Agenda packet — Palo Alto City Council, June 9, 2025 (part 1 of 4)

CITY COUNCIL
Regular Meeting
Monday, June 09, 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. 1 June 09, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.

CALL TO ORDER

SPECIAL ORDERS OF THE DAY (5:30 - 5:40 PM)

1. Proclamation Honoring James Moss for his Years of Service to the City of Palo Alto

AGENDA CHANGES, ADDITIONS AND DELETIONS

PUBLIC COMMENT (5:40 - 6:10 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 (6:10 - 6:20 PM) Members of the public may not speak to the item(s).

STUDY SESSION (6:20 - 7:20 PM)

2. Cubberley Project: Discuss First Round Polling Results and Feedback from Community and Stakeholder Engagement Activities and Review an Update on the Workplan for the Cubberley Master Plan and Consideration of November 2026 Ballot Measure; CEQA Status – the Master Plan will undergo CEQA review

CONSENT CALENDAR (7:20 - 7:25 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.

3. Approval of Minutes from May 27, 2025 Meeting

4. 2025 Annual Water Supply and Demand CEQA Status Assessment -- Exempt under Water Code Section 10652.

5. Approval of Proposed 10 Year Energy Efficiency Goals for 2026-2035 as Recommended by the Utilities Advisory Commission; CEQA Status – Not a Project.

6. Approval of a Professional Services Contract No. C26193873 with Avenidas, Inc. in an Amount Not-to-Exceed $3,186,528 for Provision of Comprehensive Services to Older Adults for a Term of Five Years; CEQA Status – Not a Project

7. Approval of a Professional Services Contract Number C25192686 with Statewide Traffic Safety and Signs, Inc. in an Amount Not-to-Exceed of $2,125,000 for On-Call Traffic

2 June 09, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.

Control Services for Utilities a Period of Five (5) Years; CEQA Status – Not a Project

8. Approve Three Professional Service Contracts: (1) Contract Number C25191790A with Ampirical Services, Inc.; (2) Contract Number C25191790B with Burns & McDonnell Western Enterprises, Inc.; and (3) Contract Number C25191790D with Transformer Consulting Services, Inc. in an Aggregated Amount Not-to-Exceed $15,000,000 Over a Three-Year Period for Utilities Electric Engineering Consulting Services and delegate authority to the City Manager to execute each vendor’s contract for two additional one- year extensions and increase the aggregated not to exceed amount to $25,000,000 ; CEQA Status: Not a Project

9. Approval of Construction Contract No. C25193640 with FieldTurf USA, Inc. in the Amount of $3,064,185 for Stanford Palo Alto Community Playing Fields Turf Replacement Project PG-26000, and Authorization of Contract Contingency in an Amount Not-to-Exceed $306,419; and Amend the FY 2025 Budget in the Capital Improvement Fund and the Parks Dedication Fund; CEQA status – categorically exempt under CEQA Guidelines sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).

10. Approval of Construction Contract No. C25194274 with O’Grady Paving, Inc. in the Amount Not-to-Exceed $1,218,317 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders Up to a Not-to-Exceed Amount of $121,832 for the Fiscal Year 2025 Streets Preventative Maintenance Project; Capital Improvement Program Projects PE-86070 and PO-11001; CEQA Status – Exempt under CEQA Guidelines Section 15301(c)

11. Approval of Amendment No. 1 to Contract No. C22183804 With Jacobs Engineering Group, Inc. to Increase the Contract Amount by $150,000 to $1,030,569, to Update the Hourly Rate Schedule, and to Extend the Contract Term to June 30, 2026 for Engineering Services During Construction; Amendment No. 2 to Contract No. C21179265E with Tanner Pacific, Inc. to Increase the Contract Amount by $245,095 to $1,097,595 for Construction Management Services, to add Exhibit C-2 Schedule of Rates, and to Extend the Contract Term to June 30, 2026; and Amendment No. 6 to Contract No. C21179265C with Carollo Engineers, Inc. to Increase the Contract Amount by $397,800 to $15,093,184 for Construction Management Services and to add Exhibit C-2 Schedule of Rates, Funded by Wastewater Treatment Enterprise Fund for the Joint Intercepting Sewer Rehabilitation (Phase 1) Project (WQ-24000); CEQA Status – Exempt under CEQA Guidelines Section 15301 (Repairs to Existing Facilities)

12. Approval of Contract Amendment Number 1 to Contract Number C24193066 with Origami Risk in the Amount of $3,163 for API Integration Resulting in a New Not-to- Exceed Amount of $209,473 for claims processing services. CEQA Status – Not a Project.

3 June 09, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.

13. Approval of Contract Amendment Number 1 to Contract Number S22183280 with Sloan Sakai Yeung & Wong, LLP for Legal Services, Extending the Term to July 1, 2028 and Increasing the Amount Not to Exceed by $200,000, Bringing the New Total Not to Exceed to $455,000; CEQA Status – Not a Project.

14. FIRST READING: Adoption of an Ordinance amending Section 15.04.410 (Definition of Wildland-Urban Interface Fire Area) to adopt and incorporate the 2025 CAL FIRE Fire Hazard Severity Zone (FHSZ) Map for the City of Palo Alto. CEQA status: Not a Project.

15. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Chapter

18.42 (Standards for Special Uses) of the Palo Alto Municipal Code on a Temporary Basis to Modify the Procedure and Standards Governing the Review of Wireless Communications Facilities Applications; and repealing Resolution 9873 (Amending Objective Aesthetic, Noise, and Related Standards for Wireless Communication Facilities in the Public Rights of Way) (FIRST READING: May 19, 2025, PASSED: 7-0) CITY MANAGER COMMENTS (7:25 - 7:40 PM)

BREAK (15 MINUTES)

ACTION ITEMS (Item 16: 7:55 - 8:25 PM, Item AA1: 8:25 - 9:25 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.

16. Adoption of the Community Development Block Grant (CDBG) Fiscal Year (FY) 2025- 2026 Annual Action Plan, 2025-2030 Consolidated Plan, and a Resolution Approving Use of CDBG Funds for FY 2025-2026 as Recommended by the Human Relations Commission. CEQA Status: Exempt under CEQA Guidelines Section 15378(b)(4).

17. Approve a Resolution to Allow Dining and Retail Encroachments on Car Free California Avenue under PAMC Ch. 12.11; Direct Staff to Approve the Car Free California Avenue Outdoor Activation Program Regulations Including Reference to the Program fees in the FY 2026 Municipal Fee Schedule; Adopt a Resolution Allowing Open Containers in Conjunction with Third Thursday Performances in 2025; Direct Staff to Review Differences Between the Open Container Resolution and an Entertainment Zone as Recommended by the Retail Committee. CEQA Status – categorically exempt .

Item
Removed Off Agenda (Rescheduled to be heard at the June 17, 2025 City Council Meeting)

4 June 09, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.

AA1.

LEGISLATIVE. Adoption of a Temporary, Emergency Ordinance Amending Title 18 and Title 21 to Reflect Changes in State Law in Accordance with Senate Bill 1123 and Related Direction to Staff Regarding Updates to the Land Use Element of the Comprehensive Plan. CEQA Status: Exempt Pursuant to Government Code Sections 65852.28 and 66499.41.

New Item Added, Supplemental Report Added

ADJOURNMENT

INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action or discussion during this meeting’s agenda.

Accessory Dwelling Unit (ADU) - 2025 Quarter 1 (January - March 2025) Report B.

Community Wildfire Protection Plan / Foothills Fire Management Plan Update 2025; CEQA status – categorically exempt.

Fiscal Year 2025 Third Quarter Financial Status Report
D.

Print Shop Status Report - 18-Month Update; CEQA Status – Not a Project

OTHER INFORMATION
Standing Committee Meetings this week

Policy & Services Committee June 10, 2025 CANCELED
Climate Action & Sustainability Committee June 13, 2025

Public Comment Letters
Schedule of Meetings

AMENDED / SUPPLEMENTAL AGENDA ITEMS

5 June 09, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.

Conjunction with Third Thursday Performances in 2025; Direct Staff to Review Differences Between the Open Container Resolution and an Entertainment Zone as Recommended by the Retail Committee. CEQA Status – categorically exempt .

Item
Removed Off Agenda (Rescheduled to be heard at the June 17, 2025 City Council Meeting)

AA1.

New Item Added, Supplemental Report Added

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6 June 09, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
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City Council
Staff Report
From: City Manager
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: Community Services
Meeting Date: June 9, 2025
Report #:2504-4467
TITLE
Proclamation Honoring James Moss for his 42 Years of Service to the City of Palo Alto

ATTACHMENTS
Attachment A: Proclamation Honoring James Moss for his Years of Service to the City of Palo Alto
APPROVED BY:

Kristen O'Kane, Community Services Director
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HONORING JAMES MOSS FOR HIS SERVICE TO THE CITY OF PALO ALTO

WHEREAS, James Moss began his career with the City of Palo Alto in 1982, serving for eight years as a Recreation Leader in the Recreation Department, where he organized special events and managed team sports; and

WHEREAS, in 1990, he transitioned to the Community Services Department, Parks Division, beginning as a Parks Maintenance Assistant, where he demonstrated a strong work ethic and a commitment to the community; and

WHEREAS, James was promoted multiple times throughout his career: to Parks Maintenance Person in 1992, Sprinkler Repair Person in 1998, Parks Crew Lead in 2000, and Field Service Inspector in 2004; and

WHEREAS, James went above and beyond his required duties by seeking and obtaining his Certified Playground Safety Inspector (CPSI) license in 2003, a certification he has maintained by testing every three years, setting a standard that has since become a requirement for the position; and

WHEREAS, his efforts significantly improved the quality of the city’s playing fields, where he collaborated with local sports leagues to ensure fields were game-ready, making a lasting impact on youth sports in the community; and

WHEREAS, he has dedicated an extraordinary 42 years of service to improving the city’s parks, fields, and recreational facilities, contributing his expertise and leadership in various roles, from recreation leader to park maintenance and inspection; and

WHEREAS, he has served as a mentor to his colleagues, encouraging and guiding crew members to advance their careers with the City, leaving a legacy of knowledge and encouragement; and

WHEREAS, James is deeply proud of the opportunity to give back to the community, reflecting his lifelong dedication to making Palo Alto a better place for future generations.

NOW, THEREFORE I, Ed Lauing, Mayor of the City of Palo Alto, on behalf of the entire City Council, do hereby extend our deepest appreciation to James Moss for his 42 years of exceptional service, his unwavering commitment to improving our community, and the indelible impact he has made on the City of Palo Alto.

Presented: June 9, 2025

APPROVED:

______________________
Mayor Ed Lauing

______________________ ______________________
Vice Mayor Vicki Veenker Councilmember Pat Burt

______________________ ______________________
Councilmember George Lu Councilmember Julie Lythcott-Haims

______________________ ______________________
Councilmember Keith Reckdahl
Councilmember Greer Stone

ATTEST:

______________________
City Clerk

APPROVED AS TO FORM:

______________________ ______________________
City Manager City Attorney
Proclamation

Item 1
Attachment A -
Proclamation Honoring
James Moss for his Years
of Service to the City of
Palo Alto

Item 1: Staff Report
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Lead Department: Community Services
Meeting Date: June 9, 2025
Report #:2503-4313
TITLE
Cubberley Project: Discuss First Round Polling Results and Feedback from Community and Stakeholder Engagement Activities and Review an Update on the Workplan for the Cubberley Master Plan and Consideration of November 2026 Ballot Measure; CEQA Status – the Master Plan will undergo CEQA review

RECOMMENDATION
This is a study session and no Council action is requested. Staff will present the findings of first round polling results related to the Cubberley Master Plan project and provide an update on the project workplan.

EXECUTIVE SUMMARY
This staff report outlines the results of the first community poll (Attachment A), shares community engagement milestones coming up, and updates the work completed to date.

The focus of the first poll was to survey voter input on the goals and future of the community center and possible support for a tax or bond measure. Overall, the poll found broad majority support for improvements at the Cubberley site. Surveyed voters place highest priority on bringing the facility up to modern standards for electrical, plumbing, safety, and accessibility; early childhood education; affordability and efficient use of taxpayer dollars; and overall repairs for the facility.

BACKGROUND
There has been extensive foundational work completed to support the advancement of the Cubberley Project, including several actions by the City Council. Attachment B shares a summary of actions to date and the history of the Cubberley site, including the April 21 City Council discussion on poll themes, April 22 Parks and Recreation Commission progress update, and results of the March 19 Co-Design Master Plan community meeting.

Item 2
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Work completed to date can be found on the City’s website at www.paloalto.gov/cubberleyproject. Staff reports related to this project can be found under the “Archived Work on Cubberley” section of the webpage.

ANALYSIS
Community Poll Number One Results
Gauging public opinion, ballot measure strategic planning, and community and stakeholder engagement are integral components of the Cubberley Project workplan. The work plan is designed to establish an iterative approach with multiple touchpoints throughout the development and refinement of the Master Plan, and advance placement of a ballot measure for the November 2026 election. The focus of the first poll was to survey voter input on the goals and the future of the Cubberley site and possible support for a tax or bond measure. The Cubberley Ad Hoc Committee (Committee) provided input on themes to survey, and other polling elements. The City Council reviewed the draft poll outline on April 21, 20251 and supported the launch of this poll.

The poll ran from April 28 to May 7, with a total of 437 residents interviewed via phone and online. The poll results are attached to this report (Attachment A) and summarized below. - There is broad majority support for improvements at the Cubberley site; reaching the two-thirds voter threshold requires refinement of community engagement and messaging.
- Voters place the highest priority on efficient use of taxpayer dollars, basic building improvements (wiring, earthquake, plumbing) and greenspace. The most persuasive messages focused on basic repairs and safety improvements, as well as providing childcare at the site and affordable opportunities for recreation. - Voters viewed certain amenities as less important; some examples are pickleball, tennis courts, and dog parks.
- Voters have strong majority support and are willing to pay $250 per year, per household, in additional taxes for the project. Some are willing to pay as much as $500 per year, while support at the two-thirds threshold in this initial poll was not achieved.

The next two polls will inform voter support in more detail.

The next community poll will be launched in November 2025 to test voter opinion of a refined concept plan, a possible phased approach, tax characteristics, and bond sizing. The third community poll, expected to launch in spring 2026, will be the final poll and will test voter support of ballot measure language.
1 City Council, April 21, 2025: https://portal.laserfiche.com/Portal/DocView.aspx?id=166428&repo=r- 704298fc&searchid=5c25b728-47de-40dd-9c90-b4ab8711320d
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As next steps, the Cubberley Master Plan will be refined based on community input and poll results, by December 2025 for Council adoption in March 2026. Simultaneously, results will inform changes to the community engagement and outreach plan.

Cubberley Vision Statement
On February 18, 2025, the City Council created a Vision Statement for the future of the Community Center, describing it as “a vibrant and beloved destination with activities, amenities, and offerings that promote learning, joy, and wellbeing where all cultures and generations belong,” with the intention that the community would help shape and expand upon it.

At the first community meeting on March 19, participants engaged in conversations about the initial statement and offered meaningful additions. Based on this input, the final Vision Statement now reads (new language in italics): “Cubberley will be a vibrant, beloved, and adaptable destination that promotes learning, connections, joy, and wellbeing where all cultures and generations belong.” This refined statement will be presented back to the community at the upcoming meeting on June 12.

Cubberley Workplan Progress
As the various project elements advance it is important to recognize the interdependencies that exist and are necessary to meet the timeline. Each workplan step is intentionally designed to inform the next – input and data received during the previous and current master planning efforts inform the polling themes and questions, while poll results will inform the concept plans for a new community center at the Cubberley site. Given the constrained timeline and resources needed to complete multiple and complex bodies of work, it is important to maintain focus on the critical path to ensure milestones are met.

The milestones listed below are necessary to complete the master plan and draft a potential ordinance by Spring 2026 to reach the November 2026 ballot:

Completed Project Milestones (current step is bold)
•Feb 18, 2025 – City Council Visioning Session
•March 19, 2025 – First Cubberley Master Planning Community Meeting •April 21, 2025 – City Council direction on Poll #1 themes •April 22, 2025 – Presentation to Parks and Recreation Commission •April 28, 2025 –Poll #1 released to Palo Alto community Upcoming Project Milestones
•June 9, 2025 – City Council review of Poll #1 results
•June 12, 2025 – Second Cubberley Master Planning Community Meeting Item 2
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•August 2025 – City Council recap of second community meeting and concept plan review
•September 17, 2025 – Third Cubberley Master Planning Community Meeting •October 2025 – Council recap of third community meeting •November 2025 – Release Poll #2
•December 2025 – Final Cubberley Master Plan Presentation to City Council •March 2026 – Adopt Master Plan and CEQA
•April 2026 – Release Poll #3
•June 2026 – Council approval to place a measure on the November ballot •August 2026 – Deadline to submit Final Ballot Language for November Election •November 2026 – Election and placement of a ballot measure Other work ongoing and underway includes beginning California Environmental Quality Act (CEQA) analysis of the master plan, developing future financial and operating models to ensure long-term fiscal sustainability, developing a purchase and sale agreement with PAUSD, coordinating with the Friends of the Palo Alto Recreation Wellness Center and continuing community outreach and stakeholder engagement.

FISCAL/RESOURCE IMPACT
The FY 2025 Adopted Operating Budget includes a $1.0 million reserve to support real property acquisition activities. In alignment with the original intention of the reserve and various Council actions, this reserve funding has been transferred to the Cubberley Community Center Redevelopment CIP Project (CB-26000). Funding is to be used for the Cubberley Master Plan, CEQA environmental review, public opinion research services, and ballot strategy consulting services. The following uses have been or are anticipated to be incurred in FY 2025:

Table 1: Cubberley Uses
Master Plan Update (Concordia)2 $631,966
CEQA environmental review (Rincon)3 $202,322
First round polling (FM3)*4 $43,988
Strategy consultant (Lew Edwards Group)*4 $27,000
Municipal financial advisor (PFM) $20,000
Utilities study $30,000
2 City Council, December 2, 2024, Mater Plan for the Cubberley Site:
https://portal.laserfiche.com/Portal/DocView.aspx?id=112713&repo=r-704298fc&searchid=648becf4-afbf-4fe9- b851-3d58440560a9
3 City Council, December 16, 2024, Approval of Contract with Rincon Consultants:
https://portal.laserfiche.com/Portal/DocView.aspx?id=117742&repo=r-704298fc&searchid=7464f532-849e-4708- 84ca-1ac2f16d7dd6
4 City Council, February 24, 2025, Approval of Contracts with FM3 and The Lew Edwards Group:
https://portal.laserfiche.com/Portal/DocView.aspx?id=143364&repo=r-704298fc&searchid=b1a0374b-74ac-414e- a930-9ff9233a9237
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Outside counsel $25,000
Total Use $980,276
*These contracts are multi-year and additional costs are anticipated to be supported by the FY 2026 proposed real property reserve of $700,000, which is subject to City Council appropriation of funds through the annual budget process.

STAKEHOLDER ENGAGEMENT
Community outreach and stakeholder engagement efforts for the project have been extensive and remain a central component of the overall process. The current focus is to encourage robust community participation through master planning meetings and associated polling activities.

Following the adoption of a new master plan, staff will initiate broader community outreach and engagement strategies aimed at generating excitement and awareness about the transformative potential of the future facility and campus. In the interim, staff are actively developing strategies and solutions to keep the community well-informed, engaged, and enthusiastic about the project's progress and long-term vision that will ultimately lead to a ballot measure in November 2026.

In addition to community meetings and updates to the City Council, Project updates and ways to stay involved and informed are shared through:
•Community meetings and in person engagement and Cubberley fellows assisting as ambassadors for this effort and supporting the in-person engagement, •Project website ( www.paloalto.gov/cubberleyproject),
•Online comment card asking for priorities and open field to share vision and service needs,
•City updates via medium.com blog space (February 20 5, March 276, May 157), •Project updates sent via email newsletter to the project distribution list and project updates shared through City channels including Nextdoor and other digital newsletters, •Utility bill inserts,
•Resident mailers, and
•Tabling at key City events.

5 PaloAltoConnect, February 20, 2025 – 5 Ways to Join the Cubberley Conversation:
https://medium.com/paloaltoconnect/5-ways-to-join-the-cubberley-conversation-398a667a5d15 6 PaloAltoConnect, March 27, 2025 – Themes Heard During the First Cubberley Community Conversation:
https://medium.com/paloaltoconnect/themes-heard-during-the-first-cubberley-community-conversation- 52996c534c65
7 PaloAltoConnect, May 15, 2025 – Shaping the Future of Cubberley: What We Heard – and What’s Next:
https://medium.com/paloaltoconnect/shaping-the-future-of-cubberley-what-we-heard-and-whats-next- adfa5125b714
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ENVIRONMENTAL REVIEW
California Environmental Quality Act (CEQA) review is underway for the Cubberley Master Plan Project and will be brought to the City Council at a future date.

ATTACHMENTS
Attachment A: Palo Alto Cubberley Community Site Phase One Survey Analysis Attachment B: Cubberley Project Background
APPROVED BY:

Kristen O'Kane, Community Services Director
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Palo Alto Cubberley Community Site
Phase One Survey Analysis
Results of a Study Conducted April 28‐May 7, 2025
220‐7517
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Community Site Phase One Survey
Analysis

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Survey Methodology
Dates April 28‐May 7, 2025
Survey Type Dual‐mode Voter Survey
Palo Alto Voters
437
Research Population
Total Interviews
(Full Sample) ±4.9% at the 95% Confidence Level
(Half Sample) ±7.0% at the 95% Confidence LevelMargin of Sampling Error Telephone
Calls
Email
Invitations
Text
InvitationsContact Methods
Telephone
Interviews
Online
InterviewsData Collection Modes
Survey Tracking 2008, 2013, 2016, 2018, 2020, 2021 & 2022 (Note: Not All Results Will Sum to 100% Due to Rounding) 2 Item 2
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Community Site Phase One Survey
Analysis

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Community Context
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Community Site Phase One Survey
Analysis

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Palo Alto voters are intensely concerned about the cost of housing, with few other issues a concern for even half of those polled.

Please consider the following issues that some people suggest are problems facing Palo Alto. Please indicate whether you think it is an extremely serious problem, a very serious problem, a somewhat serious problem, or not too serious a problem for residents of Palo Alto.

Extremely/VeryExtremely Serious Problem Very Serious Problem Somewhat Serious Problem Not Too Serious Problem Don't Know Serious Problem
78%The cost of housing 44%
32%
23%
18%
34%
23%
23%
16%
16%
5%
Lack of available housing 25% 58%
50%
39%
34%
33%
4%
Climate change 26%
21%
18%
19%
23% 5%
Lack of adequate shelter and services for people 25% 23% 36%
13%
7%
19%
12%
who are homeless
^The amount you pay in local taxes 15%
14%
23%
25%^Waste and inefficiency in local government 23%
35%^The amount people pay in City taxes 12% 18%
7% 21%
23%
40%
31%
28%The risk of natural disaster, such as earthquake, 29%flooding, heat waves or wildfire smoke Q3. ^Not Part of Split Sample
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Analysis

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Most do not see “a lack of activities or dedicated
spaces for children” as a serious problem.

Extremely/VeryExtremely Serious Problem Very Serious Problem Somewhat Serious Problem Not Too Serious Problem Don't Know Serious Problem
Too much housing growth and development 14% 11% 16%
7% 18%
54%
32%
25%5%
^The condition of the local economy 33% 9%
23%
25%
21%
20%
19%
15%
12%
8%
A lack of activities or dedicated spaces for teens 7% 13% 11% 9%
16%
26% 31%
55%
and young adults
Litter and nuisances from homeless encampments 30%
35%
47%
40%The risk of wildfire or megafires
A lack of activities or dedicated spaces for children
A lack of activities for senior wellness
Too much job growth
6%
9% 18% 12%
29%
24%
6%
7% 20% 39%
54%
5%
13%5% 4%
Q3. Please consider the following issues that some people suggest are problems facing Palo Alto. Please indicate whether you think it is an extremely serious problem, a very serious problem, a somewhat serious problem, or not too serious a problem for residents of Palo Alto. ^Not Part of Split Sample 5 Item 2
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Community Site Phase One Survey
Analysis

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Experiences with the
Cubberley Community Center
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Community Site Phase One Survey
Analysis

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87% are familiar with the Cubberley Center.

How familiar are you with the Cubberley Community Center in Palo Alto on Middlefield Road? Very familiar
Somewhat familiar
Not too familiar
32%
Total
Familiar
87%
38%
17%
Not at all familiar 12%
Don't know 1%
Q4.
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Analysis

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Most are dissatisfied with the condition of the Cubberley Center, but happy with the services and programs available there.

How satisfied are you with the (HALF SAMPLE: condition of) (HALF SAMPLE: services and programs available at) the Cubberley Community Center?
(Asked of Those Familiar with the Center Only, n=381)
Services and Programs AvailableCondition
9% Total
Satisfied
47%
Very satisfied 5% Total
Satisfied
28%
23%
38%Somewhat satisfied
16% Total
Dissatisfied
19%
Somewhat dissatisfied
Very dissatisfied
30% Total
Dissatisfied
51% 3%21%
34%Don't know 22%
Q5 Split A, Split B & Total..
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Analysis

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Nearly three in five see at least some need for additional funding for recreation facilities and services in Palo Alto.

In your personal opinion, do you think that Palo Alto has a great need, some need, a little need, or no real need for additional funds for recreation facilities and services including classes, camps, fitness programs or drop‐in casual spaces? Great need
Some need
18% Great/
Some Need
58%40%
A little need
No real need
17%
17%
A Little/
No Real Need
34%
Don't know 8%
Q6.
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Community Site Phase One Survey
Analysis

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Introducing a Potential Ballot
Measure Concept
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Analysis

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Voters heard or read a brief description of the
Cubberley site and plans for a bond measure.

The 35‐acre Cubberley site, located at 4000 Middlefield Road, originally operated as Cubberley High School in 1956. Today, the City owns 8 acres of the site, where it operates a community center for classes and activities in arts, culture and athletics, and sub‐leasing additional space at City‐subsidized rates to various non‐profit and community‐serving groups.

Some people have proposed that the City issue a bond measure to purchase an additional 7 acres of the site. $65.5 million would be paid to the Palo Alto Unified School District for the land. Any additional bond proceeds would be used to repair, upgrade and redevelop the community center, creating a destination with activities, amenities, and offerings that promote learning, joy, and wellbeing where all cultures and generations belong.

Q7. Do you support or oppose this proposal?
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Analysis

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Three in five support a bond based on this information, though fewer than one‐quarter are “strongly” in favor.

Strongly support 23% Total
Support
62%Somewhat support 39%
Somewhat oppose
Strongly oppose
13%
11%
Total
Oppose
24%
Don't know 13%
Q7. Do you support or oppose this proposal?
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Community Site Phase One Survey
Analysis

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Voter Priorities and Goals
for a New Center
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Evaluating Voter Priorities and Goals for the Center
Voters were asked to consider a list of goals
the City could have for the future
Community Center at Cubberley, and rated
them on a 7‐point scale, with “one” meaning
“not important at all” and “seven” meaning
that the goal is “very important.”
We then asked voters to tell us how
important a range of potential components
of the plan were to them – extremely
important, very important somewhat
important, or not too important.
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Analysis

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Top voter goals include giving a place for people to experience gather and joy – and efficient use of taxpayer dollars.

Mean
7 (Very Important) 6 Score
Efficient use of taxpayer dollars
*Providing opportunities for community members to gather and experience joy Pedestrian and cyclist safety
53%
41%
15% 68%
13% 54%
20% 59%

5.9 5.5

5.5 5.4

5.6 5.5

5.6 5.4

5.5 5.3

5.3 5.1

5.2 5.0

5.1 4.1
39%
38%
37%
36%
35%
32%
32%
30%
30%
30%
29%
Balancing buildings with green space
*Serving children and their families
*Providing a place for community members to hang out, connect, and learn *Serving teens and young adults
15% 53%
14% 51%
19%
22%
24%
21%
21%
20%
19%
55%
57%
56%
53%
*Providing places to enjoy music and the visual and performing arts Flexibility as the community and its needs shift
Supporting community wellness 51%
50%
49%
Serving seniors
Environmental sustainability
Providing opportunities to participate in community wellness activities *Providing a central hub for the community
14% 43%
18% 43%25%
21%*Supporting music and the visual and performing arts 21% 42% *Reflecting community pride 11% 12% 23%
Q9. Please consider the following goals the City could have for the future Community Center at Cubberley. Please use a scale of one to seven, where “one” means the goal is not important at all and “seven” means that the goal is very important. You may choose any number from one to seven. *Split Sample 15 Item 2
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Analysis

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High priorities for the future center include preserving green space, and upgrading electrical wiring, plumbing and earthquake safety.

Please consider some things that could be priorities in the plan for the future Community Center at Cubberley. Please indicate how important each one is to you personally: extremely important, very important, somewhat important, or not too important.

Extremely/Very
Extremely Important Very Important Somewhat Important Not Too Important Don't Know Important 74%^Repairing and upgrading outdated electrical wiring 40% 35%
35%
29%
23%
33%
23%
23%
34%
37%
36%
39%
45%
29%
38%
36%
18% 5% 4%
^Preserving trees and green space 19% 8% 72%
71%
68%
68%
63%
61%
59%
^Upgrading buildings to meet current earthquake
safety standards 21% 4%
^Repairing and upgrading outdated plumbing 23% 5% 4%
4%
Providing safe spaces for children and teens
after school and in the summer
Providing after‐school and summer programs for
local children and teens
26%
27%
25%
30%
7%
^Improving accessibility for people with disabilities 11% 9%Providing space for gathering and community building
Q10. ^Not Part of Split Sample
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Analysis

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Majorities also prioritize early childhood education spaces and allowing the center to be used as a “resilience hub.”
Extremely/VeryExtremely Important Very Important Somewhat Important Not Too Important Don't Know Important 56%Providing early childhood education 19%
25%
37%
29%
34%
35%
35%
26% 16%
Providing an emergency evacuation center or
“resilience hub,” that can be used in case of natural disaster 29% 34%
14%
12%
13%
54%
52%
52%
49%
47%
47%
46%
^Providing space to experience art, performing arts,
or visual arts 18%
17%
14%
21%
17%
17%
^Providing space for hands‐on learning in science, 32%technology and the arts ^Providing places for senior services 4%34% 14%
Providing a cooling and respite center for
very hot, cold or smoky days 26%
30%
29%
25% 25% 4%
^Repairing and upgrading the community theater
^Providing parking
32% 15%
22%
6%
29%
Q10. Please consider some things that could be priorities in the plan for the future Community Center at Cubberley. Please indicate how important each one is to you personally: extremely important, very important, somewhat important, or not too important. ^Not Part of Split Sample 17 Item 2
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Community Site Phase One Survey
Analysis

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Relatively low priorities include athletics, adult education, and spontaneous social connections.

Extremely/VeryExtremely Important Very Important Somewhat Important Not Too Important Don't Know Important 45%Building a flexible space gymnasium for team and
individual athletics 17%
14%
20%
19%
11%
13%
15%
15%
28%
30%
24%
24%
32% 20%
Providing daycare services 29%
36%
34%
37%
29%
40%
33%
19% 8%
17%
45%
44%
43%
42%
39%
38%
38%
^Providing space for non‐profit organizations
Providing affordable dance studios, so that artists can continue to work in the Bay Area 20%
16%
4%
Providing adult education classes 31% 5%
Providing a warm‐water therapy pool for seniors, children, people with disabilities, and those recovering from injury 27% 23%
23%
28%
18%
25%
Providing space for spontaneous social connections 4%
4%
Building a fitness center for strength training and
cardio exercise
Q10. Please consider some things that could be priorities in the plan for the future Community Center at Cubberley. Please indicate how important each one is to you personally: extremely important, very important, somewhat important, or not too important. ^Not Part of Split Sample 18 Item 2
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Community Site Phase One Survey
Analysis

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Larger shares say pickleball, tennis courts and
a dog park are “not too important” to them.

Extremely/VeryExtremely Important Very Important Somewhat Important Not Too Important Don't Know Important 37%Providing affordable artists’ studios, so that artists can continue to work in the Bay Area 11% 27%
26%
33% 27%
Providing English as a second language classes
Providing language classes
Providing a community pool
Providing a community kitchen
^Providing a dog park
9% 32% 26%
31%
38%
33%
44%
48%
53%
6% 35%
30%
27%
25%
23%
18%
9%
11% 19%
9% 18%
10% 15%
7% 15%
13%
36%
31%
38%
31%
30%
35%
4%
4%Providing tennis courts 5%
Providing pickleball courts 6%
Q10. Please consider some things that could be priorities in the plan for the future Community Center at Cubberley. Please indicate how important each one is to you personally: extremely important, very important, somewhat important, or not too important. ^Not Part of Split Sample 19 Item 2
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Analysis

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Most are willing to pay as much as $500 in additional
taxes per household per year to fund the project.

No matter how the money was raised, please indicate whether you would be very willing, somewhat willing, somewhat unwilling, or very unwilling to pay each of the following amounts per household per year in additional taxes.

Total
Willing Unwilling
TotalVery Willing Somewhat Willing Somewhat Unwilling Very Unwilling Don’t Know $250
$500
$750
55% 19% 7% 16% 4%
5%
5%
5%
73%
58%
49%
44%
23%
37%
46%
51%
35% 24% 13% 24%
18% 31% 17% 28%
$1,000 15% 29% 18% 33%
Q13.
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Messaging and Movement
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Community Site Phase One Survey
Analysis

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Messaging in Favor of a Cubberley Center Bond
Ranked by Very Convincing
(STANDARDS) Most Cubberley Center buildings are more than 70 years old. They were built well before modern internet, and do not meet current disabled access and earthquake safety standards. Palo Alto residents deserve a community center that is modern, safe and accessible to the entire community. (ECE) Families with children are struggling with the cost of childcare in the Bay Area. This project will create dedicated space for childcare and early childhood education for families from all walks of life. ^(AFFORDABILITY) As the cost of living goes up, it is more important now than ever to invest in free or low‐cost places for exercise and play that everyone can use close to home. Palo Alto should invest in creating an affordable, accessible place where people can gather to learn, play, read, enjoy the arts, experience joy, and connect with one another.
(REPAIRS) Cubberley Community Center facilities have significant structural issues with deteriorating electrical wiring and plumbing. Most buildings are beyond their useful life and would be very costly to repair. That’s why we should invest in a new, safe, accessible and modern facility for our community to share into the future.
^(LONG RUN) The longer we wait to repair our recreation and community center, the more it will cost us in the long run. By making the investment to take care of these buildings today, we can avoid more costly problems in future years.
(PAUSD) A bond measure for a community center at the Cubberley site is a win‐win for our community.

It would provide more than $65 million for our local schools to invest in classroom education, while also creating a center for members of the community of all ages to gather, learn and play. (SENIORS) One in five Palo Altans is a senior. This project would provide a dedicated place where our seniors can engage in the social and physical activities that get them out into the community, reducing isolation, preventing injury, and keeping them healthy.

Q11. Please consider the following statements from people who may support this potential measure. Please indicate whether you find it very convincing, somewhat convincing, or not convincing as a reason to support the measure. ^Not Part of Split Sample 22 Item 2
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Analysis

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Messaging in Favor of a Bond (Continued)
Ranked by Very Convincing
(LONELINESS) Our society is facing an epidemic of loneliness. This state‐of‐the‐art community center will serve as a hub for people to meet new people, share ideas, and work together – strengthening the fabric of our community and ensuring everyone feels connected.
^(EMERGENCY) Palo Alto needs an up‐to‐date and safe location for the community to shelter in times of emergency, such as earthquake or fire, or during hot or smoky days. A new center will be able to provide this critical local resource and help keep our community safe.
(AFTERSCHOOL) Unstructured time for children and teens is important – but it ’s often hard to find places to do it.

This measure will provide funding to create safe, fun places for children and teens to hang out after school and in the summer.
(SKILLS) Now more than ever, we need places for people to step away from screens, gather and learn hands‐on skills. A renovated community center can provide safe, modern places for people to experiment with 3‐D printers, woodworking, electrical tools, and many other valuable skills. (SWIMMING) Swimming is an important life skill and great exercise for everyone. A new pool will host swim lessons for kids, water aerobics for seniors, swim classes for people of all ages, and a place to cool off during increasingly hot summers.
(ACCOUNTABILITY) A bond measure to fund community center renovations and upgrades will have strict accountability provisions, including annual independent financial audits, and public review of expenditures to ensure that funds are spent efficiently, effectively and as promised. (JOY) The community center at Cubberley will be a unique place where people can gather to experience moments of joy and self‐expression – with performances, classes, and simply space to hang out and connect to one another.

Q11. Please consider the following statements from people who may support this potential measure. Please indicate whether you find it very convincing, somewhat convincing, or not convincing as a reason to support the measure. ^Not Part of Split Sample 23 Item 2
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Analysis

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Positive messaging lifts support to seven in ten,
though the negative message reduces resets support
for the bond at three in five.

Total
Support
Total
Oppose
Strongly Support Somewhat Support Don’t Know Somewhat Oppose Strongly Oppose Initial Vote 23% 39% 13% 13% 11% 62% 24%
20%
33%
Vote After Pros 35% 37% 8% 11% 8% 72%
62%Voter After Pros and Cons 24% 39% 5% 19% 14%
Q7. Do you support or oppose this proposal?
Q12 & Q14. Do you support or oppose a bond measure for a new community center at the Cubberley site? 24 Item 2
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Conclusions
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Conclusions
• Fully 87% are familiar with the Center – and that group is unhappy with its condition, while pleased with its programs and services.
• Overall, there is broad majority support for improvements at the Cubberley Site, but reaching approval with a two‐thirds threshold may require some careful calibration. . 62% offer conceptual support for a bond measure (without a specific amount included) but only 23% “strongly support” it. However, messaging in favor lifts those figures to 75% total support and 35% strong support.
. Most express willingness to pay as much as $500 per year in additional taxes for the project at the household level, with an even broader majority at $250 per year. • Voters place the highest priority on basic building improvements – wiring, earthquake safety, plumbing and green space. Programs for youth are also popular. Most of the projects tested are viewed as at least “somewhat important,” but many lack intensity (such as pickleball, tennis courts and dog parks). • The most‐persuasive messages also focus on basic repairs and safety improvements, as well as providing affordable childcare at the site and providing opportunities for affordable local recreation. • The next step will be a Phase Two survey, which – building on the findings of the current poll ‐ offers voters a more specific ballot measure proposal to consider. 26 Item 2
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Analysis

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Dave Metz
[email protected]
Miranda Everitt
[email protected]
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Analysis

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The Cubberley Site
The 35-acre Cubberley site, located at 4000 Middlefield Road in Palo Alto, operated as Cubberley High School from 1956 to 1979. Beginning in the late 1980’s, the City began leasing portions of the facilities from the Palo Alto Unified School District (PAUSD) at the site. Today, the City operates the areas of Cubberley it controls as a community center, using some of the space for classes and activities in arts, culture, athletics, and sub-leasing additional space at City-subsidized rates to various non-profit and community serving groups. The current lease agreement expires December 31, 20291.

Today, the City owns eight acres of the 35-acre site. PAUSD owns the remaining 27 acres, most of which are leased to the City. There are currently 23 tenants and 24 artists leasing space at Cubberley from the City and dozens of groups renting the theater, pavilion, classrooms, and athletic fields from the City. Combined, these groups provide the community with programs that support health and wellness, childcare, education, and visual and performing arts. PAUSD uses its retained space for educational purposes and staff offices and has leases with some third-party tenants. The parking lot in the southeast corner of the property houses portable trailers as a temporary site for Hoover Elementary School during construction at the school’s site. A current site map can be found on the City’s website2.

Several master planning efforts have been completed over the years to reimagine and improve the Cubberley site, with the most recent being completed in 20193.

Memorandum of Understanding with PAUSD
In October 20244, both the City Council and Palo Alto Unified School District (PAUSD or District) Board of Education approved a Memorandum of Understanding (MOU) related to the future of the Cubberley site. The MOU outlines key terms and conditions for the purchase and future planning of Cubberley. The land purchase, which would transfer ownership of seven acres from PAUSD to the City, is contingent on voter approval of a bond measure in November 2026. This condensed timeframe requires development of a master plan for the site by March 2026, conduct stakeholder and community engagement and outreach, polling, financial analysis, CEQA analysis, and other critical tasks. The addition of the seven acres, plus the eight acres already owned by the City of Palo Alto provides an opportunity to develop a new community 1 City Council, December 2, 2024: https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r- 704298fc&searchid=c3e3ed6f-6cda-4dd3-ba35-5d8d4be5579e
2 https://www.cityofpaloalto.org/files/assets/public/v/1/city-manager/communications-office/cubberley- community-center_mappdf.pdf
3 Cubberley Concept Plan 2019: https://www.pausd.org/about-us/committees-task-forces/archived- committees/cubberley-master-plan
4 City Council, October 7, 2024; Agenda Item AA1; SR #2409-3500, https://portal.laserfiche.com/Portal/DocView.aspx?id=98415&repo=r-704298fc&searchid=e199f724-22ab- 472b8ad8-ca162c4dcf8a
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Project Background

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center and other improvements on a combined 15 acres at the Cubberley site to provide a range of City programs, including health, wellness, and recreational opportunities for residents.

Master Plan Update and Pursuit of a Local Ballot Measure To advance the master planning effort the City Council took several actions on December 2, 20245 related to the future of the Cubberley site. These actions included approval of a contract with Concordia, LLC, and associated budget actions for development of a revised Master Plan for the Cubberley Community Center site, building on the previous master plan completed in 2019 by Concordia and guided by significant community input. Additionally, the Council approved a Letter of Intent with the Friends of the Palo Alto Recreation Wellness Center for the purpose of fundraising for a recreation wellness center (gymnasium) at the Cubberley site, and a workplan for pursuit of a November 2026 local ballot measure to fund the purchase of land and development of a new community center at the Cubberley site.

Subsequent Council actions included approving a five-year lease with PAUSD6 to continue the current use of the property, including playing fields, approval of a professional services agreement with Rincon for CEQA analysis7, and approval of professional service agreements with Lew Edwards Group and Fairbank, Maslin, Metz & Associates8 for ballot measure strategy advisement and community polling.

Cubberley Ad Hoc Committee
The Council established the Cubberley Ad Hoc Committee (as a non-Brown Act body) to review and advise staff on efforts related to polling and development of a ballot measure that will successfully receive voter support in 2026. Efforts include polling, financial and revenue modeling for the community center, master planning, and community outreach to complete the Master Plan and place a measure on the November 2026 ballot.

The City Council will serve as the governing body for policy direction at key decision points. This includes direction to conduct polling, review of concept designs, direction on operating and financial models, and decisions on what should be placed on the November 2026 ballot. 5 City Council, December 2, 2024; Agenda Item 18; SR #2410-3634, https://portal.laserfiche.com/Portal/DocView.aspx?id=112713&repo=r-704298fc 6 City Council, December 2, 2024; Agenda Item 12; SR #2410-3651, https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r-704298fc 7 City Council, December 16, 2024; Agenda Item 12; SR #2411-3813, https://portal.laserfiche.com/Portal/DocView.aspx?id=117742&repo=r-704298fc&searchid=96e9506b-f1bd-485e- a4cb-fc804b5893d1
8 City Council, February 24, 2025; Agenda Item 4; SR #2501-4039, https://portal.laserfiche.com/Portal/DocView.aspx?id=143364&repo=r-704298fc&searchid=fef509a6-4d34-4060- bc7a-6ab87db7a0ae
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April 21 City Council Meeting
At the April 21, 2025 City Council meeting9, staff presented outcomes from the first community meeting held on March 19, an update on the Cubberley Master Plan Project workplan and sought Council authorization to initiate the first community poll.

First Cubberley Master Plan Community Meeting
The first community meeting for the Cubberley Master Plan Project was held on March 19, 2025, and was attended by over 120 community members and stakeholders. Participants completed two activities in table groups of up to eight people with guided facilitation, focusing on the vision for the community center, programming, and place making. The first meeting goals included a review of the Vision from the City Council session and then using a list from the previous community engagement process, participants were asked to review and confirm desired programming and adjacencies for the future Community Center. The outcomes of the March 19 meeting were presented10 to the City Council on April 21, 2025.

The first activity focused on a review of the Council Vision statement and participants were asked to expand the Vision statement with additional values and ideas. Community members valued: Multipurpose, adaptable spaces to accommodate diverse uses over time; Gathering hubs for interconnectivity and communication between diverse social, cultural and generational groups; Accessibility for all ages, cultures and abilities to access holistic wellness resources; Integration of green space and sustainability features in experiential and infrastructural planning; and Affordability for local Palo Altans and for tenants who have a community focus. Overall, participants focused on flexibility, inclusivity, sustainability, and long- term community engagement as high-level themes.

The second activity focused on programming and adjacencies of indoor and outdoor spaces.

The most selected indoor programs were Theater/Performance Space, Dance Classes, Art Studio, Art Classes, followed by Gym Facility, Flexible Rental Space, and a Café. For outdoor programs, Open Greenspace was the most selected program followed by Playground, Amphitheater, and Pool/Water Area. Compared to 2019, the most mentioned programs then (indoor and outdoor) were Adult Education, Theater/Performance Space, Greenspace, Makerspace, and Senior/Multigenerational Programs.

Feedback on First Community Poll
9 City Council, April 21, 2025; Agenda Item 11; SR #2503-4310, https://portal.laserfiche.com/Portal/DocView.aspx?id=166428&repo=r-704298fc 10 Staff Presentation, April 21, 2025;
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Polling experts, FM3 presented11 themes for the first community poll designed to test voter opinions on the community center’s goals, preferred uses, and willingness to support funding through a tax or bond. The poll themes and questions were developed with input from the Cubberley Ad Hoc Committee and will inform critical upcoming milestones in the project. The Council did not take an action but supported proceeding with the poll.

April 22 Parks & Recreation Commission Meeting
On April 22, 2025, staff presented an informational update to the Parks and Recreation Commission, offering a comprehensive overview of the project's overall workplan and timeline.

The presentation included a detailed summary of Community Meeting #1, highlighting key themes and priorities that emerged from the community’s feedback. Staff also introduced Poll #1, which was launched at the end of April, and encouraged Commissioners to help promote the survey to ensure broad community participation. In addition, the presentation outlined several ways the Commission can remain engaged and support the project, including serving as ambassadors within the community, helping to share information, and providing feedback. The creation of a PRC Cubberley ad-hoc committee was discussed and it was decided that this topic will be further considered during the upcoming workplan revisions scheduled for the coming months.
11 FM3 Presentation, April 21, 2025;
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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: June 9, 2025
Report #:2505-4738
TITLE
Approval of Minutes from May 27, 2025 Meeting

RECOMMENDATION
Staff recommends that the City Council review and approve the minutes.

ATTACHMENTS
Attachment A: May 27, 2025 Draft Action Minutes
APPROVED BY:

Mahealani Ah Yun, City Clerk
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CITY COUNCIL

DRAFT ACTION MINUTES

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Special Meeting
May 27, 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 Veenker Arrived at 5:31 P.M.

Present Remotely:

Absent:

Special Orders of the Day

1. Interview Candidates for the Vacancies on the Architectural Review Board; CEQA Status – Not a Project

NO ACTION

Closed Session
AA1. CONFERENCE WITH LEGAL COUNSEL—POTENTIAL LITIGATION (two cases) Subject: Initiation of litigation in two cases, American Federation of Government Employees v. Trump, US District Court for the Northern District of California, Case No. 25-CV-03698 and City and County of San Francisco v. Trump, US District Court for the Northern District of California,
Case No. 25-CV-01350 Authority: Government Code Section 54956.9(d)(4) MOTION: Councilmember Lu moved, seconded by Council member Reckdahl to go into Closed Session.

MOTION PASSED: 7-0
Council went into Closed Session at 6:36 P.M.

Council returned from Closed Session at 8:00 P.M.

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DRAFT ACTION MINUTES

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Sp. City Council Meeting
Draft Action Minutes: 05/27/2025
Mayor Lauing announced that the Council directed the City Attorney to take necessary steps to join the case of City and County of San Francisco v. Trump, US District Court for the Northern District of California, Case No. 25 -CV-01350. This challenges federal executive orders and administrative directives that threaten to withhold federal funds and initiate enforcement action against state and local government entities which limit local cooperation with federal immigration enforcement. This is action taken in compliance with the California Values Act.

Vote: 7-0

Agenda Changes, Additions and Deletions

Public Comment

Council Member Questions, Comments and Announcements

Consent Calendar
MOTION: Vice Mayor Veenker moved, seconded by Council member Reckdahl to approve Agenda Item Numbers 2-5.

MOTION PASSED: 7-0

2. Approval of Minutes from May 12, 2025 Meeting

3. Approval of Professional Services Contract Number C25193676 With Franklin Energy Services LLC, in the Amount Not -to-Exceed $7,054,863 over a three -year term to Administer Turnkey Home Electrification Program as Part of the Advanced Single -Family Electrification Program and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: -- Not a Project under CEQA Guidelines 15378(b)(5)

4. Adoption of Resolution Suspending the Levy of Assessments on the Downtown Palo Alto Business Improvement District (BID) Assessment for Fiscal Year 2026; CEQA status – not a project.

5. Approval of Contract Amendment Number 4 to Contract #S20178065 with OIR Group, in the Amount of $40,000 and for a one -year extension to continue Independent Police Auditing Services in Palo Alto. CEQA Status – Not a Project.

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DRAFT ACTION MINUTES

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Sp. City Council Meeting
Draft Action Minutes: 05/27/2025
City Manager Comments
Ed Shikada, City Manager

Action Items

6. PUBLIC HEARING / QUASI -JUDICIAL. 4075 El Camino Way [23PLN -00202]:

Recommendation on Applicant’s Request for an Amendment to a Planned Community Zone District (PC-5116) to Allow for Modifications to an Existing 121-Unit Assisted Living and Memory Care Facility. The Additions Would Include 16 Additional Assisted Living Units and 172 Square Feet of Additional Support Space. Environmental Assessment:

Exempt from the Provisions of the California Environmental Quality Act (CEQA) in Accordance with CEQA Guidelines Section 15301 (Modifications to Existing Facilities).

Zoning District: PC-5116 (Planned Community).
(Continued from 5/5/2025 - On May 5, 2025, the Council Received Presentations and Public Testimony; the Item Will be Continued to May 27 for Council Deliberation and Action - No Public Testimony Will be Heard on May 27.)
MOTION: Mayor Lauing moved, seconded by Council member Stone to approve the staff recommendations with the following changes:

1. Implement the Planning and Transportation Commission recommendation for the seven (7) new units - away from rear neighbors;

2. Create a tighter Transportation Demand Management program to e nsure compliance and document the process and penalties for non-compliance;

3. Institute and enforce first- priority for occupants who are P alo Alto residents and specifically define this including length of prior residency (minimum one-year).

MOTION PASSED/FAILED: X-X

SUBSTITUTE MOTION: Council member Burt moved, seconded by Council member Lu to refer this project back to the P lanning and T ransportation Commission for a review of a project between 11 to 13 units that would eliminate the 3
rd floor units adjacent to Wilkie Way
backyards.

SUBSTITUTE MOTION PASSED: 4-3, Reckdahl, Lauing, Stone no

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DRAFT ACTION MINUTES

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Sp. City Council Meeting
Draft Action Minutes: 05/27/2025

7. FIRST READING: Adoption of an Ordinance Amending Palo Alto Municipal Code Titles 18 (Zoning) and 16 (Building Regulations) to Modify the El Camino Real Focus Area, Implementing Program 3.4E of the Housing Element, and Updating the Housing Incentive Program. CEQA Status: the Addendum to the Comprehensive Plan Environmental Impact Report (EIR), Considered by the City Council on April 15, 2024, Analyzed Potential Environmental Impacts of the 6th Cycle Draft Housing Element Including Program 3.4E.

Vice Mayor Veenker, Councilmember Lu, and City Manager Shikada recused from Agenda Item Number 7.

MOTION: Councilmember Burt moved, seconded by Council member Reckdahl to adopt an ordinance amending Chapters 18.14 and 16.58 of the Palo Alto Municipal Code (PAMC) (Attachment A) to implement Program 3.4E of the Housing Element regarding the El Camino Real Focus Area expansion and modification of development standards with the additional amendments:

1. Modification to the Hansen Way setback to 20-foot;

2. Inclusion of Tier 2 properties a 2905, 2951, and 2999 El Camino Real; a. Direct staff to return to Council with a proposal for Rezoning the property behind 2999 from R1 to an appropriate transition for housing below-grade setbacks

3. Allow below-grade encroachments to PR zone properties within the Focus Area that are subdivided by parcel map;

4. Height for the El Camino Focus Area would be 80-feet for development for housing only or 85-feet for housing with ground-floor retail or hotel development

4. WITHDRAWN FROM THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER FINAL MOTION: Councilmember Burt moved, seconded by Council member Reckdahl to adopt an ordinance amending Chapters 18.14 and 16.58 of the Palo Alto Municipal Code (PAMC) (Attachment A) to implement Program 3.4E of the Housing Element regarding the El Camino Real Focus Area expansion and modification of development standards with the additional amendments:

1. Direct staff to pursue modification to the Hansen Way special setback to 20-feet;

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DRAFT ACTION MINUTES

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Sp. City Council Meeting
Draft Action Minutes: 05/27/2025

3. Allow below-grade encroachments to RP Zone properties within the Focus Area that are subdivided by parcel map;

4. Up to 50% of open space can be fulfilled by area of a natural creek space;

5. Direct staff to allow provisions of up to 85-feet hotel development and increased FAR and to allow hotel on RM Zones within the Focus Area.

FINAL MOTION PASSED: 5-0-2, Veenker, Lu recused

Adjournment: The meeting was adjourned at 11:23 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: Utilities
Meeting Date: June 9, 2025
Report #:2504-4515
TITLE
2025 Annual Water Supply and Demand CEQA Status Assessment -- Exempt under Water Code Section 10652.

RECOMMENDATION
Staff and the Utilities Advisory Commission (UAC) recommend City Council adopt the 2025 Annual Water Shortage Assessment Report.

BACKGROUND
Beginning in 2022, every urban water supplier in California must conduct an Annual Water Supply and Demand Assessment as required by California Water Code Section 10632(a). Each urban water supplier must also submit an Annual Water Shortage Assessment Report to the Department of Water Resources (DWR) on or before July 1, as required by California Water Code Section 10632.1. The City’s Annual Water Shortage Assessment Report (Attachment A, Tables 1- 5) shows that there is no water shortage anticipated for Fiscal Year 2026.

On April 15, 2025, the San Francisco Public Utilities Commission (SFPUC), Palo Alto’s water supplier, provided Palo Alto with the Water Supply Availability Update indicating for the current water year, Hetch Hetchy watershed has experienced nearly average conditions for precipitation and snowpack. The City of Palo Alto encourages continued water conservation efforts and the City’s website contains more information about available water conservation programs.1

DUSCUSSION
To prepare the 2025 Annual Water Shortage Assessment Report, staff followed the procedures outlined in its Water Shortage Contingency Plan, contained in Section 7 of the City’s 2020 Urban Water Management Plan (UWMP).2 Palo Alto’s 2025 Annual Water Shortage Assessment Report uses the DWR-developed Optional Annual Assessment Tool format. This format includes the 5 tables shown in Attachment A. Staff will submit the standard tables to DWR by July 1, 2025. “Table 1. Annual Assessment Information” (Table 1) provides required overview information. The 1 https://www.cityofpaloalto.org/Departments/Utilities/Sustainability/Ways-to-Save 2 https://www.cityofpaloalto.org/files/assets/public/v/1/utilities/uwmp/2020-uwmp_final-submission-to-dwr.pdf Item 4
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remaining tables project water supply and demand for FY 2026 under dry conditions, as required, and finds that there is no projected water shortage.

Upon Council adoption, staff will submit the 2025 Annual Water Shortage Assessment Report to the Department of Water Resources. After Palo Alto and other urban water suppliers report to DWR on the 2025 Annual Water Shortage Assessment Reports, DWR will prepare a summary report on its review of the Annual Water Supply and Demand Assessment results and provide it to the State Water Resources Control Board (State Board) by September 30, 2025. The DWR report will include water shortage information at the supplier level, as well as regional and statewide analysis of water conditions as required by California Water Code Section 10644 (c)(1)(B).

Potable Water
Palo Alto receives 100% of its potable water supply from the SFPUC Regional Water System and staff used the SFPUC's April 15, 2025 Water Supply Availability Update to determine water supply.
•“Table 2: Water Demands” (Table 2) provides a demand projection for each month of FY 2026;
•“Table 3: Water Supplies” (Table 3) notes that there is sufficient supply to meet Palo Alto’s demand and projects supply equal to the demand projection since there is no projected water shortage in FY 2026;
•“Table 4(P): Potable Water Shortage Assessment” (Table 4(P)) compares projected FY 2025 demand with supply and illustrates that there is no shortage projected for FY 2026; •“Table 5: Planned Water Shortage Response Actions” (Table 5) shows no triggered water shortage actions.

Palo Alto’s eight permanent water use regulations remain in effect (see Palo Alto Municipal Code Section 12.32.010).

Non-Potable Water
For non-potable recycled water, Table 2 provides the demand projection and Table 3 notes that there is sufficient supply to meet Palo Alto’s non-potable recycled water demand in FY 2026. For that reason, the supply is set to equal demand and there is no shortage of non-potable water projected in Table 4(NP), “Non Potable Water Shortage Assessment”.

FISCAL/RESOURCE IMPACT
There is no fiscal impact from Council approving the 2025 Annual Water Shortage Assessment Report.

STAKEHOLDER ENGAGEMENT
The 2025 Water Supply and Demand Assessment was presented to the UAC at its May 7 meeting and was unanimously recommended for Council approval.

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ENVIRONMENTAL REVIEW
Adoption of the 2025 Annual Water Shortage Assessment Report is exempt from California Environmental Quality Act’s (CEQA) review pursuant to Water Code Section 10652.

ATTACHMENTS
Attachment A: 2025 Water Supply and Demand Assessment Tables APPROVED BY:

Alan Kurotori, Director of Utilities.

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Table 1. Annual Assessment InformationAnnual Assessment InformationYear Covered By This Shortage Report (Required)Start: July 1,2025End: June 30,2026Volume Unit for Reported Supply and Demand:(Must use the same unit throughout)AF Supplier's Annual Assessment Planning Cycle (Required)Start Month:July End Month:JuneData Interval: Monthly (12 data points per year)Water Supplier's Contact Information (Required)Water Supplier's Name:City of Palo Alto Contact Name:Karla DaileyContact Title:Assistant Director of Utilities, Resource ManagementStreet Address:250 Hamilton Avenue, Palo Alto ZIP Code:94301Phone Number:(650)329-2523Email Address:[email protected] Preparer's Contact Information (if different from above)Preparer's Organization Name:Preparer's Contact Name:Phone Number:Email Address:

Supplier's Water Shortage Contingency Plan
WSCP Title 2020 Water Shortage Contingency Plan of the City of Palo AltoWSCP Adoption Date 6/7/2021Other Annual Assessment Related ActivitiesActivity Timeline/ Outcomes / Links / Notes Annual Assessment/ Shortage Report Title:Optional Annual Assessment / Shortage Report Approval Date: 6/2/2025 Other Annual Assessment Related Activities:

The 2020 Water Shortage Contingency Plan of the City of Palo Alto states that Palo Alto will utilize the BAWSCA Regional Reliability Model to evaluate water supply availability, however, the plan also permits the City to use SFPUC data since SFPUC is the City's sole supplier. Specifically, the 2020 Water Shortage Contingency Plan states: "Because Palo Alto relies on only one potable water supply source, SFPUC RWS water, the Annual Assessment will rely on key data inputs from the SFPUC." Palo Alto used the SFPUC's April 15, 2025 Water Supply Availability Update to determine water supply. (Add rows as needed)
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= From prior tables= Auto calculated
Use Type Start Year: 2025 Volumetric Unit Used2: AF Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total by Water Demand Type All Demands 1310 1285 1307 1088 929 686 654 575 660 697 969 1135 112950000000001310 1285 1307 1088 929 686 654 575 660 697 969 1135 11295 All Demands Tertiary 54 53 35 22 11 2 2 11 9 24 42 50 315000054 53 35 22 11 2 2 11 9 24 42 50 315 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total 0000 Table 2: Water Demands1
Projected Water Demands - Volume3
Total by Month (Non-Potable)
1Projections are based on best available data at time of submitting the report and actual demand volumes could be different due to many factors.2Units of measure (AF, CCF, MG) must remain consistent. 3When opting to provide other than monthly volumes (bi-monthly, quarterly, or annual), please see directions on entering data for Projected Water Demand in the Table Instructions.

Notes: Potable unconstrained customer demand determined using the end-use model described in the 2020 UWMP Section 4. Non-potable unconstrained customer demand determined based on 2020 UWMP projection.

Total by Month (Potable)
Additional Description (as needed)
Level of Treatment for Non-Potable SuppliesDrop-down list Drop-down listMay select each use multiple timesThese are the only Use Types that will be recognized by the WUEdata online submittal tool(Add additional rows as needed) Demands Served by Potable Supplies
Demands Served by Non-Potable Supplies
Three years ago total demandFour years ago total demand Optional (for comparison purposes)Last year's total demandTwo years ago total demand Item 4
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= From prior tables= Auto calculated
Water Supply Start Year: 2025 Volumetric Unit Used2: AF Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total by Water Supply Type Purchased/Imported Water
San Francisco Public Utilities Commission Regional Water Supply System 1310 1285 1307 1088 929 686 654 575 660 697 969 1135 11295 0000000001310 1285 1307 1088 929 686 654 575 660 697 969 1135 11295 0 Recycled Water
Recycled Water from the Regional Water Quality Control Plant 54 53 35 22 11 2 2 11 9 24 42 50 315
000054 53 35 22 11 2 2 11 9 24 42 50 315 0
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total0
Table 3: Water Supplies1
Projected Water Supplies - Volume3 Water Quality
Drop-down List
Total Right or Safe Yield* (optional)
Additional Detail on Water Supply
Drop-down ListMay use each category multiple times.These are the only water supply categories that will be recognized by the WUEdata online submittal tool (Add additional rows as needed)Potable Supplies Non-Potable Supplies
eAR Reported Total Water SuppliesOptional (for comparison purposes) 1Projections are based on best available data at time of submitting the report and actual supply volumes could be different due to many factors.2Units of measure (AF, CCF, MG) must remain consistent. 3When opting to provide other than monthly volumes (bi-monthly, quarterly, or annual), please see directions on entering data for Projected Water Supplies in the Table Instructions.

Notes: Palo Alto purchases 100% of its potable water from SFPUC; Palo Alto used the SFPUC's March 1, 2024 Water Supply Availability Update to determine water supply. Palo Alto supplies recycled water for irrigation of the municipal golf course, a park and some other minor applications. There is sufficient supply of both potable and recycled water to meet demand.

Total by Month (Potable)
Total by Month (Non-Potable)
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= Auto calculated
= From prior tables

= For manual
input
Table 4(P): Potable Water Shortage Assessment1 Start Year: 2025 Volumetric Unit Used2: AF Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun3 Total
Anticipated Unconstrained Demand 1310 1285 1307 1088 929 686 654 575 660 697 969 1135 11295 Anticipated Total Water Supply 1310 1285 1307 1088 929 686 654 575 660 697 969 1135 11295 Surplus/Shortage w/o WSCP Action 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 % Surplus/Shortage w/o WSCP Action 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% State Standard Shortage Level 0 0 0 0 0 0 0 0 0 0 0 0 0 Planned WSCP Actions4
Benefit from WSCP: Supply Augmentation 0.0 Benefit from WSCP: Demand Reduction 0.0
Revised Surplus/Shortage with WSCP 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 % Revised Surplus/Shortage with WSCP 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 1Assessments are based on best available data at time of submitting the report and actual volumes could be different due to many factors. 2Units of measure (AF, CCF, MG) must remain consistent. 3When optional monthly volumes aren't provided, verify Tables 2 and 3 use the same columns for data entry and are reflected properly in Table 4 and make sure to use those same columns to enter the benefits from Planned WSCP Actions. Please see directions on the shortage balancing exercise in the Table Instructions. If a shortage is projected, the supplier is highly recommended to perform a monthly analysis to more accurately identify the time of shortage. 4If you enter any WSCP Benefits, then you must enter the corresponding planned Actions into Table 5. = Auto calculated
= From prior tables

= For manual
input
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Table 4(NP): Non-Potable Water Shortage Assessment1 Start Year: 2025 Volumetric Unit
Used2:

AF
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun3 Total
Anticipated Unconstrained Demand: Non-Potable 54 53 35 22 11 2 2 11 9 24 42 50 315 Anticipated Total Water Supply: Non-Potable 54 53 35 22 11 2 2 11 9 24 42 50 315 Surplus/Shortage w/o WSCP Action: Non-Potable 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 % Surplus/Shortage w/o WSCP Action: Non-Potable 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% Planned WSCP Actions4
Benefit from WSCP: Supply Augmentation 0.0 Benefit from WSCP: Demand Reduction 0.0
Revised Surplus/Shortage with WSCP 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 % Revised Surplus/Shortage with WSCP 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 1Assessments are based on best available data at time of submitting the report and actual volumes could be different due to many factors. 2Units of measure (AF, CCF, MG) must remain consistent. 3When optional monthly volumes aren't provided, verify Tables 2 and 3 use the same columns for data entry and are reflected properly in Table 4 and make sure to use those same columns to enter the benefits from Planned WSCP Actions. Please see directions on the shortage balancing exercise in the Table Instructions. If a shortage is projected, the supplier is highly recommended to perform a monthly analysis to more accurately identify the time of shortage. 4If you enter any WSCP Benefits, then you must enter the corresponding planned Actions into Table 5.

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July 1, 2025 to June 30, 2026
Enter Amount
(Drop-down
List)
Select % or
Volume Unit
Start Month End Month
NOTES:

Notes Section to be used
only for clarifying details,
and not for listing specific
actions. Actions must be
entred into table rows 1If you plan Supply Augmentation Actions then you must enter WSCP Benefits from Supply Augmentation Actions into Table 4. If you plan Demand Reduction Actions then you must enter WSCP Benefits from Demand Reduction Actions into Table 4. 2If an Action is planned to be implemented in multiple non-contiguous periods of the year, please make separate entries on multiple rows for the same action spanning the different implementation periods.

Table 5: Planned Water Shortage Response Actions
Add additional rows as needed
How much is action going to
reduce the shortage gap?
(Optional)
When is shortage response
action anticipated to be
implemented2?Is action
already being
implemented?
(Y/N)
ACTIONS1: Demand Reduction,
Supply Augmentation, and Other
Actions.
(Drop-down List)
These are the only categories that will
be accepted by the WUEdata online
submittal tool. Select those that apply.

Anticipated Shortage
Level
Drop-down List of
State Standard Levels (1 -
6) and Level 0 (No
Shortage)
Palo Alto currently inplements permanent water use restrictions according to the Palo Alto Municipal Code Section

12.32.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-69362#JD_Chapter12.32. There is currently no water shortage projected for FY 2026 in Table 4(P).

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Attachment A - 2025 Water Supply
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: June 9, 2025
Report #:2505-4611
TITLE
Approval of Proposed 10 Year Energy Efficiency Goals for 2026-2035 as Recommended by the Utilities Advisory Commission; CEQA Status – Not a Project.

RECOMMENDATION
Staff and the Utilities Advisory Commission (UAC) recommend the City Council approve the proposed annual and cumulative Electric Efficiency Goals for the period 2026 to 2035 as shown in the summary table below.

EXECUTIVE SUMMARY
Palo Alto has long recognized cost-effective energy efficiency (EE) as the highest priority energy resource, given that EE typically displaces relatively expensive electricity generation, lowers energy bills for customers, and contributes to economic development and job creation. As required by state legislation, the City adopted its first set of 10-year energy efficiency goals in April 2007, and updated these goals in 2010, 2012, 2017, and 2021. The proposed 10-year EE goals shown in the summary table below were presented to the UAC on May 7th, 2025. After discussion of the purpose and methodology of developing these 10-year EE goals, the UAC voted 5 to 2 in favor of recommending the proposed goals for Council approval.

EE savings that can be counted towards these goals are restricted to those savings directly attributable to utility programs that are funded by a mandated public benefits charge (2.85% of electric retail revenue). EE upgrades that customers undertake without participating in utility programs as well as EE savings achieved through federal and state appliance and building standards currently cannot be counted towards the City’s EE goals. The savings reported here and targeted by these goals represent a subset of the actual energy efficiency upgrades taking place in Palo Alto. Over the past decade, building and appliance efficiency standards have become increasingly stringent. As federal and state efficiency standards increase, the energy savings attributable to utility programs decline.

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For this current EE goals update, staff proposes annual EE savings targets of 0.24% in 2026, increasing to 0.55% in 2032 and holding stable through 2035, with a cumulative 10-year EE savings of 2.8% of the City’s projected electric load. These targets reflect the continued decrease in traditionally available EE savings as electrification projects become an increasing focus for consumers as well as utility programs, and stricter state codes and regulations shrinking the amount of claimable EE savings. Much of the upward trend between the 2028 and 2032 targets can be attributed to the expectation of a future conservation voltage reduction (CVR) program once Advanced Metering Infrastructure is in place.

Summary Table: Annual Electric Energy Efficiency Goals
(% of total City customer usage)
Electric
(%)
Electric
MWh
2026 0.24% 2,083
2027 0.24% 2,105
2028 0.31% 2,645
2029 0.36% 3,105
2030 0.42% 3,597
2031 0.48% 4,082
2032 0.54% 4,571
2033 0.55% 4,558
2034 0.53% 4,423
2035 0.53% 4,426
Cumulative1
10-year EE
Goal

2.80% 23,230

BACKGROUND
Council adopted the City’s first 10-year electric EE goals in April 2007. These goals targeted a cumulative reduction in the City’s electric usage of 3.5% by 2017. The goals met the state legislative requirements established by AB 2021 (2006) requiring publicly owned electric utilities to adopt annual electric efficiency savings goals over a 10-year period, with the first set of goals due by June 1, 2007 and every three years thereafter. These EE goals were used for the City of Palo Alto Utilities’ (CPAU’s) resource planning as well as for EE program budget planning.

In May 2010 City Council updated the 10-year EE goals to reduce cumulative electric load by

7.2% between 2011 and 2020. In 2017, new EE goals were adopted with cumulative 10-year 1 Cumulative EE savings are not equal to the sum of the annual incremental goals due to the differences in how long the electricity savings persist for different measures and different types of EE savings. For example, new hardware upgrades contribute savings over their expected lifetimes, perhaps 15 years, whereas electricity savings from changing thermostat set-points are assumed to contribute savings over a much shorter period of time.

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electric savings of 5.7% between 2018 and 2027. The most recent set of 10-year EE goals was adopted by City Council in 2021, with cumulative 10-year electric savings of 4.4% between 2022 and 2031. AB 2227 (2012) changed the triennial energy efficiency target-setting schedule to a quadrennial schedule, beginning March 15, 2013 and every fourth year thereafter. The proposed 2026-2035 10-year EE goals have been provided to the California Energy Commission as a placeholder, understanding that final goals will be confirmed pending City Council approval.

Figure 1 provides a summary of the annual EE goals and achievements since Fiscal Year (FY) 2008. The figure shows that actual CPAU EE achievements met or exceeded goals for most years until 2020, where COVID began a downward trend in electric efficiency savings that has also been influenced by stricter state codes and electrification efforts.

Figure 1. Electric Efficiency Goals and Achievements for 2008-2024.

In 2015 California passed a landmark piece of energy legislation called Senate Bill 350 (SB 350) the “Clean Energy and Pollution Reduction Act of 2015”. SB 350 reinforces California’s position as a leader in clean energy and greenhouse gas reduction and codified Governor Brown’s ambitious “50/50/50” plan to procure 50% of electricity from renewable resources, reduce petroleum use by 50%, and double building efficiency in both electric and natural gas end uses

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by 2030. The statute lists a variety of programs to achieve the doubling of efficiency savings, including: 1) appliance and building standards; 2) utility programs that offer financial incentives, rebates, technical assistance and support to customers to increase EE; 3) programs that achieve EE savings through operational, behavioral and retro-commissioning activities; and 4) programs that save energy in final end uses through reducing distribution feeder voltage (i.e. conservation voltage reduction).

In 2021, the City Council set more conservative 10-year energy efficiency (EE) goals, about 40% lower than the previous targets. These revised goals accounted for the expected effects of COVID and a contracting EE market on potential electric efficiency savings in the years ahead.

With ongoing trends in electrification and increasingly stringent codes, even lower EE goals are now being proposed for the next 10-year cycle.

ANALYSIS
CPAU has offered energy efficiency programs since the 1970s. Its Long-term Electric Acquisition Plan (LEAP), approved by City Council in March 2007 and last updated in 2023 as the Electric Integrated Resource Plan (EIRP), affirmed cost-effective energy efficiency as the highest priority resource for serving load, with the goal of reducing average customer bills. The portfolio of EE programs has evolved over time. Originally the programs focused on rebates for customers administered by CPAU staff, but now include a combination of rebates and programs administered by third parties that provide EE audit and turnkey EE services to customers. CPAU has also been piloting multiple electrification programs over the last few years, including a full- service heat pump water heater program and a packaged rooftop heat pump HVAC program for commercial customers. These programs do not provide direct electric efficiency savings, but they do still provide overall energy efficiency savings as gas equipment is replaced by highly efficient heat pump technology. Palo Alto also has an ongoing Program for Emerging Technologies to evaluate, test and implement innovative emerging technologies that could help customers manage or reduce energy and water use.

Besides utility programs, Palo Alto continues pursuing energy savings through its local green building code and energy reach code. In December 2022, City Council adopted new reach codes that initially required all-electric new construction during the 2023-2026 code cycle. In 2024, in response to a decision from the Ninth Circuit Court of Appeals invalidating the City of Berkeley’s all-electric reach code, the City Council replaced its all-electric reach code with one that requires newly constructed buildings to meet stricter energy saving standards than those imposed by state law. The energy reach code has been in place since 2008 and has continued to evolve with California’s Building Standards (Title 24). As a reach code specific to only the City of Palo Alto, energy savings from this code can be counted towards these EE goals. However, as California state codes have become increasingly more stringent on energy efficient equipment, the claimable savings for Palo Alto programs has continued to shrink. As an example, California Item 5
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enacted Assembly Bill 2208 (AB 2208) in 2022 mandating the phase-out of fluorescent lighting starting in 2024. This bill will have a significant impact on CPAU EE program savings since nonresidential lighting projects have made up as much as 60% of total reported EE savings in recent years.

From a supply resource planning perspective, CPAU has incorporated both historic EE savings as well as forecast EE savings (from Council-approved EE goals) when forecasting the aggregate customer loads for a 10-year planning period. Cumulative EE from utility programs over the past 15 years is estimated at 5.7% of 2024 loads, i.e. without such programs, Palo Alto’s electrical loads would have been 5.7% (49,777 MWh) higher in 2024.

Proposed Electric Efficiency Goals
Staff proposes new annual electric EE targets at 0.24% of forecast electric load beginning in FY 2026, increasing to 0.54% in FY 2032 when the conservation voltage reduction program is fully implemented. These proposed goals reflect staff’s anticipation that savings levels have been impacted by state codes. The proposed goals are based on the results of an EE potential model that takes into account planned program offerings, expenditures, market saturation of energy efficient technologies, load forecast, and a planned conservation voltage reduction program following the city-wide deployment of Advanced Metering Infrastructure (AMI). Overall, these goals are much lower than the previous goals set in 2021 or 2017 (see Figure 2). The goals adopted in previous years were developed when state codes were less stringent2. Figure 3.

Historic EE Savings and Proposed Annual Electric EE Goals on an Energy Basis shows the actual historical EE savings and the proposed 2026 to 2035 EE goals.

Further, the City’s EE potential model estimates a market potential lower than the adopted 2017 and 2021 goals with low-cost energy efficiency technologies approaching market saturation. The proposed EE goals are also projected to be cost-effective based on both the model projections and past EE program costs.

Savings from EE can be reported on a net basis, meaning they exclude energy impacts from free-riders (program participants who would have installed EE in the absence of incentives), or on a gross basis, meaning they include impacts from program participants that are free-riders.

The goals in Figure 4 are based on “net” EE savings rather than “gross” EE savings.3 This means they do not include the energy savings that would have occurred in the absence of utility incentives, and therefore most accurately reflect the EE savings attributable to CPAU’s programs. CPAU also excludes savings attributable to the state’s building and appliance 2 EE savings attributed to state mandated codes and standards are excluded from the EE potential for CPAU, and therefore also cannot count toward meeting its EE goals.
3 The 2026 – 2035 Goals assumes free-ridership at the measure level using an average net-to-gross (NTG) ratio of 0.85 except for low income and conservation voltage reduction programs, where the assume is 1.0 (no free ridership). The NTG ratios are based on California statewide evaluation studies and are documented in Database of Energy Efficiency Results (DEER). Generally, mature, low-cost technologies tend to have higher free-ridership.

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standards. In order to allow comparison with other utilities that set goals on a gross basis, the proposed annual goals in Figure 2 are shown as proposed (on a net basis without including codes and standards), as well as on a gross basis.

Figure 2. Comparison to Proposed 2021 Electric EE goals and 2017 Electric EE Goals.

Below, Figure 3 shows the reported EE savings as well as the proposed annual electric EE goals expressed in MWh. The big jump in 2012’s reported savings was due to the completion of a significant EE project at a large commercial site, which is unlikely to be replicable. The sharp drop in savings in 2020 was a result of delays in launching the direct install EE program targeting small to medium businesses, closure of the Home Energy Report program, and challenges related to COVID that stopped or delayed EE projects. Impacts of the economic recession have continued through the years after 2020, with fewer nonresidential customers

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201820192020202120222023202420252026202720282029203020312032203320342035 2026 - 2035 Goals (Gross)
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2022 - 2031 Goals
2018 - 2027 Goals
Percentages represent EE savings
relative to load
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pursuing efficiency projects.

Figure 3. Historic EE Savings and Proposed Annual Electric EE Goals on an Energy Basis.

On a cumulative basis, the total EE savings from the proposed 2026 to 2035 targets represent

2.8% of the forecasted electric load in 2035. The cumulative impact of the annual targets for this 10-year period is shown in Figure 4. Notably, some EE savings have a longer lasting effect than others, as different EE measures have different useful lifetimes. Measure life for Light Emitting Diode (LED) bulbs can be up to 12 years, whereas behavioral and retro-commissioning savings last only a few years. Due to the differences in EE savings persistence, the cumulative EE impact over the 10-year period is not equal to the sum of the annual EE goals for the 10 years. 0 2,500
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2008200920102011201220132014201520162017201820192020202120222023202420252026202720282029203020312032203320342035 MWh
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Figure 4. Proposed 2026-2035 Cumulative Electric EE Goals.

Strategies for Achieving the Proposed EE Goals
Achieving these EE goals will require the deployment of new innovative program designs, increasing awareness of existing programs, and developing other program approaches to reach previously stranded sections of the energy efficiency market potential.

While the proposed EE goals may appear lower than past goals and historical savings, the proposed goals will require tremendous program execution and successful AMI implementation prior to launching a conservation voltage reduction program.

Staff will need to carefully evaluate how the florescent lighting regulations will impact the existing Business Customer Rebate and Commercial and Industrial Energy Efficiency programs.

These programs have historically generated the bulk of energy efficiency savings, so understanding the future potential of lighting savings projects and exploring additional opportunities will be critical to the success of reaching these targets. 0 5,000
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Res Cumulative Market Potential Non-Res Cumulative Market Potential CVR Potential (If Claimed) Total Cumulative Potential as a % of Total Sales Cumulative Net Market Potential by Sector
All Sectors Energy Potential (MWh) and % of Sales
MWh
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In addition, once the City implements an Advanced Metering Infrastructure (AMI) backbone of a smart-grid system, staff plans to launch a conservation voltage reduction program using the AMI infrastructure on primary feeders. This program could generate savings of up to 1% of city’s annual electricity load, with implementation expected to start in 2028. These plans are subject to Council review and approval.

CPAU will continue to evaluate the impact of electrification on future energy efficiency goals and reporting as it becomes an increasing priority for Palo Alto and other cities and utilities around the state. Staff anticipates continued discussions around how energy savings from building electrification projects will be measured and reported, and how these savings will contribute to the city’s EE goals.

This evolution of CPAU’s EE portfolio is consistent with the general consensus among utilities that new approaches are needed to reach EE targets as traditional EE programs approach market saturation and code limitations.

Projected Electric EE Program Costs
Funding for EE programs comes from a mandated Public Benefit (PB)4 surcharge of 2.85% of the electric utility bill for all customers. To meet the proposed EE goals, staff estimates an annual EE budget of $1.5M to $1.7M per year from 2026 to 2035. This projected EE program budget is anticipated to be fully funded by the annual PB collections.

Figure 5 shows the actual electric EE program expenditures for FY 2008 through FY 2024, an estimate for FY25, and the estimated annual EE budget between 2026 and 2035. 4 Locally owned municipal utilities like CPAU must collect Public Benefits funds as required by section 385 of the Public Utilities Code, to be used on cost-effective energy efficiency and conservation, low income programs, investments in renewable energy resources and technologies, and research and development.

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Figure 5. Actual and Projected Electric EE Program Costs.

Retail Rate & Average Customer Bill Impact of the Proposed Electric EE Goals EE programs impact retail rates in two ways. First, a lower electric load means that fixed costs (capital investments and fixed operating costs to run the electric utility) must be distributed over a lower electric sales volume, thereby increasing the average electric retail rate. Second, the use of funds to support EE programs increases the revenue requirements for the electric utility. Increased charging of electric vehicles, electrification of natural gas appliances, and other electric load growth could mitigate the retail rate impact of the EE programs. While rates increase, total bills are expected to be reduced over the lifetime of the EE savings.

FISCAL/RESOURCE IMPACT
This report contains preliminary estimates of the costs of achieving the proposed electric EE goals. The detailed budget plan and staffing needs to meet the annual EE goals will be part of the annual City budgeting process. The annual budget will present the costs for both internally administered, as well as contractor supported, efficiency programs.

Adoption of the proposed electric 10-year EE goals will replace the 2021 10-year electric EE goals and will inform the EE program planning and load forecasting for the next four years. These goals $-
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will also be included in the Electric Utility Integrated Resource Plan, and the City’s Sustainability Implementation Plan. The proposed 2026 - 2035 electric EE goals are consistent with the Utilities Strategic Plan, and the City’s Sustainability and Climate Action Plan (S/CAP).

STAKEHOLDER ENGAGEMENT
The proposed 10-year EE goals for 2026-2035 were presented to the UAC on May 7, 2025 for discussion and recommendation for City Council approval. The commissioners raised questions and discussion points around the importance of energy efficiency as a tool to reduce peak loads, the impact of efficient electrification projects on energy efficiency savings and goals, the formulation of EE goals based on technical potential, and the alignment of program expenditures with EE potential across customer segments. After the discussion, the UAC commissioners voted 5 to 2 in favor of recommending Council approval of these 10-year EE goals. There were no follow-up action items requested of staff, but staff will continue to keep the UAC discussion and feedback in mind for future energy efficiency planning and reporting.

ENVIRONMENTAL REVIEW
The City Council approval of the 10-year electric EE goals does not require California Environmental Quality Act review, because the plan does not meet the definition of a project under Public Resources Code Section 21065 and CEQA Guidelines Section 15378(b)(5), as an administrative governmental activity which will not cause a direct or indirect physical change in the environment.

ATTACHMENTS
None
APPROVED BY:

Alan Kurotori, Director of Utilities
Staff: Timothy Scott, Resource Planner
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: June 9, 2025
Report #:2505-4654
TITLE
Approval of a Professional Services Contract No. C26193873 with Avenidas, Inc. in an Amount Not-to-Exceed $3,186,528 for Provision of Comprehensive Services to Older Adults for a Term of Five Years; CEQA Status – Not a Project

RECOMMENDATION
Staff recommends that the Council authorize the City Manager or their designee to execute Contract No. C26193873 with Avenidas Inc., (Avenidas) for the provision of comprehensive services to older adults, their families and caregivers in Palo Alto for a contract term of five years and a total not to exceed $3,186,528.

EXECUTIVE SUMMARY
This contract (Attachment A) supports the provision of comprehensive services to older adults in the community by Avenidas, Inc. The diverse services supported by this contract include information & referral services, adult day health services, case management, counseling, support groups, health screening, volunteer opportunities, classes and workshops, transportation assistance, provision of routine health maintenance, provision of services that assist older adults in being able to live safely and independently as a long as possible in their own homes, among other services.

An exemption from competitive solicitation per Palo Alto Municipal Code section 2.30.360(d) was approved by the City Manager or their designee.

BACKGROUND
Senior services in Palo Alto have long been provided by a nonprofit partner. The historical relationship between the City and Avenidas (previously the Senior Coordinating Council-SCC) extends over 40 years and is summarized below. Several significant events and changes occurred during this time period including:

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•In 1971, the City established Senior Adult Services based on a study by the Senior Coordinating Council (SCC), expanding services in the following years. •The City funded SCC programs (Senior Day Health, Home Repair) and its own services prior to the establishment of the Senior Center.
•The City offered SCC the Old Police/Fire Station for $1/year, contingent on SCC raising $1.2 million for renovations, and committed to operating support. •In 1978, the City transferred its Senior Adult Services to SCC and began funding Senior Center operations.
•SCC agreed to seek community and non-City funding as part of its service agreement. •SCC rebranded as Avenidas in 1996.
•In May 2014 (FY2015), Council approved direct contracts with Avenidas and PACCC, removing them from the HSRAP review process, with FY2016–FY2020 being the first contract term.
•In 2014, Avenidas requested and received a new 50-year lease (expiring in 2064) for major rehabilitation and facility upgrades.
•Avenidas re-opened in April 2019 after a $20M renovation, with $5M contributed by the City.
•The current contract for senior services (C21178949) runs from July 1, 2020, to June 30, 2025, and was approved on November 9, 2020.1
Avenidas was removed from the HSRAP process in May 2014 and entered into separate professional service contract with five-year terms. Contract amounts have steadily increased to reflect CPI increases, which was applied when funding was available. The table below summarizes these contracts.

Contract Term Contract Amount
FY2016-FY2020 $2,394,566
FY2021-FY2025 $2,740,467
Avenidas is the only provider of comprehensive services to older adults in the community with sufficient capacity and experience to perform the services requested and the City maintains a 50-year lease with the service provider at 450 Bryant St. as noted above and authorized substantial investment in the facility, justifying award as a sole source contract and exempt 1 City Council, November 9, 2020; Summary Minutes, Item 8; https://portal.laserfiche.com/Portal/DocView.aspx?id=1142&repo=r-704298fc Item 6
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from solicitation. An exemption from competitive solicitation per Palo Alto Municipal Code section 2.30.360(d) was approved by the City Manager.

Staff conducted a review of service providers that included: (1) evaluating services offered by known organizations such as the Family YMCA and Oshman Family Jewish Community Center (JCC); (2) conducting an internet search for additional providers; and (3) reviewing Living Well – A Resource Guide for Adults 50+ by Palo Alto Weekly, which is a thorough guide for local senior services.

Findings indicate that while both the YMCA and JCC offer some senior-focused programs— primarily fitness-related—they do not provide the full range of services the City seeks. The YMCA offers one older adult class daily and a twice-weekly Parkinson’s class. The JCC offers limited senior-specific programs, such as occasional trips and a men’s group, but no dedicated fitness classes for older adults. Other available services are primarily for residents of senior care facilities or are located outside Palo Alto. As such, staff confirms that Avenidas remains the only local organization providing comprehensive senior services.

Recognizing that the City Council is currently in the process of developing a Nonprofit Workplan on how to manage nonprofit partnerships, this contract aligns with the standards for nonprofit contracts as listed in the 2022 Nonprofit Agreement Risk Management Review Audit Recommendations.2 This includes ensuring that nonprofit contracts define specific service levels, goals and objectives, and reporting requirements. This contract will be closely monitored by staff in the Office of Human Services (OHS), including review of semi-annual reports and payment requests. Additionally, on a biennial basis, Avenidas will submit a copy of an independent financial audit and OHS staff will conduct a status review of Avenidas’ agreed- upon performance indicators that may include a site visit.

ANALYSIS
According to U.S. Census American Community Survey data,3 20.4% of Palo Alto residents were above the age of 65 in 2023, a sizable demographic in the community. In all surrounding communities, comprehensive older adult services are provided in city operated senior centers.

As detailed at the beginning of the background section, the City of Palo Alto made a conscious decision in 1978 to transfer older adult services to Avenidas and provided initial funding for the operation of the senior center. Since that time, the City has provided funding to Avenidas (presently 7% of their total operating budget) to assist with the provision of comprehensive services to older adults in Palo Alto and been authorized to operate out of the City’s facility at 2 Policy and Services Committee, June 14, 2022; Item 1; https://portal.laserfiche.com/Portal/DocView.aspx?id=30868&repo=r-704298fc 3 U.S. Census American Community Survey 2023;
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450 Bryant Street.

Avenidas is an important service provider in our community. The older adults in our community have access to dynamic and extensive programming at their three service locations:

Avenidas at 450 Bryant Street; Avenidas Chinese Community Center at Cubberley, and Avenidas Rose Kleiner Center in Mountain View.

The 2025-2030 contract for the provision of comprehensive scope of services is guided by four overarching goals:

1. To support the AT-RISK OLDER ADULTS in their efforts to maintain and improve their functional ability to remain in their own homes and the community.

2. To support CAREGIVERS, particularly spouses and adult children as they care for dependent family members.

3. To support older adults and their families by providing TRANSPORTATION ASSISTANCE allowing them to remain safely in their own homes and in the community.

4. To foster community and STRENGTHEN CONNECTIONS by engaging older adults through partnerships and collaborative programming in areas of enrichment, health, and wellness.

Specific tasks of interest to call out as requested by the City and included in the scope of services include:
•Work with City staff to assist with appropriate services for the older adult homeless population in Palo Alto
•Partner with City staff to plan a “Senior Summit” – currently thought to be a gathering of senior service providers to meet and discuss collaborative solutions to the issues that are facing the older adult community.

For the specific program objectives, tasks and outcome measures as part of this contract, see full scope of services in the contract (Attachment A, Exhibit A).

FISCAL/RESOURCE IMPACT
The FY 2026 Proposed Operating Budget includes $598,972 for this contract in the Community Services Department General Fund budget. For Fiscal Years 2027 - 2030, the cost for the contract will be subject to the City Council annual appropriation of funds.

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STAKEHOLDER ENGAGEMENT
In 2023, the Human Relations Commission held a two-part “Older Adult Learning series”4 with representatives from Avenidas and several other local service providers who shared about their programs, the top emerging needs of Older Adults and what the community could do to help address these needs. In September of 2024,5 the Commission deliberated on next steps to address the needs mentioned, several of which are included in the Scope of services of this contract including senior transportation and a senior summit event with local senior services providers.

ENVIRONMENTAL REVIEW
Approval of this contract is not a project under the California Environmental Quality Act (CEQA) per CEQA Guidelines 15061(b)(3).

ATTACHMENTS
Attachment A: Avenidas Contract C26193873
APPROVED BY:

Kristen O'Kane, Community Services Director
4 Human Relations Commission, October 12, 2023; Item 3; https://portal.laserfiche.com/Portal/DocView.aspx?id=68195&repo=r-704298fc 5 Human Relations Commission, September 12, 2024; Action Minutes, Item 3; https://portal.laserfiche.com/Portal/DocView.aspx?id=123820&repo=r-704298fc Item 6
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CONTRACT NO. C26193873
BETWEEN THE CITY OF PALO ALTO AND AVENIDAS, INC.

This Contract No. C26193873 (“Contract”), dated for convenience on July 1, 2025 by and between the CITY OF PALO ALTO, a California chartered municipal corporation of the State of California (“CITY”), and AVENIDAS, INC. a corporation duly organized and existing under the Nonprofit Corporation Law of the State of California, located at 450 Bryant Street, Palo Alto, CA 94301 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties”.

RECITALS:

A. CITY desires to engage CONSULTANT to provide services to older adults and their caregivers through enrichment programming and individual and family support services in connection with the Project (the “Services”, as detailed more fully in Exhibit A).

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Contract, the Parties agree:

SECTION 1. TERM

1.1 The term of this Contract will commence on July 1, 2025, and will terminate on June 30, 2030, unless this Contract is earlier terminated pursuant to Section 12 of this Contract.

1.2 Upon full execution of this Contract, CONSULTANT will commence work on the initial and subsequent Program tasks in accordance with the time schedule set forth in Exhibit “A”.

1.3 Time is of the essence in the performance of this Contract.

1.4 In the event that the Program is not completed within the time required through any fault of CONSULTANT, CITY’s City Manager will have the option of extending the time schedule for any period of time. This provision will not preclude the recovery of damag es for delay caused by CONSULTANT.

SECTION 2. SCOPE OF PROGRAM SERVICES; CHANGES &

CORRECTIONS

2.1 CONSULTANT shall perform the Services described in Exhibit “A” in accordance with the terms and conditions contained in this Contract. The performance of all Services shall be to the reasonable satisfaction of CITY.

2.2 CITY may require substantial changes in the scope or character of the Basic Services, or the Program, either decreasing or increasing the amount of work required of CONSULTANT. In the event that such changes are required, subject to the approval of CITY’ s City Council, as may be necessary, CONSULTANT will be entitled to full compensation for all work performed prior to CONSULTANT’S receipt of the notice of change and further will be entitled to an extension of the time schedule. CITY will not be liabl e for the cost or payment of any change in work, unless the amount of additional compensation attributable to the change in work is agreed to, in writing, by CITY before CONSULTANT commences the performance of Item 6
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any such change in work. Any increase in compensation for changes in the work required by CITY will require a Contract amendment executed by the Parties.

SECTION 3. QUALIFICATIONS, STATUS, AND DUTIES OF CONSULTANT

3.1 CONSULTANT represents and warrants that it has the expertise and professional qualifications to furnish or cause to be furnished the Services. CONSULTANT further represents and warrants that the program director and every individual, including any consultant, charged with the performance of the Services are duly licensed or certified by the State of California (or any other relevant government or professional organization), to the extent such licensing or certification is required by law to perform the Services, and that the Program will be executed by them or under their supervision.

3.2 CONSULTANT covenants and agrees that it will execute or cause to be executed, the Program.

3.3 CONSULTANT will assign a single program director to have supervisory responsibility for the performance, progress, and execution of the Program. The program director will represent CONSULTANT during the day -to-day work on the Program. If circumstances o r conditions subsequent to the execution of this Contract cause the substitution of the program director, the CONSULTANT shall notify the program manager of such a change.

3.4 CONSULTANT represents, warrants and agrees that it will:

3.4.1 Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incident to the due and lawful administration of the Program;

3.4.2 Keep itself fully informed of and comply with all Federal, State of California, and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Contract and any materials used in CONSULTANT’s performance of the Services;

3.4.3 At all times observe and comply with, and cause its employees and consultants, if any, who are assigned to the performance of this Contract to observe and comply with, the laws, ordinances, regulations, orders and decrees mentioned above; and

3.4.4 Will report immediately to the program manager, in writing, any discrepancy or inconsistency it discovers in the laws, ordinances, regulations, orders, and decrees mentioned above in relation to the deliverables.

3.4.5 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.

3.5 Any deliverables given to, or prepared or assembled by, CONSULTANT or its consultants, if any, under this Contract will become the property of CITY and will not be made Item 6
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available to any individual or organization by CONSULTANT or its consultants, if any, without the prior written approval of the City Manager.

3.6 CONSULTANT will provide CITY with copies of any documents which are a part of the deliverables upon their completion and acceptance by CITY.

3.7 If CITY requests additional copies of any documents which are a part of the deliverables, CONSULTANT will provide such additional copies or provide press -ready electronic files.

3.8 CONSULTANT will be responsible for employing or engaging all persons necessary to execute the Program. All consultants of CONSULTANT will be deemed to be directly controlled and supervised by CONSULTANT , which will be responsible for their performance.

3.9 In the execution of the Program, CONSULTANT and its consultants, if any, will at all times be considered independent contractors and not agents or employees of CITY.

3.10 CONSULTANT will perform or obtain or cause to be performed or obtained any and all of the following Additional Services, not included under the Basic Services, if so authorized, in writing, by CITY:

3.10.1 Providing services as an expert witness in connec tion with any public hearing or meeting, arbitration proceeding, or proceeding of a court of record;

3.10.2 Incurring travel and subsistence expenses for CONSULTANT and its staff beyond those normally required under the Basic Services;

3.10.3 Performing any other Additional Services that may be agreed upon by the parties subsequent to the execution of this Contract; and

3.10.4 Other Additional Services now or hereafter described in Exhibit “A” to this Contract.

3.11 CONSULTANT shall coordinate its services with other existing organizations providing similar services in order to foster community cooperation and to avoid unnecessary duplication of services.

3.12 CONSULTANT shall seek out and apply for other sources of revenue in support of its operation or services from county, state, federal and private sources. Unless deemed inappropriate by the program manager, CITY may support CONSULTANT in its search of grants, funding, or other income by serving as a sponsoring agency, by providing letters of support, or by rendering advice on application for grants.

3.13 CONSULTANT shall include an acknowledgment of CITY funding and support in all appropriate publicity or publications regarding its programs and services using words Item 6
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to the effect that “services are provided in cooperation with the City of Palo Alto” or “through City of Palo Alto funding” as approved by the program manager.

3.14 Throughout the term of this Contract, CONSULTANT shall remain an independent, nonprofit corporation under the laws of California governed solely by a Board of Directors, with up-to-date bylaws. CONSULTANT shall operate by its Bylaws. Any changes in CONSULTANT’s Articles of Incorporation, Bylaws, or tax- exempt status shall be reported by CONSULTANT immediately to the City’s program manager.

3.15 The Board of Directors of CONSULTANT shall include representation from the broadest possible cross section of the community including: those with expertise and interest in CONSULTANT’s services, representatives from community organizations, and users of CONSULTANT’s services.

3.16 All meetings of the Board of Directors of CONSULTANT shall be open to the public, except meetings, or portions thereof, dealing with personnel or litigation matters or other matters required by law to be confidential.

3.17 CONSULTANT shall keep minutes of all regular and special meetings of its Board of Directors.

SECTION 4. DUTIES OF CITY

4.1 The City Manager may represent CITY for all purposes under this Contract.

CITY’s Manager of Human Services within the City’s Community Services Department is designated as the Program Manager for the City Manager. The Program Manager will supervise the performance, progress, and execution of the Program, and will be assisted by the Management Assistant for the Office of Human Services. The Program Manager will conduct a biennial review of the Contractor's performance against agreed- upon performance indicators that may include a site visit. The City may, at its discretion, request additional documentation or data to support the reported outcomes.

4.2 In the event CITY should determine from any identifiable source, including but not limited to reports submitted by CONSULTANT under this Contract or any evaluation report from any identifiable source, that there is a condition which requires correction, CITY may forward to CONSULTANT requests for corrective action. Such requests shall indicate the nature of the issue or issues which are to be reviewed to determine the need for corrective action and may include a recommendation as to appropriate corrective action. Within thirty (30) days of CITY’s request, CONSULTANT shall submit its response, which shall include its views of the problem and proposed action, if any. Upon request of either party, the parties shall meet to discuss any such request and response within the thirty-day period specified.

SECTION 5. COMPENSATION

5.1 In consideration of the full performance of this Contract, CITY will compensate CONSULTANT in the amount not-to-exceed Three Million, One Hundred Eighty- Item 6
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Six Thousand, Five Hundred Twenty-Eight Dollars ($3,186,528) as follows, all subject to the provisions of 17.12 and Exhibit “B-1” of this Contract:

5.1.1 In consideration of the full performance of the Basic Services in Exhibit “A” to this Contract, including any authorized reimbursable expense, CITY will pay CONSULTANT a fee not to exceed Five Hundred Ninety -Eight Thousand Nine Hundred Seventy-Two Dollars ($598,972) per fiscal year (July 1 through June 30) subject to Section 17.12 of this Contract.

5.1.2 At CITY’s sole option, City may, starting in Year 2 (July 1, 2026 and on), authorize additional funds of up to One Hundred Ninety -One Thousand, Six Hundred Sixty - Eight Dollars [$191,668], and shall not exceed Forty-Seven Thousand, Nine Hundred Seventeen Dollars [$47,917] per fiscal year, subject to Section 17.12, to be used for the purposes of providing additional Basic Services under this Contract consistent with the additional funds provided.

5.1.3 If the City Council budgets additional funds for the this Contract during a fiscal year, the City Manager may execute an amendment to this Contract on behalf of the City to effectuate the increase.

5.1.4 On the billing form provided by CITY, CONSULTANT shall submit a bill on a quarterly basis by the fifteenth (15th) day of the following month for services provided under this Contract during the preceding three months. The bill shall specify actual expenditures along with verification documentation directly related to this Contract, in accordance with Exhibit “B”.

The fees of CONSULTANT’s subconsultants, who have direct contractual relationships with CONSULTANT, must be approved, in advance, by CITY. CITY reserves the right to refuse payment of such fees, if such prior approval is not obtained by CONSULTANT. In accordance with Exhibit “A,” Scope of Program Activities, the semi -annual report shall specify the CONSULTANT’s measurement plan for evaluati ng the degree that the program goals and objectives have been met.

5.1.5 The full payment of charges for extra work or changes, or both, in the execution of the Program will be made, provided such request for payment is initiated by CONSULTANT and authorized, in writing, by CITY’s Program Manager. Payment will be made within thirty (30) days of submission by CONSULTANT of a statement of itemized costs covering such work or changes, or both. Prior to commencing such extra work or changes, or both, the parties will agree upon an estimated maximum cost for such extra work or changes.

CONSULTANT will not be paid for extra work or changes, including, without limitation, any design work or change order preparation, which is made necessary on account of CONSULTANT’s errors, omissions, or oversights.

5.1.6 Direct personnel expense of employees assigned to the execution of the Program by CONSULTANT will include only the work and other documents pertaining to the Program, and in services rendered during the Program to the extent such services are expressly contemplated under this Contract. Included in the cost of direct personnel expense of these Item 6
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employees are salaries and mandatory and customary benefits such as statutory employee benefits, insurance, sick leave, holidays and vacations, pensions and similar benefits.

5.2 The schedule of payments will be made as follows:

5.2.1 Payment of the Basic Services will be made in quarterly progress payments in proportion to the quantum of services performed, or in accordance with any other schedule of payment mutually agreed upon by the Parties, as set forth in Exhibit “B -1”, or within thirty (30) days of submission. If CONSULTANT requests greater than 25% of contracted funding in one quarter, pre -approval from CITY must be obtained along with verification documents. Final payment will be made by CITY after CONSULTANT has submitted all deliverables, including, without limitation, reports which have been approved by the CITY’s Program Manager.

5.2.2 No deductions will be made from CONSUL TANT’s compensation on account of penalties, liquidated damages, or other sums withheld by CITY from payments to general contractors.

SECTION 6. PROGRAM RECORDS

6.1 Upon reasonable notice, CONSULTANT shall grant CITY’s program manager access to all CONSULTANT records, data, statements, and reports, which pertain to this Program. CONSULTANT shall secure all necessary client and/or personnel release of information forms to allow the program manager and others specifically designated, in writing by the program manager to be afforded such access. Access to clinical records will be coordinated with the client, the client’s representative and the CONSULTANT upon reasonable request from the program manager. CONSULTANT is not required to provide information, the disclosure of which is expressly prohibited by California or Federal laws.

SECTION 7. ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS

7.1 CONSULTANT shall appoint a fiscal agent who shall be responsible for the financial and accounting activities of CONSULTANT, including the receipt and disbursement of CONSULTANT funds.

7.2. CONSULTANT shall appoint from its Board a treasurer who shall review Financial Statements of CONSULTANT on a regular basis.

7.3 Records of the direct personnel expenses and expenses incurred in connection with the performance of Basic Services and Additional Services pertaining to the Program will be prepared, maintained, and retained by CONSULTANT in accordance with generally accepted accounting principles and will be made available to CITY for auditing purposes at mutually convenient times during the term of this Contract and for three (3) years following the expiration or earlier termination of this Contract.

7.4 CONSULTANT shall have performed an independent audit of its fiscal year transactions, records, and financial reports and once completed is sent to the city for review at least Item 6
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every two (2) years. The certified public accountant shall submit the report to both parties. The cost of the audit shall be borne by CONSULTANT.

7.5 The originals of the deliverables prepared by or under the direction of CONSULTANT in the performance of this Contract will become the property of CITY irrespective of whether the Program is completed upon CITY’s payment of the amounts required to be paid to CONSULTANT. These originals will be delivered to CITY without additional compensation.

CITY will have the right to utilize any final and incomplete drawings, estimates, specifications, and any other documents prepared hereunder by CONSULTANT, but CONSULTANT disclaims any responsibility or liability for any alterations or modifications of such documents.

SECTION 8. INDEMNITY

8.1 To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Contract, regardless of whether or not it is caused in part by an Indemnified Party.

SECTION 9. WAIVERS

9.1 No waiver of a condition or nonperformance of an obligation under this Contract is effective unless it is in writing in accordance with Section 17.6 of this Contract. No delay or failure to require performance of any provision of this Contract shall cons titute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy.

9.2 No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Contract.

SECTION 10. INSURANCE

10.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Contract, the insurance coverage described in Exhibit “C”, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies.

10.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A -:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Contract will obtain and maintain, in full Item 6
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force and effect during the term of this Contract, identical insurance coverage, naming CITY as an additional insured under such policies as required above.

10.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Contract. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Contract.

10.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Contract. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Contract, including such damage, injury, or loss arising after the Contract is terminated or the term has expired.

SECTION 11. WORKERS’ COMPENSATION

11.1 CONSULTANT, by executing this Contract, certifies that it is aware of the provisions of the Labor Code of the State of California 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 the performance of the Program.

SECTION 12. TERMINATION OR SUSPENSION OF CONTRACT OR

PROGRAM

12.1 The City Manager may suspend the execution of the Program, in whole or in part, or terminate this Contract, with or without cause, by giving thirty (30) days prior written notice thereof to CONSULTANT, or immediately after submission to CITY by CONSULTANT of any completed item of Basic Services. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance under this Contract.

12.2 CONSULTANT may terminate this Contract or suspend its execution of the Program by giving thirty (30) days prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY or in the event CITY indefinitely withholds or withdraws its request for the initiation or continuation of Basic Services or the execution of the Program.

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12.3 Upon such suspension or termination by CITY, CONSULTANT will be compensated for the Basic Services and Additional Services performed and deliverables received and approved prior to receipt of written notice from CITY of such suspension or abandonment, together with authorized additional and reimbursable expenses then due. If the Program is resumed after it has been suspended for more than 180 days, any change in CONSULTANT’s compensation will be subject to renegotiation and, if necessary, approval of CITY’s City Council. If this Contract is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s services which are of direct and immediate benefit to CITY, as such determination may be made by the City Manager in the reasonable exercise of his discretion.

12.4 In the event of termination of this Contract or suspension of work on the Program by CITY where CONSULTANT is not in default, CONSUL TANT will receive compensation as follows:

12.4.1 For approved items of services, CONSULTANT will be compensated for each item of service fully performed in the amounts authorized under this Contract.

12.4.2 For approved items of services on which a notice to proceed is issued by CITY, but which are not fully performed, CONSULTANT will be compensated for each item of service in an amount which bears the same ratio to the total fee otherwise payable for the performance of the service as the quantum of service actually rendered bears to the services necessary for the full performance of that item of service.

12.4.3 The total compensation payable under the preceding paragraphs of this Section will not exceed the payment specified under Section 5 for the respective items of service to be furnished by CONSULTANT.

12.5 Upon such suspension or termination, CONSULTANT will deliver to the City Manager immediately any and all copies of the deliverables, whether or not completed, prepared by CONSULTANT or its consultants, if any, or given to CONSULTANT or its consultants, if any, in connection with this Contract. Such materials will become the property of CITY.

12.6 The failure of CITY to agree with CONSULTANT’s independent findings, conclusions, or recommendations, if the same are called for under this Contract, on the basis of differences in matters of judgment, will not be construed as a failure on the part of CONSULTANT to fulfill its obligations under this Contract.

SECTION 13. ASSIGNMENT

13.1 This Contract is for the services of CONSULTANT, therefore, CONSULTANT will not assign, transfer, convey, or otherwise dispose of this Contract or any right, title or interest in or to the same or any part thereof without the prior written consent of CITY. A consent to one assignment will not be deemed to be a consent to any subsequent assignment. Any assignment made without the approval of CITY will be void and, at the option Item 6
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of the City Manager, this Contract may be terminated. This Contract will not be assignable by operation of law.

SECTION 14. NOTICES

14.1 All notices hereunder will be given, in writing, and mailed, postage prepaid, by certified mail, addressed as follows:

To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303

Copy to: Office of Human Services Manager
City of Palo Alto
4000 Middlefield Road, T-2
Palo Alto, CA 94303

To CONSULTANT: Attention of the program director
At the address of CONSULTANT recited above

SECTION 15. CONFLICT OF INTEREST

15.1 In accepting this Contract, CONSULTANT 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 the Services.

15.2 CONSULTANT further covenants that, in the performance of this Contract, it will not employ contractors or persons having such an interest mentioned above.

CONSULTANT certifies that no one who has or will have any financial interest under this Contract is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California.

SECTION 16. NONDISCRIMINATION

16.1 As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Contract, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT 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.

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16.2 CONSULTANT agrees that each contract for services from independent providers fulfilling obligations under this Contract will contain a provision substantially as follows:

Independent provider will provide AVENIDAS with a certificate stating that Independent provider is currently in compliance with all Federal and State of California laws covering nondiscrimination in employment; and that it will not discriminate in the employment of any person under this contract because of the age, race, skin color, national origin, ancestry, religion, disability, sexual orientation, gender or gender identity, housing status, marital status, familial status, weight, height or gender of such person.

16.3 If CONSULTANT is found in violation of the nondiscrimination provisions of the State of California Fair Employment Practices Act or similar provisions of Federal law or executive order in the performance of this Contract, it will be in default of this Con tract.

Thereupon, CITY will have the power to cancel or suspend this Contract, in whole or in part, or to deduct the sum of twenty- five dollars ($25) for each person for each calendar day during which such person was subjected to discrimination, as da mages for breach of contract, or both. Only a finding of the State of California Fair Employment Practices Commission or the equivalent federal agency or officer will constitute evidence of a breach of this Contract.

16.4 CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Contract in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Contract.

SECTION 17. MISCELLANEOUS PROVISIONS

17.1 (Reserved).

17.2 (Reserved).

17.3 This Contract will be governed by California law, without regard to its conflict of law provisions.

17.4 In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state Superior Court for the County of Santa Clara or in the United States District Court for the Northern District of California.

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17.5 The prevailing party in any action brought to enforce the terms of this Contract or arising out of this Contract may recover its reasonable costs and attorneys’ fees expended in connection with that action.

17.6 This document represents the entire and integrated Contract between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral.

This document may be amended only by a written instrument, which is signed by the parties.

17.7 All provisions of this Contract, whether covenants or conditions, will be deemed to be both covenants and conditions.

17.8 The covenants, terms, conditions and provisions of this Contract will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants, as the case may be, of the parties.

17.9 If a court of competent jurisdiction finds or rules that any provision of this Contract or any amendment thereto is void or unenforceable, the unaffected provisions of this Contract and any amendments thereto will remain in full force and effect.

17.10 All exhibits referred to in this Contract and any addenda, appendices, attachments, and schedules which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Contract and will be deemed to be a part of this Contract.

17.11 This Contract may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one and the same instrument.

17.12 This Contract is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Contract will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriat ed 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 Contract are no longer available. This Section 17.12 will take precedence in the ev ent of a conflict with any other covenant, term, condition, or provision of this Contract.

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CONTRACT NO. C26193873SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Contract on the date first above written. CITY OF PALO ALTO:______________________________City ManagerDate: APPROVED: ______________________________Director of Community Services APPROVED AS TO CONTENT:______________________________Manager of Human Services Community Services Department APPROVED AS TO FORM:______________________________Deputy City Attorney AVENIDAS, INC.By: __________________________ Name:Title: Date: Attachments: EXHIBIT “A”: SCOPE OF PROGRAM SERVICES EXHIBIT “B”: CONTRACT BUDGET EXHIBIT “B-1”: COMPENSATION EXHIBIT “C”: INSURANCE REQUIREMENTS Item 6
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EXHIBIT “A”

SCOPE OF PROGRAM SERVICES & TIME SCHEDULE
AVENIDAS, INC.

Senior Services

I. PROGRAM SERVICES
CONSULTANT shall provide services to older adults and their family caregivers through enrichment programming and individual and family support services. Avenidas serves as a comprehensive local resource for older adults and caregivers, identifying their needs and developing programs, services, and activities to meet those needs and interests.

II. PROGRAM GOALS

1. To support AT-RISK OLDER ADULTS in their efforts to maintain and improve their functional ability to remain in their own homes and the community.

2. To support CAREGIVERS, particularly spouses and adult children as they care for dependent family members.

3. To support older adults and their families by providing TRANSPORTATION

ASSISTANCE
enabling them to remain safe in their own homes and
involved in the community.

4. To foster community and STRENGTHEN CONNECTIONS by
engaging older adults through partnerships and collaborative programming in opportunities for enrichment, health, and wellness.

In addition to the scope of services discussed above, Avenidas will continue to work with City staff in coordinating appropriate services for the older adult unhoused population in Palo Alto.

Avenidas will host a minimum of one Senior Summit during the contract period, in partnership with the City of Palo Alto. The Summit will focus on the needs of older adults and family caregivers.

III. PROGRAM OBJECTIVES
Goal #1 – AT RISK OLDER ADULTS

1. Provide adult day health care services to 20 unduplicated Palo Alto residents through the Avenidas Rose Kleiner Center.

2. Provide 2,000 days of adult day health services to frail seniors through the Avenidas Rose Kleiner Center to Palo Alto residents.

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3. Provide Case Management Services to 30 unduplicated older and/or dependent adult clients living in Palo Alto.

4. Provide counseling, referral, or enrollment to 200 unduplicated family caregivers. throughout Avenidas programming.

5. Participate in the City of Palo Alto’s Homeless Service Provider Committee.

Outcome Measures:
• Participants enrolled in Avenidas Rose Kleiner Center will benefit from medically tailored meals and ongoing health, social, and physical monitoring, resulting in a reduction in preventable health complications, emergency room visits, and hospital admissions, while promoting overall well-being.
o 90% of participants will maintain or improve vital sign health indicators over the review period.
o 90% of participants will report reduced social isolation compared to before joining ARKC.
o 90% of caregivers will report increased knowledge of
available services and resources through counseling
support, supporting their ability to maintain their loved one at home, for longer.

• Avenidas social work staff to provide relevant referrals or collaborations that result from committee participation

Goal #2 – CAREGIVER SUPPORT

1. Provide support group assistance to 150 unduplicated caregivers.

2. Provide conferences, workshops and classes on caregiving issues for 150 attendees.

3. Provide individualized consultations and support to 25 unduplicated Palo Alto caregivers.

Outcome Measure:
• 90% of caregivers will report decreased levels of stress and burnout, increased confidence in caregiving skills, and improved ability to maintain their loved one at home, as measured by caregiver surveys and service utilization data from all services.

Goal #3 – TRANSPORTATION ASSISTANCE

1. Provide transportation assistance to 100 unduplicated, older adult Palo Alto residents through Avenidas Door to Door.

2. Provide 1,500 one -way trips through Avenidas Door-to-Door Transportation Services to Palo Alto residents.

3. Provide 4,000 one-way trips to and from the
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Avenidas Rose Kleiner Center for Palo Alto residents.

Outcome Measures:
• 90% of transportation users report improved access to grocery shopping, socialization, and access to services as well as decreased isolation related to Avenidas supporting their access into the community, supporting their ability to remain in the community for longer.

Goal #4 – STRENGTHEN CONNECTIONS

1. Provide enrichment classes, services, and workshops to 1,500 unduplicated individuals through Avenidas Enrichment Center programming.

2. Provide enrichment classes to 4,000 registrations through Avenidas Enrichment Center programming.

3. Provide volunteer opportunities to 350 unduplicated older adult volunteers supporting the Avenidas and Palo Alto community.

4. Avenidas will track referrals to and from partner agencies.

Outcome Measures:
• 90% of volunteers will report increased feelings of purpose and connection, relief from isolation.
• 75% of referrals received will enroll in an Avenidas program or service to impact their social engagement, relief from isolation.

IV. METHODS

1. Leverage staff resources by partnering with community organizations; utilize the services of volunteers to provide services to participants and clients.

2. Leverage existing resources through fundraising from the community to support the full cost of service provision.

3. Provide weekly academic, health and fitness courses to facilitate intellectual and physical stimulation and to provide an opportunity for the development of new skills and interests.

4. Provide a wide variety of lectures to broaden perceptions and to cultivate ideas.

5. Provide entertainment, fellowship, and information exchange at special events and other activities

6. Provide health maintenance screenings for common issues and to promote health education.

7. Provide information about health and wellness and healthy aging.

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8. Facilitate one-to-one counseling services through scheduling, coordination, and providing meeting space.

9. Provide information and referral to older adults, family members, and service providers.

10. Provide case management that includes assessment, care planning, and service arrangements especially to less
independent older adults.

11. Provide emotional support to older adults through support groups.

12. Provide consultations to caregivers for practical advice, linkage to community resources and emotional support.

13. Develop and maintain linkages with local senior housing facilities through regular site visits.

14. Provide counseling, referral or enrollment into adult day health services for individuals and their families who are in search of assistance for less independent older adults.

15. Provide wheelchair accessible transportation to older and dependent adults.

16. Provide opportunities to older adult community members to volunteer to make calls, provide rides, support events, help with day programs, and other specialties that the volunteers may be interested in providing.

17. Participate and provide assistance and referral to Palo Alto unhoused population through walk-in support, serving on the Homeless Service Provider Committee, and as requested.

V. DELIVERABLES

1. Consultant shall provide semi- annual activity reports relating to this Scope of Services for the periods ending December 31, 2025; June 30, 2026; December 31, 2026; June 30, 2027; December 31, 2027; June 30, 2028; December 31, 2028; June 30, 2029; December 31, 2029; June 30, 2030; within thirty days after these dates.

2. Each report shall cover the preceding six months and such other information as the Program Manager may request. The final report shall focus on the preceding six months but shall also provide information on contract services for the entire year. The additional summary report shall cover the period for the entire contract period up to the date prior to submission. Each report shall be prepared in the form agreed upon by the Program manager and the Consultant.

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VI. TIME SCHEDULE
• Services shall commence on July 1, 2025, and continue through June 30, 2030. • Semiannual progress reports shall be completed and submitted to the City on the thirtieth day after each six-month period.

VII. REQUIREMENTS
• The City of Palo Alto requires mention of its name in all materials that acknowledge donors in any public announcements or
publicity regarding funded programs.

• CONSULTANT shall comply with the Americans with Disabilities Act (ADA) of 1990.

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EXHIBIT “B”
FY 2026-2030 CONTRACT BUDGET

Avenidas Budget
For contract fiscal year 2026 -
2030

Expense Categories Total Agency
Budget
(per fiscal year)
Total Contract
Budget
(per fiscal year)
% of
Contract
Budget

Compensation $ 5,442,966 $ 438,123 73%
Programs Operating $ 964,642 $ 77,647 13% Building Occupancy $ 496,650 $ 39,977 7% Insurance $ 182,746 $ 14,710 2%
Fund Raising and Marketing $ 192,139 $ 15,466 3% Administrative Operating $ 162,111 $ 13,049 2% Total Expenses $ 7,441,254 $ 598,972 100%
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EXHIBIT “B-1” COMPENSATION

The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below.

CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below. The CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below provided the total compensation for Basic Services, including reimbursable expenses, and the total compensation for Additional Services do not exceed the amounts set forth in Section 5 of this Agreement.

BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Year 1
(July 1, 2025 through June 30, 2026)
$ 598,972
Year 2
(July 1, 2026 through June 30, 2027)
$ 598,972
Year 3
(July 1, 2027 through June 30, 2028)
$ 598,972
Year 4
(July 1, 2028 through June 30, 2029)
$ 598,972
Year 5
(July 1, 2029 through June 30, 2030)
$ 598,972
Sub-total Basic Services $2,994,860.00
Reimbursable Expenses $ 0.00
Additional Services $ 191,668.00
(Not to exceed $ 47,917.00 per fiscal year
per Section 5.1.2)
Maximum Total Compensation $ 3,186,528.00

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ADDITIONAL EXPENSES
The full payment of charges for extra work or changes, or both, in the execution of the Program will be made, provided such request for payment is initiated by CONSULTANT and authorized, in writing, by the program manager. Payment will be made within thirty (30) days of submission by CONSULTANT of a statement, in triplicate, of itemized costs covering such work or changes, or both. Prior to commencing such extra work or changes, or both, the parties will agree upon an estimated maximum cost for such extra work or changes. CONSULTANT will not be paid for extra work or changes, including, without limitation, any design work or change order preparation, which is made necessary on account of CONSULTANT’s errors, omissions, or oversights.

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EXHIBIT C

INSURANCE REQUIREMENTS

CONSULTANTS 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 HEREIN.

REQUIRED TYPE OF COVERAGE REQUIREMENT

MINIMUM LIMITS
EACH

OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY

STATUTORY

STATUTORY 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

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

YES

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: CONSULTANT, 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 CONSULTANT 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. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY.

II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL:

[email protected]

III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS:

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 Item 6
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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 CONSULTANT 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 CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.

EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL:

[email protected]

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: June 9, 2025
Report #:2502-4118
TITLE
Approval of a Professional Services Contract Number C25192686 with Statewide Traffic Safety and Signs, Inc. in an Amount Not-to-Exceed of $2,125,000 for On-Call Traffic Control Services for Utilities a Period of Five (5) Years; CEQA Status – Not a Project

RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Contract C25192686 (Attachment A) with Statewide Traffic Safety and Signs, Inc. for on-call traffic control services for a term of five years and a total not-to-exceed amount of $2,125,000.

BACKGROUND
The City of Palo Alto Utilities (CPAU) Department provides and maintains the infrastructure for water, natural gas, wastewater, electricity, and fiber optics. The Water, Gas, Wastewater Operations and Electric, Fiber Operations are collectively responsible for maintaining the infrastructure of all 5 municipal provided utilities and responding to utility related emergencies.

The Water Gas Wastewater Engineering and Electric Fiber Engineering divisions coordinate and manage capital improvement projects throughout the City to improve the City’s infrastructure.

Below is a table of the approximate number of miles of infrastructure that the City owns:

Table 1: City Owned Infrastructure
Type of Utility Number of Miles
Electric* 195
Fiber Optic* 73.43
Gas Mains 210.5
Water Mains 231
Wastewater Mains 216
*These values only capture underground distribution lines/cable. This excludes the number of miles of overhead cable that CPAU maintains.

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CPAU’s previous contract for on-call traffic control services was a 3-year term for a total not-to- exceed amount of $255.000 and an annual not-to-exceed amount of $85,000. CPAU spent the annual total-not-to-exceed amount of $85,000 in the first two years of the contract for traffic control services to support electric, water, gas, and wastewater collection capital improvement projects (CIP). In June 2024, a contract amendment was approved to add an additional $200,000 to support the electric grid modernization and fiber-to-the-premises pilot projects which resulted in a new not-to-exceed amount of $455,000 for the same 3-year term. Due to supply chain issues of wooden utility poles, CPAU replaced a smaller number of poles than anticipated. As of May 2025, there is approximately $200,000 remaining in the contract which will be reappropriated to the new contract.

The current contract is scheduled to end on June 30, 2025.

ANALYSIS
The City of Palo Alto’s Utility Department is seeking an on-call traffic control services contractor who will provide traffic control, traffic plans, and lend traffic control equipment upon request.

Utilities Operations Department installs, replaces, repairs, and maintains all the City’s infrastructure while also responding to utility emergencies 24/7. Most of this work is located in the public right-of-way which requires traffic control depending on the road layout, intersection/crossings, existing signage, road type, and traffic volume. Traffic control services are expected to support large capital investments including grid modernization, wood pole replacement, and Fiber-to-the-Premises projects. The selected service provider will set up, maintain, and tear down the traffic control equipment allowing crew members to focus on their project work and complete it more efficiently. The contract is sized to support all traffic control needs for the Utilities Department including all divisions such as Water, Gas, Wastewater Operations, Electric Operations, and Utilities Engineering.

Solicitation Process
A request for proposals (RFP) for the project was posted on OpenGov, the City’s eProcurement platform and 3,256 vendors were notified. The solicitation period was posted for 14 days and 3 proposals were received. The solicitation closed on November 6, 2024.

Table 2: Summary of Request for Proposal
Proposal Description On-Call Traffic Control Services
Proposed Length of Project 5 years
Number of Vendors Notified 3,256
Number of Proposal Packages Downloaded 15
Total Days to Respond to Proposal 14 days
Number of Proposals Received 3
Proposal Price Range $1,595,315 - $2,112,977
Public Link to Solicitation https://procurement.opengov.com/portal/pa lo-alto-ca/projects/124133
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The proposals were evaluated by a panel and determined to be responsive to the criteria identified in the RFP. Statewide Traffic Safety and Signs, Inc. was selected by the panel because of the quality and effectiveness of their services, the experience of their field staff, prior record of performance with the City, and their ability to provide future services. Statewide Traffic Safety and Signs, Inc. had the highest score out of the three qualifying proposals. The panel did not select the lower bid proposals because of their lack in quality of their proposals and uncertainty in meeting the City’s scope of work for traffic control for on-call services. Statewide Traffic Safety and Signs, Inc.’s proposal conveyed that they have the experience and capabilities to provide professional traffic control plans and on-call traffic control services within the required response time.

Statewide Traffic Safety and Signs, Inc. is a licensed C-31 Construction Zone Traffic Control Contractor in California who has many years of municipal experience and ensures all staff are trained in the latest Manuel on Uniform Traffic Control Devices (MUTCD) and California Manual on Uniform Traffic Control Devices (CAMUTCD). When on-call services are needed they will be assigned on a Task Order basis. Individual Utilities project managers will be responsible for issuing the Task Order, evaluating the proposed scope of work, reviewing the experience and billing rates of the proposed staff and ensuring appropriately qualified staff are assigned to each task. This contract is on the City’s professional services template, which permits the City to terminate without cause/for convenience by providing written notice to the contractor. In the event the City finds itself facing a challenging budget situation, and it is determined that City resources need to be refocused elsewhere, the City can terminate for convenience. Other options include termination due to non-appropriation of funds or amending the contract to reduce the cost, for example, by reducing the scope of work. The contract may also be temporarily suspended by written notice of the City Manager.

FISCAL/RESOURCE IMPACT
Funding for the contract is available in the respective capital improvement program project budgets such as but not limited to Grid Modernization for Electrification (EL-24000), Wood Pole Replacement (EL-19004), and Fiber-to-the-Premises (FO-24000). Funding will be assigned based on construction work. Funding in subsequent years is subject to Council’s approval of each fiscal year’s budget appropriation. In comparison to the 2022 contract, the hourly rate has increased by approximately 15% from $217 to $250 per hour for two staff crew to setup traffic control for intersection, lane, or street closures.

STAKEHOLDER ENGAGEMENT
The RFP for the on-call traffic control contract was posted on OpenGov eProcurement platform and vendors were notified by the City. The solicitation period lasted 14 days and closed on November 6, 2024. The City received three proposals.

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ENVIRONMENTAL REVIEW
Approval of this professional services agreement for on-call traffic control services does not meet the definition of a project under the California Environmental Quality Act (CEQA) pursuant to the California Public Resources Code Section 21065, because it can be seen with certainty that the services will not cause a direct physical change in the environment. The on-call traffic control services may be used to support the completion of work that would constitute a ”project” under CEQA; those projects will be subject to CEQA analysis.

ATTACHMENTS
Attachment A: Statewide Traffic Safety and Signs, Inc.; Contract C25192686 APPROVED BY:

Alan Kurotori, Director of Utilities
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C CITY OF PALO ALTO CONTRACT NO. C25192686

AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF PALO ALTO AND
STATEWIDE TRAFFIC SAFETY AND SIGNS INC.

This Agreement for Professional Services (this “Agreement”) is entered into as of the 2 nd day of June, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and STATEWIDE TRAFFIC SAFETY AND SIGNS, INC. dba AWP SAFETY, a Delaware corporation, located at 1101 N. 5 th Street, San Jose, CA 95112 (“CONSULTANT”).

The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference:

RECITALS
A. CITY intends to acquire planned and emergency traffic control services for various construction work (the “Project”) and desires to engage a consultant to provide on-call traffic control services in connection with the Project (the “Services”, as detailed more fully in Exhibit A).

B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services.

C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”.

NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows:

SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY.

Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.)
CITY may elect to, but is not required to, authorize on-call Services up to the maximum compensation amount set forth in Section 4 (Not to Exceed Compensation).

CONSULTANT shall provide on-call Services only by advanced, written authorization from CITY as detailed in this Section. On-call Services, if any, shall be authorized by CITY, as needed, with a Task Order assigned and approved by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1 entitled “PROFESSIONAL SERVICES TASK ORDER”.

Each Task Order shall contain a specific scope of services, schedule of performance and Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C maximum compensation amount, in accordance with the provisions of this Agreement.

Compensation for on-call Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum.

To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation due to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on-call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for any on-call Services are subject to all requirements and restrictions in this Agreement.

SECTION 2. TERM.

The term of this Agreement shall be from the date of its full execution through June 1, 2030 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.

SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE”. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT.

CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT.

SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Two Million One Hundred Twenty-Five Thousand Dollars ($2,125,000.00). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.

Optional Additional Services Provision (This provision applies only if checked and a not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.)
In addition to the not-to-exceed compensation specified above, CITY has set aside the not- to-exceed compensation amount of Dollars ($ ) for the performance of Additional Services (as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed Dollars ($ ), as detailed in Exhibit C.

Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C “Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum.

CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement.

SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice.

SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances.

Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services.

SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions.

SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY.

SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement.

CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained.

SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties.

SECTION 12. SUBCONTRACTING.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors.

Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are:

CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee.

SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Joey Figueroa, Branch Manager, Telephone: 408-993-9770, Email: [email protected] as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property.

CITY’s Project Manager is Venessa Fujii, Utilities Department, WGW Operations Division, 3201 E. Bayshore Road., Palo Alto, CA, 94303, Telephone: 650-496-6994, Email:
[email protected]. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time.

SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later.

SECTION 16. INDEMNITY.

16.1a. This subsection 16.1a applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professional land surveyors. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all third party demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) to the extent that such Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of defense costs exceeding CONSULTANT’s proportionate percentage of fault as determined by the final judgment of a court of competent jurisdiction.

16.1b. This subsection 16.1b applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party.

16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement.

16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement.

SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy.

SECTION 18. INSURANCE.

18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies.

18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above.

18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement.

18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired.

SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.

19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C discontinue its performance of the Services on the effective date in the notice of suspension or termination.

19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).

19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30.

19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers).

SECTION 20. NOTICES.

All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows:

To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement.

CONSULTANT shall provide written notice to CITY of any change of address.

SECTION 21. CONFLICT OF INTEREST.

21.1. In executing this Agreement, CONSULTANT 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 the Services.

21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises.

21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time.

SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.

22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT 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.

22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement.

SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT 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 composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements:
(a) All printed materials provided by CONSULTANT 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 greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed.

SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.

CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as 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, CONSULTANT 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, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060.

SECTION 25. 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, as amended from time to time. 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.

SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS.

26.1. This Project is subject to prevailing wages and related requirements as a “public works” under California Labor Code Sections 1720 et seq. and related regulations.

CONSULTANT is required to pay general prevailing wages as defined in California Labor Code Section 1773.1 and Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. Pursuant to Labor Code Section 1773, the CITY 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 contract for this Project from the State of California Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the CITY’s Purchasing Department office. The general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, web site (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time to time. CONSULTANT shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the adopted prevailing wage rates as a minimum. CONSULTANT shall comply with all applicable provisions of Division 2, Part 7, Chapter 1 of the California Labor Code (Labor Code Section 1720 et seq.), including but not limited to Sections 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to time. CONSULTANT shall comply with the requirements of Exhibit E, entitled “DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS”, for any contract for public works construction, alteration, demolition, repair or maintenance, including but not limited to the Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C obligations to register with, and furnish certified payroll records directly to, DIR.

SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, 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. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “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 Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.

SECTION 28. CONFIDENTIAL INFORMATION.

28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose.

CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information.

Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement.

28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY.

28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order.

28.4. CONSULTANT will notify City promptly upon learning of any breach in Professional Services
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time.

28.5. Prior to or upon termination or expiration of this Agreement, CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT.

28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.

SECTION 29. MISCELLANEOUS PROVISIONS.

29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions.

29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California.

29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties.

29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time.

29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect.

29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control.

29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.

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29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement.

29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement.

SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein:

EXHIBIT A: SCOPE OF SERVICES
EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER
EXHIBIT A-2: REQUIREMENTS FOR TRAFFIC CONTROL PLAN
EXHIBIT A-3: PAUSD BELL TIMES 2025-2026
EXHIBIT A-4: PAUSD SCHOOL YEAR CALENDAR FOR 2025-2026
EXHIBIT A-5: WALK AND ROLL TO SCHOOL SUGGESTED ROUTES
EXHIBIT A-6: TEMPORARY TRAFFIC CONTROL PLAN CHECKLIST
EXHIBIT B:

EXHIBIT C:

SCHEDULE OF PERFORMANCE

COMPENSATION
EXHIBIT C-1: SCHEDULE OF RATES
EXHIBIT D:

EXHIBIT E:

EXHIBIT F:

INSURANCE REQUIREMENTS

DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
CLAIMS FOR PUBLIC CONTRACT CODE SECTION 9204

PUBLIC WORKS PROJECTS

THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C CONTRACT NO. C25192686 SIGNATURE PAGE
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written.

CITY OF PALO ALTO STATEWIDE TRAFFIC SAFETY AND
SIGNS INC. dba AWP SAFETY
____________________________
City Manager
B ____________________
Anthony Amato
Name:_______________________________
Title:__S_e_n_i_o_r_D_i_r_e_c_t_o_r_,_L_e_g_a_l___________ APPROVED AS TO FORM:

B ______________________
__________________________
City Attorney or designee Matthew HuntName:_______________________________ Chief Legal Officer
Title:________________________________
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C

EXHIBIT A

SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. CONSULTANT’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope of Services.

CONSULTANT to provide on-call traffic control services at various locations throughout the City of Palo Alto (City).

1. CONSULTANT will provide all labor and equipment necessary to provide traffic control services for utility construction projects and events at various locations throughout the City.

2. CONSULTANT will provide traffic control in emergency situations and the CITY will require the CONSULTANT to arrive on-site with labor and equipment within two (2) hours.

Engineering and Design (Traffic Control Plans):

1. CONSULTANT will provide traffic control plans for locations identified by the City within two (2) business days for review, following the City’s request for traffic control plans, unless an alternate timeframe is approved by the City.

2. Traffic control plan must be reviewed by the Consultant’s licensed Civil Engineer.

3. The City will route the traffic control plan to various Departments in the City of Palo Alto (Utilities Department, Transportation Department, Public Works Department, etc), Santa Clara County, and/or the California Department of Transportation for review and comment.

4. CONSULTANT must address all comments and corrections required of each agency.

5. All traffic control plans must comply with the most recent edition of the Manual on Uniform Traffic Control Devices (MUTCD) and/or the Work Area Traffic Control Handbook (WATCH).

6. Traffic control plans require site specific plans for intersections and arterial/collector streets.

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7. Traffic control plans showing ‘typical’ traffic control layouts will not be accepted.

8. Traffic control plans must show the actual layout of intersections, indicate all islands, medians, lane lines, bike lane lines, nearby driveways, bus stops, work areas, detours, schools with distance, phasing with duration, No Parking zones, and note all pavement and lane widths. The closure of two adjacent parallel streets will not be permitted, unless approved by the City.

9. Traffic control plan must maintain adequate separation between pedestrians, bicyclists, vehicular traffic, truck traffic, and the work site by using reflectors, ramps, cones, or other warning devices. Access to all driveways shall be coordinated or maintained and included in the traffic control plan.

10. Traffic control plan must include the work dates (M-F) and the approved work hours.

11. All traffic control plans must be reviewed by a licensed Civil Engineer, but not all traffic control plans must be stamped and signed by a licensed Civil Engineer. CITY will determine whether a given TCP must be stamped and signed. For the traffic control plans that require the stamping and signing of a licensed Civil Engineer, the Consultant will be compensated through the Civil Engineer stamp bid item.

12. CONSULTANT will be compensated for each page required for each work location. If multiple pages are required to cross an intersection or street, Consultant will be compensated for each page required to safely cross the intersection or street.

Traffic Control Setup and Flagging:

1. CONSULTANT will provide all labor and equipment for traffic control setup and flagging operations requested by the City. Including but not limited to labor for traffic control, flagging, and traffic shifts, as well as all standard equipment (ex: delineators, signage, arrow and message boards, etc.).

2. CONSULTANT will be requested to provide traffic control services during and after normal business hours, which are 8am-4pm.

3. CONSULTANT will be requested to provide traffic control services on weekends and holidays.

4. The City intends to request traffic control setup and flagging services with a minimum of 48 hours’ notice.

5. In the event 48-hour notice cannot be provided, Consultant shall be onsite with all labor and equipment needed for the performance of traffic control setup and flagging services within two (2) hours or less of notification.

Equipment Rental:

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1. CONSULTANT shall provide a detail list of equipment and signage that may be rented by City from Consultant. This list should include but not limited to equipment, unit of measurement and pricing of each item.

2. CONSULTANT should include pricing for hourly, daily, weekly, and monthly rentals of each piece of equipment.

3. CONSULTANT must include the required duration. In the event the required notice cannot be provided, and the equipment is not subcontracted out, CONSULTANT shall be onsite with equipment within two (2) hours or less of notification.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C EXHIBIT A-1

PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.

CONTRACT NO.

OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A.
1B.

2. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):

TASK ORDER NO.:

CONSULTANT NAME:

3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________ BUDGET CODE_______________5.

COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________

6. 7.

CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________ DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
.
.
.
.

SERVICES AND DELIVERABLES TO BE PROVIDED

SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)

8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________ I hereby authorize the performance of the
work described in this Task Order.

I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.

APPROVED: APPROVED:

CITY OF PALO ALTO COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C EXHIBIT A-2

REQUIREMENTS FOR TRAFFIC CONTROL PLAN

SUBMISSION
A draft traffic control plan, consistent with the following applicable conditions, must be included in every permit application submitted to the City of Palo Alto Public Works Department for projects that involve work within the City right-of-way. The traffic control plan must approved prior to the start of work within the City right-of-way. The Public Works Department and the Planning and Community Environment Department - Transportation Division may require additional measures of traffic control or time-of-work restrictions on a case-by-case basis. Below are some guidelines for producing this required plan:

General Traffic Control Plan Submission Requirements:The Applicant shall submit traffic control plans to the Public Works Department for approval at the time of the submission of the permit application. The Public Works Department may require approval from other departments depending on the location, duration, and type of work to be conducted. Additional requirements include, but may not be limited to the following:

1. Submitted traffic control plans shall include a schedule of construction showing each phase of the Project and the anticipated method of handling traffic for each phase. The plan shall include a to-scale drawing of the street, lane configuration (including all bicycle lanes), on- street parking, and sidewalks relative to the Project area extended the furthest temporary traffic control device. The location of signs, barricades, cones, etc., to warn, direct, and guide the traffic shall be shown on the plan. The work shall not restrict visibility of any existing traffic control devices, including traffic signals, signs, etc. Otherwise, temporary installation of supplemental traffic control devices will be required.

2. The Applicant shall refer to the California Manual on Uniform Traffic Control Devices (CA- MUTCD) and/or the Work Area Traffic Control Handbook (WATCH) for traffic control planning. The plan shall meet the requirements for the speed limit of the street(s) affected, or post temporary, reduced construction zone speed limits.

3. An electronic arrow board warning device may be required for shifting of traffic to the wrong side of the road, merging of lanes on arterial roadways, and as otherwise required in the approved traffic control plan.

4. All signs at the Project site shall conform to the most recent Caltrans standards and be of the international symbol design whenever available.

5. The Applicant will be required to pay for any public off-street time-limited parking spaces, within the University Avenue and California Avenue business districts or Stanford University areas that will be rendered unusable to the public as a result of the Project. These permits are available from the Public Works Department. This includes spaces to maintain traffic lanes, for parking of construction vehicles during the work hours, or for issuing parking permits to the parked vehicles displaced from their private parking spaces, etc. The proposed use of parking spaces must be included in the draft traffic control plan.

6. The Applicant shall maintain one lane of traffic in each direction at all times on all streets. The clear width of the lane shall be a minimum of 10 feet per lane, or 12 feet, if only one lane is provided. Any required flagging operations shall conform to Caltrans standards for dress, equipment and execution of this operation.

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7. If the Project site does not conform to the approved traffic control plan at all times, the Police Department may take over the traffic control at the expense of the Applicant. The Public Works Department and the Planning and Community Environment Department - Transportation Division have the authority to issue a stop-work order if the Project site violates minimum traffic safety standards.

Temporary Detours (Vehicle, Bicycle, and Pedestrian)
In general, the Applicant shall maintain all motor vehicle, pedestrian, and bicycle movements.

Total closures of arterials, collector streets, business district streets, driveways, or alleys will normally not be permitted. Closures of designated bicycle boulevards and school routes, as shown on adopted Walk and Roll Maps, will only be permitted on a case-by-case basis. Closure of local streets may be permitted; however, the Applicant shall always maintain access to abutting parcels and access for emergency vehicles.

8. A minimum four-foot-wide (4-foot-wide) clear sidewalk shall be maintained at all times, unless the Project makes closure unavoidable, in which case the sidewalk may be closed only while working, subject to permit approval. An alternate pedestrian route may be required for the duration of the closure. These alternate pedestrian routes shall conform to the requirements of the California Building Code (CBC) and the U.S. Access Board Guidelines for Public Rights-of-way. At intersections, work will be permitted on only one corner at a time in order to maintain safe pedestrian movements through the intersection. Each crosswalk and sidewalk, when interrupted by excavation, shall be provided with a safe pedestrian crossing platform with handrails. Any damaged pavement markings shall be temporarily restored prior to returning the area to the public use. Permanent restoration must be accomplished within seven (7) days of project completion.

9. Any Project that requires detouring bicycle traffic from bicycle boulevards and school routes, as shown on adopted Walk and Roll Maps, shall provide a continuously-signed bicycle detour route that does not require bicyclists to travel along a sidewalk, arterial, expressway, or highway (i.e. El Camino Real). Temporary two-way bicycle paths must be a minimum of eight (8) feet wide and approved by the Planning and Community Environment Department – Transportation Division. Temporary one-way bicycle paths must be a minimum of six (6) feet wide and approved by the Planning and Community Environment Department – Transportation Division.

10. If Project will impact transit stops or transit routes, the traffic control plan should indicate what actions will be taken to mitigate impacts on transit services such as providing alternative/temporary transit stop locations, temporary wayfinding signage, and alternative route locations suitable for oversized buses.

General Time Restrictions for Construction Activities
General work hours allowed are Monday through Friday, 8:00 AM to 6:00 PM, and Saturday 9:00 AM to 6:00 PM. Area specific time restrictions for temporary traffic control are considered on a case by case basis; however the following restrictions are typically followed:

11. Work on arterial and collector streets will not be permitted between the hours of 7:00 and 9:00 AM and 4:00 and 6:00 PM. The streets include: Alma St, Arastradero Rd, Arboretum Dr, California Ave, Channing Ave, Colorado Ave, E Bayshore Rd, E Charleston Rd, E Meadow Cir, E Meadow Dr, Embarcadero Rd, Fabian Wy, Louis Rd, Middlefield Rd, Palo Alto Ave Rev 6/30/16
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C (west of Alma St), San Antonio Rd, Sand Hill Rd, University Ave, Hansen Wy, Hillview Dr, Park Blvd, Stanford Ave, Quarry Rd, W Charleston Rd, Bayshore Rd W Meadow Dr, and Welch Rd. Any exceptions to these must be approved by both the Public Works Department and Planning and Community Environment Department – Transportation Division.

12. Projects affecting motor vehicle, pedestrian or bicycle traffic in business districts is generally only permitted between the hours of 9:00 AM and 4:00 PM. Business Districts are generally considered to be the following areas:
 University Ave District (Downtown): bounded by Alma St, Webster Ave, Lytton Ave, Forest Ave
 California Ave District: bounded by El Camino Real, Caltrain corridor, Sherman Ave and Cambridge Ave

13. No work will be permitted within 1500 feet of school grounds or along school routes, as shown on adopted Walk and Roll Maps, until after 8:45 AM on school days (see current PAUSD School Year Calendar). Other special restrictions may be required at heavily used school crossings or on school routes beyond the 1500-foot distance, as deemed necessary for student safety.

Public Notification
The Applicant shall notify the abutting property owners and tenants at least 72 hours before commencing work on the project. If the driveway to any garage or parking area will need to be closed for permitted construction work, the affected property owner or tenant shall be served notice in writing regarding this necessary closure. Arrangements shall be made with this owner or tenant to provide mitigation measures that are acceptable to them. Evidence of these negotiated mitigation measures must be submitted with the draft traffic control plan. Additional notification may be required by the Public Works Department, depending on the location and scale of the project.

14. The Permittee is responsible for posting "No Parking-Tow Away" signs if temporarily restricted parking is necessary. A minimum of 72 hours advance notification is required for this posting. A sign must be placed at each affected parking space. A minimum of one inch printed letters shall be used on the sign and provide the following information: (1) complete date(s) and hours of parking closure, and (2) telephone number of Police Department for inquiry of towed vehicles. The Police Department must be notified at the time of posting.

15. If the Project will impact school routes, as shown on adopted Walk and Roll Maps, the Applicant will be required to contact school administrators and PTA officers to address student access prior to submittal and approval of the draft traffic control plan.

16. If the project will impact transit stops or transit routes, the Applicant will be required to contact AC Transit, Santa Clara Valley Transportation Authority, SamTrans, Stanford University Parking and Transportation Services, the Planning and Community Environment Department – Transportation Division, and/or any other affected transit operators to address relocation of facilities or rerouting of buses prior to submittal and approval of the draft traffic control plan. The draft traffic control plan shall indicate what actions will be taken to mitigate impacts on transit services.

17. The Applicant may be required, at Applicant’s cost, to hire Palo Alto police officers or a Certified Traffic Control Contractor to direct traffic when working at signalized intersections.

A minimum of two police officers per intersection may be required. This requirement will Rev 6/30/16
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C primarily be enforced when:
a) equipment is intermittently blocking or crossing a travel lane, b) only one travel lane is available for two-way traffic, c) multiple movements are temporarily required to share the same travel lane, d) working at multi-lane signalized intersections, and
e) traffic signals are inoperable, unsafe conditions, or capacity is significantly reduced due to the project.

18. The above requirements are minimum, and do not limit the Applicant’s responsibility and liability for doing all that is practical and necessary to ensure the safety of workers, pedestrians, bicyclists, and motorists. The Applicant shall conform to the required traffic control conditions which are generally applicable to most common situations. Based on the nature of a job, additional conditions or exceptions to the above conditions may be necessary.

This publication is intended to be an informal means of informing the public about a City process.

Although it is assumed that the information provided is accurate, the sheet is not intended to create any sort of legal obligation on the City’s part. The actual process is governed by City code, regulations and procedures, and the reader should make specific inquiry to the City for specific cases.

Rev 6/30/16
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C EXHIBIT A-3

ANTICIPATED PAUSD BELL TIMES
KINDER
From SecondKINDER
To first Friday in Monday in
Elementary:

Addison
Barron Park 8:15
J. Briones
Duveneck
El Carmelo
Escondido
Fairmeadow 8:30
W. Hayes
Hoover
Nixon
Ohlone
AM
8:15

PM WEDS
1:15
1:30
1:30
1:05
1:30
1:30
1:40
1:30
1:30
1:15
1:30
1:15
October*
12:00
11:50
11:50
11:45
12:00
12:00
12:00
12:00
12:00
11:40
12:00
11:45
October*
2:20
2:25
2:20
2:30
2:25
2:20
2:40
2:35
2:00
2:30
2:40
2:15
2:45
2:45
2:40
2:35
2:55
2:45
3:00
2:55
2:30
2:30
2:45
2:50
8:15
8:05
8:25
8:10
8:25
8:00
8:00
8:15
8:15Palo Verde
AM PM
Greendell PS 8:45 11:45
Middle:

Greene
JLS

AM PM WEDS
1:40
1:45
8:10
8:15
8:10
3:05
3:00
3:05Fletcher 1:40
High School: AM M T W TH FRI
Gunn
Paly
8:25
8:15
2:35 3:40 2:55 3:35 3:35
3:25 2:50 3:30 2:25 3:30
Late Kinders begin on or about the second Monday of October PAUSD Bell Times Subject to Change due to COVID-19
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C EXHIBIT A-4
Palo Alto Unified School District
SCHOOL YEAR CALENDAR FOR 2025-2026
JULY 2025 JANUARY 2026 18 DaysImportant Dates
K-5 Teacher Work Day
Staff Development Day 6-12
S
6 M
7 T
1 8
W
2 9
T
3 F S
5 S
4 M T W T
H
8 F
LH
9 S
3 10
Aug 12
LH
Aug 14 First Day of School10 11 12
K-8 9-12
6 7SD W
Oct 20 First Day of Full-Day Kindergarten
6-12 Teacher Work Day13 14 15 16 17 18 19
20 21 22 23 24 25 26 Jan 5
11 12 13 14 15 16 17
18 20 21 22 23 24
25 26 27 28 29 30 31
HK-5 Staff Development
Students Return to School27 28 29 30 31 Jan 6
Jun 4AUGUST 2025 12 days Early Release/Last Day of School FEBRUARY 2026 18 days S
3 M T W T F
1 8
S
2 9
S
1 8
M
2 9
T
3 W
4 T
5 F
6 S
7 No School Days
Labor DaySept 1
Oct 34 5 6 7 10 11 12 LH 14
17 18 19 20 21
Staff Development Day
Veterans’ Day10 DD 9
S-1D2
WK-D8 WD 14 15 16 Nov 11 15 H
17 18 19 20 21 22 23 Nov 24-28 Thanksgiving Break 22 23 24 25 26 27 28 Dec 22 -24
25 26 27 28 29 30 Winter Break31 Jan 5
SEPTEMBER 2025 21 days Jan 19 Martin Luther King Jr. Day Local Holiday
MARCH 2026 20 days
Feb 13S M
H
8 T
2 9
W
3 T
4 F
5 S
6 S
1 8
M
2 T
3 W
4 T
5 F
6 S
7Feb 16
Mar 9
Washington’s Birthdayobserved
Local Holiday7 10 11 12 13 LH SD 11 12 13 14
Mar 10 Staff Development Day14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
Apr 6-10 Spring Break
May 1 Local Holiday
Memorial DayMay 25
OCTOBER 2025 22 days APRIL 2026 17 days
Minimum Days
Aug 29, Oct 31, Nov 21, Dec 19, April 3, and
June 4

S M T W
1 T F S
4 S
5 M T W
1 T
2 F
3 S
2 SD 4
5 6 7 8 9 10 11 Quarters/Semesters LH LH LH LH LH 11
12 13 14 15 16 17 18 Oct 17
19 21 22 23 24 25 Nov 14 End of 1 st Trimester
26 27 28 29 30 31
NOVEMBER 2025 14 days
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30
End of 1st Quarter
K
End of 1st Semester 84 days - secondary
End of 2nd Quarter
End of 2nd Trimester
Dec19
MAY 2026 19 daysFeb 6

S M T W T F S
1 8
S
3 M T W T F
LH
8 S
2 9
Mar 13 End of 3 rd Quarter
End of 2nd Semester 96 days - secondary
2 9
3 4 5 6 7 4 5 6 7Jun 4
H
End of 3rd Trimester
End of 4th Quarter10 H 12 13 14 15 10 11 12 13 14 15 16 17 18 19 20 21 22 2316 17 18 19 20 21 22 Legend23
LH LH LH H LH 29
24 H 26 27 28 29 3030 Federal/State Holiday 31
DECEMBER 2025 15 days JUNE 2026 4 daysLH Local Holiday
S M
1 T
2 9
W
3 T
4 F
5 S
6 S M
1 T
2 9
W
3 T F S
6 DD District Day
4 WDWD Teacher Work Day
SD Staff Professional Development Day
All Schools Minimum Day
Last day of School & Minimum Day
7 8 10 11 12 13 7 8 10 11 12 13
14 15 16 17 18 19 20
21 LH LH H LH LH 27
14 15 16 17 18 19 20
21 22 23 24 25 26 27
K First Day of Full-Day Kindergarten28 LH LH LH 28 29 30 Item 7
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Palo Alto Unified School District
SCHOOL YEAR CALENDAR FOR 2026-2027
JULY 2026 JANUARY 2027 18 daysImportant Dates
K-8 Teacher Work Day
9-12 Staff Development Day
S
5 M
6 T W
1 T
2 9
F S
4 S
3 M T W T F
H
8 S
2 9
Aug 11
LH
10 11 Aug 13 First Day of School7 8
SD WD
K-8 9-12 5 6 7
Oct 19 First Day of Full-Day Kindergarten
K-8 Staff Development Day
12 13 14 15 16 17 18
19 20 21 22 23 24 25
10 11 12 13 14 15 16
17 19 20 21 22 23
25 26 27 28 29 30
HJan 4 9-12 Teacher Work Day
26 27 28 29 30 31
24 Jan 5 Students Return to School 31
AUGUST 2026 13 days FEBRUARY 2027 18 daysJune 3 Early Release/Last Day of School S
2 M T W T F S
1 8
S M
1 8
T
2 9
W
3 T
4 F
5 S
6No School Days
Labor DaySept 7
Oct 23 4 5 6 7 7 10 11 LH 13Staff Development Day
Veterans’ Day9 DD 9
S-1D2 W
K-
D
8 WD 13 14 15
16 17 18 19 20 21 22
14 H 16 17 18 19 20Nov 11
Nov 23-27 21 22 23 24 25 26 27
28 Thanksgiving Break
23 24 25 26 27 28 29 Dec 19 -
31 Winter Break30 Jan 5
SEPTEMBER 2026 21 days MARCH 2027 21 daysJan 18 Martin Luther King Jr. Day Local HolidayS M T
1 8
W
2 T
3 F
4 S
5 S
7 M
1 T
2 9
W
3 T
4 F
5 S
6 Feb 11
Feb 12 Local Holiday
6 H 9 10 11 12 Feb 15 Washington’s Birthdayobserved
Local Holiday
8 10 11 12 13
13 14 15 16 17 18 19 Mar 15
20 21 22 23 24 25 26 Mar 16
14 LH SD 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31
Staff Development Day
Spring Break27 28 29 30 Apr 5-9
May 31 Memorial DayOCTOBER 2026 21 days APRIL 2027 16 days

S M T W T F S
3 Quarters/Semesters S
4 M T W T
1 F
2 S
1 SD Oct End of 1st Quarter 3
4 5 6 7 8 9 10 Nov End of 1st Trimester LH LH LH LH LH 10 11 12 13 14 15 16 17
18 20 21 22 23 24
25 26 27 28 29 30 31
NOVEMBER 2026 15 days
End of 1st Semester 84 days - secondary
End of 2nd Quarter
End of 2nd Trimester
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 LH
Dec 18
K
Feb
Mar End of 3rd Quarter
MAY 2027 20 daysEnd of 2nd Semester 96 days - secondary S
1 8
M
2 T
3 W
4 T
5 F
6 S
7 S M T W T F S
1 8
Jun 4 End of 3rd Trimester
End of 4th Quarter
9 10 11 12 13 14 2
9 3 4 5 6 7
Legend
Federal/State Holiday
15 16 17 18 19 20 21
22 LH LH LH H LH 28
29 30
10 11 12 13 14 15
H 16 17 18 19 20 21 22
25 26 27 28 29
JUNE 2027 3 days
LH Local Holiday 23 24
30 H
DD District DayDECEMBER 2026 14 days WD Teacher Work Day SD Staff Professional Development Day
All Schools Minimum Day
Last day of School & Minimum Day
S M T
1 8
W
2 T
3 F
4 S
5 S M T
1 8
W
2 T F S
53 WD
6 7 9 10 11 12 6 7 9 10 11 12
13 14 15 16 17 18 19
20 LH LH H LH LH 26
13 14 15 16 17 18 19
20 21 22 23 24 25 26
K First day of Full-Day Kindergarten
27 LH LH LH LH 27 28 29 30
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Palo Alto Unified School District
SCHOOL YEAR CALENDAR FOR 2027-2028
JULY 2027 JANUARY 2028 19 daysImportant Dates
K-8 Teacher Work Day
9-12 Staff Development Day
S
4 M T W T
1 8
F
2 9
S
3 10
S
2 M T W T F S
1 8
Aug 10
Aug 12 First Day of SchoolLH 6 7
WD SD
9-12 K-8 4 5 6 7
Oct 18 First Day of Full-Day Kindergaten
K-8 Staff Development Day
11 12 13 14 15 16 17
18 19 20 21 22 23 24
9 10 11 12 13 14 15
16 H 18 19 20 21 22Jan 3 9-12 Teacher Work Day
25 26 27 28 29 30 31
23 24
25 26 27 28 29Jan 4 Students Return to School 30 31
AUGUST 2027 14 days FEBRUARY 2028 19 daysJune 1 Early Release/Last Day of School S
1 M
2 T
3 W
4 T
5 F
6 S
7 S M T
1 8
W
2 9
T
3 F
4 S
5No School Days
Labor DaySept 6
8 DD 9
S-1D2 W
K-
D
8 WD 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
6 7 10 11 12Oct 1 Staff Development Day
Veterans’ Day 13 14 15 16 17 LH 19Nov 11
20 22 23 24 25 26HNov 22-26 Thanksgiving Break
Dec 22 -
Jan 10 27 28 29Winter Break
SEPTEMBER 2027 21 days MARCH 2028 21 daysJan 17
Feb 18
Feb 19
Martin Luther King Jr. Day
Local HolidayS M T W
1 T
2 9
F
3 S
4 S
5 M T W
1 T
2 9
F
3 S
4Washington’s Birthdayobserved
Local Holiday5 H 7 8 10 11 Mar 13 6 7 8 10 11
12 13 14 15 16 17 18 Mar 14
19 20 21 22 23 24 25 Apr 3-7
Staff Development Day
Spring Break
12 LH SD 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30 3126 27 28 29 30 May 27 Memorial Day
OCTOBER 2027 20 days APRIL 2028 14 days
F
Quarters/Semesters

S M T W T
7 F
SD
8 S
2 9
Oct S M T W T S
1 8
End of 1st Quarter
Nov End of 1st Trimester
3 4 5 6 End of 1st Semester 84 days - secondary
End of 2nd Quarter
End of 2nd Trimester
End of 3rd Quarter
2 9
LH LH LH LH LHDec 20
10 11 12 13 14 15 16 10 11 12 13 14 15
Feb
Mar
17 K 19 20 21 22 23 16 17 18 19 20 21 22
24 25 26 27 28 29 30 23 24 25 26 27 LH 2931 30
End of 2nd Semester 96 days - secondary
NOVEMBER 2027 16 days MAY 2028 22 daysJun 4 End of 3rd Trimester End of 4th QuarterS M
1 T
2 9
W
3 T
4 F
5 S
6 S M
1 T
2 9
W
3 T
4 F
5 S
6 Legend7 8 10 H 12 13 7 8 10 11 12 13
H Federal/State Holiday14 15 16 17 18 19 20
21 LH LH LH H LH 27
28 29 30
14 15 16 17 18 19 20
21 22 23 24 25 26 27LH Local Holiday
DD District Day 28 H 30 31
WD Teacher Work Day
SD Staff Professional Development Day
All Schools Minimum Day
Last day of School & Minimum Day
DECEMBER 2027 13 days JUNE 2028 1 days

S M T W
1 T
2 9
F
3 S
4 S
4 M
5 T
6 W
7 T F S
31 WD
5 6 7 8 10 11 8 9 10K First Day of Full-Day Kindergarten 12 13 14 15 16 17 18
19 LH LH LH LH LH 25
11 12 13 14 15 16 17
18 19 20 21 22 23 24
26 LH LH LH LH LH 25 26 27 28 29 30
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Inc.; Contract C25192686

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Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

Item 7: Staff Report
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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Safety and Signs, Inc.; Contract
C25192686

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Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Safety and Signs, Inc.; Contract
C25192686

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Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Safety and Signs, Inc.; Contract
C25192686

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Safety and Signs, Inc.; Contract
C25192686

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Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Safety and Signs, Inc.; Contract
C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Item 7
Attachment A - Statewide Traffic
Safety and Signs, Inc.; Contract
C25192686

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C25192686

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C EXHIBIT A-6
Temporary Traffic Control Plan (TTC) Checklist
Checklist Must be Submitted with TTC Plans
Project Name:

Project Number:

Type of Work:

Not
Required
Transportation
CommentsChecklist Items Yes No
TTC Plan clearly shows vicinity map to include all streets within the work zone properly labeled with names, posted speed limits and north arrow.






TTC Plan clearly shows existing roadway lane and bike
configuration, parking, and sidewalks where applicable, including dimensions and scale.

TTC Plan clearly shows:

1. Proposed work zone

2. Detours and/or lane closures

3. No Parking Zone or parking restrictions

4. Appropriate tapers and lengths, signs, and spacing

5. Appropriate channelization devices and spacing

6. Buffers

























7. Work hours/work days

8. Dimensions of above elements and requirements
per latest CA-MUTCD Part 6 and City’s SOP for bike
lane closures (see City TTC Guidelines)

9. Proposed speed limit changes if applicable

10. If multiple locations will be affected, provide a
separate plan per location and/or phase of work.

TTC Plan clearly shows bus stops, signalized and non-
signalized intersection impacted by the work.















TTC Plan clearly shows plan to address pedestrians, bicycle, and ADA requirement throughout the work zone per CA-
MUTCD Part 6 and City's SOP for Bike lane closures.

TTC Plan clearly indicates if phasing or staging is requested and duration of each.

TTC Plan clearly shows proximity to school grounds or
school routes as shown on adopted Walk and Roll Maps.  







TTC Plan has open space for "Approval" stamp (4" x 4" +-).

Contractor has obtained and read the city's TTC Guidelines and City's SOP for Bike Lane Closures.

This checklist should be used to ensure that the basic elements are covered and to support a timely plan review.

Please refer to the latest edition of the California Manual of Uniform Traffic Control Devices (CA-MUTCD), Part 6:

Temporary Traffic Control, for information on preparing TTC Plans, definitions, TTC devices, compliance information, and for typical TTC examples. For the City of Palo Alto’s TTC Plan Submission Requirements, go to http://www.cityofpaloalto.org/civicax/filebank/documents/6918.

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EXHIBIT B

SCHEDULE OF PERFORMANCE
Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on-call agreements per Section 1 or agreements with Additional Services per Section 4.)
The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement.

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EXHIBIT C

COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the terms and conditions of this Agreement, including Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4 of the Agreement), based on the rate schedule attached as Exhibit C-1.

The compensation to be paid to CONSULTANT under this Agreement for all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed the amount(s) stated in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY.

REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder.

Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.

A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses.

B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost.

All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C EXHIBIT C-1

SCHEDULE OF RATES
CONSULTANT’s schedule of rates is as follows:

Engineering & Design (Traffic Control Plans)
Bid Item Number Bid Item Description Unit Rate
Traffic control plan: intersections,
arterial streets, collector streets, County
and State right-of-way
1 Site specific plans per Scope of Page $350
Work
2 3
Traffic control plan: intersections and Site specific plans per Scope of Page $350 local streets Work
Cost of a California licensed Civil
Professional Engineering Stamp and Wet Engineer to review each traffic Signature
Each $200control plan page and affix their
stamp and wet sign to each page
Annual Price Escalator Engineering & Design (Not to exceed 5% per year) Year 2:

Year 3:

Year 4:

Year 5:
4%
4%
4%
4%
Traffic Control & Flagging
Bid Item
Number
Bid Item Description Unit Rate
Includes: Each 2 staff crew (Mon- Fri; 7:30am -
4:00pm) to setup traffic control for intersection,
lane, or street closures, including traffic shifts.

Traffic control setup for intersection,
lane, or street closures; (Mon- Fri;
7:30am - 4:00pm)
4 Hour $250
Hour $125
Hour $375
Includes: 1 certified flagger (Mon- Fri; 7:30am -
4:00pm)5
6 Traffic control flagging; (Mon- Fri;
7:30am - 4:00pm)
Includes: Each 2 staff crew (Mon- Fri; after 8
hours)
to setup traffic control for intersection, lane, or
street closures, including traffic shifts.

Traffic control setup for intersection,
lane, or street closures; (Mon- Fri;
after 8 hours)
7 8
Traffic control flagging; (Mon- Fri;
after 8 hours)
Includes: 1 certified flagger (Mon- Fri; after 8
hours)
Includes: Each 2 staff crew (Weekends and
Holidays) to setup traffic control for intersection,
lane, or street closures, including traffic shifts.

Hour $188
Hour $480Traffic control setup for intersection,
lane, or street closures; (Weekends and
Holidays)
Includes: 1 certified flagger (Weekends and
Holidays)9 Traffic control flagging; (Weekends
and Holidays)
Hour $240
Annual Price Escalator Traffic Control & Flagging (Not to exceed 5% per year):

Year 2: 4%
4%Year 3:

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C Year 4:

Year 5:
4%
4%
*Cancellations of dispatched crews and service requests under 4 hours will be charged a 4-hour minimum. Service requests over 4 hours and up to 8 hours will be charged 8 hours.

Consultant will be compensated from the time the crew arrives onsite until the time the crew leaves the site. No additional compensation will be provided for travel time to and from the site.

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EXHIBIT D

INSURANCE REQUIREMENTS

CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE

AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN.

MINIMUM LIMITS

REQUIRED TYPE OF COVERAGE REQUIREMENT EACH AGGREGATE

STATUTORY

OCCURRENCE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY

STATUTORY

STATUTORY STATUTORY
BODILY INJURY $1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000

YES GENERAL LIABILITY, INCLUDING

PERSONAL INJURY, BROAD FORM

PROPERTY DAMAGE BLANKET

CONTRACTUAL, AND FIRE LEGAL

LIABILITY

PROPERTY DAMAGE

BODILY INJURY & PROPERTY
DAMAGE COMBINED.

BODILY INJURY $1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
-
-

EACH PERSON

EACH OCCURRENCEYES
YES

AUTOMOBILE LIABILITY,

INCLUDING ALL OWNED, HIRED,
NON-OWNED PROPERTY DAMAGE $1,000,000
$1,000,000
$1,000,000
$1,000,000BODILY INJURY AND PROPERTY

DAMAGE, COMBINED

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: CONSULTANT, AT ITS SOLE COST

AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM

I. INSURANCE COVERAGE MUST INCLUDE:

A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY.

II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL: [email protected] III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS:

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.

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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.

NOTICE OF CANCELLATION

1. 2.

IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON

OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.

IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.

EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL:

[email protected]
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EXHIBIT E

DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
This Exhibit shall apply only to a contract for public works construction, alteration, demolition, repair or maintenance work, CITY will not accept a bid proposal from or enter into this Agreement with CONSULTANT without proof that CONSULTANT and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. City requires CONSULTANT and its listed subcontractors, if any, to comply with all applicable requirements of the California Labor Code including but not limited to Labor Code Sections 1720 through 1861, and all applicable related regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. This Exhibit E applies in addition to the provisions of Section 26 (Prevailing Wages and DIR Registration for Public Works Contracts) of the Agreement.

CITY provides notice to CONSULTANT 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 contract is awarded.”
This Project is subject to compliance monitoring and enforcement by DIR. All contractors must be registered with DIR per Labor Code Section 1725.5 in order to submit a bid. All subcontractors must also be registered with DIR. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with DIR. Additional information regarding public works and prevailing wage requirements is available on the DIR web site (see e.g. http://www.dir.ca.gov) as amended from time to time.

CITY gives notice to CONSULTANT and its listed subcontractors that CONSULTANT is required to post all job site notices prescribed by law or regulation.

CONSULTANT shall furnish certified payroll records directly to the Labor Commissioner (DIR) in accordance with Subchapter 3, Title 8 of the California Code of Regulations Section 16461 (8 CCR Section 16461).

CITY requires CONSULTANT and its listed subcontractors to comply with the requirements of Labor Code Section 1776, including but not limited to:

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, CONSULTANT and its listed subcontractors, in connection with the Project.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C 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 CONSULTANT and its listed subcontractors, respectively.

At the request of CITY, acting by its Project Manager, CONSULTANT and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the CITY Project Manager within ten (10) days of receipt of CITY’s request.

CITY requests CONSULTANT and its listed subcontractors to submit the certified payroll records to CITY’s Project Manager at the end of each week during the Project.

If the certified payroll records are not provided as required within the 10-day period, then CONSULTANT 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 CONSULTANT.

Inform CITY’s Project Manager of the location of CONSULTANT’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to CITY’s Project Manager within five (5) business days of any change of location of those payroll records.

Eight (8) hours labor constitutes a legal day’s work. CONSULTANT shall forfeit as a penalty to CITY, $25.00 for each worker employed in the execution of the Agreement by CONSULTANT or any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day or forty (40) hours in any one calendar week in violation of the provisions of the Labor Code, and in particular, Sections 1810 through 1815 thereof, except that work performed by employees of CONSULTANT or any subcontractor in excess of eight (8) hours per day, or forty (40) hours during any one week, shall be permitted upon compensation for all hours worked in excess of eight (8) hours per day, or forty (40) hours per week, at not less than one and one-half (1&1/2) times the basic rate of pay, as provided in Section 1815.

CONSULTANT shall secure the payment of workers’ compensation to its employees as provided in Labor Code Sections 1860 and 3700 (Labor Code 1861). CONSULTANT shall sign and file with the CITY a statutorily prescribed statement acknowledging its obligation to secure the payment of workers’ compensation to its employees before beginning work (Labor Code 1861).

CONSULTANT shall post job site notices per regulation (Labor Code 1771.4(a)(2)).

CONSULTANT shall comply with the statutory requirements regarding employment of apprentices including without limitation Labor Code Section 1777.5. The statutory provisions will be enforced for penalties for failure to pay prevailing wages and for failure to comply with wage and hour laws.

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Docusign Envelope ID: 75FB0D3C-ACED-4CAB-97FA-60C8218E378C

EXHIBIT F
CLAIMS FOR PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS

PROJECTS
The provisions of this Exhibit are provided in compliance with Public Contract Code Section 9204; they provide the exclusive procedures for any claims pursuant to Public Contract Code Section 9204 related to the Services performed under this Agreement.

1. Claim Definition. “Claim” means a separate demand by the Contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:
(A)A time extension, including, without limitation, for relief from damages or penalties for delay assessed by the City.
(B)Payment by the City of money or damages arising from the Services performed by, or on behalf of, the Contractor pursuant to the Agreement and payment for which is not otherwise expressly provided or to which the Contractor is not otherwise entitled. (C)Payment of an amount that is disputed by the City.

2. Claim Process.
(A) Timing. Any Claim must be submitted to City in compliance with the requirements of this Exhibit no later than fourteen (14) days following the event or occurrence giving rise to the Claim. This time requirement is mandatory; failure to submit a Claim within fourteen (14) days will result in its being deemed waived.
(B) Submission. The Claim must be submitted to City in writing, clearly identified as a “Claim” submitted pursuant to this Exhibit, and must include reasonable documentation substantiating the Claim. The Claim must clearly identify and describe the dispute, including relevant references to applicable portions of the Agreement, and a chronology of relevant events.

Any Claim for additional payment must include a complete, itemized breakdown of all labor, materials, taxes, insurance, and subcontract, or other costs. Substantiating documentation such as payroll records, receipts, invoices, or the like, must be submitted in support of each claimed cost.

Any Claim for an extension of time or delay costs must be substantiated with schedule analysis and narrative depicting and explaining claimed time impacts. (C) Review. Upon receipt of a Claim in compliance with this Exhibit, the City shall conduct a reasonable review of the Claim and, within a period not to exceed 45 days from receipt, shall provide the Contractor a written statement identifying what portion of the Claim is disputed and what portion is undisputed. Upon receipt of a Claim, the City and Contractor may, by mutual agreement, extend the time period provided in this paragraph 2. (D) If City Council Approval Required. If the City needs approval from the City Council to provide the Contractor a written statement identifying the disputed portion and the undisputed portion of the Claim, and the City Council does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a Claim sent by registered mail or certified mail, return receipt requested, the City shall have up to three days following the next duly publicly noticed meeting of the City Council after the 45-day period, or extension, expires to provide the Contractor a written statement identifying the disputed portion and the undisputed Professional Services
Rev. Jan 29, 2024

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Palo Alto City CouncilJune 9, 2025

Palo Alto City Council
June 9, 2025