Palo Alto City Council
September 9, 2024

Regular Meeting
May 13, 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 Recognizing Public Employees and City Service Accomplishments and Acknowledging National Public Service Recognition Week: May 5-11, 2024

NO ACTION

2. Proclamation Recognizing National Police Week - May 12-18, 2024 and National Peace Officers' Memorial Day May 15, 2024

NO ACTION
Study Session

3. FY 2025 Proposed Operating and Capital Budget - Finance Committee Update and Council Budget Discussion

NO ACTION
Consent Calendar
Council Member Kou requested to Pull Agenda Item Number 9.

Council Member Kou registered a no vote on Agenda Item Number 9.

Council Member Tanaka registered a no vote on Agenda Item Number 7-8.

Docusign Envelope ID: D20996E8-3117-44A4-9C2B-51197E5F0737 Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/13/2024
MOTION: Vice Mayor Lauing moved, seconded by Council Member Lythcott-Haims to approve Agenda Item Numbers 4-10.

MOTION PASSED ITEMS 4-6, 10: 7-0
MOTION PASSED ITEMS 7-8: 6-1, Tanaka no
MOTION PASSED ITEM 9: 6-1, Kou no

4. Approval of Minutes from April 29, 2024 Meeting

5. Adoption of a Resolution Vacating an Easement at 1020 East Meadow Circle

6. Adoption of a Resolution Vacating an Easement at 1036 East Meadow Circle

7. Approval of Amended and Restated Rental Agreement C20175026A with JC Decaux San Francisco, LLC, in the Amount Not-to-Exceed $685,655 for a Five-year Term to Provide the Rental and Servicing of a single Automated Public Toilet with an option to extend for another Five-year term from the Termination date; CEQA Status - Exempt Under CEQA Guidelines Sections 15301 and 15302

8. Approval of a Professional Services Contract Number C24187280 With 3Di in a Not -to Exceed Amount of $443,256 to Provide Rental Registry Program Software Solutions and Professional Services for a Term of Four-Years; CEQA Status – Not a project.

9. CONSENT/Legislative: Amendments to Palo Alto Municipal Code (PAMC) Chapter 2.27, Historic Resources Board, Section 2.27.010 to Reduce Required Members from Seven to Five, Reduce the Required Number of Professionals from Three to Two, and Expand the Professional Fields Con sistent with Certified Local Government (CLG) Requirements for Historic Resources Boards; and to PAMC Section 2.27.030 (a) and (b) to Reduce Regular Meetings to Once per Month and Reduce the Size of a Local Quorum to Three Members

10. Removal of Committee Member from the Storm Water Management Oversight Committee; CEQA Status – Not a Project

Action Items

11. 2501 Embarcadero Way [22PLN-00367]: Request for Council Approval of a Site and Design Application to Allow the Construction of a Local Advanced Water Puri fication System at the Regional Water Quality Control Plant (RWQCP). A Design Enhancement Exception to Allow for a Taller Screening Wall is Also Requested. Environmental Assessment: Council Previously Adopted an Addendum to the 2015 Environmental Impact Report (EIR) for the City of Palo Alto Recycled Water Project. Zone District: PF (D) (Public Facility with Site and Design Combining District).

Docusign Envelope ID: D20996E8-3117-44A4-9C2B-51197E5F0737 Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/13/2024
MOTION: Council Member Veenker moved, seconded by Vice Mayor Lauing to:

1. Consider the previously adopted addendum to the City of Palo Alto Recycled Water Project EIR, provided in Attachment H; and,

2. Approve the draft Record of Land Use Action (RLUA) approving the request for Site and Design Review as well as the requested Design Enhancement Exception based on findings and subject to conditions of approval.

MOTION PASSED: 7-0

12. Discussion and Direction Regarding the City Council Procedures and Protocols Handbook - Annual Discussion as Recommended by the Policy & Services Committee MOTION: Vice Mayor Lauing moved, seconded by Council Member Lythcott-Haims to direct staff to shift Boards and Commissions recruitment process to twice a year at a time to be worked out by the City Clerk and evaluate Boards and Commissions Workplans schedule and present back to the City Council on Consent.

MOTION PASSED: 7-0

MOTION SPLIT FOR THE PURPOSE OF VOTING
MOTION: Vice Mayor Lauing moved, seconded by Mayor Stone to amend the City Council Procedures and Protocols Handbook , effective immediately and to be implemented at the next meeting:

1. Remote participation is not offered during General Public Comment (on items not on the agenda) during City Council meetings.

MOTION PASSED: 5-2, Kou, Tanaka no
MOTION: Vice Mayor Lauing moved, seconded by Mayor Stone to amend the City Council Procedures and Protocols Handbook, effective immediately and to be implemented at the next meeting:

1. General Public Comment (on items not on the agenda) is heard for 30-minutes and to move additional public comments to the end of the agenda.

MOTION PASSED: 7-0

Docusign Envelope ID: D20996E8-3117-44A4-9C2B-51197E5F0737 Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/13/2024
MOTION: Council Member Burt moved, seconded by Council Member Lythcott-Haims to update the City Council Procedures & Protocols Handbook to:

1. When Council Members vote no on Consent Calendar Items, they have up to 3 -minutes to speak on any and all of their no votes; and,

2. Requests from members of the public speak to Consent Calendar Items have up to the Mayors allotted time, 3-minutes or less, to speak to any and all Consent Calendar Items during the allotted time.

MOTION PASSED: 6-1, Tanaka no

MOTION: Council Member Burt moved, seconded by Council Member Lythcott-Haims to update language to clarify section 1.4b1 to reflect that the formal title addressing colleagues is applicable for Council Meetings and not Committee Meetings and that C ommittee Meetings may be conducted less formal.

MOTION PASSED: 7-0

Special Orders of the Day

13. Appointment of Candidates for Vacancies on the Stormwater Management Oversight Committee and Utilities Advisory Commission. CEQA Status - Not a project.

Utilities Advisory Commission
First Round of Voting for Two (2) vacancies on the Utilities Advisory Commission with terms ending March 31, 2027
Abraham Bagherjeiran: Tanaka
Ambika Pajjuri: Veenker
Chris Tucher: Lauing, Stone, Veenker
Richard Craig: Kou, Lythcott-Haims
Sean Holman: Burt, Lythcott-Haims, Tanaka
Utsav Gupta: Burt, Kou, Lauing, Stone
Candidate Utsav Gupta receiving 4 votes is appointed to a full-term expiring March 31, 2027.

No other Candidate received four votes required to be appointed to the full -term expiring March 31, 2027. A second round of voting is required.

Docusign Envelope ID: D20996E8-3117-44A4-9C2B-51197E5F0737 Item 8
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CITY COUNCIL

ACTION MINUTES

Regular Meeting
May 20, 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 (Items heard out of order)

3. Greeting Yanpu, Shanghai, China Sister City Officials and Delegation

NO ACTION

1. Santa Clara County Department of Family and Children’s Services in Honor of May being National Foster Care Awareness Month

NO ACTION

2. Proclamation Recognizing National Public Works Week

NO ACTION

Agenda Changes, Additions and Deletions

Closed Session
AA1. 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 Negotiations: Purchase, Exchange, and/or Lease Price and Terms of Payment
Docusign Envelope ID: 6E793C59-9C4B-4AC9-948D-91DDCEBCEECA Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/20/2024
MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Veenker to go into Closed Session.

MOTION PASSED: 7-0
Council went into Closed Session at 5:55 P.M.

Council returned from Closed Session at 7:18 P.M.

Mayor Stone announced no reportable action.

Public Comment

Council Member Questions, Comments and Announcements

Consent Calendar
Council Member Tanaka registered a no vote on Agenda Item Number 10.

MOTION: Council Member Lythcott-Haims moved, seconded by Mayor Stone to approve Agenda Item Numbers 5-10.

MOTION PASSED ITEMS 5-9: 7-0
MOTION PASSED ITEM 10: 6-1, Tanaka no

5. Approval of Minutes from May 6, 2024 Meeting

6. Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for Fiscal Year 2025, Providing the Project List for the Street Maintenance Capital Improvement Program project PE-86070; CEQA Status – Not a Project

7. Approval of Purchase Order 4524000375 with Meiden American Switchgear for the Purchase of Seven (7) 60KV Circuit Breakers for the Colorado Substation in an Amount Not to Exceed $713,023 for FY 2024; CEQA Status: Exempt Under CEQA Guidelines Section 15302 (Replacement of Existing Structures)

8. Adoption of Resolution Suspending the Levy of Assessments on the Downtown Palo Alto Business Improvement District (BID) Assessment for Fiscal Year 2025; CEQA status – not a project.

Docusign Envelope ID: 6E793C59-9C4B-4AC9-948D-91DDCEBCEECA Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/20/2024

9. Approval of a Budget Amendment in the General Fund for the Planning and Development Services Department’s Deposit Based Fee Program for Private Development Studies in the Amount of the Net Zero $300,000: CEQA – Not a Project

10. Adoption of Revised Management and Professional Salary Schedule to Adjust the Salary of One Classification; Adoption of Administrative Revisions to the Management and Professional Compensation Plan; and Adoption of a Side Letter and Revised International Association of Fire Fighters, Local 1319 Salary Schedule for One New Classification; CEQA Status - Not a project

City Manager Comments
Ed Shikada, City Manager

Action Items

11. Ad Hoc Committee recommendation to the City Council on a Potential Charter Amendment on the Direct Election of the Mayor
MOTION: Council Member Burt moved, seconded by Council Member Kou to table the item on the Direct Election of the Mayor.

MOTION PASSED/FAILED: X-X

SUBSTITUTE MOTION: Mayor Stone moved, seconded by Council Member Veenker to accept the Ad Hoc Committee recommendation that the proposed Charter Amendment on the ballot provide:

1. The City’s mayor will be directly elected by residents for a term of four years;

2. Candidates for mayor must have at least two years of experience on Council by the time they would assume office; and

3. Service as mayor is limited to two successive terms, as is already the case for service as council member, and no person would be able to serve as council member or mayor for a combined total of more than 12 years in a 16-year period; and

4. Place such a Charter Amendment on the ballot for the November 5, 2024 election and direct staff to return to Council for approval of ballot materials on Consent.

SUBSTITUTE MOTION FAILED: 3-4, Lauing, Kou, Burt, Lythcott-Haims no Docusign Envelope ID: 6E793C59-9C4B-4AC9-948D-91DDCEBCEECA Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/20/2024
MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Veenker to table the item on the Direct Election of the Mayor and request the Ad Hoc further discussions and take into account the feedback received on May 20, 2024, additional community input, and come back to Council for further direction.

MOTION PASSED: 4-3, Burt, Kou, Lauing no

12. Discussion and Direction Regarding the City Council Procedures and Protocols Handbook - Annual Discussion as Recommended by the Policy & Services Committee (Item Continued from May 13, 2024 City Council Meeting)
MOTION: Council Member Burt moved, seconded by Mayor Stone to add to the C ouncil Appointed Officers (CAO) Committee responsibilities (Procedures Sec. 1.2(d) to make recommendations to the Council annually:

1. The process of the CAO evaluations; and

2. Schedule CAO performance evaluations; and

3. The selection of the consultant to serve as the facilitator for the CAO evaluations for the year.

MOTION PASSED: 7-0

MOTION: Council Member Burt moved, seconded by Mayor Stone to incorporate the following language into the City Council Procedures and Protocols Handbook:

Special Orders of the Day: Resolutions, Proclamations, and Statements on behalf of the Mayor or Council
The Council shall refrain from taking positions on matters related to foreign governments, or concerning the foreign policy of the United States, or its relationship to other countries. Additionally, the Council shall not adopt resolutions, issue proclamations or official statements, or otherwise engage in advocacy on issues that are outside the scope of local governance.

The Council may support proclamations, resolutions, and matters directly related to Palo Alto’s Sister Cities, provided they focus on cultural, educational, commercial or other collaborations consistent with the objectives of these partnerships.” Docusign Envelope ID: 6E793C59-9C4B-4AC9-948D-91DDCEBCEECA Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/20/2024
The Council may adopt positions on domestic acts of the state or federal government which affect the resources of the City, or the health, safety and welfare of the residents or workers of the City consistent with our legislative guidelines.

Statements representing the position of the City Council on issues that are controversial, shall be voted upon by the Council.

MOTION PASSED: 7-0

MOTION: Council Member Burt moved, seconded by Mayor Stone to establish a procedure for proclamations, including additional guidance, and any other staff recommendations based on best practice, specifically identifying guidelines for routine non-controversial proclamations to be approved by the Mayor and Vice Mayor and any controversial proclamations to be brought to the full Council for a vote for approval.

MOTION PASSED: 7-0

MOTION: Council Member Burt moved, seconded by Mayor Stone to add under Procedures Section 2.3a all Council Members are expected to be at the dais at all times except for necessary short breaks and other kinds of exceptions.

MOTION PASSED: 4-3, Lythcott-Haims, Tanaka, Veenker no

MOTION: Council Member Burt moved, seconded by Vice Mayor Lauing to refer to Policy and Services whether there should be a mechanism by which under Council Comments to be able to refer to staff a simpler request than would be required in a Colleague's Memo (with the boundaries defined).

MOTION PASSED: 7-0

MOTION: Council Member Veenker moved, seconded by Mayor Stone to add to the current duties of the Mayor to make appointments of Council Members to Regional bodies that Palo alto has a seat(s) on as applicable and or where not otherwise provided for by law.

MOTION PASSED: 7-0

Docusign Envelope ID: 6E793C59-9C4B-4AC9-948D-91DDCEBCEECA Item 8
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ACTION MINUTES

City Council Meeting
Action Minutes: 05/20/2024
MOTION: Mayor Stone moved, seconded by Vice Mayor Lauing to prohibit accepting hotel accommodations from our Sister Cities, Sibling Cities, and Friendship Cities, and to include the use of discretion and best judgment when accepting other gifts from those groups.

MOTION PASSED: 6-0-1, Veenker abstain

Adjournment: The meeting was adjourned at 10:45 P.M.

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 mi nutes (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.

Docusign Envelope ID: 6E793C59-9C4B-4AC9-948D-91DDCEBCEECA Item 8
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 9, 2024
Report #:2407-3273
TITLE
Approval of Contract Amendment No. 4 to Contract Number C19170648 with Salas O'Brien Engineers, Inc., for Professional Design Services, to Add Services and Increase Compensation by $99,200 for a New Not-to-Exceed Amount of $659,597, and to Extend the Schedule for Performance Through December 31, 2026, for the 12kV Electrical Distribution Network Rehabilitation Project at the Regional Water Quality Control Plant, Funded by the Plant Repair, Retrofit, and Equipment Replacement Capital Improvement Program Project (WQ-19002); CEQA Status – Exempt Under Section 15301

RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract Amendment No.4 to Contract C19170648 with Salas O’Brien Engineers, Inc., to increase the contract compensation by $99,200 and expand the scope of services, update the hourly rate schedule, and extend the contract term through December 31, 2026. The revised total contract amount is not-to-exceed $659,597, including $639,320 for basic services and $20,277 for additional services.

BACKGROUND
The 12,470-Volt (12kV) Electrical Distribution Network (Loop) is the backbone for the Regional Water Quality Control Plant’s (RWQCP) medium voltage power distribution infrastructure, using circuit breakers, switches, cabling, conduits, vaults, and transformers to distribute electrical power to wastewater treatment unit processes (e.g., primary treatment, secondary treatment, tertiary treatment, disinfection, and solids handling unit processes). Unit processes are critical to the treatment of wastewater for compliance with federal and state regulations, and reliable power supply to these unit processes is needed to avoid system disruptions.

The 12kV Loop Rehabilitation Project design scope includes replacement of equipment at or beyond its design life and upgrades to accommodate future RWQCP capital projects. Following Item 9
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a formal Request for Proposals, a design contract was awarded to Salas O’Brien Engineers, Inc. (Salas O’Brien) in October 2018.1
In March 2019, the City adopted the Sea Level Rise Policy2; Amendment No. 13 added funds to the contract primarily for the structural design effort for elevated structures needed to incorporate recommendations of the City’s Sea Level Rise Policy and design changes to meet the requirements of CPAU-Electric for new incoming electrical service switchgear.

During design, a large CIP project (Primary Sedimentation Tanks Rehabilitation and Equipment Room Electrical Room Upgrade Project) was under construction and another large CIP project (Secondary Treatment Upgrades Project) was in the design phase. Both projects include 12kV equipment that needed to be carefully sized, located, and sequenced, and temporarily powered. Amendment No. 2, in May 2020, added funding for a 3D model, coordination efforts with on-going construction, and three sets of additional design deliverables.4 Due to long lead times for manufactured electrical switchgear and switchboxes that caused construction delays, Amendment No. 35 extended the contract term by six months with no additional compensation.

ANALYSIS
Construction of the 12kV Loop Rehabilitation Project was designed in seven phases by Salas O’Brien. 12kV Electrical Power Distribution Loop Rehabilitation Bid Package 1 Project construction included only Phase 1 of the design and is nearing completion. 12kV Electrical Power Distribution Loop Rehabilitation Bid Package 2 Project construction was bid in July 2024, and includes construction of the remaining phases of the design. Salas O’Brien Engineers’ services are needed through the end of both construction projects. Due to long lead times for 1 City Council, October 15, 2018; Agenda Item #4; SR #9274 https://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2018/id-9274-design-services-for-wqcp-medium-voltage-electrical-distribution-network- rehabilitation.pdf
2 City Council, March 18, 2019; Agenda Item #8; SR #9576 https://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2019/031819-9576-proposed-draft-sea-level-rise-policy.pdf 3 City Council, May 11, 2020; Agenda Item #3; SR #10969 http://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2020/id-10969-approval-to-increase-compensation-extend-term-of-design-contract-for-12kv- loop-rehab.-at-wqcp.pdf
4 City Council, November 15, 2021; Agenda Item 6#; SR #13690 https://www.cityofpaloalto.org//files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2021/id.-13690-approval-to-increase-compensation-extend-term-of-design-contract-for-12kv- loop-rehab.-at-wqcp.pdf
5Salas O'Brien Engineers Amendment No. 3 Contract No. C19170648; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/water-quality-control-plant/attachment-b- salas-obrien-contract-c19170648-amendment-no.pdf

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electrical switchgear, Salas O’Brien Engineers anticipates 12kV Electrical Power Distribution Loop Rehabilitation Bid Package 2 Project construction completion in December 2026.

Additional design services in Amendment No. 4 (Attachment A) required to support the project through the Bid Package 2 construction include contractor submittal reviews, responding to contractor RFIs, periodic site inspections, periodic witness testing of newly installed equipment, and updating of record drawings to capture any field changes through the construction period.

FISCAL/RESOURCE IMPACT
Funding required for this contract amendment is available in the Fiscal Year 2025 Adopted Wastewater Treatment Fund Capital Improvement Program Plant Repair, Retrofit, and Equipment Replacement Project (WQ-19002). Palo Alto treats the combined wastewater from Palo Alto, Los Altos, Los Altos Hills, Mountain View, Stanford University, and East Palo Alto Sanitary District. Palo Alto’s share of this project is approximately 36% and the other five agencies’ share is approximately 64%, based on volume and strength of wastewater contribution of each partner. The $99,200 amount for this contract amendment is the combined cost for all the partners. The Palo Alto Wastewater Collection Fund’s share of this expense is already budgeted.

STAKEHOLDER ENGAGEMENT
This project is part of the RWQCP’s minor capital improvement program funded by Palo Alto and its five additional partner agencies. The five partner agencies are regularly updated about both the need for and the progress on wastewater treatment capital work. Updates are provided each year at an annual meeting and at other periodic meetings established to inform partner agency staff about the minor capital improvement program. This project has been part of that process. Additionally, RWQCP staff has routinely coordinated feedback from Utilities Department electrical staff via project reviews.

ENVIRONMENTAL REVIEW
The project is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301, subsections (b) and (e)(1), Existing Facilities, as it involves the repair and maintenance of an existing publicly owned utility used to provide sewerage treatment services with a minor addition to an existing building and no or negligible expansion of use.

ATTACHMENTS
Attachment A: Salas O’Brien Engineers, Inc. Contract C19170648, Amendment No. 4 APPROVED BY:

Brad Eggleston, Director Public Works/City Engineer
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Vers.: Aug. 5, 2019

AMENDMENT NO. 4 TO CONTRACT NO. C19170648

BETWEEN THE CITY OF PALO ALTO AND
SALAS O’BRIEN ENGINEERS, INC.

This Amendment No. 4 (this “Amendment”) to Contract No. C19170648 (the “Contract” as defined below) is entered into as of August 19, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SALAS O’BRIEN ENGINEERS, INC. , a California corporation, located at 305 South 11th Street, San Jose, CA 95112 (“CONSULTANT”).

CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.

R E C I T A L S

A. T he Contract was entered into by and between the P arties hereto for the provision of design and engineering services for the replacement of the 12kV electrical distribution network at the Regional Water Quality Control Plant (RWQCP) (the “Project”), as detailed therein.

B. The Parties previously amended the Contract ( Amendment No. 1) to: expand the scope of services to include additional, unanticipated engineering services related to the City’s Sea Level Rise Policy among other factors; increase compensation by One Hundred Forty -Two Thousand Nine Hundred Thirty -Nine Dollars ($142,939) from Two Hundred Sixty -Seven Thousand Eight Hundred Seventy -Two Doll ars ($267,872) to a Not to Exceed amount of Four Hundred Ten Thousand Eight Hundred Eleven Dollars ($410,811) ; and extend the contract term through December 31, 2022, as detailed therein.

C. The P arties entered into Amendment No. 2 to expand the scope of services; to increase compensation by One Hundred Forty-Nine Thousand Five Hundred Eighty-Six Dollars ($149,586) from Four Hundred Ten Thousand Eight Hundred Eleven Dollars ($410,811) to a new Not to Exceed amount of Five Hundred Sixty Thousand Three Hundred Ninety-Seven Dollars ($560,397); extend the contract term through February 29, 2024 , and to correct a clerical error to CONTRACTOR’s name in the Contract and Amendment No. 1, as detailed therein.

D. Due to construction delays, the Parties entered into Amendment No. 3 to extend the contract term by six months, through August 29, 2024, for the completion of services during Phase 1 of construction, without any additional compensation payable by the City, as detailed therein.

E. The Parties now wish to amend the Contract in order to (1) expand the scope of services to include additional engineering services related to coordinating plans and supporting the project through the Phase 2 construction; (2) increase compensation by Ninety -Nine Thousand Two Hundred Dollars ($99,200) from Five Hundred Sixty Thousand Three Hundred Ninety-Seven Dollars ($560,397) to a new Not to Exceed amount of Six Hundred Fifty- Nine Thousand Five Hundred Ninety-Seven Dollars ($659,597); (3) update the hourly rate schedule; and (4) extend the contract term through December 31, 2026, as detailed herein.

Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Item 9
Attachment A - Salas
O'Brien Contract
C19170648 Amendment
No.4

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Vers.: Aug. 5, 2019

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

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

a. Contract. The term “Contract” shall mean Contract N o. C19170648 between CONSULTANT and CITY, dated October 1, 2018, as amended by:

Amendment No.1, dated May 11, 2020
Amendment No. 2, dated November 15, 2021
Amendment No. 3, dated January 30, 2024

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

SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows:

“The term of this Agreement shall be from the date of its full execution through December 31, 2026 , unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.”

SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to read as follows:

“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 Six Hundred Fifty Nine Thousand Five Hundred Ninety Seven Dollars ($659,597.00). 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 Twenty Thousand Two Hundred Seventy-Seven Dollars ($20,277) for the performance of Additional Services (as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified i n Exhibit C , shall not exceed Six Hundred Fifty Nine Thousand Five Hundred Ninety Seven Dollars ($659,597.00), 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 A dditional Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Item 9
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Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. 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.”

SECTION 4. The following exhibit(s) to the Contract are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which are hereby incorporated in full into this Amendment and into the Contract by this reference:

a. Exhibit “A” entitled “ “SCOPE OF SERVICES, AMENDMENT NO. 4 ”, AMENDED, REPLACES PREVIOUS.

b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS.

c. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS.

d. Exhibit “C-1” entitled “HOURLY RATE SCHEDULE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS.

SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 6. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

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(SIGNATURE BLOCK FOLLOWS BELOW.)

SIGNATURES OF THE PARTIES

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

CITY OF PALO ALTO

___________________________
City Manager or Designee

APPROVED AS TO FORM:

____________________________
City Attorney or Designee

SALAS O’BRIEN ENGINEERS, INC.

Officer 1

By:___________________________

Name:________________________

Title:_________________________

Officer 2

By:___________________________

Name:________________________

Title:__________________________

Attachments:

Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 4” (AMENDED, REPLACES PREVIOUS) Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMNET NO. 4” (AMENDED, REPLACES

PREVIOUS)
Exhibit “C” entitled “COMPENSATION AMENDMENT NO. 4” (AMENDED, REPLACES PREVIOUS) Exhibit “C -1” entitled “HOURLY RATE SCHEDULE, AMENDMENT NO. 4” (AMENDED, REPLACES

PREVIOUS)

Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Jeffry Gosal
Principal
Jeffry Gosal
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EXHIBIT “A”
SCOPE OF SERVICES - AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)

This section describes the nature and scope of engineering and design services to be provided for the completion of the Project for the RWQCP engineering and design of the 12kV distribution network.

The main features of scope of design and engineering services for electrical improvements shall include, but not be limited to, the following:

1. Replacement of five (5) each, 15kV rated pad-mounted switches.

2. Replacement of load center #3 and #4 (consider replacement in the same location or potential new location) and load center #7.

3. Review of other load centers to identify if replacements are required.

4. Review of 15kV primary to 480V secondary distribu tion transformers to identify if replacements are required.

5. Replacement of all 15kV rated cable.

6. Replacement of cable terminations, splicing, and grounding equipment as required.

7. Addition of active harmonic filters at Load Centers.

8. Provide a delegated design for a canopy structure for load center #3 and #4, equipped with lighting and a new Fire Alarm Panel with heat sensor inputs.

9. Implementation of arc energy reduction methods to meet NEC 240.87.

10. Coordinate meetings approved comments from, the City of Palo Alto Utilities Department (CPAU).

11. Meet or exceed the City’s Sea Level Rise Adaptation Policy, approved by the City Council on March 18, 2019, including all necessary structural engineering to raise critical infrastructure above flo od levels with sea -level rise estimates. CONSULTANT shall coordinate with CITY on exact elevations.

12. A Power System Study to include all new infrastructure, including LC3 and LC4.

This scope of services shall be used as a basis for the deliverables required for the project. • As part of Task 1, CONSULTANT shall prepare and submit for review and approval, a preliminary design, including single line and detailed drawings at 30% completion. • As part of Task 2, CONSULTANT shall prepare and submit for review and approval, drawings and schematics at 60% completion and the final technical bid documents. • As part of Task 3, CONSULTANT shall provide bid period services. • As part of Task 4, CONSULTANT shall provide engineering services during construction. • As part of Task 5, CONSULTANT shall include the design of new harmonic filters into Tasks 1-4 as described above.

Task 1 – Preliminary Design (30% Design)
Predesign activities will include the following:
a. Kickoff meeting with RWQCP and CPAU staff to define project requirements and to Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Item 9
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discuss equipment replacement options
b. Review record drawings and project technical documents c. Conduct field inspections of the 12kV distribution network. These field inspections will include inspections of the distribution cabling, pad-mounted switches, capacitor bank(s), load centers, transformers and all related 12kV electrical equipment. d. Prepare draft and final preliminary design reports that includes the following content as a minimum:
i. Results of all field inspections, including estimates of quantities, types, and costs of replacing electrical equipment (preliminary cost estimate) ii. Evaluation of options to replace associated electrical equipment (load centers, transformers, etc.)
iii. Recommendations for other electrical improvements
iv. Preliminary (30% design level) drawings and technical documentation v. Preliminary (30% design level) list of specifications. vi. Sequencing of equipment replacement, outages, and other temporary work- arounds needed to keep the plant operational during construction. vii. Prioritization and timing of equipment replacement e. Conduct a review meeting with RWQCP and CPAU upon the submittal of the draft preliminary design report.
f. Conduct short-circuit, protective device coordination and arc flash hazard analysis g. Prepare a short-circuit, protective device coordination and arc flash hazard analysis report that includes the following:
i. Executive Summary including Introduction and Results/Recommendations ii. Short-Circuit Methodology Analysis Results and Recommendations iii. Short-Circuit Device Evaluation Table
iv. Protective Device Coordination Methodology Analysis Results and Recommendations
v. Protective Device Settings Table
vi. Time-Current Coordination Graphs and Recommendations vii. Arc Flash Hazard Methodology Analysis Results and Recommendations including the details of the incident energy and flash protection boundary calculations, along with Arc Flash bou ndary distances, working distances, Incident Energy levels and Personal Protection Equipment levels. viii. One-line system diagram that shall be computer generated and will clearly identify individual equipment buses, bus numbers used in the short-circuit analysis, cable and bus connections between the equipment, calculated maximum short-circuit current at each bus location, device numbers used in the time-current coordination analysis, and other information pertinent to the computer analysis.
h. Develop electrical system model with SKM or ETAP or EasyPower. i. CONSULTANT to determine the extent to which power system harmonics are affecting the electrical system in the RWQCP through analysis of data that is being recorded by Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Item 9
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various existing power quality instruments

Task 2 – Detailed Design
a. CONSULTANT shall provide engineering services to prepare a final design and to produce a complete package of single line and layout drawings, detailed drawings, biddable plans, technical specifications, and other contract documents as required based on the design concepts and criteria developed with the preliminary design. CONSULTANT shall consider future designs and current construction efforts in their engineering design. b. The design shall be based on consultation with RWQCP and CPAU staff and the Preliminary Design Report, and shall result in detailed requirements for project construction. The design shall sequence construction such that plant operations are maintained on a continuous basis. A construc tion sequence shall be established in sufficient detail which meets the RWQCP’s ability to continuously meet the needs of the plant and its customers. RWQCP shut downs shall be kept to a minimum or not permitted. c. Electrical Design – The electrical desig n shall include the determination of power requirements for electrical equipment including; transformer sizing, load center sizing, pad-mounted switch sizing, and all cable and conduit sizing required. Design for new load centers shall also include layout and modifications or additions. Existing conditions shall be field verified during the Preliminary Design (Task 1). d. CONSULTANT shall conduct design review meetings upon submission of deliverables as described below.
e. CONSULTANT shall assist RWQCP in preparation of construction bid package. RWQCP will issue the bid package via Planet Bids.
f. CONSULTANT shall assist RWQCP in preparing documents for the staff level review of the project by CITY’s Planning Department. The documents shall at the least include drawings, renderings and brief project description.
g. CONSULTANT shall create Revit model to illustrate the conduit routing for clash detection, interproject equipment coordination and avoidance of newly proposed facilities, undefined at the project’s initial scoping.
i. The model shall include multiple elevations, sections, and perspective views of Load Centers LC 3 and LC4 area and CPAU Cabinet, both to provide details to the other major CIP project designers and contractors and for the future 12kV Loop Rehabilitation project contractor. ii. Consolidate Plant’s original construction, previous CIPs, CIPs currently being designed and updates from the Secondary Treatment Upgrade (STU) project into the 3D model.
h. CONSULTANT shall coordinate with another on-going project(s). i. Review STU and Primary Sedimentation Tanks Rehabilitation (PST) project drawings for compatibility with the 12kV Loop Rehabilitation Project.

Allow up to four (4) coordination reviews meetings specific to electrical work at the Plant.

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ii. Modify the 12kV Loop Rehabilitation project equipment to accommodate STU’s temporary and permanent power needs such as for temporary blower skids during STU construction and remove and replace a medium voltage vault in the 12kV Loop Rehabilitation Project as the existing vault’s position will conflict with the STU’s standby power/new generator design. iii. Revise design drawings to accommodate the STU project’s construction and operation clearances, related to SLR Policy, for the blower room louvers and new standby power generator. Redesign to include relocation of stairways into the planned platform for LC3 and LC4. Endeavor to reduce the size of the platform and shifting the equipment and its infrastructure to provide clearances as requested for the STU project. Work includes all engineering discipline services required to meet STU project defined clearances.
i. Prepare Additional (interim) design packages
i. Provide interim design to the City and other consultants that align with STU project milestones to facilitate a complete STU project review. j. Additional Project Management and Administrative Services i. Provide Project Management and Administration services needed for the increased scope of work and associated time.

Task 3 – Services during Bidding
a. CONSULTANT shall respond to the request for clarification and/or information from prospective bidders.
b. CONSULTANT shall assist RWQCP with preparation of Project addenda and furnish the originals required for said addenda.
c. CONSULTANT shall attend and ass ist RWQCP at the pre -bid conference and the walk through.

Task 4 –Services during Construction
a. CONSULTANT shall review submittals from the contractor for conformance with the Contract Documents. CONSULTANT shall review and return the submittal comments to the City within fourteen calendar days.
b. CONSULTANT shall prepare written response to the Request for Information (RFI) submitted by the contractor. CONSULTANT shall review, comment and return the RFI responses within seven calendar days.
c. CONSULTANT shall review and validate the Contract Change Order requests submitted by the Contractor for accuracy and correctness, as requested by the City. d. As requested, CONSULTANT shall attend periodic Project Progress Meetings with the Contractor. Please allow for one meeting per month, at the minimum, during the construction phase.
e. CONSULTANT shall provide the technical support to the City during start up and commissioning of the new equipment including; pad mounted switches, transformers, Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Item 9
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load centers etc. CONSULTANT shall work with Contractor and equipment manufacturer’s representatives, as requested by the City. f. CONSULTANT shall assist the City in monitoring, documenting, and/or validating any testing required by the permitting agencies.
g. CONSULTANT shall review the “as -built” or “red -line” drawings and documents maintained by the Contractor during construction. Upon construction completion, CONSULTANT shall prepare record drawings. The record drawings shall consist of annotated contract dr awings and electronic files showing changes in design and construction.

Task 5 – Active Harmonic Filter Assessment and Design
CONSULTANT to determine the extent to which power system harmonics are affecting the electrical system in the RWQCP through analysis of data that is being recorded by various existing power quality instruments as part of Task 1. If CONSULTANT finds through its analysis of this data that harmonics are not impairing the operation of or cause damage to RWQCP equipment, this task of an extensive harmonics study shall be deleted from the Scope of Services.

If CONSULTANT finds through its analysis of this data that such as study is needed, it will utilize the services of a 3rd party vendor which will specify filters that will reduce harmo nics in the RWQCP electrical system to levels specified in IEEE Standard 519.

IV. DELIVERABLES

Task 1 – Preliminary Design (30% Design)
a. Draft Preliminary Design Report with Recommendations (including 30% Design drawings and list of Specifications) – 4 hard copy sets, 1 electronic set (in pdf format), and 1 electronic set (in MS Word)
b. Final Preliminary Design Report with Recommendations (including 30% Design drawings and list of Specifications) – 4 hard copy sets, 1 electronic set (in pdf format), and 1 electronic set (in MS Word)
c. Preliminary Cost Estimate – 1 hard copy set and 1 electronic set (in pdf format) d. Responses to City Comments
e. Preliminary Design Workshop agenda, handouts, and meeting notes. f. Short-Circuit, Protective Device Coordination and Arc Flash Hazard Analysis Report (i.e.

Power System Study)
 Electrical system model and TM documenting basis of model.  The Study will incorporate either actual data when available and assumptions when data isn’t available for existing equipment  The Study will incorporate detailed information from the CONSULTANT for all new/proposed equipment.
 The City will purchase, if necessary, software for the model provided.

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Task 2 – Detailed Design
a. 60% Design
60% Design Documents including half size drawings and specifications – 4 hard copy sets, 1 electronic set (in pdf format), and 1 electronic set (in MS Word format for specifications only). Specifications shall follow the CSI 2016 MasterFormat. • 60% Cost Estimate – 1 hard copy set and 1 electronic set (in pdf format) • 60% Construction Schedule - 1 hard copy set and 1 electronic set (in pdf format) • Responses to City Comments
• 60% Design Workshop agenda, handouts, and meeting notes.

b. Interim Design
Interim Design Documents including ha lf size drawings – 3 hard copy sets, 1 electronic set (in pdf format).
• Responses to City Comments
• Interim Design Workshops, agenda, handouts, and meeting notes.

c. Final Design
Final Design Documents including:
• Final specifications – 2 hard copies, 1 electronic copy in PDF format, and 1 electronic copy in MS Word format
• Final design calculations stamped by registered engineer – 2 hard copies, 1 electronic copy in PDF format
• Final drawings – 2 hard copies, 1 electronic copy in PDF format • Final Cost Estimate – 1 hard copy and 1 electronic copy in PDF format • Final Construction Schedule - 1 hard copy and 1 electronic copy in PDF format • Expanded coordination with CPAU and CITY shall be documented in agendas and meeting minutes, prepared by the Consultant and submitted to the CITY. • Incorporate Sea Level Adaptation Policy design guidelines and expanded Power Study data into the Final Design Documents.

d. Bid Documents
Bid Documents (Technical) including:
• Bid Specifications – 2 hard copies, 1 electronic copy in PDF format, and 1 electronic copy in MS Word format
• Bid Drawings – 2 hard copies, 1 electronic copy in PDF format

Task 3 –Services during Bidding
• Respond to Requests for Clarification
• Prepare Addenda, if required
• Conformed Design Documents including:
o Conformed specifications – 2 hard copies, 1 electronic copy in PDF format, and electronic copy in MS Word format
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o Conformed drawings – 2 hard copies, 1 electronic copy in PDF format, and 1 electronic copy in AutoCAD format

Task 4 – Services during Construction
• Submittal review comments
• RFI responses
• Contract change order review comments, as needed
• Record Drawings – 1 digital copy in PDF format and 1 copy in AutoCAD format

Task 5 – Active Harmonic Filter Assessment and Design
• Specifications for the Filter
• Installation drawings
• Assistance in commissioning and start up

Assumptions
RWQCP has standard front-end specifications that will be used for this project. Consultant shall review front-end specifications and provide project specific comments for RWQCP consideration.

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EXHIBIT “B”
SCHEDULE OF PERFORMANCE AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)

CONSULTANT shall perform the Services so as to complete each milestone within the number of 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 shal l provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed.

Completion in Weeks Following issuance of
Milestones NTP (10/25/2018)

1. Preliminary Design (30% Design) (Complete)

2. Detailed Design 175

3. Services during Bidding 203

4. Services during Construction 430

5. Active Harmonic Filter Assessment and Design (Complete)

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EXHIBIT“C”
COMPENSATION AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)

The CITY agrees to compensate the CONSULTANT for professional 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 hourly rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below.

CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below.

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

BUDGET SCHEDULE NOT TO EXCEED AMOUNT

Task 1 (Preliminary Design) $65,360

Task 2 (Detailed Design) $406,388

Task 3 (Services during Bidding) $11,020

Task 4 (Services during Construction) $141,675

Task 5 (Active Harmonic Filter Assessment, Design) $14,877

Sub-total Basic Services $639,320

Reimbursable Expenses $0

Total Basic Services and Reimbursable expenses $639,320

Additional Services (per Section 4) (Not to Exceed) $20,277

Maximum Total Compensation $659,597

REIMBURSABLE EXPENSES

The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are: Per rate schedule, Exhibit “C-1.” Docusign Envelope ID: EFD84CA6-44C7-4CFC-8A2A-03B1AA2916F1 Item 9
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EXHIBIT“C-1”
HOURLY RATE SCHEDULE, AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)

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Salas O’Brien 2024 Rate Schedule

LABOR CATEGORY RATES 2024
Principal $290
Sr. Vice President $280
Vice President / Associate Vice President / Director / Associate / Sr. Project Manager $255 Professional Engineer /Telecom Engineer / Sr. Structural Engineer $215 Design Engineer / Project Engineer $205
Construction Project Manager $210
Design Manager / Program Manager / Drafting Manager (CADD) $190 Staff Engineer $175
Field Technician / Program Specialist / Coordinator / Drafter (CAD) $150 Program / Project Assistant $115
Roofing and Waterproofing Expert Services $450
Court Testimony / Deposition $570
Senior Consultant $355
Senior Telecommunications Consultant $350
Energy Consultant $240
Instruction / Seminar / Training $230
Moisture Surveys Special Quote

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Salas O’Brien 2025 Rate Schedule

LABOR CATEGORY RATES 2025
Principal $305
Sr. Vice President $295
Vice President / Associate Vice President / Director / Associate / Sr. Project Manager $270 Professional Engineer /Telecom Engineer / Sr. Structural Engineer $225 Design Engineer / Project Engineer $215
Construction Project Manager $220
Design Manager / Program Manager / Drafting Manager (CADD) $200 Staff Engineer $185
Field Technician / Program Specialist / Coordinator / Drafter (CAD) $160 Program / Project Assistant $120
Roofing and Waterproofing Expert Services $455
Court Testimony / Deposition $575
Senior Consultant $375
Senior Telecommunications Consultant $370
Energy Consultant $250
Instruction / Seminar / Training $240
Moisture Surveys Special Quote

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Salas O’Brien 2026 Rate Schedule

LABOR CATEGORY RATES 2026
Principal $320
Sr. Vice President $310
Vice President / Associate Vice President / Director / Associate / Sr. Project Manager $285 Professional Engineer /Telecom Engineer / Sr. Structural Engineer $235 Design Engineer / Project Engineer $225
Construction Project Manager $230
Design Manager / Program Manager / Drafting Manager (CADD) $210 Staff Engineer $195
Field Technician / Program Specialist / Coordinator / Drafter (CAD) $170 Program / Project Assistant $125
Roofing and Waterproofing Expert Services $460
Court Testimony / Deposition $580
Senior Consultant $395
Senior Telecommunications Consultant $390
Energy Consultant $265
Instruction / Seminar / Training $250
Moisture Surveys Special Quote

All rates are based on office to project site with a minimum of four hours for any engagement, unless otherwise arranged.

Payment terms are net 30 days. Note: Charge rates are subject to change without notice.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 9, 2024
Report #:2406-3191
TITLE
Approval of Construction Contract No. C25191636 with Central Pacific Engineering, LLC in the Amount of $499,530 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 $49,953 for Site Work for the Cubberley Field Restroom (CB-17002) and Cubberley Repairs (CB-17001) Projects; CEQA status – Exempt Under CEQA Guidelines Section 15303

RECOMMENDATION
Staff recommends that Council:

1. Approve and authorize the City Manager or their designee to execute Construction Contract No. C25191636 with Central Pacific Engineering, LLC in an amount not-to- exceed $499,530 for the Cubberley Field Restroom (CB-17002) and Cubberley Repairs (CB-17001) projects; and

2. Authorize the City Manager or their designee to negotiate and execute change orders to the contract with Central Pacific Engineering for related, additional but unforeseen work that may arise, the total value of which shall not exceed $49,953.

BACKGROUND
The Cubberley Community Center (Cubberley) field is the City’s largest field complex and includes soccer and softball fields, tennis courts, and a running track. There are currently only two portable restrooms available onsite. A permanent restroom is a much-needed facility to accommodate the heavy field usage. The City currently owns eight acres, and the Palo Alto Unified School District (PAUSD) owns 27 acres at Cubberley. The proposed restroom will be located on the property owned by the PAUSD between the sports fields and the running track.

The restroom location has been coordinated with the PAUSD. The restroom location was determined based on its proximity to the fields and community input, and it will primarily serve the City’s sports fields users.

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The Cubberley Field Restroom project (CB-17002) began in 2018 and was postponed due to staffing constraints. The project originally included a two-stall restroom building. Based on the input received from the community, a four-stall restroom in the proposed location was preferred to accommodate the heavy usage of the fields. This project requires a lift station to pump sanitary sewage from the restroom to the City’s sewer on Nelson Drive.

On June 19, 2023, Council approved a Purchase Order1 for the purchase of a modular restroom building at the Cubberley Community Center Fields. The building has been fabricated by the restroom vendor, Public Restroom Company, and is ready for delivery. The site work for the restroom that will be performed under this construction contract includes site preparation, demolition, utilities, pump installation, new lighting, concrete paving, asphalt paving, coordinating with the restroom vendor for delivery and installation of the new modular building, and final utility connections.

The existing asphalt pathway adjacent to the new restroom is in poor condition and will be replaced as part of the project. This portion of work will use funds from the Cubberley Repairs project (CB-17001).

ANALYSIS
Procurement Process
On June 6, 2024, an invitation for bids (IFB) for site work for the Cubberley Field Restroom Project was posted to the City’s OpenGov online procurement system. The bidding period was 22 calendar days. The City received five responsive bids from qualified contractors on June 28, 2024, as listed on the attached bid summary (Attachment A).

Base bids ranged from $499,530 to $756,790 and from 12% below to 33% above the engineer’s estimate of $567,165. The project does not include any bid alternates.

Table 1: Summary of invitation for Bids
Project Bid Name/Number Cubberley Field Restroom Site Work CB- 17002/IFB# 191636
Proposed Length of Project 90 calendar days
Number of Bid Packages Downloaded by Contractors 27
Number of Bid Packages Downloaded by Builder’s Exchanges 2 Total Days to Respond to Bid 22 calendar days
Pre-Bid Meeting Yes (non-mandatory)
1 City Council, June 19, 2023; Agenda Item #3, SR# 2304-1330, https://portal.laserfiche.com/Portal/DocView.aspx?id=66165&repo=r-704298fc&searchid=49149266-0015-4bd8- 87e4-8aef4fbcef1b
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Table 1: Summary of invitation for Bids
Number of Bids Received 5
Base Bid Price Range $499,530 - $756,790
Base Bid Engineers Estimate $567,165
Public Link to Solicitation https://procurement.opengov.com/portal/palo- alto-ca/projects/99071
Staff has reviewed all bids and recommends that the Base Bid of $499,530 submitted by Central Pacific Engineering be accepted and that Central Pacific Engineering, LLC be declared the lowest responsible bidder. Staff recommends approval of Construction Contract No. C251916362 with Central Pacific Engineering, LLC. The construction contingency amount of $49,953, which equals 10% of the contract value, is requested for related, additional, but unforeseen work which may arise during the project, implemented via City-approved change orders.

Staff checked references provided by Central Pacific Engineering for other similar projects completed by the bidder and received satisfactory feedback about their work performance.

Staff also checked with the Contractor’s State License Board and confirmed that the contractor has an active license on file.

FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2025 Adopted Capital Improvement Program Fund Cubberley Repairs (CB-17001) and Cubberley Field Restroom (CB-17002) projects.

Table 2: Funding Allocation
Funding Source Contract Contingency Total Funding
CB-17002 $454,080 $45,408 $499,488
CB-17001 $45,450 $4,545 $49,995
Total $499,530 $49,953 $549,483

STAKEHOLDER ENGAGEMENT
On August 17, 2022, staff held a community meeting to review the proposed restroom location and building style. Due to limited attendance, staff conducted an online survey to obtain community input. The survey results can be viewed on the City’s Park Restrooms webpage.3 2 Central Pacific Engineering Construction Contract for the Cubberley Field Restroom Site Work Project C25191636; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip- contracts/c25191636-central-pacific-engineering_cc_staff-report_09.09.2024.pdf 3 Park Restrooms Webpage; www.cityofpaloalto.org/parkrestrooms Item 10
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Staff presented the community survey results, restroom location options, and a 4-stall restroom option to the Parks and Recreation Commission (PRC) on January 24, 2023.4 The PRC and the community supported the 4-stall restroom in the proposed location. In May 2023, a minor Architectural Review Board approval was provided for the restroom. In May 2024, a building permit was issued for the restroom. Additionally, staff has coordinated with the City’s Safe Routes to School team and PAUSD staff regarding project timeline, required detours, and construction staging.

ENVIRONMENTAL REVIEW
The installation of a modular restroom building is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15303 (New Construction of Small Structures) of the CEQA guidelines.

ATTACHMENTS
Attachment A: Bid Summary
APPROVED BY:

Brad Eggleston, Director Public Works/City Engineer
4 Parks and Recreation Commission, January 24, 2023;
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas-minutes/parks-and- recreation-commission/agendas-minutes/2023-agendas-and-minutes/1-jan/staff-report-w-attachments- cubberley-field-restroom.pdf
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ATTACHMENT A

CUBBERLEY FIELD RESTROOM SITE WORK

BID SUMMARY
Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost 1 Mobilization/Demobilization 1 Lump Sum 20,000.00 $ 20,000.00$ 15,000.00$ 15,000.00$ 20,785.00$ 20,785.00$ 40,000.00$ 40,000.00$ 68,912.00$ 68,912.00$ 94,950.00$ 94,950.00$ 2 Public Notification 1 Lump Sum 1,500.00 $ 1,500.00$ 1,500.00$ 1,500.00$ 2,968.00$ 2,968.00$ 7,500.00$ 7,500.00$ 824.00$ 824.00$ 1,250.00$ 1,250.00$ 3 Traffic Control 1 Lump Sum 45,000.00 $ 45,000.00$ 5,000.00$ 5,000.00$ 17,824.00$ 17,824.00$ 9,750.00$ 9,750.00$ 25,052.00$ 25,052.00$ 22,520.00$ 22,520.00$ 4 Demolition and Removal 1 Lump Sum 25,000.00 $ 25,000.00$ 18,000.00$ 18,000.00$ 22,807.00$ 22,807.00$ 24,800.00$ 24,800.00$ 178,829.00$ 178,829.00$ 37,010.00$ 37,010.00$ 5 Cut back fence for pathway detour 40 Linear Foot 30.00 $ 1,200.00$ 150.00$ 6,000.00$ 45.00$ 1,800.00$ 50.00$ 2,000.00$ 112.00$ 4,480.00$ 12.60$ 504.00$ 6 Tree Protection Fence 1 Each 1,500.00 $ 1,500.00$ 250.00$ 250.00$ 3,564.00$ 3,564.00$ 2,500.00$ 2,500.00$ 981.00$ 981.00$ 4,705.00$ 4,705.00$ 7 Field Surveying 1 Lump Sum 5,000.00 $ 5,000.00$ 5,000.00$ 5,000.00$ 6,937.00$ 6,937.00$ 18,000.00$ 18,000.00$ 12,915.00$ 12,915.00$ 12,100.00$ 12,100.00$ 8 Construction Fencing 3 Month 2,000.00 $ 6,000.00$ 2,500.00$ 7,500.00$ 570.00$ 1,710.00$ 1,500.00$ 4,500.00$ 2,150.00$ 6,450.00$ 1,560.00$ 4,680.00$ 9 Temporary Portable Restroom 3 Month 450.00 $ 1,350.00$ 1,000.00$ 3,000.00$ 475.00$ 1,425.00$ 400.00$ 1,200.00$ 1,000.00$ 3,000.00$ 500.00$ 1,500.00$ 10 Prepare Building Pad/Subgrade 1 Lump Sum 12,500.00 $ 12,500.00$ 24,000.00$ 24,000.00$ 6,247.00$ 6,247.00$ 21,500.00$ 21,500.00$ 9,512.00$ 9,512.00$ 44,920.00$ 44,920.00$ 11 Stockpile Coarse Mason Sand 8 Cubic Yard 1,000.00 $ 8,000.00$ 650.00$ 5,200.00$ 240.00$ 1,920.00$ 275.00$ 2,200.00$ 426.00$ 3,408.00$ 283.00$ 2,264.00$ 12 Sheeting, Shoring, and Bracing (pump installation) 1 Lump Sum 8,000.00 $ 8,000.00$ 15,000.00$ 15,000.00$ 10,860.00$ 10,860.00$ 7,500.00$ 7,500.00$ 5,000.00$ 5,000.00$ 7,200.00$ 7,200.00$ 13 Dewatering (pump installation) 1 Lump Sum 15,000.00 $ 15,000.00$ 10,000.00$ 10,000.00$ 3,560.00$ 3,560.00$ 12,850.00$ 12,850.00$ 5,000.00$ 5,000.00$ 5,280.00$ 5,280.00$ 14 Earthwork- Fine Grade for restroom pad 1000 Square Foot 0.75 $ 750.00$ 8.00$ 8,000.00$ 15.00$ 15,000.00$ 5.50$ 5,500.00$ 2.05$ 2,050.00$ 5.14$ 5,140.00$ 15 Earthwork- Fine Grade for asphalt pathway 9520 Square Foot 0.75 $ 7,140.00$ 4.00$ 38,080.00$ 13.75$ 130,900.00$ 4.00$ 38,080.00$ 2.05$ 19,516.00$ 7.05$ 67,116.00$ 16 Asphalt paving replacement around building 1000 Square Foot 5.00 $ 5,000.00$ 12.00$ 12,000.00$ 9.00$ 9,000.00$ 5.75$ 5,750.00$ 10.79$ 10,790.00$ 17.49$ 17,490.00$ 17 Asphalt Pathway Replacement 8600 Square Foot 5.00 $ 43,000.00$ 8.00$ 68,800.00$ 3.00$ 25,800.00$ 5.25$ 45,150.00$ 10.79$ 92,794.00$ 9.71$ 83,506.00$ 18 Fencing 50 Linear Foot 65.00 $ 3,250.00$ 250.00$ 12,500.00$ 208.00$ 10,400.00$ 110.00$ 5,500.00$ 209.00$ 10,450.00$ 75.00$ 3,750.00$ 19 Fencing with Gate 30 Linear Foot 80.00 $ 2,400.00$ 300.00$ 9,000.00$ 465.00$ 13,950.00$ 145.00$ 4,350.00$ 209.00$ 6,270.00$ 150.00$ 4,500.00$ 20 Restore fencing along pathway detour 40 Linear Foot 65.00 $ 2,600.00$ 250.00$ 10,000.00$ 44.00$ 1,760.00$ 125.00$ 5,000.00$ 148.00$ 5,920.00$ 50.00$ 2,000.00$ 21 3/4" Angular Rock 10 Cubic Yard 500.00 $ 5,000.00$ 350.00$ 3,500.00$ 240.00$ 2,400.00$ 425.00$ 4,250.00$ 2,430.00$ 24,300.00$ 532.20$ 5,322.00$ 22 4" Thick Concrete Paving 400 Square Foot 15.00 $ 6,000.00$ 40.00$ 16,000.00$ 23.00$ 9,200.00$ 36.00$ 14,400.00$ 63.00$ 25,200.00$ 52.75$ 21,100.00$ 23 Furnish and Install 2-inch SCH 80 PVC Sewer Force Main and Cleanouts 400 Linear Foot 200.00$ 80,000.00$ 45.00$ 18,000.00$ 70.00$ 28,000.00$ 125.00$ 50,000.00$ 83.50$ 33,400.00$ 118.67$ 47,468.00$ 24 Furnish and Install 4-inch SCH 80 PVC Gravity 23 Linear Foot 225.00 $ 5,175.00$ 300.00$ 6,900.00$ 71.00$ 1,633.00$ 225.00$ 5,175.00$ 170.00$ 3,910.00$ 336.00$ 7,728.00$ 25 Furnish and Install 36" Duplex Grinder Pump Package 1 Each 80,000.00 $ 80,000.00$ 44,000.00$ 44,000.00$ 18,810.00$ 18,810.00$ 64,885.00$ 64,885.00$ 18,900.00$ 18,900.00$ 68,382.00$ 68,382.00$ 26 2-inch Water Line Installation 420 Linear Foot 165.00 $ 69,300.00$ 65.00$ 27,300.00$ 60.85$ 25,560.00$ 150.00$ 63,000.00$ 83.50$ 35,070.00$ 133.00$ 55,860.00$ 27 1.5-inch RPPA Backflow 1 Each 3,000.00 $ 3,000.00$ 7,500.00$ 7,500.00$ 18,815.00$ 18,815.00$ 6,500.00$ 6,500.00$ 23,750.00$ 23,750.00$ 2,895.00$ 2,895.00$ 28 2-inch Electrical Line Installation (directional boring) 300 Linear Foot 185.00 $ 55,500.00$ 120.00$ 36,000.00$ 265.00$ 79,500.00$ 172.00$ 51,600.00$ 169.00$ 50,700.00$ 137.50$ 41,250.00$ 29 Electric Meter 1 Each 15,000.00 $ 15,000.00$ 22,500.00$ 22,500.00$ 29,700.00$ 29,700.00$ 27,000.00$ 27,000.00$ 5,000.00$ 5,000.00$ 40,750.00$ 40,750.00$ 30 Install New Street Light and Pull Box 1 Each 14,000.00 $ 14,000.00$ 24,000.00$ 24,000.00$ 11,900.00$ 11,900.00$ 29,400.00$ 29,400.00$ 13,202.00$ 13,202.00$ 23,650.00$ 23,650.00$ 31 Allowance for Unforeseen Underground Work 1 Lump Sum 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 20,000.00$ 567,165.00$ 499,530.00$ 548,735.00$ 599,840.00$ 725,585.00$ 756,790.00$ 28% 33%PERCENT OVER ENGINEER'S ESTIMATE -12% -3% 6%
Engineer's Estimate
BASE BID TOTAL (Items 1 through 31)
Galeb Paving IncE.E. Gilbert Construction WestCal Design and Build IncCentral Pacific Engineering Guerra Construction GroupApprox.

Qty. UnitDescriptionBid
Item
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: September 9, 2024
Report #:2408-3375
TITLE
Approval of Purchase Order C25192371 with Carahsoft Technology Corporation, utilizing an OMNIA Cooperative Purchasing Agreement, to Procure DocuSign eSignature software for a One-Year Term Not-To-Exceed Amount of $125,965. CEQA: Not a project

RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee to execute Purchase Order C25192371 with Carahsoft Technology Corporation, utilizing an OMNIA cooperative contract no. 23-6692-011, to procure DocuSign eSignature software through August 22, 2025, in an amount Not-To-Exceed $125,965.

BACKGROUND
On April 30, 2015, the City of Palo Alto deployed DocuSign‘s digital signature services to enhance its operational efficiency. This initial contract aimed to provide digital signature, electronic forms, and electronic workflow services. Leveraging the State’s California Multiple Award Schedules (CMAS) contract with Carahsoft Technology Corporation in July 2018, the City secured DocuSign eSignature services at a significant discount, approximately 50% off the list price, while also leveraging pre-negotiated terms and conditions. This procurement was recommended by staff under the exemption to competitive solicitation as permitted by PAMC section 2.30.360(j), which allows purchases through cooperative agreements such as CMAS.

The City's commitment to efficient procurement practices continued through subsequent years, with past purchases in 2019, 2020, and 2021 for DocuSign services also utilizing the same CMAS contract, as per PAMC 2.30.360(j). On September 27, 2021, the City Council was presented with a request to authorize the City Manager or their designee to execute Purchase Order C22183161 with Carahsoft Technology Corporation for a three-year term spanning from August 23, 2021, to 1 https://www.omniapartners.com/suppliers-files/A-D/Carahsoft_Technology_Corp/Contract_Documents/23- 6692-01/23-6692-01_Carahsoft_MAD.pdf
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August 22, 2024. The contract outlined annual fees totaling $126,753 and a maximum not-to- exceed amount of $380,258 (CMR 134822).

ANALYSIS
DocuSign has significantly transformed document handling processes, enabling staff to review and approve documents from any device, thereby reducing turnaround times and enhancing productivity. Furthermore, DocuSign's tracking capabilities have streamlined the review and approval process by providing real-time visibility into the status of documents, minimizing the need for manual follow-ups.

With a 25,000-envelope allowance each term year and 635 active users on the DocuSign platform, the City has experienced widespread adoption and effectiveness of the solution. The majority of envelopes are completed within 3 days, with a significant portion finalized within the first 24 hours, highlighting the efficiency and reliability of the DocuSign solution.

A project to evaluate alternate solutions is in progress, due to resource constraints it was not possible to complete prior to the renewal date. During this one-year term, Staff will perform analysis of DocuSign usage and costs, review other electronic signature platforms to compare functionality, and total cost. If a new electronic signature platform is more cost effective, having continued access to the DocuSign platform for a year will facilitate a smooth transition and provide additional time for implementing and training users to use the selected new solution.

Failure to approve this one-year purchase order would have a significant impact on daily operations, as the absence of a viable alternative would impede workflow cycles significantly, resulting in delays and increased administrative burdens for City staff.

FISCAL/RESOURCE IMPACT
Funding for this purchase order in FY 2025 in the amount of $125,965 is within budgeted levels adopted by the City Council in the Informational Technology Department, no additional funding is requested.

The Information Technology (IT) Department is funded by an Internal Service Fund (ISF) that allocates costs to other funds across the City to provide technology related services to other City departments and funds. Approximately 45% of the services provided are for the General Fund 2 September 27, 2021 Report, Item #6, PDF page 67, is available to view at https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=3307&compileOutputType= 1 Item 11
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with the remaining 55% for other funds such as Enterprise, special revenue, and other internal service funds.

STAKEHOLDER ENGAGEMENT
The services were coordinated with internal stakeholders and the service provider. The Information Technology Department has met with all City departments to collect their business needs for an electronic signature platform and documented their must-have features. Other available solutions meeting these requirements and features will be evaluated during this one- year period.

ENVIRONMENTAL REVIEW
The approval of this contract is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(c)(3) because it can be seen that there is no possibility that the activity in question may have a significant effect on the environment.

ATTACHMENTS
Attachment A: Carahsoft Technology Corp Contract C25192371 APPROVED BY:

Darren Numoto, Chief Information Officer
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*** PURCHASE ORDER AGREEMENT ***
This City of Palo Alto (City) Purchase Order agreement (PO) with CARAHSOFT is made pursuant and subject to OMNIA Master
Agreement#: 23-6692-01 for the procurement of TECHNOLOGY PRODUCT SOLUTIONS AND RELATED SERVICES.

Notwithstanding the Master Contract, this PO is governed by California law without regard to conflict of law principles. The venue for any dispute under this PO is Santa Clara County, California.

This PO hereby attaches and incorporates the following contract documents into this PO by reference as though fully set forth herein, and should any conflict arise, shall be interpreted in the following priority:

1. OMINIA Master Agreement#: 23-6692-01

2. CARAHSOFT Quote with Terms and Conditions
0010 FY25 DocuSign Enterprise Pro for Gov 103,250 USD 1.00 103,250.00 PM: [email protected]
APT-0393-611 DocuSign Enterprise Pro for Gov - Env Enterprise Pro for State and Local Government - Envelope DocuSign, Inc. - APT-0393 Qty 25,000
Start Date: 08/23/2024
End Date: 08/22/2025
Vendor Address
CARAHSOFT TECHNOLOGY CORP.
11493 SUNSET HILLS ROADS SUITE 100
RESTON VA 20190
Tel: 1-888-662-2724 Fax: 703-871-8505
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
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
Service Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING

PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number C25192371
Date 08/15/2024
Vendor No. 106008
Payment Terms Payment Due 30 days
FOB Point Services Only
Ship via Services as requested by CTY
Term 08/23/2024 - 08/22/2025
Buyer/Phone Alice Harrison / 650-329-2173
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER

ARRANGEMENTS ARE INDICATED HEREIN

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Technology Corp Contract
C25192371

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All Products Purchased under this agreement are available via Electronic Distribution only. No tangible media or documentation will be available or shipped under this agreement. Access to the products purchased under this agreement is in no way dependent upon any tangible media that may have been received prior to, or separately from, this agreement. To support the California sales and use tax exempt status of electronically downloaded software allowed under California regulation 1502 (F) (1) (D), vendor invoices for all purchases made under this agreement must accurately state that software distribution is solely via electronic download and that no tangible media or documentation will be shipped to or received by our agency.
0020 FY25 Enterprise Premier Support 22,715 USD 1.00 22,715.00 APT-0148-611 Enterprise Premier Support 22% of Recurring Fees (22%
of List Price per $100 of List License Fees) DocuSign, Inc. - APT-0148 Qty 25,000
Start Date: 08/23/2024
End Date: 08/22/2025
-------------------------
Sub-Total 125,965.00
Vendor Address
CARAHSOFT TECHNOLOGY CORP.
11493 SUNSET HILLS ROADS SUITE 100
RESTON VA 20190
Tel: 1-888-662-2724 Fax: 703-871-8505
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
Chief Procurement Officer
Total 125,965.00
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
Service Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING

PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number C25192371
Date 08/15/2024
Vendor No. 106008
Payment Terms Payment Due 30 days
FOB Point Services Only
Ship via Services as requested by CTY
Term 08/23/2024 - 08/22/2025
Buyer/Phone Alice Harrison / 650-329-2173
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER

ARRANGEMENTS ARE INDICATED HEREIN

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Attachment A - Carahsoft
Technology Corp Contract
C25192371

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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: September 9, 2024
Report #:2408-3372
TITLE
SECOND READING: Ordinance of the Council of the City of Palo Alto Amending PAMC Section

22.08.440 to Rename Tower Well Park to Fred Eyerly Tower Well Park (FIRST READING: August 12, 2024 PASSED 7-0)

BACKGROUND
This ordinance was heard by the City Council on August 12, 2024 for a first reading and was approved 7-0. No changes were made to the ordinance; it is now before City Council for a second reading.

ATTACHMENTS
Attachment A: Ordinance Amending PAMC Section 22.08.440 to Rename Tower Well Park to Fred Eyerly Tower Well Park
APPROVED BY:

Mahealani Ah Yun, City Clerk
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*Not Yet Approved*
1 112_20240718_ts_24
Ordinance No._____
Ordinance of the Council of the City of Palo Alto Amending PAMC Section 22.08.440 to Rename Tower Well Park to Fred Eyerly Tower Well Park

The Council of the City of Palo Alto ORDAINS as follows:

SECTION 1. The City Council finds and declares as follows:

A. On March 4, 2024, the City Council dedicated Tower Well Park as codified at Palo Alto Municipal Code section 22.08.440.

B. The City Council now desires to rename the park as Fred Eyerly Tower Well Park.

SECTION 2. Section 22.08.440 (Tower Well Park) of Chapter 22.08 (Park Dedications) of the Palo Alto Municipal Code (PAMC) is hereby amended and restated as follows (deleted text is in strikethrough, new text is underlined):

22.08.440 Fred Eyerly Tower Well Park.

That certain parcel of land known as the Fred Eyerly Tower Well Park, as delineated and described in Exhibit A -31, is hereby reserved for park, playground, recreation or conservation purposes.

SECTION 3. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The Council hereby declares that it should have adopte d the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid.

SECTION 4. The Council finds that this project is exe mpt from the provisions of the California Environmental Quality Act (“CEQA”), pursuant to Section 15061 of the CEQA Guidelines, because it can be seen with certainty that there is no possibility that the ordinance will have a significant effect on the environment.

//

//

//

//

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Attachment A - Ordinance
Amending PAMC Section

22.08.440 to Rename
Tower Well Park to Fred
Eyerly Tower Well Park

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*Not Yet Approved*
2 112_20240718_ts_24
SECTION 5. This ordinance shall be effective on the thirty -first day after the date of its adoption.

INTRODUCED:

PASSED
AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

____________________________ ____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

____________________________ ____________________________ Assistant City Attorney City Manager

____________________________
Director, Community Services Department
Item 12
Attachment A - Ordinance
Amending PAMC Section

22.08.440 to Rename
Tower Well Park to Fred
Eyerly Tower Well Park

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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: September 9, 2024
Report #:2408-3398
TITLE
SECOND READING: Ordinance of the Council of the City of Palo Alto Amending PAMC Section

2.22.030 to Update Quorum and Other Procedural Requirements Reflecting a Seven Member Human Relations Commission (FIRST READING: August 19, 2024 PASSED 7-0)

BACKGROUND
This ordinance was heard by the City Council on August 19, 2024 for a first reading and was approved 7-0. No changes were made to the ordinance; it is now before City Council for a second reading.

ATTACHMENTS
Attachment A: Ordinance of the Council of the City of Palo Alto Amending PAMC Section 2.22.030 to Update Quorum and Other Procedural Requirements Reflecting a Seven Member Human Relations Commission
APPROVED BY:

Mahealani Ah Yun
Item 13
Item 13 Staff Report

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*Not Yet Approved*
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Ordinance No._____
Ordinance of the Council of the City of Palo Alto Amending PAMC Section 2.22.030 to Update Quorum and Other Procedural Requirements Reflecting a Seven Member Human Relations Commission

The Council of the City of Palo Alto ORDAINS as follows:

SECTION 1. The City Council finds and declares as follows:

A. The City has a Human Relations Commission as detailed in Chapter 2.22 of the Palo Alto Municipal Code.

B. In March and April 2023, the City Council adopted Ordinance 5583 to expand the membership of the Human Relations Commission from five to seven members.

C. The City Council now desires to clean up the quorum requirements and other procedural aspects of Chapter 2.22 to reflect the seven member commission.

SECTION 2. Section 2.22.030 (Officers, meetings and procedures) of Chapter 2.22 (Human Relations Commission) of the Palo Alto Municipal Code (PAMC) is hereby amended and restated as follows (deleted text is in strikethrough, new text is underlined):

2.22.030 Officers, meetings and procedures.
(a) The commission shall elect one of its members chairperson who shall hold office for one year and until a successor is elected unless the chairperson’s term as a member of the commission sooner expires.
(b) The Human Relations Commission shall establish a regular time, date and place of meeting and shall ordinarily hold meetings monthly. Special meetings may be called by the chairperson or by any three four members of the commission upon personal notice being given to all members or by written notice being mailed to each member twenty-four hours prior to such meeting unless such notice requirement is waived in writing. (c) Three Four of the five seven members shall constitute a quorum and the affirmative votes of a majority of members present are required to take any action. (d) The commission may establish ad hoc committees of two up to three commission members for advisory and investigative purposes. The commission shall, by majority vote, appoint members of ad hoc committees.

SECTION 3. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The Council hereby declares that it should have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid.

Item 13
Attachment A - Ordinance
of the Council of the City
of Palo Alto Amending
PAMC Section 2.22.030 to
Update Quorum and
Other Procedural
Requirements Reflecting
a Seven Member Human
Relations Commission

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*Not Yet Approved*
2 113_20240718_ts_24
SECTION 4. The Council finds that this project is exempt from the provisions of t he California Environmental Quality Act (“CEQA”), pursuant to Section 15061 of the CEQA Guidelines, because it can be seen with certainty that there is no possibility that the ordinance will have a significant effect on the environment.

SECTION 5. This ordinance shall be effective on the thirty -first day after the date of its adoption.

INTRODUCED:

PASSED
AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

____________________________ ____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

____________________________ ____________________________ Assistant City Attorney City Manager

____________________________
Director, Community Services Department
Item 13
Attachment A - Ordinance
of the Council of the City
of Palo Alto Amending
PAMC Section 2.22.030 to
Update Quorum and
Other Procedural
Requirements Reflecting
a Seven Member Human
Relations Commission

Item 13: Staff Report
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: September 9, 2024
Report #:2405-3058
TITLE
Semi-Annual Report of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees for the period of January 1, 2024 through June 30, 2024

RECOMMENDATION
This is an informal report, no action is required

DISCUSSION
Palo Alto Municipal Code (PAMC) Section 2.30.710(a) requires the City Manager to provide a semi-annual report to Council consisting of contracts awarded by the City Manager, Procurement Officer or other designated employees for:

1. Goods contracts $85,000 through $250,000 per year (Attachment A), and

2. Professional and General Services $25,000 through $85,000 and Public Works Contracts $85,000 through $250,000 per year (Attachment B).

The contracts in Attachment A consist of eleven (11) distinct awards for goods, and the contracts in Attachment B consist of seventy-five (75) distinct awards for a wide range of services. These awards are a core element of the efficient and effective provision of services by the City to our community and reflect extensive coordination and prudent decision-making.

For informational purposes, Attachment C provides excerpts from the PAMC that set forth the authority designated by Council to the Procurement Officer to award and sign contracts (PAMC

2.30.200) and City Manager to award and sign contracts (PAMC 2.30.210).

ENVIRONMENTAL REVIEW
This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment.

Item 18
Item 18 Staff Report

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ATTACHMENTS
Attachment A: Goods Contracts Awarded $85,000 through $250,000 per year Attachment B: Professional and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year
Attachment C: Excerpts from the Palo Alto Municipal Code APPROVED BY:

Lauren Lai, Administrative Services Director
Item 18
Item 18 Staff Report

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ATTACHMENT A
Goods Contracts Awarded $85,000 through $250,000 per year Contract Awarded To Award Date Award
Amount
Bidding Exemption or
Number of Bids
Sent/Received
*PAMC 2.30.360
Description
ANIXTER INC 4/19/2024 $165,248.03 2928/5 Assorted Electric parts DASHER TECHNOLOGIES INC 1/9/2024 $98,339.55 2.30.360(j) Arctic Wolf Managed Detection and Response DASHER TECHNOLOGIES INC 5/2/2024 $127,471.87 2.30.360(j) Data Communications Aruba Switches Bundle and Products
EPLUS TECHNOLOGY INC 4/30/2024 $177,349.45 2.30.360(j) E9-2 Fiber Hut Interior Equipment FREMONT CHEVROLET FREMONT BUICK GMC 4/8/2024 $186,079.95 2.30.360 (k) Chevy Blazer EV WSB 837 GOLDEN GATE SYSTEMS 3/25/2024 $169,775.96 2.30.360(j) Computer Hardware- Dynabook Notebooks and HP Desktop
ICONIX WATERWORKS US INC 4/15/2024 $159,001.36 2979/4 Assorted Water Parts KRUEGER INTERNATIONAL INC 6/24/2024 $106,640.63 2.30.360(j) Furniture and Installation for Planning Department ONESOURCE SUPPLY SOLUTIONS LLC 1/11/2024 $124,806.87 6/2 Purchase of High Voltage Cable for UTL PROFORCE LAW ENFORCEMENT 2/15/2024 $125,352.82 2900/6 Pistols and Equipment for Police TROJAN TECHNOLOGIES GROUP ULC 2/13/2024 $133,578.18 2.30.360 (e) UV System, UV lamp and related Equipment *PAMC 2.30.360
https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990

Item 18
Attachment A - Goods Contracts
Awarded $85,000 through $250,000
per year

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ATTACHMENT B
Services Contracts Awarded
Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount
Bidding Exemption or
Number of Bids
Sent/Received
*PAMC 2.30.360
Description
ALLEGION ACCESS TECHNOLOGIES LLC 02/01/2024 31,090.00$ 3/3 Automatic Door Installation ALLEN, GLAESSNER, HAZELWOOD 01/23/2024 25,000.00$ 2.30.360(g) Professional Legal Services ALLIANT INSURANCE SERVICES, INC 03/26/2024 75,833.34$ 2.30.360(b2) Benefits Broker ALMA BAZO LANDETA 04/30/2024 30,000.00$ 2.30.360(i) Consultant for Creative Community Engagement BAGG ENGINEERS 06/03/2024 85,000.00$ 3055/1 Soil Compaction Testing BIBLIOCOMMONS CORP 06/13/2024 74,476.48$ 2.30.360(d) Online Catalog for Library - Year 2 BKF ENGINEERS 01/24/2024 49,472.00$ 2.30.360(i) Topographic Surveying Services BLUE RHINO STUDIO INC 06/04/2024 41,250.71$ 2.30.360(i) Custom Bronze Sculpture BLUE SKY ENVIRONMENTAL INC 04/23/2024 33,110.00$ 2.30.200(d) Emissions Testing BRUCE OLSTAD 05/14/2024 25,000.00$ 2.30.360(i) Music Director and Accompanist Services CAPSTONE FIRE & SAFETY MANAGEMENT 03/26/2024 25,000.00$ 2.30.360(i) Confined Space Entry Rescue Training CARAHSOFT TECHNOLOGY CORP. 04/15/2024 67,853.65$ 2.30.360 (j) Installation and implementation of Disaster Recovery as a Service
CAROLLO ENGINEERS 06/24/2024 85,000.00$ 3049/1 On-Call Engineering Services -Year 1 CLEAN HARBORS ENVIRONMENTAL 01/04/2024 85,000.00$ 674/4 City HazWaste Disposal - year 1 COLLECTION BUREAU OF AMERICA 05/30/2024 84,680.00$ 2892/3 Utilities - Collection Services COMMUNICATION ACADEMY 01/17/2024 40,001.00$ 2792/3 FY2024 Academic classes and camps COURTESY CLEANERS & DRAPE INC 02/05/2024 48,000.00$ 2810/1 Police Department Uniform Cleaning- Year 1 CROSS LAND SURVEYING, INC 01/10/2024 25,000.00$ 2.30.360(i) Golf Course Wetlands Land Surveying CUBIC CORPORATION AND SUBSIDIARIES 06/05/2024 45,000.00$ 2.30.36 (d) Traffic Signal Controller Hardware and Software DASHER TECHNOLOGIES INC 01/12/2024 31,216.27$ 2.30.360(j) Downtown Automated Parking Guidance Systems Project City Network Equipment Purchase
DAVID J POWERS & ASSOCIATES INC 02/05/2024 41,721.00$ 2.30.360(i) Consultant for CEQA Report DAVID J POWERS & ASSOCIATES INC 03/11/2024 27,438.00$ 2.30.360(h) 4075 El Camino Way-CEQA DAVID J POWERS & ASSOCIATES INC 03/21/2024 89,567.00$ 2.30.360(h) 3980 El Camino Real-CEQA DTA 06/26/2024 49,765.00$ 2.30.360(i) Impact Fee Study FY24 EMBARCADERO MEDIA FOUNDATION 04/10/2024 26,070.00$ 4/2 Print and Digital Advertising for PWD EMBARCADERO MEDIA FOUNDATION 03/21/2024 72,327.95$ 1396/2 Legal Advertising for BCC Recruitment ESRI INC. 02/20/2024 58,825.00$ 2.30.360(e) FY24: ESRI Govt Annual Sub - Year 1 FLEX ADVANTAGE THE ADVANTAGE GROUP 03/12/2024 40,740.00$ 3/2 Retiree Medical Reimbursement Services GALLAGHER BENEFIT SERVICES INC 06/18/2024 27,000.00$ 2.30.360(t) Gallagher Class Comp Studies *PAMC 2.30.360
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Attachment B - Professional and
General Services $25,000 through
$85,000 per year and Public Works
Contracts $85,000 through $250,000
per year

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ATTACHMENT B
Services Contracts Awarded
Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount
Bidding Exemption or
Number of Bids
Sent/Received
*PAMC 2.30.360
Description
GOOD CITY COMPANY 05/31/2024 50,000.00$ 2.30.360(i) Housing Gap Analysis GOOD CITY COMPANY 06/19/2024 45,000.00$ 2.30.360(i) Economic Development Services GRANICUS, LLC 03/19/2024 43,596.65$ 2.30.360(j) Support and Maintenance Public Records Request for PD GRASSROOTS ECOLOGY 03/25/2024 33,050.00$ 2971/1 Support and Maintenance for Native Plant Restoration and Green Stormwater Infrastructure Support
GRM INFORMATION MANAGEMENT 06/24/2024 72,246.50$ 2.30.360(b) Offsite Records Storage HAMLET INC 05/31/2024 27,000.00$ 2.30.360(i) Meeting Agenda Services HILL BROTHERS CHEMICAL COMPANY 04/05/2024 50,269.28$ 10/3 Alkalinity Chemicals, Mag Bulk Delivery HONEYWELL INTERNATIONAL INC 04/04/2024 38,542.88$ 2.30.360(d) G2 FSAS Annual Svs Agreement INSIGHT PUBLIC SECTOR, INC. 03/22/2024 41,838.00$ 2.30.360(j) Mimecast 365 Protect- email Security KIDDER MATHEWS 01/25/2024 48,600.00$ 2.30.360(i) Embarcadero Property Appraisal KIDIZENS 01/03/2024 35,001.09$ 2793/5 FY2024 LEGO Youth camps and classes KOPPL PIPELINE SERVICES INC. 01/11/2024 85,000.00$ 2831/1 On-call stopping and tapping services LAW OFFICE OF TODD SIMONSON PC 03/06/2024 50,000.00$ 2.30.360(g) Legal Services

LIGHTHOUSE FOR THE BLIND AND VISUALLY

IMPAIRED
04/16/2024 49,983.69$ 2.30.360(i) Graphic Design Services LYNX TECHNOLOGIES INC 05/28/2024 50,000.00$ 2.30.360(i) GIS Data Development MOODY'S ANALYTICS INC 01/31/2024 46,251.00$ 2.30.360(i) Analytic Services with Northern California Power Agency- Year 2
MUNICIPAL RESOURCE GROUP LLC 04/10/2024 58,494.00$ 2.30.360(b2) Recruitment Analysis and recommendations MUNICIPAL RESOURCE GROUP LLC 04/30/2024 43,067.00$ 2.30.360(i) Recruitment Services NEIGHBORS ABROAD 04/03/2024 35,000.00$ 2.30.360(i) Reception/Hosting Services-CMO OCLC INC 06/04/2024 30,000.00$ 2.30.360(d) Cataloging and Metadata for Library OPTM 03/13/2024 53,404.72$ 2.30.360(j) Oracle Database Renewal PALO ALTO CHAMBER OF COMMERCE 06/26/2024 55,000.00$ 2.30.360(d) Chamber Support PRO AUDIO RENTAL SYSTEMS 06/04/2024 39,150.00$ 2.30.360(i) Pro Audio, TCS Staging Audio 2024 R3 CONSULTING GROUP, INC. 06/20/2024 84,500.00$ 5/3 Refuse Fund and Rate Analysis RANKIN ONEAL 02/21/2024 25,000.00$ 2.30.360(g) Professional Legal Services RANKIN SHUEY MINTZ LAMPASONA HARPER 01/18/2024 25,000.00$ 2.30.360(g) Professional Legal Services RDA CONSULTING SPC 04/10/2024 80,001.09$ 2864/2 Human Services Needs Assessment *PAMC 2.30.360
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Attachment B - Professional and
General Services $25,000 through
$85,000 per year and Public Works
Contracts $85,000 through $250,000
per year

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ATTACHMENT B
Services Contracts Awarded
Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount
Bidding Exemption or
Number of Bids
Sent/Received
*PAMC 2.30.360
Description
RINCON CONSULTANTS, INC. 01/03/2024 47,302.00$ 2.30.360(i) GHG Inventory of Emissions Data Collection and Training RINCON CONSULTANTS, INC. 04/04/2024 68,846.00$ 2.30.360(h) 3265 El Camino Real-CEQA Analysis ROCK RABBIT INC 02/20/2024 45,000.00$ 2.30.360(i) Web Application for Water Heater Project Rebates SANTA CLARA COUNTY FIRESAFE COUNCIL 06/25/2024 60,000.00$ 2.30.360(c) FFMP Project Area maintenance and education SHI INTERNATIONAL CORP 04/22/2024 27,764.00$ 2.30.360(j) Net Motion platform SIEGFRIED ENGINEERING, INC 04/16/2024 25,300.00$ 2.30.360(i) Land Surveying Service SMART WAVE TECHNOLOGIES LLC 01/17/2024 84,845.00$ 3/3 Design and Support for Tarana Pilot Network SUNBELT CONTROLS INC 06/10/2024 42,311.00$ 4/4 City Hall WebCntrl/SA-1 Controls Upgrade SUSAN ZOCCOLA LLC 02/21/2024 47,630.00$ 2.30.360(i) Replacement of Damaged Sculpture TRANSFORMER CONSULTING 05/31/2024 52,285.00$ 2.30.360(b2) Factory Inspections for 2-50MVA Transformers TRIPLE HS, INC. 02/08/2024 50,000.00$ 2.30.360(i) Mitigation Monitor Plan for Golf Course UNITED RENTALS (NORTH AMERICA) INC 05/08/2024 39,967.25$ 2.30.360(c) Lease of Portable Generators UNITED SECURITY SPECIALISTS INC 01/31/2024 36,000.00$ 3/2 Security Guard Services for Overnight Warming Location VERDE DESIGN, INC. 02/01/2024 50,000.00$ 2.30.360(i) Construction Administration Services WATRY DESIGN, INC 06/04/2024 38,000.00$ 2.30.360(i) Design Services for DT University Ave Business District WILDLAND RES MGT 03/08/2024 29,627.00$ 2.30.360(i) Update for Foothills Fire Mgmt. Plan and Community Wildfire Protection Plan
WQTS INC 04/03/2024 50,000.00$ 2.30.360(i) Support Services for Water-Gas-Wastewater Division XCEL ELECTRIC GROUP LLC 06/25/2024 43,887.00$ 3058/8 EV Chargers Install, City Hall, Level C YORKE ENGINEERING LLC 01/31/2024 85,000.00$ 2857/2 Gap Assessment *PAMC 2.30.360
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Attachment B - Professional and
General Services $25,000 through
$85,000 per year and Public Works
Contracts $85,000 through $250,000
per year

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ATTACHMENT C

Excerpts from the Palo Alto Municipal Code

Chapter 2.30- Contracts and Purchasing Procedures
Item 18
Attachment C - Excerpts
from the Palo Alto
Municipal Code

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2.30.360 Exemptions from competitive solicitation requirements.

The following are exemptions from the informal and formal competitive solicitation requirements of this chapter, except as otherwise provided. These exemptions will be narrowly interpreted and applied. The department requesting an exemption shall provide all relevant information supporting the application of the exemption to the Procurement Officer. Based upon this information, the Procurement Officer shall make a recommendation to the City Manager and the City Manager shall determine whether an exemption from the competitive solicitation requirements applies.

Nothing herein is intended to
preclude the use of competitive solicitations, as practicable. (a) Emergency Contracts, provided that any procurement of goods and services obtained during an emergency declared by the Federal Emergency Management Agency shall comply with applicable FEMA Public Assistance Program's orders, rules, regulations, guidelines and control procedures for cost reimbursement purposes. (b) Whenever solicitations of bids or proposals would for any reason be impracticable, unavailing or impossible, provided that in the case of a public works project, the project is not otherwise required by the charter to be formally bid.

These
situations are those where solicitations of bids or proposals would not be useful or produce any operational or financial advantage for the city.

Situations where solicitations of bids or proposals would be impracticable, unavailing or impossible, include, without limitation, the following:
(1) Contract specifications cannot be drawn in a way that would enable more than one vendor, consultant or contractor to meet them;
(2) Due to circumstances beyond the control of the city, the time necessary to use the competitive solicitation process, procedures and requirements would result in a substantial economic loss to the city or the substantial interference with a required city operation;
(3) Special conditions attached to a grant, donation or gift requires the use of particular goods and/or services.

All requests for exemptions under this subsection shall be supported by written documentation (facsimile or electronic mail may be used), approved by the department head and the Procurement Officer. (c) Where competitive bids or requests for proposals have been solicited and no bid or proposal has been received, or where no bid or proposal meeting the requirements of the invitation to bid or request for proposals has been received, provided that, in the case of a public works project, the project is not otherwise required by the charter to be formally bid. (d) Contracts for goods, wholesale commodities and services, general services or professional services available from only one source, where the Procurement Officer has determined, in writing, there is no adequate substitute or equivalent provider. Examples of acceptable sole source acquisitions or purchases may include, without limitation: equipment or services for equipment, for which there is no comparable competitive product or service except that provided by the equipment manufacturer, distributor or dealer; proprietary products sold directly by the manufacturer; a component or replacement part, for which there is no commercially available substitute and which can be obtained only from the manufacturer; goods where there is only one authorized distributor in the area; and goods where compatibility with goods in use by the city is an overriding consideration. All requests for sole source acquisitions or purchases shall be supported by written documentation (facsimile or electronic mail may be used), approved by the office or department head, and forwarded to the Procurement Officer.
(e) Contracts for goods where, pursuant to Section

2.30.900, the City Manager has determined that standardization of the supplies, materials or equipment is permissible.
(f) Placement of insurance coverage and surety bonds. (g) Legal services contracts, including, without limitation, the services of outside counsel, consultants and other experts needed for litigation, administrative or other legal proceedings. (h) Professional services contracts for private development related studies and services whenever the services are funded wholly by private developers.
(i) Professional services contracts, where the estimated total expenditure by the city, regardless of term, does not exceed $50,000.00.
(j) Cooperative purchases, with one or more other public agencies or through a cooperative purchasing agency, provided:
(i) the services are solicited using methods substantially similar to those required by this chapter, as determined by the Procurement Officer; and (ii) the contract is consistent with the requirements specified in this municipal code. (k) The use of another governmental or public agency's contract or substantially the same contract terms provided: (i) the agency uses a solicitation method substantially similar to the method required by this chapter; (ii) the contract is consistent with the requirements specified in this municipal code; and (iii) the Procurement Officer determines that the city will realize overall value to utilizing the other agency's contract or contract terms compared to the city performing its own solicitation. (l) Contracts with, or solicited on the city's behalf by, Northern California Power Agency, Transmission Agency of Northern California, and Western Area Power Administration to procure wholesale utility commodities and services that meet the requirements of Section

2.30.340(d) or

2.30.360(k).
(m) Contracts with Pacific Gas and Electric Company and the California Independent System Operator Corporation for energy transmission services to the extent necessary and expedient to provide for the general health, safety and welfare of Item 18
Attachment C - Excerpts
from the Palo Alto
Municipal Code

Item 18: Staff Report
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the city's utility customers.
(n) Contracts with any public agency or governmental body to construct a public work, where the Procurement Officer determines the public agency or governmental body has used methods similar to those required by this chapter to contract for the public work.
(o) Contracts with any public utility holding a certificate of public convenience and necessity or any entity holding a cable service or video service franchise pursuant to
chapter 2.10 of this municipal code to construct a public works, where such works involves property of such public utility or cable service or video service franchisee and is otherwise of direct concern to both the city and such public utility or cable service or video service franchisee, provided that the project is not otherwise required by the charter to be formally bid.
(p) Contracts with private developers to construct public improvements in connection with their development projects, even if the city contributes funds to the improvement project, provided that the projects are not otherwise required by the charter to be formally bid.
(q) Projects, where the public work is performed by the city with its own employees. (r) Contracts, where the estimated total expenditure by the city does not exceed $10,000.00. (s) Contracts with entities to procure at wholesale prices utility commodities and services under a city "feed-in tariff" energy program that meets the requirements of Section

2.30.340(c).
(t) Professional services contracts in relation to personnel matters for: recruitment consultants, workplace investigations, threat assessments, conflict intervention, and industrial safety. (Ord. 5494 § 21, 2020: Ord. 5387 § 1 (part), 2016: Ord. 5148 § 2, 2012: Ord. 5081 § 1, 2010: Ord. 4827 § 1 (part), 2004) Item 18
Attachment C - Excerpts
from the Palo Alto
Municipal Code

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City Council
Staff Report
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: September 9, 2024
Report #:2408-3402
TITLE
City of Palo Alto Monthly Investment Activity Report July 2024 (Unaudited)

ATTACHMENTS
Attachment A: 2024 07 (July) Monthly Investment Activity Report APPROVED BY:

Lauren Lai
Item 19
Item 19 Staff Report

Item 19: Staff Report
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ReportꢀPostedꢀatꢀtheꢀCity’sꢀWebsite:ꢀwww.cityofpaloalto.org/investmentreportingꢀ AboveꢀLinkꢀonꢀCouncilꢀAgendaꢀofꢀSeptemberꢀ9,ꢀ2024ꢀꢀ
______________________________________________________________________ꢀ ꢀ
TheꢀCity’sꢀInvestmentꢀPolicy1ꢀ(Policy)ꢀandꢀCaliforniaꢀGovernmentꢀCodeꢀSectionꢀ53607ꢀrequiresꢀthatꢀaꢀ reportꢀofꢀtransactionsꢀ(investments,ꢀreinvestment,ꢀsold,ꢀandꢀexchangedꢀsecurities)ꢀbeꢀmadeꢀavailableꢀ toꢀtheꢀCouncilꢀonꢀaꢀmonthlyꢀbasis.ꢀꢀ
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Theꢀattachedꢀlistꢀofꢀtransactionsꢀ(AttachmentꢀA)ꢀalsoꢀincludes,ꢀthoughꢀnotꢀrequiredꢀbyꢀtheꢀPolicyꢀorꢀ theꢀ governmentꢀ code,ꢀ securityꢀ maturitiesꢀ andꢀ cashꢀ movementꢀ activityꢀ inꢀ theꢀ City’sꢀ twoꢀ liquidꢀ operatingꢀcashꢀpoolꢀaccountsꢀ(LocalꢀAgencyꢀInvestmentꢀFundꢀorꢀLAIFꢀandꢀFidelityꢀaccounts).ꢀLiquidꢀ cashꢀareꢀavailableꢀonꢀaꢀdailyꢀbasisꢀbutꢀareꢀinvestedꢀbyꢀtheꢀtwoꢀentitiesꢀinꢀaꢀrangeꢀofꢀsecuritiesꢀ(e.g.,ꢀ treasuries,ꢀfederalꢀagencies,ꢀcommercialꢀpaper,ꢀcorporateꢀbonds,ꢀtimeꢀdeposits,ꢀloans,ꢀandꢀcertificateꢀ ofꢀdeposits/bankꢀnotes).ꢀ
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Thisꢀreportingꢀrequirementꢀisꢀseparateꢀandꢀdistinctꢀfromꢀtheꢀquarterlyꢀinvestmentꢀreportꢀsubmittedꢀ underꢀCaliforniaꢀGovernmentꢀCodeꢀSectionꢀ53646ꢀthatꢀincludesꢀportfolioꢀcomposition,ꢀaꢀdetailedꢀlistꢀ ofꢀallꢀsecurities,ꢀperformanceꢀcomparedꢀtoꢀtheꢀPolicy,ꢀoverallꢀcomplianceꢀwithꢀtheꢀPolicy,ꢀandꢀtheꢀ City’sꢀabilityꢀtoꢀmeetꢀexpenditureꢀrequirementsꢀoverꢀtheꢀnextꢀsixꢀmonths.ꢀ ꢀꢀ
Preparedꢀby:ꢀ ꢀ
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ꢀ Approvedꢀby:ꢀꢀ ꢀ
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ꢀ
ꢀ
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ꢀꢀꢁꢂꢃꢁꢂꢃꢂꢄ ꢀꢁꢂꢃꢁꢂꢃꢂꢄꢀ
_______________________ꢀ ________________ꢀ _______________________ꢀ _________________ꢀ TarunꢀNarayan,ꢀ
Mgr.ꢀTreasury,ꢀDebtꢀ&ꢀ
Investmentsꢀ
Dateꢀ ChristineꢀParas,ꢀ
Asst.ꢀDirectorꢀASDꢀ
Dateꢀ
ꢀ ꢀꢁꢂꢃꢁꢂꢃꢂꢄ
ꢀ ꢀ ꢀ ꢀ ꢀ
______________________ꢀ _________________ꢀ
LaurenꢀLai,ꢀ Dateꢀ
ChiefꢀFinancialꢀOfficerꢀ
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1ꢀhttps://www.cityofpaloalto.org/files/assets/public/v/1/administrativeͲservices/investmentͲpolicies/adoptedͲinvestmentͲpolicyͲ1Ͳ39Ͳasd.pdfꢀꢀ Item 19
Attachment A - 2024 07
(July) Monthly Investment
Activity Report

Item 19: Staff Report
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ꢀꢁꢂꢃꢄꢅꢆꢇꢈꢉꢇꢊꢋꢌꢁꢍꢋꢈꢎꢀꢏꢈꢐꢑꢐꢒꢓꢔꢕꢒꢖꢀꢑꢕꢒꢖꢕꢐꢔꢕꢖꢐꢗꢉꢉꢖꢓꢒꢓꢘꢒꢙꢑꢀꢗꢙꢚꢑ $WWDFKPHQWꢀ$
City of Palo Alto
Administration Svcs. Dept.
250 Hamilton Ave., 4th Floor
Palo Alto, CA 94301
City of Palo Alto
Activity Report
Sorted By Safekeeper
July 1, 2024 - July 31, 2024
(650)329-2362
Par Value Par Value
Percent Beginning
Balance
Current
Rate
Transaction
Date
Purchases or
Deposits
Redemptions or
Withdrawals
Ending
BalanceCUSIP Investment # Issuer of Portfolio
Safekeeper: Union Bank of California
Negotiable Certificates of Deposits
Subtotal and Balance 14,340,000.00
15,500,000.00
160,908,000.00
3,000,000.00
14,340,000.00
15,500,000.00
160,908,000.00
3,000,000.00
Corporate Medium Term Bonds
Subtotal and Balance
Federal Agency Bonds
Subtotal and Balance
Treasury Securities (Notes)
Subtotal and Balance
Municipal Bonds
917542QR6
64985HWS2
917542QV7
1731 MUN
2007 MUN
2306 MUN
State of Utah 4.554

2.120

3.539
07/01/2024
07/15/2024
07/01/2024

0.00 165,000.00
450,000.00
403,459.05
New York St Envrnmntl Facs
State of Utah

0.00 0.00
Subtotal and Balance 113,496,292.18 0.00 1,018,459.05 112,477,833.13 Supranationals (World Bank) Bonds
Subtotal and Balance
Safekeeper Subtotal
26,500,000.00
333,744,292.18
26,500,000.00
332,725,833.1356.362% 0.00 1,018,459.05
Safekeeper: U.S. Bank
Negotiable Certificates of Deposits
75102EAC2
227563CF8
87164DVY3
2798 NCD
2875 NCD
2886 NCD
Raiz Federal Credit Union
Cross River Bank

4.900

5.100

5.000
07/25/2024
07/14/2024
07/29/2024

0.00 0.00

0.00 249,000.00
249,000.00
249,000.00Synovus Bank
Subtotal and Balance 32,619,000.00 0.00 747,000.00 31,872,000.00 Portfolio CPA
AP
Run Date: 08/13/2024 - 09:51 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Item 19
Attachment A - 2024 07 (July)
Monthly Investment Activity Report

Item 19: Staff Report
Pg.
3 Packet Pg. 227 of 228

ꢀꢁꢂꢃꢄꢅꢆꢇꢈꢉꢇꢊꢋꢌꢁꢍꢋꢈꢎꢀꢏꢈꢐꢑꢐꢒꢓꢔꢕꢒꢖꢀꢑꢕꢒꢖꢕꢐꢔꢕꢖꢐꢗꢉꢉꢖꢓꢒꢓꢘꢒꢙꢑꢀꢗꢙꢚꢑ City of Palo Alto
Activity Report Page 2
July 1, 2024 - July 31, 2024
Par Value Par Value
Percent Beginning
Balance
Current
Rate
Transaction
Date
Purchases or
Deposits
Redemptions or
Withdrawals
Ending
BalanceCUSIP Investment # Issuer of Portfolio
Safekeeper: U.S. Bank
Corporate Medium Term Bonds
Subtotal and Balance 12,530,000.00
35,204,594.59
2,500,000.00
12,530,000.00
35,204,594.59
2,500,000.00
Federal Agency Bonds
Subtotal and Balance
Treasury Securities (Notes)
Subtotal and Balance
Municipal Bonds
797669ZJ0 2572 MUN SF Bay Area Rapid Transit Dist 1.971 07/01/2024 0.00 500,000.00 Subtotal and Balance 135,500,908.30 0.00 500,000.00 135,000,908.30 Supranationals (World Bank) Bonds
Subtotal and Balance
Safekeeper Subtotal
23,500,000.00
241,854,502.89
23,500,000.00
240,607,502.8940.758% 0.00 1,247,000.00
Safekeeper: Not applicable - Cash/Managed Pool Accounts LAIF & Fidelity Cash Accounts
SYS158
SYS159
158
159
Fidelity Investments 5.170

4.530
6,056,044.97
15,396,435.16
35,100,000.00
34,700,000.00Local Agency Investment Fund
Subtotal and Balance
Safekeeper Subtotal
Total 100.000%
65,348,470.30
65,348,470.30
640,947,265.37
21,452,480.13
21,452,480.13
21,452,480.13
69,800,000.00
69,800,000.00
72,065,459.05
17,000,950.43
17,000,950.43
590,334,286.45

2.880%
Portfolio CPA
AP
Run Date: 08/13/2024 - 09:51 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Item 19
Attachment A - 2024 07 (July)
Monthly Investment Activity Report

Item 19: Staff Report
Pg.
4 Packet Pg. 228 of 228