Electric Charger
Infrastructure
Installation
Prior Year Actuals
$63,243
Current Year Budget
$307,519
Implementing Department Project Phase Project Completion Public Works N/A Recurring
Project Status: This project designs and installs electric vehicle chargers at various City facilities. The primary use of the electric vehicle chargers will be for City fleet vehicles. The design to install six new chargers on Level C of the City Hall parking garage is underway. A contractor has been selected for this project and construction is scheduled to start in July 2024.
(PF‐23000)
Facility Interior
Finishes
Prior Year Actuals
$83,323
Current Year Budget
$735,167
Implementing Department Project Phase Project Completion Public Works N/A Recurring
Replacement
(PF‐02022)
Project Status: This project improves the interior finishes of City facilities, including flooring, walls, cabinets, paint, lighting, ceiling tiles, soundproofing, and fixed office furniture, doors, windows, and associated fire/life safety, mechanical, electrical and plumbing code compliance requirements. Design of modifications to the Revenue Collections office area on Level G has restarted and is anticipated to be in construction in winter 2024. New carpet has been selected for the Children’s Library with work scheduled for early 2025.
Police Video
Recording
Prior Years Actuals
$10,751
Current Year Budget Implementing Department Project Phase Project Completion $132,700 Police Department N/A Recurring
Buildings and Facilities Projects – Page 11 of 12
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Buildings and Facilities Projects Status as of June 2024 Systems
Replacement
(PD‐20000)
Project Status: This project maintains the Palo Alto Police Department video recording systems used to record events in the field with up to five in‐car cameras as well as body‐worn cameras (BWC). In FY 2024, the City solicited for a new vendor to include the in‐car and BWC systems and newly added fixed interrogation systems in the PSB. A vendor was selected and the transition is anticipated to begin in fall 2025.
Roofing
Replacement
(PF‐00006)
Prior Year Actuals
$447,681
Current Year Budget
$2,022,410
Implementing Department Project Phase Project Completion Public Works N/A Recurring
Project Status: This project replaces existing roofs at City facilities that have outlived their useful lifespans. The Animal Shelter roof recoating has been delayed due to roof modifications required for the proposed kennel remodel.
Phase 2 of the Lucie Stern Community Center roof replacement project is scheduled to begin by fall 2024.
University Avenue Prior Year Actuals Current Year Budget $149,318
Implementing Department Project Phase Project Completion Public Works N/A RecurringParking $0
Improvements
(PF‐14003)
Project Status: This project maintains parking lots and parking structures within the University Avenue Downtown Business Parking District. There is no work planned for parking improvements in the second half of FY 2024.
Buildings and Facilities Projects – Page 12 of 12
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
One‐Time Projects
Baylands Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Comprehensive $386,401 $434,059 Community Services Design Spring 2025 Conservation
Plan
(PG‐17000)
Project Status: This project provides funding for a conservation plan that will examine the native vegetation, wildlife habitat resources, and wildlife‐appropriate public access for the entire Baylands, including Byxbee Park. This plan will provide needed information on best areas to maintain wildlife habitat and appropriate areas to develop trails or other recreation amenities; provide a design overlay for appropriate types and locations of public art in the Baylands; and design interpretive messaging throughout the Baylands. The plan seeks to optimize opportunities for low impact recreation ensuring that these are compatible with the Baylands Master Plan direction for passive use of the nature preserve. The Conservation Plan will also provide input to the Byxbee Park Completion project. The Parks and Recreation Commission has created an Ad Hoc Committee to work with staff on this project. The next steps are to review the draft plan to identify gaps and highlight where updates are required.
Baylands
Nature Preserve $14,866
Prior Years Actuals Total Project Budget Implementing Department $132,701 Community Services
Project Phase Project Completion
Completed Spring 2024
Entrance Gate
(OS‐24000)
Project Status: This project installed a new automated gate at the Baylands Nature Preserve main entrance. The existing gate was manually opened and closed by staff each day for public access. The scope of work included an electrical transformer, trenching, wiring, and gate automation equipment. The project was substantially completed in June 2024.
Boulware Park
Improvements
(PE‐17005)
Prior Years Actuals Total Project Budget Implementing Department $2,937,729 $6,261,627 Public Works
Project Status: This park renovation project was initially planned in FY 2018 but was postponed due to project priorities and potential purchase of the adjacent AT&T lot located at 3350 Birch Street. In fall 2019, the lot was purchased by the City. In response to the purchase, the City utilized the funding for the initial renovation project for preliminary design and outreach for both the existing park and the newly purchased park land. A Park Improvement Ordinance for Project Phase Project Completion
Construction Fall 2024
Parks and Open Space Projects – Page 1 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
the improvements was adopted by the City Council in October 2021. A construction contract was awarded in June 2023 and the project construction began in August 2023. Current site work is 50% complete and all underground utilities have been installed. The project is scheduled to be completed by fall 2024.
Byxbee Park
Completion
(PE‐18006)
Prior Years Actuals Total Project Budget Implementing Department $368,192 $3,699,189 Public Works
Project Phase Project Completion
Pre‐Design Summer 2026
Project Status: This project allows for the remaining improvements to Byxbee Park that follow the completion of the landfill capping work. The Baylands Comprehensive Conservation Plan (BCCP), which is currently undergoing CEQA analysis, will include recommendations on the scope of the Byxbee Park project. The BCCP and the conceptual plan for Byxbee Park need additional outreach and review. The project has been moved to FY 2025 due to staffing constraints and pending the Baylands Comprehensive Conservation Plan.
Cameron Park
Improvements
(PG‐14002)
Prior Years Actuals Total Project Budget Implementing Department $205,627 $538,898 Community Services
Project Phase Project Completion
Construction Summer 2024
Project Status: This project upgrades and renovates safety and accessibility features at Cameron Park with a primary focus on the park playground. A park improvement ordinance was approved by Council in February 2021. Bids were opened in June 2023. The construction contract was awarded by Council in September 2023. Construction began in June 2024 with an estimated completion in August 2024.
Cubberley Field Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Construction Fall 2024Restroom $776,349 $1,398,526 Public Works (CB‐17002) Project Status: This project will install a new restroom in the sports field area of the Cubberley Community Center.
Design for the project started in fall 2018 along with public outreach. Staff assessed the feasibility of on‐site utilities connection and reviewed design and specifications of a prefabricated restroom building to incorporate in the final design for ARB review. Staff conducted outreach meetings and coordination for the potential location of the proposed restroom. In June 2023, Council approved a purchase order with the Public Restroom Company for a four‐stall Parks and Open Space Projects – Page 2 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
prefabricated restroom building. The Public Restroom Company obtained the state of California approval of the building design and City’s building permit was received in April 2024. The IFB for construction occurred in June 2024.
Council award of construction for site work is anticipated in September 2024. The project is anticipated to be completed by fall 2024.
El Camino Park
Turf
Prior Years Actuals Total Project Budget Implementing Department $ 40,000 $931,121 Community Services
Project Phase Project Completion
Design Summer 2025
Replacement
(PG‐24000)
Project Status: This project has been paused and City Council has provided direction to use this CIP funding to complete a comprehensive study to compare synthetic turf fields to natural grass fields assessing: environmental and health impacts, field utilization capacity, and capital and operating costs required for both types of fields.
Foothills Nature Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Pre‐Design Summer 2025Preserve $0 $255,427 Public Works Boronda Lake
Dock
Replacement
(OS‐18000)
Project Status: This project is a refurbishment of the existing dock. The current condition of the dock is declining and now requires a complete replacement of the dock with new decking, ramp, floats, and pilings. Staff is examining if CEQA permitting would be required for this project.
Foothills Nature Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Design Spring 2025Preserve Dam
Seepage
$42,170 $88,591 Public Works
Project Status: This project will study a location of historic seepage from the Foothills Nature Preserve Dam at the sharp bend in the road on the face of the dam and will locate and investigate the pipe and trench backfill material. The seepage is very minor, but it appears to be slowly worsening. The source of the seepage is suspected to be the trench backfill around the pipe that returns shallow groundwater to Boronda Lake. Staff continues to monitor and investigate the seepage per the Department of Water Resources Division of Safety of Dams (DSOD) inspections and recommendations. Staff completed camera inspections of the underdrain pipes to identify potential obstructions and Investigation
and Repairs
(PE‐20000)
Parks and Open Space Projects – Page 3 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
leakage issues. Per the DSOD recommendations, staff is in the process of hiring a hydraulic engineering firm to design and install a weir to quantify and analyze the seepage flows.
Foothills Nature Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Design Summer 2028Preserve $246,859 $3,632,918 Public Works Improvements
(PE‐21000)
Project Status: This project will repair the bridge to Sunfish Island, complete the design and permitting to replace the footbridge in Los Trancos Valley, replace the grade control structures along Buckeye Creek, provide new split rail fencing to protect sensitive areas, new pedestrian pathways to keep park visitors safe while walking along the park road, and improvements to some of the existing parking areas to make them safer and more efficient. Staff completed a concept plan design and initiated the minor Architectural Review Board process for the pathways, fencing and parking improvements in winter 2024. The repair of Sunfish Island Bridge was completed in March 2024 separately from the larger scope of work under ARB review. Council awarded a professional services contract for additional outreach, a detailed design and bid package preparation for pathways, fencing and parking improvements in spring 2024. The replacement of the footbridge in Los Trancos Valley and the grade control structures along Buckeye Creek have been moved to FY 2027 and FY 2028 due to staffing constraints.
Golf Course Net Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Pre‐Design Summer 2026and Artificial
Turf
$0 $932,167 Community Services
Project Status: This project will remove and replace the golf course driving range netting and synthetic turf. This project is being delayed as additional ball retention needs are being assessed throughout the golf course and development of a potential long‐term partnership with the First Tee of Silicon Valley for driving range and practice facility improvements is under consideration.
Replacement
(PG‐18000)
Peers Park
Improvements
Prior Years Actuals Total Project Budget Implementing Department $0 $293,050 Community Services
Project Phase Project Completion
Pre‐Design Summer 2028
Parks and Open Space Projects – Page 4 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
(PG‐14001) Project Status: This project will upgrade and renovate the irrigation system and turf, repair playground surfacing, replace dog park surfacing, and upgrade drinking fountains. This project has been pushed out to FY 2028 due to a reprioritization of Parks projects to address overall funds availability and CIP projects with more urgent needs.
Ramos Park
Improvements
(PG‐14000)
Prior Years Actuals Total Project Budget Implementing Department $279,354 $935,035 Community Services
Project Status: This project replaces the playground equipment at Ramos Park. Council awarded a cooperative agreement with Ross Recreation in June 2024 to replace and install the playground equipment for both Ramos Park and Robles Park. Work is anticipated to be completed by spring 2025.
Project Phase Project Completion
Construction Spring 2025
Rinconada Park Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Construction Summer 2024Improvements $5,447,216 $9,979,716 Public Works (PE‐08001) Project Status: This project provides upgrades to safety, site amenities, playground facilities, a new restroom, irrigation, drainage, and ADA accessibility improvements at Rinconada Park. These improvements were identified in the Rinconada Long Range Plan (LRP). Phase 1 park improvements to the western half of the park were completed in spring 2022. A new restroom that was removed from the Phase 1 park improvements in FY 2022 is currently in design. In April 2023, Council approved a purchase order with the Public Restroom Company for a two‐stall prefabricated restroom building. Staff completed design and obtained a building permit for site work and restroom. On December 18, 2023, Council awarded a construction contract for restroom site work. The Public Restroom Company installed the restroom building on site in June 2024. Remaining site work and utilities connections would be completed by the City’s site work contractor. All work related to the new restroom is anticipated to be completed by July 2024. According to the LRP, future improvement phases will include improvements to the eastern half of the park by FY 2028 including pathway improvements, ADA upgrades, planting, irrigation, lighting, and site furnishings.
Parks and Open Space Projects – Page 5 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
Robles Park
Improvements
(PE‐18015)
Prior Years Actuals Total Project Budget Implementing Department $161,765 $507,817 Public Works
Project Phase Project Completion
Design Winter 2025
Project Status: This project will replace playground equipment. A community meeting was held in September 2023 with an additional community meeting conducted in March 2024 to obtain community input. Staff continues to work with the playground manufacturer, Ross Recreation to provide design for playground equipment under a cooperative agreement for both Robles Park and Ramos Park. Upon community buy‐in and staff’s review, the playground fabrication should be completed within six months for installation by winter 2025.
Recurring Projects
Art in Public
Spaces
Prior Year Actuals Current Year Budget Implementing Department Project Phase $189,175 $1,704,337 Community Services N/A
Project Completion
Recurring
(AC‐86017) Project Status: This project provides the ongoing temporary and permanent artworks throughout the City. The second half of the FY 2024 budget is supporting three new artworks installed at the Public Safety Building, a new mural at Cubberley, artwork at Fire Stations 4 and 5, and three murals downtown. Twenty utility box projects are in design to be painted throughout the City. Projects in process include the ongoing King Artist‐in‐Residence with artist Alma Landeta, including the development of temporary artwork for King Plaza, and artwork for Boulware Park.
Athletic Courts
Resurfacing
(PG‐06001)
Prior Year Actuals Current Year Budget Implementing Department Project Phase $22,294 $525,348 Community Services N/A
Project Status: This project repairs and resurfaces athletic courts in various Palo Alto parks. Staff is currently working with Purchasing to bid for the reconfiguration and resurfacing of the Greer Park basketball courts and estimated for construction to start in fall 2024. The Terman Park and Fletcher Middle School basketball courts were resurfaced in spring 2024.
Project Completion
Recurring
Parks and Open Space Projects – Page 6 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
Benches, Signage, Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Walkways,
Perimeter
Landscaping
(PG‐06003)
$513,204 $440,938 Community Services N/A Recurring
Project Status: This project restores and replaces existing benches, signage, fencing, walkways, and landscaping at various City facilities. The Golf Course fence extension in the youth practice area was completed in winter 2024. The regrading and restoration of the Hoover Park perimeter decomposed granite pathways, the Greer Park Skatepark parking analysis was completed, the pickleball picnic site improvements at Mitchell Park which included the installation of bike racks, tree grates, and waste receptacles were all completed in spring 2024. The Mitchell Park directory signage design was completed in spring 2024, and the fabrication and installation are estimated for completion in summer 2024.
Dog Park Prior Year Actuals Current Year Budget Implementing Department Project Phase $30,278 $325,671 Community Services N/A
Project Completion
RecurringInstallation and
Renovation
(PG‐18001)
Project Status: This project enables construction of dog parks at various City parks and facilities for constructing new or renovating existing dog parks. A new dog park will be added with the Boulware Park expansion project for which construction started in summer 2023. Council approved a Park Improvement Ordinance in September 2022 for expansion of the Mitchell Park Dog Park. Mitchell Dog Park installation and expansion will begin in July 2024 and be completed by October 2024.
Off‐Road Pathway Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Resurfacing and
Repair
(OS‐09001)
$22,075 $267,876 Public Works N/A Recurring
Project Status: This project resurfaces failing and broken pathways within the City. Pathways are chosen based on inspections and resident requests. This project included discussion of the conceptual repair design and permitting approach with the relevant regulatory agencies that would allow for repairs to the existing Baylands Boardwalk pilings. No pathway work was done in the second half of FY 2024.
Parks and Open Space Projects – Page 7 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
Open Space Lakes Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion and Pond $27,900 $91,855 Community Services N/A Recurring Maintenance
(OS‐00002)
Project Status: This project rehabilitates lakes and ponds in open space nature preserves to protect wildlife habitat and recreational safety and to meet State Division of Safety of Dams requirements. Year three of an existing three‐ year maintenance contract for removal of aquatic vegetation in Boronda Lake was completed in spring 2024. A new three‐year contract awarded in spring 2024 will begin in FY 2025.
Open Space Trails Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion and Amenities $360,820 $276,462 Community Services N/A Recurring (OS‐00001) Project Status: This project restores unpaved trails, fences, picnic areas, and campgrounds at Foothills, Baylands, and Pearson‐Arastradero Nature Preserves. Work performed in winter 2024 included the reconstruction of five miles of the Panorama trail at the Foothills Nature Preserve. Work performed in spring 2024 included sixty acres of firebreak maintenance at Trappers Fire Road, Pony Tracks Fire Road, Charlie Brown Fire Road maintenance of twenty‐five miles of trail tread, and maintenance of twenty‐five miles of trailside vegetation in the Foothills Nature Preserve. In spring 2024, the reconstruction of the Meadowlark trail was completed at the Arastradero Preserve.
Parks and Open
Space Emergency
Repairs
Prior Year Actuals Current Year Budget Implementing Department Project Phase $192,025 $367,187 Community Services N/A
Project Completion
Recurring
Project Status: This project replaces or repairs playgrounds, play yard surfaces, wooden structures, park amenities, and play equipment in the event of storms, fire, vandalism or structural failures. In winter 2024, the replacement of two culverts along Las Trampas Valley Road within Foothills Nature Preserve were completed. In winter 2024, emergency repairs to chain link fencing was completed at the Cubberley Community Center tennis court perimeter fencing, and to the Mitchell Park tennis court perimeter fencing due to damage caused by winter storms. In spring 2024 the Robles Park picnic area were completed due to fire damage. The Robles Park repairs project included the removal and disposal of fire damaged equipment and repairs to the wooden picnic arbor and wooden picnic table. (PG‐09002)
Parks and Open Space Projects – Page 8 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Parks and Open Space Projects Status as of June 2024
Park Restroom
Installation
Prior Years Actuals Current Year Budget Implementing Department Project Phase $485,995 $893,846 Community Services N/A
Project Completion
Recurring
(PG‐19000) Project Status: This project installs new restrooms at City parks that currently do not have restroom facilities. City Council approved a Park Improvement Ordinance for Ramos Park. In April 2023, Council approved a purchase order with the Public Restroom Company for a two‐stall prefabricated restroom building at Ramos Park. Staff completed design and obtained a building permit for site work and restroom. On December 18, 2023, Council awarded a construction contract for restroom site work. The Public Restroom Company installed the restroom building on site in June 2024. Remaining site work and utilities connections will be completed by the City’s site work contractor in July 2024.
Parks and Open Space Projects – Page 9 of 9
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Streets and Sidewalks Projects Status as of June 2024
One‐Time Projects
California Avenue Prior Years Actuals
District Gateway $26,943
Total Project Budget
$150,321
Implementing Department Project Phase Project Completion Public Works Design Summer 2025
Signs
(PE‐17004)
Project Status: This project includes the design and replacement of two existing gateway signs for the California Avenue business district. Initial public outreach was completed in winter 2021. The California Avenue District Gateway Signs project is in the next phase of improvements following the California Avenue Streetscape update and near‐term improvements. The signage is anticipated to be replaced in fall 2024.
Newell Road
San
Prior Years Actuals
$3,957,812
Total Project Budget
$23,204,651
Implementing Department Project Phase Project Completion Public Works Design Spring 2026
Francisquito
Creek Bridge
Replacement
(PE‐12011)
Project Status: This project removes and replaces the Newell Road bridge over San Francisquito Creek with a clear span to allow the channel to convey up to the natural capacity of the San Francisquito Creek, approximately 7,500 cubic feet per second, and to improve safety for vehicular, bicycle, and pedestrian traffic. The project is being closely coordinated with the City of East Palo Alto, Valley Water, and San Francisquito Creek Joint Powers Authority (SFCJPA).
In the second half of FY 2024, staff acquired the eight easements needed to complete the project and obtained a permit from Regional Water Quality Control Board and a draft permit from California Department of Fish and Wildlife along with encroachment permits from East Palo Alto and Santa Clara Valley Water District. Staff and consultants worked with PG&E, Comcast, AT&T, City of East Palo Alto Water and City of Palo Alto Utilities on the Utility Relocation letters needed for Caltrans’ review and approval. The right‐of‐way acquisition and permitting is anticipated to be completed by the end of summer 2024. Staff also submitted a request to Caltrans to authorize the start of the construction phase with the current construction funding that was approved previously. Once approved, staff will solicit bids for construction in fall 2024 with construction to follow.
Prior Years Actuals
$8,799
Total Project Budget
$276,384
Implementing Department Project Phase Project Completion Public Works Design Fall 2025
Streets and Sidewalks Projects – Page 1 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Streets and Sidewalks Projects Status as of June 2024
Street Lights
Condition
Assessment
(PE‐13014)
Project Status: This project will assess the condition of the City’s streetlight system. The assessment will include an inventory of the entire lighting system, including age and condition of conduit, wiring, streetlight poles, foundations, luminaires, and lighting coverage. The project will also determine the inspection, maintenance, repair, and rehabilitation necessary to prolong the life of the City’s streetlight system. This project has been moved to FY 2025 due to staffing constraints.
Recurring Projects
City Bridge
Improvements
(PE‐20001)
Prior Year Actuals Current Year Budget
$200,258 $786,919
Implementing Department Project Phase Project Completion Public Works N/A Recurring
Project Status: This project includes bridge inspections, maintenance, repair, and an improvement program over the next five years. This program will include on‐going inspections to report physical changes to the structures, recommendations for work to be done, and additional information to meet functional and structural standards in accordance with industry standards. Staff hired an on‐call structural engineering firm to assist with the bridge inspection and repair program. Staff completed design and bidding for repairs of six bridges identified for repairs in winter 2023. Due to the lack of competitive bids, staff rebid the project in December 2023. A construction contract was awarded by Council in March 2024. Bridge repair work is anticipated to begin in late summer 2024. Staff and City’s consultant continue to make progress on recurring inspections of City bridge structures.
Curb and Gutter
Repairs
Prior Year Actuals Current Year Budget
$1,519 $241,020
Implementing Department
Public Works
Project Phase Project Completion
N/A Recurring
(PO‐12001) Project Status: This project repairs curbs and gutters uplifted by tree roots. Funding for FY 2023 has been carried over into FY 2024 for a larger curb and gutter repairs project. The project will focus on Downtown North and University South neighborhoods (Palo Alto Avenue to Embarcadero Road and Alma Street to Middlefield Road) in addition to addressing hot spot locations from 311 requests. Approximately 2,136 linear feet of curbs and gutters are included Streets and Sidewalks Projects – Page 2 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Streets and Sidewalks Projects Status as of June 2024
in the FY 2024 Sidewalk Repair ADA Improvement Project. Council approved the construction contract on June 10, 2024 and a Notice to Proceed with construction is planned for July 2024.
San Francisquito
Creek Joint
Powers
Authority
Ongoing Creek
Projects
Prior Year Actuals Current Year Budget
$108,514 $119,374
Implementing Department
Public Works
Project Phase Project Completion
N/A Recurring
Project Status: This project provides funding for studies and completion of the design for the San Francisquito Creek Joint Powers Authority (JPA) upstream project including channel widening and Continuing Authority Program Section 205 (CAP 205) study. The project design is temporarily on hold due to the recent significant storm events and flooding that occurred on December 31, 2022. The JPA and Valley Water are re‐evaluating the creek capacity and hydraulic limitations of the channel to determine how to proceed with the design. In FY 2024 JPA awarded a contract with WRA Environmental Consultants to analyze the creek hydraulics and the improvement alternatives that could reduce flooding. The Master Service Agreement includes design and implementation of Reach 2 project elements. (PE‐22000)
Sidewalk Repairs Prior Year Actuals Current Year Budget Implementing Department Public Works
Project Phase Project Completion
N/A Recurring(PO‐89003) $1,265,080 $2,515,608
Project Status: This project repairs and replaces broken and uplifted sidewalks. The program completed all twenty‐ three sidewalk districts in 2017, a 30‐year (1986–2017) sidewalk repair district cycle. Council approved a sidewalk assessment contract in November 2017 to evaluate the sidewalk program and assess potential improvements to the current district‐based program. Funding for FY 2023 has been carried over into FY 2024 for a larger sidewalk project.
The Project will focus on sidewalk repairs (PO‐89003) and curb and gutter repairs (PO‐12001) in the Downtown Professorville neighborhoods (Palo Alto Avenue to Embarcadero Road and Alma Street to Middlefield Road). Council approved the construction contract on June 10, 2024 and a Notice to Proceed with construction is planned for July 2024. The Project aims to replace approximately 18,468 square feet of concrete sidewalk, 3,759 square feet of driveways, install eighty‐four new curb ramps, and retrofit thirty‐three existing curb ramps with truncated domes to conform to the Americans with Disabilities Act (ADA).
Sign Reflectivity Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Streets and Sidewalks Projects – Page 3 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Streets and Sidewalks Projects Status as of June 2024
Upgrade $6,692 $81,330 Public Works N/A Recurring
(PO‐11000) Project Status: This project includes the annual inventorying, upgrading and maintaining of all traffic signs. A list of signs not meeting the minimum requirement is derived from MUTCD approved Nighttime Visual Inspection surveys.
Due to staffing constraints, there were no signs identified for reflectivity replacement in the first half of FY 2024, but 472 signs were identified for reflectivity replacement in the second half of FY 2024. Sixty‐seven signs were replaced through the end of FY 2024 and the remaining 405 signs are scheduled for replacement during FY 2025.
Street Light
Improvements
(PO‐05054)
Prior Year Actuals Current Year Budget
$210,264 $512,047
Project Status: This project replaces streetlights, including poles, pole foundations, luminaires and wiring as needed to restore or improve street lighting. In the second half of FY 2024, there were 4 knockdown locations with 6 completed repairs and 11 are still in progress to be completed in FY 2025.
Implementing Department
Public Works
Project Phase Project Completion
N/A Recurring
Street
Maintenance
(PE‐86070)
Prior Year Actuals Current Year Budget
$3,892,921 $7,126,112
Implementing Department
Public Works
Project Phase Project Completion
N/A Recurring
Project Status: Street Maintenance Projects include the annual resurfacing, micro‐seal, crack seal, and reconstruction of various city streets. These projects fund the street maintenance work that supports Council’s adopted goal of achieving a citywide average pavement condition index (PCI) score of 85, representing very good or excellent conditions. The FY 2024 Street Resurfacing Project under construction will replace 10,149 square feet of sidewalk, 3,371 square feet of driveway, 2,280 linear feet of curb and gutter, construct 37 new ADA curb ramps, and will place 9,844 tons of asphalt concrete overlay, 36 blue markers, 384 thermoplastic legends, and 39,615 LF of thermoplastic striping on the streets of Palo Alto. The FY 2024 Streets Preventive Maintenance Project simultaneously under construction will micro‐surface 14.23 lane miles of streets, replace 12,425 LF of thermoplastic striping, 256 thermoplastic legends, and 77 blue markers. This will help maintain and improve the City’s Pavement Condition Index (PCI) beyond its average of 84 and will address many streets whose PCI scores fall below the City’s minimum goal of
60. Streets and Sidewalks Projects – Page 4 of 5
Item 28
Attachment A: Semiannual Update
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Streets and Sidewalks Projects Status as of June 2024
Thermoplastic
Lane Marking
and Striping
(PO‐11001)
Prior Year Actuals Current Year Budget
$0 $235,939
Project Status: This project maintains the thermoplastic markings on roadways. Thermoplastic lane marking and striping is incorporated into annual Pavement Preventive Maintenance Projects. The FY 2024 Streets Preventive Maintenance Project (PE‐86070) is currently under construction and includes the installation of approximately 60 new thermoplastic markings and 14,000 linear feet of thermoplastic striping to be installed in FY 2025.
Implementing Department
Public Works
Project Phase Project Completion
N/A Recurring
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Traffic and Transportation Projects Status as of June 2024 One‐Time Projects
California Avenue Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Streetscape
Update
(PL‐23000)
$84,054 $121,584 City Managers’ Office Design Fall 2024 Project Status: The project provides funding for interim changes to the street and for necessary CEQA analysis for the future configuration of the street. Staff anticipates that this work will occur in the fall 2024 and be brought before the City Council for discussion later in 2024.
Charleston Prior Years Actuals
$20,645,491
Total Project Budget Implementing Department Project Phase Project Completion $20,788,951 Public Works Completed Spring 2024Arastradero Corridor Project
(PE‐13011)
Project Status: This project is part of the 2014 Council Infrastructure Plan. The Charleston Arastradero Corridor was reconfigured to provide new landscaped median islands, bulb outs, enhanced bike lanes, traffic signal improvements, and new street trees to complement the new lane configurations that were approved for permanent retention. Phase 1 (Arastradero Road between Foothill Expressway to Clemo Avenue) and Phase 2 (Charleston Road from Alma Street to Middlefield Road) were completed in 2020. Phase 3 (Arastradero Road from Los Palos Avenue to El Camino Real, Charleston Road from El Camino Real to Alma Street and from Middlefield Road to San Antonio Road) was approved by Council in June 2021. All major construction activities of Phase 3 were completed in spring 2024. Paving and striping of the El Camino Real intersection was completed in April 2024 and the Wilkie Way and West Charleston Road intersection signal switchover was completed in May 2024. In total, this project paved 4.8 lane miles, replaced 18,500 square feet of concrete sidewalk, constructed forty‐eight curb ramps, installed 5,500 linear feet of concrete curbs, and planted 12,700 square feet of landscaping. New striping was installed throughout the corridor which included 39,000 linear feet of thermoplastic striping, 11,600 square feet of green thermoplastic for bike lanes, and 450 pavement markers.
Prior Years Actuals
$418,211
Total Project Budget Implementing Department Project Phase Project Completion $3,789,671 Public Works Design Winter 2026
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Traffic and Transportation Projects Status as of June 2024 Churchill Avenue Project Status: This project includes planning, design and construction of a shared‐use path along the north side of Enhanced
Bikeway
(PL‐14000)
Churchill Avenue between the existing shared‐use path at Castilleja Avenue and the Stanford Perimeter Trail. It also includes intersection improvements at Churchill Avenue and El Camino Real, which will include a new dedicated westbound right‐turn lane. PAUSD approved the easements required for the project in August 2023. Staff has worked with Caltrans for re‐issuance of the encroachment permit and received approval in June 2024. The project is anticipated to bid in late summer 2024 and construction is anticipated to be completed by winter 2026.
Churchill Avenue Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $196,086,259 Office of Transportation Design Spring 2029Rail Grade Separation and
Safety
$21,018
Project Status: This project provides for the planning, design, and construction of the grade separation at the existing at‐grade crossing on Churchill Avenue in the Caltrain Rail Corridor. The project will provide improvements to accommodate bicycles, pedestrians, and vehicular movement at the crossing. After reviewing various studies and refinements to the alternatives, the Rail Committee recommended proceeding with a Partial Underpass Alternative with Bicycle and Pedestrian crossing at Seale Avenue. On June 10, 2024 the City Council selected the Churchill Underpass with Ped/bike crossing at Seale Avenue. The funding agreement with the Federal Railroad Administration was approved by City Council on June 17, 2024. Staff is collaborating with Caltrain and the Valley Transportation Agency to develop a cooperative agreement for the Preliminary Engineering and Environmental Documentation phase and funding from Measure B Grade Separation funds. The City is also working with State representatives to preserve the CalSTA, Transit, and Intercity Capital Program funding awarded for the project, which is currently being reconsidered for reduction in the Governor’s budget.
Improvements
Main
(PL‐24001)
Churchill Avenue Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $9,690,252 Public Works Construction Fall 2024Alma Street Railroad Crossing
Safety
$1,804,194
Project Status: This project is a railroad crossing improvement project to enhance safety at the intersection of Churchill Avenue and Alma Street. The design includes traffic signal modifications, street lighting improvements, roadway resurfacing, sidewalk realignment, drainage improvements, utility relocations, signage, and striping. StaffImprovements (PL‐20000)
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Traffic and Transportation Projects Status as of June 2024 is coordinating with Caltrain, Caltrans, and California Public Utilities Commission (CPUC). CPUC approved General Order 88‐B for the project in November 2022 and authorized the City to move forward with construction. Council approved the construction contract in June 2023 and construction started in summer 2023. The equipment has been ordered, while the contractor has been waiting for a Caltrain flagman for the specific work around the train track areas. All work is expected to be completed in fall 2024.
Downtown
Automated
Parking
Prior Years Actuals
$1,658,417
Total Project Budget Implementing Department Project Phase Project Completion $5,197,828 Public Works Construction Spring 2025
Project Status: This project includes design and installation of new downtown parking guidance systems, access controls, and revenue collection equipment that will be coordinated with both the Downtown Parking Wayfinding, PL‐15004 project and the 2016 Downtown Parking Management. Staff contracted with Dixon Resources for additional management support in design and procurement for the system installation in the Downtown garages on University Avenue. The Downtown Automated Parking Guidance Systems design‐build construction contract was approved by Council in May 2023. Fiber connections were installed at Lot S/L and Lot R in January 2024. Building permits for the interior garage work for Lot R, Lot S/L, Lot W/C, and Civic Center parking garages have been approved.
Staff is working towards obtaining permits for the exterior garage signage. Construction is anticipated to start July 2024 with estimated completion by spring 2025.
Guidance
Systems, Access
Controls &
Revenue
Collection
Equipment
(PL‐15002)
Prior Years Actuals
$42,055
Total Project Budget Implementing Department Project Phase Project Completion $396,395,198 Office of Transportation Design Spring 2028 Traffic and Transportation Projects – Page 3 of 8
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Traffic and Transportation Projects Status as of June 2024 Meadow Project Status: This project provides for the planning, design, and construction of the grade separations at the Drive/Charleston existing at grade crossings on Meadow Drive and Charleston Road in the Caltrain Rail Corridor. The project will Road Rail Grade
Separation and
Safety
Improvements
(PL‐24000)
provide improvements to accommodate bicycles, pedestrians, and vehicular movement at the crossings. After reviewing various studies and refinements to the alternatives, the Rail Committee recommended proceeding to advance two alternatives, the Hybrid and Underpass Alternatives, into the early phase of Preliminary Engineering and Environmental Documentation. The committee also recommended refining these alternatives to reduce right‐ of‐way impacts and improve bicycle and pedestrian facilities. The City Council after reviewing directed staff to advance these alternatives into Preliminary Engineering and Environmental phase on June 10 and June 18 City Council Meetings. The funding agreement with the Federal Railroad Administration was approved by City Council on June 17, 2024. Staff is collaborating with Caltrain and the Valley Transportation Agency to develop a cooperative agreement for the Preliminary Engineering and Environmental Documentation phase and funding from Measure B Grade Separation funds. The City is also working with State representatives to preserve the CalSTA, Transit, and Intercity Capital Program funding awarded for the project, which is currently being reconsidered for reduction in the Governor’s budget.
Parking
Management and $292,811
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $627,247 Office of Transportation Procurement Spring 2025 System
Implementation
(PL‐16002)
Project Status: This project provides funding for the design and installation of the Comprehensive Parking Permit and Citation Management System. The all‐inclusive system is a tool staff will utilize in the management of parking permits for eight parking permit programs and associated on and off‐street parking citations. An RFP to solicit another vendor was issued the last week of June 2024.
Railroad Grade
Separation and
Prior Years Actuals
$4,501,430
Total Project Budget Implementing Department Project Phase Project Completion $12,238,838 Office of Transportation Pre‐Design Fall 2025 Traffic and Transportation Projects – Page 4 of 8
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Traffic and Transportation Projects Status as of June 2024 Safety
Improvements
(PL‐17001)
Project Status: This project is a community‐based process to advance the railroad grade crossing circulation study and context sensitive solutions study envisioned by the City Council for the Palo Alto Avenue crossing. It will also fund the preparation of a Project Study Report and environmental analysis that will be required for the City to realize its goals of advancing grade separations. The project will perform preliminary engineering design, conduct project related studies, and prepare environmental documents for the improvements. This project is currently on hold. City is considering quiet zone implementation for interim conditions and staff will initiate the conceptual plan development for grade separation at this crossing in late 2024.
University Ave
Streetscape
Update
Prior Years Actuals
$461,353
Total Project Budget Implementing Department Project Phase Project Completion $175,000 Public Works Design Winter 2025
Project Status: This project includes a study to reconfigure University Avenue between Alma Street and Middlefield Road to adapt the public realm to maximize pedestrian and bicycle use, reduce congestion, and enhance the retail environment/economic activity, while maintaining two‐way vehicular access, parking opportunities, delivery and loading zones, ride share spaces, and other amenities including performance space. Council awarded a professional services contract for CSW/Stuber‐Stroeh Engineering in February 2022. The project uses a phased approach with Phase 1 consisting of public outreach, conceptual design, preliminary environmental studies, and financial assessment. A preferred plan will be developed in Phase 1 based on community and stakeholders’ input. Upon completion of Phase 1 assessment and Council’s review of the community preferred plan, future phases including design, environmental assessment, bidding, and construction will be developed. Staff presented an alternatives analysis and a preferred streetscape concept plan to Council on December 18, 2023. Council did not approve the plan and directed staff to identify additional concept alternatives for Council discussion. Staff conducted two meetings with the Retail Committee and received input from Council on June 3, 2024. In summer 2024, staff will continue with stakeholder engagement, refining concepts and cost estimates. Staff is planning to present the preferred concept to Council in September 2024 to conclude Phase 1. Staff will proceed with Phase 2 of the project consisting of preliminary design and environmental assessment upon Council approval of the preferred concept alternative.
(PE‐21004)
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Traffic and Transportation Projects Status as of June 2024 Recurring Projects
Bicycle and Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Pedestrian $211,611 $2,434,852 Office of Transportation N/A Recurring Transportation Plan
Implementation
(PL‐04010)
Project Status: This project funds the Bicycle and Pedestrian Transportation Plan Update effort, which kicked off in fall 2023 and is scheduled to be completed in approximately 24 months (summer/fall 2025). This project also funds the implementation of various individual bicycle and pedestrian projects, such as the design and construction of bicycle boulevards, enhanced bikeways, shared‐paths, bicycle parking, pedestrian improvements, and quick‐build implementation of the City’s existing 2012 Bicycle and Pedestrian Transportation Plan. This project funds infrastructure projects like the Embarcadero Road Improvements Projects and the Charleston/Arastradero Corridor Improvements Project.
Parking District Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Implementation $0 $163,900 Office of Transportation N/A Recurring (PL‐15003) Project Status: This project introduces additional parking permit programs throughout the city. One aspect of this project is to update City Council‐approved Residential Preferential Parking (RPP) ordinance language to establish uniform and streamlined procedures and processes to implement RPP districts through the process outlined in Municipal Code 10.50.
Safe Routes to
School
Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $77,826 $969,106 Office of Transportation N/A Recurring (PL‐00026) Project Status: This project enables the City’s Safe Routes to School program, including school commute planning, encouragement activities, and capital improvements along local and collector streets that may be impacted by school commute activities. The capital improvements include traffic calming devices, enhanced crosswalks, and improved signage along suggested safe routes to school. The community engagement and planning process for the construction of the South Palo Alto Bikeways project began in FY 2021. The project will implement buffered or protected bike lanes on East Meadow Drive from Alma Way to Fabian Way, Fabian Way from East Meadow Traffic and Transportation Projects – Page 6 of 8
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Traffic and Transportation Projects Status as of June 2024 Drive to East Charleston Road, and widen and repave the Waverley Avenue Bike Path between East Meadow Drive and Charleston Road. Staff was notified of the award of a “Safe Streets for All” grant in spring 2024 to pilot the South Palo Alto Bikeways concept plans on East Meadow Drive and Fabian Way. This fund will support the demonstration project local match and pre‐grant activities in FY 2025. In FY 2024, this project funded education to improve school access and safety. In addition, this project supported a secondary school needs assessment to identify middle and high school education and encouragement programs and to query the Safe Routes Partnership for the resources to support these programs.
Traffic Signal and
Intelligent
Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $223,813 $1,451,217 Office of Transportation N/A Recurring Transportation
Systems
(PL‐05030)
Project Status: This project includes design and construction of traffic signals, traffic signal communications networks, detection, and data projects for transportation use, and maintenance of the City’s traffic signal central management system. The project includes the replacement of traffic signal controllers and cabinets, video detection systems, accessible pedestrian buttons, and related field equipment. Design for traffic signal safety and operational improvements at the intersection of San Antonio Road and Charleston Road is nearing 100% completion. Staff is finalizing the plans and will be preparing bid documents for construction to be released in fall 2024, with construction anticipated to begin in spring 2025. Staff is in the procurement process to update the Centralized Traffic Management system servers to improve operational functions and system security. An IFB for the Quarry Road Traffic Signal and Intelligent Transportation System upgrade project is anticipated for summer 2024. Staff continually provides traffic signal modifications, installations, and upgrades throughout the City.
Transportation and Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Parking $309,114 $914,692 Office of Transportation N/A Recurring Improvements
(PL‐12000)
Project Status: This project implements miscellaneous parking and transportation related improvements including neighborhood traffic calming, neighborhood traffic studies, minor striping and signs installation, and parking improvements. This project also funds the development of grant proposals used to procure funding for future Traffic and Transportation Projects – Page 7 of 8
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Traffic and Transportation Projects Status as of June 2024 projects. For the traffic calming project in the Crescent Park neighborhood, City Council approved proceeding with the design of permanent improvements in November 2023. Staff has procured the services of the consultant to design improvements and conduct community outreach. In addition, staff also initiated an Engineering and Traffic Survey for select roadway segments to study prevailing speeds and review traffic conditions in order to establish and/or certify posted speed limits. Staff is also working on the quiet zone project for all railroad crossings along the Caltrain corridor. A quiet zone study was performed for the Palo Alto Avenue and Alma Street crossing in collaboration with City of Menlo Park in 2022. Staff has retained the services of the consultant to design final improvements at this crossing. The design plans are currently at 70% and are being reviewed by CPUC, Caltrain and FRA for feedback and comments that will be incorporated to develop final PS&E and procure necessary permits. In addition, staff procured the services of the consultant to conduct a study for evaluation of quiet zones at the other three crossings of Churchill Avenue, Meadow Drive, and Charleston Road. The $200K Safe Streets for All (SS4A) Safety Action Plan is funded via this project but will be reimbursed up to $160K by a federal grant. The plan will target eliminating traffic deaths and life‐changing injuries on local streets.
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Airport Projects Status as of June 2024
One‐Time Projects
Airport Access Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Road $0 $3,754,870 Public Works Design Summer 2027
Reconstruction
(AP‐24000)
Project Status: This project is for the design and reconstruction of the pavement on Embarcadero Way, which is the main access road for airport businesses and the Air Traffic Control Tower at the Airport. The Airport did not receive FAA funding for this project and the project is currently on hold.
Airport Layout Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Plan $1,179,551 $967,100 Public Works Construction Summer 2025 (AP‐21000) Project Status: This project provides updates to the Airport Layout Plan, also known as the Long Range Facilities and Sustainability Plan, including a narrative report and environmental study. The Airport received funding for a Phase I portion of this project in fall 2020. The airport conducted five public meetings for the project, and additional meetings are currently being planned for this project. Phase I is approximately 95% complete, and Phase II is approximately 75% complete.
Airport Parking Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Lot Electric
Vehicle
Charger
Installation
(AP‐24001)
$0 $28,994 Public Works Design Summer 2026
Project Status: This project will install electric vehicle charging stations in the Airport customer parking lot. The Airport is currently unable to offer electric vehicle charging to its customers, but there is increasing demand for vehicle charging capability from Airport tenants. This project has been delayed as the Airport explores further funding options.
Airport Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Temporary $947 $411,105 Public Works Procurement Winter 2025 Airport Projects – Page 1 of 2
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Airport Projects Status as of June 2024
Office
Buildings
(AP‐22001)
Project Status: This project provides funding for the installation and Furniture, Fixtures, & Equipment (FF&E) of existing temporary modular buildings at the airport to provide adequate office space for airport staff as well as terminal space for the public. This project has been delayed while the Airport explores further funding options.
Airport Zero
Emission
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $192,546 $369,008 Public Works Procurement Summer 2024
Vehicle Fleet
Replacement
Program
Project Status: The Airport vehicle fleet will be replaced by three zero emissions vehicles (ZEV), to be supported by three electric charging stations. The van is used for the transportation of airport guests and passengers and improves safety by minimizing foot traffic on the airport apron. The truck is used as a maintenance, first response, and operations vehicle. The ZEV fleet will include one passenger vehicle and two trucks. FAA funding was received in fall 2023, for the fleet replacement. The Airport issued an RFP in May 2024 and received a bid for a truck. It is expected the vehicle will meet all the FAA Buy America requirements. (AP‐23000)
Automated
Weather
Observation
System
(AWOS)
AP‐19000
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $43,677 $514,109 Public Works Design Summer 2025
Project Status: This project provides a new weather information system to be installed at the Palo Alto Airport.
The Airport has applied for FAA funding, and is waiting for the grant agreement to start design. The Airport received a bid for the project and is submitting a grant application to the FAA. It is anticipated that funding for the project will be received in fall 2024.
Recurring Projects
2024‐2028 – Airport Capital Improvements Program Projects: There are no recurring projects scheduled at this time.
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Electric Fund Projects Status as of June 2024
One‐Time Projects
115 kV Electric
Intertie
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $742,639 $1,801,190 Utilities Pre‐Design Summer 2027
(EL‐06001) Project Status: This project will perform a technical feasibility study to determine the general project requirements to establish a 115 kV electric intertie line and construct a 115/60 kV substation to connect the City's electric system directly to the 115 kV transmission line at an additional location. Staff did not receive California Independent System Operator’s (CAISO) commitment to support this interconnection. Staff has retained the services of a consultant to evaluate the options available to the City. Staff is developing CPAU electric load forecast and proposal for an additional 115 kV transmission line to be submitted in fall 2024 to CAISO for review and acceptance.
Coleridge
Cowper
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $180,813 $2,680,811 Utilities Design Summer 2025
Tennyson
4/12kV
Conversion
(EL‐14000)
Colorado
Project Status: This project converts the primary electric distribution system in the Coleridge Avenue, Cowper Street, Tennyson Avenue area from 4 kV to 12 kV. This individual project will be closed but the scope of work will be covered under the EL‐24000 Grid Modification project.
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Distribution
Feeder Outlet
Replacement
(EL‐22002)
$10,576 $400,000 Utilities Construction Fall 2025
Project Status: This project is for the installation of a new underground duct bank and cable at Colorado Substation.
The installation will improve reliability for all Colorado circuits. The design was completed in spring 2024 and construction will begin by summer 2025. Council approved the contract in April 2024 and an order for the material has been issued. The construction is delayed due to the procurement of the 12 kV pad‐mount switches.
Colorado Power
Station
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $4,468,548 $11,536,114 Utilities Design Fall 2027
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Electric Fund Projects Status as of June 2024
Equipment
Upgrades
(EL‐19001)
Project Status: This project is for the upgrades to equipment at the Colorado Power substation. In FY 2022 staff completed the evaluation of existing equipment and will proceed with replacing the COP‐3 115 kV/60 kV transformer bank and the 115 kV breaker. Engineering is continuing to work on the design RFPs and construction IFBs for contract services to complete substation projects. In the meantime, the station service voltage transformer (SSVT1) and the 60 kV Bus 1 & 2 Potential Transformers (PT) have been purchased for the replacement.
Colorado Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Substation Site
Improvements
(EL‐19002)
$275,777 $1,425,693 Utilities Design Fall 2025
Project Status: This project will make modifications to the substation driveways and fence to provide adequate ingress and egress for utility vehicles used for maintenance and repair. Staff has prepared an overall master plan for Colorado Substation to include all proposed improvements. Detailed designs for lighting, driveway, fences, walls, and an oil containment improvement have been prepared. The Planning Department approved Utility engineering’s design in May 2024. Engineering staff is currently preparing bid documentation for the construction IFB. Bid opening has been delayed until winter 2025 due to staff changes.
East Meadow
Circles 4/12kV
Conversion
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $367,401 $1,742,527 Utilities Design Spring 2025
Project Status: This project converts the primary electric distribution system in the East Charleston Road, Alma Street, East Meadow Drive, Middlefield Road areas from 4 kV to 12 kV and is challenging because of the configuration of the streets and rear easement facilities. This project has been split into six design and construction phases. Engineering has completed the design and construction for Phase 1. The City’s electrification goals have changed the priority, schedule, and the allocation of staff resources for this CIP project. Engineering design for Phase 2 and 3 is in progress.
(EL‐17001)
Foothills Rebuild Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion (Fire Mitigation) $8,503,110 $14,999,589 Utilities Construction Fall 2025 Electric Fund Projects – Page 2 of 10
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Electric Fund Projects Status as of June 2024
(EL‐21001) Project Status: This project will rebuild the approximately 11 miles of overhead line in Foothills Park, as necessary to mitigate the possibility of wildfire due to overhead electric lines. This could include the utilization of more robust equipment or construction practices, rerouting to avoid vegetation and improve access for inspection and maintenance, or converting the overhead lines to underground where feasible. Two proposals were received for this project and both proposals were rejected because they did not provide an option to underground existing overhead electric lines. Substructure for Phases 1, 2 and 3 is completed while the Phase 4 substructure is currently in construction.
Grid Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Modernization $350,153 $300,000,000 Utilities Design Winter 2030 for Electrification Project Status: This project will provide the City with an electric infrastructure adequate to support the City’s goal (EL‐24000) of 100% electrification and 80% carbon emissions reduction by the year 2030. To attain the 100% electrification scenario, the City must maximize use of electric energy and phase out carbon‐based end uses such as natural gas appliances and internal combustion vehicles. The electric system must be updated to meet the needs of electrification, and older components in the distribution infrastructure must be replaced to mitigate chances of overloading the system. Examples of assets to be replaced are distribution and substation transformers, primary/secondary distribution circuits. A Pilot area was designated and engineering staff in conjunction with a consultant have completed the distribution system design for the Pilot area, with a handful of power poles replaced and installed as initial construction efforts start to take shape. The estimated completion date for the Pilot is December 2024. Starting in FY 2025, this project will incorporate and consolidate the scope of work from the following projects into one CIP: Coleridge Cowper Tennyson 4/12kV Conversion (EL‐14000), Hopkins Substation 4/12 kV Conversion (EL‐20000), Rebuild Underground District 15 (EL‐11003) and Rebuild Underground District 16 (EL‐13003).
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $220,986 $15,000,000 Utilities Construction Fall 2024
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Electric Fund Projects Status as of June 2024
Hanover Project Status: This project proposes to install two 12 kV 50 MVA transformers to replace two 4kV transformers that served 1501 Page Mill Road and make all substation improvements necessary to accommodate the installations. Generally, three to four years are spent on a substation upgrade. However, Tesla is requesting to finish all construction at the substation and energize the new transformers and switchgear by the end of September 2024. Construction work is in progress.
Substation
Improvement
(EL‐24001)
Hopkins Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Substation 4/12
kV Conversion
(EL‐20000)
$0 $2,010,000 Utilities Design Fall 2025
Project Status: This project will convert the distribution system connected to the Hopkins Substation from 4 kV to 12 kV. The future conversion of the Hopkins Substation from 4 kV to 12 kV requires that all the areas currently served at 4 kV from the Hopkins Substation be converted to 12 kV. This project will improve operating flexibility of the system, service reliability, and back‐up to customers in downtown and other adjacent areas. The City’s electrification goals have changed the priority, schedule, and the allocation of staff resources for this CIP project.
Staff is working on an RFP for the engineering design for electrification of all overhead circuits. This individual project will be closed and the scope of work will be covered under the EL‐24000 Grid Modification project. Please see EL‐24000 Grid Modernization for Electrification for future updates.
Inter‐Substation
Line Protection
Relay
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $371,146 $1,601,626 Utilities Construction Summer 2027
Project Status: This project replaces the existing HCB pilot wire relays with a new microprocessor line differential protective relay to protect the city’s 60 kV sub‐transmission line sections and equipment from damage due to faults (i.e. short circuits) on the 60 kV line sections. This project is being done in phases, with design and construction happening concurrently on the different phases. Construction of these improvements relies on work completed by other projects to install fiber optic connections. Engineering design for segments Colorado substation to Adobe Creek substation, Park Boulevard substation to Quarry substation, and Maybell substation to Park Boulevard substation is in progress. A test plan is being written to prove the equipment will work as designed. (EL‐17005)
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Electric Fund Projects Status as of June 2024
The Quarry to Park substation segment is delayed due to resources and is expected to be completed fall 2024. Park to Maybell segment is still in progress, fiber installation is complete, and completion is expected winter 2025.
Rebuild Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Underground
District 15
(EL‐11003)
$43,348 $1,293,337 Utilities Design Fall 2027
Project Status: This project rebuilds and replaces the underground electric system in Underground District 15, the area bounded by Los Palos Avenue, Glenbrook Drive, Pomona Avenue, and Arastradero Road. This project is in the preliminary stages of engineering design and work will be coordinated with EL‐16000 which is currently rebuilding the electric system along Arastradero Road. Work on this project was delayed due to public input regarding the design of the project. Changes to the Rules and Regulations will require property owners to pay for the differential cost should they want submersible equipment instead of pad mount. This project will fall under the underground scope of work for electrification. Funds will be returned to reserves. Please see EL‐24000 Grid Modernization for Electrification for future updates.
Rebuild Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Underground
District 16
(EL‐13003)
$28,742 $728,735 Utilities Design Spring 2027
Project Status: This project rebuilds and replaces the underground electric system in Underground District 16, the area along Louis Road between Greer Street and Loma Verde Avenue. The engineering design work is complete.
The City’s electrification goals have changed the priority, schedule, and the allocation of staff resources for this CIP project. This project will fall under the underground scope of work for electrification. Funds will be returned to reserves. Please see EL‐24000 Grid Modernization for Electrification for future updates.
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,949,767 $2,522,451 Utilities Design Fall 2024
Electric Fund Projects – Page 5 of 10
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Improvement Program Projects
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Electric Fund Projects Status as of June 2024
Rebuild Project Status: This project rebuilds and replaces the underground electric system in Underground District 24, the area bounded by Lytton Avenue; Bryant Street; Forest Avenue; and Alma Street. The engineering design is in progress and will be completed in winter 2025. Construction will follow in spring 2025.
Underground
District 24
(EL‐10006)
Rebuild Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Underground
District 26
(EL‐16000)
$36,817 $2,522,451 Utilities Design Spring 2025
Project Status: This project rebuilds and replaces the underground electric system in Underground District 26, the area along Arastradero Road between El Camino Real and Hillview Avenue. This is a four‐phase project. The engineering design is in progress and will be completed by winter 2025. Construction will follow in spring 2025.
Smart Grid
Technology
Installation
(EL‐11014)
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $12,805,162 $17,690,005 Utilities Construction Spring 2025 Project Status: Council approved the Advanced Metering Infrastructure (AMI) with Sensus on October 18, 2021.
The project includes replacement of 30,000 electric meters and retrofit of 20,800 water and 24,200 gas meters with radio endpoints to transmit meter data to the AMI network. The proof of concept phase including AMI network installation, meter testing, and system integration will occur between January 2022 and August 2023. Full deployment is anticipated to run from September 2023 through April 2025.
Substation
Breaker
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,568,954 $7,368,743 Utilities Pre‐Design Summer 2028
Replacement
(EL‐17002)
Project Status: This project replaces high voltage circuit breakers that interconnect the nine electric substations and two power switching stations that are reaching the end of their useful life and are now underrated for their use. This project is being done in phases, with design and construction happening concurrently on the different phases. Staff completed the construction on the first phase and is working to procure a multi‐year contract with a contractor to complete the design and replacement of the remaining breakers. Staff is working on the design RFP Electric Fund Projects – Page 6 of 10
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on the Status of Capital
Improvement Program Projects
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Electric Fund Projects Status as of June 2024
and the construction IFB for contract services to complete substation projects. Lead times for circuit breakers are currently at around 18 months.
Substation Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Physical Security $3,093,299 $6,895,187 Utilities Construction Winter 2025 (EL‐16003) Project Status: This project installs facilities providing physical protection of electric substations from vandalism and intrusion. A professional services contract was awarded to Burns and McDonnell and the study was completed. Staff continues to implement recommendations from the study each fiscal year. Construction is 90% complete at seven of the nine substations. The Park and Colorado substations are the two remaining substations that need updated security. The engineering design was approved by Planning and staff is now preparing the bid documentation.
Recurring Projects
Communications Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Utilities N/A RecurringSystem $45,733. $100,000
Improvements
(EL‐89031)
Project Status: This project installs high frequency coaxial cable, fiber optic cable, and related equipment to provide communications services for traffic signal coordination, telephone links, computer data transmission, and the Electric Supervisory Control and Data Acquisition (SCADA) system. This project is funding a portion of the design phase of an expanded Utilities fiber optic network. The contract for design of this network was approved by Council in June 2020. Staff installed 48F FO Cable between Maybell MB and PBS Park Boulevard substations in Existing Aerial Innerduct for pilot wire relay protection.
Electric Fund Projects – Page 7 of 10
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Attachment A: Semiannual Update
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Improvement Program Projects
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Electric Fund Projects Status as of June 2024
Electric Customer Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Connections $2,202,541 $2,700,000 Utilities N/A Recurring (EL‐89028) Project Status: This project installs services, transformers, and meters for new customers; upgrading of existing services; temporary service connections; and overhead and underground extensions for new or existing customers. Projects are in many stages of design and construction to provide temporary and permanent power to residential and commercial customers in Palo Alto.
Electric System
Improvements
(EL‐98003)
Prior Year Actuals Current Year Budget
$1,567,547 $2,500,000
Project Status: This project consists of various projects that replace deteriorated facilities or install protective devices that improve the Electric Distribution System. Projects are in many stages of development to replace transformers, replace poles, replace overhead wires, and install protective devices to improve service reliability.
Implementing Department Project Phase Project Completion Utilities N/A Recurring
Electric Utility
Geographic
Information
System
Prior Year Actuals Current Year Budget
$68,397 $250,000
Implementing Department Project Phase Project Completion Utilities N/A Recurring
Project Status: This project enhances the citywide Geographical Information System (GIS). The primary emphasis will be to provide a compatible user interface and estimating software, to edit and update data which will reside in the citywide GIS. This funding is also being used to pay for Utilities Electric Division’s share of cost for the implementation of new city‐wide GIS system (ESRI) led by IT. Utilities and Information Technology staff are also working to assess GIS needs and the transition of the mapping information to ESRI. The migration of the topographic data for Electric is 100% complete, but the migration of metadata is still in process. (EL‐02011)
SCADA System
Upgrades
Prior Year Actuals Current Year Budget
$136,591 $220,000
Implementing Department Project Phase Project Completion Utilities N/A Recurring
Electric Fund Projects – Page 8 of 10
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Improvement Program Projects
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Electric Fund Projects Status as of June 2024
(EL‐02010) Project Status: This project upgrades the Supervisory Control and Data Acquisition (SCADA) system hardware.
Staff completed the upgrade of the servers used for monitoring the utility substations and equipment for 2024.
The next hardware and software upgrade is currently in progress at the factory and work will occur in winter 2025 Substation
Facility
Prior Year Actuals Current Year Budget
$29,240 $1,200,000
Implementing Department Project Phase Project Completion Utilities N/A Recurring
Improvements
(EL‐89044)
Project Status: This project makes improvements to facilities at the electric substations in Palo Alto. Staff is working on the replacement of Remote Terminal Units (RTU) at various substations, upgrading gravel and grounding, 60 kV air switches, and reconfiguring steel trusses and associated devices. Engineering is working on design and construction for contract services to complete substation projects. Staff has completed the install for Nexus meters at Hansen Way (22/23) and Colorado (20/21). Design for Hansen Way (20/21) is in progress.
Substation
Protection
Prior Year Actuals Current Year Budget
$262,000 $300,000
Implementing Department Project Phase Project Completion Utilities N/A Recurring
Improvements
(EL‐89038)
Project Status: This project makes improvements to equipment used at electric substations to protect the substation equipment and circuits emanating from the substation from damage due to faults (i.e. short circuits) on the electric system. Staff issued a task order with Soudi Consultants to review and revise protection settings and training on the commissioning of Park Boulevard relays.
Underground
System Rebuild
(EL‐16001)
Prior Year Actuals Current Year Budget
$0 $350,000
Project Status: This project replaces underground electric equipment in areas that were originally installed underground, that are not part of an Underground District. Staff is working to identify areas where the age of the existing cables are a high priority for cable replacement. To date, this includes areas in the Stanford Research Park, Arastradero Road, and along East Bayshore Road. New areas have been identified and progress has been Implementing Department Project Phase Project Completion Utilities N/A Recurring
Electric Fund Projects – Page 9 of 10
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Improvement Program Projects
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Electric Fund Projects Status as of June 2024
made on development of the project. Projects are in many stages of development to replace underground transformers, cables, vaults, and to install protective devices to improve service reliability.
Wood Pole
Replacement
(EL‐19004)
Prior Year Actuals Current Year Budget
$533,613 $1,500,000
Project Status: This project will fund the annual replacement of deteriorated wood power poles. Staff has completed the replacement of forty‐six poles in FY 2024.
Implementing Department Project Phase Project Completion Utilities N/A Recurring
Electric Fund Projects – Page 10 of 10
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Improvement Program Projects
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Fiber Optics Fund Projects Status as of June 2024
One‐Time Projects
Fiber Optic
Network
System
Rebuild
(FO‐16000)
Prior Years Actuals Total Project Budget
$3,232,944 $32,103,876
Implementing Department Project Phase Project Completion Utilities Design Fall 2025
Project Status: This project is for the System Capacity Improvement that rebuilds portions of the "dark" fiber optic network around Palo Alto. In September 2022, Council approved the City’s fiber expansion plan including construction of a new fiber backbone and a phased buildout of a fiber‐to‐the‐premises network. The Fiber Optic Network System Rebuild CIP will be replaced with new Fiber Backbone and Fiber‐to‐the‐Premises (FTTP) CIP’s in FY 2024. Staff has hired a consultant to complete the Fiber Backbone and FTTP conceptual design. The conceptual design has been completed the contract has been amended to complete the design and all provide documentation necessary for procurement of a construction contract. Staff is updating fiber databases and reviewing the current inventory of fiber strands in order to determine what sections of the Fiber Backbone should be upgraded first. Due to the Fiber to the Premises pilot and Wildfire Mitigation project in the Foothills, materials and resources have been reassigned from this project. Staff anticipates restarting this review phase, to be completed by January 2025. As the FTTP pilot expands into Phase I, staff will be designing and constructing the new Fiber Backbone, with an anticipated date to complete phase 1 Fiber Backbone by end of December 2025.
Fiber to the Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Utilities Design Winter 2030Premises
(FTTP)
$53,550 $ 20,000,000
Project Status: This project will build Fiber‐to‐the‐Premises (FTTP) to deliver broadband (high‐speed internet) for homes and businesses in the City of Palo Alto. As the City builds the FO‐16000 ‐ Fiber Optics Network ‐ System Rebuild Staff has divided up the City into smaller sections for a phased approach of the Fiber‐to‐the‐Premises project.
Furthermore, Staff has proceeded to combine the Phase 1 Fiber‐to‐the‐Premise design with a Grid Modernization Project covering the same area. Staff is capitalizing on inherent synergies between the two projects, as well as taking advantage of economies of scale deployment that can be realized as a result of combining the two projects. Staff has contracted with an Engineering firm to produce design drawings and specifications. The City is implementing a pilot during Phase 1 of the FTTP project to evaluate various new technologies and to assess various construction (FO‐24000)
Fiber Optics Fund Projects – Page 1 of 2
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Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Fiber Optics Fund Projects Status as of June 2024
methodologies to closely align with Grid Modernization and inform on future phases of deployment. FTTP pilot construction is scheduled to begin in September 2024 and customers in the pilot area can be served in February 2025.
Recurring Projects
Fiber Optics
Customer
Prior Year Actuals
$18,434
Current Year Budget Implementing Department Project Phase Project Completion $251,600 Utilities N/A Recurring
Connections
(FO‐10000)
Project Status: This project enables the installation of fiber optic infrastructure for new service connections.
Projects are developed as needed to meet customer requests for leasing of fibers on the Dark Fiber system. There have been five new customer inquiries in the second half of FY 2024. Staff has installed new fiber connection services for the Public Safety Building.
Fiber Optics
Network
System
Prior Year Actuals
$36,608
Current Year Budget Implementing Department Project Phase Project Completion $561,000 Utilities N/A Recurring
Project Status: This project improves the reliability within the fiber optic network system. As part of the City’s Improvements wildfire mitigation plan, this project will add new fiber conduit and substructure in the foothills to support city (FO‐10001) infrastructure and improve telecommunication and connectivity in the open space. In the second half of FY 2024, staff is having discussions with customers in the foothills to see whether they are interested in licensing dark fiber from the City to enhance their residential broadband service in conjunction with a third‐party internet service provider. Fiber conduit installation in the foothills is expected to be completed by early 2025.
Fiber Optics Fund Projects – Page 2 of 2
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on the Status of Capital
Improvement Program Projects
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Gas Fund Projects Status as of June 2024
One‐Time Projects
Gas Main
Replacement $3,929,943
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Spring 2025$10,063,205 Utilities Construction
Project 24
(GS‐14003)
Project Status: This project enables the design and construction to replace approximately 20,100 linear feet (which represents 1.9% of the City's Gas distribution main system) of distribution main and 260 gas services constructed mainly of PVC on various streets within the University Park, and Crescent Park neighborhoods. Release of the project for bidding has been delayed, to include the Town & Country Village scope. This project was split into GMR24A and GMR24B.
GMR24A (Stanford Shopping Center) was completed spring 2023. GMR24B construction started in winter 2024 and is anticipated to be complete in spring 2025.
Gas Main
Replacement $15,525
Prior Years Actuals Total Project Budget Implementing Department Project Phase $10,000,000 Utilities Design
Project Completion
Fall 2026
Project 25
(GS‐15000)
Project Status: This Gas Main Replacement (GMR) project replaces approximately 26,000 linear feet (which represents
2.3 percent of the City’s Gas Distribution System) of leaking, inadequately sized, and structurally deficient gas mains and services located on various streets in the neighborhoods of Community Center, Leland Manor, Midtown, and Palo Verde neighborhoods. Staff identified problematic mains and services by researching maintenance and leak histories, analyzing performance of the entire Gas Distribution System, and considering risk ratings of the Distribution Integrity Management Plan. A federal grant application was submitted in August 2023 and the City was awarded $16.5 million in grant funding for this project. Staff is currently completing the Tier 2 Environmental documentation to meet federal grant requirements before it can be released through purchasing for construction bids. The project is on track for construction to begin in summer 2025.
Recurring Projects
Gas Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Distribution $484,530 $1,005,796 Utilities N/A Recurring Gas Fund Projects – Page 1 of 3
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on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Gas Fund Projects Status as of June 2024
System Project Status: This project enables Gas Distribution System improvements that include increasing distribution system Improvements capacity for load growth, replacing deteriorated capital facilities, reconfiguring and adding to the system to improve (GS‐11002) service reliability, and conducting research related to performance of the gas distribution system or its various components making general improvements to the system. The City must continuously evaluate service reliability needs and make improvements to the system to maintain top level service to City customers and to minimize potential economic losses due to service interruptions. In the second half of FY 2024, City crews completed the replacement of various gas services and valves throughout the system, emergency repairs to Arastradero Creek to backfill an exposed 8 inch gas pipeline, and replacement of pressure transmitting equipment at Scripps Avenue.
Gas Prior Year Actuals Current Year Budget Implementing Department $80,226 $100,000 Utilities
Project Status: This project purchases polyethylene (PE) fusion equipment and tools, directional boring/locating equipment and tools, and general shop equipment and tools. The equipment needs to be upgraded on an annual basis to safely operate and maintain a natural gas distribution system and to ensure operators’ safety and productivity. In the second half of FY 2024, the purchase of 15 new Sensit gas detectors was completed.
Project Phase
N/A
Project Completion
RecurringEquipment
and Tools
(GS‐13002)
Gas Meters
and
Prior Year Actuals Current Year Budget Implementing Department $365,663 $500,000 Utilities
Project Phase
N/A
Project Completion
Recurring
Regulators
(GS‐80019)
Project Status: This project provides replacement of the existing gas meters and regulators annually. The coordination of gas meter and regulator replacements with gas meters identified to be replaced under the AMI contract, which is generally gas meters that are 25 years or older. The gas meter replacement program ensures the accuracy of gas consumption measurement, reduces possible revenue loss due to under‐registered gas, and provides customers with accurate monthly bills. Replacement of aged gas meters and regulators is on‐going. The next major replacement of meters and regulators will be coordinated with Gas Main Replacement Project 24 (GS‐14003) and the Advanced Metering Infrastructure project.
Gas Fund Projects – Page 2 of 3
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Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
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Gas Fund Projects Status as of June 2024
Gas System,
Customer
Prior Year Actuals Current Year Budget Implementing Department $584,034 $810,900 Utilities
Project Phase
N/A
Project Completion
Recurring
Connections
(GS‐80017)
Project Status: This project enables the Gas Distribution System to be extended in order to provide gas service to new customers and augment service to customers with increased natural gas demands. Improvements include new mains, services, valves, regulators, meters, and accessories in order to meet changes in existing customer service demands, and respond to changes in gas service requirements due to new development or redevelopment. This project is funded partially from reimbursements by customers. City crews completed 18 gas service installations, 5 gas service relocations and 14 gas service demolitions in the second half of FY 2024.
Gas Fund Projects – Page 3 of 3
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on the Status of Capital
Improvement Program Projects
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Stormwater Management Projects Status as of June 2024
One‐Time Projects
Corporation
Way System
Upgrades and
Pump Station
(SD‐21000)
Prior Years Actuals
$340,827
Total Project Budget Implementing Department Project Phase Project Completion $4,146,556 Public Works Design Spring 2026
Project Status: This project incorporates a design of a new small pump station with a twenty‐five cubic feet per second capacity and upgrades 700 linear feet of pipe to thirty inch diameter High Density Polyethylene pipe. The existing system does not have the force needed to discharge storm flows into the Adobe Creek. Adding a pump station in advance of the outfall and upsizing the storm pipe will eliminate the routine flooding along East Bayshore Road and convey runoff from a ten year storm event. Staff secured an easement for the pump station from adjacent property owners. The design consultant addressed the City’s 90% review comments and submitted the final Plans, Specifications and Estimate (PS&E) to staff. The Architectural Review application was approved and the Plans are under review by the Building Department. Concurrently, staff is preparing an IFB for construction. Bids will be solicited in summer 2024 and a construction contract is anticipated to start in fall 2024.
East Meadow
Drive System
Upgrades
Prior Years Actuals
$440,133
Total Project Budget Implementing Department Project Phase Project Completion $636,405 Public Works Construction Summer 2024
Project Status: This project adds approximately 407 linear feet of new 24‐inch high density polyethylene (HDPE) to be parallel to the existing thirty‐six inch pipe within East Meadow Drive to increase the capacity of the storm drain system. This project includes upsizing manholes based on new pipes and reconnecting laterals from private property and catch basins. A construction contract was awarded in October 2023, and construction began in November 2023. Construction contract closeout is anticipated in August 2024 due to additional storm drain‐pipe replacement locations as part of the Storm Drain Rehab project (SD‐06101). (SD‐22000)
East Meadow
Circle
Prior Years Actuals
$333,087
Total Project Budget Implementing Department Project Phase Project Completion $634,016 Public Works Construction Summer 2024
Connection to
Adobe Creek
Pump Station
Project Status: This project will install approximately 600 linear feet of fifteen inch pipe and manholes along East Meadow Circle. The upgraded line will eliminate flooding that occurs within East Meadow Circle when the water level within Barron Creek is higher than the flap‐gate, and flows are not able to drain into the creek. The new fifteen‐ Stormwater Management Projects ‐ Page 1 of 4
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Stormwater Management Projects Status as of June 2024
(SD‐26000) inch HDPE line extension allows flows to drain away from Barron Creek and into Adobe Creek, where they can be pumped. The project also includes a small bioretention area to treat low flow runoff within East Meadow Circle before discharging into either creek. A construction contract was awarded in October 2023, and construction began November 2023. Construction contract closeout is anticipated in August 2024 due to additional storm drain‐pipe replacement locations as part of the Storm Drain Rehab project (SD‐06101).
Trash Capture
Device
Prior Years Actuals
$762,720
Total Project Budget Implementing Department Project Phase Project Completion $818,837 Public Works Construction Summer 2024
Installation
(SD‐22002)
Project Status: This project involves design and construction of a large trash capture device (TCD) installed in the planting strip along Embarcadero Road located in front of the Palo Alto Baylands Golf Links parking lot. The TCD will be integrated into a thirty‐six inch storm pipe to capture trash as small as five millimeters from a section of the storm drain system prior to discharging to the San Francisco Bay. The 189‐acre drainage area treated by the TCD consists of 169 acres of commercial and office land use in the City’s jurisdiction and twenty acres in the California Department of Transportation (Caltrans) right‐of‐way. Construction began in summer 2023 and will be completed by summer 2024.
West Bayshore Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $3,058,134 Public Works Design Spring 2026Road Pump
Station
$424,398
Project Status: This project incorporates design and construction of a new small pump station with fifteen cubic feet per second capacity. Installing a new pump station will allow storm flows to be pumped into the Adobe Barron Creek confluence while adding a pump station in advance of the outfall would eliminate the routine flooding along West Bayshore Road and allow the system to convey runoff from a ten year storm event. Staff secured an easement for the pump station from adjacent property owners. The design consultant has submitted the final plans after addressing the City’s comments. The Architectural Review application for the project has been approved and is under review by the Building Department for final permit approval. An IFB for construction is anticipated to be issued in summer 2024.
(SD‐20000)
Stormwater Management Projects ‐ Page 2 of 4
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on the Status of Capital
Improvement Program Projects
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Stormwater Management Projects Status as of June 2024
West Bayshore Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Road Trunk Line $44,554 $2,542,314 Public Works Design Spring 2026 Improvements
(SD‐23000)
Project Status: This project replaces approximately 1,400 linear feet of existing fifteen inch diameter pipe with thirty‐six inch High Density Polyethylene pipe. These improvements along with the new West Bayshore Road Pump Station (SD‐20000) will eliminate the routine flooding along West Bayshore Road and allow the system to convey runoff from a ten year storm event. Staff secured an easement for the pump station from adjacent property owners.
The design consultant has submitted the final plans after addressing the City’s comments. The Architectural Review application for the project has been approved and is under review by the Building Department for final permit approval. An IFB for construction is anticipated to be issued in summer 2024.
Recurring Projects
Green
Stormwater
Infrastructure
(SD‐22001)
Prior Year Actuals
$77,092
Current Year Budget Implementing Department Project Phase Project Completion $2,005,559 Public Works N/A Recurring
Project Status: This project provides funding for Green Stormwater Infrastructure (GSI) projects and the integration of GSI features in the design and implementation of planned CIP projects supported by other funds. GSI mimics the natural environment to slow, spread, infiltrate, and filter pollutants from stormwater runoff through native or engineered soils or other pervious material rather than discharging it directly into the storm drain system, creeks, and the Bay. Types of GSI include bioretention areas, flow‐through planters, tree wells, and pervious pavement to manage stormwater runoff. The FY 2024 budget is allocated as a match to fund the balance of a GSI project partially funded by the U.S. Environmental Protection Agency and also provided funding for constructing a bioretention area as part of the East Meadow Circle Connection to Adobe Creek pump station project (SD‐26000) in spring 2024.
Storm Drainage Prior Year Actuals
System $598,188
Current Year Budget Implementing Department Project Phase Project Completion $1,525,681 Public Works N/A Recurring
Stormwater Management Projects ‐ Page 3 of 4
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on the Status of Capital
Improvement Program Projects
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Stormwater Management Projects Status as of June 2024
Replacement
and
Rehabilitation
(SD‐06101)
Project Status: This project provides for annual replacement and rehabilitation to maintain the integrity of the storm drain system, including deteriorated storm drain piping, manholes, and storm drain inlets. The rehabilitation includes replacement of broken corrugated metal pipe with High Density Polyethylene pipe. Based on the recent pipe failures that occurred in early 2023, staff is proposing to replace storm drain pipes at seven locations (Forest Avenue, Ramona Street, Embarcadero Road, Fielding Drive, Middlefield Road, Newell Road, and Alexis Drive), as part of CIP projects SD‐22000 and SD‐26000. A construction contract was awarded in October 2023 and construction began in November 2023. In the second half of FY 2024, Forest Avenue, Embarcadero Road, Newell Road, and Fielding Drive locations were completed and construction is anticipated to be completed by August 2024 on the remaining locations.
Stormwater Management Projects ‐ Page 4 of 4
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on the Status of Capital
Improvement Program Projects
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Wastewater Collection Fund Projects Status as of June 2024 One‐Time Projects
Wastewater
Collection
System
Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Spring 2024$7,458,916 $8,635,244 Utilities Completed
Rehabilitation
Augmentation
Project 31
Project Status: This project funded the design and construction of high priority main replacements which reduces inflow of rainfall and groundwater into the collection system. The project replaces approximately 11,000 linear feet (which represents 1.0 percent of the City’s Wastewater Collection System) for El Camino Real from Page Mill Road to Cesano Court, and Page Mill Road from Ramos Way to Ash Street. The project was comprised of mains identified in video inspection work or through maintenance records as structurally deficient and in need of replacement. The work was in Caltrans (El Camino Real) and the County of Santa Clara (Page Mill Road) right‐of‐way. Construction was completed in May 2024.
(WC‐19001)
Recurring Projects
Sewer
Lateral/Manhole
Rehabilitation
and
Prior Year Actuals Current Year Budget Implementing Department $850,000 Utilities
Project Phase Project Completion
$688,486 N/A Recurring
Project Status: This project replaces defective sewer laterals, cleanouts, manholes, backwater devices, and equipment to support these activities to maintain the Wastewater Collection System, as well as to comply with the Sanitary Sewer Master Plan (SMP). Information collected during routine annual maintenance activities is used to prioritize work. The continued work performed will also help reducing both sewage blockage and the City's treatment expenses to treat rainwater or groundwater infiltration. A new three year construction contract was approved in FY 2023 to replace problematic sewer laterals. In the second half of FY 2024, seven sewer lateral replacements were completed under this contract.
Replacement
(WC‐99013)
Wastewater Collection Fund Projects – Page 1 of 2
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Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
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Wastewater Collection Fund Projects Status as of June 2024 Sewer System,
Customer
Prior Year Actuals
$386,388
Current Year Budget Implementing Department
$450,000 Utilities
Project Phase
N/A
Project Completion
Recurring
Connections
(WC‐80020)
Project Status: This project installs sewer lateral connections and additions or extensions of existing mains to serve new customers and to respond to changes in sewer requirements due to redevelopment. Old existing non‐plastic sewer laterals with condition deficiencies per Utilities Operations’ criteria are required to be replaced in accordance with the latest 2022 WGW Standards. In the second half of FY 2024, seven new lateral connections were performed.
Wastewater
General
Prior Year Actuals
$44,679
Current Year Budget Implementing Department
$108,941 Utilities
Project Phase
N/A
Project Completion
Recurring
Equipment and
Tools
Project Status: This project provides funds to procure new general equipment and new tools. In the second half of FY 2024, no new general equipment or tools was procured. (WC‐13002)
Wastewater
System
Prior Year Actuals
$133,144
Current Year Budget Implementing Department
$799,501 Utilities
Project Phase
N/A
Project Completion
Recurring
Improvements
(WC‐15002)
Project Status: This project implements improvements to the Wastewater Collection System by increasing system capacity for growth, flow monitoring, hydraulic modeling and system analysis, load simulations, asset management analysis and assessment, system inflow/infiltration analysis, and sanitary sewer overflow monitoring and reduction.
Part of this project funds the Sewer Master Plan Study, which is evaluating the City’s existing wastewater collection system, flows, and flow patterns to determine system capacity to meet current and future flows and recommend and prioritize capital improvement projects where needed. The consultant contract was approved in November 2023. The consultant started work in December 2023. The project completed flow monitoring in spring 2024 and is currently validating the collection system model network.
Wastewater Collection Fund Projects – Page 2 of 2
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
Pg.
70 Packet Pg. 486 of 566
Wastewater Treatment Fund Projects Status as of June 2024 One‐Time Projects
Advanced
Water
Prior Years Actuals Total Project Budget
$2,196,877 $59,974,965
Implementing Department
Public Works
Project Phase Project Completion
Design Spring 2027
Purification
Facility
(WQ‐19003)
Project Status: This project enables the design and construction of an Advanced Water Purification Facility to further improve the quality of the tertiary‐treated recycled water by ultrafiltration followed by reverse osmosis to reduce the level of total dissolved solids. The water reuse partnership agreement with Valley Water and Mountain View provides $16 million in funding from Valley Water for this project. The City has also received grant funding for a portion of the project costs and a State low‐interest loan for the design and construction phases. Mountain View agreed to pay the remainder of the capital costs associated with this project. The design is currently at 100%. The project is in process of receiving a building permit prior to issuing an invitation for bids in fall 2024, while financial agreements with funding agencies are being formalized.
Headworks
Facility
Prior Years Actuals Total Project Budget
$184,846 $52,095,872
Implementing Department
Public Works
Project Phase Project Completion
Pre‐Design Spring 2032
Replacement
(WQ‐16002)
Project Status: This project replaces the existing two outdated influent pump stations and their associated equipment and ancillary systems, including the suction and discharge piping manifolds, valves, electrical and controls system, screening equipment, grit handling equipment, pumps, flow meters and yard piping. A consultant was selected in winter 2024 to perform preliminary and carry out workshops to determine the design criteria.
Horizontal
Levee Pilot
(WQ‐22001)
Prior Years Actuals Total Project Budget Implementing Department $156,195 $738,511 Public Works
Project Phase Project Completion
Design Fall 2029
Project Status: This project consists of the design, permitting, and construction of a horizontal levee pilot system. The system will utilize treated wastewater to create a transitional brackish habitat on the Bayside of a future flood control levee located in the Palo Alto Baylands, adjacent to the Regional Water Quality Control Plant (RWQCP). Information and data collected by this pilot system could support broader implementation of horizontal levees as green infrastructure components in larger flood control levee improvement projects within Palo Alto and beyond. The project Wastewater Treatment Fund Projects – Page 1 of 4
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Wastewater Treatment Fund Projects Status as of June 2024 completed design, CEQA review, conducted several stakeholder outreach events, created a project webpage, obtained all construction permits from resource agencies, received a recommendation from the Parks and Recreation Commission, and obtained Council approval of the Park Improvement Ordinance as well as a Cooperative Agreement between project partners. The project is currently onboarding a construction management firm, preparing for required monitoring, and coordinating future community engagement activities including BioBlitz’ and King Tide Walks. The San Francisco Estuary Partnership/Association of Bay Area Governments will be posting the project for solicitation in late 2024.
Joint
Intercepting
Sewer
Prior Years Actuals Total Project Budget
$103,833 $12,573,488
Project Status: This project will rehabilitate 2,364 linear feet of the 60‐inch and 72‐inch diameter Joint Intercepting Implementing Department
Public Works
Project Phase Project Completion
Construction Fall 2024
Rehabilitation Sewer (JIS) trunk line leading to the Regional Water Quality Control Plant (RWQCP). The entire trunk sewer line, (Phase 1)
(WQ‐24000)
constructed in 1972, is approximately 9,000 feet long consisting of 13 manholes and junction structures. The JIS conveys raw wastewater mainly from the City of Mountain View, City of Los Altos, Los Altos Hills, and a portion Palo Alto, which accounts for more than half of the RWQCP’s influent flows. A construction contract was awarded in winter 2024. Construction is 20 percent complete and is scheduled to be completed by fall 2024.
New
Laboratory
and
Prior Years Actuals Total Project Budget
$363,705 $23,979,898
Project Status: This project was originally envisioned to replace the existing plant laboratory and environmental Implementing Department
Public Works
Project Phase Project Completion
Pre‐Design Fall 2030
Environmental services offices. Staff is currently revising space planning assumptions as the City and RWQCP are investigating the Services
Building
(WQ‐14002)
potential acquisition of a property adjoining the RWQCP and have put further design efforts on hold. The original design contract was terminated in March 2021. Solicitation for engaging a new consultant for detailed design will begin after advanced planning and siting analysis are completed as part of the Long‐Range Facilities Plan Update.
Recommendations from the Long Range Facilities Plan Update, anticipated to be completed in 2027, will help determine the direction the RWQCP will pursue to address this item.
Wastewater Treatment Fund Projects – Page 2 of 4
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Wastewater Treatment Fund Projects Status as of June 2024 Outfall Line
Construction
(WQ‐19000)
Prior Years Actuals Total Project Budget
$0 $17,923,113
Implementing Department
Public Works
Project Phase Project Completion
Design Summer 2026
Project Status: This project consists of the construction of a new parallel outfall pipe to convey final plant effluent to San Francisco Bay. A re‐design of the pipeline is needed to accommodate a potential future runway shift at Palo Alto Airport. Staff is currently working with the Federal Aviation Administration (FAA) to gain FAA concurrence for the pipeline construction and permanent easements on Airport property. The re‐design is anticipated to begin in fall 2024, moving immediately to construction upon design completion.
Plant Master
Plan
Prior Years Actuals Current Year Budget
$5,958,554 $442,587
Implementing Department
Public Works
Project Phase Project Completion
Construction Winter 2028
(WQ‐10001) Project Status: This project enables the ongoing program management support for major capital projects. Current tasks include developing scopes of work, evaluating consultant proposals, coordinating project management activities, pursuing State low‐interest loans for multiple projects, and updating partner agreements. The consultant provides support for coordination of the construction contracts in progress, as well as any tasks and projects associated with the Long‐Range Facilities Plan (LRFP), with a contract that expires in 2028.
Primary Prior Years Actuals Total Project Budget
$20,449,644
Project Status: This project enabled the design and construction for new protective coatings on each of the four Implementing Department
Public Works
Project Phase Project Completion
Completed Summer 2024Sedimentation $14,653,675
Tank
Rehabilitation concrete primary sedimentation tanks, with replacement of worn rotating parts and mechanical and electrical (WQ‐14003) equipment. These tanks were installed in 1972 and the recoating project will extend the concrete life for another thirty years. Construction began in summer 2021. Substantial completion was achieved on June 1, 2024. All remaining work associated with the punch List, including miscellaneous and small deficient contract work should be completed by summer 2024.
Wastewater Treatment Fund Projects – Page 3 of 4
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Wastewater Treatment Fund Projects Status as of June 2024 Secondary
Treatment
Upgrades
Prior Years Actuals Total Project Budget
$76,315,534 $193,317,009
Implementing Department
Public Works
Project Phase Project Completion
Construction Summer2028
Project Status: This project upgrades the Secondary Treatment process at the RWQCP. The existing Secondary Treatment process has two main components, the Fixed Film Reactors (FFR) and the Activated Sludge (AS) Process.
This project includes the reconstruction of the AS process, rehabilitation and reconfiguration of the AS Aeration Basins, the elimination of the FFRs, addition of denitrification capabilities, and replacement of equipment beyond its useful life. Construction began in winter 2023 with completion of new denitrification treatment and retirement of the FFR’s is expected in 2028. Construction is still in progress with much of the underground support infrastructure in place.
Reconfiguration of the first AS Aeration Basin is anticipated in fall 2024. (WQ‐19001)
Recurring Projects
Plant Repair,
Retrofit and
Prior Year Actuals
$5,804,943
Current Year Budget Implementing Department Project Phase Project Completion $10,141,002 Public Works N/A Recurring
Equipment
Replacement
(WQ‐19002)
Project Status: This project enables the assessment, repair, and retrofit of the RWQCP’s concrete and metal structures; the replacement of necessary equipment and ancillary facilities, including electrical equipment/systems, to maintain treatment reliability and existing infrastructure; and the replacement of large diameter flow meters built into the wastewater treatment system on sewers, pipes, and water lines. The Long Range Facility Plan (LRFP) Update consultant contract, to identify and prioritize repair, retrofit, or replacement of Plant infrastructure and equipment and the timing of such projects, was awarded in spring 2024. The contract will commence in summer 2024. Design of the 12 kV Electrical Loop Upgrade Project was completed in spring 2022. A construction contract for phase 1 was executed in winter 2023, with expected completion in summer 2024. Solicitation for Phase 2 construction will commence in summer 2024.
Wastewater Treatment Fund Projects – Page 4 of 4
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Water Fund Projects Status as of June 2024
One‐Time Projects
Water Main
Replacement
Project 29
Prior Years Actuals Total Project Budget
$3,888,047 $9,307,828
Implementing Department Project Phase Project Completion Utilities Construction Summer 2024
Project Status: This project will fund the design and replacement of structurally deficient water mains and appurtenances. Mains are selected by researching the maintenance history of the system and identifying those that are undersized, corroded, and/or subject to breaks. The project scope includes approximately 7,500 linear feet (which represents 0.6 percent of the City’s Water Distribution System) of mains and services on various streets within the City, including areas in the Evergreen Park and Ventura neighborhoods. Construction started in November 2023. The project is approximately 65% complete and is on target to be completed in August 2024. (WS‐15002)
Water Main
Replacement
Project 30
Prior Years Actuals Total Project Budget
$5,371 $9,350,000
Implementing Department Project Phase Project Completion Utilities Design Spring 2026
Project Status: This project will fund the replacement of structurally deficient water mains and appurtenances in Fiscal Year 2026. Mains are selected by researching the maintenance history of the system and identifying those that are undersized, corroded, and subject to breaks. The project scope includes approximately 10,000 linear feet (which represents 0.8 percent of the City’s Water Distribution System) of mains and services on various streets within the City, including areas in Midtown/Midtown West, Palo Verde, and Green Meadow neighborhoods. The design is approximately 30% complete at the end of FY 2024. (WS‐16001)
Water Recycling Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Utilities Pre‐Design Fall 2024Facilities $710,106 $852,674 (WS‐07001) Project Status: This project allows the City to hire a consultant to prepare a business plan, prepare preliminary design, and secure funding options for an expansion of the existing recycled water delivery system in the City. The expansion pipeline is one of several water reuse projects being considered in the Northwest County Recycled Water Strategic Plan. One Water Plan development is underway to evaluate alternative water supplies, define existing and future uncertainties and supply risks, and identify community needs and priorities. Funding contribution from Water Fund Projects – Page 1 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Water Fund Projects Status as of June 2024
the Water Fund to the Recycled Water project has ended and funding for Operations and Maintenance will be reviewed for budget cycle FY 2027.
Water
Regulation
Station
Improvements
(WS‐07000)
Prior Years Actuals Total Project Budget
$2,900,163 $2,960,477
Project Status: The project for Water Regulation Station Improvements included seismic upgrades, piping improvements and other various upgrades to increase the structural reliability of two of the City’s turnouts with SFPUC. Work under this project includes Seismic Upgrades of California Avenue and Page Mill Road Turnouts. City Council approved this project and the construction was completed in May 2024.
Implementing Department Project Phase Project Completion Utilities Completed Spring 2024
Water Tank
Seismic Upgrade $9,944,241
Prior Years Actuals Total Project Budget
$26,989,834
Implementing Department Project Phase Project Completion Utilities Construction Fall 2028
and
Rehabilitation
(WS‐09000)
Project Status: This project for Seismic Water System Upgrades includes seismic upgrades at the Montebello, Mayfield, Corte Madera, Park, Boronda, and Dahl Reservoirs in compliance with the American Society of Civil Engineers (ASCE 7) seismic codes. Mayfield Reservoir was seismically retrofitted in 2011. Seismic upgrades of Boronda and Montebello Reservoirs were completed in 2016 and 2018. The new concrete Corte Madera Reservoir was completed in April 2022. The Park Reservoir and Dahl Reservoir Tanks are scheduled next for retrofit or replacement. An Engineering and structural assessment of Park Reservoir was completed in spring 2023, and Dahl Reservoir will be assessed in 2025. The design for Park and Dahl Reservoir is expected to be completed by fall 2025.
The retrofit and rehabilitation for both tanks are expected to be completed by the end of 2028.
Recurring Projects
Water Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Distribution $161,813 $646,029 Utilities N/A Recurring
Water Fund Projects – Page 2 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Water Fund Projects Status as of June 2024
System
Improvements
(WS‐11003)
Project Status: This project enables improvements to water distribution system deliverability and reliability. Typical activities include installing restraining joints at critical pipelines and bridge crossings, increasing the size of inadequate facilities, system leakage surveys, network modeling, and fire flow studies or other system improvements as required. Continuous evaluation of system needs and making required improvements is necessary to maintain adequate quantities of quality water, meeting local, state, and federal safe drinking water standards. The Pump Station Painting project to paint the five foothill pump stations was completed in May 2024.
Services for a full system leakage survey of the water distribution system will be solicited in 2024 and the work is expected to be completed by the end of 2025.
Water, Gas,
Wastewater
Utility GIS Data
(WS‐02014)
Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $249,154 $513,400 Utilities N/A Recurring
Project Status: This project enables contracts related to Utilities GIS (Geographic Information System) needs. AME database is heavily utilized by Utilities Engineering staff to update the utility information in GIS. The updated information is used by various City staff, such as marking/locating underground utilities to comply with USA (Underground Service Alert) requirements; developing design drawings for pipeline replacement projects; verifying existing underground utilities during construction activities; creating customized utility map books for field crews and on‐call personnel to meet their specific needs. Annual surveying contracts collect GPS points of existing above‐ ground utility features within CIP project areas. The data being collected continues to be used to correct the GIS database. Accurate utility data helps the design to select new pipe alignment to minimize construction conflicts and provides data for additional road feature linework to be corrected in the older GIS/AVEC database via ESRI.
Water General Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Equipment/Tools $0.00
(WS‐13002)
$50,000 Utilities N/A Recurring
Project Status: This project acquires new equipment and tools, the replacement of existing fusion equipment, and other associated tools. The fusion equipment is used to fuse together pipe joints in the City's water distribution system. Equipment and tools are required to be upgraded on an annual basis to maintain high quality standards Water Fund Projects – Page 3 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Water Fund Projects Status as of June 2024
for the installation of the City's water distribution mains, along with the associated service standards and worker safety and productivity measures. There were no purchases of equipment or tools in the second half of FY 2024.
Water Meters Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion (WS‐80015) $2,801,577 $1,599,821 Utilities N/A Recurring Project Status: This project enables the purchasing of meters for new customers, upgrading meters for current customers, installing meter bypasses, and replacing obsolete meters that are no longer repairable. This funding also allows for annual testing and calibration of selected meters to maintain meter accuracy and reliability. During the AMI implementation process, approximately 50% of the meters will be replaced, with a focus on meters more than twenty years old. Staff is currently testing large diameter meter sets. Staff will begin testing a batch of additional meters in the first half of FY 2025.
Water Service
and Hydrant
Replacement
(WS‐80014)
Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $152,163 $400,000 Utilities N/A Recurring
Project Status: This project replaces system control valves, deteriorated galvanized service lines, lead goosenecks, and fire hydrant valves and assemblies per the Fire Department’s flow testing, upgrades fire hydrants in main line replacement project areas, replaces damaged fire hydrants, and replaces existing undersized or deteriorated copper water services on an as needed basis. Staff has been working on an extensive valve audit and to date have operated and evaluated approximately 74% of the City’s 6,500 water valves. This project will be increasing work to replace inoperative and leaking valves identified during this audit process. This project will be increasing work to replace inoperative and leaking valves identified during this audit process. In addition, the City will be doing additional work to look for possible lead whips in our distribution system as we continue to comply with the new lead and copper rule revisions (LCRR).
Water Fund Projects – Page 4 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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Water Fund Projects Status as of June 2024
Water System
Customer
Connections
(WS‐80013)
Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $1,187,207 $932,000 Utilities N/A Recurring
Project Status: This project allows for improvements that include new main extensions, valves, domestic services, meters on upgraded services, backflow devices, fire services, and fire hydrants. System extensions are required to provide service to new large developments and to serve existing customers requesting expanded service on Development Services projects. A total of 46 water services were installed in the second half of FY 2024.
Water System
Supply
Improvements
(WS‐11004)
Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $23,648 $3,617,000 Utilities N/A Recurring
Project Status: This project evaluates and improves the City’s water distribution system on an as‐needed basis. This project includes piping modifications, equipment replacements associated with water delivery, supervisory control software upgrades, system modifications for water system quality compliance, conditional assessment of the reliability of transmission mains, and security system installations. The water system includes the connection facilities between the City’s and the San Francisco Public Utility Commission’s pipelines, emergency water wells within the City, pumping stations, water reservoirs, and pipelines. Security cameras will also be added to various tanks, pump stations, and turnouts as part of the Security Cameras project. Staff leased a mobile generator for Foothill pump stations in summer 2024 and purchased generators to be delivered by the summer 2025.
Water Fund Projects – Page 5 of 5
Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date This project installed a new automated gate at the Baylands Nature Preserve main entrance. The existing gate was manually opened and closed by staff each day for public access. The scope of work included an electrical transformer, trenching, wiring, and gate automation equipment. The project started June 24, 2024 and reached substantial completion on June 30, 2024.
Baylands Nature Preserve
Entrance Gate
Parks and Open
Space
Community
ServicesOS‐24000 Construction Spring
Spring
2024
2024
$
$
132,701.00
The Charleston Arastradero Corridor was reconfigured to provide new landscaped median islands, bulb outs, enhanced bike lanes, traffic signal improvements, and new street trees to complement the new lane configurations that were approved for permanent retention. Phase 1 (Arastradero Road between Foothill Expressway to Clemo Avenue), Phase 2 (Charleston Road from Alma Street to Middlefield Road) and Phase 3 (Arastradero Road from Los Palos Avenue to El Camino Real, Charleston Road from El Camino Real to Alma Street and from Middlefield Road to San Antonio Road) have all been completed as of spring 2024.
Charleston Arastradero
Corridor Project
Traffic and
TransportationPE‐13011 Construction
Construction
Public Works 20,788,951.00
This project funded the design and construction of high priority main replacement work, which reduces inflow of rainfall and groundwater into the collection system. The project replaced approximately 11,000 linear feet (which represents 1.0 percent of the City's Wastewater Collection System) for El Camino Real from Page Mill Road to Cesano Court, and Page Mill Road from Ramos Way to Ash Street. The project wais comprised of mains identified in video inspection work or through maintenance records as structurally deficient and in need of replacement. The work was in Caltrans (El Camino Real) and the County of Santa Clara (Page Mill Road) right‐of‐way. Construction was completed May 5, 2024.
Wastewater Collection
WC‐19001 System Rehabilitation Wastewater
Collection Utilities Spring 2024 $ 8,635,244.00
Augmentation Project 31
This project enabled the design and construction for new protective coatings on each of the four concrete primary sedimentation tanks, with replacement of worn rotating parts and mechanical and electrical equipment. These tanks were installed in 1972 and the recoating project will will extend the concrete life for another thirty years. Substantial completion was achieved on June 1, 2024.
Primary Sedimentation Tank
Rehabilitation
Wastewater
TreatmentWQ‐14003
WS‐07000
Construction
Construction
Public Works Spring
Spring
2024
2024
$
$
20,449,644.00
2,960,477.00
This project for Water Regulation Station Improvements included seismic upgrades, piping improvements and other various upgrades to increase the structural reliability of two of the City's turnouts with SFPUC. Work under this project includes Seismic Upgrades of California Avenue and Page Mill Road Turnouts. Structural evaluation for restraining the Page Mill turnout and piping was included in the design. The construction was completed in May 2024.
Water Regulation Station
Improvements Water Utilities
This project incorporated renovations to the Utilities Water Gas Wastewater (WGW) office space at the Municipal Service Center (MSC). The new work area includes a small reception area, a renovated kitchen and printer area, additional offices and cubicles, upgrades to the HVAC system, lighting improvements and fire life safety systems upgrade. Construction was completed in April 2023.
Water, Gas, Wastewater
Office Remodel
Buildings and
FacilitiesPE‐19001 Construction Public Works Spring 2023 $ 1,234,354.00 1 Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date This project provided funding for the replacement of all extrication tools for the Fire Department. Extrication tools, also known as "Jaws of Life", are used to rescue victims of car accidents and other emergencies where the victims are trapped in confined spaces. Equipment was purchased in winter 2023 and the project is complete.
Buildings and
Facilities
Fire
DepartmentFD‐22000 Extrication Tool Replacement Procurement Winter Spring
Spring
2023
2023
2023
$
$
$
298,200.00
10,305,619.00
4,656,777.00
This project has replaced approximately 18,600 linear feet (which represents 1.6% of the City's water distribution system) of mains and 265 services on various streets in the City, including areas in the Duveneck, St. Francis, Barron Park and Charleston Meadows neighborhoods.
Construction started in April 2022 and the project was substantially completed in spring 2023.
Water Main Replacement
Project 28WS‐14001 Construction
Construction
Water Utilities
Utilities
Airport
This project included the design and construction of high priority mains with structural defects that could not be addressed with routine maintenance. The wastewater mains on various streets in the City were replaced with approximately 10,000 linear feet of HDPE sanitary sewer mains and associated laterals in the Ventura, Charleston Meadows, Fair Meadow, and Palo Verde neighborhoods. The project achieved substantial completion in April 2023.
Wastewater Collection
WC‐17001 System Rehabilitation Wastewater
CollectionAugmentation Project 30
This project included the design and reconstruction of the Palo Alto Airport apron. The need to reconstruct the aircraft parking apron is critical to airport safety. Construction Phase I was completed in November 2017. Construction Phase II was completed in winter 2020.
Construction on Phase III reached substantial completion in June 2023 Airport Apron
ReconstructionAP‐16000 Construction
Construction
Airport Spring 2023
2022
$
$
41,563,570.00
857,380.00
This project replace rubberized and synthetic turf surfacing in the playground and replace play Magical Bridge Playground equipment including swings, climbing net, and playhouse. An IFB was issued in November 2021 Parks and Open SpacePE‐21003 Rubber and Synthetic Turf and Council awarded a construction contract in spring 2022. Installation of rubberized and synthetic surfacing, replacement of climbing nets and renovation of the playhouse took place in fall 2022. Project was completed in December 2022.
Public Works Fall
Resurfacing
This project designed and constructed approximately 21,700 linear feet (which represents 1.9% of the City's Gas distribution main system) of distribution main and 320 gas services constructed mainly of PVC material on various streets within the Midtown, Evergreen Park, Ventura, College Terrace, Charleston Terrace, and Research Park neighborhoods. Construction began in winter 2021and was completed in summer 2022
Gas Main Replacement
Project 23GS‐13001
FD‐21000
Construction
Procurement
Gas Utilities Summer
Summer
2022
2022
$
$
7,951,858.00
237,500.00
This project replaced the entire complement of Automated External Defibrillators (AEDs) throughout City facilities and emergency response vehicles, which currently totals 93 AEDs. The RFP process was completed in fall 2021. The new AEDs were purchased and deployed in summer 2022.
Automated External
Defibrillator Replacement
Buildings and
Facilities
Fire
Department
2 Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date This project replaced the existing MSC roofs. The existing asphalt and gravel roofs have reached the end of their useful life and needed to be replaced. The new roofs will meet current cool roofing codes to optimize energy efficiency. Construction was completed in November 2022.
Municipal Service Center A,
B, & C Roof Replacement
Buildings and
FacilitiesPF‐17000 Construction Public Works Fall 2022
2022
$
$
2,013,475.00
1,050,443
This project installed capacitor banks at electric substations and on distribution lines to ensure Northern California Power Association Power Factor requirements are met. Capacitor banks EL‐16002 Capacitor Bank Installation were installed at Hanover Avenue, Hansen Way, Maybell Avenue, and Park Boulevard Substations. The project was substantially completed in June 2022 and will be commissioned and energized in summer 2022.
Construction Electric
Electric
Utilities Spring
Facility Relocation for
EL‐17007 Caltrain Modernization
Project
The Utilities Department removed the overhead lines allowing for the installation of the Overhead Catenary System above the rails for the Caltrain Modernization. This project was completed in spring 2022
Construction
Construction
Utilities Spring
Spring
2022
2022
$
$
3,055,472
4,646,247
This project upgraded safety, site amenities, playground facilities, a new restroom, irrigation, drainage, and ADA accessibility improvements at Rinconada Park. These improvements were identified in the Rinconada Long Range Plan (LRP). Phase 1 of construction started in August 2021 and construction was completed in spring 2022.
Rinconada Park
Improvement
Parks and Open
SpacePE‐08001 Public Works
This project reconfigured the distribution circuits to the substation transformer at Quarry EL‐14005 Reconfigure Quarry Feeders Substation. Design of QR 27 feeder replacement was completed in spring 2021. Construction Construction Construction
Electric Utilities Fall
Fall
2021
2021
$
$
792,034
was completed in December 2021 .
This project provided for the relocation of the Junior Museum and Zoo to Cubberley for two years while a new JMZ was being built, tenant improvements to the Cubberley Auditorium and Buildings and Facilities
Community
ServicesAC‐18001 JMZ Renovation then removal of tenant improvements post‐construction. Construction of the new Junior Museum and Zoo started in June 2018 and was completed in late 2021. The new Junior Museum and Zoo was opened to the public on November 12, 2021.
2,927,870.00
This project included a systems analysis and repaired the water proofing system in the High Street and Bryant Street parking garages. Water proofing repairs were completed in the High Street parking garage. Additional funding was added and the contractor completed waterproofing repairs in the subterranean stairwells in the Bryant Street garage in fall 2021.
High and Bryant Street
PE‐18002 Garages Waterproofing and Buildings and
FacilitiesConstruction
Construction
Public Works
Public Works
Fall
Fall
2021
2021
$
$
264,235.00
22,889,453
Repairs
As part of the 2014 Council Infrastructure Plan, this project designed and constructed a new pedestrian bridge across Highway 101 at Adobe Creek. Council approved a contract with Granite Construction in November 2019. Construction began in January 2020. The project construction completed on November 20, 2021, with a ribbon‐cutting ceremony and a community celebration.
Highway 101 Pedestrian
Bicycle Overpass Project
Traffic and
TransportationPE‐11011
3 Item 28
Attachment A: Semiannual Update
on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date This project undergrounded the existing overhead utility systems in the area along the 400 block of West Charleston and El Camino Real. Staff completed cable, equipment installation and 100% of customer service conversions. The construction for the final phase of the project to install two 60 foot tall steel poles and to reconductor the 60 kV sub‐transmission lines was completed in the fall 2021.
Underground District 46
CharlestonEL‐12001 Construction Electric Utilities Fall 2021 $ 3,904,425 This project improved the Pearson Arastradero Preserve parking lot by improving the base rock surfacing, adding drainage, widening the entrance for safety, and new fencing. This new improvement will allow the overflow parking area to be open year round. The work was completed in May 2021.
Pearson Arastradero
OS‐18001 Preserve Parking lot Parks and Open
Space
Community
ServicesConstruction
Study
Spring
Spring
Spring
2021
2021
2021
$
$
$
170,300
926,792
350,000
Improvement
Cubberley Community
Center Master Plan
This project developed the master plan for future use of the Cubberley Community Center site by the City and Palo Alto Unified School District.
Buildings and
Facilities
Community
ServicesCB‐16001
CB‐19001
This project replaced the Building management System(BMS) controls for the pavilion, Theater, Wing I, and Gyms A and B boiler rooms at the Cubberley Community Center. The project included the installation of control points for each building along with controllers, valve and damper actuators.
Cubberley Building
Management Systems
Buildings and
FacilitiesConstruction Public Works
Fire Ringdown System
Replacement
This project replaced the current ring down system that provides an audible alert of calls in the fire stations. Ongoing installations started in 2018 and were completed with Fire Station #3.
Buildings and
FacilitiesFD‐14002
PD‐14000
Construction
Construction
Fire Departent Spring
Winter
Spring
Winter
2021
2021
2021
2021
$
$
$
$
400,144
77,569
94,500
146,466
Internal Alarm System
Replacement
The project replaced the citywide internal alarm system. The alarms at City Hall migrated to this new system in FY 2019, but was completed in early 2021.
Buildings and
Facilities
Police
Department
Self Contained Breathing
FD‐20001 Apparatus (SCBA) Air
This project replaced the central air compressor that provides air for the self‐contained breathing apparatus (SCBA) tanks to ensure firefighter safety when entering environments with hazardous Construction air quality.
Buildings and
Facilities
Fire
DepartmentCompressor Replacement
Airport Electrical
Improvements
This project replaced the outdated electrical panels for the Palo Alto Airport office rental spaces.
Construction was completed in January 2021.AP‐20000
PE‐18000
Construction
Construction
Airport Public Works
Public Works
This project built the California Avenue Area Parking Garage, as part of the 2014 Council Infrastructure Plan. The parking garage has 627 parking spaces with 2 basement levels and 4 above grade floors. The garage features an automated parking space guidance system, EV charging stations, bicycle parking, and motorcycle parking. The garage was opened to the public on December 8, 2020.
New California Avenue Area
Parking Garage
Buildings and
Facilities Fall
Fall
2020
2020
$
$
50,119,976
187,064
This project updated the individual sleeping quarters in the firehouse to address gender issues and privacy concerns. Fire Station #1 was the only fire station in the City that did not have separate bedrooms to accommodate male and female firefighters. This project was completed in fall 2020.
Buildings and
FacilitiesPF‐14002 Fire Station 1 Improvements Construction Public Works 4 Item 28
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on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date This project replaced gas services laterals constructed of Acrylonitrile‐butadiene‐styrene (ABS) or Tenite material on various streets. Council approved funding in June 2019. The project replaced 104 ABS and Tenite gas services. The WQCP ABS gas service is assigned to Utility Operations for replacement and the remaining five ABS gas services will be scheduled for replacement once the five‐year moratorium ends on those streets. As of November 2020, this project is complete.
Gas ABS/Tenite Replacement
ProjectGS‐18000 Construction Gas Utilities Fall
Fall
2020
2020
$
$
2,615,100
2,976,813
This project replaced 1,750 linear feet of storm drain with 48‐inch diameter High Density Polyethylene (HDPE) pipe and associated catch basins, laterals and manholes. In addition to underground work, additional street restoration and concrete work was completed. Work includes resurfacing one full lane on Loma Verde from the beginning to the end of the project limits, replacement of driveways, sidewalk, and 718 linear feet of curb and gutter. The contract was awarded in June 2020, construction work began in August 2020, and was completed in December 2020.
Loma Verde Avenue Trunk
Line ImprovementsSD‐19000
WS‐19000
Construction Storm Drain Utilities
This project is part of the City’s recent Seismic Upgrade and Emergency Water Supply and Storage Projects. The reservoir was drained in 2012 for approximately two years to allow extensive seismic rehabilitation work to be performed and construction of a new pump station.
Subsequently hairline cracks were sealed in the reservoir. A geotechnical consultant was hired to Construction evaluate the tank foundation. This study was completed and there were several options identified. Staff has completed the design and construction of the vent screen replacement and crack sealing.
Mayfield Reservoir Subgrade
and Venting Repair Water Utilities
Utilities
Utilities
Fall
Fall
Fall
2020
2020
2020
$
$
$
600,000
3,649,356
4,434,839
This project undergrounded the existing overhead distribution system in the area bounded by Middlefield Road, Homer Avenue, Webster Street, and Addison Avenue. Installation of substructures and utility electric system is completed. Where possible, the overhead electric lines were removed and poles cut down to the level of the communication lines.
Underground District 47
EL‐11010 Middlefield, Homer, Construction Electric
Webster, Addison
This project replaced of 8,972 linear feet of wastewater mains. The sanitary sewer mains, laterals, and manholes to be rehabilitated or replaced in this project are located in the Charleston Meadows neighborhood. Construction started in February 2020 and was suspended for almost 3 months due to COVID‐19 County’s Shelter‐in‐Place Order. The project is complete as of December 2020.
Wastewater Collection
WC‐16001 System Rehabilitation
Augmentation Project 29
Wastewater
CollectionConstruction
This project modernized the existing elevators at parking Lot J. The project involves upgrading the interior of the elevators, elevator control interface, call buttons, and meeting current ADA standards. Construction started in April 2019. Project is complete except for the State final inspection on the second car. State is behind because of COVID, but the inspection should be done by the end of July 2020.
Parking Lot J Elevator
Modernization
Buildings and
FacilitiesPF‐18000 Construction
Construction
Public Works
Public Works
Spring
Winter
2020
2020
$
$
781,324
This project replaced the existing Fire Station at Embarcadero Road and Newell Road with a new PE‐15003 Fire Station 3 Replacement structure that meets essential services standards and current program needs. Construction Buildings and Facilities 10,080,258
completed in March 2020.
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Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date This project included the recoating of four steel tanks. Work under this project was included in the Seismic Upgrade of four Steel Tanks and the three Turnout Projects. Once construction started, it was found that the Montebello Reservoir was in very poor condition. Due to escalating Construction costs associated with roof replacement, staff decided to complete construction of the Montebello Reservoir and re‐evaluate the remaining three tanks for replacement.
Water Reservoir Coating
ImprovementsWS‐08001 Water Utilities Spring 2020 $ 2,141,172 This project replaced approximately 9,600 linear feet of structurally deficient, aging, or corroded water mains and services along the mains on Sand Hill Road, Oak Creek Drive (5%) and Fulton Avenue.
Water Main Replacement ‐
Project 27WS‐13001 Construction
Construction
Water Utilities
Utilities
Spring
Spring
2020
2020
$
$
7,786,998
5,665,897
This project enabled the design and construction of a high priority wastewater main and lateral replacement work to reduce inflow of rainfall and ground water into the collection system. The project replaced or rehabbed a total of 7,655 linear feet of wastewater mains located in the Leland Manor/Garland, Midtown West, and Lower Page Mill/Los Altos Hills areas of the City.
Wastewater Collection Wastewater
CollectionWC‐15001 System Rehabilitation
Augmentation Project 28
This project met the growing electric needs of the VA Hospital. Staff has had numerous discussions with VA Hospital on electric load growth at the hospital and anticipated needs from the utility. Much of the cost is reimbursed to the City by the VA Hospital. Staff has prepared preliminary designs for interim solutions and is awaiting additional information from VA to develop long range plans to meet their future needs.
VA Hospital ‐ Customer Load
RequirementsEL‐17003 Design Electric Utilities Spring 2020 $ 84,984 This project added electronic security systems at utility sites to protect equipment at electric substations, water pumping plants, reservoirs, and gas stations from intrusion and vandalism.
Cameras and detection systems have been installed at nine electric substations, three water stations, and one natural gas station to monitor facilities.
Utility Site Security
ImprovementsEL‐04012
EL‐11008
Construction
Construction
Electric
Electric
Utilities
Utilities
Spring
Spring
2020
2020
$
$
1,644,681
149,023Rebuild Underground District This project rebuilt and replaced the underground electric system in Underground District 19, the 19 area bounded by Forest Avenue, Waverley Street, Addison Avenue, and Alma Street.
This project replaced Self Contained Breathing Apparatus equipment (SCBA) used by firefighters when entering hazardous conditions when responding to fire and hazardous materials incidents.
The SCBA provides breathable air for firefighters when entering environments where the atmosphere is immediately dangerous to life or health. The expected service life for SCBAs is 15 years.
Self Contained Breathing
Apparatus Replacement
Buildings and
Facilities
Fire
DepartmentFD‐18000 Purchase Spring 2020 $ 799,999
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on the Status of Capital
Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type
Purchase
Fund Source Department CMR Date
This project replaced the entire complement of twenty cardiac monitors in the Department.
Along with other tools needed for patient assessment and airway verification, cardiac monitors assess cardiac activity in patients and provide defibrillation and pacing.
Cardiac Monitor
Replacement
Buildings and
Facilities
Fire
DepartmentFD‐20000
PL‐16001
Spring
Fall
2020
2019
$
$
850,000
Downtown Mobility and
Safety Improvements
This project included the construction of curb extensions and the installation of new pedestrian signal heads and traffic signal modifications in 2019 as part of the Upgrade Downtown project.
Traffic and
Transportation Transportation
Office ofConstruction 1,819,847
This project replaced the Thermal Imaging Cameras (TICs) on all fire and response vehicles used to help identify the location of victims; assess the source of fires, smoke, and heat; to assist in creating a plan of action.
Thermal Imaging Cameras
Replacement
Buildings and
Facilities
Fire
DepartmentFD‐20002 Purchase Fall 2019 $ 99,000
Wastewater Collection
WC‐11000 System Rehabilitation
This project addressed areas that were identified in Wastewater Capital Improvement Project 17 (Cleaning and Video Inspection of the Collection System) as needing rehabilitation. This project was combined with Project 25 and 26(WC‐12001; WC‐13001).
Wastewater
CollectionConstruction Utilities
Utilities
Fall
Fall
Fall
2019
2019
2019
$
$
$
3,131,595
3,309,998
1,851,708
Augmentation Project 24
Wastewater Collection
WC‐13001 System Rehabilitation
Augmentation Project 26
This project was combined with Project 24 and 25(WC‐11001; WC‐12001). All new service laterals were installed from the new sewer main to the new sewer cleanouts located in the City’s Construction right‐of‐way.
Wastewater
Collection
Cubberley Track and Field
Replacement
Parks and Open
SpaceCB‐19000
PE‐14018
This project replaced the synthetic turf field, installed an all‐weather track and a fitness area. Construction Public Works Baylands Boardwalk
Improvements
Buildings and
FacilitiesThis project replaced the existing boardwalk with similar alignment and configuration. Construction Construction
Public Works
Public Works
Winter
Winter
2019
2019
$
$
2,123,681
494,818This project improved the Administrative Services Department offices on the fourth floor of City Hall.
Buildings and
FacilitiesPE‐17009 City Hall Floor 4 Remodel
Lucie Stern Buildings
PE‐14015 Mechanical and Electrical
Upgrades
This project replaced and upgraded the mechanical, electrical, and fire/life safety systems at Lucie Stern Children’s Theater, Lucie Stern Community Theater, and Lucie Stern Community Center.
Buildings and
FacilitiesConstruction Public Works Spring 2019 $ 6,142,607 Planning and
Community
Environment
Quarry Road Improvements This project included planning, design and construction of bicycle and pedestrian improvements Traffic and TransportationPL‐16000
EL‐17008
Construction
Construction
Spring
Winter
2019
2019
$
$
5,148,378
499,997
and Transit Center Access along Quarry Road.
Utility Control Center
Upgrades This project upgraded the Utility Control Center working environment. Electric Gas
Utilities
Gas Main Replacement
Project 22
This project replaced approximately 23,700 linear feet of gas mains and services along University Avenue and other streets in the Downtown North nieghborhood.GS‐12001 Construction Construction
Utilities Spring
Spring
2019
2019
$
$
11,658,997
3,211,998
Wastewater Collection
WC‐12001 System Rehabilitation / This project was combined with Project 24 and 26 (WC‐11001; WC‐13001) replacing 45,294 linear feet of sanitary sewer mains in university South, Professorville and Old palo Alto neigborhoods.
Wastewater
Collection Utilities
Augmentation Project 25
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Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type
Construction
Construction
Construction
Fund Source Department
Public Works
Utilities
CMR Date
Dewatering and Loadout
Facility
This project provides funding for the design and construction of the sludge dewatering facility and truck loadout to retire existing dewatering and sewage sludge incinerators.
Wastewater
TreatmentWQ‐14001
WS‐12001
Spring
Spring
2019
2019
2018
$
$
$
27,497,551
7,506,161
525,000
Water Main Replacement – This project replaced approximately 11,000 linear feet of aging water mains and services which Project 26 Waterincluded water main replacement as part of the Upgrade Downtown Project.
This project improved the Planning and Community Environment (PCE) Department offices on the fifth floor of City Hall.
Buildings and
FacilitiesPE‐17009 City Hall Floor 5 Remodel Public Works Summer Baylands Nature Interpretive This project replaced worn out or non‐functioning exhibits at the Baylands Nature Interpretive Center Exhibit Improvements Center.
Buildings and
Facilities
Community
ServicesAC‐14001
PE‐17000
PD‐14000
Construction
Construction
Construction
Summer
Summer
Summer
2018
2018
2018
$
$
$
56,000
250,000
78,000
Mitchell Park Adobe Creek
Bridge Replacement
Parks and Open
SpaceThis project replaced the existing bridge over Adobe Creek in Mitchell Park. Public Works PoliceInternal Alarm System
Replacement
This project replaced the citywide system of panic alarms from various departments and the Council chambers.
Buildings and
Facilities
Maybell 1&2 4/12kV
ConversionEL‐14004
GS‐15001
This project converted circuits 1 & 2 at Maybell substation from 4kV to 12kV. Construction Construction
Electric
Gas
Utilities
Utilities
Fall 2018
2018
$
$
364,796
150,000Security at City Gas Receiving
Stations This project equiped the City’s four Gas Receiving Stations with video surveillance systems. Summer Matadero Creek Storm
SD‐13003 Water Pump Station and This project upgraded the capacity to the Matadero Creek Storm Water Pump Station, which serves a low‐lying 1200‐acre area of southeastern Palo Alto. Construction Storm Drain Airport
Public Works Summer 2018 $ 6,685,317
Trunk Line Improvements
Wildlife Hazard Management The Wildlife hazard Management Plan identified the specific actions the airport will take toAP‐16002 Study Construction
Study
Public Works
Utilities
Summer
Winter
Spring
2018
2018
2018
$
$
$
63,415
4,022,455
167,741
Plan mitigate the risk of wildlife strikes on or near the airport.
Wastewater Collection
WC‐14001 System Rehabilitation This project replaced 16,859 linear feet of sanitary sewer mains of various sizes on various streets.
Wastewater
CollectionAugmentation Project 27
Buckeye Creek Hydrology
Study
This project analyzed flooding conditions and recommended flood control structures and drainage and erosion control solutions for the creek located within Foothills Park.
Parks and Open
SpacePG‐15000 Public Works
CalTrain Corridor Video
PE‐17004 Management System This project replaced two existing gateway signs in the right‐of‐way for the California Avenue business district.
Streets and
SidewalksConstruction Public Works Spring 2018 $ 1,550,000 Installation
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Improvement Program Projects
Item 28: Staff Report
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Department CMR Date Parking Lot Q Elevator
Modernization
Buildings and
FacilitiesPF‐16003
PE‐13003
This project modernized the existing elevator at Parking Lot Q. Construction Study
Public Works Fall
Fall
Fall
Fall
Fall
Fall
2017
2017
2017
2017
2017
2017
$
$
$
$
$
$
170,608
627,057Parks, Trails, Open Space,
and Recreation Master Plan parks, trails, open space and recreational programs.
This master plan provided guidance on the recreation and improvement needs for Palo Alto’s Parks and Open Space
Community
Services
This project developed a plan for short, medium and long range improvements to the regional Parks and Open Space
Community
ServicesPE‐12003 Rinconada Park Master Plan park including the consideration of pathways, new restrooms and playgrounds, new landscaping, Study 541,355 and revitalization of underutilized areas within the park.
The project developed an inventory of all City‐owned bridges and culvert structures, condition assessment, cost estimate for rehabilitation, and recommendation for future inspection frequencies, assessment and improvements.
Structural Assessment of City
Bridges
Buildings and
FacilitiesPE‐13012 Study Public Works
Utilities
198,529
Wastewater Collection
WC‐11000 System Rehabilitation /
Combined with Project 25 and 26 (WC‐12001; WC‐13001), this project replaced and/or rehabilitated approximately 42,398 linear feet of sanitary sewer mains of various sizes, 779 sewer laterals, and 121 sewer manholes.
Wastewater
CollectionConstruction
Construction
3,119,806
3,361,118
Augmentation Project 24
Wastewater Collection
WC‐13001 System Rehabilitation /
Augmentation Project 26
Combined with Project 25 and 26 (WC‐12001; WC‐13001), this project replaced and/or rehabilitated approximately 42,398 linear feet of sanitary sewer mains of various sizes, 779 sewer laterals, and 121 sewer manholes.
Wastewater
Collection Utilities
Golf Reconfiguration and
PG‐13003 Baylands Athletic Center
Improvements
This project completed the rehabilitation of the Palo Alto Municipal Golf Course, including a new layout for the course, new prefabricated restroom, new water‐saving turf and irrigation system, and rebranded the course as the Baylands Golf Links.
Parks and Open
SpaceConstruction
Construction
Public Works
Utilities
Fall 2017
2017
2017
$
$
$
13,675,177
2,364,937
5,445,069
Gas Main Replacement –GS‐11000
WS‐11000
This project combined with GWR 19B & GMR 20 and replaced ABS gas mains and services. Gas Winter Winter
Project 21
This project provided installation of approximately 11,869 linear feet of new High Density Polyethylene (HDPE) water mains, 232 new HDPE water services, and 15 new fire hydrants within Construction the City limits.
Water Main Replacement –
Project 25 Water Utilities
The 2015 Water System Master Plan identified present capital improvements and replacement WS‐15004 Water System Master Plan rates required to ensure optimal reliability levels of service to the existing distribution and transmission systems.
Study Water Utilities
Utilities
Utilities
Spring
Winter
Spring
2017
2017
2017
$
$
$
500,000
1,272,289
696,918
Wastewater Collection
WC‐10002 System Rehabilitation /
Augmentation Project 23
Combined with Project 22 (WC‐09001). This project replaced and/or rehabilitated approximately 33,497 linear feet of sanitary sewer mains of various sizes, 554 sewer laterals, and 102 sewer manholes.
Wastewater
CollectionConstruction
Construction
Street Light System Street
EL‐10009 Light System Conversion
Project
This project converted HPS streetlights to LED and the conversion of approximately 4500 cobrahead streetlight fixtures. Electric
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Electric
Department
Utilities
CMR Date
Sand Hill / Quarry 12kV
InterTieEL‐13006
EL‐15001
This project installed new wire to connect circuits QR‐24 and QR‐27 in the Sand Hill/Quarry area. Construction Winter Winter
Fall
2017
2017
2016
2016
2016
$
$
$
$
$
$
$
$
$
$
$
$
208,648
400,000
1,499,979
94,419
Electric Substation Battery
Replacement This project replaced the batteries in all nine of the City's electric substations.
This project replaced the synthetic turf at the Stanford/Palo Alto Playing Fields.
Construction
Construction
Construction
Construction
Construction
Construction
Construction
Construction
Construction
Construction
Construction
Electric Utilities
Stanford/Palo Alto Playing Parks and Open
Space
Community
ServicesPG‐13001 Fields Soccer Turf
Replacement
Park Maintenance Shop
Remodel
This project renovated and remodeled the Parks maintenance shop for safety and efficienciency upgrades.
Parks and Open
Space
Community
ServicesPG‐09003
PE‐12017
Summer
SummerCity Hall First Floor
Renovations
This project installed new elevator control panels and replaced the gray‐painted panels inside the elevators.
Buildings and
Facilities Public Works
Public Works
Public Works
3,974,963
156,254
889,452
421,126
334,607
440,000
3,247,248
65,000
This project created a temporary main Library to be used while the new one was being constructed.
Buildings and
FacilitiesPE‐11012 Temporary Main Library
The project replaced decking, railings, structural framing members, exterior wood flooring, and cabinetry, restroom reconfiguration, and provided Americans with Disabilities Act (ADA) improvements.
Baylands Nature Interpretive
Center Facility Improvement
Buildings and
FacilitiesPE‐15029 Spring
Summer
Fall
2017
2016
2016
2017
2016
2017
This project improved the children’s playground and included park amenity upgrades such as new playground equipment, a new retaining wall, surfacing and pathway upgrades, planting restoration and irrigation renovations, and replaced of damaged wood benches and the playground perimeter fence.
Parks and Open
Space
Community
ServicesPE‐13008 Bowden Park Improvements
PE‐13020 Byxbee Park Trails Parks and Open
SpaceThis project provided trail and site amenities over the remaining area of the landfill cap. Public Works Public Works
Public Works
This project improved the Utilities Department administrative offices on the third floor of City Hall. It included new carpet, wall reconfiguration, a kitchenette, cabinets, paint, soundproofing, office furniture, doors, and associated building systems.
Buildings and
FacilitiesPE‐17002 City Hall Floor 3 Remodel Spring
Summer
Winter
Lucie Stern Buildings
PE‐14015 Mechanical and Electrical
Upgrades – Phase 1
This project replaced and upgraded the mechanical, electrical, and fire/life safety systems at Lucie Stern Children’s Theater, Lucie Stern Community Theater, and Lucie Stern Community Center.
Buildings and
Facilities
Sarah Wallis Park
Improvements
This project improved site amenities with new concrete pathways, replaced old furnishings, and upgraded landscape with drought tolerant species.
Parks and Open
Space
Community
ServicesPG‐12004
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Improvement Program Projects
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List of Completed Projects
Season
Completed Completed
Year Total Project Budget
**CIP # Project Name Project Description Project Type Fund Source Airport
Department
Public Works
Public Works
Utilities
CMR Date
This project replaced the perimeter fencing and gates surrounding the Palo Alto Airport boundaries to prevent unauthorized access to the airport runway in accordance with Federal and Construction State standards.
AP‐16003 Airport Perimeter Fence Spring
Winter
Summer
Winter
Winter
2017
2016
2016
2016
2016
2015
$
$
$
$
$
2,003,540
7,676,275
149,500
150,000
464,433
Channing Avenue/Lincoln
SD‐11101 Avenue Storm Drain
Improvements
This project installed of 5,800 linear feet of 36‐inch to 60‐inch diameter storm drain along Channing and Lincoln Avenues over three project phases to increase drainage system capacity. Construction Study
Storm Drain
GasGas Distribution System
Model
This project included the development, model installation, testing, documentation, and staff training of a natural gas distribution system model.GS‐14004 AC‐14000 Art Center Auditorium Audio, This project replaced outdated audio visual equipment and furnishings following the Visual and Furnishings
Buildings and
Facilities
Community
ServicesConstruction
Construction
Construction
auditorium’s use as a temporary library.
This project renovated the Rinconada Pool locker room including the changing area, restrooms, and showers in the women's and men's locker rooms.
Buildings and
FacilitiesPF‐15000 Rinconada Pool Locker Room Public Works This project installed new athletic fields, synthetic turf, field lighting, fencing, a new restroom, Parks and Open Space
Community
ServicesPE‐13016 El Camino Park Restoration scorekeeper booth and storage buildings, an expanded parking lot, new bike and pedestrian Fall $ 5,611,122 pathways, landscaping, benches, and other amenities.
Notes: ** Final Project Actuals may be different from Total Project Budget amounts Grand Total $ 406,517,673 11 Item 28
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Public Works
Meeting Date: December 16, 2024
Report #:2405-2985
TITLE
2023 Palo Alto Airport Noise Annual Report; CEQA Status – Not a Project
RECOMMENDATION
This is an informational report and no action is being requested.
BACKGROUND
The objective of the Palo Alto Airport (PAO) Annual Aircraft Noise Report is to analyze noise patterns in the vicinity and assess adherence to established voluntary noise abatement procedures. The 2023 Annual Aircraft Noise Report (Attachment A) was compiled by Airport Division staff of the Public Works Department, utilizing data from aircraft noise complaints received throughout the 2023 calendar year.
PAO receives noise complaints via email at [email protected] and a designated hotline at (650) 329-2405. Staff reviews and responds timely to all complaints, ascertaining from complainants their contact information and the date, time, and description of the offending occurrence. Staff reviews and compiles the data to determine flying activity trends. Staff contacts pilots when violations are observed or reported, advising them of established procedures, requesting compliance, and reminding them about the City’s strong commitment to limiting the community impacts from airport noise.
Staff conducts regular meetings with pilots, businesses, and Air Traffic Control to review trends and further engage in discussions on best practices for noise abatement.
ANALYSIS
This report is generated on an annual basis and posted to the Airport’s webpage.1 1 Palo Alto Annual Airport Noise Reports; https://www.cityofpaloalto.org/Departments/Public-Works/Palo-Alto- Airport
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Staff has been made aware of a substantial number of complaints received by San Francisco International Airport (SFO) designated by SFO as regarding PAO aircraft. These complaints are received through an app, email, phone, mail, and a third-party website (stop.jetnoise.net). Staff is working with the SFO Noise Office to understand and verify the complaints.
Staff has entered into a short-term trial contract and is currently testing a new web-based software aimed at enhancing real-time monitoring and tracking of airport operations. This program is expected to improve noise monitoring capabilities at the airport.
FISCAL/RESOURCE IMPACT
There are no fiscal impacts associated with this informational report.
STAKEHOLDER ENGAGEMENT
The Airport has consistently engaged stakeholders of the airport and will continue to collaborate with them regarding noise concerns and complaints. Airport staff attends monthly meetings with the Palo Alto Airport Association, representing a diverse array of airport users including flight schools, charter flight operators, corporate pilots, and private users. Trends in noise abatement are a common topic of discussion during those meetings.
Additionally, airport staff actively participates in educational and informational conferences, such as the University of California at Davis Noise Symposium Conference, to stay abreast of the latest industry trends and innovations pertaining to noise and emissions at the airport.
ENVIRONMENTAL REVIEW
This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A: 2023 PAO Annual Noise Report
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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Vision: Palo Alto Airport strives to balance the
interests of pilots to fly with the interests of
neighbors in a peaceful living environment. This
document is a report of the noise complaints
received by the airport in 2023. Airport staff uses
this information to identify trends within Palo Alto
and neighboring communities. These trends inform
communications between airport staff and pilots on
the issue of noise.
PALO ALTO
AIRPORT
PUBLIC WORKS DEPARTMENT
2023
ANNUAL NOISE
REPORT
(January 2023 to
December 2023)
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Introduction:
The following is a report on noise-related operations and complaints received by Palo Alto Airport (PAO) in 2023. The Federal Aviation Administration (FAA) defines air travel routes and procedures, including defining separation distances between aircraft, determining hazards to aviation and all other safety criteria for aircraft, and is responsible for directing and enforcing the movement of aircraft in flight.
Although organizations can petition the FAA regarding flight procedures, the FAA has the final say in what is safe and acceptable. The Airport Noise and Capacity Act (ANCA) of 1990 federally prohibits public -use airports from restricting airspace.
The FAA measures noise based on the Yearly Day and Night Average Sound Level (DNL) and the Community Noise Equivalent Level (CNEL). While both are essentially the same, airports in California use the CNEL method to measure noise. CNEL is a method of averaging single event aircraft noise into a weighted 24-hour average. The system adds penalties to all events occurring during the evening (7pm – 10pm) and the night (10pm – 7am). The Santa Clara County Airport Land Use Commission (SCC ALUC) performed a noise study for the Palo Alto Airport using the CNEL to determine the noise contours for 55, 60, 65, and 70 decibels. The contour map is included as Attachment A.
Regarding safety and altitude, the FAA has in place Federal Aviation Regulations (FARs) that establish Minimum Safe Altitudes (MSAs) fo r aircraft. For fixed wing aircraft, the MSA is 1,000 feet above ground when over congested areas and 500 feet when not over congested areas. These MSAs apply to all fixed wing aircraft except when necessary for landing and takeoff operations. Helicopters are exempt from these altitude restrictions due to the nature of their flight. These minimum altitudes are enforced by the FAA Flight Standards District Office in San Jose, not by Palo Alto Airport. Palo Alto Airport cannot tell pilots when or where to fly; the Airport, however, does have voluntary noise abatement procedures that Palo Alto Airport recommends that pilots follow. (See the Noise Abatement Procedures section below.)
The Airport receives noise complaints via email at [email protected] and a noise complaint hotline 650-329-2405. Airport staff review and timely respond to all complaints, ascertaining information from complainants including contact information, date, time, and description of the occurrence. Various flight trackers can be used to help identify the aircraft involved and verify if FAA regulations or Palo Alto Airport procedures were violated. The Airport staff reviews and compiles all data to determine trends with flying activities.
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Purpose:
The purpose of the Palo Alto Airport Annual
Noise Report is to identify noise trends in the
surrounding areas and determine compliance
with established voluntary noise abatement
procedures.
Airspace:
The Palo Alto Airport airspace is unique. The
congested Bay Area airspace is dominated by
SFO Class Bravo airspace, which encompasses a
30 nautical mile radius around SFO. Underneath
the Class Bravo airspace lays the Class Charlie
airspace of Oakland and San Jose international
Airports. Finally, Moffett Airfield lies approximately 4 nautical miles to the southeast of Palo Alto Airport.
As a result, Palo Alto Airport airspace ends only 1.5 nautical miles southeast of the Palo Alto Airport’s single runway (Runway 13/31). To land at Palo Alto Airport, aircraft must turn before entering Moffett’s airspace, resulting in aircraft having to space themselves in traffic patterns over the peninsula when take- off/landing volumes peak. The FAA’s Air Traffic Control Tower (ATCT) at Palo Alto Airport has a letter of agreement with Moffett’s ATCT providing Palo Alto Airport aircraft with extensions into Moffett airspace when Moffett airfield is not in use. The additional airspace is a useful mitigation tool during busy times.
Further restrictions in Palo Alto Airport airspace come from San Jose Class C airspace, starting at 1,500 feet Mean Sea Level, just southeast of Palo Alto Airport and SFO Class B airspace, starting at 2,500 feet Mean Sea Level, just northeast of the Palo Alto Airport. Both are identified on the Palo Alto Airport Sectional Map: San Jose Class C is shown with thick magenta lines and SFO Class B is shown with thick blue lines. These restrictions play a vital role in aircraft departures, in turn influencing noise abatement procedures for the Palo Alto Airport.
Noise Abatement Procedures:
Noise abatement procedures are voluntary procedures that the Airport asks pilots to follow. The Airport is prohibited from restricting airspace. Palo Alto Airport staff will speak with individual pilots and educate them about the voluntary noise abatement procedures. The Palo Alto Airport cannot levy fines on pilots that violate the voluntary noise procedures. For illustrated noise abatement procedures reference Palo Alto Airport Pilots Handout included as Attachment B.
The noise abatement procedures depend on the runway that is in use at the time. Depending on weather patterns, aircraft can depart on Runway 31 to the northwest or Runway 13 to the southeast.
Approximately 90% of the time, weather conditions require the use of Runway 31. Pilots are asked to not make a left crosswind departure from Runway 31, but instead make a “Left Dumbarton Departure” (fly to the Dumbarton Auto Bridge before making a left turn and flying over East Palo Alto) or a right 270 degree turn before departing to the south or west. When aircraft are using Runway 13, pilots are asked to make Palo Alto Airport Sectional Map
Palo Alto Airport in Green
PAO Airspace highlighted in Red
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a left 270-degree turn. In addition to these procedures, pilots are asked to climb to 1,500 feet or above ground before crossing Highway 101 and reduce power when safely able.
For arrivals, it is standard practice and necessary for pilots to descend to pattern altitude before entering the traffic pattern around PAO, sometimes requiring aircraft to descend below the 1,500 feet minimum of departing aircraft over Palo Alto. As these aircraft are descending to land the engines are gen erally powered back and quieter than ascending aircraft.
Airport staff continuously engages with tenants and pilots about the voluntary noise abatement procedures, always noting that safety always supersedes noise.
Findings:
The Palo Alto Airport remains one of the busiest general aviation Airports in the Bay Area with an average of 153,525 operations per year since 201 4. Airport Operations for the calendar year of 202 3 decreased 8% compared to the calendar year 202 2. An operation is defined as eit her a takeoff or a landing and a touch-and-go procedure will account for two operations.
During the 2023 Calendar year, the Airport logged 256 total noise complaints from 23 households. Table 2 shows the number of complaints by quarter and includes the totals from 2022.
Table 2. Complaints Received
Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total 2023 Total 2022 Complaints 13 213 20 10 256 383
Households 3 9 7 7 23 33
Table 3 sorts the complaints logged into three sections. The first one is PAO which includes all complaints that involve aircraft that performed an operation at the Airport. The next section is General which includes complaints that did not include a specific aircraft or incident of noise. These compla ints may or may not involve aircraft from PAO. The last section is Non-PAO, which include aircraft that are not based or did not operate at the Airport. These flights may include California Highway Patrol, Coast Guard, Air Taxis, Pipe Year Air Taxi Military Total Year Air Taxi Military Total 2004 619 12 199453 2014 1518 22 179900
2005 2397 28 184821 2015 1082 118 172132
2006 1932 17 176570 2016 708 52 153238
2007 1440 318 181883 2017 872 146 148769
2008 1697 280 174332 2018 760 133 146181
2009 1650 301 155556 2019 920 63 150266
2010 2077 6 158217 2020 620 45 112712
2011 1572 8 170389 2021 566 23 158568
2012 1700 16 176564 2022 636 37 163620
2013 1628 14 172653 2023 763 21 149859
AVG 1671.2 100 175043.8 AVG 844.5 66 153524.5
Table 1. Airport Operations for Palo Alto Airport
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Surveys, Stanford Life Flight, Angel Flights, and or banner towing operations. Also included in Table 3 are the totals for 2022.
Table 3. Aircraft Association
Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total 2023 Total 2022 PAO 4 211 16 5 236 337
General 0 0 0 4 4 14
Non-PAO 9 2 4 1 16 32
Table 4 below provides a detailed breakdown of the 256 complaints by City. Most complaints came from the City of Palo Alto, with 227 complaints logged from 8 household. One household in the City of Palo Alto provided 195 complaints as can be seen in Attachment C.
Table 4. PAO Noise Complaints by City
Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total 2023 Total 2022 City C H C H C H C H C H C H
Cupertino 1 1 1 1 0 0
East Palo Alto 1 1 2 2 1 1 4 4 6 5
Los Altos 4 1 4 1 1 1
Menlo Park 9 1 3 1 12 2 5 4
Mountain View 1 1 1 1 0 0
Newark 1 1 1 1 1 1
Palo Alto 3 1 200 2 18 5 6 3 227 8 347 13
Pescadero 19 5
Pleasanton 2 1 2 1 1 1
Portola Valley 1 1 1 1 0 0
San Ramon 1 1
Santa Cruz 1 1
Sunnyvale 1 1 1 1 0 0
Unknown 1 1 1 1 1 1
Woodside 1 1 1 1 0 0
Total 13 3 213 9 20 7 10 7 256 23 383 33
Table 5 below shows the general type of aircraft identified as causing noise complaints at the Airport.
There are 2 types of engines for aircraft utilizing PAO. The first is reciprocating which is similar to an automobile engine, and the second is turboprop which is a turbine engine with a propeller that produces thrust. Aircraft are further differentiated by “multi” and “single” which denotes the number of engines for the aircraft. As Table 5, shows single reciprocating aircraft produced the larges t portion of noise complaints. This class of aircraft represents most of the fleet at PAO and usually consists of Cessna, Piper and Cirrus aircraft.
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Table 5. Aircraft Type
Helicopter Multi-
Reciprocating
Multi-
Turboprop
Single-
Reciprocating
Single-
Turboprop Unknown Drone
2023 Complaints 1 3 4 127 7 101 9
2022 Complaints 15 10 10 241 9 98 0
Table 6 below shows the number of violations of the established noise abatement procedures. Airport staff makes every effort to talk to all pilots that violate these procedures, but it is difficult to talk to all transient pilots about noise abatement procedures. It is not the role of the FAA Air Traffic Control Tower to advise pilots of the noise abatement procedures, however, the City has developed a working relationship with the Air Traffic Control Tower (ATCT) and Air Controllers do advise pilots of the noise abatement procedures when they have the ability to do so.
Table 6. Observed Violations of Noise Abatement Procedures Quarter
1 Quarter
2 Quarter
3 Quarter
4 Total
Tenant 1 15 8 3 27
Transient 0 15 1 0 16
Unknown 0 0 1 0 1
Total 1 30 10 3 44
Complaints 13 213 20 10 256
Operations 29,707 43,115 42,507 34,530 149,859
%
Compliance 99.997% 99.930% 99.976% 99.991% 99.971%
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Attachment A
PAO Noise Contour Map
Following is a noise contour map for PAO, adopted by the Santa Clara County Airport Land Use Commission (SCC ALUC) in their 2008 Comprehensive Land Use Plan, reflecting the forecasted noise contours for Palo Alto Airport in 2022.
SCC ALUC used the Integrated Noise Model which considers airport altitude, mean temperature, runway configuration, aircraft flight track definition, aircr aft departure and approach profiles, aircraft traffic volume and fleet mix, and flight track utilization by aircraft types. All data is entered into the CNEL formula to prepare the noise contours for Palo Alto Airport.
The 65 decibel (db) noise level of the Airport extends beyond the airport boundaries, but is only over Palo Alto Golf Course, Palo Alto Baylands Nature Preserve, and the salt marshes in San Mateo County.
Refer to https://stgenpln.blob.core.windows.net/document/ALUC_PAO_CLUP.pdf, for a more detailed description of how the SCC ALUC prepared this map.
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2022 Forecasted Palo Alto Airport Noise Contour Map
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Attachment B
PAO Pilot Handout
Santa Clara County created a Pilot Handout for Palo Alto Airport that described the noise abatement procedures. When the City of Palo Alto assumed control of the Airport, the existing noise abatement procedures were adopted, with one exception, “pilots must maintain 1,500 feet or above across Highway 101” was replaced with “Aircraft are asked to climb to and maintain at least 1,500 feet before crossing Highway 101.” The change is consistent with the voluntary nature of noise abatement procedures as Airports are Federally prohibited from instructing pilots how to fly.
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Attachment C
Map of Palo Alto Households
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: City Manager
Meeting Date: December 16, 2024
Report #:2410-3612
TITLE
Surveillance Technology Report for Fiscal Year 2024; CEQA Status – Not a Project.
RECOMMENDATION
This is an informational report about the City’s use of surveillance technology in Palo Alto during the Fiscal Year 2024, and no City Council action is required.
BACKGROUND
In September 2019, Council adopted the Surveillance and Privacy Protection Ordinance establishing criteria and procedures for protection of personal privacy when considering the acquisition and use of surveillance technologies by the City1. Codified in the Municipal Code at Chapter 2.30, Part 6A, the ordinance also outlines ongoing monitoring and annual reporting of such technologies. Annual reporting must include the following information pursuant to PAMC section 2.30.680(a):
1. A description of how each Council-approved surveillance technology was used, including whether it captured images, sound, or information regarding members of the public who are not suspected of engaging in unlawful conduct.
2. Whether and how often data acquired through the use of the surveillance technology was shared with outside entities, the name of any recipient entity, the types of data disclosed, and the reason for the disclosure.
3. A summary of any community complaints or concerns about the surveillance technology.
4. Non-privileged and non-confidential information regarding the results of any internal audits, information about violations of the surveillance use policy, and any actions taken in response;
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5. Whether the surveillance technology has been effective at achieving its identified purpose;
6. The number and nature of Public Records Act requests relating to the surveillance technology.
7. Annual costs for the surveillance technology and for the compliance with this surveillance and privacy protection ordinance, including personnel and other ongoing costs, and sources or funding; and
8. Other relevant information as determined by the City Manager
This report covers activity in Fiscal Year 2024.
ANALYSIS
Pursuant to the approved ordinance, the following departmental activities are summarized in the body of this report.
PUBLIC SAFETY
Police Public Contact – On June 18, 2024, the Council approved the contract with LensLock, an audio and video system that will be used to document public contacts2. This includes but is not limited to; traffic stops, parking enforcement, suspect interviews, witness interviews, victim interviews, and any other citizen contact in response to a call for service or when investigating criminal activity through user-activated audio and video recordings. The system’s metadata will automatically flow into the evidence management application where video assets are verified as original or exact duplicates (non-edited data) and managed as evidence.
The ongoing cost of the service will total $1,074,000, or $214,900 annually. The contract will cost $1,181,400, including the additional services if required. The funding for the contract is from the Capital Budget Project PD-20000—Police Video Recording Systems Replacement. To date, there have been no audits, formal complaints or PRAs filed. The deployment of this technology is scheduled for January 2025.
GPS Vehicle Tracking – On April 15th, 2024, Council approved the contract with StarChase LLC for GPS Vehicle Tracking Implementation to safely track vehicles that may have been used in a crime. The StarChase Guardian system allows officers to launch a small GPS tracking device from a patrol vehicle and affix it to a fleeing suspect vehicle. The suspect vehicle can then be tracked remotely, in lieu of a vehicle pursuit, and contacted later at a safer, more advantageous location.
2 City Council Meeting Action Minutes, 6/18/2024:
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The total cost of a three-year term is not to exceed $224, 657. In year one, this contract will come at a total (grant-funded) cost of $165,308, including the launchers and GPS devices, initial installation, and setup, 2-year warranty, user training, data storage, and tracking platform access. The second year will come at a total (grant-funded) cost of $26,400, for continued tracking platform access and data storage. Year three will come at a total cost of $32,955, including continued tracking platform access, data storage, and a third year of warranty coverage. The technology was recently launched on December 2 and no audits, PRAs, or complaints been received.
eCitation Devices – On March 14, 2022, Council approved the acquisition of handheld electronic citation devices with Optical Character Recognition (OCR) technology for the purposes of traffic violation enforcement by police officers3. When in use, the cameras capture license plate images that are processed through OCR analysis to call up the vehicle make, and model information used to issue citation violations. The technology improves accuracy of information as well as eliminating the need for manual entry into the Records Management System (RMS). In FY2024 the maintenance cost was $17,166.
The department issued 1,789 citations in FY2024, a significant increase from last fiscal year’s just over 300 citations since its deployment. This has also led to a substantial reduction in staff processing time, overall the technology has been successful in achieving its intended purpose.
Citations are automatically uploaded into both the City’s Records Management System (RMS) and the Santa Clara Traffic Court system. To date, there have been no complaints registered, audits nor any Public Records Act (PRA) requests.
Fixed Automated License Plate Recognition (ALPR) – On April 3, 2023, Council approved the contract with Flock Safety to implement fixed ALPR surveillance technology as well as approved a use policy for the new camera equipment4. ALPR technology uses a combination of cameras and computer software to scan the license plates of passing vehicles and other vehicle characteristics such as make, model, type, and color. The technology can provide real-time alerts when stolen or wanted vehicles enter an area and provides enhanced investigative capabilities when a crime has already occurred. The annual cost of the contract is $52,500. This cost is inclusive of camera use and database access. This was paid using the General Fund money.
ALPR data sharing among local law enforcement partners allows agencies to collaboratively investigate, identify, and apprehend multi-jurisdictional offenders, or those who commit crimes in one jurisdiction but reside in another. The City currently has a Memorandum of 3 City Council Meeting 3/14/2022, Agenda Item #9, PDF Page 113, https://www.cityofpaloalto.org/files/assets/public/v/8/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2022/20220314/20220314pccsm-amended-final-revised-ppt.pdf 4 City Council Meeting 4/3/2023, https://www.cityofpaloalto.org/files/assets/public/v/1/police- department/public-information-portal/alpr-staff-report-4-3-2023.pdf Item 30
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Understanding (MOU) with local agencies listed in Attachment A, where data is shared for legitimate law enforcement investigative purposes related to a specific criminal investigation.
The technology has been successful in achieving its intended purpose. Thus far, real-time alerts have contributed to the recovery of stolen and wanted vehicles, and investigative searches have contributed to the identification and apprehension of criminal suspects. To date, there have been no registered complaints or violations reported. While there has been some community concern about the potential for misuse of the technology, the City has a clear policy on its management and use5. There have been no PRAs requested in FY24.
Transportation
Traffic Signal Detection Hardware – On February 6th, 2023, the Council approved the contract with Iteris for traffic signal operations6. The devices only detect when a vehicle is approaching an intersection to serve the vehicle a green light phase. Currently, no data is being collected; it is only used for real-time traffic signal operations. The system may provide data, including the number of vehicles and when they arrive. No video or identifying information is or would be collected other than the presence of a vehicle or bicycle.
The City has received complaints regarding our lack of video data collection. Members of the public frequently request video footage, but we currently do not capture or store this type of data. There have been no PRAs requested for FY24. Overall, this surveillance technology has been very effective. This type of surveillance is successful and has been in use with traffic signal operations within Palo Alto for over 20 years. The total annual contract cost is $80,000.
Automatic License Plate Recognition (ALPR) Parking Enforcement. In February 2021, Council approved the use of license plate recognition technology to be used for parking enforcement and permit management. 7ALPR technology captures images of license plates to identify vehicle information and track parking time. The images of license plates are for parking enforcement only, data is expunged within 96 hours.
Although some residents may have reservations about utilizing automated software and databases for parking enforcement, there have been no formal complaints filed, violations of its use, nor PRA requests. In assessing its effectiveness, ALPR has successfully supported City Residential Preferential Parking programs, providing both enforcement and permit management efficiencies. Future use of ALPR will include use in public garages and lots such as California Avenue garage, as well as other Downtown garages where Parking Guidance System 5 City Council Staff Report and Policy on Fixed ALPR: https://www.cityofpaloalto.org/files/assets/public/v/1/police- department/public-information-portal/alpr-staff-report-4-3-2023.pdf 6 City Council Meeting-Staff Report 2301-0754
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(provides real-time car parking information such as vehicle and slot counts) Four downtown garages are getting parking guidance systems installed this fiscal year. The total annual contract cost is $7,500 funded by the Parking Management and System Implementation Capital Improvement Project (CIP).
Traffic Data Collection Cameras. In April 2021, Council approved the use of video technology for traffic data collection8. The low-resolution video is used to collect bicycle, pedestrian, parking occupancy and vehicular turning movement counts. Data collected is used to inform appropriate traffic control measures or roadway improvements, signal timings, pedestrian, and bicycle roadway improvements. It does not collect or retain audio, visual, location, nor other personally identifiable information of people or vehicles.
During the reporting period, no data was shared with outside entities, nor were there any technology use violations. There were no complaints or concerns about video cameras this year. These cameras are temporarily installed only during the data collection period and visible and clear information was posted at the location of each camera that clearly identified its use, recording period, service provider name, and phone number. The use of the cameras was successful at achieving its intended purpose and provided important and accurate data that otherwise would have been expensive to collect manually. The total cost for a 4-year term is not to exceed $200,000. This was paid for with Capital Improvement Program and the General Fund.
EXEMPT SURVEILLANCE EQUIPMENT INCLUDED FOR INFORMATION ONLY The surveillance ordinance excludes the following surveillance technology, among others, from reporting:
•Any technology that collects information exclusively on or regarding City employees or •contractors;
•Any technology used as part of the Foothills Fire Early Warning System to detect fires •within the following areas:
•West Side: Skyline Blvd (Hwy 35) from Route 84 (Woodside Rd/La Honda Rd.) to •Hwy 9
•North Side: Route 84 from Skyline to Alameda de las Pulgas •East Side: Alameda de las Pulgas to Santa Cruz Ave to Junipero Serra Rd. to Foothill Expwy.
•South Side: Draw a line from the intersection of Hwy 9 at Hwy 35 to the intersection of Foothill Expwy at Magdalena.
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The following two surveillance systems fall under these exemptions but are included in this report for Council awareness.
Foothills Fire Safety Cameras. As part of the improvements to the Foothills Management Plan the Office of Emergency Services deployed several AlertWildfire cameras in the Foothills for early detection of wildfires as part of an interagency and countywide effort. This program is now called Alert California.9
Electric Station Perimeter Security Cameras. Following the recommendations of a commissioned security risk assessment of all the City’s electric substations, and supported by Federal regulation, the City installed perimeter lighting and camera upgrades. The completed system consists of lighting poles installed at specific perimeter locations at the nine electric substations, with downward-facing pendant light fixtures that have prismatic glass to reduce LED glare, intelligent foot-candle control for accurate lighting distribution where directed, dimming features to keep the foot candle level low unless a trespasser is sensed, and visors to limit light pollution. We have installed perimeter lighting and camera upgrades at 7 of the 9 substations. Video cameras were also mounted on the poles, with analytics added at the Utility Control Center that will allow for alarming, detection, and quick review of camera footage.
Because the location of the substations and its cameras are only accessible to City employees and its contractors, it is considered exempt. Currently, we have installed perimeter lighting and camera upgrades at 7 of the 9 substations. The City plans to solicit the RFP for the remaining two stations this winter and start construction in Spring 2025.
FISCAL/RESOURCE IMPACT
The work described within this report is being accomplished within current budgets unless otherwise noted.
STAKEHOLDER ENGAGEMENT
Presenting this information to the public, parallel to its transmittal to the City Council, ensures that stakeholders throughout the community remain appraised of the City’s ongoing acquisition and work in surveillance technologies and privacy protections.
ENVIRONMENTAL REVIEW
This item is an informational report with no action required by the Council, and therefore it is not a project under the California Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A: List of agencies sharing Police ALPR data with MOU terms APPROVED BY: Ed Shikada, City Manager
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ATTACHMENT A
A fixed ALPR system captures the date, time, location, license plate number (state, partial, paper, and no plate), and vehicle characteristics (make, model, type, and color) of passing vehicles using the Palo Alto Police Department’s ALPR system and the vendor’s vehicle identification technology. This data is used for official law enforcement purposes, including but not limited to identifying stolen or wanted vehicles, stolen license plates and missing persons, suspect interdiction, and stolen property recovery.
The data is shared with the below California entities, pursuant to MOU, on an ongoing basis for legitimate law enforcement investigative purposes. These entities are authorized and verified local enforcement officials and agencies who have made queries about criminal investigations. According to the Palo Alto Municipal Code Section PAMC 2.30.680 (d) under Section 6, The Palo Alto Police Department does not permit the sharing of ALPR data gathered by the City or its contractors/subcontractors for the purpose of federal immigration enforcement. The ALPR use policy is referenced in the staff report and linked here-
Alameda County SO
Albany PD
Burlingame PD
California Department of Corrections,
California Highway Patrol
Campbell PD
Capitola PD
Carmel PD
Central Marin PD
Citrus Heights PD
Colma PD
Danville PD
Dixon PD
Dublin PD (ACSO)
East Palo Alto PD
El Cerrito PD
Elk Grove PD
Fairfield PD
Folsom PD
Foster City PD
Fremont PD
Gilroy PD
Hayward PD
Hillsborough PD
Lincoln PD
Livermore PD
Los Altos PD
Los Gatos Monte Sereno PD
Menlo Park PD
Milpitas PD
Mountain View PD
Napa County SO
Newark PD
Oakley PD
Pleasanton PD
Redwood City PD
Roseville PD
Salinas PD
San Bruno PD
San Francisco PD
San Jose PD
San Leandro PD
San Mateo PD
San Mateo County SO
Santa Clara PD
Santa Rosa PD
Seaside PD
Solano County SO
Stanford University PD
Suisun City PD
Sunnyvale PD
Tracy PD
Union City PD
Vacaville PD
Vallejo PD
Walnut Creek PD
Watsonville PD
West Valley Mission College Dist PD
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City Council
Staff Report
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: December 16, 2024
Report #:2412-3851
TITLE
City of Palo Alto Monthly Investment Activity Report for November 2024 (Unaudited)
ATTACHMENTS
Attachment A: Monthly Investment Activity Report - November 2024 APPROVED BY:
Lauren Lai
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CITY OF PALO ALTO
MONTHLY INVESTMENT ACTIVITY REPORT
November 2024 (Unaudited)
TO: Honorable City Council
Report Posted at the City’s Website: www.cityofpaloalto.org/investmentreporting Above Link on Council Agenda of December 16, 2024
______________________________________________________________________
The City’s Investment Policy1 (Policy) and California Government Code Section 53607 requires that a report of transactions (investments, reinvestment, sold, and exchanged securities) be made available to the Council on a monthly basis.
The attached list of transactions (Attachment A) also includes, though not required by the Policy or the government code, security maturities and cash movement activity in the City’s two liquid operating cash pool accounts (Local Agency Investment Fund or LAIF and Fidelity accounts). Liquid cash are available on a daily basis but are invested by the two entities in a range of securities (e.g., treasuries, federal agencies, commercial paper, corporate bonds, time deposits, loans, and certificate of deposits/bank notes).
This reporting requirement is separate and distinct from the quarterly investment report submitted under California Government Code Section 53646 that includes portfolio composition, a detailed list of all securities, performance compared to the Policy, overall compliance with the Policy, and the City’s ability to meet expenditure requirements over the next six months.
Prepared by:
_______________________
Tarun Narayan
Mgr. Treasury, Debt &
Investments
________________
Date
Approved by:
_______________________
Christine Paras
Asst. Director ASD
_________________
Date
______________________
Lauren Lai
Chief Financial Officer
_________________
Date
1 https://www.cityofpaloalto.org/files/assets/public/v/1/administrative‐services/investment‐policies/adopted‐investment‐policy‐1‐39‐asd.pdf Docusign Envelope ID: 089B2BDC-7BFB-4BAD-BD54-166ED5F329F5 12/1/2024
12/2/2024
12/3/2024
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Attachment A - Monthly
Investment Activity
Report - November 2024
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City of Palo Alto
Activity Report
City of Palo Alto
Administration Svcs. Dept.
250 Hamilton Ave., 4th Floor
Palo Alto, CA 94301
(650)329-2362
Sorted By Safekeeper
November 1, 2024 - November 30, 2024
Current
Rate
Transaction
Date Balance
Beginning
Balance
Ending
Par Value
Percent
of Portfolio
Par Value
CUSIP Investment # Issuer
Purchases or
Deposits
Redemptions or
Withdrawals
Safekeeper: U.S. Bank
Negotiable Certificates of Deposits
Maine Savings Credit Union2144 NCD 0.001.900 11/08/2024 245,000.00560507AN5 Third Federal Savings and Loan2157 NCD 0.001.950 11/25/2024 245,000.0088413QCK2 Kembra Financial Credit Union2731 NCD 0.005.150 11/25/2024 249,000.0048836LAV4 The District Fed Cr Union2778 NCD 0.005.150 11/22/2024 249,000.0088340AAA9 Insight Credit Union2836 NCD 0.005.100 11/27/2024 249,000.0045791JAC0 Bank of Baroda2898 NCD 0.005.050 11/15/2024 249,000.0006063HQL0 Centris Fed Credit Union Bank2903 NCD 0.005.150 11/25/2024 249,000.0015643VAA0 BANESCO USA Bank2959 NCD 0.004.950 11/14/2024 249,000.0005988ACT7 Sherwin Williams Emp CU3082 NCD 250,000.004.300 11/06/2024 0.0082436LAA3 Noble Federal Credit Union Bk3083 NCD 250,000.004.500 11/08/2024 0.0065504UAF4 JP Morgan Chase BAnk NA3087 NCD 250,000.004.600 11/01/2024 0.0046657VNZ9 1,984,000.0041,762,000.00 40,528,000.00Subtotal and Balance 750,000.00 Corporate Medium Term Bonds
35,900,000.00 35,900,000.00Subtotal and Balance
Federal Agency Bonds
Federal Agricultural Mortgage2035 0.005.250 11/20/2024 678,000.0031315PCY3 Federal Home Loan Bank2970 Call 0.006.000 11/09/2024 1,000,000.003130AYWY8 Federal Home Loan Bank3081 Call 1,500,000.005.480 11/06/2024 0.003130B3FV0 Federal Home Loan Bank3088 Call 800,000.005.300 11/04/2024 0.003130B3HR7 1,678,000.00192,422,000.00 193,044,000.00Subtotal and Balance 2,300,000.00 Treasury Securities (Notes)
4,500,000.00 4,500,000.00Subtotal and Balance
Municipal Bonds
State of Mississippi2189 MUN 0.004.511 11/01/2024 250,000.006055805V7 State of Colorado HSG & FIN Au3059 MUN 1,500,000.004.850 11/13/2024 0.0019648GSA1 250,000.00240,558,741.43 241,808,741.43Subtotal and Balance 1,500,000.00 Supranationals (World Bank) Bonds
Portfolio CPA
AP
Run Date: 12/02/2024 - 00:51 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Attachment A
Docusign Envelope ID: 089B2BDC-7BFB-4BAD-BD54-166ED5F329F5 Item 31
Attachment A - Monthly Investment
Activity Report - November 2024
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Current
Rate
Transaction
Date Balance
Beginning
Balance
Ending
Par Value
Percent
of Portfolio
Par Value
November 1, 2024 - November 30, 2024
Activity Report
City of Palo Alto
CUSIP Investment # Issuer
Purchases or
Deposits
Redemptions or
Withdrawals
60,250,000.00 60,250,000.00Subtotal and Balance
4,550,000.00 3,912,000.00575,392,741.43 576,030,741.4392.114%Safekeeper Subtotal Safekeeper: Not applicable - Cash/Managed Pool Accounts LAIF & Fidelity Cash Accounts
Fidelity Investments158 52,243.134.500 1,000,000.00SYS158 Local Agency Investment Fund159 13,200,000.004.490 10,300,000.00SYS159 11,300,000.0047,360,475.26 49,312,718.39Subtotal and Balance 13,252,243.13 13,252,243.13 11,300,000.0047,360,475.26 49,312,718.397.886%Safekeeper Subtotal 622,753,216.69 625,343,459.82Total 15,212,000.0017,802,243.13100.000% Portfolio CPA
AP
Run Date: 12/02/2024 - 00:51 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Docusign Envelope ID: 089B2BDC-7BFB-4BAD-BD54-166ED5F329F5 Item 31
Attachment A - Monthly Investment
Activity Report - November 2024
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Certificate Of Completion
Envelope Id: 089B2BDC7BFB4BADBD54166ED5F329F5
Status: Completed
Subject: Complete with Docusign: 2024 11 (November) Monthly Investment Activity Report.pdf Source Envelope:
Document Pages: 3
Signatures: 3
Envelope Originator:
Certificate Pages: 2
Initials: 0
Tarun Narayan
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
[email protected]
IP Address: 199.33.32.254
Record Tracking
Status: Original
12/1/2024 10:06:31 PM
Holder: Tarun Narayan
[email protected]
Location: DocuSign
Security Appliance Status: Connected
Pool: StateLocal
Storage Appliance Status: Connected
Pool: City of Palo Alto
Location: DocuSign
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Timestamp
Tarun Narayan
[email protected]
Manager of Treasury, Debt & Investment
City of Palo Alto
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(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.33.32.254
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Signed: 12/1/2024 10:09:03 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Christine Paras
[email protected]
Asst. Director Administrative Services
City of Palo Alto
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(None)
Signature Adoption: Uploaded Signature Image
Using IP Address: 174.160.134.173
Sent: 12/1/2024 10:09:05 PM
Viewed: 12/2/2024 12:56:37 PM
Signed: 12/2/2024 12:57:04 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lauren Lai
[email protected]
Director Administrative Services/CFO
COPA
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(None)
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Using IP Address: 199.33.32.254
Sent: 12/2/2024 12:57:05 PM
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Signed: 12/3/2024 9:47:24 AM
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Attachment A - Monthly
Investment Activity
Report - November 2024
Item 31: Staff Report
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Alyssa Ching
[email protected]
Administrative Assistant
Security Level: Email, Account Authentication
(None)
Sent: 12/3/2024 9:47:25 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Josh Martinez
[email protected]
Administrative Associate III
City of Palo Alto
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Item 31
Attachment A - Monthly
Investment Activity
Report - November 2024
Item 31: Staff Report
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City Council
Supplemental Report
From: Kate Murdock, City Auditor
Meeting Date: December 16, 2024
Item Number: 21
Report #:2412-3875
TITLE
SUPPLEMENTAL REPORT: Approval of Audit Reports and Task Orders: 1) ADA Compliance Audit and Recruitment & Succession Planning Audit; 2) Annual Risk Assessment and 2025 Audit Plan; 3) Task Order Execution for Remaining FY25 Tasks; and 4) Realignment of FY 2024 and FY 2025 Task Order Budgets with No Fiscal Impact as Reviewed by Policy & Services Committee; CEQA:
Not A Project
RECOMMENDATION
The following reflects a revised recommendation in alignment with the Policy & Services Committee actions on December 10, 2024 where the committee unanimously recommended Council approval of these agenda items. Changes from the original staff report have been underlined for convenience.
Policy & Services Committee and City Auditor recommend the City Council:
1) Approve the following audit reports:
a) ADA Compliance Audit 1 as recommended by the Policy & Services Committee on November 6 2024;
b) Recruitment & Succession Planning Audit 2 as recommended by the Policy & Services Committee on December 10, 2024;
c) Approve the FY 2024 annual risk assessment and 2025 audit plan as recommended by the Policy & Services Committee on December 10, 20243.
1 Policy & Services Committee, November 6, 2024, Agenda Item #2, https://portal.laserfiche.com/Portal/DocView.aspx?id=106161&repo=r-704298fc&searchid=0759e1e3-bc8f-4010- 8f4f-d598698c0cc5
2 Policy & Services Committee, December 10, 2024, Agenda Item #4, https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=6263&meetingTemplateType=2&comp iledMeetingDocumentId=12450
3 Policy & Services Committee, December 10, 2024, Agenda Item #5, https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=6663&meetingTemplateType=2&comp iledMeetingDocumentId=12450
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2) Approve execution of the following task orders:
a) Approve remaining FY2025 Task orders Attachment A:
i) FY25 Risk Assessment, FY25 Annual Audit Plan development, resulting in the FY2026 Annual Audit Plan, FY 2025 External Financial Auditor; and ii) FY 2025 Audit Plan Task Orders Task 4, sub tasks 29-34 as outlined in the audit plan in recommendation 1.c.
b) Amend FY2024 and FY2025 Audit Office operating budgets with no fiscal impact to better align with tasks performed recommended by the Policy & Services Committee on December 10, 20244
i) Amend FY2024 Task 4: Execute the Annual Audit Plan to realign the authorized budget with a net zero impact overall: Task 4.22: ADA Compliance Audit reduced by $11,000, Task 4.23: Recruitment & Succession Planning Audit increased by $3,500, Task 4.25: Emergency Preparedness/Wildfire Audit Increased by $2,000, Task 4.26:
Utility Billing increased by $3,000, and Task 4.28: Dispatch Center Assessment increased by $2,500.
ii) Amend FY2025 budget to realign the authorized budget with a net zero impact overall: Task 1: Citywide Risk Assessment reduced by $40,000, and Task 5:
Preparation of Quarterly Reports, Annual Status Reports, Provision of the City Hotline and Other Ongoing Administrative Functions increased by $40,000. 3) Direct the City Auditor to consider a Procurement Performance Audit and Customer Service Audit as part of the Fiscal Year 2026 Audit Plan Report, to be reviewed by the Policy & Services Committee.
ANALYSIS
The Policy & Services Committee reviewed three agenda items included in this consent calendar agenda item #21 on the City Council December 16, 2024 agenda. This supplemental report reflects a revision to the recommendation to:
•Align with the Committee’s recommendation that City Council approve these actions. •Include a recommended referral by the Committee to the City Council for direction on the coming 2026 audit plan.
The Committee held a discussion about the desire to review two topics areas in the 2026 audit work plan including procurement performance and customer service. Ultimately, the committee unanimously agreed to recommend this be referred for the City Auditor’s consideration as part of the 2026 work plan development, expected to be brought back to the Committee for review in the Spring 2025.
4 Policy & Services Committee, December 10, 2024, Agenda Item #3, https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=6541&meetingTemplateType=2&comp iledMeetingDocumentId=12450
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Recommended Task Orders for Approval:
For clarity and visibility, attached to this supplemental report are the task orders recommended to be executed, in alignment with the FY 2025 Audit Work Plan, FY 2025 annual tasks by the City Auditor (Attachment A).
Task Orders recommended for approval include the following. All task orders for FY 2025 remain in alignment with the contract terms for annual tasks, and financial authority. In total, $11,050 remain unallocated for unforeseen costs.
FY 2025 Office of the City Auditor Task Orders FY 2025 Total Cost FY25-01 Citywide Risk Assessment (recommended reduction of $40,000) $15,000 FY25-02 Annual Audit Plan $10,500
FY25-03 External Financial Auditor $25,000
FY25-05 Various Reporting & City Hotline (recommend increase of $40,000) $100,000 FY25-4.29 Purchasing Card Program $95,670
FY25-4.30 Building Permit and Inspection Fees $95,670
FY25-4.31 Junior Museum and Zoo $89,900
FY25-4.32 CSD Equipment and Materials Inventory Management 89,900 FY25-4.33 Public Safety Staffing $95,670
FY25-4.34 Follow-Up Audit Activities $59,390
Subtotal, Recommend Approval Task Orders $676,700
FY25-06 Evaluation & Benchmarking (previously approved) 21,000 Unassigned $11,050
Total City Auditor Services (Baker Tilly) Contract $708,750 FY 2024 Task Order Net Zero Realignment. These adjustments reflect a reconciliation of the actual costs to complete these audits and recommended realignment of the budget with no impact to the total cost of the FY 2024 Annual Audit Plan. The details of the task orders can be found in the December 10, 2024 Policy and Services Committee item.
FY 2024 Task Order Financial
Task 4.22: ADA Compliance Audit - $11,000
Task 4.23: Recruitment & Succession Planning Audit +$3,500 Task 4.25: Emergency Preparedness/Wildfire Audit +$2,000 Task 4.26: Utility Billing +$3,000
Task 4.28: Dispatch Center Assessment +$2,500
Total FY 2024 Cost Adjustment $0
ATTACHMENTS:
Attachment A: FY 2025 Task Orders
APPROVED BY: Kate Murdock, City Auditor
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PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-01 Citywide Risk Assessment
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONT
RACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. M
ASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY24-01
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025 4 TOTAL TASK ORDER PRICE: $15,000
BAL
ANCE REMAINING IN MASTER AGREEMENT/CONTRACT: TBD
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the
work described in this Task Order.
APP
ROVED:
CITY OF PALO ALTO
BY:__
__________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APP
ROVED:
COMPANY NAME: ______________________
BY:__
__________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
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Task Orders
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Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Att
achment A, the Description of Scope of Services, contains the following four (4) elements:
• Serv
ices and Deliverables To Be Provided
• Schedule of Performance
• Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Bake
r Tilly’s approach to conducting the Citywide Risk Assessment involves four (4) primary steps:
• Step
1: Project Planning & Management
• Step 2: Information Gathering
• Step 3: Analysis
• Step 4: Reporting
Step 1 – Project Planning & Management
This step includes those tasks necessary to solidify mutual understanding of the risk assessment scope, objectives, deliverables, and timing as well as ensuring that appropriate client and consultant resources are available and well-coordinated. Tasks include:
• Finalize project design – The first project activities will be to:
o Identify communication channels and reporting relationships and responsibilities of project staff
o Review and confirm project timelines
o Review and confirm deliverables
• Arrange logistics/administrative support – Matters to be addressed include schedules for interviews and data collection, contact persons in the departments, any other logistical matters, etc.
• Conduct kick-off meeting with key project stakeholders Step 2 – Information Gathering
This step involves gathering information, through various means, that will enable the project team to understand the various risks facing the City. Tasks include:
• Reque
st and review background information – the project team will develop an information request(s) in order to obtain various background information from the City. The request will include, but not be limited to:
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Task Orders
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o Strategic plan(s)
o Financial reports, including the most recent City Budget and Comprehensive Annual Financial Report (CAFR)
o Operational policies and procedures
o Municipal code
o Consulting reports
o Other relevant information and reports
• Conduct interviews with City Council and management
o Risk assessment interviews, aimed at understanding City functions and identifying risks, will be conducted with City Council members as well as department and division
• Conduct a risk assessment survey, if necessary
• Conduct research into key risks in order to identify relevant information to assess risks
Overall, the project team will consider the risk categories including:
• Strategic
• Financial
• Operational
• Technology
• Compliance
• Reputational
• Political
Step 3 – Risk Analysis
In Step 3, the project team will develop a risk assessment consisting of auditable areas (also referred to as an audit or risk universe). The risk assessment will be prepared in consideration of the following risks types:
• Environment, Strategy, and Governance – risks that have an organization wide impact and are not subject to a specific department or function (e.g., ethics) • Significant Projects and Initiatives – risks associated with large projects (e.g., capital projects, technology implementation) or City initiatives (e.g., employee engagement initiative).
• Function Specific Risks – risks associated with a specific department or function (e.g., procurement policy compliance)
The project team will assess the likelihood and impact of potential adverse events in order to quantitatively score each auditable area for purposes of prioritizing audit activities.
Step 4 – Reporting
In Step 4, the project team will finalize the draft Risk Matrix and prepare a draft Risk Assessment Report. The project team will ask for input (general completeness, risk scoring) on the Risk Matrix from key project stakeholders. Upon finalization of the Risk Matrix, the project team will finalize the Risk Assessment Report.
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Deliverables:
The following deliverables will be prepared as part of this engagement:
• Risk Assessment Report
• Presentation of Results to City Council (note that this may be combined with presentation of the Task 2 Annual Audit Plan)
Schedule of Performance
Antic
ipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $15,000. The not-to-exceed budget is based on an estimate of 200 total project hours, of which 20 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-s ite, w e will submit an estimate of our reimbursable e xpenses for the City’s appr
oval prior to traveling to Palo Alto.
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PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-02 Annual Audit Plan
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. ( AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY24-02
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: January, 2025 COMPLETION: June 30, 2025 4 TOTAL TASK ORDER PRICE: $10,500
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT: TBD
5. BUDGET CODE_ ______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of th e City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
• Services and Deliverables To Be Provided
• Schedule of Performance
• Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to preparing the Annual Audit Plan involves two (2) primary steps:
• Step 1: Consultation with City Council and Management • Step 2: Reporting
Step 1 – Consultation with City Council and Management
The Risk Matrix and Risk Assessment Report will serve as the primary drivers of the Annual Audit Plan. The project team will initiate discussions over Risk Assessment results, potential audit activities, and audit coverage with City Council and Management. The purpose of those conversations will be to understand the priorities of City Council, and to develop a Draft Annual Audit Plan:
The Draft Annual Audit Plan will identify the following components for each audit activity:
• Audit activity type – audit or consulting activity
• Audit objectives and scope
• Anticipated budget – both in terms of hours and budget • Anticipated timeline
Step 2 – Reporting
The project team will present the Draft Annual Audit Plan to the City Council in order to obtain input on each potential audit activity. Upon refining the plan, the project team will finalize the Annual Audit Plan for presentation to City Council.
Deliverables
The following deliverable will be prepared as part of this engagement:
• Annual Audit Plan
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Task Orders
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Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $10,500. The not-to-exceed budget is based on an estimate of 50 total project hours, of which 10 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto.
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Task Orders
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PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-03 External Financial Auditor
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. ( AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY24-03
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: January, 2025 COMPLETION: June 30, 2025 4 TOTAL TASK ORDER PRICE: $25,000
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
11 Packet Pg. 544 of 566
Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
• Services and Deliverables To Be Provided
• Schedule of Performance
• Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to the Office of the City Auditor’s role on the financial audit involves one (1) primary step in FY25:
• Step 1: Assistance in Managing the Financial Audit
Step 1 – Role in Managing the Financial Audit
In FY25, the project team will assist in managing the financial audit and presenting financial audit results to the Finance Committee and to the City Council, in accordance with municipal code.
Deliverables:
Legislative documents will be prepared to present the financial statements and reports prepared by an external auditor to the Finance Committee
Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $25,000. The not-to-exceed budget is based on an estimate of 80 total project hours, of which 80 are estimated to be completed by the City Auditor.
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
12 Packet Pg. 545 of 566
Reimbursable Expenses
Baker Tilly anticipates planning one on-site fieldwork week. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $3,160.
The following summarizes anticipated reimbursable expenses:
• Round-trip Airfare – $1,000
• Ground Transportation (car rental or Uber/taxi) - $400 • Hotel accommodation - $1,500 (4 nights)
• Food and incidentals – $260
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
13 Packet Pg. 546 of 566
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-05 Various Reporting & City Hotline
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY25-05
2. CONSULTANT NAME: Baker Tilly US, LLP
3. PERIOD OF PERFORMANCE: START: July 1, 2024 COMPLETION: June 30, 2025 4 TOTAL TASK ORDER PRICE: $60,000
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority to
sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
Docusign Envelope ID: B1E1DF90-6F0B-41B1-AA70-0ECDD0979627 Kate Murdock
Manager serving as City Auditor
8/15/2024
Council Member Lydia Kou
P&S Chair, Council Member
8/15/2024
Baker Tilly US, LLP
Recommended to be increased to
$100,000 per December 16, 2024 City
Council Agenda Item.
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
14 Packet Pg. 547 of 566
Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s will provide the following services in Task 5:
Quarterly Reports
Annual Status Report
Provision of the City Hotline
Office Administrative Functions
Deliverables:
The following deliverables will be prepared as part of this engagement:
Quarterly Reports (4 in FY2025)
Annual Status Report
Schedule of Performance
Anticipated Start Date: July 1, 2024
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $60,000. The not-to-exceed budget is based on an estimate of 300 total project hours, of which 170 are estimated to be completed by the City Auditor.
Reimbursable Expenses
The City Auditor anticipates a trip every other month (total of 6 trips). Given this possibility, Baker Tilly could incur reimbursable expenses for this Task.
Docusign Envelope ID: B1E1DF90-6F0B-41B1-AA70-0ECDD0979627
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
15 Packet Pg. 548 of 566
The not-to-exceed maximum for reimbursable expenses for this Task is $19,500.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $6,000 (6 round trip flights)
Ground Transportation (car rental or Uber/taxi) - $2,400 Hotel accommodation - $9,000 (24 nights)
Food and incidentals – $2,100
Docusign Envelope ID: B1E1DF90-6F0B-41B1-AA70-0ECDD0979627
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
16 Packet Pg. 549 of 566
7 PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-4.29 Purchasing Card Program
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY25-4.29
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025
4. TOTAL TASK ORDER PRICE: $95,670
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work
described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority
to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: Baker Tilly Advisory Group,
LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
17 Packet Pg. 550 of 566
8 Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to conducting an internal audit of the Purchasing Card Program involves three (3) primary steps:
Step 1: Audit Planning
Step 2: Fieldwork and Testing
Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:
Gather information to understand the environment under review o Understand the environment under assessment
o Assess the City code, regulations, and other standards and expectations o Assess prior audit results, as applicable
o Assess additional documentation and conduct interviews as necessary Assess the audit risk
Prepare an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained and examined
Announce the initiation of the audit and kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Step 2 – Fieldwork and Testing
The step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives The preliminary audit objective is to determine (1) whether procurement are used appropriately in compliance with the City’s policies and pertinent laws and regulations; (2) Evaluate the administration of the Purchasing Card Program for adequate internal controls to safeguard the City from fraud, waste, and abuse. Procedures include, but are not limited to:
Interviewing the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to the Purchasing Card Program
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
18 Packet Pg. 551 of 566
9 Analyze policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness Select a sample of P-Card transactions to assess
Compare processes and controls against best practices Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with stakeholders, and submit a final report for management response. Tasks include:
Developing findings, conclusions, and recommendations based on the supporting evidence gathered
Validating findings with appropriate individuals and discuss the root cause of the identified findings
Complete supervisory review of working papers and a draft audit report Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, findings, conclusions, and recommendations o Discuss management responses
Obtain written management responses and finalize a report Review report with members of City Council and/or the appropriate Council Committee Deliverables:
The following deliverables will be prepared as part of this engagement:
Audit Report
Policy & Services Committee Audit Report Presentation Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $95,670.
The not-to-exceed budget is based on an estimate of 500 total project hours, of which a minimum of 50 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $2,000 (1 round trip flight x 2 auditors) Ground transportation – $800 (car rental or Uber/taxi)
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
19 Packet Pg. 552 of 566
10 Hotel accommodation – $3,000 (2 rooms x 4 nights)
Food & Incidentals – $2,100
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-4.30 Building Permit and Inspection Fees Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK ORDER NO.: FY25-4.30
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025
4. TOTAL TASK ORDER PRICE: $95,670
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work
described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority
to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: Baker Tilly Advisory Group,
LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
20 Packet Pg. 553 of 566
11 Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to conducting an internal audit of the Building Permit and Inspection Fees involves three (3) primary steps:
Step 1: Audit Planning
Step 2: Fieldwork and Testing
Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:
Gather information to understand the environment under review o Understand the environment under assessment
o Assess the City code, regulations, and other standards and expectations o Assess prior audit results, as applicable
o Assess additional documentation and conduct interviews as necessary Assess the audit risk
Prepare an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained and examined Announce the initiation of the audit and kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Step 2 – Fieldwork and Testing
The step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives The preliminary audit objective is to determine (1) If the City’s building permit and inspection fees are accurately and consistently applied; (2) Evaluate the administration of the Development Services Program for adequate internal controls to safeguard the City from fraud, waste, and abuse. Procedures include, but are not limited to:
Interviewing the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to the Development Services Program
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
21 Packet Pg. 554 of 566
12 Analyze policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness Select a sample of Building Permit and Inspection Fee transactions to assess Compare processes and controls against best practices Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with stakeholders, and submit a final report for management response. Tasks include:
Developing findings, conclusions, and recommendations based on the supporting evidence gathered
Validating findings with appropriate individuals and discuss the root cause of the identified findings
Complete supervisory review of working papers and a draft audit report Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, findings, conclusions, and recommendations o Discuss management responses
Obtain written management responses and finalize a report Review report with members of City Council and/or the appropriate Council Committee Deliverables:
The following deliverables will be prepared as part of this engagement:
Audit Report
Policy & Services Committee Audit Report Presentation Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $95,670.
The not-to-exceed budget is based on an estimate of 500 total project hours, of which a minimum of 50 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $2,000 (1 round trip flight x 2 auditors) Ground transportation – $800 (car rental or Uber/taxi)
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
22 Packet Pg. 555 of 566
13 Hotel accommodation – $3,000 (2 rooms x 4 nights)
Food & Incidentals – $2,100
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-4.31 Junior Museum and Zoo
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK ORDER NO.: FY25-4.31
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025
4. TOTAL TASK ORDER PRICE: $89,900
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work
described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority
to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: Baker Tilly Advisory Group,
LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
23 Packet Pg. 556 of 566
14 Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to conducting an internal audit of the Junior Museum and Zoo involves three (3) primary steps:
Step 1: Audit Planning
Step 2: Fieldwork and Testing
Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:
Gather information to understand the environment under review o Understand the environment under assessment
o Assess the City code, regulations, and other standards and expectations o Assess prior audit results, as applicable
o Assess additional documentation and conduct interviews as necessary Assess the audit risk
Prepare an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained and examined Announce the initiation of the audit and kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Step 2 – Fieldwork and Testing
The step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives The preliminary audit objective is to determine if the City’s Junior Museum and Zoo is operating effectively and efficiently to fulfill the program’s mission. Procedures include, but are not limited to:
Interviewing the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to the Junior Museum and Zoo Analyze policies and procedures as well as the program mission and objectives to identify the criteria to be used for evaluation of control design and effectiveness Compare processes and controls against best practices
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
24 Packet Pg. 557 of 566
15 Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with stakeholders, and submit a final report for management response. Tasks include:
Developing findings, conclusions, and recommendations based on the supporting evidence gathered
Validating findings with appropriate individuals and discuss the root cause of the identified findings
Complete supervisory review of working papers and a draft audit report Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, findings, conclusions, and recommendations o Discuss management responses
Obtain written management responses and finalize a report Review report with members of City Council and/or the appropriate Council Committee Deliverables:
The following deliverables will be prepared as part of this engagement:
Audit Report
Policy & Services Committee Audit Report Presentation Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $89,900.
The not-to-exceed budget is based on an estimate of 500 total project hours, of which a minimum of 40 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $2,000 (1 round trip flight x 2 auditors) Ground transportation – $800 (car rental or Uber/taxi) Hotel accommodation – $3,000 (2 rooms x 4 nights)
Food & Incidentals – $2,100
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
25 Packet Pg. 558 of 566
16 PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-4.32 CSD Equipment and Materials Inventory Management Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK ORDER NO.: FY25-4.32
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025
4. TOTAL TASK ORDER PRICE: $89,900
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work
described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority
to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: Baker Tilly Advisory Group,
LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
26 Packet Pg. 559 of 566
17 Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to conducting an internal audit of the Community Services Department Equipment and Materials Inventory Management three (3) primary steps:
Step 1: Audit Planning
Step 2: Fieldwork and Testing
Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:
Gather information to understand the environment under review o Understand the environment under assessment
o Assess the City code, regulations, and other standards and expectations o Assess prior audit results, as applicable
o Assess additional documentation and conduct interviews as necessary Assess the audit risk
Prepare an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained and examined Announce the initiation of the audit and kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Step 2 – Fieldwork and Testing
The step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives The preliminary audit objective is to determine if the Community Services Department Equipment and Materials Inventory Management system is operating effectively and efficiently:
Interviewing the appropriate individuals to gain an understanding of the equipment and materials inventory management system
Analyze policies and procedures related to equipment and material management and procurement to identify the criteria to be used for evaluation of control design and effectiveness Compare processes and controls against best practices
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
27 Packet Pg. 560 of 566
18 Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with stakeholders, and submit a final report for management response. Tasks include:
Developing findings, conclusions, and recommendations based on the supporting evidence gathered
Validating findings with appropriate individuals and discuss the root cause of the identified findings
Complete supervisory review of working papers and a draft audit report Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, findings, conclusions, and recommendations o Discuss management responses
Obtain written management responses and finalize a report Review report with members of City Council and/or the appropriate Council Committee Deliverables:
The following deliverables will be prepared as part of this engagement:
Audit Report
Policy & Services Committee Audit Report Presentation Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $89,900.
The not-to-exceed budget is based on an estimate of 500 total project hours, of which a minimum of 40 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $2,000 (1 round trip flight x 2 auditors) Ground transportation – $800 (car rental or Uber/taxi) Hotel accommodation – $3,000 (2 rooms x 4 nights)
Food & Incidentals – $2,100
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
28 Packet Pg. 561 of 566
19 PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-4.33 Public Safety Staffing
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK ORDER NO.: FY25-4.33
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025
4. TOTAL TASK ORDER PRICE: $95,670
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work
described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority
to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: Baker Tilly Advisory Group,
LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
29 Packet Pg. 562 of 566
20 Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to conducting an internal audit of Public Safety Staffing including Overtime three (3) primary steps:
Step 1: Audit Planning
Step 2: Fieldwork and Testing
Step 3: Reporting
Step 1 – Audit Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:
Gather information to understand the environment under review o Understand the environment under assessment
o Assess the City code, regulations, and other standards and expectations o Assess prior audit results, as applicable
o Assess additional documentation and conduct interviews as necessary Assess the audit risk
Prepare an audit planning memo and audit program
o Refine audit objectives and scope
o Identify the audit procedures to be performed and the evidence to be obtained and examined Announce the initiation of the audit and kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Step 2 – Fieldwork and Testing
The step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives The preliminary audit objective is to determine if the Public Safety Departments (Fire and Police) are effectively and efficiently staffed including use of overtime:
Interviewing the appropriate individuals to gain an understanding of the organizational structures, processes, and controls related to staffing and use of overtime including plans and systems used Analyze policies and procedures related to Public Safety staffing to identify the criteria to be used for evaluation of control design and effectiveness
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
30 Packet Pg. 563 of 566
21 Analyze Public Safety performance metrics to determine if staffing levels enable desired performance outcomes
Compare performance processes and controls against best practices Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with stakeholders, and submit a final report for management response. Tasks include:
Developing findings, conclusions, and recommendations based on the supporting evidence gathered
Validating findings with appropriate individuals and discuss the root cause of the identified findings
Complete supervisory review of working papers and a draft audit report Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, findings, conclusions, and recommendations o Discuss management responses
Obtain written management responses and finalize a report Review report with members of City Council and/or the appropriate Council Committee Deliverables:
The following deliverables will be prepared as part of this engagement:
Audit Report
Policy & Services Committee Audit Report Presentation Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $95,670.
The not-to-exceed budget is based on an estimate of 500 total project hours, of which a minimum of 50 are estimated to be completed by the City Auditor.
Reimbursable Expenses
We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur expenses for this Task.
The not-to-exceed maximum for reimbursable expenses for this Task is $6,500.
The following summarizes anticipated reimbursable expenses:
Round-trip Airfare – $2,000 (1 round trip flight x 2 auditors) Ground transportation – $800 (car rental or Uber/taxi) Hotel accommodation – $3,000 (2 rooms x 4 nights)
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
31 Packet Pg. 564 of 566
22 Food & Incidentals – $2,100
PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY25-4.34 Follow-Up Audit Activities
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK ORDER NO.: FY25-4.34
2. CONSULTANT NAME: Baker Tilly Advisory Group, LP
3. PERIOD OF PERFORMANCE: START: January 1, 2025 COMPLETION: June 30, 2025
4. TOTAL TASK ORDER PRICE: $59,390
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD
5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:
Lydia Kou, Chair of the City Council’s Policy and Services Committee
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work
described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have authority
to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: Baker Tilly Advisory Group,
LP
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report
Item 21
Attachment A - FY2025
Task Orders
Item 21: Staff Report
Pg.
32 Packet Pg. 565 of 566
23 Attachment A
DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
Services and Deliverables To Be Provided
Schedule of Performance
Maximum Compensation Amount and Rate Schedule (As Applicable) Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly will provide the following services in conducting Follow-Up Audit Activities::
Track and monitor progress on all audit recommendations Obtain sufficient evidence to support conclusions regarding the status of audit recommendations Annually report on the status of recommendations
Deliverables:
The following deliverables will be prepared as part of this engagement:
Annual Status of Audit Recommendations Report
Policy & Services Committee Report Presentation
Schedule of Performance
Anticipated Start Date: January 1, 2025
Anticipated End Date: June 30, 2025
Maximum Compensation Amount and Rate Schedule
The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $59,390.
The not-to-exceed budget is based on an estimate of 500 total project hours, of which a minimum of 40 are estimated to be completed by the City Auditor.
ATTACHMENT A
City Council 12/16/24 Agenda Item #21 Supplemental Report