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
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
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