Agenda packet, special meeting, third session — Palo Alto City Council, September 28, 2026 (part 2 of 3)

14. Limitations of Liability.

1. GOVPATH ’S LIABILITY WILL NOT EXCEED THE HIGHER OF: (1) THE INSURANCE COVERAGE REQUIRED BY THIS AGREEMENT, OR (2) TWO-TIMES THE AMOUNT

ACTUALLY PAID BY CUSTOMER UNDER THE APPLICABLE ORDER IN THE TWELVE (12) MONTH PERIOD PRECEDING THE EVENT GIVING RISE TO SUCH CLAIM.

GOVPATH WILL NOT BE LIABLE FOR ANY INDIRECT, PUNITIVE, SPECIAL,

EXEMPLARY, INCIDENTAL, CONSEQUENTIAL OR OTHER DAMAGES OF ANY TYPE OR KIND ARISING FROM CUSTOMER'S USE OF THE SUBSCRIPTION SERVICES. THIS LIMITATION OF LIABILITY INCLUDES CUSTOMER’S AFFILIATES AND ITS OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS. THIS LIMITATION DOES NOT APPLY TO GOVPATH’S DUTY TO INDEMNITY CUSTOMER AND ITS AFFILIATES UNDER SECTION 12(2.) OF THIS EXHIBIT OR FOR THE WILLFULL MISCONDUCT OF GOVPATH, ITS OFFICERS, DIRECTORS, EMPLOYEES AND AGENTS.

2. NOTWITHSTANDING ANYTHING IN THE AGREEMENT TO THE CONTRARY, GOVPATH WILL NOT BE LIABLE TO CUSTOMER FOR CONSEQUENTIAL DAMAGES.

IN NO EVENT SHALL GOVPATH BE LIABLE TO CUSTOMER OR ITS OFFICERS,

DIRECTORS, EMPLOYEES AND AGENTS FOR, LOST PROFITS, OR SIMILAR

ECONOMIC LOSS OR FOR ANY CONSEQUENTIAL, SPECIAL, INCIDENTAL, DIRECT,

INDIRECT OR PUNATIVE DAMAGES, REGARDLESS OF THE FORM OF ACTION

INCLUDING BUT NOT LIMITED TO, ACTIONS FOR BREACH OF CONTRACT,

NEGLIGENCE, STRICT LIABILITY, AND BREACH OF WARRANTY WHETHER IN

CONTRACT, TORT OR OTHERWISE, IN ANY WAY ARISING OUT OF OR IN

CONNECTION WITH THE USE OR PERFORMANCE OF, OR ANY FAILURE OR DELAY

IN PROVIDING THE SERVICES, HOWEVER CAUSED, EVEN IF GOVPATH HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

15. Reserved.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 28, 2026
Report #:2606-6460
TITLE
Approval of Professional Services Contract No. C27197334 with Cascadia Consulting Group, Inc. for a Waste Characterization Study of the City’s Municipal Solid Waste Stream in an Amount Not-to-Exceed $270,233; CEQA Status – Exempt under CEQA Guidelines Sections 15061, 15262

RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Contract No. C27197334 with Cascadia Consulting Group, Inc., to perform a Waste Characterization Study (WCS) and associated analysis of the City’s municipal solid waste stream, including recyclable, compostable, landfill and construction and demolition materials for a total not-to-exceed amount of $270,233.

EXECUTIVE SUMMARY
The City’s 2018 Zero Waste Plan1 established a goal of 95% waste diversion from landfills by 2030. To support this goal, a waste characterization study is needed to analyze the current composition of the City’s municipal solid waste generated by residents and businesses and collected as recyclable, compostable, landfill, and construction and demolition materials. The contract with Cascadia Consulting Group, Inc. (Cascadia) will provide the City with detailed data on the breakdown of the materials and include recommendations on materials and strategies that could further reduce landfill disposal and support progress toward the City’s diversion goal.

BACKGROUND
Waste characterization studies (WCS) are an essential tool used by the City and the solid waste industry to understand how residents and businesses sort their waste into various containers, including the types and amounts of waste generated. The City’s most recent WCS was completed in 20172 and provided foundational data to support the development of the 2018 Zero Waste Plan (ZW Plan)3. For example, the 2017 WCS found that two-thirds of the waste 1 City of Palo Alto Zero Waste Plan. August 2018. https://www.paloalto.gov/files/assets/public/v/1/zero- waste/zero-waste-website-files/2018-zero-waste-plan.pdf 2 City of Palo Alto, California 2017 Waste Characterization Study. January 2018. paloalto2017wcs_finalreport.pdf 3 City of Palo Alto Zero Waste Plan. August 2018. https://www.paloalto.gov/files/assets/public/v/1/zero- waste/zero-waste-website-files/2018-zero-waste-plan.pdf Item 9
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placed in Palo Alto landfill containers was recyclable or compostable. The WCS also found that most compostable waste in the landfill container was food waste. In response to these findings, initiatives were developed and implemented to expand education and encourage edible food recovery in Palo Alto. Many of the initiatives developed in the 2018 ZW Plan have since been implemented, and new data is needed to evaluate and compare the changes made and to continue moving toward the City’s diversion goal.

The data from the 2026 WCS will be used to develop new initiatives for a future update of the ZW Plan, anticipated to be completed in 2027. This project and its findings will also affect the future solicitation of a new contract for the collection, processing, and disposal of waste materials. These services are currently provided by GreenWaste of Palo Alto (collection and processing of all materials except for garbage) and GreenWaste (garbage processing).

The 2026 WCS will study a total of seven waste categories, which include:
Residential single-family garbage, recyclables, and compost Residential multifamily garbage, recyclables, and compost Commercial garbage, recyclables, and compostables
Hospital garbage
Loose roll-off garbage
Mixed construction and demolition materials
Residuals that are landfilled
These seven waste categories were selected because they were studied in 2017, allowing the City to thoroughly compare the results of the two WCSs and identify patterns and program effectiveness. The primary objectives of the 2026 WCS include:
Characterize waste composition
Sort and quantify collected materials by weight
Identify recovery and diversion opportunities
Evaluate variability across the community
Support program evaluation
Inform future program development
Collectively, these objectives will provide the City with valuable information, allowing it to compare data from 2017 to 2026, assess the effectiveness of the 2018 Zero Waste Plan initiatives, and inform new initiatives to reduce and divert waste from the landfill. The actual WCS fieldwork and sorting of materials will be conducted at a location within GreenWaste’s material recovery facility in San Jose.

ANALYSIS
The City requires a qualified and experienced consulting firm to conduct a comprehensive WCS, sort collected waste materials, and prepare a detailed report analyzing material composition Item 9
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and recommending strategies to improve material recovery and increase landfill diversion. Due to the nature and quantity of the work, outside resources are required. The recommended consultant to carry out the WCS and meet the project's objectives is Cascadia.

Solicitation Process:

A formal Request for Proposals (RFP) for the WCS was posted to the City’s eProcurement system on April 6, 2026. The City received four proposals on May 20, 2026, all of which were deemed responsive, as summarized in Table 1.

Table 1: Summary of Solicitation Process
Proposal Description Waste Characterization Study/RFP197334 Proposed length of project 4 months
Total days to respond to proposal 44 days
Number of vendors notified 3977
Number of proposal packages downloaded 40
Pre-proposal meeting and date None, N/A
Number of proposals received 4
Proposal price range $120,032 - $291,135
Public link to solicitation https://procurement.opengov.com/portal/palo-alto- ca/projects/251994

Table 2: Proposals Received
Company Name Location (City, State) Proposal Amount
Cascadia Consulting Group, Inc. Oakland, CA $291,135
SCS Engineers Pleasanton, CA $240,320
Green Group Consulting, LLC Saint Paul, MN $210,500
Nothing Wasted Consulting San Jose, CA $120,032
A team composed of three staff from the Public Works Department evaluated the proposals included in Table 2. Following a comprehensive evaluation, Cascadia received the highest aggregate score and was selected for the quality and completeness of its proposal, the quality and effectiveness of its services, the experience of its staff, and its prior record of performance with the City and other Bay Area jurisdictions.. There were three key differentiating factors in reviewing proposals.

Time criticality. As outlined further below, the 2026 WCS will provide essential data to develop the City’s updated Zero Waste Plan, help shape the service requirements, performance standards for diversion, and establish policy priorities for the future solid waste collection and Item 9
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processing agreement. Selecting a consultant that can complete the work on schedule is a key piece in maintaining progress on the City’s broader waste reduction, contracting, and long- range planning objectives. See Table 3 for an estimated timeline of these projects.

Depth of professional expertise: The City is working toward an ambitious 95% diversion goal. As diversion rates increase, identifying and capturing the remaining recoverable material becomes more complex and challenging. For that reason, it is important to retain a consultant with deep technical expertise, strong analytical capability, and demonstrated success in this specialized field. Cascadia demonstrated this need through their technical expertise and extensive experience performing similar WCSs for local agencies.

Consistently compare with prior reporting to demonstrate trends, changes, and progress towards the City’s 95% diversion goal. The City intends to compare the results of the 2026 WCS with the 2017 WCS to evaluate changes in waste composition and identify progress and remaining opportunities in diversion efforts. Consistency in methodology is key to improve comparability of results, and strengthens the value of the findings for future planning and decision-making. Cascadia’s prior completion of the City’s 2017 WCS provides this additional benefit.

Although Cascadia submitted the highest-cost proposal, staff determined that the cost is justified through the level of detail provided in the proposal, and it represents the best overall value to the City based on the firm’s proposal, technical expertise, ability to meet City’s timeline, and extensive experience performing similar WCSs for local agencies, including prior work for the City. Staff was able to negotiate with Cascadia and get a lower cost proposal. The cost savings to the City between the original Cascadia cost proposal and the updated cost proposal is $20,902.

Table 3: Future Major Refuse Fund Projects and Estimated Timeline Projects Estimated Dates
WCS completed December 2026
Target RFP issuance for consultant services to assist with solicitation process to obtain a new consolidated contract for refuse services October 2026 Target RFP issuance to solicit new consolidated contract for collection, processing, and disposal services for recyclable, compostable, landfill, deconstruction, and construction and demolition materials.

June 2027
Target date for finalizing new agreement June 2028
Current contract with GreenWaste for garbage processing and disposal ends June 30, 2030 Current contract with GreenWaste of Palo Alto ends June 30, 2030 New consolidated solid waste contract begins July 1, 2030 Item 9
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FISCAL/RESOURCE IMPACT
Funding for the recommended contract with Cascadia is available in the Refuse Fund’s Fiscal Year 2027 Adopted operating budget. Table 4 below summarizes the main tasks involved in conducting the WCS and meeting the project’s objectives.

Table 4: Summary of Contract Costs with Cascadia Consulting Group, Inc.

Tasks Amount
Project coordination and administration $9,018
Waste characterization – targeted waste audits $167,987 Prepare reports $32,470
Reimbursable expenses (if any) $51,953
Additional services (if needed for additional sampling or more analysis comparisons) $8,805 Total contract not-to-exceed amount $270,233

STAKEHOLDER ENGAGEMENT
Stakeholder engagement for this action consisted of the City’s competitive procurement process to solicit proposals from qualified firms. Broader community and Council engagement related to the WCS findings is anticipated as part of the future Zero Waste Plan update and the solid waste contract planning process.

ENVIRONMENTAL REVIEW
Council action on this item is exempt from CEQA review under section 15262 of the CEQA Guidelines because the contract is a project involving only a feasibility or planning study for possible future actions, and under section 15061(b)(3) because it can be seen with certainty that this waste characterization study will not have a significant effect on the environment.

ATTACHMENTS
Attachment A: Cascadia Consulting Group, Inc., Contract #C27197334 APPROVED BY:

Brad Eggleston, Director, Public Works/City Engineer
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CITY OF PALO ALTO CONTRACT NO. C27197334

AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND CASCADIA CONSULTING GROUP, INC.

This Agreement for Professional Services (this “Agreement”) is entered into as of the 14th day of September, 2026 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and CASCADIA CONSULTING GROUP , INC., a corporation, located at 1109 1st Ave, Suite 400, Seattle, WA 98101 (“CONSULTANT”).

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

RECITALS
A. CITY intends to complete a waste characterization study (the “Project”) and desires to engage a consultant to carry out a waste characterization study on the City’s solid waste stream and report on the findings of the study 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, shall 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”.

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.

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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 executed 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 September 14, 2026 through August 15, 2027 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 Hundred Sixty- One Thousand Four Hundred Twenty-Eighty Dollars ($261,428). 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 Eight Thousand Eight Hundred Five Dollars ($8,805) 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 Two Hundred Seventy Thousand Two Hundred Thirty-Three Dollars ($270,233), as detailed in Exhibit C.

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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 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 Services 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 1 3 (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 Agreement 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.

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 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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 Services 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 Services, 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 wit hout the prior written approval of the City 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, succes sors, executors, administrators and assignees of the parties.

SECTION 12. SUBCONTRACTING.

Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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:
• Waste Busters, Inc – 321 S. Main Street, PMB #42, Sebastopol, CA 95472 • Nothing Wasted Consulting LLC – 1512 S. De Anza Blvd., #126, San Jose, CA 95129

CONSULTANT shall be responsible for directing the work of any subcon tractors and for any compensation due to subcon tractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcon tractors. CONSULTANT shall change or add subcon tractors only with the prior written approval of the City Manager or designee.

SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Heather Levy 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 Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project 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 Chuck Muir , Public Works Department, Environmental Services Division, 3201 E Bayshore Rd, Palo Alto, CA, 94303, Telephone: (650) 496-6979. 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 . All 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 City 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.

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) Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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.

[Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professional land surveyors.] 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 third party 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”) to the extent that such Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of defense costs exceeding CONSULTANT’s proportionate percentage of fault as determined by the final judgment of a court of competent jurisdiction.

[Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 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, i ncluding 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 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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 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 primary 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.

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19.2. In event of suspension or termination, CONSULTANT will 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 Services 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 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 Project 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 Al to Municipal Code and the Government Code of the Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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 Section 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 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 the 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 otherwi se 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.
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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.

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 Section 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 not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j).

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 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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”.

This Project is not a 9204 Public Works Project.

SECTION 28. CONFIDENTIAL INFORMATION.

28.1. In the performance of this Agreement, CONSULTANT may have access to 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 Agreeme nt 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 Section 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 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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 In formation, 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.

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 Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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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
EXHIBIT C-1: SCHEDULE OF RATES
EXHIBIT D: INSURANCE REQUIREMENTS
EXHIBIT E: MATERIALS TYPES LIST

THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.

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CONTRACT No. C27197334

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
CASCADIA CONSULTING GROUP, INC.

Officer 1
By: ________________________________
Name: ______________________________
Title: _______________________________
Officer 2
By: ________________________________
Name: ______________________________
Title: _______________________________
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Co-President and Co-Owner
Stephanie Thomas
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EXHIBIT A

SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exh ibit 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 qualific ations, 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, preliminar y, 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.

Introduction
CONSULTANT shall conduct a waste characterization study (WCS) of the City’s municipal solid waste stream. All materials are collected by the City’s exclusive contractor, GreenWaste of Palo Alto (GWPA).

The current Zero Waste Plan (ZW Plan), last updated in 2018, establishes strategies and initiatives to help the City achieve its objective of diverting 95 percent of waste from landfill disposal by 2030. The city completed a comprehensive WCS in 2017 to support the ZW Plan. A new WCS is needed to support a future update of the ZW Plan, which will be conducted under a separate Agreement.

Under this Agreement, the consultant shall conduct a 2026 WCS, analyze the collected data, and develop clear visual representations of the findings suitable for use in reports, presentations, and public communications and to help guide an update to the future ZW Plan. The consultant shall also perform a comparative analysis between the 2026 results and the 2017 WCS to assess changes and trends. Based on the findings, the consultant shall provide recommendations on materials and strategies that could further reduce landfill disposal and support progress toward the City’s diversion goal.

The WCS shall include the following waste sectors:
• Residential single -family garbage, recyclables, and compost are materials GWPA collects from single-family residences (single-family homes and townhouses or buildings with up to four residential units). These materials typically arrive at the GreenWaste Recovery Materials Recovery Facility located in San Jose (GWR MRF) in packer trucks (e.g., side loaders). Compost is taken to the GreenWaste Renewable Energy Digestion Facility. During this study, CONSULTANT shall collect samples of these materials directly from carts at the curb in front of single-family homes on collection day and bring collected samples to the GWR MRF for sorting by CONSULTANT field team stationed there.

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• Residential multifamily garbage, recyclables, and compost are collected by GWPA from multifamily residences (apartments or condominiums with more than four residential units). It typically arrives at GWR MRF in packer trucks (e.g., front loaders). GWPA collects multifamily materials in the same truck as commercial garbage , recyclables and compostable materials therefore some coordination with GWPA shall be necessary to ensure a select amount (or volume) of material is collected from multifamily locations for the WCS.
• Commercial garbage is garbage collected from the commercial sector in a front -load, or side-load compacting vehicle. The materials are delivered to the GWR MRF for processing.
• Commercial recyclables are recyclable materials collected from the commercial sector in a front-load, or side -load compacting vehicle. The materials are delivered to the GWR MRF for processing.
• Commercial compost is compostable material collected from the commercial sector in a front-load, or side -load self -contained compacting vehicle. It is typically delivered to GreenWaste Renewable Energy Digestion Facility. Selected loads shall be rerouted to the GWR MRF for sampling during this study.
• Hospital garbage is collected in compactors from the three local hospitals located in Palo Alto in a roll-off vehicle. The materials are delivered to the GWR MRF for processing. Hospitals in Palo Alto consist of the Stanford Hospital, the Veteran’s Affair Hospital, and the Palo Alto Medical Foundation.
• Loose roll -off garbage is garbage collected from the commercial sector in a non - compacted open-top roll-off container, commonly referred to as a “debris box” or “drop - box.”
• Mixed construction and demolition materials (C&D) is recoverable material generated from construction activities and bulky materials delivered to the GreenWaste Zanker Resource Recovery Facility in loose roll-off boxes.
• Residuals are produced as byproducts from the two GreenWaste materials recovery facilities. Residuals do not include fines screened from the trommels.

The primary objectives of the 2026 WCS are:

A. Characterize Waste Composition
CONSULTANT shall d etermine the composition of the City’s recycling, compost, and landfill waste streams using a statistically representative sampling methodology and material categories relevant to the Palo Alto waste stream. To allow for the comparison of the 2017 WCS data with the new 2026 WCS data, CITY requests using the sampling methodology utilized in 2017 WCS Appendix B, Study Design or an alternative methodology to be approved by the City.

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B. Quantify Materials by Weight
CONSULTANT shall q uantify the weight and proportion of each material type within the recycling, compost, and landfill waste streams.

C. Identify Recovery and Diversion Opportunities
CONSULTANT shall i dentify recyclable and compostable materials currently disposed of incorrectly and evaluate opportunities to increase material recovery and diversion from landfill.

The information shall be made relevant to existing recycling and compost markets and to future realistic market opportunities.

D. Evaluate Variability Across the Community
CONSULTANT shall assess differences in waste composition across sectors.

E. Support Program Evaluation
CONSULTANT shall c ompare results with the City’s 2017 waste characterization study and identify materials, and products frequently disposed of incorrectly. CONSULTANT shall provide capture rates of all waste material categories.

F. Inform Future Program Development
CONSULTANT shall p rovide actionable data to support the planning, development, and evaluation of programs that advance the City’s Zero Waste goals.

Task 1. Project Coordination and Administration
CONSULTANT shall provide management of all task activities under this Agreement, including project team assignments; meeting preparation and attendance; maintenance and monitoring of the budget and schedule; quality assurance and quality control of all deliverables; and coordination of any and all sub-CONSULTANT s.

CONSULTANT shall provide project coordination and administration for all tasks including project start -up, team assignments, internal team coordination, meeting preparation and attendance, maintenance and monitoring of the budget and schedule, quality assurance and quality control of all deliverables, and coordination of all subcontractors. CONSULTANT shall provide regular invoices and progress reports.

CONSULTANT shall attend a kick-off meeting with the City to confirm project objectives, scope, roles, communication preferences, data needs, schedule milestones, and next steps.

CONSULTANT shall provide a meeting agenda, summarize meeting outcomes, and provide a project work plan. CONSULTANT shall meet at least every two weeks or as needed to provide to review of completed work, upcoming activities, schedule and budget status, key decisions, and any study concerns. CONSULTANT shall provide agendas and supporting materials to document action items and next steps with estimated completion dates.

CONSULTANT shall ensure all team members, including subcontractors, are accountable for their work tasks being on time and within budget. CONSULTANT shall provide hands-on supervision of all team members, including subcontractors, provide at least weekly c heck-ins or as needed, discuss project status, and make any adjustments. Any major changes to the schedule or budget Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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shall be shared with and approved by the City. CONSULTANT Project Manager shall provide frequent updates and meeting notes to the City’s Project Manager via email, virtual check -in meetings, or phone.

CONSULTANT shall use Deltek Vantagepoint to manage staff availability and schedule staff time for each project and task in Cascadia’s book of work. CONSULTANT shall go over Deltek Vantagepoint and book of work with the City prior to beginning any work. CONSULTANT project managers and field work leads shall meet weekly to plan field work schedule, ensure experienced staff are available for each field work task, ensure experienced staff are not over or double booked, that project plans are up to date, and staff calen dars are up to date and reflect field work dates to prevent scheduling conflicts.

CONSULTANT shall provide manager(s) to ensure adequate qualified staff are available and that the study stays on schedule. CONSULTANT shall track the progress of the study and provide regular client check-ins and progress reports.

CONSULTANT shall use Vantagepoint to track labor and expenses at the various project levels, provide activity reports with each invoice and report on the remaining budget amounts per task.

Task 2. Waste Characterization – targeted waste audits

SubTask 2a. Conduct Project Meetings and Prepare Work Plan

CONSULTANT shall work with City staff and internal team members to solidify the methodology, protocols, and tools needed for the WCS including development of a detailed work plan, sampling plan and schedule, preparation of field forms and databases, and methodology for comparing data to the previous WCS. CONSULTANT shall collaborate with the City’s hauler GWPA for the selection of routes, and timing of arrival at GWR MRF. Task 2 provides a foundation for all fieldwork, data entry, analysis, and reporting that shall be conducted as part of the study. The CONSULTANT shall identify common findings from waste characterization studies conducted in up to two cities similar to Palo Alto and within key sectors such as multifamily dwellings and shall meet with City staff to determine the specific audits, analyses and summary report format needed.

CONSULTANT shall review waste sectors, material streams, sampling methodology, ideal number of samples, sample type and size per material streams, sampling logistics, and material categories.

CONSULTANT shall use two different methods to select a load for sampling:
• Loads from sectors with regularly scheduled waste collection routes shall be pre -selected using a random selection method.
• Loads from sectors that do not have regularly scheduled waste collection routes shall be systematically selected on each day of sampling.

CONSULTANT shall sample single -family residential material by systematically selecting households and collection “paired samples” including garbage, recycling, and organics from single-family dwellings. “Paired” samples refer to the simultaneous collection and sortin g of multiple carts from a single household, as part of the same set -out. Systematic selection involves Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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creating a sampling frequency to ensure random selection.

CONSULTANT shall sample at least the preliminary list of waste sectors and streams that match the 2017 WCS and shall include any additional waste streams not in the original the 2017 WCS.

Table 1: Waste Sectors, Materials Streams, and Characterization Methods Sector and Waste Stream Characterization Method Sample Selection Method Commercial front-load garbage Hand sort Pre-selected
Commercial Compactor garbage Hand sort Pre-selected
Commercial front-load recycling Hand sort Pre-selected
Commercial front-load compost Hand sort Pre-selected
Loose roll-off Visual Characterization Systematic selection Loose roll-off: C & D Visual Characterization Systematic selection Hospital Garbage Compactors Hand sort Pre-selected
Multifamily Garbage Hand sort Pre-selected; special study routing1 Multifamily recycling Hand sort Pre-selected; special study routing1 Multifamily compost Hand sort Pre-selected; special study routing1 Single family: garbage Hand sort Households will be systematically selected; paired sampling
Single family: recycling Hand sort Households will be systematically selected; paired sampling
Single family: compost Hand sort Households will be systematically selected; paired sampling
Residuals - from the recycling
Material Recovery Facility Hand sort Systematic selection Residuals - from the garbage
Material Recovery Facility Hand sort Systematic selection

1CONSULTANT shall work with the City’s waste hauler, GreenWaste of Palo Alto, to isolate multifamily from commercial routes.

SubTask 2b. Sorting Area

Below is a list of the Palo Alto waste streams collected and processed by the various GreenWaste of Palo Alto processing facilities. CONSULTANT shall work with GreenWaste of Palo Alto to clarify the exact sampling locations within each listed facility for each specified waste stream. This shall be done before the first official kick -off meeting. If sufficient sampling locations can’t be confirmed, the CONSULTANT shall suggest alternative locations to sample the various waste streams within the available facilities . If acceptable sorting locations cannot be identified within the listed GreenWaste facilities, the City shall secure alternative viable facilities at no cost to the CONSULTANT. CONSULTANT field crew will be receiving all samples in the sorting area.

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All field work for one day will occur concurrently or consecutively without long breaks between field tasks.

Table 2: Sorting and sampling locations
Sector and Stream Processing Location Sampling
Location
Commercial front-load
garbage
GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112 GWSJMRF
Commercial Compactor
garbage
GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112

GWSJMRF
Commercial front-load
recycling
GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112

GWSJMRF
Commercial front-load
compost
GreenWaste Renewable Energy Digestion
Facility (GWREDF), 685 Los Esteros Rd.,
San Jose, CA 95134
GWREDF or

CONSULTANT
to specify
Loose roll-off GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112
GWSJMRF or

CONSULTANT
to specify
Loose roll-off: C & D
GreenWaste Zanker Resource Recovery
Facility (GWZRRF), 675 Los Esteros Rd.,
San Jose, CA 95134
GWZRRF or

CONSULTANT
to specify
Hospital Garbage
Compactors
GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112

GWSJMRF
Multifamily Garbage GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112

GWSJMRF
Multifamily recycling GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112

GWSJMRF
Multifamily compost
GreenWaste Renewable Energy Digestion
Facility (GWREDF), 685 Los Esteros Rd.,
San Jose, CA 95134
GWREDF or

CONSULTANT
to specify
Single family: garbage GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112
GWSJMRF or

CONSULTANT
to specify
Single family: recycling GreenWaste San Jose Material Recovery Facility, 625 Charles St., San Jose, CA 95112
GWSJMRF or

CONSULTANT
to specify
Single family: compost
GreenWaste Renewable Energy Digestion
Facility (GWREDF), 685 Los Esteros Rd.,
San Jose, CA 95134
GWREDF or

CONSULTANT
to specify
Residuals - from the
recycling Material
Recovery Facility
GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112
GWSJMRF or

CONSULTANT
to specify
Residuals - from the
garbage Material
Recovery Facility
GreenWaste San Jose Material Recovery
Facility, 625 Charles St., San Jose, CA 95112
GWSJMRF or

CONSULTANT
to specify
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Garbage and Recyclables
The City has confirmed that the GreenWaste San Jose Materials Recovery Facility located at 625 Charles St., Charles Street, San Jose will act as the sorting area for garbage and recycling waste streams for single family households, multifamily dwellings, and commercial customers including loose roll-off, unless another location or methodology is proposed by CONSULTANT.

Compostables
CONSULTANT shall confirm with GreenWaste whether compostable waste sampling will be performed at the Zero Waste Energy Development Company (ZWEDC) processing facility or another location. Compostable waste processed at ZWEDC includes commercial customers, multifamily dwellings, loose roll-offs (compostable), and single-family households.

CONSULTANT shall confirm with GreenWaste of Palo Alto where specific “green material only” commercial compostables are processed and provide a location where samples shall be sampled.

This may include ZWEDC located in San Jose, CA; Z-Best located in Gilroy, CA; or GWR located in San Jose, CA or as specified by CONSULTANT.

Roll-offs & Roll-offs C&D
CONSULTANT shall confirm with GreenWaste where loose roll -off, loose roll -off - C&D; as well as residuals from the various processing facilities will be sampled. This may include GWR located in San Jose, CA or Zanker Materials Processing Facility located in San Jose, CA or as specified by CONSULTANT.

CONSULTANT Task 2c. Develop Detailed Study Design

The study design shall include protocols for a representative and unbiased approach to select routes, residences, businesses, etc. for sampling, the number size, and allocation of samples, and sample selection and characterization processes. The design shall also include field forms specific to each study that are designed to maximize data collection efficiency and minimize data collection errors.

Within the study design, CONSULTANT shall design a sampling schedule based on regular collection and operating schedules to be provided by GWPA. CONSULTANT shall design the schedule to ensure an even distribution of samples across days of the week. CONSULTANT shall design and share with the City a sampling schedule the evenly distributes samples across the days of the week.

CONSULTANT shall develop and present to the City a detailed study design consistent with the 2017 WCS that shall include protocols for selecting routes, residences, and businesses for sampling. CONSULTANT shall pre -select random loads of materials for samp ling based on regular collection route information. CONSULTANT shall specify the number, size, and allocation of samples, sample selection, and characterization process. CONSULTANT shall provide detailed field forms. CONSULTANT shall provide details on data analysis and reporting procedures and methodologies.

CONSULTANT shall propose a material category list that shall be approved by the City. The list shall be based off City’s RFPs Attachments B and C to ensure consistency with 2017 WCS, adhere to CalRecycle standards list of materials, and compliance with GWP A acceptable materials list.

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CONSULTANT shall classify materials according to recoverability (i.e. recyclable, compostable, potentially recyclable, and problem materials). The classification shall be approved by the City.

CONSULTANT shall document all assumptions, deviations, and refinements to the sampling design in the final work plan. CONSULTANT shall describe any variations such as different processing facilities and technologies, etc. and their implications and how the differences are addressed analytically.

Task 2d. Field Sampling and Waste Sorting

The CONSULTANT shall conduct fieldwork to collect and sort waste samples (garbage, recyclables, and compostables) for the characterization study. The only exceptions include garbage only compactors for hospitals, garbage only loose roll-off containers, and mixed construction and demolition materials (C&D) roll-off boxes. During this period, the CONSULTANT shall propose the number of samples to be collected and sorted per day. The final number of samples and daily sampling schedule may be refined in coordination with the City during Task 2c (Study Design).

The CONSULTANT shall propose the most appropriate sampling methodologies for each waste sector to ensure representative and statistically valid results. Sampling methods shall account for differences in waste generation and collection practices among single family residential, multifamily residential, commercial, roll-off containers, and compactors.

The CONSULTANT shall coordinate with the City during study design to finalize the sampling approach, schedule, and logistics, including site access, collection coordination, and safety procedures.

Single-family residential sampling
The CONSULTANT shall collect samples of single-family waste materials directly from carts at the curb in front of single-family homes on collection day and bring collected samples to the GWR MRF for sorting by the CONSULTANT field team. The number and types of samples shall be provided in the study design and approved by the City. CONSULTANT may propose an alternative method which shall be approved by the City.

Multi-family residential and commercial sampling
CONSULTANT shall characterize organic waste from the multi-family residential sector separately from the commercial sector. GWPA collects multifamily organic waste in the same truck as commercial organics therefore coordination with GWPA shall be done to ensure a select amount (or volume) of material shall be collected from multifamily locations for the WCS. The number and types of samples shall be provided in the study design and approved by the City. To characterize commercial organic waste selected loads shall be rerouted to the GWR MRF for sampling during this study. CONSULTANT may propose an alternative method which shall be approved by the City.

The following table outlines Cascadia’s proposed sampling schedule and detail.

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Table 3: Sampling Schedule and Details
Study
week
Day of
week Proposed sort location Role Number of
samples
W1 Monday GreenWaste MRF Non-single family
garbage and recycle 21 hand, 2 visual
W1 Tuesday GreenWaste MRF Non-single family
garbage and recycle 23 hand, 3 visual
W1 Wednesday GreenWaste MRF Non-single family
garbage and recycle 24 hand, 2 visual
W1 Thursday GreenWaste MRF Non-single family
garbage and recycle 25 hand, 2 visual
W1 Friday GreenWaste MRF Non-single family
garbage and recycle 25 hand, 3 visual
W1 Saturday GreenWaste MRF Non-single family
garbage and recycle 25 hand, 3 visual
W2 Monday
GreenWaste MRF,
GreenWaste Digestor,
GreenWaste Zanker
Non-single family
garbage and recycle
Up to 26 hand, 3
visual
W2 Tuesday
GreenWaste MRF,
GreenWaste Digestor,
GreenWaste Zanker
Non-single family
garbage and recycle
Up to 26 hand, 3
visual
W2 Wednesday
GreenWaste MRF,
GreenWaste Digestor,
GreenWaste Zanker
Non-single family
garbage and recycle
Up to 26 hand, 3
visual
W2 Thursday
GreenWaste MRF,
GreenWaste Digestor,
GreenWaste Zanker
Non-single family
garbage and recycle
Up to 26 hand, 3
visual
W2 Friday
GreenWaste MRF,
GreenWaste Digestor,
GreenWaste Zanker
Non-single family
garbage and recycle
Up to 26 hand, 3
visual

Task 2e. Characterize Samples

CONSULTANT ’s field manager shall be on-site at the outset of all sorting activities to ensure that the crew follows approved protocols and maintains consistency across samples and sampling events. Field manager shall brief personnel on any facility-specific health and safety requirements, personal protective equipment (PPE) requirements, contingency protocols, and ensure the quality and efficiency of field work.

Table 4: Proposed sample allocations and weights
Sector and Stream Number of
samples
Sample weight
Commercial front-load garbage 30 150 lbs.

Commercial compactor garbage 10 150 lbs.

Commercial front-load recycling 20 100 lbs.

Commercial front-load compost 20 150 lbs.

Loose roll-off 15 Entire load
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Loose roll-off: C & D 15 Entire load
Hospital garbage compactors 3 150 lbs.

Multifamily garbage 30 150 lbs.

Multifamily recycling 20 100 lbs.

Multifamily compost 20 150 lbs.

Single family garbage Up to 30 Up to 30 lbs.

Single family recycling Up to 30 Up to 30 lbs.

Single family compost Up to 30 Up to 50 lbs.

Residuals – from the recycling Materials Recovery Facility 15 50 - 150 lbs.

Residuals – from the garbage Materials Recovery Facility 15 50 lbs.

CONSULTANT shall follow its standard process for sorting all materials and provide a copy of that process to the City for approval.

Photographs
• A member of the field crew shall take photographs of the sample using a digital device.

The sample placard identifying the sample shall be positioned to be visible in each photo.

CONSULTANT
o Two types of images shall be taken – perspective and close-up. Perspective image is a photograph taken from a distance of 10’ -20’. A close-up image is a photograph taken from a distance of 1’-3’.
o For the photographic evidence, each photographic set shall consist of:
▪ Photographs shall be provided of the samples before separated from the vehicle, bin or cart;
▪ Photographs shall be provided of the samples after they are separated from the vehicle, bin or cart;
▪ Photographs shall be provided of the samples when the samples are comingled, but the contents not removed;
▪ Photographs shall be provided of the samples before the samples are composited; and,
▪ Photographs shall be provided of the samples when the materials are sorted and co- mingled.

Sorting
• The field crew shall sort the sample into the material categories and store separated materials in separate containers. Individual members of the sorting crew typically specialize in groups of materials, such as papers or plastics. The field manager shall monitor the homogeneity of material in the containers as they accumulate, rejecting any materials that are improperly classified.
• The field manager shall then visually inspect the purity of each material as it is weighed in its container using a pre -calibrated scale and shall record each material weight on data sheet.

Custodial bags
• CONSULTANT shall determine the percentage of commercial customers using colored custodial bags. Commercial customers are required to utilize blue see -through recycling bags or no bag; green compostable see-through bag for compostables or no bag; and clear Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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bags or no bag for landfill waste. Determine what percentage of commercial customers are using colored see-through custodial bags.
• CONSULTANT shall determine the percentage of single-family and multi -family residential customers that are using green colored see-through compostable bags. Single family and multi-family residents are only required to use green see-through compostable bags for the collection of food waste if bags are used.

Hand sorting
• CONSULTANT shall follow their standard process for hand -sorting process for most municipal solid waste (MSW), recyclable materials, organics, and residuals. A copy of the standard hand-sorting process shall be provided during the kick-off meeting. • CONSULTANT shall take pre -sample collection (before material separated from container), sample captured on tarp (not yet composited), and composited samples (sorted into the various material categories) consistent with recent CalRecycle methodologies.

Visual characterization
• For commercial and multifamily loads, CONSULTANT shall follow their standard process of visually characterizing waste. A copy of the standard visually characterizing waste process shall be provided during the kick-off meeting.
o CONSULTANT shall characterize organic waste from multi -family residential sector separately from commercial sector. GWPA collects multifamily organic waste in the same truck as commercial organics therefore coordination with GWPA shall be done to ensure a select amount (or volume) of material shall be collected from multifamily locations for the WCS. The number and types of samples shall be provided in the study design and approved by the City. To characterize commercial organic waste selected loads shall be rerouted to the GWR MRF for sampling during this study.

CONSULTANT may propose an alternative method which must be approved by CITY.

Task 2f. Data Management, Quality Assurance/Quality Control, and Statistical Analysis CONSULTANT shall record and manage field data. The electronic capture of data shall be linked to cloud-based storage to prevent the loss of data.

CONSULTANT shall prepare and submit a written QA/QC protocol during the kick-off meeting.

The CONSULTANT shall analyze the data collected and documented during Task 2e, using rigorous quality assurance and quality control (QA/QC) procedures and established statistical methodologies commonly applied in municipal waste characterization studies, including those used in prior Palo Alto studies and the most recent CalRecycle statew ide waste characterization methodology. CONSULTANT shall prepare and submit a written QA/QC protocol for the City to review and describes procedure for data verification, validation, and statistical analysis.

CONSULTANT shall enter all field data into a waste characterization database following each sampling event. CONSULTANT The database and associated outputs shall be accessible to the City and provided in a format compatible with common software platforms, including *.CSV and/or Microsoft Excel file formats. At the conclusion of the study, the CONSULTANT shall provide the City with a complete electronic accounting of all sorted samples and associated Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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datasets.

CITY will provide the CONSULTANT with annual and/or monthly tonnage estimates for the applicable waste streams, including commercial, single family residential, multifamily residential, and roll-off services. These tonnage estimates shall be used to support the statistical analysis and extrapolation of results.

CONSULTANT shall conduct the appropriate statistical analysis depending on the sampling method used, including disposal site analysis (and generator-based analysis where applicable). All calculations and approaches shall be consistent with those used in the most recent CalRecycle statewide study. If alternative analytical approaches are proposed, CONSULTANT shall coordinate with CITY and receive approval to ensure the methodology is defensible and capable of producing representative, reliable, and statistically valid results.

As part of the analysis, the CONSULTANT shall develop charts, tables, and figures to clearly present and interpret the findings. The presentation of results sh all follow industry best practices and may reference formats used in the City’s 2017 Waste Characterization Study Report.

At a minimum, the CONSULTANT shall include the following data visualizations and summary tables:
• Pie charts showing recoverability groupings, including:
o Recyclable materials
o Compostable materials
o Potentially recyclable materials
o Problem materials
o Potentially recoverable materials
o Reusable items or materials (e.g. furniture, reusable cups, textiles, and other items commonly identified as reusable)
• Summary tables identifying the most prevalent material types by weight. • Detailed composition tables presenting the quantity and percentage by weight of each material type, including the full list of approximately 80 material categories used in the study.

Task 3 - Prepare Report

CONSULTANT shall assemble findings and recommendations into a clear, concise, and highly visual report that the City can use with confidence for short -and long-term planning. To ensure that CONSULTANT fully meets project expectations, CONSULTANT ’s project manager shall develop and submit an outline of the final report for review by City staff. The outline shall indicate all sections and analyses that are expected to be part of the final report. Upon approval of the outline, the project team shall prepare a draft of the report, including executive summary, description of research protocols, and findings.

CONSULTANT shall include at least two City review cycles in the project schedule. At the 90% completion stage, CONSULTANT shall submit a draft report to City for review and comment.

City will return comments to CONSULTANT, and CONSULTANT shall revise the draft to incorporate the requested changes.

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Following those revisions, CONSULTANT shall submit an updated draft for a second City review.

City may provide additional comments, and CONSULTANT shall incorporate any final revisions and submit the completed 100% final report.

CONSULTANT shall provide a report with components as identified below.

Report components:

A. Task 1 - Project Coordination and Administration
B. Task 2 - Develop Plan/Study Design

1. Task 2a – Prepare Work Plan

2. Task 2b – Select Sorting Area

3. Task 2c – Study Design

4. Task 2d – Field Sampling and Waste Sorting

5. Task 2e – Sample Characterization

6. Task 2f – Data Management, QA/QC, and Statistical Analysis C. Task 3 - Prepare Report

1. Findings

2. Comparison of 2026 to 2017 Waste Characterization Study results

3. Provide Recommendations

4. Appendices

Task 4 – Additional Services

CONSULTANT shall provide additional services as needed to assist the City in collecting waste characterization data. For example, additional samples may need to be collected, and additional reporting may be needed to thoroughly analyze the results of any extra sampling.

At the request of the CITY, CONSULTANT shall perform additional services. A cost estimate for additional services includes a total of $ 8,805 for one day’s worth of sampling. Alternatively, the additional services money may be used if CITY requests additional analysis and/or comparison of the data or as needed by CITY to complete the WCS. Non-sampling additional services will be billed based on the hourly rate schedule in Exhibit C-1.

Additional services
Scope Rate (per additional day of sampling)
Task 4: Additional services $8,805

Schedule of work

Table 5: Project schedule and activities
Deliverable Activities Timeline
Kick-off
meeting/draft work
plan
Kick-off meeting
Confirm study objectives
Review methodologies and samples
Prepare and submit draft work plan
Two weeks after Notice
to Proceed (NTP) is
issued
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Work Plan Finalize study design
Confirm scope, schedule, duties
Submit final work plan
Work commences Field work mobilization and crew scheduling Coordinate sample collection
Field sampling, sorting, and documentation
Data entry and field QA/QC
Six weeks after NTP
Draft report due Complete data review
Develop tables and findings
Prepare draft report
Submit draft to City for review
Ten weeks after NTP
Final report due For draft report address City comments Refine analysis
Finalize report
Submit report and supporting data files
No later than January
18, 2027

The final report is due no later than January 18, 2027.

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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 so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY.

Milestones
Completion
Number of Weeks (as specified below)
from NTP

1. Kick-Off Meeting/Draft Work Plan Two Weeks

2. 2nd Meeting/Final Work Plan Three Weeks

3. Work Commences Six Weeks

4. Draft Report Due Ten Weeks

5. Final Report Due No later than January 18, 2027

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 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 Coordination and Administration)
$9,018
Task 2
(Waste Characterization - Targeted Waste Audits)
$167,987
Task 3
(Prepare Report)
$32,470
Sub-total for Services $209,475
Reimbursable Expenses (if any) $51,953
Total for Services and Reimbursable Expenses $261,428
Additional Services (if any, per Section 4) $8,805
Maximum Total Compensation $270,233

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 including meals at the GSA per diem rate for Palo Alto . The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are up to the not-to-exceed amount of Fifty-One Thousand Nine Hundred Fifty-Three Dollars ($51,953).

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A. Travel outside the San Francisco Bay Area, including transportation and meals , if specified as reimbursable, will be reimbursed at actual cost, including meals at the GSA per diem rate for Palo Alto, 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.

The table below outlines the reimbursable expenses the CONSULTANT anticipates to complete the WSC.

REIMBURSABLE EXPENSES

Expense Type CCG Waste Busters Nothing
Wasted Subtotal
Flights $2,400.00 $1,666.65 $2,475.17 $6,541.82
Hotels $5,280.00 $3,666.64 $5,445.38 $14,392.02
Per diem $2,024.00 $1,405.54 $2,087.40 $5,516.94 Rental $2,200.00 $1,527.76 $2,268.91 $5,996.67
Fuel $756.00 $525.00 $779.68 $2,060.68
Supplies $6,000.00 $4,166.63 $6,187.93 $16,354.56 Baggage $225.00 $156.25 $232.05 $613.30
Mileage $175.00 $121.53 $180.48 $477.01
Total $19,060.00 $13,236.00 $19.657.00 $51,953.00

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EXHIBIT C-1

SCHEDULE OF RATES

CONSULTANT’s schedule of rates is as follows:

Title Hourly Rate
Director $285.00
Senior Associate $200.00
Associate $135.00
Senior Associate $210.00
Director $290.00
Fieldworker Lead $135.00
Associate $135.00
Principal $112.50
Principal $150.00
Onsite Manager $112.50
Sorting Staff $89.00
Safety Manager $70.00
Field Lead $70.00
Sorting Staff $70.00

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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: Material List and Definitions
Samples will be characterized according to the list of 80 materials below.

PAPER
CLEAN, FLATTENED, UNCOATED CORRUGATED CARDBOARD: Uncoated boxes, packaging, sheets and other pieces with a corrugated layer sandwiched between two outer layers that has been flattened to reduce the volume. Examples include shipping boxes, and some shoe boxes.

CLEAN, UNFLATTENED, UNCOATED CORRUGATED CARDBOARD: Uncoated boxes, packaging, sheets and other pieces with a corrugated layer sandwiched between two outer layers that has NOT been flattened to reduce the volume. Examples include shipping boxes, clean pizza box, and some shoe boxes.

NEWSPAPER: Ground wood paper used in newspapers. Includes clay coated (not poly coated) glossy ad inserts and other items made from newsprint, such as advertising circulars, election guides and tax instruction booklets.

OTHER CLEAN PAPER: Paper and products recycled curbside except newspaper, and corrugated cardboard. Includes high grade white or colored ledger, paper bags, bond, rag (paper made of cotton or linen), stationary, office, copy or printing paper and low grade mixed junk mail, envelopes (plastic windows ok), magazines, clay coated glossy catalogs, brochures and pamphlets, hardback and paperback books, spiral notebooks, manila folders, index cards, self-adhesive notes, phonebooks, shredded paper, construction paper, butcher paper, kraft or bleached sheets, toilet paper tubes, paper towel tubes, non-corrugated box/liner/chip/paper board (e.g., cereal and tissue boxes, six pack holders), egg cartons, tissue wrapping paper, blueprints, photographs (not Polaroid), hard cover books, and carbonless forms. Minor amounts of glue or other binding are okay.

PAPER TISSUE & TOWELS: Paper towels, napkins, tissues, toilet paper, and other short fiber, potentially soiled, paper that is not recyclable, but is compostable. Includes cotton balls, pads and non-plastic swabs and wipes.

OTHER SOILED UNCOATED FIBER: Uncoated paper and paper products that are not tissue & towels, that may be recyclable, but are too food-soiled or dirty and can be composted such as, food-soiled paper plates, french fry containers and coffee filters. Recyclable paper that was likely soiled in the collection bin or truck should be included in the appropriate recyclable paper category.

COATED CORRUGATED CARDBOARD: Boxes, packaging, sheets and other pieces with a corrugated layer sandwiched between two outer layers where at least one of the 3 layers is “waxed” or paraffin or poly coated, typically to make it liquid resistant such as for perishable produce shipping boxes.

OTHER COATED PAPER: Paper and paper products that are poly, compostable plastic or wax (not clay) coated inside and/or outside. Includes fast food wrappers, pizza box liners, butcher paper, and ice cream and other frozen/refrigerated food packaging. This does not include coated corrugated cardboard, items with a gable top, or prepared food takeout containers GABLE TOP CARTONS: Containers that are poly or wax (not clay) coated inside and/or outside with a gable top such as milk and juice cartons (including those with plastic spouts). Does not include aseptic packaging.

ASEPTICS: Multilayer composite cartons of bleached paper, poly film and foil, such as juice, milk, soup and tofu boxes.

PAPER TAKEOUT CONTAINERS: Rigid paper containers used for serving or transporting single-use, ready to eat, prepared foods from a food service point-of-sale. This material type includes containers that could have been avoided had a customer brought a re-usable food container to the point-of-sale.

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(like for a hamburger, deli sandwich, or burrito). This does not include items in paper retail packaging like frozen foods, cereals.

COATED PAPER CUPS: Cups that are poly, compostable plastic or wax coated inside and/or outside such as for coffee and other hot drinks or soda and other cold drinks.

PIZZA BOXES: Boxes used for take-out or delivery of prepared pizza. Includes both clean and soiled boxes.

OTHER COMPOSITE PAPER: Items, not including aseptics, predominantly paper, but with one or more other material rendering them hard to recycle or compost, such as orange juice concentrate cans, carbon copy paper, foil laminated paper boxes and gum wrappers, packaging with large plastic windows (blister packs) or integrated foam, padded envelopes, and heavily plastic laminated or painted paper.

PLASTIC
#1 PETE PLASTIC PACKAGING: Polyethylene terephthalate (PET) bottles, jars, clamshells, frozen food trays, retail packaging and other rigid items such as food and beverage containers. #1 PETE PLASTIC PACKAGING THERMOFORMS: Clamshells, trays, and cups. #2 HDPE PLASTIC PACKAGING: High-density polyethylene (HDPE) bottles, jars, tubs, lids and other rigid items such as distilled water, milk, juice, vinegar, yogurt, detergent and empty motor oil or antifreeze containers.

EXPANDED #6 PRODUCTS AND PACKAGING: Styrofoam and other expanded polystryrene cups, plates, bowls, clamshells, packaging blocks and peanuts (except compostable ones), insulation, non- corrugated foamcore (Include sandwiched between two layers of paper or plastic)and other rigid items.

OTHER #3-7 PLASTIC PACKAGING: Polyvinyl chloride (PVC), low-density polyethylene (LDPE), polypropylene (PP), non-expanded styrene (PS), other (#7, various resins) and unlabeled, unidentifiable bottles, jars, tubs, lids, and other rigid items such as some salad dressing, syrup and prescription bottles, CD cases, auto parts. Items are typically constructed of a single plastic resin and smaller than a basketball.

DURABLE PLASTIC PRODUCTS: Large, rigid items made predominately from plastic (usually a single resin) and intended for multiple uses. Examples include clothes hangers, buckets, lawn furniture, plastic pipe, plates, cups, and some toys,
PLASTIC TAKEOUT CONTAINERS: Rigid plastic containers used for serving or transporting single-use, ready-to-eat, prepared foods from a food service point-of-sale. This material type includes containers that could have been avoided had a customer brought a re-usable food container to the point-of-sale. Example include boxes and clamshells for items from the “hot food” bar or salad bar at a grocery store or deli, “Chinese food” take out cartons, plastic tubs and bowls from fast food restaurants, etc. This does include plastic to-go cups. This does not include items in plastic retail packaging like frozen foods, microwavable soups, etc.

COMPOSTABLE PLASTIC BAGS: Polylactic acid (PLA) and other bags labeled “compostable” (such as used for kitchen composting pails, as produce bags, or as bathroom bags to collect paper hand towels or for restaurant food scrap collection). Does not include compostable plastic bags that are not ASTM D6400 or D6868 compliant.

OTHER COMPOSTABLE PLASTIC: Polylactic acid (PLA), polyhydroxyalkanoate (PHA) and other cups, straws, lids, plates, bowls, clamshells, trays, utensils and other non-bags labeled “compostable.” Does not include compostable plastic products that are not ASTM D6400 or D6868 compliant.

RECYCLABLE FILM PLASTIC: Single layer clear or colored film without an inner foil or metallic layer accepted in the Palo Alto recycling carts. Includes, dry cleaner, newspaper, Ziploc, bread, cracker, Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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tortilla chip, stretch, shrink and bubble wrap, plastic sheeting, frozen food, and clear or colored grocery, department store and other retail and food establishment merchandise and to go bags.

FLEXIBLE PLASTIC POUCHES: means plastic pouches made of thicker, multi-layer flexible material. May have a flat bottom so that package would stand up on its own, but not always. Material is thicker than potato chip bags and frozen vegetable bags. Includes plastic coffee bags like Starbucks and Peet’s; Capri Sun pouches; baby food pouches – may have plastic screw top; soup pouches; salad dressing pouches; wine pouches; backpacking meals in pouches; soap refill pouches; laundry detergent pouches; and other similar items.

INCLUDED – THICKER, MULTI-
LAYER PACKAGING EXCLUDED – THINNER, SINGLE-

LAYER PACKAGING
Plastic coffee bags
(Starbucks and Peet’s)
Juice pouches (Capri Sun)
Baby food pouches – may
have plastic screw top
Soup pouches
Salad dressing pouches
Wine pouches
Backpacking meals in
pouches
Soap refill pouches
Laundry detergent pouches
Other similar items

Potato chip bags and similar
Candy wrappers
Tortilla bags
Frozen food bags (vegetables,
berries)
Nut/snack bags
Shrink plastic wrappers (Slim
Jim and string cheese
wrappers)
Ziplock bags intended for home
use
Thin produce bags as used in
grocery stores
Newspaper bags
Bread bags
Small (2 inch) pouches for
condiments (mustard, relish,
etc.)
Yogurt tubes (Gogurt)
Mailing pouches, usually
colored or white (not clear)
(LL Bean, medication
pouches)
100% Plastic mailing pouches
with bubble wrap
Other similar items
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OTHER COMPOSITE FILM PLASTICS: Items made of multi-layer, multi-material films, typically with a metallic or foil layer. Examples include potato chip bags, candy bar wrappers, energy bar wrappers, and anti-static electronics wrappers.

OTHER PLASTIC: Items that are predominantly rigid plastic, but have more than one type of plastic and/or other materials like metal or film plastics not described elsewhere. Includes toothbrushes, disposable razors, pens, some toys, lighters, vinyl binders, hoses, foil and plastic blister packs (such as for medications), and fiberglass products except insulation. Does not include appliances or Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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electronics. Includes non-recyclable film like trash bags, condiment pouches, mailing pouches, shower curtain, woven polyethylene (e.g., grain bags, wipes, dryer sheets), and mylar balloons.

GLASS
GLASS BOTTLES & JARS: Any container grade glass bottles and jars (except red or blue), for water, soda, juice, wine, beer, liquor, vinegar, condiments, pickles, body care and other products.

BLUE OR RED GLASS BOTTLES & JARS: Any red or blue bottles, jars, and other container grade glass.

OTHER NON-COMPOSITE GLASS: Items made only of clear or tinted glass that is not container glass.

Includes drinking glasses, crystal, and laboratory ware, table tops, or blown glass. Includes tempered or toughened glass (such as flat side or rear window auto glass).

OTHER COMPOSITE GLASS: Items that are predominantly glass, but have other materials like wire mesh or plastic lamination (curved auto windshields, bus shelter and other safety glass), silvering (mirrors), or other components (incandescent and halogen bulbs). Does not include mercury lamps, which go in the mercury lamps hazardous category. Does not include glass used for construction purposes which goes in C&D glass.

METAL
ALUMINUM CANS & FOIL: Aluminum cans and bi-metal cans made mostly of aluminum (for beverages, pet food, etc.), empty aluminum aerosol cans for hazardous products, all (empty or full) aluminum aerosol cans with non-toxic contents, and aluminum food containers, trays, pie tins and foil.

OTHER NON-FERROUS METAL: Items at least 75% non-ferrous metal (metals not derived from iron, to which a magnet will not adhere, and not stainless steel). Includes aluminum products and scrap that are not cans & foil, such as window frames, siding and cookware. Includes other metals and alloys such as copper, brass, bronze, lead and zinc and products such as pipe and shell casings.

STEEL CANS & LIDS: Steel containers including bi-metal cans made mostly of steel. Includes food cans, empty steel paint cans, empty steel aerosol cans for hazardous products, and all (empty or full) steel aerosol cans with non-toxic contents.

APPLIANCES: Intact or parts of predominantly ferrous metal (iron or steel that is magnetic or stainless steel), analog appliances such as toasters, stoves, refrigerators, washers and dryers, and hot water heaters. May be enamel coated in any color. If it contains a significant plastic or electronic portion (a microwave, for example), it goes in the electronics material type.

OTHER FERROUS METAL: Items at least 75% ferrous metal (iron or steel that is magnetic or stainless steel), but not cans & lids or appliances. Includes items like coat hangers, stainless steel cookware, bed frames, pipe, beams, rebar, security bars, small car parts and other ferrous scrap.

OTHER COMPOSITE METAL: Items predominately metal, made of both ferrous and non-ferrous metal and/or with more than 25% non-metal materials, such as certain motors, insulated wire and other products that are not appliances.

COMPOST
PLANT TRIMMINGS: Prunings and cuttings from bushes, shrubs and trees, and non-woody plant materials including grass clippings, sod, leaves, dead flowers, weeds, loose or rolled tobacco (without filters but including any rolling paper), cork, hemp rope and other plant material. Includes all plant types, and branches, trunks and stumps of any size.

EDIBLE FOOD SCRAPS: The components of food that, in a particular food supply chain, are intended to be consumed by humans. What is considered edible varies among users (e.g., chicken feet are Docusign Envelope ID: B0AC5F33-A10B-86DF-836E-CC9CBEB6BDE4 Item 9
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consumed in some food supply chains but not others), changes over time, and is influenced by a range of variables.

INEDIBLE FOOD SCRAPS: The components of food not included in the edible food (skins, pits, bones, eggshells, coffee grounds, tea bags, etc.)
OTHER COMPOSTABLE ORGANICS: Includes bagasse foodware and disposable wood utensils, wood stirrers, toothpicks, wood popsicle sticks. candles, compostable packaging peanuts, hair, finger nails, etc.

DIAPERS: Diapers made from a combination of fibers, synthetic and/or natural, primarily for single use.

Includes disposable baby diapers, adult protective undergarments, feminine hygiene products.

Includes diaper and any contents, including human feces not in diapers, etc.

ANIMAL FECES & LITTER: Any non-human animal feces and litter such as cat feces and kitty litter, dog poop, bird droppings, and horse manure and soiled bedding. Includes soiled paper and other litter materials. Also includes animal carcasses not resulting from food storage or preparation.

OTHER ORGANIC: Predominantly organic items that are mixed with non-organic materials and cannot easily be separated for composting.

HAZARDOUS
ELECTRONICS: All types of products which include one or more integrated circuits, circuit boards, or “chips” and/or have a visual display greater than (or equal to) four inches on the diagonal. Generally includes anything that can be programmed. Includes televisions, computer monitors, CPUs and computer peripherals, fax machines, stereo equipment, VCRs, some games and toys. Does NOT include items powered by electricity (“plug or battery”) if electronic circuitry or a video display are not present, for example non-robotic vacuum cleaners. Note that there may be products intended for the same use of which some will be electronic waste and some will not – for example, coffeemakers (some just plug in and are switched on manually and some contain chips/boards because they have on/off/grind etc. features which can be programmed).

PAINT: Latex paint, alkyd paint, oil-based paint, architectural paint, automotive and specialty (traffic marking) paint NOT packaged under pressure.

BATTERIES: All chemistries, including alkaline batteries, Ni-Cd, Ni-MH, Lithium, Lithium-ion, and small sealed lead acid (SSLA) batteries often used in battery backup units.

NON-EMPTY AEROSOL CANS: All non-empty pressurized containers which hold a consumer product characterized as a hazardous waste (paint/pesticides/cleaners). Includes spray paint, bug sprays, hair spray, oven cleaners, waterproofing sprays. Does NOT include cooking oil, deodorant, room/air freshener, starch, or compressed air (keyboard cleaner).

MERCURY LAMPS: All tubes and bulbs with intentionally added mercury, includes fluorescent tubes and compact fluorescents, High Intensity Discharge (HID) bulbs, sodium vapor lamps, and neon signs.

Does NOT include incandescent or halogen tubes or bulbs.

PESTICIDES: Includes pesticides, insecticides, herbicides, and wood preservatives NOT packaged under pressure.

CLEANING PRODUCTS: (except aerosols) Consumer products intended for cleaning NOT packaged under pressure includes ammonia, bleach, “green” cleaners, waxes and polishes.

MOTOR OIL: Lubricating oil, either used or unused, primarily used in vehicles or internal combustion engines.

OIL & FUEL FILTERS: Metal and plastic filters for oil and fuel used in vehicles or other types of equipment.

UNTREATED MEDICAL WASTE: Materials used in medical processes, including tubing, surgical tray liners, exam table liners, latex gloves, bandages, and any materials in red biohazard bags. Also includes needles, syringes, and lancets.

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TREATED MEDICAL WASTE: Medical waste that has been processed in order to change its physical, chemical, or biological character or composition, or to remove or reduce its harmful properties or characteristics, as defined in Section 25123.5 of the Health and Safety Code. Bags of treated medical waste may appear shrunken from sterilization.

BLUE WRAP: A blue wrap made from polypropylene (# 5 plastic) and used for wrapping surgical instruments for sterilization.

MEDICINE: All medicine intended for human or veterinary use, including prescription and non- prescription (over-the-counter) drugs as well as vitamins and nutritional products.

COLD PACKS: Re-usable liquid or gel packs commonly used to keep food cool in portable coolers, or as a cold compress to alleviate the pain of minor injuries. Packs may be either flexible or rigid.

OTHER HAZARDOUS: Items and materials not fitting into any of the other hazardous categories but which meet California’s hazardous waste characteristic descriptions for ignitability, corrosivity, reactivity, or toxicity. Includes lab chemicals, solvents (paint thinner, nail polish & nail polish remover), mercury thermometers & thermostats, adhesives, glues, fuel, non-empty and pressurized gas canisters and cylinders, antifreeze, asbestos containing material, ammunition, writing and printing ink, hair dye. Does NOT typically include cosmetics or personal care products. Does NOT include empty containers 5 gallons in size and smaller which previously contained a hazardous material.

CONSTRUCTION AND DEMOLITION DEBRIS
CLEAN WOOD: Unpainted, untreated, new or demolition dimensional lumber (milled lumber commonly used in construction), pallets and crates (whole or broken), packaging panelboard and sawdust.

Includes wood with small amounts of paint (such as 2 x 4s with painted ends), nails and other contaminants.

CLEAN ENGINEERED WOOD: means unpainted new or demolition scrap from sheeted goods such as plywood, particleboard, wafer board, oriented strand board, and other residual materials used for sheathing and related construction uses. May contain nails or other trace contaminants.

PAINTED WOOD: Painted, stained, varnished or shellacked lumber and wood products from construction or demolition, and assembled items with minimal fasteners or glue.

TREATED WOOD: Wood treated with a chemical preservative for protection against pests and environmental conditions. Includes dimensional lumber treated with creosote, arsenic, chromium, copper, or pentachlorophenol – typically identified by “staple marks” by which chemical was injected into the wood, a characteristic green or dark brown color, and/or presence of obvious crystals. Does NOT include painted or stained wood.

INERTS: Concrete (building foundations, sidewalk paving and cinder blocks), cement mix, asphalt, brick, clay roofing, ceramic or porcelain (toilets, sinks, tile and some dishware), rock, gravel, soil and sand with minimal organic contamination. Includes concrete containing steel mesh and/or reinforcement bars (rebar).

CLEAN GYPSUM: Calcium sulfate dehydrate sandwiched between layers of kraft-type paper. Includes unpainted and untreated, new or old, broken or whole sheets of drywall, sheetrock, wallboard, plasterboard (without plaster), gypboard or gyproc. Excludes exterior or roof paneling that is gypsum sandwiched between fiberglass-reinforced coatings.

PAINTED GYPSUM: Used or demolition gypsum drywall that has been painted, treated or plastered.

Includes exterior paneling that is gypsum sandwiched between fiberglass-reinforced coatings.

ROOFING: Asphalt shingles, built-up roof membranes, other asphaltic roofing membranes, single-ply roofing membranes, roof paneling that is gypsum sandwiched between fiberglass-reinforced coatings, contaminated wood shingles, contaminated clay roofing, and contaminated metal roofing (if clean put in respective wood, inerts, or metal category), etc.

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C&D GLASS: Includes glass used for construction purposes, like window panes, sliding doors, and architectural glass.

CARPET: Flooring applications of various natural (e.g., wool) or synthetic (e.g., nylon) fibers typically bonded to some type of backing material. Includes other soft floor coverings such as synthetic turf.

Also includes carpet padding, commonly made of urethane foam, but could be felt from jute, hair, or other synthetic materials, such as recycled carpet fibers, and coated with latex or other resin.

FIBERGLASS INSULATION: Fiberglass building and mechanical insulation, batts, or rigid.

OTHER C&D: materials commonly used in residential and commercial construction that cannot be put in any other type. This type may include items from different types combined, which would be very hard to separate. Examples include Includes wood with significant metal, concrete, drywall, or other contaminants, such as substantial glue or binders in plywood, particleboard, wafer board or oriented strand board.

OTHER MATERIALS
MATTRESSES: Mattresses, box springs and platforms, but not frames. Includes futons, foam and contour mattresses, and infant and pet beds.

FURNITURE: Mixed-material furniture such as upholstered chairs and couches. Furniture made purely of one material, such as plastic or metal, would be categorized as that material.

TIRES & RUBBER: Vehicle (including scooters, bicycles, lawn mowers, etc.) tires and tubes of all types.

Finished products and scrap made of natural or synthetic rubber, such as bath mats, rubber hoses, rubber bands and foam rubber.

TEXTILES & LEATHER: Items made of thread, yarn, fabric, or cloth from natural or synthetic materials such as cotton, wool, silk, nylon, rayon or polyester. Includes clothes, fabric trimmings, curtains, drapes, and linens. Also includes real and synthetic leather shoes, handbags, belts, scraps, etc. Does not include mattresses, furniture or carpet & upholstery.

NON-METAL APPLIANCES: Multi-material electric analog (not digital, no chips) appliances, primarily plastic, such as old toasters, power tools, curling irons, light fixtures, clocks and dial telephones FINES: Mixed inert (soil, sand, grit, ash) and non-inert (small bits of wood and other organics) materials smaller than 2” in diameter, sometimes from a sorting line or sweepings.

OTHER MATERIALS: All remaining, generally multi-material composite or indistinct items not elsewhere defined. Examples include whole filtered cigarettes and cigarette butts, dryer lint, and personal care products (shampoo, cosmetics, soaps, toothpaste, etc.).

EDIBLE RECOVERABLE FOOD: Food the appears to be in good non-spoiled condition maybe slightly bruised or ill-formed such as unpackaged fruit and vegetables; packaged fruits and vegetables which do not appear spoiled which may or may not be past sell-by date; frozen foods which appear to not be spoiled but may or may not be past their sell-by date; prepared food which appears to be edible not spoiled or rotten.

REUSABLE MATERIALS: Furniture, appliances, carpet, rugs, and other bulky items and household goods that are unbroken and suitable for reuse.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: September 28, 2026
Report #:2607-6560
TITLE
Approval of Contract Amendment Number 2 to Contract C21181846 with CAD Masters, Inc. in the Amount of $420,000 for a total not to exceed $2,370,000 for Continued Support of Utility Engineering Systems and Applications through August 2, 2029 (a total of 8 years); CEQA Status:

Not a Project Under CEQA Guidelines Section 15378

RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to execute Amendment No. 2 to Contract No. C21181846 with CAD Masters, Inc., extending the term of the contract through August 2, 2029, and increasing the contract authority by an additional $420,000, for a revised not-to-exceed amount of $2,370,000.

EXECUTIVE SUMMARY
The Utilities Department requests approval of Amendment No. 2 to extend the existing professional services agreement with CAD Masters, Inc. through August 2, 2029, under a reduced scope of work. CAD Masters developed several of the City's custom utility applications and engineering workflows, including Service Order Generation (SOGEN), DWG Generation (DWGGEN), and Electrical Equipment Maintenance (EEM), and possesses extensive institutional knowledge of the City's utility engineering systems, software architecture, and business processes. Transitioning these services to another consultant would require significant time, cost, and operational risk.

Due to the ongoing transition from Autodesk AutoCAD Map 3D Enterprise (AME) to Esri ArcGIS Pro, the scope of services has significantly decreased. However, continued support remains critical for AutoCAD Civil 3D design work and for maintaining the SOGEN system, which is essential for daily utility operations and development services.

Extending the existing relationship avoids operational risk, ensures continuity during a major system transition, and reflects prudent fiscal management by reducing the scope of work and annual contract authority from $390,000 to $140,000.

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BACKGROUND
Since 2009, CAD Masters, Inc. has provided professional services to the Utilities Department to support CAD systems, custom applications, and engineering workflows. Since the original 2009 agreement, the City Council approved a five-year extension in 2011, followed by new five-year agreements in 2016 and 2021.1 The 2021 agreement was originally scheduled to expire on June 30, 2026. Amendment No. 1 subsequently extended the agreement by six months, through December 31, 2026, without increasing the contract amount.

The annual authorization has varied under the successive agreements: $300,000 annually under the 2011 extension, $500,000 annually under the 2016 agreement, and $390,000 annually under the current 2021 agreement. Actual expenditures under the current agreement have averaged approximately $120,000 annually over the past five years, with expenditures reaching approximately $148,000 in one year, reflecting the City’s use of these services on an as-needed basis.

The City’s technology environment has evolved significantly, particularly with the migration to Esri ArcGIS Pro that is currently underway. As a result, Utilities reevaluated its long-term consulting needs and determined that a significantly reduced scope of services is sufficient to support ongoing operations during the transition. Based on anticipated migration and workflow-replacement activities, Utilities determined that an annual authorization of $140,000 over the proposed extension period would provide sufficient capacity while remaining substantially below the $390,000 annual authorization under the current agreement.

ANALYSIS
Technology Transition and Reduced Scope
The City is currently transitioning from Autodesk AutoCAD Map 3D Enterprise (AME) to Esri ArcGIS Pro as the primary platform for utility mapping and asset management. The migration is expected to be substantially completed by the end of February 2027. Following the migration, staff will begin using ArcGIS Pro for day-to-day operations, while Utilities and IT continue supporting user adoption, workflow refinement, and post-implementation support.

During the extension period, staff plans to actively pursue a replacement for SOGEN and transition the custom workflows currently supported by CAD Masters to more standard applications. Staff will reassess its reliance on CAD Masters each year. By the end of the second year, staff expects to issue an RFP for qualified consultants to provide ongoing support for these applications and other systems, such as AutoCAD Civil 3D. The extension period will provide continuity during the transition and allow time to complete a competitive procurement before the amendment expires.
1 City Council, May 17, 2021, Agenda Item No. 5, Staff Report No. 12082:
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As a result, a substantial portion of CAD Masters’ previous scope, particularly AME-related support, is no longer required. Future service needs are expected to be significantly reduced.

While the scope has been substantially reduced from previous contract terms, CAD Masters will continue providing support for critical utility engineering applications, including SOGEN, AutoCAD Civil 3D, ArcGIS Pro, Oracle databases, data integration, and related engineering workflows. IT Department will support Utilities in identifying and implementing a long-term replacement for SOGEN within the Esri ecosystem.

Ongoing Critical Support Needs

1. AutoCAD Civil 3D Design Support
Utilities Engineering continues to use AutoCAD Civil 3D for Capital Improvement Program (CIP) projects, including pipeline replacement and rehabilitation. CAD Masters’ familiarity with City standards enables efficient support without additional onboarding or training.

2. Service Order Generation (SOGEN) System
CAD Masters developed the custom SOGEN system to support the City's utility operations.

SOGEN is a tool used to generate and track service orders, support maintenance and repairs, and coordinate work between Engineering and Operations.

SOGEN also supports the WGW Development Services program by tracking utility-related work tied to private development permits and coordinating field operations. Disruption to SOGEN would impact operations, development coordination, customer service, and revenue.

Rationale for Amendment of Current Contract
Staff recommends amending the current contract rather than issuing a new RFP because the remaining services involve support of custom utility applications, specialized engineering workflows, and systems that are to be reviewed for standardization and scalability with current day best practices during this extension period. Conducting a competitive procurement at this time would provide limited value while increasing operational risk while system transition for GIS is ongoing and review of long term replacement of legacy systems is active.

FISCAL/RESOURCE IMPACT
The proposed amendment increases the contract authority by $420,000. Funding for the first year is available through Water Fund Capital Improvement Program Project WS-02014 (WGW Utility GIS Data), resulting in a revised not-to-exceed contract amount of $2,370,000 through August 2, 2029. Funding for any future years is subject to City Council approval through the annual budget process.

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STAKEHOLDER ENGAGEMENT
This item involves internal coordination between Utilities Engineering, Operations, Development Services, and IT.

ENVIRONMENTAL REVIEW
This action is not a project under CEQA pursuant to CEQA Guidelines Section 15378(b)(5), as an administrative activity that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS
Attachment A: Amendment No. 2 to Contract No. C21181846 APPROVED BY:

Alan Kurotori, Director of Utilities
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AMENDMENT NO. 2 TO CONTRACT NO. C21181846

BETWEEN THE CITY OF PALO ALTO AND
CAD MASTERS, INC.

This Amendment No. 2 (this “Amendment”) to Contract No. C21181846 (the “Contract” as defined below) is entered into as of August 3 , 2026 by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and CAD MASTERS, INC. , a California corporation, located at 201 North Civic Drive, Suite 182, Walnut Creek, CA 94596 (“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 development, support, and maintenance of the City’s Enterprise Geographical Information System (GIS) asset management database (the “Project”) and desires to engage a consultant to provide these services in connection with the Project, as detailed therein.

B. The Parties now wish to amend the Contract to update the software products and services provided under the Contract to reflect current practices, increase compensation by Four Hundred Twenty Thousand Dollars ($420,000), from One Million Nine Hundred Fifty Thousand Dollars ($1,950,000) to a new total not-to-exceed amount of Two Million Three Hundred Seventy Thousand Dollars ($2,370,000), increase the current rates as set forth in Exhibit C-1, and extend the term through August 2, 2029.

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:

a. Contract. The term “Contract” shall mean C ontract No. C21181846 between CONSULTANT and CITY, dated July 1, 2021, as amended by:

Amendment No. 1, dated June 1, 2026

b. 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 2 “TERM” of the Contract is hereby amended to read as follows:

“The term of this Agreement shall be from the date of its full execution through August 2, 2029, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.”

SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to read as follows:

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“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 Three Hundred Seventy Thousand Dollars ($2,370,000). 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.”

SECTION 4. 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 “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS

b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES

c. Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS

d. Exhibit “C -1” entitled “ SCHEDULE OF RATES ”, AMENDED, REPLACES

SECTION 5. 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 6 . 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.)

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties 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

CAD MASTERS, INC.

By:______________________________

Name:___________________________

Title:____________________________

Attachments:

Exhibit “A” entitled “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES PREVIOUS Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS Exhibit “C-1” entitled “SCHEDULE OF RATES”, AMENDED, REPLACES PREVIOUS Docusign Envelope ID: 74CF9C41-1ED4-8A42-8238-AB605FE11D49 Drew Burgasser
Vice-President
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EXHIBIT A
SCOPE OF SERVICESAMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)

BACKGROUND INFORMATION (DATA ENGINES AND EXISTING APPLICATIONS):

Database Engines:
• Oracle
• Microsoft SQL Server
• Microsoft Access (for maintenance of legacy applications)

Primary Software Applications:
• Autodesk AutoCAD Civil 3D
• Autodesk Utility Design (AUD)
• ArcGIS / ArcGIS Pro

Custom Applications:
• Electric data model (Oracle)
• WGW Service Order Generation (SOGEN)
• Electric Equipment and Maintenance data model (Oracle) front-end application (EEM) Electric Autodesk Utility Design (AUD)
• Document Management System (DMS)
• Drawing Generation (DWGGEN) for creating AutoCAD and AUD entities from GIS Map Locator (custom Google Maps interface on top of AutoCAD) • FME workspaces for import from and export to SAP, ESRI SHP, DWG, and Excel • Transformer Purchasing DB data export SAP data import and export

SCOPE OF WORK (including but not limited to the following items):

1. User Support and Maintenance of Existing Applications and Workflows

1.1 SQL Server Database Administrator (DBA)
• Install and configure Oracle software
• Configure and monitor data backups
• Troubleshoot performance issues

1.2 Service Order Generation
• Write, configure, and monitor Service Order Generation (SOGEN) software • Provide programming and support for mobile SOGEN
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1.3 Automated Utility Design
• Install and configure software and upgrades, provide training, and troubleshoot problems; assist IT when necessary
• Provide customization services for import/export to SAP and report generation • Write, configure, and monitor software to update material catalog prices from SAP • Write, configure, and monitor software to output work order data to Excel

1.4 Electric Equipment Management (EEM) Database
• Write, configure, and monitor database (Oracle) and front-end application (EEM) for electric equipment maintenance

2. Data Synchronization, Import, and Export
• Configure and support FME workspaces for export to ESRI SHP, AutoCAD DWG, Excel, and ArcGIS maps
• Write, configure, and monitor software to import SAP utility meter data (installation numbers)
• Configure and support FME workspaces to import SAP consumption data (via a middleware Excel file) for any desired utility

3. GIS and Engineering Drawing Support
• Provide technical support for ArcGIS and ArcGIS Pro for WGW Engineering and Operations users
• Assist with creation and maintenance of WGW utility system maps in ArcGIS Pro for engineering analysis, operations planning, and paper map production • Configure and assist with ArcGIS queries, map layers, and attribute searches to support user workflows
• Assist with creation and maintenance of AutoCAD Civil 3D drawings to support WGW Engineering design and construction drawing development • Provide support for data exchange between GIS, AutoCAD Civil 3D, and other engineering systems used by WGW Engineering
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EXHIBIT B

SCHEDULE OF PERFORMANCE
AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)

Milestones Completion
Number of Days/Weeks (as specified
below)
from NTP
Scope Category 1: User Support & Maintenance
of Existing Applications & Workflows
Services to be provided on an ongoing
basis as directed by City
Scope Category 2: Data Synchronization, Import,
and Export
Services to be provided on an ongoing
basis as directed by City
Scope Category 3: Application Development,
Data Integration, and GIS Enhancements
Services to be provided on an ongoing
basis as directed by City

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EXHIBIT C

COMPENSATION
AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)

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 Services, 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.

TASK DESCRIPTIONS Estimated
Annual
Budget:
3 Year
Contract
Total:

Category 1 – User Support & Maintenance of Existing Applications & Workflows
$70,000 $210,000
Task 1.1 – Oracle Database Administration
Install and configure Oracle software; configure and monitor backups; and troubleshoot database performance issues.

Task 1.2 – Service Order Generation (SOGEN)
Write, configure, and monitor SOGEN software; provide programming and support for mobile SOGEN.

Task 1.3 – Automated Utility Design Support (SAP / Reporting / Data Automation)
Install and configure software and upgrades; provide training and troubleshooting; assist IT as needed; develop customizations for SAP integration including material catalog price updates and work order data export to Excel.

Task 1.4 – Electric Equipment Management (EEM) Database Write, configure, and monitor Oracle database and front -end application for electric equipment maintenance.

Task 1.5 – ArcGIS and Engineering Application Support
Provide technical support for ArcGIS and ArcGIS Pro; assist with map creation and maintenance; support queries, layers, and attribute workflows; and support AutoCAD Civil 3D drawings and data exchange with GIS and other systems.

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Category 2 – Data Synchronization, Import and Export $30,000 $90,000 Task 2.1 – FME Data Export Workflows
Configure and support FME workspaces for exporting data to ESRI SHP, AutoCAD DWG, Excel, and ArcGIS formats.

Task 2.2 – SAP Utility Meter Data Import
Write, configure, and monitor software to import SAP utility meter data (installation numbers).

Task 2.3 – SAP Consumption Data Import
Configure and support FME workspaces to import SAP consumption data via middleware (Excel or similar formats) for any utility.

Category 3 – Application Development, Data Integration, and GIS Enhancements $40,000 $120,000
Task 3.1 – Application and Workflow Development
Develop new applications, scripts, and workflows to support utility engineering, operations, and data management needs.

Task 3.2 – Data Integration and Expansion
Incorporate new datasets and expand existing data structures within GIS and related systems to support engineering analysis, operations planning, and reporting.

Task 3.3 – GIS Data Access and Usability Enhancements
Enhance access to GIS data through improvements to map layers, queries, attribute structures, and integration with other engineering systems.

Total: $140,000 $420,000

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:

NONE up to the not-to-exceed amount of: $0.00.

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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.

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EXHIBIT C-1

SCHEDULE OF RATES
AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)

CONSULTANT’s schedule of rates is as follows:

Junior Engineer: $ 175 per hour
Project Engineer: $ 210 per hour
Senior Engineer: $ 240 per hour
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: September 28, 2026
Report #:2607-6599
TITLE
Approval of Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers to Extend the Contract Term Through June 30, 2027 for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000), and West Bayshore Trunk Line Improvements (SD-23000) Projects; CEQA Status - Exempt Under CEQA Guidelines Section 15301

RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 4 to Contract No. C20176877 with Schaaf & Wheeler Consulting Civil Engineers. This amendment extends the Contract term through June 30, 2027, with no changes to the contract scope or not-to-exceed amount for the Corporation Way System Upgrades and Pump Station (SD-21000), West Bayshore Road Pump Station (SD-20000), and West Bayshore Road Trunk Line Improvements (SD-23000) projects.

BACKGROUND
The Corporation Way System Upgrades and Pump Station, West Bayshore Road Pump Station, and West Bayshore Road Trunk Line Improvements projects are three of the highest-priority storm drain projects identified in the City's 2015 Storm Drain Master Plan. Design contract C20176877 was awarded to Schaaf & Wheeler Consulting Civil Engineers (Schaaf & Wheeler) on June 15, 2020.1 The original contract had a four-year term that extended to May 30, 2024. Due to the time required to secure easements within private properties and obtain project entitlement and building permit approvals, the contract was extended to November 30, 2024 by Amendment No. 1.2 Amendment No. 2 updated the contract rate schedule and extended the 1 City Council, June 15, 2020; Agenda Item #2; SR # 100992 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=80673&dbid=0&repo=PaloAlto 2 Schaaf & Wheeler Consulting Civil Engineers for Professional Services C20176877 Amendment No.1 https://www.paloalto.gov/files/assets/public/v/1/public-works/staff-reports-all/2027/c20176877-schaaf-wheeler- amend-1_final-contract-signed-03-08-2024-2607-6599.pdf
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term to February 28, 2026.5 Due to delays in bidding, Amendment No. 3 extended the contract term to August 28, 2026.6

ANALYSIS
Amendment No. 4 (Attachment A) extends the contract term through June 30, 2027. The project is currently under construction and requires the expertise of Schaaf & Wheeler to provide construction administration support. Construction administration includes responding to requests for information, field visits, and project close-out and documentation including the preparation of as-built drawings. The construction of the project was scheduled to be completed by August 19, 2026. Due to risks associated with ground water dewatering and its impact to existing utilities including a PG&E gas transmission line, the project’s completion has been delayed. Staff and Schaaf & Wheeler Consulting Civil Engineers agreed to amend the contract to extend the term through June 30, 2027, with no changes to scope or fee.

FISCAL/RESOURCE IMPACT
This contract amendment is for a time extension only and has no direct funding impact. Funding for this contract is appropriated in projects SD-21000, SD-20000, and SD-23000.

STAKEHOLDER ENGAGEMENT
Staff have presented to and will continue to notify and update the Storm Water Management Oversight Committee on the progress of the three projects. Extensive public outreach has been conducted as part of the construction phase to keep the community informed throughout the process, including flyers sent to adjacent residences and businesses, notices posted online on Nextdoor and the City's website and changeable electronic message boards placed in the field and later replaced by project signs.

ENVIRONMENTAL REVIEW
The project is categorically exempt from the provisions of the California Environmental Quality ACT (CEQA) under Section 15301(d) of the CEQA Guidelines.

ATTACHMENTS
Attachment A: Schaaf & Wheeler Consulting Civil Engineers, Contract C20176877, Amendment No.4
APPROVED BY:

Brad Eggleston, Director Public Works/City Engineer
5 5 City Council, December 02, 2024; Agenda Item # 13; SR # 2410-3606 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83114&dbid=0&repo=PaloAlto&searchid=c5954d65 -6e89-4d24-95f2-4ec785fa1eb4
6 Schaaf & Wheeler Consulting Civil Engineers for Professional Services C20176877 Amendment No. 3 https://www.paloalto.gov/files/assets/public/v/1/public-works/staff-reports-all/2027/c20176877-schaff-wheeler- amendment-3-final-2607-6599.pdf
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AMENDMENT NO. 4 TO CONTRACT NO. C20176877

BETWEEN THE CITY OF PALO ALTO AND

SCHAAF & WHEELER, CONSULTING CIVIL ENGINEERS

This Amendment No. 4 (this “Amendment”) to Contract No. C20176877 (the “Contract” as defined below) is entered into as of August 26, 2026, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SCHAAF & WHEELER, CONSULTING CIVIL ENGINEERS, a California Corporation, located at 4699 Old Ironsides Drive (“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 provide engineering design, analysis, planning and construction management support in connection with the Corporation Way System Upgrades and Pump Station and West Bayshore Road Pump Station and Trunk Line Improvement Project, as detailed therein.

B. The Parties now wish to amend the Contract in order to extend the term of the contract.

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:

a. Contract. The term “Contract” shall mean Contract No. C20176877 between CONSULTANT and CITY, dated June 15, 2020, as amended by:

Amendment No.1, dated March 11, 2024
Amendment No.2, dated November 24, 2024
Amendment No. 3 dated February 16, 2026

b. 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 2 “TERM” of the Contract is hereby amended to read as follows:

“The Term of the Agreement shall be from the date of its full execution through June 30, 2027, unless terminated earlier pursuant to Section 19 of 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:

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a. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS.

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.)

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SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the Parties 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

SCHAAF & WHEELER, CONSULTING

CIVIL ENGINEERS

Officer 1

By:

Name: Charles D. Anderson
Title: President

Officer 2

By:

Name: Glen Anderson
Title: Vice President

Attachments:

EXHIBIT “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS.

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EXHIBIT “B”
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)

CONSULTANT shall perform the Services to complete each milestone within the number of weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the project managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. The order for Construction Administration Services, Task H-1, H-2 and H-3 may be changed at City’s discretion. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the Notice To Proceed (“NTP”).

Task/Milestones Completion Date(s)

A. Preliminary Design Completed

B. Final Design Completed

C. Cost Estimate Completed

D. Meetings Completed

E. Work Product Submittal Completed

F. Construction Documents Completed

G. Regulatory & City Permits Completed H. Construction Administration Services

H-1 Corporation Way System Upgrades and Pump Station June 30, 2027 H-2 West Bayshore Road Pump Station Improvement June 30, 2027 H-3 West Bayshore Trunk Line Improvement June 30, 2027

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7 Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Planning and Development Services
Meeting Date: September 28, 2026
Report #: 2607-6561
TITLE
706 Cowper Street [26PLN-00144]. Council Preliminary Review for Comprehensive Plan Land Use Plan Map Amendment to Allow an Approximately 400 Square Foot Commercial Addition to a Category 1 Historic Resource in the Multiple-Family Residential Land Use Designation. CEQA Status: Not a Project.

RECOMMENDATION
Staff recommends Council acknowledge and accept staff response to the Preliminary Review application for a Comprehensive Plan Map Amendment to allow a minor expansion of commercial floor area in a residential land use designation.

EXECUTIVE SUMMARY
The applicant requests a Preliminary Review application to change the Comprehensive Plan land use designation for the site from Multiple-Family Residential to a designation that permits office use. This, in turn, would facilitate an approximately 400 square foot expansion to an existing office use permitted under a 1970s Planned Community (PC) ordinance (Attachment D). The project includes a new two-story addition, seismic and historic rehabilitation of an existing Category 1 historic structure. A project of this minor nature would normally be approved at a staff level pursuant to Palo Alto Municipal Code (PAMC) Section

18.76.020(b)(3)(E). This prescreening is required, however, in accordance with PAMC Section

18.79.030(A), because staff identified the need to amend the City’s Comprehensive Plan.

Due to the minor nature of the subject application, this item is placed on the consent calendar as an efficient approach authorized pursuant to PAMC 18.79.050(a), which gives the City Council broad discretion in the manner in which to conduct the review. Receipt and review of the Preliminary Review application on the consent calendar paves the way for the applicant to file a formal application. If desired, individual Councilmembers could provide feedback under Councilmember comments or when approving the consent calendar. If three or more Item 12
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7 Councilmembers are interested in pulling the item from the consent calendar for discussion, staff will be prepared to support that discussion on the same evening.

After this Preliminary Review has been received, the applicant may file a formal application to amend the Comprehensive Plan Land Use Plan Map. Such amendments require Planning and Transportation Commission review and recommendation, followed by Council’s action by ordinance decision as set forth in PAMC Chapter 18.80.

BACKGROUND
Known as the T.B. Downing House, the subject property at 706 Cowper Street is currently listed as a Category 1 (“Exceptional Building”) on Palo Alto’s Historic Inventory. The building is also listed on the California Register of Historical Resources and the National Register of Historic Places under Criterion C3 (Architecture). The three-story-over-basement building was originally constructed in 1894 as a single-family residence and designed in the Queen Anne style by architect and builder W. Matlock Campbell.

Since its construction, the property has undergone a series of alterations over the years, though these modifications have not affected the integrity of the historic structure’s eligibility for any of the registers on which it is listed. In 1901, a detached residential structure was added to the property, followed by a detached garage in 1924. Both structures were later demolished.

Between 1949 and 1975, portions of the original front porch were enclosed, and minor additions were made to the east façade. A 1973 fire heavily damaged the third floor, prompting substantial repairs and interior reconstruction in 1977, along with roof reframing. At that time the property was rezoned to PC-3007 (Attachment D) to allow for the conversion from residential to office use. In 1978, major alterations included additions to the rear, enclosure of the southeast wraparound porch, construction of new upper-story volumes and decks, exterior stairs, basement excavation, and landscaping changes. The building was subsequently reroofed in 1978 and 2001. Other alterations of unknown dates include demolition of a detached rear dwelling, filling of the entrance transom, and installation of skylights.

Project Description
The project includes an approximately 400-square-foot, two-story L-shaped rear and side addition that would provide additional workspace for the existing office use. The addition is located within areas of the rear and side elevations that were substantially altered in 1978, minimizing impacts to the historic street-facing facades. The project also includes interior reconfiguration that would likely trigger required seismic rehabilitation due to structural modifications; two ADA-accessible parking spaces with EV charging infrastructure; an ADA- accessible rear entrance; two ADA-compliant bathrooms; and a publicly accessible front-yard open space featuring a garden with native plant species and interpretive signage. Routine maintenance and repair of historic wood and window components would occur, including paint removal and repainting, sash repair and reglazing, repairs to frames and operating hardware, Item 12
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7 and repair of exterior wood elements such as porch railings, columns, decking, ceilings, siding, cornices, and window and door casings and surrounds.

Surrounding Uses
The property is located on a rectangular parcel at the southeast corner of Cowper Street and Forest Avenue in Palo Alto’s University South neighborhood. Surrounding uses include the two- story boutique hotel Cowper Inn (Category 3 historic resource) to the north, a one-story medical office to the east, a one-story medical office across Downing Lane to the south, and a two-story, 12-unit residential building to the west.

ANALYSIS
Staff will prepare a thorough analysis of the Zoning Code and Comprehensive Plan compliance upon submittal of a formal application, if filed. The preliminary review below summarizes the conceptual plans and identifies key policy considerations.

Comprehensive Plan Compliance
The site has a Comprehensive Plan land use designation of Multiple-Family Residential, which allows residential densities of 8 to 40 units and 8 to 90 persons per acre, with lower densities encouraged adjacent to single-family residential areas. Although the PC zoning specifically allows the existing office land use that has operated since the 1970’s, this use is not consistent with the site’s land use designation. Due to the proposed expansion of the established office use, an amendment to the Comprehensive Plan Land Use Map is also required as part of a formal application. It is anticipated that any future Comprehensive Plan amendment would be narrowly focused on minor expansions of existing commercial uses with planned community ordinance approves thereby limiting the scope of the amendment’s applicability.

Aside from the land use designation, several Comprehensive Plan policies and goals support the project, including:
Policy L-7.1 encourages the public and private upkeep and preservation of resources with historic merit.
Policy L-7.9 specifically allows compatible nonconforming uses to continue for the life of historic buildings, recognizing that continued use can support the long-term preservation and maintenance of historic resources.
Policy L-7.10 supports the preservation of significant historic resources while allowing them to be adapted to contemporary needs consistent with the Secretary of the Interior’s Standards for Rehabilitation.
Policy C-1.7 encourages public access to privately owned open spaces and facilities for community meetings and events.

The project would still retain the existing historic resource while allowing modifications to accommodate the existing use and meet contemporary needs. The proposed seismic and historic rehabilitation would improve the safety of the structure, bring it more into Item 12
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7 conformance with ADA and green building code requirements for accessibility and efficiency, and restore some of the original historic features. The project would also provide a new privately owned public open space, consistent with the Comprehensive Plan’s encouragement for increased public access to open spaces.

While the project is largely consistent with the overall goals and intent of the Comprehensive Plan, a Comprehensive Plan Amendment would be required to formally align the existing land use and allow the expansion of office floor area on the property.

Zoning Compliance
The existing Planned Community (PC-3007) allows professional and general office uses and requires six on-site parking and eight secured bicycle spaces. Further, PC-3007 requires that “the building be restored, maintained, and preserved as much as possible to its original appearance insofar as architectural features are concerned.” Although no changes to the land use is proposed, the following items would need to be addressed as development standards under a new Planned Community.
The existing 11 parking spaces would be reduced to 9 spaces, including two EV spaces. The floor area for the site would increase by approximately 400 square feet. A historic preservation covenant would be requested to ensure future development complies with the Secretary of the Interior’s Standards for Rehabilitation.

PAMC Section 18.76.020 provides for Architectural Review of minor changes to previously approved Planned Community Districts. Based on an initial review of the conceptual plans, it appears the proposed changes are eligible for administrative approval. The conceptual design also appears generally consistent with the Secretary of the Interior’s Standards for Rehabilitation by locating the addition on the secondary rear and side elevations and limiting changes to the building’s primary street facing facades. This approach minimizes the visual impact of the addition and helps preserve the building’s historic character. The formal project would still be required to demonstrate compliance with the Standards as part of the review process.

Under PAMC Section 18.76.020 a “minor” change must be of little visual significance, not materially alter the appearance of previously approved improvements, and not alter the character of the structure.1 Based on the conceptual plans, the proposed addition appears consistent with these criteria, subject to review of the formal project plans. 1 PAMC Section 18.76.020(b)(3)(E): the term "minor" means a change that is of little visual significance, does not materially alter the appearance of previously approved improvements, is not proposed for the use of the land in question, and does not alter the character of the structure involved. If the cumulative effect of multiple minor changes would result in a major change, a new application for Architectural Review approval of a major project, Site and Design approval, Planned Community District approval, or other applicable approval is required.

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7 Existing Rear Elevation (South): Proposed Rear Elevation (South):

Existing Side Elevation (East):

Proposed Side Elevation (East):

Historic Resource
706 Cowper Street is listed as a Category 1 (“Exceptional Building”) historic resource on the City’s Historic Inventory. Category 1 resources are buildings of preeminent national or state importance, meritorious works by notable architects, or outstanding examples of architectural development, and are subject to historic preservation project review. The property is also listed on the National Register of Historic Places. Despite the property being a listed historic resource, Item 12
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7 it is not currently eligible to participate in the Transfer of Development Rights (TDR) program.

The property is located outside the boundaries of the Downtown Commercial (CD) District, and the ordinance establishing the Planned Community (PC) zoning district did not authorize the use of transferable development rights on the site.

The proposed adaptive reuse would involve interior alterations in addition to exterior work.

Although the City’s Historic Preservation Ordinance primarily addresses exterior alterations, both the interior and exterior work would be evaluated under the Secretary of the Interior’s Standards for Rehabilitation to ensure the property’s character-defining features and historic significance are preserved. The 1973 National Register nomination noted that, “The interior was divided into five apartments many years ago, but the original elaborate woodwork and fixtures have remained,” indicating a history of interior alterations. Potential contributing features include the staircase, interior doors and trim, ceiling medallions, interior window frames, and possibly the front ground-floor room arrangements. These features would need to be evaluated as part of the formal application review.

Seismic Rehabilitation
The subject property is not listed on the City’s Seismic List. However, California Building Code Section 503.11 requires, in part, that where work exceeds 50 percent of the building area and involves substantial structural alterations, the lateral load-resisting system of the altered building must satisfy current building code requirements. As a listed historic resource, the property is also subject to the California Historical Building Code (CHBC), which provides alternative approaches to building code requirements associated with the preservation and rehabilitation of qualified historic buildings. The CHBC allows structural and seismic upgrades to be designed based on the actual properties of historic materials and sound engineering principles and professional judgment, rather than prescriptive code requirements. This flexibility can facilitate greater retention of historic fabric while addressing necessary structural improvements.

The applicant has not yet conducted a structural analysis of the building at this preliminary stage. A formal application would provide an opportunity for the required structural and seismic evaluation to be completed.

Public Benefit
Planned Community applications are typically associated with some form of public benefit.

While the proposed work is relatively minor and preservation of the Category 1 historic resource provides an intrinsic benefit to the city, the owner is also interested in creating a publicly accessible open space at the corner of Cowper Street and Homer Avenue. A city walking tour in June included 12 other privately owned public open spaces, termed POPOS by local artist Lisa Van Dusen.3 As part of a formal application, the owner has indicated an interest 3 The Walking Tour of Palo Alto’s Privately Owned Public Open Spaces was supported in part by the ArtLift Grants Program through the City of Palo Alto Public Art Program. More information about this event is available online:
https://www.paloalto.gov/Events-Directory/Community-Services/Walking-Tour-of-Palo-Alto%E2%80%99s- Privately-Owned-Public-Open-Spaces
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7 in memorializing this benefit to include a management and maintenance plan that would address responsibilities related to access, maintenance, litter and other measures associated with the publicly accessible space. Public access to the property in the manner described by the applicant is not currently a planned community benefit associated with the current PC ordinance.

POLICY IMPLICATIONS
Preliminary Review are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. If accepted on the consent calendar, the Council is acknowledging the applicant’s intent to file a Comprehensive Plan amendment to advance the conceptual project. If a formal application is submitted, additional analysis would be required to evaluate the proposed public space and potential impacts to historic resources.

Although the City’s historic preservation regulations primarily address exterior alterations, the proposed interior work is relevant to the property’s National Register listing. If sufficiently extensive, the alterations could affect the property’s ability to convey its historic significance and jeopardize its continued National Register status. The interior alterations would therefore be evaluated for consistency with the Secretary of the Interior’s Standards for Rehabilitation and designed to retain significant historic spaces and features to the greatest extent feasible.

Should the Comprehensive Plan amendment ultimately not be adopted, the project may still proceed with rehabilitation and other improvements. However, the scope would need to change to remove floor area addition.

FISCAL/RESOURCE IMPACT
Processing of this prescreening and any future formal application are funded by applicant fees.

Any formal application would also be subject to impact fees to address impacts of the proposed development on public services and infrastructure. Any work related to a citywide POPOS initiative is currently unfunded and would advance only as available resources allow.

STAKEHOLDER ENGAGEMENT
The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper and mailed to owners and occupants of property within 600 feet of the subject property at least ten days in advance. Notice of a public hearing for this project was published in the Daily Post and postcard mailing occurred on September 18, 2026, which is 10 days in advance of the meeting.

ENVIRONMENTAL REVIEW
The Preliminary Review process is not considered a project in accordance with the California Environmental Quality Act and therefore not subject to environmental review. . A review in accordance with CEQA would be initiated with the formal filing of a development application.

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7 ATTACHMENTS
Attachment A: Location Map
Attachment B: Applicant’s Description Letter
Attachment C: Project Plans
Attachment D: Planned Community Zoning Ordinance (PC-3007) APPROVED BY:

Jonathan Lait, Planning and Development Services Director Item 12
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COWPER STREET

FOREST AVENUE

COWPER STREET

HOMER AVENUE

DOWNING LANE
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Attachment A
Location Map
706 Cowper Street

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D:\MAC Project\DOWNING HOUSE\1c. Design\1c.4 Plng Reqts & Approval\PRESCREENING SUBMITTAL\C2_706COWPER_PLAN.pln D:\MAC Project\DOWNING HOUSE\1c. Design\1c.4 Plng Reqts & Approval\PRESCREENING SUBMITTAL\C2_706COWPER_PLAN.pln RENDERING: PROPOSED LANDSCPE w/EXISTING BUILDING

PROJECT DESCRIPTION

DOWNING HOUSE

OFFICE REMODEL/ADDITION

SAMSARA
628 Middlefield Road, Palo Alto CA 94301

COUNCIL PRE-SCREENING
(Submittal)
OWNER

ARCHITECT
Michael A. Chacon
135 Embarcadero Road, Palo Alto, CA 94301
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PROJECT ZONING/LOCATION
Project Location:

The project is located in the 'Downtown Commercial (CD) District with a PC overlay, and fronted by public strees on three sides: Cowper Street to the north, Forest Avenue to the west and Downing Lane to the south.

Ordinance:

Zoned CD-C(P).

Required Setbacks: per PC-3007
Maximum Site Coverage: per PC-3007
Maximum Bldg Ht: per PC-3007
Maximum Floor Area: per PC-3007
This project proposes a modest rear and side L-shaped addition to an existing Category 1 Queen Anne Victorian in Palo Alto (built in 1894), rehabilitating the property for continued office use while preserving its historic character as a designated local landmark. The new floor area provides code‑compliant, functional workspace that allows the building to remain viable in contemporary professional use, consistent with the Secretary of the Interior’s Standards for Rehabilitation.

PROJECT DESCRIPTION

HISTORICAL CONTEXT
Historic Context
The existing building is a late‑19th‑century wood‑frame Queen Anne Victorian, a style noted in Palo Alto materials for its complex roof forms, asymmetrical massing, and prominent corner elements. As a Category 1 resource, the property is recognized as having the highest level of historic significance locally, and exterior changes are subject to review by the Historic Resources Board.

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DESIGN APPROACH
The addition is located on the rear and secondary side elevations, with limited visibility from the public way, to maintain the primacy of the historic street‑facing facades. Massing, ridge heights, and roof forms are calibrated to remain subordinate to the original Queen Anne volume while echoing its proportions and general vertical emphasis. The cladding, trim, and foundation treatment are drawn from the same family of painted wood materials as the landmark structure, but detailing, fenestration groupings, and glazing patterns are intentionally simplified to clearly differentiate the new work as a product of its own time, consistent with Standards 9 and 10.

Preservation of Historic Fabric
Work on the historic portion of the building is limited to repair and selective replacement in kind of deteriorated elements, following the hierarchy of preserving existing materials wherever feasible. Character‑defining features of the Queen Anne, including its primary roof forms, corner massing, and street‑facing ornament, are retained and remain visually dominant when viewed from the public realm.

COMMINUTY BENEFIT AND PUBLIC VALUE
In addition to preservation and adaptive reuse, the project provides a package of community benefits centered on public access, sustainability, and landscape education. These benefits include public access to a parklet area, installation of EV charging infrastructure, use of high- efficiency building systems, and creation of a garden area planted with indigenous species and accompanied by interpretive signage. The parklet will provide a publicly accessible outdoor amenity associated with the site, while the EV charging and efficient building systems will support cleaner transportation and improved environmental performance. The indigenous garden, envisioned as a small educational landscape similar in spirit to Gambrel Gardens, will offer informational signage about the plantings and their ecological value, extending the project’s benefit beyond the property itself.

CONCLUSION
Overall, the addition is designed to be compatible yet clearly differentiated in accordance with the Secretary of the Interior’s Standards, maintaining the landmark Queen Anne as the primary historic artifact on the site. By pairing carefully calibrated new construction with community‑oriented benefits and long‑term stewardship, the project supports the continued viability of a significant historic resource while contributing to the broader community goals identified in local policy documents.

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NORTH ELEV RENDER

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EAST ELEV RENDER

EAST EXISTING & PROPOSED EXTERIOR ELEVATIONS
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WEST ELEV RENDER

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SOUTH ELEV RENDER

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KEY PHOTO PLAN
The Downing House shares diverse architectural styles and uses at the Forest/Cowper intersection:
from a 13-story apartment complex, to a mixed-use 3-story building to a historic bed-and- breakfast built in 1896.

Public viewing corridors of the Downing House will remain virtually untouched as no additional square footage is being proposed on either of these elevations.

NEIGHBORHOOD CONTEXT

PROJ NORTH

PROJECT SITE
706 COWPER STREET

COWPER STREET ELEVATION (NEXT PAGE)
FOREST
AVENUE

ELEVATION
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Smooth Finish Woodgrain Finish

NICKEL GAP
Nominal
Size
Actual
Thickness
Actual
Width Reveal Boards Per
Square
1 x 4 11/16" 3-1/2" 3-3/32" 24
1 x 6 11/16" 5-1/2" 5-3/32" 15
1 x 8 11/16" 7-1/4" 6-13/16" 11
1 x 10 11/16" 9-1/4" 8-13/16" 9
Available in 16-foot lengths
19 TRUEXGTERIOR NICKEL GAP SIDING

YOSEMITE TAN AGGREGATE

BASALT COBBLESTONE

GEVENA BLACK COBBLE BORDER

BASALT SCULPTED SLAB BENCH

MARVIN DIVIDED LITE WINDOW

PROPOSED EXTERIOR MATERIALS
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If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner-on-Duty at 650-617-3117 or email [email protected]
Project Plans
In order to reduce paper consumption, a limited number of hard copy project plans are provided to Councilmembers for their review. The same plans are available to the public, at all hours of the day, via the following online resources.

Directions to review Project plans and environmental documents online:

1. Go to: bit.ly/PApendingprojects

2. Scroll down to find “706 Cowper Street” and click the address link

3. On this project-specific webpage you will find a link to the project plans and other important information
Direct Link to Project Webpage:
https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/706-Cowper-Street
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Planning and Development Services
Meeting Date: September 28, 2026
Report #:2609-6723
TITLE
QUASI-JUDICIAL. 3200 Park/340 Portage: Final Map and Street Naming [26PLN-00009]: Request for a Final Map to Subdivide One Existing 3.92-Acre Parcel for Condominium Purposes, Consistent with the Approved Development Agreement, and to Name the New Private Streets.

Zone District: PC 5597. CEQA Status: Council Adopted Resolution 10123 Certifying the EIR for the Project on September 12, 2023 (SCH # 2021120444).

RECOMMENDATION
Staff recommends that City Council:

1. Approve Phase 2 of the final subdivision map (Attachment B), consistent with the approved Vesting Tentative Map, for the previously approved project at 3200 Park Boulevard, pursuant to Palo Alto Municipal Code (PAMC) Section 21.16 and the Subdivision Map Act; and

2. Approve the private street names Gondolier Lane, Snow Peak Lane, Bohemian Court, and Calico Court recommended by the Palo Alto Historical Association (PAHA) for the four new private streets as shown on the Final Map.

BACKGROUND
In September 2023, Council approved the Development Agreement between the City and Sobrato Organization, subsequently amending the site’s Comprehensive Plan land use designation; rezoning the site into five Planned Community Zone Districts based on the boundaries of the resulting parcels set forth in the Vesting Tentative Map; and approving the Vesting Tentative Map in accordance with Record of Land Use Action 2023-03 (Attachment A).

Final Map Application and Process
The Final Map is the second of a two-part subdivision mapping process; the first part is approval of a Tentative Map or Vesting Tentative Map. As detailed in the November 17, 2025, staff report to Council, and in the approved Development Agreement, the Final Map for this project is to be completed in two phases. On April 21, 2025, Sobrato Organization filed phase one of the Final Map application, which Council approved on November 17, 2025. The first phase included merging and subdividing 11 existing parcels (including one grant deed) totaling 14.65 Item 13
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acres to create five resulting parcels, consistent with the approved Vesting Tentative Map and Development Agreement. This second phase of the Final Map includes the condominium subdivision of the recently created Townhome Parcel as well as delineation of the streets internal to the townhome parcel.

The Final Map is the official, legal document that is recorded with the County that establishes the property lines, streets, and easements within the subdivision. The Final Map must be prepared under the direction of a registered civil engineer or a licensed land surveyor and be based on a survey. Approval of a Final Map is ministerial if the Final Map is in substantial compliance with the approved Vesting Tentative Map and the subdivider has satisfied the conditions of approval attached to the tentative map. While many cities delegate approval of the Final Map to the City Engineer, under PAMC Section 21.16.240, the Palo Alto City Council is responsible for the approval.

ANALYSIS
The Final Map is the document containing the statements, acknowledgements, and agreements from the property owner, surveyor, City officials and beneficiaries that the Final Map is in conformance with all applicable regulations and the approved Vesting Tentative Map. The proposed subdivision includes private streets and related easements for vehicular access between parcels and utility easements.

In accordance with City’s Street Naming policy (Resolution 5739) and Condition of Approval 5 in Section 7 of the approved Record of Land Use Action for the project (Attachment A), the Palo Alto Street Naming Committee selected, and the Palo Alto Historical Association (PAHA) board voted on proposed street names for the new private streets. The Street Naming Committee recommended the names Gondolier, Snow Peak, Bohemian, and Calico as they are all brand names used by the Bayside Canning Company, the historic cannery that previously operated on the site. PAHA concurred with the proposed street name. The proposed street names for the project site are Gondolier Lane, Snow Peak Lane, Bohemian Court, and Calico Court. These recommended names are now forwarded to Council for approval, as reflected on the Final Map.

FISCAL/RESOURCE IMPACT
Fees for processing of the Final Map have been paid by Dividend Housing, the applicant, in accordance with the adopted municipal fee schedule. This month Dividend purchased the subject parcel for this condominium subdivision from Sobrato Organization. In accordance with the property purchase agreements, Dividend shall be responsible for payment of the associated development impact fees at final occupancy for each respective townhome. Impact fees associated with the townhome development are currently estimated at $883,115.71 in addition to the public art in-lieu fees that will be collected for the townhomes. This shall be assessed pro rata at the time of delivery of the individual townhomes if delivery for occupancy is phased. In addition, at the time of occupancy of the townhomes, payment of the $5 million public benefits fee shall be paid in accordance with the Development Agreement and may be used toward the Item 13
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proposed improvement of the City dedication parcel. Similar to the impact fees, the $5 million shall be paid pro-rata if occupancy of the townhomes is phased. The impact fees do not include park fees, parkland dedication fees, housing impact fees, nor housing in-lieu fees. Those fees are addressed through the dedication of a 3.25-acre parcel to the City and the $5 million to be paid at the time of occupancy of the townhomes.

STAKEHOLDER ENGAGEMENT
The Palo Alto Municipal Code requires notice of this public hearing to be published in a local paper at least ten days in advance. Notice of a public hearing for this project was published in the Daily Post on June 4, 2026, which is 10 days in advance of the meeting. At the time of this staff report, staff has not received any public comments on the final map or street naming.

ENVIRONMENTAL REVIEW
The project was previously evaluated in accordance with the California Environmental Quality Act and Council certified the Environmental Impact Report for this project, making overriding considerations, on September 12, 2023, through adoption of Resolution 10123. The proposed action to record the Final Map is ministerial if the map is found to be in substantial conformance with the previously approved Vesting Tentative Map. That said, the recordation of the Final Map and authorization to complete the necessary documents for conveyance of the property is consistent with the approved Development Agreement and associated EIR.

ATTACHMENTS
Attachment A: Approved Record of Land Use Action for the Vesting Tentative Map Attachment B: Final Map
APPROVED BY:

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
4 Packet Pg. 226 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
5 Packet Pg. 227 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
6 Packet Pg. 228 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
7 Packet Pg. 229 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
8 Packet Pg. 230 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
9 Packet Pg. 231 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
10 Packet Pg. 232 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
11 Packet Pg. 233 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
12 Packet Pg. 234 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
13 Packet Pg. 235 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
14 Packet Pg. 236 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
15 Packet Pg. 237 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
16 Packet Pg. 238 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
17 Packet Pg. 239 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
18 Packet Pg. 240 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
19 Packet Pg. 241 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
20 Packet Pg. 242 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
21 Packet Pg. 243 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
22 Packet Pg. 244 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
23 Packet Pg. 245 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
24 Packet Pg. 246 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
25 Packet Pg. 247 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
26 Packet Pg. 248 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
27 Packet Pg. 249 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
28 Packet Pg. 250 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
29 Packet Pg. 251 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
30 Packet Pg. 252 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
31 Packet Pg. 253 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
33 Packet Pg. 255 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
34 Packet Pg. 256 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
35 Packet Pg. 257 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
36 Packet Pg. 258 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
37 Packet Pg. 259 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
38 Packet Pg. 260 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
39 Packet Pg. 261 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

Item 13: Staff Report
Pg.
40 Packet Pg. 262 of 342

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

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Attachment A - Approved
Record of Land Use Action
for the Vesting Tentative
Map

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1 1
7 8
1 Project Plans
The Final Map is available to the public online. Hardcopies of the Final Map have been provided to Councilmembers.

Environmental Document
Council certified the Revised Final EIR on September 12, 2025 through adoption of Resolution 10123
Directions to review Project plans online:

1. Go to: bit.ly/PApendingprojects

2. Scroll down to find “340 Portage” and click the address link

3. On this project specific webpage you will find a link to the project plans as well as links to the EIR
Direct Link to Project Webpage:
https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/3200-Park-Boulevard
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Attachment B - Final Map

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City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Transportation
Meeting Date: September 28, 2026
Report #:2603-6134
TITLE
Direction to advance the Locally Preferred Alternatives for Grade Separation at Churchill Avenue, Meadow Drive, and Charleston Road crossings to 35% design and environmental documentation. CEQA Status – Statutorily Exempt.

RECOMMENDATION
Staff recommend that the Council direct proceeding with the 35% design phase and preparation of environmental documentation for the selected alternatives at the Churchill Avenue, Meadow Drive, and Charleston Road crossings.

EXECUTIVE SUMMARY
This item seeks approval to continue design plans for the Churchill Avenue Partial Underpass with a bicycle and pedestrian crossing at Seale Avenue, the Meadow Drive Hybrid, and the Charleston Road Underpass with a Direct Access Ramp (DAR). Approval would enable proceeding with 35% design and environmental documentation. Feedback received from both the Rail Committee and City Council will be considered and incorporated during the early stages of the 35% design phase.

Completion of 15% Design plans established a preliminary project footprint for initiating the environmental process, identified the primary cost and constructability drivers at each crossing, and was used to develop an independent cost estimate and preliminary construction schedule for each delivery scenario. On August 25 and 26, 2026 staff conducted community engagement meetings to share the 15% design plans and total rough-order-of-magnitude (ROM) project costs at each crossing.

Community feedback received during these meetings is documented in Attachment D.

At the September 8, 2026 Rail Committee meeting, Committee members reviewed the 15% design concepts, preliminary ROM cost estimates, high-level construction schedules and provided feedback on total program cost relative to identified funding, how the alternatives were narrowed, wall heights, and construction period effects at Meadow Drive, and potential property acquisition by crossings.

Committee members also discussed how future decisions on delivery and phasing would be informed by completion of 35%.

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Advancing the alternatives into 35% design will provide additional information to support these future decisions by refining project costs, schedules, risks, and funding needs, and by identifying opportunities to phase or sequence implementation in a manner that balances community benefits, constructability, funding availability, and overall program cost. The City is obligated to advance the selected grade separation alternatives through the Preliminary Engineering (end of 35% Design) and Environmental Documentation phase, and this work is fully funded with $20 million in secured external funds.

BACKGROUND
On December 10 and December 15, 2025, Council directed staff to advance the following alternatives into 15% Design, with a focus on enhancing safety and access, establishing a preliminary project footprint for environmental clearance, and minimizing congestion, environmental impacts, and property impacts:
Churchill Avenue: A Partial Underpass was selected as the Locally Preferred Alternative, with a partial crossing for motor vehicles at Churchill Avenue, no landscaping strip along Alma Street, and a pedestrian and bicycle crossing at Seale Avenue/Peers Park with a ramp along Alma Street. (Consistent with Council direction from November 29, 2021, the Pedestrian and Bicycle Undercrossing at Churchill remains as the backup alternative and is not being advanced into preliminary engineering at this time.)
Meadow Drive: A Hybrid Underpass was selected as the preferred alternative, with direction to evaluate earthen berm and podium options during 15% Design. The Rail Committee reviewed structural and design considerations for both options on March 10, 2026 and confirmed the earthen berm with a short bridge over Meadow Drive as the basis of design. Charleston Road: An Underpass with a Direct Access Ramp (DAR) was selected as the preferred alternative.

Caltrain is leading the Preliminary Engineering and Environmental Documentation phase, and the City collaborates with Caltrain on project design and acts as project sponsor.

Since the Rail Committee update on May 12, 2026, staff revised the conceptual plans to develop the 15% Design plans and worked with an independent cost estimator to develop total ROM project costs and preliminary construction schedules for each crossing. Due to the proximity of the Charleston Road and Meadow Drive crossings, multiple delivery scenarios were analyzed to identify potential cost efficiencies, construction sequencing considerations, and opportunities to reduce overall community disruption through coordinated project delivery.

The delivery scenarios evaluated are outlined below:
Churchill Avenue Partial Underpass with bicycle and pedestrian crossing at Seale Avenue Item 14
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Councilmembers have expressed a preference for the Seale Avenue portion of this project to occur in advance of the Churchill Avenue portion. At Seale Avenue, the bicycle and pedestrian crossing includes an east ramp along Alma Street that transitions to a tunnel beneath Alma Street and the Caltrain tracks, terminating in Peers Park and connecting by a west ramp to Castilleja Avenue.

At Churchill Avenue, the roadway would be lowered beneath the existing Caltrain tracks, which would remain at their current elevation. Because the track profile would not change, no track design was required for this location. The 15% Design assumes a hybrid retaining wall system, including deep soil mixing walls and conventional cantilever retaining walls along the ramps, with a concrete box structure for the undercrossing.

Both undercrossings are assumed to be constructed using box jacking, which allows rail operations to continue without a shoofly track.
Charleston Road Underpass and Meadow Drive Hybrid Underpass delivered concurrently At both crossings, the Caltrain tracks would be raised on an embankment supported by retaining walls, with bridges over the roadways. The track profile would be raised by up to approximately 16 feet at Meadow Drive and approximately 4.5 feet at Charleston Road, beginning near Loma Verde Avenue and extending to near Greenmeadow Way. Meadow Drive would be lowered by approximately 7 feet, and Charleston Road would be lowered by approximately 20.25 feet. At Charleston Road, Alma Street would be raised over the lowered roadway on a new bridge, with turning movements accommodated through upper and lower intersections and a separate multi-use path adjacent to the lowered roadway. Because the two crossings are approximately 0.3 miles apart and both require raising the tracks, this scenario assumes construction of a shoofly track along Alma Street to maintain rail operations through both work areas.
Charleston Road Underpass and Meadow Drive Hybrid Underpass delivered sequentially as back-to-back projects
Under this scenario, the Charleston Road Underpass would be constructed first using box jacking, which would allow rail operations to continue without a shoofly track. The Meadow Drive Hybrid would then be constructed as a later, separate project and would require a shoofly track along Alma Street. Construction of the Meadow Drive Hybrid would also raise the track profile over the previously completed Charleston Road Underpass.
Charleston Road Underpass Only
Under this scenario, the Charleston Road Underpass would be constructed and the Meadow Drive crossing would remain at grade. This scenario was included based on City Council direction on December 15, 2025.

Shoofly Operations
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Where the track profile must be raised, such as at Meadow Drive, trains cannot remain on the existing alignment while the permanent improvements are constructed and a temporary shoofly track would be constructed east of the existing tracks along the southbound portion of Alma Street to maintain rail service through the work area. The need for a shoofly varies by delivery scenario.

In the combined delivery scenario, the shoofly track would begin north of Meadow Drive and end south of Charleston Road, ahead of the existing crossover, allowing it to serve both crossings during construction. Based on the current 15% Design, the approach embankment is approximately 55 feet wide, with an estimated 25 feet of clear distance between the shoofly and the new wall. A temporary at-grade crossing would also be installed at Meadow Drive to maintain access during construction.

If Charleston Road is constructed on its own, box jacking would be used and no shoofly would be required.

If Charleston Road and Meadow Drive are delivered sequentially, the shoofly would be deferred to the later Meadow Drive project. After construction is complete, the shoofly would be removed and the Alma Street corridor would be restored.

ANALYSIS
15% Design Phase
The 15% design phase is a preliminary engineering basis that identifies likely structures, a preliminary project footprint, roadway and track relationships, and construction approaches sufficient to support ROM cost estimating, schedule planning, and environmental review. Here, the project team evaluated each crossing based on physical constraints associated with the Caltrain corridor, Alma Street, adjacent neighborhoods, schools, parks and utilities, and the need to maintain rail operations during construction.

The 35% design phase will verify key assumptions and further develop preliminary engineering and environmental analysis. The sections below describe the key considerations at 15% design and next steps for the 35% design phase.

Pedestrian and Bicycle Access and Circulation
15% Design Objective: Evaluate whether each alternative can accommodate safe pedestrian and bicycle movement, and explore methods to maintain pedestrian and bicycle access through the corridor during construction.
15% Design Analysis and Findings: The 15% Design establishes the preliminary pedestrian and bicycle facilities described below.
Churchill Avenue Partial Underpass: The Churchill Ave concept maintains access across Churchill Avenue with a pedestrian and bicycle bridge adjacent to Caltrain tracks across the lowered Churchill Avenue roadway. The bridge is anticipated to Item 14
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include railings and fencing to separate users from the rail corridor and roadway. Seale Avenue Bicycle and Pedestrian Undercrossing: The Seale Ave concept provides a 16-foot-wide pedestrian and bicycle path that descends from Seale Avenue along Alma Street, passes beneath Alma Street and the Caltrain tracks and emerges in Peers Park, and ramps up to grade at Castilleja Avenue. The tunnel provides 8 feet of vertical clearance for bicyclists and pedestrians. Meadow Drive Hybrid Underpass: The Meadow Drive concept would provide a 5-foot bicycle lane in each direction and 5-foot sidewalks on both sides of Meadow Drive beneath the rail bridge, reconnecting to existing bicycle facilities at project limits. Charleston Road Underpass with Direct Access Ramp: The Charleston Road concept includes a vertically separated pedestrian and bicycle path that would run parallel to the lowered Charleston Road as it passes beneath Alma Street and the Caltrain tracks. The path has a minimum clear width of 14 feet through the undercrossing with at least 8 feet of vertical clearance. The concept also includes an approximately 60-foot pedestrian and bicycle bridge adjacent to the rail bridge that would allow for bicycle and pedestrian access across Charleston Road.

Connections to the Surrounding Bicycle and Pedestrian Facilities:

The proposed facilities enhance east-west pedestrian and bicycle connections across the Caltrain corridor and connect to existing facilities at project limits. The Churchill Avenue and Seale Avenue facilities would connect to the Embarcadero Bike Path and Park Bike Boulevard and support access to Palo Alto High School and adjacent neighborhoods. At Meadow Drive, the reconstructed bicycle lanes and sidewalks would connect to existing and future facilities on East and West Meadow Drive. At Charleston Road, the separated path and pedestrian and bicycle bridge would connect Charleston Road with Alma Street and Park Bike Boulevard. These facilities would support access to nearby schools and neighborhoods destinations. Specific off-site improvements and transitions between the existing and proposed facilities will be refined.

Cost & Risk: The 15% design phase includes permanent pedestrian and bicycle facilities and preliminary construction traffic control. Temporary pedestrian and bicycle routes, accessible detours, barriers, signs, lighting, and other construction-period accommodations have not been fully defined. Temporary and permanent pedestrian/bicycle access elements could affect construction staging, property needs, project cost, and construction duration.

Next Step for 35% Design: The 35% design phase will focus on refining the pedestrian and bicycle facility alignment, accessibility, connections and transitions to existing facilities, as well as lighting, wayfinding, and other safety features. A traffic study will evaluate permanent and construction-period pedestrian and bicycle operations, including school access, temporary closures, detour routes, and options to maintain a usable crossing or Item 14
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reduce the duration of overlapping closures. The results will inform more detailed construction phasing and sequencing, access plans, environmental analysis, and updated cost and schedule information.

Vehicle Access and Circulation
15% Design Objective: Confirm whether each alternative can accommodate safe pedestrian, bicycle and vehicle movement, and explore methods to maintain pedestrian and bicycle access during construction. Alma Street is a designated local truck route for its entire length within the City, which shapes geometric requirements at each crossing. 15% Design Analysis and Findings: Passenger vehicles can generally be accommodated within the preliminary roadway geometry. However, much of the available stopping and nighttime headlight sight distance falls below Caltrans criteria, particularly along Alma Street and at roadway low points. Larger vehicles including semi-trailers, fire apparatus, school buses, and City garbage trucks require wider turning paths or operational adjustments at several locations. Recommendations from the analysis include restricting large vehicles from the Charleston Road Direct Access Ramp, modifying curb and sidewalk geometry at the upper Alma Street/Charleston Road intersection, installing high visibility pavement markings, green bike lanes, pedestrian and street lighting. These recommendations are preliminary and will continue to be evaluated and refined as the design progresses.

Cost & Risk: The cost estimate developed during the 15% Design phase includes the principal pedestrian, bicycle and roadway facilities, traffic signals, lighting, pavement markings, and preliminary construction traffic control. Further geometric changes could affect retaining walls, bridge elements, utilities, property needs, construction staging, and project cost.

Next Step for 35% Design: The 35% phase will refine roadway profiles and intersection geometry, update sight-distance and turning analyses, define vehicle restrictions and traffic control measures, and advance pedestrian and bicycle facility design. A traffic study will be completed to evaluate permanent and construction-period operations, including intersection performance, diversion routes, temporary closures, and emergency, school, pedestrian, and bicycle access. The results will inform more detailed construction phasing, detours, access plans, cost estimates, schedule, and environmental analyses.

Utility Identification and Relocation
15% Design Objective: Collect additional information on the existing water, sewer, gas, electrical, and communication lines to establish a preliminary utility base map and evaluate potential conflicts with roadway grading, retaining walls, bridges, and excavation. 15% Design Analysis and Findings: Utility records indicate extensive infrastructure at each crossing. Preliminary concepts for utility relocation include moving utilities into shared Item 14
Item 14 Staff Report

Item 14: Staff Report
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trenches or duct banks, rerouting or lowering individual lines, and protecting certain facilities in place. The analysis was limited to approximate horizontal locations and utility depths. Vertical conflicts between utilities were not analyzed during the 15% Design phase.

Cost & Risk: Utility relocation is a significant source of cost and schedule uncertainty. The estimate includes preliminary relocation quantities, but these cost estimates could be impacted by unknown utility depths, nonstandard clearance requirements, utility-owner requirements, and unidentified conflicts. The 24-inch PG&E gas transmission line at Charleston Road is assumed to remain in place; and any required protection or relocation of this line will also result in cost and schedule impacts. Responsibility for relocation costs among the City, Caltrain, and utility owners has not been determined at this stage of the Project.

Palo Alto City CouncilSeptember 28, 2026

Palo Alto City Council
September 28, 2026