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HomeMy WebLinkAbout2023-02-27 City Council Agenda PacketCITY COUNCIL Special Meeting Monday, February 27, 2023 Council Chambers & Hybrid 5:00 PM Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,   a n d   s t r e a m e d   t o   M i d p e n   M e d i a Center https://midpenmedia.org. VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)    Meeting ID: 362 027 238    Phone:1(669)900‐6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to city.council@CityofPaloAlto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received, the  Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. TIME ESTIMATES 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. CALL TO ORDER SPECIAL ORDER OF THE DAY (5:00 ‐ 5:10 PM) 1.Proclamations to Community Leaders in Honor of Black History Month AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (5:10 ‐ 5:30 PM) CONSENT CALENDAR (5:30 ‐ 5:40 PM) 2.Approval of Minutes from the February 13, 2023 City Council Meeting 3.Adoption of a Memorandum of Agreement with the Fire Chiefs Association; CEQA Status ‐ Not a project 4.Approval of Construction Contract with O’Grady Paving, Inc. (#C23186898) in the Amount of $2,509,460 and Authorization for the City Manager to Negotiate and Execute Change Orders up to a Not‐to‐Exceed Amount of $250,946 for the Fiscal Year 2023 Street Resurfacing Project, Capital Improvement Program Projects Street Maintenance PE‐86070 and Storm Drainage System Replacement and Rehabilitation SD‐06101; CEQA status— exempt under CEQA Guidelines section 15301(c) 5.Appointments of 2023 Emergency Standby Council CITY MANAGER COMMENTS (5:40 ‐ 5:55 PM) ACTION ITEMS 6.PUBLIC HEARING: Objections to Weed Abatement and Adoption of a Resolution Ordering Weed Nuisance Abated; CEQA status – exempt (Class 8, 14 CCR section 15308) 7.Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and Open Spaces Spaces (Item Pulled from Consent January 23, 2023) 8.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from Feburary 13, 2023 agenda) 9.Rescheduled Item from February 6, 2023: Professional Services Agreement with Townsend Public Affairs Contract COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to hybrid meetings via email, in person, teleconference, or by phone. 1. Written public comments may be submitted by email to  city.council@cityofpaloalto.org. 2. In person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone 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. 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. Or download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below 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. 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. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 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. Click to Join Zoom Meeting ID: 362‐027‐238   Phone: 1(669)900‐6833 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) 48 hours or more in advance. 1 Special Meeting February 27, 2023 Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org. Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. 0 1. AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (5:20 - 5:40 PM) CONSENT CALENDAR (5:40 - 5:45 PM) 2.Approval of Minutes from the February 13, 2023 City Council Meeting 3.Adoption of a Memorandum of Agreement with the Fire Chiefs Association; CEQA Status - Not a project 4.Approval of Construction Contract with O’Grady Paving, Inc. (#C23186898) in the Amount of $2,509,460 and Authorization for the City Manager to Negotiate and Execute Change Orders up to a Not-to-Exceed Amount of $250,946 for the Fiscal Year 2023 Street Resurfacing Project, Capital Improvement Program Projects Street Maintenance PE-86070 and Storm Drainage System Replacement and Rehabilitation SD-06101; CEQA status—exempt under CEQA Guidelines section 5.Appointments of 2023 Emergency Standby Council CITY MANAGER COMMENTS (5:45 – 6:00 PM) ACTION ITEMS 6.PUBLIC HEARING: Objections to Weed Abatement and Adoption of a Resolution Ordering Weed Nuisance Abated; CEQA status – exempt (Class 8, 14 CCR section 7.Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in 8.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from February 13, 2023 agenda) (7:50 – 9:20 PM) Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. 9.Rescheduled Item from February 6, 2023: Professional Services Agreement with Townsend Public Affairs Contract (9:20 – 10:20 PM) COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT CITY COUNCILSpecial MeetingMonday, February 27, 2023Council Chambers & Hybrid5:00 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto,   a n d   s t r e a m e d   t o   M i d p e n   M e d i aCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)   Meeting ID: 362 027 238    Phone:1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the  Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.TIME ESTIMATESListed times are estimates only and are subject to change at any time, including while themeeting is in progress. The Council reserves the right to use more or less time on any item, tochange the order of items and/or to continue items to another meeting. Particular items may beheard before or after the time estimated on the agenda. This may occur in order to best managethe time at a meeting or to adapt to the participation of the public.CALL TO ORDERSPECIAL ORDER OF THE DAY (5:00 ‐ 5:10 PM)1.Proclamations to Community Leaders in Honor of Black History MonthAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (5:10 ‐ 5:30 PM)CONSENT CALENDAR (5:30 ‐ 5:40 PM)2.Approval of Minutes from the February 13, 2023 City Council Meeting3.Adoption of a Memorandum of Agreement with the Fire Chiefs Association; CEQA Status‐ Not a project4.Approval of Construction Contract with O’Grady Paving, Inc. (#C23186898) in the Amountof $2,509,460 and Authorization for the City Manager to Negotiate and Execute ChangeOrders up to a Not‐to‐Exceed Amount of $250,946 for the Fiscal Year 2023 StreetResurfacing Project, Capital Improvement Program Projects Street Maintenance PE‐86070and Storm Drainage System Replacement and Rehabilitation SD‐06101; CEQA status—exempt under CEQA Guidelines section 15301(c)5.Appointments of 2023 Emergency Standby CouncilCITY MANAGER COMMENTS (5:40 ‐ 5:55 PM)ACTION ITEMS6.PUBLIC HEARING: Objections to Weed Abatement and Adoption of a Resolution OrderingWeed Nuisance Abated; CEQA status – exempt (Class 8, 14 CCR section 15308)7.Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMCSection 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and OpenSpaces Spaces (Item Pulled from Consent January 23, 2023)8.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued fromFeburary 13, 2023 agenda)9.Rescheduled Item from February 6, 2023: Professional Services Agreement withTownsend Public Affairs Contract COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to hybrid meetings via email, in person, teleconference, or by phone. 1. Written public comments may be submitted by email to  city.council@cityofpaloalto.org. 2. In person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone 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. 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. Or download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below 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. 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. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 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. Click to Join Zoom Meeting ID: 362‐027‐238   Phone: 1(669)900‐6833 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) 48 hours or more in advance. 4 Special Meeting February 27, 2023 Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org. City Council Staff Report Report Type: SPECIAL ORDER OF THE DAY Lead Department: City Clerk Meeting Date: February 27, 2023 Report #:2302-0992 TITLE Proclamations to Community Leaders in Honor of Black History Month RECOMMENDATION Proclamations honoring community members at this meeting include the following: Clayborne Carson LaDoris Cordell Lorettta Green Additional community members will also be recognized verbally at the meeting. APPROVED BY: Lesley Milton CITY COUNCIL STAFF REPORT From: City Clerk Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: February 27, 2023 Report #: 2301-0835 TITLE Approval of Minutes from the February 13, 2023 City Council Meeting RECOMMENDATION It is recommended that the minute be reviewed and approved. ATTACHMENTS Attachment A: Draft Minutes 2/13/23 APPROVED BY: Lesley Milton Item 2 Staff Report Item 2: Staff Report Pg. 1 Packet Pg. 6 of 134  Page 1 of 4 CITY COUNCIL DRAFT ACTION MINUTES Special Meeting Monday, February 13, 2023 CALL TO ORDER The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 3:30 P.M. Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely: None Absent: None AGENDA CHANGES, ADDITIONS AND DELETIONS SPECIAL ORDERS OF THE DAY 1.Recognition of the Palo Alto Library as a Five Star Library CONSENT CALENDAR Council Member Tanaka registered no vote on Agenda Item Number 6. Council Members Veenker, Lythcott-Haims and Tanaka requested to pull Agenda Item Number 7. MOTION: Vice Mayor Stone , seconded by Council member Veenker to approve Consent Agenda Items 4, 5, 6. 4.Approval of Minutes from the January 28, 2023 and January 30, 2023 City Council Meeting 5.Adoption of Resolution 10095 Adopting Updated Guidelines for the Submission and Tabulation of Protests in Connection with Rate Hearings Item 2 20230213amCC Item 2: Staff Report Pg. 2 Packet Pg. 7 of 134  DRAFT ACTION MINUTES Page 2 of 4 Conducted Pursuant to Article XIIID, Section 6 of the California Constitution and Repealing and Replacing Resolution 8815; CEQA status—not a project. 6.Approval of a 6-year Contract with Manesco Corporation in an Amount Not- to-Exceed $697,326 to Conduct Annual Walking and Mobile Gas Leak Surveys and Annual Resurveys of Existing Gas Leaks to Begin March 2023 ($633,932) and Authorization of Contract Contingency ($63,393); CEQA status—exempt under CEQA Guidelines sections 15301(c) and 15308. 7.Approval of a Purchase Order with Interstate Truck Center in an Amount Not to Exceed $297,244 for the Purchase of Two 2023 International CV Chipper Body Trucks, Utilizing a Cooperative Purchase Agreement, Funded by Capital Improvement Program Project VR-23000 Removed From Consent MOTION PASSED ITEMS 4, 5: 7-0 MOTION PASSED ITEM 6: 6-1 CONTINUED ACTION ITEM FROM FEBRUARY 6, 2023 AA1.Approval of the 2023 City Council Priority Focus Areas, and Objectives Areas, Objectives, and Respective Major Projects for Calendar Year 2023 (Item continued from February 6, 2023 Meeting) MOTION: Mayor Kou moved, seconded by Council Member Burt to approve the proposed objective areas, projects and resource allocations to advance the Council’s 2023 priorities. Items to be returned to Council for additional discussion for consideration into 2023 objectives: A. Bulleted areas of focus and priority identified by City Council during their retreat discussion B. Discuss plans for commercial dewatering requirements C. Facilitate a location for La Comida in North Palo Alto D. Determine next steps for the sea level rise and adaptation plan E. Construct preliminary plans for Area Plan at San Antonio and housing zoning upgrades for Cal Ave, Downtown and El Camino Real F. Adopting a safe system policy G. Increase youth mental health support and funding H. Evaluate funding and plan to return library services to pre-pandemic levels I. Remove parentheses under bullet one for Housing for social and economic balance J. Initiate zoning changes consistent with the Comprehensive Plan regarding creek corridor setbacks MOTION PASSED: 6-1, Tanaka no Item 2 20230213amCC Item 2: Staff Report Pg. 3 Packet Pg. 8 of 134  DRAFT ACTION MINUTES Page 3 of 4 STUDY SESSION 2.Comprehensive Economic Development Strategy Update and Study Session Action: Item continued 3.Buena Vista Mobile Home Park Update from the Santa Clara County Housing Authority Action: No action taken PUBLIC COMMENT CITY MANAGER COMMENTS (8:35 - 8:50 PM) ACTION ITEMS AA1.Review and Accept the FY 2023 - FY 2032 Long Range Financial Forecast (LRFF) and FY 2023 Budget Development Guidelines (Item continued from February 6, 2023 Meeting) MOTION: Council Member Burt moved, seconded by Council Member Lauing to adopt the Long Range Fiscal Forecast FY 2024-2033 base case, with the addition of Measure K revenue to be allocated based on the previous Council commitments for use of those funds; 1/3 toward affordable housing, 1/3 toward transportation focused on local share of grade separations and 1/3 toward retaining public safety staffing. MOTION PASSED: 6-1, Tanaka No 8.Discuss the FY 2023 Mid-Year Budget Review and Approve 1) FY 2023 Budget Amendments in Various Funds, and 2) Amendments to the FY 2023 Table of Organization to add 5.25 full-time and 2.43 part-time Full Time Equivalent (FTE) Positions MOTION: Council Member Burt moved, seconded by Mayor Kou to approve the FY 2023 Mid- Year Budget Review as recommended by staff by amending the Fiscal Year 2023 Budget appropriation for: Item 2 20230213amCC Item 2: Staff Report Pg. 4 Packet Pg. 9 of 134  DRAFT ACTION MINUTES Page 4 of 4 1. Amendments to the Fiscal Year 2023 Budget Appropriation for various funds and various capital projects, as identified in Attachment A and Attachment A, Exhibit 1 and 2 (requires a supermajority, 2/3 approval); and 2. Amend the FY 2023 Table of Organization in Attachment B consistent with the budget amendments in Attachment A, adding 5.25 full time and 2.43 part time FTE positions. 3. Return with a specific recommendation regarding a residential rebate of up to 20% of the highest month whichever is higher the January or February gas bill and a similar proposed electric rebate following the Finance Committee discussion MOTION PASSED: 7-0 9.Discussion and Possible Revision to 2023 Standing Committee Topics Action: Removed From Consideration COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT The meeting was adjourned at 11:54 PM. ATTEST:APPROVED: City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 2 20230213amCC Item 2: Staff Report Pg. 5 Packet Pg. 10 of 134  CITY COUNCIL STAFF REPORT From: City Manager Report Type: CONSENT CALENDAR Lead Department: Human Resources Meeting Date: February 27, 2023 Report #: 2301-0906 TITLE Adoption of a Memorandum of Agreement with the Fire Chiefs Association; CEQA Status - Not a project RECOMMENDATION Staff recommends that Council adopt a new memorandum of agreement between the City of Palo Alto and the Fire Chiefs’ Association (FCA) effective upon adoption through June 30, 2025. BACKGROUND In accordance with California state law regulating local public agencies, the City of Palo Alto (City) meets and confers in good faith with our recognized labor organizations. The team of negotiators representing the City, comprised of Human Resources staff and management representatives, met with labor representatives and successfully reached Tentative Agreement on a successor Memorandum of Agreement (MOA). The Fire Chiefs’ Association currently has 4 FTE that are covered under the MOA. Employees in this unit are the managerial classification of Battalion Chief. The prior agreement with FCA was in effect until December 31, 2022. ANALYSIS In alignment with the City-wide workforce strategy on recruitment and retention, the parties negotiated the following terms and conditions targeting a competitive market placement and prioritizing base salary and flexibility in benefits increasing employee choice. Market adjustments for this group were developed to maintain the internal alignment between the Battalion Chiefs and the International Association of Fire Fighter (IAFF) Captains that they supervise. Additionally, the parties agreed to continue the temporary practice of paying a Battalion Chief an additional 0.5x their base rate of pay when they work extra shift coverage on Item 3 Item 3 Staff Report Item 3: Staff Report Pg. 1 Packet Pg. 11 of 134  an ongoing basis. At current staffing levels, these extra shifts only occur when another Battalion Chief is out on a leave of absence. Below is a high-level summary of the agreement: •4% general salary increase in the first full pay period following July 1, 2023, and 4% general salary increase in the first full pay period following July 1, 2024 •Targeted market adjustment of 10% upon adoption and an equity adjustment of 1% in alignment with the IAFF Captain classification. •Health Benefits Contributions – City’s contributions will be increased to a maximum of $2,260 per month for calendar year 2023. This contribution, which reflects a 4% increase, brings FCA into alignment with Management and Professional employees and will not increase in Year 2 of the contract; employees will instead be provided with flexible compensation to increase employee choice. •Flexible Compensation – increase base salary in order to provide more flexibility for employees with different goals and interests allowing choices for employees o $100 per month compensation upon adoption o Additional $100 per month (for a total of $200/month) effective January 2024 •Addition of one floating holiday in recognition of days of historical significance (in-lieu Holiday Pay) •Increase Extra Shift Coverage to a rate of 1.5x pay. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item 3 Item 3 Staff Report Item 3: Staff Report Pg. 2 Packet Pg. 12 of 134  City staff will post the Memorandum of Agreements and salary schedules on the City’s website after Council adoption for public access. ATTACHMENTS APPROVED BY: Item 3 Item 3 Staff Report Item 3: Staff Report Pg. 3 Packet Pg. 13 of 134  Memorandum of Agreement City of Palo Alto and Palo Alto Fire Chiefs’ Association October 1, 2018February 27, 2023 – June 30, 20251 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 4 Packet Pg. 14 of 134  1 MEMORANDUM OF AGREEMENT Table of Contents PREAMBLE ____________________________________________________________________________________ 4 ARTICLE I - RECOGNITION _______________________________________________________________________ 4 SECTION 1. ___________________________________________________________________________________ 4 ARTICLE II - NO DISCRIMINATION _________________________________________________________________ 4 SECTION 1. ___________________________________________________________________________________ 4 SECTION 2 ___________________________________________________________________________________ 4 ARTICLE III - PAYROLL DEDUCTIONS _______________________________________________________________ 4 SECTION 1 ___________________________________________________________________________________ 4 SECTION 2. CERTIFICATION OF UNION MEMBERSHIP _______________________________________________________ 5 SECTION 3. INDEMNIFICATION ______________________________________________________________________ 5 ARTICLE IV - NO STRIKES ________________________________________________________________________ 5 SECTION 1 ___________________________________________________________________________________ 5 ARTICLE V - SALARY PROVISIONS _________________________________________________________________ 5 SECTION 1. SALARY RANGE ADJUSTMENTS. _____________________________________________________________ 5 SECTION 2. EMT DIFFERENTIAL _____________________________________________________________________ 6 SECTION 3. 40-HOUR WORK WEEK ASSIGNMENT DIFFERENTIAL _______________________________________________ 6 SECTION 4. OUT OF COUNTY STRIKE TEAM PAY. _________________________________________________________ 6 ARTICLE VI – HOLIDAYS _________________________________________________________________________ 7 SECTION 1. NAMED HOLIDAYS. _____________________________________________________________________ 7 SECTION 2. 56-HOUR WORK WEEK ASSIGNMENTS ________________________________________________________ 8 SECTION 3. 40-HOUR WORK WEEK ASSIGNMENTS. _______________________________________________________ 8 ARTICLE VII - VACATION ACCRUAL _________________________________________________________________ 8 SECTION 1. ___________________________________________________________________________________ 8 SECTION 2. 56-HOUR WORKWEEK ASSIGNMENTS ________________________________________________________ 8 SECTION 3. 40-HOUR WORKWEEK ASSIGNMENTS. ________________________________________________________ 9 ARTICLE VIII - VACATION CASH OUT _______________________________________________________________ 9 SECTION 1. LIMITATION ON USE. ____________________________________________________________________ 9 SECTION 2. CASH OUT OPTION. _____________________________________________________________________ 9 ARTICLE IX - MANAGEMENT ANNUAL LEAVE _______________________________________________________ 10 SECTION 1 __________________________________________________________________________________ 10 ARTICLE X - OTHER PAID LEAVES _________________________________________________________________ 11 SECTION 1. CITY MANAGER GRANTED LEAVES __________________________________________________________ 11 SECTION 2. COUNCIL GRANTED LEAVE _______________________________________________________________ 11 SECTION 3. EMPLOYEE'S TIME OFF TO VOTE ___________________________________________________________ 11 SECTION 4. LEAVES OF ABSENCE; DEATH IN IMMEDIATE FAMILY ______________________________________________ 11 SECTION 5. JURY DUTY; LEAVE OF ABSENCE ____________________________________________________________ 11 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 5 Packet Pg. 15 of 134  2 SECTION 6. SUBPOENAS _________________________________________________________________________ 11 ARTICLE XI - OTHER LEAVE PROVISIONS ___________________________________________________________ 11 SECTION 1. DISABILITY. __________________________________________________________________________ 11 SECTION 2. OTHER UNPAID LEAVES. _________________________________________________________________ 12 SECTION 3. ACCRUED VACATION CREDITS. _____________________________________________________________ 12 SECTION 4. APPROVAL OF DEPARTMENT HEAD. _________________________________________________________ 12 SECTION 5. APPROVAL BY CITY MANAGER _____________________________________________________________ 12 SECTION 6. ABSENCE WITHOUT LEAVE. _______________________________________________________________ 12 SECTION 7. LEAVE OF ABSENCE; DEATH OUTSIDE THE IMMEDIATE FAMILY. _______________________________________ 12 SECTION 8. MILITARY LEAVE OF ABSENCE. _____________________________________________________________ 12 ARTICLE XII - VOLUNTARY CATASTROPHIC LEAVE PROGRAM _________________________________________ 12 SECTION 1. __________________________________________________________________________________ 12 SECTION 2. __________________________________________________________________________________ 12 SECTION 3. __________________________________________________________________________________ 13 SECTION 4. __________________________________________________________________________________ 13 SECTION 5. __________________________________________________________________________________ 13 SECTION 6. __________________________________________________________________________________ 13 ARTICLE XIII - ADDITIONAL COMPENSATION FOR BC CLASSIFICATIONS _________________________________ 14 ARTICLE XIV - EXCESS BENEFIT REIMBURSEMENT ___________________________________________________ 15 SECTION 1. __________________________________________________________________________________ 15 ARTICLE XV - PHYSICAL EXAMS __________________________________________________________________ 15 ARTICLE XVI - BENEFIT PROGRAMS _______________________________________________________________ 16 SECTION 1. HEALTH PLAN - ACTIVE EMPLOYEES ______________________________________________________ 16 SECTION 2. DUAL COVERAGE. _____________________________________________________________________ 17 SECTION 3 DENTAL BENEFITS ______________________________________________________________________ 17 SECTION 4. VISION CARE. ________________________________________________________________________ 17 SECTION 5. EMPLOYEE ASSISTANCE PLAN _____________________________________________________________ 17 ARTICLE XVII – RETIREMENT MEDICAL PLAN _______________________________________________________ 18 SECTION 1. RETIREE MEDICAL COVERAGE FOR UNIT EMPLOYEES HIRED BEFORE JANUARY 1, 2004: ______________________ 18 SECTION 2. 20-YEAR VESTING FOR RETIREE MEDICAL COVERAGE FOR UNIT EMPLOYEES HIRED ON OR AFTER JANUARY 1, 2004: _ 18 ARTICLE XIII – BASIC LIFE INSURANCE _____________________________________________________________ 18 ARTICLE XIX– SUPPLEMENTAL LIFE INSURANCE _____________________________________________________ 18 ARTICLE XX– LONG TERM DISABILITY INSURANCE ___________________________________________________ 19 ARTICLE XXI - EFFECTIVE DATE OF BENEFIT COVERAGE FOR NEW EMPLOYEES ____________________________ 19 ARTICLE XXII-WORKERS’ COMPENSATION _________________________________________________________ 19 ARTICLE XXIII- RETIREMENT PENSION PLANS _______________________________________________________ 19 SECTION 1. SAFETY PERS RETIREMENT FORMULA. _______________________________________________________ 19 SECTION 2. STATUS DETERMINATION ________________________________________________________________ 20 SECTION 3. EMPLOYER CONTRIBUTIONS TO 457 PLAN _____________________________________________________ 20 ARTICLE XXIV - MISCELLANEOUS EMPLOYMENT-RELATED EXPENSES ___________________________________ 21 SECTION 1. STATION HOUSE FUND. _________________________________________________________________ 21 SECTION 2. NON-FOOD HOUSE ITEMS _______________________________________________________________ 21 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 6 Packet Pg. 16 of 134  3 SECTION 3. PER DIEM TRAVEL EXPENSES FOR CITY BUSINESS ________________________________________________ 21 SECTION 4. PARKING ___________________________________________________________________________ 21 ARTICLE XXV – WORK ASSIGNMENTS _____________________________________________________________ 21 ARTICLE XXVI - FULL UNDERSTANDING ____________________________________________________________ 22 SECTION 1 __________________________________________________________________________________ 22 SECTION 2. SEVERABILITY. ________________________________________________________________________ 22 SECTION 3. __________________________________________________________________________________ 22 SECTION 4. __________________________________________________________________________________ 22 SECTION 5. __________________________________________________________________________________ 22 ARTICLE XXVII - DURATION _____________________________________________________________________ 22 ARTICLE XXVIII- 48/96 WORK SCHEDULE __________________________________________________________ 23 APPENDIX A__________________________________________________________________________________ 25 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 7 Packet Pg. 17 of 134  4 CITY OF PALO ALTO AND PALO ALTO FIRE CHIEFS’ ASSOCIATION PREAMBLE This Memorandum of Agreement between the City of Palo Alto, hereinafter referred to as the "City", and the Palo Alto Fire Chiefs’ Association, hereinafter referred as the "Association", has been prepared and entered into in accordance with Title I, Division 4, Chapter 10, Sections 3500-3510 of the California Government Code and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations. ARTICLE I - RECOGNITION Section 1. The City recognizes the Association as the exclusive representative of an employee group consisting solely of the classifications of Battalion Chief 56-hour workweek, and Battalion Chief 40-hour workweek who are regularly employed by the City. ARTICLE II - NO DISCRIMINATION Section 1. The Association and the City hereby agree that there shall be no discrimination because of race, color, age, disability, sex, national origin, sexual orientation, political or religious affiliation or any other basis recognized by federal, state or local law under this Agreement. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or nonmembership in the Association, or participation in the lawful activities of the Association. Section 2. The Association and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Association and to abide by the express provisions of applicable State and local laws. ARTICLE III - PAYROLL DEDUCTIONS Section 1. The City shall deduct Union membership dues assessments and insurances authorized by the Union. This will be accomplished by payroll deductions from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on a Union authorization card. The Union will be the custodian of records for individual employee membership and dues deduction forms. The Union will maintain all authorizations for dues deduction, signed by the individual from whose salary or wages the deduction or reduction is to be made. The City will Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 8 Packet Pg. 18 of 134  5 direct employee requests to cancel or change deductions to the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction. Section 2. Certification of Union Membership. The Union agrees to provide the City an initial certified list of members and statement that the Association has and will maintain written authorizations signed by the individuals from whose wages the Union dues deductions are to be made. From that point forward the Union will update the list whenever there are changes. Section 3. Indemnification. The Union shall indemnify and hold the City harmless against any liability arising from any claims, demands, or other action relating to this article. The Union shall comply with all statutory and legal requirements with respect to this article. ARTICLE IV - NO STRIKES Section 1. The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, leave of absence abuse, work stoppage or work slowdown of any kind against the City of Palo Alto or its citizens by employees covered under this Agreement. No employee shall refuse to cross any picket line in the conduct of Fire Department business, nor shall the Association, its representatives or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. ARTICLE V - SALARY PROVISIONS Section 1. Salary Range Adjustments. a) The base wage rates of the bargaining unit classifications will be set forth in Appendix A of this MOA. b) Market Adjustment: Effective the first full pay period including the adoption of the MOA whichever is later, the salary ranges of all represented classifications will receive a market adjustment of ten percent (10.0%) and an equity adjustment of one percent (1.0%) for a total of eleven (11%). c) General Salary Increase: Effective the first full pay period following July 1, 2023, the salary ranges of all represented classifications will be increased by four percent (4.0%). d) Market Adjustment part 2: Effective the first full pay period following January 1, 2024, the salary ranges of all represented classifications will receive a market adjustment of two percent (2.0%). e) General Salary Increase: Effective the first full pay period following July 1, 2024, the salary ranges of all represented classifications will be Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 9 Packet Pg. 19 of 134  6 increased by four percent (4.0%). b) Base Salary: Effective the first full pay period following Council adoption, a three percent (3%) salary increase will be applied to the salary ranges for all represented classes. c) Market Increase: Effective the first full pay period following Council adoption, a two and a half percent (2.5%) salary increase will be applied to the salary ranges for all represented classes. d) Base Salary: Effective the first full pay period following July 1, 2019, a three percent (3%) salary increase will be applied to the salary ranges for all represented classes. e) Base Salary: Effective the first full pay period following July 1, 2020, a three percent (3%) salary increase will be applied to the salary ranges for all represented classes. f) Total Compensation and Survey Database: Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Fremont, Hayward, Menlo Park Fire District, Milpitas, Mountain View, Redwood City, Pleasanton, San Jose, San Mateo, San Ramon Fire District, Santa Clara, Santa Clara County and South San Francisco. Compensation Criteria includes: top step salary, maximum longevity, maximum education, uniform allowance, EMT differential, Hazmat differential, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits (medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. Section 2. EMT Differential. The former EMT differential of 3.0% was rolled into base pay. This one time conversion to base pay, shall constitute the City’s incentive payment for EMT skills. This conversion was cost neutral to the City. Section 3. 40-hour Work Week Assignment Differential. Employees assigned to a 40-hour workweek schedule will be paid a differential of five percent (5%) of base salary in-lieu of holiday pay differential which 56-hour shift Battalion Chiefs receive. Section 4. Out of County Strike Team Pay. A Battalion Chief sent on out of County strike team duty will receive the following compensation only if the City is reimbursed from the state or federal government for the labor costs incurred by the City. Compensation to the employee will not exceed the rate for which the City is reimbursed by the State of California or other external entity, excluding reimbursements for other labor costs (e.g. workers compensation, administrative expense, etc.). A Battalion Chief on their regular duty shift deployed on an out of County strike team will be Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 10 Packet Pg. 20 of 134  7 eligible for compensation at their normal hourly rate (1.0 hourly rate), assuming a regular 56 hour schedule. A Battalion Chief on non-regular duty shift days deployed on an out of County strike team will be eligible for compensation at a rate of 1.5 of their normal hourly rate. For 40 hour Battalion Chiefs deployed on an out of County strike team, any out of County strike team compensation will be calculated at a 56 hour Battalion Chief Schedule hourly rate. Payment for out of county strike team duty will be calculated based on the number of twenty- four hour shifts worked and prorated for any partial shifts. A Personnel Action Form will be completed in a timely manner to process this payment. The amount of the payment will be calculated in a manner described above. If the City is not reimbursed, no payment is due to the employee. If the City is reimbursed in part, a prorated payment will be calculated based on the reimbursement rate. As outlined above, compensation to the employee will not exceed the rate for which the City is reimbursed by the State of California or other external entity. ARTICLE VI – HOLIDAYS Section 1. Named Holidays. Holiday pay is compensation for employees who are normally required to work on an approved holiday because they work in positions that require scheduling staff without regard to holidays. The following holidays are recognized as municipal holidays for pay purposes, and regular, employees shall have these days off with pay, except as otherwise provided in these rules: January 1 Veterans’ Day, November 11 Third Monday in January Thanksgiving Day Third Monday in February Day after Thanksgiving Day Last Monday in May December 25 July 4th Either December 24, or December 31 as provided below First Monday in September Second Monday in October Section 2. Day of Reflection. In addition to the paid holidays listed above, employees shall be excused with pay for one full work shift as a day of reflection (floating holiday) per calendar year, Employees may use the floating holiday on any day mutually agreed by the employee and their supervisor for a Day of Reflection, including: Juneteenth Freedom Day (June 19) or Cesar Chavez/Dolores Huerta Day (March 31). Day of Reflection not used by the end of the calendar year will be deemed forfeited and have no cash value. Section 3. 56-Hour Work Week Assignments. One hundred sixty one and one half (161.5) hours are paid annually to an employee at a rate of 6.21 hours each pay period. Shift personnel Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 11 Packet Pg. 21 of 134  8 shall receive pay in lieu of taking paid leave for accrued holidays. Such paid hours will be paid 6.21 hours of in lieu of holiday pay each pay period. Hours are prorated and accrued based on hours actually worked. Section 1. Named Holidays. The following holidays are recognized as municipal holidays for pay purposes and non-shift employees shall have these days off with pay, except as otherwise provided in these rules: January 1 Veteran’s Day, November 11 Third Monday in January Thanksgiving Day Third Monday in February Day after Thanksgiving Day Last Monday in May December 25 July 4th Either December 24 or December 31 as provided below First Monday in September Second Monday in October Section 2. 56-Hour Work Week Assignments. One hundred forty nine and one half (149.5) hours is the total amount of holiday hours paid annually to an employee divided by 26 payroll periods which equals 5.75. Shift personnel shall receive pay in lieu of taking paid leave for accrued holidays. Such paid hours are in biweekly amount of 5.75 holiday hours. Holiday hours are prorated and accrued based on hours actually worked. If employees elect to be paid for these holiday hours at any time before the scheduled payoff they must have sufficient hours in their holiday account and must complete the Cash-out Request Form. Accrued holiday balances of shift employees will be automatically paid off in the months of June and December. Section 43. 40-Hour Work Week Assignments. Employees assigned to a 40-hour workweek schedule will receive paid holidays in accordance with Sections 517 and 518 of the Merit System Rules and Regulations. ARTICLE VII - VACATION ACCRUAL Section 1. Vacation will be accrued when an employee is in a pay status and will be credited on a bi-weekly basis. Such accrual balance and credit may not exceed three times the annual rate of accrual. Accrual rates are by work week assignments as indicated in Section 1 and Section 2 below. Section 2. 56-Hour Workweek Assignments. Employees assigned to a 56-hour workweek schedule (24- hour shift) will accrue vacation at the following rate for continuous service performed in a pay status. a) For employees completing less than four (4) years continuous service, the accrual rate shall be five (5) duty shifts per year. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 12 Packet Pg. 22 of 134  9 b) For employees completing four (4), but less than nine (9) years continuous service, the accrual rate shall be eight (8) duty shifts per year. c) For employees completing nine (9), but less than fourteen (14) years continuous service, the accrual rate shall be ten (10) duty shifts per year. d) For employees completing fourteen (14), but less than nineteen (19) years continuous service, the accrual rate shall be eleven (11) duty shifts per year. e) For employees completing nineteen (19) or more years continuous service, the accrual rate shall be twelve (12) duty shifts per year. Section 3. 40-Hour Workweek Assignments. Personnel assigned to a 40-hour workweek schedule will accrue vacation at the following rate for continuous service performed in a pay status. a) For employees completing less than four (4) years continuous service, the accrual rate shall be eighty (80) hours per year. b) For employees completing four (4), but less than nine (9) years continuous service, the accrual rate shall be one-hundred twenty (120) hours per year. c) For employees completing nine (9), but less than fourteen (14) years continuous service, the accrual rate shall be one-hundred sixty (160) hours per year. d) For employees completing fourteen (14), but less than nineteen (19) years continuous service, the accrual rate shall be one-hundred eighty (180) hours vacation leave per year. e) For employees completing nineteen (19) or more years continuous service, the accrual rate shall be two- hundred (200) hours vacation leave per year. ARTICLE VIII - VACATION CASH OUT Section 1. Limitation on Use. Employees may not use more than three times their annual rate of accrual in any calendar year period provided, however, that the Chief may grant exceptions to this limitation. Section 2. Cash out Option. a) Once each calendar year, employees are eligible to cash out vacation accrual balances in excess of 80 hours. An employee may cash out a minimum of eight (8) hours to a maximum of 120 hours of accrued vacation provided employee has taken 80 vacation Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 13 Packet Pg. 23 of 134  10 hours in the previous 12 months and has followed the election procedures set forth in this section. b) Employee must elect the number of vacation hours they will cash-out during the next calendar year, up to the maximum of 120 hours. For the 2012 calendar vacation year, employees will make their election for vacation hours to cash out no later than November 1, 2012. The election will apply only to vacation hours that are accrued in the next calendar year and that are eligible for cash-out. c) The election to cash-out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash-out vacation hours must cash-out the number of accrued hours pre-designates on the election form. d) Employees who do not elect a cash-out amount by November of the prior calendar year will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash-out vacation hours in the next tax year. e) Employees who elect cash-out amount may request a cash-out at any time in the designated tax year by submitting a cash-out form to payroll. Payroll will complete the cash-out form upon request, provided the requested cash-out amount has accrued and is consistent with the amount the employee pre-designated. If the full amount of hours designated for cash-out is not available at the time of cash-out, the maximum available will be paid. For employees who have not requested cash-out of the elected amount by November 1 of year, Payroll will automatically cash- out the elected amount in a paycheck issued on or after the payroll date including November 1. ARTICLE IX - MANAGEMENT ANNUAL LEAVE Section 1. Forty (40) hour and fifty-six (56) hour workweek employees not eligible for overtime shall be credited at the beginning of each calendar year with eighty (80) hours of annual leave (one hundred and twelve (112) for 56- hour assignments) which may be taken as paid time off, added to vacation accrual (subject to vacation accrual limitations), taken as cash or taken as deferred compensation. Entitlement under this provision will be reduced on a prorated basis for part-time status, or according to the number of months in paid status during the calendar year. Unused balances as of the end of the calendar year will be paid in cash, unless a different option as indicated above is elected by the employee. The Management Annual Leave accrual will be changed to an annual accrual rather than fiscal year. Effective July 1, 2012, employees will be credited with forty (40) hours of management annual leave to be used by December 31, 2012 or automatically will be cashed out. Effective January 1, 2012, and every January 1 thereafter, employees will be credited with eighty (80) hours of management annual leave (one hundred and twelve (112) for 56- hour Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 14 Packet Pg. 24 of 134  11 assignments) to be used by December 31st or automatically will be cashed out. ARTICLE X - OTHER PAID LEAVES Section 1. City Manager Granted Leaves. The City Manager may grant a regular employee under his control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he deems adequate and in the best interest of the City. Section 2. Council Granted Leave. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. Section 3. Employee's Time Off to Vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. Section 4. Leaves of Absence; Death in Immediate Family. Leave of absence with pay of one shift for 56-hour shift employees with provision for approval of one additional shift for travel outside the area may be granted an employee by the Chief in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, son-in-law, daughter, daughter-in-law, father, mother, brother, brother-in-law, sister, sister-in-law, mother- in-law, father-in-law, step-father, step-mother, step- sister, step-brother, grandfather, grandfather- in-law, grandmother, grandmother-in-law, uncle, aunt, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of two shifts shall be subject to the approval of the City Manager. Employees assigned to a 40-hour work week are eligible for leave of absence granted by the Chief with pay for three days in the event of death in the employee’s immediate family which is defined above. Section 5. Jury Duty; Leave of Absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his or her jury service. Section 6. Subpoenas. Employees required to answer subpoenas as a witness for the City of Palo Alto or for a plaintiff where the City of Palo Alto is a defendant shall not lose pay or benefits for work time lost to answer depositions or to appear in court. ARTICLE XI - OTHER LEAVE PROVISIONS Section 1. Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physician's verification including diagnosis and medical work restriction. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 15 Packet Pg. 25 of 134  12 Section 2. Other Unpaid Leaves. Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City. Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. Section 3. Accrued Vacation Credits. During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Section 4. Approval of Department Head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. Section 5. Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. Section 6. Absence Without Leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. Section 7. Leave of Absence; Death Outside the Immediate Family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 2 and Section 4. Section 8. Military Leave of Absence. State law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. ARTICLE XII - VOLUNTARY CATASTROPHIC LEAVE PROGRAM Section 1. The City of Palo Alto has established a Firefighter Voluntary Leave Program to provide FCA employees the opportunity to donate their accrued vacation time to assist fellow members of FCA either due to: (a) an employee’s own verifiable non-industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave. Section 2. In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member. Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable). Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 16 Packet Pg. 26 of 134  13 Section 3. A Firefighter Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be: a) Voluntary b) Irrevocable c) Confidential, unless disclosure is required by law d) In whole hour increments of at least four (4) hours, with the hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential). e) The employee shall be required to exhaust all other types of leave to request donated leave f) It is understood that employees seeking or receiving leave under this program will apply for long- term disability benefits for which they may be eligible g) Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA/Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that the family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverage through the City h) If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required i) The maximum donated time a donee may receive is 12 months (if available). j) Applications to donate leave or receive leave under this Program are made to the Human Resources Department k) The tax treatment of donation or receipt of vacation under this section is governed by the IRS and not the City. Section 4. FCA members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s). Section 5. The City reserves the right to modify or terminate this program at any time. Section 6. Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non-occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave sharing Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 17 Packet Pg. 27 of 134  14 Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this Policy. ARTICLE XIII - ADDITIONAL COMPENSATION FOR BC CLASSIFICATIONS POTENTIAL BATTALION CHIEF EXTRA SHIFT COVERAGE Battalion Chiefs who back fill for an operations shift (or shifts) for a 56-hour work week Battalion Chief will be provided additional compensation for the extra shift coverage, provided that the extra shift requires working hours beyond regularly scheduled hours. Extra Shift Coverage Eligibility • Extra shift coverage pay applies to the level of Battalion Chief only and is not intended as compensation for Battalion Chiefs to backfill a lower classification. • A minimum of eight (8) continuous hours of the extra shift coverage must be worked to be eligible for compensation. After the minimum of eight (8) continuous hours is met, the Battalion Chief will be paid for the entire shift worked. Extra Shift Coverage Pay Rate • Compensation for the extra shift coverage by a 56-hour or 40-hour Battalion Chief will be paid at one and one-half times (1.5x) the 56-hour straight-time rate of the Battalion Chief performing the back fill. First Rights of Refusal • Battalion Chiefs shall be provided first rights of refusal for the extra shift coverage. If no Battalion Chiefs are available to back fill the extra coverage shift, the shift will be assigned to fire personnel at a lower classification in accordance with the standard protocols of the department. Extra Shift Coverage Pay Not PERSable • All pay under this extra shift coverage provision will be reported to CALPERS by the City of Palo Alto in a manner that excludes such pay from PERSable income. As such, the extra shift coverage pay is not subject to CALPERS contributions by the employer or employee and is not included as a factor in the employee’s final compensation for pension purposes. Fire Chief Discretion • In accordance with management rights provisions, the Fire Chief maintains discretion to approve, modify or disapprove extra shift coverage assignments. FLSA Exempt Status • Nothing in the extra shift coverage provision is intended to impact the FLSA-exempt status of Battalion Chiefs. Battalion Chiefs remain FLSA-exempt and are therefore not eligible for overtime pay or compensatory time. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 18 Packet Pg. 28 of 134  15 ARTICLE XIV - EXCESS BENEFIT REIMBURSEMENT Section 1. The benefit provided by this Article is designed to meet the requirements of Section 125 of the Internal Revenue Code. Every calendar year, each employee will be provided with $2,500 that they can designate among the following options: a) Medical Flexible Spending Account (Medical FSA). Provides reimbursement for excess medical/dental/vision, or expenses that are incurred by employees and their dependents which are not covered or reimbursed by any other source, including existing City-sponsored plans. This includes prescribed medications and co-payments as specified in applicable federal law. b) Dependent Care Flexible Spending Account (Dependent Care FSA). Provides reimbursement for qualified dependent care expenses under the City's Dependent Care Assistance Program (DCAP), subject to the limits specified in applicable federal law. 1) Dependent care expenses not reimbursed under this section may be eligible for reimbursement under the City Voluntary Dependent Care FSA program. However, the maximum amount reimbursed under the Voluntary Dependent Care FSA program will be reduced by any amount reimbursed under the Excess Benefit Plan. c) Professional Development Employees may use these funds for professional development purposes on a taxable basis to the extent such expenses (e.g., job-related training and education, seminars, training manuals, etc.) are not paid or reimbursed under any other plan of the City. d) Deferred Compensation. Provides a one-time contribution to the employee’s City- sponsored I.R.C. § 457 Deferred Compensation plan with either ICMA-RE or Mass Mutual, subject to the contribution limitations of applicable law. Amounts designated by employees to either the Medical FSA, Dependent Care FSA, or Professional Development options are done so on a “use –it-or-lose-it” basis. This means that any amounts designated and not used by the end of the calendar year (or end of the extended grace period for the medical FSA) will be forfeited by the employee and returned to the plan. Specified amounts under this benefit will be applied on a pro-rata basis for employees who are part-time or who are in FCA pay status for less than the full fiscal year. Such benefits will be pro-rated in the first year of employment (based on hire date) but will not be pro- rated upon separation of employment. ARTICLE XV - PHYSICAL EXAMS Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 19 Packet Pg. 29 of 134  16 Physical fitness medical examinations for all represented employees will be provided in accordance with the Fire Department Physical Fitness Program General Order. ARTICLE XVI - BENEFIT PROGRAMS Section 1. Health Plan - ACTIVE EMPLOYEES: During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category Contribution* Contribution (inclusive of PEMHCA contribution) effective January 1, 2019January 1, 2023 Employee Only $15133.00 $840871 Employee plus one $15133.00 $16801,742 Employee Family $15133.00 $21802,260 The City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. *Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the Total Maximum City Contribution described above. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. a. a. Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partner is registered with the Secretary of State. Active employee domestic partners whose domestic partnership is not registered with the State but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost of an individual health plan, not to exceed 90% of the average monthly premium cost of individual coverage under the PEMHCA health plans in 2016. Effective with the first pay period including January 1, Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 20 Packet Pg. 30 of 134  17 2017, a stipend of two hundred eighty four ($284) per month toward the cost of an individual health plan will be provided. Evidence of premium payment will be required with request for reimbursement. Flexible Compensaiton: Effective the first pay period following Council adoption of the MOU, in lieu of additional increases to the City’s medical premiums, hourly wages for all bargaining unit classifications will be increased by $100 per month ($1,200 per year). Employees can utilize this cash payment for any purpose, including to cover health insurance premiums or contribute to flexible spending accounts/457 deferred compensation plans. Effective the first full pay period of January 2024, hourly wages for all bargaining unit classifications will be increased by an additional $100 per month. Section 2. Dual Coverage. When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered only by one spouse. Section 3 Dental Benefits a. Level of Benefits. The City will maintain the present level of benefits on the City- sponsored dental program. Maximum benefits per calendar year shall be $2,000. b. Premiums. The City shall pay all premium payments or equivalent self-insured program charges on behalf of employees and dependents who are eligible and enrolled for coverage under the existing dental plan. Dependents will include domestic partners, as defined under Article XVII Section 3. c. Orthodontia Benefit Maximum. The City will provide a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. Section 4. Vision Care. The City offers vision care coverage for employees and dependents. Coverage is equivalent to $20 Deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents include domestic partners, as defined under Article XVII Section 1. Section 5. Employee Assistance Plan. The Employee Assistance Plan (EAP) provides employees with confidential personal counseling, work and family related issues, eldercare, substance abuse, etc. In addition, EAP programs provide a valuable tool for supervisors to refer troubled employees to professional outside help. This service staffed by experienced clinicians is available to employees and their dependents by calling a toll-free phone line 24 hours a day, seven days a week. Guidance is also available online. Section 6. Alternative Medical Benefit Program. If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 21 Packet Pg. 31 of 134  18 medical insurance through any other non-City of Palo Alto employer sponsored or association- sponsored group medical plan, the employee may choose to waive his/her right to the City of Palo Alto’s medical plan insurance and receive cash payments in the amount of two hundred eighty-four dollars ($284) for each month City coverage is waived. ARTICLE XVII – RETIREMENT MEDICAL PLAN Section 1. Retiree medical coverage for Unit employees hired before January 1, 2004: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees that retire on or before December 31, 2006. Effective January 1, 2007 for an employee retiring on or after that date the City will pay up to the monthly medical premium for the 2nd most expensive plan offered to FCA employees among the existing array of plans. However, the City contribution for an employee hired before January 1, 2004 who retires on or after December 1, 2011 shall be the same contribution amount it makes for active City employees. Effective upon ratification and adoption of this Agreement, the City shall provide active unit employees who were hired before January 1, 2004 with a one-time opportunity to opt-in to retiree health benefits provided under California Government Code section 22893. Eligible employees who wish to exercise this option shall inform the Human Resources Department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. Section 2. 20-Year Vesting for Retiree Medical Coverage for Unit Employees Hired On Or After January 1, 2004: The retiree health benefit provided in California Government Code section 22893 shall apply to all employees hired on or after January 1, 2004. Under this law, an employee is eligible to receive Fifty (50) percent of benefit after ten (10) years; each additional service credit year after Ten (10) years will increase employer credit by Five (5%) percent until Twenty (20) years is reached at which time employee is eligible for One Hundred (100%) percent of annuitant-only coverage and Ninety (90%) percent of the additional premium for dependents. ARTICLE XIII – BASIC LIFE INSURANCE The City shall provide a basic life and AD & D insurance plan in an amount equal to the employee's annual base compensation (rounded to the next highest $1,000). ARTICLE XIX– SUPPLEMENTAL LIFE INSURANCE Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 22 Packet Pg. 32 of 134  19 An employee may, at his/her cost, purchase additional life insurance and additional AD&D coverage. The total amount of life insurance available to the employee is $325,000 and the total amount of AD&D coverage available is $325,000. ARTICLE XX– LONG TERM DISABILITY INSURANCE In lieu of providing long-term disability insurance program to eligible employees, the City shall add $40.00 per month to the base salary of eligible employees. This $40.00 per month shall not be calculated into the labor market salary comparison. ARTICLE XXI - EFFECTIVE DATE OF BENEFIT COVERAGE FOR NEW EMPLOYEES For newly-hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, life insurance and long term disability plans if these benefits are elected. ARTICLE XXII-WORKERS’ COMPENSATION Persons on disability will be required to appear or otherwise report at regular two-week intervals to the Fire Chief or designate to discuss his/her status and ability to return to full or restricted work status. This section is not meant to unreasonably restrict employee's activities so long as such activities are cleared by the treating physician, treating program or alternative treatment program is maintained and employee is available for full or restricted duty as soon as medical clearance can be received. ARTICLE XXIII- RETIREMENT PENSION PLANS Section 1. Safety PERS Retirement Formula. a. Safety Pension Group A: 3%@50 Safety Retirement: The City will continue the present benefits under the Public Employees' Retirement System (PERS) "3 percent at 50 (3%@50)" formula for employees hired before the effective date of the “3 percent at Section 2. 55” (3%@55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be “Single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code section 20042). b. Safety Pension Group B: 3%@55 Safety Retirement: Effective December 7, 2012, the City Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 23 Packet Pg. 33 of 134  20 amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS, as defined in the Public Employees’ Pension Reform Act (after referred to as “classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (“3%@55”), with the final salary determination for such employees of “3 highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three-year period otherwise designated by the member (Government Code section 20037). c. Safety Pension Group C: 2.7% at Age 57 Safety Retirement: Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. d. Safety PERS Member Contribution. 1. Employees in all classifications in Pension Groups A and B described above shall pay a total of 9% towards the PERS member contributions by payroll deduction. 2. Employees in all represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. 3. When employees pay their PERS Member Contribution pursuant to section 2a and 2b above, the City will provide for member contributions to be made as allowed under provisions of IRS Code Section 414(h)(2). e. Additional Employee PERS contributions: In addition to the PERS member contribution as required under section 2d 1, 2 and 3 above, all employees in pension groups a, b and c shall contribute the additional following contributions: 1. All employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, shall pay an additional 3% towards the Employer share of Pension regardless of pension formula through a CalPERS 20516 contract amendment. 2. Effective the first full pay period following July 1, 2020, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 4%. Section 2. Status Determination. An employee’s membership in and designation as Safety for CalPERS pension plan purposes shall be determined based on applicable California law. Section 3. Employer Contributions to 457 Plan Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 24 Packet Pg. 34 of 134  21 Effective the first full pay period following July 1, 2020, the City will contribute the equivalent of 1% of the employee’s pensionable salary into the 457 plan. Eligibility: 1. Employees must be enrolled in an eligible City sponsored 457 plan 2. Employees who reach the maximum as defined by the IRS will not receive additional contributions 3. Employee must be making PERS contributions ARTICLE XXIV - MISCELLANEOUS EMPLOYMENT-RELATED EXPENSES Section 1. Station House Fund. The Station House Fund per year per shift employee shall be $100.00. Section 2. Non-Food House Items. The City agrees to furnish and maintain each fire station with the following non-food house fund items: TV purchase and repair. Kitchen cooking utensils, small kitchen appliances and other specific items to be determined by mutual agreement of the parties will be purchased from the Station House Fund. Section 3. Per Diem Travel Expenses For City Business. Unless other mutually agreeable arrangements are made, representation unit employees who are required to travel away from the City on City business will receive travel expenses, according to City policies which are currently in effect. Section 4. Parking. Employees in represented classes assigned to Civic Center or adjacent work locations shall be entitled to free parking in the Civic Center Garage, or a commute incentive which will be subject to meet and confer. Employees hired after July 1, 1994 may initially receive a parking permit for another downtown lot subject to availability of space at the Civic Center garage. Light duty employees assigned to the Civic Center will receive Civic Center parking temporary permits for the duration of the light duty assignment. Section 5. Uniform. The value of the purchase, rental and/or maintenance of the required uniforms shall be reported as special compensation to the extent legally permissible, pursuant to Title 2 CCR, Section 571(a)(5) as Uniform Allowance. Based upon existing uniform standards and the City’s cost experience, the value of this benefit shall be reported as $15.31 per pay period. The City will supply complete uniforms as described in Fire Department Policy 1031. ARTICLE XXV – WORK ASSIGNMENTS Section 1. Selection of and assignment to Training Battalion Chief (40-hour workweek) shall be based upon seniority, except where operational needs are determined by the Fire Chief or designee, the Fire Chief or designee reserves the right to assign personnel based on Fire Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 25 Packet Pg. 35 of 134  22 Department needs. For purposes of this article, seniority shall be calculated from date of entry into the Battalion Chief classification. Section 2. Working out of Classification. Where employees, on a temporary basis, are assigned to perform all significant duties of a higher classification, for a period of one week or more, the Fire Chief may authorize payment within the range of the higher classification for the specified time frame. Working above classification will not exceed six months, unless renewed at the discretion of the Fire Chief. Working above classification pay is not to exceed 10% more than the employee’s current salary and shall be documented on a Personnel Action Form, with a description of the additional duties in the higher classification to be performed and an end date. Employees assigned to work out of classification will receive out of class pay beginning the first day of the assignment. ARTICLE XXVI - FULL UNDERSTANDING Section 1. The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. Section 2. Severability. If any of the provision herein contained be rendered or declared invalid by reason of any State or Federal legislation, or by ruling of any court of competent jurisdiction, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 3. It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Agreement be administered and observed in good faith. Section 4. Nothing in this Memorandum of Agreement shall preclude the parties from mutually agreeing to meet and confer on any subject with the scope of representation during the term of this agreement. Section 5. Merit System Rules and Regulations During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and Regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes. ARTICLE XXVII - DURATION This Memorandum of Agreement shall become effective upon signing by the parties hereto, except that those provisions herein that have specific effective dates shall take effect on those dates regardless of signing date, once this Memorandum of Agreement is signed by the parties hereto. This Memorandum of Agreement shall expire June 30, 2018June 30, 2025.. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 26 Packet Pg. 36 of 134  23 ARTICLE XXVIII- 48/96 WORK SCHEDULE The regular schedule for 56 hour personnel will be under a “48/96” model. With the adoption of this “48/96” schedule the parties agreed to revise Fire department policy 205.6 typical workday and 1009.8.1 reporting for Duty-Holidays. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 27 Packet Pg. 37 of 134  24 EXECUTED: FOR: FOR: FIRE CHIEFS ASSOCIATION CITY OF PALO ALTO Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 28 Packet Pg. 38 of 134  Memorandum of Agreement City of Palo Alto and Palo Alto Fire Chiefs’ Association February 27, 2023 – June 30, 2025 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 29 Packet Pg. 39 of 134  1 MEMORANDUM OF AGREEMENT Table of Contents PREAMBLE ____________________________________________________________________________________ 4 ARTICLE I - RECOGNITION _______________________________________________________________________ 4 SECTION 1. ___________________________________________________________________________________ 4 ARTICLE II - NO DISCRIMINATION _________________________________________________________________ 4 SECTION 1. ___________________________________________________________________________________ 4 SECTION 2 ___________________________________________________________________________________ 4 ARTICLE III - PAYROLL DEDUCTIONS _______________________________________________________________ 4 SECTION 1 ___________________________________________________________________________________ 4 SECTION 2. CERTIFICATION OF UNION MEMBERSHIP _______________________________________________________ 5 SECTION 3. INDEMNIFICATION ______________________________________________________________________ 5 ARTICLE IV - NO STRIKES ________________________________________________________________________ 5 SECTION 1 ___________________________________________________________________________________ 5 ARTICLE V - SALARY PROVISIONS _________________________________________________________________ 5 SECTION 1. SALARY RANGE ADJUSTMENTS. _____________________________________________________________ 5 SECTION 2. EMT DIFFERENTIAL _____________________________________________________________________ 6 SECTION 3. 40-HOUR WORK WEEK ASSIGNMENT DIFFERENTIAL _______________________________________________ 6 SECTION 4. OUT OF COUNTY STRIKE TEAM PAY. _________________________________________________________ 6 ARTICLE VI – HOLIDAYS _________________________________________________________________________ 7 SECTION 1. NAMED HOLIDAYS. _____________________________________________________________________ 7 SECTION 2. DAY OF REFLECTION _____________________________________________________________________ 7 SECTION 3. 56-HOUR WORK WEEK ASSIGNMENTS. _______________________________________________________ 7 SECTION 4. 40-HOUR WORK WEEK ASSIGNMENTS. _______________________________________________________ 7 ARTICLE VII - VACATION ACCRUAL _________________________________________________________________ 7 SECTION 1. ___________________________________________________________________________________ 7 SECTION 2. 56-HOUR WORKWEEK ASSIGNMENTS ________________________________________________________ 8 SECTION 3. 40-HOUR WORKWEEK ASSIGNMENTS. ________________________________________________________ 8 ARTICLE VIII - VACATION CASH OUT _______________________________________________________________ 8 SECTION 1. LIMITATION ON USE. ____________________________________________________________________ 8 SECTION 2. CASH OUT OPTION. _____________________________________________________________________ 9 ARTICLE IX - MANAGEMENT ANNUAL LEAVE ________________________________________________________ 9 SECTION 1 ___________________________________________________________________________________ 9 ARTICLE X - OTHER PAID LEAVES _________________________________________________________________ 10 SECTION 1. CITY MANAGER GRANTED LEAVES __________________________________________________________ 10 SECTION 2. COUNCIL GRANTED LEAVE _______________________________________________________________ 10 SECTION 3. EMPLOYEE'S TIME OFF TO VOTE ___________________________________________________________ 10 SECTION 4. LEAVES OF ABSENCE; DEATH IN IMMEDIATE FAMILY ______________________________________________ 10 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 30 Packet Pg. 40 of 134  2 SECTION 5. JURY DUTY; LEAVE OF ABSENCE ____________________________________________________________ 10 SECTION 6. SUBPOENAS _________________________________________________________________________ 11 ARTICLE XI - OTHER LEAVE PROVISIONS ___________________________________________________________ 11 SECTION 1. DISABILITY. __________________________________________________________________________ 11 SECTION 2. OTHER UNPAID LEAVES. _________________________________________________________________ 11 SECTION 3. ACCRUED VACATION CREDITS. _____________________________________________________________ 11 SECTION 4. APPROVAL OF DEPARTMENT HEAD. _________________________________________________________ 11 SECTION 5. APPROVAL BY CITY MANAGER _____________________________________________________________ 11 SECTION 6. ABSENCE WITHOUT LEAVE. _______________________________________________________________ 11 SECTION 7. LEAVE OF ABSENCE; DEATH OUTSIDE THE IMMEDIATE FAMILY. _______________________________________ 11 SECTION 8. MILITARY LEAVE OF ABSENCE. _____________________________________________________________ 11 ARTICLE XII - VOLUNTARY CATASTROPHIC LEAVE PROGRAM _________________________________________ 11 SECTION 1. __________________________________________________________________________________ 11 SECTION 2. __________________________________________________________________________________ 12 SECTION 3. __________________________________________________________________________________ 12 SECTION 4. __________________________________________________________________________________ 12 SECTION 5. __________________________________________________________________________________ 13 SECTION 6. __________________________________________________________________________________ 13 ARTICLE XIII - ADDITIONAL COMPENSATION FOR BC CLASSIFICATIONS _________________________________ 13 ARTICLE XIV - EXCESS BENEFIT REIMBURSEMENT ___________________________________________________ 14 SECTION 1. __________________________________________________________________________________ 14 ARTICLE XV - PHYSICAL EXAMS __________________________________________________________________ 15 ARTICLE XVI - BENEFIT PROGRAMS _______________________________________________________________ 15 SECTION 1. HEALTH PLAN - ACTIVE EMPLOYEES ______________________________________________________ 15 SECTION 2. DUAL COVERAGE. _____________________________________________________________________ 16 SECTION 3 DENTAL BENEFITS ______________________________________________________________________ 16 SECTION 4. VISION CARE. ________________________________________________________________________ 16 SECTION 5. EMPLOYEE ASSISTANCE PLAN _____________________________________________________________ 16 ARTICLE XVII – RETIREMENT MEDICAL PLAN _______________________________________________________ 17 SECTION 1. RETIREE MEDICAL COVERAGE FOR UNIT EMPLOYEES HIRED BEFORE JANUARY 1, 2004: ______________________ 17 SECTION 2. 20-YEAR VESTING FOR RETIREE MEDICAL COVERAGE FOR UNIT EMPLOYEES HIRED ON OR AFTER JANUARY 1, 2004: _ 17 ARTICLE XIII – BASIC LIFE INSURANCE _____________________________________________________________ 17 ARTICLE XIX– SUPPLEMENTAL LIFE INSURANCE _____________________________________________________ 18 ARTICLE XX– LONG TERM DISABILITY INSURANCE ___________________________________________________ 18 ARTICLE XXI - EFFECTIVE DATE OF BENEFIT COVERAGE FOR NEW EMPLOYEES ____________________________ 18 ARTICLE XXII-WORKERS’ COMPENSATION _________________________________________________________ 18 ARTICLE XXIII- RETIREMENT PENSION PLANS _______________________________________________________ 18 SECTION 1. SAFETY PERS RETIREMENT FORMULA. _______________________________________________________ 18 SECTION 2. STATUS DETERMINATION ________________________________________________________________ 19 SECTION 3. EMPLOYER CONTRIBUTIONS TO 457 PLAN _____________________________________________________ 20 ARTICLE XXIV - MISCELLANEOUS EMPLOYMENT-RELATED EXPENSES ___________________________________ 20 SECTION 1. STATION HOUSE FUND. _________________________________________________________________ 20 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 31 Packet Pg. 41 of 134  3 SECTION 2. NON-FOOD HOUSE ITEMS _______________________________________________________________ 20 SECTION 3. PER DIEM TRAVEL EXPENSES FOR CITY BUSINESS ________________________________________________ 20 SECTION 4. PARKING ___________________________________________________________________________ 20 SECTION 5. UNIFORM. __________________________________________________________________________ 20 ARTICLE XXV – WORK ASSIGNMENTS _____________________________________________________________ 20 SECTION 1. __________________________________________________________________________________ 20 SECTION 2. WORKING OUT OF CLASSIFICATION __________________________________________________________ 21 ARTICLE XXVI - FULL UNDERSTANDING ____________________________________________________________ 21 SECTION 1 __________________________________________________________________________________ 21 SECTION 2. SEVERABILITY. ________________________________________________________________________ 21 SECTION 3. __________________________________________________________________________________ 21 SECTION 4. __________________________________________________________________________________ 21 SECTION 5. __________________________________________________________________________________ 21 ARTICLE XXVII - DURATION _____________________________________________________________________ 21 ARTICLE XXVIII- 48/96 WORK SCHEDULE __________________________________________________________ 22 APPENDIX A__________________________________________________________________________________ 24 Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 32 Packet Pg. 42 of 134  4 CITY OF PALO ALTO AND PALO ALTO FIRE CHIEFS’ ASSOCIATION PREAMBLE This Memorandum of Agreement between the City of Palo Alto, hereinafter referred to as the "City", and the Palo Alto Fire Chiefs’ Association, hereinafter referred as the "Association", has been prepared and entered into in accordance with Title I, Division 4, Chapter 10, Sections 3500-3510 of the California Government Code and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations. ARTICLE I - RECOGNITION Section 1. The City recognizes the Association as the exclusive representative of an employee group consisting solely of the classifications of Battalion Chief 56-hour workweek, and Battalion Chief 40-hour workweek who are regularly employed by the City. ARTICLE II - NO DISCRIMINATION Section 1. The Association and the City hereby agree that there shall be no discrimination because of race, color, age, disability, sex, national origin, sexual orientation, political or religious affiliation or any other basis recognized by federal, state or local law under this Agreement. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or nonmembership in the Association, or participation in the lawful activities of the Association. Section 2. The Association and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Association and to abide by the express provisions of applicable State and local laws. ARTICLE III - PAYROLL DEDUCTIONS Section 1. The City shall deduct Union membership dues assessments and insurances authorized by the Union. This will be accomplished by payroll deductions from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on a Union authorization card. The Union will be the custodian of records for individual employee membership and dues deduction forms. The Union will maintain all authorizations for dues deduction, signed by the individual from whose salary or wages the deduction or reduction is to be made. The City will Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 33 Packet Pg. 43 of 134  5 direct employee requests to cancel or change deductions to the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction. Section 2. Certification of Union Membership. The Union agrees to provide the City an initial certified list of members and statement that the Association has and will maintain written authorizations signed by the individuals from whose wages the Union dues deductions are to be made. From that point forward the Union will update the list whenever there are changes. Section 3. Indemnification. The Union shall indemnify and hold the City harmless against any liability arising from any claims, demands, or other action relating to this article. The Union shall comply with all statutory and legal requirements with respect to this article. ARTICLE IV - NO STRIKES Section 1. The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, leave of absence abuse, work stoppage or work slowdown of any kind against the City of Palo Alto or its citizens by employees covered under this Agreement. No employee shall refuse to cross any picket line in the conduct of Fire Department business, nor shall the Association, its representatives or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. ARTICLE V - SALARY PROVISIONS Section 1. Salary Range Adjustments. a) The base wage rates of the bargaining unit classifications will be set forth in Appendix A of this MOA. b) Market Adjustment: Effective the first full pay period including the adoption of the MOA, the salary ranges of all represented classifications will receive a market adjustment of ten percent (10.0%) and an equity adjustment of one percent (1.0%) for a total of eleven (11%). c) General Salary Increase: Effective the first full pay period following July 1, 2023, the salary ranges of all represented classifications will be increased by four percent (4.0%). d) Market Adjustment part 2: Effective the first full pay period following January 1, 2024, the salary ranges of all represented classifications will receive a market adjustment of two percent (2.0%). e) General Salary Increase: Effective the first full pay period following July 1, 2024, the salary ranges of all represented classifications will be Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 34 Packet Pg. 44 of 134  6 increased by four percent (4.0%). f) Total Compensation and Survey Database: Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Fremont, Hayward, Menlo Park Fire District, Milpitas, Mountain View, Redwood City, Pleasanton, San Jose, San Mateo, San Ramon Fire District, Santa Clara, Santa Clara County and South San Francisco. Compensation Criteria includes: top step salary, maximum longevity, maximum education, uniform allowance, EMT differential, Hazmat differential, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits (medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. Section 2. EMT Differential. The former EMT differential of 3.0% was rolled into base pay. This one time conversion to base pay, shall constitute the City’s incentive payment for EMT skills. This conversion was cost neutral to the City. Section 3. 40-hour Work Week Assignment Differential. Employees assigned to a 40-hour workweek schedule will be paid a differential of five percent (5%) of base salary in-lieu of holiday pay differential which 56-hour shift Battalion Chiefs receive. Section 4. Out of County Strike Team Pay. A Battalion Chief sent on out of County strike team duty will receive the following compensation only if the City is reimbursed from the state or federal government for the labor costs incurred by the City. Compensation to the employee will not exceed the rate for which the City is reimbursed by the State of California or other external entity, excluding reimbursements for other labor costs (e.g. workers compensation, administrative expense, etc.). A Battalion Chief on their regular duty shift deployed on an out of County strike team will be eligible for compensation at their normal hourly rate (1.0 hourly rate), assuming a regular 56 hour schedule. A Battalion Chief on non-regular duty shift days deployed on an out of County strike team will be eligible for compensation at a rate of 1.5 of their normal hourly rate. For 40 hour Battalion Chiefs deployed on an out of County strike team, any out of County strike team compensation will be calculated at a 56 hour Battalion Chief Schedule hourly rate. Payment for out of county strike team duty will be calculated based on the number of twenty- four hour shifts worked and prorated for any partial shifts. A Personnel Action Form will be completed in a timely manner to process this payment. The Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 35 Packet Pg. 45 of 134  7 amount of the payment will be calculated in a manner described above. If the City is not reimbursed, no payment is due to the employee. If the City is reimbursed in part, a prorated payment will be calculated based on the reimbursement rate. As outlined above, compensation to the employee will not exceed the rate for which the City is reimbursed by the State of California or other external entity. ARTICLE VI – HOLIDAYS Section 1. Named Holidays. Holiday pay is compensation for employees who are normally required to work on an approved holiday because they work in positions that require scheduling staff without regard to holidays. The following holidays are recognized as municipal holidays for pay purposes, and regular, employees shall have these days off with pay, except as otherwise provided in these rules: January 1 Veterans’ Day, November 11 Third Monday in January Thanksgiving Day Third Monday in February Day after Thanksgiving Day Last Monday in May December 25 July 4th Either December 24, or December 31 as provided below First Monday in September Second Monday in October Section 2. Day of Reflection. In addition to the paid holidays listed above, employees shall be excused with pay for one full work shift as a day of reflection (floating holiday) per calendar year, Employees may use the floating holiday on any day mutually agreed by the employee and their supervisor for a Day of Reflection, including: Juneteenth Freedom Day (June 19) or Cesar Chavez/Dolores Huerta Day (March 31). Day of Reflection not used by the end of the calendar year will be deemed forfeited and have no cash value. Section 3. 56-Hour Work Week Assignments. One hundred sixty one and one half (161.5) hours are paid annually to an employee at a rate of 6.21 hours each pay period. Shift personnel shall receive pay in lieu of taking paid leave for accrued holidays. Such paid hours will be paid 6.21 hours of in lieu of holiday pay each pay period. Hours are prorated and accrued based on hours actually worked. Section 4. 40-Hour Work Week Assignments. Employees assigned to a 40-hour workweek schedule will receive paid holidays in accordance with Sections 517 and 518 of the Merit System Rules and Regulations. ARTICLE VII - VACATION ACCRUAL Section 1. Vacation will be accrued when an employee is in a pay status and will be credited on a bi-weekly basis. Such accrual balance and credit may not exceed three times the annual rate of Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 36 Packet Pg. 46 of 134  8 accrual. Accrual rates are by work week assignments as indicated in Section 1 and Section 2 below. Section 2. 56-Hour Workweek Assignments. Employees assigned to a 56-hour workweek schedule (24- hour shift) will accrue vacation at the following rate for continuous service performed in a pay status. a) For employees completing less than four (4) years continuous service, the accrual rate shall be five (5) duty shifts per year. b) For employees completing four (4), but less than nine (9) years continuous service, the accrual rate shall be eight (8) duty shifts per year. c) For employees completing nine (9), but less than fourteen (14) years continuous service, the accrual rate shall be ten (10) duty shifts per year. d) For employees completing fourteen (14), but less than nineteen (19) years continuous service, the accrual rate shall be eleven (11) duty shifts per year. e) For employees completing nineteen (19) or more years continuous service, the accrual rate shall be twelve (12) duty shifts per year. Section 3. 40-Hour Workweek Assignments. Personnel assigned to a 40-hour workweek schedule will accrue vacation at the following rate for continuous service performed in a pay status. a) For employees completing less than four (4) years continuous service, the accrual rate shall be eighty (80) hours per year. b) For employees completing four (4), but less than nine (9) years continuous service, the accrual rate shall be one-hundred twenty (120) hours per year. c) For employees completing nine (9), but less than fourteen (14) years continuous service, the accrual rate shall be one-hundred sixty (160) hours per year. d) For employees completing fourteen (14), but less than nineteen (19) years continuous service, the accrual rate shall be one-hundred eighty (180) hours vacation leave per year. e) For employees completing nineteen (19) or more years continuous service, the accrual rate shall be two- hundred (200) hours vacation leave per year. ARTICLE VIII - VACATION CASH OUT Section 1. Limitation on Use. Employees may not use more than three times their annual rate of Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 37 Packet Pg. 47 of 134  9 accrual in any calendar year period provided, however, that the Chief may grant exceptions to this limitation. Section 2. Cash out Option. a) Once each calendar year, employees are eligible to cash out vacation accrual balances in excess of 80 hours. An employee may cash out a minimum of eight (8) hours to a maximum of 120 hours of accrued vacation provided employee has taken 80 vacation hours in the previous 12 months and has followed the election procedures set forth in this section. b) Employee must elect the number of vacation hours they will cash-out during the next calendar year, up to the maximum of 120 hours. For the 2012 calendar vacation year, employees will make their election for vacation hours to cash out no later than November 1, 2012. The election will apply only to vacation hours that are accrued in the next calendar year and that are eligible for cash-out. c) The election to cash-out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash-out vacation hours must cash-out the number of accrued hours pre-designates on the election form. d) Employees who do not elect a cash-out amount by November of the prior calendar year will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash-out vacation hours in the next tax year. e) Employees who elect cash-out amount may request a cash-out at any time in the designated tax year by submitting a cash-out form to payroll. Payroll will complete the cash-out form upon request, provided the requested cash-out amount has accrued and is consistent with the amount the employee pre-designated. If the full amount of hours designated for cash-out is not available at the time of cash-out, the maximum available will be paid. For employees who have not requested cash-out of the elected amount by November 1 of year, Payroll will automatically cash- out the elected amount in a paycheck issued on or after the payroll date including November 1. ARTICLE IX - MANAGEMENT ANNUAL LEAVE Section 1. Forty (40) hour and fifty-six (56) hour workweek employees not eligible for overtime shall be credited at the beginning of each calendar year with eighty (80) hours of annual leave (one hundred and twelve (112) for 56- hour assignments) which may be taken as paid time off, added to vacation accrual (subject to vacation accrual limitations), taken as cash or taken as deferred compensation. Entitlement under this provision will be reduced on a prorated basis for part-time status, or according to the number of months in paid status during Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 38 Packet Pg. 48 of 134  10 the calendar year. Unused balances as of the end of the calendar year will be paid in cash, unless a different option as indicated above is elected by the employee. The Management Annual Leave accrual will be changed to an annual accrual rather than fiscal year. Effective July 1, 2012, employees will be credited with forty (40) hours of management annual leave to be used by December 31, 2012 or automatically will be cashed out. Effective January 1, 2012, and every January 1 thereafter, employees will be credited with eighty (80) hours of management annual leave (one hundred and twelve (112) for 56- hour assignments) to be used by December 31st or automatically will be cashed out. ARTICLE X - OTHER PAID LEAVES Section 1. City Manager Granted Leaves. The City Manager may grant a regular employee under his control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he deems adequate and in the best interest of the City. Section 2. Council Granted Leave. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. Section 3. Employee's Time Off to Vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. Section 4. Leaves of Absence; Death in Immediate Family. Leave of absence with pay of one shift for 56-hour shift employees with provision for approval of one additional shift for travel outside the area may be granted an employee by the Chief in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, son-in-law, daughter, daughter-in-law, father, mother, brother, brother-in-law, sister, sister-in-law, mother- in-law, father-in-law, step-father, step-mother, step- sister, step-brother, grandfather, grandfather- in-law, grandmother, grandmother-in-law, uncle, aunt, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of two shifts shall be subject to the approval of the City Manager. Employees assigned to a 40-hour work week are eligible for leave of absence granted by the Chief with pay for three days in the event of death in the employee’s immediate family which is defined above. Section 5. Jury Duty; Leave of Absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his or her jury service. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 39 Packet Pg. 49 of 134  11 Section 6. Subpoenas. Employees required to answer subpoenas as a witness for the City of Palo Alto or for a plaintiff where the City of Palo Alto is a defendant shall not lose pay or benefits for work time lost to answer depositions or to appear in court. ARTICLE XI - OTHER LEAVE PROVISIONS Section 1. Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physician's verification including diagnosis and medical work restriction. Section 2. Other Unpaid Leaves. Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City. Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. Section 3. Accrued Vacation Credits. During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Section 4. Approval of Department Head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. Section 5. Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. Section 6. Absence Without Leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. Section 7. Leave of Absence; Death Outside the Immediate Family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 2 and Section 4. Section 8. Military Leave of Absence. State law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. ARTICLE XII - VOLUNTARY CATASTROPHIC LEAVE PROGRAM Section 1. The City of Palo Alto has established a Firefighter Voluntary Leave Program to provide FCA employees the opportunity to donate their accrued vacation time to assist fellow members of FCA either due to: (a) an employee’s own verifiable non-industrial catastrophic illness Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 40 Packet Pg. 50 of 134  12 or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave. Section 2. In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member. Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable). Section 3. A Firefighter Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be: a) Voluntary b) Irrevocable c) Confidential, unless disclosure is required by law d) In whole hour increments of at least four (4) hours, with the hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential). e) The employee shall be required to exhaust all other types of leave to request donated leave f) It is understood that employees seeking or receiving leave under this program will apply for long- term disability benefits for which they may be eligible g) Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA/Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that the family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverage through the City h) If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required i) The maximum donated time a donee may receive is 12 months (if available). j) Applications to donate leave or receive leave under this Program are made to the Human Resources Department k) The tax treatment of donation or receipt of vacation under this section is governed by the IRS and not the City. Section 4. FCA members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 41 Packet Pg. 51 of 134  13 hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s). Section 5. The City reserves the right to modify or terminate this program at any time. Section 6. Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non-occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this Policy. ARTICLE XIII - ADDITIONAL COMPENSATION FOR BC CLASSIFICATIONS POTENTIAL BATTALION CHIEF EXTRA SHIFT COVERAGE Battalion Chiefs who back fill for an operations shift (or shifts) for a 56-hour work week Battalion Chief will be provided additional compensation for the extra shift coverage, provided that the extra shift requires working hours beyond regularly scheduled hours. Extra Shift Coverage Eligibility • Extra shift coverage pay applies to the level of Battalion Chief only and is not intended as compensation for Battalion Chiefs to backfill a lower classification. • A minimum of eight (8) continuous hours of the extra shift coverage must be worked to be eligible for compensation. After the minimum of eight (8) continuous hours is met, the Battalion Chief will be paid for the entire shift worked. Extra Shift Coverage Pay Rate • Compensation for the extra shift coverage by a 56-hour or 40-hour Battalion Chief will be paid at one and one-half times (1.5x) the 56-hour straight-time rate of the Battalion Chief performing the back fill. First Rights of Refusal • Battalion Chiefs shall be provided first rights of refusal for the extra shift coverage. If no Battalion Chiefs are available to back fill the extra coverage shift, the shift will be assigned to fire personnel at a lower classification in accordance with the standard protocols of the department. Extra Shift Coverage Pay Not PERSable • All pay under this extra shift coverage provision will be reported to CALPERS by the City of Palo Alto in a manner that excludes such pay from PERSable income. As such, the extra shift coverage pay is not subject to CALPERS contributions by the employer or employee and is not included as a factor in the employee’s final compensation for pension purposes. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 42 Packet Pg. 52 of 134  14 Fire Chief Discretion • In accordance with management rights provisions, the Fire Chief maintains discretion to approve, modify or disapprove extra shift coverage assignments. FLSA Exempt Status • Nothing in the extra shift coverage provision is intended to impact the FLSA-exempt status of Battalion Chiefs. Battalion Chiefs remain FLSA-exempt and are therefore not eligible for overtime pay or compensatory time. ARTICLE XIV - EXCESS BENEFIT REIMBURSEMENT Section 1. The benefit provided by this Article is designed to meet the requirements of Section 125 of the Internal Revenue Code. Every calendar year, each employee will be provided with $2,500 that they can designate among the following options: a) Medical Flexible Spending Account (Medical FSA). Provides reimbursement for excess medical/dental/vision, or expenses that are incurred by employees and their dependents which are not covered or reimbursed by any other source, including existing City-sponsored plans. This includes prescribed medications and co-payments as specified in applicable federal law. b) Dependent Care Flexible Spending Account (Dependent Care FSA). Provides reimbursement for qualified dependent care expenses under the City's Dependent Care Assistance Program (DCAP), subject to the limits specified in applicable federal law. 1) Dependent care expenses not reimbursed under this section may be eligible for reimbursement under the City Voluntary Dependent Care FSA program. However, the maximum amount reimbursed under the Voluntary Dependent Care FSA program will be reduced by any amount reimbursed under the Excess Benefit Plan. c) Professional Development Employees may use these funds for professional development purposes on a taxable basis to the extent such expenses (e.g., job-related training and education, seminars, training manuals, etc.) are not paid or reimbursed under any other plan of the City. d) Deferred Compensation. Provides a one-time contribution to the employee’s City- sponsored I.R.C. § 457 Deferred Compensation plan with either ICMA-RE or Mass Mutual, subject to the contribution limitations of applicable law. Amounts designated by employees to either the Medical FSA, Dependent Care FSA, or Professional Development options are done so on a “use –it-or-lose-it” basis. This means that any amounts designated and not used by the end of the calendar year (or end of the Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 43 Packet Pg. 53 of 134  15 extended grace period for the medical FSA) will be forfeited by the employee and returned to the plan. Specified amounts under this benefit will be applied on a pro-rata basis for employees who are part-time or who are in FCA pay status for less than the full fiscal year. Such benefits will be pro-rated in the first year of employment (based on hire date) but will not be pro- rated upon separation of employment. ARTICLE XV - PHYSICAL EXAMS Physical fitness medical examinations for all represented employees will be provided in accordance with the Fire Department Physical Fitness Program General Order. ARTICLE XVI - BENEFIT PROGRAMS Section 1. Health Plan - ACTIVE EMPLOYEES: During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category Contribution* Contribution (inclusive of PEMHCA contribution) effective January 1, 2023 Employee Only $151.00 $871 Employee plus one $151.00 $1,742 Employee Family $151.00 $2,260 The City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. *Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the Total Maximum City Contribution described above. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 44 Packet Pg. 54 of 134  16 a. Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partner is registered with the Secretary of State. Active employee domestic partners whose domestic partnership is not registered with the State but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost of an individual health plan, not to exceed 90% of the average monthly premium cost of individual coverage under the PEMHCA health plans in 2016. Effective with the first pay period including January 1, 2017, a stipend of two hundred eighty four ($284) per month toward the cost of an individual health plan will be provided. Evidence of premium payment will be required with request for reimbursement. Flexible Compensaiton: Effective the first pay period following Council adoption of the MOU, in lieu of additional increases to the City’s medical premiums, hourly wages for all bargaining unit classifications will be increased by $100 per month ($1,200 per year). Employees can utilize this cash payment for any purpose, including to cover health insurance premiums or contribute to flexible spending accounts/457 deferred compensation plans. Effective the first full pay period of January 2024, hourly wages for all bargaining unit classifications will be increased by an additional $100 per month. Section 2. Dual Coverage. When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered only by one spouse. Section 3 Dental Benefits a. Level of Benefits. The City will maintain the present level of benefits on the City- sponsored dental program. Maximum benefits per calendar year shall be $2,000. b. Premiums. The City shall pay all premium payments or equivalent self-insured program charges on behalf of employees and dependents who are eligible and enrolled for coverage under the existing dental plan. Dependents will include domestic partners, as defined under Article XVII Section 3. c. Orthodontia Benefit Maximum. The City will provide a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. Section 4. Vision Care. The City offers vision care coverage for employees and dependents. Coverage is equivalent to $20 Deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents include domestic partners, as defined under Article XVII Section 1. Section 5. Employee Assistance Plan. The Employee Assistance Plan (EAP) provides employees with confidential personal counseling, work and family related issues, eldercare, Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 45 Packet Pg. 55 of 134  17 substance abuse, etc. In addition, EAP programs provide a valuable tool for supervisors to refer troubled employees to professional outside help. This service staffed by experienced clinicians is available to employees and their dependents by calling a toll-free phone line 24 hours a day, seven days a week. Guidance is also available online. Section 6. Alternative Medical Benefit Program. If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer sponsored or association- sponsored group medical plan, the employee may choose to waive his/her right to the City of Palo Alto’s medical plan insurance and receive cash payments in the amount of two hundred eighty-four dollars ($284) for each month City coverage is waived. ARTICLE XVII – RETIREMENT MEDICAL PLAN Section 1. Retiree medical coverage for Unit employees hired before January 1, 2004: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees that retire on or before December 31, 2006. Effective January 1, 2007 for an employee retiring on or after that date the City will pay up to the monthly medical premium for the 2nd most expensive plan offered to FCA employees among the existing array of plans. However, the City contribution for an employee hired before January 1, 2004 who retires on or after December 1, 2011 shall be the same contribution amount it makes for active City employees. Effective upon ratification and adoption of this Agreement, the City shall provide active unit employees who were hired before January 1, 2004 with a one-time opportunity to opt-in to retiree health benefits provided under California Government Code section 22893. Eligible employees who wish to exercise this option shall inform the Human Resources Department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. Section 2. 20-Year Vesting for Retiree Medical Coverage for Unit Employees Hired On Or After January 1, 2004: The retiree health benefit provided in California Government Code section 22893 shall apply to all employees hired on or after January 1, 2004. Under this law, an employee is eligible to receive Fifty (50) percent of benefit after ten (10) years; each additional service credit year after Ten (10) years will increase employer credit by Five (5%) percent until Twenty (20) years is reached at which time employee is eligible for One Hundred (100%) percent of annuitant-only coverage and Ninety (90%) percent of the additional premium for dependents. ARTICLE XIII – BASIC LIFE INSURANCE Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 46 Packet Pg. 56 of 134  18 The City shall provide a basic life and AD & D insurance plan in an amount equal to the employee's annual base compensation (rounded to the next highest $1,000). ARTICLE XIX– SUPPLEMENTAL LIFE INSURANCE An employee may, at his/her cost, purchase additional life insurance and additional AD&D coverage. The total amount of life insurance available to the employee is $325,000 and the total amount of AD&D coverage available is $325,000. ARTICLE XX– LONG TERM DISABILITY INSURANCE In lieu of providing long-term disability insurance program to eligible employees, the City shall add $40.00 per month to the base salary of eligible employees. This $40.00 per month shall not be calculated into the labor market salary comparison. ARTICLE XXI - EFFECTIVE DATE OF BENEFIT COVERAGE FOR NEW EMPLOYEES For newly-hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, life insurance and long term disability plans if these benefits are elected. ARTICLE XXII-WORKERS’ COMPENSATION Persons on disability will be required to appear or otherwise report at regular two-week intervals to the Fire Chief or designate to discuss his/her status and ability to return to full or restricted work status. This section is not meant to unreasonably restrict employee's activities so long as such activities are cleared by the treating physician, treating program or alternative treatment program is maintained and employee is available for full or restricted duty as soon as medical clearance can be received. ARTICLE XXIII- RETIREMENT PENSION PLANS Section 1. Safety PERS Retirement Formula. a. Safety Pension Group A: 3%@50 Safety Retirement: The City will continue the present benefits under the Public Employees' Retirement System (PERS) "3 percent at 50 (3%@50)" formula for employees hired before the effective date of the “3 percent at Section 2. 55” (3%@55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be “Single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code section 20042). Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 47 Packet Pg. 57 of 134  19 b. Safety Pension Group B: 3%@55 Safety Retirement: Effective December 7, 2012, the City amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS, as defined in the Public Employees’ Pension Reform Act (after referred to as “classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (“3%@55”), with the final salary determination for such employees of “3 highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three-year period otherwise designated by the member (Government Code section 20037). c. Safety Pension Group C: 2.7% at Age 57 Safety Retirement: Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. d. Safety PERS Member Contribution. 1. Employees in all classifications in Pension Groups A and B described above shall pay a total of 9% towards the PERS member contributions by payroll deduction. 2. Employees in all represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. 3. When employees pay their PERS Member Contribution pursuant to section 2a and 2b above, the City will provide for member contributions to be made as allowed under provisions of IRS Code Section 414(h)(2). e. Additional Employee PERS contributions: In addition to the PERS member contribution as required under section 2d 1, 2 and 3 above, all employees in pension groups a, b and c shall contribute the additional following contributions: 1. All employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, shall pay an additional 3% towards the Employer share of Pension regardless of pension formula through a CalPERS 20516 contract amendment. 2. Effective the first full pay period following July 1, 2020, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 4%. Section 2. Status Determination. An employee’s membership in and designation as Safety for CalPERS pension plan purposes shall be determined based on applicable California law. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 48 Packet Pg. 58 of 134  20 Section 3. Employer Contributions to 457 Plan Effective the first full pay period following July 1, 2020, the City will contribute the equivalent of 1% of the employee’s pensionable salary into the 457 plan. Eligibility: 1. Employees must be enrolled in an eligible City sponsored 457 plan 2. Employees who reach the maximum as defined by the IRS will not receive additional contributions 3. Employee must be making PERS contributions ARTICLE XXIV - MISCELLANEOUS EMPLOYMENT-RELATED EXPENSES Section 1. Station House Fund. The Station House Fund per year per shift employee shall be $100.00. Section 2. Non-Food House Items. The City agrees to furnish and maintain each fire station with the following non-food house fund items: TV purchase and repair. Kitchen cooking utensils, small kitchen appliances and other specific items to be determined by mutual agreement of the parties will be purchased from the Station House Fund. Section 3. Per Diem Travel Expenses For City Business. Unless other mutually agreeable arrangements are made, representation unit employees who are required to travel away from the City on City business will receive travel expenses, according to City policies which are currently in effect. Section 4. Parking. Employees in represented classes assigned to Civic Center or adjacent work locations shall be entitled to free parking in the Civic Center Garage, or a commute incentive which will be subject to meet and confer. Employees hired after July 1, 1994 may initially receive a parking permit for another downtown lot subject to availability of space at the Civic Center garage. Light duty employees assigned to the Civic Center will receive Civic Center parking temporary permits for the duration of the light duty assignment. Section 5. Uniform. The value of the purchase, rental and/or maintenance of the required uniforms shall be reported as special compensation to the extent legally permissible, pursuant to Title 2 CCR, Section 571(a)(5) as Uniform Allowance. Based upon existing uniform standards and the City’s cost experience, the value of this benefit shall be reported as $15.31 per pay period. The City will supply complete uniforms as described in Fire Department Policy 1031. ARTICLE XXV – WORK ASSIGNMENTS Section 1. Selection of and assignment to Training Battalion Chief (40-hour workweek) shall be based upon seniority, except where operational needs are determined by the Fire Chief or Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 49 Packet Pg. 59 of 134  21 designee, the Fire Chief or designee reserves the right to assign personnel based on Fire Department needs. For purposes of this article, seniority shall be calculated from date of entry into the Battalion Chief classification. Section 2. Working out of Classification. Where employees, on a temporary basis, are assigned to perform all significant duties of a higher classification, for a period of one week or more, the Fire Chief may authorize payment within the range of the higher classification for the specified time frame. Working above classification will not exceed six months, unless renewed at the discretion of the Fire Chief. Working above classification pay is not to exceed 10% more than the employee’s current salary and shall be documented on a Personnel Action Form, with a description of the additional duties in the higher classification to be performed and an end date. Employees assigned to work out of classification will receive out of class pay beginning the first day of the assignment. ARTICLE XXVI - FULL UNDERSTANDING Section 1. The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. Section 2. Severability. If any of the provision herein contained be rendered or declared invalid by reason of any State or Federal legislation, or by ruling of any court of competent jurisdiction, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 3. It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Agreement be administered and observed in good faith. Section 4. Nothing in this Memorandum of Agreement shall preclude the parties from mutually agreeing to meet and confer on any subject with the scope of representation during the term of this agreement. Section 5. Merit System Rules and Regulations During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and Regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes. ARTICLE XXVII - DURATION This Memorandum of Agreement shall become effective upon signing by the parties hereto, except that those provisions herein that have specific effective dates shall take effect on those dates regardless of signing date, once this Memorandum of Agreement is signed by the parties hereto. This Memorandum of Agreement shall expire June 30, 2025. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 50 Packet Pg. 60 of 134  22 ARTICLE XXVIII- 48/96 WORK SCHEDULE The regular schedule for 56 hour personnel will be under a “48/96” model. With the adoption of this “48/96” schedule the parties agreed to revise Fire department policy 205.6 typical workday and 1009.8.1 reporting for Duty-Holidays. Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 51 Packet Pg. 61 of 134  23 EXECUTED: FOR: FOR: FIRE CHIEFS ASSOCIATION CITY OF PALO ALTO Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 52 Packet Pg. 62 of 134  APPENDIX A [Salary Schedule Attachment B] Item 3 Attachment A FCA 23-25 MOA Item 3: Staff Report Pg. 53 Packet Pg. 63 of 134  Non-Shift Job Code Classifications Grade Codes Hourly Rate Approx Monthly Salary Approx. Annual Salary 018 Battalion Chief 40-hour workweek 28 $115.94 $20,096 $241,155 015 Battalion Chief EMT 40-hour workweek 28E $119.09 $20,642 $247,707 2019 Battalion Chief EMT, Training 40-hour workweek 28E $119.09 $20,642 $247,707 Shift Job Code Classifications Grade Codes Approx Monthly Salary Approx. Annual Salary 116 Battalion Chief 56-hour workweek 030 $79.09 $19,193 $230,310 016 Battalion Chief EMT 56-hour workweek 030E $81.24 $19,714 $236,571 Non-Shift Job Code Classifications Grade Codes Hourly Rate Approx Monthly Salary Approx. Annual Salary 018 Battalion Chief 40-hour workweek 28 $120.58 $20,901 $250,806 015 Battalion Chief EMT 40-hour workweek 28E $123.86 $21,469 $257,629 2019 Battalion Chief EMT, Training 40-hour workweek 28E $123.86 $21,469 $257,629 Shift Job Code Classifications Grade Codes Approx Monthly Salary Approx. Annual Salary 116 Battalion Chief 56-hour workweek 030 $82.26 $19,962 $239,541 016 Battalion Chief EMT 56-hour workweek 030E $84.49 $20,503 $246,035 Non-Shift Job Code Classifications Grade Codes Hourly Rate Approx Monthly Salary Approx. Annual Salary 018 Battalion Chief 40-hour workweek 28 $121.16 $21,001 $252,013 015 Battalion Chief EMT 40-hour workweek 28E $124.44 $21,570 $258,835 2019 Battalion Chief EMT, Training 40-hour workweek 28E $124.44 $21,570 $258,835 Shift Job Code Classifications Grade Codes Approx Monthly Salary Approx. Annual Salary 116 Battalion Chief 56-hour workweek 030 $82.84 $20,103 $241,230 016 Battalion Chief EMT 56-hour workweek 030E $85.07 $20,644 $247,724 Non-Shift Job Code Classifications Grade Codes Hourly Rate Approx Monthly Salary Approx. Annual Salary 018 Battalion Chief 40-hour workweek 28 $126.01 $21,842 $262,101 015 Battalion Chief EMT 40-hour workweek 28E $129.42 $22,433 $269,194 2019 Battalion Chief EMT, Training 40-hour workweek 28E $129.42 $22,433 $269,194 Shift Job Code Classifications Grade Codes Approx Monthly Salary Approx. Annual Salary 116 Battalion Chief 56-hour workweek 030 $86.16 $20,908 $250,898 016 Battalion Chief EMT 56-hour workweek 030E $88.48 $21,471 $257,654 Non-Shift Job Code Classifications Grade Codes Hourly Rate Approx Monthly Salary Approx. Annual Salary 018 Battalion Chief 40-hour workweek 28 $128.54 $22,280 $267,363 015 Battalion Chief EMT 40-hour workweek 28E $132.01 $22,882 $274,581 2019 Battalion Chief EMT, Training 40-hour workweek 28E $132.01 $22,882 $274,581 Shift Job Code Classifications Grade Codes Approx Monthly Salary Approx. Annual Salary 116 Battalion Chief 56-hour workweek 030 $87.89 $21,328 $255,936 016 Battalion Chief EMT 56-hour workweek 030E $90.25 $21,901 $262,808 Palo Alto Fire Chiefs' Association (PAFCA) Salary Schedule Adoption (11% Increase+Flexible Comp.) 07/15/2023 (4% Increase) 1/13/2024 (Flexible Comp.) 07/12/2024 (4% Increase) 1/11/2025 (2% Increase) Item 3 Attachment B FCA Salary Schedule FY2023 - 2025 Item 3: Staff Report Pg. 54 Packet Pg. 64 of 134  Item No. 4. Page 1 of 4 CITY COUNCIL STAFF REPORT From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: February 27, 2023 Report #: 2212-0642 TITLE Approval of Construction Contract with O’Grady Paving, Inc. (#C23186898) in the Amount of $2,509,460 and Authorization for the City Manager to Negotiate and Execute Change Orders up to a Not-to-Exceed Amount of $250,946 for the Fiscal Year 2023 Street Resurfacing Project, Capital Improvement Program Projects Street Maintenance PE-86070 and Storm Drainage System Replacement and Rehabilitation SD-06101; CEQA status—exempt under CEQA Guidelines section 15301(c) RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the City Manager or their designee to execute construction contract No. C23186898 with O’Grady Paving, Inc. Contract, in the amount of $2,509,460 for the Palo Alto Fiscal Year 2023 Street Resurfacing Project, Capital Improvement Program Projects Street Maintenance PE-86070, and Storm Drainage System Replacement and Rehabilitation SD-06101; 2. Authorize the City Manager or their designee to negotiate and execute change orders to the contract No. C23186898 with O’Grady Paving, Inc., the total value of which shall not exceed $250,946, for related, additional but unforeseen work that may arise; and 3. Adopt a determination that the project is exempt under CEQA Guidelines section 15301(c). BACKGROUND The 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 annualized resurfacing contracts due to the complexity of construction and benefit of Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 1 Packet Pg. 65 of 134  Item No. 4. Page 2 of 4 being included in a larger project. The candidate streets are surveyed biennially by Public Works Engineering staff and rated by a computerized pavement maintenance management system (PMMS) and by the Metropolitan Transportation Commission’s (MTC) pavement analysis program. Staff spends additional time to rate and provides additional consideration and priority to streets with bicycle facilities. ANALYSIS 1 as part of the street resurfacing program to maintain and improve the condition of Palo Alto’s streets. The $2,509,460 expenditure for this contract will be used to repave 6.41 lane-miles of arterial and residential streets with Pavement Condition Indexes (PCI) averaging 52. This will help maintain and improve the City’s PCI beyond its average of 83 and will address many streets whose PCI scores fall below the City’s minimum goal of 60. 1 Contract No. C23186898 https://cityofpaloalto.org/files/assets/public/public-works/engineering-services/cip- contracts/fy2023-street-resurfacing-contract.pdf Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 2 Packet Pg. 66 of 134  Item No. 4. Page 3 of 4 Summary of Procurement Process Bid Name/Number Palo Alto FY 2023 Street Resurfacing Project IFB #186898 Proposed Length of Project 120 calendar days # of Bid Packages Downloaded by Builder’s Exchanges 3 # of Bid Packages Downloaded by Contractors 29 Total Days to Respond to Bid 21 Pre-Bid Meeting?No # of Bids Received:5 Bid Price Range $2,509,460 - $3,520,655 Public Link to Solicitation https://pbsystem.planetbids.com/ portal/25569/bo/bo-detail/100183 Bids ranged from $2,509,460 to $3,520,655 and from 15% below to 19% above the engineer’s estimate of $2,956,878. Staff reviewed the submitted bids and recommends acceptance of the base bid and bid alternate numbers 1 and 2 submitted by O’Grady Paving, Inc. in the amount of $2,509,460, and that O’Grady Paving, Inc. be declared the lowest responsible bidder. The construction contingency amount of $250,946, which equals approximately 10 percent of the contract value, is requested for related, additional, but unforeseen work which may arise during the project, implemented via City-approved change orders. Staff reviewed information and similar projects performed by the lowest bidder, O‘Grady Paving, Inc., and found them to be the lowest responsive and responsible bidder. Staff also confirmed with the Contractor's State License Board that this contractor has an active license on file. FISCAL/RESOURCE IMPACT Funding for this contract is available in the Fiscal Year 2023 Capital Improvement Program Street Maintenance project (PE-86070), and Storm Drainage System Replacement and Rehabilitation project (SD-06101). The funding allocation is as follows: Funding Source Contract Contingency Total Encumbrance PE-86070 $2,159,516 $215,952 $2,375,468 SD-06101 $349,944 $34,994 $384,938 Total $2,509,460 $250,946 $2,760,406 Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 3 Packet Pg. 67 of 134  Item No. 4. Page 4 of 4 STAKEHOLDER ENGAGEMENT All streets have been coordinated with the City’s Utilities Department and the Office of Transportation to minimize the cutting of newly resurfaced streets. Additionally, staff reviews the proposed five-year paving plan streets annually with the Pedestrian and Bicycle Advisory Committee (PABAC), with an emphasis on the streets included in the first year of the plan. Recognizing the importance of bicycle safety as a factor in selecting streets for the annual repaving project, staff is initiating an additional annual review of the five-year paving plan by PABAC’s Repaving Subcommittee. This additional review will be completed before finalizing next year’s (FY 2024) street selections. Extensive public outreach will be conducted before and during the construction phase to keep the community informed throughout the process, including flyers sent to adjacent residences and businesses, and notices posted online on Nextdoor and the City’s website. 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. The project meets the Water Resources Goal N- 4 and Policy N-4.14 on improving storm drainage performance by constructing new system improvements where necessary. This project is consistent with the City’s Storm Drain Master Plan and its goal to manage urban runoff and protect public health and safety. ENVIRONMENTAL REVIEW Street resurfacing projects are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301(c)c of the CEQA Guidelines as repair, maintenance and/or minor alteration of the existing facilities and no further environmental review is necessary. ATTACHMENTS Attachment A: Project Map Attachment B: Proposal Summary APPROVED BY: Brad Eggleston, Director Public Works/City Engineer Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 4 Packet Pg. 68 of 134  124-28-049 132-38-042 132-38-067 13 13 132-38-022 132-38-021 142-20-055 142-20-054 142-20-035 142-20-079 142-20-037 132-37-024 132-37-072 132-37-049 132-37-048 132-37-046 132-37-045 132-37-044 132-37-053 132-37-042 132-38-069 132-38-070 132-38-062 132-38-068 132-38-045 132-38-046 132-32-047 132-32-026 132-32-027 132-32-037 132-32-025 132-32-024 132-32-043 132-37-055 132-38-072 132-37-047 132-38-071 132-38-055 132-38-040 132-38-0 132-38-013 132-25-028 132-25-027 132-25-024 132-25-053 132-25-023 132-25-022 132-25-021132-25-020 132-26-028 132-26-071 132-37-064 132-32-054 132-32-034 132-32-033 132-32-032 132-32-031 132-32-035 132-32-029 132-32-030 132-32-028 132-32-036 132-31-078 132-32-042 132-32-053 132-26-076 132-26-079 132-26-078 132-26-026 132-26-027 132-26-025 132-26-024 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BIRCH STREET BIRCH STREET COLLEGE AVENUE COLLEGE AVENUE PARK BOULEVARD CALIFORNIA AVENUE ALMA STREET PARK BOULEVARD SH ER M A N A V E N UE JACARANDA LANE PARK BOULEVARD ALMA STREET PARK BOULEVARD PARK BOULEVARD OXFORD AVENUE RINCONADA AVENUE STREET EMERSON STREET SANTA RITA AVENUE ALMA STREET HIGH STREET HIGH STREET EMERSON STREET EMERSON STREET RAMONA STREET COLORADO AVENUE COLORADO AVENUE EMERSON STREET HIGH STREET ALMA STREET ALMA STREET OREGON EXPRESSWAY OREGON AVENUE EMERSON STREET WASHINGTON AVENUE NORTH CALIFORNIA AVENUE NEVADA AVENUE ORE HIGH STREET OREG STANFORD AVENUE GRANT AVENUE SHERMAN AVENUE SHERIDAN AVENUE SHERIDAN AVENUE ASH STREET BIRCH STREET BIRCH STREET GRANT AVENUE EL DORADO A EL DORADO AVENUE RAMONA STREET EMERSON STREET PARK BOULEVARD PARK BOULEV ALMA STREET ALMA STREET ACACIA AVENUE PORTAGE AVENUE OLIVE AVENUE PEPPER AVENUE ASH STREET NORTH C PAGE MILL ROAD PAGE MILL ROAD EL CAMINO REAL ALMA STREET STAUNTON COURT PAGE MILL ROAD PAGE MILL ROAD PAGE MILL ROAD NOGAL LANE JACARANDA LANE WERS BOARD PENINSULA CORRIDOR JOINT POWERS BOARD PENINSULA CORRIDOR JOINT POWERS BOARD PENINSULA CORRIDOR JOINT POWERS BOARD PENINSULA CORRIDOR OXFORD AVENUE EL CAMINO REAL EL CAMINO REAL EL CAMINO REAL EL CAMINO REAL EL CAMINO REAL EL CAMINO REAL EL CAMINO REAL This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'301' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:19:36 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 132-1 003-61-058 003-61-059 003-61-046 003-61-061 003-61-060 003-61-062 003-61-063 003-61-064 003-61-065 003-61-066 003-61-038 003-61-039 003-61-040 003-61-041 003-61-045 003-61-042 003-61-043 003-61-035 003-61-036 003-61-037 003-61-067 003-61-030003-61-031 003-61-028 003-61-029 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AVENUECOASTLAND DRIVE MIDDLEFIELD ROAD WEBSTER STREET BRYSON AVENUE COLORADO AVENUE BYRON STREET COLORADO AVENUE COWPER STREET ORADO AVENUE COWPER STREET TOWLE WAY GARY COURT MACKALL WAY WELLSBURY CT TOWLE WAY AVALON COURT LOMA VERDE AVENUE MIDDLEFIELD ROAD MIDDLEFIELD ROAD LAYNE COURT ROSEWOOD DRIVE ROSS ROAD MIDDLEFIELD ROAD SUTTER AVENUE STERN AVENUE PRICE COURT ELLSWORTH PLACE (PVT) COLORADO AVENUE SUTTER AVENUE ROSS ROAD CLARA DRIVE COLORADO AVENUE MARSHALL DRIVE ROSS ROAD RANDERS COURT ALLEN COURT ROSS RO MARION AVENUE AVENUE COWPER STREET KIPLING STREET TREET SSO STREET EGON AVENUE ANTON COURT COWPER STREET MIDDLEFIELD ROAD MIDDLEFIELD ROAD STREET OREGON AVENUE OREGON EXPRESSWAY OREGON EXPRESSWAY OREGON AVENUE OREGON EXPRESSWAY GREEN MANOR COWPER STREET MARION AVENUE MARION AVENUE MARION PLACE TASSO STREET OREGON AVENUE GARLAND DRIVE GARLAND DRIVE ROSS ROAD ROSS ROAD COASTLAND DRIVE OREGO WARREN WAY MARSHALL DRIVE MORENO AVENUE MARSHALL DRIVE SYCAM CLARA DRIVE WINTERGREEN WAY ROSS ROAD STELLING DRIVE MARTINSEN CT COWPER STREET MIDTOWN COURT SAN CARLOS COURT TOWLE PLACE GASPAR COURT YMOND COURT STELLING CT F L OWERS L A N E WELL S BURY WAY COA S TLAND DRIVE R O S EWOO D DR I VE SUTTER A V E N U E OREGON AVENUE This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'301' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:22:11 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 120-07-072 120-07-056 120-07-055 120-07-054 120-07-053 120-07-068 120-07-052 120-07-069 120-07-051 120-07-070 120-07-071 120-07-029 120-07-030120-07-009 120-07-008 120-07-007 120-07-039 120-07-038 120-07-037 120-07-036 120-07-035120-07-034120-07-033120-07-032120-07-031 120-07-017 120-07-018 120-07-019 120-07-020 120-07-021 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003-59-002003-59-003 003-57-039 003-57-038 003 003-57-059 003-57-060 003-57-004 003-57-03 KELLOGG AVENUE MIDDLEFIELD ROAD BYRON STREET MIDDLEFIELD ROAD MELVILLE AVENUE PARKINSON AVENUE FULTON STREET KINGSLEY AVENUE KINGSLEY AVENUE MELVILLE AVENUE MELVILLE AVENUE GUINDA STREET GREENWOOD AVENUE MELVILLE AVENUE CHANNING AVENUE LINCOLN AVENUE ENT PLACE VILLE AVENUE NGSLEY AVENUE BYRON STREET BYRON STREET LINCOLN AVENUE LINCOLN AVENUE FULTON STREET MIDDLEFIELD ROAD NORTHAMPTON DRIVE MIDDLEFIELD ROAD SEALE AVENUE FULTON STREET MIDDLEFIELD ROAD TENNYSON AVENUE E FULTON STREET L AVENUE MIDDLEFIELD ROAD GE AVENUE ROAD GUINDA STREET SEALE AVENUE NEWELL ROAD NORTHAMPTON DRIVE NORTHAMP HOPKINS AVENUE HOPKINS AVENUE MIDDLEFIELD ROAD PARKINSON AVENUE HARKER AVENUE KIRBY PLACE EMBARCADERO ROAD BYRON STREET CEDAR STR EET TEVIS PLACE KENT PLACE CHANNING AVENUE CHANNING AVENUE GREENWOOD AVENUE HUTCHINSON A VENUE HARKER AVENUE CEDAR STREET WILSON STREET NEWELL ROAD EMBARCADERO ROAD PINE STREET SHAR ON CO URT GREENWOOD AVENUE NEWELL ROAD HARKER AVENUE PARKINSON AVENUE NEW EL L RO AD WALTER HAYS DRIVE WALTER HAYS D RIVE WALNUT DRIVE HOPKINS AVENUE NEW ELL RO AD NEWELL ROAD EMBARCADERO ROAD EMBARCADERO ROAD WALTER HAYS DRIVE RIVE IS LANE LOIS LANE STANLEY WAY JORDAN PLACE ERSTWILD COURT SEALE AVENUE BRET HARTE STREET MARK TWAIN STREET EMBARCADERO ROAD SEALE AVENUE LOUIS ROAD COMMUNITY LANE PRIMROSE WAY LINCOLN AVEN COMMUNITY LANE COMMUNITY LANE W A L N U T DRIVE WALNUT DRIVE HARR I ET STREET HARRIET STREET HARRIET STREET HARRIET STREET This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'301' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:24:05 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 000-00-000 000-00-000 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142-30-036142-30-053 142-30-030 142-30-047 142-30-032 142-30-049 142-30-034 142-30-051 142-30-035142-30-052 142-30-037142-30-054 142-27-007 142-27-001 142-27-00 2 147-27-003 142-27-004 147-27-005 147-27-006 147-27-008 147-27-009 147-27-010 147-27-012 147-27-011 147-27-013 147-27-014 147-27-016 147-27-015 142-27-017 142-27-018 142-27-019 142-27-020 142- 142-27-0 142-09-010 9-010 142-09-010 142-21-037 142-10-063 -064 COLLEGE PRINCETON STREET CORNELL STREET CALIFORNIA AVENUE OBERLIN STREET HARVARD STREET HANOVER STREET DARTMOUTH STREET CALIFORNIA AVENUE AG E M I L L R O A D COLLEGE AVENUE COLLEGE AVENUE DARTMOUTH STREET COLUMBIA STREET BOWDOIN STREET COLLEGE AVENUE CALIFORNIA AVENUE AMHERST STREET STANFORD AVENUE CALIFORNIA AVEN CALIFORNIA AVENUE PAGE MILL ROAD HANSEN WAY PAGE MILL ROAD HANOVER STREETHANOVER STREET PAGE MILL ROAD CORNELL STREET PRINCETON STREET OBERLIN STREET HARVARD STREET AMHERST STREET STANFORD AVENUE ANGELL CT COLLEGE AVENUE HANOVER STREET COLUMBIA STREET BOWDOIN STREET STANFORD AVENUE DARTMOUTH STREET STANFORD AVENUE BOWDOIN STREET PAGE MILL ROAD ONDIDO ROAD ESCONDIDO ROAD ESPLANADA WAY OBERLIN ST OLM S T E D R O A D O L M S T E D R O A D O L M S T E D C O M S T O C K C I R C L E ESCONDIDO RD P E T E R C O U PINE HILL COURT P I N E H I L L R O A D RUNNING FARM LANE C OU R T BOWDOIN STREET ROSSE LANE PETER COUTTS ROAD COMSTOCK CIRCLE COLUMBIA PLACE COLUMBIA COURT COLUMBIA STREET BOWDOIN STREET BOWDOIN STREET AMHERST STREET AMHERST STREET BOWDOIN PLACE AMHERST WAY Drake Way Bowdoin Court AMHERST COURT This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'301' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:25:48 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 008-03-080 008-02-033 008-02-034 008-03-029 008-03-046 008-03-072 008-03-071 008-03-030 008-03-068 008-03-027 008-03-034 008-03-047 008-02-032 008-03-081 EMBARCADERO ROAD FABER PLACE EMBARCADERO ROAD EMBARCADERO WAY EMBARCADERO ROAD EMBARCADERO WAY GENG ROAD This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'352' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-03-28 09:27:32 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 000-00-000 000-00-000 000-00-000 000-00-000 000-00-000 000-00-000 STREET THORNE AVENUE RAMONA STREET ERSON STREET EVERETT AVENUE TT AVENUE HIGH STREET ALMA STREET LYTTON AVENUE ALMA STREET EMERSON STREET RAMONA STREETLYTTON AVENUE UNIVERSITY AVENUE RAMONA STREET BRYANT STREET HIGH STREET EMERSON STREET EMERSON STREET HIGH STREET E HAMILTON AVENUE EMERSON STREET HAMILTON AVENUE GILMAN STREET WAVERLEY STREET BRYANT STREET FOREST AVENUE ST AVENUE BRYANT STREET RAMONA STREET RAMONA BRYANT STREET FLORENCE STREET KIPLING STREET LYTTON AVENUE WAVERLEY STREET WAVERLEY STREET EVERETT AVENUE EVERETT AVENUEBRYANT STREET WAVERLEY STREET HAWTHORNE AVENUE RAMONA STREET BRYANT STREET LYTTON AVENUE UNIVERSITY AVENUE COWPER STREET KIPLING STREET UNIVERSITY AVENUE UNIVERSITY AVENUE COWPER STREET WAVERLEY STREET HAMILTON AVENUE ER STREET RLEY STREET HAWTHORNE AVEN KIPLING STREET EVER COWPER STREET WEBSTER STREET LYTTON AVENUE TASSO STREET HAMILTON AVENUE COWPER STREET FOREST AVENUE FOREST AVENUE WAVERLEY STREET HOMER AVENUE WAVERLEY STREET NNING AVENUE WEBSTER STREET WEBSTER STREET COWPER STREET HOMER AVENUE HOMER AVENUE COWPER STREETKIPLING STREET CHANNING AVENUE WAVERLEY STREET DISON AVENUE UNIVERSITY AVENU BYRON STREET IELD ROAD L WEBSTER STREET FULTON STREETMIDDLEFIELD ROAD HAMILTON A HAMILTON AVENUE FOREST AVENUE FOREST AVENUE MIDDLEFIELD ROAD HOMER AVENUE WEBSTER STR CHANNING AV COWPER S EVERETT COURT LANE 39 LANE 5 EAST LAN LANE 20 EAST LANE 30 LANE 20 WEST LANE 21 ITCHELL LANE L LANE 15 EAST BRYANT COURT PAULSEN LANE LANE 12 WEST LANE 11 WEST CENTENNIAL WALK DOWNING LANE LANE 56 CORRIDOR JOINT POWERS BOARD This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'261' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-10-05 07:15:12 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 000-00-000 000-00-000 CHURCHILL AVENUE AVENUE ALMA STREET ALMA STREET CHURCHILL AVENUE ALMA STREET MARIPOSA AVENUE CASTILLEJA VENUE EMERSON STREET COLERIDGE AVENUE EMERSON STREET LOWELL AVENUE ALMA ST LOWELL AVENUE EMERSON STREET NNYSON AVENUE COLERIDGE AVENUE BRYANT STREET TENNYSON AVENUE TENNYSON AVENUE BRYANT STREET BRYANT STREET EMERSON STREET SEALE AVENUE SEALE AVENUE BRYANT STREET WAVERLEY STREET LOWELL AVENUE WAVERLEY STREET LOWELL AVENUE WAVERLEY STREET TENNYSON AVENUE COWPER STREET SEALE AVENUE SANTA RITA AVENUE COWPER STREET A RITA AVENUE VERLEY OAKS (PVT)WASHINGTON AVENUE CALIFORNIA AVENUEWAVERLEY STREET SEALE AVENUE WEBSTER STREET TASSO STREET SANTA RITA AVENUE BYRON STREET COWPER STREET COWPER STREET N WEBSTER STREET WASHINGTON AVENUE NEVADA AVE TASSO STREET CO SANTA RITA AVENUE BYRON STREET MIDDLEFIELD ROAD KINGSLEY AVENUE ALMA STREET ALMA STREET EL CAMINO R HIGH STREET RAMONA STREET LINCOLN AVENUE LINCOLN AVENUE RAMONA STREET EMERSON STREET HIGH STREET EMBARCADERO ROAD EMERSON STREET MELVILLE AVENUE EMERSON STREET KELLOGG AVENUE EMERSON STREET KELLOGG AVENUE CHURCHILL AVENUE CHURCHILL AVENUE BRYANT STREET BRYANT STREET COLERIDGE AVENUE CHURCHILL AVENUE WAVERLEY STREET CHURCHILL AVENUE CHURCHILL AVENUE WAVERLEY STREET KELLOGG AVENUE BRYANT STREET EMBARCADERO ROAD EMBARCADERO ROAD WAVERLEY STREET MELVILLE AVENUE EMBARCADERO ROAD EMERSON STREET KINGSLEY AVENUE BRYANT STREET BRYANT STREET COWPER STREET SCOTT STREET ADDISON AVENUEBRYANT STREET BRYANT STREET ADDISON AVENUE LINCOLN AVENUE T WAVERLEY STREET CHANNING AVENUE MONA STREET WAVERLEY STREET ADDISON AVENUE WEBSTER STREET WEBSTER STREET KELLOGG AVENUE TASSO STREET EMBARCADERO ROAD TASSO STREET MELVILLE AVENUE MELVILLE AVENUE WAVERLEY STREET COWPER STREET COWPER STREET KINGSLEY AVENUE KINGSLEY AVENUE WAVERLEY STREET LINCOLN AVENUE COWPER STREET KELLOGG AVENUE LINCOLN AVENUE COWPER STREET MIDDLEFIELD ROAD BYRON STREET LD ROAD MELVILLE AV MELVILLE AVENUEWEBSTER STREET KINGSLEY AVENUE KINGSLEY AVENUE BYRON STREET WEBSTER STREET PORTAL PLACE NORTHAMPTON DRIVE MIDDLEFIELD ROAD SEALE AVENUE FULTON STREET SEALE AVENUE WEBSTER STREET WEBSTER STREET MIDDLEFIELD ROAD TENNYSON AVENUE TENNYSON AVENUE FULTON STREET LOWELL AVENUE MIDDLEFIELD ROADCOLERIDGE AVENUE LOWELL AVENUE COWPER STREET WEBSTER STREET WEBSTER STREET EMBARCADERO ROAD GUINDA STREET SEALE AVENUE NEWELL ROAD HOPKINS AVENUEHOPKINS AVENUE MIDDLEFIELD ROAD EMBARCADERO ROAD BYRON STREET NEWELL ROAD EMBARCADERO ROAD REET HOPKINS AVENUE NE NEWELL ROAD EMBARCADERO ROAD SEAL BRET HARTE STREETMARK TWAIN STREET R STREET COWPER STREET WAVERLEY STREET NORTH CALIFORNIA AVENUE LANE B EAST LANE D EAST LANE D WEST LANE 59 EAST WHITMAN COURT TENNYSON AVENUE COLERIDGE AVENUE ALMA STREET WA L NUT DRIVE PENINSULA CORRI PENINSULA CORRIDOR JOINT POWERS BOARD PENINSULA CORRIDOR JOINT POWERS BOARD PENINSULA CORRIDOR JOINT POWERS BOARD ET EST This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'408' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-10-05 07:03:42 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P RORKE WAY AMES AVENUE ROSS ROADAMES AVENUE ASHTON AVENUE STONE LANE MIDDLEFIELD ROAD MURDOCH DRIVE CHRISTINE DRIVE MIDDLEFIELD ROAD EAST MEADOW DRIVE ALGER DRIVE WAVERLEY STREET ALGER DRIVERAMBOW DRIVE COWPER COURT ASHTON AVENUE MAUREEN AVENUE KIPLING STREET COWPER STREET ST MICHAEL DRIVE ST MICHAEL DRIVE ST MICHAEL COURT ST CLAIRE DRIVE MIDDLEFIELD ROAD TORREYA COURT TOYON PLACE MIDDLEFIELD ROAD LOMA VERDE AVENUE SO BRYSON COLORADO AVENUE BYRON STREET COLORADO AVENUE COWPER STREET ELDORADO AVENUE KIPLING STREET WAVERLEY STREET COWPER STREET TOWLE WAY GARY COURT SOUTH COURT WAVERLEY STREET EL VERANO AVENUE WAVERLEY STREET EL VERANO AVENUE KIPLING STREET LOMA VERDE AVENUE MACKALL WAY WELLSBURY CT TOWLE WAY AVALON COURT LOMA VERDE AVENUE MIDDLEFIELD ROAD MIDDLEFIELD ROAD COWPER STREET LAYNE COURT LOMA VE RDE AVENUE ROSS ROAD ROSS COURT RICHARDSON COURT AMES AVENUE AMES COUR MIDDLEFIELD ROAD SUTTER AVENU STERN AVENUE PRICE COURT ELLSWORTH PLACE (PVT) ALLEN COURT ROSS ROAD MANCHESTER COURT LOMA VERDE AVENUE LOUIS ROAD UE ALMA ST RYANT STREET SOUTH COURT EL DORADO AVENUE MARION AVENUE COLORADO AVENUEWAVERLEY STREET COWPER STREET KIPLING STREET VENUE WAVERLEY STREET SOUTH COURT BRYANT STREET WAVERLEY STREET BRYANT STREET SOUTH COURT EL DORADO AVENUE DORADO AVENUE RAMONA STREET EMERSON STREET EL CARMELO AVENUE EL CARMELO AVENUE EL CARMELO AVENUE EMERSON STREET EMERSON STREET RAMONA STREET RAMONA STREET LOMA VERDE AVENUE LOMA VERDE AVENUE LOMA VERDE AVENUE BRYANT STREET RAMRITA AVENUEFERNANDO AVENUE LAMBERT AVENUE CHESTNUT AVENUE T RCH STREET BIRCH STREET K BOULEVARD ALMA STREET ALMA STREET PARK BOULEVARD PARK BO EAST MEADOW DRIVE BRYANT STREET MARTINSEN CT COWPER STREET SAN CAR TOWLE PLACE SOUTH COURT CAMPESINO AVENUE GASPAR COURT DYMOND COURT LOMA VERDE PLACE COWPER STREET ASHTON COURT MURDOCH CT CORK OAK WAY AMES AVENUE HOLLY OAK DRIVE HOLLY OAK DRIVE FLOWERS LANE WELLSBURY WAY MURRAY WAY DAVID AVENUE NSULA CORRIDOR JOINT POWERS BOARD PENINSULA CORRIDOR JOINT POWERS BOARD This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'408' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-10-05 07:11:43 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P 000-00-000 000-00-000 SOLANA DRIVE FLORALES DRIV E CEREZA DRIVE NDE DRIVE A DRIVE AMARANTA AVENUE AMARANTA AVENUE FLORALES DRIVE GEORGIA AVENUE GEORGIA AVENUE MAYBELL AVEN UE FLORALES DRIVE GEORGIA AVENUE GEORGIA AVENUE ABEL AVENUE BAKER AVENUE MAYBELL AVENUE MAYBELL AVENUE CLEMO AVENUE ARASTRADERO ROAD IRVEN COURT ALTA MESA AVENUE STRADERO ROAD SUZANN SUZANNE DRIVE EL CAMINO REAL KELLY WAY EL CAMINO REAL McKELLAR LANE EL CAMINO REA L CAMINO REA L CAMINO WAY THAIN WAY THAIN WAY EL CAMINO REA L MAYBELL AVENUE PENA COURT JAMES R TENNESSEE LANE WEST CHARLESTON ROAD WILKIE WAY CAROLINA LANE WEST CHARLESTON ROAD WILKIE WAYDULUTH CIRCLE WILKIE WAY DINAH'S COURT CAROLINA WEST CHARLES RUTHELMA AVENUE NEWBERRY COURT EDLEE AVE LOS ROBL E CAMPANA DRIVE ENCINA GRANDE DRIVE VERDOSA DRIVE VISTA WISTERIA LANE DARLINGTON COU GEORGE HOOD LANE WEST CHARLESTON ROAD WHITCLEM PLACE EL CAMINO REAL MONROE DRIVE DRISCOLL PLACE CAMPANA DRIVE VERDOSA DRIVE INTERDALE WY LORABELLE COURT EDLEE AVENUE WHITCLEM DRIVE KELLY WAY ANNE CT DEODAR STREET DEODAR STREET ALDER LANE SPRUCE LANE RICKEY'S LANE JUNIPER WAY RICKEY'S WAY RICKEY'S WAY RICKEY'S WAY JUNIPER LANE Hettinger Ln Pratt LnNoble St Cashel St AMARANTA COURT EL CAMINO REAL MINO REAL ORCHARDCT This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. 0'261' CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto tbotkin, 2022-10-05 07:17:02 (\\cc-maps\Encompass\Admin\Meta\View.mdb) FY 2 0 2 3 O V E R L A Y M A P FY2023 Street Resurfacing  Project Bid Summary 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 AC Overlay:4,546 TON $ 160.00 727,360.00$ $ 132.00 600,072.00$ $ 139.00 631,894.00$ $ 195.00 886,470.00$ $ 240.00 1,091,040.00$ $ 206.00 936,476.00$ 2 AC Base Repair:429 TON $ 250.00 107,250.00$ $ 260.00 111,540.00$ $ 250.00 107,250.00$ $ 250.00 107,250.00$ $ 380.00 163,020.00$ $ 290.00 124,410.00$ 3 PCC Base Repairs:4,560 SF $ 25.00 114,000.00$ $ 22.00 100,320.00$ $ 32.00 145,920.00$ $ 25.00 114,000.00$ $ 25.00 114,000.00$ $ 41.00 186,960.00$ 4 AC Milling: 330,131 SF $ 0.75 247,598.25$ $ 0.80 264,104.80$ $ 0.70 231,091.70$ $ 0.85 280,611.35$ $ 1.20 396,157.20$ $ 0.68 224,489.08$ 5 Crack Sealing:40,500 LF $ 1.50 60,750.00$ $ 0.65 26,325.00$ $ 0.80 32,400.00$ $ 1.00 40,500.00$ $ 0.60 24,300.00$ $ 0.60 24,300.00$ 6 Interlayer Membrane:5,700 LF $ 5.00 28,500.00$ $ 5.00 28,500.00$ $ 2.25 12,825.00$ $ 5.00 28,500.00$ $ 4.00 22,800.00$ $ 5.00 28,500.00$ 7 Reset Utility Box:48 EA $ 700.00 33,600.00$ $ 300.00 14,400.00$ $ 790.00 37,920.00$ $ 900.00 43,200.00$ $ 700.00 33,600.00$ $ 700.00 33,600.00$ 8 Reset Manhole:15 EA $ 1,000.00 15,000.00$ $ 300.00 4,500.00$ $ 1,100.00 16,500.00$ $ 1,350.00 20,250.00$ $ 1,000.00 15,000.00$ $ 1,000.00 15,000.00$ 9 Recycling of Inert Solid Materials: 7,700 TON $ 10.00 77,000.00$ $ 3.00 23,100.00$ $ 0.60 4,620.00$ $ 20.00 154,000.00$ $ 2.00 15,400.00$ $ 13.00 100,100.00$ 10 Inert recycling containing petromat: 4,700 TON $ 15.00 70,500.00$ $ 4.00 18,800.00$ $ 3.20 15,040.00$ $ 15.00 70,500.00$ $ 3.00 14,100.00$ $ 18.00 84,600.00$ 11 Exposed Concrete Sidewalk: 300 SF $ 30.00 9,000.00$ $ 22.00 6,600.00$ $ 51.00 15,300.00$ $ 22.00 6,600.00$ $ 20.00 6,000.00$ $ 38.00 11,400.00$ 12 Concrete Sidewalk:7,099 SF $ 20.00 141,980.00$ $ 17.00 120,683.00$ $ 25.00 177,475.00$ $ 16.00 113,584.00$ $ 18.00 127,782.00$ $ 22.00 156,178.00$ 13 Concrete Driveway:4,891 SF $ 27.00 132,057.00$ $ 18.00 88,038.00$ $ 32.00 156,512.00$ $ 18.00 88,038.00$ $ 17.00 83,147.00$ $ 28.00 136,948.00$ 14 Type A vertical curb with 1' burried gutter pan: 782 LF $ 110.00 86,020.00$ $ 100.00 78,200.00$ $ 124.00 96,968.00$ $ 95.00 74,290.00$ $ 90.00 70,380.00$ $ 108.00 84,456.00$ 15 Type A vertical curb with 1' exposed gutter pan: 45 LF $ 110.00 4,950.00$ $ 100.00 4,500.00$ $ 124.00 5,580.00$ $ 95.00 4,275.00$ $ 90.00 4,050.00$ $ 109.00 4,905.00$ 16 Type A vertical curb with 2' exposed gutter pan: 238 LF $ 120.00 28,560.00$ $ 110.00 26,180.00$ $ 130.00 30,940.00$ $ 110.00 26,180.00$ $ 100.00 23,800.00$ $ 115.00 27,370.00$ 17 Type A vertical curb with 3' exposed gutter pan: 553 LF $ 130.00 71,890.00$ $ 120.00 66,360.00$ $ 145.00 80,185.00$ $ 120.00 66,360.00$ $ 110.00 60,830.00$ $ 129.00 71,337.00$ 18 Type A vertical curb with 3' burried gutter pan: 31 LF $ 130.00 4,030.00$ $ 120.00 3,720.00$ $ 146.00 4,526.00$ $ 120.00 3,720.00$ $ 110.00 3,410.00$ $ 129.00 3,999.00$ 19 Type B curb with 3' exposed gutter pan: 67 LF $ 130.00 8,710.00$ $ 120.00 8,040.00$ $ 146.00 9,782.00$ $ 120.00 8,040.00$ $ 110.00 7,370.00$ $ 129.00 8,643.00$ 20 Type A vertical curb with 5' burried gutter pan: 4 LF $ 150.00 600.00$ $ 200.00 800.00$ $ 180.00 720.00$ $ 180.00 720.00$ $ 170.00 680.00$ $ 701.00 2,804.00$ 21 Type A vertical curb with 6' burried gutter pan: 18 LF $ 160.00 2,880.00$ $ 200.00 3,600.00$ $ 225.00 4,050.00$ $ 200.00 3,600.00$ $ 190.00 3,420.00$ $ 251.00 4,518.00$ 22 Type A vertical curb with 7' burried gutter pan: 8 LF $ 170.00 1,360.00$ $ 220.00 1,760.00$ $ 225.00 1,800.00$ $ 200.00 1,600.00$ $ 200.00 1,600.00$ $ 414.00 3,312.00$ 23 Type A Vertical Curb 6": 20 LF $ 90.00 1,800.00$ $ 33.00 660.00$ $ 113.00 2,260.00$ $ 35.00 700.00$ $ 30.00 600.00$ $ 132.00 2,640.00$ 24 Reset Catch Basin:3 EA $ 2,000.00 6,000.00$ $ 1,600.00 4,800.00$ $ 2,900.00 8,700.00$ $ 1,500.00 4,500.00$ $ 1,500.00 4,500.00$ $ 2,600.00 7,800.00$ 25 Type A Curb Ramp:32 EA $ 6,000.00 192,000.00$ $ 5,000.00 160,000.00$ $ 7,330.00 234,560.00$ $ 4,750.00 152,000.00$ $ 5,500.00 176,000.00$ $ 9,025.00 288,800.00$ 26 ADA Ramp landing retrofit: 190 SF $ 50.00 9,500.00$ $ 30.00 5,700.00$ $ 56.00 10,640.00$ $ 30.00 5,700.00$ $ 25.00 4,750.00$ $ 234.00 44,460.00$ 27 Cast in place truncated domes: 72 SF $ 90.00 6,480.00$ $ 80.00 5,760.00$ $ 170.00 12,240.00$ $ 80.00 5,760.00$ $ 75.00 5,400.00$ $ 307.00 22,104.00$ 28 Brickwork/Pavers Specialty Finishes: 25 SF $ 35.00 875.00$ $ 30.00 750.00$ $ 90.00 2,250.00$ $ 30.00 750.00$ $ 25.00 625.00$ $ 100.00 2,500.00$ 29 Thermoplastic Paving Legends: 210 EA $ 100.00 21,000.00$ $ 75.00 15,750.00$ $ 84.00 17,640.00$ $ 80.00 16,800.00$ $ 75.00 15,750.00$ $ 281.25 59,062.50$ 30 Blue Pavement Markers: 30 EA $ 35.00 1,050.00$ $ 25.00 750.00$ $ 25.00 750.00$ $ 50.00 1,500.00$ $ 25.00 750.00$ $ 12.00 360.00$ 31 Thermo Striping, 12" White: 955 LF $ 10.00 9,550.00$ $ 9.00 8,595.00$ $ 10.00 9,550.00$ $ 10.00 9,550.00$ $ 9.00 8,595.00$ $ 7.00 6,685.00$ 32 Thermo Striping, 12" Yellow: 178 LF $ 10.00 1,780.00$ $ 9.00 1,602.00$ $ 10.00 1,780.00$ $ 10.00 1,780.00$ $ 9.00 1,602.00$ $ 7.00 1,246.00$ 33 Thermo Striping, 4" White: 2,050 LF $ 5.00 10,250.00$ $ 3.00 6,150.00$ $ 3.30 6,765.00$ $ 3.00 6,150.00$ $ 3.00 6,150.00$ $ 1.50 3,075.00$ 34 Thermo Striping, Caltrans Detail 2: 2,070 LF $ 4.00 8,280.00$ $ 4.50 9,315.00$ $ 5.00 10,350.00$ $ 5.00 10,350.00$ $ 4.50 9,315.00$ $ 1.50 3,105.00$ 35 Thermo Striping, Caltrans Detail 21: 149 LF $ 6.00 894.00$ $ 6.00 894.00$ $ 6.50 968.50$ $ 6.00 894.00$ $ 6.00 894.00$ $ 4.50 670.50$ 36 Thermo Striping, Caltrans Detail 22: 200 LF $ 8.00 1,600.00$ $ 8.00 1,600.00$ $ 9.00 1,800.00$ $ 8.00 1,600.00$ $ 8.00 1,600.00$ $ 5.00 1,000.00$ 37 Thermo Striping, Caltrans Detail 39/39A: 3,390 LF $ 5.00 16,950.00$ $ 4.00 13,560.00$ $ 4.50 15,255.00$ $ 5.00 16,950.00$ $ 4.00 13,560.00$ $ 2.00 6,780.00$ 38 Thermo Striping, 6" White: 12 LF $ 5.00 60.00$ $ 4.00 48.00$ $ 4.50 54.00$ $ 10.00 120.00$ $ 4.00 48.00$ $ 9.00 108.00$ 39 12' Wide Speed Bump w/Chevron: 1 EA $ 15,000.00 15,000.00$ $ 1,800.00 1,800.00$ $ 8,900.00 8,900.00$ $ 2,000.00 2,000.00$ $ 10,000.00 10,000.00$ $ 900.00 900.00$ 40 Thermo Striping, Yelow Curb: 71 LF $ 50.00 3,550.00$ $ 14.00 994.00$ $ 15.00 1,065.00$ $ 15.00 1,065.00$ $ 14.00 994.00$ $ 3.50 248.50$ 41 Thermo Striping, Red Curb: 129 LF $ 50.00 6,450.00$ $ 15.00 1,935.00$ $ 17.00 2,193.00$ $ 15.00 1,935.00$ $ 15.00 1,935.00$ $ 3.50 451.50$ 42 Appendix C: Faber Lane Striping and Signage 1 LS $ 6,000.00 6,000.00$ $ 10,000.00 10,000.00$ $ 11,300.00 11,300.00$ $ 12,000.00 12,000.00$ $ 10,000.00 10,000.00$ $ 8,500.00 8,500.00$ 43 Traffic Control:1 LS $ 125,000.00 125,000.00$ $ 120,000.00 120,000.00$ $ 120,000.00 120,000.00$ $ 215,000.00 215,000.00$ $ 200,000.00 200,000.00$ $ 185,555.75 185,555.75$ 44 Notices:1 LS $ 12,500.00 12,500.00$ $ 5,000.00 5,000.00$ $ 8,600.00 8,600.00$ $ 5,000.00 5,000.00$ $ 25,000.00 25,000.00$ $ 7,000.00 7,000.00$ 45 Utility Tie Out Drawings: 1 LS $ 5,000.00 5,000.00$ $ 3,000.00 3,000.00$ $ 2,900.00 2,900.00$ $ 5,000.00 5,000.00$ $ 2,500.00 2,500.00$ $ 5,500.00 5,500.00$ 46 Tree Trimming:25 HRS $ 250.00 6,250.00$ $ 350.00 8,750.00$ $ 360.00 9,000.00$ $ 350.00 8,750.00$ $ 320.00 8,000.00$ $ 2,054.00 51,350.00$ 47 Traffic Loop:6 EA $ 2,500.00 15,000.00$ $ 1,600.00 9,600.00$ $ 850.00 5,100.00$ $ 800.00 4,800.00$ $ 800.00 4,800.00$ $ 1,350.00 8,100.00$ 48 Misc. Transportation Improvements: 1 LS $ 25,000.00 25,000.00$ $ 25,000.00 25,000.00$ $ 25,000.00 25,000.00$ $ 25,000.00 25,000.00$ $ 25,000.00 25,000.00$ $ 25,000.00 25,000.00$ 2,481,414.25$ 2,022,155.80$ 2,348,919.20$ 2,657,942.35$ 2,820,254.20$ 3,017,306.83$ 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 AC Overlay:324 TON $ 160.00 51,840.00$ $ 132.00 42,768.00$ $ 160.00 51,840.00$ $ 190.00 61,560.00$ $ 240.00 77,760.00$ $ 205.00 66,420.00$ 2 AC Milling: 25,920 SF $ 0.75 19,440.00$ $ 0.80 20,736.00$ $ 0.95 24,624.00$ $ 1.00 25,920.00$ $ 1.20 31,104.00$ $ 0.70 18,144.00$ 3 Reset Utility Box:9 EA $ 700.00 6,300.00$ $ 300.00 2,700.00$ $ 790.00 7,110.00$ $ 1,000.00 9,000.00$ $ 700.00 6,300.00$ $ 700.00 6,300.00$ 4 Reset Manhole:6 EA $ 1,000.00 6,000.00$ $ 300.00 1,800.00$ $ 1,100.00 6,600.00$ $ 1,200.00 7,200.00$ $ 1,000.00 6,000.00$ $ 1,000.00 6,000.00$ 5 Recycling of Inert Solid Materials: 490 TON $ 10.00 4,900.00$ $ 3.00 1,470.00$ $ 0.60 294.00$ $ 25.00 12,250.00$ $ 2.00 980.00$ $ 15.00 7,350.00$ 6 Inert recycling containing petromat: 324 TON $ 15.00 4,860.00$ $ 4.00 1,296.00$ $ 3.20 1,036.80$ $ 25.00 8,100.00$ $ 3.00 972.00$ $ 17.00 5,508.00$ 7 Concrete Sidewalk:685 SF $ 20.00 13,700.00$ $ 17.00 11,645.00$ $ 26.00 17,810.00$ $ 20.00 13,700.00$ $ 23.00 15,755.00$ $ 22.00 15,070.00$ 8 Concrete Driveway:419 SF $ 27.00 11,313.00$ $ 18.00 7,542.00$ $ 34.00 14,246.00$ $ 20.00 8,380.00$ $ 30.00 12,570.00$ $ 25.00 10,475.00$ 9 Type A vertical curb with 3' burried gutter pan: 159 LF $ 130.00 20,670.00$ $ 120.00 19,080.00$ $ 152.00 24,168.00$ $ 120.00 19,080.00$ $ 135.00 21,465.00$ $ 129.00 20,511.00$ 10 Type A Curb Ramp:1 EA $ 6,000.00 6,000.00$ $ 5,000.00 5,000.00$ $ 7,800.00 7,800.00$ $ 4,750.00 4,750.00$ $ 7,000.00 7,000.00$ $ 8,750.00 8,750.00$ 11 Cast in place truncated domes: 24 SF $ 90.00 2,160.00$ $ 80.00 1,920.00$ $ 165.00 3,960.00$ $ 80.00 1,920.00$ $ 150.00 3,600.00$ $ 316.00 7,584.00$ 12 Thermoplastic Paving Legends: 18 EA $ 100.00 1,800.00$ $ 75.00 1,350.00$ $ 84.00 1,512.00$ $ 75.00 1,350.00$ $ 75.00 1,350.00$ $ 325.00 5,850.00$ 13 Blue Pavement Markers: 1 EA $ 35.00 35.00$ $ 25.00 25.00$ $ 28.00 28.00$ $ 30.00 30.00$ $ 25.00 25.00$ $ 12.00 12.00$ 14 Thermo Striping, 12" White: 158 LF $ 10.00 1,580.00$ $ 9.00 1,422.00$ $ 10.00 1,580.00$ $ 10.00 1,580.00$ $ 9.00 1,422.00$ $ 7.00 1,106.00$ 15 Thermo Striping, 4" White: 348 LF $ 5.00 1,740.00$ $ 3.00 1,044.00$ $ 3.25 1,131.00$ $ 5.00 1,740.00$ $ 3.00 1,044.00$ $ 1.50 522.00$ 16 Thermo Stri in , Yellow Curb: 23 LF $ 50.00 1,150.00$ $ 14.00 322.00$ $ 15.50 356.50$ $ 20.00 460.00$ $ 14.00 322.00$ $ 3.50 80.50$ 17 Thermo Stri in , Red Curb: 26 LF $ 50.00 1,300.00$ $ 15.00 390.00$ $ 16.00 416.00$ $ 20.00 520.00$ $ 15.00 390.00$ $ 3.50 91.00$ 18 Traffic Control:1 LS $ 5,000.00 5,000.00$ $ 15,000.00 15,000.00$ $ 19,200.00 19,200.00$ $ 20,000.00 20,000.00$ $ 10,000.00 10,000.00$ $ 14,000.00 14,000.00$ 19 Notices:1 LS $ 500.00 500.00$ $ 1,000.00 1,000.00$ $ 1,300.00 1,300.00$ $ 2,500.00 2,500.00$ $ 2,500.00 2,500.00$ $ 1,000.00 1,000.00$ 20 Utilit Tie Out Drawin s: 1 LS $ 200.00 200.00$ $ 500.00 500.00$ $ 1,500.00 1,500.00$ $ 1,000.00 1,000.00$ $ 1,000.00 1,000.00$ $ 2,000.00 2,000.00$ 21 Tree Trimming:1 HRS $ 250.00 250.00$ $ 350.00 350.00$ $ 360.00 360.00$ $ 350.00 350.00$ $ 320.00 320.00$ $ 1,070.00 1,070.00$ 160,738.00$ 137,360.00$ 186,872.30$ 201,390.00$ 201,879.00$ 197,843.50$ 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 C Overla 4":254 TON $ 160.00 40,640.00$ $ 150.00 38,100.00$ $ 164.00 41,656.00$ $ 250.00 63,500.00$ $ 240.00 60,960.00$ $ 208.00 52,832.00$ 2 C Millin 4": 10,156 SF $ 0.75 7,617.00$ $ 0.80 8,124.80$ $ 2.25 22,851.00$ $ 4.00 40,624.00$ $ 3.00 30,468.00$ $ 1.50 15,234.00$ 3 Rec clin of Inert Solid Materials: 254 TON $ 10.00 2,540.00$ $ 3.00 762.00$ $ 0.60 152.40$ $ 15.00 3,810.00$ $ 2.00 508.00$ $ 12.00 3,048.00$ 4 Remove existing 13-inch by 22-inch pipe and install 12-inch High Density Polyethelene (HDPE) pipe. Includes surveying, potholing, sawcutting, demolition of existing pavement, inert recycling, excavation, dewatering, and remove and haul existing pipe and replace with new pipe. Install pipe with all fittings and connections to new storm drain manhole and catch basin, grouting, bedding, anchoring. Complete trench restoration till top of AC pavement (4" AC over 6" AB on full width of T-Cut per City's Standard Drawings), cutting and concrete plugging of existing abandoned utilities lines. Installation all complete. 612 LF $ 320.00 195,840.00$ $ 375.00 229,500.00$ $ 190.00 116,280.00$ $ 550.00 336,600.00$ $ 420.00 257,040.00$ $ 215.00 131,580.00$ 5 Install storm drain manhole junction box. Includes surveying, potholing, saw cutting, demolition of existing pavement, inert solids recycling, excavation, dewatering, and removal of existing manhole. Install pipe with all fitting and connections to new storm drain manhole, grouting, bedding, anchoring, reconnection of new and existing storm drain pipes to new manhole. Complete trench restoration till top of AC pavement (4" AC over 6" AB on full width of T-Cut per City's Standard Drawings), cutting and concrete plugging of existing abandoned utilities lines. Installation all complete. 1 EA $ 20,000.00 20,000.00$ $ 10,000.00 10,000.00$ $ 19,000.00 19,000.00$ $ 15,000.00 15,000.00$ $ 10,000.00 10,000.00$ $ 36,600.00 36,600.00$ 6 Modify existing storm drain manhole junction box. Includes surveying, potholing, saw cutting, demolition of existing pavement, inert solids recycling, excavation, dewatering, and removal of existing manhole. Install pipe with all fitting and connections to new storm drain manhole, grouting, bedding, anchoring, reconnection of new and existing storm drain pipes to new manhole. Complete trench restoration till top of AC pavement (4" AC over 6" AB on full width of T-Cut per City's Standard Drawings), cutting and concrete plugging of existing abandoned utilities lines. Installation all complete. 1 EA $ 17,000.00 17,000.00$ $ 10,000.00 10,000.00$ $ 7,900.00 7,900.00$ $ 15,000.00 15,000.00$ $ 10,000.00 10,000.00$ $ 11,600.00 11,600.00$ 7 Video ins ection of new storm drain i eline: 612 LF $ 2.00 1,224.00$ $ 10.00 6,120.00$ $ 6.00 3,672.00$ $ 10.00 6,120.00$ $ 6.00 3,672.00$ $ 4.00 2,448.00$ 8 T e A Curb Ram :3 E $ 6,000.00 18,000.00$ $ 5,000.00 15,000.00$ $ 7,800.00 23,400.00$ $ 5,000.00 15,000.00$ $ 7,000.00 21,000.00$ $ 8,885.00 26,655.00$ 9 Thermo lastic Pavin Le ends: 4 E $ 100.00 400.00$ $ 75.00 300.00$ $ 84.00 336.00$ $ 75.00 300.00$ $ 75.00 300.00$ $ 325.00 1,300.00$ 10 Blue Pavement Markers: 1 E $ 35.00 35.00$ $ 25.00 25.00$ $ 25.00 25.00$ $ 50.00 50.00$ $ 25.00 25.00$ $ 12.00 12.00$ 11 Thermo Stri in , 12" White: 18 LF $ 10.00 180.00$ $ 9.00 162.00$ $ 10.00 180.00$ $ 25.00 450.00$ $ 9.00 162.00$ $ 7.00 126.00$ 12 Traffic Control:1 LS $ 8,000.00 8,000.00$ $ 30,000.00 30,000.00$ $ 17,000.00 17,000.00$ $ 35,000.00 35,000.00$ $ 10,000.00 10,000.00$ $ 20,000.00 20,000.00$ 13 Notices:1 LS $ 2,000.00 2,000.00$ $ 1,000.00 1,000.00$ $ 1,200.00 1,200.00$ $ 2,000.00 2,000.00$ $ 2,500.00 2,500.00$ $ 1,000.00 1,000.00$ 14 Utilit Tie Out Drawin s: 1 LS $ 1,000.00 1,000.00$ $ 500.00 500.00$ $ 1,100.00 1,100.00$ $ 1,000.00 1,000.00$ $ 500.00 500.00$ $ 2,000.00 2,000.00$ 15 Tree Trimming:1 HRS $ 250.00 250.00$ $ 350.00 350.00$ $ 360.00 360.00$ $ 350.00 350.00$ $ 320.00 320.00$ $ 1,070.00 1,070.00$ 314,726.00$ 349,943.80$ 255,112.40$ 534,804.00$ 407,455.00$ 305,505.00$ TOTAL PROJECT COSTS WITH ADD ALT 1 & 2 2,956,878.25$ 2,509,459.60$ 2,790,903.90$ 3,394,136.35$ 3,429,588.20$ 3,520,655.33$ % Over/Under Engineer's estimate -15% -6% 15% 16% 19% McGuire & Hester McGuire & Hester McGuire & Hester DeSilva Gates Construction DeSilva Gates Construction DeSilva Gates Construction MCK Services MCK Services MCK Services BID ITEM ADD ALT 1 - DESCRIPTION APPROX. QTY UNIT Add Alt 1 Total (Items 001 through 21) Interstate Grading & PavingO'Grady Paving, Inc. Base Bid Total (Items 001 through 48) BID ITEM BASE - DESCRIPTION APPROX. QTY UNIT ENGINEER'S ESTIMATE UNIT ENGINEER'S ESTIMATE ENGINEER'S ESTIMATE O'Grady Paving, Inc. Interstate Grading & Paving O'Grady Paving, Inc. Interstate Grading & Paving Add Alt 2 Total (Items 001 through 15) BID ITEM ADD ALT 2: APPENDIX B - DESCRIPTION APPROX. QTY Item 4 Attachment B Proposal Summary Item 4: Staff Report Pg. 14 Packet Pg. 78 of 134  Item No. 5. Page 1 of 2 1 7 2 5 CITY COUNCIL Staff Report From: City Clerk Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: February 27, 2023 Report #:2302-0979 TITLE Appointments of 2023 Emergency Standby Council RECOMMENDATION Staff recommends the City Council approve the selection of former Council Members to serve as members of the 2023 Emergency Standby Council. BACKGROUND Staff recommends the City Council approve the selection of the following former Council Members to serve as members of the 2021 Emergency Standby Council: •Eric Filseth •Tom Dubois •Karen Holman •Peter Drekmeier •Greg Scharff •Greg Schmid •Lanie Wheeler The Charter of the City of Palo Alto provides that, "the Council may, by Ordinance or Resolution, provide for the preservation and continuation of government in the event of disaster which renders unavailable a majority of the Council." On August 7, 2006, the City Council adopted amendments to Section 2.12.090 of the Palo Alto Municipal Code regarding the selection procedure for the City's Emergency Standby Council. The adopted policy states that the Council shall consider the following criteria for appointments Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 1 Packet Pg. 79 of 134  Item No. 5. Page 2 of 2 1 7 2 5 to the Emergency Standby Council: residency in the City of Palo Alto, availability, interest in serving and a lack of conflicts of interest. Seven members serve on the Emergency Standby Council. Members of the Standby Council have the authority delegated to them under Chapter 2.12 of the Palo Alto Municipal Code. The members of the Emergency Standby Council continue to serve until the Council appoints or reappoints the members at the beginning of each year. FISCAL/RESOURCE IMPACT ENVIRONMENTAL REVIEW ATTACHMENTS Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 2 Packet Pg. 80 of 134  City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: Fire Meeting Date: February 27, 2023 Report #:2302-0964 TITLE PUBLIC HEARING: Objections to Weed Abatement and Adoption of a Resolution Ordering Weed Nuisance Abated; CEQA status – exempt (Class 8, 14 CCR section 15308) RECOMMENDATION Staff recommends that Council: a. Adopt a determination that weed abatement activities in 2023, as described in Resolution 10087 (Attachment A) adopted by Council on December 19, 2022, are exempt under Class 8/CEQA Guidelines section 15308; b. Hold a Public Hearing to hear and consider any objections to the proposed destruction and removal of weeds in 2023 at the properties listed in Attachment B; and c. Approve the final list of affected properties for weed abatement in 2023 (Attachment B) following the public hearing, and direct weed abatement activities to commence at those properties in accordance with Resolution 10087. EXECUTIVE SUMMARY The City of Palo Alto contracts with the Santa Clara County Department of Agriculture and Environmental Management to remove and destroy weeds, as defined in Palo Alto Municipal Code Chapter 8.08. This hearing allows all property owners affected and listed on the County’s 2023 Weed Abatement Program Commencement Report (Attachment B) to be heard and have their objections and comments considered by the Council before the Council finalizes the list of properties ordered to abate weed nuisances in the City in 2023, under Resolution 10087. An overview of the program and annual calendar for the steps involving City Council action is provided in Attachment C. Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 1 Packet Pg. 81 of 134  BACKGROUND The Council adopted Resolution 10087 on December 19, 2022, which declared weeds to be a nuisance and ordered the abatement of that nuisance as called for in Palo Alto Municipal Code Chapter 8.08 (Attachment A). Resolution 10087 provided for a public hearing date of February 27, 2023 and required notice to interested property owners and the public. ANALYSIS The Santa Clara County Department of Agriculture and Resource Management maintains the contract to abate weeds within the City of Palo Alto. Following City Council’s December 19, 2022 adoption of Resolution 10087 declaring weeds to be a nuisance and ordering abatement thereof in 2023, the Department of Agriculture and Resource Management took steps to notify each affected property owner by mail of the proposed weed abatement action on their respective properties, and posted, on the public notice bulletin board, a list of the properties affected. The Department of Agriculture and Resource Management has furnished copies of the property listing to the City Clerk and the City Fire Marshal. The City Clerk also posted and published notice of the hearing as required. At this public hearing, property owners may appear and object to the proposed weed destruction or removal. After the hearing and consideration of any objections, the Council may sustain or overrule any or all objections. The Council may remove properties from the weed abatement commencement report if objections are sustained. After finalizing the affected property list at the public hearing (Attachment B), the County will be asked to perform the abatement work to destroy and remove any weeds. FISCAL/RESOURCE IMPACT All charges for the weed abatement services are included as a special assessment on bills for property taxes levied against the respective lots and parcels of land, which are considered liens on these properties. STAKEHOLDER ENGAGEMENT The Council adopted Resolution 10087 on December 19, 2022, declaring weeds to be a nuisance and ordering the abatement of that nuisance as called in Palo Alto Municipal Code Chapter 8.08. The Commencement Report was posted publicly in Palo Alto on February 8, 2023. Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 2 Packet Pg. 82 of 134  The notices for the City Council’s February 27, 2023, public hearing ran in the newspaper on February 10, 2023, and February 17, 2023, and the Santa Clara County Agriculture and Resource Management weed abatement program mailed out notice of the public hearing to all addresses on the commencement list on December 21, 2022. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 3 Packet Pg. 83 of 134  1 Resolution No. 10087 Resolution of Intention of the Council of the City of Palo Alto Declaring Weeds to be a Nuisance and Setting February 27, 2023 for a Public Hearing for Objections to Proposed Weed Abatement R E C I T A L S A.Weeds, as defined in Section 8.08.010(b) of the Palo Alto Municipal Code, are anticipated to develop during calendar year 2023 upon streets, alleys, sidewalks, and parcels of private property within the City of Palo Alto sufficient to constitute a public nuisance as a fire menace when dry or are otherwise combustible, or otherwise to constitute a menace to the public health as noxious or dangerous. NOW, THEREFORE, the Council of the City of Palo Alto does RESOLVE as follows: SECTION 1. Weeds, as defined in Section 8.08.010(b) of the Palo Alto Municipal Code, which are anticipated to develop during calendar year 2023 upon streets, alleys, sidewalks, and parcels of private property within the City of Palo Alto, are hereby found and determined to constitute a public nuisance. Such nuisance is anticipated to exist upon some of the streets, alleys, sidewalks, and parcels of private property within the City, which are shown, described, and delineated on the several maps of the properties in said City which are recorded in the Office of the County Recorder of the County of Santa Clara, reference in each instance for the description of any particular street, alley, or parcel of private property being hereby made to the several maps aforesaid, and, in the event of there being several subdivision maps on which the same lots are shown, reference is hereby made to the latest subdivision map. SECTION 2. THEREFORE, IT IS ORDERED that the said public nuisance be abated in the manner provided by Chapter 8.08 of the Palo Alto Municipal Code: i.IT IS FURTHER ORDERED that a public hearing shall be held on the 27th day of February, 2023, at the hour of 5 pm, or as soon thereafter as the matter may be heard, at the Council Chambers of the Civic Center of said City, at which the Council shall hear objections to the proposed weed abatement of such weeds and give any objections due consideration; ii.IT IS FURTHER ORDERED that the Fire Chief of the City of Palo Alto is directed to give notice of the public hearing in the time, manner and form provided in Chapter 8.08 of the Palo Alto Municipal Code. DocuSign Envelope ID: 803ECC35-FDE5-4045-A309-BAA51AD47B48 Item 6 Attachment A Resolution 10087 Item 6: Staff Report Pg. 4 Packet Pg. 84 of 134  2 SECTION 3. Unless the nuisance is abated without delay by the destruction and removal of such weeds, the work of abating such nuisance will be done by the County of Santa Clara Department of Agriculture and Resource Management Office on behalf of the City of Palo Alto, and the expenses thereof assessed upon the lots and lands from which, and/or in the front and rear of which, such weeds shall have been destroyed and removed. SECTION 4. The City Council of Palo Alto adopts the determination of Santa Clara County, as the lead agency, that the Weed Abatement Program is categorically exempt from the provisions of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15308. INTRODUCED AND PASSED: December 19, 2022 AYES: BURT, CORMACK, DUBOIS, FILSETH, KOU, STONE, TANAKA NOES: ABSENT: ABSTENTIONS: ATTEST: __________________________ _____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: __________________________ _____________________________ Assistant City Attorney City Manager _____________________________ Fire Chief _____________________________ Director of Administrative Services DocuSign Envelope ID: 803ECC35-FDE5-4045-A309-BAA51AD47B48 Item 6 Attachment A Resolution 10087 Item 6: Staff Report Pg. 5 Packet Pg. 85 of 134  Certificate Of Completion Envelope Id: 803ECC35FDE54045A309BAA51AD47B48 Status: Completed Subject: DocuSign: Resolution 10087 Source Envelope: Document Pages: 2 Signatures: 6 Envelope Originator: Certificate Pages: 2 Initials: 0 Vinhloc Nguyen AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 Vinhloc.Nguyen@CityofPaloAlto.org IP Address: 199.33.32.254 Record Tracking Status: Original 12/20/2022 5:30:04 PM Holder: Vinhloc Nguyen Vinhloc.Nguyen@CityofPaloAlto.org Location: DocuSign Security Appliance Status: Connected Pool: StateLocal Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign Signer Events Signature Timestamp Aylin Bilir Aylin.Bilir@CityofPaloAlto.org Assistant City Attorney Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 199.33.32.254 Sent: 12/20/2022 5:33:12 PM Viewed: 12/21/2022 10:59:10 AM Signed: 12/21/2022 11:00:19 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Kiely Nose Kiely.Nose@CityofPaloAlto.org Director, Administrative Services/CFO City of Palo Alto Security Level: Email, Account Authentication (None) Signature Adoption: Uploaded Signature Image Using IP Address: 73.162.77.140 Sent: 12/21/2022 11:00:21 AM Viewed: 12/27/2022 5:17:01 PM Signed: 12/27/2022 5:17:46 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Geoffrey Blackshire Geoffrey.Blackshire@CityofPaloAlto.org Fire Chief Fire Services Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 172.226.36.94 Signed using mobile Sent: 12/27/2022 5:17:48 PM Viewed: 12/28/2022 8:56:16 AM Signed: 12/28/2022 8:56:45 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Ed Shikada Ed.Shikada@CityofPaloAlto.org Ed Shikada, City Manager City of Palo Alto Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 199.33.32.254 Sent: 12/28/2022 8:56:47 AM Viewed: 12/28/2022 9:02:42 AM Signed: 12/28/2022 9:02:51 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Item 6 Attachment A Resolution 10087 Item 6: Staff Report Pg. 6 Packet Pg. 86 of 134  Signer Events Signature Timestamp Patrick Burt pat@patburt.org Mr Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 98.37.159.0 Sent: 12/28/2022 9:02:53 AM Viewed: 12/29/2022 6:07:24 PM Signed: 12/29/2022 6:07:38 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lesley Milton Lesley.Milton@CityofPaloAlto.org City Clerk City of Palo Alto Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 73.223.74.76 Signed using mobile Sent: 12/29/2022 6:07:40 PM Viewed: 12/30/2022 8:50:54 AM Signed: 12/30/2022 8:51:01 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 12/20/2022 5:33:12 PM Certified Delivered Security Checked 12/30/2022 8:50:54 AM Signing Complete Security Checked 12/30/2022 8:51:01 AM Completed Security Checked 12/30/2022 8:51:01 AM Payment Events Status Timestamps Item 6 Attachment A Resolution 10087 Item 6: Staff Report Pg. 7 Packet Pg. 87 of 134  Situs APN CITY/STATE 2023 WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF PALO ALTO TRA Exhibit A MIAO, NINA YANTI 931 CLARA DR PALO ALTO CA 94303-4002 06-0011605EDGEWOODDR003-12-0021 HOBSON, SCOTT A TRUSTEE 136 LOIS LN PALO ALTO CA 94303-2904 06-001136LOISLN003-38-0442 XIA, FAN AND ZHOU, YUAN 170 IRIS WY PALO ALTO CA 94303-3036 06-001170IRISWY003-41-0083 DENG, JINGJING AND JIANG, LIJUN 782 GREER RD PALO ALTO CA 94303-3022 06-001782GREERRD003-41-0654 HALEY PHILIP H TRUSTEE & ET AL 506 EISENHOWER ST DAVIS CA 95616 60011938CHANNINGAV003-42-0395 KOTHARY, NISHITA N AND SHAH, 1071 EMBARCADERO RD PALO ALTO CA 94303-3149 06-0011071EMBARCADERRD003-42-0556 ZADIK, YAIR AND 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94303-4431 06-0013640LUPINEAV127-21-14017 RAMCHANDRAN, ASISH AND 2657 KIPLING ST PALO ALTO CA 94306 06-001454COLORADOAV132-08-10518 TANPHAICHITR, SAKSIRI M AND 464 COLORADO AV PALO ALTO CA 94306-2414 06-001464COLORADOAV132-08-11519 VALENTINE, MARY E 3120 COWPER ST PALO ALTO CA 94306-3001 06-0013120COWPERST132-20-15520 TANG, DEXTER CHIHUNG TRUSTEE 3533 RAMONA ST PALO ALTO CA 94306-3549 06-0013533RAMONAST132-22-09721 KAPOSHILIN, NICHOLAS TRUSTEE 936 CALIFORNIA AV N PALO ALTO CA 94303-3405 06-0013541BRYANTNST132-23-03322 LEUNG, JOHN KA YU AND JOANNA 'PO BOX 5358 SAN MATEO CA 94402-0358 06-00184ROOSEVELTCL132-23-05523 LIU, JENKUEI TRUSTEE & ET AL 4039 SCRIPPS AV PALO ALTO CA 94306-4535 06-00176ROOSEVELTCL132-23-05924 Page 1Santa Clara County Weed Abatement Program24 records of 100 Item 6 Attachment B 2023 Palo Alto Weed Abatement Program Commencement Report Item 6: Staff Report Pg. 8 Packet Pg. 88 of 134  Situs APN CITY/STATE 2023 WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF PALO ALTO TRA Exhibit A BRICKLEY, HELEN C TRUSTEE 4285 PUERTA DEL SOL CAMINO CA 95709 06-001179EL DORADO AV 132-25-02125 HSU, YEN-FEN TRUSTEE 2876 EMERSON ST PALO ALTO CA 94306-2350 06-0012876EMERSONST132-26-00626 NARAYANA, SHARATH KESHAVA 2886 EMERSON ST PALO ALTO CA 94306-2350 06-0012886EMERSONST132-26-00727 QI, FENG AND CHEN, CHENG-NA 11 ROOSEVELT CL PALO ALTO CA 94306-4217 06-00111ROOSEVELTCL132-29-01428 LYONS, CHARLES P TRUSTEE & ET AL 34 ROOSEVELT CL PALO ALTO CA 94306-4216 06-00134ROOSEVELTCL132-29-06129 BERNSTEIN AMIR D TRUSTEE 18 ROOSEVELT CIR PALO ALTO CA 94306 600118ROOSEVELTCL132-29-06930 AXELROD, HERBERT AND FUMIKO 3780 WRIGHT PL PALO ALTO CA 94306-4262 06-0013780WRIGHTPL132-30-01731 CHENG JING ET AL 3830 CARLSON CIR PALO ALTO CA 94306 60013830CARLSONCL132-30-05832 LINDA ALLEN 1700 SPACE PARK DR SANTA CLARA CA 95054 06-001NO SITUS 132-33-06033 SF21G LLC 26880 ALISO VIEJO PY STE ALISO VIEJO CA 92656 06-001220MATADEROAV132-34-02534 BASLER, JOSHUA R 3675 PARK BL PALO ALTO CA 94306-2853 06-0013675PARKBL132-34-04535 PAN, NANCY AND LEE, BENSON 3605 PARK BL PALO ALTO CA 94306-2853 06-0013605PARKBL132-34-05036 MAHAL, JASWINDER 180 PARK SHARON DR SAN JOSE CA 95136-2535 06-0013561PARKBL132-34-05237 CHASE WILTON LLC 3024 ROSS RD PALO ALTO CA 94303-4102 06-001210WILTONAV132-35-01238 ATASHBAND, BAHRAM 443 WILTON AV PALO ALTO CA 94306-2859 06-001443WILTONAV132-35-02739 GODSHALL, KELVIN V ET AL 215 WILTON AV PALO ALTO CA 94306-2855 06-001215WILTONAV132-35-04240 WHPV ALTA LOCALE LLC 530 EMERSON ST STE 150 PALO ALTO CA 94301 06-0012755EL CAMINO 132-36-08441 BROWN, JONATHAN S AND MIRIAM 415 FERNANDO AV PALO ALTO CA 94306-2820 06-001415FERNANDOAV132-39-03842 MAHANY, GARY W AND KEMP, 389 MATADERO AV PALO ALTO CA 94306-2833 06-001389MATADEROAV132-40-05343 ZHU, LI AND WAN, FANNY TRUSTEE 33345 7TH ST UNION CITY CA 94587 06-0014032PARKBL132-43-02544 DING, ZHIMIN AND ZHU, XINYI 3130 RAMONA ST PALO ALTO CA 94306-2922 06-0013130RAMONAST132-48-03345 BAUMANN, JOHN R 613 STANFORD AV PALO ALTO CA 94306-1412 06-001613STANFORDAV137-01-05946 LIANG, KE 33206 FALCON DR FREMONT CA 94555 06-0012150YALEST137-01-13447 CULPEPPER, BENJAMIN J 335 PANORAMIC WY BERKELEY CA 94704 06-0012321WELLESLEYST137-02-02448 Page 2Santa Clara County Weed Abatement Program48 records of 100 Item 6 Attachment B 2023 Palo Alto Weed Abatement Program Commencement Report Item 6: Staff Report Pg. 9 Packet Pg. 89 of 134  Situs APN CITY/STATE 2023 WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF PALO ALTO TRA Exhibit A 1080CAPA LLC 3028 SCOTT BLVD UNIT C SANTA CLARA CA 95054 60011082COLLEGEAV137-03-03649 STANFORD JEWISH CENTER INC 1289 COLLEGE AV PALO ALTO CA 94306-1345 06-0012017OBERLINST137-03-04750 BUSSEY JASON M AND SACHIKO 2276 HARVARD ST PALO ALTO CA 94306 60012276HARVARDST137-05-01651 EDELMAN ANDREA TRUSTEE 2195 COLUMBIA ST PALO ALTO CA 94306 60012195COLUMBIAST137-06-03652 KSS INVESTMENT LLC 1380 MIRAVALLE AV LOS ALTOS CA 94024-5744 06-0223700EL CAMINO 137-11-07853 MEHTA, BIJAL AND PALLAVI 3793 LA DONNA AV PALO ALTO CA 94306-3151 06-0593793LA DONNA AV 137-12-01654 ASHWORTH, DARREN M AND IMANE 721 BARRON AV PALO ALTO CA 94306 06-059721BARRONAV137-13-04255 BLOOMQUIST, LYNDA L TRUSTEE 788 LOS ROBLES AV PALO ALTO CA 94306-3159 06-059788LOS ROBLES AV 137-13-11256 JUAN, CHUNG-CHIUNG AND SU 6 ATHERTON OAKS LN ATHERTON CA 94027 06-0224146EL CAMINO 137-24-03457 WANG, YUNBING TRUSTEE & ET AL 567 MAYBELL AV PALO ALTO CA 94306-0000 06-059567MAYBELLAV137-25-13458 KRISHNASWAMY, RAJA AND 569 MAYBELL AV PALO ALTO CA 94306-0000 06-059569MAYBELLAV137-25-13559 WU, ALBERT AND LAM, SAU NGAN 575 MAYBELL AV PALO ALTO CA 94306-0000 06-059575MAYBELLAV137-25-13660 XING, YIBO AND YUAN, YING 587 MAYBELL AV PALO ALTO CA 94306-0000 06-059587MAYBELLAV137-25-13761 WU, HUAHUI TRUSTEE & ET AL 4101 CLEMO AV PALO ALTO CA 94306-0000 06-0594101CLEMOAV137-25-13862 YOON, RICHARD S AND SOH, YUREE 4103 CLEMO AV PALO ALTO CA 94306-0000 06-0594103CLEMOAV137-25-13963 ELLIS, ELIZABETH L TRUSTEE 4123 ORCHARD ST PALO ALTO CA 94306-0000 06-0594123ORCHARDST137-25-14164 CHEN, YUANHUI AND WANG, 4131 ORCHARD ST PALO ALTO CA 94306-0000 06-0594131ORCHARDST137-25-14265 BUDAGYAN, LEVON TRUSTEE & ET 4135 ORCHARD CT PALO ALTO CA 94306-0000 06-0594135ORCHARDST137-25-14366 BUDAGYAN, LEVON TRUSTEE & ET 4135 ORCHARD ST PALO ALTO CA 94306-0000 06-0594139ORCHARDST137-25-14467 CHERUKUMILLI, PRAMOD AND 4150 ORCHARD ST PALO ALTO CA 94306-0000 06-0594150ORCHARDST137-25-14568 YE, KAI AND QIN, CHI 4158 ORCHARD ST PALO ALTO CA 94306-0000 06-0594158ORCHARDST137-25-14669 KHALE, SUJIT M TRUSTEE & ET AL 4168 ORCHARD ST PALO ALTO CA 94306-0000 06-0594168ORCHARDST137-25-14770 HONG, TRACEY S ET AL 4178 ORCHARD ST PALO ALTO CA 94306-0000 06-0594178ORCHARDST137-25-14871 MUKHERJEE, DEBANJAN AND 4188 ORCHARD ST PALO ALTO CA 94306-0000 06-0594188ORCHARDST137-25-14972 Page 3Santa Clara County Weed Abatement Program72 records of 100 Item 6 Attachment B 2023 Palo Alto Weed Abatement Program Commencement Report Item 6: Staff Report Pg. 10 Packet Pg. 90 of 134  Situs APN CITY/STATE 2023 WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF PALO ALTO TRA Exhibit A HSI, HSING-HUI 4130 DONALD DR PALO ALTO CA 94306-3822 06-0224130DONALDDR137-27-08673 LELAND STANFORD JR UNIV THE BD 26 EUCLID AV N PASADENA CA 91101 06-0553460HILLVIEWNRD142-16-05974 LELAND STANFORD JR UNIV BD 300 PASTEUR DR STANFORD CA 94305-5132 06-0551050ARASTRADERRD142-16-06075 LELAND STANFORD JR UNIV BOARD 150 PORTOLA RD PORTOLA VALLEY CA 94025 06-0553495DEER CREEK RD 142-16-06276 LELAND STANFORD JR UNIV THE BD 415 BROADWAY ST 3RD FLR REDWOOD CITY CA 94063 06-0550DEER CREEK RD 142-16-06477 LELAND STANFORD JR UNIVERSITY 12832 FRONTRUNNER BL S DRAPER UT 84020 06-0553500DEER CREEKS RD 142-16-06678 LELAND STANFORD JR UNIVERSITY 2600 EL CAMINO REAL STE PALO ALTO CA 94306 06-0011000PAGE MILL RD 142-20-09179 SHIU, BOON W AND CHOI, KEEHYUN 4208 RUTHELMA AV PALO ALTO CA 94306-4109 06-0014208RUTHELMAAV148-02-00280 FERREIRA, KAVITHA AND JOAO 4206 DARLINGTON CT PALO ALTO CA 94306-4129 06-0014206DARLINGTONCT148-03-03781 BORDIA, ANUPAM AND SURBHI 4201 PARK BL PALO ALTO CA 94306-4144 06-0014201PARKBL148-03-06082 KARUPASAMY, KARTHIKEYAN 444 DEL MEDIO AV MOUNTAIN VIEW CA 94040-1161 06-0574338SILVAAV148-12-01383 YIN, JUN AND DUANMU, LAN 4388 SILVA CT PALO ALTO CA 94306-4422 06-0574388SILVACT148-12-02884 STONE, VIRGINIA A AND BRADLEY K 3516 BAJAMONT WY CARMICHAEL CA 95608 06-022633ARASTRADERRD167-06-01685 NEW ATLANTIS LLC 639 ARASTRADERO RD PALO ALTO CA 94306-3838 06-022639ARASTRADERRD167-06-06386 BACHRACH, SYLVIA RASHMI 12 STAR WY MOUNTAIN VIEW CA 94040 06-0014179OAK HILL AV 175-01-02587 BACHRACH, SYLVIA R TRUSTEE 12 STARR WY MOUNTAIN VIEW CA 94040 06-0014169OAK HILL AV 175-01-02688 JALILIAN, MOHAMMAD 1306 DAPHNE DR SAN JOSE CA 95129-3806 06-001849MESAAV175-01-03789 WEAKLAND, ALAN TRUSTEE & ET 515 FLOWER ST S FLOOR 25 LOS ANGELES CA 90071 06-0014243MANUELASCT175-02-05390 SMITHWICK ALTON D AND URSULA L 'PO BOX 60065 PALO ALTO CA 94306 60204103OLD TRACE RD 175-20-07891 JOSHI, VIVEK TRUSTEE & ET AL 890 MOCKINGBIRD LN PALO ALTO CA 94306-3719 06-020890MOCKINGBIRDLN175-20-08292 WATERS, CHRISTOPHER J TRUSTEE & 609 ARBOLEDA DR LOS ALTOS CA 94024 06-0204186OLD ADOBE RD 175-20-09293 HAO, HSIEH T AND MING C TRUSTEE 4150 OLD ADOBE RD PALO ALTO CA 94306-3726 06-0204150OLD ADOBE RD 175-20-10594 VILKIN, PETER D TRUSTEE 3790 EL CAMINO REAL 176 PALO ALTO CA 94306 06-0204155OLD ADOBE RD 175-20-11095 PALO ALTO HILLS GOLF AND 3000 ALEXIS DR PALO ALTO CA 94304-1303 06-0393000ALEXISDR182-35-03596 Page 4Santa Clara County Weed Abatement Program96 records of 100 Item 6 Attachment B 2023 Palo Alto Weed Abatement Program Commencement Report Item 6: Staff Report Pg. 11 Packet Pg. 91 of 134  Situs APN CITY/STATE 2023 WEED ABATEMENT PROGRAM COMMENCEMENT REPORT CITY OF PALO ALTO TRA Exhibit A VON CLEMM, PETER F AND JENNIFER 3130 ALEXIS DR PALO ALTO CA 94304-1305 06-0393130ALEXISDR182-43-02497 JACOBSEN, RUTH E TRUSTEE 966 LAUREL GLEN DR PALO ALTO CA 94304-1322 06-039966LAUREL GLEN DR 182-43-03898 BOGERTY, SHARON D 951 LAUREL GLEN DR PALO ALTO CA 94304-1323 06-039951LAUREL GLEN DR 182-49-00499 YEH KNOLL HOLDING INC A 0 ICE HOUSE ST CENTRAL 06-039930LAUREL GLEN DR 182-54-006100 Page 5Santa Clara County Weed Abatement Program100 records of 100 Item 6 Attachment B 2023 Palo Alto Weed Abatement Program Commencement Report Item 6: Staff Report Pg. 12 Packet Pg. 92 of 134  City of Palo Alto Weed Abatement The City of Palo Alto contracts with the Santa Clara County Department of Agriculture and Environmental Management (SCCDAEM) to remove and destroy weeds in its efforts to mitigate potential fire hazards (as defined in Palo Alto Municipal Code Chapter 8.08). The entire weed abatement program is coordinated by the SCCDAEM. Abatement proceedings must follow a legally established course. This is an annual process with weed abatement occurring in late Spring. City of Palo Alto involvement is limited to the following 3 steps for City Council: 1)(Nov-Dec) City of Palo Alto Declares Weeds a Nuisance to allow for County abatement and sets a later date (Jan-Feb) for a public hearing to review the Annual Commencement Report (list of” nuisance” parcels). 2)(Jan-Feb) Public Hearing to review the Annual Commencement Report and approve the County abatement proceedings. At this public hearing, property owners may appear and object to the proposed weed destruction or removal. After the hearing and consideration of any objections, the Council may sustain or overrule any or all objections. Upon adoption of the resolution confirming the weed abatement commencement report and ordering weed nuisances abated, the County will be asked to perform the abatement work to destroy and remove any weeds. 3)(June) Public Hearing to approve the invoices for the abatement work performed by the SCCDAEM. The Santa Clara County Weed Abatement Program The Santa Clara County Department of Agriculture and Environmental Management and the City of Palo Alto work together to protect our community from fire. The purpose of the Weed Abatement Program is to prevent fire hazards posed by vegetative overgrowth and the accumulation of combustible materials. Typically, a property is placed on the program list by a County Weed Abatement Inspector who identifies a potential fire hazard on the property. The Palo Alto Fire Department (PAFD) & Code Enforcement also report addresses of concern and forward (verified) complaints from residents to the SCCDAEM. Residents can report addresses of concern to PAFD, code enforcement, or directly to the County Weed Abatement Program. Santa Clara County program staff annually inspect “nuisance” parcels at the beginning of the fire season, which is typically April 30th for CPA parcels. The Weed Abatement program is entirely funded from fees charged to residents. All parcels on the list will be charged a basic inspection fee. If the parcel is not in compliance at the time of inspection, the property owner will be charged an additional failed inspection fee, and they will receive a final courtesy notice as a reminder to abate their weeds within 2 weeks. If the weeds are not abated by the property owner, the work will be completed by the County contractor. The property owner will pay the contractor’s fees plus a County administrative fee. All fees will be included in their property tax bill. Attachment CItem 6 Attachment C Weed Abatement Timeline and Summary Item 6: Staff Report Pg. 13 Packet Pg. 93 of 134  Properties that meet and maintain the minimum fire safety standards will only be charged for the annual fee. These properties will be removed from the list after three years of compliance. Item 6 Attachment C Weed Abatement Timeline and Summary Item 6: Staff Report Pg. 14 Packet Pg. 94 of 134  CITY COUNCIL STAFF REPORT From: City Manager Report Type: CONSENT REPORT Lead Department: Community Services Meeting Date: February 27, 2023 Report #: 2301-0723 TITLE Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and Open Spaces (Item Pulled from Consent January 23, 2023) RECOMMENDATION The Parks and Recreation Commission (PRC) recommends that the City Council adopt an amendment to PAMC 22.04.220 to regulate electric bicycles and electric coasting devices 1 in City parks and open spaces EXECUTIVE SUMMARY This item was agendized for approval on the Consent Agenda on January 23, 2023. It was pulled from consent by Council Members Burt, Stone and Tanaka. The full original Staff Report is available here: https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82230 APPROVED BY: Lesley Milton, City Clerk Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 1 Packet Pg. 95 of 134  1 6 6 7 CITY COUNCIL STAFF REPORT From: City Clerk Report Type: ACTION Lead Department: City Manager Meeting Date: February 27, 2023 Report #: 2301-0804 TITLE Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from February 13, 2023) RECOMMENDATION Staff recommends that the City Council discuss and accept 2023 Standing Committee Topics. BACKGROUND/ANALYSIS This item originally was heard during the Council Annual Retreat on January 28, 2023. The item was agendized for further discussion on February 13th, but was continued. The full staff report can be accessed here: https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82270 APPROVED BY: Lesley Milton, City Clerk Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 1 Packet Pg. 96 of 134  City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: February 27, 2023 Report #:2302-0987 TITLE Rescheduled Item from February 6, 2023: Professional Services Agreement with Townsend Public Affairs Contract RECOMMENDATION Approval of Professional Services Agreement with Townsend Public Affairs, Inc. (C23183770) in the Amount Not-to-Exceed $558,000 for State and Federal Legislative Advocacy Services and Grant Consulting and Compliance Services for a Period of Three Years with the Option to Renew for Two Periods of One Year Each; CEQA status—not a project. This report has been updated to incorporate supplemental information issued after release of the original staff report prepared for the February 6, 2023 consent agenda. EXECUTIVE SUMMARY The City Council voted on February 6 to remove this item from the Consent Calendar and agendize for discussion. The recommended agreement would engage Townsend Public Affairs, Inc. (TPA), for grant consulting and legislative advocacy professional services. Following a Request for Proposals procurement process, TPA was selected as the provider most advantageous to the City. Staff also offers an alternative (substitute) recommendation if the City Council wishes to refine performance expectations. The alternative (substitute) recommendation would proceed with the recommended agreement for a one-year initial period, enabling further Council discussion and direction while providing needed services for the current legislative session: Approval of a Professional Services Agreement with Townsend Public Affairs in an amount not to exceed $186,000 for State and Federal Legislative Advocacy Services and Grant Consulting for a period of one (1) year period with options to renew for four periods of one year each. BACKGROUND In fall 2022, a Request for Proposals (RFP) was conducted for grant consulting and legislative advocacy professional services. The project scope of services – seeking and submitting grant Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 1 Packet Pg. 97 of 134  applications and legislative advocacy work – are closely related, therefore the RFP was jointly led by the City Manager’s Office and the Administrative Services Department (ASD). The scope was structured as a multi-award opportunity where the City’s expectation is that regardless of which firms are selected, that the firms will work in partnership with one another and the City will advance the entire ecosystem of advocacy and grant services for the City. The chart below describes the relationships of this work. *The 3 green circles all relate to the grant consulting tasks. They are listed as 3 separate circles to show that support related to grants includes more than just finding grants for the City. 1 The workplan included increased interaction between the full Council and 1 1 Report (pdf page 168; CMR 14913): https://www.cityofpaloalto.org/files/assets/public/agendas- minutesreports/agendas-minutes/city-council-agendas-minutes/2022/20221107/20221107pccsm-amended- linked-q.a-2.pdf. Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 2 Packet Pg. 98 of 134  the legislative advocates during the legislative session. In recent years, the lobbyist has made at least quarterly updates to the Policy and Services Committee and updates to the full Council as action was needed on legislative positions. In the Council approved 2023 workplan, the frequency of legislative discussions with the full Council have increased to replace the Committee-only discussions. The 2023 workplan also includes a touch point early in the year with legislators representing Palo Alto (intended as a legislative reception but this year it will likely be individual legislator visits to Council due to scheduling difficulties). Attachment A to the report below for this February 27 City Council discussion. ANALYSIS Legislative Advocacy. Working with City staff and Council, TPA will implement the City’s 2023 legislative workplan as approved by the Council in November 2022. TPA will implement subsequent year workplans as well in a fashion that mirrors the Council direction in June 2021 to be strategic in the approach to legislative advocacy in both Sacramento and Washington, DC. With regular scheduled discussions with the full Council and the Policy and Services Committee, TPA will inform the Council of updates in the state and federal capitals and receive feedback from the Council on areas of interest and concern. Staff will regularly communicate with TPA to keep progressing the City‘s legislative goals. Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 3 Packet Pg. 99 of 134  attached contract. In this 2023 legislative year, staff looks forward to the Council having additional planned interactions with the lobbyist team based on the 2023 workplan. Grant Support Consultant Services. Working with City staff, priorities and funding needs will be assessed at the onset by TPA. Working together with the City’s legislative advocacy teams, TPA will research grant opportunities and assist the City with prioritizing grants to pursue, based on funding priority and other factors, such as eligibility and feasibility of compliance requirements. TPA will also develop and submit the City’s grant proposal and provide grant administration support post-award to ensure the City meets reporting and compliance requirements. Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 4 Packet Pg. 100 of 134  Table 2: Summary of Proposals by Proposed Service Area Additional information about the proposals • Alcalde & Fay: bid on grant consulting and federal legislative services. The proposal demonstrated a strong understanding of the grant seeking climate as well as the Washington DC culture but did not demonstrate a strong ability to apply those services to Palo Alto’s needs. • California Consulting Inc. bid on grant consulting services. This proposal was very short and did not identify specifics on helping Palo Alto through the entire grants process including compliance support. • Darnell Shaw Environmental, SPC. bid on grant consulting and federal legislative services. This proposal demonstrated competence in the environmental space but did not show an ability to address other Palo Alto priority areas such as housing and economic recovery. • Engineering Solutions Services bid on grant consulting. This proposal demonstrated an ability to assist Palo Alto with pursuing some grants, but not for all the priority areas for Palo Alto (such as housing and economic recovery). The proposal also spoke less to assistance with grant compliance. • Townsend Public Affairs, Inc. bid on grant consulting and state and federal legislative services. This proposal demonstrated strong relationships in the state and federal legislative advocacy realm with an ability to apply them to Palo Alto-specific needs. For grants consulting, this bidder demonstrated an ability to assist the City with grant searching, applications, and help on grant compliance. This bidder was the only proposal for state legislative services. For both state and federal legislative services, this bidder showed an ability to leverage relationships in Sacramento and Washington, DC for Palo Alto’s needs and an ability to easily have synergy between the teams doing state and federal advocacy. • Van Scoyoc Associates, Inc. bid on federal legislative services. This proposal demonstrated an ability to leverage relationships in Washington, DC for Palo Alto. TPA stood out in grant consulting services because they provide assistance throughout the entire grant process from searching for grants to application to grant award and to ensuring the City knows the requirements for the grant and can comply with them in a timely manner. For state Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 5 Packet Pg. 101 of 134  legislative advocacy, TPA showed a breadth of knowledge on relevant issues and key players and expressed how they would use that information to benefit the City. Lastly, for federal advocacy, TPA’s scope included connections to federal agencies to stay informed of potential impacts to the City. Overall, TPA’s expressed ability to connect grants, state, and federal advocacy work efficiently on behalf of the City made them the forerunner for this contract for all three service areas. not by bidder. This means that bids on grant services were only evaluated against other bids on grant services; similarly, all bids on federal legislative services were only evaluated against other bids on federal legislative services. This also applied to state legislative services, though there was only one bid to evaluate for that service area. Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 6 Packet Pg. 102 of 134  - Why aren’t there any environmental agencies included on the list of key agencies in Exhibit A Scope of Services? $186,000 for State and Federal Legislative Advocacy Services and Grant Consulting for a period of one (1) year period with options to renew for four periods of one year each. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 7 Packet Pg. 103 of 134  ATTACHMENTS Attachment A: Contract with Townsend Public Affairs, Inc.; Contract #C23183770 (with Exhibit C-1 included) APPROVED BY: Ed Shikada, City Manager Item 9 Item 8 Staff Report Item 9: Staff Report Pg. 8 Packet Pg. 104 of 134  Professional Services Rev. Dec.15, 2020 Page 1 of 28 CITY OF PALO ALTO CONTRACT NO. C23183770 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND TOWNSEND PUBLIC AFFAIRS, INC. This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of January, 2023 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and TOWNSEND PUBLIC AFFAIRS, INC., a California co, located at 1401 Dove Street, Ste. 330, Newport Beach, California, 92660 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference: RECITALS A. CITY intends to be represented in all state and federal legislative advocacy matters and requires grant consulting and compliance services (the “Project”) and desires to engage a consultant for representation and professional services in connection with the Project (the “Services”, as detailed more fully in Exhibit A). B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows: SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through December 31, 2025 with the option to renew for an two periods of one (1) year each, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement. CITY shall notify CONSULTANT of its intent to exercise its option to renew in writing no later than ninety (90) days before the end of the term of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 9 Packet Pg. 105 of 134  Professional Services Rev. Dec.15, 2020 Page 2 of 28 OF PERFORMANCE”. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Five Hundred Fifty- Eight Thousand Dollars ($558,000.00). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY. Optional Additional Services Provision (This provision applies only if checked and a not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.) In addition to the not-to-exceed compensation specified above, CITY has set aside the not- to-exceed compensation amount of zero Dollars ($0) for the performance of Additional Services (as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed Five Hundred Fifty-Eight Thousand Dollars ($558,000.00), as detailed in Exhibit C. “Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 10 Packet Pg. 106 of 134  Professional Services Rev. Dec.15, 2020 Page 3 of 28 Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement. SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 11 Packet Pg. 107 of 134  Professional Services Rev. Dec.15, 2020 Page 4 of 28 deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Niccolo De Luca, Telephone: (510) 835-9050, Email: ndeluca@townsendpa.com, as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 12 Packet Pg. 108 of 134  Professional Services Rev. Dec.15, 2020 Page 5 of 28 and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property. CITY’s Project Manager is Chantal Cotton Gaines, City Manager’s Office, 250 Hamilton Avenue, 7th Floor, Palo Alto, CA, 94301, Telephone: (650) 329-2572, Email: Chantal.Gaines@CityofPaloAlto.org. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 13 Packet Pg. 109 of 134  Professional Services Rev. Dec.15, 2020 Page 6 of 28 or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-: VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 14 Packet Pg. 110 of 134  Professional Services Rev. Dec.15, 2020 Page 7 of 28 SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination. 19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials). 19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30. 19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 15 Packet Pg. 111 of 134  Professional Services Rev. Dec.15, 2020 Page 8 of 28 SECTION 21. CONFLICT OF INTEREST. 21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. 22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements:         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 16 Packet Pg. 112 of 134  Professional Services Rev. Dec.15, 2020 Page 9 of 28 (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1) is not a public works contract; (2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 17 Packet Pg. 113 of 134  Professional Services Rev. Dec.15, 2020 Page 10 of 28 alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. This Project is not a 9204 Public Works Project. SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY. 28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement,         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 18 Packet Pg. 114 of 134  Professional Services Rev. Dec.15, 2020 Page 11 of 28 CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT. 28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS. 29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control. 29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement. 29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 19 Packet Pg. 115 of 134  Professional Services Rev. Dec.15, 2020 Page 12 of 28 SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein: EXHIBIT A: SCOPE OF SERVICES EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 20 Packet Pg. 116 of 134  Professional Services Rev. Dec.15, 2020 Page 13 of 28 CONTRACT NO. C3183770 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee TOWNSEND PUBLIC AFFAIRS, INC. By:_________________________________ Name: Christopher Townsend Title: President         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 21 Packet Pg. 117 of 134  Professional Services Rev. Dec.15, 2020 Page 14 of 28 EXHIBIT A SCOPE OF SERVICES CONSULTANT will provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. CONSULTANT will represent CITY in all federal and state legislative advocacy matters including grant seeking and funding advocacy. CONSULTANT will also assist the City in the follow up requirements necessary for grants the City successfully obtains. The CONSULTANT'S objective will be to execute a comprehensive legislative strategy on behalf of CITY. CONSULTANT will not attempt to achieve the CITY'S goals while disadvantaging another entity, city, or county. When possible, CONSULTANT will work towards win-win scenarios. In order to achieve the CITY'S objectives, advocacy must encompass an understanding of all matters related to the CITY'S legislative program. Task 1: State Legislative Advocacy Services and Deliverables CONSULTANT will continue to utilize the following strategic and comprehensive approach to provide state legislative advocacy services to the City. The deliverables for state legislative advocacy services are embedded within the scope below. CONSULTANT will advocate LQ6DFUDPHQWRon behalf of the CityRI3DOR$OWR. These efforts will include: 1. Conduct Detailed Orientation: CONSULTANT will utilize a comprehensive onboarding process that includes extensive meetings with various relevant members of City leadership and key City departments to help develop a strategic plan that is carefully tailored to satisfy the needs of the City, as well as designed for maximum success in the current political climate and funding environment. 2. Develop Legislative Strategy: Utilizing the information gathered during the onboarding process and work the City has done in recent years, CONSULTANT will coordinate with the City to develop an official legislative platform and strategy that represents the City’s priorities in Sacramento. This blueprint will be shared with key stakeholders in the State Legislature and Governor’s Administration. 3. Implement the Legislative Strategy: CONSULTANT will advocate for the City’s legislative agenda utilizing the following methods: 4. Build and Strengthen Relevant Relationships: CONSULTANT has cultivated a network of valuable relationships that will be leveraged to promote the City’s legislative agenda. These relationships include: a. City Legislative Delegation (State Senator and State Assembly member) b. Governor’s Administration and Agency Leadership         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 22 Packet Pg. 118 of 134  Professional Services Rev. Dec.15, 2020 Page 15 of 28 c. State Legislative Leadership d. Key Legislative Committees i. Senate Budget Committee ii. Assembly Budget Committee iii. Senate Governance and Finance Committee iv. Assembly Local Government Committee v. Senate Housing Committee vi. Assembly Housing and Community Development Committee 5. Leverage Relationships for Strategic Advocacy Plan: CONSULTANT will engage various techniques to leverage its network of key relationships on behalf of the City: a. Schedule meetings for the City to discuss relevant legislation b. Prepare all briefing materials and talking points for the City c. Brief legislative offices and stakeholders on the City’s legislative agenda d. Follow-up on meetings to ensure commitments and deliverables are being met 6. Coordinate Advocacy Trips: CONSULTANT will work with the City to coordinate advocacy trips to Sacramento to meet with the City’s legislative delegation, as well as legislators that serve on committees relevant to the City’s agenda. Furthermore, whenever possible, CONSULTANT will also schedule site visits by legislators to the City. 7. Track Legislation: CONSULTANT will identify, analyze, and monitor all bill introductions and amendments relevant to the City’s legislative platform and assess their potential impact on the City. 8. CONSULTANT will ensure that the City receives relevant information in a timely manner on such legislation. 9. Craft Testimony and Position Letters: CONSULTANT will prepare and submit written and verbal testimony regarding legislation relevant to the City. 10. CONSULTANT will also draft and deliver position letters to legislators and key officials on specific bill language. 11. Draft Bill Language: CONSULTANT will draft language and amendments for relevant legislation, as required to protect and promote the City’s agenda. 12. State Budget Funding Opportunities: In an effort to maximize state funding, CONSULTANT will work with the City to identify projects and other funding priorities that may be suitable for funding through the State Budget. 13. CONSULTANT will coordinate with the City to develop supporting materials for the budget request.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 23 Packet Pg. 119 of 134  Professional Services Rev. Dec.15, 2020 Page 16 of 28 14. CONSULTANT will also work with members of the City’s state legislative delegation, along with the Assembly and Senate Budget Committees, to gain support for the inclusion of the City’s project in the final State Budget approved by the Legislature. 15. Strategic Communications Guidance: As directed, CONSULTANT advocates will recommend strategic media strategies to improve the image of the City in the state and effectively communicate the City’s policy priorities and positions to a broad audience as needed. Examples include advice on Op-Ed materials, strategizing with media outlets for visits with the City’s legislative delegations, and delivering state and local responses to legislative issues. 16. Provide Progress Reports: CONSULTANT will confer regularly with the City on our activities. 17. CONSULTANT will provide timely electronic reports on the status of all legislative activity, such as bill language, amendments, and committee analyses. 18. In addition to written reports, CONSULTANT will be available to the City for conference calls, in-person briefings, and meetings. 19. Prepare and File Lobbying Disclosure Reports: CONSULTANT will prepare and file, on behalf of the City, all applicable state lobbying disclosure reports. Task 2: Federal Legislative Advocacy Services and Deliverables The deliverables for federal legislative advocacy services are embedded within the scope below. CONSULTANT will utilize the following strategic and comprehensive approach to provide federal legislative advocacy services to the City. 1. Conduct Detailed Orientation: CONSULTANT will utilize a comprehensive onboarding process that includes extensive meetings with various relevant members of City leadership and key City departments to help develop a strategic plan that is carefully tailored to satisfy the needs of the City, as well as designed for maximum success in the current political climate and funding environment. 2. Develop Legislative Strategy: Utilizing the information gathered during the onboarding process, CONSULTANT will coordinate with the City to develop an official legislative platform and strategy that represents the City’s priorities in Washington, DC. This blueprint will be shared with key stakeholders in the Congress and the Presidential Administration. 3. Implement the Legislative Strategy: CONSULTANT will advocate for the City’s legislative agenda utilizing the following activities (not limited to) 4. Leverage Relationships for Strategic Advocacy Plan: CONSULTANT will engage         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 24 Packet Pg. 120 of 134  Professional Services Rev. Dec.15, 2020 Page 17 of 28 various techniques to leverage our network of key relationships on behalf of the City: a. Schedule meetings for the City to discuss relevant legislation b. Prepare all briefing materials and talking points for the City c. Brief legislative offices and stakeholders on the City’s legislative agenda d. Follow-up on meetings to ensure commitments and deliverables are being met o Coordinate 5. Advocacy Trips: CONSULTANT will work with the City to coordinate advocacy trips to Washington, DC to meet with the City’s legislative delegation, as well as legislators that serve on committees relevant to the City’s agenda. Furthermore, whenever possible, CONSULTANT will also schedule site visits by legislators to the City. 6. Track Legislation: CONSULTANT will identify, analyze, and monitor all bill introductions and amendments relevant to the City’s legislative platform and assess their potential impact on the City. 7. CONSULTANT will also track other initiatives occurring in Washington, DC that could impact the City (e.g., new programs with local impacts; relevant funding opportunities; etc.) 8. Craft Testimony and Position Letters: CONSULTANT will prepare and submit written and verbal testimony regarding legislation or initiatives relevant to the City. 9. CONSULTANT will also draft and deliver position letters to relevant agencies and legislators. 10. Draft Bill Language: In partnership with legislators, CONSULTANT will draft language and amendments for relevant legislation, as relevant and feasible to promote the City’s agenda. 11. Federal Earmark / Community Project Funding Opportunities: In an effort to maximize federal funding, CONSULTANT will work with the City to identify projects and other funding priorities that may be suitable for funding through the Federal Earmark process. 12. CONSULTANT will coordinate with the City to develop supporting materials for the earmark request. 13. CONSULTANT will also work with members of the City’s federal legislative delegation to gain support for the inclusion of the City’s project. 14. Build and Strengthen Relevant Relationships: CONSULTANT has cultivated a network of valuable relationships that will be leveraged to promote the City’s legislative agenda. These relationships will include:         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 25 Packet Pg. 121 of 134  Professional Services Rev. Dec.15, 2020 Page 18 of 28 a. City Legislative Delegation (US Senators and Representative representing Palo Alto area) i. Administration ii. White House Office of Intergovernmental Affairs iii. Department of Agriculture iv. Department of Commerce v. Department of Education vi. Department of Homeland Security vii. Department of Housing and Urban Development viii. Department of the Interior ix. Department of Justice x. Department of Labor xi. Department of Transportation xii. Army Corps of Engineers xiii. Bureau of Reclamation xiv. Economic Development Administration xv. Environmental Protection Agency xvi. Fish and Wildlife Service xvii. National Marine Fisheries Service xviii. National Park Service b. Federal Agencies i. Army Corps of Engineers ii. Bureau of Justice Assistance iii. Community Oriented Policing Services (COPS) iv. Employment and Training Administration v. Environmental Protection Agency vi. Federal Emergency Management Agency vii. Federal Highway Administration viii. Federal Railroad Administration ix. National Endowment for the Arts x. National Park Service xi. US Economic Development Administration xii. US Fish and Wildlife Service xiii. US Forest Service c. House Appropriations Committee d. Energy and Commerce Committee e. House Ways and Means Committee f. Transportation and Infrastructure Committee g. Municipal Organizations h. US Conference of Mayors i. National League of Cities j. Mayors and CEOs for U.S. Housing Investment         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 26 Packet Pg. 122 of 134  Professional Services Rev. Dec.15, 2020 Page 19 of 28 k. Mayors and CEOs for U.S. Housing Investments 15. Provide Progress Reports: CONSULTANT will confer regularly with the City on our activities. 16. CONSULTANT will provide timely electronic reports on the status of all legislative activity, such as bill language, amendments, and committee analyses. In addition to written reports, CONSULTANT will be available to the City for conference calls, in- person briefings, and meetings. 17. Prepare and File Lobbying Disclosure Reports: CONSULTANT will prepare and file, on behalf of the City, all applicable federal lobbying disclosure reports. Task 3: Grant Support Services Task 3A: Funding Needs Assessment and Citywide Prioritization 1. Conduct Detailed Orientation: CONSULTANT will utilize a comprehensive onboarding process that includes extensive meetings with various relevant members of City leadership and key City departments to develop a strategic plan that is tailored to satisfy the needs of the City, as well as designed for maximum success in the current political climate and funding environment. 2. Craft Strategic Funding Plan: Utilizing the information gathered during the onboarding process, CONSULTANT will coordinate with CITY to develop a proactive and comprehensive strategic funding plan that serves the needs of the City’s priorities. The plan will identify City projects, outline and prioritize multiple funding options for each project, and develop a specific plan of work tailored for each project. The plan will also identify key criteria or restrictions that will help the City assess the cost/benefit ratio for each grant opportunity. 3. Identify, Research, and Monitor Grant Funding Opportunities: CONSULTANT will utilize list-serve subscription programs, funding workshops, agency canvassing, and other networking tactics to ensure every potential opportunity is identified and reviewed for relevance with the City’s projects. 4. CONSULTANT will Share these opportunities with CITY for further assessment and determination if a grant application is warranted. CITY will also receive a grant matrix of funding programs that is updated regularly as new opportunities arise and to assist with workload management and prioritization. Deliverables for Task 3A: 1. Meet with City staff to ascertain needs and goals         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 27 Packet Pg. 123 of 134  Professional Services Rev. Dec.15, 2020 Page 20 of 28 2. Conduct background research as requested by City 3. Provide advice on best grants for City to pursue, based on Strategic Funding Plan and grant requirements and guidelines 4. Regular communication via email, phone, or video conference regarding upcoming grant opportunities. 5. Strategic Funding Plan and Grant Matrix of Funding Programs that includes elements outlined above Task 3B: Grant Writing Services 1. Community Outreach: CONSULTANT will assist CITY with community outreach required for grant applications by ensuring the City is aware of specific requirements, help develop materials that capture all elements required by the grant, and compile the data following the outreach to include in the application. 2. Grant Application Development and Submittal: CONSULTANT will develop, draft, submit, and follow up on each City grant application through the following process: a. Establishment of Clear Accountabilities: To avoid confusion and inefficient and to ensure that CITY is burdened as little as possible as CONSULTANT pursues a grant opportunity, CONSULTANT will coordinate with CITY to ensure the assignment of responsibilities and tasks are made clear. b. Provide Overview of Full Application Requirements: To ensure that the program is a strong fit for the City’s project, CONSULTANT will provide CITY with a detailed overview of the requirements for each grant program and corresponding application. This will include: i. Application timeline ii. Eligible project types iii. Funding availability and award maximum and minimums iv. List of application components, including proposal questions and any required v. Attachments c. Assemble Project Background and Details: CONSULTANT will conduct a detailed informational interview with City staff most involved with each project to gain a full understanding of the project background and scope details necessary for developing the grant proposal and addressing all application questions. d. Coordinate Technical Project Details: For technical application components such as site plans, detailed cost estimates, project timelines, engineering plans, and cost benefit analyses, CONSULTANT will coordinate with City staff to compile all necessary attachments and ensure consistency across all elements of the         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 28 Packet Pg. 124 of 134  Professional Services Rev. Dec.15, 2020 Page 21 of 28 application. e. Draft Written Proposal: CONSULTANT will fully draft all narrative components of the application and, when applicable, will indicate where additional input or project detail from the City could be provided during the proposal review process. f. Incorporate Feedback to Finalize Proposal: Well ahead the of the application deadline, CONSULTANT will provide CITY with a full draft for review and feedback. CONSULTANT will incorporate any additional details or revisions provided during this process to finalize the grant application and will obtain CITY’S approval for the final version of the application prior to submission. g. Submit Completed Application: CONSULTANT will ensure that applications are submitted prior to the deadline, whether the submission is electronic or through hard copies, in accordance with submission instructions for each individual program. For hard copy submissions, CITY will print and package applications according to submission instructions and will ship applications through a reliable carrier service such as FedEx in order to provide the City with tracking and delivery confirmation for the application. h. CONSULTANT will also obtain a receipt for proof of submission and provide a final copy of all submitted application documents to CITY. 3. Funding Advocacy: Throughout grant application process CONSULTANT will leverage relationships with relevant officials and program officers in various state and federal funding agencies to ensure that grant applications are aligned with the goals of the specific grant program and that the applications are well-crafted and well positioned for funding. Deliverables for Task 3B: 1. Develop/draft, finalize, and submit all sections of grant applications, with direction of CITY. 2. Monthly reports that advise CITY of status of grants in progress, grants submitted, and grants awarded. 3. Ensure timelines for grant submittal are met. Task 3C: Grant Compliance Support 1. Post-Grant Submittal Advocacy: CONSULTANT will frequently contact legislators and agency officials to follow up on the status of a grant application and promote its need and urgency. This will include drafting letters of support after grant submissions and         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 29 Packet Pg. 125 of 134  Professional Services Rev. Dec.15, 2020 Page 22 of 28 distributing them to legislators for their consideration. In addition, CONSULTANT will work with legislators to reach out to individual granting agencies to provide background on City’s projects and convey their support for those projects. 2. Post-Award Grant Administration and Compliance: CONSULTANT will also assist, as needed, with post-award administration and compliance for all grant applications submitted by CONSULTANT on behalf of CITY. This assistance will include interacting with granting agencies on behalf of the City, providing support for the drafting and submission of required reports, evaluations, and other tasks related to the successful monitoring of and compliance with the program requirements. a. On an as needed basis, CONSULTANT will provide post-award grant administration and compliance technical expertise and/or support, as agreed upon between the CONSULTANT and CITY for grants not submitted by CONSULTANT. b. Scope and fees for these ADDITIONAL SERVICES will be agreed upon by CONSULTANT and CITY and a TASK ORDER issued. 3. Comprehensive Follow-Up on Unsuccessful Applications: Despite all best efforts, some grant applications are not selected for funding. In those instances where grant applications are unsuccessful, CONSULTANT will work with the relevant state and federal funding agencies to set up in-person or telephone debriefing sessions to discuss the grant applications and how to best revise the grant applications for the next funding round to ensure success. 4. Provide Monthly Progress Reports: CONSULTANT will confer regularly with CITY on grant opportunities, progress reports, and other activities. CONSULTANT will provide timely electronic monthly reports on the status of all funding activity, such current funding opportunities, current applications, submitted applications, and post-grant submittal advocacy, and a summary of activities taken during the previous month and the status. In addition to written reports, CONSULTANT will be available to the City for conference calls, in person briefings, and meetings. Deliverables for Task 3C: 1. Monthly reports that detail grant compliance activities, current and upcoming, and state and/or federal legislative advocacy work/support.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 30 Packet Pg. 126 of 134  Professional Services Rev. Dec.15, 2020 Page 23 of 28 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK ORDER NO.: 2. CONSULTANT NAME: 3. PERIOD OF PERFORMANCE: START: COMPLETION: 4 TOTAL TASK ORDER PRICE: $__________________ BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________ 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________ 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: SERVICES AND DELIVERABLES TO BE PROVIDED SCHEDULE OF PERFORMANCE MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________ I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 31 Packet Pg. 127 of 134  Professional Services Rev. Dec.15, 2020 Page 24 of 28 EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY. Milestones Completion Number of Days/Weeks (as specified below) from NTP Task 1: State Legislative Services As directed by the City Project Manager within the term of the agreement. Task 2: Federal Legislative Services As directed by the City Project Manager within the term of the agreement. Task 3: Grant Support and Compliance Services Includes A, B and C below A. Funding Needs Assessment and Citywide Prioritization, as described in Exhibit “A” As directed by City Project Manager within the term of agreement. B. Grant Writing Services, as described in Exhibit “A” As directed by City Project Manager within the term of agreement. C. Grant Compliance Support, as described in Exhibit “A” As directed by City Project Manager within the term of agreement. Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on-call agreements per Section 1 or agreements with Additional Services per Section 4.) The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 32 Packet Pg. 128 of 134  Professional Services Rev. Dec.15, 2020 Page 25 of 28 EXHIBIT C COMPENSATION CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below. CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. BUDGET SCHEDULE TASK NOT TO EXCEED AMOUNT Task 1 (Grant Consulting and Compliance Services) $144,000.00 Task 2 (Federal Legislative Advocacy Services) $216,000.00 Task 3 (State Legislative Advocacy Services) $342,200.00 Less: Discount for Bundled Cost Structure (Tasks 1, 2, and 3) ($144,000.00) Sub-total for Services $558,000.00 Reimbursable Expenses (if any) $0.00 Total for Services and Reimbursable Expenses $558,000.00 Additional Services (if any, per Section 4) $0.00 Maximum Total Compensation $558,000.00 REIMBURSABLE EXPENSES CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 33 Packet Pg. 129 of 134  Professional Services Rev. Dec.15, 2020 Page 26 of 28 Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00. A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses. B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 34 Packet Pg. 130 of 134  EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: SERVICE/FEE DESCRIPTION OF SERVICES OPTION 1: State Legislative Advocacy Services $9,500 Per Month* *The monthly fee includes all reasonable business and travel expenses • Conduct Detailed Orientation • Develop Legislative Strategy • Implement the Legislative Strategy • Build and Strengthen Relevant Relationships • Leverage Relationships for Strategic Advocacy Plan • Coordinate Advocacy Trips • Track Legislation • Craft Testimony and Position Letters • Draft Bill Language • State Budget Funding Opportunities • Provide Progress Reports • Prepare and File Lobbying Disclosure Reports OPTION 2: Federal Legislative Advocacy Services $6,000 Per Month* *The monthly fee includes all reasonable business and travel expenses • Conduct Detailed Orientation • Develop Legislative Strategy • Implement the Legislative Strategy • Build and Strengthen Relevant Relationships • Leverage Relationships for Strategic Advocacy Plan • Coordinate Advocacy Trips • Track Legislation • Craft Testimony and Position Letters • Draft Bill Language • Federal Budget Funding Opportunities • Provide Progress Reports • Prepare and File Lobbying Disclosure Reports OPTION 3: Grant Consulting Services $4,000 Per Month* *The monthly fee includes all reasonable business and travel expenses • Craft Strategic Funding Plan • Identify, Research, and Monitor Grant Funding Opportunities • Grant Application Development and Submittal • Establishment of Clear Accountabilities • Provide Overview of Full Applications Requirements • Assemble Project Background and Details • Coordinate Technical Project Details • Draft Written Proposal • Incorporate Feedback to Finalize Proposal • Submit Completed Application • Funding Advocacy • Post-Grant Submittal Advocacy • Post-Award Grant Administration and Compliance • Comprehensive Follow-Up on Unsuccessful Applications Total Standard Cost for State and Federal Advocacy and Grant Consulting Services $19,500 Per Month $15,500 Per Month *The monthly fee includes all reasonable business and travel expenses Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 35 Packet Pg. 131 of 134  RFP COST PROPOSAL FORM Scop Labor Categories Est. Hours Per Month* Hourly Rate** Extended Rate*** Task 1 - Grant Consulting and Compliance Services • Niccolo De Luca, Vice President/Project 7-10 $300 $300 • Alex Gibbs, Grants Manager 30-40 $275 $275 •Christine Rose, Senior Associate TOTAL NOT TO EXCEED, TASK 1 Do not exceed amounts commensurate with monthly fee proposals: $4,000 per month/$48,000 annually Task 2 - Federal Legislative Advocacy Services • Niccolo De Luca, Vice President/Project 30-50 $300 $300 •Ben Goldeen, Federal Advocacy 20-25 $275 $275 • Sammi Maciel, Federal Associate 10-20 $225 $225 • Christopher Townsend, President/Strategic 10 $350 $350 TOTAL NOT TO EXCEED, TASK 2 Do not exceed amounts commensurate with monthly fee proposals: $6,000 per month/$72,000 annually Task 3 - State Legislative Advocacy Services • Niccolo De Luca, Vice President/Project 30-50 $300 $300 •Andres Ramirez, Senior Associate •Carly Shelby, Associate • Christopher Townsend, President/Strategic 10 $350 $350 TOTAL NOT TO EXCEED, TASK 3 Do not exceed amounts commensurate with monthly fee proposals: $9,500 per month/$114,000 annually TOTAL NOT TO EXCEED (TASKS 1-3) Total standardized cost structure: $19,500 per month/$234,000 annually Total bundled cost structure: $15,500 per moth/$186,000 annually *Hours subject to vary depending on time of year. **TPA recommends the City select our all-inclusive monthly fee option as a more cost-effective option than billing by the hour. ***Hourly rates include all reasonable business and travel costs. Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 36 Packet Pg. 132 of 134  Professional Services Rev. Dec.15, 2020 Page 27 of 28 EXHIBIT D INSURANCE REQUIREMENTS CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY STATUTORY STATUTORY YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGE COMBINED. $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED BODILY INJURY - EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY. II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS: A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 37 Packet Pg. 133 of 134  Professional Services Rev. Dec.15, 2020 Page 28 of 28 B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 OR HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP         Item 9 Attachment A Complete Townsend Contract (C23183770) Item 9: Staff Report Pg. 38 Packet Pg. 134 of 134