City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: November 4, 2024
Report #:2407-3269
TITLE
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).
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract C24189849 with Ecology Action of Santa Cruz (Attachment A: Ecology Action of Santa Cruz Contract, C24189849, Amendment No. 1) for Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs between January 2025 and November 2027 in an amount not-to-exceed $485,243 for an additional three years. This amendment results in a revised total not-to-exceed amount of $625,211.
EXECUTIVE SUMMARY
A contract with Ecology Action for a one-year pilot to develop, provide, and assist with comprehensive Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for PAUSD Kindergarten, 2nd, and 5th-grade students was executed on February 27, 2024, for $139,968. Based on their completion of all contract deliverables within 10 months of contract execution, their continued comprehensive approach, a demonstrated clear understanding of Palo Alto and its needs, extensive prior experience working with Palo Alto Safe Routes to School education programs, and exceptional project management, a three-year contract amendment with Ecology Action for a fee Not-to-Exceed Amount of $485,243 for City of Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for January 2025-November 2027 is recommended. Three-year funding levels sustain the current service levels, with the addition of one deliverable to modify two 3rd Grade Bicycle Life Skills curriculum lessons for enhanced interactivity and alignment across grade levels.
BACKGROUND
On January 23, 2024, the City published a Request for Proposals (RFP) for a one-year pilot to develop, provide, and assist with comprehensive Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for PAUSD Kindergarten, 2nd, and 5th grade students.
The City received one responsive proposal from Ecology Action. The contract was approved on the Council’s Consent Calendar on February 27, 20241.
ANALYSIS
The provision of the classroom elements of Bicycle Life Skills curriculum results from a partnership between the City and PAUSD, with the City overseeing curriculum development, and PAUSD supporting the delivery of the course content by City-selected contractors. Pilot success was defined as the completion of all deliverables on time, the development of age- appropriate curriculum, and acceptable approval ratings by PAUSD staff. Between February- October 2024 the vendor utilized age-, diversity- and safety-related best practices to schedule, modify, and complete all deliverables within 10 months of contract execution. City staff found that Ecology Action curriculum development exceeded expectations by creating engaging presentations that conveyed safety concepts. Teacher surveys were distributed to gauge PAUSD teacher acceptance of the new vendor. Table 1 describes the work completed in the pilot period. In total, 3,369 students were taught through these efforts. With these results, staff is recommending continuing services.
Program Description
# Lessons
Taught
PAUSD
Teacher
Survey results
Kindergarten
Pedestrian
Education
Assembly
Modified and presented grade-wide assemblies addressing safe transportation to school, navigating traffic and
intersections, and sidewalk safety.
12 lessons
30min
sessions
100%
approval
First Grade
Pedestrian
Education
Assembly
Modified and presented grade-wide assemblies building off concepts shared in the kindergarten lesson. Students received enhanced lessons related to safe transportation to school, navigating traffic and intersections, and sidewalk safety. 12 lessons
30 min
sessions
83%
approval
Second Grade
Pedestrian
Education
Walking Field
Trip
Presented classroom-based pedestrian safety lessons and conducted walking field trips around school perimeters.
Certified educators taught students the ‘Stop, Look, and Listen’ method of crossing streets through experiential learning scenarios.
36 lessons
1 hr sessions
88%
approval
Third Grade
Bike Rodeo
Scanning and
Intersection
Station
Leadership
Three certified bicycle safety educators managed three 3rd Grade Bike Rodeo education stations. Students and parent volunteers practiced scanning over their left shoulder to avoid obstructions, signaling a right turn, stopping at stop signs, navigating traffic circles, and entering and exiting 2-way, stop- controlled intersections before cautiously taking the right-of- way.
12 lessons
90 min
sessions
100%
approval
1City Council, February 26, 2024; Agenda Item #10; SR #2402-2625 https://portal.laserfiche.com/Portal/DocView.aspx?id=70489&repo=r-704298fc& Fifth Grade
Bike Safety
Education
Modified and presented a gradewide assembly covering the following information: safe transportation to school, rules of the road and bike paths, safety equipment, helmet wearing, safe riding, navigating traffic and intersections, hand signaling, and safety near and around drivers.
12 lessons
1 hr sessions
87%
approval
Totals: 84 lessons 92% approval
Based on the high teacher ratings, their continued comprehensive approach to the scope of work, demonstrated clear understanding of Palo Alto and its needs, extensive prior experience working with Palo Alto Safe Routes to School education programs, and exceptional project management of previous programs, the following Scope of Work is proposed to support a three-year extension of this contract.
Table 2. January 2025 - December 2027 Ecology Action/ 3-Year Scope of Work Program Description
# Lessons
Requested2
Minutes of
Instruction
# of Students
to be Taught
Kindergarten
Pedestrian
Education
Assembly
Modify and present a grade-wide assembly
addressing safe transportation to school,
navigating traffic and intersections, and
sidewalk safety.
36 1,080 1,857
First Grade
Pedestrian
Education
Assembly
Modify and present a grade-wide assembly to
build off concepts shared in the kindergarten
lesson. Students received enhanced lessons
about safe transportation to school, navigating
traffic and intersections, and sidewalk safety.
36 1,080 2,007
Second Grade
Pedestrian
Education
Walking Field
Trip
Modify and present classroom-based
pedestrian safety lessons and conduct walking
field trips around the school perimeter.
Certified educators teach the ‘Stop, Look, and
Listen’ of method of crossing streets through
experiential learning scenarios.
108 6,480 1,854
Third Grade Bike
Safety Education
and Bike Safety
Rodeo Support
Three certified bicycle safety educators lead
three 3rd Grade Bike Rodeo education stations.
Students learn how to scan over their left
shoulder to avoid obstructions, signal a right
turn, stop at stop signs, navigate traffic circles,
and enter and exit 2-way, stop-controlled
intersections.
36 3,240 2,184
Third Grade Bike
Safety Education
Lessons
Enhance 3rd Grade Bicycle Life Skills curriculum
interactivity and alignment across grade levels
by modifying one 30-minute classroom lesson
taught by PAUSD educators, and one 60-minute
assembly taught by Stanford Injury Prevention.
N/A,
curriculum
upgrade
only
N/A,
curriculum
upgrade
only
N/A,
curriculum
upgrade only
Fifth Grade Bike
Safety Education
Modify and present a gradewide assembly
addressing safe transportation to school, rules
of the road and bike paths, safety equipment,
helmet wearing, safe riding, navigating traffic
36 2,160 2,232
2Subject to change based on yearly enrollment projections Table 2. January 2025 - December 2027 Ecology Action/ 3-Year Scope of Work Program Description
# Lessons
Requested2
Minutes of
Instruction
# of Students
to be Taught
and intersections, hand signaling, and safety
near and around drivers.
Totals: 252 14,040 10,134
Safe Routes to School Educational Programming improves the quality of active transportation options, takes into consideration important community feedback about the safety of student cyclists, is listed as a key City program supporting Comprehensive Plan and Sustainability and Climate Action Plan goals, and is the foundation of more than 30 years of increasing student walking and bicycling to school. This program is consistent with key transportation goals in the City’s Comprehensive Plan 2030, including creating a sustainable transportation system, reducing congestion, and providing a safe environment for all road users. Specific policies and programs include:
Policy T-1.16: Promote personal transportation vehicles as an alternative to cars (e.g., bicycles, skateboards, roller blades) to get to work, school, shopping, recreational facilities, and transit stops.
Program T6.1.2: Develop, distribute, and aggressively promote maps and apps showing safe routes to work, shopping, community services, parks, and schools within Palo Alto in collaboration with stakeholders, including PAUSD, major employers, TMA's, local businesses, and community organizations. Policy T-6.2: Pursue the goal of zero severe injuries and roadway fatalities on Palo Alto city streets.
Policy T-6.4: Continue the Safe Routes to School partnership with PAUSD and the Palo Alto Council of PTAs.
Policy T-6.5: Support PAUSD adoption of standard Safe Routes to School policies and regulations that address the five E's of education, encouragement, enforcement, engineering and evaluation.
Program T6.6.2: Continue to provide educational programs for children and adults, in partnership with community-based educational organizations, to promote safe walking and the safe use of bicycles, including the City-sponsored bicycle education programs in the public schools and the bicycle traffic school program for juveniles. Program T6.6.3: Work with PAUSD and employers to promote roadway safety for all users, including motorized alternatives to cars and bikes such as mopeds and ebikes, through educational programs for children and adults.
FISCAL/RESOURCE IMPACT
The cost proposal submitted by Ecology Action is in the amount of $485,243 for a three-year time period from January 2025 through November 2027. The additional funding for this contract in FY 2025 of $120,200 will come from the Santa Clara Valley Transportation Authority (VTA) 2016 Measure B Bicycle and Pedestrian Encouragement Grant Funds (Bike-Ped). As a part of the FY 2024 Mid-Year Budget Review3, the City appropriated $213,725 in Bike-Ped- funding, of which $139,968 was utilized for the initial contract with Ecology Action. The remaining $73,757 and the City’s estimated FY 2025 Measure B Bike-Ped grant allocation of $52,478 will be recommended to be appropriated as a part of the FY 2025 Mid-Year Budget Review. Staff has submitted its annual spending plan, Program of Projects, to the VTA to utilize Bike-Ped funding in FY 2025 for this contract amendment and should receive approval in the coming weeks. No additional budgetary action is required at this time. Funding for future years will utilize the Safe Routes to School Capital Improvement Project (PL-00026) in conjunction with the City’s annual allocation of 2016 Measure B Bike-Ped Funding, subject to City Council approval as part of the annual budget process. The Office of Transportation will also continue to explore outside funding opportunities.
STAKEHOLDER ENGAGEMENT
The City provided the January-November 2024 contract public procurement process through its eProcurement platform and notified 175 firms to encourage participation. Of those notified, 11 downloaded the proposal documents and three were notified directly. No process is required for the proposed contract amendment.
ENVIRONMENTAL REVIEW
This program is exempted under California Environmental Quality Act (CEQA) regulation 15322 (Educational or Training Programs Involving No Physical Changes).
ATTACHMENTS
Attachment A: Ecology Action of Santa Cruz Contract, C24189849, Amendment No. 1 APPROVED BY:
Philip Kamhi, Chief Transportation Official
3 City Council, February 12, 2024; SR #2311-2233
https://portal.laserfiche.com/Portal/DocView.aspx?id=70360&repo=r-704298fc&