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2020-06-08 City Council Agenda Packet
City 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, June 8, 2020 Special Meeting 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. ****BY VIRTUAL TELECONFERENCE ONLY*** https://zoom.us/join Meeting ID: 362 027 238 Phone:1(669)900-6833 Pursuant to the provisions of California Governor’s Executive Order N-29-20, issued on March 17, 2020, to prevent the spread of Covid-19, this meeting will be held by virtual teleconference only, with no physical location. The meeting will be broadcast on Cable TV Channel 26, live on YouTube at https://www.youtube.com/c/cityofpaloalto, and Midpen Media Center at https://midpenmedia.org. Members of the public who wish to participate by computer or phone can find the instructions at the end of this agenda. To ensure participation in a particular item, we suggest calling in or connecting online 15 minutes before the item you wish to speak on. 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. 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 A. CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (Ed Shikada, Rumi Portillo, Molly Stump, Monique LeConge Ziesenhenne, Nick Raisch, Kiely Nose, Gina Roccanova) Employee Organizations: Utilities Management and Professional Association of Palo Alto (UMPAPA); Service Employees International Union, (SEIU) Local 521; Service Employees International Union, (SEIU) Local 521, Hourly Unit; Palo Alto Police Officers Association REVISED 2 June 8, 2020 (PAPOA); Palo Alto Fire Chiefs’ Association (FCA) and Employee Organization: International Association of Fire Fighters (IAFF), Local 1319; Palo Alto Police Manager’s Association (PAPMA) Authority: Government Code Section 54957.6(a) Rail Communications Update 6:00-7:00 PM 1.Connecting Palo Alto Rail Grade Separation: Receive an Update From the Expanded Community Advisory Panel (XCAP) Agenda Changes, Additions and Deletions Oral Communications 7:00-7:15 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. Consent Calendar 7:15-7:20 PM Items will be voted on in one motion unless removed from the calendar by three Council Members. 2.Approval of Contract Number C20177976 With Granite Construction Company in the Amount of $2,006,813 for the Palo Alto Various Streets Resurfacing Project (STPL-5100(028)), Capital Improvements Program Street Maintenance Project (PE-86070) 3.Adoption of an Ordinance Dissolving the Library Advisory Commission by Amending Municipal Code Sections in Chapters 2.08 (Officers and Departments), 2.16 (Boards and Commissions Generally), and 2.24 (Library Advisory Commission) 4.Adoption of Amendments to the City of Palo Alto Tobacco Retailer Permit Ordinance (Palo Alto Municipal Code Chapter 4.64) to Further Restrict Electronic Cigarette Products and Flavored Tobacco Products City Manager Comments 7:20-7:30 PM Action Items Include: Reports of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Reports of Officials, Unfinished Business and Council Matters. 8:00-8:45 PM 5.Adoption of a Resolution Declaring an Intention to Temporarily Suspend the Levy of Assessment Against Businesses Within the Downtown Business Improvement District (BID) for Fiscal Year (FY) 2021 and Setting a Time and Place for a Public Hearing to be Held 4A. Adoption of a Resolution Expressing Council Support of the Black Lives Matter Movement and Commitment to Review Police and Public Safety Practices 7:30-8:00 PM Public Comment Public Comment Public Comment 3 June 8, 2020 by the City Council on the Proposed Temporary Suspension; or Other Direction to Staff Related to the District 6.Direct Staff to Continue With the 2020 Sustainability and Climate Action Plan (S/CAP) Update and Evaluate the 2020 S/CAP Proposed Goals and Key Actions THIS ITEM HAS MOVED TO JUNE 16, 2020 7.Discussion and Direction to Staff Regarding the Establishment of a Pension Funding Policy; and Approval of Amendment Number 1 to Contract Number C15159278 to Increase Compensation by $97,675 for Additional Actuarial Consultant Services for a new Total Not-to- Exceed Amount of $230,000 THIS ITEM HAS MOVED TO JUNE 16, 2020 Study Session 8:45-10:00 PM 8.Direction on Actions to Facilitate Outdoor Dining and Retail on Streets, Sidewalks and Parking Areas in Response to COVID-19 Emergency 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. Public Comment Presentation 4 June 8, 2020 Additional Information Standing Committee Meetings Policy and Services Committee Meeting June 9, 2020 Schedule of Meetings Schedule of Meetings Tentative Agenda Tentative Agenda Public Letters to Council Set 1 Set 2 Set 3 Set 4 Set 5 Set 6 Set 7 Set 8 Set 9 Set 10 5 June 8, 2020 Public Comment Instructions Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to city.council@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom-based meeting. Please read the following instructions carefully. A. You may download the Zoom client or connect to the meeting in- browser. If using your browser, make sure you are using a current, up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers including Internet Explorer. B. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. C. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. D. When called, please limit your remarks to the time limit allotted. E. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B-E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. https://zoom.us/join Meeting ID: 362 027 238 Phone:1(669)900-6833 City of Palo Alto (ID # 11377) City Council Staff Report Report Type: Study Session Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Connecting Palo Alto Rail Update Title: Connecting Palo Alto Rail Grade Separation: Receive an Update From the Expanded Community Advisory Panel (XCAP) From: City Manager Lead Department: Transportation Department Staff is providing this cover memo as additional information for the City Council as part of the Rail Update for June 8, 2020. The report from the Expanded Community Advisory Panel (XCAP) Chairperson is included as Attachment A. Attachments: • Attachment A: XCAP Update to City Council #5 amended 6-4-20 To: City Council From: Nadia Naik, Chair of Expanded Community Advisory Panel (XCAP) Date: June 4, 2020 Re: Update #5 to City Council The last in-person update to City Council was on 1/21/20 and the update on 3/16/2020 was turned into a written informational report due to COVID19. Before COVID19: Prior to COVID19, XCAP had an aggressive schedule, meeting weekly for three hours at a time. XCAP had begun the process of deliberating on existing alternatives while awaiting the updated analysis for the three new alternatives (Churchill partial underpass, Meadow underpass and Charleston underpass). A significant development that was omitted in the last update is that on an interim basis, XCAP voted unanimously to eliminate from further consideration the two South Palo Alto tunnel options (with and without freight) from our internal deliberations. Between roughly 2/12/20 – 3/18/20, the XCAP received 40+ emails related to the alternatives, with many indicating they would be interested in attending XCAP’s meetings. AFTER COVID19: Unfortunately, due to COVID, seven meetings between March 4th and April 15th were cancelled due to shelter-in-place orders from Santa Clara County. During the Shelter-In-Place order, however, the XCAP Technical Working Group (a subset of 4 XCAP members) met on 3/19/20 by virtual meeting to review work completed to date by AECOM on the Churchill partial underpass proposal. The first Virtual XCAP meeting was held via Zoom on 4/22/20. Subsequent Zoom meetings have been May 6th, May 22nd and June 3rd. The following tasks have been completed to date: ● Reviewed XCAP schedule (ongoing) – deciding on meetings every 2 weeks and shortening meetings to 2 hours instead of 3 to accommodate the difficulties of working from home for XCAP members. ● XCAP agreed to a new deadline for Final Report: August 31, 2020. ● Partial underpass at Churchill: AECOM presented draft drawings and animation of Churchill partial underpass ● Partial underpass at Meadow/Charleston: Received a presentation by AECOM of first draft of layout and typical sections for Meadow/Charleston Underpasses and 3D renderings. ● XCAP revised the outline for the Final Report to include “XCAP Observations” specific to each alternative regardless of final recommendation ● Received staff responses regarding measurable Criteria ● Received staff responses to outstanding XCAP Questions List ● Received two internal Staff emails with Caltrain (re:4-tracks and shoofly construction) • Received updated responses to XCAP questions • Received DRAFT Noise and Vibration Memo from AECOM XCAP Team Update: XCAP member Megan Kanne will be relocating to the East Coast and unable to continue participating after 5/31/20. Pat Lau, who works at Webster House (senior living facility), announced she will also need to step down from XCAP due to her work schedule as a result of COVID19. She has agreed to participate as much as possible through June 30,2020, to the extent her schedule allows, in order to help as much as possible with the written report. Proposed Schedule Changes and Community Engagement: The XCAP discussed having meetings every 2 weeks and trying to shorten meetings to two hours instead of the usual three. To maximize efficiency, Staff has agreed to work to post items as quickly as possible to allow XCAP members maximum time to be able to read materials ahead of meetings. There is concern that while Zoom meetings are useful during this crisis, they cannot replace the importance of in-person meetings, particularly when the goal is collaborative consensus building towards a final recommendation. However, the XCAP agreed to remain thoughtful and flexible and continue to try to use new mediums to achieve the goal. XCAP members expressed concern about the ability to continue to both publicize and receive iterative feedback on the new alternatives given the pandemic. AECOM and Staff presented XCAP with some new virtual Town Hall tools that might be useful for achieving this goal. The potential of having an “extended online” Town Hall which can remain on the internet for several weeks rather than a one time in-person event offers an interesting opportunity, but it remains to be seen how much community engagement their might be on this issue given COVID19 and the difficulty of garnering attention for this topic given the current news cycle. It should be noted that on average, in-person XCAP meetings usually have around 25 attendees, but the first virtual XCAP meeting had over 35 attendees, with several people in public comment acknowledging that this format allows them the flexibility to participate in a way they previously couldn’t. Since the first Zoom meeting, the number of attendees has remained above 40+ attendees with a maximum of 55 at one point during our last meeting. Workflow items: Outstanding XCAP questions – Staff has provided responses to a list of questions that was finalized by XCAP on 1/29/2020. (Completed) Measurable Criteria: XCAP had asked Staff to provide any metrics or measurements from existing plans, such as the City’s 2030 Comprehensive Plan, which could provide the basis for quantitative measurements directly related to the Council adopted criteria (eg.: noise decibels). Limited information was available in response to the request. Some of the data collected was for specific projects at a certain point in time. Other information was not applicable to the task of rail grade separation. The limited information available will be included in the appendices of XCAP’s Final Report. (Completed) Noise and Vibration Information: XCAP reviewed a draft of the Noise and Vibration Memo from AECOM at their 06/03/20 Meeting. XCAP asked the consultants to amend their report with additional information that based on discussions are within the existing scope of work for the AECOM contract. The amendments include: analyzing the correct Caltrain equipment (fully electrified train, not just an electric locomotive), verify with Caltrain the average operating speed at grade separations, describe the relative benefit of a 6ft sound wall for any at-grade alternatives and include an explanation of what happens to data with 16 tph per direction instead of the 10 used in the report (no need to re-run the numbers). (Completed) New Alternatives additional information: The XCAP continues to receive information from AECOM for the new alternatives with the ultimate goal to have the same level of analysis for all alternatives so that XCAP can make their ultimate recommendation. Key updates from AECOM related specifically to bike/pedestrian movements are expected for the June 17th 2020 XCAP meeting. Business Community Outreach: Before COVID19, the XCAP member representing the Chamber of Commerce resigned. The Chair and Vice Chair were informed that Staff are working on other outreach to the business community. To date, XCAP has not received any feedback from the business community on either existing or new alternatives. PAUSD Outreach: The Staff is the point of contact for PAUSD since the departure of their representative from XCAP. On 2/26/20 XCAP received from PAUSD a letter from the Superintendent regarding impacts from existing alternatives (Churchill viaduct and closure). The district communicated concerns indicating that a closure of Churchill “may negatively impact student safety related to bicycle commuters.” It is important to note that the Churchill Closure alternative developed by AECOM has two different bike/ped underpass alternatives that would allow for continued bike/ped crossing in the Churchill area. XCAP assumes that Staff will continue to communicate with PAUSD to ensure it fully understands both the existing and new alternatives and encourage them to provide additional feedback before XCAP finalizes deliberations. Bike/Pedestrian Outreach: XCAP chair was contacted by Palo Alto Bicycle Coalition (PABAC), at the recommendation of one of its members, to present at their June 2, 2020 meeting and provide a brief overview of the alternatives that would have significant changes to bike/pedestrian paths. Before June 2, 2020, PABAC had not discussed any of the grade separation alternatives with City Staff in any of their regular advisory meetings. They’ve been encouraged to send all of their feedback to City Staff so it can be incorporated into the design work, as well as sending it to XCAP to ensure they are aware of the suggestions. XCAP Chair reiterated to PABAC that their feedback was critical, as several members of XCAP have repeatedly expressed concerns that the bike/pedestrian paths were not being considered with the same level of detail and concern as the automobile movements. PABAC, a highly technically experienced advisory group, said the drawings were “very unclear” and that bike/ped design considerations seemed to have been “shoe horned” into the work rather than being a focus from the beginning. Given the timing of the substantive feedback received from PABAC, and that information from the Business community and PAUSD is still outstanding, that the August 31st deadline may be pushed back further. XCAP Chair will work with staff to mitigate any impacts to the timeline as much as possible. Website: The Staff have been able to update the website with the following information: Meeting Summaries – Meeting summaries are now available for each XCAP meeting that include any official actions taken by XCAP. Transcription of key meetings – Verbatim minutes of two key meetings (presentation by Sebastian Petty of Caltrain and Norm Matteoni (attorney) from Matteoni, O'Laughlin & Hechtman) have been produced for the website and for inclusion in the appendix of the XCAP Final Report Compilations of Public Comment – An email address was developed for XCAP such that members of the public could email a single address with comments. Previously, emails received at this address were being made public in City Council packets. Now, public comments are collated and included in XCAP’s packet (similar to how City Council receives emails) such that XCAP members have a succinct record of emails received and that the public both easily see the emails they’ve sent to XCAP and read emails received by XCAP from other members of the public. Future Schedule and Work Plan: XCAP approved that the Chair would assign sections of XCAP’s Final Report to various group members to begin production of a final deliverable for the City Council. An outline of the report and the assigned sections can be viewed here: https://connectingpaloalto.com/wp- content/uploads/2020/02/Shared-at-Meeting-Item-4-Memo-re-XCAP-deliberation-Feb- 202020.pdf The effects of COVID19 have impacted the group’s ability to work on these sections. Some sections have made progress, others have not. The Chair will continue to engage with XCAP members regarding their ability to work on these sections given their personal situations. It is important to note that 9 of the 12 current XCAP members were originally Community Advisory Panel members, and thus have been volunteering on this issue for almost 2 years. This level of commitment reflects the incentive to see this final report to fruition, but we want to recognize the unprecedented burden that many are faced with throughout this crisis. Caltrain Update: Staff has shared with XCAP a series of emails related to the grade separation alternatives under consideration that have led to significant questions relating to 4 tracks, encroachment and alternative construction methodologies that could avoid the need for shoo-fly tracks. Several XCAP members have asked to invite Caltrain back before deliberations begin to get a better understanding of the issues raised. XCAP Chair will work with Staff to ensure this happens soon. Summary XCAP will continue to work towards the goal of deliberating over the Spring and into Summer while we continue to evaluate the schedule based on the ability of XCAP members and the community to participate in a meaningful way during this difficult time. Our estimated completion date is August 31 2020, but, as noted above, the timeline could be impacted as substantive feedback from key stakeholders is still outstanding. City of Palo Alto (ID # 11158) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Contract for Palo Alto Various Streets Resurfacing Project Title: Approval of Contract C20177976 with Granite Construction Company in the Amount of $2,006,813 for the Palo Alto Various Streets Resurfacing Project STPL-5100(028), Capital Improvements Program Street Maintenance Project PE-86070 From: City Manager Lead Department: Public Works Recommendation Staff recommends that Council: 1.Approve and authorize the City Manager or his designee to execute the attached construction contract with Granite Construction Company (Attachment A) in an amount not to exceed $2,006,813 for the Palo Alto Various Streets Resurfacing Project STPL 5100(028) Street Maintenance Capital Improvement Program Project (PE-86070);and 2.Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Granite Construction Company for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $200,681. Background Public Works Engineering Services Division manages construction contracts for concrete repair, preventive maintenance, resurfacing and reconstruction of various City streets annually. In more recent years, additional Capital Improvement Program (CIP) projects are being built through the annual resurfacing contracts due to the complexity of construction and benefit of being included in a larger project. All City of Palo Alto streets are surveyed biennially by Public Works Engineering staff and rated by a computerized pavement maintenance management system and by the Metropolitan Transportation Commission’s pavement analysis program. All streets have been coordinated with the City’s Utilities Department and Office of Transportation to minimize the cutting of newly resurfaced streets. Extensive public outreach will be conducted before and during the construction phase to keep the community informed CITY OF PALO ALTO City of Palo Alto Page 2 throughout the process, including flyers sent to adjacent residences and businesses and notices posted online on Nextdoor and the City’s website. Discussion Project Description Staff recommends approval of this street resurfacing contract and implementation this fiscal year as part of an enhanced program to maintain and improve the condition of Palo Alto’s streets. The $2,006,813 expenditure for this contract includes repaving 1.8 lane miles of arterial and residential streets with pavement condition index (PCI) scores averaging 45.This will help maintain and improve the City’s PCI beyond its average of 84, and address many streets whose PCI falls below the City’s minimum goal of 60. The scope of work includes the replacement of approximately 1,000 lineal feet (0.20 miles) of curbs and gutters, nearly 1,500 square feet of driveways, and 2,265 square feet of sidewalks. Additionally, three new curb ramps will be installed,and 42 existing curb ramps will be retrofitted with truncated domes to conform to the Americans with Disabilities Act (ADA). The streets being resurfaced in this contract are shown in Attachment B. Bid Process On February 24, 2020, the City issued an invitation for bids (IFB) for the Palo Alto Various Streets Resurfacing Project,posted at City Hall and sent to 749 builder’s exchange and contractors through the City’s eProcurement system. The bidding period was 21 calendar days. Bids were received from six contractors on March 16, 2020 as listed on the attached Bid Summary (Attachment C). Summary of Bid Process Bid Name/Number Palo Alto Various Streets Resurfacing Project IFB #177976 Proposed Length of Project 120 calendar days Number of Bid Packages Downloaded by Builder’s Exchanges 7 Number of Bid Packages Downloaded by Contractors 20 Total Days to Respond to Bid 21 Pre-Bid Meeting?No Number of Bids Received:6 Bid Price Range $1,781,081 -$2,555,555 City of Palo Alto Page 3 Staff has reviewed the bid submitted and recommends the bid of $2,006,813 submitted by Granite Construction Company be accepted, and Granite Construction Company be declared the lowest responsible bidder. The low bid is 17 percent lower than the engineer’s estimate of $2,426,840. Two lower bids were received during the bid process, one by Interstate Paving and Grading and one by O’Grady Paving Inc. Interstate Paving and Grading made a calculation error on their bid sheet resulting in a bid of $1,781,081. They declined to honor their lower bid and withdrew. O’Grady Paving Inc. also made a calculation error, resulting in a bid of $1,869,013. O’Grady was disqualified when they failed to submit required federal documents within the five-day time frame outlined in the IFB. This left Granite Construction Company as the lowest eligible bidder. A bid protest was submitted by O’Grady Paving Inc. claiming that their bid should be considered responsive and that they should have been given additional time to provide the required federal documents given the timing of the Santa Clara County Public Health shelter-in-place order. The Chief Procurement Officer reviewed the claim and deemed there was no merit to the claim. Staff reviewed other similar projects performed by the lowest responsible bidder, Granite Construction Company, and did not find any significant complaints with their previous work. Staff also checked with the Contractor's State License Board and confirmed the contractor has an active license on file. This contract is on the City’s construction contract template, which permits the City to terminate without cause/for convenience by providing written notice to the contractor. In the event the City finds itself facing a challenging budget situation, and it is determined that City resources need to be refocused elsewhere, the City can terminate for convenience. Other options include termination due to non-appropriation of funds or amending the contract to reduce the cost, for example, by reducing the scope of work. Resource Impact Funding for the Palo Alto Various Streets Resurfacing Project STPL 5100(028) is available in the Street Maintenance Project (PE-86070). This project is funded in part by the One Bay Area Grant (OBAG) Program in the amount of $1,009,000, which was programed in the FY 2019 Capital Budget and reappropriated to be used in FY 2020 as part of the FY 2020 Capital Budget. This funding is part of the OBAG guaranteed funding program which must be used for street resurfacing on collector or artierial streets. PE-86070 has sufficient funding budgeted in FY 2020 to fund the $1,198,494 needed for this contract after using the OBAG. Policy Implications This project is in conformance with the City of Palo Alto’s Comprehensive Plan and does not represent any changes to existing City policies. City of Palo Alto Page 4 Stakeholder Engagement Staff has been in contact with Stanford University and Stanford Hospital regarding the schedule of work on Sand Hill Road. Staff will conduct extensive coordination with these parties, Stanford Shopping Center, and the residents along Sand Hill Road when a schedule is available from the contractor. Staff is planning to advertise the schedule of work on Sand Hill Road online on Nextdoor and the City’s website. Project signs will be placed on each end of the project limits on Sand Hill Road. Changeable Message Signs will be placed seven days prior to any construction activities on Sand Hill Road to alert commuters of the work schedule. Environmental Review Street resurfacing projects are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301c of the CEQA Guidelines as repair, maintenance and/or minor alteration of the existing facilities and no further environmental review is necessary. Attachments: •A - Contract with Granite Construction Company •B - Palo Alto Various Streets Project Map •C - Bid Summary Invitation for Bid (IFB) Package 1 Rev. March 17, 2017 CONSTRUCTION CONTRACT CONSTRUCTION CONTRACT Contract No. C20177976 City of Palo Alto PALO ALTO VARIOUS STREES RESURFACING PROJECT Attachment A Invitation for Bid (IFB) Package 2 Rev. March 17, 2017 CONSTRUCTION CONTRACT CONSTRUCTION CONTRACT TABLE OF CONTENTS SECTION 1 INCORPORATION OF RECITALS AND DEFINITIONS…………………………………….…………..6 1.1 Recitals…………………………………………………………………………………………………………………….6 1.2 Definitions……………………………………………………………………………………………………………….6 SECTION 2 THE PROJECT………………………………………………………………………………………………………...6 SECTION 3 THE CONTRACT DOCUMENTS………………………………………………………………………………..7 3.1 List of Documents…………………………………………………………………………………………….........7 3.2 Order of Precedence……………………………………………………………………………………………......7 SECTION 4 CONTRACTOR’S DUTY…………………………………………………………………………………………..7 4.1 Contractor's Duties…………………………………………………………………………………………………..8 SECTION 5 PROJECT TEAM……………………………………………………………………………………………………..8 5.1 Contractor's Co-operation………………………………………………………………………………………..8 SECTION 6 TIME OF COMPLETION…………………………………………………………………………………….......8 6.1 Time Is of Essence…………………………………………………………………………………………………….8 6.2 Commencement of Work…………………………………………………………………………………………8 6.3 Contract Time…………………………………………………………………………………………………………..8 6.4 Liquidated Damages…………………………………………………………………………………………………8 6.4.1 Other Remedies……………………………………………………………………………………………………..9 6.5 Adjustments to Contract Time………………………………………………………………………………….9 SECTION 7 COMPENSATION TO CONTRACTOR……………………………………………………………………….9 7.1 Contract Sum……………………………………………………………………………………………………………9 7.2 Full Compensation……………………………………………………………………………………………………9 SECTION 8 STANDARD OF CARE……………………………………………………………………………………………..9 8.1 Standard of Care…………………………………………………………………………………..…………………9 SECTION 9 INDEMNIFICATION…………………………………………………………………………………………..…10 9.1 Hold Harmless……………………………………………………………………………………………………….10 9.2 Survival…………………………………………………………………………………………………………………10 SECTION 10 NON-DISCRIMINATION……..………………………………………………………………………………10 10.1 Municipal Code Requirement…………….………………………………..……………………………….10 SECTION 11 INSURANCE AND BONDS.…………………………………………………………………………………10 Invitation for Bid (IFB) Package 3 Rev. March 17, 2017 CONSTRUCTION CONTRACT 11.1 Evidence of Coverage…………………………………………………………………………………………..10 SECTION 12 PROHIBITION AGAINST TRANSFERS…………………………………………………………….…11 12.1 Assignment………………………………………………………………………………………………………….11 12.2 Assignment by Law.………………………………………………………………………………………………11 SECTION 13 NOTICES …………………………………………………………………………………………………………….11 13.1 Method of Notice …………………………………………………………………………………………………11 13.2 Notice Recipents ………………………………………………………………………………………………….11 13.3 Change of Address……………………………………………………………………………………………….12 SECTION 14 DEFAULT…………………………………………………………………………………………………………...12 14.1 Notice of Default………………………………………………………………………………………………….12 14.2 Opportunity to Cure Default…………………………………………………………………………………12 SECTION 15 CITY'S RIGHTS AND REMEDIES…………………………………………………………………………..13 15.1 Remedies Upon Default……………………………………………………………………………………….13 15.1.1 Delete Certain Services…………………………………………………………………………………….13 15.1.2 Perform and Withhold……………………………………………………………………………………..13 15.1.3 Suspend The Construction Contract…………………………………………………………………13 15.1.4 Terminate the Construction Contract for Default………………………………………………13 15.1.5 Invoke the Performance Bond………………………………………………………………………….13 15.1.6 Additional Provisions……………………………………………………………………………………….13 15.2 Delays by Sureties……………………………………………………………………………………………….13 15.3 Damages to City…………………………………………………………………………………………………..14 15.3.1 For Contractor's Default…………………………………………………………………………………..14 15.3.2 Compensation for Losses…………………………………………………………………………………14 15.4 Suspension by City……………………………………………………………………………………………….14 15.4.1 Suspension for Convenience……………………………………………………………………………..14 15.4.2 Suspension for Cause………………………………………………………………………………………..14 15.5 Termination Without Cause…………………………………………………………………………………14 15.5.1 Compensation………………………………………………………………………………………………….15 15.5.2 Subcontractors………………………………………………………………………………………………..15 15.6 Contractor’s Duties Upon Termination………………………………………………………………...15 SECTION 16 CONTRACTOR'S RIGHTS AND REMEDIES……………………………………………………………16 16.1 Contractor’s Remedies……………………………………..………………………………..………………….16 Invitation for Bid (IFB) Package 4 Rev. March 17, 2017 CONSTRUCTION CONTRACT 16.1.1 For Work Stoppage……………………………………………………………………………………………16 16.1.2 For City's Non-Payment…………………………………………………………………………………….16 16.2 Damages to Contractor………………………………………………………………………………………..16 SECTION 17 ACCOUNTING RECORDS………………………………………………………………………………….…16 17.1 Financial Management and City Access………………………………………………………………..16 17.2 Compliance with City Requests…………………………………………………………………………….17 SECTION 18 INDEPENDENT PARTIES……………………………………………………………………………………..17 18.1 Status of Parties……………………………………………………………………………………………………17 SECTION 19 NUISANCE……………………………………………………………………………………………………….…17 19.1 Nuisance Prohibited……………………………………………………………………………………………..17 SECTION 20 PERMITS AND LICENSES…………………………………………………………………………………….17 20.1 Payment of Fees…………………………………………………………………………………………………..17 SECTION 21 WAIVER…………………………………………………………………………………………………………….17 21.1 Waiver………………………………………………………………………………………………………………….17 SECTION 22 GOVERNING LAW AND VENUE; COMPLIANCE WITH LAWS……………………………….18 22.1 Governing Law…………………………………………………………………………………………………….18 22.2 Compliance with Laws…………………………………………………………………………………………18 22.2.1 Palo Alto Minimum Wage Ordinance…………….………………………………………………….18 SECTION 23 COMPLETE AGREEMENT……………………………………………………………………………………18 23.1 Integration………………………………………………………………………………………………………….18 SECTION 24 SURVIVAL OF CONTRACT…………………………………………………………………………………..18 24.1 Survival of Provisions……………………………………………………………………………………………18 SECTION 25 PREVAILING WAGES………………………………………………………………………………………….18 SECTION 26 NON-APPROPRIATION……………………………………………………………………………………….19 26.1 Appropriation………………………………………………………………………………………………………19 SECTION 27 AUTHORITY……………………………………………………………………………………………………….19 27.1 Representation of Parties…………………………………………………………………………………….19 SECTION 28 COUNTERPARTS………………………………………………………………………………………………..19 28.1 Multiple Counterparts………………………………………………………………………………………….19 SECTION 29 SEVERABILITY……………………………………………………………………………………………………19 29.1 Severability………………………………………………………………………………………………………….19 SECTION 30 STATUTORY AND REGULATORY REFERENCES …………………………………………………..19 Invitation for Bid (IFB) Package 5 Rev. March 17, 2017 CONSTRUCTION CONTRACT 30.1 Amendments of Laws…………………………………………………………………………………………..19 SECTION 31 WORKERS’ COMPENSATION CERTIFICATION………………………………………………….….19 31.1 Workers Compensation…………………………………………………………………………………….19 SECTION 32 DIR REGISTRATION AND OTHER SB 854 REQUIREMENTS………………………………..…20 32.1 General Notice to Contractor…………………………………………………………………………….20 32.2 Labor Code section 1771.1(a)…………………………………………………………………………….20 32.3 DIR Registration Required…………………………………………………………………………………20 32.4 Posting of Job Site Notices…………………………………………………………………………………20 32.5 Payroll Records…………………………………………………………………………………………………20 Invitation for Bid (IFB) Package 6 Rev. March 17, 2017 CONSTRUCTION CONTRACT CONSTRUCTION CONTRACT THIS CONSTRUCTION CONTRACT entered into on June 1, 2020 (“Execution Date”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation ("City"), and GRANITE CONSTRUCTION COMPANY ("Contractor"), is made with reference to the following: R E C I T A L S: A.City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B.Contractor is a Corporation duly organized and in good standing in the State of California, Contractor’s License Number 89 and Department of Industrial Relations Registration Number 1000000085. Contractor represents that it is duly licensed by the State of California and has the background, knowledge, experience and expertise to perform the obligations set forth in this Construction Contract. C.On February 24, 2020, City issued an Invitation for Bids (IFB) to contractors for the Palo Alto Various Streets Resurfacing (“Project”). In response to the IFB, Contractor submitted a Bid. D.City and Contractor desire to enter into this Construction Contract for the Project, and other services as identified in the Contract Documents for the Project upon the following terms and conditions. NOW THEREFORE, in consideration of the mutual promises and undertakings hereinafter set forth and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, it is mutually agreed by and between the undersigned parties as follows: SECTION 1 INCORPORATION OF RECITALS AND DEFINITIONS. 1.1 Recitals. All of the recitals are incorporated herein by reference. 1.2 Definitions. Capitalized terms shall have the meanings set forth in this Construction Contract and/or in the General Conditions. If there is a conflict between the definitions in this Construction Contract and in the General Conditions, the definitions in this Construction Contract shall prevail. SECTION 2 THE PROJECT. The Project is the Palo Alto Various Streets Resurfacing Project, located at various locations, Palo Alto, CA. ("Project"). Invitation for Bid (IFB) Package 7 Rev. March 17, 2017 CONSTRUCTION CONTRACT SECTION 3 THE CONTRACT DOCUMENTS. 3.1 List of Documents. The Contract Documents (sometimes collectively referred to as “Agreement” or “Bid Documents”) consist of the following documents which are on file with the Purchasing Division and are hereby incorporated by reference. 1)Change Orders 2)Field Orders 3)Contract 4)Bidding Addenda 5)Special Provisions 6)General Conditions 7) Project Plans and Drawings 8) Technical Specifications 9)Instructions to Bidders 10)Invitation for Bids 11)Contractor's Bid/Non-Collusion Declaration 12) Reports listed in the Contract Documents 13) Public Works Department’s Standard Drawings and Specifications (most current version at time of Bid) 14)Utilities Department’s Water, Gas, Wastewater, Electric Utilities Standards (most current version at time of Bid) 15) City of Palo Alto Traffic Control Requirements 16) City of Palo Alto Truck Route Map and Regulations 17)Notice Inviting Pre-Qualification Statements, Pre-Qualification Statement, and Pre- Qualification Checklist (if applicable) 18)Performance and Payment Bonds 3.2 Order of Precedence. For the purposes of construing, interpreting and resolving inconsistencies between and among the provisions of this Contract, the Contract Documents shall have the order of precedence as set forth in the preceding section. If a claimed inconsistency cannot be resolved through the order of precedence, the City shall have the sole power to decide which document or provision shall govern as may be in the best interests of the City.Notwithstanding the foregoing, in the event of a conflict between and among Invitation for Bid (IFB) Package 8 Rev. March 17, 2017 CONSTRUCTION CONTRACT the provisions of the Contract Documents, in which a provision is, or provisions are, required by Federal, State or Local law or regulation, the City shall apply the rules of preemption to determine which provision or provisions control. SECTION 4 CONTRACTOR’S DUTY. 4.1 Contractor’s Duties Contractor agrees to perform all of the Work required for the Project, as specified in the Contract Documents, all of which are fully incorporated herein. Contractor shall provide, furnish, and supply all things necessary and incidental for the timely performance and completion of the Work, including, but not limited to, provision of all necessary labor, materials, equipment, transportation, and utilities, unless otherwise specified in the Contract Documents. Contractor also agrees to use its best efforts to complete the Work in a professional and expeditious manner and to meet or exceed the performance standards required by the Contract Documents. SECTION 5 PROJECT TEAM. 5.1 Contractor’s Co-operation. In addition to Contractor, City has retained, or may retain, consultants and contractors to provide professional and technical consultation for the design and construction of the Project. The Contract requires that Contractor operate efficiently, effectively and cooperatively with City as well as all other members of the Project Team and other contractors retained by City to construct other portions of the Project. SECTION 6 TIME OF COMPLETION. 6.1 Time Is of Essence. Time is of the essence with respect to all time limits set forth in the Contract Documents. 6.2 Commencement of Work. Contractor shall commence the Work on the date specified in City’s Notice to Proceed. 6.3 Contract Time. Work hereunder shall begin on the date specified on the City’s Notice to Proceed and shall be completed not later than . within One hundred twenty calendar days (120) after the commencement date specified in City’s Notice to Proceed. By executing this Construction Contract, Contractor expressly waives any claim for delayed early completion. 6.4 Liquidated Damages. Pursuant to Government Code Section 53069.85, if Contractor fails to achieve Substantial Completion of the entire Work within the Contract Time, including any approved extensions thereto, City may assess liquidated damages on a daily basis for each day of Unexcused Delay in achieving Substantial Completion, based on the amount of one thousand dollars ($1,000) per day, or as otherwise specified in the Special Provisions. Liquidated damages may also be separately assessed for failure to meet milestones specified Invitation for Bid (IFB) Package 9 Rev. March 17, 2017 CONSTRUCTION CONTRACT elsewhere in the Contract Documents, regardless of impact on the time for achieving Substantial Completion. The assessment of liquidated damages is not a penalty but considered to be a reasonable estimate of the amount of damages City will suffer by delay in completion of the Work. The City is entitled to setoff the amount of liquidated damages assessed against any payments otherwise due to Contractor, including, but not limited to, setoff against release of retention. If the total amount of liquidated damages assessed exceeds the amount of unreleased retention, City is entitled to recover the balance from Contractor or its sureties. Occupancy or use of the Project in whole or in part prior to Substantial Completion, shall not operate as a waiver of City’s right to assess liquidated damages. 6.4.1 Other Remedies. City is entitled to any and all available legal and equitable remedies City may have where City’s Losses are caused by any reason other than Contractor’s failure to achieve Substantial Completion of the entire Work within the Contract Time. 6.5 Adjustments to Contract Time. The Contract Time may only be adjusted for time extensions approved by City and memorialized in a Change Order approved in accordance with the requirements of the Contract Documents. SECTION 7 COMPENSATION TO CONTRACTOR. 7.1 Contract Sum. Contractor shall be compensated for satisfactory completion of the Work in compliance with the Contract Documents the Contract Sum of Two Million Six Thousand Eight Hundred Thirteen Dollars ($2,006,813.00). [This amount includes the Base Bid and Additive Alternates .] 7.2 Full Compensation. The Contract Sum shall be full compensation to Contractor for all Work provided by Contractor and, except as otherwise expressly permitted by the terms of the Contract Documents, shall cover all Losses arising out of the nature of the Work or from the acts of the elements or any unforeseen difficulties or obstructions which may arise or be encountered in performance of the Work until its Acceptance by City, all risks connected with the Work, and any and all expenses incurred due to suspension or discontinuance of the Work, except as expressly provided herein. The Contract Sum may only be adjusted for Change Orders approved in accordance with the requirements of the Contract Documents. SECTION 8 STANDARD OF CARE. 8.1 Standard of Care. Contractor agrees that the Work shall be performed by qualified, experienced and well-supervised personnel. All services performed in connection with this Construction Contract shall be performed in a manner consistent with the standard of care under California law applicable to those who specialize in providing such services for projects of the type, scope and complexity of the Project. Invitation for Bid (IFB) Package 10 Rev. March 17, 2017 CONSTRUCTION CONTRACT SECTION 9 INDEMNIFICATION. 9.1 Hold Harmless. To the fullest extent allowed by law, Contractor will defend, indemnify, and hold harmless City, its City Council, boards and commissions, officers, agents, employees, representatives and volunteers (hereinafter individually referred to as an “Indemnitee” and collectively referred to as "Indemnitees"), through legal counsel acceptable to City, from and against any and liability, loss, damage, claims, expenses (including, without limitation, attorney fees, expert witness fees, paralegal fees, and fees and costs of litigation or arbitration) (collectively, “Liability”) of every nature arising out of or in connection with the acts or omissions of Contractor, its employees, Subcontractors, representatives, or agents, in performing the Work or its failure to comply with any of its obligations under the Contract, except such Liability caused by the active negligence, sole negligence, or willful misconduct of an Indemnitee. Contractor shall pay City for any costs City incurs to enforce this provision. Except as provided in Section 9.2 below, nothing in the Contract Documents shall be construed to give rise to any implied right of indemnity in favor of Contractor against City or any other Indemnitee. Pursuant to Public Contract Code Section 9201, City shall timely notify Contractor upon receipt of any third-party claim relating to the Contract. 9.2 Survival. The provisions of Section 9 shall survive the termination of this Construction Contract. SECTION 10 NON-DISCRIMINATION. 10.1 Municipal Code Requirement. As set forth in Palo Alto Municipal Code section 2.30.510, Contractor certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height of such person. Contractor 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 will comply with all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. SECTION 11 INSURANCE AND BONDS. 11.1 Evidence of coverage. Within ten (10) business days following issuance of the Notice of Award, Contractor shall provide City with evidence that it has obtained insurance and shall submit Performance and Payment Bonds satisfying all requirements in Article 11 of the General Conditions. Invitation for Bid (IFB) Package 11 Rev. March 17, 2017 CONSTRUCTION CONTRACT SECTION 12 PROHIBITION AGAINST TRANSFERS. 12.1 Assignment. City is entering into this Construction Contract in reliance upon the stated experience and qualifications of the Contractor and its Subcontractors set forth in Contractor’s Bid. Accordingly, Contractor shall not assign, hypothecate or transfer this Construction Contract or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any assignment, hypothecation or transfer without said consent shall be null and void, and shall be deemed a substantial breach of contract and grounds for default in addition to any other legal or equitable remedy available to the City. 12.2 Assignment by Law. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor or of any general partner or joint venturer or syndicate member of Contractor, if the Contractor is a partnership or joint venture or syndicate or co-tenancy shall result in changing the control of Contractor, shall be construed as an assignment of this Construction Contract. Control means more than fifty percent (50%) of the voting power of the corporation or other entity. SECTION 13 NOTICES. 13.1 Method of Notice. All notices, demands, requests or approvals to be given under this Construction Contract shall be given in writing and shall be deemed served on the earlier of the following: (i)On the date delivered if delivered personally; (ii)On the third business day after the deposit thereof in the United States mail, postage prepaid, and addressed as hereinafter provided; (iii)On the date sent if sent by facsimile transmission; (iv)On the date sent if delivered by electronic mail; or (v)On the date it is accepted or rejected if sent by certified mail. 13.2 Notice to Recipients. All notices, demands or requests (including, without limitation, Change Order Requests and Claims) from Contractor to City shall include the Project name and the number of this Construction Contract and shall be addressed to City at: To City:City of Palo Alto City Clerk 250 Hamilton Avenue P.O. Box 10250 Palo Alto, CA 94303 Copy to: City of Palo Alto Public Works Administration 250 Hamilton Avenue Palo Alto, CA 94301 Attn: Holly Boyd AND [Include Construction Manager, If Applicable.] Invitation for Bid (IFB) Package 12 Rev. March 17, 2017 CONSTRUCTION CONTRACT City of Palo Alto Utilities Engineering 250 Hamilton Avenue Palo Alto, CA 94301 Attn: In addition, copies of all Claims by Contractor under this Construction Contract shall be provided to the following: Palo Alto City Attorney’s Office 250 Hamilton Avenue P.O. Box 10250 Palo Alto, California 94303 All Claims shall be sent by registered mail or certified mail with return receipt requested. All notices, demands, requests or approvals from City to Contractor shall be addressed to: Granite Construction Company 715 Comstock Street Santa Clara, CA 95054 Attn: Karim Massoud, Chief Estimator 13.3 Change of Address. In advance of any change of address, Contractor shall notify City of the change of address in writing. Each party may, by written notice only, add, delete or replace any individuals to whom and addresses to which notice shall be provided. SECTION 14 DEFAULT. 14.1 Notice of Default. In the event that City determines, in its sole discretion, that Contractor has failed or refused to perform any of the obligations set forth in the Contract Documents, or is in breach of any provision of the Contract Documents, City may give written notice of default to Contractor in the manner specified for the giving of notices in the Construction Contract, with a copy to Contractor’s performance bond surety. 14.2 Opportunity to Cure Default. Except for emergencies, Contractor shall cure any default in performance of its obligations under the Contract Documents within two (2) Days (or such shorter time as City may reasonably require) after receipt of written notice. However, if the breach cannot be reasonably cured within such time, Contractor will commence to cure the breach within two (2) Days (or such shorter time as City may reasonably require) and will diligently and continuously prosecute such cure to completion within a reasonable time, which shall in no event be later than ten (10) Days after receipt of such written notice. Invitation for Bid (IFB) Package 13 Rev. March 17, 2017 CONSTRUCTION CONTRACT SECTION 15 CITY'S RIGHTS AND REMEDIES. 15.1 Remedies Upon Default. If Contractor fails to cure any default of this Construction Contract within the time period set forth above in Section 14, then City may pursue any remedies available under law or equity, including, without limitation, the following: 15.1.1 Delete Certain Services. City may, without terminating the Construction Contract, delete certain portions of the Work, reserving to itself all rights to Losses related thereto. 15.1.2 Perform and Withhold. City may, without terminating the Construction Contract, engage others to perform the Work or portion of the Work that has not been adequately performed by Contractor and withhold the cost thereof to City from future payments to Contractor, reserving to itself all rights to Losses related thereto. 15.1.3 Suspend The Construction Contract. City may, without terminating the Construction Contract and reserving to itself all rights to Losses related thereto, suspend all or any portion of this Construction Contract for as long a period of time as City determines, in its sole discretion, appropriate, in which event City shall have no obligation to adjust the Contract Sum or Contract Time, and shall have no liability to Contractor for damages if City directs Contractor to resume Work. 15.1.4 Terminate the Construction Contract for Default. City shall have the right to terminate this Construction Contract, in whole or in part, upon the failure of Contractor to promptly cure any default as required by Section 14. City’s election to terminate the Construction Contract for default shall be communicated by giving Contractor a written notice of termination in the manner specified for the giving of notices in the Construction Contract. Any notice of termination given to Contractor by City shall be effective immediately, unless otherwise provided therein. 15.1.5 Invoke the Performance Bond. City may, with or without terminating the Construction Contract and reserving to itself all rights to Losses related thereto, exercise its rights under the Performance Bond. 15.1.6 Additional Provisions. All of City’s rights and remedies under this Construction Contract are cumulative, and shall be in addition to those rights and remedies available in law or in equity. Designation in the Contract Documents of certain breaches as material shall not waive the City’s authority to designate other breaches as material nor limit City’s right to terminate the Construction Contract, or prevent the City from terminating the Agreement for breaches that are not material. City’s determination of whether there has been noncompliance with the Construction Contract so as to warrant exercise by City of its rights and remedies for default under the Construction Contract, shall be binding on all parties. No termination or action taken by City after such termination shall prejudice any other rights or remedies of City provided by law or equity or by the Contract Documents upon such termination; and City may proceed against Contractor to recover all liquidated damages and Losses suffered by City. 15.2 Delays by Sureties. Time being of the essence in the performance of the Work, if Contractor’s surety fails to arrange for completion of the Work in accordance with the Performance Bond, within seven (7) calendar days from the date of the notice of termination, Contractor’s surety shall be deemed to have waived its right to complete the Work under the Contract, and City may immediately make arrangements for the completion of the Work through use of its own forces, by hiring a replacement contractor, or by any other means that City determines advisable under the circumstances. Contractor and its surety shall be jointly and severally liable for any additional cost incurred by City to complete the Work following termination. In addition, City shall have the Invitation for Bid (IFB) Package 14 Rev. March 17, 2017 CONSTRUCTION CONTRACT right to use any materials, supplies, and equipment belonging to Contractor and located at the Worksite for the purposes of completing the remaining Work. 15.3 Damages to City. 15.3.1 For Contractor's Default. City will be entitled to recovery of all Losses under law or equity in the event of Contractor’s default under the Contract Documents. 15.3.2 Compensation for Losses. In the event that City's Losses arise from Contractor’s default under the Contract Documents, City shall be entitled to deduct the cost of such Losses from monies otherwise payable to Contractor. If the Losses incurred by City exceed the amount payable, Contractor shall be liable to City for the difference and shall promptly remit same to City. 15.4 Suspension by City 15.4.1 Suspension for Convenience. City may, at any time and from time to time, without cause, order Contractor, in writing, to suspend, delay, or interrupt the Work in whole or in part for such period of time, up to an aggregate of fifty percent (50%) of the Contract Time. The order shall be specifically identified as a Suspension Order by City. Upon receipt of a Suspension Order, Contractor shall, at City’s expense, comply with the order and take all reasonable steps to minimize costs allocable to the Work covered by the Suspension Order. During the Suspension or extension of the Suspension, if any, City shall either cancel the Suspension Order or, by Change Order, delete the Work covered by the Suspension Order. If a Suspension Order is canceled or expires, Contractor shall resume and continue with the Work. A Change Order will be issued to cover any adjustments of the Contract Sum or the Contract Time necessarily caused by such suspension. A Suspension Order shall not be the exclusive method for City to stop the Work. 15.4.2 Suspension for Cause. In addition to all other remedies available to City, if Contractor fails to perform or correct work in accordance with the Contract Documents, City may immediately order the Work, or any portion thereof, suspended until the cause for the suspension has been eliminated to City’s satisfaction. Contractor shall not be entitled to an increase in Contract Time or Contract Price for a suspension occasioned by Contractor’s failure to comply with the Contract Documents. City’s right to suspend the Work shall not give rise to a duty to suspend the Work, and City’s failure to suspend the Work shall not constitute a defense to Contractor’s failure to comply with the requirements of the Contract Documents. 15.5 Termination Without Cause. City may, at its sole discretion and without cause, terminate this Construction Contract in part or in whole upon written notice to Contractor. Upon receipt of such notice, Contractor shall, at City’s expense, comply with the notice and take all reasonable steps to minimize costs to close out and demobilize. The compensation allowed under this Paragraph 15.5 shall be the Contractor’s sole and exclusive compensation for such termination and Contractor waives any claim for other compensation or Losses, including, but not limited to, loss of anticipated profits, loss of revenue, lost opportunity, or other consequential, direct, indirect or incidental damages of any kind resulting from termination without cause. Termination pursuant to this provision does not relieve Contractor or its sureties from any of their obligations for Losses arising from or related to the Work performed by Contractor. Invitation for Bid (IFB) Package 15 Rev. March 17, 2017 CONSTRUCTION CONTRACT 15.5.1 Compensation. Following such termination and within forty-five (45) Days after receipt of a billing from Contractor seeking payment of sums authorized by this Paragraph 15.5.1, City shall pay the following to Contractor as Contractor’s sole compensation for performance of the Work : .1 For Work Performed. The amount of the Contract Sum allocable to the portion of the Work properly performed by Contractor as of the date of termination, less sums previously paid to Contractor. .2 For Close-out Costs. Reasonable costs of Contractor and its Subcontractors: (i)Demobilizing and (ii)Administering the close-out of its participation in the Project (including, without limitation, all billing and accounting functions, not including attorney or expert fees) for a period of no longer than thirty (30) Days after receipt of the notice of termination. .3 For Fabricated Items. Previously unpaid cost of any items delivered to the Project Site which were fabricated for subsequent incorporation in the Work. .4 Profit Allowance. An allowance for profit calculated as four percent (4%) of the sum of the above items, provided Contractor can prove a likelihood that it would have made a profit if the Construction Contract had not been terminated. 15.5.2 Subcontractors. Contractor shall include provisions in all of its subcontracts, purchase orders and other contracts permitting termination for convenience by Contractor on terms that are consistent with this Construction Contract and that afford no greater rights of recovery against Contractor than are afforded to Contractor against City under this Section. 15.6 Contractor’s Duties Upon Termination. Upon receipt of a notice of termination for default or for convenience, Contractor shall, unless the notice directs otherwise, do the following: (i)Immediately discontinue the Work to the extent specified in the notice; (ii)Place no further orders or subcontracts for materials, equipment, services or facilities, except as may be necessary for completion of such portion of the Work that is not discontinued; (iii)Provide to City a description in writing, no later than fifteen (15) days after receipt of the notice of termination, of all subcontracts, purchase orders and contracts that are outstanding, including, without limitation, the terms of the original price, any changes, payments, balance owing, the status of the portion of the Work covered and a copy of the subcontract, purchase order or contract and any written changes, amendments or modifications thereto, together with such other information as City may determine necessary in order to decide whether to accept assignment of or request Contractor to terminate the subcontract, purchase order or contract; (iv)Promptly assign to City those subcontracts, purchase orders or contracts, or portions thereof, that City elects to accept by assignment and cancel, on the most favorable terms reasonably possible, all subcontracts, purchase orders or contracts, or portions thereof, that City does not elect to accept by assignment; and (v)Thereafter do only such Work as may be necessary to preserve and protect Work already in progress and to protect materials, plants, and equipment on the Project Site or in transit thereto. Upon termination, whether for cause or for convenience, the provisions of the Contract Documents remain in effect as to any Claim, indemnity obligation, warranties, guarantees, submittals of as-built drawings, instructions, or manuals, or other such rights and obligations arising prior to the termination date. Invitation for Bid (IFB) Package 16 Rev. March 17, 2017 CONSTRUCTION CONTRACT SECTION 16 CONTRACTOR'S RIGHTS AND REMEDIES. 16.1 Contractor’s Remedies. Contractor may terminate this Construction Contract only upon the occurrence of one of the following: 16.1.1 For Work Stoppage. The Work is stopped for sixty (60) consecutive Days, through no act or fault of Contractor, any Subcontractor, or any employee or agent of Contractor or any Subcontractor, due to issuance of an order of a court or other public authority other than City having jurisdiction or due to an act of government, such as a declaration of a national emergency making material unavailable. This provision shall not apply to any work stoppage resulting from the City’s issuance of a suspension notice issued either for cause or for convenience. 16.1.2 For City's Non-Payment. If City does not make pay Contractor undisputed sums within ninety (90) Days after receipt of notice from Contractor, Contractor may terminate the Construction Contract (30) days following a second notice to City of Contractor’s intention to terminate the Construction Contract. 16.2 Damages to Contractor. In the event of termination for cause by Contractor, City shall pay Contractor the sums provided for in Paragraph 15.5.1 above. Contractor agrees to accept such sums as its sole and exclusive compensation and agrees to waive any claim for other compensation or Losses, including, but not limited to, loss of anticipated profits, loss of revenue, lost opportunity, or other consequential, direct, indirect and incidental damages, of any kind. SECTION 17 ACCOUNTING RECORDS. 17.1 Financial Management and City Access. Contractor shall keep full and detailed accounts and exercise such controls as may be necessary for proper financial management under this Construction Contract in accordance with generally accepted accounting principles and practices. City and City's accountants during normal business hours, may inspect, audit and copy Contractor's records, books, estimates, take-offs, cost reports, ledgers, schedules, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to this Project. Contractor shall retain these documents for a period of three (3) years after the later of (i) Final Payment or (ii) final resolution of all Contract Disputes and other disputes, or (iii) for such longer period as may be required by law. Invitation for Bid (IFB) Package 17 Rev. March 17, 2017 CONSTRUCTION CONTRACT 17.2 Compliance with City Requests. Contractor's compliance with any request by City pursuant to this Section 17 shall be a condition precedent to filing or maintenance of any legal action or proceeding by Contractor against City and to Contractor's right to receive further payments under the Contract Documents. City many enforce Contractor’s obligation to provide access to City of its business and other records referred to in Section 17.1 for inspection or copying by issuance of a writ or a provisional or permanent mandatory injunction by a court of competent jurisdiction based on affidavits submitted to such court, without the necessity of oral testimony. SECTION 18 INDEPENDENT PARTIES. 18.1 Status of parties. Each party is acting in its independent capacity and not as agents, employees, partners, or joint ventures’ of the other party. City, its officers or employees shall have no control over the conduct of Contractor or its respective agents, employees, subconsultants, or subcontractors, except as herein set forth. SECTION 19 NUISANCE. 19.1 Nuisance Prohibited. Contractor shall not maintain, commit, nor permit the maintenance or commission of any nuisance in connection in the performance of services under this Construction Contract. SECTION 20 PERMITS AND LICENSES. 20.1 Payment of Fees. Except as otherwise provided in the Special Provisions and Technical Specifications, The Contractor shall provide, procure and pay for all licenses, permits, and fees, required by the City or other government jurisdictions or agencies necessary to carry out and complete the Work. Payment of all costs and expenses for such licenses, permits, and fees shall be included in one or more Bid items. No other compensation shall be paid to the Contractor for these items or for delays caused by non-City inspectors or conditions set forth in the licenses or permits issued by other agencies. SECTION 21 WAIVER. 21.1 Waiver. A waiver by either party of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, whether of the same or a different character. Invitation for Bid (IFB) Package 18 Rev. March 17, 2017 CONSTRUCTION CONTRACT SECTION 22 GOVERNING LAW AND VENUE; COMPLIANCE WITH LAWS. 22.1 Governing Law. This Construction Contract shall be construed in accordance with and governed by the laws of the State of California, and venue shall be in a court of competent jurisdiction in the County of Santa Clara, and no other place. 22.2 Compliance with Laws. Contractor shall comply with all applicable federal and California laws and city laws, including, without limitation, ordinances and resolutions, in the performance of work under this Construction Contract. 22.2.1 Palo Alto Minimum Wage Ordinance. Contractor 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, Contractor 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, Contractor shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code section 4.62.060. SECTION 23 COMPLETE AGREEMENT. 23.1 Integration. This Agreement represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This Agreement may be amended only by a written instrument, which is signed by the parties. SECTION 24 SURVIVAL OF CONTRACT. 24.1 Survival of Provisions. The provisions of the Construction Contract which by their nature survive termination of the Construction Contract or Final Completion, including, without limitation, all warranties, indemnities, payment obligations, and City’s right to audit Contractor’s books and records, shall remain in full force and effect after Final Completion or any termination of the Construction Contract. SECTION 25 PREVAILING WAGES. This Project is not subject to prevailing wages. Contractor is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7, if the public works contract does not include a project of $25,000 or less, when the project is for construction work, or the contract does not include a project of $15,000 or less, when the project is for alteration, demolition, repair, or maintenance (collectively, ‘improvement’) work. Or Contractor is required to pay general prevailing wages as defined in Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et seq.and Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality Invitation for Bid (IFB) Package 19 Rev. March 17, 2017 CONSTRUCTION CONTRACT for each craft, classification, or type of worker needed to execute the contract for this Project from the Director of the Department of Industrial Relations (“DIR”).Copies of these rates may be obtained at the Purchasing Division’s office of the City of Palo Alto.Contractor shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the adopted prevailing wage rates as a minimum.Contractor shall comply with the provisions of all sections,including,but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813,of the Labor Code pertaining to prevailing wages. SECTION 26 NON-APPROPRIATION. 26.1 Appropriations. 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 the City does not appropriate funds for the following fiscal year for this event, 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 Construction Contract 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 27 AUTHORITY. 27.1 Representation of Parties. 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. SECTION 28 COUNTERPARTS 28.1 Multiple Counterparts. This Agreement may be signed in multiple counterparts, which shall, when executed by all the parties, constitute a single binding agreement. SECTION 29 SEVERABILITY. 29.1 Severability. In case a provision of this Construction Contract is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not be affected. SECTION 30 STATUTORY AND REGULATORY REFERENCES. 30.1 Amendments to Laws. With respect to any amendments to any statutes or regulations referenced in these Contract Documents, the reference is deemed to be the version in effect on the date that the Contract was awarded by City, unless otherwise required by law. SECTION 31 WORKERS’ COMPENSATION CERTIFICATION. 31.1 Workers Compensation. Pursuant to Labor Code Section 1861, by signing this Contract, Contractor certifies as follows: Invitation for Bid (IFB) Package 20 Rev. March 17, 2017 CONSTRUCTION CONTRACT “I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the Work on this Contract.” SECTION 32 DIR REGISTRATION AND OTHER SB 854 REQUIREMENTS. 32.1 General Notice to Contractor. City requires Contractor and its listed subcontractors to comply with the requirements of SB 854. 32.2 Labor Code section 1771.1(a) City provides notice to Contractor of the requirements of California Labor Code section 1771.1(a), which reads: “A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contactor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.” 32.3 DIR Registration Required. City will not accept a bid proposal from or enter into this Construction Contract with Contractor without proof that Contractor and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. 32.4 Posting of Job Site Notices. City gives notice to Contractor and its listed subcontractors that Contractor is required to post all job site notices prescribed by law or regulation and Contractor is subject to SB 854-compliance monitoring and enforcement by DIR. 32.5 Payroll Records. City requires Contractor and its listed subcontractors to comply with the requirements of Labor Code section 1776, including: (i) Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its listed subcontractors, in connection with the Project. (ii)The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of Contractor and its listed subcontractors, respectively. Invitation for Bid (IFB) Package 21 Rev. March 17, 2017 CONSTRUCTION CONTRACT (iii)At the request of City, acting by its project manager, Contractor and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the project manager within ten (10) days of receipt of City’s request. City requests Contractor and its listed subcontractors to submit the certified payroll records to the project manager at the end of each week during the Project. (iv)If the certified payroll records are not produced to the project manager within the 10-day period, then Contractor and its listed subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and City shall withhold the sum total of penalties from the progress payment(s)then due and payable to Contractor. This provision supplements the provisions of Section 15 hereof. (v)Inform the project manager of the location of contractor’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the project manager within five (5) business days of any change of location of those payroll records. IN WITNESS WHEREOF, the parties have caused this Construction Contract to be executed the date and year first above written. CITY OF PALO ALTO ____________________________ Purchasing Manager City Manager APPROVED AS TO FORM: ____________________________ City Attorney or designee APPROVED: ____________________________ Public Works Director CONTRACTOR Officer 1 By:___________________________ Name:________________________ Title:__________________________ Date: _________________________ Officer 2 By:____________________________ Name:_________________________ Title:___________________________ Date:____________________________ 120-28-100 120-28-066 120-28-067 120-28-058 120-28-057 120-28-030 120-28-091 120-17-087 120-17-039 120-28-074 120-28-085 120-28-084 120-28-051 120-28-086 120-28-090 120-28-087 120-28-088 120-28-082 120-28-081 120-28-080 120-28-079 120-28-078 120-28-077 120-28-076 120-28-075 120-28-073 120-28-072120-28-071120-28-070 120-28-069 120-28-068 120-28-053 120-28-065 120-28-064 120-28-063 120-28-062 120-28-061 120-28-060120-28-059 120-28-018 120-28-109 120-28-029 120-29-048 120-29-049 120-29-050 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142-07-086 142-05-021 142-05-021 This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'1095' CITY O F PALO A L TO I N C O R P O R ATE 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, 2019-06-24 10:22:47 (\\cc-maps\Encompass\Admin\Meta\View.mdb) Attachment B 142-23-016 142-23-008 142-04-019 142-23-006 142-23-007 142-23-010 142-23-012 142-03-036 142-03-037 142-03-030 142-03-029 142-03-005 142-03-004 142-03-041 142-03-040 142-03-039 142-04-007 142-01-007 120-39-087 120-39-088 120-39-089 120-39-090120-39-091 120-39-092 120-39-093 120-39-094 120-39-095 120-39-096 120-39-097120-39-098 120-39-099 120-31-004 120-31-009 120-31-001 120-31-003 142-04-011 142-01-008 120-24-018 120-24-016 120-24-014 120-24-013 120-39-086 120-39-085 120-39-084 120-39-083120-39-082 120-39-081120-39-080 120-39-068 120-39-067120-39-066 120-39-065120-39-064 120-39-063 120-39-062 120-39-061 120-39-060 120-39-059 120-39-058 120-39-057 120-39-056 120-39-055 120-39-054 120-39-053 120-39-052 120-39-051 120-39-050 120-39-049 120-39-048 120-39-047 120-39-046 120-39-045 120-39-044 120-39-013 120-39-014 120-39-015 120-39-016120-39-017 120-39-018 120-39-019 120-39-020 120-39-021 120-39-022 120-39-023 120-39-024 120-39-025 120-39-026 120-39-027 120-39-028 120-39-029 120-39-030 120-39-031 120-39-032 120-39-033 120-39-010 120-39-009120-39-008 120-39-007 120-39-006 120-39-005120-39-004 120-39-003 120-39-002120-39-001 120-39-079 120-39-078 120-39-077 120-39-076 120-39-075 120-39-075120-39-074 120-39-073120-39-072 120-39-071 120-39-070 120-39-069120-39-043 120-39-042 120-39-041120-39-040 120-39-039 120-39-038 120-39-037 120-39-036120-39-035 120-39-034 120-39-011 120-39-012 120-24-0 120-24-017 142-02-011 142-23-005 142-23-004 142-23-017 142-23-003 142-03-038 142-23-026 142-23-019 120-31-014 120-31-015 12 142-23-025 142-23-024 142-02-012 142-23-021 142-23-022 142-23-027 142-23-014 142-23-023 142-23-015 142-02-013 142-02-014 142-02-015 142-02-020 142-02-021 142-03-042 142-02-026 142-02-025 142-01-009 142-04-010 142-07-086 142-07-005 142-07-004 142-07-082142-07-087 142-05-021 142-05-021 142-05-024 142-05-002 142-05-003 142-05-004 142-05-005 142-05-007 142-05-045 142-05-045 142-05-045 142-05-045 142-05-045 142-05-045 142-05-016 142-05-006 142-05-008142-05-015 142-05-013142-05-014 142-05-012 142-05-011 142-05-009 142-05-010 142-05-020 142-06-001 142-06-001 142-06-001 142-06-002 This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend Assessment Parcel Palo Alto Assessment Parcel Palo Alto Assessment Parcel Outside Palo Alto Pavement Edge (RF) 0'656' OBAG 2 SITE MAP SANDHILL ROAD CITY O F PALO A L TO I N C O R P O R ATE 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, 2019-01-08 10:48:54 (\\cc-maps\Encompass\Admin\Meta\View.mdb) SAN D H I L L R O A D 142-03-036 SAN D H I L L R O A D SAN D H I L L R O A D SAN D H I L L R O A D OBAG Limits RAM O NASTREET UE EMERS DE RO ROA D W AVER LE Y STREE T VEN UE BRYANTST REET SCOTTSTREET ADDISON AVENUEBRY ANTSTRE ET BRY ANTSTRE ET AD DISON AVENUE LINCOLN A VENUE N AVENUE REET VENUE FOREST A VENUE TREET NTSTRE ET NUE W AVERLEY STREET CH ANNING AVEN UE RA M O N A STRE ET W EBSTERSTREET WEBSTERSTRE ET CO WPER STREET HO MER AVENUE HO MER A VENUE CO W PERSTREET KIPLING STREET CHA NNING AVENUE W A VERL EY STREET ADDISO N AVENUE Y AVENUE BY RO N STRE ET MIDDL EFIELD R OA D REET FULTONSTRE ET MIDDLEFIELD ROAD HAMILTON AVENUE HA MILTO N AVENUE FOREST AVENUE MELVILLE A VENUE MELVILLEAVENUE W A VE RLEY STREET CO WPER STREET CO WPER STREET KINGSLEY AVENUE KIN GSLEY A VENUE : $ 9 ( 5 / ( < 6 7 5 ( ( 7 LINCOLN AVENUE CO W PERSTREET LINCOLN AVENUE ADDISON AVEN UE WEBSTERSTREET MIDDLEFIELD ROAD C HA NNIN G A VENUE G U IND A STREET HO MER A VENUE BOYCEAV ENU E FORE AD DISON AVENUE CO WPERSTREET WEBSTERSTRE ET FOREST AVEN UE MIDDLEFIELD RO AD HO M ER AVENUE HOM ER AVENUE MIDDLEFIELD ROAD W EBSTERSTRE ET CH ANN ING AVEN UE &+$ 1 1 , 1 * $ 9 ( 1 8 ( W EBS TERSTREET KINGSLEY A VENUE KINGSLEY AVENUE BYRO NSTREET WEBSTERSTRE ET LINCO LIN COLN AVENUE FULTON STREET MIDDLEFIELD ROAD MIDDLEFIELD ROA D AD DISON AVENUE GUIN DASTREET AD DISON AVENUE CHANNING AVENUE GUIND A STREET ADDISONAVENUE CO WPERSTREET GUIN DASTREET LA NE39 LANE DEAST LANE D WEST LANE59EAS ITM AN COURT DO W NING LANE LA NE 56 STREET This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend Assessment Parcel Outside Palo Alto abc Road Centerline Small Text (TC) Pavement Edge (RF) Road Edges (OG) 0'255' OBAG 2SITE MAPWAVERLEY STREET AND CHANNING AVENUE CITY O F PALO A L TO I N C O R P O R ATE 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, 2019-01-08 11:22:34 (\\cc-maps\Encompass\Admin\Meta\View.mdb) &+$ 1 1 , 1 * $ 9 ( 1 8 ( OBAG Limits ATTACHMENT C PALO ALTO VARIOUS STREETS RESURFACING BID SUMMARY BID ITEM DESCRIPTION APPROX. QTY UNIT UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST 1 HMA Overlay:687 TON 145.00$ 99,615.00$ 135.00$ 92,745.00$ 168.00$ 115,416.00$ 140.00$ 96,180.00$ 126.00$ 86,562.00$ 125.00$ 85,875.00$ 180.00$ 123,660.00$ 2 Rubberized HMA Overlay:5633 TON 160.00$ 901,280.00$ 115.00$ 647,795.00$ 167.00$ 940,711.00$ 145.00$ 816,785.00$ 134.00$ 754,822.00$ 130.00$ 732,290.00$ 220.00$ 1,239,260.00$ 3 Milling, 3" Depth:300281 SF 1.70$ 510,477.70$ 0.57$ 171,160.17$ 0.70$ 210,196.70$ 0.50$ 150,140.50$ 1.00$ 300,281.00$ 1.00$ 300,281.00$ 1.00$ 300,281.00$ 4 Milling, 2" Depth:56886 SF 1.70$ 96,706.20$ 0.86$ 48,921.96$ 0.90$ 51,197.40$ 0.45$ 25,598.70$ 0.75$ 42,664.50$ 1.00$ 56,886.00$ 1.00$ 56,886.00$ 5 PCC Base Repair:6100 SF 20.00$ 122,000.00$ 36.00$ 219,600.00$ 33.50$ 204,350.00$ 41.00$ 250,100.00$ 34.00$ 207,400.00$ 34.00$ 207,400.00$ 15.00$ 91,500.00$ 6 Inert Recycling:6320 TON 8.00$ 50,560.00$ 0.01$ 63.20$ 3.70$ 23,384.00$ 2.00$ 12,640.00$ 2.00$ 12,640.00$ 0.10$ 632.00$ 1.00$ 6,320.00$ 7 Inert recycling containing petromat:6320 SF 10.00$ 63,200.00$ 0.01$ 63.20$ 4.00$ 25,280.00$ 6.00$ 37,920.00$ 1.00$ 6,320.00$ 0.10$ 632.00$ 15.00$ 94,800.00$ 8 Interlayer Membrane:6000 LF 5.00$ 30,000.00$ 4.00$ 24,000.00$ 0.60$ 3,600.00$ 2.00$ 12,000.00$ 3.00$ 18,000.00$ 3.50$ 21,000.00$ 2.00$ 12,000.00$ 9 Crack Sealing:33,500 LF 1.00$ 33,500.00$ 0.55$ 18,425.00$ 0.50$ 16,750.00$ 0.50$ 16,750.00$ 0.55$ 18,425.00$ 0.50$ 16,750.00$ 0.50$ 16,750.00$ 10 Type A vertical curb with 1' burried gutter pan:75 LF 105.00$ 7,875.00$ 87.00$ 6,525.00$ 81.00$ 6,075.00$ 110.00$ 8,250.00$ 80.00$ 6,000.00$ 83.00$ 6,225.00$ 70.00$ 5,250.00$ 11 Type A vertical curb with 2' exposed gutter pan:232 LF 120.00$ 27,840.00$ 107.00$ 24,824.00$ 100.00$ 23,200.00$ 160.00$ 37,120.00$ 100.00$ 23,200.00$ 162.00$ 37,584.00$ 70.00$ 16,240.00$ 12 Type A vertical curb with 1' exposed gutter pan:445 LF 110.00$ 48,950.00$ 87.00$ 38,715.00$ 81.00$ 36,045.00$ 110.00$ 48,950.00$ 82.00$ 36,490.00$ 83.00$ 36,935.00$ 70.00$ 31,150.00$ 13 Concrete Driveway:1231 SF 25.00$ 30,775.00$ 28.00$ 34,468.00$ 26.00$ 32,006.00$ 37.00$ 45,547.00$ 26.00$ 32,006.00$ 26.00$ 32,006.00$ 18.00$ 22,158.00$ 14 Concrete Sidewalk:2075 SF 20.00$ 41,500.00$ 19.00$ 39,425.00$ 17.40$ 36,105.00$ 24.00$ 49,800.00$ 18.00$ 37,350.00$ 18.00$ 37,350.00$ 15.00$ 31,125.00$ 15 Sewer Manhole Adjustments:26 EA 1,000.00$ 26,000.00$ 350.00$ 9,100.00$ 1,593.00$ 41,418.00$ 1,100.00$ 28,600.00$ 500.00$ 13,000.00$ 1,600.00$ 41,600.00$ 500.00$ 13,000.00$ 16 Stormdrain Manhole Adjustments:35 EA 1,000.00$ 35,000.00$ 350.00$ 12,250.00$ 1,593.00$ 55,755.00$ 1,100.00$ 38,500.00$ 500.00$ 17,500.00$ 1,600.00$ 56,000.00$ 500.00$ 17,500.00$ 17 Water Valve Adjustments:35 EA 500.00$ 17,500.00$ 200.00$ 7,000.00$ 1,030.00$ 36,050.00$ 550.00$ 19,250.00$ 300.00$ 10,500.00$ 1,000.00$ 35,000.00$ 300.00$ 10,500.00$ 18 Gas Valve Adjustments:19 EA 500.00$ 9,500.00$ 200.00$ 3,800.00$ 1,030.00$ 19,570.00$ 550.00$ 10,450.00$ 300.00$ 5,700.00$ 1,000.00$ 19,000.00$ 300.00$ 5,700.00$ 19 Catch Basin Adjustments:3 EA 2,200.00$ 6,600.00$ 3,800.00$ 11,400.00$ 3,800.00$ 11,400.00$ 3,200.00$ 9,600.00$ 3,800.00$ 11,400.00$ 4,000.00$ 12,000.00$ 2,500.00$ 7,500.00$ 20 Blue Markers:12 EA 25.00$ 300.00$ 13.00$ 156.00$ 14.00$ 168.00$ 25.00$ 300.00$ 15.00$ 180.00$ 40.00$ 480.00$ 25.00$ 300.00$ 21 Thermo Striping, Detail 2:879 LF 2.00$ 1,758.00$ 0.35$ 307.65$ 0.40$ 351.60$ 1.00$ 879.00$ 0.35$ 307.65$ 1.00$ 879.00$ 1.00$ 879.00$ 22 Thermo Striping, Detail 7:393 LF 2.00$ 786.00$ 0.55$ 216.15$ 0.60$ 235.80$ 1.00$ 393.00$ 1.00$ 393.00$ 1.00$ 393.00$ 1.00$ 393.00$ 23 Thermo Striping, Detail 9:16,935 LF 1.60$ 27,096.00$ 0.35$ 5,927.25$ 0.40$ 6,774.00$ 1.00$ 16,935.00$ 0.32$ 5,419.20$ 1.00$ 16,935.00$ 1.00$ 16,935.00$ 24 Thermo Striping, Detail 24:10412 LF 2.00$ 20,824.00$ 0.65$ 6,767.80$ 0.70$ 7,288.40$ 1.00$ 10,412.00$ 0.65$ 6,767.80$ 1.00$ 10,412.00$ 1.00$ 10,412.00$ 25 Thermo Striping, Detail 39:1665 LF 2.00$ 3,330.00$ 1.60$ 2,664.00$ 1.80$ 2,997.00$ 1.00$ 1,665.00$ 1.65$ 2,747.25$ 1.00$ 1,665.00$ 1.00$ 1,665.00$ 26 Thermo Striping, Detail 39A:1570 LF 2.00$ 3,140.00$ 1.10$ 1,727.00$ 1.20$ 1,884.00$ 1.00$ 1,570.00$ 1.10$ 1,727.00$ 1.00$ 1,570.00$ 1.00$ 1,570.00$ 27 Thermo Striping, Detail 40:380 LF 2.00$ 760.00$ 2.20$ 836.00$ 2.40$ 912.00$ 1.00$ 380.00$ 2.20$ 836.00$ 1.00$ 380.00$ 1.00$ 380.00$ 28 Thermo Striping, Green Bike Lane Marking:202 SF 15.00$ 3,030.00$ 13.50$ 2,727.00$ 14.00$ 2,828.00$ 28.00$ 5,656.00$ 13.00$ 2,626.00$ 35.00$ 7,070.00$ 28.00$ 5,656.00$ 29 Thermo Striping, 12" White:3276 LF 4.67$ 15,298.92$ 4.50$ 14,742.00$ 4.70$ 15,397.20$ 4.50$ 14,742.00$ 4.50$ 14,742.00$ 6.00$ 19,656.00$ 5.00$ 16,380.00$ 30 Red Curb Paint 67 LF 4.00$ 268.00$ 2.30$ 154.10$ 2.40$ 160.80$ 6.00$ 402.00$ 3.00$ 201.00$ 8.00$ 536.00$ 6.00$ 402.00$ 31 Thermo Legends:299 EA 30.00$ 8,970.00$ 28.00$ 8,372.00$ 29.00$ 8,671.00$ 22.00$ 6,578.00$ 30.00$ 8,970.00$ 30.00$ 8,970.00$ 22.00$ 6,578.00$ 32 Detectable Warning Surface:468 SF 50.00$ 23,400.00$ 28.00$ 13,104.00$ 27.00$ 12,636.00$ 85.00$ 39,780.00$ 27.00$ 12,636.00$ 10.00$ 4,680.00$ 100.00$ 46,800.00$ 33 Curb Ramp:3 EA 6,000.00$ 18,000.00$ 6,700.00$ 20,100.00$ 6,000.00$ 18,000.00$ 4,500.00$ 13,500.00$ 6,400.00$ 19,200.00$ 6,300.00$ 18,900.00$ 4,000.00$ 12,000.00$ 34 Notices:1 LS 36,000.00$ 36,000.00$ 18,000.00$ 18,000.00$ 10,000.00$ 10,000.00$ 9,000.00$ 9,000.00$ 2,000.00$ 2,000.00$ 25,000.00$ 25,000.00$ 5,000.00$ 5,000.00$ 35 Traffic Control:1 LS 105,000.00$ 105,000.00$ 275,000.00$ 275,000.00$ 30,000.00$ 30,000.00$ 188,000.00$ 188,000.00$ 150,000.00$ 150,000.00$ 348,000.00$ 348,000.00$ 328,625.00$ 328,625.00$ 2,426,839.82$ 1,781,081.48$ 2,006,812.90$ 2,024,373.20$ 1,869,013.40$ 2,200,972.00$ 2,555,555.00$ Base Bid Total (Items 001 through 035) ROADWAY CONST.INTERSTATE PAVING AND GRADING, INC. GRANITE CONSTRUCTION CO.ENGINEER'S ESTIMATE TEICHERT CONSTRUCTION O'GRADY PAVING, INC. DESILVA GATES CONST. Attachment C City of Palo Alto (ID # 11347) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Ordinance Dissolving the Library Advisory Commission Title: Adoption of an Ordinance Dissolving the Library Advisory Commission by Amending Sections in Chapters 2.08 (Officers and Departments), 2.16 (Boards and Commissions Generally), and 2.24 (Library Advisory Commission) From: City Manager Lead Department: Library Recommended Motion Staff recommends that Council adopt the attached ordinance dissolving the Library Advisory Commission by amending the following chapters in the Palo Alto Municipal Code: Chapters 2.08 (Officers and Departments), 2.16 (Boards and Commissions Generally), and 2.24 (Library Advisory Commission). Background and Discussion On February 24, 2020 the City Council approved a motion to disband the Library Advisory Commission after receiving input from staff and members of the Commission. During this time, a City Council Ad Hoc Committee was reviewing all boards and commissions to propose any changes or adjustments that may be beneficial. Colleagues Memo 11050 recommended the following action: Disbanding the Library Advisory Commission, as some members recommended. Final motion passed 7-0 to move forward with this recommendation. The attached ordinance implements Council’s direction by dissolving the Library Advisory Commission as of July 2, 2020 (the effective date of this ordinance) and removes related references to it in the Palo Alto Municipal Code. Stakeholder Engagement At LAC meetings on August 22 and October 24, 2019, some members suggested bringing the topic of disbanding the commission to the attention of City Council. This possibility was included in the City Council LAC Study Session on December 16, 2019. At this meeting, City Council added the LAC to their list of boards and commissions for consideration of this change. Environmental Review The proposed ordinance is not a project for the purposes of the California Environmental City of Palo Alto Page 2 Quality Act. Attachments: • Attachment A – Ordinance Dissolving the Library Advisory Commission by Amending Sections in PAMC Chapters 2.08, 2.16, and 2.24. *Not Yet Approved* 1 20200512_ts_24_207 Ordinance No._____ Ordinance of the Council of the City of Palo Alto Dissolving the Library Advisory Commission by Amending Sections in Chapters 2.08 (Officers and Departments), 2.16 (Boards and Commissions Generally), and 2.24 (Library Advisory Commission) The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. The City Council finds and declares as follows: (a) The City Council adopted Ordinance 4529 in October 1998, which created the Library Advisory Commission (“LAC”) to advise the City Council on library planning and policy matters. (b) Throughout the years, the LAC has worked on many lasting initiatives, including: (1) In 2006, in response to Council direction, the Library Advisory Commission developed a Library Service Model Analysis and Recommendations (LSMAR) that was instrumental in beginning the work towards remodeling and rebuilding city libraries. (2) In 2012, the LAC’s Virtual Library subcommittee recommended the development of a robust online presence that has led to a dynamic eLibrary today. (3) In 2017, the LAC worked with library staff to expand the library’s International language collection. (4) Most recently, in 2019, the LAC recommended banning library fines and to allow Staff to explore offsets. (c) On February 24, 2020, the City Council directed the Ad Hoc Committee reviewing the City’s boards and commissions to explore dissolving the Library Advisory Commission. SECTION 2. Section 2.08.230 of the Palo Alto Municipal Code is hereby amended as follows (deleted text is in strikethrough, new text is underlined): 2.08.230 Department of Libraries. (a) The department of libraries shall be organized and administered under the control of a director of libraries who shall be accountable to the city manager to carry out the duties of the department. The duties of the department of libraries shall be as follows: (1) To manage, operate, direct, and control a continuing municipal library system providing access to informational services for the residents of Palo Alto; (2) To provide administrative support for the library advisory commission on matters relating to the department; *Not Yet Approved* 2 20200512_ts_24_207 (32) To generate appropriate reports as may be required by county, state, and federal agencies or by law; (43) To review and approve adult, teen, and children's service programs and activities; (54) To review and approve technical services activities specified in Library Collection Development Policy; (65) To recommend and monitor annual operating and capital improvement budgets, reviewing and exercising final approval authority over all library expenditures; establish and monitor inventory control systems for all library furnishings and material; and review and analyze fee structure and fee collection; (76) To perform or cause to be performed all duties required by this code or other law of the director of libraries and the department of libraries; and (87) To perform such other duties as may be required. SECTION 3. Section 2.16.070 of the Palo Alto Municipal Code is hereby amended as follows (deleted text is in strikethrough, new text is underlined): 2.16.070 Schedule of appointments. (a) The City Council shall review applications to fill vacancies in the following boards and commissions in May of each year: (1) Human Relations Commission (Chapter 2.22) (2) Library Advisory Commission (Chapter 2.24) (32) Public Art Commission (Chapter 2.18) (43) Utilities Advisory Commission (Chapter 2.23) (b) The City Council shall review applications to fill vacancies in the following boards and commissions in December of each year: (1) Architectural Review Board (Chapter 2.21) (2) Historic Resources Board (Chapter 2.27) (3) Parks and Recreation Commission (Chapter 2.25) (4) Planning and Transportation Commission (Chapter 2.20) (c) The City Council shall fill vacancies in all other boards and commissions in May or December of each year, at its discretion. *Not Yet Approved* 3 20200512_ts_24_207 (d) The City Council may fill mid‐ term vacancies during the next regularly scheduled recruitment for the board or commission or may hold a special recruitment, at its discretion. Special recruitments shall be subject to the requirements of Section 2.16.060. 20200512_ts_24_207 ‐ 11347 ‐ Attachment B – Ordinance Dissolving the Library Advisory Commission by Amending Sections in PAMC Chapters 2.08, 2.16, and 2.24. SECTION 4. Chapter 2.24 (Library Advisory Commission) of the Palo Alto Municipal Code is hereby restated and amended as follows (new text is underlined, deleted text is in strikethrough): 2.24.001 Dissolution of the Library Advisory Commission The Library Advisory Commission created by this Chapter 2.24 is dissolved as of July 16, 2020 by operation of this ordinance. The terms of all existing members, commissioners, and officers shall end on July 15, 2020. Any extant duties of the Library Advisory Commission that exist in contracts, policies, or other documents, if any, shall revert to the City Council, which may delegate such duties. 2.24.010 Membership. There is created a library advisory commission composed of five members who shall be appointed by and shall serve at the pleasure of the city council, but who shall not be councilmembers, officers or employees of the city of Palo Alto. Each member of the commission shall have a demonstrated interest in public library matters. All members of the commission shall at all times be residents of Palo Alto. All members of the commission shall take an oath of office before commencing their service on the commission. 2.24.030 Term of office. Terms of office on the Library Advisory Commission shall be three years. Commission appointments shall be staggered so that two (2) members are appointed in 2013 and every three years thereafter, and three (3) members are appointed in 2014 and every three years thereafter. Effective January 1, 2016, terms of office due to expire on April 30 of each year shall be extended to expire on May 31 of the same year, and thereafter terms of office shall commence on the first day of June. If a successor is unavailable, a member may remain in office until his or her successor is appointed. 2.24.040 Officers. Each year, at the first regular meeting of the library advisory commission, the commission shall nominate and elect one of its members as the chairperson. The chairperson shall hold office for one year or until his or her successor is elected, unless his or her term as a member of the commission expires earlier. 2.24.050 Purpose and duties. *Not Yet Approved* 4 20200512_ts_24_207 (a) The purpose of the library advisory commission shall be to advise the city council on matters relating to the Palo Alto City Library, excluding daily administrative operations. (b) The commission shall have the following duties: (1) Advise the city council on planning and policy matters pertaining to: (A) The goals of and the services provided by the Palo Alto City Library. (B) The future delivery of services by the Palo Alto City Library. (C) The City Manager's recommendations pertaining to the disposition of major gifts of money, personal property and real property to the city to be used for library purposes. (D) The construction and renovation of capital facilities of the Palo Alto City Library. (E) Joint action projects with other public or private information entities, including libraries. (2) Review state legislative proposals that may affect the operation of the Palo Alto City Library. (3) Review the city manager's proposed budget for capital improvements and operations relating to the Palo Alto City Library, and thereafter forward any comments to one or more of the applicable committees of the city council. (4) Provide advice upon such other matters as the city council may from time to time assign. (5) Receive community input concerning the Palo Alto City Library. (6) Review and comment on fund‐raising efforts on behalf of the Palo Alto City Library. The library advisory commission shall not have the power or authority to cause the expenditure of city funds or to bind the city to any written or implied contract. 2.24.060 Meetings. (a) The library advisory commission shall establish a regular time, date and place of meeting and shall ordinarily hold meetings bi‐monthly. (b) Three of the five members shall constitute a quorum. (c) The commission may establish rules and procedures governing the conduct of its meetings in accordance with Robert's Rules of Order. (d) The commission shall be subject to the Ralph M. Brown Act, California Government Code Section 54950, et seq. /// *Not Yet Approved* 5 20200512_ts_24_207 SECTION 5. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The Council hereby declares that it should have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid. SECTION 6. The Council finds that this project is exempt from the provisions of the California Environmental Quality Act (“CEQA”), pursuant to Section 15061 of the CEQA Guidelines, because it can be seen with certainty that there is no possibility that the ordinance will have a significant effect on the environment. SECTION 7. This ordinance shall be effective on the thirty‐first day after the date of its adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Deputy City Attorney City Manager ____________________________ Director of Library Services City of Palo Alto (ID # 11372) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Adoption of Tobacco Retail Permit Ordinance Title: Adoption of Amendments to the City of Palo Alto Tobacco Retailer Permit Ordinance (PAMC Chapter 4.64) to Further Restrict Electronic Cigarette Products and Flavored Tobacco Products From: City Manager Lead Department: Public Works Recommendation Per Council direction at the May 18, 2020 Council meeting, staff recommends that Council adopt revisions to Chapter 4.64 of the Palo Alto Municipal Code (Attachment A) to mirror the Santa Clara County Department of Health Tobacco Permit Ordinance, which will further restrict sales of flavored tobacco and electronic cigarette products. Background At the December 9, 2019 Council meeting, Council directed staff to adopt an ordinance prohibiting the sale and distribution of all electronic cigarettes and flavored tobacco products, in alignment with the County of Santa Clara’s recent approach, with as few exemptions as possible (Colleagues’ Memo From Council Members Cormack, Fine, and Tanaka Regarding Anti- Vaping Measures, December 9, 2019). Following a stakeholder engagement process with affected businesses, staff returned with a proposed ordinance, which mirrored the Santa Clara County ordinance, but which proposed an exemption for adult-only stores (those which serve customers only age 21 and older) because of the severe financial impact and potential closure of five retailers in Palo Alto (Staff Report #11005, May 4, 2020). The proposed ordinance was at first scheduled as a Consent Item but was rescheduled as an Action Item for Council discussion at the May 18 Council meeting. Subsequently, a staff memo and additional ordinance adjustments reflecting public feedback received after May 4 were presented for Council consideration (Memo to Staff Report #11332). At the May 18, 2020 meeting, Council reviewed the proposed ordinance and directed staff to return with ordinance revisions that mirror the Santa Clara County ordinance requirements. The attached proposed ordinance (Attachment A) mirrors the Santa Clara County ordinance requirements. City of Palo Alto Page 2 Stakeholder Engagement Stakeholder engagement to affected businesses was conducted and is discussed in Staff Report #11005. In addition, staff attended several public meetings and met with community members to hear concerns about youth vaping. A summary of stakeholder input is summarized in Memo to Staff Report #11332 (Attachment A–Summary of Major Public Comments About Palo Alto’s Proposed Tobacco Retail Permit Ordinance). Environmental Review This proposed ordinance would not be subject to environmental review under the California Environmental Quality Act (CEQA) because it does not cause a direct physical change in the environment or a reasonably foreseeable indirect change in the physical environment. Attachments: • Attachment A - Ordinance Amending Chapter 4.64 of the Municipal Code to Adopt the County's Tobacco Retailer Permit Ordinance *Not Yet Approved* 1 20200520_ts_24_206 Ordinance No. _____ Ordinance of the Council of the City of Palo Alto Amending Chapter 4.64 (Permits for Retailers of Tobacco Products) Of Title 4 (Business Licenses and Regulations). The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. Findings and Declarations. The City Council finds and declares as follows: A. Electronic cigarettes, also known as e-cigarettes, e-vaporizers, or electronic nicotine delivery systems, are battery-operated devices that people use to inhale an aerosol that typically contains nicotine. In addition to nicotine, the aerosol from e-cigarettes may include up to 31 other components, including formaldehyde, acetaldehyde, glycidol, acrolein, acetol, and diacetyl. Several of these compounds are likely carcinogens, and acrolein is a powerful irritant.1 These products can resemble traditional tobacco cigarettes (cig-a-likes), cigars, or pipes, or even everyday items like pens or USB memory sticks.2 The pervasive use of these and other related Electronic Cigarette Products has given rise to a massive and multi-faceted public health crisis. B. The Surgeon General has declared the use of e-cigarettes among youth an “epidemic.” There is an extensive and rapidly growing body of evidence supporting that characterization. For instance: i. E-cigarette companies use marketing strategies to target youth. In 2014, 18 million (7 out of 10) middle and high school students were exposed to e- cigarette ads.3 ii. E-cigarettes are marketed in a variety of flavors that appeal to youth, including gummy bear, birthday cake, cotton candy, and fruit punch. iii. While youth use of combustible cigarettes has decreased dramatically, e- cigarette use—or “vaping”—among middle and high school students increased 1 Centers for Disease Control and Prevention. Cigarette Use Among Youth and Young Adults: A Report of the Surgeon General (2016). https://www.cdc.gov/tobacco/data_statistics/sgr/e-cigarettes/index.htm. 2 National Institute on Drug Abuse. Electronic Cigarettes (E-cigarettes) (2019). https://www.drugabuse.gov/publications/drugfacts/electronic-cigarettes-e-cigarettes; Breland A, Soule E, Lopez A, Ramôa C, El-Hellani A, Eissenberg T. Electronic cigarettes: what are they and what do they do? Ann N Y Acad Sci. 2017;1394(1):5-30. doi:10.1111/nyas.12977. 3 Centers for Disease Control and Prevention. E-cigarette Ads and Youth (2017). https://www.cdc.gov/vitalsigns/ecigarette-ads/index.html. *Not Yet Approved* 2 20200520_ts_24_206 by 78 percent between 2017 and 2018, with over 4 million kids currently using e- cigarettes in 2018.4 iv. The proportion of current e-cigarette users in high school who reported use on 20 days or more in the past 30-day period increased from 20 percent in 2017 to 27.7 percent in 2018.5 v. In 2019, the national prevalence of e-cigarette use during the previous 30 days was more than 1 in 4 students in the 12th grade, more than 1 in 5 in the 10th grade, and more than 1 in 11 in the 8th grade.6 vi. Use of e-cigarettes among undergraduate college students increased from 4.9 percent to 10.1 percent between 2017 and 2018.7 vii. There was a 46.2 percent increase in current e-cigarette use between 2017 and 2018 among young adults.8 viii. Adolescents obtain e-cigarettes from a variety of sources. The most common sources are: purchasing from a store or online (31.1 percent); buying from another person (16.3 percent); and giving someone money to purchase for them (15.0 percent).9 C. Nearly 1 in 3 Santa Clara County teens—31.6 percent—report that they have used an e- cigarette at least once. Most teens obtained their e-cigarettes from “social sources,” 4 Cullen KA, Ambrose BK, Gentzke AS, Apelberg BJ, Jamal A, King BA. Use of Electronic Cigarettes and Any Tobacco Product Among Middle and High School Students—United States, 2011–2018. MMWR Morb Mortal Wkly Rep. 2018;67(45):1276-1277. doi:10.15585/mmwr.mm6745a5. 5 Cullen KA, Ambrose BK, Gentzke AS, Apelberg BJ, Jamal A, King BA. Use of Electronic Cigarettes and Any Tobacco Product Among Middle and High School Students—United States, 2011–2018. MMWR Morb Mortal Wkly Rep. 2018;67(45):1276-1277. doi:10.15585/mmwr.mm6745a5. 6 Miech R, Johnston L, O’Malley PM, Bachman JG, Patrick ME. Trends in Adolescent Vaping, 2017–2019. N Engl J Med. September 2019:NEJMc1910739. doi:10.1056/NEJMc1910739. 7 Compare American College Health Association-National College Health Assessment II: Undergraduate Student Reference Group Executive Summary Spring 2018. Silver Spring, MD: American College Health Association with American College Health Association-National College Health Assessment II: Reference Group Undergraduate Executive Summary Spring 2017. Hanover, MD: American College Health Association. 8 Dai H, Leventhal AM. Prevalence of e-Cigarette Use Among Adults in the United States, 2014-2018. JAMA. September 2019. doi:10.1001/jama.2019.15331. 9 Pepper JK, Coats EM, Nonnemaker JM, Loomis BR. How Do Adolescents Get Their E-Cigarettes and Other Electronic Vaping Devices? Am J Health Promot. 2019;33(3):420-429. doi:10.1177/0890117118790366. *Not Yet Approved* 3 20200520_ts_24_206 while around 45 percent reported purchasing their own e-cigarettes (with over a quarter of this group saying they buy them directly from a local store).10 D. E-cigarettes have severe adverse health effects for both youth and adults. i. According to the Surgeon General, “[m]ost e-cigarettes contain nicotine—the addictive drug in regular cigarettes, cigars, and other tobacco products. Nicotine exposure during adolescence can harm the developing brain—which continues to develop until about age 25. Nicotine exposure during adolescence can impact learning, memory, and attention. Using nicotine in adolescence can also increase risk for future addiction to other drugs. In addition to nicotine, the aerosol that users inhale and exhale from e-cigarettes can potentially expose both themselves and bystanders to other harmful substances, including heavy metals, volatile organic compounds, and ultrafine particles that can be inhaled deeply into the lungs.”11 ii. E-cigarette use can also play a role in adolescent social maladjustment, including poor learning and academic performance, increased aggressive and impulsive behavior, poor sleep quality, attention deficits, impaired memory, cognition, and increased depression and suicidal ideation.12 iii. Daily e-cigarette use is associated with increased risk of irreversible cardiovascular and lung disease through the inhalation of harmful chemicals.13 iv. Secondhand emissions from e-cigarettes are also dangerous because they contain “nicotine; ultrafine particles; flavorings such as diacetyl, a chemical linked to serious lung disease; volatile organic compounds such as benzene, which is found in car exhaust; and heavy metals, such as nickel, tin, and lead.”14 10 Zhu S-H, Lee J, Zhuang YL, Branden K, Cole A, Wolfson T, Gamst A (2019). Tobacco use among high school students in Santa Clara County: Findings from the 2017-18 California Student Tobacco Survey. San Diego, California: Center for Research and Intervention in Tobacco Control (CRITC), University of California, San Diego. 11 Surgeon General’s Advisory on E-cigarette Use Among Youth (2008). https://e- cigarettes.surgeongeneral.gov/documents/surgeon-generals-advisory-on-e-cigarette-use-among-youth-2018.pdf. 12 Tobore TO. On the potential harmful effects of E-Cigarettes (EC) on the developing brain: The relationship between vaping-induced oxidative stress and adolescent/young adults social maladjustment. J Adolesc. 2019; 76:202-209. doi:10.1016/j.adolescence.2019.09.004. 13 American Lung Association. The Impact of E-Cigarettes on the Lung (2011). https://www.lung.org/stop- smoking/smoking-facts/impact-of-e-cigarettes-on-lung.html; Bein K, Leikauf GD. Acrolein - a pulmonary hazard. Mol Nutr Food Res 55(9):1342-60. doi: 10.1002/mnfr.201100279. 14 American Lung Association. The Impact of E-Cigarettes on the Lung (2011). https://www.lung.org/stop- smoking/smoking-facts/impact-of-e-cigarettes-on-lung.html. *Not Yet Approved* 4 20200520_ts_24_206 v. E-cigarette use is dangerous for pregnant women and is a fetal risk factor. It is associated with an increased risk of smallness-for-gestational-age.15 E. In addition to these negative long-term health effects, e-cigarette use is now associated with a wave of dangerous, life-threatening illnesses. i. As of October 15, 2019, 1,479 cases of acute lung injury associated with the use of e-cigarette or vaping products in 49 states, the District of Columbia, and 1 U.S. territory have been reported to the Centers for Disease Control and Prevention (CDC). Thirty-three deaths have been confirmed in 24 states.16 ii. Since the CDC’s August 30, 2019 Official Health Advisory,17 there have been two reported cases of lung injury associated with e-cigarettes in Santa Clara County. One of these cases was in an adolescent, and both individuals required hospitalization. F. Other risks and injuries are attributable to the proliferation of e-cigarettes: i. E-cigarettes present a poison risk for children. From 2013 to 2017, an estimated 4,745 e-liquid poisoning cases among children under age five were treated in U.S. hospital emergency departments.18 ii. E-cigarettes present a risk of burns and other injuries, usually from malfunctioning batteries. From 2015 to 2017, there were an estimated 2,035 e- cigarette explosion and burn injuries reported in U.S. hospital emergency rooms.19 // 15 Cardenas V, Cen R, Clemens M, et al. Use of Electronic Nicotine Delivery Systems (ENDS) by pregnant women I: Risk of small-for-gestational-age birth. Tob Induc Dis. 2019;17(May). doi:10.18332/tid/106089 16 Centers for Disease Control and Prevention. Outbreak of Lung Injury Associated with E-cigarette Use, or Vaping. October (2019). https://www.cdc.gov/tobacco/basic_information/e-cigarettes/severe-lung-disease.html. 17 Centers for Disease Control and Prevention Official Health Advisory. Severe Pulmonary Disease Associated with Using E-Cigarette Products (Aug. 30, 2019). https://emergency.cdc.gov/han/han00421.asp. 18 Chang JT, Wang B, Chang CM, Ambrose BK. National estimates of poisoning events related to liquid nicotine in young children treated in US hospital emergency departments, 2013–2017. Inj Epidemiol. 2019;6(1):10. doi:10.1186/s40621-019-0188-9. 19 Rossheim ME, Livingston MD, Soule EK, Zeraye HA, Thombs DL. Electronic cigarette explosion and burn injuries, US Emergency Departments 2015-2017. Tob Control. 2019;28(4):472-474. doi:10.1136/tobaccocontrol-2018- 054518. *Not Yet Approved* 5 20200520_ts_24_206 G. While the e-cigarette industry claims that its products help people quit smoking combustible cigarettes, the evidence shows that e-cigarette use is actually associated with increased risk of cigarette initiation, particularly among low-risk youths.20 i. Use of e-cigarettes was most common among smokers, and dual users had the highest prevalence of respiratory symptoms. On a population level, this indicates that the present use of e-cigarettes does not adequately serve as a smoking cessation tool.21 ii. E-cigarettes are not commonly used as a quit tool among college students, but rather as a secondary source of nicotine, most commonly in current smokers.22 iii. Of adults and young adults over 18 who use e-cigarettes, around 63 percent typically use non-tobacco flavored e-cigarettes, while over a third typically use tobacco-flavored or unflavored e-cigarettes.23 H. Open e-cigarette systems are customizable by consumers and often allow for potential “unorthodox” use of the product. These modifications include altering mechanical components and replacing liquid cartridges with dangerous off-market or illegal substances.24 Customization is one of the most popular social media topics for e- cigarettes.25 // // 20 Berry KM, Fetterman JL, Benjamin EJ, et al. Association of Electronic Cigarette Use With Subsequent Initiation of Tobacco Cigarettes in US Youths. JAMA Netw Open. Published online February 01, 2019;2(2):e187794. doi:10.1001/jamanetworkopen.2018.7794. 21 Hedman L, Backman H, Stridsman C, et al. Association of Electronic Cigarette Use With Smoking Habits, Demographic Factors, and Respiratory Symptoms. JAMA Netw Open. 2018;1(3):e180789. doi:10.1001/jamanetworkopen.2018.0789. 22 Martinasek MP, Bowersock A, Wheldon CW. Patterns, Perception and Behavior of Electronic Nicotine Delivery Systems Use and Multiple Product Use Among Young Adults. Respir Care. 2018;63(7):913-919. doi:10.4187/respcare.06001. 23 Landry RL, Groom AL, Vu T-HT, et al. The role of flavors in vaping initiation and satisfaction among U.S. adults. Addict Behav. 2019;99:106077. doi:10.1016/j.addbeh.2019.106077. 24 Guy MC, Helt J, Palafox S, et al. Orthodox and Unorthodox Uses of Electronic Cigarettes: A Surveillance of YouTube Video Content. Nicotine Tob Res. 2019;21(10):1378-1384. doi:10.1093/ntr/nty132. 25 Lee A, Hart J, Sears C, Walker K, Siu A, Smith C. A picture is worth a thousand words: Electronic cigarette content on Instagram and Pinterest. Tob Prev Cessat. 2017;3(July). doi:10.18332/tpc/74709. *Not Yet Approved* 6 20200520_ts_24_206 SECTION 2. Chapter 4.64 (Permits for Retailers of Tobacco Products) of Title 4 (Business Licenses and Regulations) is hereby amended and restated as follows: CHAPTER 4.64. PERMITS FOR RETAILERS OF TOBACCO PRODUCTS 4.64.010. Intent. This Chapter is adopted to: (1) Ensure compliance with the business standards and practices of the County; (2) Encourage responsible retailing of Tobacco Products; (3) Discourage violations of laws related to Tobacco Products, especially those that prohibit or discourage the Sale or Distribution of Tobacco Products to individuals under 21; (4) Respond to a new wave of addiction to Electronic Cigarette Products; (5) Reduce vulnerability to unexplained illnesses associated with Electronic Cigarette Products; and (6) Protect the public health and welfare. This Chapter does not expand or reduce the degree to which the acts regulated by federal or state law are criminally proscribed or alter the penalties provided by such laws. 4.64.020. Definitions. For the purposes of this Chapter, the following definitions shall apply: (a) Arm’s Length Transaction means a Sale in good faith and for valuable consideration that reflects the fair market value in the open market between two or more informed and willing parties, neither of which is under any compulsion to participate in the transaction. A Sale between relatives, related companies or partners, or a Sale for which a significant purpose is avoiding the effect of the violations of this Chapter is not an Arm’s Length Transaction. (b) Department means any department of the City of Palo Alto or County of Santa Clara designated by the City Manager to enforce or administer this Chapter, including the County of Santa Clara’s Department of Environmental Health and any agency or Person designated by the Director of the Department of Environmental Health to enforce or administer the provisions of this Chapter. *Not Yet Approved* 7 20200520_ts_24_206 (c) Distribute or Distribution means the transfer, by any Person other than a common carrier, of a Tobacco Product to another Person for Sale or personal consumption. (d) Electronic Cigarette Products means any of the following products: (1) Any device or delivery system that can be used to deliver nicotine in aerosolized or vaporized form, including, but not limited to, an e-cigarette, e-cigar, e-pipe, vape pen, or e-hookah. (2) Any component, part, or accessory of such a device or delivery system that is used during its operation. (3) Any flavored or unflavored liquid or substance containing nicotine, whether Sold separately or Sold in combination with any device or delivery system that could be used to deliver nicotine in aerosolized or vaporized form. (4) Any product for use in an electronic nicotine device or delivery system whether or not it contains nicotine or tobacco or is derived from nicotine or tobacco. (5) Electronic Cigarette Products shall not include any battery, battery charger, carrying case, or other accessory not used in the operation of the device if Sold separately. Electronic Cigarette Products shall not include any product that has been approved by the United States Food and Drug Administration for Sale as a tobacco cessation product or for other therapeutic purposes where that product is marketed and Sold solely for such approved use. See 21 U.S.C. § 387(a). As used in this subsection, nicotine does not include any food products as that term is defined pursuant to Section 6359 of the California Revenue and Taxation Code. (e) Ownership means possession of a ten percent or greater interest in the stock, assets, or income of a business, other than a security interest for the repayment of debt. Notwithstanding any other definition in this Code, an Owner means a Person who possesses Ownership. (f) Permit means a valid permit issued by the Department to a Person to act as a Retailer. (g) Retailer means any Person who Sells or Distributes Tobacco Products for any form of consideration. Retailing shall mean the doing of any of these actions. This definition is without regard to the quantity of Tobacco Products Sold or Distributed. (h) School means a public or private elementary, middle, junior high, or high school. (i) Sale and Sold includes any sale, exchange, barter or offer for sale. *Not Yet Approved* 8 20200520_ts_24_206 (j) Tobacco Product means (unless specifically noted elsewhere) any product subject to Subchapter IX (21 U.S.C. § 387 et seq. (“Subchapter IX”)) of the Federal Food, Drug, and Cosmetic Act. (See 21 U.S.C. § 387a(b) (products subject to Subchapter IX); 21 C.F.R. §§ 1100.1-1100.3 (tobacco products subject to Subchapter IX).) Products subject to Subchapter IX include, but are not limited to, cigarettes, cigarette tobacco, roll-your- own tobacco, smokeless tobacco, cigars, pipe tobacco, waterpipe tobacco, and Electronic Cigarette Products. Products that are not subject to Subchapter IX include accessories of Tobacco Products, such as, but not limited to, ashtrays, spittoons, and conventional matches and lighters that solely provide an external heat source to initiate but not maintain combustion of a Tobacco Product. 4.64.030. Requirements and prohibitions. (a) Permit required. It shall be unlawful for any Person to act as a Retailer without first obtaining and maintaining a Permit pursuant to this Chapter for each location at which Retailing occurs. (b) Lawful business operation. It shall be a violation of this Chapter for any Retailer to violate any local, state, or federal law applicable to Tobacco Products or the Retailing of such Tobacco Products. (c) Display of Permit. Each Permit shall be prominently displayed in a publicly visible place at the location identified in the Permit. (d) Notice of minimum age for purchase of Tobacco Products. Retailers shall post conspicuously, at each point of purchase, a notice stating that selling Tobacco Products to anyone under 21 years of age is illegal and subject to penalties. Such notice shall be subject to the approval of the Public Health Department. (e) Positive identification required. No Retailer shall Sell or Distribute a Tobacco Product to another individual who appears to be under 30 years of age without first examining the individual’s identification to confirm that the individual is at least the minimum age required under state law to purchase and possess the Tobacco Product. (f) Minimum age for individuals selling Tobacco Products. No individual who is younger than the minimum age established by State law for the purchase or possession of Tobacco Products shall engage in Retailing. (g) False and misleading advertising prohibited. A Retailer without a Permit: (1) Shall keep all Tobacco Products out of public view. (2) Shall not display any advertisement relating to Tobacco Products that promotes the Sale or Distribution of such products from the Retailer’s location or that *Not Yet Approved* 9 20200520_ts_24_206 could lead a reasonable consumer to believe that Tobacco Products can be obtained at that location. (h) Limitation on storefront advertising. No more than 15 percent of the square footage of the windows and clear doors of a physical storefront used for Retailing Tobacco Products shall bear advertising or signs of any sort, and all advertising and signage shall be placed and maintained in a manner that ensures that law enforcement personnel have a clear and unobstructed view of the interior of the premises, including the area in which the cash registers are maintained, from the exterior public sidewalk or entrance to the premises. However, this latter requirement of this subsection (h) shall not apply to an establishment where there are no windows or clear doors, or where existing windows are located only at a height that precludes a view of the interior of the premises by an individual standing outside the premises. (i) Flavored Tobacco Products. (1) Except as permitted in paragraph (3) of this subsection (i), no Retailer shall Sell a Tobacco Product containing, as a constituent or additive, an artificial or natural flavor or aroma (other than tobacco) or an herb or spice, including but not limited to strawberry, grape, orange, clove, cinnamon, pineapple, vanilla, coconut, licorice, cocoa, chocolate, cherry, mint, menthol, or coffee, that is a characterizing flavor or aroma of the Tobacco Product, smoke, or vapor produced by the Tobacco Product. (2) A Tobacco Product shall be subject to a rebuttable presumption that the product is prohibited by paragraph (1) of this subsection if: (i) The product’s manufacturer or any other Person associated with the manufacture or Sale of Tobacco Products makes or disseminates public statements or claims to the effect that the product has or produces a characterizing flavor or aroma, other than tobacco; or (ii) The product’s label, labeling, or packaging includes a statement or claim—including any text and/or images used to communicate information—that the product has or produces a characterizing flavor or aroma, other than tobacco. (3) Except as provided in Paragraph (4) of this subsection (i), Paragraph (1) of this subsection (i) shall not apply to any Retailer that meets all the following criteria: (i) Primarily sells Tobacco Products; (ii) Generates more than 60 percent of its gross revenues annually from the Sale of Tobacco Products; *Not Yet Approved* 10 20200520_ts_24_206 (iii) Does not permit any individual under 21 years of age to be present or enter the premises at any time, unless accompanied by the individual’s parent or legal guardian, as defined in Section 6903 of the Family Code; (iv) Does not Sell alcoholic beverages or food for consumption on the premises; and (v) Posts a sign outside the retail location that clearly, sufficiently, and conspicuously informs the public that individuals under 21 years of age are prohibited from entering the premises. (4) No Retailer that is issued a new Permit after July 22, 2020 shall Sell or Distribute flavored Tobacco Products under paragraph (3) of this subsection (i) after Permit issuance. No Retailer that receives a Permit renewal after July 22, 2020 shall Sell or Distribute flavored Tobacco Products under paragraph (3) of this subsection (i) after Permit renewal. Regardless of the date of Permit issuance or renewal, no Retailer shall Sell or Distribute flavored Tobacco Products after July 22, 2020. (j) Vending machines prohibited. No Tobacco Product shall be Sold or Distributed to the public from a vending machine or appliance, or any other coin or token operated mechanical device designed or used for vending purposes, including, but not limited to, machines or devices that use remote control locking mechanisms. (k) Prohibition on Sale or Distribution of Tobacco Products to individuals under 21. No Retailer shall Sell or Distribute any Tobacco Product to any individual who is under 21 years of age. (l) Prohibition on Sale or Distribution of Electronic Cigarette Products. No Retailer that is issued a new Permit after July 22, 2020 shall Sell or Distribute Electronic Cigarette Products after Permit issuance. No Retailer that receives a Permit renewal after July 22, 2020 shall Sell or Distribute Electronic Cigarette Products after Permit renewal. Regardless of the date of Permit issuance or renewal, no Retailer shall Sell or Distribute Electronic Cigarette Products after July 22, 2020. 4.64.040. Eligibility requirements for a Permit. (a) No Permit may be issued to authorize Retailing at or from other than a fixed location. For example, Retailing by Persons on foot or from vehicles is prohibited. (b) No Permit may be issued to authorize Retailing at a temporary or recurring temporary event. For example, Retailing at flea markets and farmers’ markets is prohibited. *Not Yet Approved* 11 20200520_ts_24_206 (c) No Permit may be issued to authorize Retailing at any location where the profession of pharmacy is practiced by a pharmacist licensed by the State in accordance with the Business and Professions Code and where prescription drugs are offered for Sale. (d) No Permit may be issued to authorize Retailing at any location within 1,000 feet of a School, as measured by a straight line between any point along the property line of any parcel on which a School is located and any point along the perimeter of the Permit applicant’s proposed business location; provided, however, that the prohibition contained in this subsection (d) shall not apply to the following: (1) Any Retailer of Tobacco Products (as such term was defined in the predecessor Ordinance No. 5418) operating lawfully on June 30, 2018 provided that the Retailer obtains a permit prior to July 1, 2020 pursuant to sections 4.64.050 and 4.64.060, and timely renews its permit pursuant to section 4.64.070(b); (2) Any Retailer of electronic smoking devices (as such term was defined in the predecessor Ordinance No. 5418) operating lawfully on June 30, 2018 provided that the Retailer obtains a permit prior to July 1, 2020 pursuant to sections 4.64.050 and 4.64.060, and timely renews its permit pursuant to section 4.64.070(b); however, any such Retailer is subject to the prohibition on the Sale and Distribution of Electronic Cigarette Products established in Section 4.64.030(l); and (3) Any lawfully operating Retailer of Tobacco Products that would otherwise become ineligible to receive or renew a Permit due to the creation or relocation of a School. (e) No Permit may be issued to authorize Retailing at a location which is within 500 feet of a location occupied by another Retailer, as measured by a straight line between any point along the perimeter of an existing Retailer’s business location and any point along the perimeter of the Permit applicant’s proposed business location; provided, however, that the prohibition contained in this subsection (e) shall not apply to: (1) Any Retailer of Tobacco Products (as such term was defined in the predecessor Ordinance No. 5418) operating lawfully on June 30, 2018 provided that the Retailer obtains a permit prior to July 1, 2020 pursuant to sections 4.64.050 and 4.64.060, and timely renews its permit pursuant to section 4.64.070(b); and (2) Any Retailer of electronic smoking devices (as such term was defined in the predecessor Ordinance No. 5418) operating lawfully on June 30, 2018 provided that the Retailer obtains a permit prior to July 1, 2020 pursuant to sections 4.64.050 and 4.64.060, and timely renews its permit pursuant to section 4.64.070(b); however, any such Retailer is subject to the prohibition on the Sale *Not Yet Approved* 12 20200520_ts_24_206 and Distribution of Electronic Cigarette Products established in Section 4.64.030(l). (f) Any exemption granted to a Retailer pursuant to subsections (d) and (e) shall cease to apply upon the earlier of the following to occur: (1) The Retailer fails to timely renew the Permit pursuant to Section 4.64.070(b) of this Chapter. (2) A new Person obtains Ownership in the business. 4.64.050. Application procedure. (a) It is the responsibility of each Retailer to be informed of all laws applicable to Retailing, including those laws affecting the issuance of a Permit. No Retailer may rely on the issuance of a Permit as a determination by the City or County of Santa Clara that the Retailer has complied with all laws applicable to Retailing. A Permit issued contrary to this Chapter, contrary to any other law, or on the basis of false or misleading information supplied by a Retailer shall be revoked pursuant to Section 4.64.060 of this Chapter. (b) All Permit applications shall be submitted on a form supplied by the Department. (c) A permitted Retailer shall inform the Department in writing of any change in the information submitted on an application for a Permit within 14 calendar days of a change. (d) All information specified in an application pursuant to this section shall be subject to disclosure under the California Public Records Act (Government Code Section 6250 et seq.) or any other applicable law, subject to the laws’ exemptions. 4.64.060. Permit issuance, denial, and revocation. (a) Upon the receipt of a complete application for a Permit, the application fee, and the annual Permit fee, the Department shall issue a Permit unless substantial evidence demonstrates that one or more of the following bases for denial exists: (1) The information presented in the application is inaccurate or false. (2) The application seeks authorization for Retailing at a location for which this Chapter prohibits issuance of a Permit. (3) The application seeks authorization for Retailing by a Person to whom this Chapter prohibits issuance of a Permit. *Not Yet Approved* 13 20200520_ts_24_206 (4) The application seeks authorization for Retailing that is prohibited pursuant to this Chapter (e.g., mobile vending, Electronic Cigarette Products) or that is unlawful pursuant to any other law. (b) A Permit shall be revoked if the Department finds that one or more of the bases for denial of a Permit under this section existed at the time application was made or at any time before the Permit issued. Such a revocation shall be without prejudice to the filing of a new Permit application. 4.64.070. Permit term, renewal, and expiration. (a) Term of Permit. The term of a Permit is one year. A Permit is invalid upon expiration. (b) Renewal of Permit. The Department shall renew a Permit upon timely payment of the annual Permit fee provided that the Retailer is in compliance with this Chapter, as amended. The Department may, in its discretion, agree to renew any expired Permit within the three-month period following expiration if the Retailer pays the annual Permit fee and applicable late charges. For every calendar month, or fraction thereof, that a Retailer fails to renew an expired Permit, a late charge equal to 20 percent of the annual Permit fee shall be assessed. A Permit renewed within three calendar months of expiration shall be treated as if timely renewed. (c) Issuance of Permit after revocation or expiration of Permit. To apply for a new Permit more than three calendar months after expiration of a Permit or following revocation of a Permit that was wrongly issued, a Retailer must submit a complete application for a Permit, along with the application fee and annual Permit fee. The Department shall issue a Permit pursuant to the requirements of Section 4.64.060 of this Chapter. 4.64.080. Permits nontransferable. (a) A Permit may not be transferred from one Person to another or from one location to another. Whenever a new Person obtains Ownership in a business for which a Permit has been issued, a new Permit shall be required, but any exemption granted pursuant to Section 4.64.040 of this Chapter shall cease to apply. (b) Notwithstanding any other provision of this Chapter, prior violations of this Chapter at a location shall continue to be counted against a location and Permit ineligibility and suspension periods shall continue to apply to a location unless: (1) One hundred percent of the interest in the stock, assets, or income of the business, other than a security interest for the repayment of debt, has been transferred to one or more new owners; and *Not Yet Approved* 14 20200520_ts_24_206 (2) The City is provided with clear and convincing evidence, including an affidavit, that the business has been acquired in an Arm’s Length Transaction. 4.64.090. Permit conveys a limited, conditional privilege. Nothing in this Chapter shall be construed to grant any Person obtaining and maintaining a Permit any status or right other than the limited, conditional privilege to act as a Retailer at the location in the City identified on the face of the Permit. All Permits are issued subject to the City’s right to amend this Chapter, and Retailers shall comply with all provisions of this Chapter, as amended. 4.64.100. Fees. The Department shall not issue or renew a Permit prior to full payment of any applicable fees. The City shall, from time to time, establish by resolution or ordinance the fees to issue or to renew a Permit. The fees shall be calculated so as to recover the cost of administration and enforcement of this Chapter, including, for example, issuing a Permit, administering the Permit program, Retailer education, Retailer inspection and compliance checks, documentation of violations, and prosecution of violators, but shall not exceed the cost of the regulatory program authorized by this Chapter. All fees and interest earned from such fees shall be used exclusively to fund administration and enforcement of this Chapter. 4.64.110. Compliance monitoring. (a) Compliance with this Chapter shall be monitored by the Department. In addition, any peace officer may enforce the penal provisions of this Chapter. The City Manager may designate any number of additional individuals to monitor and facilitate compliance with this Chapter. (b) The Department or other individuals designated to enforce the provisions of this Chapter shall check each Retailer at least once per 12-month period to determine if the Retailer is complying with all laws applicable to Retailing, other than those laws regulating underage access to Tobacco Products. Nothing in this paragraph shall create a right of action in any Retailer or other Person against the City, the County of Santa Clara, or its agents. 4.64.120. Prevention of underage Sales. (a) The Department or other departments or individuals designated to enforce the provisions of this Chapter shall, in conjunction with the Police Department, check each Retailer at least twice per 12-month period to determine whether the Retailer is conducting business in a manner that complies with laws regulating youth access to Tobacco Products. Nothing in this paragraph shall create a right of action in any Retailer or other Person against the City, the County of Santa Clara, or its agents. *Not Yet Approved* 15 20200520_ts_24_206 (b) The City shall not enforce any law establishing a minimum age for Tobacco Product purchases against an individual who otherwise might be in violation of such law because of the individual’s age (“Youth Decoy”) if the potential violation occurs when: (1) The Youth Decoy is participating in a compliance check supervised by a peace officer or a code enforcement official of the City or County of Santa Clara; (2) The Youth Decoy is acting as an agent of a Department or individual designated by the City or County of Santa Clara to monitor compliance with this Chapter; or (3) The Youth Decoy is participating in a compliance check funded in part, either directly or indirectly through subcontracting, by the City, the County of Santa Clara, or the California Department of Public Health. 4.64.130. Penalties for a violation by a Retailer with a Permit. (a) Administrative fine. In addition to any other penalty authorized by law, an administrative fine shall be imposed and a Permit shall be suspended if any court of competent jurisdiction determines, or the Department finds based on a preponderance of the evidence that the Retailer, or any of the Retailer’s agents or employees, has violated any of the requirements, conditions, or prohibitions of this Chapter, has pled guilty, “no contest” or its equivalent to such a violation, or has admitted to a such a violation. (b) Amount of fine. The amount of the administrative fine for each such violation shall be as follows: (1) A fine not to exceed $100.00 for a first violation within a 12-month period; (2) A fine not to exceed $200.00 for a second violation within a 12-month period; and (3) A fine not to exceed $500.00 for each additional violation within a 12-month period. (c) Time period for Permit suspension. The period of the suspension shall be as follows: (1) For a first violation of this Chapter at a location within any 60-month period, the Permit shall be suspended for up to 30 calendar days. (2) For a second violation of this Chapter at a location within any 60-month period, the Permit shall be suspended for up to 90 calendar days. *Not Yet Approved* 16 20200520_ts_24_206 (3) For each additional violation of this Chapter at a location within any 60-month period, the Permit shall be suspended for up to one year. (d) Waiver of penalties for first violation. The Department may waive any penalties for a Retailer’s first violation of any requirement, condition, or prohibition of this Chapter, other than a violation of a law regulating youth access to Tobacco Products, if the Retailer admits the violation in writing and agrees to forego a hearing on the allegations. Regardless of the Department’s waiver of penalties for a first violation, the violation will be considered in determining the penalties for any future violation. (e) Corrections period. The Department shall have discretion to allow a Retailer a period of time to correct any violation of any requirement, condition, or prohibition of this Chapter, other than a violation of a law regulating youth access to Tobacco Products. If the Department exercises its discretion to provide a corrections period, and a Retailer’s violation is corrected within the time allowed for correction, no penalty shall be imposed under this section. (f) Written notice of penalties. Whenever a fine is issued and/or a Permit is suspended based on a violation of this Chapter, the Department shall provide the Retailer written notice of the violation and the fine and suspension, including when the suspension shall take effect. 4.64.140. Penalties for Retailing without a Permit. (a) Administrative fine. In addition to any other penalty authorized by law, an administrative fine and an ineligibility period for application or issuance of a Permit shall be imposed if a court of competent jurisdiction determines, or the Department finds based on a preponderance of evidence, that any Person has engaged in Retailing at a location without a valid Permit, either directly or through the Person’s agents or employees, has pled guilty, “no contest” or its equivalent to such a violation, or has admitted to such a violation. (b) Amount of fine. The amount of the administrative fine for each such violation shall be as follows: (1) A fine not to exceed $100.00 for a first violation within a 12-month period; (2) A fine not to exceed $200.00 for a second violation within a 12-month period; and (3) A fine not to exceed $500.00 for each additional violation within a 12-month period. // *Not Yet Approved* 17 20200520_ts_24_206 (c) Time period for Permit ineligibility. The ineligibility period shall be as follows: (1) For a first violation of this section at a location within any 60-month period, no new Permit may be issued for the Person or the location (unless Ownership of the business at the location has been transferred in an Arm’s Length Transaction) until 30 calendar days have passed from the date of the violation. (2) For a second violation of this section at a location within any 60-month period, no new Permit may be issued for the Person or the location (unless Ownership of the business at the location has been transferred in an Arm’s Length Transaction) until 90 calendar days have passed from the date of the violation. (3) For each additional violation of this section at a location within any 60-month period, no new Permit may be issued for the Person or the location (unless Ownership of the business at the location has been transferred in an Arm’s Length Transaction) until one year has passed from the date of the violation. (d) Waiver of penalties for first violation. The Department may waive any penalties for a Retailer’s first violation of this section, unless the violation also involves a violation of a law regulating youth access to Tobacco Products, if the Retailer admits the violation in writing and agrees to forego a hearing on the allegations. Regardless of the Department’s waiver of penalties for a first violation, the violation will be considered in determining the penalties for any future violation. (e) Written notice of penalties. Whenever a fine is issued and/or a Permit is suspended pursuant to this section, the Department shall provide the Retailer written notice of the fine and suspension, including when the suspension shall take effect. (f) Appeals. Any penalties imposed under this section may be appealed pursuant to Section 4.64.150 of this Chapter. A timely appeal shall stay enforcement of the appealed penalties while the appeal is ongoing. 4.64.150. Appeals. (a) Any Retailer served with a written notice of penalties may request an administrative hearing to appeal the existence of the violation, the amount of the fine, and/or the length of the suspension by returning a completed hearing request form to the Office of the County Hearing Officer within 10 days from the date of the written notice of penalties. (b) The Retailer shall include the following in or with the hearing request form: (1) A statement indicating the reason the Retailer contests the written notice of penalties; *Not Yet Approved* 18 20200520_ts_24_206 (2) Any evidence the Retailer wants the Hearing Officer to consider; (3) An advance deposit of the amount of any fine challenged; and (4) The address of the Retailer and, if available, an email address that can be used for contact and correspondence by the Office of the County Hearing Officer and the Department. The Retailer may request service of notice by mail. (c) The hearing request form shall be deemed filed on the date received by the Office of the County Hearing Officer. A timely appeal shall stay enforcement of the appealed penalties while the appeal is ongoing. (d) After receiving a timely hearing request form, the Office of the County Hearing Officer shall notify the Department as soon as practicable and then shall schedule an administrative hearing. The Office of the County Hearing Officer shall provide the Retailer and the Department at least ten calendar days’ written notice of the date, time, and place of the administrative hearing and the name of the Hearing Officer who will conduct the hearing. The notice shall be given to the Retailer either by email, if requested, or by first class mail, postage prepaid. (e) Between the time the Retailer requests the administrative hearing and the time of the Hearing Officer’s decision, the Retailer, the Department, and each of their representatives shall not engage in ex parte communications with the Office of the County Hearing Officer or the Hearing Officer regarding the matters at issue in the hearing. (f) The hearing shall be conducted by the Hearing Officer on the date, time, and place specified in the notice to the Retailer. A Retailer’s failure to appear at the hearing shall constitute an abandonment of the hearing request and a failure to exhaust administrative remedies as a precedent to judicially challenge the existence of the violation and the imposition of the fine and suspension. (g) At the hearing, the Retailer and the Department shall have the opportunity to present evidence, including witnesses, relevant to the Hearing Officer’s determination of the matter. Neither the provisions of the Administrative Procedure Act (Government Code Section 11500 et seq.) nor the formal rules of evidence in civil or criminal judicial proceedings shall apply to such hearing. The Hearing Officer may admit any evidence, including witnesses, relevant to the determination of the matter, except as otherwise provided in Section 4.64.160(c). (h) The written notice of penalties and any other reports prepared by or for the Department concerning the violation shall be admissible and accepted by the Hearing Officer as prima facie evidence of the violation and the facts stated in those documents. *Not Yet Approved* 19 20200520_ts_24_206 (i) The Hearing Officer may continue the hearing from time to time, in his or her sole discretion, to allow for its orderly completion. After receiving the evidence submitted at the hearing, the Hearing Officer may further continue the hearing and request additional information from either the Department or the Retailer. (j) After considering the evidence and testimony submitted the Hearing Officer shall issue a written decision regarding the matters properly raised in the request for administrative hearing. The Hearing Officer’s decision shall: (1) Be based on a preponderance of the evidence. (2) Include a statement of the reasons for the decision. (3) Be issued within 20 calendar days of the close of the hearing. (4) Be served on both the Retailer and the Department. The decision shall be given to the Retailer either by email, if requested, or by first class mail, postage prepaid. (k) Based on the Hearing Officer’s decision, the Office of the County Hearing Officer shall promptly refund to the Retailer any amount of the advance fine deposit the Department is not entitled to and shall provide the remainder to the Department. (l) The Hearing Officer’s written decision shall constitute the final administrative decision of the City. 4.64.160. Enforcement. (a) Any violation of this Chapter is hereby declared to be a public nuisance. (b) Causing, permitting, aiding, abetting, or concealing a violation of any provision of this Chapter shall also constitute a violation of this Chapter. (c) Whenever evidence of a violation of this Chapter is obtained in any part through the participation of an individual under the age of 21 years old, such an individual shall not be required over his or her objection to appear or give testimony in any civil or administrative process brought to enforce this Chapter and the alleged violation shall be adjudicated based upon the sufficiency and persuasiveness of the evidence presented. (d) Violations of this Chapter may be remedied by a civil action brought by the City Attorney or Santa Clara County Counsel, including, but not limited to, administrative or judicial nuisance abatement proceedings, civil code enforcement proceedings, and suits for injunctive relief. For the purposes of the civil remedies provided in this Chapter, each day on which a Tobacco Product is offered for Sale in violation of this Chapter, and each *Not Yet Approved* 20 20200520_ts_24_206 individual retail Tobacco Product that is Sold or Distributed in violation of this Chapter, shall constitute a separate violation of this Chapter. (e) Any Person found guilty of violating any provision of this Chapter shall be deemed guilty of an infraction, punishable as provided by California Government Code § 25132. (f) The remedies provided by this Chapter are cumulative and in addition to any other remedies available at law or in equity. 4.64.170. No conflict with federal or state law. Nothing in this Chapter shall be interpreted or applied so as to create any requirement, power, or duty that is preempted by, or in conflict with, federal or state law, rules, or regulations. SECTION 3. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The Council hereby declares that it should have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid. SECTION 4. The Council finds that this project is exempt from the provisions of the California Environmental Quality Act (“CEQA”), pursuant to Section 15061 of the CEQA Guidelines, because it can be seen with certainty that there is no possibility that the ordinance will have a significant effect on the environment. // // // // // // // // // *Not Yet Approved* 21 20200520_ts_24_206 SECTION 5. This ordinance shall be effective on the thirty-first day after the date of its adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Deputy City Attorney City Manager ____________________________ Director of Public Works ____________________________ Chief of Police ____________________________ Director of Administrative Services City of Palo Alto (ID # 11414) City Council Staff Report Report Type: Action Items Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Resolution Supporting Black Lives Matter Movement Title: Adoption of a Resolution of the Council of the City of Palo Alto Expressing Support of the Black Lives Matter Movement From: City Manager Lead Department: City Manager Attached is a resolution for Council’s consideration and adoption. Attachments: • Attachment A: Black Lives Matter Resolution Resolution PROCLAIMING BLACK LIVES MATTER WHEREAS, the inhumane murder of George Floyd in Minneapolis on May 25, 2020 by officers of that city’s Police Department breaks our hearts and breaks the promise of this country, which is that all people are created equal. Our nation is understandably outraged, scared, and worried; and WHEREAS, as your city government, we have an obligation to protect and serve everyone, no matter who they are or where they come from. At this moment of reckoning, we are called upon to listen and to speak, to kneel and to stand, to reflect and to improve; and WHEREAS, we deeply appreciate the dedicated women and men of our police force who work, day and night, to keep our community safe. At the same time, the tremendous power of our police officers must always be balanced with the tremendous responsibility they have. We will recommit to a shared understanding of how we treat the members of our community -- who gets the benefit of the doubt and who gets pulled over, who gets let off with a warning and who is injured or killed. Our community is not immune to nor exempt from this soul-searching work; and WHEREAS, the City of Palo Alto commits to the affirmation that Black lives matter because so many black and brown lives have for so long been discounted, undervalued, abused, and taken from us. We cannot and will not accept this here in our city, and here in our country. NOW, THEREFORE, BE IT RESOLVED that the Council of the City Palo Alto does hereby express its support and proclamation that Black lives matter, and commits our local government to do everything within our powers to review our police and public safety practices with the community and then implement measures that reflect no tolerance for police violence, prejudice, discrimination, and harm. INTRODUCED AND PASSED: June 8, 2020 ATTEST: APPROVED: ___________________ _________________ City Clerk Mayor APPROVED AS TO FORM: ___________________ _________________ City Manager City Attorney City of Palo Alto (ID # 11358) City Council Staff Report Report Type: Action Items Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Downtown Palo Alto Business Improvement District Title: Adoption of a Resolution Declaring an Intention to Temporarily Suspend the Levy of Assessment Against Businesses Within the Downtown Business Improvement District for Fiscal Year 2021 and Setting a Time and Place for a Public Hearing to be Held by the City Council on the Proposed Temporary Suspension; or Other Direction to Staff Related to the District From: City Manager Lead Department: Administrative Services Recommendation Due to the compressed timeframe to review and approve the levy of Business Improvement District (BID) assessments for FY21, and in view of the earlier Council action to rescind the BID assessment for FY20, staff recommends that Council approve one of the two recommendations below: 1. Adopt a Resolution of Intention to Temporarily Suspend the Levy of Assessments in the Palo Alto Downtown Business Improvement District (BID) for Fiscal Year 2021 (Attachment A), setting a date and time for the public hearing on the proposal to suspend the levy assessments for June 22, 2020, at 5:00 PM, or thereafter, on the Zoom meeting platform; OR 2. Alternatively, provide direction to staff to negotiate with Palo Alto Downtown Business and Professional Association Palo Alto Downtown Business and Professional Association (PADBPA) to renew their contract for the BID and bring back to Council an annual report of planned activities in the BID in FY21 and a Resolution of Intent to Levy Assessments for FY21. If Council approves Recommendation No. 1, staff will return with the corresponding follow-up action for Council approval at the June 22 Council Meeting. Council recently rescinded and waived the BID assessments for FY20 and Recommendation No. 1 above would apply similar actions to FY21. The alternative Recommendation No. 2 would follow past practice required under state law for the levy of annual assessments for the BID for FY21. Executive Summary If Council adopts Recommendation No. 1, the Council would provide notice of its intention to City of Palo Alto Page 2 temporarily suspend the collection of the BID assessment for FY21 only and set a public hearing. At the June 22 Council meeting and public hearing, the Council would hear and consider any objections to the waiving of assessments for FY21, and take final action. The election not to levy assessments for FY21 is consistent with Council’s rescinding and waiving of FY20 assessments in light of the COVID-19 emergency, which Council approved on May 4, 2020 (CMR 11219). Without the levy of assessments, the contract with PADBPA would expire on June 30, 2020. Alternatively, by adopting Recommendation No. 2, Council would direct staff to return to Council with a Resolution of Intent to Levy Assessments for FY21, an accompanying annual report of planned activities and improvements for Council review, and an amendment of the contract with PADBPA. This action would be consistent with Council actions in past years prior to 2020. Background The Palo Alto City Council established the BID in 2004 pursuant to the California Parking and Business Improvement Area Law to maintain economic vitality and physical maintenance of the Palo Alto Downtown business district. The Council appointed PADBPA, a non-profit corporation, as the Advisory Board for the BID. PADBPA, acting through its independent Board of Directors, advises the Council on the method and basis for levy of assessments in the BID and the expenditure of revenues derived from the assessments. Pursuant to BID law, PADBPA must annually submit to the Council a report that proposes a budget for the upcoming Fiscal Year (FY) for the BID. The report must: 1) propose any boundary changes in the BID; 2) list the improvements and activities to be provided in the Fiscal Year; 3) estimate the cost to provide the improvements and activities; 4) set forth the method and basis for levy of assessments; 5) identify surplus or deficit revenues carried over from the prior Fiscal Year; and 6) identify amounts of contributions from sources other than assessments. Each year the Council: 1) reviews the report and preliminarily approves it as proposed or with modifications; 2) adopts a resolution of intention to levy the assessments for the upcoming Fiscal Year; and 3) sets a date and time for the public hearing on the levy of assessments in the BID. Absent a majority protest at the public hearing, the Council may adopt a resolution confirming the report for the upcoming fiscal year as filed or as modified by the Council. This is the process that the City followed through 2019. Over the past fifteen years, PADBPA, supported by the assessments collected in the City’s BID Fund and working in collaboration with the City, has achieved several significant accomplishments that have contributed to a vibrant downtown. However, since FY15, the revenues generated from the BID assessment, which is administered by the City, have not kept pace with the expenses of operating PADBPA’s programs for the BID. The BID Fund’s balance has slowly decreased. The BID Fund has run an operating deficit since FY15. This manner of operating is not sustainable on an ongoing basis. The preexisting challenges have only been City of Palo Alto Page 3 exacerbated by the difficulties experienced by downtown businesses during the COVID-19 pandemic. Discussion On May 4, 2020, as part of a series of actions to support businesses during the COVID-19 emergency, the Council approved the rescission of the FY20 levy of assessments for the BID and the reimbursements of BID assessments already collected. Staff recommends that Council adopt the first recommendation in this CMR and extend the period that the BID assessment is waived through FY21 (July 1, 2020 through June 30, 2021). PADBPA, through its chairperson, agrees with the staff recommendation to not levy an assessment in FY21, consistent with the Council’s action regarding FY20. PADBPA is proposing to put on hold its activities in FY21 and while it reassesses its future strategy. Therefore, PADBPA is not submitting a proposed budget for FY21. If the City does not levy the assessments, as recommended, the contract with PADBPA would expire at the end of this fiscal year, on June 30, 2020. The City would thereafter work with PADBPA to negotiate and execute a new or amended contract to extend the term, or identify another potential group to serve as the Advisory Board for the BID. If Council alternatively adopts Recommendation No. 2, staff would work with PADBPA to have an annual report prepared and commence the process for the levy of assessments for the upcoming FY21. The action of levying assessments would extend the contract with PADBPA for the next fiscal year. Staff recommends that Council adopt Recommendation No. 1 since it would be consistent with Council’s recent action rescinding BID assessments for FY20 in the context of the COVID-19 emergency, which is expected to continue into FY21. Resource Impact The BID is set up as a separate fund within the City’s accounting system. Recently, the BID has required a General Fund subsidy as collected assessments fell short of the costs of operating the BID. With the refunding of revenue in FY20 per the Council action rescinding the FY20 assessment, the General Fund is expected to need to reimburse the BID for expenses already accrued. Per the contract with PADBPA, the City acts as the collection agent for BID revenues and reimburses PADBPA’s expenses after receipt and verification of invoices. If Council approves recommendation one there would be no expenditures in FY21, however a year-end contribution from the General Fund in an amount that is not expected to exceed $70,000 would be needed to balance the fund in FY20. If the Council approves recommendation option 2, then staff in coordination with the PADBPA would align expected revenues with expenditures to minimize any General Fund support necessary. Additional resources include staff time from the City Manager’s Office and Administrative City of Palo Alto Page 4 Services Department to provide oversight to the BID, administer the contract with Avenu, liaise with stakeholders, and prepare the annual reauthorization. Stakeholder Engagement Staff has coordinated with the chair of the PADBPA on the recommendations included this staff report. Environmental Review The proposed action is not a project for the purposes of the California Environmental Quality Act. Attachments: • Attachment A - Resolution Declaring Intention to Not Levy Downtown BID Assessment for FY21 *NOT YET ADOPTED* 2020052601 1 Resolution No. Resolution of the Council of the City of Palo Alto Declaring Its Intention to Temporarily Suspend the Levy of Assessments Against Businesses Within the Downtown Palo Alto Business Improvement District for Fiscal Year 2021; and Setting a Time and Place for a Public Hearing on the Proposed Suspension of Assessment on June 22, 2020 at 5:00 PM or Thereafter, in the Council Chambers R E C I T A L S A. The Parking and Business Improvement Area Law of 1989 (the "Law"), California Streets and Highways Code Sections 36500 et seq., authorizes the City Council to levy an assessment against businesses within a parking and business improvement area which is in addition to any assessments, fees, charges, or taxes imposed in the City. B. Pursuant to the Law, the City Council adopted Ordinance No. 4819 establishing the Downtown Palo Alto Business Improvement District (the "District") in the City of Palo Alto. C. The City Council, by Resolution No. 8416, appointed the Board of Directors of the Palo Alto Downtown Business & Professional Association, a California nonprofit mutual benefit corporation, to serve as the Advisory Board for the District (the "Advisory Board"). D. Since March 17, 2020, Santa Clara County together with all other Bay Area counties, have been under a Shelter in Place order issued by the County Public Health Officers due to the COVID-19 pandemic and statewide emergency. E. Under the Shelter in Place order, most businesses in downtown Palo Alto were required to close. Most retail businesses were required to close entirely and restaurants were required to close to in-person dining. F. Two months later, on May 22, 2020, retail businesses were allowed to open for curbside pickup only, but many businesses remain closed due in part to the strict protocols required to be implemented in order to open and the substantially reduced customer base with most downtown offices still closed and travel restricted under the modified Shelter in Place order. *NOT YET ADOPTED* 2020052601 2 G. COVID-19 and the measures to mitigate the spread have resulted in significant financial loss and uncertainty for huge numbers of people and businesses including those in Palo Alto. The financial impacts are anticipated to continue for months, if not longer. H. In recognition of the current challenges affecting downtown businesses, the City Council on May 4, 2020, rescinded the previously levied assessments for the District for fiscal year 2020 (July 1, 2019 through June 30, 2020). NOW THEREFORE THE CITY COUNCIL OF THE CITY OF PALO ALTO RESOLVES AS FOLLOWS: SECTION 1. The Council hereby adopts the above Recitals as findings of the Council. SECTION 2. Based on the findings herein, the Council intends to suspend the levy and collection of assessments for the District for fiscal year 2021 (July 1, 2020 through June 30, 2021). The District shall remain in effect and the Council will consider the levy of assessments for following fiscal years. SECTION 3. The City Council hereby fixes the time and place for a public hearing on the proposed suspension of levy of an assessment against businesses within the District for fiscal year 2021 as follows: TIME: 5:00 p.m. or soon thereafter DATE: June 22, 2020 PLACE: Conducted via Zoom Meeting At the public hearing, the testimony of all interested persons regarding the suspension of levy of an assessment against businesses within the District for fiscal year 2021 shall be heard. SECTION 4. The City Clerk is hereby authorized and directed to provide notice of the public hearing in accordance with law. // // *NOT YET ADOPTED* 2020052601 3 SECTION 5. The Council finds that the adoption of this Resolution does not meet the definition of a project under Section 21065 of the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: __________________________ _____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: __________________________ _____________________________ Assistant City Attorney City Manager _____________________________ Director of Administrative Services City of Palo Alto (ID # 11408) City Council Staff Report Report Type: Study Session Meeting Date: 6/8/2020 City of Palo Alto Page 1 Summary Title: Outdoor Dining & Retail Title: Staff Recommends that Council Provide Direction Regarding Proposed Adjustments to Regulations to Facilitate and Enhance Outdoor Dining and Outdoor Retail Throughout Palo Alto During and After the COVID-19 Pandemic and State, County, and Local Emergencies From: City Manager Lead Department: Planning and Development Services Recommendation Staff recommends that Council provide direction regarding adjusting regulations to facilitate and enhance outdoor dining and outdoor retail on parcels throughout Palo Alto during and after the COVID-19 pandemic and state and local emergencies. Staff propose to implement policy or programmatic changes to address each topic area discussed. Executive Summary The staff report discusses several actions the City can take to facilitate and enhance outdoor dining and outdoor retail throughout Palo Alto during and after the current pandemic and state and local emergencies. The focus of this staff work is to support our business community and the broader Palo Alto community through this challenging time and further efforts that support recovery from the current public health emergency. These proposed actions are a result of several formal and informal discussions and roundtable sessions with local businesses and seek to support the Palo Alto business community during this unprecedented time in our community’s history. Actions include City Council adopting resolutions or ordinances, staff adjusting review processes, and enhancing collaborative efforts between the City and businesses. The actions range across several topics, including: (1) Sidewalk Dining City of Palo Alto Page 2 (2) Street Closures (3) Parklets (4) Private Parking Lots (5) Outdoor Retail Display and Sales Activities (6) Alcohol Consumption Staff is seeking feedback from Council on proposals and direction to further support staff efforts underway to support the local business community. Based on direction and feedback, staff intends to return to Council later in June with the appropriate resolutions, ordinances, and other information enabling Council action. Background On March 4, 2020, California Governor Gavin Newsom declared a State of Emergency due to the threat of Coronavirus Disease 2019 (“COVID-19”). On March 12, 2020, because of the escalating increase in cases and community spread of COVID-19 in Santa Clara County, City Manager Ed Shikada, acting as the Director of Emergency Services, issued a Proclamation of Local Emergency. The City Council ratified the issuance of the proclamation on March 16, 2020. Also, on March 16, 2020, the public health officers for the six Bay Area counties, including Santa Clara County, took the unprecedented and dramatic step of issuing “shelter-in-place” orders directing county residents to shelter at home beginning March 17 (the SIP Order). The SIP Order limits activity, travel, and business functions to only the most essential needs. The Order requires all businesses other than “essential businesses,” as defined, to cease activities at facilities located in the county. Since that time, the County has updated the SIP Order, with the most recent update taking effect on June 5, 2020 at 12:01 am (Attachment A). This update allows several businesses and services to resume, including outdoor dining and in- person, indoor retail sales. These services are subject to certain restrictions identified in Appendix C-1 of the updated SIP Order (Attachment A). The State’s guidance for restaurants resuming service under Phase 2 of the Governor’s four- phase reopening plan includes prioritization of outdoor seating, as well as curbside pickup, to minimize cross flow of customers in enclosed environments. Facilitating greater outdoor dining opportunities would allow the community to expand its access to food and restaurants and resume more of daily life. Restaurant owners and managers feel that outdoor dining will significantly impact the financial sustainability of their restaurants and the continued vibrancy of our local community. The ability to safely serve patrons in an outdoor setting will allow restaurants to generate more revenue, pay their employees, and stay in business. Some restaurants that have ceased operations during the shelter-in-place may be able to re-open. For Palo Alto, ensuring restaurants can survive the shelter-in-place period is critical to ensuring that City of Palo Alto Page 3 the business districts remain thriving places where residents and visitors can spend leisure time, meet their daily needs, as well as generate sales tax revenue to pay for local infrastructure and services. Through proposals described in the discussion section, staff hopes the City can meaningfully partner with the business community to enable local businesses and the greater community to thrive. These potential actions seek to further support our community’s effort to recover quickly from this public health emergency. Discussion This section provides information regarding several topics of interest to the local business community, specifically restaurants and retailers. The information is intended to inform Council discussion and deliberation regarding the best means to support the local business community during the COVID-19 pandemic considering the updated SIP Order. This package of proposals emphasizes using public streets and sidewalks; thus, staff have given the package the name “Summer Streets.” Sidewalk Dining Presently, under Palo Alto Municipal Code Section 12.12.020, eligible retailers can apply for a commercial sidewalk encroachment permit to use a portion of a public sidewalk for uses such as outdoor sales and display areas of flower and plant shops, and outdoor eating areas. The handout, available online, summarizes the process to obtain this encroachment permit.1 Staff proposes streamlining the process for obtaining this permit, to decrease the time required. Through streamlining, more eligible retailers can obtain the permits, serve customers, and begin to restore the vibrancy of Palo Alto’s commercial areas. Staff proposes to create a “Summer Streets” encroachment permit that reduces submission requirements to: (1) Submission of a plan that depicts the location of necessary elements, such as the location and dimensions of tables and chairs, facility entrances and exits, the location of any obstructions or street furniture (light pole, fire hydrant), the location of utilities, and a clear path of travel. (2) Indemnification and hold harmless, and insurance that names the City as an additional insured and follows the requirements in Palo Alto Municipal Code. (3) Waives the fees associated with the permit application. (4) Summer Streets permits would expire on December 31, 2020. This streamlined process would remove the “ARB Minor Project with Staff Approval” 1 Commercial Sidewalk Encroachment: https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=70372.97&BlobID=66044 City of Palo Alto Page 4 application and review. This application is intended to allow the Planning and Development Services Department (PDS) to review the proposed materials, colors and style for the tables, chairs, umbrellas, railings, flowerpots, and other aesthetic elements of the sidewalk encroachment. While the architectural review supports a high-quality public realm in Palo Alto, it adds time to the process that cannot be afforded given the circumstances. Staff propose that after the streamlined permits expire at the end of this calendar year; applicants would complete the minor architectural review for future encroachment permits. Alternatively, PDS staff could create a set of standards for tables, chairs, umbrellas and other elements. While standards might provide clarity and maintain high quality materials, standards will take time to develop and may also stifle creativity. In addition, in the near term, restaurants may repurpose indoor furniture for outdoor seating. Such repurposing would allow restaurants to make good use of existing materials and supplies instead of investing in new furniture, especially under the current Health Order requirements that do not allow indoor restaurant dining. In such cases, PDS staff review and subsequent suggestion of different materials would impose a cost burden on restaurants. Implementing the streamlining process described may require City Council action to the extent that a Municipal Code required process such as design review is omitted. Waiving the fees for applicants also requires City Council action. Otherwise, to the extent that the current Code process is followed, even if in a more streamlined form, the Director of Public Works can issue the encroachment permits. Street Closures Temporarily closing public streets to vehicular traffic would provide a large physical area in which restaurants can spread tables and seating for dining, and where retailers can display merchandise. The size of the area could allow restaurants to satisfy the distance requirements of the SIP Order, which specify there must be at least six feet between tables. Staff propose to temporarily close portions of California Avenue and potentially University Avenue to traffic to allow encroachment into the street for tables, chairs, food service, dining, and retail display and sales. Temporary street closures can be implemented through a temporary street closure permit under the Municipal Code, and utilization of the public right of way by individual businesses would be affected through individual encroachment permits. If the temporary street closure would continue for an extended period, staff may seek separate Council approval or ratification. However, for the near-term partial closure proposed, the City can utilize existing processes. To the extent that any desired activities would conflict with the Municipal Code or Planning permits for individual businesses, those conflicts could be addressed in an urgency interim ordinance. City of Palo Alto Page 5 During outreach sessions and discussions, retailers along California Avenue expressed strong support for closing California Avenue to traffic. As proposed, the closure would extend from El Camino Real to Park Boulevard, with a small break at Birch allowing cross traffic on Birch to cross California Avenue. The physical layout of California Avenue, the fact that it is not a through street, and the high density of restaurants make closure of the street desirable for businesses. The retailers, restaurateurs, patrons, and motorists are also familiar with the street closing for the farmers’ market. As a side note, the farmers’ market would continue during the Summer Streets closure program. Business owners and managers expressed strong support for closing California Ave up to 7 days a week. Staff is currently planning to close the street each weekend on Thursday through Sunday evening, beginning on June 11, with the closures proposed to continue at least through the July 4th holiday weekend. As the closures occur, staff will observe the impacts and make any needed adjustments. Staff remain open to eventual full week closure if the weekend closures indicate this approach would be beneficial. Some issues, such as how to ensure the street is cleaned properly remain to be resolved, but staff is confident these issues can be resolved. Downtown restaurants and retailers remain divided on the utility of closing University Avenue. Closing University Avenue remains the most expedient means to provide a large area for outdoor dining or other retail activities. Closing the street and allowing the encroachment of tables and chairs has a low setup cost for businesses. Many residents and members of the public who have called for the street closure look forward to reclaiming this public space for people instead of vehicles and enjoying a meandering pedestrian mall. This also aligns with the Palo Alto Comprehensive Plan, where Program T1.16.2 states: Consider marketing strategies, such as a recurring Palo Alto Open Streets program of events potentially in coordination with local business groups, which would include street closures and programming. Closing the street, however, also disrupts curbside pick-up for carry out, prevents employees and customers of non-retail establishments from easily accessing the street with vehicles, and could decrease visibility of businesses. In addition, customers coming to downtown by car may be required to park further from their destinations. Restaurants not located on University Avenue questioned how this street closure would benefit their businesses. Finally, due to the length of the proposed closure, from Emerson to Cowper, and the uneven density of restaurants throughout, the closure could result in diminished vibrancy and activity rather than increased. So, while the community has voiced a strong desire to close University Avenue to traffic, businesses have expressed serious concerns in both roundtable discussions and one-on- one conversations with City staff. Still, due to the potential for immediate positive impacts and the expediency of a street closure, some businesses remain open to the concept. Staff propose testing closure of University City of Palo Alto Page 6 Avenue for a limited time, such as one evening (Friday or Saturday), one weekend day, or one full weekend. This limited closure would provide insight into the effectiveness of a closure and its impacts on business. The closure could also be limited to a smaller section of University Avenue. Parklets Parklets are seating and/or dining areas located in curbside parking spaces. By creating parklets, a city can enhance its pedestrian environment. In the context of the pandemic and dining restrictions, parklets can allow restaurants to serve customers outdoors where, according to Santa Clara County, the risk of viral transmission is decreased. Parklets are particularly needed when the sidewalks are too narrow to accommodate outdoor dining under an encroachment permit. Parklets, which originated in San Francisco, come in many forms. In California, parklets are typically raised platforms in a parking space that may be flush with the curb. The platforms are surrounded by a railing and or other barrier between the parklet and passing vehicular traffic. Parklets typically have seating and tables and are most often installed by private property owners. Some cities require that any member of the public be allowed to use a parklet, while others entitle the parklet permit holder with exclusive use of the parklet. Many neighboring peninsula cities allow the installation of parklets, including Menlo Park, Los Gatos, Redwood City, San Carlos and others. Many of these cities allowed parklets before the COVID-19 pandemic, and thus had created and implemented standards for permitting, constructing, and operating parklets. By contrast, Palo Alto staff have only recently begun working closely with the community to develop a local parklets program. Business and property owners, specifically those located downtown, expressed a desire to install parklets. Parklets allow more space for restaurants to offer outdoor dining. Due to the low demand for parking presently, parklets can be installed with limited competition from drivers. Parklet installation, however, can be expensive. A capital outlay at this time may be beyond the financial capacity of many restaurants. In addition, due to the investment, most restaurants would like to see parklets as permanent installations, not temporary installations. If installations are permanent, the amount of on-street parking available will be limited. Finally, the number of guests who can be accommodated at a parklet may be small. Depending on the dimensions of the parking space, the tables, and chairs, parklets may accommodate as few as 6 guests while 6-foot social distancing remains in place. Staff recommend creating a parklet program. The program would establish minimum parklet standards for construction and operation. To expedite the installation of parklets, staff City of Palo Alto Page 7 recommend establishing two pre-approved architectural designs: one for parallel parking spaces, the other for angle parking spaces. If restaurants follow these designs, no architectural review is needed. If restaurants choose to alter the designs, minor ARB with staff level approval will be needed. Staff recommend parklet permits be renewed annually. While the program is inspired by the circumstances of the present time, a temporary parklet program may not yield the desired participation due to the expense. Staff can, using the encroachment permit process, issue permits for parklets. Council may wish, though, to more formally authorize the development of a temporary parklet program. This could include establishing or declining to establish fees specifically for the program. Private Parking Lots Many restaurants and retail establishments are located within shopping centers or have their own, private, off-street parking. Staff propose allowing such establishments to use up to 50% of their parking lot area for outdoor dining and/or outdoor display of merchandise and retail sales. Council could extend a greater proportion to smaller parking lots by allowing those with 10 parking spaces or fewer to request that 100% of their parking be repurposed. These would be considered on a case-by-case basis. Staff propose that applicants would submit a plan indicating the parking area(s) that would be repurposed for dining and retail. Staff review would ensure that the parking areas maintain adequate circulation, safety, and drainage and that appropriate barriers are proposed to protect shoppers and diners in the repurposed areas. To allow this temporary reduction in parking, Council would need to approve an interim ordinance to temporarily modify conflicting requirements in the Municipal Code, such as parking requirements in the Zoning Code, and any conflicts with existing permit conditions for individual businesses, for a specified duration. Outdoor Retail Display and Sales Activities The Palo Alto Municipal Code only permits the commercial display and sale of flowers and plants on sidewalks. While the new SIP Order allows customers to enter retail establishments, only one customer can enter per every 200 square feet. For retailers large and small, this could lead to queues forming or deter in-person shopping altogether. Being able to browse merchandise in the open air may enhance feelings of safety for shoppers. Additionally, displaying some merchandise outside and/or conducting sales outside will create greater visibility for the retailers so that passersby know the business is open. For these reasons, staff recommend that Council consider amending the Municipal Code to allow other merchandise to be displayed on public sidewalks. To allow the display and sale of other merchandise on public sidewalks, the City Council would City of Palo Alto Page 8 need to amend PAMC Section 12.12.020 to provide that commercial sidewalk encroachment permits can be issued to any retailer. This change could be done temporarily, enduring only while the local emergency lasts or for another specified duration, or it could be a permanent change. A temporary change can be executed more expediently through an urgency interim ordinance; a permanent change could be done through a separate ordinance brought forward later. Whether temporary or permanent, this allowance would only apply to businesses with valid commercial sidewalk encroachment permits. Alcohol Consumption The Palo Alto Municipal Code generally prohibits consumption of alcoholic beverages in public places, such as parks, streets, and sidewalks, except as allowed by the Council. In addition to prohibitions placed on alcohol consumption by the California Department of Alcoholic Beverage Control (ABC), the City places additional restrictions on some businesses through Conditional Use Permits (CUPs) and other discretionary permits. Due to the COVID-19 pandemic, ABC has issued five notices of regulatory relief from a variety of regulations. These notices include allowing bonafide eating establishments to sell beer, wine, and cocktails for takeout with the purchase of a meal. The notices of regulatory relief are available on ABC’s website, in the section addressing COVID-19 response.2 To facilitate the public enjoyment of meals and their alcoholic beverages, the City could temporarily allow the public consumption of alcoholic beverages in conjuction with a meal, consistent with ABC requirements. This temporary measure would allow those dining in parklets and closed streets to consume an alcoholic beverage purchased from the restaurant serving the meal. This could be permitted during certain hours and limited to specific areas. Likewise, the Council could temporarily suspend restrictions of CUPs and other regulations so that restaurants in shopping centers, and with dedicated parking lots, can serve alcoholic beverages with bonafide meals in outdoor dining areas. This would only apply if the restaurant operator already has a CUP and ABC license allowing onsite sale and consumption of alcohol. This would be specifically for the proposed outdoor dining areas established by repurposing portions of private parking areas. While these measures may enhance sales for local restaurants and enjoyment for their customers, the open consumption of alcohol may not be desirable. Prohibitions against the open consumption of alcohol, common in many cities, seek to maintain order and limit actions that could lead to public drunkenness. The risks of the proposed changes are mitigated by requiring the consumption of a meal with the beverage. The City could also prohibit the consumption of alcoholic beverages in public parks and plazas. 2 https://www.abc.ca.gov/law-and-policy/coronavirus19/ City of Palo Alto Page 9 Alternatively, City could require each restaurant that is currently licensed to serve alcohol, but that is not authorized to serve alcohol in outdoor eating areas, to apply for and receive permission to serve alcoholic beverages in parklets, new outdoor seating, or existing outdoor seating. This process would need to be completed by a number of businesses, creating a backlog of applications to be reviewed and issued. This process would delay alcohol service during street closures, in parklets, and other areas. Policy Implications Each of the above items describes pros and cons associated with each policy decision. The proposed changes would be temporary, to address the impacts of the statewide and local emergency. Temporary changes are appropriate for most items, with parklets being one exception. Parklet regulations can certainly be temporary; a temporary parklet program, however, may decrease participation thus not yielding the desired outcomes. Council must also consider the implications of streamlining approvals. By eliminating architectural review, the Council saves time and expense. This will allow restaurants and retailers to serve more customers, to provide work for their employees, and continue to operate. While eliminating architectural review could have some aesthetic implications, if the allowances are temporary, there would be no long-term aesthetic impacts. While the proposals above will have meaningful and tangible impact for the business community, they will not make up for the severely decreased customer base. Many of the business owners and managers attribute substantial pre-COVID sales volume to daytime workers, visitors, students, and others who do not live in Palo Alto. Due to the Bay Area-wide SIP Order and the halt of much global air travel, these visitors are not currently coming to Palo Alto. Unless and until a signifcant portion of these persons return, local restaurants and retailers are unlikely to have sales return to pre-pandemic levels. This limitation might encourage Council to be more flexible and permissive, in order to reduce the hardships placed on businesses during this time. Resource Impact The proposals above may require: (1) Staff time to receive and review applications, conduct any inspections, and issue permits; (2) Dedicated staff and apparatus to close streets and monitor the closures; (3) Design resources, such as using on-call planning and architecture consultants to design parklet templates; (4) Staff time to prepare any ordinances, regulations, applications, and/or standards. Based on Council interest in implementing one or more proposals, staff will explore funding City of Palo Alto Page 10 options where needed. Timeline The updated SIP Order takes effect on Friday, June 5 at 12:01 am. To support local businesses as much as possible, staff has begun issuing streamlined commercial sidewalk encroachment permits. Staff has not been collecting fees, in anticipation that Council will support the fee waiver. Staff has also worked with local restaurants to initiate parklet prototypes to gain greater insight into how to create standards that fit Palo Alto. To advance the additional proposals, staff await Council’s input. Stakeholder Engagement Throughout the Shelter in Place, the City has engaged in dialogue with the business community to better understand their needs, the challenges they face, and how the City can be a partner on the road to recovery. The City hosted 6 business roundtables, facilitated by Peter Coughlan of IDEO. The roundtables created space for general sharing, and also included one “shareback” session, a discussion of expanded seating design, and one discussion of the future of retail. Additionally, staff from the City Manager’s Office have conducted outreach with over 100 businesses, including emails, phone calls, and going door-to-door in commercial districts. On Monday, June 1, 2020, City Manager Ed Shikada hosted two virtual meetings to discuss the street closure proposal; one meeting with Cal Ave businesses and another with Downtown businesses. These meetings provided valuable feedback, which is incorporated into the substance of this staff report. In addition, the City Council and City Manager received several emails expressing support for closing streets Downtown and in the Cal Ave area. The Chamber of Commerce also launched a survey to collect opinions from businesses regarding a number of items, including closing the streets, parklets, and other topics. The results of the survey are available online: https://chambermaster.blob.core.windows.net/userfiles/UserFiles/chambers/2469/CMS/PA- Chamber-Press-Release-re-Street-Closure-Surveys(1).pdf. Environmental Review Although Council will not be approving a project at this time, the proposals for discussion are statutorily exempt under California Environmental Quality Act (CEQA) section 20180(b)(4) (specific actions necessary to prevent or mitigate an emergency) and is categorically exempt from CEQA under CEQA Guidelines 15301 (existing facilities), 15304(e) (minor temporary use of City of Palo Alto Page 11 land having negligible or no permanent effects on the environment). Attachments: Attachment A: June 5, 2020 SIP Order Updates Executive Summary June 5, 2020 Shelter-in-Place Order Updates Because of the continued substantial progress our community has achieved in slowing the spread of COVID- 19, this updated Shelter-in-Place Order allows certain additional businesses and activities to resume, subject to restrictions to reduce transmission risk. This updated Order will go into effect at 12:01 am on Friday, June 5, 2020, and will remain in effect until the Health Officer amends or rescinds it. This updated Order modifies the current order, which went into effect on May 22, 2020. This summary refers to the May 22 order as the “Current Order” and this updated Order as the “June 5 Order” or “Order.” What changes does this updated Order make? The June 5 Order allows several new categories of businesses and activities to reopen, subject to specific conditions and limitations. It also keeps key restrictions in place, requiring people to stay in their homes except when engaging in certain essential or allowed activities. The new activities and businesses allowed to reopen under the updated Order are referred to as “Additional Activities” and “Additional Businesses” and are explained in Appendices C-1 and C-2 to the Order. These and other significant changes are highlighted below. Additional Businesses: • Outdoor dining at restaurants and other facilities that prepare and serve food, subject to limitations/social distancing • Retail and shopping centers for in-store shopping, subject to limitations/social distancing • Childcare, summer camps, summer school, and all other educational or recreational programs for all children, in stable groups of up to 12 children • All manufacturing, warehousing, and logistics, subject to limitations/social distancing • House cleaning and other no-contact in-home services • Low contact/no contact service businesses such as shoe repair, watch repair, and other similar services, subject to limitations/social distancing • All pet grooming Additional Activities: • Outdoor small ceremonies and religious services, in groups no larger than 25 • All outdoor recreational activities that do not involve physical contact, with social distancing, including swimming pools, hiking, tennis, golf, etc. • Camping, subject to limitations/social distancing • Drive-in Theaters and other car-based gatherings Social Distancing Protocol: There has been no change to the Social Distancing Protocol businesses are required to implement under the Order. As a reminder: • To operate, all businesses must complete a Social Distancing Protocol (Appendix A to the Order) using the template in Appendix A. 2 • To show that they are implementing the Social Distancing Protocol to keep their staff and customers safe from COVID-19, all businesses must print and post in a prominent place near the entrance to the businesses (1) a COVID-19 PREPARED Sign and (2) a Social Distancing Protocol Visitor Information Sheet. Both the Sign and Visitor Information Sheet can be found in Appendix A to the Order. • All businesses must post signage required in the Social Distancing Protocol to educate customers about health and safety requirements. Sign templates are available on the County’s website. Construction Project Safety Protocols: The Construction Project Safety Protocol in Appendix B-1 and B-2 have changed as follows: • The threshold for an essential infrastructure project subject to the Large Construction Project Safety Protocol has changed from five workers to 20 workers. All essential infrastructure projects with less than 20 workers present at the jobsite at any one time are now subject to the Small Construction Project Safety Protocol in Appendix B-1. • Appendix B-1 now specifies that specified steps must be taken if a worker at a construction site tests positive for COVID-19, and both appendices now state that COVID-19 cases associated with construction must be immediately reported to the County Public Health Department by both telephone and by email. What’s Open? Subject to social distancing protocols and COVID-19 related safety requirements to protect workers, customers and the community.Business and Government AgenciesAlready Open • All healthcare services• All essential governmental activities• All essential infrastructure, including internet/ communications• Grocery stores, pharmacies, and similar essential businesses• Agencies providing food/shelter/social services• Newspapers, television, and radio• Gas stations, auto-supply, and auto-repair• Bicycle repair and supply shops• Banks and related financial institutions• Hardware stores• Plumbers, electricians, exterminators, and other home repair services• Mailing and shipping services • Minimum Basic Operations for all businesses, including offices• Landscaping and gardening services• Most manufacturing• Medically necessary pet grooming• All retail stores, but for curbside pickup only• Real estate agents, escrow agents, notaries, and title companies• Plant nurseries and garden centers• Laundromats, dry cleaners, and laundry services• Restaurants, but only for delivery or carry out• Airlines, taxis, rental cars, and rideshare services• Home-based care for seniors/children/pets• Residential facilities and homeless shelters• All businesses that deliver goods to homes Open June 5, 2020 • Outdoor dining at restaurants• In-store shopping at retail and shopping centers• All manufacturing, warehousing, and logistics• House cleaning and other no-contact in-home services• Low contact/no contact service businesses including shoe repair, watch repair, and other similar services• Pet grooming and dog walking Education, Childcare, and Children’s ActivitiesAlready Open • Educational institutions including public and private K-12 schools, colleges, and universities, but only for facilitating distance learning or performing essential functions• Childcare establishments for children of workers of allowable businesses in stable groups of 12• Summer camps and other educational or recreational programs for children of workers of allowable businesses in stable groups of 12• Change of groups allowed every four weeks Open June 5, 2020 • All childcare, summer camps, summer school, and all other educational or recreational programs for all children in stable groups up to 12 children • Change of group allowed every three weeks Outdoor Ceremonies, Outdoor Religious Gatherings, and Outdoor RecreationAlready Open • Outdoor recreational activities with members of one’s own household• Parks and outdoor recreation areas• Outdoor museums, outdoor historical sites, and publicly accessible gardens• Car parades Open June 5, 2020 • Small outdoor ceremonies and outdoor religious gatherings in groups no larger than 25• All outdoor recreational activities that do not involve physical contact, with social distancing and with up to one other household, including hiking, tennis, Frisbee and golf• Outdoor swimming pools• Camping• Drive-in theaters and other automobile-based gatherings Appendix C-1: Additional Businesses Allowed to Operate Effective June 5, 2020 General Requirements The “Additional Businesses” listed below may begin operating, subject to the requirements set forth in the Order and to any additional requirements set forth below or in separate industry- specific guidance by the Health Officer. These businesses were selected to implement a measured expansion of commercial activity based on health-related considerations including the risks of COVID-19 transmission associated with types and modes of business operations, the ability to substantially mitigate transmission risks associated with the operations, and related factors, such as the following: Increase in mobility and volume of activity—the overall impact the reopening will have on the number of people leaving their homes and traveling to work at or access the business; Contact intensity—the type (close or distant) and duration (brief or prolonged) of the contact involved in the business; Number of contacts—the approximate number of people that will be in the setting at the same time; Modification potential—the degree to which mitigation measures can decrease the risk of transmission. To mitigate the risk of transmission to the greatest extent possible, each Additional Business must, before resuming operations: 1) Prepare and complete a Social Distancing Protocol (SDP) for each of its facilities in the County used by Personnel or the public, using the template provided in Appendix A to the Order. 2) The COVID-19 PREPARED Sign and SDP Visitor Information Sheet, which are included with Appendix A, must be printed and posted at or near the entrance of the facility, such as a window, and shall be easily viewable by the public and Personnel from outside the facility. 3) The SDP must be distributed to all Personnel working at the facility. Implement all measures in the Social Distancing Protocol prior to opening. 4) Print and post all signage required in the SDP. Several sign templates are available on the Public Health Department’s website at: https://www.sccgov.org/sites/covid19/Pages/learn-what-to-do-flyers.aspx. As used in this Appendix C-1, “Personnel” means the following people who provide goods or services or perform operations associated with the Additional Business in the County: employees; contractors and sub-contractors (such as those who sell goods or perform services onsite or who deliver goods for the business); independent contractors (such as “gig workers” who perform work via the Additional Business’s application or other online interface); vendors who are permitted to sell goods onsite; volunteers; and other individuals who regularly provide services onsite at the request of the Additional Business. 2 Effective June 5, 2020 In addition, each Additional Business must comply with Social Distancing Requirements and all relevant state guidance and local directives. Where differences exist between the state guidance and local public heath directives related to the COVID-19 pandemic, the most restrictive provision controls. List of Additional Businesses For purposes of the Order, Additional Businesses include the following: (1) Retail a. Basis for Addition. Retail typically involves a moderate level of contact for a short duration of time and can proceed with limitations to ensure adequate social distancing and decrease the risk of transmission. b. Description and Conditions to Operate. All retail businesses, including wholesale businesses, may operate subject to the following limitations in addition to those required elsewhere in the Order: i. Unless operating as an Essential Business or Outdoor Business or to carry out an Essential Governmental Function, the total number of Personnel present at a facility that qualifies under this category must at any one time be no more than one Personnel per 300 gross square feet of the facility, and no more than one customer per 200 square feet of space open to the public. (2) Manufacturing a. Basis for Addition. Risks associated with this activity can be mitigated through measures that ensure adequate social distancing and limit intermixing between households. b. Description and Conditions to Operate. All manufacturing businesses may operate subject to the following limitations in addition to those required elsewhere in the Order: i. Unless operating as an Essential Business or to carry out an Essential Governmental Function, the total number of persons (including Personnel, customers, delivery persons, or other persons) present at a facility that qualifies under this category must at any one time be no more than one person per 300 gross square feet of the facility. (3) Logistics, Warehousing, Delivery, and Distribution a. Basis for Addition. Risks associated with this activity can be mitigated through measures that ensure adequate social distancing and limit intermixing between households. b. Description and Conditions to Operate. All logistics, warehousing, delivery, and distribution businesses may operate subject to the following limitations in addition to those required elsewhere in the Order: i. Unless operating as an Essential Business or to carry out an Essential Governmental Function, the total number of persons (including Personnel, 3 Effective June 5, 2020 customers, delivery persons, or other persons) present at a facility that qualifies under this category must at any one time be no more than one person per 300 gross square feet of the facility. ii. All delivery and distribution activities must take place with the minimum number of persons in a vehicle necessary to safely operate the vehicle and carry out relevant job functions. iii. In addition to the requirements set forth in the Order regarding face coverings, Personnel must wear face coverings at all times when inside a vehicle to carry out operations that qualify under this category, except Personnel who are exempted from the face covering requirement pursuant to the Health Officer’s Critical Guidance on Face Coverings. (4) Outdoor Museums, Outdoor Historical Sites, and Publicly Accessible Gardens a. Basis for Addition. Visiting outdoor museums, outdoor historical sites, and publicly accessible gardens involves low contact intensity and a low number of contacts so long as proper social distancing is maintained at all times. Interactions and activities that occur outdoors carry a lower risk of transmission than most indoor interactions and activities. Because outdoor recreation is already allowed under the Order, resumption of this activity should result in only a relatively modest increase in mobility and may decrease congestion in other outdoor locations like public parks and beaches. b. Description and Conditions. Outdoor museums, outdoor historical sites, and publicly accessible gardens may open subject to the following limitations in addition to those required elsewhere in the Order: i. Members of the public are not allowed to access any indoor facilities associated with outdoor museums, outdoor historical sites, or publicly accessible gardens, except to use restrooms, which must be frequently cleaned. All business and transactions involving members of the public must occur outdoors. ii. Businesses operating under this category must implement measures to ensure that social distancing of at least six feet is maintained at all times other than between members of the same household. (5) Childcare, Camps, and other Educational or Recreational Institutions for All Children a. Basis for Addition. These businesses are critical to children’s physical, mental, and social development, and also play a vital role in families’ social and economic wellbeing. However, these programs involve a relatively high quantity, intensity, and duration of contacts, and children are often unable to consistently follow social distancing and sanitation requirements that apply to other types of businesses. Risk associated with this category of businesses can be mitigated to some degree with limitations on the size of the groups and on intermixing between groups. In addition, because many of these businesses are already allowed to operate for some children, this addition creates a relatively modest expansion of activity. 4 Effective June 5, 2020 b. Description and Conditions to Operate. All childcare establishments, camps, and other educational or recreational institutions or programs may provide their services to all children subject to the following limitations in addition to those required elsewhere in the Order: i. Programs must be carried out in stable groups of 12 or fewer children (“stable” means that the same 12 or fewer children are in the same group each day). ii. Children within a program shall not change from one group to another within that program. iii. If more than one group of children is at one facility, each group shall be in a separate room. Groups shall not mix with each other. iv. Providers or educators shall remain solely with one group of children. v. Children may not move from one program to another more frequently than once every three weeks, or take part in more than one program simultaneously. (6) Limited Services That Do Not Require Customer Contact a. Basis for Addition. The limited services allowed to open involve minimal, low-intensity, short-duration interaction between Personnel and customers. Risks associated with this activity can be mitigated through measures that ensure adequate social distancing and limit intermixing between households. b. Description and Conditions to Operate. Limited services that do not require customer contact including but not limited to, pet grooming (including mobile pet grooming), pet daycare, dog walking, repair services (including shoe, watch, jewelry, and other repair services), home cooking services, tailoring, car detailing, residential and janitorial cleaning services, and home maintenance, may operate subject to the following limitations in addition to those required elsewhere in the Order: i. If the service is operated out of a business facility that is not an Essential Business or Outdoor Business or used to carry out an Essential Governmental Function, the total number of persons (including Personnel, customers, delivery persons, or other persons) present at the facility must any one time be no more than one person per 300 gross square feet of the facility, and no more than one customer per 200 square feet of space open to the public. ii. To the extent feasible, all interactions and transactions between Personnel and customers must occur outdoors. iii. To the extent feasible, businesses must provide an option to customers that allows them to order and pay for products online or by phone prior to arriving at the facility. iv. To the extent feasible, items serviced must be disinfected prior to being returned to customers. 5 Effective June 5, 2020 (7) Outdoor Dining a. Basis for Addition. Outdoor dining provides access to freshly prepared meals at a relatively low risk of transmission. Because food service will be limited to outdoor areas, the overall volume of increased activity will be modest. In addition, interactions and activities that occur outdoors carry a lower risk of transmission than most indoor interactions and activities. Risks associated with these operations can be substantially mitigated with conditions to ensure adequate social distancing and limit intermixing between households. b. Description and conditions to operate: Restaurants and other food facilities that provide sit-down food service may provide outdoor, sit-down meals, subject to the following limitations in addition to those required elsewhere in the Order: i. Outdoor seating arrangements shall limit the number of patrons at a single table to no more than six (6) individuals, all of whom must be from the same household or living unit. Members of separate households or living units are not allowed to dine at the same table. ii. All tables must be separated to ensure that six-feet minimum social distance can easily be maintained between all members of separate households or living units at all times. For clarity, patrons who are members of the same household or living unit and seated together at a table do not need to be six feet apart. iii. Alcohol may be sold to patrons in conjunction with a meal, but it may not be sold independently. iv. Bar areas must remain closed to customers. v. Entertainment events are not allowed at this time. vi. Outdoor dining, placement of outdoor seating arrangements, and food service must be in compliance with local laws, regulations, and permitting requirements. vii. Facilities that open for outdoor dining must offer curbside pickup, takeaway, and/or delivery service alternatives. (8) Outdoor Swimming Pools a. Basis for Addition. Outdoor swimming pools have few high-touch surfaces and do not require shared equipment. Risks associated with outdoor swimming pools can be substantially mitigated with limitations to ensure adequate social distancing and limit intermixing between households. b. Description and Conditions to Operate. Outdoor swimming pools may operate subject to the following limitations in addition to those required elsewhere in the Order: i. Lap swimming must be limited to one swimmer per lane, except that members of the same household or living unit may occupy a single lane. ii. Use of shared swimming areas must be limited to no more than one swimmer per 300 square feet of shared pool space. iii. Except for members of the same household, swimmers shall remain at least six feet apart at all times. iv. At least one person, separate from a lifeguard, shall be on duty at all times to ensure that the social distancing protocol applicable to the facility and all limitations herein are followed. 6 Effective June 5, 2020 v. Locker rooms shall be closed to the public, except for use as a restroom. vi. All gathering shall be prohibited outside the pool, such as on pool decks, except that members of a household may observe a child or other person swimming to ensure safety and supervision. (9) Campgrounds a. Basis for Addition. Camping is an outdoor activity and can occur with members of one’s own household without generating substantial risk of contact with other households. Risks associated with this activity can be mitigated through measures that ensure adequate social distancing and limit intermixing between households. b. Description and Conditions. Campgrounds may operate subject to the following limitations additional to those required elsewhere in the Order: i. Only designated camping spots shall be used. ii. Each camping spot shall be occupied by no more than one household or living unit. iii. If camping spots are immediately adjacent to one another, there shall at least one closed camping spot between each open camping spot to maintain adequate distance between households or living units. iv. Yurts, dorms, cabins, “glamping” facilities, and other permanent facilities may not be used, except for restrooms, food lockers, dishwashing stations, and drinking water stations, which must be frequently sanitized. v. To the extent feasible, reservations shall be made by phone or online prior to arrival.