City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: May 4, 2026
Report #:2603-6152
TITLE
Approval of Contract Amendment Number 1 to Contract Number S23187797 with Stephen Galloway Studio, LLC to Extend the Contract Term Through April 1, 2029, for Concept Design Development, Fabrication and Delivery to the Site and Placement of Artwork; CEQA Status – categorically exempt.
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract No. S23187797 with Stephen Galloway Studio, LLC (Attachment A) to extend the contract term through April 1, 2029 to provide professional services for concept design development, fabrication and delivery to the site and placement of artwork associated with the construction of a new Fire Station 4 in Palo Alto. This contract amendment does not include any additions or changes to the scope of services or not-to- exceed compensation in the original contract.
EXECUTIVE SUMMARY
Fire Station 4, located at 3600 Middlefield Road, is a Capital Improvement Program (CIP) replacement project (PE-18004) and is included in the 2014 Council Infrastructure Plan1. The original construction timeline for the new Fire Station 4 anticipated a start in 2024 and completion in Winter 2026.
In Fall 2022, the Public Art Commission (PAC) approved $110,000, inclusive of a 10% contingency, for public art associated with the Fire Station 4 replacement project2. In Spring 2023, Stephen Galloway Studio was selected and approved by the PAC3 to design and fabricate 1 City of Palo Alto 2014 Infrastructure Plan; https://www.infrastructure.cityofpaloalto.org/ 2 Public Art Commission, October 20, 2022; Agenda Item #5 https://www.cityofpaloalto.org/files/assets/public/v/1/community-services/public-art-program/staff-reports-and- docs-for-pac/fire-station-4-pac-staff-report-10.20.2022.pdf 3 Public Art Commission, March 16, 2023; Agenda Item #3 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=9553&dbid=0&repo=PaloAlto
permanent, site-specific public artwork for the new building. Under the terms of the artist agreement S231877977, the artist is responsible for coordinating delivery and installation of the completed artwork in alignment with the project construction schedule.
Due to delays in the building design and construction schedule, completion of the new Fire Station 4 is anticipated in June 2027. As a result, an extension of the contract term with Stephen Galloway Studio, LLC is necessary to allow for completion and installation of the artwork. This amendment does not constitute any other additions or changes to the scope of services or not-to-exceed compensation.
BACKGROUND
The City of Palo Alto Public Art Program operates in accordance with Chapter 2.26 Visual Art in Public Places Policy of Palo Alto Municipal Code. The Municipal Percent for Art Policy8 specifies that the City will budget one percent (1%) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction, at the initial stages of design, thereby ensuring that art elements become an integral part of the overall design.
In 2015, to strengthen its ongoing commitment to the City’s municipal public art program, the Palo Alto City Council amended the Palo Alto Municipal Code to add Section 2.26.0709 "Public Art for Municipal Projects "to Chapter 2.26 (Visual Art in Public Places). The Ordinance enhanced the funds available for public art and increased flexibility to provide art experiences that are timely and relevant throughout the community. According to the Ordinance, one percent (1%) of the City’s annual Capital Improvement Program (CIP) budget devoted to public art is deposited into the Public Art Fund. Funds may be used at any appropriate site within Palo Alto for permanent or temporary public art projects. Additionally, funds from two or more CIP projects may be pooled to fund a single work of art.
ANALYSIS
Fire Station 4, located at 3600 Middlefield Road, is a CIP project that has funds earmarked for public art in accordance with the Municipal Percent for Art Policy and Municipal Code 2.26.070 7 Professional Services Agreement S23187797 with Stephen Galloway LLC; https://www.paloalto.gov/files/assets/public/v/1/community-services/public-art-program/staff-reports-and-docs- for-pac/s23187797-stephen-galloway-studio-llc.pdf
8 Public Art in City Capital Improvement Projects, Policy and Procedures 1-45 https://www.cityofpaloalto.org/files/assets/public/v/2/community-services/public-art-program/pap-policies-and- docs/muni-policy-effective-march-2015.pdf
9 Ordinance No. 5301 of the Council of the City of Palo Alto Amending the Municipal Code to add Section 2.26.070 (Public Art for Municipal Projects) to Chapter 2.26 (Visual Art in Public Places) https://www.cityofpaloalto.org/files/assets/public/v/2/community-services/public-art-program/pap-policies-and- docs/muni-policy-effective-march-2015.pdf
(Visual Art in Public Places). October 22, 2022, Public Art staff presented opportunities for public art integration into Fire Station 4 to the Public Art Commission (PAC). The PAC was supportive of the opportunities and integration of art and approved funds in the amount of $110,000 inclusive of a ten percent contingency for the project. Staff then met with the project design team including BRW Architects, Public Works, and the Fire Department to determine opportunities for art integration. Public Art Staff utilized its pre-qualified artist roster. A selection panel of seven stakeholders evaluated twenty artists and selected Stephen Galloway for the commission in March 2023. The selection panel included: Chief Stephen Lindsey, Palo Alto Fire Department; Julia Lee – Media Art Teacher/PALS Leadership Adviser, JL Stanford Middle School; Sang-ah Choi – Artist, Cubberley Artist Studio Program; Lisa Waltuch – Public Art Commissioner; Charlotta Hauksdottir - Artist, Cubberley Artist Studio Program / Community Member; Valerie Tam - Project Engineer, Dept. of Public Works, City of Palo Alto; and Megan Zhang – Assoc. AIA, BRW Architects.
After the City executed a Professional Services Agreement No. S23187797 with Stephen Galloway Studio, LLC, the artist initiated his research and stakeholder engagement. The artist visited the existing Fire Station and met with Fire Department teams to learn about their service and daily activities, led a community meeting to learn about the neighborhood and attended multiple meetings with the City’s Department of Public Works and Public Art Program during his design development process.
Informed by his research of the area and community and stakeholder engagement, Galloway proposed a two-dimensional artwork that pays homage to the resilience symbolized by a compelling Palo Alto oak tree, blending seamlessly with the station's architectural design, integrated into the façade of the new building and spanning two adjacent walls facing Middlefield and East Meadow. The proposed artwork will have a distinct day and night presence. Stephen Galloway’s conceptual design for Fire Station 4 artwork was approved by the Public Art Commission on January 18, 202413. Since then, he has met with lighting consultants to refine this aspect of his design and worked on securing a fabricator for the enameled steel panels, and an installer who can attach his work to the finished building, and who also has the necessary licensing and insurance coverage to meet City requirements.
At the time of conceptual design approval, the estimated timeline for sculpture installation was Winter 2025/2026. However, the building design and selection of a building contractor have taken longer than expected. The Department of Public Works now estimates that the new Fire Station 4 will be completed in June 2027. Since the artwork cannot be installed until the 13 Public Art Commission; January 18, 2024; Agenda Item #2; SR #2401-2513 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=9570&dbid=0&repo=PaloAlto building construction is finished, we estimate that this public art project will be finished in Summer – Fall 2027.
FISCAL/RESOURCE IMPACT
No additional funds to support the contract amendment are required. The funds in the amount of $110,000 for the original contract come from the pooled art funds in the Art in Public Spaces CIP (AC-86017). The Public Art for Municipal Projects Ordinance (Ordinance Number 5301, Municipal Code 2.26.070) requires that 1% of the CIP budget for municipal projects is allocated for the commission of public art. Funding for any future years is subject to City Council approval through the annual budget process.
STAKEHOLDER ENGAGEMENT
Public Art staff worked closely with the artist, the City’s Public Works and the Fire Department construction team, as well as the Purchasing Division of Administrative Services Department during the development of this contract amendment. As with all public art concept development, the artist engaged the public and stakeholders in listening sessions to develop the artwork design.
ENVIRONMENTAL REVIEW
The Fire Station #4 Replacement Project is categorically exempt under the California Environmental Quality Act (CEQA) regulation 15302 and 15303.
ATTACHMENTS
Attachment A: Stephen Galloway Studio, LLC, Contract S23187797 Amendment No 1 APPROVED BY:
Kristen O'Kane, Community Services Director