Vers.: Aug. 5, 2019
AMENDMENT NO. 1 TO CONTRACT NO. C25192924
BETWEEN THE CITY OF PALO ALTO AND
CONCORDIA, LLC
This Amendment No. 1 (this “Amendment”) to Contract No. C25192924 (the “Contract” as defined below) is entered into as of December 1, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation ( “CITY”), and CONCORDIA, LLC , a Louisiana Limited Liability Company , located at 2016 Oretha Castle Haley Boulevard, New Orleans, LA 70113 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision to re-engage the community and develop a master plan for the Cubberley site , as detailed therein.
B. The Parties now wish to amend the Contract in order to (1) add to the Scope of Services, and (2) increase the total not-to-exceed compensation amount by Sixty -Five Thousand Dollars ($ 65,000) from Six Hundred Thirty- One Thousand Ni ne Hundred Sixty- Six Dollars ($631,966) to a new not -to-exceed compensation amount of Six Hundred Ninety Six Thousand Nine Hundred Sixty-Six Dollars ($696,966), as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
Contract. The term “Contract” shall mean C ontract No. C25192924 between CONSULTANT and CITY, dated December 2, 2024.
a. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to read as follows:
“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 Six Hundred Fifty Thousand Eight Hundred Sixty Dollars ($650,860). 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.
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
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 Forty-Six Thousand One Hundred and Six Dollars ($46,106) 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 Six Hundred Ninety-Six Thousand Nine Hundred Sixty-Six Dollars ($696,966), as detailed in Exhibit C.
“Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4.
CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A -1, entitled “PROFESSIONAL S ERVICES 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.
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 to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. 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 3. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/ are hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “ SCOPES OF SERVICES, AMENDMENT NO. 1 ”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “C” entitled “ COMPENSATION, AMENDMENT NO. 1 ”, AMENDED, REPLACES PREVIOUS.
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the P arties have by their duly authorized representatives executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
CONCORDIA, LLC
Officer 1
By:
Name:
Title:
Officer 2
By:
Name:
Title:
Attachments:
Exhibit “A” entitled “SCOPES OF SERVICES, AMENDMENT NO. 1”, AMENDED,
REPLACES PREVIOUS
Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 1”, AMENDED, REPLACES
PREVIOUS
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Partner
Bobbie Hill
Steven Bingler
CEO
Vers.: Aug. 5, 2019
EXHIBIT A
SCOPES OF SERVICES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
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.
This Agreement reinitiates master planning for the Cubberley site, building on work completed in 2017 with Concordia (Consultant). For continuity and efficiency, the City is re-engaging with Concordia for this work as they has a keen understanding of the Cubberley facility, neighborhood, and community and are well-positioned to build upon their previous plan. Making the 2026 ballot will require an expedient process to identify which elements of the Cubberley Concept Plan remain relevant while re-engaging the community and completing the appropriate level of CEQA analysis.
Concordia was awarded a contract in 2018 after a competitive bid process to complete a community engagement effort and master plan for Cubberley, in partnership with the Palo Alto Unified School District (PAUSD). For context, the Cubberley site is partially owned by the city (8 acres) and partially owned by the school district (27 acres). At that time, the concept was to build a community center on the City’s land and shared use buildings on the school district’s land.
The master plan was completed in November 2019 but due to a change in priorities for PAUSD the master plan was never adopted by the City Council. Since that time, the City and PAUSD have negotiated a deal by which the City will purchase 7 acres of land at the Cubberley site from the school district. The City’s intent is to re-develop the property with a new community center.
On October 7, 2024 the City Council approved a Memorandum of Understanding with PAUSD to purchase the land and complete a master development plan for the site.
The master plan, including CEQA review must be completed by March 2026. Consultant should expect to complete the master plan by December 31, 2025 to ensure there is adequate time to complete CEQA and obtain City Council approval.
Task 1: Project Administration
Consultant will manage the project efficiently to meet project milestones and schedule.
Consultant will work with City staff to finalize a detailed schedule of work including which tasks can be conducted in parallel, critical path tasks, key decision points and frequency of regular Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
project team meetings/conference calls. All existing information that will be provided by the City will be identified in this task.
Meetings to Include:
• Regular bi-weekly coordination calls with City staff (virtual) Deliverables:
• Request for information
Task 2: Review 2019 Cubberley Concept Plan (Concept Plan) and Identify Gaps Consultant will review the previous Concept Plan and related documents (program document, community asset evaluation, and needs assessment) and identify which elements need to be revisited with City staff and/or the community. Consultant will then review the community’s current recreational, educational, and cultural assets to identify opportunities for the community center that address community preferences and fill existing gaps in services and programs, while maximizing public resources. The gaps and opportunities identified here will be used to develop the community and stakeholder engagement plan.
Meetings to Include:
• None
Deliverables:
• Memo to City staff summarizing results of Task 2
Task 3: Develop Community and Stakeholder Engagement Plan Consultant will develop a community and stakeholder engagement plan that will guide community outreach during the Master Plan process, including timing, method of engagement, and the number and format of workshops and community meetings. This task will build upon the data and information collected during the previous community engagement process.
Consultant will obtain approval from City staff on the Plan.
Meetings to Include:
• Consultant/City review of Draft Stakeholder and Community Engagement Plan Deliverables:
• Draft Stakeholder and Community Engagement Plan
• Final Stakeholder and Community Engagement Plan
Task 4: Implement the Community and Stakeholder Engagement Plan Consultant will implement the approved plan developed in Task 3 and confirm or revise the following:
a. Community Asset Evaluation and Needs Assessment
b. Vision, Goals and Opportunities
c. Type and placement of indoor and outdoor community center and recreation facilities and amenities
d. Preferred programming and spatial needs
Meetings to Include:
• Workshops and community meetings identified in the Engagement Plan Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
Deliverables:
• Consultant will document the results of workshops and meetings • Programming Document
Task 5: Conceptual Designs
Consultant will work collaboratively with the City and community to develop three conceptual designs for a community center at Cubberley to include facility layout detailing how the site will support programming. The designs will reflect input received from the community and will build upon the 2019 concept plan. Each conceptual design will illustrate the arrangement of different program elements such as recreation, and wellness and multi-purpose, and flexible spaces. These conceptual designs will include illustrative 3D design work communicating how the buildings would house the program and relate to one another and the surrounding area. This level of design will communicate the function, form, and major relationships between the site elements pursuant to the program. The scenarios will be presented to City staff, the community, commissions, and City Council for review.
Meetings to Include:
• Workshops and community meetings identified in the Engagement Plan Deliverables:
• Three conceptual designs in electronic, print and display formats • Presentations to Parks and Recreation Commission, Planning and Transportation Commission, and City Council on facility and program concepts
Task 6: Phase 1 site plan development
Design for flexibility to complete or indefinitely pause after construction of Phase 1 and Site improvements. Include renovation for the remainder of the site. The Design Team will provide a plan for the following Phase 1 elements:
• Phase 1 New Construction:
o Recreation and Wellness
o Education and Enrichment
o Performing Arts
o Site work
• Phase 1 Renovations:
o Theatre – Renovate for use by community groups
o Pavilion – Renovate for use by theater companies and larger productions o Building I – Renovate for program uses
• Site plan design for the remaining site which may include renovation and programming of the following buildings and surrounding site:
o Auditorium
o Buildings S, T, U, V
o Buildings C, D, E, F, FH, H
Design Option: New Construction vs Renovation and Parking Strategy: Extend duration of three design options past Meeting 2 for consideration and feedback from stakeholders. • Design Option 1: Renovate the existing three concrete frame structures on campus: Building I, Theatre and Pavilion.
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
• Design Option 2 is to demo these structures and replace these program spaces with new construction buildings.
• Design Option 3: Study Underground vs Above Grade parking systems
Design Option: Theatre District: Concordia will revise the Master Plan to accommodate plans to renovate the existing Pavilion and Theatre structures as Performing Arts spaces.
Meetings to Include:
• Up to two (2) Ad Hoc Committee meetings and preparation • Up to four (4) other Commission meetings and preparation
Deliverables:
Site Plan Design Options:
• Phase 1 development
• Site plan and programming revisions resulting from Theatre District plans • Renovation vs New construction studies for Building I, Theatre, Pavilion
Task 7: Draft Cubberley Master Plan Report
Consultant will develop a Draft Master Plan Report based on the preferred conceptual design from Task 5. The draft Master Plan will include phasing scenarios for site and facility reconstruction and cost estimates for each phase. The Draft Master Plan report will also address opportunities and constraints related to connectivity of the community center to nearby schools, neighborhoods, and other community facilities. Consultant will present the draft report to various commissions and the City Council. Consultant and City staff will determine if meetings should be attended in person or virtually.
Meetings to Include:
• City Staff (presentation)
• Parks and Recreation Commission
• Planning and Transportation Commission
• City Council
Deliverables:
• City staff study sessions: presentation and summary
• Presentation to Parks and Recreation Commission, Planning and Transportation Commission, and City Council
• Administrative Draft Master Plan Report
• Public Draft Master Plan Report
Task 8: Community Master Plan Review Meeting
After completing the Public Draft Master Plan report in Task 6, Consultant will design a community-wide review meeting to solicit feedback on the Draft Master Plan Report and the site’s conceptual design. Residents will have the opportunity to give feedback and make final recommendations on the plan development.
Meetings to Include:
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
• Community Meeting
Deliverables:
• Community Meeting activities, presentations, facilitation, summary
Task 9: California Environmental Quality Act (CEQA) Support Consultant will support the City’s consultant that will conduct the CEQA review process.
Specifically, this includes coordination and support for CEQA consultant, including requested design narrative, drawings, diagrams, and other design-related materials.
Meetings to Include:
• None
Deliverables:
• None
Task 10: Final Cubberley Master Plan
Based on the combined input of City Boards, Commissions, City Council, District Board of Education and the community, consultant and the Staff Project Team will identify the necessary revisions and update the Draft Master Plan Report to reflect the input received. The site’s conceptual design will be revised in parallel as part of this effort. This revised document will be finalized as the Revised Draft Cubberley Master Plan. This version of the document will be presented to the City’s Commissions for their review and recommendations and to City Council for adoption.
Meetings to Include:
• Project Team Meeting
• Parks and Recreation Commission Study Session
• City Council Meeting
• Additional City Commission meetings, if needed
Deliverables:
• Project Team meeting agenda, presentation, and summary • Attendance, activities, presentations, facilitation, and summaries at the following meetings:
• Project Team Meeting (teleconference)
• Parks and Recreation Commission Meeting
• City Council Meeting
• Additional City Commission meetings as needed (Architectural Review Board and/or Planning and Transportation Commission)
• Final Cubberley Master Plan
Additional Services:
Additional Services for the Cubberley Master Plan may include: additional community meetings; commission, council, or other public meetings; any further work outside the work detailed in the project scope that is necessary to complete the project.
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
EXHIBIT C
COMPENSATION, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below.
Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth 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.
BUDGET SCHEDULE
TASK NOT TO EXCEED AMOUNT
Task 1
(Project Administration)
$41,325
Task 2
(Review 2019 Cubberley Concept Plan (Concept Plan) and
Related Documents)
$16,250
Task 3
(Develop a Stakeholder & Engagement Plan)
$33,570
Task 4
(Implement Stakeholder and Community Engagement
Plan)
$130,300
Task 5
(Conceptual Designs)
$97,210
Task 6
(Phase 1 Site Plan Development)
$98,000
Task 7
(Draft Cubberley Master Plan Report)
$34,150
Task 8
(Community Master Plan Review Meeting)
$44,650
Task 9
(California Environmental Quality Act (CEQA) Review)
$21,130
Task 10
(Final Cubberley Master Plan)
$42,470
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Vers.: Aug. 5, 2019
Allowances
(Transportation Study- Revised, Sustainability Report,
Cost Estimate, Renderings, Risk Analysis)
$62,665
Sub-total for Services $621,720
Reimbursable Expenses (if any) $29,140
Total for Services and Reimbursable Expenses $650,860
Additional Services (if any, per Section 4) $46,106
Maximum Total Compensation $696,966
INITIAL DEPOSIT
Once the contract is fully executed an initial deposit of $5,000 will be due to as a minimum payment under this Agreement. This deposit shall be applied as a credit to the invoice(s) that follow it until it is depleted.
ALLOWANCES
CONSULTANT will solicit proposals for Services deemed necessary to the Work upon determination of the scope for such Services. CONSULTANT will coordinate with the CITY to manage the Allowances budget and will notify the CITY, and advise, in the event that the required Services exceed the maximum Allowance budget amounts.
REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: Travel Expenses and Printing & Materials, up to the not-to-exceed amount of:
$29,140.
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information.
Docusign Envelope ID: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Certificate Of Completion
Envelope Id: 5C9884CD-4B47-47A4-9880-034EFBEF3652
Status: Completed
Subject: Complete with Docusign: Final Amend No. 1 Concordia (C25192924).pdf Source Envelope:
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Certificate Pages: 2
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Alice Harrison
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250 Hamilton Ave
Palo Alto , CA 94301
[email protected]
IP Address: 136.226.64.118
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Bobbie Hill
[email protected]
Partner
Concordia, LLC
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Steven Bingler
[email protected]
CEO
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Cayla Coga
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City of Palo Alto
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