Agenda packet — Palo Alto City Council, August 18, 2025 (part 1 of 4)

CITY COUNCIL
Regular Meeting
Monday, August 18, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items will appear below in RED (Time Estimates Updated)

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

the

agenda

will

accepted

person

for

three
minutes

amount

time

determined

the

Chair.

General

public

comment

will

heard
for

30 minutes.

Additional

public

comments,

any,

will

heard

the

end

the

agenda.

Public

comments

for

agendized

items

will

accepted

both

person

and

via

Zoom

for

to
three

minutes

amount

time

determined

the

Chair.

Requests

speak

will

taken
until

5 minutes

after

the

staff’s

presentation

determined

the

Chair.

Written

public
comments

can

submitted

advance

[email protected]

and

will

provided
to

the

Council

and

available

for

inspection

the

City’s

website.

Please

clearly

indicate

which
agenda item you are referencing in your subject line.

PowerPoints,

videos,

other

media

presented

during

public

comment

are

accepted

only
by

[email protected]

least

24 hours

prior

the

meeting.

Once

received,
the

Clerk

will

have

them

shared

public

comment

for

the

specified

item.

uphold

strong
cybersecurity

management

practices,

USB’s

other

physical

electronic

storage

devices

are

not
accepted.

Signs

and

symbolic

materials

less

than

2 feet

3 feet

are

permitted

provided

that:

(1)

sticks,
posts,

poles

similar/other

type

handle

objects

are

strictly

prohibited;

(2)

the

items

not
create

facility,

fire,

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

passage
of other attendees, or otherwise disturb the business of the meeting.

TIME ESTIMATES
Listed

times

are

estimates

only

and

are

subject

change

any

time,

including

while

the
meeting

progress.

The

Council

reserves

the

right

use

less

time

any

item,

to
change

the

order

items

and/or

continue

items

another

meeting.

Particular

items

may

be
heard

before

after

the

time

estimated

the

agenda.

This

may

occur

order

best
manage the time at a meeting or to adapt to the participation of the public.

1 August 18, 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 - 6:10 PM)

1. Remarks from Congressman Sam Liccardo, United States Representative of California’s 16th Congressional District

2. Proclamation Honoring Young Tran for his Service to the City of Palo Alto

3. Celebrating the Palo Alto
Tsuchiura
Marathon Runner
and Receiving the Neighbors
Abroad Annual Report

Title Updated, No Late Packet Report Issued
CLOSED SESSION (6:10 - 7:40 PM)

4. CONFERENCE WITH CITY ATTORNEY--ANTICIPATED LITIGATION Authority: Gov Code 54956.9(d)(4), initiation of litigation. Number of matters: one.

AA1.

CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION
Subject: Potential litigation regarding 156 North California Avenue, as set forth in letter(s)
Authority: Government Code Section 54956.9(d)(2); One case, as Defendant.

New Item Added

AGENDA CHANGES, ADDITIONS AND DELETIONS

PUBLIC COMMENT (7:40 - 8:10 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 (8:10 - 8:20 PM) Members of the public may not speak to the item(s).

2 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

STUDY SESSION (8:20 - 9:05 PM)

5. Productivity of Council Meetings for Second Half of 2025

CONSENT CALENDAR (9:05 - 9:10 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.

6. Staff and the Climate Action and Sustainability Committee Recommendation to Accept the E-Mobility Strategic Roadmap; CEQA Status - Under CEQA Guidelines Section 15183, Projects Consistent with an Existing General or Comprehensive Plan do not Require Additional CEQA Review

7. Approval of Retail Committee Recommendations for Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only Ramona Street; CEQA Status - categorically exempt.

8. Approval to Dedicate a Seat at Lucie Stern Community Theatre to Eugenie Watson; CEQA status – not a project.

9. Approval of Contract No. C26195197 with Santa Clara County Fire Safe Council for on-call services related to fuel reduction maintenance for wildfire hazard mitigation and public education, for a five-year term and not-to-exceed amount of $2,500,000. CEQA status:

Exempt (CEQA Guidelines Section 15304)

10. Approval of General Service Contract No. C26194766 with Securitas Technology Corporation, Utilizing Sourcewell Cooperative Agreement No. 121024-SCS, to Procure Fire Alarm Systems Monitoring, Inspection, Testing, Repair, and Related Services for a Period of Four Years in the Not-To-Exceed Amount of $404,646; CEQA Status – Not a Project

11. Approval of Purchase Order C26195602 with Carahsoft Technology Corporation to Procure DocuSign eSignature Software for a One-Year Term Not-To-Exceed Amount of $145,180; CEQA status - Not a project

12. Approval of Professional Service Contract C26194516 with Interweave Production Group with Not-To-Exceed Amount of $280,170, for a Term of Three Years, CEQA Status – Not a Project.

3 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

13. Approval of Six (6) On-Call Consulting Contracts to Provide Specialized Technical Expertise for the Planning and Development Services Department over a Five-Year Term, as needed: 1) David J. Powers & Associates, Inc., 2) Economic and Planning Systems, Inc., 3) Keyser Marston Associates, Inc., 4) Page and Turnbull Inc., 5) Rincon Consultants, Inc., 6) Strategic Economics, in the Amount not to exceed $2,000,000 ; CEQA Status: Not a Project.

14. Approval to Extend the Lease Between 285 Hamilton LLC, and the City of Palo Alto for the Premises Located at 285 Hamilton Avenue (Development Center) for 36 months, at a Starting Base Rent of $49,420.45 per Month and Increasing 3 Percent Annually; CEQA Status – Exempt Under CEQA Guidelines Section 15061(b)(3)

15. PUBLIC HEARING: Adoption of Resolution Correcting Clerical Errors in Three Electric Rate Schedules: E-16 (Unmetered Electric Service), E-EEC-1 (Export Electricity Compensation), and E-NSE-1 (Net Surplus Electricity Compensation); CEQA Status: Not a project under CEQA Guidelines Sections 15378(b)(4) and (5) and Exempt Under Section 15273(a).

CITY MANAGER COMMENTS (9:10 - 9:25 PM)

BREAK (15 MINUTES)

ACTION ITEMS (9:40 - 10:45 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.

16. Approval of a Director’s Interpretation Pursuant to PAMC Section 18.01.025 Concluding That Noncomplying Residential Gross Floor Area may not be Relocated Within a Structure; Denial of the Associated Appeal; Direction to Prepare a Future Code Amendment for Administrative De Minimis Exceptions to the Zoning Code; CEQA:

Exempt Pursuant to CEQA Guidelines Section 15061(b)(3)

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.

4 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

A.
2025 City Council Priorities and Objectives Q2 Update
B.

Palo Alto Fire Department Annual Performance Report for Calendar Year 2024; CEQA status: not a Project
C.

Inaugural Youth Climate Advisory Board Annual Report; CEQA Status – Not a Project D.

Investment Activity Report for the Fourth Quarter, Fiscal Year 2025. CEQA Status – Not a Project.

City of Palo Alto Monthly Investment Activity Report July 2025 (Unaudited) F .

Sales Tax Digest Q1 (Jan-Mar) 2025

OTHER INFORMATION
Standing Committee Meetings this week

Finance Committee August 19, 2025
Retail Committee August 20, 2025
Climate Action & Sustainability Committee August 22, 2025 Public Comment Letters
Schedule of Meetings

AMENDED AGENDA ITEMS

3. Celebrating the Palo Alto
Tsuchiura
Marathon Runner
and Receiving the Neighbors
Abroad Annual Report

Title Updated, No Late Packet Report Issued

AA1.

New Item Added

5 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.

1. Written public comments may be submitted by email to [email protected].

2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.

3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom-based meeting. Please read the following instructions carefully. ◦ You may download the Zoom client or connect to the meeting in- browser. If using your browser, make sure you are using a current, up-to-date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
◦ You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
◦ When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
◦ When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.

4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.

CLICK HERE TO JOIN Meeting ID: 362-027-238 Phone: 1-669-900-6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329-2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
6 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.

California Government Code §84308 , commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
7 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.

City Council
Staff Report
From: City Manager
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2506-4815
TITLE
Proclamation Honoring Young Tran for his Service to the City of Palo Alto

ATTACHMENTS
Attachment A: Proclamation Honoring Young Tran for his Service to the City of Palo Alto APPROVED BY:

Brad Eggleston, Director Public Works/City Engineer
Item 2
Item 2 Staff Report

Item 2: Staff Report
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EXPRESSING APPRECIATION TO YOUNG TRAN UPON HIS RETIREMENT

WHEREAS, Young Tran began his career with the City of Palo Alto as an hourly employee in February 1992 and has provided exemplary service throughout his 30-plus year career in Public Works; and

WHEREAS, Young Tran has enthusiastically served the citizens of Palo Alto working entirely in the Public Works Department - Engineering Services Division for more than three decades with his final position as Senior Engineer managing the Streets and Sidewalks workgroup; and

WHEREAS, Young played a critical role in the clean-up and repair projects after the 1998 San Francisquito Creek flooding, including implementing improvements to Palo Alto Avenue, Page Mill Road and many culvert and bridge repairs in Arastradero Preserve; and

WHEREAS, Young designed the traffic signal and intersection improvements at San Antonio/Nita and Arastradero Road/Gunn High School driveway projects ; was the Project Engineer for the design and construction of many capital projects including the Page Mill/Foothill intersection expansion and improvement s, Arastradero Gateway Facility, Embarcadero Bike Path, upgrades to the Art Center Audio Visual System and the renovation and expansion of the Rinconada Library; and

WHEREAS, Young was instrumental in working on four of the 2014 Council Infrastructure Plan Projects, including as the Project Engineer for the design of Fire Station #3 and the Project Manager for the construction of Downtown Parking Guidance Systems, Charleston/Arastradero Corridor and the Public Safety Building; and

WHEREAS, Young started and ended his career with the City of Palo Alto working on and ultimately managing the street and sidewalk capital maintenance project s. He has repaved and replaced hundreds of miles of streets, concrete gutters, sidewalks and curb ramps; and

WHEREAS, Young Tran has mentored and trained many new engineers during his career on City standards, construction methods, project management and delivery, and the importance of integrity and honesty in public service.

He isn’t afraid to get his hands dirty and show the new engineers how the work should be done in the field; and

WHEREAS, Young Tran is recognized by his peers and City staff for being professional, knowledgeable, dependable and a team player.

NOW, THEREFORE, I, Ed Lauing, Mayor of the City of Palo Alto, on behalf of the entire City Council, do hereby extend sincere appreciation to Young Tran for his dedication and excellent service rendered to the City.

PRESENTED: August 18, 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 2
Attachment A - Proclamation
Honoring Young Tran for his
Service to the City of Palo Alto

Item 2: Staff Report
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City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Manager
Meeting Date: August 18, 2025
Report #:2508-5052
TITLE
Celebrating the Palo Alto Tschiura Marathon Runner and Receiving the Neighbors Abroad Annual Report
This will be a late packet report published on Thursday, August 14, 2025

APPROVED BY:

Ed Shikada, City Manager
Item 3
Item 3 Staff Report

Item 3: Staff Report
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Meeting Date: August 18, 2025
Report #:2507-4925
TITLE
Productivity of Council Meetings for Second Half of 2025 There is no staff report or presentation. This will be a City Council discussion of the topic.

ATTACHMENTS
None.

APPROVED BY:

Ed Shikada, City Manager
Item 5
Item 5 Staff Report

Item 5: Staff Report
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2507-4943
TITLE
Staff and the Climate Action and Sustainability Committee Recommendation to Accept the E- Mobility Strategic Roadmap; CEQA Status - Under CEQA Guidelines Section 15183, Projects Consistent with an Existing General or Comprehensive Plan do not Require Additional CEQA Review

RECOMMENDATION
The Climate Action and Sustainability Committee (CASC) and staff recommend that the City Council accept the E-Mobility Strategic Roadmap.

EXECUTIVE SUMMARY
The E-Mobility Strategic Roadmap (Attachment A) is meant to coordinate and prioritize the City’s efforts in expanding electric mobility options – from electric trucks to electric cars to e-bikes and e-scooters – to meet climate and transportation goals. The Roadmap identifies key strategies and actions that will help the City and its partners support electric mobility (e-mobility) adoption of all sizes, develop charging and other infrastructure to support the e-mobility transition, and ensure electric transportation programs and policies align with related City efforts. The Roadmap’s major strategies focus on: (1) raising public awareness and education around electric transportation; (2) expanding access to e-mobility options and charging infrastructure for underserved groups (such as renters, low-income households, and non-profits); (3) developing public and shared charging infrastructure and mobility hubs; (4) coordinating e-mobility efforts with broader transportation efforts; and (5) encouraging electric-grid-friendly charging and infrastructure practices.

The Roadmap utilizes insights from an EV Charger Needs Assessment, summarized in Attachment B, to address the particular opportunities and challenges of e-mobility.

Furthermore, the Roadmap is intended to complement and support the implementation of other City plans and studies such as the Bicycle and Pedestrian Transportation Plan and Reliability and Resiliency Strategic Plan.

The Roadmap is not intended to be a Work Plan. Instead, it guides other work efforts. Staff has included a summary in Attachment A of how the Roadmap could guide current work efforts, as Item 6
Item 6 Staff Report

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well as some potential work items for the 2026-2027 S/CAP Work Plan Climate Section, along with an explanation of how they would be guided by the Roadmap’s strategies and actions.

On June 13, 2025, the Climate Action and Sustainability Committee considered the E-Mobility Strategic Roadmap. The Committee recommended Council approve the Roadmap with the following edits:
Edits to Strategy 4 to be clear it applies to residents, not just non-residential community members.
Modifications to Strategy 5, Action 1 language for clarity and to make sure it reflects the Committee intent to promote public and workplace charging at advantageous rates compared to adjacent electric utility rates.
Ensure Strategy 2, Action 3 acknowledges the potential need for charging infrastructure in Palo Alto to support electric transit and aviation in addition to the other uses mentioned in that action.

These edits have been incorporated into the attached E-Mobility Strategic Roadmap.

BACKGROUND
In June 2023, the City Council adopted the Sustainability and Climate Action Plan (S/CAP) and approved the 2023-2025 S/CAP Work Plan. The E-Mobility Strategic Roadmap fulfills the 2023– 2025 S/CAP Work Plan Item 2.5A, which directed staff to develop an EV Strategic Plan. It is meant to align with the policy guidelines in Appendix C of that document and complements the Reliability and Resiliency Strategic Plan, which focuses more heavily on the electric distribution system impacts and benefits of e-mobility and other technologies. This E-Mobility Strategic Roadmap is intended to provide a coordinated approach to achieving several relevant S/CAP Goals and Key Actions, as described in the Roadmap itself.

ANALYSIS
The E-Mobility Strategic Roadmap identifies five main strategies to promote electrified transportation:

1.Raise Awareness: Increase public understanding and adoption of electric transportation through comprehensive education, safety and outreach campaigns, community events, and partnerships.

2.Expand Access for Underserved Groups: Address barriers faced by renters, low-income households, multi-family residents, businesses, commuters, and visitors by expanding electric transportation charging infrastructure, providing technical assistance, and creating shared mobility programs like carshare and e-bike lending.

3.Public & Shared Infrastructure: Develop strategically located public EV chargers and mobility hubs near multifamily developments and employment centers, fostering public- private partnerships to ensure accessibility and utilization.

Item 6
Item 6 Staff Report

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4.Integrate Micromobility: Enhance integration of e-bikes and e-scooters with transit and existing bicycle/pedestrian infrastructure, improving first- and last-mile connectivity and encouraging multi-modal transportation.

5.Grid-Friendly Charging: Implement smart charging practices, including load management and grid-responsive solutions, aligning with broader goals outlined in the Reliability and Resiliency Strategic Plan to support grid stability and resilience.

These Roadmap strategies are meant to guide the role of e-mobility in Palo Alto's existing sustainability and mobility programs and its future programs, as described in Attachment B. The City currently hosts EV and e-bike events, runs EV discount campaigns, and operates an EV Technical Assistance Program to help multifamily properties install electric vehicle chargers.

Additionally, programs like Safe Routes to School and events such as “Bike to Wherever Day” promote active transportation. The Roadmap would guide these activities by, for example, including promotion of e-bikes and e-scooters to enhance active transportation and transit use, while making sure infrastructure to support these technologies and conventional bicycling is included when installing e-car charging infrastructure.

The Roadmap would also be used to shape upcoming initiatives. As noted, the Roadmap is not a work plan, but work items achieving its goals would be included in the 2026-2027 S/CAP Work Plan.

Staff is currently finalizing an EV Charger Needs Assessment report that will summarize the results of analysis and research completed to guide the City’s EV charger construction investments. It will be brought forward to the CASC and Council by December 2025. Key preliminary insights from that plan are included in Attachment B; all of these insights are reflected in strategies and actions in the Roadmap. Two scenarios were examined in the needs assessment: a moderate “Light EV Charging” scenario focusing mainly on home and workplace chargers, and a “Robust EV Charging” scenario envisioning significantly expanded public charging infrastructure to attract a greater share of commuter and visitor EV charging. The assessment recommends prioritizing home charging for multifamily residents as the most cost- effective approach, supplemented strategically by public fast chargers to serve drivers without private options. It assesses that the charging price needed to support public charging in Palo Alto is similar to the cost of home charging in nearby cities, emphasizing that public and workplace charging projects should be approached carefully to avoid underutilization.

FISCAL/RESOURCE IMPACT
There is no additional fiscal or resource impact associated with the E-Mobility Strategic Roadmap, since this document is meant to guide other work efforts. The fiscal and resource impact of potential 2026-2027 S/CAP Work Plan items will be evaluated through the 2026-2027 S/CAP Work Plan development process.

Item 6
Item 6 Staff Report

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STAKEHOLDER ENGAGEMENT
E-Mobility has been a topic of a number of public meetings about the S/CAP, and input from these meetings has informed this Roadmap. These include:
•Various public and private meetings of the S/CAP Ad Hoc Committee and its Working Group from 2021 – 2023
•June 5, 2023 Council meeting adopting the Sustainability and Climate Action Plan and the 2023-2025 S/CAP Work Plan, including guidelines for development of an EV Strategic Plan (now E-Mobility Strategic Plan)1
•Oct 30, 2024 Planning & Transportation Commission meeting on shared micromobility 2 •Meetings of the Climate Protection Committee and its Working Group in June 2024, September 2024, and November 2024 focused on the E-Mobility Strategic Plan and EV Charger Needs Assessment
•June 11, 2025 Climate Action Working Group review of the E-Mobility Strategic Roadmap. Comments received during this meeting included: ensuring promoting e- mobility as a last mile solution through programs in addition to infrastructure development was clearly reflected in the plan, ensuring all transit stations serving Palo Alto were considered for e-mobility solutions, including potential needs of electric transit, and being explicit that efforts to reduce the impact of e-car charging on electric infrastructure included electric utility infrastructure as well. All of these comments were addressed and are reflected in redline in the attached E-Mobility Strategic Roadmap.

ENVIRONMENTAL REVIEW
Potential environmental impacts of an EV Strategic Plan (now E-Mobility Strategic Roadmap) were analyzed as part of the Sustainability and Climate Action Plan (S/CAP) Addendum to the Comprehensive Plan Environmental Impact Report. On June 5, 2023 (Staff Report #2303-1158), Council certified the Addendum, which found that S/CAP programs would not result in any significant or substantially more severe effects beyond what was previously analyzed in the Comprehensive Plan EIR. Under CEQA Guidelines section 15183, projects consistent with an existing general or comprehensive plan do not require additional CEQA review.

ATTACHMENTS
Attachment A: E-Mobility Strategic Roadmap
Attachment B: Insights from EV Charger Needs Assessment APPROVED BY: Brad Eggleston, Director Public Works/City Engineer 1 City Council, June 5, 2023; Agenda Item #14; SR #2303-1158, https://portal.laserfiche.com/Portal/DocView.aspx?id=66100&repo=r-704298fc&searchid=20bd3e8a-803e-4bcf- 82d5-43cd090f5cdf
2 Planning and Transportation Commission, October 30, 2024: Agenda Item 3; SR #2410-3586, https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13744 Item 6
Item 6 Staff Report

Item 6: Staff Report
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E-Mobility Strategic Roadmap - Page 1 of 6
E-Mobility Strategic Roadmap
Table of Contents
1 Introduction............................................................................................................................................................1 2 E-Mobility Overview ...............................................................................................................................................2 3 Policy Context .........................................................................................................................................................3 4 Role of the E-Mobility Strategic Roadmap ...............................................................................................................4 5 Insights from Supporting Analyses and Research.........................................................Error! Bookmark not defined. 6 Strategies and Actions.............................................................................................................................................4 1 Introduction
This E-Mobility Strategic Roadmap provides a framework for Palo Alto to advance its electric transportation goals. It lays out the vision, guiding principles, strategies, and actions necessary to transition to a sustainable, equitable, and electrified transportation network that aligns with local and state climate objectives.

1.1 Vision Statement
A community where safe, multi-modal, carbon-free transportation is widely available, user-friendly, and highly utilized by commuters, visitors, and residents regardless of income level The vision promotes a comprehensive, accessible, and inclusive approach to transportation, emphasizing multi- modal electric mobility solutions that are environmentally sustainable and beneficial for all community members, regardless of income.

1.2 Guiding Principles
These guiding principles shape the roadmap's strategic approach, emphasizing the importance of equity, accessibility, strategic infrastructure deployment, efficient use of resources, and integration with broader electrification and resilience planning.
Promote electrified mobility alternatives to single-occupancy vehicles Provide access to electric transportation regardless of income level Access to adequate charging should be available to all residents, commuters, and visitors Item 6
Attachment A - E-Mobility
Strategic Roadmap

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E-Mobility Strategic Roadmap – Page 2 of 6
Information on purchasing, renting/sharing, and charging of electric transportation should be widely available
Charging infrastructure should be provided at appropriate locations, speeds, and configurations that meet the needs of all residents, commuters, and visitors Pursue low-grid-impact charging solutions that integrate with broader electrification planning Focus on strategic siting of publicly accessible charging to serve nearby electric transportation users Where appropriate, provide financial incentives to the community to install chargers Provide cost-efficient business models that leverage the financial strengths of each stakeholder The guiding principles provide more nuance to the vision statement listed above, describing how the vision for a future community will be implemented through the strategies and actions in this roadmap. 2 E-Mobility Overview
This section provides an overview of e-mobility broadly, its infrastructure needs, and how it might be used in Palo Alto.

2.1 What is E-Mobility?
E-mobility involves the use of electric-powered vehicles as an alternative to traditional fossil fuel-based transportation. It includes a range of transportation modes such as electric cars, buses, bikes, scooters, and trucks, offering cleaner and often more efficient alternatives.

2.2 E-Mobility in Palo Alto
Palo Alto’s e-mobility ecosystem encompasses a diverse range of electric transportation options. Personal electric vehicles, such as e-bikes and e-scooters, are increasingly popular for short-distance travel and first- and last-mile connectivity. Shared micromobility services, including bike-share and scooter-share programs, are not available in Palo Alto but could provide accessible options for those without personal vehicles. As a suburban community, Palo Alto’s e-mobility will include electric cars as a major component. In the commercial sector, medium-duty electric delivery vans can be utilized for local logistics, reducing emissions from freight transport, but charging is likely delivered primarily outside Palo Alto. Heavy-duty electric vehicles, such as electric buses and garbage trucks, are being integrated into public transit and municipal services, and do need charging infrastructure.

2.3 Co-Benefits
E-mobility offers co-benefits beyond GHG reduction, including improved local air quality from zero tailpipe emissions, reduced noise pollution, enhanced public health through increased active transport options, and lower transportation costs for users due to reduced fuel and maintenance expenses. Expanded adoption of small EVs like e-bikes and e-scooters could enable access to transit for those who currently have difficulty accessing it and could widen the population using active transportation modes, reducing congestion and non-exhaust air pollution from cars (which can be generated by electric cars as well). Traveling with small EVs is also more energy efficient, reducing impacts to the electric grid and reducing the amount of renewable electricity generation needed.

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E-Mobility Strategic Roadmap – Page 3 of 6

2.4 E-Mobility as a Last Mile Solution
E-bikes and e-scooters facilitate last-mile journeys by providing a quick, flexible connection between transit stops and final destinations, enhancing the overall attractiveness of public transportation, reducing reliance on personal vehicles for short trips, and improving network accessibility.

2.5 Economics and Tradeoffs: E-Mobility vs. Conventional Mobility E-mobility includes tradeoffs against conventional mobility and may be more or less expensive. For example, e- -e-cars are cheaper than conventional cars over time but can result in range anxiety and charging issues for adopters and the need for specialized charging infrastructure. E-bikes and e-scooters, on the other hand, have higher costs per mile than conventional bicycles and scooters, but are balanced by increased convenience, accessibility, and ease of use.

2.6 E-Mobility Charging Infrastructure
Small EVs can usually charge with a common 120V outlet, though for some e-bike designs without detachable batteries it may be challenging to find an outlet convenient to secure charging. E-car charging infrastructure varies from low-speed, low-cost Level 1 chargers suitable for most average daily use, to faster Level 2 chargers providing enough charging for several days or for long trips, and high-speed direct current (DC) fast chargers to supplement home charging or for other public and commercial applications. Heavy vehicle fleets may require many high- capacity chargers, straining local electric grids. Charging considerations include up-front capital investment, ensuring sufficient electrical capacity, optimizing charger placement, and addressing safety concerns such as battery thermal events.
3 Policy Context
This E-Mobility Strategic Roadmap fulfills the 2023-2025 S/CAP Work Plan Work Item 2.5A to develop an EV Strategic Plan. It is meant to align with the policy guidelines in Appendix C of that document and complements the Reliability and Resiliency Strategic Plan, which focuses more heavily on the electric distribution system impacts and benefits of e-mobility and other technologies. This E-Mobility Strategic Roadmap is intended to provide a coordinated approach to achieving several relevant Sustainability and climate Action Plan (S/CAP) Goals and Key Actions, including:
The Electric Vehicle section Goals to reduce transportation-related GHG emissions and to build out an EV charging network
The Mobility section Goals to reduce vehicle miles traveled (VMT) and increase active transportation and transit use
Mobility Key Action M2 focused on increasing access to transit using, among other solutions, micromobility as a last-mile solution
EV Key Actions EV1 and EV3 focused on EV promotion, including promoting alternative transportation and electric micromobility alongside EVs
EV Key Action EV4 on facilitating adoption of EVs of all types EV Key Action EV5 focused on creating infrastructure for electric micromobility and active transportation when building EV infrastructure
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E-Mobility Strategic Roadmap – Page 4 of 6
3 Role of the E-Mobility Strategic Roadmap
The E-Mobility Strategic Roadmap is intended as a high-level strategic document to guide work on e-mobility. It is not meant to be a work plan, and specific work items will be identified in other plans or the 2026-2027 S/CAP Work Plan. In addition, this roadmap is meant to complement other plans, not replace or overlap with them.

Complementary plans include:
 Bicycle and Pedestrian Transportation Plan (in development)  Safe Streets for All (in development)
 Reliability and Resiliency Strategic Plan (adopted, being implemented)  Shared Micromobility Study (in development)
 EV Charger Needs Assessment (in development)
The table below shows various topics and how they are addressed in each plan, strategy, or roadmap:

Topic Plan(s)
Building the bike network Bicycle and Pedestrian Transportation Plan Bike, pedestrian, and e-bike safety Safe Streets for All, Bicycle and Pedestrian Transportation Plan
Shared e-bikes and e-scooters Shared Micromobility Feasibility Study Mitigating the grid impact of e-cars and e-trucks Reliability and Resiliency Strategic Plan Availability of safe charging infrastructure for
various types of e-mobility and users
E-Mobility Strategic Roadmap
Strategies for e-mobility promotion E-Mobility Strategic Roadmap Economics of e-mobility as a solution for GHG
reduction and achievement of co-benefits
E-Mobility Strategic Roadmap
Equitable access to e-mobility E-Mobility Strategic Roadmap Number of EV chargers needed to support various
sectors, business models for charging
EV Charger Needs Assessment
Private e-bike economics EV Charger Needs Assessment
In several of the strategies and actions below the E-Mobility Strategic Roadmap notes coordination with the plans and analyses above (for example, making sure managed charging is promoted or required in multi-family EV charging installations to coordinate with the Reliability and Resiliency Strategic Plan). 4 Strategies and Actions
The following strategies and actions are designed to guide the City’s e-mobility efforts in the areas of promotion, equity, supporting infrastructure, and ensuring e-mobility efforts complement other transportation and electric grid reliability planning efforts. Collectively, these strategies and actions provide a roadmap for coordinated implementation across various programs, projects, and related efforts involving e-mobility as a central focus or as one of a broader set of objectives.

4.1 Strategy 1: Raise awareness of the advantages of electric transportation and provide resources and assistance to help residents, businesses, commuters, and visitors transition This strategy focuses on comprehensive outreach, education, and partnership-building for e-mobility. Outreach efforts are intended to be complementary, with smaller e-mobility technologies like e-bikes and e-scooters being promoted as part of efforts to promote active transportation or as a last mile solution for transit, and emissions Item 6
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E-Mobility Strategic Roadmap – Page 5 of 6
reduction more broadly being promoted in the context of active transportation and transit solutions – promoting getting out of cars, but if you have to drive, drive electric. Equitable promotion of e-mobility and regional partnerships are key considerations in this strategy to reach income-qualified travelers and commuters.

Action 1: Continue and expand existing outreach, education, and engagement efforts to promote electric transportation adoption to residents and commuters
Action 2: Combine promotion of public transit and active transportation with promotion of e-mobility solutions, especially “last mile” solutions
Action 3: Create communications tailored to the needs of low-income residents and renters Action 4: Seek regional partnerships to promote all types of electric transportation to residents regionally and to promote electric cars and trucks to businesses like rideshare / delivery with high regional vehicle use

5.2 Strategy 2: Help underserved residents, businesses / nonprofits, and commuters access electric transportation
This strategy addresses barriers faced by underserved populations by facilitating access to electric vehicles, chargers, and shared mobility services through targeted programs and incentives. In this context “underserved” means groups who are not well served by private industry efforts to install charging. A key consideration for this strategy is economic efficiency to ensure infrastructure being built is widely accessible.

Action 1: Active facilitation of EV charging, bicycle infrastructure, and shared electric vehicles (carshare, e-bike share, e-scooter share, etc.) for multi-family complexes, major employers, and in employment centers Action 2: Explore preferential parking and charging for visitors in electric vehicles Action 3: Explore ways to ease the provision of electrical infrastructure to support chargers in multi-family complexes, major employers, transit and mobility hubs, places serving electric aviation, and in employment centers
Action 4: Identify cost-efficient business models for service delivery that are highly scalable and minimize the amount of additional funding and financing required, , including strategies to avoid or minimize associated costs like transformer, panel, and other electrical upgrades.

5.3 Strategy 3: Pursue public and shared electric transportation infrastructure This strategy aims to expand public and shared charging infrastructure to ensure high utilization of infrastructure, enable access for those less able to afford their own e-mobility solutions or who are not yet ready to fully commit to e-mobility, and to enable facilities that can be used by multiple groups in the community (such as employees and nearby multi-family residents).

Action 1: Map areas of high potential for shared electric transportation infrastructure such as publicly available charging, bike infrastructure, or shared vehicles
Action 2: Explore e-mobility hubs near multi-family housing and employment centers that include amenities like DC fast EV charging, electric car share, bike share, or bicycle infrastructure.

Action 3: Explore public-private partnerships (e.g. in churches, neighborhood centers) and on-street charging to add EV charging allowing for all-day and/or overnight charging near employment centers and multi-family residences.

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5.4 Strategy 4: Develop small EV (e.g. e-bike, e-scooter) infrastructure and programs that complements City active transportation and public transit strategies This strategy ensures that e-mobility strategies enhance active transportation networks and programs, for example by integrating micromobility infrastructure—such as e-bike and e-scooter docking and supportive facilities—with existing bike and pedestrian routes and ensuring mobility hubs do not interfere with bike lanes or other active transportation pathways, or by using e-bikes and e-scooters to enhance last-mile employee and resident commute programs and generate more participation.

Action 1: Ensure e-mobility hub locations complement public transit and bicycle/scooter friendly routes where possible
Action 2: Pursue implementation of low-stress bicycle facilities to encourage e-bike and e-scooter use, especially for novice riders
Action 3: Coordinate e-mobility strategies with City active transportation and public transit strategies wherever possible and use e-mobility to enhance community VMT reduction efforts

5.5 Strategy 5: Encourage charging that helps the local and statewide electric system and is aligned with Reliability and Resiliency Strategic Plan strategies and actions This strategy is focused on making sure e-mobility infrastructure, primarily e-car charging, minimizes its impact on the electric grid. It includes smart charging and load management programs to optimize charging behavior, minimize grid impacts, and align with the city’s reliability and resiliency objectives.

Action 1: Investigate programs and rate designs that facilitate employee daytime charging in Palo Alto and promote public and workplace charging by commuters and visitors at lower rates than overnight charging in nearby electric service territories.

Action 2: Promote, facilitate, or require load management for large concentrations of electric vehicle charging Action 3: Explore opportunities for vehicle to home and grid integration in coordination with Reliability and Resiliency Strategic Plan implementation efforts.

Action 4: Ensure electrical capacity added to support electric transportation can support other priority technologies like building electrification, solar, storage, and similar technologies Item 6
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Attachment B
Overview of Preliminary EV Charger Needs Assessment Results This document summarizes key findings from the draft EV Charger Needs Assessment conducted by Energy and Environmental Economics (E3) for the City of Palo Alto. The report models the level of EV charging infrastructure needed to meet the City's “80x30” climate goal—reducing greenhouse gas (GHG) emissions 80% below 1990 levels by 2030—and assesses the costs and business models that could support this infrastructure buildout.

Overview and Key Findings
Palo Alto will need to electrify a large share of its vehicle fleet to meet emissions reduction targets. The City’s electrification goals, combined with State mandates, suggest that at least 42,000 to 50,000 light-duty electric vehicles (EVs) could be on the road by 2040, along with commuter and visitor EVs and medium-duty and heavy-duty fleet EVs.

To support this transition, the City will need between 35,000 and 60,000 EV chargers across all use cases (home, workplace, public, and fleet). Two charging scenarios were modeled to illustrate the opposite ends of that range: a “Light EV Charging” scenario with limited public charging and lower adoption rates, and a “Robust EV Charging” scenario with higher EV adoption and substantial public infrastructure investment.

Under the robust scenario, Palo Alto would act as a regional “charging hub” for commuters and visitors. Up-front charger costs rise substantially in the robust scenario but are offset by increased utilization and charging revenues if care is taken to ensure charging capacity aligns with demand. The Robust EV Charging scenario assumes high demand.

Business Models and Cost Recovery
The analysis examines multiple business models for charger deployment, including City-owned, third-party owned, and Charging-as-a-Service (CaaS). Public chargers— particularly DC fast chargers—are substantially more expensive than home chargers, but can serve more vehicles and are necessary to support drivers without home access.

A key finding is that prioritizing home charging for multifamily residents can offer a lower-cost path than investing heavily in public chargers, especially through a combination of individual L1 chargers and shared on-site L2 chargers or nearby public charging to supplement.

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Commuter, Visitor, and E-Bike Considerations
Palo Alto’s strategy must also consider how much charging infrastructure will serve non- resident commuters and visitors. A low-support strategy serving 25% of this population’s charging would require about 3,000 public and workplace chargers. Supporting 75% of commuter/visitor charging would require about 16,000 chargers, a level that would require that public charging in Palo Alto be significantly cheaper than home charging or that many commuters and visitors buy EVs even if they do not have access to adequate home charging and charge them in Palo Alto. It would require charging costs of approximately $0.42/kWh to recover the costs of up-front capital investment. This is comparable to PG&E home charging rates in surrounding jurisdictions, meaning that careful evaluation will need to be done site by site to ensure chargers are fully utilized and overbuilding does not occur.

The report also evaluates the role of e-bikes in reducing vehicle miles traveled and GHG emissions. Incentivizing e-bike use for commuting and errands can provide cost- effective emissions abatement, especially if paired with supportive infrastructure, but in many cases does not represent a cost savings over driving, unlike conventional bicycling, unless the e bike is used for 2,500 to 3,000 miles per year (about 6.8 – 8.2 miles per day if used every day or 12.5 – 15 miles per day if used only for work trips).

But these numbers are highly dependent on assumptions about the cost of the bicycle, which ranges widely, and annual maintenance, which can also vary significantly.

Policy Considerations
The assessment surfaced the following policy considerations:
• Certain customer segments have higher barriers to adoption, such as renters and multifamily residents. Creative business models (such as CaaS) will be critical to helping landlords serve the former, while policy decisions about whether to pursue a public-focused or home-focused charging strategy are critical for the latter. Investment decisions in public charging should account for charger utilization and alignment with customer preferences (e.g., preference for DC fast charging).

Mapping of nearby uses and staged investments may help avoid overbuilding. • Business models should be tailored to customer type and ownership model, with flexibility to combine public, private, and CaaS approaches. • Public funding may be needed in locations the private market will not serve, such as low-income multifamily buildings.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: August 18, 2025
Report #:2507-4929
TITLE
Approval of Retail Committee Recommendations for Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only Ramona Street; CEQA Status - categorically exempt.

RECOMMENDATION
Staff recommends the City Council confirm Retail Committee recommendations for next steps on Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only Ramona Street.

EXECUTIVE SUMMARY
The pedestrian only Ramona Street project was to be designed and implemented in two phases with Phase 1 focused on a limited scope of near-term improvements and outdoor activation standards (Standards). A future Phase 2 was envisioned to incorporate more extensive streetscape upgrades and street amenities. Because of the limited improvements in Phase 1 and the community and Council desire to transition from the temporary vehicle barriers as soon as possible, engaging the Architectural Review Board (ARB) or the Historic Review Board (HRB) was not included in this first Phase.

On June 18, 2025, staff presented near-term streetscape improvements and outdoor activation standards (Standards) for the pedestrian only portion of Ramona Street to the Retail Committee. See Attachment A for the staff report.

The proposed streetscape improvements included resurfacing the street with colored and stamped asphalt, minor sidewalk repairs and curb ramps, installation of removable vehicle barriers and planters, signage, and tree well treatment. The Standards, to be administered by Public Works, set forth the permit design requirements for outdoor dining and retail and would facilitate flexible outdoor dining and retail, enabling certain commercial uses of public sidewalks and roadway space. Based on prior feedback from the downtown stakeholder working group and given the historic nature of the street, roofed structures were not included in the Standards.

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At the June 18 Retail Committee, stakeholders provided new feedback, some of which was not aligned with prior feedback, about the draft Standards and requested the City to re-evaluate the scope and timeline of the streetscape improvements. The Retail Committee members reiterated some of this stakeholder feedback and asked staff to explore an expanded scope for the streetscape design and to engage the HRB and ARB.

These changes will require a consultant contract amendment and result in a longer timeline and increased costs and funding for the expanded scope will need to be identified. This change in direction will also result in many of the current street elements (pavement, vehicle barriers, and signage) likely staying in place until the expanded project scope is implemented, which could take two years from the start of this new process.

BACKGROUND
Since the COVID-19 pandemic in 2020, the City Council repeatedly affirmed its desire to have a portion of Ramona Street between Hamilton Avenue and University Avenue remain a car-free street. This action was continued through interim ordinances, with final action to amend the Comprehensive Plan and permanently designate this portion of Ramona Street as a pedestrian only street on March 10, 2025.

In December 2024, the City Council approved a contract with Urban Planning Partners (UPP)1 to develop outdoor activation standards and streetscape improvements for approximately 200 feet of Ramona Street, which has been car-free since 2020. The project was to be designed and implemented in two phases with Phase 1 focused on a limited scope of near-term improvements and outdoor activation standards. A future Phase 2 was envisioned to incorporate more extensive streetscape upgrades and street amenities. Because of the limited improvements in Phase 1 and the community and Council desire to transition from the temporary vehicle barriers as soon as possible, engaging the ARB or HRB was not included in this Phase.

ANALYSIS
Proposed Streetscape Improvements
The pedestrian only Ramona Street was designated in 1985 as a Historic District in the National Register of Historic Places2 for its distinctive Spanish Revival and Monterey Colonial architecture. Based on strong stakeholder consensus and the historic elements of the street, materials and colors that complement the architectural features of the styles, such as stucco walls, terracotta tiles, and ornate iron work were incorporated in the proposed design. 1 Approval of Urban Planning Partners (UPP) Contract Staff Report: https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=03dbcbdf-6ded-48ae-8938- e204471f43ef
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Based on the stakeholder feedback in late February 2025, and with the goal of providing flexibility, while trying to be sensitive to cost considerations, timeline, and aesthetics, staff proposed at-grade activation areas with planters and dividers as edge treatments. Staff also presented information about outdoor activation fees, new traffic signage, parking, impacts of outdoor dining on sanitary sewer infrastructure, and restroom capacity. Further details are included in the June 18 Retail Committee staff report (Attachment A).

Feedback from June 18 Retail Committee Meeting
Several stakeholders spoke during the public comment period. Comments covered the following topics:
Safety and cleanliness as a top priority
Engaging the HRB on all aspects of the project
Concerns about impacts of outdoor dining on storm and sanitary sewer systems, need for additional restrooms, ensuring ADA compliance
Identifying funding sources for improvements and ongoing maintenance Streetscape improvements timeline – did not want to shut down outdoor dining in October as envisioned in the Phase I implementation timeline Desire for platforms, roofed structures, and electrical connectivity for outdoor dining Grandfathering in existing outdoor dining areas and not requiring letters of consent from adjacent storefronts
Desire for additional stakeholder engagement
Concerns about impacts on basements if sidewalks are replaced The Retail Committee members also provided substantive input as summarized below:
HRB and ARB should be engaged in the development of the Standards as well as the streetscape design
Allow businesses more design flexibility
Standards should allow parklets with platforms and roof structures Standards should allow electrical connectivity for lighting and heating A letter of consent requirement was in response to concerns about loss of parking in front of businesses and obstruction of visibility to passing cars; this requirement should be re-evaluated as these concerns are not relevant on a pedestrian only street; outdoor dining should be prioritized.
Other feedback included the following: support for colored and stamped asphalt, planters should not be required, and project should not be rushed, and improvements should be made with a longer-term perspective in mind.

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Implementation Timeline
The proposed near-term streetscape improvements were planned for completion by the end of the calendar year, a detailed project timeline was included in the June 18 Retail Committee staff report. However, based on the Retail Committee’s feedback to engage both the HRB and the ARB, and to allow roofed structures on this historic street, the implementation timeline will need to be significantly revised. Additionally, since there is no funding identified for the expanded project scope, identifying appropriate funding sources will also require additional time. Staff do not currently have the capacity to take on this revised scope, as such this revised project scope will not begin until resources become available to manage the project.

In the interim, should businesses on Ramona Street wish to make improvements within the public right-of-way, applications will be reviewed on a case-by-case basis including historic and architectural review.

FISCAL/RESOURCE IMPACT
Funding for the design and implementation of Phase 1 improvements and development of Standards has been budgeted for. However, based on the increased project scope, staff will need to return with an amendment to the consultant contract, also identify additional funding for the project and staffing resources to support the project management. A schedule will be established after confirmation of the revised scope and prioritization of this effort among competing needs.

The outdoor activation of pedestrian only Ramona Street represents a unique environment that will likely require a higher level of maintenance than currently provided by the City. In addition to the ongoing needs for cleanliness of public spaces, potential fiscal impacts include staff time to review and process outdoor activation permits and additional costs associated with increased inspections. Staff time is partially recovered through the existing encroachment permit process. In order to ensure that pedestrian only Ramona Street is maintained in a manner consistent with local businesses’ needs and priorities, as well as supporting economic success, some level of coordination and collective support among the businesses is essential.

The City will need to continue encouraging stakeholders to work together on issues of collective interest.

STAKEHOLDER ENGAGEMENT
In February 2025, the City convened a meeting with the Downtown Stakeholder Working Group, comprised of members representing property owners, restaurants, retail, residents, and community partners, and with Ramona Street stakeholders. A survey seeking input on specific topics was also sent to all the stakeholders, to allow time for more detailed input. Based on the feedback at the June 18 Retail Committee meeting, further stakeholder engagement will be postponed until confirmation of a revised project scope and resource allocation.

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temporary use of land having negligible or no permanent effects on the environment), 15305 (minor alterations in land use limitations), 15311 (accessory structures), and 15323 (normal operations of facilities for public gatherings).

ATTACHMENTS
Attachment A: June 18 Retail Committee Staff Report
APPROVED BY:

Ed Shikada, City Manager
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Retail Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: June 18, 2025
Report #:2505-4695
TITLE
Review and provide feedback on Near-Term Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only Ramona Street; CEQA Status – categorically exempt.

RECOMMENDATION
Staff recommends the Retail Committee review and provide feedback on the proposed Near- Term Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only Ramona Street.

EXECUTIVE SUMMARY
The proposed near-term streetscape improvements for the pedestrian only portion of Ramona Street are intended to support a vibrant pedestrian street and attract Palo Alto residents and visitors. The Outdoor Activation Standards set forth the permit design requirements for outdoor dining and retail for the pedestrian only Ramona Street. The proposed Standards will facilitate flexible outdoor dining, retail, and other activities, enabling certain commercial uses of public sidewalks and roadway space.

This staff report highlights:
•Proposed streetscape improvements
•Outdoor activation standards and fees
•Stakeholder engagement
•Fiscal impact
The streetscape improvements include street resurfacing with colored and stamped asphalt, minor sidewalk repairs and curb ramps, installation of removable vehicle barriers and planters, signage, and tree well treatment.

The Outdoor Activation Standards govern the use of the public right of way for permitted activities. The Outdoor Activation program will be administered by the Public Works Department via the City’s encroachment permit process. The program is consistent with Council Item 7
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economic development priorities and advances Council action for Ramona Street to be a “pedestrian only street.”
Fiscal impacts can be mitigated through permit fees. The streetscape design and development of outdoor activation standards is part of the scope of work for Urban Planning Partners.

Funding for the implementation of the improvements is included in the proposed capital budget and will be considered by the City Council as part of the FY 2026 budget adoption.

BACKGROUND
Since the COVID-19 pandemic in 2020, the City Council has repeatedly affirmed its desire to have a portion of Ramona Street between Hamilton Avenue and University Avenue remain a car-free street. This action was continued through interim ordinances, with final action to amend the Comprehensive Plan and permanently designate this portion of Ramona Street as a pedestrian only street on March 10, 2025.

In December 2024, the City Council approved a contract with Urban Planning Partners (UPP) to develop outdoor activation standards and streetscape improvements for approximately 200 feet of Ramona Street, which has been car-free since 2020. The proposed streetscape design (Phase 1) is focused on near-term improvements with a potential future phase (Phase 2) for more extensive upgrades to the street and street amenities. The consultant scope also includes developing outdoor activation standards for this street, including outdoor dining and retail.

ANALYSIS
Proposed Streetscape Improvements
The pedestrian only Ramona Street was designated in 1985 as a Historic District in the National Register of Historic Places1 for its distinctive Spanish Revival and Monterey Colonial architecture. Based on strong stakeholder consensus and the historic elements of the street, the proposed streetscape design utilizes materials and colors that complement the architectural features of the styles, such as stucco walls, terracotta tiles, and ornate iron work.

The streetscape is designed to have four distinct zones: arcade, activation zone, pedestrian zone, and emergency access. Outdoor dining, retail, and other permitted activities can occur in the activation zone.

Proposed near-term streetscape improvements include the following:

1. Resurfacing Ramona Street between Hamilton and University Avenue, with stamped and colored asphalt to be used in the pedestrian only portion of the street. 1 https://www.cityofpaloalto.org/files/assets/public/planning-community-environment/historic- preservation/ramona-street-architectural-district-national-register-nomination.pdf Item 7
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2. Repairing sidewalk and installing curb ramps to provide accessible paths for pedestrian travel.

3. Replacing the temporary vehicle barriers with permanent retractable or movable barriers, thus closing the street to vehicular traffic while allowing emergency, utility, and maintenance vehicles’ access.

4. Installing signage to guide vehicular, bicycle, and pedestrian traffic.

5. Installing planters and tree well treatment.

Rough estimated costs of key elements of the near-term streetscape improvements are included below for reference purposes. A detailed cost estimate, including materials, labor, and contractor overhead and profit will be developed once the design has been finalized. •Stamped and colored asphalt – estimate is based on stamped and colored asphalt being used within the emergency access lane and at either end of the car-free area ($32,000). •Entry Planters - up to four planters, two at each end (costs range from $1,400 to $8,800, depending on the type of planter and the level of customization). •Retractable Bollards or Movable barriers - up to nine retractable bollards or Movable barriers, four on the University Ave side and five on the Hamilton Ave side (ranging from $100,000 to $189,000). These costs are for the bollards/barriers and their installation only, and do not include any re-routing of utilities.
•Tree well treatment - for 18 tree wells along the car-free portion of Ramona Street (cost TBD).

Traffic Signage and Parking
Through a related but separate project, staff will be updating traffic signage at the University Avenue and Ramona Street intersection to indicate a portion of the street is closed to vehicular traffic. The project will include replacing signage on existing poles and installing a new pole with a “No Outlet” sign.

Outdoor Activation Standards
The Outdoor Activation Standards draw upon the City’s Ongoing Parklet Program while responding to the unique conditions of a historic district and a pedestrian only environment.

The Standards differ from the Ongoing Parklet Program in a few key areas:

Street Layout & Access
• No vehicular setbacks, vehicle safety measures (e.g., wheel stops, reflective delineators), or guardrails needed
• At-grade activation areas are allowed in order to reduce costs, allow flexibility, and mitigate drainage issues
• ADA accessible dining and travel paths incorporated into the design Design Elements (Informed by Historic Designation and Stakeholder Feedback) Item 7
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• Respect historic designation and minimize design elements and signage that detracts from the existing architecture
• Use of materials and colors that complement the existing Spanish Revival style of architecture
• Required use of high quality furniture
• No roof structures or sidewalls, permitted use of umbrellas for weather protection.

These standards would require the removal of existing structures that are not in alignment with these guidelines.
• No electrical connections are allowed, eliminating the ability for installation of electric heaters or permanent lighting fixtures
The Standards outline requirements related to location and site area, setbacks, permitted activities, design (edge treatments, umbrellas), outdoor seating, lighting, heating, branding and signage, site maintenance, trash management, operations, and fees. Detailed outdoor activation standards are included in Attachment A. It is important to note that if Council adopts the proposed Outdoor Activation Standards, the existing parklet program requirements will no longer be applicable once these standards become effective. Any businesses wishing to use outdoor areas in front of adjacent storefronts will be required to obtain a letter of consent as noted in the draft Outdoor Activation Standards. Some design elements are required while some are optional. When an applicant selects a design element, they must meet all of the requirements for that element.

Design Element
Required for All
Permitted Areas
Required for
Outdoor Dining Optional
Dividers 
Site Maintenance 
Waste Management 
Barrier Planters 
ADA compliance for Outdoor Dining 
Umbrellas 
Lighting (solar or battery powered) 
Heating (with appropriate hazmat
permits)

Branding and Signage 
Impact of Outdoor Dining on Sanitary Sewer Infrastructure The temporary expansion of outdoor dining (2,674 square feet of dining in parklets/street) on Ramona Street since 2020 has increased total restaurant capacity. The proposed outdoor activation standards will continue to allow restaurants the opportunity to offer outdoor dining, and it is important to acknowledge that this increased dining capacity could increase the risk of fats, oils, and grease (FOG) entering each building’s plumbing system and the City’s sanitary sewer. If each of the seven (7) existing restaurants chose to add outdoor dining in the activation area, the new additional dining area would be 2,770 square feet, resulting in a total of 184 Item 7
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additional seats. Grease Control Devices (GCDs) were sized for pre-pandemic seating, and it is each dining establishment’s responsibility to ensure that their GCD is in working condition, maintained properly, and upgraded, if needed, to be sized appropriately for additional seating.

Staff conducts regular inspections to track the condition and maintenance of GCDs that could impact a building’s plumbing systems and the City’s sanitary sewer system. Staff recommends continuing proactive inspections, requiring more frequent maintenance of restaurant GCD systems, identifying higher-risk systems for improvement, and mitigating future problems through plan review to correct GCD type, size and fixture connections. Depending on the success of these efforts, supplemental sanitary sewer fees may be required for outdoor dining permits to fund increased City maintenance costs.

Restroom Capacity
Similar to sanitary sewer system demands, outdoor dining also increases the demand for restroom capacity. However, it is typically impractical for most restaurants to individually increase the number of restrooms provided. The proposed outdoor activation standards do not require dining establishments to expand restroom capacity, however, portable restrooms may be required for any special events on the street.

Outdoor Activation Fees
Staff recommends the same fees for outdoor dining, as established for the Ongoing Parklet Program, and seeks feedback from the Retail Committee on potentially lower license fees for retail or other permitted activities. Fees noted below are proposed for fiscal year 2026 and are subject to Council approval in June. Specific fees include:

Initial Application Fee: An initial application fee of $5,004 is required to establish an outdoor activation space to fully recover cost necessary to process an application, conduct site inspections, including Public Works, Utilities, and others such as Planning if applicable review. A portion is also based on staff time required for ongoing program administration such as customer service, compliance with standards, and complaint response.

Annual Renewal Fee: An annual renewal fee of $604 is required to review the encroachment permit annually to fully recover costs at a flat rate. An application renewal is not expected to require the same level of staff effort as processing a new application and therefore the fee is less than the initial fee.

Deposit Fee: Consistent with other programs in the City, staff recommend a deposit fee of $2,750 to address any unrepaired damage to the roadway or sidewalk or any costs that may be incurred due to the City having to remove permittee property in the activated space.

License Fee: A license fee for use of the public right-of-way would be required. The City’s Parklet and outdoor programs operate with an annual license fee of $10.71 per square floor for use of the public right-of-way, which represented an 85% discount on the average 2022 ground floor retail rents in Palo Alto of $71 per square foot. This fee is already being used for outdoor dining Item 7
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on Ramona St. that are in the public right-of-way. As of Q1 2025 as reported by CoStar, the average rent in the University Avenue (downtown ‘DT’) analysis area is reported at $76 per square foot. Since the activation zones will allow outdoor retail and other permitted activities Council may choose to maintain the same license fee for all permitted activities or adopt a different fee for activities other than dining.

Implementation Timeline
The near-term streetscape improvements are planned for completion by the end of the calendar year. A tentative project timeline is included in the table below:

Timeline Activity
June 16 Council consideration of funding for streetscape improvements June 18 Retail Committee meeting
July Community meeting and feedback survey
August 11 Council consideration of streetscape design and outdoor activation standards
October 1 New outdoor activation standards go into effect October 1 Existing parklets and outdoor dining areas must be removed by this date in advance of streetscape project; City will start accepting applications for new outdoor activation permits
Oct-Nov Ramona street re-surfacing project, including street improvements December New outdoor dining and retail areas, in compliance with adopted standards, can begin operations

FISCAL/RESOURCE IMPACT
The streetscape design and development of outdoor activation standards is part of the scope of work for Urban Planning Partners. $225,000 for the implementation of the streetscape improvements is included in the proposed capital budget and will be considered by the City Council as part of the FY 2026 budget adoption. Additionally, funding for resurfacing of the street with standard asphalt is included in the City’s annual street resurfacing contract, approved by Council on June 3, 2025.

In order to ensure that pedestrian only Ramona Street is maintained in a manner consistent with local businesses’ needs and priorities, as well as supporting economic success, some level of coordination and collective support among the businesses is essential. The City will need to continue encouraging stakeholders to work together on issues of collective interest.

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STAKEHOLDER ENGAGEMENT
In February 2025, the City convened a meeting with the Downtown Stakeholder Working Group, comprised of members representing property owners, restaurants, retail, residents, and community partners, and with Ramona Street stakeholders. A survey seeking input on specific topics was also sent to all the stakeholders, to allow time for more detailed input. A summary of the feedback is included in the table below.

Topic Feedback
Overall Streetscape
and Outdoor Dining
Design
•Consensus for street design to reflect Spanish Revival Style. •Consensus for greater design uniformity and design restrictions to achieve a cohesive look that is compatible with the historic street.

Streetscape Elements •Asphalt treatment: preference for stamped and colored asphalt over painted or standard asphalt.
•Tree wells: preference for flexi-pave treatment over decomposed granite.
•Wayfinding/signage: preference for minimal signage and for focus to be on entry signs at either end of the car-free portion of the street. Entry elements to reflect the historic style of the street with earth tones, stucco finish, and blue/green accents. •Landscaping: preference for planting and trees; some noted a preference for planting to not obscure the historic architecture.

Outdoor Dining and
Retail Elements
•Edge treatment: wrought iron or planters
•Roof options: preference for no permanent roof structures; only umbrellas to provide shading
•Furnishing: mixed feedback about flexible versus prescriptive furnishing options
•Platform: mixed preferences about at-grade versus platform Outdoor Activation •Activities: preferred activation types were Play Area, Interactive Art, Performances, Retail Pop-ups
Other Feedback •Safety and Cleanliness standards
•Deliveries consideration
•ADA compliance
The City will host a community meeting in July to present the proposed near-term streetscape improvements and draft Outdoor Activation Standards and seek input on the asphalt stamp pattern and color, entry planters and signage, edge treatments and landscape palettes, and the design and colors of shade structures such as umbrellas.

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ENVIRONMENTAL REVIEW
The proposed program is categorically exempt under CEQA Guidelines Sections 15301 (existing facilities), 15303 (new construction or conversion of small structures), 15304(e) (minor temporary use of land having negligible or no permanent effects on the environment), 15305 (minor alterations in land use limitations), 15311 (accessory structures), and 15323 (normal operations of facilities for public gatherings).

ATTACHMENTS
Attachment A: Draft Outdoor Activation Standards
APPROVED BY:

Ed Shikada, City Manager
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Draft Palo Alto Car-Free Ramona Outdoor Activation Standards

1. Street Zones

1.1The car-free portion of Ramona Street consists of the following four zones:
•Arcade: Extension of the building with entryways and recesses set back from the building front.
•Activation Zone: Area designated for outdoor dining, retail. merchandise, and non- commercial activity.
•Pedestrian Zone: An 8-foot zone that provides pedestrian circulation and access •Fire Access: Provides emergency access to the buildings on Ramona St.

2. Location and Site Area

2.1Businesses are required to locate their Outdoor Activation space directly in front of the operator’s storefront.

2.2Commercial outdoor activation is permitted in the following two zones as shown in Figure [1]. •Arcade Zone
•Outdoor Activation Zone

2.3Outdoor Activation spaces shall not obstruct or encroach upon the following:
•8-foot pedestrian path on sidewalks
•16-20 foot fire access zone
•ADA access ramps
•setbacks (see section 3.0)

2.4Any outdoor activation extending beyond the applicant’s storefront requires a letter of consent from the neighboring ground floor tenant(s). See Appendix A for Letter of Consent information.

Figure 1
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3. Setbacks:

3.1 Manhole Cover: outdoor activation areas shall be setback a minimum 5-foot radius for access.

3.2 Storm Drain Catch Basin: outdoor activation elements including planters, dividers, and furnishing shall not obstruct storm drain catch basins.

3.3 Utilities: outdoor activation areas shall not obstruct public utilities including water, gas, wastewater, electric, fiber, streetlight, telecommunication vaults, gas mains)

3.4If improvements to an outdoor activation area conflict with public infrastructure (e.g., signage, benches), applicants must consult Public Works for potential relocation. If relocation isn’t feasible, outdoor activation area must accommodate existing infrastructure.

4. Permitted Activities

4.1All activity must be contained within the applicant’s permitted outdoor activation space.

4.2The following commercial and non-commercial activities are allowed within a permitted outdoor activation space:
•Dining
•Retail
•Non-Commercial Activities (such as community events, live music, pop-up installations, and public art). City approval may be required. Contact City of Palo Alto for Requirements.

5. Design Elements

5.1 Barrier Planters (required for outdoor dining)

5.1.a Type: [TBD based on community feedback]

5.1.b Placement: planters shall be placed along the fire lane edge, within the site area.

They shall have a gap of 12-24-inches between planters.

5.1.c Planting: planters shall be planted consistent with the Plant Palette in Appendix [B].

5.1.d Plant maintenance: plants are subject to maintenance standards (see section 11.4)

5.2 Dividers (required for outdoor dining)

5.2.aType: [TBD based on community feedback]

5.2.bPlacement: dividers shall be placed along the both side edges, within the outdoor activation area. Dividers shall not obstruct storm drain catch basins or utilities as outlined in 2.0 Setbacks.

5.3 Umbrellas

5.3.a Type and size: center-pole design. [TBD based on community feedback]

5.3.b Colors: 2-3 color options. [TBD based on community feedback]

5.3.c Wind Rating: up to 30 mph when open; up to 55 mph when closed

5.3.d Freestanding Weighted Base: shall be a minimum of 250lbs (for umbrellas up to 13 feet)

5.3.e Clearance height: minimum 7-foot 6-inches from ground to canopy edge when fully opened
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6. Outdoor Seating

6.1 Seating arrangement: Seating should
be arranged in line with the slope
(see Figure [2])

6.2 Furnishing: Furnishings must be
high-quality, durable, outdoor-rated,
and non-reflective (e.g., not plastic)

6.3 Accessibility

6.3.aAny seating and dining
must comply with the
applicable accessibility
requirements outlined in
the adopted California
Building Code. The
establishment shall
provide five percent accessible seating for each type of seating provided (table, booth, etc.) or a minimum of one seat per type, whichever is greater, in an outdoor seating area where the slope is no greater than two percent in any direction.

6.3.bMaintain a min. 4’ wide accessible path of travel to accessible tables and 5’ diameter turnaround space on the accessible path of travel

6.3.cSuch ADA accessible seating shall be of the same size and appearance as the establishment’s other outdoor seating.

6.3.dSee Appendix [C] for standards

7. Lighting

7.1 Permitted lighting: solar-powered string-lights and table lamps

7.2 Placement and specifications:

7.2.aLighting must stay within the activation area and not encroach into pedestrian walkways

7.2.bFixtures must aim downward, with shielding to prevent upward light spill

7.2.cMax output: 100 watts or 1,600 lumens per fixture

7.2.dAll lighting must be rated for exterior use, listed, and carry a product certificate for its intended use by a recognized electrical testing laboratory.

8. Heating

8.1Propane heaters are permitted with a HAZMAT permit and CERS submittal.

8.2Propane (LPG) heaters that meet City of Palo Alto safety, and permitting requirements are permitted. All heaters are to be weather rated, certified for commercial outdoor use and installed according to manufacturer instructions and applicable fire and electrical codes.

8.3HAZMAT permit is required for storage and use of liquid propane gas. A site plan with the desired location of each heater is required at time of the hazmat permit application. All storage locations and use areas must be noted in the HAZMAT permit application and approved during fire inspection. A final onsite hazmat inspection will be conducted to ensure the proper spacing of heaters from combustibles and emergency access/egress and storage of LPG.

8.4Proposed outdoor storage of 20-pound containers requires plan review and inspection.

8.5On-site storage of 20-pound propane containers (5 gal) is prohibited indoors.

8.6Propane storage is not allowed in the public right-of-way.

Figure 2
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8.7If businesses do not have an approved private outdoor storage area, all propane containers must be removed from the premises at the close of business every day.

8.8LPG Heaters are not permitted on the sidewalk in the pedestrian path of travel.

8.9LPG heaters cannot be placed underneath overhead canopies, awnings, inside buildings or tents and they must have 5-feet clearance from any flammable materials.

8.10Any use of a portable heater, portable generator, candles, open flame or any activity regulated by the Fire code must be approved and permitted by the Palo Alto Fire Department separately from the outdoor activation permit.

8.11A fire extinguisher is required to be mounted within sight and have appropriate signage per the Fire Code.

9. Branding and Signage

9.1Only one sign per business is allowed within the activation area.

9.2 Signs must be:
•Non-illuminated and non-reflective
•Limited to business name only (no advertising or promotional content) •Max size: 6 square feet; max letter height: 15 inches
•Mounted no higher than 36 inches from street grade, on the outermost portion of the boundary element.

9.3 Signs are not permitted:
•On umbrellas, awnings, or vertical screens above 36 inches •As painted murals, decals, or wraps on activation area surfaces •Any interference with existing poles or signage must be reviewed with Public Works

9.4 Design Guidelines: To create a unified and attractive streetscape, businesses are encouraged to:
•Use high-quality materials such as metal, wood, or weatherproof composite panels •Use signage to reflect the unique identity of the establishment and contribute to the overall quality and legibility of Ramona Street streetscape. •Integrate signage into planters, railings, or low screening for minimal visual clutter •Freestanding sandwich boards may be used in activation zones subject to the city’s temporary sign regulations
•Consider using coordinated colors or materials among neighboring businesses to reinforce district continuity
•Please refer to City of Palo Alto Sign Code

10. Waste Management

10.1All businesses participating in the Outdoor Activation Program are responsible for proper waste management in compliance with the City’s Zero Waste Palo Alto Ordinance and local solid waste sorting requirements.

10.2Provide clearly labeled and color-coded containers for:
•Recycling (blue-tinted liners)
•Compost (green compostable liners)
•Landfill (clear liners)

10.3Containers must be:
•Easily accessible to customers and staff
•Routinely emptied and cleaned
•Kept in a location that does not obstruct pedestrian paths

11. Operation Standards
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11.1 Private Control: outdoor activation areas are deemed to be under the control of the permit holder. The permit holder is responsible for securing the outdoor activation and any fixtures and furnishings contained within it at all times, including during hours when the associated business is not in operation.

11.2 Hours of Operation: The outdoor activation area shall adhere to the same approved hours of operation as the associated business.

11.3 Site Maintenance Standards:

11.3.aOutdoor activation areas and the adjacent sidewalk shall be kept clean and litter free. Any food or drink stain shall be cleaned up immediately. Trash and recycling shall be removed, any debris such as leaves or dirt shall be removed, furnishing shall be cleaned daily, any damaged lighting or heaters shall be replaced immediately, and any landscaping shall be maintained (see X.X below).

11.3.bPower washing of the outdoor activation area and adjacent sidewalk is required monthly.

11.4 Plant and Planter Maintenance Standards:

11.4.aPlants shall be consistent with the landscape palette in Appendix [] or an approved equivalent. No plants shall have thorns, spikes, or sharp edges. Poisonous or invasive plants are not permitted.

11.4.bPlants must be kept alive, healthy, and free of significant pest infestation or disease. Dead or dying plants must be replaced within 14 days of observation or notification.

11.4.cPlanters and surrounding areas must be kept free of weeds, trash, cigarette butts, and debris.

11.4.dPlanters must be structurally sound and clean, free of cracks, chips, or peeling paint.

11.5 Amplified Sound: Amplified is not permitted in outdoor activation areas. Any ambient sound may only originate from the interior of the business’s occupied building.

11.6 Outdoor Dining Specific Operational Standards:

11.6.a Alcohol Service
i. Conditional Use Permit is required for a business to serve alcohol. No amendment to an approved business’ Conditional Use Permit is required to serve alcohol in outdoor activation areas.
ii. All outdoor activation areas in which alcoholic beverages are served shall comply with standards of the Department of Alcoholic Beverage Control, including having clearly discernable boundaries and signage, as required. iii. All physical requirements of ABC should be reflected in the design submitted for review.

11.6.bTables shall be placed in conformance with the health and safety standards established by Santa Clara County and State of California.

11.7 Outdoor Retail Specific Operational Standards:

11.7.aAll displays must be removed daily. Nothing is permitted overnight.

12. Submittal Requirements:

12.1 Site Plan: Site plan shall be drawn to scale on 11 x17 tabloid paper, include all pertinent dimensions and the following information:
•Location of the business frontage
•Dimensions of the outdoor activation area(s)
•Location of any ADA seating and accessibility measurements (required for outdoor dining)
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•Type and location of planters (required for outdoor dining) •Type and location of dividers
•Planting palette
•Location of public utilities including any manhole covers, gutter drains, fire hydrants, and FDCs, light poles, etc. within 15 feet, and their distances to the outdoor activation area.
•Any adjacent installations on the sidewalk including adjacent activation areas, utility boxes, street signs, bike racks, street furniture, street trees, tree wells, etc. and their distances to the outdoor activation area
•Width of sidewalk
•Locations and extent of any neighboring business(es) the proposed outdoor activation area extends in front of.
•Location of signage

12.2 Floor Plan: floor plan of the proposed outdoor activation area showing:
•Total number and location of tables and seats and/or benches, including which are ADA seating.
•Dimensions of tables, seats, benches.

12.3 Signage: Elevation of signage with dimensions of signage area and lettering.

12.4 Pictures of existing conditions: The application should include at least three photos showing existing are to be converted into the outdoor activation area, the adjacent sidewalk and store frontage.

12.5List of materials and equipment

12.6Product sheet for planters, dividers, umbrellas and umbrella stand (including type, size, colors).

12.7Product sheet for furnishings including tables, chairs, benches.

12.8Equipment sheet for lighting and heaters including image of equipment and manufacturer’s instructions.

12.9 Outdoor Activation Information:
•Business Name
•Business Address
•Business Owner and contact info
•Property Owner Name and Contact Info (if different than business owner) •Proposed Use of the outdoor activation area
•Business hours of operation

12.10Certificate of Insurance (see Appendix [D])

12.11 Letter(s) of Consent: An outdoor activation area applicant must get a letter of consent from the neighboring ground-floor tenant(s) if the applicant’s outdoor activation area extends beyond their own storefront (see Appendix [A]). If the neighboring ground-floor property is vacant, then a letter of consent is not required for the duration of the permit. i. Outdoor activation area applicant must obtain an up-to-date letter of consent for any future license renewals as requested by Public Works during future permit renewal processes.
(i) If an applicant cannot obtain an up-to-date letter of consent, or if outdoor activation occupancy is not in accordance with the terms of any applicable law, these regulations, and/or any permit requirement, the outdoor activation area sponsor is responsible for the removal of the outdoor activation area extending into a neighboring frontage within 90-days.

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12.12 Indemnity acknowledgement

13. Fees: Outdoor Activation Areas are subject to the following fees outlined in the City’s Fee Schedule:
•Permit Application Fee
•Deposit Fee (refundable). This deposit will be used to cover the cost of restoring the right-of-way to its original condition if not done so by the permittee. This includes, but is not limited to, the following:

1. Removing the outdoor activation structures and fixtures

2. Removing bolts in the curb and the right-of-way and filling in holes

3. Removing exposed wiring

4. Repairing damage to the sidewalk

5. Removing construction debris and/or garbage

6. Parking or traffic control striping

7. Wheel stop removal or reinstallation
•Permit Renewal Fee
•Annual License Fee: This fee will be charged per square foot based on the total outdoor activation area.

14. Failure to Maintain: An who fails to properly and sufficiently maintain the cleanliness, safety, and accessibility of their outdoor activation area may be subject to violations and fines. If maintenance issues are not resolved, the City may revoke the encroachment permit and the permittee may be required by the City to remove the outdoor activation area at their own expense.

15. Utility Maintenance & Public Safety: Because an outdoor activation area may sit atop buried utilities, there may be instances where an outdoor activation area will need to be removed to access a utility beneath it. In the event of necessary utility maintenance or the unlikely event of a utility failure such as a gas leak or water main break that threatens public safety, the City or utility owner may remove the outdoor activation area with little or no notice. Operators are responsible for the cost of re- installing and restoring any damage to the outdoor activation area.

In instances of advanced notice (such as street repaving, planned maintenance, etc., the permittee may need to remove and reinstall the outdoor activation area at their sole expense. If the sponsor cannot remove the outdoor activation area, the City will remove the outdoor activation area.

16. Outdoor Activation Removal: If for some reason the permittee decides they no longer wants to maintain an outdoor activation area, the permittee is responsible for notifying the City and removing it at the permittee's own expense. Immediately upon removal the outdoor activation area shall be cleaned and restored to its previous condition to the satisfaction of the City.

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Appendix A: Sample Letter of Consent
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Appendix B: Plant Palette
[pending community feedback]
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Appendix D: Certificate of Insurance Requirements
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: August 18, 2025
Report #:2507-4977
TITLE
Approval to Dedicate a Seat at Lucie Stern Community Theatre to Eugenie Watson; CEQA status – not a project.

RECOMMENDATION
Staff recommends the dedication of seat J101 at the Lucie Stern Community Theater in honor of Eugenie Watson.

BACKGROUND
Eugenie Watson, a devoted arts advocate to the Palo Alto community, passed away on May 11, 2025, shortly after celebrating her 87th birthday. For more than five decades, Eugenie played a pivotal role in the success of Palo Alto Players, serving on the Board of Directors, many years as Board President, and championing the organization with passion, vision, and unwavering belief in its mission. Originally from Fresno, California, Eugenie moved to the Bay Area and was introduced to Palo Alto Players when she attended a production where she met her future husband, Richard, who was starring in the show. This experience marked the beginning of her 50-year tenure with the company. In addition to her service to Palo Alto Players, Eugenie also managed the Peninsula Volunteers’ Turnabout Shop in Palo Alto for over 30 years, helping support the Little House Activity Center. Her leadership and deep commitment to the arts and local community leave a lasting legacy.

ANALYSIS
Palo Alto Players, a local resident theater company and one of three resident companies at Lucie Stern Community Theatre, would like to commemorate Ms. Eugenie Watson by dedicating seat J 101 with a plaque with her name on the arm of the chair.

For over 50 years, Eugenie Watson attended every opening night performance at Palo Alto Players, always sitting in seat J101, her favorite in the house. Her name is truly synonymous with the organization. For generations of local artists, audiences, and volunteers, Eugenie Item 8
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embodied the heart and soul of the company. Palo Alto Players believes naming seat J101 in her memory would be a fitting tribute to her legacy, her decades of leadership, and a meaningful gesture for the community. Since 1933, Palo Alto Players has called the Lucie Stern Theater its artistic home, presenting a season of plays and musicals featuring exclusively local talent. Eugenie dedicated more than five decades to the organization, including over 40 years on the Board, many as Board President. Her leadership, advocacy, and generosity helped shape the heart and future of Palo Alto Players, now the longest-running theatre company in Silicon Valley. Other than Lucie Stern herself, no name is more closely tied to the organization.

Eugenie’s presence at the Lucie Stern Theatre was constant and beloved, she was even in the audience for the first opening night of the 2024–25 season, celebrating the debut of the theater’s new seats.

Staff supports the request by Palo Alto Players, and in accordance with Section 1-15(F) of the Naming Policy—Naming Places Within City-Owned Facilities, recommends approval to dedicate the seat.

FISCAL/RESOURCE IMPACT
There is no anticipated resource impact to the City from the actions recommended in this report. Palo Alto Players would be responsible for the cost of purchasing and engraving the plaque, which is expected to cost approximately $50.00.

STAKEHOLDER ENGAGEMENT
The appropriate stakeholders were consulted, including relevant City staff and the three resident theater companies that use the Lucie Stern Theatre: Palo Alto Players, West Bay Opera, and TheatreWorks.

ENVIRONMENTAL REVIEW
Dedicating a seat in the Lucie Stern Community Theatre is not a project as defined by the California Environmental Quality Act (CEQA).

ATTACHMENTS
Attachment A: Section 1-15 Naming City-Owned Land and Facilities APPROVED BY:

Kristen O'Kane, Community Services Director
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POLICY AND PROCEDURES 1-15/MGR
Revised: April 2008

Page 1 of 8 ends

NAMING CITY-OWNED LAND AND FACILITIES

POLICY STATEMENT

The purpose of this policy is to ensure that City-owned land and facilities, when named for individuals, are persons who have made significant c ontributions or performed services deemed to have been of major importance to the community.

This policy establishes uniform pr ocedures for the naming of City-o wned land and facilities as set forth by Council Resolution No. 6211, approved on December 12, 1983, and revised by Council on April 12, 2004. The policy is applicable to new and ex isting City-owned land and facilities.

The policy provides a mechanism for citizens to suggest names which they believe should be considered for new City facilities or land acquisitions and for the renaming of existing facilities and lands. The policy also establishes criteria which will guide the Historical Association and the appropriate City Commission or Committee in recommending names to the Council for approval.

Naming and renaming City-owned land and facili ties shall be the respons ibility of the City Council. However, places within City-owned land or facilities, such as a room or patio within a building or a trail or athletic field within a park, which do not require formal dedication by the City Council, may be named by the City Manager or his/her designee, subj ect to final approval by the City Council via the consent calendar.

This process does not apply to the naming of streets which will continue to be processed through the Planning and Community Environment Depart ment (Policy and Proc edure 1-16: Naming of City Streets). The naming of a street may be c onsidered an appropriate alternative means of honoring an individual.

The City Council has determined that significant individual, family or foundation contributions to the construction/renovation of City facilities can be reco gnized through the naming of said facilities after these groups. This document ou tlines the procedure to be followed when a fund- raising group or board, with th e approval of the City Council , embarks upon a capital campaign for the purpose of securing private funds for th e acquisition of land, ren ovation/expansion of an existing building, or the construction of a new fa cility, and wishes to offer naming opportunities in recognition of significant donati ons of money or land. The City Council has determined that significant contributions from co rporations or corporate foundati ons to capital campaigns will not be accepted in exchange for the ability to name entire facilities in recognition of these corporate entities. However, the City Counc il has agreed to allow naming recognition of corporate or commercial entities in facility interiors or on sub-facilities as described in this policy.

Business logos associated with any benefactor seeking naming rights shall not be allowed on any City owned land, facility, building or sub-facility under this policy.

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The City may remove any business name from a City facility or property if the business declares bankruptcy and goes out of business. The City may remove any indivi dual name from a City facility or property if the person is convicted of a fel ony or other crime of mo ral turpitude. If a name is removed under this provision, the City shall not be required to return the donation.

SECTION 1: PROCEDURE FOR NAMING NEW FACILITIES OR CITY-OWNED LANDS

In cases involving a major capital fundraising camp aign, there will be a separate and different procedure from the one outlined below. Section 3 below on “Naming Recognition for Capital Campaigns” further outlines this process.

A. Responsibility of the Project Manager

Implementation of this policy is the responsibility of the departme nt in which the project to be named is managed. In the instance of a new City-owned land or facility, the project manager should incorporate the process for naming in to the project schedule so the naming is accomplished in a timely manner.

1. Requests concerning a name to be given to the City-owned land or facility shall be made in writing on an approved suggestion form to the City Clerk.

a. The project manager should alert the City Clerk when to expect the submission of names and the anticipated time frame for the naming process.

b. The project manager may submit suggested names on an approved suggestion form on behalf of staff or citizens who have been involved in the project development.

c. In some instances, it may be appropria te to actively solicit suggestions and, in those cases, the project manager should sp ecify a time frame for submissions and method of notification.

d. All submittals, whether from an indivi dual or an organization, must include the name and address of the submitter. No anonymous submittals will be accepted.

e. All suggestions will be given the same consideration without regard to the nomination source.

2. The project manager is responsible for c onveying the name suggestion forms from the City Clerk to the Palo Alto Historical A ssociation and presenting the recommendations from the Historical Association to the appropriate commission or committee whose sphere of influence is most closely associated with the facility in question. The Parks and Recreation Commission shall revi ew name suggestions for acqui red land to be dedicated as a park, recreational facilities, community centers and interpretive centers. The Library Item 8
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Advisory Commission shall review name sugges tions for library facilities. The Public Art Commission shall review name suggestions for art facilities. The Policy and Services Committee shall review name suggestions for poli ce, fire or utility facilities as well as major civic complexes.

a. The Historical Association may also originate suggestions for names or provide suggestions for appropriate alternatives as part of its recommendations.

b. The project manager shall assure that adequate time is allowed for the Historical Association and the appropria te commission or committee to evaluate the recommended names.

c. The Historical Association shall dete rmine if the suggested names meet the criteria of appropriate significance, and shall submit the recommendations to the appropriate commission or committee toge ther with the rationale for the recommendations. The response from the Historical Association shall acknowledge all the names that are submitted, but recommend only those which it feels meet the criteria and warrant serious consideration.

B. Responsibility of the Reviewing Commission Or Committee

1. The commission or committee shall conduc t a public hearing, confirm that the recommended names meet the criteria of appropriate significance, select recommendation(s) provided by the Histor ical Association, and shall forward its recommendation to the City Council. The re port from the commission or committee shall acknowledge all of the recommended names t ogether with their evaluation, but present only the name(s) which it feels best meets the criteria and merits serious consideration by the City Council.

2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Council. The transm ittal shall include a narrative of historic reference prepared by the Palo Alto Histor ical Association for the name, a copy of the name suggestion form, and minutes of the Commission meeting when the recommendation was discussed.

C. Criteria

The following criteria shall be used in selecting an appropriate name for City-owned land and facilities.

1. The name should, if possible, have or pres erve the geographic, environmental (relating to natural or physical feat ures), historic or landmar k connotation of particular significance to the area in which the land or facil ity is located, or for the City as a whole.

Either connotation is equally valid.

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2. Acknowledgement of contributions: Consider ation may be given to naming the City- owned land or facility after an individual when the land or facility, or the money for its purchase, has been donated by the individua l, or when otherwise warranted by some contribution or service which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, development, construction or renovation of that particular facility. Donation of land or resources sha ll not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual, family, or individual/family foundation. City -owned lands, parks, or entir e facilities shall not be named for benefactor organizations, groups or businesses, but in sp ecial cases, may be considered for sub-facilities such as room s or playgrounds. In cases involving a major capital fundraising campaign, see Section 3 below – Naming Recognition for Capital Campaigns.

3. Names honoring individuals or families, ot her than those of recognized historic importance, must be supported by compelling reasons.

4. In the event the City-owned land or facility was formerly school property or had other ownership such that the name of the school, building or site has community significance or community recognition, consideration may be given to preserving that name.

5. The City encourages naming which reflects the City’s ethnic and cultural diversity.

6. No City-owned land or facility shall be named after a seated elected or appointed official.

7. No City-owned land or facility shall be na med after a person whose contribution to the City of Palo Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties.

8. When naming sub-facilities or interior spaces, such as rooms or playgrounds, after corporate or commercial entities or foundations , these entities must abide by the City’s anti-discrimination policy.

D. Council Action

1. The recommendations received from the Histor ical Association and the commission or committee shall be placed on the Council agenda for final approval.

2. Action by the Council shall be by Council Resolution.

E. Follow-up to Selection of the Name

1. The above-described process for selectin g an appropriate name should precede the preparation of a park dedication ordinance.

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2. Subsequent to approval by the City Counc il, the name for the City-owned land or facility shall be conveyed to the Department of Public Works for in corporation in City official maps and plans, and to the Palo Alto Historical Association for its records.

F. Naming Places Within City-owned Land or Facilities

In the case of places within City-owned land or facilities, where the policy does not require a Council resolution, responsibility for requesting C ouncil approval of the new name shall reside with the department head who manages the land or facility.

Ideally, the naming of features w ithin a park and specific trails or facilities within open space lands will occur during the master plan or site plan process.

Names within parks should be appropriate to th e park by reflecting the expression of the place (topography, geology, natural features), flora and fauna, or history of the area.

In advance of the naming, the department head shall send a memorandum to the City Manager advising of the proposed action and requesting approval. The City Manager will then seek approval of the name from the City Council via the consent calendar.

SECTION 2: PROCEDURE FOR RENAMING EXISTING FACILITIES OR CITY-

OWNED LANDS

Existing place names are deemed to have historic recognition. City policy is not to change the name of any existing facilities or City-owned land, particularly one whose name has City or regional significance, unless there are compelli ng reasons to do so. Further, the City will consider renaming to commemorate a person or persons only when the person or persons have made major, overriding contributions to the City and whose distinctions are as yet unrecognized.

A. Renaming Suggestions

1. All requests concerning a new name to be given to the City-owned land or facility shall be made in writing on an approved suggestion form to the City Cl erk. The suggestion must detail how the proposed na me change is consistent with the criteria, the purpose of the name change, and how the new name is directly associated with the land or facility.

2. All submittals, whether from an individual, organization or City staff, must include the name and address or the submitter. No anonymous submittals will be accepted.

3. The City Council shall initiate the renami ng process by referral of the public or staff request to the commission or committee whos e sphere of influence is most closely associated with the facility in question. Council can also initiate the renaming of lands or a facility without a public request whenever de emed necessary or in the best interest of the City of Palo Alto, following established criteria. Once the referral is made by the City Item 8
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Council to a specific commission or committee, the commission or committee will await comment and evaluation of the new name from the Palo Alto Historical Association.

B. Responsibility of the Project Manager

1. The City Clerk is responsible for conveying the name suggestion form(s) received by the deadline to the Project Manager, who will be responsible for fo rwarding to the Palo Alto Historical Association and then tran smitting the recommendation(s) from the Palo Alto Historical Association to the appropr iate commission or committee as outlined in Section A above.

2. The recognized neighborhood associa tion in the vicinity of the land or facility will be notified of the proposed name change at the time the reviewing commission or committee receives the report from the Historical Association.

C. Responsibility of the Reviewing Commission Or Committee

1. The commission or committee shall conduc t a public hearing, confirm that the suggested name(s) meet the criteria of appropriate significance, select recommendation(s) from the names provided by the Historic al Association, and shall forward its recommendation to the City Council. The re port from the commission or committee shall acknowledge any recommended names together with its evaluation, but present only the name or names which it feels best meets the criteria and merits se rious consideration by the Council.

2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Council. The transm ittal shall include a narrative of historic reference for the name or names, together with a copy of the name suggestion form.

D. Criteria

Each application for renaming a city park or faci lity must meet the criteria in this policy, but meeting all criteria does not ensure renaming.

City-owned lands and facilities may be rena med for an individual(s) under the following conditions. Where the individual:

1. Has made lasting and signifi cant contributions to the prot ection of natural or cultural resources of the City of Palo Alto, or

2. Has made substantial contri butions to the betterment of a specific facility or park, consistent with the established standards for the facility, or

3. Has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City of Palo Alto.

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E. Council Action

1. The recommendations received from the Palo Alto Historical Association and commission or committee shall be submitted for Council approval.

2. Action by the Council shall be by Council Resolution.

F. Follow-up to Selection of Name

1. Subsequent to approval by the City Council, the new name for the City-owned land or facility shall be conveyed to the Department of Public Works for in corporation in City official maps and plans, and to the Palo Alto Historical Association for its records.

NOTE: Questions and/or clarification of this po licy should be directed to the City Manager's Office.

SECTION 3: PROCEDURE FOR OFFE RING NAMING RECOGNITION FOR

SIGNIFICANT DONATIONS TO CAPITAL FUNDRAISING CAMPAIGNS

This section applies to any organized fundraisi ng initiated by the City, a Board/Commission or other group whose sole purpose is to support City pr ograms and operations in support of the renovation/expansion of an existing building, the c onstruction of a new fac ility, the acquisition of a building/land, or the furnishings, fixtures and equipment in said facilities.

A. Responsibility of the staff liaison to th e Board, Commission, Task Force or group conducting the Capital Campaign

Implementation of this policy is the responsib ility of department in which the project to be acquired/constructed/re novated is managed. A staff liaison appointed to work with the board/committee will guide them through the process and manage appropriate contacts with other departme nts as necessary during the acquisition, design and construction process. This will ensure that appropriate information and materials are provided to the group and that opportunities and exp ectations are clear, understandable, and feasible within the framework of the project.

B. When a Capital Campaign is initiated by the City, a Commission or other group whose sole purpose is to support City programs and operations, accommodations to the procedures outlined in Sections 1 and 2 shall be made as follows:
a. The organizing body may meet and discuss preliminary plans with the City’s liaison, Department Head and the City Attorn ey’s office in order to facilitate any “silent” fundraising period.
b. The organizing body shall request author ization from the City Council for a Naming Recognition Plan in support of a specific project. They shall provide the following information in their request:

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i. Name of the organizing body;
ii. Purpose of the campaign;
iii. Monetary goal of the campaign;
iv. Expected term of the campaign;
v. Plan for naming recognition includi ng a schedule of naming opportunities and associated gift levels
vi. Maintenance/replacement of naming recognition items – City staff shall work with the organizing body to ensure that the plan includes acknowledgement of the maintenance re sponsibilities associated with any naming recognition items within the facility.
c. Once the Naming Recognition Schedule has been approved by the City Council, the fund-raising body shall have the authority to proc eed with making commitments for naming opportunities with potential donors subject to final Council review.
d. The naming of a facility or sub-facility will not occur until the pledged donation is received.
e. Consistent with the Gifts to the City policy, all gifts paid directly to the City shall be duly reported to the Administrative Services Department (ASD) Director and recognized appropriately in accordance with that policy (Policies and Procedures 1-18). If a donation was given anonym ously, the donor’s identity shall be protected to the extent possible.
f. Under this procedure, the organizing body mu st present a final report to the City Council for approval, detailing the f unds received and any naming opportunities granted, along with a timeline for the completion of the recognition. The group may also come to the Council at a ny time during the capital campaign for approval of one or more naming recogniti on items. All naming recognition must be adopted by resolution of the City C ouncil. The City Manager or designee can also request that any dona tions and associated naming recognitions be brought to the City Council at an earlier point in the capital campaign for approval.

C. The one exception to this procedure shall be for the naming of an entire building as recognition for a significant monetary or la nd contribution. If a fund-raising group secures a donation significant enough to warrant naming the entire facility in recognition of that individual, family or f oundation, this should be presented directly to the City Council for approval separately an d as soon as possible after this type of donation is secured. As part of this approval process, the Council may solicit input from the Palo Alto Historical Associat ion or the appropriate board/commission.

Consistent with the policy statement, the C ity will not recognize significant corporate donations by naming an entire facility in honor of these entities.

D. In cases of major building reconfigurations or disasters that destroy or damage portions of the building, the City reserves the right to remove and not replace naming recognitions. However, the City will consid er the original donation intent in these instances and make accommodations as feasible.

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APPLICATION FOR NAMING OR RENAMING

CITY-OWNED LANDS OR FACILITIES

Naming objectives:

1. Ensure that parks, recreational a reas and facilities are easily identified and located.

2. Ensure that names designated for parks, recreational areas and facilities are consistent with the values and char acter of the area or neighborhood served.

3. Encourage public participation in the naming, renaming and dedication of parks, recreation areas and facilities.

4. Encourage the donation of land, fu nds for land acquisition or development by individuals and groups.

Criteria for naming new facilities or parks:

The following criteria shall be used in selecting an appropriate name for City-owned land and facilities.

1. The name shall have or preserve the geographic, environmental (relating to natural or physical features), historic or landmark connotation of partic ular significance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid.

2. Consideration may be given to naming the City-owned land or facility after an individual when the land or facility, or the money for its purchase, has been donated by the individual, or when otherwise warranted by some contribution or service which is de emed to be of major and lasting significance to the acquisition of that piece of land, or planning, developm ent, construction or renova tion of that particular facility. Donation of land or resources shall not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named for benefactor organizations, groups or businesses, but in special cases, may be considered for sub- facilities such as rooms or playgrounds.

3. Names honoring individuals or families, other than those of recognized historic importance, must be supported by compelling reasons.

4. In the event the City-owned land or facility was formerly school property or had other ownership such that the name of the school, building or site h as community significance or community recognition, consideration may be given to preserving that name.

5. The City encourages naming which reflects the City’s ethnic and cultural diversity.

6. No City-owned land or facility shall be named after a seated elected or appointed official.

7. No City-owned land or facility shall be named af ter a person whose contribution to the City of Palo Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be made for former such employees who have contribut ed volunteer services of an exceptional nature beyond their normal duties.

8. When naming sub-facilities, such as rooms or playgrounds, after co rporate or commercial entities or foundations, these entities must abide by the City’s anti-discrimination policy.

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Criteria for renaming existing facilities of parks:

Each application for renaming a city park or facility must meet the criteria listed above, but meeting all criteria does not ensure renaming.

Existing place names are deemed to have historic recogn ition. City policy is not to change the name of any existing facilities or City-owned land, particularly one whose name has City or regional significance, unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a person or persons only when the pers on or persons have made major, ove rriding contributions to the City and whose distinctions are as yet unrecognized.

City-owned lands and facilities may be renamed fo r an individual(s) under the following conditions.

Where the individual:

1. Has made lasting and significant contributions to the protection of natural or cultural resources of the City of Palo Alto, or

2. Has made substantial contributions to the betterment of a specific fac ility or park, consistent with the established standards for the facility, or

3. Has made substantial contributions to the adva ncement of commensurate types of recreational opportunities within the City of Palo Alto.

Suggestions for naming or renaming City-owned lands or facilities shall be evaluated on the basis of the above criteria and upon appropriate documentation.

Person making the name suggestion (required):

Address (required):_____________________________________________________________

Contact phone number (required):_________________________________________________

E-mail (not required):___________________________________________________________

Location of site or facility to be named:_____________________________________________

Suggested name (required):_______________________________________________________

Biographical information: (Explain) ________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Civic involvement: (Explain) ______________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Item 8
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______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Connection to the facility: (Please explain in depth) ____________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Reason for Nomination (required): _________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Additional Comments (additional information may be attached): _________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Date Received by the City Clerk: ____________________________________ Submitted to Palo Alto Historical Association: _________________________ Date scheduled for review by commission: ____________________________ Item 8
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Fire
Meeting Date: August 18, 2025
Report #:2507-4923
TITLE
Approval of Contract No. C26195197 with Santa Clara County Fire Safe Council for on-call services related to fuel reduction maintenance for wildfire hazard mitigation and public education, for a five-year term and not-to-exceed amount of $2,500,000. CEQA status: Exempt (CEQA Guidelines Section 15304)

RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager, or designee, to execute Contract No. C26195197 with the Santa Clara County Fire Safe Council (SCCFSC) for a five-year term and a not-to-exceed amount of $2,500,000, to provide on-call services including wildland fuel reduction, defensible space maintenance and related wildfire-hazard mitigation education.

EXECUTIVE SUMMARY
The Palo Alto Fire Department (PAFD) remains steadfast in its commitment to ensuring the safety and welfare of the community, particularly within the wildland-urban interface (WUI). This area, located west of Highway 280, encompasses residences situated in moderate, high, and very high fire hazard severity zones. This proposed contract directly aligns with the City Council's priority of public safety and addresses a recommendation outlined in the 2024 Wildfire Audit.

BACKGROUND
In the preceding year, the City entered into a one-year contractual agreement with Santa Clara County Fire Safe Council (SCCFSC) after an unsuccessful public request for bid where there were no responsive bids. This initial agreement focused on the execution of essential roadside clearance work along designated evacuation corridors and the delivery of crucial public education programs related to wildfire safety. The initial contract was nearing its scheduled expiration date on May 31, 2025, and was extended for 6 months.

ANALYSIS
Recognizing the continued need for these critical services and the established positive working relationship, the PAFD seeks to enter a comprehensive multi-year contract with SCCFSC for five years for ongoing wildfire mitigation and public education efforts on an on-call basis. The total Item 9
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not to exceed contract is intended to support annual routine fuel reduction maintenance activities. The SCCFSC has been a key partner in the City’s annual wildfire preparedness and offers additional project management services for the work commissioned, a key service to manage staff capacity for this maintenance work. Timely roadside clearance is critical for the safety of both residents and first responders, especially in the challenging Foothills terrain where entry and exit points are limited.

This proactive effort directly supports the City Council's commitment to public safety and aligns with key recommendations from the Wildfire Audit. The contract recommended not to exceed amount for the five-year term is based on current estimated annual routine fuel reduction costs plus a 15% contingency for unforeseen costs and an average annual cost escalation. In FY 2026, the main goal is to continue vital annual maintenance activities for roadside clearance along designated evacuation routes. Each year, the Foothills Fire Management Group and SCCFSC will meet to prioritize projects based on available financial and staff resources as well as an assessment of risk mitigation needs.

Staff also proactively crafted a scope of work for the multi-year contract to enable options for supplementary work that would encompass priority projects identified within the Foothills Fire Management Plan (FFMP)1. For example, potential options for supplementary initiatives such as the management of a community wood chipping program and an expanded suite of public education offerings, including the proactive development of recognized FireWise communities within the WUI. Although not funded in the total not-to exceed contract amount requested here, nor in the annual budget, as projects and resources allow, staff can bring back an amendment to the contract once these supplemental projects are scoped in both greater detail and timing.

The expanded scope of work outlined in this contract with SCCFSC includes the following:
Community Outreach & Education: Developing outreach materials, Hosting/supporting community events, Supporting neighborhoods aiming for Firewise USA recognition, Conducting Home Ignition Zone (HIZ) assessments, Leading workshops and presentations
Defensible Space Chipping & Debris Removal: Organizing community chipping events, Managing a hazardous tree removal rebate program, Offering a Special Needs Assistance Program (SNAP) for eligible Palo Alto residents needing defensible space work
Hazardous Fuel Reduction Services & ConsultationProviding project management and oversight for subcontractors, Assisting with traffic control planning Technology Services & Support: Supporting N5 Sensors

FISCAL/RESOURCE IMPACT
FY 2026, staff anticipates roadside clearing activities in the foothills in the amount of $315,000 which has been approved in the FY 2026 Adopted Budget in three key departments (Fire, 1 Foothills Fire Management Plan (FFMP) https://www.paloalto.gov/files/assets/public/v/1/oes/plans-info/city-of- palo-alto-cwpp-ffmp-update-annex-draft-4-7-25-oes.pdf
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Community Services, and Public Works). Annual appropriations for fuel reduction maintenance are included in these departments, however, these estimates would need to be adjusted for current costs in future budget cycles. More extensive work in future years in alignment with the Foothills Fire Management Plan (FFMP) priorities is subject to the prioritization of projects and appropriation of funding as part of the annual budget process and as department resources allow.

STAKEHOLDER ENGAGEMENT
PAFD is committed to fostering collaborative partnerships in its wildfire mitigation efforts. To this end, we will be actively coordinating our roadside clearance work with the Midpeninsula Regional Open Space District (MidPen) as they concurrently embark on their vegetation management and mitigation plan for the current season. This collaborative approach will ensure efficient resource utilization and maximize the collective impact of our respective efforts in protecting the WUI.

ENVIRONMENTAL REVIEW
The work completed with this expanded scope of services agreement falls under the California Environmental Quality Act (CEQA) exemption for minor alterations to land (14 CCR § 15304), and as more specifically outlined within the City's adopted Foothills Fire Management Plan (FFMP).

Staff will ensure all activities are conducted in full compliance with applicable environmental regulations and best management practices.

ATTACHMENTS
Attachment A: Contract No. C26195197 with Santa Clara County Fire Safe Council APPROVED BY:

Geoffrey Blackshire, Fire Chief
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Professional Services
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CITY OF PALO ALTO CONTRACT NO. C26195197

AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN THE CITY OF PALO ALTO AND SANTA CLARA FIRESAFE COUNCIL INC. dba SANTA CLARA COUNTY FIRESAFE COUNCIL

This Agreement for Professional Services (this “Agreement”) is entered into as of the 18th day of August, 2025 (the “Effective Date”) , by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SANTA CLARA FIRESAFE COUNCIL INC. dba SANTA CLARA COUNTY FIRESAFE COUNCIL , a Nonprofit Corporation, located at 14380 Saratoga Ave., Saratoga, CA 95070, Telephone 408-975-9591 (“CONSULTANT”).

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

RECITALS

A. CITY intends to provide fire hazard mitigation and training services to the C ity and the public ( the “Project”) and desires to engage a consultant to provide wildland fuel reduction, defensible space maintenance and related fire-hazard education 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, s hall 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”.

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Each Task Order shall contain a specific scope of s ervices, schedule of performance and 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 exec uted 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 August 1, 2025, through July 31, 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 Five Hundred Thousand Dollars ($2,500,000.00). 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 D ollars ($ ) 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.

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“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 S ervices 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 S ervices 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 A greement 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.

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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 P roject 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 S ervices 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 wi ll 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 re lated to CONSULTANT’s performance of the S ervices, 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 C ity 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.

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SECTION 12. SUBCONTRACTING.

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 subcon tractors 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 Seth Schalet, 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 P roject Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute P roject 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 Tamara Jasso, Fire Department, 250 Hamilton Ave., Palo Alto, CA, 94301, Email: [email protected], Telephone: 650-329-2329. 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 1 4. OWNERSHIP OF MATERIALS . A ll 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 C ity 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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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.

16.1. 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 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 this Agreement is effective unless it is in writing in accordance with Section 2 9.4 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 Docusign Envelope ID: 14F6D798-110B-4F13-AEBB-E5F113C1ADB2 Item 9
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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 primar y 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 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 wi ll 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 S ervices 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 Docusign Envelope ID: 14F6D798-110B-4F13-AEBB-E5F113C1ADB2 Item 9
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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 P roject 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.

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 S ection 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 Docusign Envelope ID: 14F6D798-110B-4F13-AEBB-E5F113C1ADB2 Item 9
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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 t he 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, C ONSULTANT shall comply with the following Zero Waste requirements:
(a) All printed materials provided by CONSULTANT to C ITY 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 C ONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing 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) h ours 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.

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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 S ection shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.

SECTION 2 6. 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 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.

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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 S ection 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 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.

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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.

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 B: SCHEDULE OF PERFORMANCE
EXHIBIT C: COMPENSATION
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EXHIBIT C-1: SCHEDULE OF RATES
EXHIBIT D: INSURANCE REQUIREMENTS
EXHIBIT E: DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
EXHIBIT F: 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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CONTRACT NO. C26195197

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

____________________________
City Manager

APPROVED AS TO FORM:

__________________________
City Attorney or designee

ANTA CLARA FIRESAFE COUNCIL
INC. dba SANTA CLARA COUNTY

FIRESAFE COUNCIL

By: ________________________________

Name: ______________________________

Title: _______________________________

By: ________________________________

Name: ______________________________

Title: _______________________________

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Seth Schalet
Treasurer
Jared Lewis
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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.

As City directs on an on-call basis, in substantially similar form to Exhibit A-1 (Professional Services Task Order), Contractor may be requested to provide the following services:

A. Community Outreach and Education:

1. Support for Palo Alto’s public outreach efforts on wildfire risk.

2. Creation and dissemination of wildfire preparedness outreach materials (pamphlets, webpage content, etc.).

3. Attendance at Palo Alto community events and activities (e.g., safety fairs, city events) to share information on wildfire risks and prevention.

4. Support for Palo Alto neighborhoods seeking to become Firewise USA communities:

a) Application support by the local Firewise USA Regional Coordinator (new applications and annual renewal).
b) Resident training through Santa Clara County Fire Safe Council (SCCFSC)’s Community Ambassador Program
c) Tracking volunteer hours and activities for grant applications and Firewise USA recognition.
d) Provision of Firewise USA program materials.
e) Community outreach to connect residents with relevant programs (chipping, Home Ignition Zone (HIZ) assessments, dead tree removal, etc.).

5. Home Ignition Zone (HIZ) Assessments:

a) Conducting home assessments by National Fire Protection Agency (NFPA)-certified SCCFSC staff within designated Palo Alto areas using Fire Asides Defensible Space Inspection (DSI) tool to manage the program and provide reports and follow up work with residents.

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b) Produce and provide HIZ assessment reports to residents. c) Providing community support related to HIZ assessment findings and recommendations.
d) Responding to resident inquiries (emails and calls) regarding wildfire reduction strategies and HIZ assessments.

6. Workshops and Presentations (in-person or virtual):
a) Conducting workshops on defensible space creation and maintenance. b) "Be Ember Aware" presentations focusing on ember intrusion risks and mitigation.
c) Evacuation planning workshops tailored to Palo Alto's evacuation zones and procedures.
d) Development and delivery of other relevant wildfire preparedness workshops based on Palo Alto's needs.

7. Tabling Events:
a) Participation in City of Palo annual community meeting b) Participation in other events as requested.
c) Collaboration with Palo Alto to identify and plan participation in other relevant community events.

8. Youth Education:
a) Delivery of age-appropriate wildfire safety presentations to schools or youth groups in Palo Alto.
b) Provision of educational resources for youth on wildfire prevention and preparedness.

B. Defensible Space Chipping and Debris Removal:

1. Support for annual programs that may be applicable to Palo Alto:
a) Community Chipping events, Spring and Fall programs. b) Hazardous Tree Removal Rebate Program, providing rebates to residents who meet all of the requirements to remove a hazardous tree on their property (dead or invasive) that is a clear threat to the property from wildfire.
c) Neighbor-to-Neighbor cost-share programs to facilitate neighborhood- level defensible space projects.
d) Special Needs Assistance Program (SNAP) to support defensible space work for eligible Palo Alto residents with special needs.

C. Hazardous Fuel Reduction Services and Consultation:

1. Assisting the City of Palo Alto in identifying and prioritizing hazardous fuel reduction projects within the Wildland-Urban Interface (WUI).

2. Providing technical assistance and expertise to City project managers overseeing fuel reduction projects.

3. SCCFSC to manage and implement fuel reduction projects within Palo Alto city limits upon authorization by the City, including:

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a) Project scoping and planning.
b) Project management and oversight of subcontractors.
c) Public outreach and communication related to fuel reduction projects. d) Assistance with traffic control planning and implementation. e) Support in obtaining necessary approvals, such as permits and property owner permissions.

D. Technology Services and Support:

SCCFSC has a robust, statewide wildfire technology practice, and can assist City to select, pilot test, implement and support a range of early wildfire detection, fire spread analysis and life-safety technology products.

1. N5 Sensors: SCCFSC leads a technology collaborative for the sale, installation and support of 50 AI based wildfire smoke detection sensors from N5 Sensors. As N5 Sensor’s regional reseller of record, these sensors are installed and maintained in wildland urban interface (WUI) designated areas on Stanford University, Palo Alto Fire Department and Woodside Fire Protection District land areas.

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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. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:

2. CONSULTANT NAME:

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

5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________

6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________

7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
 SERVICES AND DELIVERABLES TO BE PROVIDED
 SCHEDULE OF PERFORMANCE
 MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)

8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________

I hereby authorize the performance of the
work described in this Task Order.

APPROVED:

CITY OF PALO ALTO

BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________

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

APPROVED:

COMPANY NAME: ______________________

BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________

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EXHIBIT B

SCHEDULE OF PERFORMANCE

CONSULTANT shall perform the Services as specified in Exhibit A, Scope of Services as directed by the department.

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 hourly rate schedule attached as Exhibit C-1.

The compensation to be paid to CONSULTANT under this Agreement for all S ervices, 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 reimburs able 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 A rea, 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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EXHIBIT C-1

SCHEDULE OF RATES

CONSULTANT’s schedule of rates is as follows:

DETAILED RATE SCHEDULE:

Personnel/Labor
Position
Rate
(FY25)
Rate
(FY26)
CEO $130.64 $134.56
Program Director $103.00 $106.09
Sr. Project Manager $97.17 $100.09
Sr. Project Manager $81.62 $84.07
Project Manager/s $80.22 $82.63
Project Coordinator/s $62.19 $64.06
HIZ Assessor $58.30 $60.05
Administrative Assistant $58.49 $60.24

Annual Hourly Fee Rate Adjustment:

1. Commencing on July 1, 2027, through June 30, 2028, then commencing July 1, 2028, through June 30, 2029, then again commencing on July 1, 2029, through June 30, 2030, CONSULTANT shall adjust the Schedule or Rates identified in EXHIBIT C-1.

2. SCHEDULE OF RATES as follows: Rates are subject to an annual cost-of-living increase effective July 1, 2027, calendar year, based on the Table A San Francisco- Oakland-Hayward CPI (Consumer Price Index), and not to exceed 8% for the calendar year, as verified by the CITY. Consultant shall notify the CITY at least ten days in advance of exercising a cost-of-living increase.

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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

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

CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.

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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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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 subcontrac tors 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 S ection 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 w eb 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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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 P roject 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 no t 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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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 portion.

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(E) Payment. Any payment due on an undisputed portion of the Claim shall be processed and made within 60 days after the City issues its written statement. If the City fails to issue a written statement, paragraph 3, below, shall apply.

3. Disputed Claims

(A) Meet and Confer. If the Contractor disputes the City's written response, or if the City fails to respond to a Claim submitted pursuant to this Exhibit within the time prescribed, the Contractor may demand in writing an informal conference to meet and confer for settlement of the issues in dispute. Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the City shall schedule a meet and confer conference within 30 days for settlement of the dispute. Within 10 business days following the conclusion of the meet and confer conference, if the Claim or any portion of the Claim remains in dispute, the City shall provide the Contractor a written statement identifying the portion of the Claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the Claim shall be processed and made within 60 days after the City issues its written statement.

(B) Mediation. Any remaining disputed portion of the Claim, as identified by the Contractor in writing, shall be submitted to nonbinding mediation, with the City and the Contractor sharing the associated costs equally. The City and Contractor shall mutually agree to a mediator within 10 business days after the disputed portion of the Claim has been identified in writing by the Contractor. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate the disputed portion of the Claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the Claim remaining in dispute shall be subject to any other remedies authorized by the Agreement and laws.

(i) For purposes of this paragraph 3.B, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.

(ii) Unless otherwise agreed to by the City and the Contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation, if any, under Public Contract Code Section 20104.4 to mediate after litigation has been commenced.

4. City’s Failure to Respond. Failure by the City to respond to a Claim from the Contractor within the time periods described in this Exhibit or to otherwise meet the time requirements of this Exhibit shall result in the Claim being deemed rejected in its entirety. A Claim that is denied by reason of the City's failure to have responded to a Claim, or its failure to otherwise meet the time requirements of this Exhibit, shall not constitute an adverse finding with regard to the merits of the Claim or the responsibility or qualifications of the Contractor.

5. Interest. Amounts not paid in a timely manner as required by this section shall bear interest at seven (7) percent per annum.

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6. Approved Subcontractor Claims. If an approved subcontractor or a lower tier subcontractor lacks legal standing to assert a Claim against the City because privity of contract does not exist, the Contractor may present to the City a Claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf or on behalf of a lower tier subcontractor, that the Contractor present a Claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the Claim be presented to the City shall furnish reasonable documentation to support the Claim. Within 45 days of receipt of this written request, the Contractor shall notify the subcontractor in writing as to whether the Contractor presented the claim to the City and, if the Contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so.

7. Waiver of Provisions. A waiver of the rights granted by Public Contract Code Section 9204 is void and contrary to public policy, provided, however, that (1) upon receipt of a Claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) the City may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of Public Contract Code Section 9204, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2505-4636
TITLE
Approval of General Service Contract No. C26194766 with Securitas Technology Corporation, Utilizing Sourcewell Cooperative Agreement No. 121024-SCS, to Procure Fire Alarm Systems Monitoring, Inspection, Testing, Repair, and Related Services for a Period of Four Years in the Not-To-Exceed Amount of $404,646; CEQA Status – Not a Project

RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C26194766 with Securitas Technology Corporation for fire alarm systems monitoring, inspection, testing, repair, and related services for a four-year contract term in the not-to-exceed amount of $404,646, which includes $276,000 for monitoring, inspection, and testing services and $128,646 for repairs, upgrades, and parts due to misuse, vandalism, and other unforeseen circumstances not covered by the maintenance agreement.

BACKGROUND
There are twenty-eight City facilities with fire alarm systems. The National Fire Protection Association (NFPA) requires monitoring, inspection, and testing of all the City’s fire alarm systems. Securitas Technology Corporation currently provides 24/7/365 fire alarm system monitoring, inspection, testing, and repair services for the City’s 28 facilities. In the early 1990s, fire alarm services for the City were provided by Honeywell, who provided and installed some of the City’s fire alarm panels that are still in use today. In 2005, Stanley Security acquired Honeywell’s fire alarm division, including their monitoring centers, Honeywell trained technicians, and Original Equipment Manufacturer (OEM) parts supply chain. This allowed for uninterrupted service for the City’s fire alarm systems. In 2022, Stanley Security was purchased by Securitas Technology Corporation. The City has continued to receive uninterrupted fire alarm services from Securitas Technology Corporation. Previous contract renewals have been accomplished by using a Sole Source Exemption from Competitive Solicitation because of proprietary fire alarm panels and the excessive costs of reprogramming all fire alarm panels to a new Central Station monitoring company.

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ANALYSIS
Procurement Process
The four-year Pricing Sheet (Attachment A) is issued pursuant to Sourcewell Cooperative Purchasing Agreement # 121024, dated March 19, 2025. The scope of work includes 24/7/365 monitoring and annual fire alarm system inspection and testing for all 28 City facilities. The scope of work also includes additional services, which include repairs, upgrades, and parts replacement due to vandalism, and other unforeseen circumstances not covered by the maintenance agreement.

Per Palo Alto Municipal code 2.30.360(j), the City can take advantage of cooperative purchasing agreements provided: (i) the services are solicited using methods substantially similar to those required under the Municipal Code, as determined by the Procurement Officer; and (ii) the contract is consistent with the requirements under the Municipal Code. Sourcewell provides discounts for government entities purchasing fire alarm monitoring, testing, and repair service.

The cooperative purchasing agreement contract was competitively solicited and publicly awarded through the cooperating purchasing organizations and the purchase orders are consistent with the requirements of the Municipal Code. Cooperative purchasing programs allow government organizations to use a single solicitation with the best value and favorable terms and conditions. Using a new contractor, rather than taking advantage of the Sourcewell agreement, would require reprogramming all the fire alarm panels to a new Central Monitoring Center at an estimated cost of $2,000 to $3,000 per panel.

Cost Comparison to Prior Contract
The last three-year Purchase Order with Stanley Security Solutions totaled $142,181 and ended on February 10, 2023. The new four-year Sourcewell contract amount with Securitas Technologies is higher as new City buildings, such as the Public Safety Building, City Hall, Fire Station 3, Junior Museum and Zoo, and Sherman Garage have been added to the new contract.

Prevailing wage rates are now included in the new contract as well which contributes to the increased cost. This new contract also includes an increase in Additional Services funding due to the aging fire alarm systems. A required semi-annual inspection was added at each location as well as part of the new contract, which is also a factor in the increased cost.

FISCAL/RESOURCE IMPACT
Funding for Year 1 of this contract is included in the Fiscal Year 2026 Adopted Operating budgets for the Public Works Department, and Office of Transportation in the University Avenue and California Avenue Parking District Funds1. Appropriations for subsequent contract years will be determined through the annual budget development process and are subject to 1 Securitas General Services Contract for Fire Alarm Maintenance C26194766; https://www.paloalto.gov/files/assets/public/v/1/public-works/public- services/contracts/c26194840_sercuritas_4-yr_maint_halfexec.pdf Item 10
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Council approval. The following table shows the breakdown of the annual cost per department as well as the total cost of the contract:

Term Annual Cost PWD OOT
Year 1 $ 96,721 $ 80,278 $ 16,443 Year 2 $ 99,623 $ 82,687 $ 16,936 Year 3 $ 102,612 $ 85,168 $ 17,444 Year 4 $ 105,690 $ 87,723 $ 17,967 Total $404,646 $335,856 $68,790

STAKEHOLDER ENGAGEMENT
Staff and the public will be notified if testing or repair work will be disruptive to their use of workspaces or parking facilities.

ENVIRONMENTAL REVIEW
This contract is categorically exempt from the California Environmental Quality Act (CEQA) under Sections 15301 of the CEQA guidelines as maintenance to an existing facility and no further environmental review is necessary.

ATTACHMENTS
Attachment A: Securitas - Sourcewell Four-Year Pricing Sheet for Fire Alarm Systems Monitoring, Inspection, Testing, and Repair
APPROVED BY:

Brad Eggleston, Director Public Works/City Engineer
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3800 Tabs Drive, Uniontown, OH 44683
Sourcewell Four-Year Pricing Sheet
Project Title: Fire Alarm Systems Monitoring, Inspection, Testing, and Repair Services under Sourcewell awarded contract # 121024-SCS
To: City of Palo Alto Facilities Management – Attention Dennis Huebner Contract Term: August 4, 2025, through August 3, 2029
Contract Year 1 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

1. Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$264.00 $0.00 $1,392.00 $1,656.00

2. Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$264.00 $388.80 $972.00 $1,624.80
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Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

3. Lot S/L Parking Garage
445 Bryant Street
Combined with the
Downtown Community
Center
445 Bryant Street
Water Flow – 7
Smoke detectors – 7
Control valves – 7
Manual pulls – 7
Horn/strobes – 7
Backflow switches – 2
Sump Pumps – 3
$744.00 $388.80 $1,392.00 $2,524.80

4. Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$264.00 $388.80 $492.00 $1,144.80

5. Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$264.00 $388.80 $492.00 $1,144.80

6. Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$552.00 $561.60 $4,176.00 $5,289.60

7. Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$264.00 $388.80 $708.00 $1,360.80
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Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

8. Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$264.00 $388.80 $708.00 $1,360.80

9. Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$264.00 $388.80 $972.00 $1,624.80

10. Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$264.00 $388.80 $972.00 $1,624.80

11. Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$264.00 $388.80 $2,784.00 $3,436.80

12. Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$264.00 $388.80 $492.00 $1,144.80

13. Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$264.00 $388.80 $1,392.00 $2,044.80
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Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

14. Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$264.00 $388.80 $972.00 $1,624.80

15. Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$264.00 $388.80 $1,392.00 $2,044.80

16. Jr. Museum & Zoo
1451 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Duct smoke detectors – 4
Control valves – 1
Manual pulls – 3
Strobes – 3
Horn/strobes – 46
Bell – 1
Backflow switches – 1
PIV – 1
$552.00 $388.80 $1,392.00 $2,332.80

17. Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$552.00 $388.80 $708.00 $1,648.80
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Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

19. Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$264.00 $388.80 $1,392.00 $2,044.80

20. Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$264.00 $388.80 $2,784.00 $3,436.80

21. Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$264.00 $0.00 $492.00 $756.00

22. Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$552.00 $388.80 $492.00 $1,432.80
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Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

23. College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$264.00 $388.80 $972.00 $1,624.80

24. Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$552.00 $388.80 $492.00 $1,432.80

25. Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$264.00 $388.80 $5,568.00 $6,220.80
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Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

26. Downtown Community
Center
445 Bryant Street
*COMBINED WITH Lot
S/L Parking Garage
445 Bryant Street
Water Flow – 1
Smoke detectors – 17
Heat detector – 1
Manual pulls – 6
Horn/strobes – 10
Smoke Duct Detectors - 3
$0.00 $0.00 $0.00 $0.00

27. Civic Center
250 Hamilton Avenue
$552.00 $561.60 $5,568.00 $6,681.60

28. Public Safety Building
250 Sherman Avenue
$552.00 $561.60 $5,568.00 $6,681.60

1. Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year One) $65,306.40

2. Repairs Budget: Straight Time Hourly Rate ___$205.00_____ x 150 Hours = $30,750.00 year 1

3. Payment and Performance Bond (Year One) $664.62

4. Grand Total for Year 1 $96,721.02
Year 1 Hourly Rates
Straight Time Prevailing Wage = $205.00
Overtime Prevailing Wage = $305.00
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment).

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Contract Year 2 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

1. Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$271.92 $0.00 $1,4336.76 $1,705.68

2. Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$271.92 $400.46 $1,001.16 $1,673.54
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Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

4. Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$271.92 $400.46 $506.76 $1,179.14

5. Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$271.92 $400.46 $506.76 $1,179.14

6. Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$568.56 $578.45 $4,301.28 $5,448.29

7. Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$271.92 $400.46 $729.24 $1,401.62
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Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

8. Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$271.92 $400.46 $729.24 $1,401.62

9. Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$271.92 $400.46 $1,001.16 $1,673.54

10. Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$271.92 $400.46 $1,001.16 $1,673.54

11. Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$271.92 $400.46 $2,867.52 $3,539.90

12. Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$271.92 $400.46 $506.76 $1,179.14

13. Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$271.92 $400.46 $1,433.76 $2,106.14
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
13 Packet Pg. 105 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

14. Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$271.92 $400.46 $1,001.16 $1,673.54

15. Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$271.92 $400.46 $1,433.76 $2,106.14

17. Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$568.56 $400.46 $729.24 $1,698.26
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
14 Packet Pg. 106 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

19. Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$271.92 $400.46 $1,433.76 $2,106.14

20. Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$271.92 $400.46 $2,867.52 $3,539.90

21. Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$271.92 $0.00 $506.76 $778.68

22. Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$568.56 $400.46 $506.76 $1,475.78
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
15 Packet Pg. 107 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

23. College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$271.92 $400.46 $1,001.16 $1,673.54

24. Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$568.56 $400.46 $506.76 $1,475.78

25. Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$271.92 $400.46 $5,735.04 $6,407.42
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
16 Packet Pg. 108 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

27. Civic Center
250 Hamilton Avenue
$568.56 $578.45 $5,735.04 $6,882.05

28. Public Safety Building
250 Sherman Avenue
$568.56 $578.45 $5,735.04 $6,882.05

1. Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Two) $67,265.51

2. Repairs Budget: Straight Time Hourly Rate ___$211.15_____ x 150 Hours = $31,672.50 year 2

3. Payment and Performance Bond (Year Two) $685.38

4. Grand Total for Year 2 $99,623.39
Year 2 Hourly Rates
Straight Time Prevailing Wage = $211.15
Overtime Prevailing Wage = $314.15
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment).

Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
17 Packet Pg. 109 of 461

Contract Year 3 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

1. Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$280.08 $0.00 $1,476.77 $1,756.85

2. Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$280.08 $412.48 $1,031.19 $1,723.75
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
18 Packet Pg. 110 of 461

Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

4. Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$280.08 $412.48 $521.96 $1,214.52

5. Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$280.08 $412.48 $1,214.52 $1,214.52

6. Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$585.62 $595.80 $4,430.32 $5,611.74

7. Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$280.08 $412.48 $751.12 $1,443.67
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
19 Packet Pg. 111 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

8. Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$280.08 $412.48 $751.12 $1,443.67

9. Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$280.08 $412.48 $1,031.19 $1,723.75

10. Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$280.08 $412.48 $1,031.19 $1,723.75

11. Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$280.08 $412.48 $2,953.55 $3,646.10

12. Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$280.08 $412.48 $521.96 $1,214.52

13. Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$280.08 $412.48 $1,476.77 $2,169.33
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
20 Packet Pg. 112 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

14. Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$280.08 $412.48 $1,031.19 $1,723.75

15. Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$280.08 $412.48 $1,476.77 $2,169.33

17. Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$585.62 $412.48 $751.12 $1,749.21
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
21 Packet Pg. 113 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

18. Fire Station 3
799 Embarcadero Rd
Water Flow – 1
Smoke detectors – 8
Heat detectors – 2
Carbon monoxide detectors – 5
Control valves – 1
Manual pulls – 4
Horn/strobes – 1
Bell – 1
OS&Y switches - 1
$280.08 $412.48 $751.12 $1,443.67
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

19. Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$280.08 $412.48 $1,476.77 $2,169.33

20. Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$280.08 $412.48 $2,953.55 $3,646.10

21. Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$280.08 $0.00 $521.96 $802.04
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
22 Packet Pg. 114 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

22. Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$585.62 $412.48 $521.96 $1,520.06

23. College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$280.08 $412.48 $1,031.19 $1,723.75

24. Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$585.62 $412.48 $521.96 $1,520.06

25. Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$280.08 $412.48 $5,907.09 $6,599.65
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
23 Packet Pg. 115 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

27. Civic Center
250 Hamilton Avenue
$585.62 $595.80 $5,907.09 $7,088.51

28. Public Safety Building
250 Sherman Avenue
$585.62 $595.80 $5,907.09 7,088.51

1. Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Three) $69,283.57

2. Repairs Budget: Straight Time Hourly Rate ___$217.48_____ x 150 Hours = $32,622.00 year 3

3. Payment and Performance Bond (Year Three) $706.15

4. Grand Total for Year 3 $102,611.72
Year 3 Hourly Rates
Straight Time Prevailing Wage = $217.48
Overtime Prevailing Wage = $323.57
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment).

Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
24 Packet Pg. 116 of 461

Contract Year 4 (*terms to state that the rates will escalate at 3% each year during this contract term) Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

1. Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$288.48 $0.00 $1,521.08 $1,809.56

2. Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$288.48 $424.85 $1,062.13 $1,775.46
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
25 Packet Pg. 117 of 461

Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

4. Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$288.48 $424.85 $537.62 $1,250.95

5. Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$288.48 $424.85 $537.62 $1,250.95

6. Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$603.19 $613.68 $4,563.23 $5,780.09

7. Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$288.48 $424.85 $773.65 $1,486.98
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
26 Packet Pg. 118 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

8. Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$288.48 $424.85 $773.65 $1,486.98

9. Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$288.48 $424.85 $1,062.13 $1,775.46

10. Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$288.48 $424.85 $1,062.13 $1,775.46

11. Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$288.48 $424.85 $3,042.15 $3,755.48

12. Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$288.48 $424.85 $537.62 $1,250.95

13. Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$288.48 $424.85 $1,521.08 $2,234.41
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
27 Packet Pg. 119 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

14. Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$288.48 $424.85 $1,062.13 $1,775.46

15. Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$288.48 $424.85 $1,521.08 $2,234.41

17. Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$603.19 $424.85 $773.65 $1,801.69
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
28 Packet Pg. 120 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

19. Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$288.48 $424.85 $1,521.08 $2,234.41

20. Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$288.48 $424.85 $3,042.15 $3,755.48

21. Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$288.48 $0.00 $537.62 $826.10

22. Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$603.19 $424.85 $537.62 $1,565.66
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
29 Packet Pg. 121 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

23. College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$288.48 $424.85 $1,062.13 $1,775.46

24. Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$603.19 $424.85 $537.62 $1,565.66

25. Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$288.48 $424.85 $6,084.30 $6,797.64
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
30 Packet Pg. 122 of 461

Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs

27. Civic Center
250 Hamilton Avenue
$603.19 $613.68 $6,084.30 $7,301.16

28. Public Safety Building
250 Sherman Avenue
$603.19 $613.68 $6,084.30 $7,301.16

1. Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Four) $71,362.03

2. Repairs Budget: Straight Time Hourly Rate ___$224.01_____ x 150 Hours = $33,601.50 year 4

3. Payment and Performance Bond (Year Four) $726.92

4. Grand Total for Year 4 $105,690.45
Year 4 Hourly Rates
Straight Time Prevailing Wage = $224.01
Overtime Prevailing Wage = $333.28
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct purchase price. This will be applicable for any necessary equipment (including rental equipment).

Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair

Item 10: Staff Report
Pg.
31 Packet Pg. 123 of 461

Cost Summary for Four-Year Contract

1. Grand Total for Year One $96,721.02

2. Grand Total for Year Two $99,623.39

3. Grand Total for Year Three $102,611.72

4. Grand Total for Year Four $105,690.45

5. Grand Total for All Four Contract Years $404,646.58
Attachment 1
City of Palo Alto Specific Scope of Work Requirements
Scope of Work:

1. Provide 24/7/365 monitoring of all fire alarm systems.

2. Provide semi-annual inspections and testing for all fire alarm systems.

3. Provide annual inspections and testing for all fire alarm systems.

4. Provide deficiencies repairs for all fire alarm systems.

5. Provide as needed repair services throughout the year for all fire alarm systems.

Details of Work Performed:

1. All inspections, testing, and repair services will be done in accordance with the 2025 Edition of NFPA-72 chapter 14.

2. Contractor will use the standard NFPA inspection forms.

3. No fire alarm systems are UL certified.

4. Email copies of all competed inspections and testing forms within three business days to Dennis Huebner at [email protected] and Joshua Rivas at [email protected].

5. Email proposals for deficiencies within five business days to Dennis Huebner, [email protected].

6. Contractor will have a 24/7 emergency service call number.

7. Contractor will respond to service calls within one business day.

8. Preferred billing frequency will be quarterly. Invoices will be separated per location. Preferred method of invoicing will be to divide the total annual costs for monitoring and inspection and testing per location by four equal payments.

Email all invoices to Joshua Rivas at [email protected] and Dennis Huebner at [email protected].

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Buildings Included in Scope of Work
Building Address

1. Downtown Library 270 Forest Avenue

2. Parking Garage
Lot R 528 High Street

3. Parking Garage
Lot S/L *COMBINED WITH #26 445 Bryant Street

4. Parking Garage
Lot J 520 Webster Street

5. Ted Thompson Parking Garage 275 Cambridge Ave

6. Sherman Ave. Parking Garage 350 Sherman Ave

7. Golf Course 1875 Embarcadero Rd

8. Utilities Control Center 3241 East Bayshore Rd

9. Municipal Service Center Building A 3201 East Bayshore Rd

10. Municipal Service Center Building B 3201 East Bayshore Rd

11. Municipal Service Center Building C 3201 East Bayshore Rd

12. Baylands Interpretive Center 2775 Embarcadero Rd

13. Lucie Stern Community Center 1305 Middlefield Rd

14. Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd

15. Lucie Stern Children’s Theatre 1305 Middlefield Rd

16. Jr. Museum & Zoo 1451 Middlefield Rd

17. Children’s Library 1276 Harriett Street

18. Fire Station 3 799 Embarcadero Rd

19. Art Center 1313 Newell Rd

20. Rinconada Library 1213 Newell Street

21. Pets In Need – Main Buildings 3281 East Bayshore Rd

22. Pets In Need – Modular Building 3281 East Bayshore Rd

23. College Terrace Library 2300 Wellesley St

24. Fire Station 8 3300 Page Mill Rd

25. Mitchell Park Library and Community Center 3700 Middlefield Ave

26. Downtown Community Center *COMBINED WITH #3 445 Bryant Street 27 Civic Center 250 Hamilton Avenue
28 Public Safety Building 250 Sherman Avenue
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Scheduling:

1.Inspections will occur every three months and will be done within the first two weeks of each inspection month. The inspection months will be February, May, August, and November. Below, the buildings have been divided into two groups. During the first inspection the contractor will perform an Annual Fire Alarm Inspection for all buildings in Group 1. During the second inspection the contractor will perform an Annual Fire Alarm Inspection for all buildings in Group 2. During the third inspection the contractor will perform a Semi-Annual Fire Alarm Inspection for all buildings in Group 1. During the fourth inspection contractor will perform a Semi-annual Fire Alarm Inspection for all buildings in Group 2.

Group 1

1. Downtown Library

2. Parking Garage
Lot R

3. Parking Garage
Lot S/L

26. Downtown Community
Center

4. Parking Garage
Lot J

5. Ted Thompson
Parking Garage

6. Sherman Ave. Parking
Garage

7. Golf Course

8. Utilities Control Center

9. Municipal Service
Center Building A

10. Municipal Service
Center Building B

11. Municipal Service
Center Building C

12. Baylands Interpretive
Center

27. Civic Center
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Group 2

13. Lucie Stern
Community Center

14. Lucie Stern
Community Theatre
and Scene Shop

15. Lucie Stern Children’s
Theatre

16. Jr. Museum & Zoo

17. Children’s Library

18. Fire Station 3

19. Art Center

20. Rinconada Library

21. Pets In Need – Main
Buildings

22. Pets In Need –
Modular Building

23. College Terrace
Library

24. Fire Station 8

25. Mitchell Park Library
and Community
Center

28. Public Safety Building

2. The contractor will schedule all inspections one week prior to the start of the inspection date with the Facilities Management Division.

Notifications:

1. When required to do so by a Municipal Code, contractor will notify the local fire authority having jurisdiction in advance of the work start date.

2. Contractor will also notify the local Fire Communications Center and any applicable Central Office Alarm company when conducting system testing and/or repairs.

3. Facilities Management is responsible for notification of all occupants of the property subject to inspection and testing.

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Deficiencies and Corrections:

1. Contractor will note deficiencies found during the inspections on the inspection sheet.

2. Minor repairs of less than $500 (labor and materials per system) do not need prior approval of Facilities Management and should be done immediately.

3. Send a proposal for repairs exceeding $500 to Facilities Management within five business days after inspection.

Designated City Representatives:

1. All communications and interface, including written correspondence by the Contractor, will be with Facilities Management in the Public Works Department 3201 East Bayshore Road, Palo Alto, CA 94303

2. Project Managers: Dennis Huebner. Phone: (650) 496-6970. Email: [email protected] Maurice Ruyter. Phone: (650) 496-6915. Email: [email protected] Bonds Required
Within ten (10) business days of issuance of the Notice of Award, Contractor shall furnish City a Performance Surety Bond, and Payment Surety Bond. Both bonds will be in the amount of 100% of the Contract Sum.

Utilities
The Contractor may have access to the normal use of building utilities in the performance of the work.

Storage of Materials and Equipment
Contractor is solely responsible for the storage of all equipment and materials.

Waste Disposal
Contractor will be responsible for all hauling and waste disposal. Hazardous materials and other materials shall be disposed of according to all codes, laws and regulations. Contractor will comply with all City recycling requirements. Contractor will not use any City trash containers for disposal of any material connected with this project.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: August 18, 2025
Report #:2507-4966
TITLE
Approval of Purchase Order C26195602 with Carahsoft Technology Corporation to Procure DocuSign eSignature Software for a One-Year Term Not-To-Exceed Amount of $145,180; CEQA status - Not a project

RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee to execute Purchase Order C26195602 with Carahsoft Technology Corporation, utilizing an OMNIA cooperative contract no. R2403031, to procure DocuSign eSignature software for a one- year term through July 31, 2026, with a total Not-To-Exceed amount $145,180.

BACKGROUND
City of Palo Alto implemented DocuSign’s digital signature services on April 30, 2015, to improve operational efficiency by enabling digital signatures, electronic forms, and workflow automation.

In July 2018, the City leveraged the State of California Multiple Award Schedules (CMAS) contract with Carahsoft Technology Corporation to secure DocuSign services at approximately 50% off the list price, benefiting from pre-negotiated terms and conditions. This purchase was made under PAMC section 2.30.360(j), utilizing a CMAS cooperative purchasing agreement.

The City continued to renew DocuSign services through CMAS in 2019, 2020, and 2021. On September 27, 2021, City Council authorized Purchase Order C22183161 with Carahsoft for a three-year term (August 23, 2021 – August 22, 2024), with annual fees of $126,753 and a not- to-exceed amount of $380,258 (CMR 1348222).
1 OMNIA Cooperative Purchasing Agreement: https://www.omniapartners.com/suppliers/carahsoft/public- sector/contract-documents#contract-2098
2 September 27, 2021 Report, Item #6, page 67, is available to view at https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=3307&compileOutputType= 1 Item 11
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Most recently, on September 9, 2024, City Council approved Purchase Order C25192371 with Carahsoft under OMNIA cooperative contract no. 23-6692-0115 to extend DocuSign services through August 2025, in an amount not-to-exceed $125,965 (CMR 2408-33756).

ANALYSIS
DocuSign transformed document handling processes, enabling staff to review and approve documents from any device, thereby reducing turnaround times and enhancing productivity.

DocuSign's tracking capabilities streamlined the review and approval process by providing real- time visibility into the status of documents, minimizing the need for manual follow-ups.

With a 25,000-envelope allowance each term year, the City experienced widespread adoption and consistent use of DocuSign across departments. Over the past three years, total envelope usage was 2023: 20,671 envelopes; 2024: 25,480 envelopes; and 2025: 26,152 envelopes, reflecting year-over-year growth of 23% from 2023 to 2024 and 2.6% from 2024 to 2025. June was often a peak month with the highest usage. The platform supports internal and external collaboration, with 39,324 internal signings and 14,317 external signings recorded between August 14, 2024, and July 21, 2025. Signer counts exceed total envelope counts because many envelopes require signatures from multiple parties.

A project to evaluate alternative electronic signature solutions is underway to maximize cost- effective use of e-signatures and to provide alternate tools for document approvals. During this one-year term, staff will analyze DocuSign usage and costs, review comparable platforms, and assess their functionality and cost. If a more cost-effective solution is identified, maintaining access to DocuSign for the year will ensure a smooth transition, allowing some time for implementation and user training on the new platform. The project is in progress with an estimated completion date of May 2026.

FISCAL/RESOURCE IMPACT
Funding for this purchase order in FY 2026 is within budgeted levels adopted by the City Council in the Informational Technology Department, no additional funding is requested.

The Information Technology Department (ITD) is funded by an Internal Service Fund (ISF) that allocates costs to other funds across the City to provide technology-related services to other City departments and funds. Approximately 45% of the services provided are for the General Fund with the remaining 55% for other funds such as Enterprise, special revenue, and other internal service funds.

5 OMNIA Cooperative Purchasing Agreement: https://www.omniapartners.com/suppliers-files/A- D/Carahsoft_Technology_Corp/Contract_Documents/23-6692-01/23-6692-01_Carahsoft_MAD.pdf 6 September 9, 2024 Report, Item #11, is available to view at https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14393 Item 11
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STAKEHOLDER ENGAGEMENT
The services were coordinated with internal stakeholders and the vendor. ITD met with other City departments to collect their business needs for an electronic signature platform and documented their must-have features. Other available solutions meeting these requirements and features will be evaluated during this one-year period.

ENVIRONMENTAL REVIEW
The approval is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(b)(3).

ATTACHMENTS
Attachment A: Purchase Order C26195602 with Carahsoft Technology Corp APPROVED BY:

Darren Numoto, Chief Information Officer
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This City of Palo Alto (City) Purchase Order agreement (PO) is entered into by and between City and CARAHSOFT, an authorized reseller of DocuSign, pursuant to OMNIA Coop Contract #R240303.

Notwithstanding Coop contract or any other document, this Purchase Order shall be exclusively governed in accordance with the laws of the state of California, without regard to the conflict of laws principles thereof.

TERM:

August 1, 2025 through July 31, 2026
This PO hereby attaches and incorporates the following contract documents into this PO by reference as though fully set forth herein:

1. R240303 Carahsoft MAD

2. Carahsoft RFP

3. R240303 Carahsoft Pricing

4. CarahSoft Docusign Quote 58281526

5. City of Palo Alto Purchase Order Terms and Conditions (Service) 0010 eSignature Enterprise Pro for State and 119,000 USD 1.00 119,000.00 DSI-0000488 eSignature Enterprise Pro for State and Local Government - Envelope Qty 28,000
DocuSign, Inc. - DSI-0000488
Vendor Address
CARAHSOFT TECHNOLOGY CORP.
11493 SUNSET HILLS ROADS SUITE 100
RESTON VA 20190
Tel: 1-888-662-2724 Fax: 703-871-8505
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
Chief Procurement Officer
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.

DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment.

INVOICE - A separate invoice is required for each order. Send to address indicated above.

City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Council Approve Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING

PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number C26195602
Date 07/31/2025
Vendor No. 106008
Payment Terms Payment Due 30 days
FOB Point Services Only
Ship via Services as requested by CTY
Term 08/01/2025 - 07/31/2026
Buyer/Phone Alice Harrison / 650-329-2173
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER

ARRANGEMENTS ARE INDICATED HEREIN

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Start Date: 08/01/2025
End Date: 07/31/2026
0020 Enterprise Premier Support 22% of Recurr 26,180 USD 1.00 26,180.00 APT-0148 Enterprise Premier Support 22% of Recurring Fees (22% of List Price per $100 of List License Fees)
DocuSign, Inc. - APT-0148
Start Date: 08/01/2025
End Date: 07/31/2026
-------------------------
Sub-Total 145,180.00
Vendor Address
CARAHSOFT TECHNOLOGY CORP.
11493 SUNSET HILLS ROADS SUITE 100
RESTON VA 20190
Tel: 1-888-662-2724 Fax: 703-871-8505
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
Chief Procurement Officer
Total 145,180.00
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.

INVOICE - A separate invoice is required for each order. Send to address indicated above.

ARRANGEMENTS ARE INDICATED HEREIN

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: August 18, 2025
Report #:2506-4779
TITLE
Approval of Professional Service Contract C26194516 with Interweave Production Group with Not-To-Exceed Amount of $280,170, for a Term of Three Years, CEQA Status – Not a Project.

RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or designee to execute Contract C26194516 (Attachment A) with Interweave Production Group to procure audio/visual (AV) support services for a three-year term (August 1, 2025, to July 30, 2028) and a total not-to- exceed (NTE) amount of $280,170, including $254,700 for basic service and $25,470 for additional service).

BACKGROUND
The City first awarded a contract to Interweave on May 19, 2005, following a competitive solicitation process and in March 2012 another competitive solicitation was performed and Interweave was selected. Below is a summary of the contract history with this service provider:
Contract S12142626A (2/10/2012 – 12/4/2014), NTE $210,600 Contract S16160735 (1/1/2016 – 12/31/2018) and Amendment No. 1 (extends term to 3/31/2019), NTE $254,700
Contract S19174432 (8/1/2019 – 7/31/2022), exempted from solicitation per PAMC

2.30.360(b2) and Amendment No. 1 (extends term to 7/31/2025), NTE $509,400 Demonstrating pricing consistency and value over time, Interweave’s monthly fees have not increased since 2016; this pricing remains consistent in the recommended contract terms.

ANALYSIS
The recommended three-year contract continues AV production support for all regular and special City Council meetings and includes on-call emergency response, routine maintenance, and professional consulting regarding AV infrastructure. Pre-meeting setup and live broadcast support
Support for lobby digital displays
24/7 emergency response within one hour
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Maintenance and upgrades for AV equipment in City Hall Professional consulting for future AV improvements
Ad hoc services for departments outside IT
An exemption from competitive solicitation was approved by the City Manager under PAMC

2.30.360(b)(2). Interweave has supported the City’s AV needs since 2005, providing reliable and consistent service for weekly Council meetings, Mayor’s Address, and Council Retreats. Their familiarity with the City’s AV infrastructure allows fast response and high-quality performance, especially in emergencies. A new vendor would require significant time for onboarding, training, and ramp-up. Interweave was previously selected through competitive RFP processes and has maintained stable pricing since 2016.

During the term of this contract, the Information Technology Department (ITD) will perform an assessment of AV and public meeting support requirements. This assessment will guide the City on the appropriate procurement path moving forward with the intention to identify a recommended service provider prior to the conclusion of this contract.

FISCAL/RESOURCE IMPACT
Funding for this contract in FY 2026 is within budgeted levels adopted by the City Council; no additional funding is requested. Funding for subsequent years of the contract will be subject to approval through the annual budget development process. The Information Technology Department is funded by an internal service fund. Approximately 49% of the department is General Fund funded with the remaining 51% funded by enterprise and special revenue funds.

STAKEHOLDER ENGAGEMENT
ITD and City Clerk’s Office collaborate closely to ensure the successful hosting, broadcasting, and recording of public meetings, including weekly City Council hearings and boards and commissions. Interweave Production Group has been a consistent and reliable partner in this effort. City staff expressed high levels of satisfaction with Interweave’s performance, particularly in their responsiveness, professionalism, and deep familiarity with the City’s AV systems. City support staff are well-trained in working alongside Interweave, which contributes to smooth public broadcasts and minimizes technical disruptions during live meetings.

ENVIRONMENTAL REVIEW
The approval of this contract is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(c)(3) because it can be seen that there is no possibility that the activity in question may have a significant effect on the environment.

ATTACHMENTS
Attachment A: Interweave Production Group, Contract C26194516 APPROVED BY: Darren Numoto, Chief Information Officer
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Professional Services
Rev. Oct 16,2024

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Palo Alto City CouncilAugust 18, 2025

Palo Alto City Council
August 18, 2025