CITY COUNCIL
Special Meeting
Monday, March 24, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 8:05 PM)
1. Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status ‐ Not a Project.
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (8:05 ‐ 8:35 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:35 ‐ 8:40 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (8:40 ‐ 8:45 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2. Approval of Minutes from March 10, 2025 Meeting
3. Nonprofit Partnership Workplan: Phased Approach
4. Approval of General Services Contract No. C25192791 with Synagro‐WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
5. Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status ‐ Categorically Exempt under Sections 15301 and 15302
6. Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
7. Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not‐To‐Exceed Amount of $760,886 to provide Third‐Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status ‐ Not a Project
8. Approval of Contract Amendment Number 2 to Contract Number C22183462 with Macias Gini & O'Connell LLP (MGO) to Add $415,071 and Extend the Term for Two Years for External Financial Audit Services; CEQA Status ‐‐ Not a Project.
9. Approval of Audit Reports for Grant Management And Utility Billing as Reviewed by Policy and Services Committee; CEQA: Not A Project
10. Approval of an Amended Funding Agreement with the Santa Clara Valley Transportation Authority (VTA) for 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program Funding; CEQA status – not a project.
11. SECOND READING: Ordinance of the Council of the City of Palo Alto Creating New Chapter 10.66 (Pedestrian Only Streets and Community Streets) in Title 10 (Vehicles and Traffic) (FIRST READING: March 10, 2025 PASSED 7‐0)
CITY MANAGER COMMENTS
BREAK (15 MINUTES)
ACTION ITEMS (9:00 ‐ 10:30 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
12. City of Palo Alto's Energy Risk Management Report for the second half of Fiscal Year 2024 (January 1, 2024 ‐ June 30, 2024) CEQA Status – Not a Project.
OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments. 1 March 24, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas.
CITY COUNCIL
Special Meeting
Monday, March 24, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 8:05 PM)
1. Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status ‐ Not a Project.
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (8:05 ‐ 8:35 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:35 ‐ 8:40 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (8:40 ‐ 8:45 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2. Approval of Minutes from March 10, 2025 Meeting
3. Nonprofit Partnership Workplan: Phased Approach
4. Approval of General Services Contract No. C25192791 with Synagro‐WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
5. Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status ‐ Categorically Exempt under Sections 15301 and 15302
6. Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
7. Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not‐To‐Exceed Amount of $760,886 to provide Third‐Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status ‐ Not a Project
8. Approval of Contract Amendment Number 2 to Contract Number C22183462 with Macias Gini & O'Connell LLP (MGO) to Add $415,071 and Extend the Term for Two Years for External Financial Audit Services; CEQA Status ‐‐ Not a Project.
9. Approval of Audit Reports for Grant Management And Utility Billing as Reviewed by Policy and Services Committee; CEQA: Not A Project
10. Approval of an Amended Funding Agreement with the Santa Clara Valley Transportation Authority (VTA) for 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program Funding; CEQA status – not a project.
11. SECOND READING: Ordinance of the Council of the City of Palo Alto Creating New Chapter 10.66 (Pedestrian Only Streets and Community Streets) in Title 10 (Vehicles and Traffic) (FIRST READING: March 10, 2025 PASSED 7‐0)
CITY MANAGER COMMENTS
BREAK (15 MINUTES)
ACTION ITEMS (9:00 ‐ 10:30 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
12. City of Palo Alto's Energy Risk Management Report for the second half of Fiscal Year 2024 (January 1, 2024 ‐ June 30, 2024) CEQA Status – Not a Project.
OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
2 March 24, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL
Special Meeting
Monday, March 24, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 8:05 PM)
1. Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status ‐ Not a Project.
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (8:05 ‐ 8:35 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:35 ‐ 8:40 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (8:40 ‐ 8:45 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2. Approval of Minutes from March 10, 2025 Meeting
3. Nonprofit Partnership Workplan: Phased Approach
4. Approval of General Services Contract No. C25192791 with Synagro‐WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
5. Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status ‐ Categorically Exempt under Sections 15301 and 15302
6. Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
7. Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not‐To‐Exceed Amount of $760,886 to provide Third‐Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status ‐ Not a Project
8. Approval of Contract Amendment Number 2 to Contract Number C22183462 with Macias Gini & O'Connell LLP (MGO) to Add $415,071 and Extend the Term for Two Years for External Financial Audit Services; CEQA Status ‐‐ Not a Project.
9. Approval of Audit Reports for Grant Management And Utility Billing as Reviewed by Policy and Services Committee; CEQA: Not A Project
10. Approval of an Amended Funding Agreement with the Santa Clara Valley Transportation Authority (VTA) for 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program Funding; CEQA status – not a project.
11. SECOND READING: Ordinance of the Council of the City of Palo Alto Creating New Chapter 10.66 (Pedestrian Only Streets and Community Streets) in Title 10 (Vehicles and Traffic) (FIRST READING: March 10, 2025 PASSED 7‐0)
CITY MANAGER COMMENTS
BREAK (15 MINUTES)
ACTION ITEMS (9:00 ‐ 10:30 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
12. City of Palo Alto's Energy Risk Management Report for the second half of Fiscal Year 2024 (January 1, 2024 ‐ June 30, 2024) CEQA Status – Not a Project.
OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
3 March 24, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL
Special Meeting
Monday, March 24, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 8:05 PM)
1. Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status ‐ Not a Project.
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (8:05 ‐ 8:35 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:35 ‐ 8:40 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (8:40 ‐ 8:45 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2. Approval of Minutes from March 10, 2025 Meeting
3. Nonprofit Partnership Workplan: Phased Approach
4. Approval of General Services Contract No. C25192791 with Synagro‐WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
5. Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status ‐ Categorically Exempt under Sections 15301 and 15302
6. Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
7. Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not‐To‐Exceed Amount of $760,886 to provide Third‐Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status ‐ Not a Project
8. Approval of Contract Amendment Number 2 to Contract Number C22183462 with Macias Gini & O'Connell LLP (MGO) to Add $415,071 and Extend the Term for Two Years for External Financial Audit Services; CEQA Status ‐‐ Not a Project.
9. Approval of Audit Reports for Grant Management And Utility Billing as Reviewed by Policy and Services Committee; CEQA: Not A Project
10. Approval of an Amended Funding Agreement with the Santa Clara Valley Transportation Authority (VTA) for 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program Funding; CEQA status – not a project.
11. SECOND READING: Ordinance of the Council of the City of Palo Alto Creating New Chapter 10.66 (Pedestrian Only Streets and Community Streets) in Title 10 (Vehicles and Traffic) (FIRST READING: March 10, 2025 PASSED 7‐0)
CITY MANAGER COMMENTS
BREAK (15 MINUTES)
ACTION ITEMS (9:00 ‐ 10:30 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
12. City of Palo Alto's Energy Risk Management Report for the second half of Fiscal Year 2024 (January 1, 2024 ‐ June 30, 2024) CEQA Status – Not a Project.
OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
4 March 24, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL
Special Meeting
Monday, March 24, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 8:05 PM)
1. Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status ‐ Not a Project.
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (8:05 ‐ 8:35 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:35 ‐ 8:40 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (8:40 ‐ 8:45 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2. Approval of Minutes from March 10, 2025 Meeting
3. Nonprofit Partnership Workplan: Phased Approach
4. Approval of General Services Contract No. C25192791 with Synagro‐WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
5. Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status ‐ Categorically Exempt under Sections 15301 and 15302
6. Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
7. Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not‐To‐Exceed Amount of $760,886 to provide Third‐Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status ‐ Not a Project
8. Approval of Contract Amendment Number 2 to Contract Number C22183462 with Macias Gini & O'Connell LLP (MGO) to Add $415,071 and Extend the Term for Two Years for External Financial Audit Services; CEQA Status ‐‐ Not a Project.
9. Approval of Audit Reports for Grant Management And Utility Billing as Reviewed by Policy and Services Committee; CEQA: Not A Project
10. Approval of an Amended Funding Agreement with the Santa Clara Valley Transportation Authority (VTA) for 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program Funding; CEQA status – not a project.
11. SECOND READING: Ordinance of the Council of the City of Palo Alto Creating New Chapter 10.66 (Pedestrian Only Streets and Community Streets) in Title 10 (Vehicles and Traffic) (FIRST READING: March 10, 2025 PASSED 7‐0)
CITY MANAGER COMMENTS
BREAK (15 MINUTES)
ACTION ITEMS (9:00 ‐ 10:30 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
12. City of Palo Alto's Energy Risk Management Report for the second half of Fiscal Year 2024 (January 1, 2024 ‐ June 30, 2024) CEQA Status – Not a Project.
OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
5 March 24, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
CITY COUNCIL
Special Meeting
Monday, March 24, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items appear below in RED
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 8:05 PM)
1. Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status ‐ Not a Project.
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (8:05 ‐ 8:35 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:35 ‐ 8:40 PM) Members of the public may not speak to the item(s).
CONSENT CALENDAR (8:40 ‐ 8:45 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
2. Approval of Minutes from March 10, 2025 Meeting
3. Nonprofit Partnership Workplan: Phased Approach
4. Approval of General Services Contract No. C25192791 with Synagro‐WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
5. Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status ‐ Categorically Exempt under Sections 15301 and 15302
6. Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
7. Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not‐To‐Exceed Amount of $760,886 to provide Third‐Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status ‐ Not a Project
8. Approval of Contract Amendment Number 2 to Contract Number C22183462 with Macias Gini & O'Connell LLP (MGO) to Add $415,071 and Extend the Term for Two Years for External Financial Audit Services; CEQA Status ‐‐ Not a Project.
9. Approval of Audit Reports for Grant Management And Utility Billing as Reviewed by Policy and Services Committee; CEQA: Not A Project
10. Approval of an Amended Funding Agreement with the Santa Clara Valley Transportation Authority (VTA) for 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program Funding; CEQA status – not a project.
11. SECOND READING: Ordinance of the Council of the City of Palo Alto Creating New Chapter 10.66 (Pedestrian Only Streets and Community Streets) in Title 10 (Vehicles and Traffic) (FIRST READING: March 10, 2025 PASSED 7‐0)
CITY MANAGER COMMENTS
BREAK (15 MINUTES)
ACTION ITEMS (9:00 ‐ 10:30 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
12. City of Palo Alto's Energy Risk Management Report for the second half of Fiscal Year 2024 (January 1, 2024 ‐ June 30, 2024) CEQA Status – Not a Project.
OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms New Item Added
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
6 March 24, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.CityofPaloAlto.org/agendas
.
City Council
Staff Report
From: City Manager
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 24, 2025
Report #:2502-4162
TITLE
Interview Candidates for the Boards and Commissions Spring Recruitment – Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission; CEQA Status - Not a Project.
DISCUSSION
The City Council provided direction at the March 10, 2025 City Council meeting to interview all fifteen (15) candidates for the vacancies on the Architectural Review Board, Human Relations Commission, and Utilities Advisory Commission.
Architectural Review Board (Full Term):
5:35 PM David Hirsch
5:45 PM Sema Yavuz
5:55 PM Yingxi Chen
Human Relations Commission (Partial Term):
6:05 PM Sridhar Karnam
6:15 PM Jonake Bose
6:25 PM Aji Oliyide
6:35 PM Sean Patrick King (pending)
6:45 PM Sunanda Amishra
6:55 PM Jessica Nelson
Utilities Advisory Commission:
7:05 PM Criag Barney
7:15 PM Olga Tanriverdi
7:25 PM Rachel Croft
7:35 PM Barry Wolf
7:45 PM Phil Metz
7:55 PM Claude Ezran
Item 1
Item 1 Staff Report
Item 1: Staff Report
Pg.
1 Packet Pg. 7 of 309
BACKGROUND
Membership Requirements
Appointment requirements for each Board and Commission are listed below. •Architectural Review Board – At least three members shall be architects, landscape architects, building designers or other design professionals (PAMC 2.21.0102) oThis requirement is currently satisfied by Commissioners Mousam Adcock, Kendra Rosenberg, David Hirsch and Yingxi Chen. David Hirsch and Yingxi Chen’s terms are expiring, and their seats are included in this recruitment. All applicants satisfy the requirements.
•Human Relations Commission – Current Palo Alto residency. (PAMC 2.22.0103) All applicants satisfy the requirements
•Utilities Advisory Commission – Each member of the commission shall be a utility customer or the authorized representative of a utility customer. Additionally, Palo Alto residency is required at all times for at least six members of the commission (PAMC
2.23.010 4).
oThis requirement is currently fulfilled by six Commissioners; Commissioner Meagan Mauter resides outside of Palo Alto. All applicants satisfy the requirements
ATTACHMENTS
Attachment A: Architectural Review Board Applications – Redacted Attachment B: Human Relations Commission Applications – Redacted Attachment C: Utilities Advisory Commission Applications - Redacted APPROVED BY:
Mahealani Ah Yun, City Clerk
Item 1
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Architectural Review Board Application
Submitted on 23 February 2025, 2:52pm
Receipt number 69
Related form version 15
Name Yingxi Chen
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Architectural Review Board?
Email from the City
Other: Current sitting Vice Chair - reapplying for position Personal Information
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Board Applications -
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Architect
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
Licensed Architect in the State of California
LEED Accredited Professional
Work Experience:
Y. Chen Architect, Principal, 2017 - present
Williams + Paddon Architects + Planners, Job Captain, 2011- 2017 Collaborative Design Studio, Architectural Intern, 2008- 2011 CHORA Architecture and Urbanism, Researcher and Designer, 2007 Education:
Master of Architecture, University at Buffalo, The State University of New York, 2008
Study Abroad Program - Henry Van de Velde Institute in Antwerp, Belgium, 2007
Bachelor of Architecture, Beijing University of Technology, Beijing, China, 2006
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Currently Vice Chair on the Palo Alto Architecture Review Board Committee member, AIA (American Institute of Architects) Silicon Valley 2018 Design Awards
Committee member, AIA Silicon Valley 2018 and 2019 Home Tour Please select all that apply to you. Architect, landscape architect, building designer, other design professional
Personal and Job Experience
1. Why are you interested in serving on the Architectural Review Board and what experience would you bring to the position?
To me, buildings represent a lasting commitment. As architects, we bear the responsibility of designing quality spaces where people live, work, and thrive. The role of the ARB is even more significant in this context, and I am eager to contribute to shaping a better community.
Before starting my own practice, I gained valuable experience working with two architectural firms, where I had the opportunity to participate in a diverse range of projects—from schools to hotel resorts, from ski lodges to car dealerships. With this experience, I hope to continue making a meaningful impact and help create environments that enrich our community.
2. Please describe an issue that recently came before the Board that is of particular interest to you and describe why you are interested in it.
Given the housing crisis we are facing, I am especially interested in finding a balance between supporting a healthy, growing city and preserving its unique character. One of the key challenges is addressing onsite circulation issues while also alleviating the pressure on road traffic across the city.
Application Questions
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3. If you are appointed, what specific goals would you like to see the Architectural Review Board achieve, and how would you help in the process?
I would like to see the ARB take an active role in reviewing large-scale urban planning for specific areas. Providing coordinated plans and guidelines before the start of projects would be highly beneficial.
4. Please identify a project (or projects) that you find to be examples of good architecture, and explain why. You may include samples, identify project addresses, or provide links.
Our city is home to many quality buildings, and one of my favorites is the Junior Museum and Zoo. It serves as a great example of an inspiring and interactive space for children. Architecturally, the gable roof and clean forms offer a contemporary interpretation of the surrounding neighborhood.
5. Architectural Review Board Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection, but will help you better understand the work of the board.
I have reviewed all of these documents during my time on ARB If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Yingxi Chen
Date Completed 02/23/2025
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Architectural Review Board Application
Submitted on 4 February 2025, 9:52pm
Receipt number 72
Related form version 15
Name David Hirsch
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94301
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Architectural Review Board?
Community Group
Email from the City
Personal Information
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Palo Alto Weekly
City Website
Read the code, and check only ONE option below: I give permission for the City of Palo Alto to post to the City’s website the attached Board and Commission Application intact. I have read and understand my rights under Government Code Section 6254.21. I may revoke this permission at any time by providing written notice to the Palo Alto City Clerk.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Retired Architect
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
Harvard College BA- Philosophy; The Cooper Union- Architecture-- non degree; Harvard Grad. School of Design - M Arch.
Registered Architect; New York State and Connecticut; Senior Urban Designer; NYC Mayor's Office of Development (MOD)
Partner in several NYC Architectural Firms and founding partner of Urban Architectural Initiatives (UAI) from 1997 to 2016 responsible for many, varied residential projects, educational facilities, community facilities, and commercial street improvements.
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Pre- Palo Alto: Renovated Brownstone in Park Slope neighborhood of Brooklyn, NY.; Active in block association, then Park Slope Civic Council for various
neighborhood improvements; board member Prospect Park Environment Center including overseeing renovation of historic tennis house;; participant in application to Landmarks Commission to qualify Park Slope as first NYC designated historic neighborhood. Palo Alto: Assistant to consultants during community involving study of Cubberley to create a coordinated new community facility and (future) school; ARB member for two 3-year periods.
Please select all that apply to you. Architect, landscape architect, building designer, other design professional
Personal and Job Experience
1. Why are you interested in serving on the Architectural Review Board and what experience would you bring to the position?
I request the opportunity to serve a final term on the ARB. I believe my experience as the founder of an architectural firm in New York, responsible for numerous significant housing projects (mostly for affordable tenants), civic buildings, educational facilities, historic structures, small commercial buildings, street improvements has provided me with a deep understanding of the design and construction process. The two terms on the ARB have broadened this experience, through the addition of group consensus.
One special additional professional experience in NYC was as a senior urban designer for the Mayor's Office of Development, which effectively created opportunities for the restoration of failing commercial areas of the city. Peter Baltay and I agree that a development office would benefit Palo Alto by coordinating the appropriate players to pro-actively encourage the potential, major housing opportunities and appropriate neighborhood needs in response to the Housing Element.
Application Questions
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2. Please describe an issue that recently came before the Board that is of particular interest to you and describe why you are interested in it.
A ten unit townhome development is proposed for a small section of the parking lot adjacent to Town and Country on Encina Avenue. A separately owned parcel including the remainder of the parking lot and the original T&C property is leased by the owners of T&C from a single land owner.. During a presentation of the townhomes I voiced my concern that this was too small a project given the large size of the entire parking lot; that there should be one project with many more units (especially considering the city's Housing Element requirements). The other board members disagreed and voted for the project. It is scheduled for this weeks meeting (Feb. 6, 2025). The owner of T&C wrote a letter reaffirming their interest in creating one unified project design. If Palo Alto had a development coordinator' perhaps this opportunity would have been feasible. Given the choice, I imagine that T&C would have preferred a less prominent design more appropriately integrated with its neighbor.
3. If you are appointed, what specific goals would you like to see the Architectural Review Board achieve, and how would you help in the process?
Our responsibility is often fairly simple, many quality architects are willing to suffer the complexity of the approval process to build here. But if we are conscientious and concerned about the RHNA numbers relative to their impact (25 buildings X 250 apartments = 6,250 total units x 2.3 av. family = 14,375 new Palo Alto'ans which equals about 22% increased population which means) we need to plan for more related parks, local commercial facilities, transportation, utilities etc. This is not a one-off, this requires major urban planning and the ARB ought to be part of the equation.
4. Please identify a project (or projects) that you find to be examples of good architecture, and explain why. You may include samples, identify project addresses, or provide links.
Stanford University - The original rusticated stone buildings and landscaping (Henry Hobson Richardson - Architect; Frederick Law Olmsted - Landscape Architect)
The Canter Art Museum - (Polshek and Partners - Architects) Ramona Street - Hamilton to University - Pedro de Lemas; Birge Clark and others -
Architects
Bio-X - Stanford - (Norman Foster - Architect)
Office Building - University at Alma - (Joseph Bellomo - Architect Hizashi - Multiple Housing Unit - (Architect unknown)
5. Architectural Review Board Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection, but will help you better understand the work of the board.
The Comp Plan and Zoning Code are an integral part of our analysis and that of the Department of Planning prior to receiving packet. The zoning is provided in each architects submission as well. The Comp Plan is especially important to understand the quality of the Palo Alto community. The El Camino planning is in flux and the Design Guidelines are fairly dated. CEQA is normally carefully addressed by Planning, Density Bonus is critical now for the Housing Element. Downtown is the latest study along with El Camino and San Antonio Road. I am very familiar with the Historic regulations. Objective Standards and SB9 Standards are also important. I am fairly well informed about most of these.
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If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: David L Hirsch
Date Completed 02/05/2025
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Architectural Review Board Application
Submitted on 25 January 2025, 9:44am
Receipt number 71
Related form version 15
Name Sema Yavuz
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94301
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Architectural Review Board?
Palo Alto Weekly
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Architect and Urban designer
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
USGBC LEED certified
CA architectural license
20 year experience as an architect and urban planner
Worked for Hillier, EYP up at East coast and had my own architectural firm in San Diego 2007-2013
Designed cities, office campuses, schools, homes, tenant improvement projects in US and internationally
I have been focusing on affordable housing investment, development and operations in Indiana since 2012 to present
I am mostly concerned and pationate about about affordability of housing to the young generation all in all through out the country Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
New to the community. Moved from San Diego end of December 2024 lived in Palo Alto 2018 to 2021
Please select all that apply to you. Architect, landscape architect, building designer, other design professional
Personal and Job Experience
1. Why are you interested in serving on the Architectural Review Board and what experience would you bring to the position?
Advocating affordable home. Sustainable urban and building practices also working and enhancing the urban design guidelines for downtown
2. Please describe an issue that recently came before the Board that is of particular interest to you and describe why you are interested in it.
Affordable housing homes for everyone, mitigation of wild fires
3. If you are appointed, what specific goals would you like to see the Architectural Review Board achieve, and how would you help in the process?
Affordable housing, enhancing urban design guidelines with business success and affordability to all in mind. Promote diversity
4. Please identify a project (or projects) that you find to be examples of good architecture, and explain why. You may include samples, identify project addresses, or provide links.
Affordable housing using Modular’s and prefabricated components projects with mixed use component that promotes revitalization with sustainability in mind
5. Architectural Review Board Members work with the
documents listed below. If you have experience with any of I have experience developing/ designing Design guidelines , master planning
Application Questions
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these documents, please describe that experience. Experience with these documents is not required for selection, but will help you better understand the work of the board.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Sema Yavuz
Date Completed 01/23/2025
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Human Relations Commission Application
Submitted on 21 February 2025, 5:17pm
Receipt number 48
Related form version 12
Name Jonake Bose
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for? (Partial Term expiring October 31, 2025)
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Human Relations Commission?
Community Group
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Independent College Consultant
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
I have been an independent college counselor (paid and probono practice) since 2020. My college counseling website is
www.jonakebose.com
I am a professional member of the IECA (College Counseling prof. organization)
I received my College Counseling Certificate from UC Berkeley in 2020 I was the Executive Director and served on the Board of Dream Catchers 2018-2020
I received my MA in International Relations & Economics from U of S.
Carolina
Served on Site Council for Ohlone Elementary, JLS Middle School, Palo Alto High School
For additional information related to my professional career in banking please view my LinkedIn profile: www.linkedin.com/in/jonakebose/ Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
I was the Board member on Youth Community Service 2014-2016 Board member and Finance Comm. Chair for Sage - Education travel organization
Vestry member St. Marks - 2 terms - most recent term started in 2024 Board member of Woodstock School - Oldest international residential school in the Himalayas - since 2020. Chair of Audit and Advancement committee
Personal and Job Experience
1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the
position?
Having come to the US on a full scholarship and benefited tremendously from that opportunity, I have always volunteered striving to pay it forward to those who are marginalized and don't have access to the resources many in this community do. As the executive director of a small non- profit serving low income middle school students in Palo Alto, I realized that many in this community are not aware that there are people living among us struggling to make ends meet. I would like to serve in a way so as to bring more equity to this disenfranchised group and increase awareness among Palo Alto residents so that we listen and learn from each other. I believe my experience working closely with this marginalized community has increased my awareness and
understanding which will allow me to contribute positively to the work of this commission.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it.
There are two issues that I believe came up before HRC that are interest to me:
1. Providing assistance to support the unhoused community members - (RV dwellers, those living in the cars).. I have learned about this as I have engaged through our church with Life Moves and Hotel de Zink. I have had a chance to see how hard working these people are and would like to support them in finding more stability and ways for them to connect with the community they work in.
2. The other issue that is close to me is mental health issues affecting Application Questions
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the youth in our community. With the increased proliferation of screen usage, there is a lot more anxiety and loneliness among our youth. I believe the HRC could work on recommendations to support our youth in ways they can connect with each other and have a sense of belonging within the community thereby feeling less lonely and less anxious.
3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process?
I do not have specific goals that I would like to see the HRC achieve, but I would like to actively support the goals the committee has put forward making sure we are listening to all stakeholder voices and being as inclusive as possible. Residents should feel safe and know that their voices are heard. There might be new issues that surface given the current political climate. It is important that we listen as issues arise and adapt accordingly if necessary.
4. Human Relations Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
I do not have any particular experience with any of the above mentioned documents.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Ms. Jonake Bose
Date Completed 02/21/2025
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Learn: Analyze insights to develop data-driven policy recommendations that address equity gaps.
Act: Implement awareness campaigns, advocacy programs, and diversity initiatives to drive systemic change.
As a long-time Palo Alto resident, I am deeply invested in creating a welcoming, inclusive, and fair community for all. I look forward to the opportunity to serve and contribute meaningfully to the HRC’s vital work.
Thank you for your time and consideration. I welcome the opportunity to discuss how my experience and passion can support the Commission’s efforts.
Sincerely,
Sridhar Karnam
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Describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held: (1242 characters)
How did you learn about the vacancy on the +uman Relations Commission? Community Group
Email from the City
Palo Alto Weekly
Daily Post
City Website
Flyer
Other: ______________________________________________________________________________ List relevant education, training, experience, certificates o f training, licenses, or professional registration: (621 characters)
Employment
Employer:
Occupation:
Current Employer Last Employer
Human Relations Commission
I have been actively engaged in community-building, mentorship, and advocacy, aligning with the HRC’s mission. From 2005 to 2010, I raised funds in India to support the education of underprivileged children from marginalized caste and religious backgrounds and worked with an orphanage providing schooling and boarding for high school girls.
From 2014 to 2016, I volunteered with the Aga Khan Foundation Bay Area chapter, organizing fundraising events and walkathons. As the only Hindu volunteer in this Muslim-led initiative, I aimed to bridge communities and encourage broader support for a shared cause.
I believe all humanity is one and that everyone deserves equal opportunities regardless of race, gender, or religion. At HP and Salesforce, I worked with Women in Security groups, organizing events to promote and hire women security professionals.
I am passionate about youth education and diversity in STEM, mentoring underrepresented students and supporting local nonprofits with digital security guidance.
As a long-time Palo Alto resident, I am committed to fairness, inclusion, and equity in our community and eager to serve the HRC’s mission.
SRIDHAR KARNAM
Referred by Lori Meyers
I have a strong background in leadership, advocacy, and inclusion, aligning with the HRC’s mission. With an MS in Engineering Management (Santa Clara Univ.) and an MBA in Marketing, I have led diverse teams in security, cloud, and product management at Salesforce, Oracle, and HP.
My expertise in public communication, strategic leadership, and cross-cultural collaboration enables me to drive awareness and fairness. As a Palo Alto resident, I am committed to fostering equity, inclusion, and civil discourse in the community.
Salesforce
Product Manage
✔
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2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. Archived videos available from the Midpen Media Center. (1449 characters)
1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the position? (1518 characters)
Human Relations Commission
The community listening session on Local Muslim, Palestinian, and Arab Experiences in the Face of Rising Islamophobia and Anti-Arab Hate (December 2023) deeply resonated with me, as I strongly believe that listening is the first step to understanding complex social issues and fostering meaningful change.
This session highlighted the challenges faced by marginalized communities in times of heightened discrimination and underscored the importance of open dialogue, empathy, and community support. It reminded me of my own experience working with the Aga Khan Foundation in the Bay Area from 2014 to 2016, where I was the only Hindu volunteer in a Muslim-led initiative. I actively helped organize fundraising events and walkathons, believing that interfaith collaboration can bridge communities and create shared opportunities for support and understanding.
Participating in this work reinforced my conviction that all humanity is one and that every individual, regardless of race, religion, or ethnicity, deserves equal opportunities and dignity. I deeply appreciate the HRC’s commitment to giving a platform to underrepresented voices, as true progress begins with listening, acknowledging lived experiences, and working together to build a more inclusive and equitable society.
SRIDHAR KARNAM
I am passionate about equity, inclusion, and social justice, and I believe in fostering a community where everyone has equal opportunities, regardless of race, gender, or background. Serving on the Human Relations Commission aligns with my lifelong commitment to advocacy, mentorship, and community engagement.
My experience spans fundraising, mentorship, and leadership in diversity-focused initiatives. From 2005 to 2010, I raised funds in India to support underprivileged children from marginalized communities and worked with an orphanage for high school girls. From 2014 to 2016, I helped organize fundraising events and walkathons for the Aga Khan Foundation, fostering interfaith collaboration.
In my professional career, I have worked at HP and Salesforce to promote diversity in cybersecurity, helping organize events to hire and support women in security. I also mentor underrepresented students in STEM and support local nonprofits with digital security guidance.
As a long-time Palo Alto resident, I am committed to creating a fair and inclusive community. My diverse experiences in advocacy, leadership, and cross-cultural collaboration equip me to contribute meaningfully to the HRC’s mission.
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4. Human Relations Commission Members work with the documents listed below. If you have experience
3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process? (1656 characters) with any of these documents, please describe that experience. Experience with these documents is not required for selection, but will help you better understand the work of the board (690 characters) Muni Code 9.72 – Mandatory Response Program
Community Services Element of the Comprehensive Plan (2017)
Human Relations Commission
Human Services Needs Assessment (2020)
I have experience working with anti-discrimination policies, diversity initiatives, and inclusion programs in both professional and volunteer settings. At HP and Salesforce, I helped organize events to promote and hire women in security, addressing gender diversity in tech.
My work with the Aga Khan Foundation involved interfaith collaboration and fundraising for marginalized communities, aligning with the HRC’s mission. Additionally, I have mentored underrepresented students in STEM and supported local nonprofits, giving me insight into equity, access, and policy advocacy.
SRIDHAR KARNAM
I would apply a Listen-Learn-Act Framework to help the HRC drive equity and inclusion in Palo Alto.
1. Listen – Understand Community Needs (0-6 months)
• Host listening sessions with underrepresented groups (e.g., minorities, immigrants, women in tech).
• Use surveys and town halls to identify key challenges in discrimination, housing, and employment.
• Partner with local organizations and interfaith groups to elevate diverse perspectives.
2. Learn – Develop Policy Recommendations (6-12 months) • Analyze insights from listening sessions to create an HRC Equity Report identifying systemic barriers.
• Study best practices from other cities to inform policy improvements. • Work with officials to refine anti-discrimination policies and increase resource accessibility.
3. Act – Implement Initiatives for Long-Term Impact (12+ months) • Launch awareness campaigns on racial and religious discrimination. • Develop a Community Ally Program for peer-led advocacy and inclusion. • Advocate for diverse hiring practices in city offices and businesses.
As a community leader and advocate, I bring experience in fundraising for marginalized students in India, promoting women in cybersecurity, and interfaith collaboration with the
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Human Relations Commission Application
Submitted on 2 February 2025, 7:52pm
Receipt number 43
Related form version 12
Name Sean Patrick King
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for? (Partial Term expiring October 31, 2025)
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Human Relations Commission?
Other: Friend
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Administrative Assistant
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
Administrative Assistant in the PAU Office of Registrar.
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
None.
Personal and Job Experience
1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the
position?
I am interested in serving on the Human Relations Commission to promote equity, inclusivity, and data-driven decision-making in our community. As a Palo Alto native with a background in economics and business analytics, I bring expertise in data analysis and policy evaluation to assess community programs and inform strategic decisions.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it.
A recent issue before the Human Relations Commission that particularly interests me is the presentation on hate crimes by the Federal Bureau of Investigation's Civil Rights Unit in September 2022. This topic is of great concern to me because understanding and addressing hate crimes is crucial for fostering a safe and inclusive community. By analyzing data on such incidents, we can identify patterns and implement targeted interventions to prevent future occurrences.
3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process?
If appointed, I would like to see the Human Relations Commission achieve measurable progress in promoting social equity, enhancing community engagement, and using data-driven insights to address issues like discrimination, housing insecurity, and public safety.
Specifically, I would advocate for improved data collection and analysis to assess disparities in access to resources and inform policy recommendations. I would also support initiatives that foster dialogue between diverse community groups and local government to ensure that all voices are represented in decision-making.
4. Human Relations Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
I do not.
If you'd like to provide any additional documents, please upload below.
Resume_January_2025.pdf
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Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Sean Patrick King
Date Completed 02/02/2025
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Human Relations Commission Application
Submitted on 19 February 2025, 6:07pm
Receipt number 50
Related form version 12
Name Sunanda Mishra
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for? (Partial Term expiring October 31, 2025)
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Human Relations Commission?
Community Group
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Homemaker
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
MAIS: Masters of arts and Interdisciplinary studies, Oregon State University.
B.S, Computer Science and Engg, NIT Rourkela.
Computer software professional in the bay area for 11 years (1996-2007) Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Parent volunteer at Fairmeadow Elementary School, science lab and art lab coordinator (2011-2018)
Volunteered for Ravenswood school district elementary schools for a semester.( reading helper for Belle Heaven Elementary school) 2016.
Volunteer at an international charity (Vibha Inc) that supports underprivileged children. (1996-present): Marketing and outreach coordinator and Graphic designer.
Personal and Job Experience
1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the
position?
I grew up in India in an educated middle class home. While I had a great childhood I was acutely aware of the needs of people that are less fortunate, and with that I joined the non profit Vibha to help raise awareness about the underprivileged children in India. In my last few years I have been fortunate to understand the issues like homelessness and mental health problems in our communities. While most people that I meet in palo alto seem to be highly educated, many lack awareness and empathy for the marginalized community. What I hope to bring to HRC is my enthusiasm to educate our community to be part of the solution. Be it mental health issues, unhoused population in palo alto or gender diversity in our schools, I wish to help our community overcome the fear and stigma and come together to find solution that uplifts us all.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it.
Nov 2024 had a discussion on services for the unhoused. During pandemic I was keen on helping those who were unable to afford housing and were parked in their vehicles. While a local church was willing to provide some unhoused folks parking spots in the night, I saw how local residents opposed it with fearful rhetoric that was based on negative stereotype of the poor and homeless. It was particularly hard to see veteran residents of our community being scared for no reason. I wish to educate people to overcome fear so that they can come our and support solutions to problems rather than sit out in fear.
3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process?
Make our community more tolerant towards people who are marginalized and undeserved via awareness campaigns and sensitize our community to the diversity and equity needs of our future. I would like to help with promoting the work of HRC via seminars and flyers and by getting out there in front of our busy tech savvy population that seems to have a blinders sometimes for everything humanitarian.
4. Human Relations Commission Members work with the
documents listed below. If you have experience with any of No.
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these documents, please describe that experience. Experience with these documents is not required for selection.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Sunanda Mishra
Date Completed 02/19/2025
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Human Relations Commission Application
Submitted on 7 February 2025, 4:33pm
Receipt number 45
Related form version 12
Name Jessica Nelson
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94306
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for? (Partial Term expiring October 31, 2025)
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Human Relations Commission?
Email from the City
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Community Manager, Entrepreneur & Non-Profit Founder Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
CA Realtor License ID:2107508
Member of the Santa Clara Realtor Association Foundation Board of Directors.
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
I have attended local events that support local business and my teen has served with YCS (Youth Community Service). In my occupation I serve the community by providing assistance to settling expats in navigating the city and finding the support they need to adjust to living in a new city.
Personal and Job Experience
1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the
position?
I am interested in serving on the Palo Alto Human Relations Commission because I am passionate about fostering inclusive communities. With over 10 years of experience as a community manager and realtor, I have built strong relationships across diverse groups and understand the importance of collaboration. As a board member of the Santa Clara Realtor Association Foundation, I am committed to improving community well-being. Through my nonprofit, Pinnacle Coast Global, I have led initiatives focused on empowering vulnerable populations, particularly in housing and social services. My experience in real estate, nonprofit management, and community outreach will allow me to contribute meaningfully to the commission’s mission of building a more inclusive Palo Alto.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it.
A recent issue that caught my attention was the Commission’s discussion on affordable housing and its impact on vulnerable communities. As someone who works in real estate and manages housing solutions for underserved populations, I am deeply concerned about the lack of affordable housing options for low-income residents in Palo Alto. The increasing housing costs have made it increasingly difficult for families, students, and other vulnerable groups to find stable housing. This issue is of particular interest to me because my work with Pinnacle Coast Global focuses on providing housing solutions for people facing these challenges. I believe the Commission’s efforts to address this issue align with my own mission of promoting equitable access to housing and resources. I am eager to contribute to finding sustainable solutions that ensure all residents can thrive in our community.
3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process?
If appointed, I would like to see the Human Relations Commission focus on advancing affordable housing initiatives, promoting inclusivity, and strengthening community outreach programs. One goal would be to create more opportunities for affordable housing that can help support vulnerable groups, including students, families, and low-income individuals. I would also like to see more initiatives that foster cross- cultural dialogue and understanding among Palo Alto’s diverse communities. My background in real estate, nonprofit leadership, and Application Questions
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community engagement would allow me to contribute by advocating for policies that prioritize inclusivity in housing and social services.
Additionally, I would leverage my connections with local organizations to collaborate on projects that address the needs of underserved residents, ensuring that everyone in Palo Alto has access to the resources they need to thrive.
4. Human Relations Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
Although I have not yet worked directly with the specific documents listed, my experience in community management and nonprofit leadership has prepared me to quickly understand and engage with similar strategic planning materials. As the founder of Pinnacle Coast Global, a nonprofit in its early stages, I am deeply focused on assessing the needs of vulnerable populations and designing programs to address gaps in housing, social services, and community development. Although my nonprofit is new, I aspire to contribute to policies and initiatives that promote equitable access to resources. Additionally, my work on the Santa Clara Realtor Association Foundation Board has involved reviewing community plans, helping me develop skills to analyze and contribute to community-focused documents. I am eager to expand my knowledge and actively engage with these documents to further the commission’s work.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Jessica Nelon
Date Completed 02/07/2025
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Human Relations Commission Application
Submitted on 23 February 2025, 8:39pm
Receipt number 52
Related form version 12
Name Aji Oliyide
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for? (Partial Term expiring October 31, 2025)
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Human Relations Commission?
City Website
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Senior Program Manager
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
BS Mechanical Engineering - Georgia Institute of Technology MBA - Duke University
Chief Operating Officer Certification Program (in progress) - M.I.T Employer: Google for 9+ years
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Previous: SFCASA Board Member (3 years)
Current: Global Glimpse (2+ years), Board Member & Vice Chair Personal and Job Experience
1. Why are you interested in serving on the Human Relations Commission and what experience would you bring to the
position?
I am interested in this position for several reasons but the most compelling is related to: having a vested interest in acting as an agent of change and fairness for the people of Palo Alto. This is core to my ethics and how I operate in my professional and personal life. I have been at Google for 9+ years but a working professional for many more. I am consistently sought after as a mentor/coach and advisor, particularly in situations where colleagues are seeking guidance in difficult/challenging situations. I bring many years of insight from various industries and public service on nonprofit boards.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it.
City services and resources for the unhoused during periods of inclement and cold weather including warming centers: as a global citizen, the plight of unhoused people deeply concerns me. I'm very interested in not only supporting temporary solutions which provide immediate protections/care but also thoughtful longterm solutions so that people can benefit from a feeling of stability and dignity.
3. If you are appointed, what specific goals would you like to see the Human Relations Commission achieve, and how would you help in the process?
In addition to several other goals, I would love to deep dive into issues related to youth. The two Boards of which I have served (SFCASA) and Global Glimpse deal with youth in the foster care system and underrepresented youth travel, respectively. Vulnerable populations are of particular interest to me to support. I am a 15+ year program manager and an expert in execution of programs. I can lend this expertise in any way that provides value to the city.
4. Human Relations Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
N/A - I do not have direct experience with the documents listed.
If you'd like to provide any additional documents, please Application Questions
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upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Aji Oliyide
Date Completed 02/23/2025
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Utilities Advisory Commission Application
Submitted on 25 February 2025, 3:24pm
Receipt number 60
Related form version 11
Name Craig A Barney
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Utilities Advisory Commission?
Palo Alto Weekly
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Read the code, and check only ONE option below: I give permission for the City of Palo Alto to post to the City’s website the attached Board and Commission Application intact. I have read and understand my rights under Government Code Section 6254.21. I may revoke this permission at any time by providing written notice to the Palo Alto City Clerk.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Environmental Manager
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
B.S. Chemistry; UC Berkeley
MSEM: Master of Science Environmental Management; USF
Environmental Manager 40 years experience
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Previously on the CPA Compost Committee
CPA CBDG 1998
Peninsula Industrial Business Association, President 1996 Leadership Palo Alto, Member 1997
Personal and Job Experience
1. Why are you interested in serving on the Utilities Advsory Commission and what experience would you bring to the
position?
As I am nearing retirement after over 40 years in the environmental field, I am intereste=d in using my skills locally. As a PA resident, I am very concerned about increasing our green energy portfolio.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. If you have never been to a Commission meeting, you can view archived videos from the Midpen Media Center.
Fiber to the home
3. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve, and how would you help in the process?
Improving all utilities and their delivery. Smart Meters are new and would like to understand them. Solar Power at home. Battery storage at home
4. Utilities Advisory Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
Volunteered for Fiber to Home working group.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
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Signature Name of signatory: Craig A Barney
Date Completed 02/25/2025
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Utilities Advisory Commission Application
Submitted on 16 January 2025, 10:18am
Receipt number 50
Related form version 8
Name Rachel Croft
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94306
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Utilities Advisory Commission?
Other: current commissioner
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Consultant, Marketing and Strategy in Healthcare industry Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
- Current member of Utilities Advisory Commission (22 months). - For the last 8 years I worked for a company applying behavior change models for quitting smoking. As employee #4 I led early development of the product, working with smoking cessation experts to select and implement behavior change models through use of an FDA cleared biometric sensor plus behavior change app. Through data collection and iteration we learned about what works to help people quit smoking. I hope to apply this experience at UAC as we help residents and businesses adopt energy / water efficiency and modify use patterns achieve the City's sustainability goals.
- Prior to that I spent 18 years in the medical device industry in business functions: strategic marketing and business development, working in compliance with FDA and EU regulations.
- Prior to that I spent 5 years in investment banking.
BS Industrial Engineering , Stanford
MBA in Finance, Wharton U Penn
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Current UAC Commissioner (22 months)
Recently joined the Palo Alto Climate Protection Working Group (June 2024)
Greene Elementary: Current PTA Secretary (2 years)
Escondido Elementary: Safe Routes to School rep (2 years), VP Communication (2 years)
I worked actively in Southgate over the last 10 years to keep residents informed and provide input to Palo Alto regarding Grade Separation at the Churchill crossing.
Nextdoor: neighborhood lead for Southgate
Personal and Job Experience
1. Why are you interested in serving on the Utilities Advsory Commission and what experience would you bring to the
position?
I am interested in sustainability and I view utilities as key actors that can enable communities to reduce their climate impacts. This was my main reason for wanting to participate on the UAC. I am interested in bringing my experience applying behavior change models to advise CPAU as it seeks to influence resident and business usage patterns to achieve our SCAP objectives. Now that AMI is almost completely rolled out we have data to share with customers that has the potential to change behaviors if we use it effectively. I'm inspired by CPAU's opportunities and challenges and I hope to continue work on the commission for another term.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. If you have never been to a Commission meeting, you can view archived videos from the Midpen Media Center.
I'm particularly interested in time of use rates and their potential to impact usage patterns, in line with my interest in behavior change. I would like to see CPAU set rates that incentivize people use energy in ways that help us achieve clean power while maintaining reliability and resiliency.
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3. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve, and how would you help in the process?
I would like to see the UAC continue to advise and advocate for activities that will help us to achieve our SCAP goals. This would involve continued tracking of metrics (for example: 80% by 2030, penetration of electrification, HPWH uptake, etc.) and achievement against them. I also hope the UAC can advise the city on decisions that affect rates which have been increasing at a higher rate lately, with a goal of bringing the year/year increases down while still achieving reliability, service and SCAP goals.
4. Utilities Advisory Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
I have reviewed the SCAP plan in detail as it has evolved,so that I am familiar with the City's goals, especially the items that are relevant to CPAU.
I have reviewed any plans that are relevant to discussions at UAC as the discussions arise.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Rachel E Croft
Date Completed 01/16/2025
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Utilities Advisory Commission Application
Submitted on 13 February 2025, 5:19pm
Receipt number 57
Related form version 11
Name Claude Ezran
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Utilities Advisory Commission?
Email from the City
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Retired Executive
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
• Retired high-tech marketing executive, 30+ years of experience in Silicon Valley companies such as Intel, 3Com, Adobe, and start-ups, mostly at the Director and VP level.
• Director of Marketing for Oorja Fuel Cells, a clean energy company(2015-2016).
• Extensive experience working collaboratively in teams. • Member of the Board of Directors of Cable Co-op (1992-1998)..
Subscribers-owned cable TV company serving Palo Alto households.
Very similar to a publicly owned
utility.
• MBA, Harvard Business School.
• MSEE, Ecole Superieure d'Electricite (France). Studied electricity generation and transport.
• BS. Advanced mathematics and physics
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
• Human Relations Commission, including Vice-chair and Chair:2008- 2014.
• Founder and Organizer of Palo Alto World Music Day: 2009-2019 • Member of the Board of Directors, Palo Alto Recreation Foundation (PARF): 2010-2020
• Graduate of the Palo Alto Citizen Police Academy: 2019 • Member of the Community Advisory Group to the Police Chief: 2010- 2012
• Member of Steering Committee for Measure A (school parcel tax): 2005 • Treasurer of the Palo Alto PTA Council: 2004-2007.
• Member of the Board of Directors, Cable Co-op: 1992-1998.
Personal and Job Experience
1. Why are you interested in serving on the Utilities Advsory Commission and what experience would you bring to the
position?
Three examples regarding my life-long strong interest in energy and utility issues:
Director of Marketing for Oorja Fuel Cells (2015-2016).
Oorja was a clean energy company that manufactured power systems based
on methanol fuel cells. These systems reduced operating costs and greenhouse gas emissions in a wide variety of applications such as wireless telecommunications and materials handling.
Member of the Board of Directors of Cable Co-op (1992-1998) Cable Co-op was a cable TV company serving 28,000 households around
Palo Alto. It was owned by its subscribers. In many ways its mission and its functioning were very similar to those of a publicly owned utility.
MSEE, Ecole Superieure d'Electricite (France).
My engineering School was partially funded by EDF (Électricité de France), a state-owned utility which is one of the largest utilities in the world. I studied electricity generation and distribution in great detail and visited many different types of power generation plants.
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2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. If you have never been to a Commission meeting, you can view archived videos from the Midpen Media Center.
Reliability and Resiliency Strategic Plan. Resiliency is an important issue for the
Commission that I am very interested in. We need to look at what can be done to decrease the frequency and duration of power outages by looking at all the
factors that impact reliability: equipment quality, equipment placement, redundancies, risk management, human factors, etc.
Grid Modernization Project. As we increasingly move away from combustion engine cars and gas appliances, and increase our population with mandated housing, the demands on the electric grid will substantially increase above and beyond what the current grid can accommodate. This is a critical issue for the future of Palo Alto.
3. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve, and how would you help in the process?
I would put to use my analytical and problem solving skills to look at:
The progress already achieved with the deployment of our Advanced Metering Infrastructure (AMI) and how that improves conservation of water and energy, as well as how our customers are using the information provided to better manage their consumption. Are we now getting tangible benefits from AMI besides labor savings? Improving reliability and resiliency of the electric grid. Look at the entire chain of factors that impact them. How can we combine grid modernization with improvements in reliability?
Continue the focus on: clean energy, reducing greenhouse gas emissions, transition from gas to electricity, and improving sustainability.
Continue to improve recycling rates, but focus also on reducing waste in the first place.
Energy conservation programs, green building codes, etc.
4. Utilities Advisory Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
I read some of these documents in the past and will definitely spend more time on them if selected for the position.
I participated in a community workshop for the update of the Strategic Plan, in 2017.
I do, also, closely follow news about the City utilities, mostly through the Palo Alto Weekly.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Claude Ezran
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Date Completed 02/13/2025
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Utilities Advisory Commission Application
Submitted on 10 February 2025, 11:53am
Receipt number 53
Related form version 11
Name Phil Metz
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94306
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Utilities Advisory Commission?
Email from the City
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Retired researcher, consultant, and business executive.
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
Education:
• PhD in physics
• MBA in marketing
Experience:
• Commissioner, Utilities Advisory Commission (2021-present) • Co-founder, Director, and Vice President, BioPhysical Economics Institute (2020-2024)
• Research Fellow, Project Drawdown (2018-2019)
• 11 years as sustainability consultant and researcher
• 10+ years of R&D in energy efficiency and renewable energy, including electric heat pumps, cool / green roofs, solar, and community energy systems
• 16 years consulting for energy-related businesses, including electric utilities
• 6 years as renewable energy business development executive • 3 years as Palo Alto emergency services volunteer, both as BPC and as CERT
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Since 2017, my full-time focus has been energy and environmental sustainability research, advocacy, and writing.
Commissioner UAC (2021-present)
BioPhysical Economics Institute (BPEI) (2020-2024): Together with a group of scientists, economists, and executives, I co-founded BPEI and served as Director and Vice President. BPEI, a non-partisan non-profit, works to bring the natural sciences into economic analysis and financial decision making.
Project Drawdown (2018-2019): I served as a Research Fellow, focusing on heat pumps, district heating, and cool roofs to help the world reach “Drawdown” of atmospheric greenhouse gases.
Emergency Services Volunteer (ESV) (2017-present): Both a block preparedness coordinator (BPC) and a community emergency response team (CERT) volunteer.
International Rescue Committee (IRC) volunteer (2018-present): Since 2018 I have volunteered as a mentor with the IRC to help immigrants obtain jobs in the US.
Personal and Job Experience
1. Why are you interested in serving on the Utilities Advsory Commission and what experience would you bring to the
position?
I want to help CPAU become a leader in all its utilities to benefit the Palo Alto Community and as a model for others:
• Grid Modernization: CPAU plans to spend $300M+ but lacks a detailed Application Questions
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plan for how the grid would address new technologies, regulations, and SCAP needs.
• Emergency preparedness: CPAU has preparation for water operations in an emergency, but not for electricity.
• Fiber to the home (FTTH): I was proud to help get FTTH off the ground but there’s much more to do.
• Commercial energy / data centers strategy: “Commercial” represents 80% of CPAU’s electric load and, due to AI, datacenters may become giant new loads. CPAU needs a plan for these changes.
• Operational improvement: Esp. how to learn from mistakes and not repeat them.
Relevant experience I bring to UAC includes 4 years as a UAC commissioner, and expertise in physics, especially energy and renewable energy systems; biophysical economics; the utility industry; building energy systems; and executive mgmt.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. If you have never been to a Commission meeting, you can view archived videos from the Midpen Media Center.
The #1 issue is modernizing the CPAU distribution grid. I am interested because of the cost – $300M+ CAPEX – and because implementation will determine Palo Alto’s contribution to renewable energy worldwide.
But CPAU has not articulated its goals, strategy for achieving those goals, a detailed roadmap for what will be done when, and ways to reduce expenditures. I’m especially concerned that we address:
1. New technologies: The future grid will be fundamentally different from today’s grid. So, Grid Mod needs to anticipate those changes, for example, local distributed energy resources (DER) such as solar + storage; microgrids; demand side management (DSM); electric vehicles (EVs), and advanced metering (AMI).
2. SCAP: Delivering the energy called for by the City’s SCAP plan?
3. Resilience: During normal operations and during emergencies.
4. Other exogenous factors, esp. energy supply, regulations, and demand shifts, such as proliferation of large data centers.
3. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve, and how would you help in the process?
I would like to help CPAU reestablish its leadership in the utility industry:
1. Get Grid Mod on track: Develop a detailed strategy and plan, addressing (as outlined above) new transformational technologies, SCAP needs, resilience, and other exogenous factors, including energy supply, new regulations, and demand shifts.
2. Emergency preparedness across all utilities. For electricity, CPAU assumes a worst-case emergency of 24-48 hours. That is inconsistent with the Palo Alto Office of Emergency Services (OES) which recommends that we prepare for 1-2 weeks of no electricity, no water, and no help. CPAU needs to develop its emergency preparedness consistent with the OES “design emergency” and in collaboration with OES.
3. Make FTTH a success. As a member of UAC’s FTTH subcommittee, I was proud to play a role in getting FTTH off the ground – after decades of effort. I think we arrived at a good solution. And now we need to implement.
4. Utilities Advisory Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
As a UAC commissioner since 2021, I am very familiar with and have contributed to all of the CPAU-related plans listed and their subsequent revisions. Some of the contributions I’m most proud of include:
• Utilities strategic plan and Grid Mod: Commissioner Memos articulating improvements with commissioners Johnston and Phillips.
• Emergency preparedness: Commissioner Memos setting direction with commissioners Bowie and Gupta.
In addition, I have served on the Palo Alto S/CAP Ad Hoc Working Group, so I am very familiar with and have contributed to the S/CAP plan as it has evolved.
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If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Phil Metz
Date Completed 02/07/2025
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Utilities Advisory Commission Application
Submitted on 8 February 2025, 8:56pm
Receipt number 56
Related form version 11
Name Olgu
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94306
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Utilities Advisory Commission?
City Website
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Data Scientist/Software Engineer
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
I have worked for SCE and PG&E almost 10 years where I
led/participated in various RFO proposals and their evaluations as well as various gas and electric forecast/strategy/procurements.
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Currently, I am the VP of merchandise at Gunn High School Sports Boosters as well as the coach for my daughter's Girls Scout's Robotics team.
Personal and Job Experience
1. Why are you interested in serving on the Utilities Advsory Commission and what experience would you bring to the
position?
I am interested in serving on the UAC because I am passionate about ensuring that our community has access to safe, reliable, cost efficient, and sustainable utility services. I believe that thoughtful utility planning is essential for economic growth, environmental responsibility, and the well- being of residents. I will bring a strong background in engineering/data/strategy with experience in energy management & development & procurement to advise the board and the City Council. In my previous roles at SCE and PG&E, I evaluated RFOs and procurements for various products/resources which gave me insight into the challenges and opportunities in utility management. I am confident that my ability to analyze current challenges, engage with stakeholders, and develop practical solutions will contribute to informed decision- making on the commission. I look forward to collaborating with fellow members to enhance the efficiency and sustainability of our community’s utilities.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. If you have never been to a Commission meeting, you can view archived videos from the Midpen Media Center.
Grid modernization project would be one that particularly interest me. As I worked on modeling various parts of the CA grid and forecasted hourly nodal prices in CA, I will utilize my expertise to help contribute to UAC.
3. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve, and how would you help in the process?
I would like to see a robust system where an informative UAC that will guide and work with City Council effectively to accomplish the common goal of providing safe, reliable, cost efficient, and sustainable utility services to the city. I will utilize my utility background from SCE and PG&E to contribute and be a part of that robust system.
4. Utilities Advisory Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience with these documents is not required for selection.
I have experience in utility strategy, short/long term electric and gas procurement planning & execution, and grid changes needed to support electrification.
Application Questions
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If you'd like to provide any additional documents, please upload below.
Resume_Olgu_Tanriverdi.pdf
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Olgu Tanriverdi
Date Completed 02/08/2025
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Olgu Tanriverdi
2 Real Software Systems - Woodland Hills, CA May '06 - Apr '07 Technical Consultant
• Worked in a fast-paced startup to design and develop contract management software that calculates rights, royalties, and profit participation for media giants such as SONY, MGM, Activision, EA, BBC etc. based on clients’ business requirements
University of California, Los Angeles (UCLA) Sep '00 - May '06 Research & Teaching Assistant, Flight System Research Center • Conducted research with NASA, NREL, and DOE on mathematical modeling of horizontal axis wind turbines and developed nonlinear pitch and torque control algorithms to operate them on their optimal max generation point. • Lectured in Numerical Analysis, Probability, Physics, Systems & Signals, Electronic Circuits, and C++ Programming
Patents & Trade Secrets
• O Tanriverdi, inventor; Gas Turbine Engine Controller with Event Trigger (US Patent No: 9,002,617; Issued Date April 12, 2015) • O Tanriverdi, inventor; System and Method to Measure 3D Flow (US Patent No: 9,030,667; Issued Date May 12, 2015)
Conference Papers
• O. Tanriverdi, ”Ancillary Service Price Forecast in Metrix ND,” Envision 2009 Itron Conference, Phoenix, AZ, September 2009 • O. Tanriverdi and A.V. Balakrishnan, ”Maximize Wind Turbine Power Output in Transient Region,” Proc. AWEA (American Wind Energy Association), Windpower 2006 Workshop, Pittsburgh, PA, June 2006 • O. Tanriverdi and A.V. Balakrishnan, ”Pitch & Torque Control to Maximize Wind Turbine Power Output in Partial Load Region,” Proc. EWEC (European Wind Energy Conference), Business Science Technology, Electrical System Design, Integration and Control/Technical Track, Athens, Greece, February 2006
Professional Licenses & Certifications
• Coursera Machine Learning, Neural Networks & Deep Learning, Improving Deep Neural Networks • FAST.AI Deep Learning Part I & II
• Certified Lean Six Sigma Green Belt DFSS
• Certified Mediator by CA Dispute Resolution Program and LA County Community and Senior Services
Volunteer Services & Activities
• VP Merchandise Gunn High School Sports Boosters May '24 - Present • VP Scholarship NuEnergy Employee Resource Group, Diversity&Inclusion at PG&E Oct '16 – Jan ‘18 • VP Events Asian Pacific American Forum Affinity Group at GE Mar '13 - May '15 • Member of IEEE Control Systems and Computer Science Societies Mar '00 - Present
LACBA Dispute Resolution Services - West Hollywood, CA Mar '07 - Sep '07 • Analyzed the dispute and provided resolution to community residents seeking Mediation Services
Education
University of California, Los Angeles
• Ph.D. (all but unfinished thesis) in Electrical Engineering, major in Control Systems. May '06 Minors: Digital Signal Processing and Engineering Optimization • Engineer in Electrical Engineering Jun '03 • Master of Science in Electrical Engineering Jun '02 Yildiz Technical University - Istanbul, Turkiye Jun '98 • Bachelor of Science in Electronics and Communications Engineering
Awards
• Graduate Student Fellowship from the Electrical Engineering Department at UCLA Sep '00 - Mar '06 • Dean’s Special Young Alumni Award: Received Bachelor of Science degree at age of 20 Jun '98 • Placed 6th in 1997 Best Model of Turkiye Competition Aug '97
Computer Skills
• C++, Python, Fortran, C#, Google OR-Tools, SQL, Scikit-learn, TensorFlow, CPLEX, .NET, Matlab, Databricks, PySpark, SVN, Git, Perforce, Azure Functions, Kusto, REST APIs, Domo, Tableau, MicroStrategy, Adobe Analytics, Airflow, DoWhy, PSM Item 1
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Utilities Advisory Commission Application
Submitted on 23 February 2025, 1:12pm
Receipt number 58
Related form version 11
Name Barry Wolf
Cell Phone Number
Home Phone Number
Email Address
Are you a Palo Alto resident? Yes
Address
City Palo Alto
Postal Code 94303
Do you have any relatives or members of your household who are employed by the City of Palo Alto, who are currently serving on the City Council, or who are Commissioners or Board Members?
No
Are you available and committed to complete the term applied for?
Yes
Fair Political Practices
No
Excluding your principal residence, do you or your spouse own real property in Palo Alto?
No
How did you learn about the vacancy on the Utilities Advisory Commission?
Email from the City
Personal Information
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Read the code, and check only ONE option below: I request that the City of Palo Alto redact my home address, phone numbers, and email address from the attached Board and Commission Application prior to posting to the City’s website.
Consent to Publish Personal Information on the City of Palo Alto Website Occupation Research Scientist
Please list your relevant education, training, experience, certificates of training, licenses, and professional registration.
If describing work experience, please include
company/employer name and occupation.
Biochemical engineer with 26 years of experience in the biotechnology industry and academia:
• 21 years optimizing mammalian cell culture processes for protein production
• 2 years investigating the regulation of a transcription factor gene • 3 years designing and validating biopharmaceutical processes
EDUCATION
Ph.D. Chemical Engineering 2001
M.S.E. Chemical Engineering 1996
University of Michigan, Ann Arbor, Michigan
B.S. Mechanical Engineering, B.A. Biology / Philosophy minor 1992 Rutgers University, New Brunswick, New Jersey
Please describe your involvement in community activities, volunteer and civic organizations, including dates and any offices held.
Acterra EV Ambassador (volunteer), approximately 5 years Personal and Job Experience
1. Why are you interested in serving on the Utilities Advsory Commission and what experience would you bring to the
position?
As an EV enthusiast and engineer (who only owns EVs), I am aware of the rapid electrification of transportation and buildings and understand the need for utility planning to meet the needs of increased electricity demand while also accounting for rooftop solar/BESS at C&I and homes in Palo Alto. I am acutely aware of the effects of climate change on our water supply, our aging water supply infrastructure, and appreciate the importance of high quality water and high quality water service to Palo Alto residents.
2. Please describe an issue that recently came before the Commission that is of particular interest to you and describe why you are interested in it. If you have never been to a Commission meeting, you can view archived videos from the Midpen Media Center.
I am interested in how microgrids comprised of solar PV and BESS can improve the resilience, reliability, and cost effectiveness of the delivery of electricity to all users in Palo Alto. I also believe the Palo Alto Airport should be a pioneer in electric aviation.
3. If appointed, what specific goals would you like to see the Utilities Advisory Commission achieve, and how would you help in the process?
I am especially interested in helping to promote home electrification, EV ownership, planning for V2H and potentially V2G in Palo Alto, ensuring adequate transformer resources and reliability transmission lines to accommodate the growing electrification of homes and businesses, while also realizing that private investment in rooftop solar and BESS can work in synergy with the Palo Alto Utilities infrastructure to keep costs low for all stokeholds.
4. Utilities Advisory Commission Members work with the
documents listed below. If you have experience with any of these documents, please describe that experience. Experience I am not familiar with these documents but am planning to read the documents relevant to electricity.
Application Questions
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with these documents is not required for selection.
If you'd like to provide any additional documents, please upload below.
Please confirm that you have read the Boards and
Commissions Handbook.
Yes
Signature Name of signatory: Barry F. Wolf
Date Completed 02/23/2025
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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: March 24, 2025
Report #:2503-4349
TITLE
Approval of Minutes from March 10, 2025 Meeting
RECOMMENDATION
Staff recommends that the City Council review and approve the minutes.
ATTACHMENTS
Attachment A: March 10, 2025 Draft Action Minutes
APPROVED BY:
Mahealani Ah Yun
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CITY COUNCIL
DRAFT ACTION MINUTES
Regular Meeting
March 10, 2025
The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M.
Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely:
Absent:
Special Orders of the Day
1. Establish Interview Selection Process, Review Applicants, and Select Candidates to Interview for the Upcoming Board and Commission Vacancies. CEQA Status – Not a project.
NO ACTION
Agenda Changes, Additions and Deletions
Public Comment
Council Member Questions, Comments and Announcements
Study Session
2. Review of the Community Services Recreation Division 2025 Special Events Work Plan
NO ACTION
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/10/2025
Consent Calendar
MOTION: Council member Stone moved, seconded by Council member Reckdahl to approve Agenda Item Numbers 3-5.
MOTION PASSED: 7-0
3. Approval of Minutes from February 24, 2025 Meeting
4. Approval of a Revenue Agreement with Santa Clara County to Provide up to $447,849 in Funding through September 15, 2026 to enable the County to Expand Its Operating Agreement with Move Mountain View for Expanded Safe Parking Operations at 2000 Geng Road; Approve FY 2025 Budget Amendment in the General Fund and PLHA Fund; and Authorize Reallocation of PLHA Activity (6) Funds Accordingly; CEQA status – categorically exempt.
5. Approval of a Professional Services Contract Number C25191402 with Rami and Associates in an Amount Not to Exceed $1,979,902 for Development of San Antonio Road Area Plan for a Period of Three Years. CEQA Status: Exempt under CEQA Guidelines 15262.
City Manager Comments
Ed Shikada, City Manager
Action Items
6. Adoption of an Interim Urgency Ordinance Amending Palo Alto Municipal Code (PAMC) Section 18.40.160 to Allow for Early Demolition or Deconstruction on Contaminated Sites. CEQA status – exempt under CEQA Guidelines Section 15061(b)(3).
MOTION: Councilmember Stone moved, seconded by Vice Mayor Veenker to adopt the Interim Urgency Ordinance amending PAMC Section 18.40.160 to Allow for Early Demolition or Deconstruction on Contaminated Sites.
MOTION PASSED: 7-0
7. Adoption of Resolutions Amending the Comprehensive Plan to Re -Classify Portions of Ramona Street and California Avenue as Car -Free Streets and Closing those Streets to Vehicular Traffic; and Adoption of an Ordinance Allowing the City Manager to Create Item 2
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/10/2025
Regulations for these Streets, Setting Speed Limits for Bicycles on California Ave., and Implementing Ramona St. as Pedestrian Only (First Read); CEQA Status - An Addendum to the Comprehensive Plan Environmental Impact Report (EIR) (SCH#2014052101) Has Been Prepared.
MOTION: Councilmember Burt moved, seconded by Councilmember Reckdahl to:
1. Consider the Addendum to the previously adopted Comprehensive Plan 2030 Environmental Impact Report (SCH# 2014052101);
2. Adopt the Resolution amending the Comprehensive Plan Transportation Element and Glossary;
3. Adopt the Resolution approving the closure of designated sections of Ramona St. And California Avenue to vehicular traffic; and
4. FIRST READ: Adopt an ordinance creating new Chapter 10.66 in Title 10 (Vehicles and Traffic) to allow the City Manager to create regulations to control vehicular access to these streets, set speed limits for bicycles at 8 mph on California Ave, and implement Ramona St. as pedestrian only by prohibiting bicycle and skateboard riding; and
5. Direct staff to incorporate additional ADA parking on side streets and alleys , as well as very short-term drop-off/pick-up parking.
MOTION PASSED: 7-0
8. Approval of the 2025 City Council Priority Objectives, as well as Committee Objectives and Workplans. CEQA Status -- Not a Project. (Item Continued from February 24, 2025 City Council Meeting)
MOTION: Mayor Lauing moved, seconded by Councilmember Reckdahl to:
1. Approve Economic Development & Retail Vibrancy , and Climate Action and Adaptation & Natural En vironment Protection sections of the 2025 City Council Priority objectives with the following adjustments as discussed and to come back to C ouncil for final approval; and
2. Revert the Cubberley Committee to a non-Brown Act Ad Hoc; and
3. Adjust the Climate Action & Sustainability Committee to broaden the scope to include sustainability and the RRSP.
MOTION PASSED: 7-0
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 03/10/2025
Adjournment: The meeting was adjourned at 11:03 P.M.
ATTEST: APPROVED:
____________________ ____________________
City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC)
2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section
2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423 , the City Council
found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website.
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: March 24, 2025
Report #:2503-4241
TITLE
Nonprofit Partnership Workplan: Phased Approach
RECOMMENDATION
The Policy and Services Committee recommends that Council approve a phased approach to enhancing nonprofit partnerships, beginning with process improvements to nonprofit requests for funding through the FY 2026 Budget process that fall outside currently established funding processes.
EXECUTIVE SUMMARY
The City of Palo Alto's Nonprofit Partnership Workplan proposes a phased approach to enhance the City’s partnerships with nonprofit organizations, focusing on improving funding processes, accountability, and alignment with community priorities. This responds to recommendations from a 2022 City Auditor report, which identified risks and inefficiencies in current nonprofit agreements and processes. In the initial phase, the Policy and Services Committee recommends immediate process improvements for nonprofit funding requests submitted through the FY 2026 budget that fall outside of existing City grant programs. This pilot would utilize $185,000 in available funding for one-time funding requests, open to all 501(c)(3) nonprofit organizations that provide services to Palo Alto residents. This initial phase will guide the second phase of the Nonprofit Partnership Workplan, expected to begin in the summer, to strengthen nonprofit partnerships based on the guiding principles of impact-oriented focus and accountability, service alignment, fairness and inclusion, and flexibility to respond to special circumstances.
BACKGROUND
In June 2022, the Policy and Services Committee received a report from the City Auditor focused on identifying risks related to nonprofit agreements and provided corresponding recommendations for improvement.1 Key recommendations included defining clear service 1 June 14, 2022, Policy and Services Committee Meeting:
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level expectations and performance management and evaluation on all nonprofit and lease agreements, as well as quantifying non-monetary support to determine appropriate compensation for nonprofits’ use of City-owned properties.
The City of Palo Alto’s nonprofit partnerships play a vital role in delivering essential community services, yet the existing policies and processes for managing these relationships would benefit from enhanced consistency, transparency, and accountability. The absence of standardized service level agreements, performance metrics, and predictable funding processes has resulted in inefficiencies and unclear expectations for both the City and nonprofit partners. Additionally, the need for flexibility in funding emerging needs must be balanced with long-term stability for nonprofit organizations. The nonprofit partnership workplan seeks to establish a clear framework that aligns nonprofit partnerships with Council priorities, ensures fairness and inclusion in resource allocation, and strengthens financial and performance accountability while maintaining the agility to respond to evolving community needs.
On October 28, 2024, the Council held a study session to provide feedback on a framework for strengthening the City’s practices in nonprofit partnership engagement, funding, support, and evaluation.2 The framework laid out a set of foundational principles that reflect fundamental goals and values that guide the establishment and pursuit of partnerships. Through their discussion, the Council provided feedback on principles presented, revised accordingly here:
1.Impact-oriented Focus and Accountability: Partnerships will identify intended outcomes and prioritize unmet needs, and incorporate appropriate measures and reporting, while reflecting the nature of the engagements and avoiding unnecessary administrative processes.
2.Service Alignment: Programs and services should align with the Council's priorities and identified community needs.
3.Fairness, Open Access, Equity, and Inclusion: The City will maintain visibility and consistency in its partnership processes, to both the nonprofit community and public at large. Resource allocations will consider and prioritize accessibility of the resulting services to all community members, with particular attention to underserved and vulnerable populations.
4.Flexibility for Special Circumstances: The City Council will need the ability to act quickly when needed to respond to special circumstances.
As discussed at the study session, next steps would include returning to Council with recommendations for policy adjustments and new process and procedures. The Council referred refinement of the principles to the Policy and Services Committee. 2 October 28, 2024, Council Study Session:
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Given that developing and implementing the workplan will take time, staff recommended a phased approach with a near-term goal of establishing an initial process improvement in time for the FY 2026 budget process. On February 11 and March 11, 2025, the Policy and Services Committee discussed and refined this phased approach, now recommended for City Council approval.
ANALYSIS
The recommended initial phase consists of process improvement for handling nonprofit requests for funding in the FY 2026 City Budget that fall outside currently established funding processes. The Policy and Services Committee recommends a process of evaluating such requests in parallel with the overall City budget, using funds allocated for this purpose in last year’s budget.
Each year, the Council receives a handful of nonprofit funding requests through the City’s annual budget. Unlike grants requested through the City’s Human Services Resource Allocation Program (HSRAP) or Community Development Block Grant (CDBG) processes, requests to the City’s budget have varying levels of clarity and justification. Further, there is currently no method for evaluating or reviewing such requests beyond ad hoc consideration at the Finance Committee and/or full City Council.
To address this gap, the Nonprofit Partnership Workplan Phase 1 (NPW Phase 1) recommends a first step toward the overall goals of clarity in nonprofit partnerships by establishing a process through which any nonprofit funding provided through the FY 2026 budget would adhere to the principles stated above. The remainder of this report details how this can be accomplished. For ease in reference, this proposal is referred to as the “Nonprofit Partnerships Workplan Phase 1” or NPW Phase 1. Should the City Council agree to proceed with this approach, staff can develop a more intuitive title for this program.
A key dimension of NPW Phase 1 would be to require that any nonprofit request for funding through the City budget process be submitted in a form and timeframe that would enable transparent and timely review. Recognizing that the FY2026 budget process will occur within the next few months, the proposed Phase 1 process would consist of the following elements:
1.Funding Availability - Determine and communicate the total funding expected to be available, as well as funding sources to the extent affecting eligible uses.
2.Eligibility and Criteria - Define any qualifications required to be eligible for funding.
3.Application and Evaluation Process and Timeframe – Establish and communicate a clear process for submitting and reviewing requests that nonprofits can reasonably participate in.
4.Monitoring and Reporting - Set as applicable any requirements for tracking use of funds, outcomes, and associated responsibilities.
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The following reflects Policy and Services Committee’s recommendations in each of the grant elements.
1. Funding Availability
While recognizing that a specific funding target for nonprofits has not yet been set by the City Council, action from last year’s budget process3 provides a starting place for NPW Phase 1 funding availability:
A “City Events and Programming” line item was established with ongoing funding of $235,000.
These funds have not been committed to specific nonprofits for FY 2026 or beyond, though a portion has been envisioned to support community event contribution requests. This funding would be allocated in two parts:
•$185,000 would be available for nonprofits under NPW Phase 1. •$50,000 would be available for community events up to $5,000 per event.
The community event funding would be allocated on a first-come-first-served basis to community members or local organizations (not limited to nonprofits) for community-wide events. This will be similar to Know Your Neighbors grants (which continues to be a line item in the budget). The Community Services Department is developing a grant process to distribute these funds.
2. Eligibility and Criteria
Eligibility. The Policy and Services Committee also discussed applicant eligibility. Historically, requests for funding have come from a range of organizations including educational institutions and grassroots groups, many of which are nonprofits but not necessarily so. For FY 2025, the funding proposed to be used for NPW Phase 1 was allocated to one-time funding for the following organizations: United Nations Association Film Festival ($45,000), 3rd Thursdays ($40,000), Magical Bridge ($150,000), and Environmental Volunteers Foothills Nature Preserve ($11,000).
Under NPW Phase 1, ALL requests for direct funding through the City budget will be required to follow the submittal process described here.
In evaluating equity and access to funding, the Committee discussed best practices and considerations when addressing the question of balance between new and prior recipients. This included ensuring fairness and access for new applicants-allowing for innovative programs and service delivery- while also considering sustainability and continuity for existing grantees, 3 FY 2025 Budget Adoption June 17, 2024:
https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=5334&meetingTemplateType=2&comp iledMeetingDocumentId=10470
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especially if the new funding allowed an organization the opportunity to leverage funds toward other funding opportunities.
In its inaugural implementation year, the Committee felt it did not want to restrict eligibility and instead re-evaluate after the first year.
Criteria. Community grants are often evaluated by the expected service and value to the community, often referred to as public benefit; however, public benefit can be subjective and challenging to define and measure. The Committee recommends that grant requests should mostly align with Council Priorities, however wanted ensure flexibility in supporting programming that could fall outside of the four identified Priorities. The adopted 2025 Priorities are:
•Implementing Housing Strategies for Social & Economic Balance •Climate Action and Adaptation, & Natural Environment Protection •Economic Development & Retail Vibrancy
•Public Safety, Wellness & Belonging
Other criteria to be used in evaluating applications are:
•Community reach- such as the number of Palo Alto residents served •Equity impact- assess whether the organization serves underserved or underrepresented groups, if applicable. In addition, consider the cost of service to the client.
•Program/service delivery- assess the nonprofit’s capacity to deliver on program/service goals.
•Existing City grant program- is there an established City program/process in place that could accommodate the request? And if so, wanting to understand why the organization did or did not apply. This information will be helpful to understand the organization’s circumstances.
•Grant funding use- should the grant be considered for start-up seed money, overhead and staffing, capital projects, or limited to established programs or services? The Committee expressed wanting to be open to all circumstances and would instead, evaluate request impact.
Attachment A includes a draft application that identifies the information required from applicants in order to evaluate the relative impact of each application to meet the stated criteria. A template grant agreement will be added.
3. Application and Evaluation Process and Timeframe
Application. Establishing NPW Phase 1 in time for the FY 2026 budget cycle will require expedited action by the Committee and City Council in order to provide clear guidance to nonprofit organizations enabling them to provide the information required, then ultimately City Item 3
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Council approval of funding allocations by June 2025. As envisioned at this point, funding would be available for the period July 1, 2025 – June 30, 2026. While this timeframe may not be ideal for all requests, it would establish a baseline process that could be expanded on in the future.
Evaluation. Recognizing the compressed timeframe to implement this program, staff will provide support in screening and evaluating applications for the Committee’s review. In the future, the Committee would like relevant Commissions to weigh in on recommendations, such as the Human Relations Commission. The Policy and Services Committee would then make recommendations for Council approval.
The following rubric will be used to score applications. In the first year of implementation, the scoring would be relative to other requests. In the second year of the program, with a better sense of application requests, staff could recommend improvements to the rubric.
Criterion Description Weight
1. Community Reach Measures the number of Palo Alto residents served and the significance of the services.
30%
2. Equity Impact Assesses whether the organization serves underserved or underrepresented groups.
30%
3. Alignment with Goals Evaluates alignment with the Council’s Priorities 20%
4. Program Sustainability Assesses the nonprofit’s capacity to deliver and sustain its programs effectively.
20%
Timeframe. In order to integrate with the FY 2026 budget calendar, the following timeframe will be pursued. This is an ambitious timeframe, which reinforces the importance of a streamlined process to the extent possible.
Action Date
P&S recommendation to proceed with NPW Phase 1 March 11 City Council approval to proceed with NPW Phase 1 March 24 City release of a Notice of Funding Availability to local Nonprofits April 1 Proposals for funding due from Nonprofits May 9
P&S review and recommends awards June 10
City Council budget adoption includes funding appropriation and grantees June 16 The recommended timeframe provides nonprofits a 39-day application period, and award by FY 2026 Budget adoption timeframe of June. When surveyed, a total of 6 nonprofits, one of which includes the Chamber of Nonprofits with membership of about 30 nonprofits, supported and Item 3
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agreed with the timeframe. Only one nonprofit preferred a longer application period with a late August award timeframe.
4. Monitoring and Reporting
One of the areas identified for improvement by the 2022 Nonprofit Audit Report is how the City measures nonprofit partnership effectiveness through monitoring and reporting requirements.
Considering the nature of NPW Phase 1, a scaled approach to service outcomes and reporting requirements is being recommended, as this would affect the level of detail expected on applications and responsibilities of grantees.
It is considered a best practice to require expenditure reporting for all grant funding, including one-time small grant awards, particularly if the goal is to ensure accountability and transparency. Having grantees report on how the funds were used and the outcomes achieved can help track its community impact, ensure the funds were spent as intended, and provide insights for future funding decisions. However, the reporting requirements can be scaled down to match the size and scope of the grant to avoid undue burden on grantees.
Requests up to $5,000
•Brief annual report (1-2 pages) summarizing key activities and basic financial and community impact highlights.
•Financial reporting will consist of a self-certification of compliance with grant terms, which could include requesting financial reports.
$5,000-$25,000
•Annual report on service outcomes and performance metrics. •Independently prepared compilation report or CPA reviewed financial statements or IRS Form 990.
$26,000-$100,000
•Semi-annual reporting including service outcomes and performance metrics. •Depending on risk*, recommend a CPA-prepared or reviewed financial statements Requests of $100K+
•Quarterly service outcomes, performance metrics, and a year-end impact report. •Depending on risk* recommend an CPA-prepared or reviewed financial statements. *Associated risks could include funding size and dependency (lack of diversified funding portfolio), fiscal stability and performance history, type of service and impact on vulnerable populations and nonprofit governance and operational capacity, to name a few.
Consistent with the Nonprofit Audit, staff will also review the City’s administrative responsibilities associated with these grants to ensure adequate resourcing and expectations.
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Next Steps:
Should the Council approve the Policy and Services Recommendations and authorize proceeding with NPW Phase 1 implementation, staff will communicate the new funding availability through its email distribution list and various City communication platforms.
The next phases of the Nonprofit Partnership Workplan will include subsequent Committee and City Council consideration of the applicability of nonprofit partnership principles to other grants, as well as service and lease agreements. This would be initiated in the summer. Staff envisions that this may include recommending appropriate policy adjustments and programs that modify existing nonprofit partnerships over time to ensure alignment with the NPW principles.
FISCAL/RESOURCE IMPACT
Subject to City Council approval to fund the proposed NPW Phase 1 in the FY 2026 budget, the Citywide Events and Programming appropriation established by Council would be impacted. Of the ongoing $235,000 budgeted annually to fund citywide events and programming, $185,000 of the total will be dedicated to the implementation of the NPW Phase 1 grant program starting in FY 2026.
The other $50,000 will be available for citywide events planned by community members or local organizations for the benefit of the entire community at up to $5,000 per event. Funding would be allocated to qualifying proposers on a first-come-first-served basis, and the Community Services Department is currently developing a grant process to distribute these funds.
As part of the FY 2025 budget wrap-up meeting with the Finance Committee, discussion of administrative responsibilities for developing a funding process for these cultural events, including reviewing applications, invoices, receipts, and processing payments, would be managed by staff within the Community Services Department. No additional resources were added for FY 2025; however, if the City Events and Programming program expanded in future years, additional staff resources may be required to sustain the increased workload, assuming
1.0 Administrative Associate III at a cost of approximately $125,000 annually.
STAKEHOLDER ENGAGEMENT
Stakeholder engagement is underway with nonprofit partners through dedicated listening sessions to gather feedback on the principles of the nonprofit framework and the NPW Phase 1 grant program. To ensure ongoing transparency and participation, the City will launch a dedicated webpage to provide updates, highlight key developments, and share upcoming opportunities for nonprofits to engage and provide input.
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ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by the California Environmental Quality Act (CEQA). CEQA Guidelines section 15378(b)(2).
ATTACHMENTS
Attachment A: Draft Nonprofit Workplan Phase 1 Grant Application APPROVED BY:
Ed Shikada, City Manager
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ATTACHMENT A
Nonprofit Workplan Phase 1 Grant Application
ORGANIZATION INFORMATION
Are you a 501 (c)(3) nonprofit organization? Yes
No
Organization Name Year Funded EIN (Tax ID#)
Contact Person Title
Email Address Phone Number
Mailing Address Website
ABOUT YOUR ORGANIZATION
What is the mission of your organization?
Number of Employees Full-Time Staff____
Part-Time Staff___
Volunteers___
In the last two years, have you been awarded a grant or other direct funding by the City? If so, explain.
Are you qualified to apply for the Human Services Resource Allocation Program (HSRAP), Community Development Block Grant (CDBG), or Emerging Needs grant programs? If so, did you apply? Explain why or why not.
PROGRAM & COMMUNITY IMPACT
Name of Program: Grant Request Amount: $
Please provide a narrative describing your proposed program:
Total Number of people estimated to be served by this
program:
Total number of Palo Alto residents estimated to be served by this program:
Total number of Palo Alto residents estimated to be served by your agency:
Total number of unduplicated Palo Alto residents estimated to be served by the requested funding amount:
EQUITY IMPACT
Does your organization serve historically underrepresented or underserved populations? If yes, please describe. (ex.
Number or percent of demographic populations)
What measures does your organization take to promote services to underserved populations? Social Media Website
Location of program/services Direct mail
Other: (Please describe)
What fees will be charged for proposed services, if any? Will subsidized or fee waivers be offered to clients?
ALIGNMENT WITH CITY COUNCIL PRIORITIES
Briefly describe how your request supports one or more of the City Council Priorities (2-3 sentences). If not relevant indicate with “N/A.”
Climate Action and Adaptation & Natural Environment Protection:
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ATTACHMENT A
Economic Development and Retail Vibrancy:
Implementing Housing Strategies for Social & Economic Balance:
Public Safety, Wellness & Belonging:
PROGRAM GOALS
Please use the template below to list up to 3 goals related to the program(s) you are proposing with requested funding.
For each goal identify 1-3 strategies your organization will implement to achieve this goal. For each strategy, provide an objective and an outcome. Attach your Program Goals.
Example:
Goal: A general statement about the desired long-term impact.
Example: "Enhance STEM education access for underrepresented middle school girls in underserved areas.” Strategy: The overall approach or method used to achieve the goal.
Example: "Partner with local schools to develop and deliver hands-on STEM workshops led by female science professionals.”
Objective: Specific, measurable actions that need to be completed to reach the goal. Example: "Train 20 female STEM professionals to facilitate workshops reaching 100 middle school girls per year.” Outcome: The positive change or result that occurs as a direct consequence of the project activities. How will you know that the strategy is successful?
Example: "An increase in the number of girls expressing interest in pursuing STEM careers post-workshop participation.”
Describe your organization’s plan for evaluating the program’s effectiveness? Include any specific measurement tools to be used such as surveys or other tools.
PROGRAM SUSTAINABILITY
What amount and percent % of your organization’s budget is currently funded by the following:
Government Grants$_____, ___%
Private Donations$_____, ___%
Fundraising$_____, ___%
Membership Fees$_____, ___%
Fees for service$_____, ___%
Other$_____, ___%
What percentage of your organization’s annual budget does the grant request represent? •Annual Budget: $____
•Grant Request Amount: $____
•Percent of Budget: (Grant request/Annual Budget) x100 = ___% If awarded, will the contribution be used to leverage other funding opportunities? Explain (1-2 sentences).
Describe specifically how the requested funding will be used.
REQUIRED ATTACHMENTS (Section in development)
•Program Goals •IRS Determination Letter (501 (c)(3) status proof REPORTING REQUIREMENTS – (Section in development)
Requests of up to $5,000- brief annual report (1-2 pages) summarizing key activities and basic financial and community impact highlights. Financia reporting will consist of a self-certification of compliance with grant terms.
Requests >$25,000-
-Annual report on service outcomes
and performance metrics.
-CPA-prepared or reviewed financial
statements, or
-IRS Form 990
Requests $25,000-$100,000-
-Semi-annual reports on service
outcomes and performance metrics.
- CPA-prepared or reviewed financial
statements.
Requests $100,000+
-quarterly service outcomes and
performance metrics, and a year-end
community impact report.
- CPA-prepared or reviewed financial
statements.
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: March 24, 2025
Report #:2409-3501
TITLE
Approval of General Services Contract No. C25192791 with Synagro-WTT, Inc for Sludge Hauling Services for a Term of Three Years in an Amount Not to Exceed $2,584,756, for the Regional Water Quality Control Plant; CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C25192791 with Synagro-WTT, Inc for Sludge Hauling Services for the Regional Water Quality Control Plant (RWQCP) for a term of three years, in an amount not to exceed $2,584,756.
EXECUTIVE SUMMARY
Since 2019, the City has relied on contracted services to meet the sludge hauling needs of the RWQCP. The existing sludge hauling services contract, C22183016A, ends on March 31, 2025. A formal solicitation of bids was conducted through a request for quotation. Following this competitive solicitation process, staff recommends that Synagro-WTT, Inc (Synagro) be awarded the contract for sludge hauling services at the RWQCP. This contract is only for hauling sludge from the City to the two different locations that treat the sludge; the RWQCP has two separate contracts for treatment of biosolids.
BACKGROUND
The City Council approved retiring the City’s two 46-year-old sewage sludge incinerators as a measure to reduce carbon dioxide emissions by over 12,000 metric tons annually.1 The incinerators operated from 1972 until their replacement in March 2019 with a new sludge dewatering and truck loadout facility. Since March 2019, the sludge has been hauled to two 1 City Council, December 11, 2017; SR #8487;
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different regional treatment facilities. To prepare for hauling and treatment, the City solicited requests for proposals for sludge hauling and treatment services in 2017. Council approved a contract with Denali Water Solutions, LLC (Denali) in an amount not to exceed $2,181,000 for hauling services through March 31, 2022.2 Council approved a second contract with Denali in an amount not to exceed $2,427,084 through March 31, 2025.3 As part of a corporate acquisition, the Denali contract was reassigned to Synagro on September 4, 2024.3 A new contract is needed to begin three more years of hauling services beginning April 1, 2025. Five-year contracts for sludge treatment services with Lystek International Limited (Lystek) and Synagro were originally approved with a term through March 31, 2024.4 The current contracts with Lystek and Synagro on expire March 31, 2029.5
ANALYSIS
Staff recommends award of the sludge hauling contract to Synagro. Hauling unit prices relate to distance and route logistics from RWQCP to the treatment facility (e.g., bridge tolls, weigh stations, traffic, driver start/end location, drive time restrictions per driver, etc.). A breakdown of total contract cost is shown in Table 1.
Table 1: Contract Cost and Estimated Sludge Production Details Dates Cost
Estimated Maximum
Sludge Production Comment
4/1/25 – 3/31/26 $826,735 21,424 1
4/1/26 – 3/31/27 $857,571 22,281 2
4/1/27 – 3/31/28 $900,450 25,089 2, 3
Note 1: 15,624 wet tons * $38.94 / wet ton to Synagro CVC = $608,398.56 5,800 wet tons * $35.92 / wet ton to Lystek International = $208,336.00 safety program expenses in year one only = $10,000
2 City Council, June 18, 2018; SR #8913; https://portal.laserfiche.com/Portal/DocView.aspx?id=134741&repo=r- 704298fc&searchid=9de9f837-42f3-452c-b3ab-23a8a8c93c1b
3 City Council, January 24, 2022; SR #13520; https://portal.laserfiche.com/Portal/DocView.aspx?id=59319&repo=r- 704298fc
3 Fully Executed Reassigned Sludge Hauling Contract, September 4, 2024; www.cityofpaloalto.org//files/assets/public/v/1/public- works/rwqcp/contracts/synagro_denali_aa_fullyexecuted_20250226180956.446_x.pdf 4 City Council, June 18, 2018; SR #8913; https://portal.laserfiche.com/Portal/DocView.aspx?id=134741&repo=r- 704298fc&searchid=9de9f837-42f3-452c-b3ab-23a8a8c93c1b
5 City Council, February 12, 2024; Agenda Item #4, SR#2309-2048; https://portal.laserfiche.com/Portal/DocView.aspx?id=70369&repo=r-704298fc Item 4
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Note 2: Annual increase assumed to be a 5% Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco-Oakland-San Jose Area per Contract Section 6 Note 3: Additional sludge production is expected with upgraded Secondary Treatment system, which is expected to produce an estimated 34% additional waste activated sludge or about 10% additional total sludge production beginning in June 2027 The recommended contract, not to exceed $2,584,756, is based on a combination of the unit prices per wet ton and the annual increase assumed to be 5% per Contract Section 6. Additional sludge production is anticipated in contract year 3. The unit prices from Synagro for hauling to each treatment site are shown in Table 2.
Table 2: Comparison of Unit Prices in $/Wet Ton in Current and New Contract Current Contract New Contract
Exhibit C Rates 4/1/24 - 3/31/25 4/1/25 - 3/31/26
To Lystek $32.62 $35.92
To Synagro $36.67 $38.94
The hauling services involve three years of daily loadouts and hauling commencing April 1, 2025, one day after the end of the term of the existing contract with Synagro on March 31, 2025. Pricing reflects current market conditions as they relate to inflation, diesel prices, and prices for truck drivers, including rising costs for diesel fuel and drivers that commenced during the last contract term.
Solicitation Process
On October 24, 2024, a request for quotation (RFQ) for Sludge Hauling Services was posted on OpenGov, the City’s eProcurement platform. The bidding period was 40 calendar days. Quotes were received from three contractors on December 3, 2024.
Table 3: Summary of Request for Quotations
Project Bid Name/Number
Sludge Hauling Services for the Regional Water Quality Control Plant/RFQ192791
Proposed Length of Project 36 Months
Number of Bidders Notified 3346
Number of Bid Packages Downloaded 28
Public Link to Solicitation https://procurement.opengov.com/portal/palo-alto- ca/projects/123220
Total Days to Respond to Bid 40 days
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Mandatory Pre-bid Meeting Tuesday, November 13, 2024 at 9:00 a.m. PST Number of Providers at Pre-bid Meeting Five
Number of Bids Received Three
Base Bid Price Range $810,000 to $1,026,506.80
Staff reviewed the bids submitted and initially recommended Burton and Son Trucking LLC because they were the lowest bid with a Year One total of $810,000. On January 9, 2025, Burton and Son Trucking formally requested to withdraw their bid for unknown reasons. The second lowest bidder, Synagro-WWT, Inc. was issued a notice of intent to award on January 21, 2025.
Contingency for Force Majeure Situations
A force majeure may limit sludge disposal options (e.g., damaged roadways, earthquake damage, process breakdowns, new regulatory constraints, etc.). In using multiple treatment contracts with Synagro and Lystek, Palo Alto is benefiting from diversified disposal options, as well as two landfill sites identified by Burton and Son Trucking LLC. In the event sludge deliveries must be suddenly increased to one of the two treatment facilities, notification timelines for each agency are constrained. The RWQCP’s 24/7 production of sludge requires a disposal option to be activated and available within one to two days, depending on RWQCP’s available onsite storage. The contracted hauler, Synagro, can deliver sludge to two landfills as an emergency backup should the two treatment facilities be unavailable. Since the commencement of hauling services in 2019, emergency use of a landfill has not been required, with both Lystek and Synagro providing reliable daily treatment services. Synagro and Lystek’s reliability is expected to continue during the term of the hauling contract. In the event of a potential future emergency requiring use of a landfill, every effort will be made to limit landfill use. Use of landfills is problematic because it conflicts with City zero waste policies; landfill disposal prices are not guaranteed; there are operational and regulatory constraints against using a landfill for sludge disposal; and the landfill would only consider sludge disposal acceptable in short-term emergency situations due to limited ongoing capacity and regulatory limitations to landfilling biosolids.
Ongoing Regulatory Concerns
The City has participated in regional studies6 to analyze pollutants in the sludge, including Per- and Poly- Fluoralkyl Substances (PFAS), a family of chemicals found in consumer and industrial products that are known as “forever chemicals”. PFAS in biosolids are a concern because they are used as an agricultural soil amendment. California has no regulatory limits for PFAS in biosolids, and PFAS levels monitored in RWQCP biosolids are below the lowest regulatory limits 6 Bay Area Clean Water Agencies PFAS Documents; bacwa.org/pfas-links/.
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set by Michigan, New York, Wisconsin, and Colorado. In addition, Palo Alto’s biosolids are applied only to land used for rangeland, not edible, crops.
Long Range Facilities Plan Update to Look at Future Options for RWQCP Biosolids Treatment Lystek and Synagro continue to provide an efficient and cost-effective solution for biosolids treatment; however, there may be other future options to better serve the City. A long-term biosolids treatment solution was established with the October 2014 Biosolids Facilities Plan.
That plan was re-evaluated in a Biosolids Facilities Plan Update in October 2019, which was completed six months after startup of the new sludge dewatering and truck loadout facility.7 The 2019 Biosolids Facilities Plan update continued to show that offsite treatment was the best option in the interim.
The Long Range Facilities Plan8 (LRFP) was approved in 2012.9 The RWQCP is in the process of updating the LRFP. City Council approved a contract with Carollo Engineers for an LRFP Update including an update to the Biosolids Facilities Plan.10 The LRFP Update includes a task to develop an updated Biosolids Facility Plan. Development of the draft Plan and review by a Council committee is one of the Council Priority Objectives for 2025, with approval of the Plan expected in early 2026. The results of the evaluation will inform the future efficiency, environmental benefit, and cost effectiveness of sludge hauling and offsite sludge treatment services. As requested by City Council at the August 21, 2023 meeting on property acquisition adjacent to the RWQCP, the evaluation will include an analysis of the need for the Measure “E” site adjacent to the RWQCP.11
FISCAL/RESOURCE IMPACT
Funding for April through June 2025 of this contract is available in the Wastewater Treatment Fund Fiscal Year 2025 Adopted Operating Budget. The last nine months of the first year of the contract and the first three months of second year of the contract are included in the FY 2026 Proposed Operating Budget, and the remaining funding for the contract will be subject to Council approval as part of the annual budget development process. 7 Palo Alto Regional Water Quality Control Plant Biosolids Facility Plan Update; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/water-quality-control-plant/sludge- dewatering-building/finaldraft_palo_alto_bfp_update.pdf?t=47012.05 8 The Long Range Facilities Plan for the Regional Water Quality Control Plant Final Report https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/water-quality-control-plant/lrfp-final-report- 08-2012.pdf
9 City Council, July 2, 2012; SR #2914; https://portal.laserfiche.com/Portal/DocView.aspx?id=108061&repo=r- 704298fc
10 City Council, June 10, 2024; Agenda Item #6, SR #2405-2993 https://portal.laserfiche.com/Portal/DocView.aspx?id=72805&repo=r-704298fc 11 City Council, August 21, 2023; Agenda Item #7, #SR 2304-1389; https://portal.laserfiche.com/Portal/DocView.aspx?id=67189&repo=r-704298fc&searchid=28067f0a-bccb-4497- 8a7a-f5ca48147ac6
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Palo Alto RWQCP treats the combined wastewater from Palo Alto, Los Altos, Los Altos Hills, Mountain View, Stanford University, and the East Palo Alto Sanitary District. Palo Alto’s cost share is approximately 37% and the other five agencies’ share is approximately 63%.
STAKEHOLDER ENGAGEMENT
This service is part of the RWQCP’s operating budget funded by Palo Alto and the five partner agencies who use the RWQCP for wastewater treatment. The five partner agencies are regularly updated on the need for wastewater treatment services. Updates are provided each year at an annual meeting and at other periodic meetings, as needed. With respect to Palo Alto itself, the open meetings on the budget process serve as the main vehicle for engaging the community on both projects and services, and the associated rate impacts.
ENVIRONMENTAL REVIEW
Council action on this item is categorically exempt from review under the California Environmental Quality Act (CEQA) in that awarding a contract for sludge hauling services review involves the operation of an existing facility with negligible or no expansion of use. CEQA Guidelines section 15301.
ATTACHMENTS
Attachment A: Synagro Contract C25192791
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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CITY OF PALO ALTO CONTRACT NO. C25192791
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 24th day of March, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SYNAGRO-WWT, INC., a corporation, located at 435 Williams Court, Suite 100, Baltimore, MD 21220, Telephone Number: 510-890-7833 (“ CONTRACTOR”). In consideration of their mutual covenants, the parties hereto agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services ( the “Services”) described in the Scope of Services, attached at Exhibit A.
2. EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
“A” - Scope of Services
“A-1” – Palo Alto Sludge Characteristics
“B” - Schedule of Performance
“C” – Schedule of Fees
“D” - Insurance Requirements
“E” - Performance Bond
“F” – Subcontractor Listing Form
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED.
3 . TERM.
The term of this Agreement is from April 1, 2025 to March 31, 2028 inclusive, subject to the provisions of Sections R and W of the General Terms and Conditions.
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the term of this Agreement in a reasonably prompt and timely manner based upon the circumstances and direction communicated to CONTRACTOR, and if applicable, in accordance with the schedule set forth in the Schedule of Performance, attached a t Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as not-to-exceed compensation for the full performance of the Services and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total maximum Item 4
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compensation amount of dollars ($ ); OR
A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to exceed a total maximum compensation amount of Eight Hundred Twenty-Six Thousand Seven Hundred Thirty -Five dollars ( $826,735) for year one, which includes $10,000.00 for safety training, which includes Respiratory Protection Program costs, regarding sludge hauling.
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total maximum compensation set forth above. Any hours worked or services performed by CONTRACTOR for which payment would result in a total exceeding the maximum amount of compensation set forth above for performance of the Services shall be at no cost to CITY.
CITY has set aside the sum of ($) for Additional Services. CONTRACTOR shall provide Additional Services only by advanced, written authorization from the City Manager or designee. CONTRACTOR, at the CITY’s request, shall submit a detailed written proposal inc luding a description of the scope of services, schedule, level of effort, and CONTRACTOR’s proposed maximum compensation, including reimbursable expense, for such services. Compensation shall be based on the hourly rates set forth above or in Exhibit C (w hichever is applicable), or if such rates are not applicable, a negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform any Additional Services for which payment would exceed the amount set forth above for Additional Services. Payment for Additional Services is subject to all requirements and restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
CONTRACTOR’S compensation rates for each additional term shall be the same as the original term; OR
CONTRACTOR’s compensation amount outlined in Exhibit C, hourly rates, or fees, whichever is applicable as set forth in S ection 5 above, is inclusive of an annual Consumer Price Index adjustment effective immediately following the first year of active hauling services (April 1, 202 6) adjusted by a percentage equal to the change in the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco -Oakland- San Jose area, published by the United States Department of Labor Statistics (CPI) which is published most immediately preceding the commencement of the applicable Additional Term, which shall be compared with the CPI published most immediately preceding the commencement date of the then expiring term. Notwithstanding the foregoing, in no event shall CONTRACTOR’s compensation rates be increased by an amount exceeding five percent of the rates effective during the immediately preceding term. Any further adjustment to CONTRACTOR’s compensation rates shall be Item 4
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reflected in a written amendment to this Agreement.
7. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 7, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. Public Contract Code Section 9204 mandates certain claims procedures for Public Works Projects.
This project is a 9204 Public Works Project and is required to comply with the claims procedures set forth in Appendix __, attached hereto and incorporated herein.
OR
This project is not a 9204 Public Works Project.
8. INVOICING. Send all invoices to CITY, Attention: Project Manager. The Project Manager is: Andrew Lee, Assistant Plant Manager, Dept.: Public Works, Regional Water Quality Control Plant (RWQCP), 2501 Embarcadero Way, Palo Alto, CA 94303 Telephone: 650- 566-4542; Email: [email protected] and andrew.lee4@cityof paloalto.org. I nvoices shall be submitted in arrears for Services performed. Invoices shall not be submitted more frequently than monthly. Invoices shall provide a detailed statement of services performed during the invoice period, which are subject to verification by CITY. Invoices must be accompanied by supporting documentation that verifies the services performed and substantiates the charges. Invoices must also clearly list the correct purchase order number. CITY shall pay the undisputed amount o n the invoices within 30 days of receipt of a complete and correct invoice.
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this Agreement. This Agreement includes and is limited to the terms and conditions set forth in sections 1 through 8 above, these general terms and conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and qualifications to complete the services described in Section 1 of this Agreement, entitled “SERVICES,” and that every individual charged with the performance of the services under this Agreement has sufficient skill and experience and is duly licensed or certified, to the extent such licensing or certification is required by law, to perform the Services. CITY expressly relies on CONTRACTOR’s representations regarding its skills, knowledge, and certifications. CONTRACTOR shall perform all work in accordance with generally accepted business practices and performance standards of the industry, including all federal, state, and local operation and safety regulations.
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C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be considered an independent CONTRACTOR and not an agent or employee of CITY.
CONTRACTOR shall be responsible for employing or engaging all persons necessary to complete the work required under this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services under this Agreement unless CONTRACTOR obtains prior written consent of CITY.
CONTRACTOR shall be solely responsible for work performed by approved subcontractors and for any compensation due to subcontractors.
The subcontractors authorized by CITY to perform work on this Project are:
J&L Trucking – DOT #2461583
Reyes Trucking – DOT #1930207
Yellowstone Transport, LLC – DOT #2762132
CONTRACTOR bears the sole responsibility for CONTRACTOR’s and subcontractors’ costs incurred in the performance of services under this Agreement, including any of CONTRACTOR’s administrative and overhead expenses.
CONTRACTOR shall provide City with a hauling schedule so the City will know what days each subcontractor will hauling.
CONTRACTOR shall notify Program Manager in advance of any change to the selected subcontractor(s) and hauling schedule in advance of any such change
CONTRACTOR shall provide City with updated contact information for each subcontractor if at any time different from the information provided on Exhibit F SUBCONTRACTOR LISTING FORM, as well as an updated hauling schedule as appropriate.
In the first year of this contract, there is an allowance of up to $10,000 designated for the Respiratory Protection program. This allowance applies solely to CONTRACTOR.
CONTRACTOR will be responsible for ensuring that the subcontractors perform initial and recurring qualitative or quantitative respirator fit testing and obtain the qualified medical clearance for employees.
Subcontractors shall adhere to the same terms outlined in the contract including all regulations associated with Sludge Hauling. CONTRACTOR is responsible for ensuring that all subcontractors can meet these requirements prior to utilizing their service. Should a subcontractor fail to comply with the provisions outlined in this contract or is unable to fulfill the obligation of transporting the plants' sludge for any reason, the City of Palo Alto reserves the right to deny the use of that subcontractor and CONTRACTOR shall have the Item 4
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responsibility of ensuring that there is no disruption in service.
CONTRACTOR shall ensure that all s ubcontractors comply with the insurance requirements set forth in Exhibit D INSURANCE REQUIREMENTS. CONTRACTOR expressly assumes all liability for property damaged caused by any subcontractor. These obligations are independent from, and in addition to, CONTRACTOR’s obligations under paragraphs H, N, and O of this section.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees, contributions or charges applicable to the conduct of CONTRACTOR’s business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services comply with all applicable federal, state and local laws, ordinances, regulations, and orders.
G. PALO ALTO MINIMUM WAGE ORDINANCE. CONTRACTOR shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONTRACTOR shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code section
4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto.
In addition, CONTRACTOR shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code section 4.62.060.
H. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole expense, repair in kind, or as the City Manager or designee shall direct, any damage to public or private property that occurs in connection with CONTRACTOR’s performance of the Services. CITY may decline to approve and may withhold payment in whole or in part to such extent as may be necessary to protect CITY from loss because of defective work not remedied or other damage to the CITY occurring in connection with CONTRACTOR’s performance of the Services. CITY shall submit written documentation in support of such withholding upon CONTRACTOR’s request. When the grounds described above are removed, payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONTRACTOR expressly warrants that all services provided under this Agreement shall be performed in a professional and workmanlike manner in accordance with generally accepted business practices and performance standards of the industry and the requirements of this Agreement. CONTRACTOR expressly warrants that all materials, goods and equipment provided by CONTRACTOR under this Agreement shall be fit for the particular purpose intended, shall be free from defects, and shall conform to the r equirements of this Agreement. CONTRACTOR agrees to promptly replace or correct any material or service not in compliance with these warranties, including incomplete, inaccurate, or defective material or service, at no further cost to CITY. The warranties set forth in this section shall be in effect for a period of one year from Item 4
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completion of the Services and shall survive the completion of the Services or termination of this Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this Agreement to determine whether CONTRACTOR’s work is completed in a satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Any reports, information, data or other material (including copyright interests) developed, collected, assembled, prepared, or caused to be prepared under this Agreement will become the property of CITY without restriction or limitation upon their use and will not be made available to any individual or organization by CONTRACTOR or its subcontractors, if any, without the prior written approval of the City Manager.
L. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for three (3) years from the date of final payment, CONTRACTOR’s records pertaining to matters covered by this Agreement. CONTRACTOR agrees to maintain accurate books and records in accordance with generally accepted accounting principles for at least three (3) following the terms of this Agreement.
M. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
N. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full force during the term of this Agreement, the insurance coverage described at Exhibit D.
Insurance must be provided by companies with a Best’s Key Rating of A-:VII or higher and which are otherwise acceptable to CITY’s Risk Manager. The Risk Manager must approve deductibles and self- insured retentions. In addition, all policies, endorsements, certificates and/or binders are subject to approval by the Risk Manager as to form and content. CONTRACTOR shall obtain a policy endorsement naming the City of Palo Alto as an additional insured under any general liability or automobile policy. CONTRACTOR shall obtain an endorsement stating that the insurance is primary coverage and will no t be canceled or materially reduced in coverage or limits until after providing 30 days prior written notice of the cancellation or modification to the Risk Manager. CONTRACTOR shall provide certificates of such policies or other evidence of coverage satisfactory to the Risk Manager, together with the required endorsements and evidence of payment of premiums, to CITY concurrently with the execution of this Agreement and shall throughout the term of this Agreement provide current certificates evidencing the required insurance coverages and endorsements to the Risk Manager. CONTRACTOR shall include all subcontractors as insured under its policies or shall obtain and provide to CITY separate certificates and endorsements for each subcontractor that meet all the requirements of this section. The procuring of such required policies of insurance shall Item 4
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not operate to limit CONTRACTOR’s liability or obligation to indemnify CITY under this Agreement.
O. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the provisions of section N relating to insurance, CONTRACTOR shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents from and against any and all demands, claims, injuries, losses, or liabilities of any nature, including death or injury to any person, property d amage or any other loss and including without limitation all damages, penalties, fines and judgments, associated investigation and administrative expenses and defense costs, including, but not limited to reasonable attorney’s fees, courts costs and costs of alternative dispute resolution), arising out of, or resulting in any way from or in connection with the performance of this Agreement.
CONTRACTOR’s obligations under this Section apply regardless of whether or not a liability is caused or contributed to by any negligent (passive or active) act or omission of CITY, except that CONTRACTOR shall not be obligated to indemnify for liability arising from the sole negligence or willful misconduct of CITY. The acceptance of the Services by CITY shall not operat e as a waiver of the right of indemnification. The provisions of this Section survive the completion of the Services or termination of this Agreement.
P. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510 , CONTRACTOR certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital statu s, familial status, weight or height of such person. CONTRACTOR acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
Q. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement, certifies that it is aware of the provisions of the Labor Code of the State of Califor nia which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance wi th the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing and during the performance of the Services.
R. TERMINATION. The City Manager may terminate this Agreement without cause by giving ten (10) days’ prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided by law, the City Manager may terminate this Agreement immediately upon written notice of termination. Upon receipt of such notice of termination, CONTRACTOR shall immediately discontinue performance. CITY shall pay CONTRACTOR for services satisfactorily performed up to the effective date of termination. If the termination is for cause, CITY may deduct from such payment the amount of actual Item 4
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damage, if any, sustained by CITY due to CONTRACTOR’s failure to perform its material obligations under this Agreement. Upon termination, CONTRACTOR shall immediately deliver to the City Manager any and all copies of studies, sketches, drawings, computations, and other material or products, whether or not completed, prepared by CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such materials shall become the property of CITY.
S. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred without the prior written consent of CITY. No amendments, changes or variations of any kind are authorized without the written consent of CITY.
T. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Agreement. CONTRACTOR further covenants that, in the performance of this Agreement, it will not employ any person having such an interest. CONTRACTOR certifies that no CITY officer, employee, or authorized representative has any financial interest in the business of CONTRACTOR and that no person associated with CONTRACTOR has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement .
CONTRACTOR agrees to advise CITY if any conflict arises.
U. GOVERNING LAW. This Agreement shall be governed and interpreted by the laws of the State of California.
V. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire agreement between the parties with respect to the services that may be the subject of this Agreement. Any variance in the exhibits does not affect the validity of the Agreement and the Agreement itself controls over any conflicting provisions in the exhibits. This Agreement supersedes all prior agreements, representations, statements, negotiations and undertakings whether oral or written.
W. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.
X. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS .
CONTRACTOR shall comply with CITY’s Environmentally Preferred Purchasing policies which are available at CITY ’s Purchasing Division, which are incorporated by reference and may be amended from time to time. CONTRACTOR shall comply with waste Item 4
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reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include first minimizing and reducing waste; second, reusing waste and third, recycling or composting waste. In particular, CONTRACTOR shall comply with the following zero waste requirements:
• All printed materials provided by CONTRACTOR to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double -sided and printed on a minimum of 30% or greater post -consumer content paper, unless otherwi se approved by CITY ’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post - consumer material and printed with vegetable based inks. • Goods purchased by Contractor on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including , but not limited to , Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Division’s office. • Reusable/returnable pallets shall be taken back by CONTRCATOR, at no additional cost to CITY , for reuse or recycling. CONTRACTOR shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed.
Y. AUTHORITY. The individual(s) executing this Agreement on behalf of the parties represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.
Z. PREVAILING WAGES
This Project is not subject to prevailing wages. CONTRACTOR is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7, if the Agreement is not a public works contract, if Agreement does not include a public works construction project of more than $25,000, or the Agreement does not include a public works alteration, demolition, repair, or maintenance (collectively, ‘improvement’) project of more than $15,000.
OR
Contractor is required to pay general prevailing wages as defined in Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the Agreement for this Project from the Director of the Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the Purchas ing Division’s office of the City of Palo Alto. Contractor shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with the Item 4
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provisions of all sections, including, but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing wages.
AA. DIR REGISTRATION. In regard to any public work construction, alteration, demolition, repair or maintenance work, C ITY will not accept a bid proposal from or enter into this Agreement with C ONTRACTOR without proof that C ONTRACTOR and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. City requires CONTRACTOR and its listed subcontractors to comply with the requirements of SB 854.
CITY provides notice to CONTRACTOR of the requirements of California Labor Code section 1771.1(a), which reads:
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the Agreement is awarded.”
CITY gives notice to C ONTRACTOR and its listed subcontractors that C ONTRACTOR is required to post all job site notices prescribed by law or regulation and C ONTRACTOR is subject to SB 854-compliance monitoring and enforcement by DIR.
CITY requires CONTRACTOR and its listed subcontractors to comply with the requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, CONTRACTOR and its listed subcontractors, in connection with the Project.
The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of CONTRACTOR and its listed subcontractors, respectively.
At the request of C ITY, acting by its project manager, C ONTRACTOR and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the project manager within ten (10) days of receipt of C ITY’s request.
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[For state - and federally -funded projects] C ITY requests C ONTRACTOR and its listed subcontractors to submit the certified payroll records to the project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within the 10-day period, then C ONTRACTOR and its listed subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and CITY shall withhold the sum total of penalties from the progress payment(s) then due and payable to CONTRACTOR.
Inform the project manager of the location of CONTRACTOR’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the project manager within five (5) business days of any change of location of those payroll records.
BB. CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the case of any conflict between the terms of this Agreement and the exhibits hereto or CONTRACTOR’s proposal (if any), the Agreement shall control. In the case of any conflict between the exhibits hereto and CONTRACTOR’s proposal, the exhibits shall control.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO SYNAGRO-WWT, INC.
_________________________ By________________________________ City Manager or Designee
Name _____________________________
Title_______________________________
Telephone: _________________________
Approved as to form:
___________________________
City Attorney or Designee
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EXHIBIT A
SCOPE OF SERVICES
1. BACKGROUND AND PURPOSE
a. The work is for services to daily load and haul sludge from the City of Palo Alto’s sludge dewatering facility. CONTRACTOR (referred to herein as the “Hauler”) shall transport sludge to disposal sites as listed in this scope of services.
b. This work requires backup treatment facilities. The Hauler’s backup treatment sites are as listed in this scope of services.
2. PICKUP ADDRESS
Palo Alto Regional Water Quality Control Plant (“RWQCP”) Attn: Operations Shift Supervisor or Senior Operator
2501 Embarcadero Way
Palo Alto, CA 94303
650-329-2598 - phone
3. PALO ALTO SLUDGE CHARACTERISTICS
a. The material covered under this Agreement is a mix of raw, dewatered wastewater sludge and scum (hereafter, collectively referred to as “sludge”) that has not yet been stabilized.
b. The wastewater sludge is collected as waste sludge from activated sludge tanks (about 29% of total content) and primary sludge settling tanks (about 71% of total content). This blend is then thickened in gravity thickeners to 3% to 4% solids. The sludge blend is processed through grinders before being sent to a blend tank. The sludge is kept blended with mix pumps and aerated by a blower in a 100,000 gallon mix tank, is pumped to a belt filter press, is treated for odors in-line with a sodium hypochlorite solution, and is then dewatered using a high molecular weight cationic polymer solution on a belt filter press. Upstream preliminary treatment processes include grit removal and mechanically raked barscreens using ¾” spacing at the headworks.
c. Primary tank scum is pumped through a grinder, sent to a scum concentrator, and thickened to about 50% solids. This scum will be added to the 20% plus sludge cake screw conveyors that feed into sludge cake bins.
d. Solids content of filter press cake will have a solid content of not less than 20%.
e. Except as stated herein, the City cannot guarantee condition or quality of the material.
Therefore, notice is hereby given that the content and nature of the sludge and scum may change depending on RWQCP process control changes, treatment plant changes, influent characteristics, or treatment plant effectiveness.
f. The City will certify that the wastewater sludge and scum pollutant concentrations are at or below the metal concentration limits established in 40 CFR 501.13, Table 1 and Table 3.
g. Hauler is aware that wastewater sludge contains pathogenic microorganisms and does not meet all 40 CFR 503 regulations for final disposal. The City declares, and Hauler acknowledges, that:
i.The sludge does not meet the pathogen reduction requirements of 40 CFR 503.32(B)(3) [“PRSP”].
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ii. The sludge does not meet the vector attraction reduction requirements of 40 CFR 503.33(b)(1).
h. Furthermore, sludge and scum quality data is included as Table A -1 at end of this Exhibit for the Hauler’s reference. Hauler shall verify, by analyzing the data provided and making inquiries, as needed, as to the characteristics of the wastewater sludge/scum mix and their ability to haul to and process the wastewater sludge at the treatment/disposal site(s).
i. At no time during the term of this Agreement shall the City make available to the Hauler, nor shall the Hauler be obligated to handle, any wastewater sludge which is designated a hazardous waste under applicable law, rule, or regulation, and nothing herein shall relieve the City of liability or responsibility with respect to any sludge generated at its facilities which is a hazardous waste.
4. SLUDGE PRODUCTION ESTIMATES
a. This scope of services covers the disposal, including loading, transportation/hauling, delivery, and unloading of approximately 25,089 annual wet tons of raw wastewater sludge.
b. The City produces wastewater sludge twenty-four (24) hours per day, seven (7) days per week, resulting up to 25,089 wet tons annually by end of term. A breakdown is included Table A-2 for historical sludge production by the new sludge dewatering and loadou t facility, which began operation March 18, 2019. The Hauler’s transport system must have the capacity to handle the maximum levels of wastewater sludge during peak production periods (esp. after large storms that bring in extra solids).
c. Production rates may be varied or stopped to match RWQCP operational needs. Operation may also be interrupted occasionally for maintenance or repair. Advance notice of temporary interruption will be given to the Hauler whenever possible.
d. The wastewater sludge shall become the property of the Hauler at the time the material is deposited in the Hauler's trailer. Therefore, it is the Hauler's responsibility to make any and all arrangements for disposal at the treatment/disposal sites identified and approved by the City (referred to herein as the “treatment/disposal sites”).
e. The amount of biosolids to be hauled is an estimate only. Therefore, notice is hereby given that the quantity, content, and nature of the material may change depending on RWQCP process control changes, process upsets, plant upgrades, repairs, maintenance, operational improvements, belt press dewatering schedule, day of week, holidays, seasonal changes, storm-induced increases in produced solids, changes in community population, treatment plant changes, and so forth.
f. No minimum wastewater sludge generation rate is guaranteed. However, the Hauler will be required to dispose of 100% of all wastewater sludge that the City designates for disposal pursuant to this Agreement even if the total quantity exceeds the estimate.
5. GENERAL RESPONSIBILITIES
a. The Hauler shall know, follow, comply with, and stay updated on all federal, state, and local laws, regulations, statues, ordinances, orders, decrees, and permits that affect this work. This includes loading and unloading, treatment site operation and maintenance, monitoring and reporting, processing and disposal of sludge, USDOT, transportation, driver and operator certifications, environmental and pollution regulations, noise control, and inspections by authorized representatives as required by such requirements. Hauler shall provide documentation of specific permits, orders, decrees, registrations, and so forth upon request.
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All costs associated with obtaining such permits and licenses shall be considered as included in the unit price. Federal Regulations, including 40 CFR Parts 257, 258, 403 and 503, provide specific requirements for biosolids disposal and must be complied with by Hauler.
b. The Hauler agrees to furnish all information as required by the City in order to fulfill the responsibilities of the City for reporting on compliance with wastewater sludge rules and regulations as well as for accurate payment.
c. Transportation shall be by a USDOT licensed, registered hauler.
d. The Hauler will be required to furnish to City and update, as necessary, a list of telephone numbers and names of responsible parties to be called on a 24-hour, 7 days per week basis in the event of an emergency or unusual operating conditions. The Hauler’ s designated representative must be available to respond to City staff within a mutually acceptable time span (within three to four hours). It will be mandatory to have dedicated business cell phones and email for supplementary communications. The Hauler shall coordinate and cooperate with staff at the RWQCP and disposal site owners/operators (in consultation with the City) to fulfill their respective requirements.
e. Prior to initiating services under the Agreement, the Hauler’s operational team will meet with RWQCP management, operations management, and accounts payable team members at the RWQCP.
f. Raw sludge contains micro- organisms from the wastewater treatment process that include pathogens. Precautions are required. The Hauler is to follow an Exposure Control Plan for Blood Borne Pathogens pursuant to Cal OSHA rules and California Code of Regulat ions, Title 8, Section 5193. The Exposure Control Plan is to be on file for review, if requested.
i. Hauler shall provide proper training to all drivers before their first pickup and on a recurring basis, as needed.
ii. PPE shall include latex or nitrile gloves, safety shoes, eye protection, available hard hat, full length pants, and any required face coverings/respirators. This PPE shall be worn at both City site and any treatment plant site.
iii. Hauler shall have provisions for washing hands with soap, and access to potable drinking water and OSHA approved first aid kits.
g. Raw sludge releases odors during loadouts. Some loadouts produce hydrogen sulfide at levels that may require respiratory protection. Precautions are required. The Hauler is to develop and follow a written Respiratory Protection Program pursuant to Cal OSHA rules and California Code of Regulations, Title 8, Section 5144. The Respiratory Protection Program is to be on file for review, if requested.
i. An allowance of $10,000 is authorized per Exhibit C for development of a written respiratory protection program, required respiratory protection equipment, initial and recurring qualitative and/or quantitative fit testing of respirators, initial medical clearance checks for each company driver to wear a respirator, and other required components of the program.
ii. Hauler shall provide proper training to all drivers before their first pickup and on a recurring basis, as needed.
iii. Respiratory protection shall include respirators provided at no cost to drivers and fitted to each driver. Freelance drivers contracted by the hauler will be made fully aware of the respiratory protection program requirements in this section. iv. Respirators will be fitted with cartridges and rated by NIOSH as capable of treating “HS” for acid gases containing hydrogen sulfide.
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until the driver leaves the building, and as directed by Palo Alto. vi. Respirators, masks, and/or face coverings shall be worn as required by governing agencies or Palo Alto, as necessary as it relates to pandemics and public health orders.
h. The Hauler shall attend periodic meetings, as needed, to discuss items such as: operational requirements at RWQCP and treatment site(s), performance reviews, safety/spill response planning, and strategies for common benefit. Input and constructive feedback to improve all aspects of this Agreement is expected during the Agreement term. Meetings will be one- hour annual (or as needed) meetings held at RWQCP, treatment sites, a mutually agreeable location, or by telecon/virtually.
i. The wastewater treatment plant is an essential public service. The Hauler is also providing an essential service and will coordinate on continuity of operations during declared emergencies, governmental orders related to essential services, local or global pandemics, and so forth.
6. LOADING REQUIREMENTS
a. Prior to start of work, Hauler shall visually observe the truck loadout facility and verify that the Hauler’s equipment can safely operate at the RWQCP.
b. The processed wastewater sludge is conveyed to a cake storage bin for trailer loading. Vertical clearance loading access below the bypass chute’s lowest point of discharge is approximately 12’-5” above the floor, per field measurement. Hauler is to field verify vertical clearance for their own or contracted trucks prior to start of work; Hauler is not to dispatch trucks that will not fit inside the Loadout Bay.
c. The City owns and maintains the RWQCP, the sludge dewatering equipment, and the truck loadout facility. The Hauler shall only provide trucks and trailers compatible with the existing system. Trucks shall be empty upon arrival for loading at the RWQCP.
d. The Hauler will have free and easy access to the site pursuant to the security and entry protocols established by the City, as needed. Whether working in auto mode or manually, the Hauler will be responsible for opening and closing the RWQCP entrance and exit gates as well as the sludge dewatering building truck loadout bay’s roll -up doors. Any damage to City property, including landscaping, building systems, loadout chutes, entry systems, bin gates and screws, and roll-up doors caused by the Hauler shall be promptly repaired by the Hauler at no cost to the City. Hauler shall observe traffic signs and RWQCP speed limit of 5 MPH.
e. The Hauler will load all wastewater sludge into the Hauler’s trailers. The trailer will be positioned directly under the cake hoppers for loading. The cake hoppers distribute the dewatered raw sludge in the hauler’s trailer via cake loadout chutes. During the trailer loading process, a computer program is used to track the total weight of the dewatered sludge loaded into the trailer. The Hauler will be responsible for monitoring the total weight entering the trailer, load distribution in the trailer and ensuring the load does not exceed the “Full Load” established by the Hauler for each trailer. Overweight tickets are the responsibility of the Hauler.
f. Only sludge will be added into the Hauler’s trailers. Latex gloves and other debris is not to be added into the trailer. All drivers will be trained on this provision as it may lead to rejected loads at the treatment site.
g. The Hauler shall bring problems with the loadout system to the attention of RWQCP management, supervisory staff, and the designated-operator-in-charge immediately.
h. Once the Hauler’s trailer is full, Hauler shall cover the load with the tarp that is on each trailer to minimize release of odors and avoid spillage from the dewatered raw sludge while the trailer is in transport to the final treatment site. The tarp shall be placed over the trailer inside the Item 4
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loadout bay (not outside) and before roll -up doors are opened. The truck shall be promptly driven from the RWQCP site directly and out the back gate and on to the treatment/disposal site. No unnecessary parking inside the RWQCP or on Embarcadero Road is au thorized. All drivers shall be trained on entrance and exiting procedures at the facility and odor minimization rules for the truck when onsite.
i. The Hauler shall make a proper effort to take full loads of at least 21 wet tons. Hauler’s driver should not leave the RWQCP until a full load is received. Drivers are to be trained on the proper quantity to take. City shall not be responsible for Hauler failing to take a minimum loadout if the sludge bins have adequate sludge for the minimum loadout. City will not normally dispatch for anything but full loads (e.g., an exception to empty a partially full bin for special maintenance activities, in which case the minimum load charge may apply).
j. The Hauler’s trucks shall be cleaned and free of any foreign matter/contamination (from any pre-hauling or back-hauling operation) such that only dewatered sludge will be transported to the treatment/disposal site(s).
k. The City reserves the right to set a loading target below the CalDOT road limit (e.g., 2000 pounds less) to account for errors in weight readings and uncertainty caused by loadout bin weight calculations by the City’s PLC. It is the Hauler’s responsibility to pay overweight limit fines. There are no onsite zones or facilities at the RWQCP for unloading excess material to return a Hauler’s truck to a legal weight limit. There is no separate weigh scale onsite to aid the Hauler in how much material to remove.
l. The RWQCP is not a staging/storage site. Hauler shall not store or stage equipment at the RWQCP.
m. The Loadout Bay is not long enough for trucks with “sleeper” cabs unless the exit door is left open, which reduces the effectiveness of the odor control system of the Loadout Bay. Except in emergencies, no trucks will be dispatched with sleeper cabs in order to allow loadouts with maximum odor control.
n. Odor Control Best Practices
i. The misting system to neutralize odors shall be started before the driver enters Loadout Bay. The odor neutralizer is on a timer and is to be left running after the driver leaves for 60 minutes.
ii. Entrance and exit roll -up doors are to be closed before commencing a loadout to reduce offsite odors.
iii. After loadout completion, trucks are to be tarped inside the Loadout Bay before opening the exit roll-up door.
iv. The driver is to return to the building to close the exit roll -up door before promptly leaving the site through the back gate.
v. Onsite City restroom facilities should be used prior to loading a trailer so that a fully tarped trailer is not parked unnecessarily onsite.
vi. All drivers are to be trained on odor minimization protocols as part of their initial training and as needed.
o. The Loadout Bay bin discharge gates and screws must be operated safely. All drivers are to follow the City’s standard unloading procedures to operate switches for gates and screws to prevent jamming, damage, motor overloads, motor drive damage, and so fort h. Failure of a driver to follow procedures will be the responsibility of the Hauler. Standard procedure will be provided at driver initial training. Hauler is to notify new drivers not to unload without proper training by a Plant operator assigned by the designated-operator-in-charge.
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7. HAULING SCHEDULE
a. The Hauler shall receive and haul wastewater sludge daily and must have the capability to haul up to six trailers a day, seven days a week from the RWQCP. The City reserves the right to make modifications in this schedule to meet the needs of the City.
b. Loading, unloading, and treatment may be required on both a daily scheduled and as-required basis, according to the requirements of the City. The Hauler shall develop, for approval, a pickup and delivery schedule with the Project Manager. The Hauler shall be required to respond to all requests for service within twenty-four (24) hours. The RWQCP operates year round, and it is mandatory that the Hauler be available to perform the work all 365 days of the year.
c. If the Hauler coordinates with the City in advance, it may be possible to store sludge onsite at the RWQCP in the sludge cake bins and upstream sludge tanks for a short period over specific and limited number of holidays (e.g., Easter, Thanksgiving, Christmas, and New Year’s). It is the Hauler’s responsibility to coordinate with treatment sites to see if they are open on specified holidays before taking a load to a specific treatment site.
d. The RWQCP designated- operator-in-charge will normally dispatch its requested number of next-morning loadouts via email between 2:00 and 3:00 p.m. This estimate would normally be based on what is on hand in the three sludge cake bins to provide for full and time-efficient loadouts of about 25 wet tons per trailer.
e. When dispatching up to three loads a day, all loads shall be completed by 6:00 a.m. When four or more loads a day are dispatched (uncommon), loads may be scheduled for after 6:00 a.m.
If a Hauler wishes to use a single driver for up to two loads, it will be the Hauler’s responsibility to work with treatment sites about receiving hours. The City makes no guarantee about operating hours for treatment sites or treatment site charges for modifying operating hours outside of what is listed in Section 10.b.
8. HAULING REQUIREMENTS
a. The Hauler will be responsible for the Sludge when the material is deposited in the Hauler’s trailer. Hauler shall not commingle sludge from another facility prior to delivery, final treatment, and disposal.
b. Hauler shall comply with all applicable regulations including but not limited to 40 CFR 503, CARB’s Advanced Clean Fleet (ACF) regulations, and any relevant county ordinances that impact land application activities. In particular, Hauler is subject to Section 2013 of the CARB ACF regulations that govern the City’s medium- to heavy-duty fleet vehicles of gross vehicle weight rating (GVWR) greater than 8,500 lbs.
i. .
ii. Reporting: Upon request by the City, the Contractor shall provide the City within 14 calendar days with information sufficient for completion of regulatory reports including, but not limited to, the EPA a nnual report for compliance with 40 CFR 503, quarterly AB 901 reports, and records showing compliance with CARB’s ACF.
The Contractor shall confirm annually that they are either listed as compliant on CARB’s ACF webpage or provide a signed statement noting that they are not subject to the High Priority and Federal Fleets regulations. iii. The Contractor shall notify the City within 24 hours after receiving any notice of violation, legal, or enforcement action.
c. The Hauler shall be responsible for all transportation, holding, and unloading. The Hauler shall ensure that trailers are completely empty when they arrive at the RWQCP. The Hauler shall further ensure that the exterior of the truck and trailer is clean prior to leaving the RWQCP and the treatment/disposal site destination. The Hauler shall be responsible for coordination with appropriate authorities to conduct acceptable unloading operations to meet both City and the Item 4
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treatment/disposal site’s requirements.
d. Emergency / Spill Response Plan: The Hauler must submit to the City an Emergency / Spill Response Plan within three (3) weeks of Agreement award. The Hauler will ensure that their drivers are properly trained to carry out this Plan in the event of a spill and maintain copies within each truck for use during such situations . No hauling will be permitted until the Plan is received and approved by the City.
e. Emergency / Spill Response: Hauler shall ensure that Haulers are trained on the approved Emergency / Spill Response Plan and that it is implemented. The Hauler shall provide immediate cleanup of any spill during the transportation of the wastewater sludge. The Hauler shall be fully responsible for all costs associated with the cleanup or mitigation of spills during the transportation of wastewater slud ge. If the Hauler does not clean the spill, the City may clean the spill and back-charge the Hauler for all costs. A “spill” as used herein includes tracking of residuals onto public roads.
i. In addition to any other required notifications, the Hauler shall immediately notify the City by telephone at (650) 329-2598 of any spillage of wastewater sludge along the haul route and the estimated time for cleanup to be completed. The Hauler shall provide a written report within five (5) days describing any spillage incident, including at a minimum, the date, time, and location of the spill, the amount of material spilled, the methods used to clean up the spill, the cause of the spill, steps taken to prevent reoccurrence of a similar spill, and certification that the spill has been cleaned up to the satisfaction of any and all agencies having jurisdiction. ii. Hauler shall report any significant hauling incidents, including but not limited to spills, accidents and substantial delays, to the City’s project manager within three (3) hours of an occurrence. The Hauler must make all reasonable attempts to contact the City immediately following an incident. Regardless of contact being made with the City, the Hauler is expected to use best management practices for immediate corrective action. Upon notification of the City, incidents will be investigated. If required, Hauler shall resolve the incident. City may also identify problems such as contaminated or misplaced loads. If the incident is not resolved, the Hauler may receive a formal warning. Significant incidents include, but are not limited to, such things as:
i. Delays of loading, hauling, or dumping of 48 hours or more; ii. Spills of any size (including any tracking of sludge onto public roads); iii. Traffic accidents;
iv. Damage to equipment, persons, or property; and
v. Any other incidents outside normal operations
f. Hauler is to have in place a 24/7 on- call emergency services agreement with a large truck mechanic(s) to deal with any truck mechanical breakdowns at the RWQCP or on other roads to and from the RWQCP. Mechanical breakdowns shall be communicated to the RWQCP. g.
h. The Hauler must have and maintain for the term of the Agreement all hauling permits needed for the work under this Agreement.
i. The Hauler must furnish only experienced and skilled operators and other personnel as required. Hauler must ensure that employed workers have proper and valid licenses and/or certifications. The Hauler shall, at the request of the City, supply proof of these licenses and/or certifications.
j. The Hauler shall be responsible for controlling and abating any odor, spillage, insect, vermin, or any other nuisance arising from the operation.
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k. City shall provide plant process water (nonpotable, aka W4 at 90 psi) and a wash down area in the truck loadout bay, which is to be used by the Hauler to keep the loading site at the RWQCP and trucks clean and free of spillage before leaving the RWQCP. The City will provide two 1.5” nonpotable (W4) water stations with 1.5” hoses in the truck loadout bay. One is at the front of the loadout bay and one on the back side, both on the passenger side of the truck. After use, the Hauler is to put hoses away on hose stations before leaving. Any spillage or discharge of material to City or public roads shall be cleaned up promptly by the Hauler. If the City is required to clean up any spillage or discharge, all costs incurred including direct and administrative costs shall be reimbursed by the Hauler or withheld from Hauler payments.
l. The Hauler shall provide water for all vehicles used in hauling wastewater sludge to complete wash down before leaving the treatment/disposal site. The interior of trailers, as well as all exterior surfaces, including tires and mud flaps shall be completely hosed down to minimize tracking of wastewater sludge off of the treatment/disposal site.
m. It is further the Hauler’s responsibility to be cognizant of all the factors involved in furnishing labor and equipment to dispose of raw sludge including transportation, hauling, delivery and unloading of wastewater sludge from the RWQCP. Such factors include, but are not limited to, complete familiarity with the layout of the City’s facilities. The Hauler shall have complete familiarity with all access roads to the RWQCP facility, including difficulties involved in maneuvering large vehicles in confined areas. Hauler shall have available an adequate number of vehicles and trained, knowledgeable drivers to haul sludge and be able to keep a close liaison with City staff concerning scheduling or any problems related to production rates.
n. Drivers must ensure that all trucks have tailgate pins, chains, and alternate/secondary locking mechanisms in place while loaded and before leaving any site. Hauler shall use public highways and designated truck routes, ensuring that laden trucks are not left parked in high- traffic areas for extended periods of time. Hauler shall understand truck routes and traffic conditions along routes. Hauler is responsible for freeing any incapacitated truck, traffic delays, weather impacts, and road conditions.
9. HAULING EQUIPMENT
a. Hauler must operate and maintain trucks per USDOT regulations.
b. The Hauler’s truck fleet must be California Air Resources Board (CARB) compliant including a truck fleet with engines that are 2010 or newer engine model year.
c. Hauler’s trailers must hold 21 tons minimum.
d. Hauler is to provide leak -proof aluminum or stainless steel trailers with seals, tailgate seals, and wide splashguards as a requirement for hauling wastewater sludge. Each trailer shall be appropriate for wastewater sludge containment and equipped with covers (canvas or suitable alternative material) that can be securely fastened to reduce odors and contain wastewater sludge in case the trailer overturns. There shall be no gaps in the covering tarp that release odors from off -gassing, wind, and so forth. Any damages to the tarp shall be repaired immediately.
e. All hauling trucks shall be equipped with a back-up alarm consisting of a warning horn or beep that will activate any time the truck is in reverse. Each vehicle shall be equipped with scraper, shovel, broom, and other tools as necessary to allow the driver to clean vehicle and respond to drips or small spills.
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be properly maintained. Only equipment in good working condition as judged by the City is acceptable. The City may reject pieces of equipment found to be in unsatisfactory condition or performing unsatisfactory work. In the event of any rejection by the City, the Hauler must remove the unsatisfactory equipment and replace it with good and acceptable equipment immediately.
g. The Hauler shall provide the City with a list of identification numbers and maximum legal load limit for all wastewater sludge hauling trailers being utilized under this Agreement. Hauler shall conspicuously mark each trailer unit with the maximum legal weight of the unit when loaded and a corresponding "full load" indicator inside the trailer to guide loading.
h. The City will not be responsible for loss or damage of any equipment or property owned or operated by the Hauler, its agents, or employees on or off City property.
i. Hauler shall ensure that gas/oil/hydrocarbon spill -containment kits are kept on each truck and/or piece of equipment in use, and drivers are trained in their use. Each truck is to have potable water and a first aid kit.
j. Trucks with sleeper cabs are not authorized due to length requiring exit door to remain open.
10. UNLOADING REQUIREMENTS AT TREATMENT SITE
a. If the Hauler must use an emergency backup alternative because a primary treatment/disposal site (as identified in subsection (b) below) is not available, the Hauler must consult with the City prior to deposit at the backup alternative. The City reserves the right to refuse “landfill disposal” as an alternative to other emergency backup options that may cost more; the City may elect to dispose at the landfill or pay the higher hauling and disposal cost for another site, at its own discretion.
b. Sludge shall be hauled to treatment sites contracted by the City for sludge treatment and disposal. As of this writing, contracted sites are specified below and current contracted quantities are to be determined by the City (these sites are the primary treatment/disposal sites). No sludge shall be hauled to any other location without written approval from the City ahead of time.
i. Lystek International Limited Organic Material Recovery Center on the site of Fairfield- Suisun Sewer District (FSSD) 1010 Chadbourne Rd, Fairfield, CA 94534
1. Operating Hours 0400 – 2000, 7 days per week
2. Receiving Hours 24 / 7
3. 5,800 tons per year minimum, which is the City’s contracted minimum obligation with Lystek
4. Annual contract year target for Lystek will be 5,800 tons per year
5. 4,500 wet tons during May through October 1, 1 truck per day, 7 days per week (excluding holidays Hauler is not operating); 1,300 wet tons during November through April, 2 trucks per week
ii. Synagro Central Valley Compost Facility (CVC) 13757 Harmon Rd, Dos Palos, CA 93620
1. Operating Hours 0600 – 1700, 7 days per week
2. 10,000 tons per year minimum, which is the City’s contracted minimum obligation with Synagro
3. Annual contract year target for Synagro will be all tons beyond the 5,800 tons per year to Lystek and 10,000 contracted tons with Synagro
d. The Hauler shall coordinate with the listed site(s) to ensure their availab ility to receive the wastewater sludge at all times in accordance with provisions of the treatment/disposal site(s) Item 4
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permit. Provisions shall be made to accept the wastewater sludge during wet -weather periods as well as dry-weather periods.
e. The City is not responsible for any delays at the treatment/disposal site. All additional charges are the responsibility of the Hauler.
f. Hauler is to follow the procedures, safety practices, and rules established by any treatment/disposal site used, including the treatment and backup disposal sites listed in this section. Prior to the start of the services under this Agreement, Hauler shall have an approved permit and/or agreement in place with the treatment/disposal sites for the term of the Agreement. Hauler shall have needed training completed prior to the start of service. The Hauler shall meet insurance requirements of the treatment/disposal facilities, including, but not limited to, additional insured requirements.
g. The split of loads between Lystek, Synagro, and any future addition or deletion of treatment site(s) during the term of the Contract shall be as established in Section 10.b above. The splits to each treatment site will be actively managed and coordinated directly by the Hauler to meet the requirements of Section 10.b.
11. SAFETY REQUIREMENTS AND TRAINING Hauler shall provide initial training, in the presence of RWQCP operations staff, for all new drivers for the purpose of safe and proper operation of the loadout equipment. At a minimum, drivers shall learn proper procedures for check -in, communication, paperwork, safe loading and use of switches to control gates and screws in proper sequence, expectations on full loadouts and movement of truck between bins, trailer contamination prevention, safety PPE at RWQCP, odor control best practices, entry and exit door use, tarping practices, orientation to bathroom facilities, clean-up, spill response, and safe driving routes and speeds in and out of the RWQCP and on Embarcadero Road. Hauler shall provide documentation of this training to the City’s Project Manager for each driver and shall be responsible for all costs associated with this training.
12. PAYMENT AND PRICING CONDITIONS
a. See Contract, Section 8, Invoicing.
b. Payment for work is to be made on a wet tonnage basis as determined by weight tickets at the Treatment Facility. The Treatment Facility will generate a legible, licensed weigh master's certificate showing gross weight, tare weight, and net weight of each truckload of material.
Weight will be based on a certified scale owned, operated, and maintained by the Treatment Facility. The weight tickets shall be provided to the Hauler by the Treatment Facility, used by Hauler for invoicing City, and kept on file by Hauler for review by City as needed.
c. Full compensation for completing Agreement work is included in the unit prices paid for the various items of work and no separate payment will be made therefor.
d. If Hauler’s owned or leased sludge trailers that are damaged by the City, the Hauler may repair and invoice City at a quoted hourly rate for labor and parts invoiced at no more than cost plus 30%, provided that: (i) Hauler provides City with notice of damage immediately upon discovery, (ii) Hauler submits to City documentation of damage within two business days of discovery, (iii) Hauler provides City with an opportunity to inspect the damage prior to repair, and (iv) City approves the claim for damage including estimated repair cost.
e. If during the course of the proposal, a new treatment site is identified, the Hauler shall be requested to provide pricing per wet ton to haul sludge to that treatment site using the same terms and conditions as in this contract. This additional pricing will be incorporated through amendment to the contract at the time the City Council approves the new treatment site (e.g., through a new RFP or some other measure).
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13. DOCUMENTATION, PERMITS, AND INSURANCE
a. The Hauler shall maintain all required permits to perform the services during the term of this Agreement.
b. The Hauler shall, at all times during the transportation, storage, and disposal of sludge to be managed under this Agreement, know the location, condition and status of each item being managed.
14. GUARANTEE. The Hauler warrants and guarantees that equipment used are of the type and quality specified herein. If in the opinion of the City, the equipment is found to be imperfect or of a grade inferior to that set forth in the requirements or are found to be deficient against any other standard set forth in the Agreement, they will be rejected and must be replaced without expense to the City.
a. The Hauler understands that prompt pickup and disposal of sludge is critical to RWQCP operations. The Hauler warrants and guarantees to meet requirements set forth in this Agreement, including this scope of services.
b. In the event of failure to comply with the above mentioned conditions within a reasonable time after notice, the City will take all necessary steps to dispose of the sludge, at the expense of the Hauler, who agrees to pay the costs and charges therefore immediately upon demand.
c. The signing of the Agreement by the Contractor shall constitute execution of the above guarantees.
15. GOODS TO BE SUPPLIED AND WORK TO BE PERFORMED. The Hauler shall perform all work necessary to complete the Agreement in a satisfactory manner. Unless otherwise provided, the Hauler shall furnish and provide all materials, equipment, tools, labor and incidentals necessary to transport, haul, deliver and unload per these specifications.
END OF SECTION
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EXHIBIT “A-1”
PALO ALTO SLUDGE CHARACTERISTICS
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EXHIBIT B
SCHEDULE OF PERFORMANCE
CONTRACTOR shall perform the sludge treatment and disposal services in Exhibit A (Scope of Services) in accordance with Section 7 and 1 of Exhibit A.
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EXHIBIT C
SCHEDULE OF FEES
CITY shall pay CONTRACTOR according to the following rate schedule. The maximum amount of compensation to be paid to CONTRACTOR, including both payment for services and reimbursable expenses, shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any services provided or hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY.
Pricing: Unit prices will be in US dollars and are price per wet ton for a term of contract.
The unit price per wet ton includes all fees, taxes, and surcharges.
Maximum Compensation Per Contract Year as set forth in Section 6 of the Agreement.
Contract Year 1 2 3 Total
Base Bid $826,735 $857,571 $900,450 $2,584,756
Additional
Services $0 $0 $0
$0
Total Base Bid +
Additional
Services $826,735 $857,571 $900,450 $2,584,756
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MISCELLANEOUS
a. Year 2 and Year 3 increases shall be on contract year anniversary date. Contract year anniversary date is defined as April 1, 2026 and April 1, 2027 for year 2 and 3, respectively. b. Truck washout charges are to be included in the pricing. c. In case of price increase due to new regulatory fees, Hauler must notify the City of Palo Alto in writing before any additional fees will be allowed.
d. Demurrage will not be charged for pickup of sludge up to and including 60 minutes of loading time.
After 60 minutes, the demurrage charge of $95/hour will apply if the City causes the delay. e. Demurrage will not be charged for delays caused by the Hauler not having proper paperwork at the time of arrival at the RWQCP site.
f. A California No. 2 diesel ultra-low sulfur fuel surcharge is to be added to Hauler or credited to Palo Alto on a monthly basis. The monthly average cost of diesel fuel will be adjusted each month as determined from the California Energy Information Administration (EIA) website (www.eia.gov). The baseline amount of
$4.733/gallon will be used from the weekly value of diesel fuel (effective 9/16/24). A Hauler fleet fuel efficiency of 5.5 miles per gallon and a truckload of 25 tons will be used for purposes of calculation.
i. To Lystek International: Surcharge/Credit = (EIA monthly average cost of diesel in California - $4.733)
* 162 miles round trip * 1 / 5.5 miles per gallon * 1 / 25 tons ii. Synagro Central Valley Composting: Surcharge/Credit = (EIA monthly average cost of diesel in California - $4.733) * 228 miles round trip * 1 / 5.5 miles per gallon * 1 / 25 tons
g. If a minimum load of 21 wet tons, compliant with the terms of Exhibit A Section 6.i, is not met, then Hauler is authorized to invoice for a charge of a full load of 21 wet tons. h. An allowance of up to $10,000 is authorized in Bid Schedule Item 3 on a reimbursement basis to develop a written respiratory protection program, perform initial and recurring qualitative or quantitative respirator fit testing, and obtain initial qualified medical clearance for employees to wear a respirator. This allowance can be used for new company drivers that are added to provide loadouts at the RWQCP. The vendor’s cost of maintaining the written respiratory protection program after the $10,000 allowance is reimbursed will be provided to Palo Alto at no cost.
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EXHIBIT D
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED : CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS”
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A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE EMAILED TO: [email protected]
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EXHIBIT E
BONDS
PERFORMANCE SURETY BOND REQUIRED
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EXHIBIT F
SUBCONTRACTOR LISTING FORM
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: March 24, 2025
Report #:2411-3808
TITLE
Approval of General Services Contract No. C25193187 with Universal Security Company in the Amount of $220,752 for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant for a Period of Nine Months; CEQA status - Categorically Exempt under Sections 15301 and 15302
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C25193187 with Universal Security Company for security services at the Municipal Service Center (MSC) and the Regional Water Quality Control Plant (RWQCP) for a nine-month term in the amount of $220,752, including $190,512 for basic services and $30,240 for additional services.
BACKGROUND
For the past five years, Universal Security Company has provided security services at MSC and RWQCP under contract C20176003 which expired on October 7, 20241. In January 2020, City Council approved Amendment No. 1 which expanded contract’s scope of work to include security services at RWQCP2. In 2024, while the Public Works Department (PWD) was in the process of finalizing solicitation documentation for a new contract, the City began discussing service needs at City Hall. The finalization of solicitation documents was paused while needs at City Hall were evaluated. Ultimately, staff pursued in-house public safety support as needed for City Council meetings allowing the RFP for services at other facilities to continue. 1 City Council, October 7, 2019; SR #10574; https://portal.laserfiche.com/Portal/DocView.aspx?id=147875&repo=r- 704298fc&searchid=3c00fd1a-510b-42b4-981f-875c2db5673f
2 City Council, January 13, 2020; Agenda Item #3; SR #10735; https://portal.laserfiche.com/Portal/DocView.aspx?id=147876&repo=r-704298fc&searchid=b376d176-7fe5-4813- b163-38eb87e93133
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ANALYSIS
The recommended contract (Attachment A) maintains uninterrupted security services at the MSC and RWQCP with two staff positioned at each location respectively. Each guard will work eight hours per day, excluding City holidays, at a pay rate of $31.50 per hour. The contract also includes a provision for overtime hours to address unplanned events requiring additional security coverage.
The contract will cover the period from February 1, 2025, to October 31, 2025, allowing time for the solicitation process. The total cost for the nine-month contract is $220,752. A sum of $30,240 has been set aside for additional services to allow for 640 hours of unplanned/ overtime services. The base labor hourly rate in the interim contract increased by $9.10, from $22.40 per hour in the final year of the previous five-year contract to $31.50 per hour in the interim contract. During the previous contract term, the service provider-maintained a below- market hourly rate of $22.40 without any annual increases to account for inflation or rising labor costs in the San Francisco Bay Area for the full contract term. PWD staff conducted a market analysis for unarmed security guard services in the region and determined that the current market rate ranges from $34.00 to $39.00 per hour. Therefore, while the interim contract reflects an increase of $9.10 per hour, the new rate remains below the prevailing labor market costs for this geographic area.
To optimize resources and maintain service continuity, the City is using the existing service provider for the interim contract until the solicitation process for a new security contract is completed.
FISCAL/RESOURCE IMPACT
The security services contract will be funded through contributions from the Public Works Department General Fund, Wastewater Treatment Fund, and the Utilities Department Fiscal Year 2025 adopted operating budgets. Contract funding (base and overtime hours) will be allocated by funding source as follows:
Funding Source Contract Amount
Wastewater Treatment Fund $110,376
General Fund
(PWD contract services)
$110,376
(via the cost allocation plan, utilities enterprise funds reimburse costs of $25,386)
TOTAL CONTRACT $220,752
STAKEHOLDER ENGAGEMENT
Departments and groups contributing funding for the security services at the MSC and RWQCP have been apprised of funding requirements for the contract and the projected costs of the new contract in developing their Fiscal Year 2026 operating budgets.
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ENVIRONMENTAL REVIEW
This contract is categorically exempt from the California Environmental Quality Act (CEQA) under Sections 15301 and 15302 of the CEQA guidelines as an alteration to an existing facility and no further environmental review is necessary.
ATTACHMENTS
Attachment A: Contract with Universal Security Company; C25193187 APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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CITY OF PALO ALTO CONTRACT NO. C25193187
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 1st day of February, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and UNIVERSAL SEMICONDUCTOR, INC. dba UNIVERSAL SECURITY COMPANY, a California corporation, located at 1925 Zanker Road, San Jose, CA 95112, Telephone Number: 408-234-4797 (“CONTRACTOR”). In consideration of their mutual covenants, the parties hereto agree as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services ( the “Services”) described in the Scope of Services, attached at Exhibit A.
Optional On -Call Provision (This provision only applies if checked and only applies to on-call agreements.)
Services will be authorized by CITY, as needed, with a Task Order assigned and approved by CITY’s Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-1. Each Task Order shall designate a CITY Project Manager and shall contain a specific scope of work, a specific schedule of performance and a specific compensation amount. The total price of all Task Orders issued under this Agreement shall not exceed the amount of Compensation set forth in Section 5 of this Agreement. CONTRACTOR shall only be compensated for work performed under an authorized Task Order and CITY may elect, but is not required, to authorize work up to the maximum compensation amount set forth in Section
5. 2. EXHIBITS. The following exhibits are attached to and made a part of this Agreement:
Exhibit “A” - Scope of Services
Exhibit “A-1” – On-Call Task Order (Optional)
Exhibit “B” - Schedule of Performance
Exhibit “C” – Compensation and Schedule of Fees
Exhibit “D” - Insurance Requirements
Exhibit “E” - Performance and/or Payment Bond
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED.
3 . TERM.
The term of this Agreement is from February 1, 2025 to October 31, 2025 inclusive, subject to the provisions of Sections R and W of the General Terms and Conditions.
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4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within the term of this Agreement in a reasonably prompt and timely manner based upon the circumstances and direction communicated to CONTRAC TOR, and if applicable, in accordance with the schedule set forth in the Schedule of Performance, attached at Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as not-to-exceed compensation for the full performance of the Services and reimbursable expenses, if any:
The total maximum lump sum compensation of dollars ($ ); OR
The sum of dollars ($ ) per hour, not to exceed a total maximum compensation amount of dollars ($ ); OR
A sum calculated in accordance with the f ee schedule set forth at Exhibit C, not to exceed a total maximum compensation amount of Two Hundred Twenty Thousand Seven Hundred Fifty-Two dollars ($220,752.00).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total maximum compensation set forth above. Any hours worked or services performed by CONTRACTOR for which payment would result in a total exceeding the maximum amount of compensation set forth above for performance of the Services shall be at no cost to CITY.
CITY has set aside the sum of Thirty Thousand Two Hundred Forty dollars ($30,240.00) for Additional Services. CONTRACTOR shall provide Additional Services only by advanced, written authorization from the City Manager or designee. CONTRACTOR, at the CITY’s request, shall submit a detailed written proposal including a description of the scope of services, schedule, level of effort, and CONTRACTOR’s proposed maximum compensation, including reimbursable expense, for such services.
Compensation shall be based on the hourly rates set forth above or in Exhibit C (whichever is applicable), or if such rates are not applicable, a negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform any Additional Services for whic h payment would exceed the amount set forth above for Additional Services. Payment for Additional Services is subject to all requirements and restrictions in this Agreement.
6. COMPENSATION DURING ADDITIONAL TERMS.
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CONTRACTOR’S compensation rates for each additional term shall be the same as the original term; OR
CONTRACTOR’s compensation rates shall be adjusted effective on the commencement of each Additional Term. The lump sum compensation amount, hourly rates, or fees, whichever is applicable as set forth in section 5 above, shall be adjusted by a percentage eq ual to the change in the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco -Oakland- San Jose area, published by the United States Department of Labor Statistics (CPI) which is published most immediately preceding the co mmencement of the applicable Additional Term, which shall be compared with the CPI published most immediately preceding the commencement date of the then expiring term. Notwithstanding the foregoing, in no event shall CONTRACTOR’s compensation rates be increased by an amount exceeding five percent of the rates effective during the immediately preceding term. Any adjustment to CONTRACTOR’s compensation rates shall be reflected in a written amendment to this Agreement.
7. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 7, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. Public Contract Code Section 9204 mandates certain claims procedures for Public Works Projects, which are set forth in “Appendix _n/a_ Claims for Public Contract Code Section 9204 Public Works Projects”.
This project is a 9204 Public Works Project and is required to comply with the claims procedures set forth in Appendix __, attached hereto and incorporated herein.
OR
This project is not a 9204 Public Works Project.
8. INVOICING. Send all invoices to CITY, Attention: Project Manager. The Project Manager is: Ivan Zhang, Dept.: Public Works, Telephone: 650-. Invoices shall be submitted in arrears for Services performed. Invoices shall not be submitted more frequently than monthly. Invoices shall provide a detailed statement of Services performed during the invoice period and are subject to verification by CITY. CITY shall pay the undisputed amount of invoices within 30 days of receipt.
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GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of this Agreement. This Agreement includes and is limited to the terms and conditions set forth in sections 1 through 8 above, these general terms and conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the expertise and qualifications to complete the services described in Section 1 of this Agreement, entitled “SERVICES,” and that every individual charged with the performance of the services under this Agreement has sufficient skill and experience and is duly licensed or certified, to the extent such licensing or certification is required by law, to perform the Services. CITY expressly relies on CONTRACTOR’s representations regarding its skills, knowledge, and certifications.
CONTRACTOR shall perform all work in accordance with generally accepted business practices and performance standards of the industry, including all federal, state, and local operation and safety regulations.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this Agreement, CONTRACTOR and any person employed by CONTRACTOR shall at all times be considered an independent CONTRACTOR and not an agent or employee of CITY. CONTRACTOR s hall be responsible for employing or engaging all persons necessary to complete the work required under this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any Services under this Agreement unless CONTRACTOR obtains prior written consent of CITY. CONTRACTOR shall be solely responsible for directing the work of approved subcontractors and for any compensation due to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all taxes, fees, contributio ns or charges applicable to the conduct of CONTRACTOR’s business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the Services comply with all applicable federal, state and local laws, ordinances, regulations, and orders.
G. PALO ALTO MINIMUM WAGE ORDINANCE. CONTRACTOR shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, Item 5
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CONTRACTOR shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONTRACTOR shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code section 4.62.060.
H. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRA CTOR shall, at its sole expense, repair in kind, or as the City Manager or designee shall direct, any damage to public or private property that occurs in connection with CONTRACTOR’s performance of the Services. CITY may decline to approve and may withhold payment in whole or in part to such extent as may be necessary to protect CITY from loss because of defective work not remedied or other damage to the CITY occurring in connection with CONTRACTOR’s performance of the Services. CITY shall submit written documentation in support of such withholding upon CONTRACTOR’s request. When the grounds described above are removed, payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONTRACTOR expressly warrants that all services provided under this Agreement shall be performed in a professional and workmanlike manner in accordance with generally accepted business practices and performance standards of the industry and the requirements of this Agreement. CONTRACTOR expressly warrants that all materials, goods and equipment provided by CONTRACTOR under this Agreement shall be fit for the particular purpose intended, shall be free from defects, and shall conform to the requirements of this Agreement. CONTRACTOR agrees to promptly replace or correct any material or service not in compliance with these warranties, including incomplete, inaccurate, or defective material or service, at no further cost to CITY. The warranties set forth in this section shall be in effect for a period of one year from completion of the Services and shall survive the completion of the Services or termination of this Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this Agreement to determine wh ether CONTRACTOR’s work is completed in a satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Any reports, information, data or other material (including copyright interests) developed, collected, assembled, prepa red, or caused to be prepared under this Agreement will become the property of CITY without restriction or limitation upon their use and will not be made available to any individual or organization by CONTRACTOR or its subcontractors, if any, without the prior written approval of the City Manager.
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L. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for three (3) years from the date of final payment, CONTRACTO R’s records pertaining to matters covered by this Agreement. CONTRACTOR agrees to maintain accurate books and records in accordance with generally accepted accounting principles for at least three (3) following the terms of this Agreement.
M. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by CITY shall operate as a waiver on the part of CITY of any of its rights under this Agreement.
N. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full force during the term of this Agreement, the insurance coverage described at Exhibit D. Insurance must be provided by companies with a Best’s Key Rating of A- :VII or higher and which are otherwise acceptable to CITY’s Risk Manager. The Risk Manager must approve deductibles and self- insured retentions. In addition, all policies, endorsements, certificates and/or binders are subject to approval by the Risk Manager as to form and content. CONTRACTOR shall obtain a policy endorsement naming the City of Palo Alto as an additional insured under any general liability or automobile policy. CONTRACTOR shall obtain an endorsement stating that the insurance is primary coverage and will not be canceled or materially reduced in coverage or limits until after providing 30 days prior written notice of the cancellation or modification to the Risk Manager. CONTRACTOR shall provide certificates of such policies or other evidence of coverage satisfactory to the Risk Manager, together with the required endor sements and evidence of payment of premiums, to CITY concurrently with the execution of this Agreement and shall throughout the term of this Agreement provide current certificates evidencing the required insurance coverages and endorsements to the Risk Manager. CONTRACTOR shall include all subcontractors as insured under its policies or shall obtain and provide to CITY separate certificates and endorsements for each subcontractor that meet all the requirements of this section. The procuring of such require d policies of insurance shall not operate to limit CONTRACTOR’s liability or obligation to indemnify CITY under this Agreement.
O. HOLD HARMLESS. To the fullest extent permitted by law and without limitation by the provisions of section N relating to insurance, CONTRACTOR shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents from and against any and all demands, claims, injuries, losses, or liabilities of any nature, including death or injury to any person, property damage or any other loss and including without limitation all damages, penalties, fines and judgments, associated investigation and administrative expenses and defense costs, including, but not limited to reasonable attorney’s fees, courts costs and costs of alternative dispute resolution), arising out of, or resulting in any way from Item 5
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or in connection with the performance of this Agreement. CONTRACTOR’s obligations under this Section apply regardless of whether or not a liability is caused or contr ibuted to by any negligent (passive or active) act or omission of CITY, except that CONTRACTOR shall not be obligated to indemnify for liability arising from the sole negligence or willful misconduct of CITY. The acceptance of the Services by CITY shall n ot operate as a waiver of the right of indemnification.
The provisions of this Section survive the completion of the Services or termination of this Agreement.
P. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510, CONTRACTOR certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital statu s, familial status, weight or height of such person.
CONTRACTOR acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation ther eof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
Q. WORKERS' COMPENSATION . CON TRACTOR, by executing this Agreement, certifies that it is aware of the provisions of the Labor Code of the State of Califor- nia which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable , before commencing and during the performance of the Services.
R. TERMINATION. The City Manager may terminate this Agreement without cause by giving ten (10) days’ prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any of its mat erial obligations under this Agreement, in addition to all other remedies provided by law, the City Manager may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately discontinue performance. CITY shall pay CONTRACTOR for services satisfactorily performed up to the effective date of termination. If the termination is for cause, CITY may deduct from such payment the amount of actual damage, if any, sustained by CITY due to CONTRACTOR’s failure to perform its material obligations under this Agreement. Upon termination, CONTRACTOR shall immediately deliver to the City Manager any and all copies of studies, sketches, drawings, computations, and other material or products , whether or not completed, prepared by CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such materials shall become the property of CITY.
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S. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their successors and assigns t o all covenants of this Agreement. This Agreement shall not be assigned or transferred without the prior written consent of CITY. No amendments, changes or variations of any kind are authorized without the written consent of CITY.
T. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Agreement. CONTRACTOR further covenants that, in the performance of this Agreemen t, it will not employ any person having such an interest. CONTRACTOR certifies that no C ITY officer, employee, or authorized representative has any financial interest in the business of CONTRACTOR and that no person associated with CONTRACTOR has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement . CONTRACTOR agrees to advise CITY if any conflict arises.
U. GOVERNING LAW. This Agreement shall be governed and interpreted by the laws of the State of California.
V. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the entire agreement between the parties with respect to the services that may be the subject of this Agreement. Any variance in the exhibits does not affect the validity of the Agreement and the Agreement itself controls over any conflicting provisions in the exhibits. This Agreement supersedes all prior agreements, representations, statements, negotiations and undertakings whether oral or written.
W. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.
X. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CON TRACTOR shall comply with CITY ’s Environmentally Preferred Purchasing policies which are available at CITY ’s Purchasing Division, which are incorporated by reference and may be amended from time to time.
CONTRACTOR shall comply with waste reduction, reuse, recycling and disposal requirements of CITY ’s Zero Waste Program. Zero Waste best practices include first minimizing and reducing waste; second, reusing waste and third, recycling or Item 5
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composting waste. In particular, CONTRACTOR shall comply with the following zero waste requirements:
• All printed materials provided by CONTRACTOR to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double- sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY ’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or g reater post -consumer material and printed with vegetable based inks.
• Goods purchased by Contractor on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including, but not limited to , Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Division’s office.
• Reusable/returnable pallets shall be taken back by CONTRACTOR, at no additional cost to CITY, for reuse or recycling. CONTRACTOR shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed.
Y. AUTHORITY. The individual(s) executing this Agreement on behalf of the parties represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.
Z. PREVAILING WAGES
This Project is not subject to prevailing wages. CONTRACTOR is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7, if the Agreement is not a public works contract, if Agreement does not include a public works construction project of more than $25,000, or the Agreement does not include a public works alteration, demolition, repair, or maintenance (collectively, ‘improvement’) project of more than $15,000.
OR
Contractor is required to pay general prevailing wages as defined in Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft , classification, or type of worker needed to execute the Agreement for this Project from the Director of the Item 5
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Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the Purchasing Division’s office of the City of Palo Alto. Contractor shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with the provisions of all sections, including, but not limited to, Section s 1775, 1776, 1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing wages.
AA. DIR REGISTRATION. In regard to any public work construction, alteration, demolition, repair or maintenance work, CITY will not accept a bid proposal from or enter into this Agreement with CONTRACTOR without proof that CONTRACTOR and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. City requires CONTRACTOR and its listed subcontractors to comply with the requirements of SB 854.
CITY provides notice to CONTRACTOR of the requirements of California Labor Code section 1771.1(a), which reads:
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the Agreement is awarded.”
CITY gives notice to CONTRACTOR and its listed subcontractors that CONTRACTOR is required to post all job site notices prescribed by law or regulation and CONTRACTOR is subject to SB 854-compliance monitoring and enforcement by DIR.
CITY requires C ONTRACTOR and its listed subcontractors to comply with the requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, CONTRACTOR and its listed subcontractors, in connection with the Project.
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The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of CONTRACTOR and its listed subcontractors, respectively.
At the request of CITY, acting by its project manager, CONTRACTOR and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the project manager within ten (10) days of receipt of CITY’s request.
[For state- and federally-funded projects] CITY requests CONTRACTOR and its listed subcontractors to submit the certified payroll records to the project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within the 10-day period, then CONTRACTOR and its listed subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and CITY shall withhold the sum total of penalties from the progress payment(s) then due and payable to CONTRACTOR.
Inform the project manager of the location of CONTRACTOR’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the project manager within five (5) business days of any change of location of those payroll records.
BB. CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the case of any conflict between the terms of this Agreement and the exhibits hereto or CONTRACTOR’s proposal (if any), the Agreement shall control. In the case of any conflict between the exhibits hereto and CONTRACTOR’s proposal, the exhibits shall control.
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IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
__________________________
City Attorney or designee
UNIVERSAL SEMICONDUCTOR, INC. dba
UNIVERSAL SECURITY COMPANY
Officer 1
By: ________________________________
Name: ______________________________
Title: _______________________________
Officer 2
By: ________________________________
Name: ______________________________
Title: _______________________________
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EXHIBIT A
SCOPE OF SERVICES
Scope of Work for Municipal Service Center (MSC)
CONTRACTOR shall supply all labor, materials, equipment and incidentals necessary to provide unarmed security guard services at the Municipal Service Center (MSC) facility at the City of Palo Alto.
The general performance criteria shall include but not be limited to provide unarmed security guard services to:
1. CONTRACTOR shall provide a security sweep and inspection of the entire MSC facility. The sweep shall occur at 9:15 am after he/she takes their morning break and again at 1:30 pm before morning guard leaves at 2:30 pm.
2. Security sweeps and inspections shall be continuous while there are two guards are present. Inspections shall include perimeter fence lines, building exterior doors, storage containers, employee parking lots, and all vehicle and pedestrian gates.
3. The front vehicle gate shall be open from 7:00 am. to 4:30 pm.
4. The 1
st guard shall work from 6:00 am to 2:30 pm and will open front vehicle gate at 7am.
5. The 2nd guard shall work from 8:30 am to 5:00 pm and will close front vehicle gate at 4:30 pm.
6. On a quarterly basis, the Contractor will send the City’s Project Manager a proposed schedule of the officers on duty, which will include the name of each security personnel, working hours, and emergency contact number for each employee. The City of Palo Alto understands that the staffing schedule submitted may be subject to change.
7. All non-City vehicles and pedestrians will be stopped at the gate before entry. a. All visitors must have an appointment with staff on site. City Staff will send an email or call the security guard shack to notify the security officers of who the visitor/s will be and what time to expect them.
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b. Security officer shall call the City staff when the visitor arrives to authorize the entry of the visitor. Visitor is not allowed entry until contact is made with City staff.
c. Security officer shall log visitor’s name, driver license number, company name, date, and time.
d. Visitors shall be given a visitor badge and a parking pass if they are parking in the yard. A parking pass is not required if the visitor parks outside of the yard in visitor parking.
e. Security officer must retrieve the guest passes and parking pass when visitors exit.
f. All non-city vehicles will be checked visually prior to exiting the MSC. This will not include checking secured vehicle areas such as trunks or enclosed truck boxes, but a brief visual inspection of the interior of the vehicle and/or open truck bed.
8. Stores Shipping and Receiving hours are from 7:00 a.m. to 3:00p.m. a. No deliveries are allowed inside the yard outside of the Stores’ hours. b. Regular deliveries such as UPS, FedEx, DHL, Amazon, etc. do not need to be checked in or out. Security officers shall direct them to the Building A Stores loading docks.
c. It is the responsibility of the second guard to monitor these deliveries to verify the drivers stay near the loading dock area.
9. Other vendors and contractors that are not required to be checked in and out. a. Garbage trucks that are picking up garbage or fueling with CNG. b. Palo Alto School District buses fueling with CNG.
c. Debris box trucks.
d. Street sweeper contractor.
e. Tow trucks dropping off or picking up City vehicles. f. Material supplier delivery trucks such as Home Depot, Grainger, Ferguson, Pinecone Lumber, etc.
10. Perform inspections, detection, and investigation of all security-related incidents, violations of City regulations and City employee safety, and report to appropriate authorities and the Project Manager.
11. Respond promptly and appropriately to all security-related emergencies.
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12. Patrol the entire facility to provide a visible presence to discourage vandalism or unauthorized entry throughout the day.
13. Notify the appropriate law enforcement agency and Project Manager of any unlawful activity.
14. Immediate threats must be reported immediately to public safety officials and in person or by phone to the City’s Project Manager or Assistant Director Public Works for Public Services, or the Facilities Dept Helpdesk (in that order). Non- urgent issues must be reported by next business day via email to the City’s Project Manager.
15. Contractor shall issue parking tickets for parking violations such as illegal parking, not parking within designated lines, not displaying parking permit, etc.
Officer Check In/Out Procedure:
1. Officers shall badge in through the employee person gate at the front of the yard at the beginning of each shift.
2. Officers shall badge out through the employee person gate at the front of the yard at the end of each shift.
3. The City will only pay for hours that are actually staffed by the security officers.
The contractor may not bill for hours when an officer did not show up for work or was late for work.
Personnel Requirements:
1. Officer Uniforms
a. All security officers must always wear a security uniform. b. The uniform must have the word “Security” on the front and back of the uniform, in conformance with the State of California requirements. c. The name of the individual officer shall be on the front of the uniform. d. All uniforms (collar shirts and pants) shall be cleaned and pressed regularly.
e. All collar shirts shall be tucked in neatly with dark color slacks and shoes.
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f. High visibility apparel and/or reflective vest is recommended due to the requirement of working in vehicle traffic situations.
g. All uniforms shall be approved by the City’s Project Manager prior to wearing them onsite.
2. Officer Qualifications:
a. Be able to communicate effectively in both written and oral English. b. Possess a valid California Driver’s License or Identification. c. Be a legal resident of the United States of America. d. Have successfully completed the educational requirements and successfully passed the examinations required by the State of California, Department of Consumer Affairs.
e. Be capable of performing the assigned tasks.
f. Passed background check and have no disqualifying criminal conviction record as
determined by City.
g. Must ensure that at least one person every day has a working knowledge of the MSC.
h. Possess a current security guard card.
3. Code of Conduct
a. Security staff shall always stand and greet every vehicle (even City marked vehicles) as it arrives to make their presence known to arriving visitors.
b. Communications should be firm but polite with all visitors and staff. c. Violators of the security Standard Operating Procedure shall be identified to the Project Manager immediately.
d. No security staff is allowed on the premises outside of the assigned hours of this Agreement unless authorized by the City’s Project Manager. e. The City Guard shack will always be properly maintained. f. Computer, phone, and radio issued by the City shall be kept in good condition.
g. Security staff shall only park in assigned parking spaces. h. Security staff is not allowed to have visitors while on duty. i. Security staff shall not leave the site without notifying the Project Manager
4. Equipment:
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a. Contractor shall furnish all equipment necessary to perform the work as described herein.
b. All equipment shall be kept in good condition. Required equipment shall include but not be limited to:
i. Flashlights and two-way radios/smart phones.
ii. Appropriate winter and summer wear for staff meeting guidelines in the “Personnel” section above.
Reports
1. Security Officers shall be responsible for the following reports. a. Daily visitor log sheets.
b. Contractor shall submit to the City’s Project Manager an Incident Report for any security related issue.
c. Contractor may use their own forms, subject to prior approval from the City’s Project Manager. All reports should be submitted via email. All reports prepared during the term of this Contract shall become the property of the City.
Officer Wages
1. Contractor must follow the federal, state, and local minimum wage law each year of the contract.
Invoicing
1. Contractor shall invoice monthly and it shall only include staff hours worked.
2. Contractor shall include time sheets for each staff that worked during the billing cycle.
Replacement of Security Guards
1. City reserve the right to refuse or reject any personnel under this agreement, who, in the City’s belief, fails to meet the minimum requirements set forth.
Scope of Work for Regional Water Quality Control Plant (WQCP)
CONTRACTOR shall supply all labor, materials, equipment and incidentals necessary to provide unarmed security guard services at the Regional Water Quality Control Plant at the City of Palo Alto.
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The general performance criteria shall include but not be limited to provide unarmed security guard services to:
1. Contractor shall provide security sweeps and inspections of the entire WQCP.
The sweep shall occur as required throughout the day.
2. Inspections shall include perimeter fence lines, building exterior doors, storage containers, employee parking lots, and all vehicle and pedestrian gates.
3. The front vehicle gate shall be open from 5:30 a.m. to 4:00 p.m.
4. At least one officer shall be at the guard shack from 5:30 a.m. to 4:00 p.m.
5. On a quarterly basis, the Contractor will send the City’s Project Manager a proposed schedule of the officers on duty, which will include the name of each security personnel, working hours, and emergency contact number for each employee. The City of Palo Alto understands that the staffing schedule submitted may be subject to change.
6. All non-City vehicles and pedestrians will be stopped at the gate before entry. a. All visitors must have an appointment with staff on site. City Staff will send an email or call the security guard shack to notify the security officers of who the visitor/s will be and what time to expect them. b. Security officer shall call the City staff when the visitor arrives to authorize the entry of the visitor. Visitor is not allowed entry until contact is made with City staff.
c. Security officer shall log visitor’s name, driver license number, company name, date, and time.
d. Visitors shall be given a visitor badge and a parking pass if they are parking in the yard.
e. Security officer must retrieve the guest passes and parking pass when visitors exit.
f. All non-city vehicles will be checked visually prior to exiting the MSC. This will not include checking secured vehicle areas such as trunks or enclosed truck boxes, but a brief visual inspection of the interior of the vehicle and/or open truck bed.
7. Stores Shipping and Receiving hours are from 6:00 a.m. to 2:00p.m.
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a. No deliveries are allowed inside the yard outside of the Stores’ hours unless approved by plant employees in advance.
b. Regular deliveries such as UPS, FedEx, DHL, Amazon, etc. do not need to be checked in or out. Security officers shall direct them to the Building A Stores loading docks.
c. It is the responsibility of the second guard to monitor these deliveries to verify the drivers stay near the loading dock area.
8. Other vendors and contractors that are not required to be checked in and out. a. Garbage trucks that are picking up garbage.
b. Debris box trucks.
c. Street sweeper contractor.
d. Tow trucks dropping off or picking up City vehicles. e. Material supplier delivery trucks such as Home Depot, Grainger, Ferguson, Pinecone Lumber, etc.
9. When two guards are present, escort delivery drivers or other visitors to their destination, if RWQCP staff are unable to assist and the visitor might get lost.
10. Issue clean bottles to identified Septic Haulers for the Septic Haulers to use in collecting a sample. Guards are not expected to handle or be exposed to wastewater samples. Turn away Septic Haulers during periods of temporary shutdowns of the discharge location and/or when specific haulers are no longer in good standing as identified by the City’s Project Manager.
11. Perform periodic security checks on exterior roadways surrounding the RWQCP, reporting any issues to an authorized RWQCP supervisor or designated operator in charge.
12. If requested in future when technology provisions are changed at the RWQCP, do the following: (a) use city provided computer to authorize entry by approved back gate entrants via the back gate camera feed and a remote entry access authorization on guard shack’s phone keypad; and (b) monitor RWQCP camera feeds for security issues on city provided computer, reporting any issues to an authorized RWQCP supervisor or designated operator in charge.
13. Perform inspections, detection, and investigation of all security-related incidents, violations of City regulations and City employee safety, and report to appropriate authorities and the Project Manager.
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14. Respond promptly and appropriately to all security-related emergencies.
15. Patrol the entire facility to provide a visible presence to discourage vandalism or unauthorized entry throughout the day.
16. Notify the appropriate law enforcement agency and Project Manager of any unlawful activity.
17. Immediate threats at the WQCP must be reported immediately to public safety officials and in person or by phone to the onsite Operations Supervisor/Senior Operator, Assistant Manager of WQCP, and/or Plant Manager. (in that order).
Non-urgent issues must be reported by next business day via email to the City’s Project Manager.
18. WQCP employee and visitor parking lots are within the facility. Employees will enter the front main vehicle gate via the security service or through the key-code entry back vehicle gate.
19. Visitors to the WQCP with a legitimate business purpose are authorized to park inside the WQCP. City employees can park their personal vehicles inside the WQCP.
20. Issue and receive tickets to recycled water trucks filling up at the recycled water standpipe; turn away recycled water trucks without a legitimate permit to use the standpipe.
Personnel Requirements:
1. Officer Uniforms
a. All security officers must always wear a security uniform. b. The uniform must have the word “Security” on the front and back of the uniform, in conformance with the State of California requirements. c. The name of the individual officer shall be on the front of the uniform. d. All uniforms (collar shirts and pants) shall be cleaned and pressed regularly.
e. All collar shirts shall be tucked in neatly with dark color slacks and shoes. f. High visibility apparel and/or reflective vest is recommended due to the requirement of working in vehicle traffic situations.
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g. All uniforms shall be approved by the City’s Project Manager prior to wearing them onsite.
2. Officer Qualifications:
a. Be able to communicate effectively in both written and oral English. b. Possess a valid California Driver’s License or Identification. c. Be a legal resident of the United States of America. d. Have successfully completed the educational requirements and successfully passed the examinations required by the State of California, Department of Consumer Affairs.
e. Be capable of performing the assigned tasks.
f. Passed background check and have no disqualifying criminal conviction record as
determined by City.
g. Must ensure that at least one person every day has a working knowledge of the MSC.
h. Possess a current security guard card.
3. Code of Conduct
a. Security staff shall always stand and greet every vehicle (even City marked vehicles) as it arrives to make their presence known to arriving visitors.
b. Communications should be firm but polite with all visitors and staff. c. Violators of the security Standard Operating Procedure shall be identified to the Project Manager immediately.
d. No security staff is allowed on the premises outside of the assigned hours of this
Agreement unless authorized by the City’s Project Manager. e. The City Guard shack will always be properly maintained. f. Computer, phone, and radio issued by the City shall be kept in good condition.
g. Security staff shall only park in assigned parking spaces. h. Security staff is not allowed to have visitors while on duty. i. Security staff shall not leave the site without notifying the Project Manager.
4. Equipment:
a. Contractor shall furnish all equipment necessary to perform the work as described herein.
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b. All equipment shall be kept in good condition. Required equipment shall include but not be limited to:
i. Flashlights and two-way radios/smart phones.
ii. Appropriate winter and summer wear for staff meeting guidelines in the “Personnel” section above.
Reports
5. Security Officers shall be responsible for the following reports. a. Daily visitor log sheets.
b. Contractor shall submit to the City’s Project Manager an Incident Report for any security related issue.
c. Contractor may use their own forms, subject to prior approval from the City’s Project Manager. All reports should be submitted via email. All reports prepared during the term of this Contract shall become the property of the City.
Officer Wages
1. Contractor must follow the federal, state, and local minimum wage law each year of the contract.
Invoicing
1. Contractor shall invoice monthly and it shall only be for staff hours worked.
2. Contractor shall include time sheets for each staff that worked during the billing cycle.
Replacement of Security Guards
1. City reserve the right to refuse or reject any personnel under this agreement, who, in the City’s belief, fails to meet the minimum requirements set forth.
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EXHIBIT “A-1”
GENERAL SERVICES TASK ORDER
Contractor hereby agrees to perform the work detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into the Agreement by this reference. The Contractor shall furnish the necess ary facilities, professional, technical and supporting personnel required by this Task Order as described below.
CONTRACT NO. ISSUE DATE
Purchase Requisition No.
1A. MASTER AGREEMENT NUMBER
1B. TASK ORDER NO.
2. CONTRACTOR
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT $______________________________
5. BUDGET CODE: _______________
COST CENTER_________________
COST ELEMENT______________
WBS/CIP___
PHASE___
6. CITYPROJECTMANAGER’SNAME/DEPARTMENT_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES
MUST INCLUDE:
WORK TO BE PERFORMED
SCHEDULE OF WORK
BASIS FOR PAYMENT & FEE SCHEDULE
DELIVERABLES
REIMBURSABLES (with “not to exceed” cost)
8. ATTACHMENTS: A: Scope of Services B: __________________________________ ---------------------------------------------------------------------------------------------------------------------------------
I hereby authorize the performance of I hereby acknowledge receipt and acceptance the work described above in this Task Order. of this Task Order and warrant that I have authority to sign on behalf of Contractor.
APPROVED: APPROVED:
CITY OF PALO ALTO COMPANY NAME: ______________________
BY:__________________________________ BY:____________________________________ Name ________________________________ Name __________________________________ Title_________________________________ Title___________________________________ Date _________________________________ Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
Required Duties:
CITY requires two unarmed security officers for the Municipal Service Center located at 3201 East Bayshore Road, Palo Alto with operation hours from 6 am to 5 pm, Monday through Friday, excluding holidays. The morning shift shall be from 6:00 am to 2:30 pm and the later (mid-morning) shift shall be from 8:30 am to 5:00 pm. The different time shifts will allow for coverage at the guard shack during lunch and regularly scheduled breaks, as well as restroom breaks. A lunch break of 30 minutes is allotted for each security officer. The City will not pay for this lunch break for the security officers.
CITY requires two unarmed uniformed security officers for the Regional Water Quality Control Plant (WQCP) located at 2501 Embarcadero Way, Palo Alto with operation hours from 5:30 am to 4 pm, Monday through Friday, excluding holidays. The morning shift shall be from 5:30 am to 2:00 pm and the later (mid-morning) shift shall be from 7:30 am to 4:00 pm. The different time shifts will allow for coverage at the guard shack during lunch and regularly scheduled breaks, as well as restroom breaks. A lunch break of 30 minutes is allotted for each security officer. The City will not pay for this lunch break for the security officers.
Additional Security Services: All location may require additional security services for special events and/or special circumstances.
The Contractor shall notify the City’s designated Project Manager at least 24 hours in advance if for any reason the security officers cannot meet the required schedule.
Holidays
January 1 - New Year’s Day
3rd Monday in January - Martin Luther King Jr.
3rd Monday in February - Lincoln’s Birthday
Last Monday in May – Memorial Day
4th of July
1st Monday of September - Labor Day
2nd Monday of October – Columbus Day
November 11 - Veteran’s Day
Thanksgiving Day (2)
Day after Thanksgiving
December 25 - Christmas Day
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EXHIBIT C
COMPENSATION AND SCHEDULE OF FEES
CITY shall pay CONTRACTOR according to the following rate schedule . The maximum amount of compensation to be paid to CONTRACTOR, including both payment for services and reimbursable expenses, shall not exceed the amounts set forth in Sections 5 and 6 of the Agreement. Any services provided or hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY.
INSERT DETAILED RATE SCHEDULE
Type of Hours Hourly Rate Hours per
day
# of working
days Cost
Straight Time (ST) MSC $ 31.50 16 189 $ 95,256.00 Overtime (OT) MSC $ 47.25 16 19 $ 14,364.00 MSC Open House $ 47.25 16 2 $ 1,512.00
Type of Hours Hourly Rate Hours per
day
# of working
days Cost
Straight Time (ST)
RWCQP $ 31.50 16 189 $ 95,256.00
Overtime (OT) RWCQP $ 47.25 16 19 $ 14,364.00
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EXHIBIT D
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSUL TANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS”
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City of Palo Alto General Services Agreement 27 Rev. March 29, 2018
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, TH E ISSUING COMPANY SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
CITY OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
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City of Palo Alto General Services Agreement 28 Rev. March 29, 2018
EXHIBIT E
BONDS
[ATTACH BOND FORMS IF BONDS ARE REQUIRED]
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Administrative Services
Meeting Date: March 24, 2025
Report #:2410-3624
TITLE
Adoption of a Resolution Authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and Appropriate City Staff to Examine Sales and Use Tax Records from the California Department of Tax and Fee Administration (CDTFA); Adoption of an Ordinance Amending the Municipal Code to Update References to CDTFA; CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that the City Council:
1. Adopt a resolution authorizing MuniServices LLP, Hinderliter de Llamas & Associates, and appropriate City staff to examine sales and use tax records from the California Department of Tax and Fee Administration (Attachment A), and
2. Adopt an ordinance amending Municipal Code Chapters 2.32 (Sales and Use Tax) and
4.10 (Solicitors, Peddlers, Pawnbrokers, Secondhand Dealers, and Other Businesses Regulated by Police) to delete references to the State Board of Equalization and replace with the California Department of Tax and Fee Administration (Attachment B).
BACKGROUND
California Revenue and Taxation Code Section 7056 authorizes the examination of confidential sales and use tax data by officers or employees of local jurisdictions who are designated by resolution of the legislative body of the jurisdiction. The review of confidential information is governed by state law, which sets certain requirements and conditions for the disclosure of sales and use tax records. State law also establishes criminal penalties for the unlawful disclosure of sales and use tax information.
After a Request for Proposals (RFP) process, the City contracted with Avenu Insights & Analytics1 to perform a sales tax audit, analysis, and projections. Although Avenu is the official 1 City Council, June 19, 2023: https://portal.laserfiche.com/Portal/DocView.aspx?id=66194&repo=r- 704298fc&searchid=11351563-322c-453d-ae31-aa866556d8eb
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name of the company, it still operates under MuniServices, LLC for sales tax examination purposes. In August 2023, staff contracted with Hinderliter de Llamas & Associates (HdL) to implement the City’s business tax. In February 2024, Council approved the contract with HdL to administer, collect, and perform tax audits, including review of tax credits such as the sales tax credit.2
Prior to the City Auditor function being contracted to Baker Tilly, the Office of the City Auditor (OCA) shared the sales and use tax audit function with MuniServices. With the change in service delivery of the City Auditor function, the sales and use tax audit function was fully transitioned to MuniServices.
The Resolution authorizing appropriate personnel to examine sales and use tax data replaces a prior Resolution adopted by the Council on April 4, 2005.3 In 2017, the State Legislature adopted the Taxpayer Transparency and Fairness Act4, which reorganized tax collection and administration by transferring many duties previously performed by the Board of Equalization (BOE) to the newly-created California Department of Tax and Fee Administration (CDTFA). CDTFA is now responsible for administrating many of the taxes formally handled by the BOE, including sales and use, fuel and cigarette taxes. CDTFA also handles the auditing of taxpayers with regard to these taxes.
ANALYSIS
The attached resolution revises the list of positions in the City that have authority to examine sales and use tax records for taxes collected for the City by CDTFA and allows the City Manager make updates as needed in the future. The resolution also formalizes MuniServices’ and HdL’s ability to work with the CDTFA on sales and use tax and business tax audit matters.
In addition to the attached resolution, staff recommends updating the Palo Alto Municipal Code (PAMC) to replace references to the State Board of Equalization (State BOE) with the California Department of Tax and Fee Administration (CDTFA) (Attachment B). The City’s tax administration was not affected by the outdated references because the Muni Code includes a provision automatically incorporating changes to state law (PAMC 2.32.150). Updating the references, however, will improve clarity and ease of use of the Code by referring to the appropriate responsible state agency.
2 City Council, February 5, 2024: https://portal.laserfiche.com/Portal/DocView.aspx?id=70303&repo=r- 704298fc&searchid=ae1218b6-8637-4cc3-9d55-61265d95f27f
3 City of Palo Alto Resolution No. 8509, approved April 4, 2005:
https://www.cityofpaloalto.org/files/assets/public/v/1/city-clerk/resolutions/reso-8509.pdf 4 Taxpayer Transparency and Fairness Act of 2017:
https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201720180SB86 Item 6
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FISCAL/RESOURCE IMPACT
Approval of this resolution has no fiscal impact to the City.
STAKEHOLDER ENGAGEMENT
Administrative Services staff conferred with the Office of the City Auditor regarding this update.
It was determined that the City Auditor or their staff no longer need access to sales and use tax records for taxes remitted to the City.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because is it an administrative activity. CEQA Guidelines section 15378(b)(2).
ATTACHMENTS
Attachment A: Resolution of the City of Palo Alto Authorizing Examination of Sales or Transactions and Use Tax Records
Attachment B: Ordinance of the Council of the City of Palo Alto Amending the Palo Alto Municipal Code to Delete Obsolete References to the California Board of Equalization and Replace Them with References to the California Department of Tax and Fee Administration
APPROVED BY:
Lauren Lai, Administrative Services Director
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Resolution No. ________
A Resolution of The City of Palo Alto Authorizing Examination of Sales or Transactions and Use Tax Records
R E C I T A L S
A. Under Ordinance Number 2756, the City of Palo Alto (City) entered into a contract with the California Department of Tax and Fee Administration (Department), formerly the State Board of Equalization, to perform all functions incident to the administration and collection of sales and use taxes.
B. Under Ordinance Number 2756 and California Revenue and Taxation Code section 7270, the City entered into a contract with the California Department of Tax and Fee Administration (Department) to perform all functions incident to the administration and collection of sales and use taxes.
C. The City Council of the City of Palo Alto deems it desirable and necessary for authorized officers, employees and representatives of the City to examine confidential sales and use tax records of the Department pertaining to sales and use taxes collected by the Department for the City pursuant to that contract.
D. Section 7056 of the California Revenue and Taxation Code sets forth certain requirements and conditions for the disclosure of Department records, and Section 7056.5 of the California Revenue and Taxation Code establishes criminal penalties for the unlawful disclosure of information contained in, or derived from, the sales and use tax records of the Department.
NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. That the following listed employee titles are hereby appointed to represent the City with authority to examine sales and use tax records of the Department pertaining to sales and use taxes collected for the City by the Department pursuant to the contract between the City and the Department:
• City Manager
• Assistant City Manager
• Deputy City Manager
• Assistant to the City Manager
• Administrative Services Director
• Assistant Director, Administrative Services Department • Director, Office of Management and Budget
• Budget Manager
• Principal Management Analyst
• Treasury, Debt, and Investments Manager
• Senior Management Analyst, Administrative Services Department • Management Analyst, Administrative Services Department Item 6
Attachment A -
Resolution Authorizing
Examination of Sales or
Transactions and Use Tax
Records
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• Other officer or employee of the City designated in writing by the City Manager to the California Department of Tax and Fee Administration
SECTION 2. The information obtained by examination of Department records shall be used only for purposes related to the collection of City sales and use taxes by the Department pursuant to the contract between the City and the Department, and for purposes related to the following governmental functions of the City:
(a) Budget revenue forecasting;
(b) Administration of the City’s Business Tax; and
(c) Economic Development activities.
The information obtained by examination of Department records shall be used only for those governmental functions of the City listed above.
SECTION 3. That Hinderliter de Llamas & Associates and MuniServices, LLC. are hereby designated to examine the sales or transactions and use tax records of the Department pertaining to sales and use taxes collected for the City by the Department. The persons or entities designated by this section meet all of the following conditions, which are also included in the contracts between the City and Hinderliter de Llamas & Associates and MuniServices, LLC.:
(a) has an existing contract with the City to examine those sales and use tax records;
(b) is required by that contract to disclose information contained in, or derived from, those sales and use tax records only to an officer or employee authorized under Section 1 of this resolution to examine the information;
(c) is prohibited by that contract from performing consulting services for a retailer during the term of that contract; and
(d) is prohibited by that contract from retaining the information contained in, or derived from those sales or transactions and use tax records, after that contract has expired.
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//
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Resolution Authorizing
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Transactions and Use Tax
Records
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SECTION 4. That this resolution supercedes all prior resolutions of the City Council of the City of Palo Alto adopted pursuant to subdivision (b) of Revenue and Taxation Code section 7056.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
__________________________ _____________________________ City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
__________________________ _____________________________ City Attorney City Manager
_____________________________
Director of Administrative Services
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Resolution Authorizing
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Transactions and Use Tax
Records
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Ordinance No. ____
Ordinance of the Council of the City of Palo Alto Amending Chapter 2.32 (Sales and Use Tax) and Chapter 4.10 (Solicitors, Peddlers, Pawnbrokers, Secondhand Dealers, and Other Businesses Regulated by Police) of the Municipal Code to Delete Obsolete References to the California Board of Equalization and Replace Them with References to the California Department of Tax and Fee Administration
The Council of the City of Palo Alto does ORDAIN as follows:
SECTION 1. Findings and Declarations. The City Council finds and declares as follows:
A. Historically, the California Board of Equalization (BOE) was the state agency responsible for collecting sales and use tax and other taxes, auditing taxpayers, and hearing tax appeals. In 2017, the Legislature adopted the Taxpayer Transparency and Fairness Act, which created the California Department of Tax and Fee Administration (CDTFA) and assigned most of BOE’s former responsibilities for tax collection and administration to the new agency.
B. The Palo Alto Municipal Code includes local provisions implementing sales and use tax responsibilities and recognizing state-issued sellers permits required by the Revenue and Taxation Code. Effective July 1, 2017, these responsibilities were reassigned from BOE to CDTFA. This ordinance amends the update the Municipal Code to show the correct state agency.
SECTION 2. The following sections of Chapter 2.32 (Sales and Use Tax) of the Municipal Code are amended to read as follows:
2.32.040 Purpose.
. . .
(c) To adopt a sales and use tax ordinance which imposes a tax and provides a measure therefor that can be administered and collected by the State Board of Equalization California Department of Tax and Fee Administration in a manner that adapts itself as fully as practicable to, and requires the least possible deviation from, the existing statutory and administrative procedures followed by the State Board of Equalization California Department of Tax and Fee Administration in administering and collecting the California State Sales and Use Taxes; . . .
2.32.050 Contract with state.
Prior to the operative date the city shall contract with the State Board of Equalization California Department of Tax and Fee Administration to perform all functions incident to the administration and operation of this chapter, provided, that if the city shall not have contracted with the State Board of Equalization California Department of Tax and Fee Administration prior to the operative date, it shall nevertheless so contract and in such a case the operative date Item 6
Attachment B - Ordinance
of the Council of the City
of Palo Alto Amending
Chapter 2.32 (Sales and
Use Tax) and Chapter 4.10
(Solicitors, Peddlers,
Pawnbrokers,
Secondhand Dealers, and
Other Businesses
Regulated by Police) of
the Municipal Code to
Delete Obsolete
References to the
California Board of
Equalization and Replace
Them with References to
the California
Department of Tax and
Fee Administration
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shall be the first day of the first calendar quarter following the execution of such a contract rather than the first day of the first calendar quarter following the adoption of this chapter.
2.32.070 Place of sale.
For the purposes of this chapter, all retail sales are consummated at the place of business of the retailer unless the tangible personal property sold is delivered by the retailer or his agent to an out-of-state destination or to a common carrier for delivery to an out-of-state destination.
The gross receipts from such sales shall include delivery charges, when such charges are subject to the state sales and use tax, regardless of the place to which delivery is made. In the event a retailer has no permanent place of business in the state or has more than one place of business, the place or places at which the retail sales are consummated shall be determined under rules and regulations to be prescribed and adopted by the State Board of Equalization California Department of Tax and Fee Administration.
2.32.100 Limitations on adoption of state law.
In adopting the provisions of Part 1 of Division 2 of the Revenue and Taxation Code, wherever the state of California is named or referred to as the taxing agency, the name of the city of Palo Alto shall be substituted therefor. The substitution, however, shall not be made when the word "state" is used as part of the title of the State Controller, the State Treasurer, the State Board of Control, the State Board of Equalization California Department of Tax and Fee Administration, the State Treasury, or the Constitution of the State of California; the substitution shall not be made when the result of that substitution would require action to be taken by or against the city of Palo Alto, or any agency thereof rather than by or against the State Board of Equalization California Department of Tax and Fee Administration, in performing the functions incident to the administration or operation of this chapter; the substitution shall not be made in those sections, including, but not necessarily limited to, sections referring to the exterior boundaries of the state of California, where the result of the substitution would be to provide an exemption from this tax with respect to certain sales, storage, use or other consumption of tangible personal property which would not otherwise be exempt from this tax while such sales, storage, use or other consumption remain subject to tax by the state under the provisions of Part 1 of Division 2 of the Revenue and Taxation Code, or to impose this tax with respect to certain sales, storage, use or other consumption of tangible personal property which would not be subject to tax by the state under the said provisions of that Code; the substitution shall not be made in Sections 6701, 6702 (except in the last sentence thereof), 671 l, 6715, 6737, 6797 or 6828 of the Revenue and Taxation Code; and the substitution shall not be made for the word "State" in the phrase "retailer engaged in business in this State" in Section 6203 or in the definition of that phrase in Section 6203.
2.32.140 Application of provisions relating to exclusions and exemptions. (a) Section 232.130 shall become operative on January 1st of the year following the year in which the State Board of Equalization California Department of Tax and Fee Administration adopts an assessment ratio for state-assessed property which is identical to the ratio which is required for local assessments by Section 401 of the Revenue and Taxation Code, at which time Section 2.32.120 shall become operative.
(b) I
n the event that Section 232.130 becomes inoperative and the State Board of Equalization California Department of Tax and Fee Administration subsequently adopts an assessment ratio for the state-assessed property which is higher than the ratio which is Item 6
Attachment B - Ordinance
of the Council of the City
of Palo Alto Amending
Chapter 2.32 (Sales and
Use Tax) and Chapter 4.10
(Solicitors, Peddlers,
Pawnbrokers,
Secondhand Dealers, and
Other Businesses
Regulated by Police) of
the Municipal Code to
Delete Obsolete
References to the
California Board of
Equalization and Replace
Them with References to
the California
Department of Tax and
Fee Administration
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required for local assessments by Section 401 of the Revenue and Taxation Code, Section 2.32.120 shall become operative on the first day of the month next following the month in which such higher ratio is adopted, at which time Section 232.130 shall be inoperative until the first day of the month following the month in which the board again adopts an assessment ratio for state-assessed property which is identical to the ratio required for local assessments by Section 401 of the Revenue and Taxation Code, at which time Section 232.130 shall again become operative and Section 2.32.120 shall become inoperative.
SECTION 3. Section 4.10.280 of Chapter 4.10 (Solicitors, Peddlers, Pawnbrokers, Secondhand Dealers, and Other Businesses Regulated by Police) of the Municipal Code is amended to read as follows:
4.10.280 Exemptions.
(a) The provisions of this chapter shall not apply to secondhand goods, wares and merchandise:
(1) Purchased at a public sale or auction;
(2) Purchased from any person holding a State Board of Equalization California Department of Tax and Fee Administration permit number as a seller; (3) Accepted in trade on the purchase of new merchandise; (4) Received or purchased by any religious, charitable, civic or fraternal organization for purposes of resale.
SECTION 4. Severability. If any provision, clause, sentence or paragraph of this ordinance, or the application to any person or circumstances, shall be held invalid, such invalidity shall not affect the other provisions of this Ordinance which can be given effect without the invalid provision or application and, to this end, the provisions of this Ordinance are hereby declared to be severable.
SECTION 5. Effective Date. This ordinance shall be effective on the thirty-first date after the date of its adoption.
//
//
//
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Item 6
Attachment B - Ordinance
of the Council of the City
of Palo Alto Amending
Chapter 2.32 (Sales and
Use Tax) and Chapter 4.10
(Solicitors, Peddlers,
Pawnbrokers,
Secondhand Dealers, and
Other Businesses
Regulated by Police) of
the Municipal Code to
Delete Obsolete
References to the
California Board of
Equalization and Replace
Them with References to
the California
Department of Tax and
Fee Administration
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SECTION 6. CEQA. The City Council finds and determines that this Ordinance is not a project within the meaning of section 15378 of the California Environmental Quality Act (“CEQA”) because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment in that this Ordinance simply clarifies existing local regulations.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
APPROVED:
______________________________ ____________________________ City Clerk Mayor
APPROVED AS TO FORM: ____________________________
City Manager
______________________________
City Attorney ____________________________
Director of Administrative Services
Item 6
Attachment B - Ordinance
of the Council of the City
of Palo Alto Amending
Chapter 2.32 (Sales and
Use Tax) and Chapter 4.10
(Solicitors, Peddlers,
Pawnbrokers,
Secondhand Dealers, and
Other Businesses
Regulated by Police) of
the Municipal Code to
Delete Obsolete
References to the
California Board of
Equalization and Replace
Them with References to
the California
Department of Tax and
Fee Administration
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Human Resources
Meeting Date: March 24, 2025
Report #:2410-3664
TITLE
Approval of Professional Services Contract C25187148 with Innovative Claims Solutions (ICS) in an Amount Not-To-Exceed Amount of $760,886 to provide Third-Party Administration of Workers’ Compensation Benefits for a Period of One Year with an Option to Renew for up to Five Years Term. CEQA status - Not a Project
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute Contract No.
C25187148 (Attachment A) with Innovative Claims Solutions (ICS) to provide third-party administration services for the City’s workers‘ compensation program for a term of one (1) year; and
2. Approve and authorize the City Manager to negotiate and execute renewal options for Contract No. C25187148 for ICS to continue to provide third-party administration services for the workers‘ compensation program for up to four additional years, without increasing not to exceed $760,886 over the five (5)-year term. The total Not-to-Exceed (NTE) contract amount of $760,886 includes an annual rate structure and one-time conversion fee of $15,000. The NTE amounts for each year are as follows: Year 1 is $239,060, Year 2 is $248,504, and Year 3 is $258,322. If the contract is renewed for Years 4 and 5, the rates and NTE amounts will be determined at that time.
BACKGROUND
Workers’ compensation is a state-mandated benefit program that provides medical care and disability benefits to employees injured on the job. It ensures that employees receive necessary medical treatment and financial support for work-related injuries. Additionally, this program protects the City from legal liability and lawsuits related to workplace injuries and ensures compliance with state laws and labor code. An effective workers compensation program ensures employees get the services, treatment, and diagnosis they need for a healthy recovery to return to their jobs providing services to our community.
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The work to be performed under this contract is for third-party claims administration services for City employee workers’ compensation benefits. These services include: the processing of all workers’ compensation claims in accordance with applicable Labor Code regulations; engaging services related to the investigation and defense of claims; engaging the services of appropriate medical providers; reviewing and paying for the applicable benefits and medical treatment; handling all the necessary State-required forms for each reported claim; completing settlement negotiations; Medicare payment processing; and performing all tasks in a timely manner as required under California workers’ compensation laws. All the above-mentioned services are essential to ensure Workers’ Compensation benefits are provided for employees as required by State law. These services are currently provided by Sedgwick Claims Management Services.
ANALYSIS
Procurement Process
An RFP for the project was posted on the PlanetBids, the City’s eProcurement platform at that time, and 742 service providers were notified. The solicitation period was posted for 27 days, and 6 proposals were received. The solicitation closed on January 17, 2023. Following a competitive evaluation process of the 6 proposals received, 3 service providers were determined to best support the City’s needs and were interviewed in person.
Table 1: Summary of Request for Proposal
Proposal Description Workers Compensation Program
Administration
Proposed Length of Project One (1 year) w/ optional 4-year renewals (up to 5 Years)
Number of Providers Notified 742
Number of Proposal Packages
Downloaded
18 Total Days to Respond to Proposal 27
Pre-Proposal Meeting None
Pre-Proposal Meeting Date N/A
Number of Proposals Received 6
Proposal Price Range $306,000 to $1,039,238
Public Link to Solicitation PlanetBids
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The three finalists were selected to be interviewed by a panel including Public Safety department managers and HR staff. The interview panel carefully reviewed the proposals in response to the Request for Proposal relative to the following criteria:
Quality customer service;
Established, reliable, claim system capabilities; as well as advanced reporting technology:
Ability to provide innovative programs and services;
Public agency experience, including public safety officers benefits (California Labor Code 4850 provides injured public safety employees with salary continuation up to one year and requires additional handling and knowledge); and,
High level management and claims examiner experience.
Due to City staffing constraints, the interview scheduling took longer than originally planned; vendor held pricing for the duration of the RFP evaluation period through contract negotiation.
The administration of workers compensation benefits is highly complex and requires deep knowledge of California labor codes, workers compensation law, as well as federal Medicare and Americans with Disabilities Act obligations. In addition to the technical expertise needed, the claims representatives need soft skills and high touch customer service skills to be responsive, to be engaged with the status of each claim to properly administer the claim details and have ability to inform City employees regarding the workers compensation process. With all of this in mind, the panel was focused on selecting a service provider that could effectively provide claims handling services for injured employees and City management. Innovative Claims Solutions (ICS) was the selected service provider.
The customer service model ICS will provide to the City’s workers compensation program will be based on the City’s needs and help our program function at the highest levels to meet the City’s expectations. Their communication approach to interactions with injured workers is what they referred to as their “Employee Advocacy Approach.” This approach is expected to assist employees to be heard, receive their medical treatment in a timely manner and, as a result, expedite an employee’s return back to regular work.
The transition for administration services is estimated to take 60 days from Council contract approval date.
Caseload
Human Resources will work with ICS and the current service provider, Sedgwick, to transition all open claims as well as closed claim files. The total number of claims for FY25 is expected to be lower than prior years. In FY24 claims increased to 86 in comparison to FY23 when there were 76 claims. Claims reported between 2021-2024 has been stable averaging 82 claims annually since the pandemic year of FY20 when there were 105 claims. Open claim inventory fluctuates on a daily basis. The new claims administrator will review all claims during the transition from Item 7
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the prior third-party administrator to determine if any claims can be closed or reach satisfactory resolution.
FISCAL/RESOURCE IMPACT
Funds for Third-Party Administration Services are included in the FY2025 budget in the Workers Compensation Service Fund. Funds for the remaining years will be factored into the development of future operating budgets and subject to Council appropriation of funds.
STAKEHOLDER ENGAGEMENT
As part of the RFP process, key stakeholders including Human Resources, Administrative Services, the City Attorney’s Office, and third-party administrator collaborated to ensure current services have not been interrupted. HR outlined requirements, while Administrative Services directed the contracting process and documentation. Human Resources will work with all departments to transition services to this new provider.
ATTACHMENTS
Attachment A: Professional Services Contract #C25187148 with Innovative Claims Solutions APPROVED BY:
Sandra Blanch, Human Resources Director
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Pr
ofessional Services
Rev. Jan 29, 2024