complexity of construction and benefit of being included in a larger project.
The City uses StreetSaver, the Metropolitan Transportation Commission‘s (MTC) pavement management system which is used by almost all Bay Area jurisdictions. The Pavement Condition Index (PCI) is calculated by evaluating a sample pavement section on each block for different ratings variable from mild to severe - including weathering, potholes, trenches, and base Item 5
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failures. These pavement distresses are entered into the StreetSaver program and a PCI score is calculated. All staff who evaluated the street conditions and pavement distresses have multiple years of experience and have been trained by MTC.
While the PCI score is used to prioritize streets, staff also takes into consideration additional information which includes project coordination with the Utilities Department and planned striping improvements with the Office of Transportation. Additionally, staff coordinates with the Public Works Public Services Division to refresh pavement markings that may have faded as part of CIP project PO-11001, Thermoplastic Lane Marking and Striping.
ANALYSIS
Project Description
Staff recommends approval of Contract No. C241902251 as part of the street surfacing program to maintain and improve the condition of Palo Alto’s streets. The $1,594,195 expenditure for this contract includes preventive maintenance of approximately 15 lane-miles of public streets (1.1 million square feet) with PCI scores averaging 78. This will help maintain and improve the City‘s PCI beyond its average of 84 and will address streets whose PCI scores are between 70-85 to slow the rate at which they deteriorate. Preventive maintenance includes base failure repair, crack sealing, slurry seal application, and new thermoplastic striping. The streets and other work sites included in this contract are listed in Attachment A.
The project scope also includes the replacement of approximately 12,425 linear feet of thermoplastic striping and 60 pavement legends.
Bid Process
On February 8, 2024, an invitation for bids (IFB) for the FY24 Streets Preventive Maintenance Project was posted online on OpenGov, the City’s eProcurement system, and sent to 2,978 builder’s exchanges and contractors. The bidding period was 21 calendar days. The City received three bids from qualified contractors on February 29, 2024, as listed on the attached Bid Summary in Attachment B.
Table 1: Summary of invitation for Bids
Project Bid Name/Number FY24 Streets Preventive Maintenance Project IFB #190225
Proposed Length of Project 90 calendar days
Number of Bid Packages Downloaded by
Builder’s Exchanges
2 Number of Bid Packages Downloaded by
Contractors
25 Total Days to Respond to Bid 21
Mandatory Pre-Bid Meeting No
1 Graham Contractors, Inc., FY24 Streets Preventive Maintenance Project, Contract #C24190225; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip- contracts/c24190225-graham-contractors_cc_staff-report.pdf Item 5
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Number of Bids Received: 3
Base Bid Plus Bid Alternate Number 1 Price
Range
$1,594,195 to $1,773,205
Public Link to Solicitation https://procurement.opengov.com/portal/palo- alto-ca/projects/79453
The apparent low bidder was selected based upon the total of the base bid plus add alternate
1. The bids ranged from $1,594,195 to $1,773,205 and from 5% under the engineer’s estimate to 6% over the engineer’s estimate. Staff reviewed the submitted bids and recommends the acceptance of the base bid and bid alternate number 1 submitted by Graham Contractors, Inc. in the amount of $1,594,192, and that Graham Contractors, Inc. be declared the lowest responsible bidder. The construction contingency amount of $159,420, which equals approximately 10 percent of the total contract value, is requested for related, additional, but unforeseen work, which may develop during the project, implemented via City-approved Change Order.
Staff reviewed other similar projects performed by the lowest responsible bidder, Graham Contractors, Inc. and found them to be the lowest responsive and responsible bidder. Staff also checked with the Contractor’s State License Board and confirmed the contractor has an active license on file.
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Program Street Maintenance (PE-86070) and Thermoplastic Lane Marking and Striping (PO- 11001) projects.
Table 2: Funding Allocation
Funding Source Contract Contingency Total Funding
PE-86070 $1,506,580 $150,658 $1,657,238
PO-11001 $87,615 $8,762 $96,377
Total $1,594,195 $159,420 $1,753,615
STAKEHOLDER ENGAGEMENT
All streets have been coordinated with the City’s Utilities Department and Office of Transportation to minimize the cutting of newly resurfaced streets. Extensive public outreach will be conducted prior and during the construction phase to keep the community informed, including flyers sent to adjacent residences and businesses. Residents and businesses impacted by the project will be notified via mailer prior to the start of any work detailing where and what type of work is to be expected for the duration of the project. Paving notices will be distributed to impacted parties both 7 days and 24 hours prior to the full street closures. The City website will be updated with the digital version of the mailer as well as the latest construction schedule for full street closures. The schedule will be updated as necessary.
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ENVIRONMENTAL REVIEW
Street resurfacing projects are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301(c) of the CEQA Guidelines as repair, maintenance or minor alteration of existing facilities and no further environmental review is necessary.
ATTACHMENTS
Attachment A: Street List and Project Maps
Attachment B: Bid Summary
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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Street Name Begin Location End Location
1 Ames Avenue Ross Road Cork Oak Way
2 Ames Avenue Cork Oak Way Middlefield Road
3 Arbutus Avenue Thornwood Drive East Meadow Drive
4 Ashton Avenue Cowper Street Ashton Court
5 Ashton Avenue Ashton Court Middlefield Road
6 Ashton Court Ashton Avenue End
7 Bowdoin Street College Avenue California Avenue
8 Bowdoin Street Stanford Avenue College Avenue
9 Bryant Street Addison Avenue Lincoln Avenue
10 Bryant Street Poe Street Hawthorne Avenue
11 Carolina Lane Wilkie Way End
12 Carolina Lane Wilkie Way Park Boulevard
13 Celia Drive Agnes Way Burnham Way
14 Columbia Street Stanford Avenue College Avenue
15 Columbia Street College Avenue California Avenue
16 Cork Oak Way End End
17 Cornell Street Stanford Avenue College Avenue
18 Cornell Street College Avenue California Avenue
19 David Avenue Stelling Drive Loma Verde Avenue
20 David Court David Avenue End
21 Dennis Drive Agnes Way Burnham Way
22 Emerson Street Colorado Avenue End
23 Evergreen Drive Thornwood Drive End
24 Gary Court Cowper Street End
25 Greenmeadow Way Creekside Drive End
26 Hamilton Avenue Middlefield Road Hale Street
27 Hanover Street College Avenue Stanford Avenue
28 Hanover Street College Avenue California Avenue
29 Jackson Drive Hamilton Avenue Edgewood Drive
30 Jefferson Drive Hamilton Avenue Edgewood Drive
31 Kenneth Drive Greer Road End
32 Kirby Place Martin Avenue End
33 Lupine Avenue Talisman Drive Driftwood Drive
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34 Maddux Drive Greer Road Stockton Place
35 Madison Way Jefferson Drive Hamilton Avenue
36 Marshall Drive Louis Road Moreno Avenue
37 Marshall Drive Moreno Avenue Bruce Drive
38 Marshall Drive Bruce Drive Ross Road
39 Martinsen Court Cowper Street End
40 May Court Mayview Avenue End
41 Metro Circle Metro Circle Metro Circle
42 Oberlin Street Stanford Avenue College Avenue
43 Oberlin Street College Avenue California Avenue
44 Phillips Road Madison Way Edgewood Drive
45 Princeton Street Stanford Avenue College Avenue
46 Princeton Street College Avenue California Avenue
47 Rhodes Drive Hamilton Avenue Edgewood Drive
48 South Court Colorado Avenue End
49 South Court El Verano Avenue East Meadow Drive
50 Stockton Place Maddux Drive Lome Verde Avenue
51 Sutter Avenue Ross Road Clara Drive
52 Tasso Street University Avenue Lytton Avenue
53 Tasso Street Marion Avenue End
54 Tennessee Lane Wilkie Way Park Boulevard
55 Whitclem Court Whitclem Drive End
56 Whitclem Place Whitclem Drive End
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Wallis CtDonald DriveEncina Grande DriveCereza DriveLos Robles AvenueVilla VeraVerdosa DriveCampana DriveSolana DriveGeorgia AveYnigo WayDriscoll CtngArthur'Maybell WayMaybell AvenueFrandon CtFlorales DriveGeorgia AvenueAmaranta AvenueAmaranta CtKisCourtTerman DriveBaker AvenueVista AvenueWisteria LnPena CtCoulombe DriveCherry Oaks PlPomona AvenueArastradero RoadAbel AvenueClemo AvenueVilla RealEl Camino WayCurtner AvenueVentura AvenueMaclaneEmerson StreetVentura CtPark BoulevardMagnolia Dr SouthEl Camino RealCypress LaneGlenbrookDFairmede AvenueArastradero RoadIrven CourtLos Palos CirLosPalosPlMaybell AvenueAlta Mesa AveKelly WayLos Palos AvenueSuzanne DriveSuzanne DriveriveEl Camino RealSuzanne CtLorabelle CtMcKellar LaneEl Camino WayJames RoadMaclaneSecond StreetWilkie WayCamino CtWest Meadow DriveThain WayBarclay CtVictoria PlaceInterdale WayWest Charleston RoadTennessee LaneWilkie WayCarolina LaneTennessee Lane Park Boulevard
Wilkie CtDavenport Way
Alma Street
RoosevMonroe DriveWilkie WayWhitclem PlWhitclem DriveDuluth CircleEdlee AvenueDinah's CourtMiller AvenueWhitclem WyWhitclem CtAlma StreetMonroe DriveRuthelma AvenueDarlington CtEast Charleston RoadLundyLaneNewberry CtPark BoulevardGeorge Hood Ln Alma Street
eltCircleLinderoDriveWright PlaceStarrKingCircleScripps AvenueNelson DriveTioga CourtCreekside DriveGreenmeadow WayBen Lomond DriveParkside DriveDixon PlaceEly PlaceEly PlaceEly PlaceAdobe PlaceNelson CourtMiddlefield RoadDuncan PlaceCarlson CourtDuncan PlaceMumford PlaceEast Charleston RoadEast Meadow Drive Emerson Street
CourtBryantStreetRooseveltCircleRamonaStreetCarlsonCircleRedwoodCircleSouthMontrose AvenueMaplewoodCharleston CtEast Charleston RoadSeminole WaySutherland DriveNelson DriveEl Capitan PlaceFabian StreetLoma Verde AvenueBryson AvenueMidtown CourtCowper StreetGary CourtWaverley StreetSouth CourtBryant Street Ramona Street
Alma StreetCoastland DriveColorado AvenueByron Street
Middlefield Road
Gaspar CourtMoreno AvenueCoastland DriveEl Carmelo AvenueRosewoodDCampesino AvenueDymond CtMartinsen CtRamona StreetBryant StreetTowle WayTowle PlaceWellsbury CtAvalonCourtFlowersLaneMackall WayLoma Verde AvenueKiplingStreetCowper StreetSouth CourtWaverley StreetEl Verano AvenueWellsbury WayLaMiddlefield RoadSt Claire DriveAlger DriveAshton AvenueSt Michael DriveSt Michael DriveMaureen AvenueCowper CourtRambow DriveEast Meadow DriveAshton CourtMurdoch DriveCowperStreetMurdoch CtSt Michael CourtMayCourtMayview AvenueMiddlefield RoadEnsign WayBibbits DriveGailen CtGailen AvenueGrove AvenueSan Antonio RoadBibbits DriveEast Charleston RoadFabian WayTEast Meadow DriveGrove AvenueChristine DriveCorina WayRoss RoadCorina WayLouis RoadNathan WayTransport StreetOrtega CourtEast Meadow DriveyneCourtalismanLoma Verde AvenueAllen CourtRoss CourtLoma Verde PlAmes AvenueRichardson CourtHolly Oak DriveAmes AvenueCorkOakWayMiddlefield RoadAmes CtAmes AvenueRoss RoadRorke WayRorkeWayStone LaneToyon PlaceTorreya CourtLupine AvenueThornwood DriveDriftwoodDriveTalisman DriveArbutus AvenueRoss RoadLouis RoadAspen WayEvergreen DriveEast Meadow DriveCorporation WayElwell CourtJanice WayEast Meadow CircleEast Meadow CircleGreerRoadBayshore FreewayriveEllsworth PlaceSan Carlos CourtWintergreen WaySutterAvenueSutter AvenueClara DrivePrice CourtStern AvenueColorado AvenueRanders CtRoss RoadSycamore DriveSevyson CtStelling DriveRoss RoadDavid AvenueMurrayWayStelling DriveStelling CtManchesterCourtKenneth DriveThomasDriveGreerRoadStockton PlaceVernon TerraceLouis RoadJanice WayThomas DriveKenneth DriveLoma Verde AvenueCliftonCourtElbridgeWayClara DriveBautistaCourtStockton PlaceMorris DriveMaddux DrivePiers CtLouis RoadMoraga Ct Hanover StreetStanford AvenueAmherst StreetColumbia StreetBowdoin StreetDartmouth StreetHanover StreetCollege AvenueCalifornia AvenueHanover StreetRamos Way (Private)Page Mill RoadHansen WayHanover StreetLaguna CtBarron AvenueJosina AvenueKendall AvenueTippawingo StJulie CtMatadero AvenueIlima WayIlima CourtLaguna Oaks PlCarlitos CtLa CalleLaguna AvenueElCerritParadise WayRoble Ridge (Private)LaMataWayChimalus DriveMatadero AvenueoRoadPaul AvenueKendall AvenueWhitsell AvenueBarron AvenueLos Robles AvenueLaguna WayShaunaLaneLa Para AvenueSan Jude AvenueEl Centro StreetTimlottLa Jennifer WayMagnolia Dr NorthLa Donna AvenueLosRoblesA venueRincManzana LaneonCircleCrosby PlGeorgia AvenueHubbartt DriveWillmar DriveDonald DriveLa Para AvenueSan Jude AvenueMagnolia DriveMilitary WayArbol DriveOrme StreetFernando AvenueMatadero AvenueLambert AvenueHansen WayEl Camino RealMargarita AvenueMatadero AvenueWilton AvenueOxford AvenueHarvard StreetCalifornia AvenueWellesley StreetPrinceton StreetOberlin StreetCornell StreetCambridge AvenueCollege AvenueWilliams StreetYale StreetStaunton CourtOxford AvenueEl Camino RealChurchill AvenuePark BoulevardPark AvenueEscobita AvenueChurchill AvenueSequoia AvenueMariposa AvenueCastilleja AvenueMiramonte AvenueMadrono AvenuePortola AvenueManzanita AvenueColeridge AvenueLeland AvenueStanford AvenueBirch StreetAsh StreetLowell AvenueAlma StreetTennyson AvenueGrant AvenueSheridan AvenueJacaranda LaneEl Camino RealSherman AvenueAsh StreetPage Mill RoadMimosa LaneChestnut AvenuePortage AvenuePepper AvenueOlive AvenueAcacia AvenueEmerson StreetPark BoulevardOrinda StreetBirch StreetAsh StreetPage Mill RoadAsh StreetPark BoulevardCollege AvenueCambridge AvenueNew Mayfield LaneBirch StreetCalifornia AvenuePark BoulevardNogal LaneRinconada AvenueSanta Rita Avenue Park Boulevard
Seale AvenueWashington AvenueSanta Rita AvenueWaverleyStreeBryant StreetHigh StreetEmerson StreetColorado AvenueStreet Emerson Street
Ramona Street
Bryant Street
South CourtEl Dorado AvenueAlma StreetAlma StreetHighStreettEmersonWaverley OaksWashington AvenueBryant StreetSouth CourtWaverley Street Emerson Street
Nevada AvenueNorth California AvenueSanta Rita AvenueRamona StreetHigh StreetNorth California AvenueOregon ExpresswayMarion AvenueRamona StreetColorado AvenueWaverley StreetKipling StreetSouth CourtCowper StreetAnton CourtNevada AvenueTasso StreetTasso StreetOregon AvenueMarion PlWebster StreetMiddlefield RoadRoss RoadWarren Way El Cajon Way
Embarcadero RoadPrimrose WayIris WayTulip LaneTulip LaneGarland DriveLouis RoadGreer RoadMortonStreetGreer RoadHamilton AvenueHilbar LaneAlannah CtEdgeRhodes DriveMarshall DriveFieldinMoreno AvenueMarshallDriveDennis DriveAgnes WayOregon AvenueBlair CourtSanta Ana StreetElsinore DriveElsinore CourtEl Cajon WayGreer RoadNorth California AvenuegDriveColorado AvenueSycamore DriveAmarillo AvenueVanAukenCircleBruce DriveColonial LaneMoreno AvenueCelia DriveBurnham WayGreer RoadIndian DriveElmdale PlCTanland DriveMoreno AvenueAmarillo AvenueWest Bayshore RoadSandra PlaceClara DriveColorado AvenueGreer RoadColorado AvenueSimkins CourtOtterson CtHiggins PlaceLawrence LaneMaddux DriveGenevieve CtMetroCircleMoffettCircleGreer RoadEast Bayshore RoadardinalWaySanta Catalina StreetArrowheadWayAztec WayChabot TerraceOregon AvenueCarmel DriveSierraCourtStFrancisDriveWest Bayshore RoadTanland DrivewoodDriveEdgewood DriveWildwoodLaneIvy LaneSt Francis DriveWildwood LaneSandalwood Ct Quarry RoadWelch RoadArboretum RoadQuarry RoadSand Hill RoadHomer AvenueLane 8 WestMedical FoundationWayLane 7 WestLane 7 EastEmbarcadero RoadEncina AvenueEl Camino RealUrban LaneWells AvenueForest AvenueHigh StreetEmerson StreetChanning AvenueAlma StreetAlma StreetPaloAltoAEl Camino RealvenueMitchell LaneHawthorne AvenueEverett AvenueLytton AvenueLane 15 EHigh Street Alma Street
Bryant StreetLane 6 ELane 11 WLane 21High StreetGilman StreetHamilton AvenueUniversity AvenueBryant CourtLane 30Florence StreetKipling StreetTasso StreetCowper StreetRuthven AvenueHawthorne AvenueLane 33PaloAltoAvenueEverett AvenuePoe StreetWaverley StreetTasso StreetCowper StreetPalo Alto AvenueWebster StreetEverett CourtLytton AvenueByron StreetFulton StreetMiddlefield Road Churchill AvenueLowell AvenueSeale AvenueTennyson AvenueMelville Avenue Cowper Street
Tasso StreetWebster StreetByron StreetNorth California AvenueColeridge AvenueWaverley StreetBryant StreetEmerson StreetKellogg AvenueKingsley AvenuePortal PlaceRoss RoadOregon AvenueGarland DriveLane A WestLane B WestLane B EastLane D WestLane 59 EastWhitman CourtKellogg AvenueEmbarcadero RoadKingsley AvenueLincoln AvenueAddison AvenueLincoln AvenueForest AvenueDowning LaneHomer AvenueLane D EastLane 39Lane 56Hamilton AvenueWebster StreetWaverley Street Kipling Street
Bryant StreetRamona StreetAddison Avenue
Scott Street
Byron StreetPaloHale StreetSeneca StreetLytton AvenueGuinda StreetPaloAltoAvenueFulton StreetMiddlefield RoadForest AvenueWebster Street Kellogg AvenueMiddlefield RoadByron StreetWebster StreetCowper StreetTasso StreetCowper StreetAddison AvenueLincoln AvenueBoyce AvenueForest AvenueHamilton AvenueHomer AvenueGuinda StreetMiddlefield RoadChanning AvenueAlto AvenueChaucer StreetChaucer StreetUniversity AvenueChanning AvenueAddison AvenueLincoln AvenueRegent PlGuinda StreetLincoln AvenueFulton StreetMelville AvenueByron StreetKingsley AvenueMelville AvenueHamilton AvenueHamilton CourtForest AvenueForest CtMarlowe StreetMaple StreetPalm StreetSomerset PlPitman AvenueFife AvenueForest AvenueDana AvenueLincoln AvenueUniversity AvenueColeridge AvenueLowell AvenueFulton Street Cowper Street
Tennyson AvenueSeale AvenueNorthampton DriveWest Greenwich Pl Middlefield Road
Newell RoadGuinda StreetEast Greenwich PlSouthampton Drive Webster Street
Kirby PlKent PlaceTevis PlMartin AvenueCenter DriveHarriet StreetWilson StreetCedar StreetHarker AvenueGreenwood AvenueHutchinson AvenueChanning AvenueHopkins AvenueEmbarcadero RoadAshby DriveDana AvenueHamilton AvenuePitman AvenueSouthwood DriveWestCrescentDriveCrescentDriveUniversity AvenueCenter DriveEastCrescenArcadia PlaceLouisa CourtNewell PlSharon CtErstwild CourtWalter Hays DriveWalnut DriveNewell RoadParkinson AvenuePine StreetMark Twain StreetLouis RoadBarbara DrivePrimrose WayIris WayEmbarcadero RoadWalter Hays DriveLois LaneJordan PlLois LaneHeather LaneBret Harte StreetStanley WayDe Soto DriveDe Soto DriveAlester AvenueWalter Hays DriveChanning AvenueIris WaytDriveDana AvenueHamilton AvenueNewell RoadKings LaneEdgewoodDriveIsland DriveJefferson DriveJacksonDrivePatricia LaneMadison WayEdgewoodDrive Ramona Street
Addison AvenueChanning Avenue
Waverley Street
Tennyson AvenueSeale Avenue
Middlefield Road
Byron Street
Webster Street
Marion Avenue
Welch Road
Sedro LanePeral Lane McGregor WayMonroe DriveDriscoll PlacePaulsen LnCommunity Lane Lane 15 E
Court
Madeline Ct
David CtGreen Manor
Oregon Expressway
Oregon ExpresswaySheridan Avenue
Page Mill Road Cerrito Way
Emerson Street
Lane 20 WLane 20 E Oregon Expressway
University Avenue
Jacob's Ct
CalTrain ROW CalTrain ROW CalTrain ROW CalTrain ROW
Emerson Street
Waverley Street
Kipling Street
Clark Way
Durand WaySand Hill RoadSwain WayClark WayMosher WayCharles Marx WayOrchard LaneVineyard LaneSand Hill RoadSand Hill RoadSand Hill Road Lane 66 Bryant Street
Ramona Street
Blake Wilbur Drive West Charleston Road
Bayshore FreewayBayshore FreewayBayshore FreewayWest Bayshore RoadEast Bayshore RoadEast Bayshore RoadEast Bayshore RoadWest Bayshore RoadEast Bayshore RoadBayshore FreewayBayshore FreewayFabian WayBayshore FreewayBayshore Freeway Palo RoadShopping Center WayShopping Center WayShopping Center WayLondon Plane WayPlum LaneSweet Olive WayPear Lane Lane 66La Selva Drive Grove Ct
Stanford AvenueLane 12 W
Lane 5 E
Lasuen StreetJane Stanford WayEscondido RoadOlmsted Road Phillips Road
Pistache Place
El Dorado AvenueClara DriveBellview Dr
Everett AvenueHomer Avenue
La Calle
San Antonio Road
Matadero Ave
Colorado Pl
Los Robles AvenueTimlott CtVista VillaPaloAltoAvenue
LaneLa Donna AvenueCass Way
Kenneth DriveFabian Way
Page Mill Road
Middlefield RoadChristine DriveLouis Road
Chimalus DriveHanover Street
Community LaneGreenwood AvenueHarker AvenueParkinson Avenue AvenueMaplewood PlByron Street Varian Way
Quail DrQuail DrPaloma DrPaloma DrTrinity LnHeron WyFeather LnStanislaus LnTuolumne LnPlover LnSandpiper LnCurlew LnMallard LnEgret LnKlamath Ln Deodar StAlder LnSpruce LnRickey's LnJuniper WayRickey's WyRickey's WyRickey's WyJuniper LaneEmerson Street Boronda LaneTahoe LaneLake AvenueDonner LaneAlmanor LaneFallen Leaf StreetBerryessa Street Cashel StNoble StHettinger LnPratt LnEmma CourtGalvez Mall Federation Way
Abrams CourtAngell CourtArguello WayArguello WayAvery MallAyrshire Farm LaneBarnes CourtBonair SidingBowdoin StreetCampus DriveCampus DriveCampus DriveCampus DriveCampus DriveCampus DriveCampus DriveCampus DriveCampus DriveCampus DriveChurchill MallComstock CircleAboretum RoadAboretum RoadBlackwelder CourtCowell LnCrothers WayDudley LaneEscondido MallEscondido MallEscondido RoadEscondido RoadEscondido RoadGalvez MallGalvez StreetGalvez StreetGalvez StreetHoskins CourtHulme CourtJenkins CourtKnight WayLasuen MallLasuen MallLasuen StreetLomita DriveLomita DriveLomita MallMasters MallMcFarland CourtMemorial WayMuseum WayN Service RoadNelson MallNelson RoadNorth-South Axis Oberlin StComstock CircleEscondido MallOlmsted RoadOlmsted RoadOlmsted RoadOlmsted RoadOlmsted RoadPalm DrivePalm DrivePampas LanePanama Mall Peter Coutts Peter Coutts RoadPine Hill CourtHill RoadQuarry ExtensionQuarry Road Quillen CtRosse LaneRoth WayRoth WayRoth WayRunning Farm LaneSan Franciscon Francisco CourtJane Stanford WayJane Stanford WaySerra StreetSerra StreetThoburn CourtVia OrtegaVia PalouVia Pueblo MallWelch Road Wellesley StWilbur WayYale StAlma Street Alma StreetAlma StreetAlma Street Alma StreetHawthorne AvenueLytton AvenueSam McDonald RoadSam McDonald MallBowdoin LaneArguello WayGovernors LanePasteur Drive Alma Village LaneAlma Village CircleRyan LaneBrassinga CtCole CtBirch StreetArboretum RoadWelch RoadPasteur DrivePasteur Drive This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources.
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Coastland Drive
Churchill AvenueColeridge AvenueLowell AvenueTennyson AvenueRinconada AvenueSanta Rita AvenueSeale AvenueWashington AvenueSanta Rita AvenueWaverleyStreeBryant StreetHigh StreetEmerson Street SHight EmersonWaverley OaksWashington AvenueBryant StreetSouth CourtWaverley Street Emerson Street
Nevada AvenueNorth California AvenueSanta Rita AvenueRamona StreetHigh StreetNorth California AvenueOregon ExpresswayRamona StreetSouth CourtCowper StreetAnton CourtNevada AvenueTasso StreetTasso StreetOregon AvenueMarion PlMiddlefield RoadWarren Way El Cajon Way
Embarcadero RoadPrimrose WayIris WayTulip LaneTulip LaneGarland DriveLouis RoadGreer RoadMortonStreetGreer RoadHamilton AvenueHilbar LaneAlannah CtEdgeRhodes Drive Dennis DriveAgnes WayOregon AvenueBlair CourtSanta Ana StreetElsinore DriveElsinore CourtEl Cajon WayGreer RoadNorth California AvenueBurnham WayGreer RoadIndian DriveSanta Catalina StreetArrowheadWayAztec WayChabot TerraceOregon AvenueCarmel DriveSierraCourtStFrancisDrivewoodDriveEdgewood DriveWildwoodLaneIvy LaneEast Bayshore RoadSt Francis DriveWildwood LaneWatson CourtSandalwood CtO'Brine Lane (Private) Homer AvenueLane 7 EastForest AvenueHigh StreetEmerson StreetChanning AvenueAltoAvenueHawthorne AvenueEverett AvenueLytton AvenueLane 15 EHigh StreetBryant StreetLane 6 ELane 11 WLane 21High StreetGilman StreetHamilton AvenueUniversity AvenueBryant CourtLane 30Florence StreetKipling StreetTasso StreetCowper StreetRuthven AvenueHawthorne AvenueLane 33PaloAltoAvenueEverett AvenuePoe StreetWaverley StreetTasso StreetCowper StreetPalo Alto AvenueWebster StreetEverett CourtLytton AvenueByron StreetFulton StreetMiddlefield Road Churchill AvenueLowell AvenueSeale AvenueTennyson AvenueMelville Avenue Cowper Street
Tasso StreetWebster StreetByron StreetNorth California Avenue Coleridge AvenueWaverley StreetBryant StreetEmerson StreetKellogg AvenueKingsley Avenue Portal PlaceRoss RoadOregon AvenueGarland Drive Lane B EastLane D WestLane 59 EastWhitman CourtKellogg AvenueEmbarcadero RoadKingsley AvenueLincoln AvenueAddison AvenueLincoln AvenueForest AvenueDowning LaneHomer AvenueLane D EastLane 39Lane 56Hamilton AvenueWebster StreetWaverley Street Kipling Street
Bryant StreetRamona StreetAddison Avenue
Scott Street
Byron StreetPaloHale StreetSeneca StreetLytton AvenueGuinda StreetPaloAltoAvenueFulton StreetMiddlefield RoadForest AvenueWebster Street Kellogg AvenueMiddlefield RoadByron StreetWebster StreetCowper StreetTasso StreetCowper StreetAddison AvenueLincoln AvenueBoyce AvenueForest AvenueHamilton AvenueHomer AvenueGuinda StreetMiddlefield RoadChanning AvenueAltoAvenueChaucer StreetChaucer StreetUniversity AvenueChanning AvenueAddison AvenueLincoln AvenueRegent PlGuinda StreetLincoln AvenueFulton StreetMelville AvenueByron StreetKingsley AvenueMelville AvenueHamilton AvenueHamilton CourtForest AvenueForest CtMarlowe StreetMaple StreetPalm StreetSomerset PlPitman AvenueFife AvenueForest AvenueDana AvenueLincoln AvenueUniversity Avenue Coleridge AvenueLowell AvenueFulton Street
Cowper Street
Tennyson AvenueSeale AvenueNorthampton DriveWest Greenwich Pl Middlefield Road
Newell RoadGuinda StreetEast Greenwich PlSouthampton Drive Webster Street
Kirby PlKent PlaceTevis PlMartin AvenueCenter DriveHarriet StreetWilson StreetCedar StreetHarker AvenueGreenwood AvenueHutchinson AvenueChanning AvenueHopkins AvenueEmbarcadero RoadAshby DriveDana AvenueHamilton AvenuePitman AvenueSouthwood DriveWestCrescentDriveCrescentDriveUniversity AvenueCenter DriveEastCrescenArcadia PlaceLouisa CourtNewell PlSharon CtErstwild CourtWalter Hays DriveWalnut DriveNewell RoadParkinson AvenuePine StreetMark Twain StreetLouis RoadBarbara DrivePrimrose WayIris WayEmbarcadero RoadWalter Hays DriveLois LaneJordan PlLois LaneHeather LaneBret Harte StreetStanley WayDe Soto DriveDe Soto DriveAlester AvenueWalter Hays DriveChanning AvenueIris WaytDriveDana AvenueHamilton AvenueNewell RoadKings LaneEdgewoodDriveIsland DriveJefferson DriveJacksonDrivePatricia LaneMadison WayEdgewoodDrive Ramona Street
Addison AvenueChanning Avenue
Waverley Street
Tennyson AvenueSeale Avenue
Middlefield Road
Byron Street
Webster Street
Paulsen Ln
Community Lane
Lane 15 E
Green Manor
Oregon Expressway
Oregon Expressway
Emerson Street
Lane 20 WLane 20 E
Oregon Expressway
Emerson Street
Waverley Street
Kipling Street
Bryant Street
Ramona Street
Lane 12 W
Lane 5 E
Phillips RoadBellview Dr
Everett AvenueHomer AvenuePaloAltoAvenue Community LaneGreenwood AvenueHarker AvenueParkinson AvenueByron StreetEmerson StreetHawthorne AvenueLytton Avenue This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources.
Legend
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FY24 Streets Preventive Maintenance ProjectLocation Maps
CITY OF PALO ALTOINCORPORATEDCALIFORNIA
P a l o A l t o
T h e C i t y o f
APRIL 16 1894
The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:30:44
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Project Maps
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Emerson Street RoosevEast Charleston RoadLundyLaneeltCirclenderoDriveWright PlaceStarrKingCircleCreekside DriveGreenmeadow WayParkside DriveDixon PlaceEly PlaceEly PlaceEly PlaceAdobe PlaceNelson CourtDuncan PlaceCarlson CourtDuncan PlaceMumford PlaceEast Charleston RoadEast Meadow Drive Emerson Street
CourtBryantStreetRooseveltCircleRamonaStreetCarlsonCircleRedwoodCircleSouth MaplewoodCharleston CtEast Charleston RoadSeminole WaySutherland DriveNelson DriveEl Capitan PlaceLoma Verde AvenueBryson AvenueMidtown CourtCowper StreetGary CourtWaverley StreetSouth CourtBryant Street Ramona Street
Coastland DriveColorado AvenueByron Street
Middlefield Road
Gaspar CourtMoreno AvenueCoastland Drive
El Carmelo AvenueRosewoodD
Campesino AvenueDymond CtMartinsen Ct Ramona StreetBryant StreetTowle WayTowle PlaceWellsbury CtAvalonCourtFlowersLaneMackall WayLoma Verde AvenueKiplingStreetCowper StreetSouth CourtWaverley StreetEl Verano AvenueWellsbury WayLaMiddlefield RoadSt Claire DriveAlger DriveAshton AvenueSt Michael DriveSt Michael DriveMaureen AvenueCowper CourtRambow DriveEast Meadow DriveAshton CourtMurdoch DriveCowperStreetMurdoch CtSt Michael Court MayCourtMayview AvenueMiddlefield RoadEnsign WayBibbits DriveGailen CtGailen AvenueGrove AvenueBibbits DriveFabian WayTEast Meadow DriveGrove AvenueChristine DriveCorina WayRoss RoadCorina WayLouis RoadNathan WayOrtega CourtEast Meadow DriveyneCourt alismanLoma Verde AvenueAllen CourtRoss CourtLoma Verde PlAmes AvenueRichardson CourtHolly Oak DriveAmes AvenueCorkOakWayMiddlefield RoadAmes CtAmes AvenueRoss RoadRorke WayRorkeWayStone LaneToyon PlaceTorreya Court Lupine AvenueThornwood DriveDriftwoodDriveTalisman DriveArbutus AvenueRoss RoadLouis RoadAspen WayEvergreen DriveEast Meadow DriveCorporation WayElwell CourtJanice WayEast Meadow CircleEast Meadow CircleGreerRoadBayshore Freeway riveEllsworth PlaceSan Carlos CourtWintergreen WaySutterAvenueSutter AvenueClara DrivePrice CourtStern AvenueColorado AvenueRanders CtRoss RoadSycamore DriveSevyson CtStelling DriveRoss RoadDavid AvenueMurrayWayStelling DriveStelling CtManchesterCourt Kenneth DriveThomasDriveGreerRoadStockton PlaceVernon TerraceLouis RoadJanice WayThomas DriveKenneth DriveLoma Verde AvenueCliftonCourtElbridgeWayClara DriveBautistaCourtStockton PlaceMorris DriveMaddux DrivePiers CtLouis RoadMoraga Ct Emerson StreetWashington AvenueHigh Street Colorado AvenueStreet Emerson Street
Ramona Street
Bryant Street
South CourtEl Dorado AvenueHighStreetEmersonWaverley OaksWashington AvenueBryant StreetSouth CourtWaverley Street Emerson Street
Nevada AvenueNorth California AvenueRamona StreetHigh StreetNorth California AvenueOregon ExpresswayMarion AvenueRamona StreetColorado AvenueWaverley StreetKipling StreetSouth CourtCowper StreetAnton CourtNevada AvenueTasso StreetTasso StreetOregon AvenueMarion PlWebster StreetMiddlefield RoadRoss RoadWarren Way El Cajon Way
Garland DriveLouis RoadMarshall DriveFieldinMoreno AvenueMarshallDriveDennis DriveAgnes WayOregon AvenueBlair CourtSanta Ana StreetElsinore DriveElsinore CourtEl Cajon WayGreer RoadNorth California AvenuegDriveColorado AvenueSycamore DriveAmarillo AvenueVanAukenCircleBruce DriveColonial LaneMoreno AvenueCelia DriveBurnham WayGreer RoadIndian DriveElmdale PlCTanland DriveMoreno AvenueSandra PlaceClara DriveColorado AvenueGreer RoadColorado AvenueSimkins CourtOtterson CtHiggins PlaceLawrence LaneMaddux DriveGenevieve CtMetroCircleMoffettCircleGreer RoadardinalWaySanta Catalina StreetArrowheadWayAztec WayCarmel Drive North California AvenueRoss RoadOregon AvenueGarland Drive Byron Street
Webster Street
Marion Avenue CourtDavid CtGreen ManorOregon Expressway Oregon Expressway Bayshore FreewayBayshore FreewayWest Bayshore RoadEast Bayshore RoadWest Bayshore RoadEast Bayshore RoadBayshore FreewayBayshore FreewayFabian WayBayshore FreewayBayshore Freeway Grove Ct
El Dorado Avenue
Clara Drive
Colorado Pl Kenneth DriveFabian Way
Middlefield RoadChristine Drive Louis RoadMaplewood PlQuail DrQuail DrPaloma DrPaloma DrTrinity LnHeron WyFeather LnStanislaus LnTuolumne LnPlover LnSandpiper LnCurlew LnMallard LnEgret LnKlamath LnBoronda LaneTahoe LaneLake AvenueDonner LaneAlmanor LaneFallen Leaf StreetBerryessa Street Federation Way Alma Village LaneAlma 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.
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Stanford AvenueAmherst StreetColumbia StreetBowdoin StreetDartmouth StreetHanover StreetCollege AvenueCalifornia AvenueHanover Street Ramos Way (Private)
Page Mill RoadHansen WayHanover StreetHarvard StreetCalifornia AvenueWellesley StreetPrinceton StreetOberlin StreetCornell StreetCambridge AvenueCollege AvenueWilliams StreetYale StreetStaunton CourtOxford AvenueEl Camino Real El Camino RealPage Mill RoadPeral Lane Page Mill RoadStanford AvenueOlmsted Road
Lane C
Page Mill RoadAbrams CourtAngell CourtAyrshire Farm Lane Barnes CourtBonair Siding
Bowdoin StreetCampus DriveCampus DriveCampus DriveComstock CircleBlackwelder Court Cowell Ln
Dudley Lane
Escondido RoadEscondido RoadEscondido Road
Esplanada Way
Hoskins CourtHulme CourtJenkins CourtMcFarland Court
Mears Court
Oberlin StComstock CircleOlmsted Road
Olmsted RoadOlmsted Road Olmsted RoadOlmsted RoadPampas Lane Peter Coutts CirclePeter Coutts RoadPine Hill CourtPine Hill Road Quillen Ct Rosse LaneRunning Farm LaneSan Francisco TerraceSan Francisco Court Serra StreetSerra StreetThoburn Court Wellesley St
Wilbur Way
Yale St
Bowdoin Lane
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Encina Grande DriveCereza DriveLos Robles AvenueVilla VeraVerdosa DriveCampana DriveSolana DriveFlorales DriveGeorgia AvenueBaker AvenueVista AvenueWisteria LnPena CtAbel AvenueClemo AvenueVilla RealEl Camino WayVentura AvenueMaclaneEmerson StreetVentura CtPark Boulevard Magnolia Dr SouthEl Camino RealCypress Lane Arastradero RoadIrven CourtMaybell AvenueAlta Mesa AveKelly WaySuzanne DriveSuzanne DriveEl Camino RealSuzanne CtLorabelle CtMcKellar LaneEl Camino WayJames RoadMaclaneSecond StreetWilkie WayCamino CtWest Meadow DriveThain WayBarclay CtVictoria PlaceInterdale WayWest Charleston RoadTennessee LaneWilkie WayCarolina LaneTennessee Lane Park Boulevard
Wilkie CtDavenport Way
Alma Street
Roosev
Monroe DriveWilkie WayWhitclem PlWhitclem DriveDuluth CircleEdlee Avenue Dinah's Court Cesano CourtMonroe DriveMiller AvenueWhitclem WyWhitclem Ct Ferne AvenueBen Lomond DriveFairfield CourtPonce DriveHemlockCourtFerne CourtAlma StreetMonroe DriveRuthelma AvenueDarlington CtEast Charleston RoadLundyLaneNewberry CtPark BoulevardGeorge Hood Ln Alma Street
eltCircleLinderoDriveWright PlaceStarrKingCircle Scripps AvenueScripps CourtCreekside DriveGreenmeadow WayBen Lomond DriveParkside DriveDixon PlaceEly PlaceEly PlaceMumford PlaceEast Meadow Drive Emerson Street
BryantRooseveltCircleRamonaStreetCarlRamona StreetBryant Street Paul AvenueLa Para AvenueSan Jude AvenueMagnolia DriveArbol Drive Monroe Drive
Silva Avenue
Silva CourtMiller Court
Briarwood Way
Driscoll PlaceJacob's Ct
CalTrain ROW CalTrain ROW
West Charleston Road
Los Robles AvenueVista VillaLa Donna Avenue
Mackay Drive
Deodar StAlder LnSpruce LnRickey's LnJuniper WayRickey's WyRickey's WyRickey's WyJuniper LaneCashel StNoble StHettinger LnPratt Ln Alma StreetAlma Village LaneAlma Village Circle
Ryan LaneGene CtBrassinga CtCole Ct
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City of Palo Alto GIS
This document is a graphic representation only of best available sources.
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CITY OF PALO ALTOINCORPORATEDCALIFORNIA
P a l o A l t o
T h e C i t y o f
APRIL 16 1894
The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:35:17
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ATTACHMENT B
BASE BID ITEMS QTY UNITS
1 MICROSURFACING SEAL TYPE I 39,039 SY 2.70$ 105,405.30$ 2.69$ 105,014.91$ 3.10$ 121,020.90$ 2.66$ 103,843.74$ 2 MICROSURFACING SEAL TYPE II 84,017 SY 3.15$ 264,653.55$ 2.67$ 224,325.39$ 3.20$ 268,854.40$ 2.12$ 178,116.04$ 3 AC BASE REPAIR USING 3/4" MAX MEDIUM WITH 15% RAP 1,907 TONS 300.00$ 572,100.00$ 273.00$ 520,611.00$ 276.64$ 527,552.48$ 307.00$ 585,449.00$ 4 CRACK SEALING 66,796 LF 1.25$ 83,495.00$ 0.67$ 44,753.32$ 0.72$ 48,093.12$ 0.78$ 52,100.88$ 5 INERT RECYCLING SOLIDS 1,907 TONS 10.00$ 19,070.00$ 7.00$ 13,349.00$ 9.72$ 18,536.04$ 5.65$ 10,774.55$ 6 INERT RECYCLING SOLIDS WITH FABRIC 1,907 TONS 4.40$ 8,390.80$ 4.00$ 7,628.00$ 20.52$ 39,131.64$ 2.25$ 4,290.75$ 7 RESET VALVES AND MANHOLES IN BASE REPAIRS (TBD BY ENGINEER) 40 EA 800.00$ 32,000.00$ 625.00$ 25,000.00$ 972.00$ 38,880.00$ 675.00$ 27,000.00$ 8 RESET VALVES (TBD BY ENGINEER) 17 EA 800.00$ 13,600.00$ 825.00$ 14,025.00$ 756.00$ 12,852.00$ 900.00$ 15,300.00$ 9 RESET MANHOLE (TBD BY ENGINEER) 2 EA 1,500.00$ 3,000.00$ 1,500.00$ 3,000.00$ 972.00$ 1,944.00$ 1,350.00$ 2,700.00$ 10 REMOVE AND REPLACE BLUE PAVEMENT MARKERS 77 EA 30.00$ 2,310.00$ 35.00$ 2,695.00$ 37.80$ 2,910.60$ 37.00$ 2,849.00$ 11 THERMOPLASTIC STRIPING, WHITE, 4" WIDE 172 LF 5.00$ 860.00$ 3.25$ 559.00$ 3.51$ 603.72$ 3.45$ 593.40$ 12 THERMOPLASTIC STRIPING, WHITE, 12" WIDE 4,594 LF 10.00$ 45,940.00$ 12.00$ 55,128.00$ 12.96$ 59,538.24$ 12.70$ 58,343.80$ 13 THERMOPLASTIC STRIPING, YELLOW, 12" WIDE 399 LF 10.00$ 3,990.00$ 12.00$ 4,788.00$ 12.96$ 5,171.04$ 12.70$ 5,067.30$ 14 THERMOPLASTIC STRIPING, CALTRANS DETAIL 2 304 LF 5.00$ 1,520.00$ 2.75$ 836.00$ 2.97$ 902.88$ 2.90$ 881.60$ 15 THERMOPLASTIC STRIPING, CALTRANS DETAIL 9 5,740 LF 5.00$ 28,700.00$ 2.75$ 15,785.00$ 2.97$ 17,047.80$ 2.90$ 16,646.00$ 16 THERMOPLASTIC STRIPING, CALTRANS DETAIL 21 145 LF 6.60$ 957.00$ 5.50$ 797.50$ 5.94$ 861.30$ 5.80$ 841.00$ 17 THERMOPLASTIC STRIPING, CALTRANS DETAIL 22 1,863 LF 8.80$ 16,394.40$ 6.00$ 11,178.00$ 6.48$ 12,072.24$ 6.35$ 11,830.05$ 18 THERMOPLASTIC STRIPING, CALTRANS DETAIL 24 242 LF 8.80$ 2,129.60$ 2.50$ 605.00$ 2.70$ 653.40$ 2.65$ 641.30$ 19 THERMOPLASTIC STRIPING, CALTRANS DETAIL 27B 310 LF 6.00$ 1,860.00$ 3.00$ 930.00$ 3.24$ 1,004.40$ 3.15$ 976.50$ 20 THERMOPLASTIC STRIPING, CALTRANS DETAIL 28 110 LF 8.00$ 880.00$ 12.00$ 1,320.00$ 12.96$ 1,425.60$ 12.70$ 1,397.00$ 21 THERMOPLASTIC STRIPING, CALTRANS DETAIL 36 500 LF 8.00$ 4,000.00$ 5.00$ 2,500.00$ 5.40$ 2,700.00$ 5.30$ 2,650.00$ 22 THERMOPLASTIC STRIPING, CALTRANS DETAIL 36B 235 LF 8.00$ 1,880.00$ 5.00$ 1,175.00$ 5.40$ 1,269.00$ 5.30$ 1,245.50$ 23 THERMOPLASTIC STRIPING, CALTRANS DETAIL 38 1,245 LF 8.00$ 9,960.00$ 5.00$ 6,225.00$ 5.40$ 6,723.00$ 5.30$ 6,598.50$ 24 THERMOPLASTIC STRIPING, CALTRANS DETAIL 40 100 LF 5.00$ 500.00$ 4.00$ 400.00$ 4.32$ 432.00$ 4.25$ 425.00$ 25 THERMOPLASTIC PAVING LEGENDS 256 EA 85.00$ 21,760.00$ 300.00$ 76,800.00$ 324.00$ 82,944.00$ 317.50$ 81,280.00$ 26 ALLOWANCE FOR MISC TRANSPORTATION IMPROVEMENTS 1 LS 15,000.00$ 15,000.00$ 15,000.00$ 15,000.00$ 16,200.00$ 16,200.00$ 15,000.00$ 15,000.00$ 27 TRAFFIC CONTROL 1 LS 330,000.00$ 330,000.00$ 335,000.00$ 335,000.00$ 386,742.28$ 386,742.28$ 480,000.00$ 480,000.00$ 28 TREE TRIMMING 100 CREW HRS 550.00$ 55,000.00$ 495.00$ 49,500.00$ 432.00$ 43,200.00$ 450.00$ 45,000.00$ 29 NOTIFICATION & POSTING 1 LS 17,875.00$ 17,875.00$ 35,000.00$ 35,000.00$ 5,400.00$ 5,400.00$ 25,000.00$ 25,000.00$ 30 UTILITY TIE-OUTS 1 LS 6,600.00$ 6,600.00$ 5,500.00$ 5,500.00$ 9,720.00$ 9,720.00$ 5,600.00$ 5,600.00$ ADD ALTERNATE 1 QTY UNITS
1 VOLCANIC IN ORIGIN BLACK ROCK AGGREGATE 123,056 SY 0.01$ 1,353.62$ 0.12$ 14,766.72$ 0.07$ 8,613.92$ 0.25$ 30,764.00$ FY2024 Preventative Maintanence Projcet
ENGINEER'S ESTIMATE
BASE BID TOTAL
ENGINEER'S ESTIMATE
1,669,830.65$
IFB 190225
BID SUMMARY
PAVEMENT COATINGS, CO.
1,742,440.91$
PAVEMENT COATINGS, CO.
VSS INTERNATIONAL, INC.
1,734,386.08$
VSS INTERNATIONAL, INC.
GRAHAM CONTRACTORS, INC.
GRAHAM CONTRACTORS, INC.
1,579,428.12$
CONTRACT TOTAL AMOUNT (BASIS OF AWARD)
PERCENT OVER ENGINEER'S ESTIMATE
1,671,184.27$ 1,594,194.84$ 1,743,000.00$ BASE BID + ADD ALT + CONTINGENCY 1,753,614.32 $ 1,917,300.00$ + 10% CONTINGENCY 167,118.43$ 159,419.48$ 174,300.00$ 1,773,204.91$
1,838,302.69$
-5% 4% 6%
1,950,525.40$
177,320.49$
Item 5
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: April 15, 2024
Staff Report: 2403-2724
TITLE
Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5)
RECOMMENDATION
Staff recommends that Council:
1. Increase the budget for the Advanced Heat Pump Water Heater (HPWH) Pilot Program by $846,000 to increase participation.
2. Amend the Fiscal Year 2024 Budget Appropriation (requires a 2/3 vote) for the following:
a. Gas Fund
i. Increase the Contract Services expenditure appropriation by $846,000; and
ii. Decrease the Gas Cap and Trade Reserve by $846,000.
EXECUTIVE SUMMARY
Last year staff launched the City’s pilot Heat Pump Water Heater program offering expert help to residents install a better water heater. The City handles the permits, contractors, and installation for program participants. This program is one of many home electrification tools available to Palo Alto residents to support a greener community and advance the Council’s Climate Change & Natural Environment - Protection & Adaptation 2024 priority.
Since November 1, 2023 the City has offered discounted pricing for its full-service HPWH program due to the availability of State incentive funds. This lower pricing has helped increase participation in the program, noting as of April 1, 2024 there are nearly 350 participants. Staff recommends increasing the program budget by $846,000 to continue to offer lower pricing for the full-service program. The list below shows the up-front cost to the participant for that program over time:
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•Participant up-front cost at program launch (March 2023): $2,700 + site preparation costs (about $1,000 on average)
•Current pricing (as of November 1, 2023): $1,900 + a $1,500 credit toward site preparation costs, which covers 100% of the site preparation costs for most customers •Tentative pricing if additional budget is approved (with this action): $2,300 + $1,000 credit toward site preparation costs
Should Council approve the budget action as part of this staff report, this would mean program participants savings of up to $6,060, versus today’s savings (with State incentives) of up to $7,100.
With this budget amendment staff would also increase the rebate for those residents who hire their own contractors. Analysis of 2023 projects showed that customers paid, on average, $1,000 less when they used the full-service program instead of hiring their own contractor. Staff believes encouraging more contractors to install HPWH in Palo Alto will help the community electrify more quickly in the future, advancing the Council’s sustainability goals set through the City’s Sustainability Climate Action Plan (S/CAP). With this additional budget, staff would change the rebate from the current level ($2,300) to a graduated rebate (55% of project costs up to $3,500).
BACKGROUND
The City of Palo Alto launched the Advanced Heat Pump Water Heater (HPWH) Pilot Program in March 2023. It included two alternatives for participants: 1) hire your own contractor and get a $2,300 rebate, or 2) participate in the full-service program. The full service HPWH program provides an end-to-end advisory and installation service to homeowners to switch from a gas water heater to a HPWH at a discounted price. The program also offers an on-bill financing option with 0% interest to lower the upfront cost to customers. As of March 7, 2024 over 300 people have contracted for a HPWH through the program, 266 through the full-service program and 57 through the rebate program. With the current pace of new signups, the City is on track to do around 250 to 300 installations per year, equivalent to about 25% of the water heaters replaced each year. On November 1, 2023 the State launched TECH Clean California, a statewide initiative designed to accelerate heat pump adoption. Homeowners statewide could receive incentives of $3,100 to $3,800 for HPWHs installed by TECH-certified contractors, which could be paired with local rebates like Palo Alto’s. The City was also able to incorporate this new incentive into the Full-Service HPWH program to lower the price of that program to $1,900. The City also added up to $1,500 in credits for site preparation work such as long conduit runs, relocation of the water heater, etc. Even though it lowered the program pricing, the City was still able to reduce the amount of incentive funding it committed to each installation due to the large State incentives provided. The City saved roughly $170,000 from November 1, 2023 through March 7, 2024 when the State incentive budget was exhausted. The improved pricing helped drive program participation. At least 60 customers who had previously dropped out of the program rejoined upon learning about the new incentives and more favorable pricing. The incentive also increased the percentage of people who signed a contract after initially signing up, rather than leaving the program. However, on March 7, the TECH Clean CA program announced that the funds had been Item 6
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fully expended. Available funds declined more rapidly than expected, likely due to the unexpected addition of multi-family central water heating to the program.
To avoid program disruption staff is devoting some of the $170,000 savings noted above to maintain the current program pricing until Council is able to act on this staff recommendation.
ANALYSIS
Cost of installation continues to be a key decision in whether to install a heat pump water heater over gas water heater.
To maintain the momentum of residents taking advantage of the full-service program staff is recommending pricing of $2,300 (for a standard 65 gallon HPWH) and an up to $1000 credit for site preparation measures.
To keep the rebate program competitive with the full-service program staff would like to change the rebate to be 55% of project costs up to a maximum of $3,500. These actions would require an additional $846,000 in funding to cover the remaining ~700 HPWH installations to meet the pilot program target of 1,000 HPWH.
Staff evaluated several alternatives, as shown in Table 1, below.
Table 1: Pricing Alternatives Considered and Budget Required Option Pricing (65 gallon HPWH) Funding Need
1: Return to original pricing $2,700, no site prep allowance None 2: Maintain Current Pricing $1,900 + $1,500 site prep allowance $1.63 million 3: Lower pricing + site
preparation credit
$2,300 + $1000 site prep allowance $850,000
4: Original pricing + site
preparation credit
$2,700 + $1000 site prep allowance $560,000
The following chart gives an example of how the revised pricing in the staff recommended alternative 3 would work for a participant in the full-service program. Assuming a 65-gallon HPWH with an up-front City-contracted cost of $7,561 and $1,000 in site preparation expenses, the $1,000 site preparation credit and the $5,261 in City discounts would yield a participant cost of $2,300. Most customers will also be eligible for a 30% federal tax credit (up to $2,000), which would result in a total customer cost of $1,610.
This is well below the average cost to install a conventional gas water heater, which is estimated at $2,000 or more. However, even the up-front price without the tax credit is competitive with a gas water heater. Since it may be difficult for many participants to psychologically factor in the tax credit when making decisions, staff believes it is important for the up-front cost to remain Item 6
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competitive. And those participants who would like to pay even less up-front can take advantage of the $1,200 on-bill financing loan and pay $1,100 up-front with a $20/month charge on their electric bill for five years, which staff expects to be partially or fully offset by utility bill savings from switching from gas to electricity.
FISCAL/RESOURCE IMPACT
Staff recommends an appropriation of $846,000 in the FY 2024 Electric Fund operating budget to fund the Advanced Heat Pump Water Heater Pilot Program, offset by a reduction of $846,000 from the Gas Fund’s Gas Cap and Trade Reserve, which is projected to be at $12.1 million at the end of fiscal year (FY) 2024 ($11.2 million after the proposed withdrawal, assuming program participants use the entire $846,000). New revenue for this reserve is expected to be $2 million to $3 million per year through FY 2029. The existing reserve, the new revenue, and other available funding sources like the Low Carbon Fuel Standard reserve and revenues and the Electric Utility Cap and Trade and Public Benefits reserves and revenues should provide enough funding for other decarbonization programs in addition to this program, even if this additional budget for the HPWH program is approved.
STAKEHOLDER ENGAGEMENT
Staff reviewed this proposal with the Council Ad Hoc Climate Protection Committee, which unanimously recommended approval. Staff continues to engage key stakeholders and S/CAP working group members about this program and other elements of our S/CAP implementation.
Communications and outreach continues to build community awareness about the benefits of the HPWH program, including recently sending a postcard to all households in Palo Alto.
Notable that as part of our digital advertising, interest and value in the program is highest when Item 6
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discussing savings to residents and taking actions to protect our planet. Program website can be found at www.cityofpaloalto.org/switch.
ENVIRONMENTAL REVIEW
Council’s approval of the Advanced Heat Pump Water Heater Program budget is not subject to CEQA review, as an administrative government activity that will not result in any direct or indirect physical change to the environment (CEQA Guidelines section 15378(b)(5)). Potential environmental impacts of the Advanced Heat Pump Water Heater Program were analyzed as part of the Sustainability and Climate Action Plan (S/CAP) Addendum to the Comprehensive Plan Environmental Impact Report. On June 5, 2023 (Staff Report #2303-1158) Council certified the Addendum, which found that the S/CAP programs would not result in any significant or substantially more severe effects beyond what was previously analyzed in the Comprehensive Plan EIR.
ATTACHMENTS
None.
APPROVED BY:
Dean Batchelor, Director of Utilities
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: April 15, 2024
Report #:2402-2583
TITLE
Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE-21000); CEQA Status – Exempt under CEQA Guidelines Section 15301
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C24189918, with BKF Engineers, to provide Professional Design and Engineering Services for a total amount not-to-exceed $109,583, including $99,621 for basic services and $9,962 for additional services.
BACKGROUND
Foothills Nature Preserve is composed of approximately 1,400 acres of open space and provides a wide variety of outdoor activities to the community. Since the preserve was opened to the general public in December 2020, visitation has increased which resulted in the need for several safety, access, and infrastructure improvements. These improvements include separating a path of travel between vehicles and pedestrians, protecting sensitive areas, and improving parking and signage. The project does not increase the capacity of the preserve but creates a safer environment and connections for visitors as well as protecting habitats.
Staff has developed a preliminary improvement plan that includes pedestrian pathways, expanded vehicle parking areas, curbs, fencing, crosswalks, speed humps, signage, curbs, new seating opportunities, and bike parking. In order to further develop and complete the overall preserve improvement plan and design, staff issued a Request for Proposals (RFP) for professional design and engineering services. The consultant will complete the concept improvement plan, present the plan to the Parks and Recreation Commission, develop construction documents, and provide construction administration services.
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ANALYSIS
An RFP was posted on OpenGov Procurement, the City’s eProcurement platform, and 2,975 vendors were notified. The solicitation period was posted for 22 days, and two proposals were received. The solicitation closed on January 10, 2024.
Table #1: Summary of Request for Proposal
Proposal Description
Foothills Nature Preserve Accessibility Plan
Professional Design and Engineering Services,
RFP No. 189918
Proposed Length of Project 18 months
Number of Vendors Notified 2,975
Number of Proposal Packages Downloaded 33
Total Days to Respond to Proposal 22 days
Pre-Proposal Meeting No
Number of Proposals Received 2
Proposal Price Range $99,621 to $115,300
Public Link to Solicitation https://procurement.opengov.com/portal/pa lo-alto-ca/projects/72713
The proposals were evaluated, and the two proposals were determined to be responsive to the criteria identified in the RFP. BKF Engineers was selected based on the quality and effectiveness of their proposal, the experience of their assigned project staff with similar projects, prior record of performance with the City, and their ability to provide future services. Additionally, their cost for basic services ($99,621) was slightly lower than the other proposal received. No interviews were conducted for this evaluation.
Staff recommends approval of Contract No. C24189918 (Attachment A) with BKF Engineers. The term of the contract is through December 31, 2025.
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Program Foothills Nature Preserve Improvements project (PE-21000).
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STAKEHOLDER ENGAGEMENT
In August 2023, staff presented the preserve access and infrastructure improvements preliminary plan to the Parks and Recreation Commission (PRC) to obtain feedback1. PRC Ad Hoc Committee meetings were also held to collect input on the preliminary plan. Services under this contract will include further meetings with the PRC in the process of developing the final design.
Additionally, staff has started the process for a minor Architectural Review Board (ARB) review.
Further design to be developed as part of this contract will be used to continue the ARB review and approval process.
ENVIRONMENTAL REVIEW
The proposed project is exempt from the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301 (minor improvements to existing facilities).
ATTACHMENTS
Attachment A: BKF Engineers Contract No. C24189918
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
1 Parks and Recreation Commission, August 22, 2023; Agenda Item #3 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas-minutes/parks-and- recreation-commission/agendas-minutes/2023-agendas-and-minutes/8-aug/parks-and-recreation-commission- staff-report-foothills-draft-improvement-project-8-22-23-final.pdf Item 7
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CITY OF PALO ALTO CONTRACT NO. C24189918
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND BKF ENGINEERS, INC.
This Agreement for Professional Services (this “Agreement”) is entered into as of the 8th day of April, 2024 (the “Effective Date”) , by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and BKF ENGINEERS , a California corporation, located at 2100 Franklin Street, Suite 4C, Oakland, CA 94612 (“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference:
RECITALS
A. CITY intends to improve accessibility at the Foothills Nature Preserve (the “Project”) and desires to engage a consultant to provide professional design and engineering 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 December 31, 2025 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 sp ecified in this 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.
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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 Ninety-Nine Thousand Six Hundred Twenty-One Dollars ($99,621.00). 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.
Optional Additional Services Provision (This provision applies only if checked and a not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.)
In addition to the not-to-exceed compensation specified above, CITY has set aside the not- to-exceed compensation amount of Nine Thousand Nine Hundred Sixty-Two Dollars ($9,962.00) for the performance of Additional Services ( as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C , shall not exceed One Hundred Nine Thousand Five Hundred Eighty-Three Dollars ($109,583.00), as detailed in Exhibit C.
“Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A . CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional S ervices in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this S ection. Additional Services , if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4 .
CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement.
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SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the S ervices 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 applicabl e 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 resp onsible 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 c hange order markup cos ts, or costs arising from delay caused by the 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 P roject 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 S ervices requested by CITY under this Agreement.
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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 wi ll 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 re lated 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 C ity 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, succes sors, executors, administrators and assignees of the parties.
SECTION 12. SUBCONTRACTING.
Option A: No Subcontractor: 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.
Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcon tractors authorized by CITY to perform work on this Project are:
Callandar Associates – Landscape Architect
CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors . CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors . CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Cuong Tran, Phone:
650-482-6362, Email: [email protected] as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execut ion of the Services and represent CONSULTANT during the day- to-day performance of the Services. If circumstances cause the 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7
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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 Megha Bansal , Public Works Department, Engineering Services Division, 250 Hamilton Avenue, Palo Alto, CA 94301, Telephone: 650-329-2693. 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 1 4. OWNERSHIP OF MATERIALS . 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 form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the C ity Manager or designee. 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.
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 records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). 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.
SECTION 16. INDEMNITY.
[Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all third party 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”) to the extent that such Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of defense costs exceeding CONSULTANT’s proportionate percentage of fault as determined by the final judgment of a court of competent jurisdiction.
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[Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, 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 othe r 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 office rs, 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 2 9.4 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7
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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 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 ten (10) 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 wi ll 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 (Ownership of Materials), 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 (Ownership of Materials).
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 S ervices 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7
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certified mail, addressed as follows:
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 P roject 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 S ection 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, pregna ncy, 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7
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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 t he 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, C ONSULTANT shall comply with the following Zero Waste requirements:
(a) All printed materials provided by CONSULTANT to C ITY 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 C ONSULTANT 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 Cit y, 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 S ection shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.
SECTION 2 6. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS.
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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.
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 Agreeme nt 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 S ection 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 confidentia lity obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY.
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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 Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect.
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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 A-1 PROFESSIONAL SERVICES TASK ORDER
EXHIBIT B: SCHEDULE OF PERFORMANCE
EXHIBIT C: COMPENSATION
EXHIBIT C-1: SCHEDULE OF RATES
EXHIBIT D: INSURANCE REQUIREMENTS
APPENDIX A: ACCESSIBILITY PLAN SCHEMATIC
THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.
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CONTRACT No. C24189918 SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
__________________________
City Attorney or designee
BKF ENGINEERS
Officer 1
By:_____________________________
Name:___________________________
Title:____________________________
Officer 2
By:______________________________
Name:___________________________
Title:____________________________
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Brian Scott, VP
Jean Chen, CFO
CFO
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “ SCOPE OF SERVICES”.
PROJECT DESCRIPTION
Foothills Nature Preserve located in Palo Alto is composed of 1,400 acres and provides a wide variety of outdoor activities to the community. Increased use of the park in the past few years has created conflicts between vehicles and pedestrians. As a means of providing clear and separated paths of travel, an initial review was conducted by City staff and the Parks and Recreation Commission (PRC) Ad Hoc committee.
The goal of this project is to further develop and complete the overall preserve accessibility plan as well as implementation of the plan.
SCOPE OF WORK
The CONSULTANT shall complete the following tasks:
1. Complete the overall park accessibility concept plan
2. Review and present the plan to the Parks and Recreation Commission
3. Develop the construction plan documents, written specifications and cost estimate based on the concept plan
4. Construction administration
TASK 1: Work Plan
Prior to embarking on the tasks to be performed under this Scope of Work, the CONSULTANT shall meet with CITY staff to finalize a detailed work scope and schedule and identify all information to be provided by CITY staff.
Meetings to Include:
• CITY staff review meeting of scope and schedule
Deliverables:
• Updated scope and schedule
TASK 2: Completion of Accessibility Plan
The CONSULTANT shall work with CITY staff and the Parks and Recreation Commission to complete the development of the accessibili ty plan for the full preserve. CONSULTANT shall revise plan as necessary per comments received from CITY staff and PRC.
Accessibility Plan to include:
• All new pedestrian pathways (mostly following existing grades) • Expanded vehicle parking areas
• Locations of new cross walks and speed humps (and associated signage) • Lake side parking on turn around
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• New seating opportunities
• New bike parking
• Installation of traffic control devices (curbs and split rail fence)
Meetings to Include:
• (1) Site Meeting with Staff and PRC Ad Hoc
• (2) Staff Review Meeting of Concept Plan
• (2) Parks and Recreation Commission Ad Hoc
• (1) Full Parks and Recreation Commission Meeting
Materials to be provided by CITY:
• Current accessibility plan schematic (dev eloped by CITY staff and PRC) – see Appendix A – Accessibility Plan Schematic
• AutoCAD survey of preserve
• Preserve usage data
Deliverables:
• A 42” x 30” rendered plan of all project elements
• Cost Estimate of Proposed Scope
• PowerPoint presentation for PRC Meeting
TASK 3: Bid/Construction Document Package
Upon approval of the concept plan, the CONSULTANT shall produce construction plans, written specifications, and cost estimate of the proposed scope of work. Plan package to include all relevant plans and details for bidding and construction purposes.
Meetings to Include:
• (2) CITY staff review meetings
Materials to be provided:
• City Standard Details and Specifications
Deliverables:
• Bid/Construction Plan Package
• Written Specifications
• Update Cost Estimate of Proposed Scope
TASK 4: Bid/Construction Administration (Hourly – Not to Exceed 30 hours) Upon completion of the bid/construction package, the CONSULTANT shall assist the CITY with bid questions and provide construction administrative services for the project.
Meetings to Include:
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• (1) Kick Off Construction Meeting
• (2) On Site Construction review meetings
Materials to be provided:
• Results of the Bid
Deliverables:
• Answers to Bid Questions
• RFI and Submittal Responses (if needed)
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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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 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.
Milestones
Completion
Number of Days/Weeks (as specified below)
from NTP
1. Work Plan 2 Weeks
2. Completion of Accessibility Plan 8 Weeks
3. Bid/Construction Document Package 12 Weeks
4. Bid/Construction Administration 20+ Weeks
Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on- call agreements per Section 1 or agreements with Additional Services per Section 4.)
The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement.
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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 calculated based on the rate schedule attached as E xhibit C-1 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 th e 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 S ervices, 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.
BUDGET SCHEDULE
TASK NOT TO EXCEED AMOUNT
Task 1
(Work Plan)
$13,901.00
Task 2
(Completion of Accessibility Plan)
$24,289.00
Task 3
(Bid/Construction Document Package)
$54,490.00
Task 4
(Bid/Construction Administration (Hourly - Not to Exceed 30 Hours))
$6,441.00
Sub-total for Services $99,121.00
Reimbursable Expenses (if any) $500.00
Total for Services and Reimbursable Expenses $99,621.00 Additional Services (if any, per Section 4) $9,962.00
Maximum Total Compensation $109,583.00
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.
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Reimbursable expenses, if any are specified as reimbursable under this section , will be reimbursed at actual cost. The expenses (mileage for travel to and from the site ) for which CONSULTANT will be reimbursed are up to the not-to-exceed amount of: $500.00.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates is as follows:
BKF Engineers:
Title
Hourly
Rate
Principal $302
QA/QC Manager $273
Project Manager $260
Design Engineer $170
Graphics Coordinator $122
Callandar
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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
$1,000,000
$1,000,000
$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
$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 EMAIL: [email protected]
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 ADDITIONAL INSUREDS.
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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 SENT TO THE FOLLOWING EMAIL:
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Pathway and Parking Area Improvement Plan
NOTES:
1. New pathways shall
follow the existing site
grades. Therefore,
excavation/grading for this
project will not exceed 10
cubic yards and pathway
grades will vary.
2. Trees will not be
impacted by the site work.
Refer to sheet T-1 for tree
protection measures during
construction.
Bike Parking
Foothills Nature Preserve - 11799 Page Mill Rd, Los Altos Hills, CA 94022 Top of Hill Parking
Exhibit Area
Speed Humps
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: April 15, 2024
Staff Report: 2312-2472
TITLE
Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not-To-Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or designee to execute a blanket purchase order with Eaton Cooper, not to Exceed $750,000 per year, for a total not- to-exceed amount of $5,250,000 for a period of 7 years.
BACKGROUND
Utilities purchases 15 kV oil insulated pad mounted switches for replacing old, failed switches and for all its on-going electric distribution projects, including Grid Modernization. The oil insulated pad mounted switches are an integral part of the electric distribution system.
Reliability of electric distribution system depends on the quality of equipment and its durability.
Utilities is responsible for maintenance and replacement of these switches as needed.
Whenever a switch needs to be replaced, due to failure or changes being made to the distribution system, it is necessary to install a switch that has a similar footprint to reduce outage time and avoid costly modification to the existing substructures. Having a single manufacturer for the switches results in less training for personnel to maintain the equipment and reduces maintenance of spare inventory stock. There have been authorized blanket purchase orders with suppliers of Eaton Cooper for oil insulated pad mounted switches over 15 years.
Solid dielectric switches are new and manufactured based on the latest technology available in the market. Though these switches are relatively expensive compared to oil insulated switches, they are more reliable and maintenance free, which will be beneficial in reducing outages and maintenance costs. Utilities staff is considering installing some of these switches at strategic locations as a pilot program. If found suitable, Utilities staff will move forward with replacing Item 8
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all outdated switches with new solid dielectric switches.
Utilities staff will require switches for capital improvement projects (CIP) as well as for upcoming electric grid modernization projects. As a result, staff is requesting authorization to set the purchase limit at $750,000 per fiscal year based on historical expenditures and future projects.
ANALYSIS
The Utilities Department electric division is upgrading its existing electric distribution system to support the Electric Grid Modernization project. This purchase order authorization would allow staff to procure an additional number of Oil Insulated Pad Mounted Switches and more modern Solid Dielectric Switches for Electric Grid Modernization and for on-going CIP projects. By authorizing the blanket order to Eaton Cooper (attached as Attachment C), the Utilities will be able to purchase both types of switches directly from Eaton Cooper, the original equipment manufacturer, and will save approximately $2,710,000 (combined for oil insulated and solid dielectric switches) during the 7-year period.
Selecting and procuring switches from Eaton Cooper will ensure continued progress on Utilities’ capital improvement and electric grid modernization projects in a timely fashion. Based on the City’s consultant’s assessment, the City would need 10-15 switches per year for the next 7 years for scheduled grid modernization capital project. The grid modernization and on-going Capital Improvement projects require replacing the existing outdated switches that have exceeded their life spans and can fail without notice as well as adding additional capacity in the electric system requiring the installation of additional switches. The City will install new pad mounted switches at strategic locations as part of the electric grid modernization that will help the City optimize switching operations, reduce system outage time and improve reliability of the electric distribution system.
Procurement Process
The City Manager has approved a 10-year standardization for oil insulated pad mounted switches and solid dielectric switches under Palo Alto Municipal Code (PAMC) sections
2.30.360(e) and 2.30.900. It is the City’s practice for equipment standardization to be valid for a period of 10 years; prior to expiration, staff will review whether the standardization should be maintained or changing equipment will have added benefit.
Utilities engineering staff have reviewed drawings from different providers that supply this type of equipment. After review, the equipment from these providers either do not meet required specifications for the Palo Alto system needs or cannot be installed on the existing pads without requiring modification to the existing substructure. Matching existing materials or equipment is required for proper and efficient operation of the electric distribution system.
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The City Manager has approved an exemption from competitive solicitation for the purchase of this equipment, per PAMC 2.30.360(d), as the equipment is available through a single provider.
Formal solicitations have been done in the past 10 years with Eaton Cooper being awarded the blanket orders. Utilities Engineering staff will present bi-annual cost comparisons and potential savings among different vendors to Council.
FISCAL/RESOURCE IMPACT
Funding for the first-year purchase of switches is available in the FY 2024 budget under EL- 24000 Electric Grid Modernization project. Staff compared pricing from distributor and manufacturer and found a cost savings of $802,000 and $1.91 Million over the span of 7 years, as shown in Attachments A and B. Funding for contract years two through seven are contingent upon Council appropriation and approval of funds through the annual budget process. The total value of this procurement over seven (7) years will not exceed $5,250,000.
STAKEHOLDER ENGAGEMENT
There was no need for stakeholder engagement since this is an internal process.
ENVIRONMENTAL REVIEW
Council action on this item is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15301 and 15302 of the California Code of Regulations because purchasing switches for grid maintenance, repair, and modernization involves the repair and maintenance of existing facilities.
ATTACHMENTS
Attachment A: Cost Comparison of Oil Switches Between Manufacturer and Distributor Attachment B: Cost Comparison of Solid Dielectric Switches Between Manufacturer and Distributor
Attachment C: Blanket Purchase Order 4624000105
APPROVED BY:
Dean Batchelor, Director of Utilities
Staff: Mohammad Fattah, Electric Engineering Manager
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Cost Comparison (Eaton & Anixter) - Attachment "A"- March 21, 2024 Eaton Anixter
Item # Pad Mounted Switch Configuration With & Without VFIs Unit Cost $ Unit Cost $ Estimated Qty/Year Difference - $ Est. Qty. Savings $ % Savings 1 4-Way Switch with 4-600 Amps Switch & no VFI 50,220.00 58,395.00 3 8,175.00 3 24,525.00 16.28 2 4-Way Switch with 3-600 Amps Switch & 1-200 Amps VFI 63,542.00 73,886.00 1 10,344.00 1 10,344.00 16.28 4 4-Way Switch with 3-600 Amps Switch & 1-400 Amps VFI Not Quoted 73,943.00 1 - 1 - - 5 4-Way Switch with 3-600 Amps Switch & 1-600 Amps VFI 63,591.00 73,943.00 1 10,352.00 1 10,352.00 16.28 6 4-Way Switch with 2-600 Amps Switch & 2-400 Amps VFIs Not Quoted 79,638.00 1 - 1 - - 7 4-Way Switch with 2-600 Amps Switch & 2-200 Amps VFIs 67,697.00 78,717.00 4 11,020.00 4 44,080.00 16.28 8 4-Way Switch with 2-600 Amps Switch & 2-600 Amps VFIs 68,489.00 Not Quoted - - - 9 3-Way Switch with 3-600 Amps Switch & no VFI 44,141.00 51,326.00 1 7,185.00 1 7,185.00 16.28 10 3-Way Switch with 2-600 Amps Switch & 1-200 Amps VFI 55,847.00 64,938.00 1 9,091.00 1 9,091.00 16.28 11 3-Way Switch with 2-600 Amps Switch & 1-400 Amps VFI Not Quoted 64,996.00 1 - 1 - - 12 3-Way Switch with 2-600 Amps Switch & 1-600 Amps VFI 55,897.00 64,996.00 1 9,099.00 1 9,099.00 16.28 Estimated Quantities/Year 15
Estimated Savings for 1 Year 114,676.00
Estimated Savings for 7 Years 802,732.00
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Attachment A - Cost Comparison of
Oil Switched Between Manufacturer
and Distributor-March 21, 2024
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Cost Comparison of Solid Dielectric Switches (Pad Mounted) - Attachment "B"- March 21, 2024
EATON/COOPER
Item # Pad Mounted Switches (Above Ground): Estimated Qtys. EATON Anixter Unit Cost in $ Unit Cost in $ Percentage Savings Total Savings/Year $ 1 4-Way Switch with 2-600 Amps switches & 2-400 Amps VFIs 1 101,350.00 123,597.00 21.95 22,247.00 2 4-Way Switch with 2-600 Amps switches & 2-200 Amps VFIs 4 101,350.00 123,597.00 21.95 88,988.00 3 4-Way Switch with 3-600 Amps switches & 1-400 Amps VFI 1 93,805.00 114,396.00 21.95 20,591.00 4 4-Way Switch with 3-600 Amps switches & 1-200 Amps VFI 1 93,085.00 114,396.00 22.89 21,311.00 5 4-Way Switch with 4-600 Amps switches & no VFI 3 86,830.00 105,890.00 21.95 57,180.00 6 3-Way Switch with 2-600 Amps switches & 1-200 VFI 1 77,655.00 94,701.00 21.95 17,046.00 7 3-Way Switch with 3-600 Amps switches & No VFI 2 70,110.00 85,500.00 21.95 30,780.00 8 2-Way Switch with 1-600 Amps switch & 1-200 Amps VFI 2 53,000.00 60,859.00 14.83 15,718.00 Total Estimated Switches/Year 15 273,861.00
Total Savings in 7 Years 1,917,027.00
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Attachment B - Cost Comparison of
Solid Dielectric Switches Between
Manufacture and Distributor
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Quote # 23551937 Valid from 3/11/2024 to 12/29/2024
See Staff Report 2312-2472 date April 15, 2024
0010 Purchase and delivery Pad Mntd Switches 750,000 USD 1.00 750,000.00 Purchase and delivery of 15KV, Oil insulated, Dead-front, Single-Sided,Pad Mounted Vaccum Switches with & without Vaccum Fault Interrupters (VFIs) as needed.
This is the 1st year of an approved 7 year Standardization and Sole Source.
Reference pricing as quoted for the 1st year of the contract below:
Item 1:4-Way Switch w/ 4-600 Amps Switch & no VFI - $50,220 EA Item 2:4-Way Switch w/ 3-600 Amps Switch & 1-200 Amps VFI - $63,542 EA
Item 3:4-Way Switch w/ 3-600 Amps Switch & 1-600 Amps VFI - $63,591 EA
Item 4:4-Way Switch w/ 2-600 Amps Switch & 2-200 Amps VFIs - $67,697 EA
Item 5:4-Way Switch w/ 2-600 Amps Switch & 2-600 Amps VFIs - $68,489 EA
Item 6:3-Way Switch w/ 3-600 Amps Switch & no VFI - $44,141 EA Vendor Address
COOPER POWER SYSTEMS
1319 E. LINCOLN AVE
WAUKESHA WI 53186
Tel: 800-538-5025 Fax: 770-268-7006
Bill To:
Utilities Engineering
City of Palo Alto
1007 Elwell Court
Palo Alto CA 94303
Ship To:
Utilities Engineering
City of Palo Alto
1007 Elwell Court
Palo Alto CA 94303
Item Material/Description Quantity UM Unit Price Target $ Value ______________________________________
Chief Procurement Officer
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.
DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment.
INVOICE - A separate invoice is required for each order. Send to address indicated above.
City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Blanket Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING
PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number 4624000105
Date 02/27/2024
Vendor No. 100284
Payment Terms Payment Due 30 days
FOB Point F.O.B Destination
Ship via Vendor to ship bestway
Term 02/27/2024 - 06/30/2024
Buyer/Phone Renee Howard / 650-496-5900
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER
ARRANGEMENTS ARE INDICATED HEREIN
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Purchase Order
4624000105
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Item 7:3-Way Switch w/ 2-600 Amps Switch & 1-200 Amps VFI - $55,847 EA
Item 8:3-Way Switch w/ 2-600 Amps Switch & 1-600 Amps VFI - $55,897 EA
Lead times 45 wks
Price shall be adjusted by a percentage equal to the change in the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco-Oakland- San Jose area, published by the United States Department of Labor Statistics (CPI) which is published most immediately preceding the commencement of the applicable Additional Term, which shall be compared with the CPI published most immediately preceding the commencement date of the then expiring term. Notwithstanding the foregoing, in no event shall CONTRACTOR#s compensation rates be increased by an amount exceeding five percent of the rates effective during the immediately preceding term. Any adjustment to CONTRACTOR#s compensation rates shall be reflected in a written amendment to this Agreement.
NOT TO EXCEED ESTIMATED VALUE: $750,000.00 for the period April 15, 2024 through June 30, 2024
ALL INVOICES MUST REFERRENCE THE BLANKET ORDER NUMBER.
PM: Gopal Jagannath x3138 [email protected] NOT TO EXCEED $750,000
Vendor Address
COOPER POWER SYSTEMS
1319 E. LINCOLN AVE
WAUKESHA WI 53186
Tel: 800-538-5025 Fax: 770-268-7006
Bill To:
Utilities Engineering
City of Palo Alto
1007 Elwell Court
Palo Alto CA 94303
Ship To:
Utilities Engineering
City of Palo Alto
1007 Elwell Court
Palo Alto CA 94303
Item Material/Description Quantity UM Unit Price Target $ Value ______________________________________
Chief Procurement Officer
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.
DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment.
INVOICE - A separate invoice is required for each order. Send to address indicated above.
City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Blanket Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING
PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number 4624000105
Date 02/27/2024
Vendor No. 100284
Payment Terms Payment Due 30 days
FOB Point F.O.B Destination
Ship via Vendor to ship bestway
Term 02/27/2024 - 06/30/2024
Buyer/Phone Renee Howard / 650-496-5900
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER
ARRANGEMENTS ARE INDICATED HEREIN
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Purchase Order
4624000105
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-------------------------
Sub-Total 750,000.00
*** ORDERING VIA EMAIL ***
**** PRICE HAS BEEN QUOTED ****
Vendor Address
COOPER POWER SYSTEMS
1319 E. LINCOLN AVE
WAUKESHA WI 53186
Tel: 800-538-5025 Fax: 770-268-7006
Bill To:
Utilities Engineering
City of Palo Alto
1007 Elwell Court
Palo Alto CA 94303
Ship To:
Utilities Engineering
City of Palo Alto
1007 Elwell Court
Palo Alto CA 94303
Item Material/Description Quantity UM Unit Price Target $ Value ______________________________________
Chief Procurement Officer
Total 750,000.00
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.
DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment.
INVOICE - A separate invoice is required for each order. Send to address indicated above.
City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Blanket Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING
PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number 4624000105
Date 02/27/2024
Vendor No. 100284
Payment Terms Payment Due 30 days
FOB Point F.O.B Destination
Ship via Vendor to ship bestway
Term 02/27/2024 - 06/30/2024
Buyer/Phone Renee Howard / 650-496-5900
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER
ARRANGEMENTS ARE INDICATED HEREIN
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Purchase Order
4624000105
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Office of Emergency Services
Meeting Date: April 15, 2024
Report #:2403-2810
TITLE
Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On-Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to execute Contract No. C24189405 with Tetra Tech, Inc. to provide on call Emergency Management Support Services in support of the Office of Emergency Services for a term of six years and a in a total amount not-to-exceed $300,000.
BACKGROUND
The Office of Emergency Services provides the emergency management function for the City, including coordination among city departments as well as among the community at large. OES provides a framework that promotes mitigation, preparedness, response and recovery efforts across the range of hazards that face the City. In order to fulfill this mission OES uses professional services to augment the limited staffing available within our office. This allows us to add depth and breadth across the wide range of functionality within the emergency management field. In the past OES has used these types of services to assist in developing emergency management plans, supporting table-top and functional exercises, providing staff training and generating recommendations for continual improvement.
ANALYSIS
A request for proposals (RFP) was posted on OpenGov Procurement, the City’s eProcurement platform, and service providers were notified. The solicitation period was posted for 21 days, and seven proposals were received. One proposal was deemed non-responsive. The solicitation closed on November 15, 2023.
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Table #1: Summary of Request for Proposal
Proposal Description
Emergency Management Support
Services
RFP No. 189405
Proposed Length of Project 3 years, plus 3 optional years Number of Service providers Notified 2854
Number of Proposal Packages Downloaded 34
Total Days to Respond to Proposal 21 days
Pre-Proposal Meeting No
Number of Proposals Received 6
Proposal Price Range $59,997 to $299,183.97
Public Link to Solicitation https://procurement.opengov.com/p ortal/palo-alto-ca/projects/65777
A panel evaluated the six proposals determined to be responsive to the criteria identified in the RFP. After the evaluation, Tetra-Tech, Inc. was selected because of the quality and effectiveness of their services, the experience of their assigned staff, and their ability to provide future services. Additionally, staff evaluated the proposed cost structure for the quoted services, which was lower, than that of other proposals. These evaluation results are also supported by the prior record of performance with the City. Staff recommends approval of Contract No. C24189405 (Attachment A), with Tetra-Tech, Inc.
FISCAL/RESOURCE IMPACT
Funding is available for this contract in the OES departmental budget.
STAKEHOLDER ENGAGEMENT
Stakeholder engagement is not needed for this internal facing departmental contract.
ENVIRONMENTAL REVIEW
The recommendation in this report does not constitute a project requiring review under the California Environmental Quality Act (CEQA), since it can be seen with certainty that there will be no significant effect on the environment from these professional services.
ATTACHMENTS
Attachment A: City of Palo Alto Contract No. C24189405 Agreement for Professional Services Between the City of Palo Alto and with Tetra Tech, Inc.
APPROVED BY:
Ken Dueker, Director Office of Emergency Services
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Professional Services
Rev. Dec.15, 2020
CITY OF PALO ALTO CONTRACT NO. C24189405
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND TETRA TECH, INC.
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of April 2024 (the “Effective Date”) , by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and TETRA TECH, INC , a Delaware Corporation, located at 3475 East Foothill Boulevard, Pasadena, California 91107 (“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 emergency management planning (the “Project”) and desires to engage a consultant for ongoing emergency management planning support 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 S ervices 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.
Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.)
CITY may elect to, but is not required to, authorize on -call Services up to the maximum compensation amount set forth in Section 4 (Not to Exceed Compensation).
CONSULTANT shall provide on -call Services only by advanced, written authorization from CITY as detailed in this Section. On-call Services, if any, shall be authorized by CITY, as needed, with a Task Order assigned and approved by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A -1 entitled “PROFESSIONAL SERVICES TASK ORDER”.
Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement.
DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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C24189405 Tetra Tech, Inc
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Professional Services
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Compensation for on-call Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully exec uted Task Order shall become part of this Agreement. The cumulative total compensation due to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on -call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for any on-call Services are subject to all requirements and restrictions in this Agreement.
SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through March 31, 2030 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 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 Three Hundred Thousand Dollars ($300,000). 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. Any change to the maximum total compensation amount must be mutually agreed to by the parties and incorporated into an amendment to this Agreement.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly 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 1 3 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice.
DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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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 professio nal 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 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 P roject 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 Agre ement.
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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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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 wit hout 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.
No Subcontractor: 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 Bart Spencer 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 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 Nathaniel Rainey, Office of Emergency Service s Coordinator, 250 Hamilton Avenue Palo Alto, CA , zip code: 94301, Telephone: (650) 617-3197. 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 1 4. OWNERSHIP OF MATERIALS . 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 form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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Scope of Services.
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 records pertaining to matters covered by this Agreement , including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). 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.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, 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 act and/or omissions caused by the negligent performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement.
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 2 9.4 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 parti al 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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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 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 who le or in part, or terminate this Agreement, with or without cause, by giving ten (10) 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 (Ownership of Materials), 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 (Ownership of Materials).
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; pr ovided, 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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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:
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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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identity, age, religion, disability, national origin, ancestry, sexual orientati on, 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 r elating 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 American s 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 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, C ONSULTANT shall comply with the following Zero Waste requirements:
(a) All printed materials provided by CONSULTANT to C ITY 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 C ONSULTANT 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 par ticular, 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.
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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 2 6. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC 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 Agreeme nt 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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intangible, provided or otherwise made available to CONSULTANT by CITY, d irectly 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 confidentia lity obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the 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 requ irements 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 amo unt 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9
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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 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 A-1 PROFESSIONAL SERVICES TASK ORDER
EXHIBIT B: SCHEDULE OF PERFORMANCE
EXHIBIT C: COMPENSATION
EXHIBIT C-1: SCHEDULE OF RATES
EXHIBIT D: INSURANCE REQUIREMENTS
THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.
CONTRACT No. C24189405 SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written.
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CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
__________________________
City Attorney or designee
TETRA TECH, INC.
Officer 1
By:
Name: Jonathan Burgiel
Title: Division President
Officer 2
By:
Name: Preston Hopson
Title: Senior Vice President, General Counsel
and Secretary
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”.
1. Description.
CONSULTANT will provide services across a wide range of emergency management functions with an emphasis on developing and revising emergency plans, conducting emergency management training, and providing emergency management exercise support.
CONSULTANT must 1) sign a non-disclosure agreement (NDA) with the City and 2) pass a police background check (have no felony convictions, etc.)
2. Work Categories.
The major categories of work are divided into the requirements below. All requests for these services will be made on a task order basis (Exhibit A-1) issued by Office of Emergency Services (OES). All task orders will include one or more of these tasks and requirements.
Task A. Emergency Management Planning. Assist in developing functional annexes, hazard annexes, and other related documents for the Emergency Operations Plan (EOP). Research, write, revise and update plans and procedures.
Review/Update Current City Emergency Operations Plan (including) • Planning Steps/Phases
• Proposed timeline
• Integration of recent California legislative requirements
Additionally, provide other emergency management planning support when requested that could include:
• Functional / Hazard Annexes: Debris Management, Mass Care and Shelter • Emergency Operations Center Standard Operating Procedures Update • Pre-Disaster Recovery Plan and ordinance
• Additional emergency management planning efforts as identified by project manager
Work with various departments and agencies as directed by City, incorporating feedback and concurrence from all primary and support agencies.
It is important to note that for each of these plans, there are a number of established documents that can be used as a starting point. The CITY expects to request CONSULTANT’s assistance modify CITY’S plans to incorporate standard functional annexes that support hazard annexes. Additionally, the CITY project manager will provide additional guidance as to the level of planning required.
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Task B. Emergency Management Training and Exercise Support. Conduct Emergency Operations Center (EOC) related standardized training in support of City of Palo Alto EOC staff, and department operations center staffs.
CONSULTANT may be requested to handle all administrative details of each exercise, provide a facilitator and support staff to execute the sessions and develop an after-action report after each individual exercise.
• Projects may include facilitation of staff / partner agency seminars, workshop discussions, tabletop exercises, functional exercises.
• Support in the development of protocols, tools, and templates. • Other training needs as requested.
Task C. General Support Services. CONSULTANT will provide support services as needed by the City of Palo Alto. This may include a range of tasks in the emergency management field such as:
• Research and Evaluation of Capabilities and Best Practices from Training, Planned Events, and Community Emergencies
• Prove technical expertise to anticipated or actual emergency incidents. • Conducting organizational, capability, and resource assessments.
EXHIBIT A-1
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PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of this
Task Order and warrant that I have authority to
sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services according to the schedule set forth in each task order.
Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on -call agreements per Section 1 o r agreements with Additional Services per Section 4.)
The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement.
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