Dear Mayor and Council Members,
On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council Member Tanaka on the Monday, November 4 Council Meeting.
Item 7: Approval of General Service Contract Number C25191700A with Northwest Woodland Services, Inc. in the Amount Not-to-Exceed $1,209,780 for the Open Space Trails and Amenities Capital Improvement Program Project (OS-00001) for a Period of Five Years. CEQA status – Categorically exempt.
1. What strategies were employed to ensure a robust bidding process that attracted qualified contractors, given the significant disparity in bids with Northwest Woodland Services’ proposal being over three times lower than the competing bid? How can we be sure this lower bid reflects both cost efficiency and the expected quality of services?
Staff response: The procurement processed detailed in the staff report ensured a competitive bidding environment. In addition to being the low bid, Northwest Woodland Services, Inc. was chosen based on service quality, field staff experience, past performance with the City, and future service capacity, ensuring both cost efficiency and quality.
2. How does the City plan to address the risks of inflation and rising operational costs in a fixed five-year contract without cost escalation provisions, and what contingency measures are in place to ensure service quality isn’t compromised over time?
Staff response: The fixed rate was proposed by the contractor. The contractor’s work will be monitored by Open Space Rangers to ensure quality of work.
3. What specific criteria will trigger the use of the 10% additional services fund, and how will the City ensure stringent oversight to prevent misuse or unanticipated budget overruns?
Staff response: Additional services can be used for an extreme weather event(s) or for other unforeseen complexities during the five-year term, triggered when the day rate is exceeded. Additional services must be approved by the project manager.
4. What performance metrics will be established to monitor the contractor’s work throughout the contract, and how will these metrics inform future contract adjustments if standards are not met?
Staff response: A project manager and Open Space Rangers will oversee and monitor the contractor’s work, ensuring adherence to performance standards and informing any necessary adjustments.
Item 8: Approval of Contract Amendment Number 1 to Contract Number C24189849 with Ecology Action of Santa Cruz in the amount of $485,243 for the City of Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for Three Years (January 2025 - November 2027) for a new not-to-exceed of $625,211; CEQA status 15322 – categorically exempt (educational program).
1. How was the proposed cost of $485,243 determined, and what benchmarks were used to compare it to similar educational programs in other jurisdictions?
Staff response: The cost proposal reflects the scope of work for three years, maintaining current service levels with minor curriculum updates. Ecology Action has delivered exemplary performance during the pilot program. This comprehensive programming is unique to Palo Alto, helping sustain and grow student active transportation. The proposal was evaluated based on their strong understanding of Palo Alto’s needs and their proven track record from the previous year.
2. Why was only one proposal received from Ecology Action, and what measures will the City implement to improve the procurement process and ensure competitive bidding in the future?
Staff response: 175 firms were notified, but only one proposal was received. The City used its eProcurement platform and directly contacted three additional firms. A follow- up survey revealed that one cited timing, and two mentioned capacity constraints.
3. What specific metrics will be used to evaluate the program's success in improving student outcomes, and how will this information be reported to the Council and the community?
Staff response: Pilot success metrics included timely deliverables, age-appropriate curriculum, and 92% teacher approval. These metrics—number of lessons, student participation, teacher satisfaction, and student safety outcomes—will continue to guide evaluation. Program performance will be reported to the Council and the community.
4. What contingency plans are in place for potential funding shortfalls from Measure B, and how will the City ensure program continuity in the event of decreased funding?
Staff response: The City plans to use Measure B Bicycle and Pedestrian Grant funds for FY 2025 and beyond. If funding decreases, the City will seek other funding sources.
The Safe Routes to School Capital Improvement Project also serves as a backup, pending Council approval.
Item 11: Approval of Amendment 1 to Contract Number C24187853 with All City Management Services, Inc. to Increase Compensation by $228,768 for Additional Crossing Guard Services and Add a Contingency of $414,933 for a New Not-to-Exceed Amount of $4,564,566; and Approve a Budget Amendment in the General Fund; CEQA status - Not a Project.
1. What specific metrics will be used to evaluate the effectiveness of the proposed $228,768 increase in contract costs, and how will we measure the expected reduction in traffic incidents at the new crossing guard locations?
Staff response: Through the City’s Safe Routes to School program, pedestrian and bicycle tallies are measured through annual counts. Traffic collision data can also be analyzed after implementation. Guards serve an integral role to help promote City goals to encourage alternative transportation methods.
2. With the proposed increase extending financial obligations through August 2028, how will future budgets accommodate these ongoing costs, particularly after the PAUSD cost-sharing agreement ends in June 2025?
Staff response: Please refer to the staff report; the City will bear the continued cost of maintaining the additional guard.
3. How will adding crossing guards affect the Police Department's resource allocation, and what measures ensure that public safety priorities are not compromised?
Staff response: Presence of a crossing guard allows patrol and traffic officers to focus traffic enforcement on areas of more concern and general calls for service.
4. What community engagement has been conducted regarding this crossing guard program, and have alternative solutions like volunteer programs or traffic calming measures been considered?
Staff response: Changes were spearheaded as a result of community engagement.
The City/School Transportation Safety Committee, of which the Police are members,
constantly interact with school PTA’s, PAUSD staff and local transportation safety representatives. Volunteer programs and traffic calming measures are not feasible.