Loading...
HomeMy WebLinkAbout2019-03-18 City Council Agenda PacketCity Council 1 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Monday, March 18, 2019 Special Meeting Council Chambers 5:00 PM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday 11 days preceding the meeting. PUBLIC COMMENT Members of the public may speak to agendized items; up to three minutes per speaker, to be determined by the presiding officer. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful. Public comment may be addressed to the full City Council via email at City.Council@cityofpaloalto.org. TIME ESTIMATES Time estimates are provided as part of the Council's effort to manage its time at Council meetings. Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. To ensure participation in a particular item, we suggest arriving at the beginning of the meeting and remaining until the item is called. HEARINGS REQUIRED BY LAW Applicants and/or appellants may have up to ten minutes at the outset of the public discussion to make their remarks and up to three minutes for concluding remarks after other members of the public have spoken. Call to Order Closed Session 5:00-6:00 PM 1.CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Michelle Flaherty, Rumi Portillo, Sandra Blanch, Nicholas Raisch, Molly Stump, Terence Howzell, and Kiely Nose) Employee Organization: (1) Utilities Management and Professional Association of Palo Alto (UMPAPA), (2) Service Employees International Union, (SEIU) Local 521, (3) Police Officers’ Association of Palo Alto (PAPOA), (4) Palo Alto Police Managers’ Association (PMA), (5) International Association of Fire Fighters, (IAFF) Local 1319, and (6) Palo Alto Fire Chiefs’ Association (FCA); Authority: Government Code Section 54957.6 (a) REVISED 2 March 18, 2019 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Special Orders of the Day 6:00-6:30 PM 2.Proclamation Welcoming Exchange Students and Chaperones From Tsuchiura, Ibaraki, Japan 3.Proclamation Honoring La Comida and Their Service to the Community Agenda Changes, Additions and Deletions City Manager Comments 6:30-6:40 PM Oral Communications 6:40-6:55 PM Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. Minutes Approval 6:55-7:00 PM 4.Approval of Action Minutes for the February 25 and March 4, 2019 Council Meetings Consent Calendar 7:00-7:05 PM Items will be voted on in one motion unless removed from the calendar by three Council Members. 5.Approval of the Agreement Between the City of Palo Alto and the Palo Alto Unified School District for School Resource Officer Services and Shared Funding of the Positions in the Form of Reimbursable Payment (Revenue) to the City, up to $200,000 in Fiscal Year (FY)2019 and $250,000 in FY2020, With the Potential for a One-year Extension 6.Adoption of a Resolution Extending the Bikeshare and E-Scooter Pilot Program 7.Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for Fiscal Year 2020 Project List for Capital Improvement Program Project PE-86070, Street Maintenance Project 7A. Appointment of Management Partners, Inc. to Serve as the City’s Interim Auditor and Approval of a Professional Services Agreement With Management Partners for Auditor Services up to $85,000 for a 6-month Term Action Items Include: Reports of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Reports of Officials, Unfinished Business and Council Matters. 7:05-8:15 PM 8.Acceptance of Proposed Policy to Plan for Sea Level RisePowerPoint 3 March 18, 2019 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. State/Federal Legislation Update/Action Council Member Questions, Comments and Announcements Members of the public may not speak to the item(s) Adjournment AMERICANS WITH DISABILITY ACT (ADA) 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. 4 March 18, 2019 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Additional Information Standing Committee Meetings Sp. Finance Committee Meeting March 19, 2019 Sp. City School Liaison Committee Meeting March 21, 2019 Schedule of Meetings Schedule of Meetings Tentative Agenda Tentative Agenda Informational Report Palo Alto Fire Department Semi-annual Performance Report for the First Half of Fiscal Year 2018 Public Letters to Council Set 1 CITY OF PALO ALTO OFFICE OF THE CITY CLERK March 18, 2019 The Honorable City Council Palo Alto, California Proclamation Welcoming Exchange Students and Chaperones From Tsuchiura, Ibaraki, Japan ATTACHMENTS: • Attachment A: Tsuchiura Japan (DOCX) Department Head: Beth Minor, City Clerk Page 2 Proclamation WELCOMING EXCHANGE STUDENTS AND CHAPERONES FROM TSUCHIURA, IBARAKI, JAPAN WHEREAS, exchange programs between middle schools are the foundation of the Sister City program, which attempts to promote international and intercultural understanding amongst our youth and communities; and WHEREAS, Palo Alto and Tsuchiura City have worked together to involve their respective middle school students and their families in cultural and educational exchanges and special programs; and WHEREAS, the opportunity to host Tsuchiura students in Palo Alto and to send Palo Alto students to Tsuchiura, Japan has proven to be mutually beneficial; and WHEREAS, the City of Palo Alto thanks Tsuchiura City for their generosity and hospitality tended toward young people from Palo Alto since 1995. NOW, THEREFORE, I, Eric Filseth, Mayor of the City of Palo Alto, on behalf of the City Council, hereby express our heartfelt welcome and record congratulations and the best wishes of the City of Palo Alto to Ms. Wakako Hanyu, Mr. Kunihiko Hizawa and 16 students: Shoei Kozawa, Issa Kubota, Haruka Onishi, Tomoya Kurusu, Yuto Saito, Shuma Takei, Sota Watanabe, Koko Tohara, Nanami Takezawa, Honoka Uchida, Tomomi Aoyama, Mizuki Ichikawa, Mao Nakamura, Iroha Fujiwara, Misaki Tamura, and Kokona Yamaguchi. PRESENTED: March 18, 2019 SIGNED: _________________________________ Eric Filseth Mayor CITY OF PALO ALTO OFFICE OF THE CITY CLERK March 18, 2019 The Honorable City Council Palo Alto, California Proclamation Honoring La Comida and Their Service to the Community ATTACHMENTS: • Attachment A: Proclamation Honoring La Comida (DOCX) Department Head: Beth Minor, City Clerk Page 2 Proclamation HONORING LA COMIDA’S SERVICE TO THE SENIOR COMMUNITY WHEREAS, since its founding in 1972, La Comida has offered dignity, care, and community to Palo Alto’s seniors by serving them nutritious hot lunch meals (cooked on site) in a diverse assortment of cuisines and a bright, friendly, community setting; and WHEREAS, in 1974 the County of Santa Clara initiated its Senior Nutrition Program, which provides high quality, cost-efficient, meals to seniors and promotes the role of nutrition in preventative health and long-term care and, at that time, the County selected La Comida to be the first service organization to participate in the program; and WHEREAS, the Senior Nutrition Program has grown to 39 sites within the County and La Comida was the largest of those sites each year until 2017-18, and La Comida has always been the only Senior Nutrition Program meal site located in Palo Alto, serving seniors in downtown Palo Alto from its location at 450 Bryant Street; and WHEREAS, at the end of August 2017, La Comida had to leave downtown Palo Alto when the 450 Bryant Street facility was closed for remodeling and, with the unfailing support of Stevenson House, La Comida was able to complete a move to Stevenson House in south Palo Alto in September 2017; and WHEREAS, notwithstanding the success of its move to Stevenson House, La Comida has always remained committed to restoring its meal service to Palo Alto’s large community of downtown area seniors, many of whom lost access to La Comida’s meal service as a result of its move to south Palo Alto; and WHEREAS, on January 24, 2019, after increased awareness and the launch of a formal fundraising campaign, La Comida’s meal service was restored to downtown Palo Alto when La Comida, in association with the Palo Alto Masonic Temple Association, opened a new Senior Nutrition Program meal site at the Masonic Center located at 461 Florence Street; and WHEREAS, La Comida is also continuing to serve seniors from its south Palo Alto site at Stevenson House, thus expanding seniors’ access to Senior Nutrition Program meals to both downtown Palo Alto and south Palo Alto. NOW, THEREFORE, I, Eric Filseth, Mayor of the City of Palo Alto on behalf of the entire City Council do hereby thank La Comida for its many years of valuable service to the community’s seniors and congratulate La Comida on its successful relocation to Stevenson House, its restoration of service in downtown Palo Alto, and its commitment to community outreach and fundraising to support this expansion. Presented: March 18, 2019 ______________________________ Eric Filseth Mayor CITY OF PALO ALTO OFFICE OF THE CITY CLERK March 18, 2019 The Honorable City Council Attention: Finance Committee Palo Alto, California Approval of Action Minutes for the February 25 and March 4, 2019 Council Meetings Staff is requesting Council review and approve the attached Action Minutes. ATTACHMENTS: • Attachment A: 02-25-19 DRAFT Action Minutes (DOCX) • Attachment B: 03-04-19 DRAFT Action Minutes (DOCX) Department Head: Beth Minor, City Clerk Page 2 CITY OF PALO ALTO CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 7 Special Meeting February 25, 2019 The City Council of the City of Palo Alto met on this date in the Council Chambers at 5:03 P.M. Present: Cormack, DuBois, Filseth, Fine, Kniss, Kou, Tanaka Absent: Closed Session 1. CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Michelle Flaherty, Rumi Portillo, Sandra Blanch, Nicholas Raisch, Molly Stump, Terence Howzell, and Kiely Nose) Employee Organization: Service Employees International Union, (SEIU) Local 521 Authority: Government Code Section 54957.6 (a). 2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section 54956.8 Property: Vacant Land, 3350 Birch Street, Palo Alto, CA Assessor’s Parcel No. 132-33-050 Agency Negotiators: Ed Shikada, Kiely Nose, and Sunny Tong Negotiating Parties: Pacific Bell Telephone Co. Under Negotiation: Purchase Price and Terms of Payment. MOTION: Council Member Kniss moved, seconded by Vice Mayor Fine to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:22 P.M. Council returned from Closed Session at 7:31 P.M. Mayor Filseth announced no reportable action. DRAFT ACTION MINUTES Page 2 of 7 City Council Meeting Draft Action Minutes: 02/25/2019 Special Orders of the Day 3. Resolution 9819 Entitled “Resolution of the Council of the City of Palo Alto Expressing Gratitude and Appreciation to Robert de Geus for two Decades of Exceptional Public Service to the Palo Alto Community.” MOTION: Council Member Kniss moved, seconded by Council Member Kou to adopt a Resolution Expressing Gratitude and Appreciation to Robert de Geus for two Decades of Exceptional Public Service to the Palo Alto Community. MOTION PASSED: 7-0 Agenda Changes, Additions and Deletions None. Minutes Approval 4. Approval of Action Minutes for the February 2, 4, and 11, 2019 Council Meetings. MOTION: Council Member Kniss moved, seconded by Vice Mayor Fine to approve the Action Minutes for the February 2, 4 and 11, 2019 Council Meetings. MOTION PASSED: 7-0 Consent Calendar MOTION: Council Member Kniss moved, seconded by Vice Mayor Fine to approve Agenda Item Numbers 5-11A. Council Member DuBois registered a no vote on Agenda Item Number 10. Mayor Filseth registered a no vote on Agenda Item Number 10. Council Member Kou registered a no vote on Agenda Item Numbers 8, 9, 10. Council Member Tanaka registered a no vote on Agenda Item Number 11A. 5. Approval of Amendment Number 1 to Contract Number C16166822 With ARC Document Solutions for Copiers/Printers to Increase the Annual Amount by $41,000 to add Utilities Bill Printing and Other Departments for a new Annual Not-to-Exceed Amount of $408,068. DRAFT ACTION MINUTES Page 3 of 7 City Council Meeting Draft Action Minutes: 02/25/2019 6. Approval of the Second Extension of the Pilot Phase of the Southgate Residential Preferential Parking Program for a Period of Six Months. 7. Resolution 9820 Entitled, “Resolution of the Council of the City of Palo Alto Declaring Intention to Reimburse Expenditures Related to the Four Capital Improvement Projects From the Proceeds of the Bonds to be Issued by the City for Wastewater Treatment Fund for a Not-to-Exceed Amount of $85 million.” 8. Issuance of a Request for Proposals (RFP) for an Evaluation of Organizational and Resource Options for the City Auditor's Office and Refer to the Council Appointed Officers Committee Evaluation of the RFP Results and Development of Recommendations to the Council. 9. Appointment of Council Member Alison Cormack to the Board of Directors of the Bay Area Water Supply & Conservation Agency and the Bay Area Regional Water System Financing Authority. 10. Ordinance 5459 Entitled, “Ordinance of the Council of the City of Palo Alto Amending Chapter 18.18 (Downtown Commercial District) of Title 18 (Zoning) of the Palo Alto Municipal Code (PAMC) to Repeal Section 18.18.040 Relating to a Nonresidential Square Footage Cap in the CD Downtown Commercial Zoning District to Implement and Conform to the Updated Comprehensive Plan 2030 (FIRST READING: February 11, 2019 PASSED: 4-3 DuBois, Filseth, Kou no).” 11. Adoption of the Urban Forest Master Plan Second Edition. 11A. Approval of an Exemption from Competitive Solicitation, Approval of a Contract With Swatt Miers Architects Inc. in an Amount Not-to-Exceed $397,725 for Design Services for the Animal Shelter, and Authorization for the City Manager to Purchase a Modular Building from vendor Design Space Modular in an Amount Not-to-Exceed $300,000 for the Animal Shelter Renovation, Capital Improvement Program Project, PE-19002. MOTION PASSED FOR AGENDA ITEM NUMBERS 5-7, 11: 7-0 MOTION PASSED FOR AGENDA ITEM NUMBER 8: 6-1 Kou no MOTION PASSED FOR AGENDA ITEM NUMBER 9: 6-1 Kou no DRAFT ACTION MINUTES Page 4 of 7 City Council Meeting Draft Action Minutes: 02/25/2019 MOTION PASSED FOR AGENDA ITEM NUMBER 10: 4-3 DuBois, Filseth, Kou no MOTION PASSED FOR AGENDA ITEM NUMBER 11A: 6-1 Tanaka no Action Items 12. PUBLIC HEARING/QUASI-JUDICIAL: 285 Hamilton Avenue [18PLN- 00006]: Recommendation on Applicant’s Request for a Text Amendment to Title 18 of the Palo Alto Municipal Code to Allow for Minor Increases in Height and Floor Area to Provide Access to Roof-top Decks on Existing Structures in the Commercial Downtown (Community) CD-C Subdistrict, as well as a Conditional Use Permit and Architectural Review for a 2,600 Square Foot Roof-top Deck on the Roof of the Existing Commercial Building at 285 Hamilton Avenue. The Planning and Transportation Commission Reviewed and Recommended Approval (4-2) of the Text Amendment and Conditional Use Permit at a Public Hearing on October 10, 2018. Environmental Assessment: Exempt per Sections 15301 and 15305 of the California Environmental Quality Act (CEQA) Guidelines. Zone District: CD-C(GF)(P) (Continued From November 19, 2018). Public Hearing opened and closed without public comment at 8:35 P.M. MOTION: Council Member Kniss moved, seconded by Vice Mayor Fine to: A. Find the proposed text amendment and architectural review and conditional use permit applications exempt from the California Environmental Quality Act (CEQA) per Guidelines Sections 15301 and 15305; and B. Introduce for first reading and adopt an Ordinance and approve the proposed Record of Land Use Action approving architectural review and conditional use permit applications. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to amend the Ordinance to state “buildings located in the CD-C subdistrict that are noncomplying for height or gross floor area…”; and INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to amend the Ordinance to provide the Director discretion to initiate a Director’s review of any CUP that is the subject of multiple complaints regarding noise. DRAFT ACTION MINUTES Page 5 of 7 City Council Meeting Draft Action Minutes: 02/25/2019 INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to amend the Ordinance to state “For the height limit exceptions, all fixtures and structures shall not intersect a plane measured at a forty-five-degree angle from the edge of the building starting at the rooftop deck surface sloping upward and inward toward the center of the property.” AMENDMENT: Council Member DuBois moved, seconded by Council Member Kou to amend the Record of Land Use Action Section 5. 3. to state “…This use shall be limited to use only by the building occupants and their employees and shall be subject to conditions herein.” AMENDMENT FAILED 3-4 DuBois, Filseth, Kou yes INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to amend the Record of Land Use Action Section 5. 4. to state “…8:00 A.M. to 9:00 P.M. daily.” AMENDMENT: Council Member DuBois moved, seconded by Council Member Cormack to amend the Record of Land Use Action Section 5. 5., Amplified Music, to state “the use of sound amplifying equipment shall be prohibited.” AMENDMENT PASSED: 4-3 Kniss, Fine, Tanaka no INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to amend the Motion, new Part E., to state “…all fixtures and structures…” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to direct Staff to return to Council in 2019 and outline options for the Ordinance to be extended to other areas in the City. MOTION AS AMENDED PASSED: 5-2 DuBois, Kou no MOTION AS AMENDED RESTATED: Council Member Kniss moved, seconded by Vice Mayor Fine to: A. Find the proposed text amendment and architectural review and conditional use permit applications exempt from the California Environmental Quality Act (CEQA) per Guidelines Sections 15301 and 15305; DRAFT ACTION MINUTES Page 6 of 7 City Council Meeting Draft Action Minutes: 02/25/2019 B. Introduce for first reading and adopt an Ordinance and approve the proposed Record of Land Use Action approving architectural review and conditional use permit applications; C. Amend the Ordinance to state “buildings located in the CD-C subdistrict that are noncomplying for height or gross floor area…”; D. Amend the Ordinance to provide the Director discretion to initiate a Director’s review of any CUP that is the subject of multiple complaints regarding noise; E. Amend the Ordinance to state “For the height limit exceptions, all fixtures and structures shall not intersect a plane measured at a forty- five-degree angle from the edge of the building starting at the rooftop deck surface sloping upward and inward toward the center of the property;” F. Amend the Record of Land Use Action Section 5. 4. to state “…8:00 A.M. to 9:00 P.M. daily;” G. Amend the Record of Land Use Action Section 5. 5., Amplified Music, to state “the use of sound amplifying equipment shall be prohibited;” and H. Direct Staff to return to Council in 2019 and outline options for the Ordinance to be extended to other areas in the City. MOTION AS AMENDED PASSED: 5-2 DuBois, Kou no Council took a break from 9:47 P.M. to 9:53 P.M. 13. Authorize the City Manager to Explore, Negotiate and Potentially Submit an Offer to Purchase Property at 3350 Birch Street (Assessor’s Parcel No. 132-33-050). MOTION: Mayor Filseth moved, seconded by Council Member Kou to authorize the City Manager or designee to explore, negotiate and potentially submit an offer to purchase property located at 3350 Birch Street (Assessor’s Parcel No. 132-33-050). MOTION PASSED: 7-0 State/Federal Legislation Update/Action None. DRAFT ACTION MINUTES Page 7 of 7 City Council Meeting Draft Action Minutes: 02/25/2019 Adjournment: The meeting was adjourned at 10:19 P.M. CITY OF PALO ALTO CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 4 Special Meeting March 4, 2019 The City Council of the City of Palo Alto met on this date in the Council Chambers at 5:05 P.M. Present: Cormack, DuBois, Filseth, Fine, Kniss, Kou Absent: Tanaka Special Orders of the Day 1. Recognition of the Palo Alto Student Winners From the 2018 Synopsis Science Fair. 2. Recognition of the Winners of the 2019 Palo Alto City Library Kids and Teens Writing Contest. Closed Session 3. CONFERENCE WITH CITY ATTORNEY Subject: Written Liability Claim Against the City of Palo Alto by Komuna Capital, LLC; Komuna Palo Alto, LLC; and Komuna Energy, LLC (Claim No. C18-0043) Authority: Government Code Section 54956.9 (e)(3). 4. CONFERENCE WITH CITY ATTORNEY-EXISTING LITIGATION Santa Clara County Superior Court, Case No. 16CV300760 (One Case, as Defendant) – Miriam Green v. City of Palo Alto Authority: Government Code Section 54956.9(d)(1). MOTION: Council Member Kniss moved, seconded by Vice Mayor Fine to go into Closed Session. MOTION PASSED: 6-0 Tanaka absent Council went into Closed Session at 5:20 P.M. Council returned from Closed Session at 7:00 P.M. Mayor Filseth announced no reportable action. DRAFT ACTION MINUTES Page 2 of 4 City Council Meeting Draft Action Minutes: 3/4/2019 Agenda Changes, Additions and Deletions Mayor Filseth announced that Council will hear Oral Communications after Agenda Item Number 12- Acceptance of the Fiscal Year 2020-2029… because the Council is ahead of the tentative time listed on the meeting agenda for Oral Communications. Consent Calendar Council Member Kou registered no votes on Agenda Item Numbers 6- Authorize Transmittal of the 2018 Annual Comprehensive Plan and Housing Element Progress Report… and 8- Approval of a License Agreement With Crown Castle Towers 06-2, LLC… MOTION: Council Member Kniss moved, seconded by Council Member DuBois to approve Agenda Item Numbers 5-11, including updated attachments for Agenda Item Number 6- Authorize Transmittal of the 2018 Annual Comprehensive Plan and Housing Element Progress Report… as outlined in the at place Staff Memorandum. 5. Approval of Construction Contract Number C19173793 With Waterproofing Associates, Inc. in an Amount Not-to-Exceed $282,840 and Authorization of Contract Contingency in an Amount Not-to- Exceed $28,284 to Replace the Existing K Wing Roof at Cubberley Community Center. 6. Authorize Transmittal of the 2018 Annual Comprehensive Plan and Housing Element Progress Report for the Period of January 1, 2018 to December 31, 2018 to the State of California's Office of Planning and Research and the Department of Housing and Community Development (HCD). 7. Resolution 9821 Entitled, “Resolution of the City of Palo Alto Approving the November 2018 Amended and Restated Water Supply Agreement Between the City and County of San Francisco Wholesale Customers in Alameda County, San Mateo County, and Santa Clara County; and Authorize the City Manager to Execute the Amended and Restated Water Supply Agreement.” 8. Approval of a License Agreement With Crown Castle Towers 06-2, LLC for Placement of Telecommunications Facilities on City-Owned Property Located at 799 Embarcadero Road. 9. Approval of Addendum Number 9 to the Basic Agreement With the Cities of Mountain View and Los Altos; and Amendment Number 6 to DRAFT ACTION MINUTES Page 3 of 4 City Council Meeting Draft Action Minutes: 3/4/2019 Contract Number C869 With the Board of Trustees of the Leland Stanford Junior University Related to the Regional Water Quality Control Plant's Near-term Capital Improvement Program Funding. 10. Approval of Amendment Number 2 to Contract Number S16164688 to add $100,000 for a Total Not-to Exceed Amount of $400,000 With Municipal Resources Group for Professional Human Resources Consulting Services. 11. Approval of Four Professional Services Agreements With: (1) BluePoint Planning; (2) Bovo Tighe; (3) Management Partners; and (4) Municipal Resource Group for Organizational Development Over a Three-year Term, all Subject to an Aggregate Not-to-Exceed Amount of $450,000. MOTION FOR AGENDA ITEM NUMBERS 5, 7, 9-11: 6-0 Tanaka absent MOTION FOR AGENDA ITEM NUMBERS 6 AND 8: 5-1 Kou no, Tanaka absent Action Items 12. Acceptance of the Fiscal Year 2020-2029 Long Range Financial Forecast. MOTION: Mayor Filseth moved, seconded by Council Member Cormack to accept the Fiscal Year 2020 – Fiscal Year 2029 Long Range Financial Forecast (LRFF) and include deltas in the assumptions from the Long Range Financial Forecast when the budget is presented. AMENDMENT: Council Member DuBois moved, seconded by Council Member XX to add to the Motion, “that the LRFF include a scenario for the General Fund and enterprise funds using a rolling average of recent increases with an explanation of assumptions included.” AMENDMENT AS AMENDED RESTATED: Council Member DuBois moved, seconded by Council Member XX to add to the Motion, “that the LRFF include an alternative scenario for the General Fund and enterprise funds using consideration of recent salary and benefit changes with an explanation of assumptions included.” AMENDMENT WITHDRAWN BY THE MAKER MOTION PASSED: 6-0 Tanaka absent DRAFT ACTION MINUTES Page 4 of 4 City Council Meeting Draft Action Minutes: 3/4/2019 State/Federal Legislation Update/Action None. Adjournment: The meeting was adjourned at 8:24 P.M. City of Palo Alto (ID # 10059) City Council Staff Report Report Type: Consent Calendar Meeting Date: 3/18/2019 City of Palo Alto Page 1 Summary Title: Agreement Regarding Provision of PAPD SROs to PAUSD Title: Approval of the Agreement Between the City of Palo Alto and the Palo Alto Unified School District for School Resource Officer Services and Shared Funding of the Positions in the Form of Reimbursable Payment (Revenue) to the City, up to $200,000 in FY19 and $250,000 in FY20, with the Potential for a One-Year Extension From: City Manager Lead Department: Police Recommendation Staff recommends the City Council approve an agreement between the City of Palo Alto and the Palo Alto Unified School District (PAUSD) for PAUSD to reimburse the City for the cost of half of two School Resource Officer (SRO) positions up to $200,000 in Fiscal Year (FY) 2019 and up to $250,000 in FY 2020, with a potential extension for FY 2021. Background School Resource Officers (SROs) are fully sworn Palo Alto Police Department (PAPD) officers and work closely with the Palo Alto Unified School District (PAUSD) administrators in an effort to create a safer environment for both students and staff. PAPD has provided a School Resource Officer to PAUSD campuses for over twenty years. Providing SRO services to schools has become the industry norm as police departments are obligated to respond to school-generated calls for service. Having a regular SRO presence improves working relationships with school staff and enhances school safety efforts. Since FY 2014, the Police Department has dedicated a second SRO position to assist with the implementation of the District’s “Safety Enhancement Project.” In 2017, PAUSD requested to expand the scope of services provided by the City, to include assisting the District in meeting their statutory requirements of the California Education Code, Title IX, and other applicable state laws related to health and confidentiality/privacy in sexual misconduct and related matters. During the process of updating the attached contract (see Attachment A), the previous agreement between the City of Palo Alto and PAUSD expired on June 30, 2017. While the new City of Palo Alto Page 2 contract between the City of Palo and PAUSD was being updated, the SROs continued their regular SRO responsibilities within PAUSD schools and PAUSD continued to reimburse the City of Palo Alto under the terms of the previous agreement. On August 13, 2018, City Council approved a new contract (CMR# 9268) between the City of Palo Alto and PAUSD for one year, with the option to extend for up to one year through June 2020. PAUSD staff then elected to take the contract to the PAUSD School Board on August 21, 2018. On December 4, 2018, the School Board approved a revised agreement. This agreement was for a two-year contract, with the option to extend for up to one year through June 2021. There were no other significant changes. The attached contract formally memorializes the agreement for increased reimbursement and reflects an updated scope of services between the City of Palo Alto and PAUSD. Currently, both SRO positions are staffed and working in PAUSD schools. Discussion Since 2014, the SROs have assisted PAUSD with the implementation of their “Safety Enhancement Project” in addition to their regular SRO responsibilities. Continued SRO participation with the District and the project will include, but is not limited to, Parent Project recruitment and facilitation; Emergency Preparedness training to schools within the District; responding to calls for service; teaching classes; handling truancy issues; complying with legal reporting requirements and conducting proactive policing on campuses. Resource Impact The agreement between the City and PAUSD will be effective following City Council approval through June 2020, with the option to extend for up to one year through June 2021. The FY 2019 Police Department Operating Budget includes a $200,000 revenue estimate for reimbursements from PAUSD for 2.0 FTE SRO positions. The reimbursement for FY 2020 would be $250,000, and the optional one-year extension through June 2021 would include reimbursement up to $275,000. If the City were to agree to this one-year extension, staff would need to ensure that it is cost recoverable, at least at fifty percent of the cost of 2.0 FTE SRO positions in FY 2021. Policy Implications This agreement will result in no policy impact. Environmental Review This is not a project under the California Environmental Quality Act (CEQA). Attachments: • ATTACHMENT A - Revised SRO Agreement - Signed Dec 2018 ATTACHMENT A City of Palo Alto (ID # 10074) City Council Staff Report Report Type: Consent Calendar Meeting Date: 3/18/2019 City of Palo Alto Page 1 Council Priority: Transportation and Traffic Summary Title: One-Year Extension of Bikeshare Pilot Program Title: Adoption of a Resolution Extending the Bikeshare and E-Scooter Pilot Program From: City Manager Lead Department: Planning and Community Environment Recommendation Staff recommends that the Council adopt a Resolution (Attachment A) approving a one-year extension of the bicycle and electric scooter sharing pilot program through March 31, 2020. Background Bicycle and electric scooter sharing programs are emerging technologies for reducing traffic congestion and improving first/last-mile access to transit. The City of Palo Alto adopted a one- year bicycle and electric scooter sharing pilot program in March 2018 and developed permit guidelines for vendors to operate within the City of Palo Alto. (Original staff report and permit guidelines). Program implementation was delayed due to a lack of staff resources. Recently, three (3) vendors have shown interest in participating in the one-year bike share pilot program, but the impending expiration date precludes staff from issuing permits. The recommended action would extend the pilot program for an additional year to test the concept of private bicycle and electric scooter sharing systems in Palo Alto. The extension of the one-year pilot program will help the City to asses the quality of various service providers and collect and analyze data upon the conclusion of the pilot program. If extended, the one- year bike share pilot program will expire on March 31, 2020. Council action will be needed following the pilot for any adoption of permanent regulations and program guidelines. Resource Impact Under the proposed pilot program minimal costs are anticipated primarily for staff time issuing City of Palo Alto Page 2 permits, data analysis, and monitoring compliance. Policy Implications Development of bicycle and electric scooter sharing systems is consistent with the following Comprehensive Plan and Bicycle + Pedestrian Transportation Plan goals, policies and projects: Comprehensive Plan: • Program T1.6.1: Collaborate with transit providers, including Caltrain, bus operators and rideshare companies, to develop first/last mile connection strategies that boost the use of transit and shuttle service for local errands and commuting. • Policy T-1.16: Promote personal transportation vehicles as an alternative to cars (e.g. bicycles, skateboards, roller blades) to get to work, school, shopping, recreational facilities and transit stops. • Program T1.19.4: Encourage the use of bike sharing and the provision of required infrastructure throughout Palo Alto, especially at transit stations and stops, job centers, community centers and other destinations. Bicycle + Pedestrian Transportation Plan: • PR-5 Bike Share Program Bicycle and electric scooter sharing systems are consistent with goals outlined in the Sustainability and Climate Action Plan (S/CAP) and have emerged as an important area of regional collaboration. Bicycle sharing systems have been discussed at meetings of the Managers’ Mobility Partnership (MMP), which includes Stanford University, City of Menlo Park, City of Mountain View, City of Palo Alto, City of Redwood City, and Joint Venture Silicon Valley. Environmental Review Adoption of the attached resolution for a proposed bike and e-scooter share one-year pilot program extension is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b) (3) because it can be seen with certainty that the project will have no significant effect on the environment. Establishing a permit process for bike and e-scooter share companies will ensure the companies’ operations do not impede the use of streets and sidewalks and is beneficial to the citizens of Palo Alto. Attachments: • Attachment A – Draft Resolution of the Council of the City of Palo Alto extending the pilot program for Bicycle and E-Scooter Sharing System Permit Program for one additional year through March 31, 2020 • Attachment B – Previous Staff Report dated March 5th, 2018 https://www.cityofpaloalto.org/civicax/filebank/documents/63651 City of Palo Alto Page 3 Attachments: Attachment A: RESO Extending Bike and E-Scooter Sharing Pilot Program (PDF) Attachment B: Previous Staff Report dated March 5, 2018 (PDF) 1 2019030101 NOT YET ADOPTED Resolution No. Resolution of the Council of the City of Palo Alto Extending the Pilot Program for Bicycle and E-Scooter Sharing Systems for Up to One Year Through March 31, 2020 The Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Findings and Declarations. A. On March 5, 2018, the Council of the City of Palo Alto adopted Resolution No. 9743, authorizing the City Manager to implement a pilot program to permit the operation of bicycle and electric scooter (“e-scooter”) sharing systems, including stationless or “free-floating” sharing systems, for use by Palo Alto residents, workers, and visitors. B. Bicycle and e-scooter sharing programs are emerging technologies for reducing traffic congestion and improving first/last-mile access to transit. C. With the emergence of stationless sharing technologies, the absence of a pilot permitting program is likely to result in cluttered and obstructed sidewalks, uneven and inequitable distribution of bicycles and e-scooters, or other threats to public health and safety. D. By contrast, a pilot program allows the City to develop permit guidelines for vendors to operate within the City of Palo Alto in a way that is most responsive to the needs of Palo Alto residents, workers, and visitors. E. No permits have been issued to-date under the one-year pilot period. Several bicycle and e-scooter sharing systems operators have only recently expressed an interest in participating in the one-year pilot program authorized by Resolution No. 9743. F. The extension of the one-year pilot program will allow the City to consider and process applications that have been or may be submitted, and collect and analyze data and assess the quality of various service providers. SECTION 2. Pilot Program Regulations. A. The City Manager or his designee is hereby authorized to adopt, and from time to time amend, regulations governing the operation of bicycle and e-scooter sharing systems within the City of Palo Alto. Such regulations shall address, at a minimum, the following topics: 1. Bicycle and e-scooter safety; 2. Bicycle and e-scooter fleet deployment, including the total number of bicycles and e-scooters permitted as well as their distribution throughout the City, in 2 2019030101 order to avoid nuisances or unwanted encroachments into the public right of way; 3. Permitted areas for bicycle and e-scooter parking; 4. Additional measures to ensure efficient and effective deployment of bicycle and e-scooter sharing systems in the City. B. Any violation of regulations adopted pursuant to this section by a bicycle or e-scooter sharing system operator may result in revocation of any permit issued to the operator pursuant to the pilot program. C. The pilot program authorized by Resolution No. 9743 and extended by this resolution shall terminate upon the earlier of March 31, 2020 or the adoption of an ordinance regulating bicycle and e-scooter sharing systems by the Palo Alto City Council. SECTION 3. Environmental Review. The Council finds that the adoption of this resolution is exempt from review under the California Environmental Quality Act because it can be seen with certainty that there is no possibility of a significant effect on the environment as a result of the Bicycle and E-Scooter Sharing System pilot program. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: __________________________ _____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: __________________________ _____________________________ Deputy City Attorney City Manager _____________________________ Director of Development Services _____________________________ Director of Public Works City of Palo Alto (ID # 8546) City Council Staff Report Report Type: Consent Calendar Meeting Date: 3/5/2018 City of Palo Alto Page 1 Summary Title: Dockless Bike Share & E-Scooter Share Guidelines for One- year Pilot Program Title: Adoption of a Resolution and Approval of Guidelines for a One-year Pilot Program to Enable Bicycle and Electric Scooter Sharing Systems to Operate Within Palo Alto, Subject to City Criteria Regarding Parking, Quality of Devices, and Other Factors, at No Cost to the City From: City Manager Lead Department: Planning and Community Environment Recommendation Policy & Services Committee and staff recommend that the City Council adopt the attached Resolution (Attachment A) authorizing the City Manager to create guidelines for a one-year pilot program (Attachment B) regulating private bicycle sharing systems in the City of Palo Alto. The pilot program would allow bicycle and electric scooter sharing vendors to operate programs, subject to specific City guidelines, and would expire on March 31, 2019, or upon adoption of permanent regulations by the City Council. Violation of proposed City guidelines could result in revocation of a permit. Executive Summary Over the last year, the bicycle sharing market has been disrupted by various companies that rely on a new business model that uses private funding to cover startup costs and capital equipment, with a higher quantity of publicly available bicycles at a lower cost to the public. For government agencies, the primary appeal of this type of bicycle sharing system is that all costs are covered by private funds, with no public funds required. Initially many cities experienced issues with the durability of the bicycles used, bicycles were parked haphazardly on sidewalks, and no city permits were secured for operations. However over the course of the last year, several cities have enacted guidelines to address those concerns and bike share vendors are now working directly with cities to address concerns and legitimize their operations. City of Palo Alto Page 2 The recommended action would authorize Staff to create a permit process to protect the City from potential nuisances related to bicycle parking clutter and blocked ADA pathways, while ensuring affordable rates for low-income users and cash payment options. The program establishes a permit process to enable a maximum of 700 human-powered bicycles with an unlimited number of electric-assist bicycles. Permits would be available on a first-come, first- serve basis. Staff has coordinated with neighboring cities also considering adoption of similar bicycle and electric scooter sharing system guidelines, which would enable operations across city boundaries, offering greater utility to commuters. A one-year pilot program will allow the City to test the concept of private bicycle and electric scooter sharing systems in Palo Alto, assess the quality of various vendors, and collect and analyze data upon conclusion of the pilot program. At the conclusion of the pilot, Staff will return to City Council with a report. The Policy and Services Committee heard a presentation on this topic and voted unanimously to recommend that the City Council authorize the City Manager to create a one-year pilot program regulating private bicycle sharing system operators. Shortly after the committee meeting, Staff was approached by a Santa Monica-based electric scooter sharing system operator. As the electric scooter sharing system model is nearly identical to bicycle sharing in concept, Staff has added a provision into the one-year pilot program guidelines to add electric scooter sharing into this pilot. Electric scooter sharing system operators would be subject to the same guidelines and conditions of the pilot program including safety requirements, parking guidelines, provision of low-income rates, and cash payment options among others. Electric scooter sharing system operator Bird has an extremely popular 750-scooter system in Santa Monica and the company has expansions underway in Westwood, Los Angeles, University of California - Los Angeles, and San Diego. A Palo Alto system would be the first citywide electric scooter sharing system in the San Francisco Bay Area. Background and Discussion In 2017, significant changes occurred in the bicycle sharing industry that opened up new service delivery options. To better assess and understand these trends, staff met with four bicycle sharing operators who have expressed interest in providing systems in Palo Alto and neighboring communities. Staff has also gathered information from some cities that have recently implemented these new bicycle sharing system models. These trends can be summarized as follows, and are discussed in more detail below: 1. Technology: Introduction of smart bicycles and dockless systems expand potential service areas and system sizes and provide flexibility to adjust the service based on ridership demand. 2. Market Competition: Multiple bicycle share companies are expressing interest and are willing to provide services in the same geographic area. City of Palo Alto Page 3 3. Funding Responsibility: Bicycle share companies no longer expect cities to share in the costs of the bicycles or services. 4. Government Role: Some jurisdictions are approaching bicycle share as a regulatory function rather than as a service procurement. Technology Smart bicycle and electric scooter sharing systems are emerging nationwide and provide viable mobility solutions in regions with heavy traffic congestion. These systems employ GPS and other onboard technologies to track and manage fleets. The bicycles and scooters are reserved and managed through smart phone applications. The bicycles and scooters are typically locked to themselves and can be parked at public bicycle racks or other approved locations. These are referred to as dockless systems. Without the need to limit bicycle parking to specially designed docking stations, the parking/bicycle distribution options range from a free-floating system (bikes parked at any rack or other appropriate location) to one where the bikes can be parked only in virtual corrals. There are also hybrid models that use virtual corrals in certain areas but allow for free-floating bicycles in other areas. This allows for both higher bicycle densities in activity centers and broader distribution throughout a city for convenient access by a variety of users for all types of trips. Several bicycle sharing system operators now utilize smart bicycles, including Jump Bikes (an electric-assist bicycle share company previously known as Social Bicycles or SoBi), LimeBike, Spin, Ofo, MoBikes, among others. A company called Riide currently offers electric-assist bicycles through a monthly leasing program and will be launching a dockless electric-assist bicycle sharing system in 2019. Jump Bikes exclusively specializes in electric-assist bicycle sharing and operates programs in San Francisco and Washington. The following photos illustrate some of the most popular smart bike and e-scooter systems: City of Palo Alto Page 4 Jump Bikes, formerly known as Social Bicycles (SoBi) now exclusively operate electric-assist bicycles LimeBike manufactures bright green self-locking, human-powered bicycles. City of Palo Alto Page 5 Example of dockless electric scooter company called Bird from Santa Monica. Scooters are removed from city streets nightly at 8:00pm for charging and brought back out at 6:00am daily. Example of designated dockless bicycle sharing system parking area (vendor Bluegogo no longer in operation in the US). City of Palo Alto Page 6 Market Competition The number of bicycle sharing system operators has been growing. A trend among other cities has been to allow for operators within the same geographic area. For example, both Spin and LimeBike are operating in Seattle and in South San Francisco. The City and County of San Francisco has rolled out a permit process to allow other bike share operations in the city, in addition to the Ford Go-Bike system. Palo Alto and neighboring cities have all been approached by multiple bicycle sharing system operators wishing to provide services. The advantages of this market competition include the potential for faster deployment and more bicycles being made available. In addition, these companies are competing for ridership, creating an incentive for good customer service, keeping the bicycles in good working order, offering competitive prices, and making sure the bicycles are located where they will generate ridership. In place of a membership-fee approach, these systems are charging per ride, allowing users to select whichever bicycle is most conveniently located or the service that they find most cost-effective. The fees for a 30-minute ride range from $0.50 to $2.00. Funding Responsibility Many legacy bicycle sharing systems have required significant government funding for start-up and operations. The Bay Area Bike Share (BABS) pilot program was originally funded through a combination of local, regional, and Federal grants. In 2016, the City of Palo Alto was working on an agreement with Motivate and SoBi (now known as Jump Bikes) to introduce a bicycle sharing system in Palo Alto that would have cost the city nearly $1 million. Motivate offered to enter into a similar agreement with Palo Alto at a capital cost of approximately $1 million to purchase 350 bikes plus another $300,000 to $400,000 in annual operating costs with the City bearing the responsibility to secure this funding through City funds, grants, or sponsorship. Palo Alto ultimately declined to participate in this program. Bicycle sharing system operators are now offering the potential for quick implementation on a significant scale without any direct cost to government agencies. Their business models are based on investors, sponsors, and user fees. Local agencies may incur some administrative costs in regulating the bicycle sharing systems and/or in providing designated parking areas such bicycles racks and corrals, but they are not being asked to contribute funding to purchase or lease the bicycles or to supplement the user fees. Government Role Many cities are now permitting privately-funded bicycle sharing systems through a regulatory framework, rather than procuring bicycle sharing services using public funds. The National Association of City Transportation Officials (NACTO) has formed a committee to discuss bicycle sharing systems regulations and Staff has participated in this effort. Examples of bicycle sharing systems permitted through a regulatory framework include: • City of Seattle, WA: A six-month bicycle sharing system pilot program for a dockless, free- floating bicycle sharing system citywide launched in July 2017. Bicycle sharing system operators City of Palo Alto Page 7 capable of meeting specific permit requirements can pull the permits and begin operations. These permit requirements included bicycle safety features, parking, operations/customer service, data sharing/performance monitoring, and city fees and protections (insurance, indemnification, performance bonds). Three bicycle sharing systems operators started with approximately 500 each and have grown in size to approximately 3,000 per vendor (Ofo, Spin and Limebike). Current feedback from Seattle is that their pilot has been a success with very few issues regarding bike parking or abandonment/theft and they plan to take an ordinance to their City Council to create a permanent program. • South San Francisco, CA: A six-month bicycle sharing system pilot program began in July 2017. The city entered into license agreements for use of the right-of-way backed up by encroachment permits with two bicycle sharing system operators. The agreement allows bicycle users to park the bicycles in a legal manner in the right-of-way but also defines certain designated parking areas to be used by the companies to rebalance the bicycles. The agreement and permit include many of the same requirements as Seattle’s permit but are less detailed, especially in terms of bicycle safety features and parking. According to South San Francisco staff, the pilot has approximately 400 bicycles generating approximately 500 trips a day. • San Francisco, CA: Served by Ford GoBike via a procurement process, uses a fixed-station bicycles sharing system. However, due to popularity of dockless bicycle sharing systems in the city, San Francisco adopted an ordinance in March 2017 to allow for dockless bicycle sharing system operators to also serve the city. Parking must be in a public bicycle rack or within the furniture zone of the sidewalk area. The permit requirements have similar provisions as the Ford GoBike program (e.g., bicycle safety features, customer service, and rebalancing). They also have high start-up and annual renewal fees and extensive requirements related to serving low-income communities. Potential Program Strategies There are three models that have been used in recent years by cities for bike share programs. These include: • Solicitation of Vendor Proposals with Request for Proposals (RFP) Process: This approach has been used by several cities to select a single operator who is given exclusive rights to operate. These include SoBi systems in Portland, Santa Monica, Santa Cruz and the Sacramento area. After the selection process, the jurisdiction and operator enter into a service contract for exclusive rights to bicycle sharing system operations. Until recently, the government entity would bear some financial responsibility, usually for startup costs related to acquisition of equipment (bicycles, racks, signage, etc.). Recent contracts been able to eliminate public funding and vendors are typically maintaining ownership over the system which is funded by private capital. An RFP process typically requires more staff time to select an operator, develop a contract and system framework. One benefit to a sole provider is that it may be easier for the public to learn to use one type of bicycle, use of City of Palo Alto Page 8 digital mobile application, with a uniform look and feel citywide. Another benefit is providing the ability of a city to mandate service to under-served areas, which are typically areas that are less profitable and therefore avoided in schemes left to private control. • City Council Ordinance Establishing a Permit Process: This is a relatively new approach arising from the introduction of multiple dockless bicycle sharing system operators. San Francisco adopted such an ordinance. In this approach, the permits incorporate city requirements for the operation and city compliance and enforcement provisions. A cost- recovery permit fee will likely be required. The permit could also include a limit on the number of bicycles for individual operators or collectively. A challenge with this approach is the limited experience of the new operators, which makes it difficult to fully define appropriate guidelines. There is also limited experience with administrative and enforcement costs for cities. • Pilot Program for Companies to Operate under Specific Guidelines: A pilot program allows a city to learn more about the operator(s) and program prior to committing to a permanent program and developing final regulatory requirements. Seattle and South San Francisco have both launched such pilot programs with the intention of establishing permanent programs through ordinance or another means based on what they learn from the pilot. Proposed Program Approach Staff proposes the implementation of a one-year pilot program allowing bicycle and electric scooter sharing system operators subject to conditions of a permit issued by the city. Upon approval by City Council, Staff will create an application process based on the existing City encroachment permit process. Interim Bicycle and Electric Scooter Sharing System Permit Program Regulations (Attachment A) will establish rules and regulations governing the operation of bicycle or electric sharing systems within the City of Palo Alto and ensure that such systems are consistent with the safety and well-being of pedestrians, bicyclists, motorists and other users of the public rights-of-way. Such a program would require little funding from the City (primarily staff time), be implemented more rapidly than an RFP or ordinance process, and allow the City to gain experience with a program that would then inform permanent guidelines. The program is modeled after Seattle’s and South San Francisco’s pilots but customized for Palo Alto. Below are some basic guidelines that staff recommends. Combine Designated Parking with Free-Floating Bikes Staff recommends utilizing the hybrid approach to parking requirements that combines both designated parking areas (corrals and/or racks) and free-floating bicycles and scooters. In high- demand locations, bicycles and scooters may be restricted to designated parking areas to reduce potential problems with parked bicycles or scooters obstructing pedestrian traffic flow or creating a safety hazard. All other areas of the City could be served by free-floating bicycles and scooters that may be parked at any location in the right-of-way acceptable for bicycle or scooter parking and/or on City of Palo Alto Page 9 private property under an agreement between the bicycle and electric scooter sharing system operator and a property owner. Permit requirements will include performance standards for moving bicycles and scooters parked incorrectly, rebalancing bicycles and scooters, and ensuring bicycles and scooters are not abandoned. Staff recommends requiring that at no time no more than fifty percent (50%) of a permittee's free-floating bicycles and scooters be located in the Downtown Palo Alto or California Avenue Business Districts to ensure that bicycles and scooters remain dispersed throughout the City. It is expected that companies will closely monitor ridership and adjust bicycle and scooter density and location accordingly to maximize the convenience of the greatest number of riders. The experience with bicycle and scooter deployment and ridership during the pilot may help inform an adjustment to this approach with permanent regulations. Minimum and Maximum Number of Bicycles and Scooters Staff recommends that under the pilot program, each operator will be required to provide a minimum of 100 bikes or scooters, with a total pilot program cap of 700 human-powered bicycles. Electric bicycles and scooters will be exempt from this total pilot program cap. The operator minimum will help to ensure that operators have adequate resources for rebalancing the bicycles and responding to calls to move or repair bicycles. The total pilot program cap will help curtail possible problems with too many bicycles that may be underutilized and cluttering the right-of-way. Safety, Operating, and Performance Requirements City requirements for each bicycle and electric scooter sharing system operators will include bicycle and scooter safety features, parking rules, operating and customer service performance standards, and data collection and reporting to monitor performance and effectiveness. Requirements would be set for quickly moving bikes parked in inappropriate areas, rebalancing bikes, and similar responsibilities of the bike share company. The City’s agreement or permit would also include provisions for insurance, indemnification, performance bonds, cost recovery fees, and the ability to terminate. Resource Impact Under the proposed pilot program, minimal costs are anticipated, primarily for Staff time issuing permits and monitoring compliance. Separately Staff efforts could be required if the City desires to establish designated parking areas such as bicycle racks and corrals. Policy Implications Development of bicycle and electric scooter sharing systems is consistent with the following Comprehensive Plan and Bicycle + Pedestrian Transportation Plan goals, policies and projects: City of Palo Alto Page 10 Comprehensive Plan:  Program T1.6.1: Collaborate with transit providers, including Caltrain, bus operators and rideshare companies, to develop first/last mile connection strategies that boost the use of transit and shuttle service for local errands and commuting.  Policy T-1.16: Promote personal transportation vehicles as an alternative to cars (e.g. bicycles, skateboards, roller blades) bicycle use as an alternative way to get to work, school, shopping, recreational facilities and transit stops.  Program T1.19.4: Encourage the use of bike sharing and the provision of required infrastructure throughout Palo Alto, especially at transit stations and stops, job centers, community centers and other destinations. Bicycle + Pedestrian Transportation Plan:  PR-5 Bike Share Program Bicycle and electric scooter sharing systems are consistent with goals outlined in the Sustainability and Climate Action Plan (SCAP) and has emerged as an important area of regional collaboration. Bicycle sharing systems were discussed at recent meetings of the Managers’ Mobility Partnership (MMP), which includes Stanford University, City of Menlo Park, City of Mountain View, City of Palo Alto, City of Redwood City, and Joint Venture Silicon Valley. Environmental Review Adoption of the attached resolution for a proposed bike and e-scooter share one-year pilot program is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b) (3) because it can be seen with certainty that the project will have no significant effect on the environment. Establishing a permit process for bike and e-scooter share companies will ensure the companies’ operations do not impede the use of streets and sidewalks, and is beneficial to the citizens of Palo Alto. Attachments: Attachment A: Draft Reso - Bike Share Pilot (PDF) Attachment B: Bike & E-Scooter Sharing Pilot Program (PDF) NOT YET ADOPTED                             Resolution No. ________  Resolution of the Council of the City of Palo Alto  Authorizing the City Manager to Establish a Pilot Program   for a Bicycle Sharing System Permit Program       The Council of the City of Palo Alto RESOLVES as follows:     SECTION 1.  Findings and Declarations.    a. The City of Palo Alto seeks to implement a pilot program to permit the operation of  bicycle sharing systems, including stationless or “free‐floating” bicycle sharing systems,  for use by Palo Alto residents, workers, and visitors.    b. Several bicycle sharing systems have expressed an interest in operations or begun  operations within the City of Palo Alto.    c. With the emergence of stationless bicycle sharing technologies, the absence of a pilot  permitting program is likely to result in cluttered and obstructed sidewalks, uneven and  inequitable distribution of bicycles, or other threats to public health and safety.     SECTION 2.  Pilot Program Regulations.       a. The City Manager or his designee is hereby authorized to adopt, and from time to time  amend, regulations governing the operation of bicycle sharing systems within the City of  Palo Alto.  Such regulations shall address, at a minimum, the following topics:    1. Bicycle safety;  2. Bicycle fleet deployment;  3. Permitted areas for bicycle parking;  4. Additional measures to ensure efficient and effective deployment of bicycle  sharing systems in the City.    b. The pilot program authorized by this resolution shall terminate upon the earlier of  December 31, 2018 or the adoption of an ordinance regulating bicycle sharing systems  by the Palo Alto City Council.     SECTION 3.  Environmental Review. The Council finds that the adoption of this  resolution is exempt from review under the California Environmental Quality Act because it can  be seen with certainty that there is no possibility of a significant effect on the environment as a  result of the Bicycle Sharing System pilot program.      INTRODUCED AND PASSED:    AYES:     NOT YET ADOPTED   NOES:    ABSENT:     ABSTENTIONS:    ATTEST:     __________________________    _____________________________  City Clerk       Mayor    APPROVED AS TO FORM:    APPROVED:            __________________________    _____________________________  Deputy City Attorney     City Manager            _____________________________          Director of Development Services            _____________________________          Director of Public Works  Page 1 of 6 INTERIM BICYCLE & E-SCOOTER SHARING SYSTEM PERMIT PROGRAM I. Policy Statement and Purpose The purpose of this policy is to establish rules and regulations governing the operation of bicycle and e-scooter sharing systems within the City of Palo Alto and to ensure that such mobility sharing systems are consistent with the safety and well-being of bicyclists, pedestrians, and other users of the public rights-of-way. II. Scope This policy applies to any proposed deployment of bicycle, e-assist bicycle or e-assist scooter sharing systems within the City of Palo Alto’s jurisdictional boundaries. III. Procedures a. Any person seeking to operate a bicycle share program within the City of Palo Alto shall first obtain an encroachment permit from the Development Services Department conditioned on compliance with the Operating Regulations contained in this policy and any other conditions (including insurance, indemnity, and performance bond) established by the issuing official. No person shall operate a bicycle share program within the City except pursuant to such permit. b. The City Manager, in consultation with the City Engineer and Chief Transportation Official, shall establish Operating Regulations governing the operation of bicycle and e- scooter sharing systems. All Permittees shall be required to comply with these regulations as they may be amended from time to time during the course of the year- long pilot program. IV. Operating Regulations a. Bicycles i. All bicycles meet the safety standards outlined in ISO 43.150 – Cycles, as well as the standards outlined in Code of Federal Regulations Title 16, Chapter II, Subchapter C, Part 1512 – Requirements for Bicycles. In addition, all bicycles shall meet the standards established in CVC section 21201, including for lighting during operation in darkness. ii. Electric bicycles shall be “Class 1” or “Class 2” electric bicycles only, as defined in California Vehicle Code (CVC) section 312.5. iii. Permittees shall provide easily visible contact information, including toll-free phone number and e-mail address, on each bicycle or e-scooter for members of the public to make relocation requests or to report other issues with devices. Page 2 of 6 iv. Permittees shall have a minimum fleet of 100 bicycles or e-scooters. Operators shall meet this fleet size within four weeks of permit approval by the City. Permit applicants shall include the proposed fleet size in their application. Permittees shall provide the City with two weeks’ notice of any plans to change their fleet size and shall comply with any updated permit conditions prior to implementing the change. v. The total number of human-powered bicycles permitted under this pilot program shall be limited to a cumulative total of 700 bicycles between all permittees. Electric bicycles and e-scooters shall be exempt from this maximum. The City reserves the right to revoke a permit at any time during the pilot program and can require that a permittee’s fleet of bicycles or e-scooters be removed from the City right-of-way within 30 days. b. Parking i. Permittees shall obtain an encroachment permit for any stations that require the installation and maintenance of structures within the public right-of-way. ii. For free-floating bicycle and e-scooter sharing systems, devices shall be parked upright on hard surfaces in the furniture zone of the sidewalk, at a bicycle rack, or in another area specifically designated for bicycle parking. iii. Bicycles and e-scooters shall not be parked in such a manner as to block the pedestrian clear zone area of the sidewalk; any fire hydrant, call box, or other emergency facility; bus bench; or utility pole or box. iv. Bicycles and e-scooters shall not be parked in such a manner as to impede or interfere with the reasonable use of any commercial window display or access to or from any building. v. Bicycles and e-scooters shall not be parked in such a manner as to impede or interfere with the reasonable use of any bicycle rack or news rack. vi. The City Manager, or his designee, reserves the right to determine certain block faces where free-floating bicycle share or e-scooter parking is prohibited or to create geo-fenced stations within certain areas where bicycles and e-scooters shall be parked. vii. Bicycles and e-scooters may be parked in on-street parking spaces in the following circumstances: 1. When marked parking spaces are officially designated stations for the pilot program in business districts; 2. Where the furniture zone is less than three feet wide; 3. Where there is no furniture zone; 4. In neighborhoods with rolled curbs, or with inadequate sidewalk space. Page 3 of 6 viii. Bicycles and e-scooters may be parked on blocks without sidewalks only if the travel lane(s) and 6-foot pedestrian clear zone are not impeded. ix. Bicycles and e-scooters shall not be parked in the landscape/furniture zone adjacent to or within: 1. Transit zones, including bus stops, shelters, passenger waiting areas and bus layover and staging zones, except at existing bicycle racks; 2. Loading zones; 3. Disabled parking zone; 4. Street furniture that requires pedestrian access (for example - benches, parking pay stations, bus shelters, transit information signs, etc.); 5. Curb ramps; 6. Entryways; and 7. Driveways. x. To the extent a permittee desires to park bicycles or e-scooters in areas other than the public right-of-way (e.g. parks, plazas, parking lots, private property, or transit stations), the permittee must first obtain the right to do so from the appropriate City department, property owner, or public agency and shall communicate this right to users through signage approved by the respective entity and/or through a mobile or web application. c. Operations i. Permittees shall maintain a staffed operations center within the San Francisco Bay Area, as defined by the Metropolitan Transportation Commission. ii. Permittees shall maintain a 24-hour customer service phone number for customers to report safety concerns, complaints, or to ask questions. iii. Permittee will implement a marketing and targeted community outreach plan at its own cost or pay an in-lieu fee to the City of Palo Alto to provide these services and promote the use of bicycle sharing and e-scooter sharing citywide, particularly among low-income communities. iv. Permittee will offer a one-year low-income customer plan that waives any applicable bicycle/e-scooter deposit and offers an affordable cash payment option and unlimited trips under 30 minutes to any customer with an income level at or below 200% of the federal poverty guidelines, subject to annual renewal. v. Permittee will maintain a multilingual website with languages determined by the City of Palo Alto, call center, and mobile App customer interface that is available twenty-four hours a day, seven days a week. vi. In the event a safety or maintenance issue is reported for a specific device, that bicycle or e-scooter shall immediately be made unavailable to users and shall be Page 4 of 6 removed within the timeframes provided herein. Any inoperable or unsafe device shall be repaired before it is put back into service. vii. At no time shall more than fifty percent (50%) of a permittee’s free-floating bicycles or e-scooters be located in the Downtown or California Avenue business districts, as defined in the City of Palo Alto Comprehensive Plan. Permittees shall provide City staff with a direct contact to a representative who is capable of rebalancing the locations of free-floating bicycles within the City of Palo Alto. viii. Permittees shall respond to requests for rebalancing, reports of incorrectly parked bicycles, or reports of unsafe/inoperable bicycles by relocating, re- parking, or removing the bicycles, as appropriate, within the following timeframes: 1. From 6:00 am to 6:00 pm on weekdays, not including holidays: within two hours of receiving notice, 2. All other times: within 10 hours of receiving notice. ix. In the event a bicycle or e-scooter is not relocated, re-parked, or removed within the timeframes specified herein, or a free-floating bicycle is parked in one location for more than 72 hours without moving, such bicycles may be removed by City of Palo Alto crews and taken to a City facility for storage at the expense of the permittee. x. Permittees shall work with local businesses or other organizations to promote the use of bicycle helmets by system users through partnerships, promotional credits, and other incentives. xi. Permittees shall provide notice to all users by means of signage and through a mobile or web application that: 1. Bicyclists and e-scooters must yield to pedestrians on sidewalks; and 2. Helmets are encouraged for all users and required for minors (to the extent minors are permitted as users). d. Data Sharing i. Permittees shall provide the City with real-time information on the entire Palo Alto fleet through a documented application program interface (API). Permittees are directly responsible for obtaining an API key from the City’s Transportation Division to which they will publish the data described below. The data to be published to the City API will include the following information in real time for every bicycle and e-scooter parked in the City of Palo Alto operational area: 1. Point location 2. Bicycle/E-scooter identification number 3. Type of bicycle (standard or electric) 4. Fuel level (if electric) Page 5 of 6 ii. The City is permitted to display real-time data provided via the API and may publish real-time bicycle availability data to the public. iii. All permittees shall provide the following anonymized data for each trip record to inform and support safe and effective management of the bicycle share system, and for transportation planning efforts. Data will be submitted to the City via an API to be distributed by the City’s Transportation Division. Field name Format Description Company Name [company name] n/a Type of bicycle “Standard” or “Electric” n/a Trip record number xxx0001, xxx0002, xxx0003, … 3-letter company acronym + consecutive trip # Trip duration MM:SS n/a Trip distance Feet n/a Start date MM, DD, YYYY n/a Start time HH:MM:SS (00:00:00 – n/a End date MM, DD, YYYY n/a End time HH:MM:SS (00:00:00 – n/a Start location Census block n/a End location Census block n/a Bicycle ID number xxxx1, xxxx2, … Unique identifier for every bicycle, iv. All permitted operators will provide the following bicycle availability data for oversight of parking compliance and bicycle distribution by minutes. Data will be submitted to the City API. Field name Format Description GPS Coordinate X,Y n/a Availability Minutes n/a Availability start MM, DD, YYYY n/a Availability start HH:MM:SS (00:00:00 – n/a v. The City may, at its option, require Permittees to distribute a customer survey at the end of the pilot period. vi. Permittees shall keep a record of maintenance activities and reported safety issues and collisions, including but not limited to bicycle identification number and maintenance performed. These records shall be sent to the City monthly and at any time within three business days, if requested by the City. vii. Permittees shall report the aggregated breakdown of customers by gender and age monthly. Gender must be reported as male, female, and non-binary. Age Page 6 of 6 must be reported using these eight age groups: under 5, 5-17, 18-24, 25-34, 35-44, 45-54, 55-64, 65 and over. V. Effective Dates This policy shall be effective from the date of its approval by the City Manager and shall terminate upon the adoption of legislation regulating bicycle sharing systems by the Palo Alto City Council. Approved: ___________________________ _______________ City Manager James Keene Date City of Palo Alto (ID # 10139) City Council Staff Report Report Type: Consent Calendar Meeting Date: 3/18/2019 City of Palo Alto Page 1 Summary Title: SB 1 FY 2020 Project List Resolution Title: Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for Fiscal Year 2020 Project List for Capital Improvement Program Project PE-86070, Street Maintenance Project. From: City Manager Lead Department: Public Works Recommended Motion Staff recommends that Council adopt the attached resolution for Fiscal Year 2020 project list funded by Senate Bill 1, the Road Repair and Accountability Act (Attachment A). Background/Discussion Senate Bill 1 (SB 1) established the Road Maintenance and Rehabilitation Account (RMRA) in 2017 to address deferred maintenance on the state highway and local streets and roads systems, with funding to be approved annually. Palo Alto's RMRA funding estimate for FY 2020 is $1,153,997. SB 1 funding requires that Council approve a resolution (Attachment A) with a project list that includes four components:  Project description;  The locations of each proposed project;  Schedule for completion; and  Estimated useful life of improvement. The adopted resolution must be sent to the California Transportation Commission by May 1, 2019. Staff recommends the RMRA funding for FY 2020 be recognized in the Gas Tax Fund and transferred to the Capital Improvement Fund to be added to the Street Maintenance Project, PE-86070. This funding recommendation will be included in the FY 2020 Proposed Capital Budget. The SB 1 funding will support the City's goal of achieving an average citywide Pavement Condition Index (PCI) of 85 by 2019 with no street having a PCI less than 60. Although the City reached the 85 PCI goal in December 2018, additional funding is needed to address streets that still have PCI scores less than 60. The funding will be used on the FY 2020 Asphalt Paving Project for streets shown in Attachment B. Work on this project is anticipated to be completed by CITY OF PALO ALTO City of Palo Alto Page 2 December 2021. An award of construction contract will be brought to Council for approval in spring 2020. The estimated useful life of a street overlay is 30 years. Resource Impact Monthly appropriations from the State Controller's Office will begin in July 2019 for Palo Alto's FY 2020 RMRA funding. Ongoing funding is estimated to be $1.2 Million annually. Funding from RMRA in future fiscal years will be recognized and appropriated as part of the annual CIP budget process. Attachments:  Attachment B: Project Street List and Map  Attachment A: SB1 FY2020 Resolution ATTACHMENT B Street From Street To Street PCI Cerrito Way Los Robles Avenue El Cerrito Road 93 Chaucer Street City Limit Palo Alto Avenue 47 El Cerrito Road Cerrito Way End, South 26 El Cerrito Road Cerrito Way End, East 73 Emerson Street Palo Alto Avenue Hawthorne Avenue 54 Emerson Street Hawthorne Avenue Everett Avenue 50 Emerson Street Everett Avenue Lytton Avenue 50 Emerson Street Lytton Avenue University Avenue 59 Emerson Street University Avenue Hamilton Avenue 45 Emerson Street Hamilton Avenue Forest Avenue 53 Emerson Street Forest Avenue Homer Avenue 64 Emerson Street Homer Avenue Channing Avenue 49 Florales Drive Amaranta Avenue Solana Drive 28 Florales Drive Solana Drive Campana Drive 37 Florales Drive Campana Drive Verdosa Drive 60 Fulton Street Embarcadero Road Tennyson Avenue 41 Harker Avenue Cedar Street Newell Road 47 Homer Avenue Webster Street Middlefield Road 48 James Road Narrow Wilkie Way 57 Julie Court Matadero Avenue End 47 La Donna Street Barron Avenue Paul Avenue 62 La Donna Street Paul Avenue San Jude Avenue 54 La Donna Street San Jude Avenue La Para Avenue 38 La Donna Street La Para Avenue Los Robles Avenue 55 Oxford Avenue Yale Street Stauton Court 33 Ramona Street Lytton Avenue University Avenue 48 San Jude Avenue La Donna Street End 42 Webster Street Addison Avenue Lincoln Avenue 22 Webster Street Lincoln Avenue Kingsley Avenue 53 Webster Street Kingsley Avenue Melville Avenue 41 Webster Street Hawthorne Avenue Everett Avenue 47 Webster Street Everett Avenue Lytton Avenue 33 Ventura Court Ventura Avenue End 46 Average PCI:49 FY 2020 Asphalt Paving Project Attachment B 142-04-010 142-25-100 142-27-007 142-27-001142-27-002 147-27-003142-27-004 147-27-005 147-27-006 147-27-008 147-27-009 147-27-010 147-27-012147-27-011 147-27-013 147-27-014 147-27-016147-27-015 142-27-017 142-27- 0 1 8 142-27-019 142-27-020 142-27-021 142-27-022 142-27-023 142-27- 024 142-27-025 142-27-026 142-27-028 142-27-027 142-27-030142-27-029 142-27-031 142-27-032 142-27-033 142-27-034 142-27-035 142-27-036 142-27-037 142-27-038 142-27-039 062301110 142-04-036 142-04-023 142-04-036 142-04-036 142-04-036 142-07-086 142-07-005 142-07-004 142-07-082 142-07-082 142-05-021 142-05-021 142-05-024 142-05-045 142-05-045 142-05-045 142-05-045 142-05-045 142-05-020 142-09-010 142-09-010 142-09-010 142-09-010 142-09-095 142-09-095 142-09-008 142-04-0 3 6 142-04-036 07-019 142-07-018142-07-017 142-04-024 142-04-023 142-04-005 142-07-085 142-07-006142-07-007142-07-008142-07-009142-07-010142-07-011142-07-073142-07-074142-07-075142-07-014142-07-015142-07-016 142-21-0 3 7 142-10-084 142-10-083 142-10-082 142-10-077 142-10-076 142-10-075 142-10-063 142-10-064 142-10-096 142-10-097142-10-130 This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'1328' CITY O F PALO A L TO IN C O R P O RATE D C ALIFOR N IA P a l o A l t oT h e C i t y o f A P RIL 16 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2019-02-28 09:42:40 (\\cc-maps\Encompass\Admin\Meta\View.mdb) Pa l o A l t o A v e n u e Ci t y L i m i t s Ha w t h o r n e A v e n u e Ly t t o n A v e n u e Pa l o A l t o A v e n u e Un i v e r s i t y A v e n u e Ch a n n i n g A v e n u e Webster Street Middlefield Road Me l v i l l e A v e n u e Ad d i s o n A v e n u e C e d a r S t r e e t N e w e l l R o a d Emb a r c a d e r o R o a d Te n n y s o n A v e n u e Ve n t u r a A v e n u e Ba r r o n A v e n u e Lo s R o b l e s A v e n u e Verdosa Drive Amaranta Avenue Ma t a d e r o A v e n u e Wilkie Way El C a m i n o W a y Yale Street Staunton Court FY 2 0 2 0 A s p h a l t P a v i n g P r o j e c t Attachment B J -- Not Yet Approved  180321 cc 0260111  Resolution No. ________  Resolution of the Council of the City of Palo Alto to Adopt a List of  Projects For Fiscal Year 2019‐2020 Funded by SB 1: The Road Repair  and Accountability Act  R E C I T A L S   A.Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April  2017 in order to address the significant multi‐modal transportation funding shortfalls  statewide; and   B.SB 1 includes accountability and transparency provisions that will ensure the residents of the City of Palo Alto (City) are aware of the projects proposed for funding in our  community and which projects have been completed each fiscal year; and  C.The City must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1 by resolution, which  must include a description and the location of each proposed project, a proposed schedule for  the project’s completion, and the estimated useful life of the improvement; and  D.The City, will receive an estimated $1,153,997 in RMRA funding in Fiscal Year 2019‐2020 from SB 1; and  E.This is the third year in which the City is receiving SB 1 funding which enables the City to continue essential road maintenance and rehabilitation projects, safety improvements,  repairing and replacing aging bridges, and increasing access and mobility options for the  traveling public that would not have otherwise been possible without SB 1; and  F.The City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high‐priority and cost‐effective projects that  also meet the community’s priorities for transportation investment; and  G.The funding from SB 1 will help the City maintain and rehabilitate various streets throughout the City this year and many similar projects into the future; and  H.The 2018 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in “excellent” condition and this revenue will help us  maintain the overall quality of our road system and implement complete streets projects over  the next decade; and   I.The SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets  infrastructure, and using cutting‐edge technology, materials and practices, will have significant  positive co‐benefits statewide.  NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:  SECTION 1.  The foregoing recitals are true and correct.  Attachment B Not Yet Approved  180321 cc 0260111  SECTION 2. The City of Palo Alto hereby adopts the following list of projects  planned to be funded in‐part or solely with fiscal year 2019‐20 with Road Maintenance and  Rehabilitation Account revenues:  FY 2020 Asphalt Paving Project includes pavement repair, sidewalk, curb and gutter  replacement, upgraded curb ramps and street paving. The following streets are included in the  FY 2020 Asphalt Paving Project: Cerrito Way (Los Robles Avenue to El Cerrito Road), Chaucer  Street (city limit to Palo Alto Avenue), El Cerrito Road (Cerrito Way to end), Emerson Street  (Palo Alto Avenue to Channing Avenue), Florales Drive (Amaranta Avenue to Verdosa Drive),  Fulton Street (Embarcadero Road to Tennyson Avenue), Harker Avenue (Cedar Street to Newell  Road), Home Avenue (Webster Street to Middlefield Road), James Road (narrow to Wilkie  Way), Julie Court (Matadero Avenue to end), La Donna Street (Barron Avenue to Los Robles  Avenue), Oxford Avenue (Yale Street to Stauton Court), Ramona Street (Lytton Avenue to  University Avenue), San Jude Avenue (La Donna Street to end), Webster Street (Addison  Avenue to Lytton Avenue, and Ventura Court (Ventura Avenue to end).   The estimated useful life is 30 years and construction will start in 2020.   SECTION 3.  The Council finds that the adoption of this resolution does not meet  the definition of a project under Public Resources Code Section 21065, thus no environmental  assessment under the California Environmental Quality Act is required.    INTRODUCED AND PASSED:  AYES:  NOES:  ABSENT:    ABSTENTIONS:  ATTEST:    __________________________ _____________________________  City Clerk Mayor  APPROVED AS TO FORM: APPROVED:  __________________________ _____________________________  Assistant City Attorney City Manager  _____________________________  Director of Public Works  _____________________________  Director of Administrative Services  Attachment B City of Palo Alto (ID # 10182) City Council Staff Report Report Type: Consent Calendar Meeting Date: 3/18/2019 City of Palo Alto Page 1 Summary Title: Approve Contract for Audit Services Title: Appointment of Management Partners, Inc. to serve as the City’s Interim Auditor and Approval of a Professional Services Agreement with Management Partners for Auditor Services up to $85,000 for a 6-month term From: City Manager Lead Department: Human Resources Recommendation The Mayor, through the Human Resources Department, recommends that Council: (1) appoint the firm of Management Partners to serve as City Auditor on an interim basis, and (2) approve a professional services agreement (Attachment A) with Management Partners, Inc., for auditor services up to $85,000 for a six-month term. Background The prior City Auditor retired earlier this year and there is a need for Council to appoint a qualified person or entity to perform interim services while the position is vacant. The attached professional services agreement provides for a qualified firm to fulfill the role of City Auditor on an interim basis, for up to six months or until further Council action. With these services, the work of the Auditor’s Office will continue while the Council evaluates next steps. As directed by Council in an action taken earlier this month, the Council Appointed Officers (CAO) Committee will oversee an assessment of the auditing function, including organizational structure, staffing and service delivery. Upon completion the assessment, the CAO Committee will report their findings and recommendations to the full Council. Discussion With the retirement of the City Auditor earlier this year, the City is in need of qualified professional services to perform interim auditing services. Under the Mayor’s direction, City staff contacted several resources, including firms and individuals, to explore potential service as City of Palo Alto Page 2 City Auditor for an interim period. Management Partners was responsive to the City’s request and the firm is able to provide qualified executive-level auditing support. Under this agreement and upon appointment by Council, Management Partners will provide a qualified professional for an initial period of three weeks to support and advance the ongoing work of the Auditor’s Office and to evaluate the immediate and longer-term workplans. At the end of the three-week period, Management Partners will provide feedback to the Mayor regarding the short-term needs of the office. Should the parties agree that the services should continue after the three-week period, Management Partners will provide support to the Auditor’s office for up to six months. The City Council retains the right to suspend or terminate the services for any reason, on 10 days’ notice. Resource Impact Contract costs will be funded through salary savings expected in the City Auditor’s Office as a result of the City Auditor vacancy; additional appropriation of funds is not required. Environmental Review Approval of this contract is exempt under the California Environmental Quality Act (CEQA) Guidelines section 15061(b) (3), because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. Attachments: • Attachment A: S19174828_Management_Partners_AUDITOR_Contract_03.14.2019 Professional Services Rev. April 27, 2018 1 CITY OF PALO ALTO CONTRACT NO. S19173792 AGREEMENT BETWEEN THE CITY OF PALO ALTO AND MANAGEMENT PARTNERS, INC, INCORPORATED FOR PROFESSIONAL SERVICES This Agreement is entered into on this 14th day of March, 2019, (“Agreement”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and MANAGEMENT PARTNERS, INC. INCORPORATED, an Ohio corporation, located at 2107 N. First Street, STE 470, San Jose, California, 95131 ("CONSULTANT"). RECITALS The following recitals are a substantive portion of this Agreement. A. CITY intends to obtain the services of a qualified expert, for a temporary period of time, to serve as the City Auditor (“Project”) and desires to engage a consultant (independent contractor) to provide services in connection with the Project (“Services”). B. CONSULTANT has represented that it has 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”, attached to and made a part of this Agreement. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree: AGREEMENT SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at 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. SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through September 14, 2019 unless terminated earlier pursuant to Section 19 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”, attached to and made a part of this Agreement. 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 DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 2 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 described in Exhibit “A” (“Basic Services”), and reimbursable expenses, shall not exceed Eighty Five Thousand Dollars ($85,000.00). CONSULTANT agrees to complete all Basic Services, including reimbursable expenses, within this amount. The applicable rates and schedule of payment are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. 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 an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing 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 payment requests shall be subject to verification by CITY. CONSULTANT shall send all invoices to the City’s project manager at the address specified in Section 13 below. The City will generally process and pay invoices within thirty (30) days of receipt. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it possesses 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 subconsultants, if permitted, 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 of the 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 may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement. 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. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 3 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 ten percent (10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to CITY for aligning the PROJECT 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. It is understood and agreed that in performing the Services under this Agreement CONSULTANT, and any person employed by or contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an independent contractor and not an agent or employee of CITY. 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 without the prior written consent of the City Council. Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any assignment made without the approval of the City Council will be void. SECTION 12. SUBCONTRACTING. CONSULTANT shall not subcontract any portion of the work to be performed under this Agreement without the prior written authorization of the City Council. CONSULTANT shall be responsible for directing the work of any subconsultants and for any compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of the City Council. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Jan Perkins as the Project Director to have supervisory responsibility for the performance, progress, and execution of the Services and Don Rhoads, CPA, to represent CONSULTANT during the day-to- day work on the Project. If circumstances cause the substitution of the project director, project coordinator, day-to-day representative, or any other key personnel for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personnel, and in particular the day-to-day representative, will be subject to the prior written approval of the City Council. CONSULTANT, at CITY’s request, shall promptly remove 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 Project or a threat to the safety of persons or property. The Project will be overseen by the City Council, acting through the Mayor, with day-to-day DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 4 project management by Rumi Portillo, Human Resources Department, 250 Hamilton Avenue, Palo Alto, CA 94303, Telephone: (650) 329-2124. The project manager Rumi Portillo 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 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including without limitation, all writings, drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed under this Agreement 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 pursuant to this Agreement shall be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if any, shall make any of such materials available to any individual or organization without the prior written approval of the City Council. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work. SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such records for at least three (3) years after the expiration or earlier termination of this Agreement. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall protect, 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, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorneys 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 Claims arising from the active negligence, sole negligence or willful misconduct of an Indemnified Party. 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. The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of any subsequent breach or violation of the same or of any other term, covenant, condition, provision, ordinance or law. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 5 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". 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 concurrent- ly 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 Council 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. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance of the Services. 19.2. CONSULTANT may terminate this Agreement or suspend its performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY. 19.3. Upon such suspension or termination, CONSULTANT shall deliver to the Mayor immediately any and all copies of studies, sketches, drawings, computations, and other DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 6 data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will become the property of CITY. 19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid for the Services rendered or materials delivered to CITY in accordance with the scope of services on or before the effective date (i.e., 10 days after giving 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 which are of direct and immediate benefit to CITY as such determination may be made by the City Council acting in the reasonable exercise of it’s discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 19.4, 20, and 25. 19.5. 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. 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 director at the address of CONSULTANT recited above SECTION 21. CONFLICT OF INTEREST. 21.1. In accepting 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 subconsultants, contractors or persons 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 Alto Municipal Code and the Government Code of the State of California. 21.3. If the Project Manager determines that CONSULTANT is a “Consultant” as that term is defined by the Regulations of the Fair Political Practices Commission, DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 7 CONSULTANT shall be required and agrees to file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act. SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510, 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. 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, incorporated by reference and may be 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, CONSULTANT shall comply with the following zero waste requirements: (a) All printed materials provided by CCONSULTANT to CITY 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 otherwise 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 CONSULTANT 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 Division’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no 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 it may be amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours 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. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 8 SECTION 25. NON-APPROPRIATION 25.1. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. 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 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS 26.1 This Project is not subject to prevailing wages. CONSULTANT is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7 if the contract is not a public works contract, if the contract does not include a public works construction project of more than $25,000, or the contract does not include a public works alteration, demolition, repair, or maintenance (collectively, ‘improvement’) project of more than $15,000. SECTION 27. MISCELLANEOUS PROVISIONS. 27.1. This Agreement will be governed by the laws of the State of California. 27.2. 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. 27.3. 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. 27.4. This document represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, which is signed by the parties. 27.5. The covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants of the parties. 27.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this Agreement and any amendments thereto will remain in full force and effect. 27.7. All exhibits referred to in this Agreement and any addenda, appendices, DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 9 attachments, and schedules to this Agreement which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and will be deemed to be a part of this Agreement. 27.8 In the event of a conflict between the terms of this Agreement and the exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case of any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall control. 27.9 If, pursuant to this contract with CONSULTANT, CITY shares with CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d) about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable and appropriate security procedures to protect that Personal Information, and shall inform City immediately upon learning that there has been a breach in the security of the system or in the security of the Personal Information. CONSULTANT shall not use Personal Information for direct marketing purposes without City’s express written consent. 27.10 All unchecked boxes do not apply to this Agreement. 27.11 The individuals executing this Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities. 27.12 This Agreement may be signed in multiple counterparts, which shall, when executed by all the parties, constitute a single binding agreement. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 10 CONTRACT No. S19174828 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written. CITY OF PALO ALTO APPROVED AS TO FORM: MANAGEMENT PARTNERS, INC, INCORPORATED Attachments: EXHIBIT “A”: SCOPE OF SERVICES EXHIBIT “B”: SCHEDULE OF PERFORMANCE EXHIBIT “C”: COMPENSATION EXHIBIT “C-1”: SCHEDULE OF RATES EXHIBIT “D”: INSURANCE REQUIREMENTS DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF President & CEO jerry Newfarmer Professional Services Rev. April 27, 2018 11 EXHIBIT “A” SCOPE OF SERVICES CONSULTANT will provide CITY with a qualified expert to serve as the City Auditor on a temporary basis. The Auditor’s Office conducts performance audits and reviews of CITY departments, programs and services. The performance audits provide CITY Council, management staff and the public with independent and objective information regarding the economy, efficiency and effectiveness of CITY programs and activities. The Auditor’s Office also coordinates the CITY’s annual external financial audit with an independent certified public accountant. To facilitate performance of the duties assigned to the CITY Auditor’s Office, the CONSULTANT shall provide the following services: 1.Provide professional review and resolve: a.Audit process b.Completeness of reports c.Quality of the work 2.Where appropriate, identify opportunities to improve the audit process to increase effectiveness of results; 3.Provide professional services including coordination and review regarding external audits; and 4.Provide other expert internal consulting assistance as may be defined DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 12 EXHIBIT “B” SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services as specified in Exhibit “A” Scope of Services to be determined by CITY. CONSULTANT and CITY intend that the Services be performed for an initial period of three weeks, followed by a check-in between CONSULTANT and CITY to assess mutual interest in continuing with the Services for the Term set forth in Section 2, subject to the provisions of Section 19. Notwithstanding Sections 2 and 19, CONSULTANT and CITY agree that if the three-week check in does not result in mutual agreement to proceed, the Agreement shall be suspended without further notice. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 13 EXHIBIT “C” COMPENSATION The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this 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, additional services, and reimbursable expenses shall not exceed the amount(s) stated in Section 4 of this Agreement. CONSULTANT agrees to complete all Services and Additional Services, including reimbursable expenses, 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. REIMBURSABLE EXPENSES The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are: A. Travel outside the San Francisco Bay area, including transportation and meals, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses for City of Palo Alto employees. All requests for payment of expenses shall be accompanied by appropriate backup information. Any expense anticipated to be more than $1,000.00 shall be approved in advance by the CITY’s project manager. ADDITIONAL SERVICES The CONSULTANT shall provide additional services only by advanced, written authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a detailed written proposal including a description of the scope of services, schedule, level of effort, and CONSULTANT’s proposed maximum compensation, including reimbursable expenses, for such services based on the rates set forth in Exhibit C-1. The additional services scope, schedule and maximum compensation shall be negotiated and agreed to in writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the services. Payment for additional services is subject to all requirements and restrictions in this Agreement. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 14 EXHIBIT “C-1” SCHEDULE OF RATES During this engagement, the actual consultant hours, will be paid by CITY at a rate of $165 per hour plus expenses for our lead consultant, Don Rhoads. This is a discounted rate in recognition of the anticipated length of the engagement. CONSULTANT will charge six hours of travel time for each trip to Palo Alto by Don Rhoads, given the distance he will be traveling. Reimbursable expenses include transportation (e.g., air, mileage, tolls, rental car, taxi, shared services), hotel, parking and per-diem costs. Other consultants will be provided at their regular hourly rates plus travel expenses, ranging from $85 to $250 per hour depending on the individual assigned to the project. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 15 EXHIBIT “D” INSURANCE REQUIREMENTS CONTRACTORS 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, BELOW: REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY 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 $1,000,000 $1,000,000 $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 $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: CONTRACTOR, 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 CONTRACTOR 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 PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY. C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL. II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569. 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. DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF Professional Services Rev. April 27, 2018 16 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. VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 OR HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP DocuSign Envelope ID: 121BB855-5718-4B01-B82E-9DCCCAC3E0FF City of Palo Alto (ID # 9576) City Council Staff Report Report Type: Action Items Meeting Date: 3/18/2019 City of Palo Alto Page 1 Council Priority: Climate/Sustainability and Climate Action Plan Summary Title: Proposed Draft Sea Level Rise Policy Title: Acceptance of Proposed Policy to Plan for Sea Level Rise From: City Manager Lead Department: Public Works RECOMMENDATION Staff recommends that City Council: 1. Accept the attached Sea Level Rise Adaptation Policy (Attachment A), which will serve as a guide for the development of a subsequent Sea Level Rise Adaptation Plan. This Plan will serve as the Sustainability and Climate Action Plan–Sea Level Rise chapter; 2. Direct Staff to return to Council with a Sea Level Rise Adaptation Plan by December 2020. EXECUTIVE SUMMARY This report provides an overview of Palo Alto’s draft Sea Level Rise Adaptation Policy. The purpose of the policy is to provide guidance in planning for rising tides that could impact Palo Alto’s neighborhoods, economy, and the Baylands habitat. The Policy strives to ensure consistency and integration with the City’s Comprehensive Plan (November 2017), the Sustainability and Climate Action Plan (S/CAP) (November 2016) and related Sustainability Implementation Plans (SIPs) (December 2017), the Local Hazard Mitigation and Adaptation Plan (March 2017), the Baylands Master Plan (2008), Parks Master Plan (August 2017) and the Urban Forest Master Plan (February 2019). The Policy will serve as guidance in developing the more detailed Sea Level Rise Adaptation Plan (Plan) to protect Palo Alto’s neighborhoods, economy, and Baylands habitat. The Policy and Plan are needed to complete the 2018-2020 SIPs which were accepted by Council in 2017 (Staff Report 8487). The Plan will be delivered for Council review by December 2020 and will serve as the Sea Level Rise Implementation Plan chapter of the 2020 S/CAP Update. The Plan will include suggested measures to protect infrastructure, determine sea level height triggers for the Plan’s various actions, and initiate adaptation strategies. The adaptation strategies of the Plan will likely include measures such as revising building requirements, staff and public education, and integrating sea level rise policy elements into other City operational procedures and plans. City of Palo Alto Page 2 BACKGROUND On May 31, 2016, staff presented a Study Session on Sea Level Rise to City Council (Staff Report 6953). At that study session, Staff identified facility-specific and programmatic issues that involve sea level rise. Facilities that could be impacted by sea level rise include the Regional Water Quality Control Plant, the Palo Alto Golf Course, the Palo Alto Airport, and the Municipal Service Center. Services that could be impacted by sea level rise include critical underground utilities, Highway 101, and emergency response capabilities. Six “Guiding Principles” and three generic “Tools” (Protect, Adapt, and Retreat) were presented as a framework for Council discussion on future sea level rise plans and projects, including the City of Palo Alto Comprehensive Plan Update. On November 28, 2016, Palo Alto City Council unanimously adopted the draft Sustainability/Climate Action Plan (S/CAP) Framework (Staff Report 7304), which included goals and strategies for sea level rise. The S/CAP Framework also included six Guiding Principles and four goals for Sea Level Rise Response: 1. Plan for coming changes in our climate and environment 2. Protect the City from climate change induced hazards 3. Adapt to current and projected environmental conditions 4. Empower the local community and foster regional collaboration DISCUSSION Greenhouse gases trap the earth’s heat which warms land and oceans. This causes both thermal expansion of the oceans and Antarctic and Greenland ice melt which together are the primary sources of sea level rise globally and in San Francisco Bay. Sea level rise threatens the operational integrity of critical services and facilities, e.g., Palo Alto’s electrical, gas, water and wastewater utilities, the Municipal Service Center, the Palo Alto Airport, Highway 101 and surrounding roads. Business districts and residential neighborhoods within the projected sea level rise area are vulnerable to a rising Bay and potential future FEMA insurance zone requirements. Sea level rise is also likely to affect the elevation and salinity of groundwater close to the Bay. Rising groundwater could have impacts on belowground infrastructure which may be subject to corrosion and buoyancy effects and could contribute to liquefaction. In the case of very low- lying areas, groundwater may result in surface flooding and long-term ponding. Under the State of California’s Ocean Protection Council (OPC) 2018 Probabilistic Sea Level Rise Projections, the Palo Alto Baylands may be submerged by mid-century which would eliminate their ability to buffer upstream or Bayside flooding sources, attenuate storm surge, or sequester carbon. The encroachment of Bay water may alter or eliminate habitat for endangered species that reside in Palo Alto Baylands and the millions of birds that use the Palo Alto segment of the Pacific Flyway for seasonal migration. The recreational and inspirational City of Palo Alto Page 3 services of the Palo Alto shoreline could change if Baylands trails, playing fields, and golf course are surrendered to encroachment of San Francisco Bay. The decisions that Palo Alto makes in future years to adapt to rising tides extend beyond the City’s borders. Implications with built features such as levees will impact adjacent communities and thus require close coordination with surrounding local and regional agencies. The proposed Sea Level Rise Adaptation Policy: 1. Recognizes that the best way to avoid long-term impacts from the worst sea level rise predictions and to minimize adaption response costs is to reduce greenhouse gas (GHG) contributions locally and to support regional, state, and national initiatives that reduce GHGs. 2. Guides staff to lead by example and coordinate on sea level rise studies and planning efforts with East Palo Alto, Mountain View, and other cities and public agencies, including counties, as needed as well as utilities and public-private partnerships. 3. Standardizes the use of the Ocean Protection Council (OPC) 2018 Probabilistic Sea Level Rise Projections for use in the City’s sea-level rise planning efforts for proposed development projects, renovations and possible property acquisitions and other City planning. 4. Provides a framework for the development of a Sea Level Rise Adaptation Plan which would include a vulnerability assessment, short-term and long-term plan components, and roles and responsibilities of staff. The draft policy reflects extensive input from staff, subject matter experts working on sea level rise and climate adaptation planning, and Palo Alto residents. Reviewers included:  Staff across City of Palo Alto Departments (Planning, Public Works, Utilities, Community Services, Office of Emergency Services, City Manager’s Office, Open Space);  The San Francisco Estuary Institute–Resilient Landscapes Program. This program develops innovative ecosystem restoration and management strategies to re-establish and sustain key ecological functions and services. These strategies integrate natural and human infrastructure to create systems that are more adaptive to climate change and other stressors;  The Bay Area Climate Action Network (BayCAN). BayCAN is a collaborative network of local government staff helping the Bay Area respond to the impacts of climate change on human health, infrastructure and natural systems; City of Palo Alto Page 4  UC Berkeley scientists and professors affiliated with the Climate Readiness Institute (CRI). CRI utilizes experts from the region’s leading research institutions with expertise in climate science, civil engineering, urban planning, ecology, oceanography, and law;  Staff from the cities of Mountain View, Santa Clara County, San Mateo County Sea Change (oversees sea level rise planning efforts for the County); and,  Palo Alto residents who attended a public meeting on Wednesday February 27, 2019. Invitees included members from the Parks and Recreation Commission and Baylands Comprehensive Conservation Plan Committee, Save Palo Alto’s Groundwater and other interested public members. A separate Parks and Recreation Commission meeting is also scheduled for March 26, 2019 to assist in Sea Level Rise Adaptation Plan development. Current Palo Alto Sea Level Rise Planning Efforts The development of a sea level rise policy and a proposal for a Sea Level Rise Adaptation Plan are two efforts among several to plan for sea level rise. Additional current City of Palo Alto sea level rise-related planning efforts include: 1. A feasibility study for levee Improvements along the Palo Alto’s San Francisco Bay edge via the Strategy to Advance Flood Control, Environmental Protection and Recreation (SAFER) Project. This project will propose options for new and upgraded levee alignments around Palo Alto Bay edge which also enhance habitat and recreation opportunities. Palo Alto’s levees currently do not meet standards for Federal Emergency Management Agency (FEMA) accreditation and may be vulnerable to overtopping from future rising tides and storm surge. SAFER feasibility study and coordination with East Palo Alto and Menlo Park is supported by the San Francisquito Creek Joint Powers Authority. Staff will bring a feasibility study for proposed levee alignments to City Council in 2019; 2. A conceptual design for a horizontal levee to be integrated into the SAFER alignment. Horizontal levees are wide, engineered planted landscapes that mimic nature to attenuate storm surge and rising tides, and sequester carbon. The preferred location that was identified is at the east end of Embarcadero Road. A 30% design development is in process; 3. The completion of a Baylands Vulnerability Assessment by the Community Services Department in 2018. This document describes the potential impacts of sea level rise on physical assets and habitats in the Baylands and high-level measures that the City can take to adapt to climate change and sea level rise. This document can be used as a starting point for planning efforts to address potential future impacts caused by sea level rise and climate change. City of Palo Alto Page 5 Public Works–Watershed Protection hopes to build upon this work to prioritize projects that would protect critical infrastructure and to develop “Adaptation Pathways.” “Pathways,” in relation to adaptation, is an approach designed to schedule adaptation decision-making. It identifies the decisions that need to be taken now and those that may be taken in future. The approach supports strategic, flexible and structured decision-making. The pathways approach allows decision makers to plan for, prioritize, and stagger investment in adaptation options. Sea level rise trigger points and thresholds help them identify when to revisit decisions or actions. Examples of pathways approaches can be translated into visual aids that help with stakeholder communication. The adaptation pathway approach has been successfully applied in adaptation planning for infrastructure and water management projects, and broader cross-sector adaptation planning1; 4. Improved Stormwater Management. Stormwater runoff travels to low-lying areas in Palo Alto which may also be impacted by sea level rise. Two recent stormwater management efforts will reduce stormwater ponding contributions to projected sea level rise inundation areas: a) The Stormwater Management Fee. The Stormwater Management Fee ballot measure passed in April 2017 with 64% of Palo Altans voting for the measure. The Storm Water Management Program funds stormwater system maintenance and provides for stormwater system improvements that prevent street flooding and protect water quality. The program also provides litter reduction, creek pollution prevention programs, commercial and residential rebates, and flooding emergency- response services. Constructing Green Stormwater Infrastructure projects is a new priority which includes infiltrating and cleansing storm water to decrease peak flows to the conveyance system. ; b) Green Stormwater Infrastructure (GSI) Framework. The GSI Framework was adopted by Council in June 2017. Its purpose is to describe how the City will gradually integrate GSI features into its urban landscape and stormwater conveyance systems over several decades. GSI uses vegetation, soils, and natural processes to manage stormwater runoff. It can help to avoid additional ponding in areas that may also be flooded in future years by rising tides. GSI is partially funded by the Stormwater Management Fee. 5. Sea level rise integration into City Planning Documents. Planning for Sea Level rise is now referenced in the Local Hazard Mitigation and Adaptation Plan Revision and the 2030 Comprehensive Plan; and, 6. There are many Bay Area Regional efforts working to coordinate and provide resources to public agencies for sea level rise planning. See Attachment B–Regional Sea Level Rise Planning Efforts for a summary table. 1 CoastAdapt. (2019). Retrieved from https://coastadapt.com.au/pathways-approach City of Palo Alto Page 6 Resource Impacts Development of the Sea Level Rise Adaptation Policy to date required relatively small amounts of staff time by each department and minimal consultant support. Should the Sea Level Rise Policy be accepted by Council, resource requirements will increase to develop the follow-on Sea Level Rise Adaptation Plan. Staff’s preliminary estimate is a one-time cost of $250,000 for development of the Sea Level Rise Adaptation Plan, with ongoing costs for implementation of the plan that will be evaluated during plan development. These budget needs, as well as a position reclassification to provide coordination of the plan, are being considered through the annual budget process. Once the City’s Policy and Plan are complete and the regional efforts are developed, the more difficult issues of locating funding for implementation will commence. Policy Implications The Sea Level Rise Adaptation Policy aligns with the 2019 Climate/Sustainability and Climate Action Plan Council Priority. Environmental Review Acceptance by Council of and direction to staff regarding next steps concerning the Sea Level Rise Adaptation Rise Policy is not a “project” approval under California Environmental Quality Act (CEQA) because the action constitutes acceptance of a work program to develop a plan, and the work program is subject to change, is non-binding and its acceptance would not result in a direct or indirect physical change to the environment. If the action were considered a project, it would be exempt from review under CEQA Guidelines Section 15061(b)(3) for the same reasons. The plan that will be developed will be evaluated under CEQA prior to its consideration by Council. Attachments:  Attachment A - Sea Level Rise Policy  Attachment B - Summary of Regional Sea Level Rise Planning Efforts Page 1 of 14 Sea Level Rise Adaptation Policy #-#/MGR DRAFT Policy Version: March 1, 2019 SEA LEVEL RISE ADAPTATION OVERVIEW The State of California anticipates that relative sea level rise (SLR) projections stemming from greenhouse gas emissions and related climate change pose significant economic, environmental and social risks to communities along the San Francisco Bay Shoreline, including the City of Palo Alto. Research shows that these projections may worsen if greenhouse gas emission trajectories continue unabated.1 Sea level rise in San Francisco Bay is anticipated to range between three feet to more than ten feet by 2100 with rising tides likely thereafter.2 In Palo Alto, many City services and infrastructure that are essential to the City’s public health, safety and economy are located within areas that are predicted to be inundated by Bay water if adaptation measures are not implemented.3 PURPOSE OF POLICY The purpose of this policy is to plan for rising tides that could impact Palo Alto’s neighborhoods, economy and the Baylands habitat, and to ensure consistency and integration with the range of City plans that call for SLR planning such as the City’s 2030 Comprehensive Plan (adopted November 2017), the Sustainability and Climate Action Plan (S/CAP) (November 2016) and related Sustainability Implementation Plans (SIPs), the Local Hazard Mitigation and Adaptation Plan (March 2017), the Baylands Master Plan (2008), Baylands Comprehensive Conservation Plan (in development), and the Urban Forest Master Plan (February 2019), and other key planning documents that are produced. This policy will serve as a blueprint for the development of a Sea Level Rise Adaptation Plan, and is not intended to establish requirements on new development for implementation prior to Plan adoption; however, projects may be encouraged in advance to consider sea level rise as part of the development process. Definitions and terminology relevant to this policy are listed in Appendix 1– Policy Definitions and Related Terminology. POLICY SUMMARY The City recognizes that the best way to avoid long-term impacts from the worst SLR predictions and to minimize adaption response costs is to reduce greenhouse gas (GHG) contributions locally and to support regional, state and national initiatives that reduce GHGs. Palo Alto will lead by example and coordinate on SLR studies and planning efforts with East Palo Alto, Mountain View, and other cities and public agencies, including counties, as well as utilities, and public-private partnerships, as needed. Palo Alto will establish interdepartmental SLR Planning responsibilities into City 1 Ocean Protection Council. (2018). State of California Sea-Level Rise Guidance 2018 Update. Retrieved from http://www.opc.ca.gov/webmaster/ftp/pdf/agenda_items/20180314/Item3_Exhibit-A_OPC_SLR_Guidance-rd3.pdf. Page 12. 2 Reference 1, page 18. 3 San Francisco Bay Conservation and Development Commission Adapting to Rising Tides Program (2018). Adapting to Rising Tides Bay Shoreline Flood Explorer online tool. Retrieved from https://explorer.adaptingtorisingtides.org/home. Page 2 of 14 procedures and planning (see, e.g., Appendix 2–Departmental Responsibilities for Sea Level Rise Planning). Palo Alto will use the Ocean Protection Council (OPC) 2018 Probabilistic SLR Projections published by the State of California (Appendix 3) for proposed development projects, renovations and possible property acquisitions and other City planning unless a more suitable reference is identified and agreed upon by local agencies tasked with SLR preparedness. City of Palo Alto, business and residential investments in new property, development, and infrastructure should be designed based on OPC SLR projections for the useful life of the asset to avoid flooding or erosion. To that end, the forthcoming Sea Level Rise Adaptation Plan should consider the following best practices: 1. Upgrades to existing property or infrastructure that are considered less-critical (not essential to immediate public health and safety, e.g. trails or playing fields) should consider the impacts of SLR beyond 2050 using the Low Risk Aversion or Medium-high Risk Aversion Projection listed in Table 1; 2. For critical development and infrastructure (e.g., wastewater treatment facility or utilities that are essential to public health and safety), a risk assessment should be completed based on the SLR projections to 2100 and to include the lifetime of the building using the Medium-high or Extreme Risk Aversion Projections; 3. All designs and engineering strategies, where possible and financially feasible, should be adaptable to changing climate predictions. Each new development should be required to develop and maintain an individual “adaptation pathway plan” to prepare for changes in rising sea level, and related groundwater intrusion. In all sea level rise assessments, and where data are available, the City will consider Base Flood Elevations, storm surge, groundwater table changes due to rising sea levels, and wave runup, where appropriate. BACKGROUND Greenhouse gases trap the earth’s heat which warms land and oceans. This causes both thermal expansion of the oceans and Antarctic and Greenland ice melt which together are the primary sources of SLR globally and in San Francisco Bay. SLR threatens the operational integrity of critical services and facilities, e.g., Palo Alto’s electrical, gas, water and wastewater utilities, the Municipal Service Center, the Palo Alto Airport, Highway 101 and surrounding roads. Business districts and residential neighborhoods within the projected SLR area are vulnerable to a rising Bay and potential future FEMA insurance zone requirements. SLR is also likely to affect the elevation and salinity of groundwater close to the Bay. Rising groundwater could have impacts on belowground infrastructure which may be subject to corrosion and buoyancy effects and could contribute to liquefaction. In the case of very low-lying areas, groundwater may result in surface flooding and long-term ponding. Under current SLR predictions, the Palo Alto Baylands may be submerged by mid-century which would eliminate their ability to buffer upstream or Bayside flooding sources, attenuate storm surge or sequester carbon. The encroachment of Bay water may alter or eliminate habitat for endangered species that reside in Page 3 of 14 Palo Alto Baylands and the millions of birds that use the Palo Alto segment of the Pacific Flyway for seasonal migration. The recreational and inspirational services of the Palo Alto shoreline could change if Baylands trails, playing fields and golf course are surrendered to encroachment of San Francisco Bay. The decisions that Palo Alto makes in future years to adapt to rising tides extend beyond the City’s borders. Implications with built features such as levees will impact (help or imperil) adjacent communities and thus require close coordination with surrounding local and regional agencies. PROCEDURES FOR POLICY IMPLEMENTATION 1. The City will: a) conduct a SLR vulnerability assessment, which will: i. identify critical and less-critical City infrastructure and ecosystem assets to manage risks given predicted SLR scenarios through 2100 and beyond; ii. Identify hazards and determine tolerable risks of the City and community members (risk = hazard x exposure x vulnerability; risk ($/year) = frequency (events/year) x consequences ($/event); iii. include an economic assessment of SLR vulnerability for public and private property and cost estimates for inaction; iv. engage community members in the process. b) develop a multi-year SLR Implementation Plan to coordinate internal and regional SLR planning, project funding and public outreach. The Plan will include a SLR adaptation plan and timeline which will: i. align with the intent and language of the City’s various plans, policies and documents that intersect with SLR Policy and Plan (e.g., the Comprehensive Plan, Sustainability and Climate Action Plan, Local Hazard Mitigation Plan, Baylands Comprehensive Conservation Plan, Baylands Master Plan, Regional Water Quality Control Plant Long Range Facility Plan, Urban Water Management Plan, Recycled Water Strategic Plan, Parks Master Plan, etc.); ii. include a table of prioritized adaptation pathways to manage risks to natural and built assets based on the SLR Vulnerability Assessment. Adaptation pathways provide a menu of recommendations and logically staged phases for adaptation over time based on triggers related to SLR levels. Adaptation pathways factor in cost/benefits, the lengthy time to plan, fund and build response strategies and potential additional benefits of carbon sequestration, GHG reduction, wildlife protection and social equity; Page 4 of 14 iii. include a development plan for public and private property anticipated to be impacted by SLR which may include: a. changing the city zoning map and amending requirements, restrictions, or municipal codes to be stricter than state or federal requirements as necessary and when feasible to reduce risks; b. adding conditions of approval for project permits in areas where there is a SLR or groundwater intrusion risk; c. establishing geographic areas and/or triggers for requiring consideration of relocation; d. developing restrictions or additional criteria; and e. funding identification f. educate and engage community members in the process of SLR planning, including creating a SLR Task Force and meeting with stakeholders (e.g., realtors, property owners, etc.) to educate them about SLR and the options, tradeoffs, and costs, for resilience; iv. address budget and funding considerations for additional or existing staff to perform SLR planning, adaptation and Capital Improvement Projects (CIPs); v. provide guidance on managing and enhancing Baylands, creek and open space ecosystem services to mitigate SLR impacts through carbon sequestration and absorption. Examples of this include the use of horizontal levees, expanding or improving Baylands habitat; this guidance should consider the use of the Baylands Comprehensive Conservation Plan, and the concept of “Operational Landscape Units” developed by San Francisco Estuary Institute which delineate Bay shoreline ecosystem functions and services within the natural and built environment and not by jurisdictional boundaries, and; vi. include the development of educational materials and technical assistance for staff and developers, including: a. a checklist and primer on SLR, risk and sharing risk, and planning guidance; b. technical and regulatory guidance to City engineers and public developers so that projects are designed based on accepted OPC SLR assumptions and which prompt design-standard revisions, and protect, adapt, retreat responses for threatened areas; c. a risk assessment process to be used during CIP site selection, planning and property purchases; d. a SLR and groundwater projection zone map which also shows the intersection of the FEMA flood zone and associated insurance requirements; 2. Recognize policy limits: This policy does not establish specific requirements for all projects because each site condition is unique, but instead provides expectations for developing guidance and tools to answer key building and infrastructure design and SLR response strategies. This policy also recognizes that not all codes and regulations that govern construction are yet synchronized with OPC SLR predictions, however Palo Alto will incorporate SLR guidance and planning into its own construction Page 5 of 14 and planning process proactively for both public and private structures until regional standards are adopted for use. Page 6 of 14 Appendix 1: Policy Definitions and Related Terminology Adaptation Pathway: “Pathways” in relation to adaptation is an approach designed to schedule adaptation decision-making. It identifies the decisions that need to be taken now and those that may be taken in future. The approach supports strategic, flexible and structured decision-making. The pathways approach allows decision makers to plan for, prioritize and stagger investment in adaptation options. Trigger points and thresholds help them identify when to revisit decisions or actions. Examples of pathways approaches can be translated into visual aids such as “route maps” that support communication and consultation with stakeholders. The adaptation pathway approach has been successfully applied in adaptation planning for infrastructure and water management projects, and broader cross-sector adaptation planning4. Baylands: Lands which are located between the lines of mean high tide and mean low tide (California Coastal Commission Sea Level Rise Policy Guidance). Base Flood Elevation (1% annual chance flood): A flood that has a 1% probability of occurring in any given year. The 100-year floodplain is the extent of the area of a flood that has a 1% chance of occurring or being exceeded in any given year. This is indicated by the Special Flood Hazard Area (SFHA) on FEMA flood maps. Baylands Comprehensive Conservation Plan: A plan currently being prepared by the City of Palo Alto that provides specific programs and projects to achieve the goals and policies of the Baylands Master Plan. Baylands Master Plan: A plan prepared by the City of Palo Alto to provide a framework and guide for actions in the Baylands that seek to preserve the area’s unique natural, recreational and flood-prevention resources. Capital Improvement Program (CIP): The Capital Improvement Program (CIP) includes projects that help maintain or improve City assets, often called infrastructure. To be included in the City of Palo Alto Capital Budget, a project must meet the following criteria:  Must have a minimum cost of $50,000 for each stand-alone unit or combined project.  Must have a useful life of at least five to seven years (the purchase or project will still be functioning and not be obsolete at least five to seven years after implementation).  Must extend the life of an existing asset or provide a new functional use for an existing asset for at least five years. Examples include extensive roof rehabilitations. These improvements are distinguished from ongoing maintenance work that may extend the life of the asset but is done on a routine basis. Climate change: Any long-term change in climate conditions in a place or region, whether due to natural causes or as a result of human activity. Comprehensive Plan: The City of Palo Alto Comprehensive Plan (or Comp Plan) is the primary tool for guiding land use and development in Palo Alto. The Plan fulfills the State requirement that the City adopt 4 CoastAdapt. (2019). Retrieved from https://coastadapt.com.au/pathways-approach Page 7 of 14 a General Plan. The Plan provides a foundation for the City’s development regulations, capital improvements program, and day-to-day decisions. Critical infrastructure: City built assets with a long-projected life span (greater than 50 years) which if compromised by rising tides could potentially have catastrophic results on public health, safety or well- being, e.g., wastewater treatment facilities, stormwater infrastructure, levees or impoundments, bridges along major evacuation routes, airports, seaports, railroads, and major highways, EOC/Fire/Police/Healthcare, schools, homeless shelters, landfills and contaminated sites. Less-critical Infrastructure: City assets that have an expected lifetime of 10-20 years or is replaceable and adaptable, or has limited interdependencies and limited consequences should the system fail or be inundated by water. Examples include isolated parks, unpaved trails. Design life: The life expectancy of a project as determined during design. As opposed to useful life (see below). Erosion: The wearing away of land by natural forces; on a beach, the carrying away of beach material by wave action, currents, or the wind , the loss of marsh due to the erosion of the marsh edge by waves. Development and other non-natural forces (e.g., water leaking from pipes or scour caused by wave action against a seawall) may create or worse erosion problems (California Coastal Commission Sea Level Rise Policy Guidance). Facilities: All buildings, communications facilities, energy systems, industrial facilities, all transportation networks, water and wastewater systems, and parks. Flood (or Flooding): Refers to normally dry land becoming temporarily covered in water, either periodically (e.g., tidal flooding, king tides) or episodically (e.g., storm surge or tsunami flooding). Greenhouse gases (GHGs): Any gas that absorbs infrared radiation in the atmosphere. Greenhouse gases include, carbon dioxide, methane, nitrous oxide, ozone, chlorofluorocarbons, hydrochlorofluorocarbons, hydrofluorocarbons, perfluorocarbons, sulfur hexafluoride. Green Stormwater Infrastructure (GSI): Infrastructure that uses vegetation, soils, and natural processes to manage stormwater runoff and reduce peak flows in flood control channels or creeks. Examples of GSI include landscape-based stormwater “biotreatment” using soil and plants ranging in size from grasses to trees; pervious paving systems (e.g., interlocking concrete pavers, porous asphalt, and pervious concrete); rainwater harvesting systems (e.g., cisterns and rain barrels); and other methods to capture and use stormwater as a resource. Groundwater: The water found below the surface of the land and contained in the pore spaces of saturated geologic media (sand, gravel). Groundwater is either rain water that has seeped through the soil surface and by means of gravity of soil conditions drained from high to lower elevation areas. Groundwater can also come from the bay transferred via bay mud under the existing levees. Groundwater can be source of water found in wells and springs. Page 8 of 14 Hazard: A situation involving danger such as coastal flooding, earthquake rainfall and local flooding. Local Hazard Mitigation Plan: The Federal Disaster Mitigation Act of 2000 (DMA) requires all cities, counties, and special districts to adopt a Local Hazard Mitigation Plan (LHMP) to receive disaster mitigation funding from the Federal Emergency Management Agency (FEMA). Hazard mitigation planning is the process used by state, local and tribal leaders to understand risks from natural hazards and develop long- term strategies to reduce the impacts of disasters on people, property, and the environment. The Palo Alto Local Hazard Mitigation Plan is updated every three years. Mean Sea Level: The average relative sea level over a period, such as a month or a year, long enough to average out transients such as waves and tides. Ocean Protection Council (OPC): The Council was created pursuant to the California Ocean Protection Act (COPA), which was signed into law in 2004 by Governor Arnold Schwarzenegger. The mission of the OPC is to “…ensure that California maintains healthy, resilient, and productive ocean and coastal ecosystems for the benefit of current and future generations. The OPC is committed to basing its decisions and actions on the best available science, and to promoting the use of science among all entities involved in the management of ocean resources.” The OPC published the State of California Sea Level Rise Guidance Document and subsequent updates which provides an estimated range of predicted SLR and subsequent updates. Operational Landscape Units: A delineated area that effectively provides specific ecosystem functions and services within the natural and built environment. Pacific Flyway: A major north-south flyway for migratory birds in America, extending from Alaska to Patagonia. Every year, migratory birds travel some or all of this distance both in spring and in fall, following food sources, heading to breeding grounds, or travelling to overwintering sites. Protect, adapt, retreat strategies: Responding to SLR generally involves three general concepts:  Protect: Implementing strategies that reduce the risk of SLR impacts to land e.g., levees, horizontal levies, floodwalls, flood gates, and wetlands;  Adapt: Adjusting to natural or human systems in response to actual or expected climatic stimuli or their effects, which minimizes harm or takes advantage of beneficial opportunities. This includes building any new or substantially-improved structures elevated above future flood levels or as structures that can be submerged without sustaining appreciable damage.  Retreat: Surrendering an area partially, seasonally or completely to rising sea level; Regional Water Quality Control Plant (RWQCP): Owned and operated by the Palo Alto, the Plant treats wastewater for the communities of Los Altos, Los Altos Hills, Mountain View, Palo Alto, Stanford University and the East Palo Alto Sanitary District. The mission of the RWQCP is to protect San Francisco Bay by Page 9 of 14 cleaning and treating wastewater before it is discharged. Relative Sea Level: Sea level measured by a tide gauge with respect to the land upon which it is situated. Risk: Often expressed as “hazard x exposure x vulnerability;” in terms of costs per year it can be expressed as “frequency (events/year) x consequences ($/event). SAFER Bay Project Feasibility Report: SAFER (Strategy to Advance Flood protection, Ecosystem and Recreation along San Francisco Bay) has prepared a feasibility report that is in the review and comment phase. Once City staff comments are made and report revised as needed, the report will be available for public review and comment. Sea level: The height of the ocean relative to land; tides, wind, atmospheric pressure changes, heating, cooling, and other factors cause sea level changes. Sea level rise (SLR): Sea level can change, both globally and locally, due to (a) changes in the shape of the ocean basins, (b) changes in the total mass of water and (c) changes in water density. Factors leading to SLR under climate change include both increases in the total mass of water from melting land-based snow and ice, and changes in water density from an increase in ocean water temperatures and salinity changes. Relative SLR occurs where there is a local increase in the level of the ocean relative to the land, which might be due to ocean rise and/or land level subsidence. Storm Surge: A rise above normal water level due to low atmospheric pressure associated with storms and the action of wind stress on the water surface. Sustainability and Climate Action Plan (S/CAP): Palo Alto’s plan to reduce the city and community’s greenhouse gas emissions to meet climate protection goals and also consider broader issues of sustainability, such as sea level rise, land use and biological resources. Sustainability Implementation Plans (SIPS): Specific actions needed to achieve S/CAP goals. Useful life: The period over which a project is expected to be available for use by an entity. This period of time typically exceeds the design life (see above). Threat and Hazard Identification and Risk Assessment (THIRA): A THIRA helps communities better understand the hazards from natural, technological, and human-caused threats that pose the greatest risk. The Palo Alto THIRA report is updated every two years. Vulnerability: The extent to which a species, habitat, ecosystem, or human system is susceptible to harm from climate change impacts. More specifically, the degree to which a system is exposed to, susceptible to, and unable to cope with, the adverse effects of climate change, including climate variability and extremes. Vulnerability is a function of the character, magnitude, and rate of climate variation to which a system is exposed, as well as of non-climatic characteristics of the system, including its sensitivity, and its coping and adaptive capacity. Page 10 of 14 Vulnerability Assessment: A practice that identifies who and what is exposed and sensitive to change and how able a given system is to cope with extremes and change. It considers the factors that expose and make people or the environment susceptible to harm and access to natural and financial resources available to cope and adapt, including the ability to self-protect, external coping mechanisms, support networks, and so on. Page 11 of 14 Appendix 2–Departmental Responsibilities for Sea Level Rise Planning The following table is a menu of potential actions to be confirmed in the plan for each department. Lead Department Responsibility Administrative Services Department 1. Revise Purchasing Department construction solicitation templates and contract documents to include SLR and sustainability considerations. 2. Prioritize SLR planning and budget equal to other performance indicators for projects within projected SLR areas. City Manager’s Office 1. Implement the Sustainability and Climate Action Plan to reduce greenhouse gas emission contributions. 2. Include SLR update with annual Earth Day and Sustainability Implementation Plan reporting. 3. Consider development of key performance indicators to track if the City is meeting its SLR planning goals. 4. Provide outreach through City Manager Office communication channels about how the City is preparing for sea level rise in coordination with Public Works and Utilities Department outreach. 5. Prioritize SLR projects equal to other Council priorities. Community Services/Open Space Implement the recommendations of the 2019 Palo Alto Baylands Vulnerability Assessment for flood control, access, non-recreational features and facilities, habitats and wildlife where feasible, e.g.: 1. Seek funding to expand and enhance Baylands habitat to leverage wave attenuation, water absorption and other ecosystem services that mitigate SLR. 2. Develop climate-smart planting palettes that are projected to survive under changing climate conditions. Office of Emergency Services Continue to consider sea level rise in community risk assessments, such as Threat and Hazard Identification Risk Assessment and Local Hazard Mitigation Plan, with appropriate risk considerations and weighting. Planning & Community Environment 1. Update zoning code and related requirements, such as design standards for public and private development based on OPC predictions. Public Works–Airport 1. Plan for SLR to reduce risk of impacts to Airport operations. 2. Seek funding opportunities with the Federal Aviation Administration and Caltrans Division of Aeronautics. Public Works– Interdepartmental 1. Coordinate groundwater management in recognition that SLR will push groundwater levels inland and closer to the surface. 2. Explore the interaction between groundwater, Sea Level Rise and Stormwater. Page 12 of 14 Public Works– Engineering 1. Plan, design, identify funding, build and maintain resiliency features in City planning and CIP projects per the City’s Comprehensive Plan, e.g.: a) Manage the preparation of SAFER feasibility report and potential environmental review, funding, public outreach and construction of SAFER levees and related projects to mitigate SLR. b) Seek grants and other funding for design alternatives and structures that mitigate SLR. c) Build design alternatives and structures that mitigate SLR. 2. Manage the implementation of large-scale stormwater infrastructure rehabilitation projects to minimize flooding from upstream sources, e.g.: a) Construct the high priority projects identified through Storm Drain Master Plan and listed with the Stormwater Management Fee and consider integration of GSI Plan elements. b) Address FEMA regulations (flooding risks) and sea level rise associated with at least 100-year storm events for at least the design life of the structure. c) Manage stormwater rebate program and coordinate with development services, inspect project sites once completed and issue rebates to property owners for installed rainwater capture devices. d) Work with Development Services to help developers of private projects comply with SLR policy and plans and FEMA regulations. e) Implement County Hazard Mitigation Plan (FEMA). f) Implement Green Stormwater Infrastructure Plan requirements. g) Design new infrastructure to be flexible so that it may be incrementally enhanced as sea level rise increases Public Works– Environmental Services 1. Coordinate internal discussions on SLR planning at a frequency that facilitates proactive planning, e.g., quarterly or as needed. 2. Manage SLR risks to allow for ongoing operations of the RWQCP and the sanitary landfill; 3. Seek opportunities and funding to enhance the Baylands ecosystem and build and nature-based features such as horizontal levees. 4. Maintain AB2516 Ocean Protection Council semi-annual report. 5. Conduct Public Outreach on SLR education and planning in Page 13 of 14 coordination with the City Manager’s Office and Utilities. 6. Prepare Policy updates. 7. Lead Green Stormwater Infrastructure planning and implementation. Utilities 1. Execute energy portfolio-related actions in the SIPs Plan for Utilities-related asset protection from flooding, SLR and erosion. 2. Increase climate and SLR messages in ongoing water conservation public awareness campaigns in coordination with the City Manager’s Office and Public Works–Watershed Protection. Page 14 of 14 Appendix 3–Ocean Protection Council 2018 Probabilistic Sea Level Rise Projections Rising Seas Report, State of California Sea Level Rise Guidance* Low Risk Aversion Likely Range (ft.) 66% Probability Medium-high Risk Aversion (ft.) 0.5% probability 1-in-200 chance Extreme Risk Aversion (ft.) (No probability yet available)** Use for less-critical infrastructure and services e.g., trails, playing fields, golf course that could potentially be surrendered to SLR. Use for critical infrastructure and services e.g., Regional Water Quality Control Plant, Municipal Service Center, Utilities infrastructure 2030 0.5 0.8 1.0 2040 0.8 1.3 1.8 2050 1.1 1.9 2.7 2060 1.5 2.6 3.9 2070 1.9 3.5 5.2 2080 2.4 4.5 6.6 2090 2.9 5.6 8.3 2100 3.4 6.9 10.2 SLR rates in this table show the upper-range predictions for how SLR may increase in future years and the SLR rate assumptions that should be used for different facilities and development. Probabilistic projections in the first two columns are with respect to a baseline of the year 2000, or more specifically the average relative sea level over 1991 - 2009. These numbers do not include impacts of El Niño, storms or other acute additions to sea-level rise.5 The time period referenced should be based on the useful life of the structure. The low and medium-risk projections listed in this table may underestimate the likelihood of extreme sea-level rise, particularly under high greenhouse gas emissions scenarios which as the writing of this policy are projected to continue to increase. Not all infrastructure and development need to be designed to withstand the most extreme SLR predictions. This table suggests the types of facilities that could be designed to withstand the low, medium or extreme risk scenarios. Buildings for which there is an extreme risk aversion (e.g. wastewater treatment facilities) require more extensive and thus more costly designs and retrofits. *The relative SLR heights above as it relates to Palo Alto’s shoreline can be viewed at Adapting to Rising Tides Bay Shoreline Flood Explorer online tool at https://explorer.adaptingtorisingtides.org/home. ** OPC guidance also includes an Extreme Risk Aversion scenario (aka H++ Scenario (Sweet et al 2017 Single scenario)). The probability of this scenario is currently unknown, but its consideration is important, particularly for high stakes, long-term decisions for critical infrastructure and given the uncertainties of projected GHG emissions discussed above. 5 Ocean Protection Council. (2018). State of California Sea-Level Rise Guidance 2018 Update. Retrieved from http://www.opc.ca.gov/webmaster/ftp/pdf/agenda_items/20180314/Item3_Exhibit-A_OPC_SLR_Guidance-rd3.pdf. Page 18. 1 Attachment B–Summary of Regional Sea Level Rise Planning Efforts Organization Name Organization Description Adapting to Rising Tides (ART) ART is a collaborative planning effort led by San Francisco Bay Conservation and Development Commission (BCDC) and the National Oceanic and Atmospheric Administration (NOAA) Coastal Services Center to understand how San Francisco Bay Area communities can adapt to sea level rise and storm event flooding. The ART Project has engaged local, regional, state and federal agencies, as well as non- profit and private stakeholders, to explore how the Bay Area can increase resilience to sea level rise and storm events, while protecting critical ecosystem and community services. Bay Area Climate Adaptation Network (BayCAN) BayCAN is a collaborative network of local government staff helping the Bay Area respond effectively and equitably to the impacts of climate change on human health, infrastructure and natural systems. Resilient By Design A year-long collaborative design challenge bringing together local residents, public officials and local, national and international experts to develop innovative community-based solutions that will strengthen our region’s resilience to sea level rise, severe storms, flooding and earthquakes. San Francisco Bay Conservation and Development Commission (BCDC) The BCDC is a 27-member commission authorized to control bay filling and dredging, and bay-related shoreline development. San Francisco Bay Regional CHARG - Coastal Hazards Adaptation Resiliency Group (CHARG) CHARG is a forum at which local, regional, state, and federal scientists, engineers, planners, and policy makers can develop a common understanding about regional coastal hazards issues. CHARG’s participants represent many Bay Area cities (including Palo Alto), all nine Bay Area counties, and regional, state, and federal agencies. CHARG shifted its focus in 2017 to supporting technical studies and solutions to inform regional adaption, policy, and funding decisions. In 2018, CHARG became a Strategic Initiative of the Bay Area Flood Protection Agencies Association (BAFPAA). CHARG seeks to engage all local flood control districts and stakeholders from San Francisco Bay through the Sacramento-San Joaquin Delta to advance the scientific foundation needed to direct sea level rise adaptation at 2 a regional scale. San Francisquito Creek JPA (SFCJPA) The SFCJPA is a regional government agency founded by the cities of East Palo Alto, Menlo Park, and Palo Alto, the San Mateo County Flood Control District and Santa Clara Valley Water District in 1999 following a major flood the preceding year. The SFCJPA plans, designs and implements capital projects which are comprehensive in terms of geography and function because they cross jurisdictional boundaries and serve to reduce a proven flood threat, enhance ecosystems and recreational opportunities, and connect our communities. San Mateo County Sea Change Sea Change SMC addresses the challenge of sea level rise by working together with and providing resources to local governments, stakeholder agencies and communities groups to create a prepared and stronger County. South Bay Shoreline Study The South San Francisco Bay Shoreline Project is a Congressionally authorized study by the US Army Corps of Engineers together with the Santa Clara Valley Water District and the State Coastal Conservancy to identify and recommend flood risk management projects for Federal funding. The Corps is looking at projects that will reduce flood risk, restore some of the region's lost wetlands, and provide related benefits such as recreation and public access. Strategy to Advance Flood protection, Ecosystems, and Recreation (SAFER) The SFCJPA’s SAFER Bay project will evaluate infrastructure alternatives to protect Menlo Park, East Palo Alto, and Palo Alto against extreme tides with sea level rise and enhance shoreline habitat and trails. City of Palo Alto (ID # 10165) City Council Staff Report Report Type: Informational Report Meeting Date: 3/18/2019 City of Palo Alto Page 1 Summary Title: PAFD Semi-Annual Performance Report FY19 Title: Palo Alto Fire Department Semi-Annual Performance Report for the First Half of Fiscal Year 2018 From: City Manager Lead Department: Fire Recommendation Staff recommends the City Council review the First Palo Alto Fire Department Semi- Annual Performance Report for Fiscal Year 2019. Background and Discussion In Fiscal Year 2015 the Palo Alto Fire Department (PAFD) identified performance reporting as a key initiative, and began reporting on key performance measures quarterly. In Fiscal Year 2018 the Department began submitting reports twice each year. The report provides overall calls for service information, as well as more detailed information on the key service areas, including Emergency Medical Services, Fire Suppression, Rescue and Hazardous Materials Response, and Fire Prevention. The report also provides information on mutual and automatic aid with our regional public safety partners and internal workforce planning efforts. Performance measures include the following:  Calls for Service: This data provides information on the final outcome of all emergency response calls. The data is tracked in the Fire Department’s Record Management System, and uses standardized call type codes, which are defined by the National Fire Incident Reporting System (NFIRS). The report includes overall call volume by primary category, and a detailed listing of call type in the service type sections.  Response Times: The time that a call is received by the emergency dispatchers to the arrival of the fire resources at the scene of the emergency. This City of Palo Alto Page 2 information is tracked in the Computer Aided Dispatch (CAD) System, and the performance goals, or service levels, are set by Council in accordance with county and national standards.  Ambulance Transports: The report provides the number of ambulatory transports to hospitals or other medical care facilities, and the proportion of Emergency Medical Calls that included transports. This information is tracked in the Fire Department’s Emergency Medical Record Management System.  Fire Containment: This measures the proportion of building and structure fires that are contained to the area or room of origin within Palo Alto and Stanford Campus.  Mutual and Automatic Aid: This includes the number and proportion of all incidents that the PAFD provided aid to neighboring communities, as well as the aid received from neighboring Fire Departments. This information is tracked in the CAD System.  Permits: This provides the total count of facility, electric vehicle, and solar permits issued by the Fire Prevention Bureau. This information is currently tracked in the Development Center’s Records Management System.  Inspections: A count of the total number of Hazardous Materials and State Mandated inspections is provided. In addition, an estimated number of inspections to be completed for the year is also provided to assess overall workload performance to date.  Fire and Life Safety Plans Reviewed: This provides a total count of all plans reviewed, as well as the proportion of plans that were reviewed within the time guidelines.  Vacancies and Off-Line Employees: This section provides the total number of budgeted full-time equivalent shift personnel, current vacancies, and employees that are off line due to workers compensation or light duty. This information is obtained from the Fire Department’s Staffing and Scheduling System (TeleStaff), as well as the City’s Personnel Management System.  Succession Planning Metrics: This provides the number and proportion of shift personnel that are eligible to retire, or will be eligible within the next five years. This information is tracked in the City’s Personnel Management System. This report also provides the total number of hours that shift personnel spent in an acting capacity. Personnel serving in an acting capacity are a key component of the Department’s overall succession planning efforts. Acting capacity allows junior officers to learn the responsibilities of higher ranks with guidance from City of Palo Alto Page 3 senior officers. This information is tracked in TeleStaff.  Training hours: The total number of training hours completed by all shift personnel is provided, as well as the average number of hours per each shift personnel on staff. This information is tracked in the Fire Department’s Record Management System. Local, State and Federal mandates require fire personnel to train a minimum of 20 hours per month. Attachments:  ATTACHMENT A_Coverletter FINAL  ATTACHMENT B_Semi Annual Performance Report FY19.1 DRAFT_030419  ATTACHMENT C_EMS Customer Report  ATTACHMENT D_Kudos FY19.1 P.O Box 10250 Palo Alto, CA 94303 650.329.2184 650.327.6951 fax City of Palo Alto Fire Department Honorable Councilmembers, I am pleased to provide the enclosed performance report for the first half of Fiscal Year 2019. This period saw an eight percent (8%) reduction in overall call volume. This is primarily from a reduction in false alarms and good intent calls. With the beginning of the new contract with Stanford University, the terms outline changes and proactive work to reduce the instance of false alarms. The initial decrease seen this period is from the Department no longer providing response to supervisory fire alarms. Supervisory alarms are merely advisory alarms and do not indicate that there is an emergency. Over the next year, we can expect a continued decrease in false alarms as the contract also requires that the Department and Stanford collaborate to implement a false alarm reduction program. This period also marked the deadliest and most destructive wildfire in California history. The Camp Fire in Butte County spanning almost 240 square miles took seventeen days to contain. The Department deployed a strike team for eleven days from November 11th through the 22nd to aide in the firefighting efforts. The strike team crew included Fire Captain Sean MacDonald, Apparatus Operator Sarah Wallace, Firefighter Antoine Trader, and Firefighter Jesse Wooton. Apparatus Operator, Chris Mosko, responded to the Camp Fire with FEMA’s Task Force 3 for recovery efforts. I give my heartfelt gratitude and acknowledgement to these firefighters and their families that stepped up to serve in the most significant fire in California history. Sincerely, Geo Blackshire Interim Fire Chief Palo Alto Fire Department First Semi-Annual Performance Report Fiscal Year 2019 Calls for Service The Palo Alto Fire Department (PAFD) responded to a total of 4,264 calls for service in the first six- month period of Fiscal Year 2019. This includes responses within Palo Alto, Stanford, and neighboring cities to provide Auto and Mutual Aid. Approximately eighty-three percent (83%) of calls are generated from Palo Alto, fifteen percent (15%) from Stanford, and the remainder from neighboring cities or requests for regional fire deployment. The majority of calls were for Rescue and Emergency Medical Services, making up sixty-two percent (62%) of the responses. Table 1 below shows the main categories of the calls to which PAFD responded. Calls are classified based on the actual event occurred, rather than the initial call request. Call Type FY18 JUL-DEC FY19 JUL-DEC Rescue and Emergency Medical Services Incidents 2,692 2,632 Good Intent 804 620 False Alarm and False Call 695 620 Service Call 264 231 Fire 105 85 Hazardous Condition, No Fire 77 76 Grand Total 4,637 4,264 Good Intent and False Alarm calls make up the second largest types of responses. Most calls for service that may be a true threat of fire, gas or other emergency hazard are actually found to be something else after Firefighters investigate the situation. These calls are coded as Good Intent calls. As well, many fire alarm activations are from causes other than fire or emergency hazard. These situations are categorized as False Alarm calls. PAFD FY19 Bi-Annual Performance Report 2 | P a g e Emergency Medical Services and Rescue Emergency Medical Service (EMS) is the primary service that the Palo Alto Fire Department provides to Palo Alto and Stanford. While this shift toward EMS is being seen across the region, the Palo Alto Fire Department is the only Fire Department in the County that provides ambulance and transport services. Of the 2,632 Emergency Medical Service calls the PAFD responded to in the first period of Fiscal Year 2019, the overwhelming majority were for medical, trauma and cardiac calls that did not involve a vehicle accident. Rescue and EMS Performance Measures FY18 JUL-DEC FY19 JUL-DEC Emergency Medical Service Incident 2,643 2,577 Lock-In 13 10 Extrication, Rescue 32 41 Rescue or EMS Standby 3 2 Water and Ice-Related Rescue 1 1 Search for Lost Person 0 1 Total 2,692 2,632 Transports Number of Transports 1,703 1,774 Percent of EMS Calls resulting in transport 63% 67% Response Times Percent of first responder arriving on scene to EMS calls within 8 minutes 95% 93% Percent of paramedic responder arriving on scene to EMS calls within 12 minutes 99% 99% Average response time for first responder arriving on scene to EMS calls 4:48 5:06 This period reflects a slight dip in the number of Rescue and EMS Incident calls. The number of EMS calls that resulted in an ambulance transport to a local hospital or care facility, accounted for sixty seven percent (67%) of all EMS calls. This is the primary source of revenue generated from emergency medical services, and the Department has seen the revenue flatten out over the last period.  Response Time Goal Met: At least 90% of first responder arriving on scene to EMS calls within eight minutes. This period the PAFD first responder arrived on scene to EMS calls within eight minutes ninety-three percent (93%) of the time.  Response Time Goal Met: At least 99% of paramedic responder arriving on scene to EMS calls within 12 minutes. This quarter the PAFD paramedic responder arrived on scene to EMS calls within 12 minutes ninety- nine percent (99%) of the time. PAFD FY19 Bi-Annual Performance Report 3 | P a g e Fire Suppression Very few of the potential fire calls coming into dispatch turn out to be a real fire once PAFD investigates the scene and cause of the concerning elements. This period PAFD responded to 85 calls where fire was present, with 74 in Palo Alto or Stanford. There were seven building fires that the Department responded to in Palo Alto and Stanford, five of which were contained to the area of origin. Here are the descriptions of the significant fires for this period: July 20, 2018 Fire Units responded to the report of a fire in the bathroom of a single family residence. Units arrived to find light smoke in the house. The fire investigator found that the fire was caused by a bathroom fan that burned into the attic, where the fire was extinguished. August 14, 2018 There was a report of smoke and flames seen inside of a single family residence. There was also a report that a child may still be in the house. The fire was in one of the bedrooms and quickly extinguished. The child was found outside of the house. Based on the investigation, the fire was caused by a furnace that was recently serviced, located in the attic. The extent of the damage was limited to the attic and the bedroom. October 21, 2018 Fire units were dispatched to a water flow alarm at a multiple unit student housing occupancy. There were reports of water flowing out of a room, typically indicative of a fire sprinkler activation. The first due engine arrived to find the building being evacuated and smoke rolling down the hallway. The fire crews, with the assistance of the fire sprinkler, were able to fully extinguish the fire and confine the damage to the room of origin. The fire was caused by a pot that was left on the stove. November 11, 2018 Palo Alto Fire Engine 65 was dispatched to join a Santa Clara County strike team to assist with the Camp Fire in Butte County, the deadliest and most destructive fire in California history. For 11 days, fire crews were responsible for constructing fire lines, structure preparation and defense, and overhaul. The crew returned safely without any injuries. November 16, 2018 Fire crews were dispatched to smoke coming from a single family residence. When the crews made entry, the house was full of smoke with zero visibility, and a fire sprinkler was activated. Eventually, the crews made it to the bathroom and quickly extinguished the fire. Based on the investigation, the fire was caused by a faulty exhaust fan in the bathroom. PAFD FY19 Bi-Annual Performance Report 4 | P a g e Fire Suppression Measures FY18 JUL-DEC FY19 JUL-DEC Structure Fire 46 32 Outside rubbish fire 22 19 Mobile property (vehicle) fire 12 12 Natural vegetation on fire 20 10 Fire, Other 0 10 Special outside fire 4 2 Fire in mobile property used as a fixed structure 1 0 Total 105 85 Response Times Percent of first responder arriving on scene to Fire calls within 8 minutes 90% 87% Average response time for first responder arriving on scene to Fire calls 5:27 5:46 Fire Containment Percent of building and structure fires contained to the room or area of origin 83% 71%  Response Time Not Goal Met: At least 90% of first responder arriving on scene to Fire calls within eight minutes. This period the PAFD first responder arrived on scene to Fire calls within eight minutes eighty seven percent (87%) of the time.  Fire Containment Goal Not Met: At least 90% of building and structure fires contained to the room or area of origin. This period there were seven building or structure fires within Palo Alto or Stanford, of which five were contained to the room or area of origin. In both cases the fire had spread beyond the original area despite a response time under eight minutes. PAFD FY19 Bi-Annual Performance Report 5 | P a g e Hazardous Materials The Fire Department responded to a total of 76 calls related to hazardous material incidents. The most common Hazardous Material call is spills and leaks of either natural or liquid petroleum gas (LPG) which totaled 36. This number accounted for forty-seven (47%) percent of all Hazardous Material calls. The second highest Hazardous Material calls were related to electrical wiring or equipment problems. fifteen (15) of these calls account for twenty (20%) percent of all Hazardous Material calls. Hazardous Materials Response Measures FY18 JUL-DEC FY19 JUL-DEC Combustible/Flammable spills and leaks 42 36 Electrical wiring/Equipment problem 26 15 Hazardous Condition, Other 0 10 Biological hazard 4 8 Chemical release, reaction, or toxic condition 1 4 Accident, potential accident 3 3 Attempted burning, illegal action 1 0 Total 77 76 Response Times Average response time for first responder arriving on scene to Rescue & Hazardous Materials calls 5:50 6:42 PAFD FY19 Bi-Annual Performance Report 6 | P a g e Mutual and Automatic Aid The Fire Department previously held automatic aid agreements with five regional Fire Departments, including Mountain View, Menlo Park, and Santa Clara County Fire. At the request of the City of Mountain View, the automatic aid agreement was modified at the beginning of January 2018 resulting in a significant decrease in the number of calls compared to the prior fiscal year. The Palo Alto Fire Department continues to advocate for the closest unit response and collects objective data to support improved services to all of our communities under the previous automatic aid agreement. Santa Clara County received the highest amount of aid from the department this period accounting for fifty-six (56%) of all mutual and auto aid provided. The Department received the most aid from Mountain View with a total of 28 incidents. Mutual Aid Performances FY18 JUL-DEC FY19 JUL-DEC Mutual and Auto Aid Provided Agency Santa Clara County Fire 37 34 Mountain View Fire 221 21 Menlo Park Fire 7 5 San Mateo City 1 0 San Mateo County 2 1 Out of Area 3 0 All Mutual and Auto Aid Provided 271 61 Mutual and Auto Aid Received Agency Mountain View Fire 147 28 Menlo Park Fire 27 16 Santa Clara County Fire 13 4 Woodside Fire 15 0 Moffett Fire 2 0 Sunnyvale 2 0 Cal-Fire 2 0 All Mutual and Auto Aid Received 208 48 PAFD FY19 Bi-Annual Performance Report 7 | P a g e Fire Prevention The Fire Prevention Bureau ensures compliance with the Fire Code for the safety of occupants and protection of property. Fire Inspectors perform fire sprinkler and fire alarm plan checks, permitting, and field inspections with the goal of ensuring all construction complies with local and national codes. This period saw a decrease in the number of electric vehicle permits issued compared the same period in the prior year. The number of Fire Inspections and Hazardous Material inspections increased, and the number of plans to review remained steady. Prevention Bureau Performance Measures FY18 JUL-DEC FY19 JUL-DEC Permits Fire Permits Issued 230 225 Sprinkler Permits Issued 114 136 Solar Permits Issued 26 46 Electric Vehicle Permits Issued 7 0 Inspections Fire Inspections 4,617 5,046 Hazardous Material Inspections Completed 219 241 Number of Hazardous Material Inspections for the year 563 565 Percent of Hazardous Material Facilities Inspections Complete 39% 43% State Mandated Inspections Completed 137 228 Number of State Mandated Inspections for the year 397 574 Percent of State Mandated Facilities Inspections Complete 35% 40% Fire and Life Safety Plan Review Plans Reviewed 853 860 Percent of Reviews Completed On-Time 94% 95% PAFD FY19 Bi-Annual Performance Report 8 | P a g e Workforce Planning The Department operates daily emergency response operations with a total of 86.00 FTE line personnel. This includes three battalions of crews that staff six stations in the City and Stanford 24 hours each day. Over the last period, the department has operated with 7.0 positions vacant and 10.0 employees off-line creating a total of 17.00 FTE positions that require backfill. The vacant positions are primarily within the Firefighter and Apparatus Operator Classifications, since a promotional process for Fire Captain was conducted last fiscal year there are no permanent vacant Fire Captain positions. The proportion of shift staff eligible to retire within the next five years continues to remain steady, currently making up more than half of all shift staff. The Department hired 9.0 FTE Entry Level Firefighters in November in order to fill these vacancies after receiving approval to over-hire in anticipation of future retirements. These new hires are currently in a Fire Academy and are anticipated to graduate in March. The Department will be focusing on succession planning efforts to fill the current Battalion Chief vacancy. The Department will hold a promotional exam, and those that pass will be given the opportunity to serve as Acting Battalion Chiefs. Vacancies and Off-Line Employees FY19 JUL-DEC Classification Budgeted FTE Vacancies Off-Line Employees (Workers Comp/Light Duty) Personnel On Line Percent of Personnel On Line Battalion Chief 4 1 0 3 75% Fire Captain 22 0 2 20 90% Fire Apparatus Operator & Fire Fighters 60 6 8 46 76% TOTAL 86 7 10 69 80% Succession Planning FY18 JUL-DEC FY19 JUL-DEC Personnel Number of Shift Staff Currently Eligible to Retire 24 25 Number of Shift Staff Eligible to Retire in Five Years 19 18 Percent of all Shift Staff Eligible to Retire within Five Years 51% 51% Number of Acting Battalion Chief Hours 0 48 Number of Acting Captain Hours 3,045 1,681 Number of Acting Apparatus Operator Hours 7,053 8,107 Training Hours of Training Completed 14,748 17,464 Average Hours Per Line Personnel 202 253 PAFD VITAL SIGNS REPORT SURVEYS RECEIVED 7-1-2018 THROUGH 12-31-2018 FILTERS: SURVEY: 1 P.O. Box 100, Andover MA 01810 (844) 340-6060 Feedback-Innovations.com 1.0 EXECUTIVE SUMMARY PAFD received a total of 159 responses for this period. The highest rated section was Dispatch, with a total score of 96.75. The lowest rated section was Billing, with a total score of 89.47. •The Dispatch section had a 2.6% increase in Professionalism of person on the phone Profesionalidad de la persona al teléfono. •The Billing section had a 0.6% decrease in Ability of billing personnel to meet your needs Capacidad del personal de facturación para satisfacer sus necesidades. This question and section may represent specific areas for improvement. •Percentile ranking this period is lower 44.9%. Cumulative Score: 94.97 The benchmark is the mean average of all responses for all services in the Feedback Innovations database. VITAL SIGNS PATIENT SATISFACTION REPORT 1 VITAL SIGNS PATIENT SATISFACTION REPORT 2 2.0 IMPROVEMENT PRIORITY RANKING Rank Question 1 Professionalism of person on the phone Profesionalidad de la persona al teléfono 2 Ability of person on phone to meet your needs Capacidad de la persona al teléfono para satisfacer sus necesidades 3 Speed in which person on the phone dispatched help Velocidad en que la persona al teléfono envió la ayuda 4 Information given prior to ambulance arrival Información ofrecida antes de la llegada de la ambulancia 5 Helpfulness of billing personnel Amabilidad del personal de facturación 6 Ability of billing personnel to meet your needs Capacidad del personal de facturación para satisfacer sus necesidades 7 Responsiveness of billing personnel to billing issues Capacidad de respuesta a los problemas de facturación 8 Cleanliness of ambulance Limpieza de la ambulancia 9 Wait time to get an ambulance Tiempo de espera para conseguir una ambulancia 10 Degree to which service was worth the fees Grado en que el servicio es digno de los honorarios 11 Likelihood of recommending ambulance service Probabilidad de recomendar el servicio 12 Ambulance staff's concern for your privacy La preocupación del personal del ambulancia en cuanto a su privacidad 13 Degree ambulance staff took your condition seriously Grado en que el personal del ambulancia se tomó en serio su condición 14 Ambulance staff's efforts to inform you about treatment Los esfuerzos del personal del ambulancia para informarle sobre el procedimiento 15 Degree to which the ambulance staff worked together to care for you Grado en que el personal del ambulancia trabajó en equipo para cuidar de usted 16 Comfort of ambulance ride Confort durante el viaje en ambulancia 17 Your confidence in skill of ambulance staff Su confianza en la experiencia del personal del ambulancia 18 Ambulance staff cared for you as a person Cuidados recibidos por personal del ambulancia 19 How well your pain was controlled ¿En qué grado se ha controlado su dolor? 20 Your comfort when moved by ambulance staff Su comodidad cuando fue trasladado por el personal del ambulancia The Improvement Priority Ranking uses a combination of score and correlation to overall satisfaction to determine the most important areas for improvement. The closer to 1 the more important it is to your patients that this aspect of your service be improved upon. VITAL SIGNS PATIENT SATISFACTION REPORT 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . TABLE OF CONTENTS 1.0 EXECUTIVE SUMMARY 2.0 IMPROVEMENT PRIORITY RANKING TABLE OF CONTENTS 4.0 SECTIONS 4.1 Dispatch 4.2 Communication 4.3 Medical Care 4.4 Billing 4.5 Service Quality 4.6 Overall 1 3 4 5 5 6 7 8 9 10 3.0 DEMOGRAPHIC INFORMATION VITAL SIGNS PATIENT SATISFACTION REPORT 4 4.0 SECTIONS 4.1 Dispatch Percentile ranking this period is upper 46.81%. The Dispatch section showed a 1.35% increase overall from Previous Period to Current Period, with a total score of 96.75. Drilling down by question for the Dispatch section: •There was a 2.6% increase for Professionalism of person on the phone Profesionalidad de la persona al teléfono, with a score of 97.2. •There was a 1.4% increase for Ability of person on phone to meet your needs Capacidad de la persona al teléfono para satisfacer sus necesidades, with a score of 96.6. •There was a 0.6% increase for Speed in which person on the phone dispatched help Velocidad en que la persona al teléfono envió la ayuda, with a score of 97.6. •There was a 0.8% increase for Information given prior to ambulance arrival Información ofrecida antes de la llegada de la ambulancia, with a score of 95.6. VITAL SIGNS PATIENT SATISFACTION REPORT 5 4.2 Communication Percentile ranking this period is lower 36.73%. The Communication section showed a 0.05% increase overall from Previous Period to Current Period, with a total score of 96.55. Drilling down by question for the Communication section: •There was a 0.8% increase for Ambulance staff's concern for your privacy La preocupación del personal del ambulancia en cuanto a su privacidad, with a score of 96.4. •There was a 0.0% increase for Degree ambulance staff took your condition seriously Grado en que el personal del ambulancia se tomó en serio su condición , with a score of 97.6. •There was a 0.4% decrease for Ambulance staff's efforts to inform you about treatment Los esfuerzos del personal del ambulancia para informarle sobre el procedimiento, with a score of 95.0. •There was a 0.2% decrease for Degree to which the ambulance staff worked together to care for you Grado en que el personal del ambulancia trabajó en equipo para cuidar de usted, with a score of 97.2. VITAL SIGNS PATIENT SATISFACTION REPORT 6 4.3 Medical Care Percentile ranking this period is upper 39.8%. The Medical Care section showed a 0.4% increase overall from Previous Period to Current Period, with a total score of 95.88. Drilling down by question for the Medical Care section: •There was a 1.2% decrease for Your confidence in skill of ambulance staff Su confianza en la experiencia del personal del ambulancia, with a score of 95.8. •There was a 0.0% increase for Ambulance staff cared for you as a person Cuidados recibidos por personal del ambulancia, with a score of 96.8. •There was a 0.2% increase for How well your pain was controlled ¿En qué grado se ha controlado su dolor?, with a score of 94.6. •There was a 1.2% increase for Your comfort when moved by ambulance staff Su comodidad cuando fue trasladado por el personal del ambulancia, with a score of 96.8. •There was a 1.8% increase for Comfort of ambulance ride Confort durante el viaje en ambulancia, with a score of 95.4. VITAL SIGNS PATIENT SATISFACTION REPORT 7 4.4 Billing Percentile ranking this period is lower 40.43%. The Billing section showed a 0.53% increase overall from Previous Period to Current Period, with a total score of 89.47. Drilling down by question for the Billing section: •There was a 1.6% increase for Helpfulness of billing personnel Amabilidad del personal de facturación, with a score of 89.8. •There was a 0.6% decrease for Ability of billing personnel to meet your needs Capacidad del personal de facturación para satisfacer sus necesidades, with a score of 89.2. •There was a 0.6% increase for Responsiveness of billing personnel to billing issues Capacidad de respuesta a los problemas de facturación, with a score of 89.4. VITAL SIGNS PATIENT SATISFACTION REPORT 8 4.5 Service Quality Percentile ranking this period is lower 37.5%. The Service Quality section showed a 0.7% increase overall from Previous Period to Current Period, with a total score of 94.75 . Drilling down by question for the Service Quality section: •There was a 1.2% increase for Cleanliness of ambulance Limpieza de la ambulancia, with a score of 97.2. •There was a 2.2% increase for Wait time to get an ambulance Tiempo de espera para conseguir una ambulancia, with a score of 97.8. •There was a 0.6% decrease for Degree to which service was worth the fees Grado en que el servicio es digno de los honorarios, with a score of 90.2. •There was a 0.0% increase for Likelihood of recommending ambulance service Probabilidad de recomendar el servicio , with a score of 93.8. VITAL SIGNS PATIENT SATISFACTION REPORT 9 4.6 Overall Percentile ranking this period is lower 42.71%. The Overall section showed a 1.6% increase overall from Previous Period to Current Period, with a total score of 96.4. Drilling down by question for the Overall section: •There was a 1.6% increase for Overall rating of experience Valoración general de la experiencia, with a score of 96.4. VITAL SIGNS PATIENT SATISFACTION REPORT 10 From: Brown, Robert [mailto:RFBrown@sandiego.gov] Sent: Monday, October 01, 2018 4:55 PM To: Fire Subject: Outstanding Customer Service from the Fire Prevention Bureau Dear Chief Nickel, I am writing in regards to the outstanding customer service I received from Brent White in the Fire Prevention Bureau. Recently, I brought my daughter up to Palo Alto to move into an off campus house as she began graduate school at Stanford. I arrived to find an almost 70 year old house without smoke or CO detectors. Concerned that some of the obvious structural and utility modifications may not be up to code, I contacted the Palo Alto Fire Department on a Monday morning. Within 40 minutes, I received a return phone call from Brent where I explained the situation and my concerns. He listened patiently, took my contact information, and gave me his for further correspondence. Shortly after speaking with him, Brent had reached out to Palo Alto Building Department and spoken with code inspectors. Within 72 hours, an interdepartmental team of inspectors from FPB and the Building Department visited the site where a number of possible code violations were discovered. It was obvious in our interactions that Brent upholds the values of your department. He displayed concern not only for my descriptions of what I believed to be potentially life threatening code violations, but also concern for the due process of investigating potential code violations. He communicated with me clearly and professionally verbally and in writing and I felt very comfortable that he would treat my daughter with respect and understanding. She is new to the world of dealing with landlords, code violations, etc. and having Brent as a point of contact was a great help and learning experience. Additionally, Brent obviously has good relationships with the building codes inspectors to be able to conduct site inspections with their expertise and support. I have found that good interdepartmental relations is a sign of both a high functioning organization but a characteristic of someone who shows leadership and initiative. Brent White is a credit to your organization and I appreciate the service provided by the City of Palo Alto. Feel free to contact me with any questions. Regards, Rob Brown Lifeguard Sergeant City of San Diego Fire-Rescue T (619) 221-8805 C (619) 727-9529