City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 16, 2025
Report #:2504-4576
TITLE
Approval of Two Professional Services Contracts for a Term of Two Years: C25193536 with 4Leaf, Inc. in an Amount Not-to-Exceed $291,253 and C25194267 with Interface Engineering, Inc. in an Amount Not-to-Exceed $101,585 for Fire Station 4 Replacement Capital Improvement Program Project (PE-18004); CEQA Status - Exempt under CEQA Guidelines Sections 15302 and 15303
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute the following contracts for the Fire Station 4 Replacement project (PE- 18004):
1. Professional Services Contract No. C25193536 with 4Leaf, Inc. to provide inspection services for a term of 2 years and a total amount not-to-exceed $291,253, including $264,775 for basic services and $26,478 for additional services; and
2. Professional Services Contract No. C25194267 with Interface Engineering, Inc., to provide commissioning services for a term of 2 years and a total amount not-to-exceed $101,585, including $92,350 for basic services and $9,235 for additional services.
EXECUTIVE SUMMARY
The Fire Station 4 Replacement project is one of the key projects identified in the 2014 Council Infrastructure Plan. The new facility will replace the outdated 1954 station at 3600 Middlefield Road and is designed to meet modern essential services standards, support future operational needs, and align with the City’s Sustainability and Climate Action Plan (S/CAP). To support the upcoming construction phase, staff recommends approval of two professional services contracts for inspection services with 4Leaf, Inc. and commissioning services with Interface Engineering, Inc. These contracts provide necessary oversight, technical support, and compliance services to ensure successful project delivery. Construction is anticipated to begin in Fall 2025 and to be completed by Spring 2027.
BACKGROUND
The Fire Station 4 Replacement Project is one of ten key projects identified in the 2014 Council Infrastructure Plan. The existing fire station, located at 3600 Middlefield Road, is an approximately 4,100 SF facility built in 1954. It no longer meets the operational needs of the Fire Department and does not make effective use of the current 0.6-acre site. The replacement facility is designed to meet modern essential services standards and support both current and future Fire Department requirements.
In May 2022, Council authorized a contract with Brown Reynolds Watford Architects (BRW Architects) to provide design and construction administration services for the replacement project.1 BRW Architects has completed the design and is currently in the process of obtaining the building permit. Concurrently, Staff is working to procure the remaining consultants and contractors in preparation for the start of construction.
As part of the City’s permitting requirements, third-party consultants, including a commissioning agent, must be hired to review and approve construction documents. During construction, the commissioning agent will ensure all building systems are fully operational and meet the City’s performance standards. Additionally, a commissioning agent is required for the project to achieve LEED certification.
To support efficient oversight during construction, the City will also contract for a part-time Inspector-of-Record dedicated to the project. This role will help ensure timely inspections and provide a consistent on-site resource.
In December 2024, the City expanded the project scope to include Level 3 electric vehicle charger infrastructure. This update aligns with the City’s Sustainability and Climate Action Plan (S/CAP) “80×30” goal—an initiative to reduce greenhouse gas emissions by 80% by the year 2030. The addition of EV charging stations prepares the facility for future electric fire and emergency vehicles, including an electric ambulance and fire engine. BRW Architects submitted revised plans for permitting in March 2025. Permit approval is anticipated in June 2025, with construction expected to begin in September 2025 and completion expected by Spring 2027.
ANALYSIS
Building Inspector-Of-Record Solicitation
A formal request for proposals (RFP) for the project was posted on OpenGov, the City’s eProcurement platform, and 3,425 vendors were notified. The solicitation period was posted for 19 days and 3 proposals were received. The solicitation closed on January 27, 2025. 1 City Council, May 23, 2022; SR #11691
https://portal.laserfiche.com/Portal/DocView.aspx?id=59470&repo=r-704298fc&searchid=51ff72b6-6bc6-4a2c- b70b-34b8ad06e0b7
Table #1: Summary of Request for Proposal
Proposal Description Inspector of Record for Fire Station 4 Replacement Project RFP 193536
Proposed Length of Project 18 months
Number of Vendors Notified 3,425
Number of Proposal Packages Downloaded
by Contractors
9 Total Days to Respond to Proposal 19 days
Pre-Proposal Meeting No
Pre-Proposal Meeting Date N/A
Number of Proposals Received 3
Proposal Price Range $210,800 to $293,675
Public Link to Solicitation https://procurement.opengov.com/portal/palo-alto- ca/projects/138463
The proposals were evaluated, and the three proposals received were determined to be responsive to the criteria identified in the RFP. Finalists were identified, and 4Leaf, Inc. was selected because of the quality and effectiveness of their services, their extensive inspection services provided in Palo Alto, and their prior record of performance with the City. Staff recommends approval of Contract No. C25193536 (Attachment A), with 4Leaf, Inc.
Commissioning Agent Solicitation
A formal request for proposals (RFP) for the project was posted on OpenGov, the City’s eProcurement platform, and 3,520 vendors were notified. The solicitation period was posted for 25 days and 5 proposals were received. The solicitation closed on May 5, 2025.
Table #2: Summary of Request for Proposal
Proposal Description Commissioning Services for Fire Station 4 Project RFP 194267
Proposed Length of Project 2 years
Number of Vendors Notified 3,520
Number of Proposal Packages Downloaded by
Contractors
22 Total Days to Respond to Proposal 25 days
Pre-Proposal Meeting No
Pre-Proposal Meeting Date N/A
Number of Proposals Received 5
Proposal Price Range $41,250 to $121,525.75
Public Link to Solicitation https://procurement.opengov.com/portal/palo- alto-ca/projects/161962
The proposals were evaluated, and the five proposals received were determined to be responsive to the criteria identified in the RFP. Finalists were identified, and Interface Engineering, Inc. was selected because of their proposed approach to completing the scope, commissioning experience with projects similar to Fire Station 4 and other essential services buildings, and proximity to the project site. Staff recommends approval of Contract No.
C25161962 (Attachment B), with Interface Engineering, Inc.
Staff is currently working on various contract amendments for the construction manager, project architect, and other design contract extensions through the end of the project. These contract amendments, along with the construction contract for the general contractor, will be brought to Council in August 2025.
FISCAL/RESOURCE IMPACT
Funding for the contracts included in this report is available in the Fiscal Year 2025 Adopted Capital Improvement Program Fire Station 4 Replacement project (PE-18004).
STAKEHOLDER ENGAGEMENT
The City hosted several events for community engagement during schematic design prior to Architectural Review Board approval of the proposed design. Events included a virtual community meeting on April 6, 2023, a tabling event at the MSC Open House on July 15, 2023, and an online survey. A community meeting was also held for the construction of the temporary station at Cubberley Community Center on April 11, 2024. An email newsletter is available for the public to sign up for updates throughout design and eventual monthly construction updates.
ENVIRONMENTAL REVIEW
Council action on this item is exempt from the California Environmental Quality Act (CEQA) review under section 15061(b)(2) of the CEQA Guidelines because the Fire Station No. 4 Replacement Project is categorically exempt under CEQA Guidelines Sections 15302 and 15303 and is not barred by one of the exceptions set forth in Section 15300.2. A notice of CEQA exemption was filed on October 26, 2023.
ATTACHMENTS
Attachment A: Contract with 4Leaf, Inc. C25193536
Attachment B: Contract with Interface Engineering, Inc. C25194267 APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer