HomeMy WebLinkAbout2008-04-07 City Council Agenda Packet
1 04/07/08
Agenda posted according to PAMC Section 2.04.070. A binder containing supporting materials is available in the Council
Chambers on the Friday preceding the meeting.
Special Meeting
Council Chambers
April 7, 2008
6:00 PM
ROLL CALL
STUDY SESSION
1. Revenue and Expense Options to Help the General Fund Accommodate
Financing for the Public Safety Building
REPORT
ORAL COMMUNICATIONS
Members of the public may speak to any item not on the agenda; three minutes per speaker. Council reserves the right to limit the duration or Oral Communications.
APPROVAL OF MINUTES
February 11, 2008
February 19, 2008
February 25, 2008
CONSENT CALENDAR
Items will be voted on in one motion unless removed from the calendar by two Council Members.
2. Vote and Appointment of Applicant to the Architectural Review Board
for Unexpired Term of Heather Trossman Ending September 30, 2009
REPORT
3. Approval of a Final Map to Subdivide the Elks Lodge Site into Two Lots
for a New Lodge and a Multi-Family Residential Project, Located at
4249 and 4251 El Camino Real
CMR:195:08 ATTACHMENTS
4. Adoption of a Resolution Authorizing Execution of a Cooperative
Agreement with the State of California Department of Transportation
04/07/08 2
for the Stanford Avenue/El Camino Real (Route 82) Intersection
Improvements Project
CMR:191:08 ATTACHMENTS
5. Approval of the Reclassification of an Existing City of Palo Alto Historic
Resource from a Category 4 to a Category 2 and Record of Land Use
Action for 2300 Wellesley Avenue (College Terrace Library)
CMR:192:08 ATTACHMENTS
6. Approval of a Contract with Synlawn, Inc. in the Amount of $399,939 for
the Renovation of the Driving Range at the Palo Alto Municipal Golf
Course, Capital Improvement Program Project PG-08001
CMR:187:08 ATTACHMENTS
7. Approval of a Water Enterprise Fund Purchase Order with Generator
Services Company, Inc. in an Amount Not to Exceed $251,222 for the
Purchase of Three Portable Generator Sets to Provide Backup Power
for Water Well Sites and Lift Stations, Capital Improvement Program
Project WS-07004
CMR:188:08 ATTACHMENTS
8. Cancellation of April 21, 2008 Council Meeting and Calling a Special
Council Meeting of April 28, 2008
REPORT
9. This Item has been Intentionally Left Blank
RESOLUTION
10. Recommendation of the Council/Council Appointed Officers Committee
to Retain The Waters Consulting, Inc. for the City Auditor Recruitment
at a Cost Not to Exceed $30,000
CMR:200:08 ATTACHMENTS
11. Request for Authorization to Increase Existing Contracts with: (1) the
Law Firm of Rankin, Landsness, Lahde, Serverian & Stock by an
Additional $50,000 For a Total Contract Not to Exceed Amount of
$135,000; (2) the Law Offices of Scott Pinsky by an Additional
$125,000 For a Total Contract Not to Exceed Amount of $165,000 and
(3) the Law Firm of Hanson Bridgett by an Additional $90,000 For a
Total Contract Not to Exceed Amount of $140,000
REPORT
AGENDA CHANGES, ADDITIONS, AND DELETIONS
04/07/08 3
HEARINGS REQUIRED BY LAW: Applications and/or appellants may have up to ten minutes at the outset of the public discussion to make their remarks and put up to three minutes for concluding remarks after other members
of the public have spoken.
OTHER AGENDA ITEMS: Public comments or testimony on agenda items other than Oral Communications shall be
limited to a maximum of five minutes per speaker unless additional time is granted by the presiding officer. The
presiding officer may reduce the allowed time to less than five minutes if necessary to accommodate a larger
number of speakers.
UNFINISHED BUSINESS
12. Adoption of Council “Top 4” Priorities and Milestones for 2008: Civic
Engagement; Environmental Protection; Library Plan/Public Safety
Building; and Economic Health (continued from March 17, 2008)
Item 12
13. Proposal to Assign Staff to Review Potential Access from Wilkie Way to
SummerHill/Elks Lodge Project (continued from March 24, 2008)
14. Proposal to Assign Staff to Review the Pros and Cons of Requiring
Public vs. Private Streets (including clearance for refuse hauling)
(continued from March 24, 2008) 15. Proposal to Assign Staff to Review Potential Changes to the Process for the Architectural Review Board (ARB) Review of Large Projects (continued
from March 24, 2008)
CMR:205:08 ATTACHMENTS
PUBLIC HEARINGS
REPORTS OF COMMITTEES AND COMMISSIONS
ORDINANCES AND RESOLUTIONS
REPORTS OF OFFICIALS
16. Request Authorization for the City Manager to Enter into Contracts
with Design, Community & Environment and Applied Development
Economics to Prepare the Comprehensive Plan Amendment for the
Specified Scope of Work Not to Exceed $850,000
CMR:193:08 ATTACHMENTS
COUNCIL MATTERS
COUNCIL COMMENTS, ANNOUNCEMENTS, AND REPORTS FROM CONFERENCES
Members of the public may not speak to the item(s).
CLOSED SESSION
This item may occur during the recess or after the Regular Meeting.
Public Comments: Members of the public may speak to the Closed Session item(s); three minutes per speaker.
04/07/08 4
ADJOURNMENT
Persons with disabilities who require auxiliary aids or services in using City facilities, services, or programs or who
would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact
650-329-2550 (Voice) 24 hours in advance.
CMR: 312:07 Page 1 of 3
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE: APRIL 7, 2008 CMR: 195:08
SUBJECT: APPROVAL OF A FINAL MAP TO SUBDIVIDE THE ELKS LODGE
SITE INTO TWO LOTS FOR A NEW LODGE AND A MULTI-FAMILY
RESIDENTIAL PROJECT, LOCATED AT 4249 AND 4251 EL CAMINO
REAL
RECOMMENDATION
Staff recommends that the City Council approve the proposed Final Map to subdivide the Elks
Lodge Site into two lots, based upon findings and conditions contained within the Record of
Land Use Action for the Tentative Map (RLUA, Attachment A).
DISCUSSION
On March 24, 2008, the City Council approved a Tentative Map to subdivide the 7-acre Elks
Lodge site into two lots for a new Elks lodge and a 45-unit multi-family condominium
residential project. The City Council approved the Tentative Map with the addition of the
following condition of approval:
“To the extent permitted by law, the Applicant shall indemnify and hold
harmless the City, its City Council, its officers, employees and agents (the
“indemnified parties”) from and against any claim, action, or proceeding
brought by a third party against the indemnified parties and the applicant to
attack, set aside or void, any permit or approval authorized hereby for the
Project, including (without limitation) reimbursing the City its actual
attorneys fees and costs incurred in defense of the litigation. The City may,
in its sole discretion, elect to defend any such action with attorneys of its
own choice.”
The approval of the Final Map, proposed by SummerHill Homes on behalf of the property
owner, Benevolent and Protective Order of Elks (BPOE), would finalize the two-lot subdivision
to facilitate the sale of the 3.97-acre Lot 2 to SummerHill Homes for the development of the
CMR: 312:07 Page 2 of 3
approved 45-unit multi-family condominium project. Lot 1 would be a 2.82-acre parcel retained
by BPOE for the future Elks Lodge. Approximately 0.34 acres of the Elks Lodge site, which is
currently a public access easement for the southerly half of Deodar Street, would be permanently
dedicated as a public street.
The Final Map for the two lot subdivision and the approved Record of Land Use Action for the
Tentative Map have been provided for the Council’s review and action. The Planning Division,
the Public Works Department and the City Attorney have reviewed the Final Map and have
determined that it is consistent with the approved Tentative Map and its Record of Land Use
Action. According to the State Subdivision Map Act, the City Council must therefore approve
the Final Map.
The map satisfies all approval conditions associated with the Tentative Map. Because of the
terms of the purchase agreement between BPOE and SummerHill Homes, the existing Elks
Lodge will not be demolished until after the final map for the two-lot subdivision is recorded. In
effect, the recordation of the proposed lot line would underlie the existing Elks Lodge structure
until it is demolished. City staff has discussed the logistics of the demolition with the applicant.
A bond or letter of credit would be provided by the applicant to the City to guarantee the
demolition of the Elks Lodge and accessory structures immediately after final map recordation.
ENVIRONMENTAL REVIEW
An Initial Study was prepared and a Mitigated Negative Declaration was adopted on October 25,
2007 by the Director of Planning and Community Environment for the project, including the
Tentative Map. No further environmental review is required.
PREPARED BY: ______________________________________
ELENA LEE
Senior Planner
DEPARTMENT HEAD: ______________________________________
STEVE EMSLIE
Director of Planning and Community Environment
CITY MANAGER APPROVAL: ______________________________________
EMILY HARRISON
Assistant City Manager
ATTACHMENTS
A. Record of Land Use Action of Tentative Map Approval
B. Final Map (Council Members Only)
CMR: 312:07 Page 3 of 3
COURTESY COPIES:
Jim Baer, Premiere Properties
Elaine Breeze, SummerHill Homes
Carlin Otto
Penny Ellson
Jean Olmsted
Denis Losé
CMR: 191:08 Page 1 of 3
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE: APRIL 7, 2008 CMR: 191:08
SUBJECT: ADOPTION OF A RESOLUTION AUTHORIZING EXECUTION OF A
COOPERATIVE AGREEMENT WITH THE STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION FOR THE STANFORD
AVENUE/EL CAMINO REAL (ROUTE 82) INTERSECTION
IMPROVEMENT PROJECT
RECOMMENDATION
Staff recommends that the City Council adopt a resolution approving a cooperative agreement
between the California Department of Transportation (Caltrans) and the City of Palo Alto for the
environmental evaluation, design and construction phases of the El Camino Real/Stanford
Avenue Streetscape and Intersection Improvement Project.
BACKGROUND
This project includes the environmental evaluation, design and construction of improvements to
implement the demonstration phase of the El Camino Real Master Design Plan developed by
Caltrans and the City of Palo Alto. The project area includes the intersection of El Camino Real
and Stanford Avenue and extends approximately 100 feet beyond the intersection along all four
approaches to the intersection. The proposed project includes installation of new corner bulb-
outs, realignment and enhanced/textured paving of the pedestrian crosswalks, two new
pedestrian refuges with bollards and in-ground lighting, widened landscape medians with
planting and street trees, widened sidewalk with street trees, transit amenities and street furniture,
new ornamental street and sidewalk lights, signal poles and new storm drain outlets. Since El
Camino Real (Route 82) is a state highway, Caltrans will be the lead agency for the California
Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA) review.
Design plans will be prepared per Caltrans design standards, and will be submitted to Caltrans
for its review. In order to proceed, a cooperative agreement between Caltrans and the City of
Palo Alto is required.
In December 2006, the Santa Clara Valley Transportation Authority (VTA) Board of Directors
approved $1,334,000 in Community Design and Transportation (CDT) grant funding for the El
Camino/Stanford Avenue Project. These funds are a combination of both federal and state
funding and authorization will be required for the use of the funds for each phase of the project.
CMR: 191:08 Page 2 of 3
On April 16, 2007, City Council accepted the award of $1,334,000 in federal transportation grant
funds for the El Camino Real/Stanford Avenue Streetscape and Intersection Improvement
Project PL-07002, to be paid on a reimbursement basis from the VTA CDT capital grant
program.
Staff has been working with the Caltrans Office of Local Assistance to complete all necessary
paperwork in order to authorize use of the funds and begin the environmental review and design
phase of the project. Staff was informed in October 2007 that a Cooperative Agreement between
the City and Caltrans was necessary because a portion of this project is located on El Camino
Real, which is a state highway. The California Transportation Commission (CTC) approved the
use of funds at its December 13, 2007 meeting. Completion of forms necessary for the federal
portion of the funds also needs to be finalized.
DISCUSSION
The Cooperative Agreement provides details of the roles and responsibilities of each agency for
each phase (environmental review, design, right of way and construction) of the project. A
signed cooperative agreement is needed before the end of the fiscal year on June 30, 2008 in
order for Caltrans to authorize funding to be set aside for the environmental and design phase of
the project.
City staff will retain the services of a consultant to provide complete environmental and design
services for the construction of the El Camino/Stanford Avenue Streetscape project. Services
will include environmental assessment of the project, urban design, civil and traffic engineering
as required. The consultant will prepare construction drawings at the 30%, 60%, 90% and 100%
stages and will finalize the construction documents and cost estimates for the project. The City
will work closely with Caltrans to ensure timely review and submittal of all engineering and
construction services.
RESOURCE IMPACT
Total funding for the environmental, design and construction of the project is estimated at
$1,668,000. The CDT grant requires a 20% local match of $334,000. The remaining $1,334,000
will be from federal funding sources. Local match funds totaling $334,000 will be provided by
the City’s CIP projects PL-98013 (School Commute Safety Improvements), PL-04101 (Bicycle
Boulevards Implementation Project) and from staff time in-kind services.
POLICY IMPLICATIONS
This project is consistent with existing policy, including Comprehensive Plan Transportation
Element policies. In addition, the El Camino Real/Stanford Avenue intersection is identified as a
critical intersection on the City’s adopted School Commute Corridors network as well as in the
Palo Alto Bicycle Transportation Plan. This improvement was also identified on the El Camino
Real Master Planning Study.
CMR: 191:08 Page 3 of 3
ENVIRONMENTAL REVIEW
The environmental review of the project will be conducted prior to the completion of the design
of the project. Caltrans, as the lead agency for CEQA and NEPA, will determine the type of
documentation required and will cause that documentation to be prepared by the City.
ATTACHMENTS
A. Resolution Approving Cooperative Agreement
PREPARED BY: __________________________________
SHAHLA YAZDY
Transportation Engineer
DEPARTMENT HEAD: __________________________________
STEVE EMSLIE
Director of Planning & Community
Environment
CITY MANAGER APPROVAL: __________________________________
EMILY HARRISON
Assistant City Manager
CMR:192:08 Page 1 of 2
5
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE: APRIL 7, 2008 CMR:192:08
SUBJECT: APPROVAL OF THE RECLASSIFICATION OF AN EXISTING CITY OF
PALO ALTO HISTORIC RESOURCE FROM A CATEGORY 4 TO A
CATEGORY 2 AND RECORD OF LAND USE ACTION FOR 2300
WELLESLEY AVENUE (COLLEGE TERRACE LIBRARY)
RECOMMENDATION
The Historic Resources Board (HRB) and staff recommend that the City Council approve the
reclassification of the College Terrace Library as a Category 2 historic resource, based upon the
findings in the Record of Land Use Action (Attachment A).
BACKGROUND
On behalf of the City of Palo Alto, the Public Works Engineering Division requested the
reclassification of this existing historic resource. This reclassification will make this site eligible
for participating in the Transfer of Development Rights program, which will be pursued later this
year.
The College Terrace Library is significant for its association with a prominent local architect,
Charles K. Sumner and a well-known local builder, George B. Moore. Since the time of its
construction as a branch library in 1936, it has played a significant role in the College Terrace
neighborhood community by serving not only as a library, but also for many years as a
community center and meeting place. In addition, the library retains a high degree of material
integrity. Therefore, based on these significant elements, the library appears eligible for listing as
a Category 2 resource on the Palo Alto Historic Inventory. The attached HRB staff report
(Attachment D) provides more details about the historic character of the building and the
proposed reclassification.
Upon reclassification as a Category 2 historic resource, demolition would be prohibited unless
conditions were met as set forth in PAMC 16.49.060. Additionally, alterations or additions to the
building would require review by the Historic Resource Board and the building would be subject
to maintenance regulations for historic structures as set forth in PAMC 16.49.080 and the
enforcement provisions set forth in section 16.49.090.
As a Category 2 resource, and with the planned historic rehabilitation of the building, the project
would be eligible for a 2,500 square foot floor area bonus. The Transfer of Development Rights
program would allow the City to sell the bonus floor area at market rate at the optimum time
when the real estate market improves.
CMR:192:08 Page 2 of 2
BOARD REVIEW AND RECOMMENDATION
On March 5, 2008, the HRB reviewed the proposed project and recommended (5-0-0-2) that the
College Terrace Library be reclassified to a Category 2 Historic Resource. No members of the
public spoke on this item. The meeting minutes are found in Attachment E.
RESOURCE IMPACT
The reclassification will make this site eligible to participate in the Transfer of Development
Rights program. Public Works plans to apply for and utilize this program so the City can sell the
development rights at a future date at the going market rate and have those funds return to the
Infrastructure Reserve of the General Fund. A recent example of this type of transaction was in
2005 when the bonus 2,500 square feet (from the Children’s Library rehabilitation) was sold for
$237,500 ($95 per square foot).
POLICY IMPLICATIONS
The proposed reclassification is consistent with the Comprehensive Plan and Palo Alto
Municipal Code and furthers the City’s historic preservation policies.
ENVIRONMENTAL REVIEW
This project is exempt from the provisions of the California Environmental Quality Act (CEQA),
per Section 15301, Existing Facilities.
PREPARED BY: __________________________________
CLARE CAMPBELL
PLANNER
DEPARTMENT HEAD: __________________________________
STEVE EMSLIE
Director of Planning and Community Environment
CITY MANAGER APPROVAL: __________________________________
EMILY HARRISON
Assistant City Manager
ATTACHMENTS
A. Record of Land Use Action
B. Application Submittal Letter, providing background and photos
C. Department of Parks and Recreation Primary Record Form (DPR Form)
D. Historic Resources Board Staff Report, March 5, 2008
E. Historic Resources Board Draft Verbatim Minutes, March 5, 2008
COURTESY COPIES
Woojae Kim, Public Works
Debra Jacobs, Public Works
_____________________________________________________________________________________________
CMR:187:08 Page 1 of 3
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE: APRIL 7, 2008 CMR: 187:08
SUBJECT: APPROVAL OF A CONTRACT WITH SYNLAWN, INC., IN THE AMOUNT
OF $399,939 FOR THE RENOVATION OF THE DRIVING RANGE AT THE
PALO ALTO MUNICIPAL GOLF COURSE, CAPITAL IMPROVEMENT
PROGRAM PROJECT PG-08001
RECOMMENDATION
Staff recommends that Council:
1. Authorize the City Manager or his designee to execute the attached contract (Attachment A)
in the amount of $399,939 with Synlawn, Inc. for the replacement of artificial turf at the Palo
Alto Municipal Golf Course driving range (Capital Improvement Program Project PG-
08001); and
2. Authorize the City Manager or his designee to negotiate and execute one or more change
orders to the contract with Synlawn, Inc., for related, additional but unforeseen work that
may develop during the project, the total value of which shall not exceed $60,000.
BACKGROUND
The Palo Alto Municipal Golf Course Driving Range was renovated in 1998 and includes
lighting for night time use, multiple target greens, 26 individual hitting stalls, 5 enclosed stalls
for lessons, and video equipment for taping the golf swing. Artificial turf was installed to reduce
maintenance costs associated with mowing, irrigating and maintaining natural turf. When the
artificial turf was installed, it was projected to have a life of ten years. Each year, 35,000 players
enjoy the facilities that the driving range provides. The wear of the existing turf has resulted
from picking up golf balls by using ride-around collection machines up to seven times daily. To
meet customer expectations, maintain a safe environment, avoid revenue loss, and stop the
expensive replacement of range balls, complete turf replacement is required. The size and
dimensions of driving range will remain unchanged (Attachment B – Site Map).
The proposed turf replacement project will consist of the removal and disposal of the current
artificial surface, construction preparation to the base rock material, and installation of the new
artificial turf surface. An associated project to replace the netting around the driving range will
be accomplished by a separate contractor at the same time as the turf replacement in order to
minimize disruption to customers.
_____________________________________________________________________________________________
CMR:187:08 Page 2 of 3
This project was submitted as part of the 2007-2009 Capital Budget and funding was approved
by Council for the 2007-2008 Fiscal Year. Staff has developed a scope of work for the project
that will ensure that the proposed improvements will be durable, cost-effective and aesthetically
compatible with the Municipal Golf Course.
It should be noted that an operational analysis of the golf course is currently underway, led by
Economic Research Associates. The study aims to analyze the local golf market, and the physical
facility and site, and to further provide recommendations on alternative operating models. The
City Council will have the opportunity to review and discuss the study later this fiscal year. The
implications of the study will not dispute the fact that the driving range turf has reached its useful
life and must be replaced, regardless of any proposed alternative operating models.
DISCUSSION
Bid Process
A notice inviting formal bids for this project was posted at City Hall on January 24, 2008, and
sent to 8 independent contractors. The bidding period was 32 days. Bids were received from four
qualified contractors on February 26, 2008, as listed on the attached bid summary (Attachment
C). Bids ranged from a low bid of $399,939 to a high of $460,100. The low bid is 33 percent
below the staff estimate of $600,000.
Summary of Bid Process
Bid Name/Number: Municipal Golf Course Driving Range Turf Replacement
IFB #RFQ125551
Proposed Length of Project: 30 calendar days
Number of Bids Mailed to Contractors: 8
Number of Bids Mailed to Builder’s Exchanges: 0
Total Days to Respond to Bid: 34
Pre-Bid Meeting? Yes
Number of Company Attendees at Pre-Bid Meeting: 14
Number of Bids Received: 4
Bid Price Range: (including all alternates) Low bid $399,939 to a high of $460,100
Staff recommends that the bid $399,939 submitted by Synlawn, Inc. be accepted and that
Synlawn, Inc., be declared the lowest responsible bidder. The change order amount of $60,000
(which equals 15% of the total contract) is requested to resolve unforeseen problems and/or
conflicts that may arise during the construction period.
Staff checked references supplied by the contractor for previous work performed and found no
significant complaints. Staff also checked with the Contractor's State License Board and found
that the contractor has an active license on file. The Contractor’s Certification of Non-
discrimination is Attachment D.
Work is expected to start in April 2008 and be complete in thirty days from the Notice to
Proceed. Care has been taken to plan the actual renovation of this facility to avoid any
inconvenience to the public or disruption to essential golf course operations. While the driving
_____________________________________________________________________________________________
CMR:187:08 Page 3 of 3
range is under renovation, the public will be accommodated by the use of the putting green and
practice bunker.
RESOURCE IMPACT
Funds for this project are included in Capital Improvement Program Project – PG-08001 (Golf
Course Driving Range Turf Replacement). This project will be funded from the General Fund.
General Fund costs will be reimbursed from Golf Course revenues. $600,000 was originally
budgeted for this project. Based on the actual bid price, construction and contingency costs will
now total $459,930.
Because the turf replaces similar material, no change in operating or maintenance costs is
anticipated.
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies.
The proposed project is consistent with existing City policy, including Comprehensive Plan
Policy C-26: Maintain and enhance existing park facilities.
ENVIRONMENTAL REVIEW
This project has been determined to have no significant effect on the environment and to be
categorically exempt from review under the California Environmental Quality Act (CEQA) as
repair and maintenance of existing and similar facilities pursuant to CEQA Guidelines, Section
15301 (c).
ATTACHMENTS
Attachment A: Contract
Attachment B: Site Map
Attachment C: Bid Summary
Attachment D: Certificate of Nondiscrimination
PREPARED BY: ______________________________________________________
JOSEPH VALLAIRE
Golf Course Superintendent
DEPARTMENT HEAD:________________________________________________
RICHARD JAMES
Director of Community Services
CITY MANAGER APPROVAL:__________________________________________
EMILY HARRISON
Assistant City Manager
CMR:188:08 Page 1 of 2
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: APRIL 7, 2008 CMR:188:08
SUBJECT: APPROVAL OF A WATER FUND PURCHASE ORDER WITH
GENERATOR SERVICES COMPANY, INC. IN AN AMOUNT NOT TO
EXCEED $251,222 FOR THE PURCHASE OF THREE PORTABLE
GENERATOR SETS TO PROVIDE BACKUP POWER FOR WATER
WELL SITES AND LIFT STATIONS, CAPITAL IMPROVEMENT
PROGRAM PROJECT WS-07004
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute a purchase order with Generator Services Company, Inc. in the amount of $251,222 for
the purchase of three used 400-kilowatt portable generator sets. The generator sets will be used
to provide emergency backup power to water well sites and lift stations operated by the Utilities
Department, Water-Gas-Wastewater Division.
DISCUSSION
Water Fund Capital Improvement Program (CIP) project WS-07004 authorizes the replacement
of three 25-year old portable generator sets currently in place at City well sites. These generators
are at the end of their useful life and do not have sufficient capacity to power the newly-
rehabilitated well sites, which include upgraded well pumps. Since these generators are intended
to provide emergency backup power, they experience very low utilization. Because of this low
utilization, the purchase of brand-new generators is not necessary. The most economical
approach in this case is to purchase used generators (2004 model year or newer, with less than
3,000 operating hours) from the rental market.
A Request for Quotation (RFQ) for three used 400-kilowatt portable generators was sent to seven
vendors on March 3, 2008. Bids were received from two qualified vendors on March 18, 2008,
as listed on the attached bid summary (Attachment A). Bids ranged from a high of $336,110 to a
low bid of $251,222. Vendors not responding indicated that they did not submit a bid because
they did not have generators available that met the City’s requirements.
Staff has reviewed all bids submitted and recommends that the bid submitted by Generator
Services Company be accepted and that Generator Services Company be declared the lowest
responsible bidder.
Staff has checked references supplied by the vendor for previous contracts and has found no
significant complaints. The Certification of Nondiscrimination is Attachment B.
CMR:188:08 Page 2 of 2
RESOURCE IMPACT
Funds have been budgeted for this purchase order in Water Fund CIP project WS-07004.
POLICY IMPLICATIONS
Authorization of the contract does not represent any change to the existing policy.
ENVIRONMENTAL REVIEW
The generator sets being supplied are in conformance with all applicable emissions laws and
regulations. Purchase of emergency generators is not a project requiring environmental review
under California Environmental Quality Act Guidelines, Section 15061.
ATTACHMENTS
Attachment A: Bid Summary
Attachment B: Certification of Nondiscrimination
PREPARED BY: __________________________________
KEITH LAHAIE
Fleet Manager
DEPARTMENT HEAD: __________________________________
GLENN ROBERTS
Director of Public Works
CITY MANAGER APPROVAL: __________________________________
EMILY HARRISON
Assistant City Manager
CMR: 200:08 Page 1 of 2
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: City Manager’s Office
DATE: APRIL 7, 2008 CMR 200:08
SUBJECT: RECOMMENDATION OF THE COUNCIL/COUNCIL APPOINTED
OFFICERS COMMITTEE TO RETAIN THE WATERS CONSULTING
INC. FOR THE CITY AUDITOR RECRUITMENT AT A COST NOT TO
EXCEED $30,000
RECOMMENDATION
The Council/Council Appointed Officers (Council/CAO) Committee recommends that the City
Council approve retaining The Waters Consulting, Inc. for the recruitment of the new City
Auditor, for a contract cost of $20,500 and reimbursable expenses of $9,500.
DISCUSSION
On March 27, 2008, the Council/CAO Committee met to review the responses received to the
Request for Proposal for consulting services to recruit a new City Auditor. Two proposals were
received, from The Waters Consulting, Inc., and Internal Audit Recruiters, LLC. After
discussing both proposals, the Committee decided to recommend that the Council retain The
Waters Consulting, Inc. for the following reasons:
¾ Need to move quickly to retain the best candidate, as the former City Auditor has shared
with some Council Members a concern that a number of such auditor positions are vacant
at this time
¾ Waters-Oldani was a finalist for the City Manager recruitment
¾ Superior experience with the public sector
¾ Feedback from City Auditor’s Office staff emphasizing focus on performance auditing as
opposed to financial compliance auditing
RESOURCE IMPACT
The services provided in the RFP response are priced at $20,500. Reimbursable expenses not
covered by the professional services fees are estimated at $9,500, for a total contract cost of
$30,000. The Council approved $50,000 with the Midyear Report to cover the recruitments for
the City Auditor and City Manager. The remainder of that appropriation, along with $5400 from
salary savings from the City Auditor’s Office will be used to pay for the contract.
POLICY IMPLICATIONS
This recommendation is consistent with existing City policies.
CMR: 200:08 Page 2 of 2
PREPARED BY ______________________________________
Emily Harrison, Assistant City Manager
CITY MANAGER APPROVAL _______________________________________
Frank Benest, City Manager
Attachment 1: The Waters Consulting, Inc. Response to RFP
Attachment 2: Internal Audit Recruiters, LLC Response to RFP
Attachment 3: CMR: 149:08
______________________________________________________________________________
CMR: 208:08 Page 1 of 2
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TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE: APRIL 7, 2008 CMR: 205:08
SUBJECT: COUNCIL CONSIDERATION OF PROPOSAL TO ASSIGN STAFF TO
REVIEW POTENTIAL CHANGES TO THE PROCESS FOR
ARCHITECTURAL REVIEW BOARD (ARB) REVIEW OF LARGE
PROJECTS
BACKGROUND AND DISCUSSION
On January 22, 2008, the City Council voted to set for a future agenda discussion of whether to
direct staff to review potential revisions to the Architectural Review Board (ARB) process
(minutes attached). Staff’s understanding is that the intent of the review would be to provide
Council policy overview of key planning issues for major projects in advance of detailed
architectural review. Staff believes that potential solutions would encompass more than just ARB
review, and has identified a few approaches that could be evaluated upon Council direction.
Some alternatives, for threshold sized projects or sites, might include:
1. Developing a two-stage “conceptual plan” and “precise plan” process, with land use,
density, and circulation patterns established at the “conceptual plan” review and detailed
site design and architecture under review at the “precise plan” review.
2. Stipulating that review of any project involving a tentative subdivision map require a
conceptual map review by Commission and Council prior to or simultaneous with
architectural review.
3. Revising the review process to require Site and Design Review (ARB, Commission, and
Council) for all threshold projects.
Staff anticipates that, if directed by Council, these and other potential revisions would be
presented to the Planning and Transportation Commission and the Architectural Review Board
prior to review by the City Council.
______________________________________________________________________________
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RESOURCE IMPACTS
Staff estimates that review of alternative approaches and processing necessary zoning
amendments would require an estimated 120 hours of professional staff time and 40 hours of
support staff time. Time would be required for analyzing and developing alternatives, public
outreach meetings, preparing appropriate ordinance amendments, and at least two meetings each
with the Architectural Review Board, Planning and Transportation Commission, and City
Council. This effort would be redirected from other staff rezoning and project review priorities.
Additional costs would be incurred for public notice. Impacts on the permit review timeline and
potential project delays would be assessed as part of the analysis.
PREPARED BY: _____________________________________________
CURTIS WILLIAMS
Assistant Director
DEPARTMENT HEAD: ________________________________________
STEVE EMSLIE
Director of Planning and Community Environment
CITY MANAGER APPROVAL: ____________________________________________
EMILY HARRISON
Assistant City Manager
ATTACHMENT
Attachment A: January 22, 2008 Council Minutes (Excerpt)
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TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE: APRIL 7, 2008 CMR: 193:08
SUBJECT: AUTHORIZATION FOR THE CITY MANAGER TO ENTER INTO
CONTRACTS WITH DESIGN, COMMUNITY & ENVIRONMENT AND
APPLIED DEVELOPMENT ECONOMICS TO PREPARE THE
COMPREHENSIVE PLAN AMENDMENT FOR THE SPECIFIED SCOPE
OF WORK NOT TO EXCEED $850,000
RECOMMENDATION
Staff recommends that the City Council approve the selection of two consultants, Design,
Community & Environment and Applied Development Economics, for completion of the
Comprehensive Plan amendment contract work plan and authorize the City Manager to execute
contracts with the two consultants in a total amount for both contracts not to exceed $850,000.
BACKGROUND
On February 13, 2006, the Council directed staff to develop a work plan to amend the existing
Comprehensive Plan to a planning horizon no later than 2020. The focus of the amendment was to
ensure that sufficient public services are available to serve new housing development and that
sufficient land for neighborhood-serving retail uses is preserved. The Council also directed staff to
evaluate the impacts of increased housing on public services such as parks, libraries and schools and
to incorporate a goal in the Comprehensive Plan that would address the City’s commitment to reduce
global warming.
Staff developed a draft work plan consistent with Council direction that was approved by the City
Council in June 2006; however, the budget for the work plan ($800,000) was not approved until
June 2007. The Council also extended the timeframe for the amendment from two years as
originally proposed to four years to limit the amount of funding to be provided by the General Fund
to $200,000 annually, totaling $800,000. Late last year, staff circulated a Request for Proposals
(RFP) for a consultant team to work on the Comprehensive Plan amendment. Five consultant teams
submitted proposals. Interviews of the consultants were held in mid-March.
DISCUSSION
Staff is recommending approval of two separate consultants for preparation of the Comprehensive
Plan amendment work program. Design, Community & Environment (DC&E) would act as the lead
consultant responsible for the bulk of the contract work plan and Applied Development Economics
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(ADE) would be responsible for preparation of the economic analysis. Both firms were the
unanimous choices of the interview panel which was comprised of Planning and Public Works staff.
DC&E has significant experience in completing General Plan/Comprehensive Plan updates for cities
and counties throughout California. The firm integrates comprehensive land use planning with
environmental review, enabling efficient and effective project management. The firm stresses
community involvement and public participation as cornerstones of its work. The firm also has
considerable experience preparing Environmental Impact Reports concurrently with plan
development. The interview panel was particularly impressed with DC&E’s experience with
sustainability programs and principles and the firm’s innovative public involvement skills.
Attachments A and B are a summary of the draft work program submitted by DC&E as part of its
proposal and a draft schedule for completion of the Comprehensive Plan amendment.
ADE specializes in fiscal and retail analyses for general plan updates. The firm provides in-house
expertise for the economic analysis and is skilled at public participation processes which will be
critical for successful completion of the amendment. ADE proposes to prepare a fiscal analysis
showing both the current economic situation and the trends in public revenue levels and demands for
municipal services. ADE’s proposal includes conducting economic and market studies to identify
opportunities to shift the land use mix to better generate revenues needed to support public services.
ADE has been an innovator in combining fiscal analysis and economic development strategy. The
firm stresses its effective communication of complex economic development issues to the public in
terms of describing how the tax base provides the revenues needed for services to the
neighborhoods.
The work plan for the Comprehensive Plan amendment approved by Council in 2006 is summarized
below. A more complete description of the work program is shown in Attachment C and was
included in the RFP sent to consultants last year.
• Revise base conditions and update growth projections:
o Incorporate recent trends in planning /new data into base conditions and identify a
realistic growth rate for development through 2020.
• Update the land use map and designations and rezone accordingly:
o Prepare land use evaluations for the East Meadow Circle/Fabian Way/ West
Bayshore area and the existing Fry’s Electronics site and adjacent properties. The
focus of the potential land use changes will be in these two specific areas; however,
an overall evaluation of land use patterns within an area generally bounded by
Highway 101, El Camino Real, Embarcadero Road and San Antonio Road will be
required.
o Evaluate existing land use definitions and determine appropriate uses.
• Review and modify appropriate Comprehensive Plan text:
o Re-evaluate vision statements to determine relevance; current vision statements
should serve as the framework for the amendment to the Comprehensive Plan
o Scan all policies and programs for relevance and clarity.
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o Focus on modifying policies that currently allow conversion of non-residential land
to residential uses to prevent loss of potential tax dollars and ensure sufficient retail
o Add or strengthen policies and programs that limit the loss of retail serving uses
o Revise existing Housing Element to update Housing Inventory and modify policies
and programs where appropriate
o Address sustainability by incorporating relevant concepts from the City’s Climate
Protection Plan and underscoring the City’s commitment to global warming
o Identify general areas for new parks and community facilities
o Enhance and integrate a pattern of walkable neighborhoods
• Update the environmental analysis
o Prepare an Environmental Impact Report for the amendment
o Provide thorough analysis of service needs to schools, parks and libraries resulting
from project growth through 2020
o Integrate CEQA significance thresholds used in the EIR in an appendix to
Comprehensive Plan amendment.
The consultant team will be augmented by staff in completing the work program. City staff will be
primarily responsible for the Housing Element preparation and identifying areas within the current
Comprehensive Plan where text changes are needed.
PLANNING AND TRANSPORTATION COMMISSION REVIEW
At its December retreat, the Planning and Transportation Commission (PTC) requested additional
review of the work program prior to Council consideration of the consultant contract. The PTC had
last reviewed the work program in April 2006 and three of the current Commissioners were not on
the PTC at that time. The PTC discussed the work program on February 27, 2008 and focused its
discussion on how to successfully engage the public in participating in the amendment process since
the Council had identified PTC meetings as the major forum for public input on the amendment (see
Attachment D for the PTC meeting minutes). Individual commissioners also had several suggestions
for modifying the work program, including undertaking an evaluation of the future reuse of
Cubberly in terms of Comprehensive Plan policy; preparing specific plans rather than land use plans
for the two study areas; identifying sufficient community center space; reducing the timeframe for
preparation (to two years) and limiting the horizon year ( to 2015) for extending the Comprehensive
Plan; and evaluating uses and linkages on Stanford University lands.. Although the PTC does not
participate in consultant selection, it did encourage selection of a consultant team that had both
strong public participation skills and knowledge and experience with sustainability issues.
RESOURCE IMPACTS
The Council approved a budget of $800,000 in 2007 for the amendment process over a four year
timeframe at $200,000 per year. The current proposals from the two consultants would require an
additional allocation of $28, 222 from the General Fund since the total cost of both proposals is
$828,222 which exceeds the original approved budget of $800,000. The estimated cost for DC&E’s
proposal is $729,742. The estimated cost of ADE’s proposal is $98,480. Staff is recommending
increasing the budget allocation by $50,000 to cover any additional consultant contract work.
POLICY IMPLICATIONS
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The consultant work enables the Comprehensive Plan to be updated to focus on current City policy
and adequately reflect the City’s vision consistent with the goals of the existing Comprehensive
Plan. The updated plan will provide an effective guide for future growth in the City.
ENVIRONMENTAL REVIEW
The selection of the consultants is not considered a project under CEQA; the Comprehensive Plan
update will require preparation of an Environmental Impact Report (EIR). The work program
approved by Council in 2006 called for staff to submit to Council the significance criteria to be used
for the EIR for the Comprehensive Plan amendment when the consultant contracts for the
amendment are considered by Council. These criteria are included as Attachment E and are based
on current City policy and the CEQA Guidelines. These criteria are currently being used in all City
environmental documents including the Stanford Shopping Center and Stanford Medical Center
EIR. The work program calls for the criteria to be included in an appendix to the Comprehensive
Plan and subsequently to serve as the thresholds for significance for all discretionary review in the
City. Incorporating the criteria within the Comprehensive Plan should provide a level of
consistency, predictability and objectivity in the City’s assessment of environmental impacts.
ATTACHMENTS
A. DC&E Work Program Summary
B. DC&E Proposed Project Schedule
C. Scope of Work for Comprehensive Plan Amendment
D. Planning & Transportation Commission Minutes 2/27/08
E. Environmental Criteria (Significance Thresholds) Used by the City of Palo Alto
PREPARED BY: __________________________________
JULIE CAPORGNO
Chief Planning & Transportation Official
DEPARTMENT HEAD: __________________________________
STEVE EMSLIE
Director of Planning & Community
Environment
CITY MANAGER APPROVAL: __________________________________
EMILY HARRISON
Assistant City Manager