HomeMy WebLinkAbout2023-04-10 City Council Agenda PacketCITY COUNCIL
Special Meeting
Monday, April 10, 2023
Council Chambers & Hybrid
5:00 PM
Remote Call In Location: Hewing Hotel Address: 300 Washington Ave., Minneapolis, MN
55401
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
m e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o n
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
This meeting is being called to order in recognition of National Arab American Heritage
Month.
SPECIAL ORDERS OF THE DAY
1.Proclamation Honoring Public Safety Telecommunicators’ Week April 9‐15, 2023
2.Palo Alto Day Recognitions
STUDY SESSION
3.Report and Discussion on Community Engagement Activities Planned to Implement the
City’s Workplans for Calendar Year 2023
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT
CONSENT CALENDAR
4.Approval of Minutes from March 27, 2023 Meeting
5.SECOND READING: Adopt an Ordinance to Expand the Human Relations Commission
(HRC) from Five to Seven Members; CEQA status – not a project (FIRST READING: March
27, 2023 PASSED 7‐0)
6.Approval of Contract Amendment No. 1 to Contract No. S20175534B with HdL Coren &
Cone in the Amount of $8,400 and to Extend Term Six Months Ending September 2023 for
Property Tax Information and Reporting Services; CEQA Status – Not a Project
7.Agreement with Stanford University to provide $744,000 in funding for expanded Palo
Alto Link (PAL) on‐demand transit services; Contract Amendment No. 1 with Nomad
Transit, LLC (Via) to increase total contract amount not to exceed $3,244,000 for up to
two years; and Associated Budget Amendment in the General Fund. CEQA status – not a
project.
8.Approval of a Purchase Order with The Public Restroom Company in the Amount of
$596,556 to Provide and Install Modular Restroom Buildings at Rinconada and Ramos
Parks for the Rinconada Park Improvements Capital Improvement Program Project (PE‐
08001) and Park Restroom Installation Capital Improvement Program Project (PG‐19000),
including $542,324 for basic services and $54,232 for additional services and Approval of
Budget Amendments in the Parks Development Impact Fee Fund and Capital
Improvement Fund; CEQA status – Section 15303 exempt
9.Approval of an Updated Residential Winter Gas and Electric Rebate Program to Mitigate
Extraordinarily High January 2023 Customer Bills, Including Repeal and Replacement of
the Gas Rebate Program and Budget Appropriation adopted on March 27, 2023 and
Approval of Budget Amendments in the General Fund, Electric Fund, and Gas Fund, at a
Total Cost of up to $2,468,385; CEQA: Not a project under CEQA Guidelines sections
15378(b)(4) and (5).
CITY MANAGER COMMENTS
ACTION ITEMS
10.Approval of the Electric Utility Construction Services Contract With VIP Powerline Corp.
(C23185980) for a Total Not‐to‐Exceed Amount of $20,000,000 Over Five Years; CEQA
status – exempt (existing facilities, replacement or reconstruction)
11.Consideration of additional 2023 Council Priority Objectives
12.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from
February 13, 2023)
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 April 10, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org.
CITY COUNCILSpecial MeetingMonday, April 10, 2023Council Chambers & Hybrid5:00 PMRemote Call In Location: Hewing Hotel Address: 300 Washington Ave., Minneapolis, MN55401Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference/video conference or in person. To maximize public safety while still maintainingtransparency and public access, members of the public can choose to participate from home orattend in person. Information on how the public may observe and participate in the meeting islocated at the end of the agenda. Masks are strongly encouraged if attending in person. Them e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube 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 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
This meeting is being called to order in recognition of National Arab American Heritage
Month.
SPECIAL ORDERS OF THE DAY
1.Proclamation Honoring Public Safety Telecommunicators’ Week April 9‐15, 2023
2.Palo Alto Day Recognitions
STUDY SESSION
3.Report and Discussion on Community Engagement Activities Planned to Implement the
City’s Workplans for Calendar Year 2023
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT
CONSENT CALENDAR
4.Approval of Minutes from March 27, 2023 Meeting
5.SECOND READING: Adopt an Ordinance to Expand the Human Relations Commission
(HRC) from Five to Seven Members; CEQA status – not a project (FIRST READING: March
27, 2023 PASSED 7‐0)
6.Approval of Contract Amendment No. 1 to Contract No. S20175534B with HdL Coren &
Cone in the Amount of $8,400 and to Extend Term Six Months Ending September 2023 for
Property Tax Information and Reporting Services; CEQA Status – Not a Project
7.Agreement with Stanford University to provide $744,000 in funding for expanded Palo
Alto Link (PAL) on‐demand transit services; Contract Amendment No. 1 with Nomad
Transit, LLC (Via) to increase total contract amount not to exceed $3,244,000 for up to
two years; and Associated Budget Amendment in the General Fund. CEQA status – not a
project.
8.Approval of a Purchase Order with The Public Restroom Company in the Amount of
$596,556 to Provide and Install Modular Restroom Buildings at Rinconada and Ramos
Parks for the Rinconada Park Improvements Capital Improvement Program Project (PE‐
08001) and Park Restroom Installation Capital Improvement Program Project (PG‐19000),
including $542,324 for basic services and $54,232 for additional services and Approval of
Budget Amendments in the Parks Development Impact Fee Fund and Capital
Improvement Fund; CEQA status – Section 15303 exempt
9.Approval of an Updated Residential Winter Gas and Electric Rebate Program to Mitigate
Extraordinarily High January 2023 Customer Bills, Including Repeal and Replacement of
the Gas Rebate Program and Budget Appropriation adopted on March 27, 2023 and
Approval of Budget Amendments in the General Fund, Electric Fund, and Gas Fund, at a
Total Cost of up to $2,468,385; CEQA: Not a project under CEQA Guidelines sections
15378(b)(4) and (5).
CITY MANAGER COMMENTS
ACTION ITEMS
10.Approval of the Electric Utility Construction Services Contract With VIP Powerline Corp.
(C23185980) for a Total Not‐to‐Exceed Amount of $20,000,000 Over Five Years; CEQA
status – exempt (existing facilities, replacement or reconstruction)
11.Consideration of additional 2023 Council Priority Objectives
12.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from
February 13, 2023)
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.
2 Special Meeting April 10, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org.
CITY COUNCILSpecial MeetingMonday, April 10, 2023Council Chambers & Hybrid5:00 PMRemote Call In Location: Hewing Hotel Address: 300 Washington Ave., Minneapolis, MN55401Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference/video conference or in person. To maximize public safety while still maintainingtransparency and public access, members of the public can choose to participate from home orattend in person. Information on how the public may observe and participate in the meeting islocated at the end of the agenda. Masks are strongly encouraged if attending in person. Them e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube 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 ORDERThis meeting is being called to order in recognition of National Arab American HeritageMonth.SPECIAL ORDERS OF THE DAY1.Proclamation Honoring Public Safety Telecommunicators’ Week April 9‐15, 20232.Palo Alto Day RecognitionsSTUDY SESSION3.Report and Discussion on Community Engagement Activities Planned to Implement theCity’s Workplans for Calendar Year 2023AGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENTCONSENT CALENDAR4.Approval of Minutes from March 27, 2023 Meeting5.SECOND READING: Adopt an Ordinance to Expand the Human Relations Commission(HRC) from Five to Seven Members; CEQA status – not a project (FIRST READING: March27, 2023 PASSED 7‐0)6.Approval of Contract Amendment No. 1 to Contract No. S20175534B with HdL Coren &Cone in the Amount of $8,400 and to Extend Term Six Months Ending September 2023 forProperty Tax Information and Reporting Services; CEQA Status – Not a Project7.Agreement with Stanford University to provide $744,000 in funding for expanded PaloAlto Link (PAL) on‐demand transit services; Contract Amendment No. 1 with NomadTransit, LLC (Via) to increase total contract amount not to exceed $3,244,000 for up totwo years; and Associated Budget Amendment in the General Fund. CEQA status – not a
project.
8.Approval of a Purchase Order with The Public Restroom Company in the Amount of
$596,556 to Provide and Install Modular Restroom Buildings at Rinconada and Ramos
Parks for the Rinconada Park Improvements Capital Improvement Program Project (PE‐
08001) and Park Restroom Installation Capital Improvement Program Project (PG‐19000),
including $542,324 for basic services and $54,232 for additional services and Approval of
Budget Amendments in the Parks Development Impact Fee Fund and Capital
Improvement Fund; CEQA status – Section 15303 exempt
9.Approval of an Updated Residential Winter Gas and Electric Rebate Program to Mitigate
Extraordinarily High January 2023 Customer Bills, Including Repeal and Replacement of
the Gas Rebate Program and Budget Appropriation adopted on March 27, 2023 and
Approval of Budget Amendments in the General Fund, Electric Fund, and Gas Fund, at a
Total Cost of up to $2,468,385; CEQA: Not a project under CEQA Guidelines sections
15378(b)(4) and (5).
CITY MANAGER COMMENTS
ACTION ITEMS
10.Approval of the Electric Utility Construction Services Contract With VIP Powerline Corp.
(C23185980) for a Total Not‐to‐Exceed Amount of $20,000,000 Over Five Years; CEQA
status – exempt (existing facilities, replacement or reconstruction)
11.Consideration of additional 2023 Council Priority Objectives
12.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from
February 13, 2023)
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.
3 Special Meeting April 10, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org.
CITY COUNCILSpecial MeetingMonday, April 10, 2023Council Chambers & Hybrid5:00 PMRemote Call In Location: Hewing Hotel Address: 300 Washington Ave., Minneapolis, MN55401Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference/video conference or in person. To maximize public safety while still maintainingtransparency and public access, members of the public can choose to participate from home orattend in person. Information on how the public may observe and participate in the meeting islocated at the end of the agenda. Masks are strongly encouraged if attending in person. Them e e t i n g w i l l b e b r o a d c a s t o n C a b l e T V C h a n n e l 2 6 , l i v e o nYouTube 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 ORDERThis meeting is being called to order in recognition of National Arab American HeritageMonth.SPECIAL ORDERS OF THE DAY1.Proclamation Honoring Public Safety Telecommunicators’ Week April 9‐15, 20232.Palo Alto Day RecognitionsSTUDY SESSION3.Report and Discussion on Community Engagement Activities Planned to Implement theCity’s Workplans for Calendar Year 2023AGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENTCONSENT CALENDAR4.Approval of Minutes from March 27, 2023 Meeting5.SECOND READING: Adopt an Ordinance to Expand the Human Relations Commission(HRC) from Five to Seven Members; CEQA status – not a project (FIRST READING: March27, 2023 PASSED 7‐0)6.Approval of Contract Amendment No. 1 to Contract No. S20175534B with HdL Coren &Cone in the Amount of $8,400 and to Extend Term Six Months Ending September 2023 forProperty Tax Information and Reporting Services; CEQA Status – Not a Project7.Agreement with Stanford University to provide $744,000 in funding for expanded PaloAlto Link (PAL) on‐demand transit services; Contract Amendment No. 1 with NomadTransit, LLC (Via) to increase total contract amount not to exceed $3,244,000 for up totwo years; and Associated Budget Amendment in the General Fund. CEQA status – not aproject.8.Approval of a Purchase Order with The Public Restroom Company in the Amount of$596,556 to Provide and Install Modular Restroom Buildings at Rinconada and RamosParks for the Rinconada Park Improvements Capital Improvement Program Project (PE‐08001) and Park Restroom Installation Capital Improvement Program Project (PG‐19000),including $542,324 for basic services and $54,232 for additional services and Approval ofBudget Amendments in the Parks Development Impact Fee Fund and CapitalImprovement Fund; CEQA status – Section 15303 exempt9.Approval of an Updated Residential Winter Gas and Electric Rebate Program to MitigateExtraordinarily High January 2023 Customer Bills, Including Repeal and Replacement ofthe Gas Rebate Program and Budget Appropriation adopted on March 27, 2023 andApproval of Budget Amendments in the General Fund, Electric Fund, and Gas Fund, at aTotal Cost of up to $2,468,385; CEQA: Not a project under CEQA Guidelines sections15378(b)(4) and (5).CITY MANAGER COMMENTS ACTION ITEMS10.Approval of the Electric Utility Construction Services Contract With VIP Powerline Corp.(C23185980) for a Total Not‐to‐Exceed Amount of $20,000,000 Over Five Years; CEQAstatus – exempt (existing facilities, replacement or reconstruction)11.Consideration of additional 2023 Council Priority Objectives12.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued fromFebruary 13, 2023)
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 April 10, 2023
Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org.
1
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6
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: Police
Meeting Date: April 10, 2023
Report #:2302-0989
TITLE
Proclamation Honoring Public Safety Telecommunicators’ Week April 9-15, 2023
RECOMMENDATION
That the Council issue the proclamation honoring Public Safety Telecommunicators’ Week April
9-15, 2023.
ATTACHMENTS
Attachment A: Telecommunicator's Week Proclamation
APPROVED BY:
Andrew Binder
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 1 Packet Pg. 5 of 210
______________________________
Lydia Kou
Mayor
Proclamation
NATIONAL PUBLIC SAFETY
TELECOMMUNICATOR’S WEEK
April 9-15, 2023
WHEREAS, emergencies can occur at any time requiring police, fire, or emergency medical services; and
WHEREAS, when an emergency occurs the prompt response of law enforcement, firefighters and paramedics
is critical to the protection of life and preservation of property; and
WHEREAS, the safety of our police officers and firefighters is dependent upon the quality and accuracy of
information obtained from citizens who telephone the City of Palo Alto Communications Center; and
WHEREAS, public safety dispatchers are the first and most critical contact our citizens have with emergency
services; and
WHEREAS, public safety dispatchers are the single vital link for our law enforcement and fire personnel by
monitoring their activities by radio, providing them information and ensuring their safety; and
WHEREAS, public safety dispatchers of the City of Palo Alto Communications Center have contributed
substantially to the apprehension of criminals, suppression of fires and treatment of patients; and
WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the
performance of their job in the past year; and
NOW, THEREFORE, I, Lydia Kou, Mayor of the City of Palo Alto on behalf of the entire City Council do
hereby proclaim and call upon all citizens of Palo Alto to observe the week of April 9-15, 2023, as “National
Public Safety Telecommunicator’s Week” and join in honoring the men and women whose diligence and
professionalism keep our city and citizens safe.
Presented: April 10, 2023
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Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: April 10, 2023
Report #:2303-1233
TITLE
Palo Alto Day Recognitions
RECOMMENDATION
This Special Order is to recognize the following notable individuals that contributed to the
founding of Palo Alto.
Sarah Wallis
Anna P. Zschokke 1
Timothy Hopkins
Arthur Bridgman (AB) Clark
John Fletcher Byxbee
John F. Parkinson
Juana Briones
Prof. Charles David Marx2
Prof. Charles B. Wing 3
ATTACHMENTS
None – Proclamations are linked via footnote
1 Proclamation for Anna P. Zschokke https://www.cityofpaloalto.org/files/assets/public/city-
clerk/proclamations/anna-p.-zschokke-proclamation.pdf
2 Proclamation for Professor Charles David Marx https://www.cityofpaloalto.org/files/assets/public/city-
clerk/proclamations/charles-david-marx-proclamation.pdf
3 Proclamation for Professor Charles B. Wing https://www.cityofpaloalto.org/files/assets/public/city-
clerk/proclamations/charles-benjamin-wing-proclamation.pdf
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CITY COUNCIL
STAFF REPORT
From: City Manager
Report Type: STUDY SESSION
Lead Department: City Manager
Meeting Date: April 10, 2023
Report #: 2302-0935
TITLE
Report and Discussion on Community Engagement Activities Planned to Implement the City’s
Workplans for Calendar Year 2023
RECOMMENDATION
This item is a study session, and no action is requested. Staff recommends that the Council
receive a staff report and provide feedback to staff on community engagement activities
planned to implement the City’s workplans for calendar year 2023.
EXECUTIVE SUMMARY
This report provides a summary of community engagement activities planned and underway to
further the City’s workplans for the calendar year ahead. This update seeks to ensure that
ongoing activities are aligned with the Council’s expectations for community engagement and
advancing workplan priorities.
The report offers both 2022 key achievements (Attachment A) and work planned for calendar
year 2023 to build community awareness, enhance civic participation and receive stakeholder
input on City decision-making and programs. Approaches include town halls, community
information sessions, office hours, neighborhood meetings, online surveys, polls, and digital
engagement platforms. These efforts fall into three focus areas:
•topic-based community engagement,
•open-ended engagement such as listening sessions, and
•follow-up/closing the loop on issues raised by community members.
It should be noted that this scope of community engagement is a significant expansion from the
approach described last year. In 2022, the second and third bullets above were not explicitly
identified as focus areas. For this year’s workplan, staff believes it would be helpful to
specifically identify and focus on these dimensions of community engagement.
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In addition to providing input on the overall alignment of the work provided within this staff
report, the Council may want to discuss specific items such as the Neighborhood Town Hall
format and planning process, City hosted events as part of the community engagement
workplan, and the Palo Alto Community Survey cadence (set annually).
BACKGROUND
i. A key and new
area of focus was the reimagined and retooled Neighborhood Town Halls effort. The City
Council also directed that the Palo Alto Community Survey be funded annually instead of bi-
annually with direction to execute a survey in calendar year 2022. Both bodies of work were
initiated and accomplished.ii On January 28, 2023, the Council adopted a renewed set of
priorities for calendar year 2023iii and approved an extensive set of objectives that further
define projects and focus for the year ahead.iv As noted by the list in Attachment A, key
achievements have helped inform Council decision-making, further 2022 Council priorities,
enhance engagement and community input received, and build City/community connections
and relationship building.
•Inform: Fact sheets, webpages, blog posts, information sessions, open houses,
frequently asked questions, and website feedback forms
o Specific example: The City’s website forms are one tool used with currently 115
active forms available on the website gaining input on various topics, such as City
Manager Comments feedbackv
•Consult & Involve: Surveys, focus groups, questions and answer sessions, office hours,
public meetings like community meetings, town halls, panel discussions, workshops, and
polling
o Specific example: OpenGov Online Surveyvi: A forum to share feedback on
specific issues, programs, projects and initiatives. The intended audience is
resident-focused and includes an option for residents to follow the platform to
obtain surveys via email as they are launched. Current surveys open or recently
completed: University Streetscape and Visioning, Recreation Wellness Center,
and Wilkie Bridge weather stripping.
•Collaborate & Empower: Working groups, ad hoc groups, feedback groups, boards,
commissions and committee meetings, community advisory panels, advisory groups,
digital engagement platforms, and voter ballot measures.
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o Specific examples: 2022 voter measures K and L. Business-specific and resident-
specific committees on California Avenue/Ramona Street visioning. City Boards,
Commissions and Committees.vii Palo Alto Digital Forum, an online participatory
engagement to enable interaction on major initiatives like fiber and
sustainability.viii
ANALYSIS
This report shares a set of community engagement strategies planned and underway that:
•Support the implementation of the City’s workplans
•Inform City Council decision-making
•Build community through listening and receiving and responding to feedback received
•Enhance civic participation
As part of this report development, staff met with City Council Members to gain their thoughts
on what community engagement looks like to them, areas of opportunity for the year ahead,
and other items related to this body of work. Several ideas and thoughts are included in this
staff report, while balancing staffing and resource limitations.
The City of Palo Alto maintains an extraordinary level of community engagement on specific
topics as well as general engagement and ongoing communication on City programs, services
and events. From a general engagement standpoint, the City has used several approaches to
build community awareness, enhance civic participation and gain feedback. Approaches include
town halls, community information sessions, office hours, neighborhood meetings, online
surveys, polls, and digital engagement platforms.
Generally, these efforts fall into three focus areas of which the report is organized by:
1. Topic-based community engagement to help inform Council decision-making
2.General engagement such as listening sessions/opportunities that are open-ended
3. Follow-up, closing the loop on issues raised by community members
Section 1. Topic-based community engagement planned to enhance civic participation
City Council Priorities with Community Engagement Identified for the Calendar Year
The following list offers a sample of community engagement items specific to implementing the
City’s workplan and focused on topic-based engagement. It should be noted that each of the
priorities listed also involve multiple City Council and committee discussions as well as other
steps.
This summary is an illustration of the volume of communication tied to these efforts and the level
of effort anticipated over the upcoming months to engage residents and other key stakeholders.
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Community Health and Safety
•Human Relations Commission survey to learn about the lived experience of Asian
Americans, Native Hawaiians, and Pacific Islanders (AANHPI) in Palo Alto
•Wellness/Recreation Center
•National Night Out
•Begin Fire Station 4 rebuild
•Palo Alto Link Pilot Program implementation
•Bike and Pedestrian Plan Development
•Rail Grade Separation Quiet Zone Study
•Rail Grade Separation selection of alternatives
•Dr. Martin Luther King Jr. & Coretta Scott King Artist Residency
•Long term use of the Cubberley property
•Implement a strategy for provision and promotion of unleaded fuel at Palo Alto Airport
•Engage the SFO Roundtable on SFO’s Ground Based Augmentation System project
•Economic Development Strategy Development
•University Avenue Streetscape Design Project
•Car Free Streets – California Avenue and Ramona Street
•Rental Registry and Renter Protection Outreach
•Revise Accessory Dwelling Unit (ADU) regulations
•Begin Homekey Palo Alto development
•Residential Home Electrification Strategy, including launching of the City’s Heat Pump
Water Heater Program
•Commercial Electrification Strategy
•S/CAP Plan adoption/approval and implementation of the 3-year workplan
•Earth Day at Rinconada Library and Palo Alto Reads series of events
•Public Hearings, Town Hall and Online Survey
•Stakeholder engagement and new business tax implementation
Department-Specific Community Engagement Identified for the Calendar Year
Many of these items listed below were reviewed as part of the Council discussion on Council
priorities at their retreat on January 28, 2023, and as a follow-up to the retreat through the
objectives adopted on February 13, 2023.
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This list is meant to show examples of policy issues and topics that are tied to department-
specific work:
•Rental registry community meetings and outreach (Planning)
•Downtown Housing Master Plan (Planning)
•Development of parking using parking in-lieu fees; potentially in conjunction with an
affordable housing project (Planning/Transportation)
•Council certification of the North Ventura Coordinated Area Plan (NVCAP)CEQA
document and Plan adoption is targeted for August 2023 (Planning)
•Begin implementation of next phase of parklet regulations to the community
(Planning/Public Works)
•Citywide retail zoning code changes (Planning)
•Housing Element adoption (Planning)
•Capital Improvement program engagement such as Charleston/Arastradero Corridor
opening (Public Works)
•San Francisquito Creek JPA Neighborhood Workshop and Newell Road Bridge
Replacement (Public Works)
•Changes to the revised Tree Protection Ordinance (Public Works)
•Neighborhood traffic safety community outreach (Transportation)
•Fiber Backbone Build Out (Utilities)
Section 2. Listening/Open Ended Engagement
The following list of examples are community engagement planned intended to be open ended
and listening sessions.
•Neighborhood Town Halls: Hosted by two Council Members and Neighborhood leaders,
a series of four community meetings in specific neighborhood groupings is planned this
calendar year, to be held quarterly. The audience is intended to be neighborhood-
specific and the topics are resident-focused. The second Neighborhood Town Hall was
completed on Sunday, March 26, 2023 with the neighborhood areas of Greenmeadow,
Greendell, Walnut Grove, Fairmeadow, Charleston Meadow, Charleston Garden,
Charleston Village, Adobe Meadow, Meadow Park, and Greenhouse.
•Community Satisfaction Survey: The City has a long-standing goal of engaging the
community through an annual Palo Alto Community Survey which benchmarks the City
against other community surveys, engaging the community through a random sample of
community members. Per Council direction in the adopted FY 2022-23 budget, the last
survey was completed late 2022 and shared with the City Council on January 23, 2023.
•Workshops/Open House: General engagement opportunities and issues or service-
based workshops to engage and inform. Recent examples include the Making Better
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Choices in Your Home workshop (residential electrification resources) and the re-launch
of the Municipal Service Corporation (MSC) Open House in 2022.
•Palo Alto 311: This online application reporting tool provide the community a forum to
report issues directly and for staff to track, manage reports and follow-up with
residents, businesses, and visitors24-hours a day, 7 days a week.ix In calendar year 2022,
the City received 4,121 requests. Year-to-date as of March 27, the City has received
1,396 requests, many storm-related items.
•City Service Feedback: This new online feedback tool and community resource to share
customer service experience citywide is intended for all audiences and customers at any
City facility or online. Initially launched in Fiscal Year 2021-2022, it was recently
expanded to include specific Planning and Development customer service tools. The City
Service Feedback tool has received 200 responses from community members providing
service level input.
•Community Information Sessions: Information sessions are established as a more
informal format to share information, gain input and answer questions often on a
specific topic. Examples using this type of format include the Storm Update and Q & A
session, and Automated License Plate Reader technology information session.
Section 3. Follow-up/Closing the Loop
The following list of items are a mixture of community engagement and communications
methods to respond to residents’ questions or input and share information.
•Direct Email/One-On-One Discussions/Virtual Lobby Receptionist: Staff interact with
community members daily, whether they are out in the neighborhood, at a local park or
at a City facility, via email, direct meetings, front lobby service requests, and more. All
interactions are both gaining input and a level of following-up or closing the loop. In
addition, through the pandemic, a virtual lobby receptionist was added to enhance the
City’s service options and continues today as an important and many times, first point of
contact for residents to gain assistance.
•Digital Newsletters: Regular outbound communication enables readers to be informed
of major issues, upcoming events and community engagement planned. The newsletter
is one of several communications methods to inform and engage the community. Staff
receive several emails per week from the community, often questions about a topic
shared or ideas on future topics. New this year include topic-based newsletters on
economic development, housing, and relaunched transportation newsletter.
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•Printed/Mailed Newsletter: The first edition of the City’s newsletter was mailed in the
fall of 2022 to all Palo Alto households and shared a variety of updates, with online
resources to gain more details. Estimated quarterly cadence.
•Social Media: Platforms like Nextdoor, Facebook, and Instagram are opportunities for
two-way conversations both for others to engage on posts and send direct messages for
staff to answer specific questions from residents. Some of these platforms offer polls
and surveys, which the City uses as well.
•Website/Medium.Com Community Updates: The City’s official websites provide
engagement tools and a platform for sharing information. Web forms provide another
way to provide input and ask questions. The City’s medium.com site offers a similar
platform as a website though with social media benefits such as “following” the City or
“following” specific topics and sharing input/asking questions through the platform.
Council Discussion
Staff is seeking Council input on community engagement activities planned to implement the
City’s workplans for calendar year 2023. In addition, the Council could consider sharing
feedback on specific items such as the Neighborhood Town Hall Council co-host selection
process, City hosted events as part of the community engagement workplan, and the Palo Alto
Community Survey cadence (set annually), among other thoughts and feedback.
FISCAL/RESOURCE IMPACT
The details shared above provide activities planned using existing staff resources. Some
additional costs for platforms, materials, event hospitality, and mailers are not included in the FY
2023 budget. Pending the feedback from this study session staff will align recommended
resources for these as part of the FY 2024 budget process.
STAKEHOLDER ENGAGEMENT
The staff report outlines a series of citywide and department-specific engagement efforts
planned to implement the City’s workplans.
In addition to the information summarized above, the City looks to neighborhood, educational,
and community organizations with existing community connections such as Palo Alto
Neighborhoods (PAN), Stanford University, Cool Block, Emergency Service Volunteers,
churches, parent groups, and many more to engage and inform. These existing groups share
engagement opportunities with their community networks, acting as ambassadors for
increased public dialogue and engagement. We will continue to use these and other existing
community groups and networks to enhance communications and engagement efforts.
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The City’s website is a trusted source of information. The community actively uses the City’s
official site at www.cityofpaloalto.org website with over 800,000 users last year gaining event
details, service information, and engagement through online forms, frequently asked questions,
white papers, fact sheets, general surveys, the City’s new City Service Feedback tool and more.
The Community Engagement web page at www.cityofpaloalto.org/engage is a direct
connection to the City’s Open Town Hall and other ways to connect with the City.
•Citizen Academy (Police)
•Municipal Services Center (MSC) Open House (Utilities)
•Neighbors Abroad Sister City/Sibling City partner and event coordination such as
Cultural Day and/or arts (City Manager’s Office)
•Safe Streets for All Action Plan (Transportation)
•Safe Routes to School (Transportation)
•Palo Alto Art Center Food for Thought exhibits Fall 2023 (Community Services)
•Art Center and Foundation research initiatives to learn more about community needs
for arts and culture programs in the current COVID-recovery landscape (Community
Services)
•Public Art’s King Artist Residency focused on diverse underserved communities residing
and/or working in Palo Alto and experiencing socio-economic or housing instability
(Community Services)
•California Avenue Murals artwork (a ten-day series) (Community Services)
•Code:ART, October 12-14 in downtown Palo Alto, offering seven interactive installations
activating downtown spaces in new and exciting ways (Community Services)
•Cubberley Artist Open Studios/Open House to meet 22 artists that are part of the
Cubberley Artist Studio Program, April 29 (Community Services)
•Summer concerts and annual community events (e.g., May Fete) (Community Services)
•Community safety trainings and Emergency Services Volunteer programming. (Office of
Emergency Services)
•FireMed Ambulance Subscription Program (Fire)
•Summer Reading Program (Library)
•The Elizabeth Stewart Youth Writing Contest (Library)
•Library-supported National Heritage & Celebration Months and Diversity, Equity &
Inclusion programming including celebrations of Lunar New Year, Norooz, Day of the
Dead and Diwali (Library)
•Teen Library Advisory Board (Library)
ENVIRONMENTAL REVIEW
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This agenda item is informational only and is not a “project” requiring review under the California
Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A summarizes key community engagement achievements in calendar year 2022.
APPROVED BY:
Ed Shikada, City Manager
i Community Engagement Study Session, March 2022:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81816
ii Palo Alto Community Survey Results, February 2023: www.cityofpaloalto.org/engage
iii City Council Priorities 2023: www.cityofpaloalto.org/councilpriorities
iv Objectives to advance the 2023 City Council Priorities, February 6, 2023 Staff Report:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82272
v City Manager Comments Feedback Form www.cityofpaloalto.org/citymanagerupdates
vi OpenGov Open Town Hall Survey, www.cityofpaloalto.org/engage
vii City Boards, Commissions and Committees, www.cityofpaloalto.org/bcrecruit
viii Palo Alto Digital Forum, https://forum-palo-alto.hub.arcgis.com/
ix Palo Alto 311, https://www.cityofpaloalto.org/paloalto311
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ATTACHMENT A
General Community Engagement Accomplishments
•Initiated a new Neighborhood Town Hall process in fall 2022 (in October 2022) with the
neighborhood areas of Barron Park, Barron Square, Greenacres I, Greenacres II, Palo
Alto Orchards and Monroe Park.
•Completed the Palo Alto Community Survey, after a year off due to budget limitations.
•Renewed focus to host annual National Night Out and support neighborhood specific
events.
•Participated in individual neighborhood meetings, events and one-on-one discussions
with residents.
Examples of Re-launched Community Events & Completed Community Celebrations
•Officially opened Rinconada Park, the Palo Alto Junior Museum & Zoo and the Solar
System Exhibit through a grand opening celebration Party in the Park
•Re-launched the May Fete parade and fair, annual movie nights/concerts and other in-
person community events
Issues-Focused Community Engagement Items Completed
With the use of a variety of community engagement methods throughout the year the
following summary of key community engagement accomplishments demonstrate the broad
use of varying tools and resources to share public information and receive input.
•Palo Alto Fiber: Communications and community engagement included methods such
as use of social media, the use of the City’s website, articles in Uplift Local, and Palo Alto
Connect (medium.com) updates. Staff also launched a digital engagement platform
garnering 14,000 visitors to the online resource to date, where 291 residents pinned their
home demonstrating support for this initiative. In addition, staff also hosted a community
information session to share progress and gain input, utilized the Utilities Advisory
Commission to engage the community through public comment period, emails received and
subcommittees of the Commission to gain thoughts on various aspects of this effort, gained
interest and feedback on a future ambassador program should this be considered in the
future, and hosted focus group discussion on this initiative. A joint City Council/Utilities
Advisory Commission study session was also held early in the development of options as a
venue for input and discussion. A market research survey and deposit program were
additional mechanisms of outreach that garnered 3,651 participants and at least 743
deposits.
•Sustainability/Climate Action Plan: Several community engagement opportunities
throughout the year, supported broad community awareness of climate action discussions
taking place, in advance of the Council’s endorsement of proposed sustainability actions.
The Council Ad Hoc Committee conversations were open to the public and focused on
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Community Engagement
Activities Achieved in
2022
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specific topics to engage the community. Staff hosted a community workshop with over 100
residents attending to learn about the multiple electrification options (including the early
launch of an interest form for the City’s Heat Pump Water Heater pilot program, which now
has over 390 on the waitlist), an Open Town Hall survey gained feedback on S/CAP progress,
a digital platform was established, with over 2,803 visitors to date, for community members
to share their experiences making better choices in their home through electrification and
other means. Staff supported several Earth Day 2022 events to build momentum. The Reach
Code updates process included community meetings that provided an opportunity for
input. Staff also launched an Electrification Portal on the website to streamline the City’s
processes related to switching to electric appliances, adding solar and more.
•Measure K and L: Staff hosted focus groups with different community stakeholders and
concluded a listening session and held focused conversations with local business. There
were multiple surveys to assess community perspectives as the Council discussed various
iterations of potential tax structures, including a printed survey (received 248) that
residents could mail in and online survey (203) that shared services priorities should
additional funding resources become available.
•Budget: Annually, several engagement methods are used to garner feedback from the
public on budget priorities, service restorations and more. In 2022, staff and the City Council
engaged the community through a town hall meeting, several public hearings, Council
discussions, and Open Town Hall 2022 Palo Alto Budget Priorities survey.
•Chief of Police community engagement: Several methods were used to solicit input on
the Chief of Police selection such as three information sessions including a Human Relations
Commission hosted session with the City Manager; an online form for the public to share
qualities they would like to see in the next Chief of Police, focused conversations with staff
and interested community stakeholders; and more.
•Housing Element: A Housing Element working group supported the City’s community
engagement through iterations and discussions of the development of the Housing
Element. Other methods included: a community meeting to share input on the Draft
Housing Element, a joint City Council/Planning & Transportation Commission study session
to review and provide input on the early Fall 2022 draft, and the Housing Element and
general housing was a topic at the October Neighborhood Town Hall, where staff answered
questions on the effort underway and specific housing questions from the public.
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Community Engagement
Activities Achieved in
2022
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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: April 10, 2023
Report #:2303-1211
TITLE
Approval of Minutes from March 27, 2023 Meeting
RECOMMENDATION
That the minutes be reviewed and approved for the March 27, 2023 meeting.
ATTACHMENTS
Attachment A: March 27, 2023 Draft Minutes
APPROVED BY:
Lesley Milton, City Clerk
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CITY COUNCIL
DRAFT ACTION MINUTES
Special Meeting
Monday, March 27, 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 5:00 P.M.
Present In Person: Burt, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker
Present Remotely: Kou
Absent: None
SPECIAL ORDERS OF THE DAY
1. Proclamation for Cesar Chavez and Dolores Huerta Day 2023
ACTION: None
2. Education and Sharing Day
ACTION: None
STUDY SESSION
3. Review and Provide Feedback on a Term Sheet with Pets in Need for Operation of the Palo
Alto Animal Shelter; CEQA status – not a project.
ACTION: None
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT
CONSENT CALENDAR
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DRAFT ACTION MINUTES
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Sp. City Council Meeting
Draft Action Minutes: 3/27/2023
Council Member Tanaka registered a no vote on Agenda Item Numbers 7-8.
MOTION: Vice Mayor Stone moved, seconded by Council Member Burt to approve Agenda Item
Numbers 4-8.
MOTION PASSED 4, 5, 6: 7-0
MOTION PASSED 7, 8: 6-1, Tanaka no
4. Approval of Minutes from March 13, 2023 Meeting
5. Adopt an Ordinance to Expand the Human Relations Commission (HRC) from Five to Seven
Members; CEQA status – not a project
6. Consent of the Macias, Gini & O’Connell’s Single Audit Report for the Fiscal Year Ended June
30, 2022 Consent Questions
7. Approval of Amendment No. 1 with FolgerGraphics, Inc. to increase the Not-to-Exceed
Amount by $235,200 for Professional Printing and Distribution Services of the Enjoy Activity
Guide for an Additional Three Years; CEQA Status – not a project. Consent Questions
8. Approval of Contract Amendment Number One (1) with Team Sheeper, Inc., Authorizing
One-Time Payment not-to-exceed $85,000 for Salaries Associated with the Rinconada Pool
45-day Closure for Replastering; CEQA status – not a project Consent Questions
CITY MANAGER COMMENTS
Ed Shikada, City Manager
Mayor Kou
Council Member Lythcott-Haims
ACTION ITEMS
9. 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
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DRAFT ACTION MINUTES
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Draft Action Minutes: 3/27/2023
MOTION: Council Member Burt moved, seconded by Council Member Lythcott-Haims to approve
and authorize the City Manager or their designee to execute a purchase order with Interstate
Truck Center LLC dba Valley Peterbilt in the amount of $270,244 and an approximate 10%
contingency in the amount of $27,000 for potential price increases, for a total not to exceed
amount of $297,244 for the purchase of two (2) 2023 International CV515 trucks with chipper
bodies, utilizing a cooperative purchase agreement via Sourcewell, a cooperative purchasing
agency serving government and not-for-profit organizations.
MOTION PASSED: 6-1, Tanaka no
11. Provide Direction on Permanent Parklet Program Regulations and Proposed Ordinance and
Approval of Budget Amendments in the General Fund, CEQA status – categorically exempt
(15301 and 15304(e)). (Continued from March 13, 2023)
MOTION SPLIT FOR THE PURPOSE OF VOTING
MOTION: Council Member Burt moved, seconded by Council Member Lauing to
3. Parklets with structures are not allowed to extend beyond the establishment leasing the
parklet, non-structures are allowed without a letter of consent. If a tenant wishes to permit
the space, after 90 days they are able to obtain the rights to that space.
MOTION PASSED: 4-3, Tanaka, Kou, Veenker no
MOTION: Council Member Burt moved, seconded by Council Member Lauing to
5. The size of the covered parklets be limited to 350 square feet in total, but can have up to
two provided they are limited in location to the tenant’s street frontage;
MOTION PASSED: 5-2, Kou, Tanaka no
MOTION: Council Member Burt moved, seconded by Council Member Lauing to
8. Amend the Fiscal year 2023 Budget Appropriation for the General Fund
a. Increasing the public works expenditure for contract services by $85K
b. Decrease the Budget Stabilization Reserve by $85
MOTION PASSED: 7-0
MOTION: Council Member Burt moved, seconded by Council Member Lauing to
1. Direct staff to return with incentives that will encourage the use of electric heating.
Item 4
Attachment A - March 27
Draft Action Minutes
Item 4: Staff Report Pg. 4 Packet Pg. 22 of 210
DRAFT ACTION MINUTES
Page 4 of 5
Sp. City Council Meeting
Draft Action Minutes: 3/27/2023
2. Direct staff to return with proposals on greater safety from vehicles including k rail,
concrete barrier or equivalent standard on leading edge corners
4. Direct staff to come back with fee recommendations on the “low end” of fees
6. That there be a system for the responsibility for cleaning by the establishment, and staff
devise a notification system for meeting standards
7. Existing parklets in front of adjacent buildings can retain their structures until these new
regulations apply
MOTION PASSED: 6-1, Kou no
10. Approval of and Direction on a Residential Natural Gas Rebate Program Funded by
the City’s General Fund at a Total Cost of up to $1,771,586 to Mitigate
Extraordinarily High January 2023 Natural Gas Costs, Approval of a Budget
Amendment in the General Fund, and an Update on Green v. City of Palo Alto
MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Tanaka to
A. Approve a residential natural gas rebate program to mitigate extraordinary high
January 2023 natural gas bills in a tired structure proposed by staff known as
alternative gas rebate with additional contributions for members in the rate
assistance program and customers in arrears not to exceed 20% of the total January
gas bill
B. Amend the Fiscal Year 2023 Budget Appropriation
a. In the General Fund by:
i. Increasing the Transfer to the Gas Fund by $1,796,330
ii. Decreasing the Budget Stabilization Reserve by $1,796,330
b. In the Gas Fund by:
i. Increasing the Transfer from the General Fund by $1,796,330
ii. Decreasing Residential Gas Retail Revenue by $1,796,330
MOTION PASSED: 7-0
Item 4
Attachment A - March 27
Draft Action Minutes
Item 4: Staff Report Pg. 5 Packet Pg. 23 of 210
DRAFT ACTION MINUTES
Page 5 of 5
Sp. City Council Meeting
Draft Action Minutes: 3/27/2023
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS
ADJOURNMENT The meeting was adjourned at 12:05 AM.
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 4
Attachment A - March 27
Draft Action Minutes
Item 4: Staff Report Pg. 6 Packet Pg. 24 of 210
City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: April 10, 2023
Report #: 2303-1208
TITLE
SECOND READING: Adopt an Ordinance to Expand the Human Relations Commission (HRC) from
Five to Seven Members; CEQA status – not a project (FIRST READING: March 27, 2023 PASSED
7-0)
BACKGROUND
This was heard by the City Council on March 27, 2023 for a first reading and was approved 7-0.
No changes were made to the Ordinance; it is now before you for a second reading.
ATTACHMENTS
Attachment A: Ordinance Expanding the Human Relations Commission from Five to Seven
Members
APPROVED BY:
Lesley Milton, City Clerk
Item 5
Item 5 Staff Report
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*Not Yet Approved*
1
266_20230313_ts24
Ordinance No._____
Ordinance of the Council of the City of Palo Alto Amending PAMC Section
2.22.010 to Expand the Human Relations Commission from Five to Seven
Members
The Council of the City of Palo Alto ORDAINS as follows:
SECTION 1. The City Council finds and declares as follows:
A. The City has a Human Relations Commission as detailed in Chapter 2.22 of the Palo Alto
Municipal Code.
B. The City Council desires to expand the membership of the Human Relations Commission
from five to seven members.
C. The two new members shall initially have one-year terms in order to stagger the
introduction of new members as detailed in Section 3 of this ordinance.
SECTION 2. Section 2.22.010 (Membership) of Chapter 2.22 (Human Relations
Commission) of the Palo Alto Municipal Code (PAMC) is hereby amended and restated as follows
(deleted text is in strikethrough, new text is underlined):
2.22.010 Membership.
There is created a human relations commission composed of five seven members who are not
council members, officers or employees of the city, who are residents of the city, and who shall
be appointed by the city council.
SECTION 3. The two new seats on the Human Relations Commission created by this
ordinance shall initially have shortened terms to expire on March 31, 2024, subject to extension
under the provisions of PAMC 2.22.020 (Term of office). After that, successive terms shall be
consistent with the term lengths in PAMC section 2.22.020 and any other applicable section of
the PAMC. This Section 3 shall be uncodified.
SECTION 4. If any section, subsection, clause or phrase of this Ordinance is for any
reason held to be invalid, such decision shall not affect the validity of the remaining portion or
sections of the Ordinance. The Council hereby declares that it should have adopted the
Ordinance and each section, subsection, sentence, clause or phrase thereof irrespective of the
fact that any one or more sections, subsections, sentences, clauses or phrases be declared
invalid.
Item 5
Attachment A - Ordinance
Expanding the Human
Relations Commission
from Five to Seven
Members
Item 5: Staff Report Pg. 2 Packet Pg. 26 of 210
*Not Yet Approved*
2
266_20230313_ts24
SECTION 5. The Council finds that this project is exempt from the provisions of the
California Environmental Quality Act (“CEQA”), pursuant to Section 15061 of the CEQA
Guidelines, because it can be seen with certainty that there is no possibility that the ordinance
will have a significant effect on the environment.
SECTION 6. This ordinance shall be effective on the thirty-first day after the date of its
adoption.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
____________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
____________________________ ____________________________
Assistant City Attorney City Manager
____________________________
Director, Community Services Department
Item 5
Attachment A - Ordinance
Expanding the Human
Relations Commission
from Five to Seven
Members
Item 5: Staff Report Pg. 3 Packet Pg. 27 of 210
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Administrative Services
Meeting Date: April 10, 2023
Report #:2303-1160
TITLE
Approval of Contract Amendment No. 1 to Contract No. S20175534B with HdL Coren & Cone in
the Amount of $8,400 and to Extend Term Six Months Ending September 2023 for Property Tax
Information and Reporting Services; CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute Amendment No. 1 to Contract No. S20175534B with HdL Coren & Cone
(Attachment A) to extend term by six months and add $8,400, revising the amount not to
exceed to $68,400 for property tax information and reporting services.
EXECUTIVE SUMMARY
Staff recommends that the contract with HdL Coren & Cone be extended to ensure property tax
information and reporting services continue, while a request for proposal for tax and fee
consulting is in process.
BACKGROUND
The City issued a request for proposal (RFP) on May 13, 2019 for tax and fee consulting services.
The components of the RFP included:
1. Sales and use tax analysis and information services
2. Property tax information and reporting services
3. Various tax and fee collection services for:
•Transient occupancy tax (TOT)
•Telecommunication users tax (TUT, also known as telephone utility users tax)
•Business registry certificate program (BRC), and
•Business improvement district (BID)
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The RFP was structured to allow award to multiple firms. The City received three proposals
from leading firms in the industry for these services. Ultimately, the proposal evaluation
committee selected HdL Coren & Cone (HdL CC) for property tax information and reporting
services for a three-year term through March 1, 2023 and an amount not to exceed $60,000
(Attachment A). Details of the RFP process and analysis can be found in staff’s report to Council
December 2, 20191. Services provided by HdL CC include information and reporting for property
tax revenue projections and research on property activity and trends in the City.
ANALYSIS
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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Vers.: Aug. 5, 2019
Page 1 of 11
AMENDMENT NO. 1 TO CONTRACT NO. S20175534B
BETWEEN THE CITY OF PALO ALTO AND
HDL COREN & CONE
This Amendment No. 1 (this “Amendment”) to Contract No. S20175534B (the “Contract”
as defined below) is entered into as of March 2, 2023, by and between the CITY OF PALO ALTO,
a California chartered municipal corporation (“CITY”), and HDL COREN & CONE, a California
corporation, located at 120 South State Boulevard, Suite 200, Brea, CA 92821 ("CONSULTANT").
CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties
hereto for the provision of providing property tax information and reporting services for the
City’s Treasury, Debt, and Investments Division, as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the term of the
Contract from March 1, 2023 through September 1, 2023, and to increase the total not-to-exceed
amount of compensation by Eight Thousand Four Hundred Dollars ($8,400), for a new total not-
to-exceed amount of the Contract of $68,400, as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. S20175534B
between CONSULTANT and CITY, dated March 1, 2020.
b.Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 1, “SCOPE OF SERVICES” of the Contract is hereby amended to read
as follows:
“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.”
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SECTION 3. Section 2, “TERM”, of the Contract is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through
September 1, 2023 unless terminated earlier pursuant to Section 19 (Termination)
of this Agreement.”
SECTION 4. Section 4, “NOT TO EXCEED COMPENSATION”, of the Contract is hereby
amended to read as follows:
“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 Fifty One Thousand Six
Hundred Dollars ($51,600). 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 Sixteen Thousand Eight Hundred
Dollars ($16,800)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 Sixty-Eight
Thousand Four Hundred Dollars ($68,400), 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,
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Vers.: Aug. 5, 2019
Page 3 of 11
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 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. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are
hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REPLACES
PREVIOUS.
c. Exhibit “C” entitled “COMPENSATION”, AMENDED, REPLACES PREVIOUS.
SECTION 6. Legal Effect.Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 7. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Page 4 of 11
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
______________________
Purchasing Manager (Contract over $85k)
APPROVED AS TO FORM:
______________________
City Attorney or Designee
(Contract over $25k)
HDL COREN & CONE
Officer 1
By:
Name:
Title:
Officer 2 (Required for Corp. or LLC.)
By:
Name:
Title:
Attachments:
EXHIBIT A: SCOPE OF SERVICES, AMENDMENT NO.1 (AMENDED, REPLACES PREVIOUS)
EXHIBIT B: SCHEDULE OF PERFORMANCES, AMENDMENT NO. 1 (AMENDED, REPLACES
PREVIOUS)
EXHIBIT C: COMPENSATION, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS)
Item 6
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Vers.: Aug. 5, 2019
Page 5 of 11
EXHIBIT A
SCOPE OF SERVICES, AMENDMENT NO. 1
(Amended, Replaces Previous)
CONSULTANT will provide the following services and deliverables pursuant to this
Agreement:
PROPERTY TAX INFORMATION SERVICES & REPORTING
CONSULTANT will furnish a variety of reports detailing property and revenue trends for the
entire CITY and for custom defined geographic areas. These reports can be used for budgeting
purposes, planning, economic development and public information. Among the CITY reports
available are top 25, 50, 100-property owner/taxpayer listings, multiple ownership properties, non-
owner- occupied parcels, identification of property ownership transfers and completed
construction projects for tracking of reassessments. Reports are also available from prior years if
needed. These reports are available in pdf, Microsoft Word and Excel formats for use in staff
presentations.
Reports in the portfolio of data criteria will include but are not limited to:
• Five-year history of the values within the CITY, and custom (CITY defined) geographic
areas;
• Listing of the largest value changes, positive and negative between tax years;
• An annual parcel listing of properties with parcel number changes between tax years
identifying parcel splits and combines;
• Listing of the major property owners for the CITY including the combined assessed values
of their property and property use code designation;
• Listing of property transfers which occurred since the lien date ordered by month— sales
listing;
• Listing of parcels that have not changed ownership since the enactment of Proposition 13;
• Analysis of recent sales of properties not sold since prior to Proposition 13.
• comparison of property within the CITY by county use-code designation;
• multiple year comparison of growth by use code designation over a 5- year period;
• Listing by parcel of new construction activity to identify non-residential parcels with new
construction activity and to provide reports for use in the CITY 's preparation of Proposition
4 and 111 State Appropriation Limit calculations;
• Listing of multiple owned parcels;
• Listing of absentee owner parcels;
• Calculate an estimate of property tax revenue anticipated to be received for the fiscal year by
the CITY based upon the initial information provided by the County and subject to
modification; and
• Analyses based on geo areas designated by the CITY to include assessed valuations and
square footage computations for use in economic analysis and community development
planning.
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• One and five-year budget projections for the city general fund and special districts. This
report is interactive for tax modeling.
WEB-BASED SOFTWARE APPLICATION
The CONSULTANT will make available for use on CONSULTANT’s Property Tax Web
Application, a web-based software application that provides the CITY with a user-friendly tool to
store, search, access and analyze the CITY’s property tax data (also called the “software
application” or “software” in this Agreement. Data in the software application will be updated
monthly to reflect changes in ownership and deed recordings. Assessment appeals data is updated
quarterly. As modifications and enhancements are made to the program, the CITY receives the
enhanced version of the software at no additional cost. The CITY is granted a site license for the
software application under this Agreement, which does not limit the number of users. The software
can be used to access secured, unsecured, cross reference, possessory interest, mineral rights and
SBE non-operating unitary tax rolls. Unsecured assessments are linked to the corresponding
secured parcels where parcel numbers match. This allows users to see all property tax records at a
particular location.
Geographic areas as defined by the CITY can be created in the software by CITY staff or, upon
supplying maps with the boundary area of each requested geo defined, will be created by the
CONSULTANT and are included in the cost of this scope of services. Additional areas can be
created at no cost as they become necessary.
Property transfer information is updated monthly and the prior sales transactions are stored with
each record for reference. Filtering is available for Pre-Prop 13 owned properties, non-owner-
occupied properties (absentee owners), specific focused uses, targeted values, and selection of
various other property characteristics. The data can be sorted by parcel number, owner, situs
address, county use code designation and tax rate area. Data can be exported from the software to
Excel, CSV, Text or Html to allow for further analysis through an easy-to-use export feature.
Custom exports are also available to link or integrate with city building or code enforcement
products.
Training will be provided annually at no additional cost to the CITY and CONSULTANT will
provide support for the CITY’s use of the software, answering questions, providing phone
assistance and troubleshooting issues that arise between scheduled training events at no additional
cost to the CITY.
The property tax web-base services, where provided by CONSULTANT’s online-hosted software
will include all related services and support necessary to implement the Services detailed in this
Scope of Services, including, for example and without limitation, data/content migration, software
licensing, online- hosting, maintenance, updates, upgrades, security, and technical and user support
as detailed in this Scope of Services and elsewhere in this Agreement, in CONSULTANT’s
proposal, and in the Documentation.
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Property Tax Audits
Upon execution of this Agreement and authorization to proceed by the CITY, the CONSULTANT
will perform an analysis of the Assessor Rolls to identify all parcels on the secured, unsecured and
cross reference tax rolls and verify that parcel assessed valuations and the resulting taxes are
correctly allocated to the CITY. This analysis is accomplished using specialized computer
software, assessor maps, CITY GIS maps, CITY records, other pertinent documents, and field
investigations. The review will include the lien date rolls noted for the current tax year as well as
historical data back for a total of four (4) tax years.
A report is prepared related to the properties requiring corrective action with a suggested tax rate
area (TRA) and/or correct address and APN and then transmitted to the County Assessor’s office
for reviewing corrections and to the CITY at the same time. Once the Assessor’s staff has reviewed
and corrected the misplaced TRAs, the County returns to our office an accounting of the properties
that were corrected and transmitted to the Auditor’s office for tax reassignment. That report is then
provided to the client as verification that corrections were made. If necessary, we will review our
findings and recommendations with designated CITY project manager.
DELIVERABLES
CONSULTANT will provide the property tax reports annually, quarterly or monthly as appropriate
by performing the tasks to include but are not limited to the following:
a. Acquisition of data from the Assessor, Auditor Controller and Clerk of the Board;
b. Data decoded and read into CONSULTANT’s System;
c. Post updated data on CONSULTANT Web-based property tax portal;
d. Data reconciliation and processing;
e. Prepare Reports for delivery;
f. Analyze information for meeting prepare newsletter, produce additional handouts,
prepare electronic files with reports;
g. Update database with sales transaction monthly
h. Revenue projections
i. Addendum report preparation and dissemination
j. Software training
k. Travel for delivery meeting and training
ON-GOING CONSULTATION (ADDITIONAL SERVICES)
Upon mutually written Task Order detailed therein (Exhibit A-1 form) per Section 4 of the
Agreement, CONSULTANT will perform:
1. Secured and unsecured audits; and
2. Ongoing requests, special projects not within the Scope of Service.
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EXHIBIT B
SCHEDULE OF PERFORMANCES, AMENDMENT NO.1
(Amended, Replaces Previous)
CONSULTANT will 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 will 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
1.Property Tax Information Services &
Reporting and Web-based Software
Application – Year 1 through 3
Deliverables:
a. Acquisition of data from the Assessor,
Auditor Controller and Clerk of the
Board;
b. Data decoded and read into
CONSULTANT’s System;
c. Post updated data on CONSULTANT
Web-based property tax portal;
d. Data reconciliation and processing;
e. Prepare Reports for delivery;
f. Analyze information for meeting
prepare newsletter, produce additional
handouts, prepare electronic files with
reports;
g. Update database with sales transaction
monthly
h. Revenue projections
i. Addendum report preparation and
dissemination
j. Software training (previously
completed)
k. Travel for delivery meeting and
training (previously completed
Quarterly by the end of the following month of
each quarter in January 2021-2023, April 2020-
2023, July 2020-2023 and October 2020-2022.
Option to deliver annually or monthly as
directed from CITY Project Manager.
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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 will 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 will fall within the term
as provided in Section 2 (Term) of this Agreement.
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EXHIBIT C
COMPENSATION, AMENDMENT NO. 1
(Amended, Replaces Previous)
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
will 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 will be at no cost to the CITY.
BUDGET SCHEDULE
TASK NOT TO
EXCEED
AMOUNT
Task 1
(Property Tax Information Services & Reporting and Web-based Software
Application – Year 1 through 3, Deliverables:
a. Acquisition of data from the Assessor, Auditor Controller and
Clerk of the Board;
b. Data decoded and read into CONSULTANT’s System;
c. Post updated data on CONSULTANT Web-based property tax
portal;
d. Data reconciliation and processing;
e. Prepare Reports for delivery;
f. Analyze information for meeting prepare newsletter, produce
additional handouts, prepare electronic files with reports;
g. Update database with sales transaction monthly
h. Revenue projections
i. Addendum report preparation and dissemination
j. Software training
k. Travel for delivery meeting and training)
a. $1,863
b. $6,271
c. $3,135
d. $2,329
e. $1,165
f. $4,193
g. $8,385
h. $7,794
i. $2,329
j. $6,271
k. $7,865
Sub-total for Services $68,400
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Reimbursable Expenses (if any)$0
Total for Services and Reimbursable Expenses
($46,000 total Services cost rendered & previously paid)
$68,400
Additional Services (if any, per Section 4)
- Secured and unsecured audits performed ($3,120)
- Ongoing requests, special projects not within scope of service ($13,680)
$16,800
Maximum Total Compensation
$51,600
REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative
support time/overtime, information systems, software and hardware, photocopying,
telecommunications (telephone, internet), in-house printing, insurance and other ordinary business
expenses, are included within the scope of payment for Services and are not reimbursable expenses
hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed
at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed
are: Travel for delivery meeting and training up to the not-to-exceed amount of $6,585.00.
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,
will be accompanied by appropriate backup documentation and information.
Item 6
Attachment A - HdL Coren
& Cone Contract;
S20175534B Amendment
#1
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: April 10, 2023
Report #:2303-1128
TITLE
Agreement with Stanford University to provide $744,000 in funding for expanded Palo Alto Link
(PAL) on-demand transit services; Contract Amendment No. 1 with Nomad Transit, LLC (Via) to
increase total contract amount not to exceed $3,244,000 for up to two years; and Associated
Budget Amendment in the General Fund. CEQA status – not a project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to:
1.Execute the attached Cost Sharing Agreement with Stanford University to provide
expanded Palo Alto Link services to Stanford Research Park (Attachment A);
2.Execute Contract Amendment No. 1 with Nomad Transit, LLC (Via), to provide expanded
Palo Alto Link services, beginning following Council’s approval, through the pilot phase of
the program, concluding no later than March 31, 2025 for a revised not to exceed total of
$3,244,000 (Attachment B); and.
3.Amend the Fiscal Year 2023 Budget Appropriation Ordinance for the General Fund
(requires a 2/3 majority vote) by:
a.Increasing the Office of Transportation revenue estimate for Charges of Services
by $744,000; and
b.Increasing the Office of Transportation contract services expense appropriation by
$744,000.
BACKGROUND
Staff previously provided City Council a study session describing funding and other relevant
details entailed with providing Palo Alto Link services1. PAL provides on-demand transit service
1 City Council, February 6, 2023; Agenda Item #1, SR #2301-0878
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82262
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Monday—Friday for a 10-hour service span 8:00 am-6:00 pm. The service operates within most
of the City, with exceptions only to the east and west ends that house large open spaces and
conservation lands. PAL is utilizing a ten (10) vehicle fleet to provide virtually positioned pick-up
and drop-off location within an acceptable walking distance with the help of a web application.
Door-to-door service is available for riders who may require extra assistance. The service
addresses first-/last-mile challenges in Palo Alto and provides a convenient and affordable
transportation option for residents, employees, and vulnerable/transit-dependent populations.
Finding and securing funding partners such as SRP is an integral strategy to establishing a long-
term path forward for funding PAL transit services. The City Council approved the contract for
this service with2.
DISCUSSION
City staff have negotiated with Stanford University and operator Via to provide an expansion of
Palo Alto Link (PAL) services to 1) include the Stanford Research Park during all regular hours of
the program; 2) subsidize rides to and from the Stanford Research Park as part of the program
in lieu of charging riders the regular fee; 3) Provide Stanford with ride data periodically regarding
rides to/from Stanford Research Park; Stanford University has agreed to pay the City $744,000
for the expanded service.
This funding and service contract agreement expands the regular fleet deployment from nine (9)
vehicles to ten (10) vehicles. Under the current contract, the 10th vehicle was to be held in
reserve. Under the new arrangement, that 10th vehicle will be deployed as necessary to meet any
additional demand peaks needing coverage.
City and Via staff plan to continue the service beyond the initial 18 months secured by Measure
B VTA Innovative Transit funds and will be seeking out additional grant funds and partnership
funding opportunities.
FISCAL/RESOURCE IMPACT
Approval of these agreements with Stanford University and Via require a budget amendment in
the General Fund to increase the Office of Transportation’s expenses by $744,000, offset by an
increase to the revenue estimate for the Palo Alto Link program by $744,000, thus it is cost
neutral.
STAKEHOLDER ENGAGEMENT
Public engagement is ongoing since the program launched on March 7. Stakeholders targeted for
notification of the service include Caltrain riders, commuters to Palo Alto, service providers
2 City Council, December 12, 2022; Agenda Item #8, SR #14959
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82138
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targeting older adults, senior living communities, youth service providers, neighborhood groups,
etc. Community engagement and marketing activities may include tabling at community events
and destinations (Farmer’s Market, Caltrain stations, grocery stores) and social media campaigns
(NextDoor, Facebook, Uplift Local, local newspapers, City blog posts, etc.). Stanford Research
Park will also be providing notification to and engagement with their stakeholders to encourage
ridership.
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 7
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Stanford Agreement No. 63080569
PURCHASING GUIDE – APPENDIX L PAGE 1 OF 7
Appendix L:
Short Form Agreement for
Revenue Contracts
See next page for Forms and Instructions:
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
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Attachment A - Stanford
Park Cost Sharing
Agreement; C23187713
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Stanford Agreement No. 63080569
PAGE 2 OF 7 APPENDIX L – SHORT FORM AGREEMENTS FOR REVENUE CONTRACTS
Short Form Agreement for Revenue Contracts
Cost-Sharing Agreement between the City of Palo Alto and
Stanford for On-Demand Transit Services Contract #: C23187713
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE 3rd DAY OF APRIL 2023 BY AND BETWEEN THE
CITY OF PALO ALTO (“CITY”) AND THE BOARD OF TRUSTEES OF THE LELAND STANFORD JUNIOR
UNIVERSITY (“STANFORD”), 3215 Porter Drive, Palo Alto, CA 94304-1286. IN CONSIDERATION OF THEIR
MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
CITY SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES
OR 3) A COMBINATION THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO
AND INCORPORATED HEREIN BY THIS REFERENCE: EXHIBIT A – SCOPE OF SERVICES.
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT:
CONTRACT IS NOT COMPLETE UNLESS ALL EXHIBITS ARE ATTACHED
Exhibit A - Scope of Services
Exhibt B- Payment Plan
Exhibit C- Insurance Requirements
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL
COMMENCE ON MARCH 7, 2023 AND SHALL BE COMPLETED BEFORE MARCH 31, 2025.
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: STANFORD SHALL PAY CITY AN
AMOUNT NOT TO EXCEED $744,000 IN ACCORDANCE WITH EXHIBIT B.
CITY ACCOUNT NUMBER:
COST CENTER GL ACCT
PROJECT /INTERNAL ORDER PHASE NO.
DOLLAR AMOUNT
66030004 31990
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON ALL PAGES OF THIS AGREEMENT.
.
HOLD HARMLESS. Each party shall indemnify, defend and hold harmless the other party, its Council Members, officers,
employees, and agents from any and all demands, claims or liability of any nature, including wrongful death, caused by or
arising out of the other party, its officers’, directors’, employees’ or agents’ negligent acts, errors, or omissions, or willful
misconduct.
ENTIRE AGREEMENT. This agreement and the terms and conditions on the following pages represent the entire
agreement between the parties with respect to the purchase and sale of the goods, equipment, materials or supplies or
payment for services which may be the subject of this agreement. All prior agreements, representations, statements,
negotiations and undertakings whether oral or written are superseded hereby.
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
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Park Cost Sharing
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PURCHASING GUIDE – APPENDIX L PAGE 3 OF 7
IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR
FIRST WRITTEN ABOVE.
PROJECT MANAGER AND REPRESENTATIVE FOR STANFORD
FOR CITY
NAME: Nathan Baird BY:
DEPT: Office of Transportation TITLE: Procurement Director
P.O, BOX 10250
PALO ALTO, CA 94303 Date:
Telephone 650-329-2520
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL
BOXES BELOW)
Budgeted
ADMINISTRATION INSURANCE
REVIEW
BY:_____________________________________
BY:________________________ _______________________
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
3/14/2023
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Park Cost Sharing
Agreement; C23187713
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Stanford Agreement No. 63080569
PAGE 4 OF 7 APPENDIX L – SHORT FORM AGREEMENTS FOR REVENUE CONTRACTS
CITY OF PALO ALTO
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. This agreement is limited to the terms
and conditions on pages 1 through 4 inclusive and any exhibits
referenced.
B. GOVERNING LAW AND VENUE. This agreement
shall be governed by the laws of the state of California. The
courts of the State of California in the County of Santa Clara
and the federal court for the Northern District of California
have sole jurisdiction over any disputes that arise over this
agreement.
C. NO EMPLOYMENT; CONFLICTS. It is understood and
agreed that this agreement is not a contract of employment in
the sense that the relation of master and servant exists between
the CITY and undersigned. At all times CITY shall be deemed
to be an independent contractor and STANFORD is not
authorized to bind CITY to any contracts or other obligations.
In executing this agreement, STANFORD certifies that no one
who has or will have any financial interest under this
agreement is an officer or employee of CITY.
D. INSURANCE. STANFORD agrees to provide the
insurance specified in the “Insurance Requirements” form
attached hereto as Exhibit C or self-insure to equivalent
standards. In the event STANFORD is unable to secure a
policy endorsement naming the City of Palo Alto as an
additional insured under any comprehensive general liability or
comprehensive automobile policy or policies, STANFORD
shall at a minimum, and only with the written approval of
City’s Risk Manager or designee, cause each such insurance
policy obtained by it to contain an endorsement providing that
the insurer waives all right of recovery by way of subrogation
against CITY, its officers, agents, and employees in connection
with any damage, claim, liability personal injury, or wrongful
death covered by any such policy. Each such policy obtained
by STANFORD shall contain an endorsement requiring thirty
(30) days' written notice from the insurer to CITY before
cancellation or reduction in the coverage or limits of such
policy. STANFORD shall provide certificates of such policies
or other evidence of coverage satisfactory to City's Risk
Manager, together with evidence of payment of premiums, to
CITY at the commencement of this agreement, and on renewal
of the policy, or policies, not later than twenty (20) days before
expiration of the terms of any such policy. CITY agrees to
maintain insurance of equivalent standards as STANFORD.
E. TERMINATION. This agreement may be terminated by
either party upon thirty (30) days written notice to the other
party. Monies then owing based upon work satisfactorily
accomplished shall be paid to CITY.
F. CHANGES. This agreement shall not be assigned or
transferred without the written consent of the either party. No
changes or variations of any kind are authorized without the
written consent of the both parties.
G. Reserved.
H. NO IMPLIED WAIVER. No payment, partial payment,
acceptance, or partial acceptance by either party shall operate
as a waiver on the part of such party of any of its rights under
this agreement.
I. Reserved.
J. Reserved.
K. Reserved.
L. Reserved.
M. PRICE TERMS. Extra charges, invoices and payment.
No extra charges of any kind will be allowed unless
specifically agreed to in writing by CITY. All state and federal
excise, sales and use taxes shall be stated separately on the
invoices. In event CITY reduces its price for such materials or
services during the term of this agreement, CITY agrees to
reduce the prices or rates hereof correspondingly.
N. Reserved.
O. Reserved.
P. NO THIRD PARTY BENEFICIARIES. Nothing in this
Agreement shall give any rights to any person other than the
Parties to this Agreement.
Q. USE OF STANFORD TRADEMARKS. CITY agrees not
to use Stanford's name or other Stanford trademarks (together
referred to herein as the "Marks"), or the name or trademarks of
any related organization, or to quote any of Stanford's faculty,
staff, students, volunteers or agents ("Quotes"), either in
writing or orally, without the prior written consent of
STANFORD’s Senior Director, University Brand
Management. This prohibition includes, but is not limited to,
use of the Marks or Quotes in press releases, advertising,
marketing materials, other promotional materials,
presentations, photographs for commercial use, case studies,
reports, websites, application or software interfaces, and other
electronic media.
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
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Park Cost Sharing
Agreement; C23187713
Item 7: Staff Report Pg. 7 Packet Pg. 47 of 210
Rev. August 27, 2019
EXHIBIT A – SCOPE OF SERVICES
In consideration for Stanford’s payment under this Agreement, City shall:
1. Expand the City’s On-Demand Transit program delivered under City contract C23184827 or its
successors with Nomad Transit LLC (“program”) to include the Stanford Research Park during all
regular hours of the program.
2. Provide free rides to and from the Stanford Research Park as part of the program in lieu of
charging riders the regular fee.
3. Provide Stanford with ride data on a periodic basis regarding rides to/from Stanford Research
Park. Such data will not include personal information of the riders.
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
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Park Cost Sharing
Agreement; C23187713
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EXHIBIT B – PAYMENT PLAN
Stanford shall pay City $31,000 per month for the term of this Agreement.
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
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Park Cost Sharing
Agreement; C23187713
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Rev. August 27, 2019
EXHIBIT C – INSURANCE REQUIREMENTS
STANFORD WARRANTS THAT IT HAS INSURANCE TO SUPPORT THIS AGREEMENT AND THAT IT WILL MAINTAIN
COVERAGE FOR THE DURATION OF THIS AGREEMENT AS PROVIDED BELOW.
CONTRACT 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
$250,000
$500,000
$100,000
$250,000
$500,000
$100,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE
(WHEN APPLICABLE), AND
NEGLIGENT PERFORMANCE
ALL DAMAGES $1,000,000
DocuSign Envelope ID: CE9292C2-E8EA-474C-93C0-D31FAA2CADDB
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Park Cost Sharing
Agreement; C23187713
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AMENDMENT NO. 1 TO CONTRACT NO. C23184827
BETWEEN THE CITY OF PALO ALTO AND
NOMAD TRANSIT, LLC
This Amendment No. 1 (this “Amendment”) to Contract No. C23184827 (the “Contract” as
defined below) is entered into as of April 10, 2023, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and NOMAD TRANSIT, LLC, a Delaware limited
liability company, located at 10 Crosby Street, 2nd Floor, New York, NY 10013 (“CONSULTANT”).
CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties hereto
for the provision of providing transit and shuttle services, inclusive of equipment, transportation
planning, customer engagement, and marketing services, labor and vendor services, and the
technology to support services, as detailed therein.
B. The Parties now wish to amend the Contract in order to increase not to exceed
compensation by five hundred fifty-eight thousand five hundred fifty dollars ($558,550) from two
million forty-three thousand five hundred fifty dollars ($4,043,550.00) to a new not-to-exceed total
compensation of two million six hundred one thousand five hundred fifty dollars ($2,601,550.00)
for 6,194 additional vehicle hours (from 21,580 hours to 27,774 hours) as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C23184827
between CONSULTANT and CITY, dated December 12, 2022.
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 4, “NOT TO EXCEED COMPENSATION” of the Contract is hereby
amended to read as follows:
“The compensation to be paid to CONSULTANT for performance of the Services shall be based on
the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any
reimbursable expenses specified therein, and the maximum total compensation shall not exceed
two million six hundred one thousand five hundred fifty dollars ($2,601,550.00). The hourly
schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work
DocuSign Envelope ID: B8F3E78B-8F59-413B-B892-951DD0F821ED
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performed or expenses incurred for which payment would result in a total exceeding the maximum
compensation set forth in this Section 4 shall be at no cost to the CITY.”
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “C” entitled “Compensation, Amendment No. 1”, AMENDED,
REPLACES PREVIOUS.
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the
Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed
this Amendment effective as of the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
__________________________
City Attorney or Designee
NOMAD TRANSIT, LLC
Officer 1
By:___________________________
Name:_________________________
Title:__________________________
Officer 2
By:___________________________
Name:_________________________
Title:__________________________
Attachments:
EXHIBIT “C” entitled “COMPENSATION, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS)
DocuSign Envelope ID: B8F3E78B-8F59-413B-B892-951DD0F821ED
Alex Lavoie, Chief Operating Officer
Manager
Erin Abrams
Chief Legal Officer
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EXHIBIT C
COMPENSATION, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
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 1
(Upfront Costs)
$92,500.00
Task 2
(Vehicle Hours (Up to 27,774 Hours))
$2,503,050.00
Task 3
(Estimated Electricity Cost (To be Treated as a
Total for Services and Reimbursable Expenses $2,601,550.00
Maximum Total Compensation $2,601,550.00
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Note: Pricing assumes that the Services provided hereunder are tax exempt and assumes service
hours of 8am-6pm M-F. Pricing assumes launch within 4 months of contract signing. Estimated
Electricity Cost assumes 2 active EVs with 171 Wh/km efficiency and electricity cost at $0.23 / kWh.
Electricity costs will be treated as a pass-through. In the event that the Services cease to be tax
exempt, such taxes will be treated as pass-through and charged to the City.
REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative
support time/overtime, information systems, software and hardware, photocopying,
telecommunications (telephone, internet), in-house printing, insurance and other ordinary business
expenses, are included within the scope of payment for Services and are not reimbursable
expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed
at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are:
NONE up to the not-to-exceed amount of: $0.00.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
DocuSign Envelope ID: B8F3E78B-8F59-413B-B892-951DD0F821ED
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CITY COUNCIL
STAFF REPORT
From: City Manager
Report Type: Consent Calendar
Lead Department: Public Works
Meeting Date: April 10, 2023
Report #: 2212-0529
TITLE
Approval of a Purchase Order with The Public Restroom Company in the Amount of $596,556 to
Provide and Install Modular Restroom Buildings at Rinconada and Ramos Parks for the
Rinconada Park Improvements Capital Improvement Program Project (PE-08001) and Park
Restroom Installation Capital Improvement Program Project (PG-19000), including $542,324 for
basic services and $54,232 for additional services and Approval of Budget Amendments in the
Parks Development Impact Fee Fund and Capital Improvement Fund; CEQA status – Section
15303 exempt
RECOMMENDATION
Staff recommends that the City Council:
1. Approve and authorize the City Manager or their designee to execute Purchase Order No.
C23185725 with The Public Restroom Company (Attachment A) in an amount not to
exceed $596,556 for the purchase of two modular park restroom buildings for Rinconada
and Ramos Parks for the Rinconada Park Improvements Capital Improvement Program
project (PE-08001) and Park Restroom Installation Capital Improvement Program project
(PG-19000), including $542,324 for basic services and $54,232 for additional services; and
2. Amend the Fiscal Year 2023 Budget Appropriation for the following funds (requires a 2/3
vote):
a. Parks Development Impact Fee Fund
1. Increase the Transfer to the Capital Improvement Fund by $30,000;
2. Decrease the Ending Fund Balance by $30,000;
b. Capital Improvement Fund
1. Increase the Rinconada Park Improvements Project (PE-08001)
appropriation by $30,000;
2. Increase Transfers-In from the Parks Development Impact Fee Fund to
the Rinconada Park Improvements Project (PE-08001) by $30,000.
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BACKGROUND
The Rinconada Park Long Range Plan, adopted by Council in 2017, identified the need for a new
restroom at the west end of Rinconada Park. A Park Improvement Ordinance1 was also adopted
by Council on January 13, 2020, describing Phase 1 improvements to Rinconada Park including
the new restroom facility.
On June 22, 2021, Council approved a construction contract2 for Phase 1 of the Rinconada Park
Improvements Project (PE-08001), which included park infrastructure, accessibility, and
maintenance improvements to the western half of the park. The improvement project was
completed in May 2022. However, due to budget constraints and to prioritize improvements,
staff removed the new restroom facility from the initial scope of Phase 1 park improvements.
This change to Phase 1 was presented to Council on March 1, 2021. Funding for the new
restroom was later added to the Rinconada Park Improvements Project (PE-08001) for Fiscal
Year 2023. The proposed restroom will service the entire park but will be closer to the newly
renovated playground and group picnic areas at the west end of the park.
In addition to adding a restroom at Rinconada Park, the Palo Alto Parks, Trails, Natural Open
Space, and Recreation Master Plan (2017) identified Ramos Park as a potential location for a
restroom to support the park facilities. A Park Improvement Ordinance,3 adopted by Council on
April 19, 2021, included park improvements and a new restroom facility for Ramos Park.
The Park Restroom Installation Project (PG-19000) provides funding for installation of one
restroom every other year at City parks that currently do not have restroom facilities, have high
visitation, and are approximately two acres or larger.
ANALYSIS
The Public Restroom Company provides modular restrooms at public facilities, and provided
such restrooms for the City in 2017 as part of the Palo Alto Municipal Golf Course
Reconfiguration Project. A similar restroom style is being proposed for Rinconada and Ramos
Parks. The restrooms will consist of two universal stalls and will be approximately 10 feet by 20
feet in size. They will automatically lock at 10 pm, be cleaned daily, and have security lighting.
The estimated fabrication time for the modular restroom buildings is between 9 to 12 months.
1 City Council, January 13, 2020; Agenda Item #2, SR #10576,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=80654
2 City Council, June 22, 2021; Agenda Item #1; SR #11269,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81412
3 City Council, April 19, 2021; Agenda Item #5; SR #12181,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81499
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Staff proposes a piggyback contract procurement process as permitted under Palo Alto
Municipal Code section 2.30.360(k), allowing the use of another governmental agency’s
contract or substantially the same contract terms and exempting the competitive solicitation
requirements to purchase the modular buildings. Purchase Order No. C23185725 (Attachment
A) incorporates the City of Los Angeles Contract with the Public Restroom Company. The City’s
Procurement Officer has determined that the City of Los Angeles solicitation process is
substantially similar to the City’s and that the City has good experience with the quality and
aesthetics of modular restrooms provided by The Public Restroom Company at the golf course.
This approach would allow staff to purchase the modular restroom buildings directly from the
vendor for fabrication and delivery within 9 to 12 months, rather than have a one-year or
longer lead time following completion of the bidding process for both design and construction,
and Council approval of a construction contract. Prior to completion of the building fabrication,
staff will complete a bidding process to award a construction contract for site preparation and
utilities work for the building delivery and installation. The restrooms are anticipated to be
installed by early 2024.
FISCAL/RESOURCE IMPACT
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Funding Source Contract Contingency Total Encumbrance
PE-08001 Rinconada Park
Improvements $271,162 $27,116 $298,278
PG-19000 Park Restroom
Installation $271,162 $27,116 $298,278
Total $542,324 $54,232 $596,556
STAKEHOLDER ENGAGEMENT
Two community meetings (January and August 2020) and a Parks and Recreation Commission
(PRC) meeting (February 2020) were held to obtain input on the Ramos Park Renovation and
restroom project. On December 15, 2020, the PRC recommended a Park Improvement
Ordinance for Council approval.
Two community meetings (February and April 2019), a PRC meeting (February 2019), and a
Youth Advisory Board meeting (March 2019) were held to obtain input on the Rinconada Park
Improvement Project including the new restroom. The PRC recommended a Park Improvement
Ordinance on May 28, 2019, later revised on September 24, 2019 with the added fire pit area
for Council approval. Community meetings were held for both Rinconada and Ramos Park
restroom projects in February 2023 to provide updates to the community on the latest project
plans. In March 2023, a minor Architectural Review Board approval was provided for both
restrooms.
ENVIRONMENTAL REVIEW
The installation of modular restroom buildings is categorically exempt from California
Environmental Quality Act (CEQA) under Section 15303 (New Construction of Small Structures)
of the CEQA guidelines.
ATTACHMENTS
Attachment A: Purchase Order with The Public Restroom Company
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PO No. C23185725
PURCHASE ORDER NO. C23185725
BETWEEN
THE CITY OF PALO ALTO
AND
THE PUBLIC RESTROOM COMPANY
This Purchase Order is entered into as of April 3, 2023, by and between the CITY OF PALO ALTO, a
THE PUBLIC RESTROOM COMPANY
1. Contract Documents. This Purchase Order hereby attaches and incorporates the below-listed
contract documents by reference as though fully set forth herein, and, collectively, this Purchase Order
(including its Exhibit A-C) and the below-listed contract documents constitute the “Agreement” between
the parties:
a. City of Los Angeles contract with CONTRACTOR (dated June 22, 2021, contract no. 3804)
2. Products, Services to Be Provided. Pursuant to this Agreement, CONTRACTOR will provide to
CITY two modular restroom buildings and associated components and installation and associated services
detailed in the CONTRACTOR’s Proposals, on the terms and conditions of the City of Los Angeles Contract
except as modified by the Purchase Order. The modular restroom buildings furnished hereunder will be
compliant with 2022 California Building Code or subsequent (applicable at time of manufacture).
Expressly incorporated into this Purchase Order by this reference are all plans and specifications relating
to the modular restroom buildings furnished pursuant to this Agreement; CONTRACTOR shall provide all
such plans and specifications to CITY.
3. Term. The term of the Agreement shall be from the date of its full execution through March 31,
2024, unless terminated earlier as provided for in this Agreement. All warranty provisions of this
Agreement shall survive the termination or expiration of this Agreement for the duration of the warranty
period provided in this Agreement.
4. Schedule of Performance. The work must be completed within 300 calendar days from
CONTRACTOR’s receipt of Notice to Proceed (NTP) from CITY, as specified in the CONTRACTOR’s Proposal.
The CONTRACTOR will be responsible for completing the project’s scope of work within this required
project schedule. Counting of calendar days will commence on the actual date work begins. It is the
CONTRACTOR’s responsibility to request extensions to the contract completion date in writing, and the
CITY will determine whether an extension is justified and appropriate.
5. Compensation. As detailed in CONTRACTOR’s Proposal, the compensation to be paid to
CONTRACTOR for provision of the materials, products and services to be provided pursuant to this
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Order with The Public
Restroom Company,
C23185725
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PO No. C23185725
Agreement shall not exceed Two Hundred Forty-Five Thousand Three Hundred Seventeen Dollars
for each modular restroom building and all associated components delivered to the CITY’s site
(retention not applicable), Twenty-One Thousand Two Hundred Sixty-Eight Dollars ($21,268) for turnkey
installation services (retention applicable), and Four Thousand Five Hundred Seventy-Seven Dollars
for payment and performance bonds, for a total not-to-exceed amount per building of Two
. The total not-to-exceed
amount of this Agreement is Five Hundred Forty-Two Thousand Three Hundred Twenty-Four Dollars
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 5.)
In addition to the not-to-exceed compensation specified above, CITY has set aside the not-to-
Fifty-Four Thousand Two Hundred Thirty-Two Dollars ($54,232)
Five Hundred Ninety-
Six Thousand Five Hundred Fifty-Six Dollars ($596,556).
“Additional Services” means any work that is determined by CITY to be necessary for the proper
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project
6. Claims Procedure for “9204 Public Works Projects”. For purposes of this Section, a “9204 Public
Works Project” means the erection, construction, alteration, repair, or improvement of any public
structure, building, road, or other public improvement of any kind. Public Contract Code Section 9204
mandates certain claims procedures for Public Works Projects, which are set forth in Exhibit A (Claims for
Public Contract Code Section 9204 Public Works Projects).
This project is a 9204 Public Works Project and is required to comply with the claims
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Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
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DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PO No. C23185725
Works Projects) which is hereby attached and incorporated into this Purchase Order as
7. Invoicing; Payment; Delivery; Acceptance; Notice of Completion. CONTRACTOR shall send all
invoices to CITY, Attention: Project Manager. The CITY’s Project Manager is: Megha Bansal, Dept.: Public
Works, Telephone: (650) 329-2693. Invoices shall be submitted in arrears for products / services
provided. Invoices shall provide a detailed statement of products / services provided that are the subject
of the invoice. Following receipt of notice of completion (defined below) from CONTRACTOR, the CITY,
provided it has accepted the modular restroom building and all associated components (the “Building”)
as below, shall pay to the CONTRACTOR the compensation due within twenty (20) business days of invoice
date. CONTRACTOR will deliver each Building to CITY to the delivery address indicated in writing by CITY.
Upon delivery, CITY agrees to inspect and accept the Building. The Building is deemed finally accepted at
the time of delivery unless CITY notifies CONTRACTOR of a defect or deficiency in writing by email and in
writing by regular mail addressed to CONTRACTOR’s business address within five (5) business days after
delivery of the Building. “Delivery” means the date that the Building arrives at CITY’s site address. “Notice
of completion” means the date of written notice given by CONTRACTOR to CITY that the Building delivery
and installation process is complete and the Building is available for CITY’s occupancy.
8. Qualifications. CONTRACTOR represents and warrants that it has the expertise and qualifications
to complete the services described in Section 2 (Products, Services to Be Provided) of this Purchase Order,
and that every individual charged with the performance of the services under this Agreement has
sufficient skill and experience and is duly licensed or certified, to the extent such licensing or certification
is required by law, to perform the Services. CITY expressly relies on CONTRACTOR’s representations
regarding its skills, knowledge, and certifications. CONTRACTOR shall perform all work in accordance with
generally accepted business practices and performance standards of the industry, including all federal,
state, and local operation and safety regulations.
9. Independent Contractor. CONTRACTOR acknowledges and agrees that CONTRACTOR and any
agent or employee of CONTRACTOR will act as and shall be deemed at all times to be an independent
contractor and shall be wholly responsible for the manner in which CONTRACTOR performs the Services
requested by CITY under this Agreement. CONTRACTOR and any agent or employee of CONTRACTOR 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. CONTRACTOR 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 CONTRACTOR’s performance of the Services, or any agent or employee of CONTRACTOR
providing same. Nothing in this Agreement shall be construed as creating an employment or agency
relationship between CITY and CONTRACTOR or any agent or employee of CONTRACTOR. Any terms in
this Agreement referring to direction from CITY shall be construed as providing for direction as to policy
and the result of CONTRACTOR’s provision of the Services only, and not as to the means by which such a
result is obtained.
10. Subcontractors. CONTRACTOR may not use subcontractors to perform any Services under this
Agreement unless CONTRACTOR obtains prior written consent of CITY. CONTRACTOR shall be solely
responsible for directing the work of approved subcontractors and for any compensation due to
subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors.
CONTRACTOR shall be fully responsible to CITY for all acts and omissions of subcontractors.
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Order with The Public
Restroom Company,
C23185725
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11. Taxes. All applicable taxes are included in the pricing in the CONTRACTOR’s Proposal.
12. Compliance with Laws. In the provision of products and services under this Agreement,
CONTRACTOR shall comply with all applicable federal, state and local laws and regulations.
13. Palo Alto Minimum Wage Ordinance. CONTRACTOR shall comply with all requirements of the
Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to
time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at
least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONTRACTOR
shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code section
4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONTRACTOR shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with
Palo Alto Municipal Code section 4.62.060.
14. Warranty. CONTRACTOR’s warranty shall be as provided for in CONTRACTOR’s Proposal. The
warranty set forth therein shall survive the expiration or termination of this Agreement for the duration
of the full warranty period provided in CONTRACTOR’s Proposal.
15. Audits. CONTRACTOR agrees to permit CITY and its authorized representatives to audit, at any
reasonable time during the term of this Agreement and for three (3) years from the date of final payment,
CONTRACTOR’s records pertaining to matters covered by this Agreement. CONTRACTOR agrees to
maintain accurate books and records in accordance with generally accepted accounting principles for at
least three (3) years following the termination or expiration of this Agreement.
16. No Implied Waiver. No payment, partial payment, acceptance, or partial acceptance by CITY shall
operate as a waiver on the part of CITY of any of its rights under this Agreement.
17. Insurance; Bonds.
a.Insurance. CONTRACTOR, at its sole cost, shall purchase and maintain in full force
during the term of this Agreement the insurance coverage described in CONTRACTOR’s Proposal and as
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Restroom Company,
C23185725
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of insurance shall not operate to limit CONTRACTOR’s liability or obligation to indemnify CITY under this
b.Bonding. CONTRACTOR shall furnish a payment and performance bond each in an
amount equal to one hundred percent of the Purchase Order price at the time the Purchase Order is
18. Non-Discrimination. As set forth in Palo Alto Municipal Code section 2.30.510, CONTRACTOR
certifies that in the performance of this Agreement, it shall not discriminate in the employment of any
person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height of such person. CONTRACTOR
acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto
Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and
agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
19. Workers’ Compensation. CONTRACTOR, by executing this Agreement, certifies that it is aware of
the provisions of the Labor Code of the State of California which require every employer to be insured
against liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that Code, and certifies that it will comply with such provisions, as applicable, before
commencing and during the performance of the Services.
20. Termination. The City Manager may terminate this Agreement without cause by giving ten (10)
days’ prior written notice thereof to CONTRACTOR. If CONTRACTOR fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided by law, the City Manager
may terminate this Agreement immediately upon written notice of termination. Upon receipt of such
notice of termination, CONTRACTOR shall immediately discontinue performance. CITY shall pay
CONTRACTOR for services satisfactorily performed up to the effective date of termination. If the
termination is for cause, CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to CONTRACTOR’s failure to perform its material obligations under this Agreement.
Upon termination, CONTRACTOR shall immediately deliver to the City Manager any and all copies of
studies, sketches, drawings, computations, and other material or products, whether or not completed,
prepared by CONTRACTOR or given to CONTRACTOR, in connection with this Agreement. Such materials
shall become the property of CITY.
21. Assignment. This Agreement binds the parties and their successors and assigns to all covenants
of this Agreement. This Agreement shall not be assigned or transferred without the prior written consent
of CITY.
22. Conflict of Interest. In executing this Agreement, CONTRACTOR 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 this Agreement. CONTRACTOR further covenants that,
in the performance of this Agreement, it will not employ any person having such an interest.
CONTRACTOR certifies that no CITY officer, employee, or authorized representative has any financial
interest in the business of CONTRACTOR and that no person associated with CONTRACTOR has any
interest, direct or indirect, which could conflict with the faithful performance of this Agreement.
CONTRACTOR agrees to advise CITY if any conflict arises.
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Order with The Public
Restroom Company,
C23185725
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DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PO No. C23185725
23. Governing Law; Jurisdiction; Venue. This Agreement shall be governed and interpreted by the
laws of the State of California without regard to conflict of law provisions. Each of the parties hereto
consents to the exclusive jurisdiction and venue of the courts of Santa Clara County, California.
24. Entire Agreement; Modification. This Purchase Order Agreement and the contract documents
listed in Section 1 (Contract Documents) constitute the entire agreement between the parties. This
Agreement supersedes all prior agreements, representations, statements, negotiations and undertakings
whether oral or written. This Agreement may only be modified by written amendment executed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal Code.
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. 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.
26. Environmentally Preferred Purchasing and Zero Waste Requirements. CONTRACTOR shall
comply with CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing
Division, which are incorporated by reference and may be amended from time to time. CONTRACTOR
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, CONTRACTOR shall comply with the following zero
waste requirements:
a.All printed materials provided by CONTRACTOR to CITY generated from a personal
computer and printer including but not limited to, proposals, quotes, invoices, reports, and public
b.Goods purchased by Contractor on behalf of CITY shall be purchased in accordance with
CITY’s Environmental Purchasing Policy including, but not limited to, Extended Producer Responsibility
c.Reusable/returnable pallets shall be taken back by CONTRACTOR, at no additional cost
to CITY, for reuse or recycling. CONTRACTOR shall provide documentation from the facility accepting the
27. Authority. The individual(s) executing this Agreement on behalf of the parties represent and
warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.
28. Prevailing Wages and DIR Registration for Public Works Contracts.
This project is subject to prevailing wages and related requirements as a “public works”
as defined in California Labor Code Section 1773.1
and Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as
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Restroom Company,
C23185725
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amended from time to time. Pursuant to Labor Code Section 1773, the CITY has obtained the
general prevailing rate of per diem wages and the general rate for holiday and overtime work
29. Contract Terms. Any unchecked boxes in this Purchase Order do not apply to this Agreement. In
the event of a conflict, the order of precedence among the contract documents that make up this
Agreement shall be: (1) the Purchase Order including its Exhibits A and B; (2) the City of Los Angeles
contract; and (3) the Proposals.
30. Excluded Contract Terms. The following standard provisions of the City of Los Angeles Contract
shall not apply to this Agreement: PSC-15 (Current Los Angeles City Business Tax Registration Certificate
Required); PSC-17 (Bonds); PSC-26 (Mandatory Provisions Pertaining to Non-Discrimination in
Employment); PSC-27 (Child Support Assignment Orders); PSC-28 (Living Wage Ordinance); PSC-29
(Service Contractor Worker Retention Ordinance); PSC-31 (Contractor Responsibility Ordinance); PSC-32
(Business Inclusion Program); PSC-33 (Slavery Disclosure Ordinance); PSC-34 (First Source Hiring
Ordinance); PSC-35 (Local Business Preference Ordinance); PSC-36 (Iran Contracting Act); PSC-37
(Restrictions on Campaign Contributions and Fund raising in City Elections); and PSC-38 (Contractors' Use
of Criminal History for Consideration of Employment Applications).
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Order with The Public
Restroom Company,
C23185725
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Signatures of the Parties
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed
this Agreement on the date first above written.
CITY OF PALO ALTO THE PUBLIC RESTROOM COMPANY
____________________________By:_________
Charles E. Kaufman, IV
Name:___________________________
PresidentTitle:____________________________
APPROVED AS TO FORM:Officer 2
__________________________By:_______________
Katie SherinName:___________________________
Title:_______C_o_o_________________
__
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Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 12 Packet Pg. 67 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PO No. C23185725
EXHIBIT A
CLAIMS FOR PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS PROJECTS
The provisions of this this Exhibit are provided in compliance with Public Contract Code Section 9204; they
1.Claim Definition. “Claim" means a separate demand by the Contractor sent by registered mail or
certified mail with return receipt requested, for one or more of the following:
(A) A time extension, including, without limitation, for relief from damages or penalties for delay
(B) Payment by the City of money or damages arising from the Services performed by, or on behalf of,
(C) Payment of an amount that is disputed by the City.
2.Claim Process.
(A) Timing. Any Claim must be submitted to City in compliance with the requirements of this
Exhibit no later than fourteen (14) days following the event or occurrence giving rise to the Claim. This
(B) Submission. The Claim must be submitted to City in writing, clearly identified as a “Claim”
submitted pursuant to this Exhibit, and must include reasonable documentation substantiating the Claim.
The Claim must clearly identify and describe the dispute, including relevant references to applicable
portions of the Agreement, and a chronology of relevant events. Any Claim for additional payment must
include a complete, itemized breakdown of all labor, materials, taxes, insurance, and subcontract, or other
costs. Substantiating documentation such as payroll records, receipts, invoices, or the like, must be
submitted in support of each claimed cost. Any Claim for an extension of time or delay costs must be
substantiated with schedule analysis and narrative depicting and explaining claimed time impacts.
(C) Review. Upon receipt of a Claim in compliance with this Exhibit, the City shall conduct a
reasonable review of the Claim and, within a period not to exceed 45 days from receipt, shall provide the
Contractor a written statement identifying what portion of the Claim is disputed and what portion is
undisputed. Upon receipt of a Claim, the City and Contractor may, by mutual agreement, extend the time
period provided in this paragraph 2.
(D) If City Council Approval Required. If the City needs approval from the City Council to provide
the Contractor a written statement identifying the disputed portion and the undisputed portion of the
Claim, and the City Council does not meet within the 45 days or within the mutually agreed to extension
of time following receipt of a Claim sent by registered mail or certified mail, return receipt requested, the
City shall have up to three days following the next duly publicly noticed meeting of the City Council after
the 45-day period, or extension, expires to provide the Contractor a written statement identifying the
disputed portion and the undisputed portion.
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Restroom Company,
C23185725
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(E) Payment. Any payment due on an undisputed portion of the Claim shall be processed and
made within 60 days after the City issues its written statement. If the City fails to issue a written statement,
paragraph 3, below, shall apply.
3.Disputed Claims
(A) Meet and Confer. If the Contractor disputes the City's written response, or if the City fails to
respond to a Claim submitted pursuant to this Exhibit within the time prescribed, the Contractor may
(B) Mediation. Any remaining disputed portion of the Claim, as identified by the Contractor in
writing, shall be submitted to nonbinding mediation, with the City and the Contractor sharing the
associated costs equally. The City and Contractor shall mutually agree to a mediator within 10 business
days after the disputed portion of the Claim has been identified in writing by the Contractor. If the parties
cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a
qualified neutral third party to mediate the disputed portion of the Claim. Each party shall bear the fees
and costs charged by its respective mediator in connection with the selection of the neutral mediator. If
mediation is unsuccessful, the parts of the Claim remaining in dispute shall be subject to any other
remedies authorized by the Agreement and laws.
(i) For purposes of this paragraph 3.B, mediation includes any nonbinding process, including, but
(ii) Unless otherwise agreed to by the City and the Contractor in writing, the mediation conducted
4.City’s Failure to Respond. Failure by the City to respond to a Claim from the Contractor within
the time periods described in this Exhibit or to otherwise meet the time requirements of this Exhibit shall
5.Interest. Amounts not paid in a timely manner as required by this section shall bear interest at
seven (7) percent per annum.
6.Approved Subcontractor Claims. If an approved subcontractor or a lower tier subcontractor lacks
legal standing to assert a Claim against the City because privity of contract does not exist, the Contractor
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Restroom Company,
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may present to the City a Claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor
7.Waiver of Provisions. A waiver of the rights granted by Public Contract Code Section 9204 is void
and contrary to public policy, provided, however, that (1) upon receipt of a Claim, the parties may
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Restroom Company,
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EXHIBIT B
INSURANCE AND BONDING REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN
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.
MINIMUM LIMITS
REQUIRED TYPE OF COVERAGE REQUIREMENT EACH
OCCURRENCE AGGREGATE
YES WORKER’S COMPENSATION EMPLOYER’S STATUTORY STATUTORY STATUTORY
BODILY INJURY
YES GENERAL LIABILITY, INCLUDING
PROPERTY DAMAGE $1,000,000 $1,000,000
CONTRACTUAL, AND FIRE LEGAL LIABILITY BODILY INJURY & PROPERTY DAMAGE
COMBINED.
BODILY INJURY $1,000,000 $1,000,000
-EACH PERSON
-EACH OCCURRENCE
YES AUTOMOBILE LIABILITY, INCLUDING ALL
PROPERTY DAMAGE $1,000,000 $1,000,000
BODILY INJURY AND PROPERTY
YES PROFESSIONAL LIABILITY, INCLUDING,
ALL DAMAGES $2,000,000
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL
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 CONTRACTOR’S
PROOF OF SPECIAL INSURANCE PER SECTION 17 – INSURANCE/BONDS. This special policy has a $1,000,000
II.CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING
III.ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS:
A.PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS
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B.CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL
NOTICE OF CANCELLATION
1.IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-
2.IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM,
EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF
HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569
HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP
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CONTRACTOR’S PAYMENT SURETY BOND
WHEREAS, the City Council of the City of Palo Alto, State of California (“City”) and , (“Principal”), have
entered into an agreement dated , and identified as (“Agreement”), which is hereby referred to and
WHEREAS, under the terms of said agreement, Principal is required before entering upon the performance
of the work to file a good and sufficient payment surety bond with City to secure the claims to which reference is
made in Titles 1 and 3 (commencing with Section 8000) of Part 6 of Division 4 of the Civil Code of the State of
California.
NOW, THEREFORE, Principal and ________________________________________________, as Surety,
incorporated under the laws of the State of _______________________________, and duly authorized to transact
business as an admitted surety, under the Laws of the State of California, are held and firmly bound unto City in the
penal sum of dollars ($), this amount being not less than one hundred percent of the total amount
payable by the terms of the Agreement per Civil Code section 9554, for the payment whereof Principal and Surety
The condition of this obligation is such that if Principal, Principal’s subcontractors, heirs, executors,
administrators, successors, or assigns shall fail to pay any of the persons, companies, or corporations, referred to in
Section 9100 of the California Civil Code, as amended, with respect to any work of labor performed or materials
supplied by any such persons, companies, or corporations, which work, labor, or materials are covered by the above-
mentioned agreement and any amendments, changes, change order, additions, alterations, or modifications
thereof, or any amounts due under the California Unemployment Insurance Code with respect to such work or labor,
or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department
from the wages of employees of the Principal and its subcontractors pursuant to Section 13020 of the
Unemployment Insurance Code, as amended, with respect to such work and labor, the Surety will pay for the same,
in an amount not exceeding the sum herein above specified, and also, in case suit is brought upon this bond, the
Surety will pay reasonable attorney’s fees in an amount to be fixed by the court.
It is hereby expressly stipulated and agreed that this surety bond shall inure to the benefit of any and all
persons, companies, and corporations entitled named in Section 9100 of the California Civil Code, as amended, so
as to give a right of action to them or their assigns in any suit brought upon this surety bond.
The Surety hereby stipulates and agrees that no amendment, change, change order, addition, alteration, or
modification to the terms of the agreement of the work to be performed thereunder or the specifications
accompanying the same, shall in any way affect its obligations on this surety bond, and it does hereby waive notice
of any such amendment, change, change order, addition, alteration, or modification to the terms of the agreement
or to the work performed thereunder or to the specifications accompanying the same. Surety hereby waives the
provisions of California Civil Code Sections 2845 and 2849.
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IN WITNESS WHEREOF, this instrument has been duly executed by the Surety and Principal above named
on ______________, 20___.
__Phone Number:______________
Name of Surety
__
Signature of Surety
By:Its:
Typed or Printed Name Title
__
Name of Contractor/Principal
Signature of Contractor/Principal
By:Its:
Typed or Printed Name Title
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
STATE OF )
COUNTY OF
On , before me,
, a notary public in and for said County, personally appeared
, who proved to me on the basis of satisfactory evidence to be
the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they
WITNESS my hand and official seal.
(Seal)
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CONTRACTOR’S PERFORMANCE SURETY BOND
WHEREAS, the City Council of the City of Palo Alto, State of California (“City”) and , (“Principal”) have
entered into an agreement dated , and identified as , which is hereby referred to and made a part hereof
WHEREAS, Principal is required under the terms of said agreement to furnish a surety bond for the faithful
performance of said agreement.
NOW, THEREFORE, Principal and _______________________________________________, as Surety,
incorporated under the Laws of the State of , and duly authorized to transact business as an admitted surety,
dollars
The condition of this obligation is such that if the Principal, Principal’s heirs, executors, administrators, successors,
As part of the obligations secured hereto, and in addition to the face amount specified therefore, there shall be
The Surety hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of
/ /
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IN WITNESS WHEREOF, this instrument has been duly executed by the Principal Surety above named on
_______________, 20_____.
_______________ Phone Number:______
Name of Surety
_________
Signature of Surety
By:Its:
Typed or Printed Name Title
_________
Name of Contractor/Principal
Signature of Contractor/Principal
By:Its:
Typed or Printed Name Title
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
STATE OF )
COUNTY OF
On , before me,, a notary public in and for said County,
personally appeared , who proved to me on the basis of satisfactory evidence to be
the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they
WITNESS my hand and official seal.
(Seal)
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EXHIBIT C
SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO.(AS APPLICABLE)
1A.MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
3.PERIOD OF PERFORMANCE: START:COMPLETION:
TOTAL TASK ORDER PRICE: $__________________
5.
COST CENTER________________
PHASE__________
6.CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
.SERVICES AND DELIVERABLES TO BE PROVIDED
as applicable)
8.ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the I hereby acknowledge receipt and acceptance of
APPROVED:APPROVED:
CITY OF PALO ALTO COMPANY NAME: ______________________
BY:____________________________________BY:____________________________________
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PO No. C23185725
CITY OF LOS ANGELES CONTRACT WITH THE PUBLIC RESTROOM COMPANY
(DATED JUNE 22, 2021, CONTRACT NO. 3804)
The City of Los Angeles Contract with the Public Restroom Company (dated June 22, 2021, contract no.
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CONTRACT
THE CITY OF LOS ANGELES
DEPARTMENT OF RECREATION AND PARKS
AND
THE PUBLIC RESTROOM COMPANY
FOR GENERAL PARK BUILDING CONSTRUCTION FOR PRE-FABRICATED
This CONTRACT (“Contract” or “Agreement”) is made and entered into this 22nd day of
June_____________2021, by and between the City of Los Angeles, (herein referred to as
, acting by and through its Board of Recreation and
RECITALS
WHEREAS, RAP owns various facilities and infrastructure throughout the City of Los
WHEREAS, RAP requires the services of an experienced and responsible contractor to
WHEREAS, a Request for Qualification (RFQ) for such services was released on
WHEREAS, the CONTRACTOR’S response met the minimum requirements for the
WHEREAS, CONTRACTOR has the necessary equipment and staff possessing sufficient
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WHEREAS, as a pre-qualified contractor selected through the RFQ, CONTRACTOR shall
WHEREAS, RAP, pursuant to Charter Sections 371(e)(2) and 375, finds that it is in its best
WHEREAS, the RAP, pursuant to Charter Section 371(e)(10), finds that use of competitive
WHEREAS, RAP, pursuant to Charter Sections 372 and 375, and Los Angeles
WHEREAS, RAP, pursuant to Charter Section 1022, has determined that the City does not
NOW, THEREFORE, the Parties, in consideration of the recitals above and of the terms,
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SECTION 1 - PARTIES TO CONTRACT, REPRESENTATIVES AND NOTICE
1.1 Parties
The parties to this Contract are:
CITY - The City of Los Angeles Department of Recreation and Parks, a municipal
CONTRACTOR – THE PUBLIC RESTROOM COMPANY, having its principal office
1.2 Representatives
The representatives of the parties who are authorized to administer this Contract
CITY’s representative will be:
Michael A. Shull, General Manager
With copies to:
Jimmy Newsom, Senior Management Analyst II
Van Nuys, California 91406
Telephone Number: (818) 756-9294
CONTRACTOR’S representative will be:
Charles E. Kaufman IV, President
Minden, Nevada 89423
Telephone Number: (888) 8888-2060
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1.3 Notices
Formal notices, demands and communications to be given hereunder by either party
If the person designated to receive the notices, demands or communications or the
SECTION 2 - TERM OF CONTRACT
The term of this Contract shall be three (3) years from the date of execution of this Contract
SECTION 3 - SERVICES TO BE PERFORMED BY THE CONTRACTOR
3.1 Conduct of Operations
A.At all times, work must conform to all current, relevant Federal, State and
Local Municipal Building Codes which may include but not be limited to the
The Contractor shall endeavor to maintain good public relations at all times.
A qualified supervisor shall be present and readily available to City personnel
D.Contractor’s working hours must coincide with those of the Department of
The Contractor shall carefully protect from damage all existing trees, shrubs,
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other growth and features or property. All damaged trees, shrubs, plants,
other growth and features, and property shall be replaced or restored to their
F.At all times, traffic control measures should conform to the Work Area Traffic
G.The roads and pathways shall be left free of debris at the close of each day’s
Contractor will be responsible for all safety requirements and certifications in
I.The Contractor shall notify the Contract Inspector at least twenty-four (24)
J.If the Contractor, after having officially started any project under this
K.All work awarded under this Contract shall be completed to the satisfaction of
L.Failure to comply with any requirement contained herein may result in
M.The RAP Contract Inspector must approve any request for sub-contracting of
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N.Contractor shall provide equipment and personnel for all tasks for all project
Contractor shall comply with all provisions set forth in the RFQ which
P.For each Project awarded under this Contract, the Bid Documents for such
3.2 SERVICES TO BE PROVIDED BY THE CONTRACTOR:
A. On an as-needed basis, Contractor shall perform the following services as may
B. Contractor must perform all construction work according to all current, relevant
C. The specific services to be provided by CONTRACTOR for any projects awarded
SECTION 4 - SERVICES TO BE PROVIDED BY THE CITY
4.1 CITY personnel will work cooperatively with the CONTRACTOR to ensure timely
CITY will promptly act, review, and make decisions as necessary to permit the
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SECTION 5 - INSPECTION
5.1 CONTRACTOR must request final inspection from CITY representative for work
CONTRACTOR will receive written notification for any services and/or delivery
5.3 CONTRACTOR shall respond in writing to the Project Manager indicating what
If unacceptable service continues, or if the CONTRACTOR receives three or more
SECTION 6 - COMPENSATION AND INVOICING
6.1 Compensation
CITY will pay CONTRACTOR an amount for service outlined in the “Notice to
6.2 CONTRACTOR shall inform CITY of any additional project costs due to unforeseen
6.3 Invoicing
CONTRACTOR shall invoice upon completion of a project by submitting two (2)
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original scope of work for the project and any approved change orders within thirty
CONTRACTOR shall submit invoices to:
Department of Recreation and Parks
All invoices shall be submitted on CONTRACTOR’S letterhead, containing
Invoices and supporting documentation shall be prepared at the sole expense and
Tasks that are completed by subcontractors shall be supported by subcontractor
Failure to adhere to these policies may result in nonpayment pursuant to Charter
SECTION 7 - NON-EXCLUSIVITY
RAP and the CONTRACTOR understand and agree that this is a non-exclusive Agreement
SECTION 8 - RATIFICATION
At the request of RAP, and because of the urgent need therefore, CONTRACTOR
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services are subject to all of the terms, covenants, and conditions of this Contract,
SECTION 9 - INCORPORATION OF DOCUMENTS
This Contract and exhibits represent the entire integrated agreement of the Parties and
Appendix A. Standard Provisions for City Contracts (10/17) [v.3]
(Signature Page to Follow)
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IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be executed by their
thExecuted this 18 day THE CITY OF LOS ANGELES, a municipal
of June , 20_2_1_OF RECREATION AND PARK
COMMISSIONERS
By
By
SECRETARY
Executed this day THE PUBLIC RESTROOM COMPANY
, 20___
By
PRESIDENT
PRINT NAME: _________________________
By
SECRETARY
PRINT NAME: _________________________
Approved as to Form:
Date:
By
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STANDARD PROVISIONS FOR CITY CONTRACTS
TABLE OF CONTENTS
PSC-1 Construction of Provisions and Titles Herein ................................................. 1
Applicable Law, Interpretation and Enforcement............................................ 1
Time of Effectiveness..................................................................................... 1
Integrated Contract ........................................................................................ 2
Amendment.................................................................................................... 2
Excusable Delays........................................................................................... 2
Waiver............................................................................................................ 2
Suspension .................................................................................................... 3
Termination.................................................................................................... 3
PSC-10 Independent Contractor ................................................................................. 5
Contractor’s Personnel................................................................................... 5
Assignment and Delegation ........................................................................... 6
Permits........................................................................................................... 6
Claims for Labor and Materials ...................................................................... 6
Current Los Angeles City Business Tax Registration Certificate Required .... 6
Retention of Records, Audit and Reports....................................................... 6
Bonds............................................................................................................. 7
Indemnification............................................................................................... 7
Intellectual Property Indemnification .............................................................. 7
Intellectual Property Warranty........................................................................ 8
Ownership and License.................................................................................. 8
Data Protection .............................................................................................. 9
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]i
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TABLE OF CONTENTS (Continued)
PSC-23 Insurance ....................................................................................................... 9
Best Terms..................................................................................................... 9
Warranty and Responsibility of Contractor................................................... 10
Mandatory Provisions Pertaining to Non-Discrimination in Employment...... 10
Child Support Assignment Orders................................................................ 10
Living Wage Ordinance ............................................................................... 11
Service Contractor Worker Retention Ordinance ......................................... 11
Access and Accommodations...................................................................... 11
Contractor Responsibility Ordinance............................................................ 12
Business Inclusion Program......................................................................... 12
Slavery Disclosure Ordinance...................................................................... 12
First Source Hiring Ordinance...................................................................... 12
Local Business Preference Ordinance......................................................... 12
Iran Contracting Act ..................................................................................... 12
Restrictions on Campaign Contributions in City Elections............................ 12
PSC-38 Contractors’ Use of Criminal History for Consideration of Employment
................................................................................................. 13
PSC-39 Limitation of City’s Obligation to Make Payment to Contractor .................... 13
PSC-40 Compliance with Identity Theft Laws and Payment Card Data Security
.................................................................................................... 14
PSC-41 Compliance with California Public Resources Code Section 5164............... 14
Possessory Interests Tax............................................................................. 14
Confidentiality............................................................................................... 15
Insurance Contractual Requirements........................................................... 16
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]ii
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STANDARD PROVISIONS FOR CITY CONTRACTS
PSC-1.Construction of Provisions and Titles Herein
All titles, subtitles, or headings in this Contract have been inserted for convenience, and
meaning and not strictly for or against CITY or CONTRACTOR.The word
"CONTRACTOR" includes the party or parties identified in this Contract. The singular
CONTRACTOR, unless expressly
PSC-2.Applicable Law, Interpretation and Enforcement
Each party's performance shall comply with all applicable laws of the United States of
CITY, including but not limited to, laws regarding
CONTRACTOR shall comply with new, amended, or revised
CONTRACTOR.
In any action arising out of this Contract, CONTRACTOR consents to personal
If any part, term or provision of this Contract is held void, illegal, unenforceable, or in
PSC-3.Time of Effectiveness
Unless otherwise provided, this Contract shall take effect when all of the following events
A.This Contract has been signed on behalf of CONTRACTOR by the person
CONTRACTOR;
This Contract has been approved by the City Council or by the board, officer
The Office of the City Attorney has indicated in writing its approval of this
This Contract has been signed on behalf of CITY by the person designated
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]1
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PSC-4.Integrated Contract
This Contract sets forth all of the rights and duties of the parties with respect to the subject
PSC-5.Amendment
All amendments to this Contract shall be in writing and signed and approved pursuant to
PSC-6.Excusable Delays
Neither party shall be liable for its delay or failure to perform any obligation under and in
Notwithstanding the foregoing, a delay or failure to perform by a Subcontractor of
CONTRACTOR shall not constitute a Force Majeure Event, unless the delay or failure
CONTRACTOR and Subcontractor, and
CONTRACTOR shall not
CONTRACTOR to perform timely. As used in this Contract, the term "Subcontractor"
In the event CONTRACTOR’S delay or failure to perform arises out of a Force Majeure
CONTRACTOR agrees to use commercially reasonable best efforts to obtain the
PSC-7.Waiver
A waiver of a default of any part, term or provision of this Contract shall not be construed
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]2
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PSC-8.Suspension
At CITY’S sole discretion, CITY may suspend any or all services provided under this
CONTRACTOR with written notice of suspension. Upon receipt of
CONTRACTOR shall immediately cease the services
CITY until
CITY gives written notice to recommence the services.
PSC-9.
A.
Termination
Termination for Convenience
CITY may terminate this Contract for CITY’S convenience at any time by providing
CONTRACTOR thirty days written notice. Upon receipt of the notice of
CONTRACTOR shall immediately take action not to incur any
CITY shall pay CONTRACTOR its reasonable and allowable costs
costs incurred by CONTRACTOR to effect the termination.Thereafter,
CONTRACTOR shall have no further claims against CITY under this Contract. All
CITY is entitled to, shall
CITY property upon the date of the termination. CONTRACTOR agrees
CITY to perfect, memorialize, or record
CITY’S ownership of rights provided herein.
B.Termination for Breach of Contract
Except as provided in PSC-6, if CONTRACTOR fails to perform any
CITY may give
CONTRACTOR written notice of the default. CITY’S default notice
CITY. Additionally, CITY’S
CONTRACTOR an opportunity to provide
CITY with a plan to cure the default, which shall be submitted to CITY
CITY. At CITY’S sole discretion,
CITY may accept or reject CONTRACTOR’S plan. If the default
CONTRACTOR fails to cure within the period
CITY, then CITY may terminate this Contract due to
CONTRACTOR’S breach of this Contract.
2.If the default under this Contract is due to CONTRACTOR’S failure
CONTRACTOR shall immediately: (1) suspend performance of any
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]3
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services. CONTRACTOR shall not recommence performance until
CONTRACTOR is fully insured and in compliance with CITY’S
3.If a federal or state proceeding for relief of debtors is undertaken by
CONTRACTOR, or if CONTRACTOR makes an
CITY may immediately
If CONTRACTOR engages in any dishonest conduct related to the
CITY’S
CITY may
Acts of Moral Turpitude
a.CONTRACTOR shall immediately notify CITY if
CONTRACTOR or any Key Person, as defined below, is
b.If CONTRACTOR or a Key Person is convicted of, pleads nolo
CITY may
If CONTRACTOR or a Key Person is charged with or indicted
CITY may terminate this
CONTRACTOR an opportunity to
CONTRACTOR’S ability to perform
d.Acts of Moral Turpitude include, but are not limited to: violent
STANDARD PROVISIONS
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e.For the purposes of this provision, a Key Person is a principal,
officer, or employee assigned to this Contract, or owner
CONTRACTOR.
6.In the event CITY terminates this Contract as provided in this section,
CITY may procure, upon such terms and in the manner as CITY may
CONTRACTOR shall be liable to CITY for
If, after notice of termination of this Contract under the provisions of
CONTRACTOR was
8.The rights and remedies of CITY provided in this section shall not be
C.In the event that this Contract is terminated, CONTRACTOR shall
PSC-10. Independent Contractor
CONTRACTOR is an independent contractor and not an agent or employee of CITY.
CONTRACTOR shall not represent or otherwise hold out itself or any of its directors,
CITY.
PSC-11. Contractor’s Personnel
Unless otherwise approved by CITY, CONTRACTOR shall use its own employees to
CITY has the right to review and approve
CONTRACTOR shall
CITY.
CONTRACTOR shall not use Subcontractors to assist in performance of this Contract
CITY. If CITY permits the use of Subcontractors,
CONTRACTOR shall remain responsible for performing all aspects of this Contract and
paying all Subcontractors.CITY has the right to approve CONTRACTOR’S
Subcontractors, and CITY reserves the right to request replacement of any
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]5
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 40 Packet Pg. 95 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Subcontractor. CITY does not have any obligation to pay CONTRACTOR’S
Subcontractors, and nothing herein creates any privity of contract between CITY and any
Subcontractor.
PSC-12. Assignment and Delegation
CONTRACTOR may not, unless it has first obtained the written permission of CITY:
A.Assign or otherwise alienate any of its rights under this Contract, including
B.Delegate, subcontract, or otherwise transfer any of its duties under this
PSC-13. Permits
CONTRACTOR and its directors, officers, partners, agents, employees, and
CONTRACTOR'S performance of this Contract.
CONTRACTOR shall immediately notify CITY of any suspension, termination, lapses,
CONTRACTOR’S performance of this Contract.
PSC-14. Claims for Labor and Materials
CONTRACTOR shall promptly pay when due all amounts owed for labor and materials
CITY property (including reports,
CONTRACTOR
PSC-15. Current Los Angeles City Business Tax Registration Certificate Required
For the duration of this Contract, CONTRACTOR shall maintain valid Business Tax
CITY'S Business Tax Ordinance, Section 21.00
et seq. of the Los Angeles Municipal Code (“LAMC”), and shall not allow the Certificate
PSC-16. Retention of Records, Audit and Reports
CONTRACTOR shall maintain all records, including records of financial transactions,
CITY. These records shall be retained for a period of no less than three
CITY, (2) the expiration
CITY personnel or CITY’S representatives at any
time.CONTRACTOR shall provide any reports requested by CITY regarding
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]6
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 41 Packet Pg. 96 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
performance of this Contract. Any subcontract entered into by CONTRACTOR for work
In lieu of retaining the records for the term as prescribed in this provision, CONTRACTOR
may, upon CITY’S written approval, submit the required information to CITY in an
electronic format, e.g. USB flash drive, at the expiration or termination of this Contract.
PSC-17. Bonds
All bonds required by CITY shall be filed with the Office of the City Administrative Officer,
et seq., as amended from to time.
PSC-18. Indemnification
Except for the active negligence or willful misconduct of CITY, or any of its boards,
CONTRACTOR shall
CITY and any of its boards, officers, agents,
CITY, including but not limited to, costs of experts and consultants),
CONTRACTOR'S employees and agents, or damage or destruction of any property of
CONTRACTOR, Subcontractors, or their boards, officers, agents,
CITY
PSC-19. Intellectual Property Indemnification
CONTRACTOR, at its own expense, shall defend, indemnify, and hold harmless the
CITY, and any of its boards, officers, agents, employees, assigns, and successors in
CITY, including but
CONTRACTOR, or its Subcontractors, in performing the work under
CITY’S actual or intended use of any Work Product (as
CONTRACTOR, or its Subcontractors, under this
CITY provided in this section shall not be exclusive
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]7
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 42 Packet Pg. 97 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
and are in addition to any other rights and remedies provided by law or under this
PSC-20. Intellectual Property Warranty
CONTRACTOR represents and warrants that its performance of all obligations under this
PSC-21. Ownership and License
Unless otherwise provided for herein, all finished and unfinished works, tangible or not,
CONTRACTOR or its Subcontractors under this Contract (each a “Work Product”;
CITY for its
CITY deems appropriate. CONTRACTOR hereby assigns to CITY all
CONTRACTOR further agrees to execute any documents necessary for CITY to perfect,
CITY’S ownership of rights provided herein.
CONTRACTOR agrees that a monetary remedy for breach of this Contract may be
CITY
CITY may therefore enforce this requirement by seeking injunctive relief
CITY from
CITY may be entitled.
For all Work Products delivered to CITY that are not originated or prepared by
CONTRACTOR or its Subcontractors under this Contract, CONTRACTOR shall secure
CITY, for a non-exclusive perpetual license to use such Work
CITY purposes.
CONTRACTOR shall not provide or disclose any Work Product to any third party without
CITY.
Any subcontract entered into by CONTRACTOR relating to this Contract shall include this
CITY’S ownership and license rights of all Work Products are preserved and
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 43 Packet Pg. 98 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PSC-22. Data Protection
A.CONTRACTOR shall protect, using the most secure means and technology
that is commercially available, CITY-provided data or consumer-provided
CONTRACTOR shall notify CITY in writing
CONTRACTOR’S discovery or reasonable belief of any unauthorized
CONTRACTOR shall begin remediation immediately. CONTRACTOR
CITY,
CONTRACTOR until the Data
CITY’S
CONTRACTOR shall conduct an investigation of the Data
CITY. At CITY’S sole discretion, CITY and its authorized agents shall
CONTRACTOR
CITY, its agents and law enforcement.
B.If CITY is subject to liability for any Data Breach or Security Incident, then
CONTRACTOR shall fully indemnify and hold harmless CITY and defend
PSC-23. Insurance
During the term of this Contract and without limiting CONTRACTOR'S obligation to
CITY, CONTRACTOR shall provide and maintain
CITY’S requirements; (2) comply with the
CONTRACTOR shall comply with all Insurance Contractual Requirements
PSC-24. Best Terms
Throughout the term of this Contract, CONTRACTOR, shall offer CITY the best terms,
CONTRACTOR’S customers for similar
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]9
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 44 Packet Pg. 99 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PSC-25. Warranty and Responsibility of Contractor
CONTRACTOR warrants that the work performed hereunder shall be completed in a
CONTRACTOR’S profession, doing the same or similar work under the same or similar
PSC-26. Mandatory Provisions Pertaining to Non-Discrimination in Employment
Unless otherwise exempt, this Contract is subject to the applicable non-discrimination,
A.CONTRACTOR shall comply with the applicable non-discrimination and
CITY. In performing this Contract, CONTRACTOR
B.The requirements of Section 10.8.2.1 of the LAAC, the Equal Benefits
The provisions of Section 10.8.3 of the LAAC are incorporated and made a
The provisions of Section 10.8.4 of the LAAC are incorporated and made a
Any subcontract entered into by CONTRACTOR for work to be performed under this
PSC-27. Child Support Assignment Orders
CONTRACTOR shall comply with the Child Support Assignment Orders Ordinance,
CONTRACTOR shall fully comply with all applicable State and Federal
CONTRACTOR to comply with all
CONTRACTOR to comply with any Wage and Earnings Assignment or Notices of
CONTRACTOR under this Contract. Failure of CONTRACTOR or principal owner to cure
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]10
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 45 Packet Pg. 100 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
the default within 90 days of the notice of default will subject this Contract to termination
CONTRACTOR for work to be performed
PSC-28. Living Wage Ordinance
CONTRACTOR shall comply with the Living Wage Ordinance, LAAC Section 10.37 et
, as amended from time to time. CONTRACTOR further agrees that it shall comply
with federal law proscribing retaliation for union organizing. Any subcontract entered into
by CONTRACTOR for work to be performed under this Contract must include an identical
provision.
PSC-29. Service Contractor Worker Retention Ordinance
CONTRACTOR shall comply with the Service Contractor Worker Retention Ordinance,
et seq., as amended from time to time. Any subcontract entered into
CONTRACTOR for work to be performed under this Contract must include an identical
PSC-30. Access and Accommodations
CONTRACTOR represents and certifies that:
A.CONTRACTOR shall comply with the Americans with Disabilities Act, as
CONTRACTOR shall not discriminate on the basis of disability or on the
C.CONTRACTOR shall provide reasonable accommodation upon request to
CITY-funded programs, services and activities;
Construction will be performed in accordance with the Uniform Federal
The buildings and facilities used to provide services under this Contract are
CONTRACTOR understands that CITY is relying upon these certifications and
CONTRACTOR for work to be performed under this Contract must include an identical
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]11
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 46 Packet Pg. 101 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PSC-31. Contractor Responsibility Ordinance
CONTRACTOR shall comply with the Contractor Responsibility Ordinance, LAAC
et seq., as amended from time to time.
PSC-32. Business Inclusion Program
Unless otherwise exempted prior to bid submission, CONTRACTOR shall comply with all
CONTRACTOR
CONTRACTOR shall perform subcontractor outreach activities through BAVN.
CONTRACTOR shall not change any of its designated Subcontractors or pledged specific
CONTRACTOR reduce
CITY.
PSC-33. Slavery Disclosure Ordinance
CONTRACTOR shall comply with the Slavery Disclosure Ordinance, LAAC Section 10.41
et seq., as amended from time to time. Any subcontract entered into by CONTRACTOR
PSC-34. First Source Hiring Ordinance
CONTRACTOR shall comply with the First Source Hiring Ordinance, LAAC Section 10.44
et seq., as amended from time to time. Any subcontract entered into by CONTRACTOR
PSC-35. Local Business Preference Ordinance
CONTRACTOR shall comply with the Local Business Preference Ordinance, LAAC
et seq., as amended from time to time. Any subcontract entered into by
CONTRACTOR for work to be performed under this Contract must include an identical
PSC-36. Iran Contracting Act
In accordance with California Public Contract Code Sections 2200-2208, all contractors
CITY for goods and services estimated at
PSC-37. Restrictions on Campaign Contributions and Fundraising in City Elections
Unless otherwise exempt, if this Contract is valued at $100,000 or more and requires
CITY office, CONTRACTOR, CONTRACTOR’S principals, and
CONTRACTOR’S Subcontractors expected to receive at least $100,000 for performance
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]12
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 47 Packet Pg. 102 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
shall comply with Charter Section 470(c)(12) and LAMC Section 49.7.35. Failure to
CITY to terminate this Contract and to pursue all available legal remedies.
CITY officials or candidates for elected CITY office for twelve months after this Contract
CONTRACTOR subject to Charter Section 470(c)(12) is required
CONTRACTOR subject to Charter Section 470(c)(12) shall include the following notice
“Notice Regarding Restrictions on Campaign Contributions and Fundraising
You are a subcontractor on City of Los Angeles Contract
#_________________. Pursuant to the City of Los Angeles Charter Section
CITY”) officials and candidates for elected CITY office for twelve
CITY contract is signed. You are required to provide the
CONTRACTOR and
PSC-38. Contractors’ Use of Criminal History for Consideration of Employment
Applications
CONTRACTOR shall comply with the City Contractors’ Use of Criminal History for
et seq., as
CONTRACTOR for work to
PSC-39. Limitation of City’s Obligation to Make Payment to Contractor
Notwithstanding any other provision of this Contract, including any exhibits or
CITY to comply with its governing legal
CITY shall have no obligation to make any payments to CONTRACTOR
CITY shall have first made an appropriation of funds equal to or in excess of its
CONTRACTOR agrees
CONTRACTOR, purchases made by CONTRACTOR or
CONTRACTOR in excess of the appropriation(s) shall be free and
CITY and CITY shall have no obligation to pay for the services,
CONTRACTOR shall have no obligation to provide any services,
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]13
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 48 Packet Pg. 103 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
provide any equipment or incur any expenses in excess of the appropriated amount(s)
CITY appropriates additional funds for this Contract.
PSC-40. Compliance with Identity Theft Laws and Payment Card Data Security
Standards
CONTRACTOR shall comply with all identity theft laws including without limitation, laws
CONTRACTOR also shall comply
CONTRACTOR shall verify proper truncation of receipts in
PSC-41. Compliance with California Public Resources Code Section 5164
California Public Resources Code Section 5164 prohibits a public agency from hiring a
If applicable, CONTRACTOR shall comply with California Public Resources Code Section
CITY. CONTRACTOR is required to have all employees,
CONTRACTOR working on premises to pass a fingerprint and
CONTRACTOR’S sole
PSC-42. Possessory Interests Tax
Rights granted to CONTRACTOR by CITY may create a possessory interest.
CONTRACTOR agrees that any possessory interest created may be subject to California
possessory interest.If applicable, CONTRACTOR shall pay the property tax.
CONTRACTOR acknowledges that the notice required under California Revenue and
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]14
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 49 Packet Pg. 104 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PSC-43. Confidentiality
All documents, information and materials provided to CONTRACTOR by CITY or
CONTRACTOR pursuant to this Contract (collectively “Confidential
CONTRACTOR shall not provide or disclose any
CITY or as required by law.
CONTRACTOR shall immediately notify CITY of any attempt by a third party to obtain
STANDARD PROVISIONS
FOR CITY CONTRACTS (Rev. 10/17) [v.3]15
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 50 Packet Pg. 105 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PO No. C23185725
CONTRACTOR’S PROPOSAL TO THE CITY OF PALO ALTO
REGARDING THE RINCONADA PARK RESTROOM
The Contractor’s Proposal to the City of Palo Alto regarding the Rinconada Park Restroom is attached on
Page 20 of 21
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 51 Packet Pg. 106 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Revised Price Proposal: Rinconada Park Restroom, Palo Alto CA
Date:February 23, 2023
Our Offer to Sell:
1. Restroom Building delivered to site @ $ 245,317
Public Restroom Company (PRC) herein bids to furnish (building only per plans and
(Retention is not allowed as this is materials or a product fully assembled
before shipment to the site and therefore not subject to retention.)
2. Installation: Turnkey Installation of the Building above @ $ 21,268 with retention allowed.
Public Restroom Company also includes in this two-part quotation our turnkey installation
package for this building. Our national factory authorized installation team will:
a. Arrive onsite to confirm and verify the Owner/General Contractor provided scope of
work in preparation for installation including access to the site.
b. Verify the building pad size, building corners, finished slab elevation, utility depth and
d. Set the building on the site pad.
e. Connect the utility piping stub ups to the building piping stub down building points of
3. Owner/General Contractor Final Tie In of Utilities and other site work:
a. The Owner/Contractor is responsible for making all final plumbing connections at the 6’ POC
locations.
b. The Owner/Contractor is responsible for pulling wire and completing all final tie-ins to the
4. Total Cost of Building and Installation @ $ 266,585
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
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Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 52 Packet Pg. 107 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
OWNER/GENERAL CONTRACTOR SCOPE OF WORK WITH/WITHOUT FOOTINGS:
Scope of Work Background:
Owner/General Contractor shall survey the site, establish survey for the building pad and prefabricated
Preparation of Building Pad:
Owner/General Contractor is responsible for providing the building subgrade pad or when required
Subgrade Pad/Foundation Requirements:
1. Owner/General Contractor shall survey the building site and provide a finished slab elevation for
Owner/General Contractor verification of site access to allow Building Delivery:
1. You certify to PRC that suitable delivery access to the proposed building site is available. Suitable
access is defined as 14’ minimum width, 16’ minimum height, and sufficient turning radius for a
crane and 70’ tractor-trailer.
2. Our cost is based upon the crane we provide being able to get within 35’ from the building
Installation Notice and Site Availability:
PRC will provide sufficient notice of delivery of the prefabricated building. The Owner/General
Contractor shall make the site available during the delivery period. During the delivery period, on an
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
2 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 53 Packet Pg. 108 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
improved site, Owner should stop site watering several days before delivery to minimize the impact on
Caution: If site is not ready for our field crew to perform their installation and if no notice of delay in
Public Restroom Company will “turn-key” set the buildings including the hook up of utilities inside the
Utility Connections:
1. PRC to complete all internal building plumbing connections and connections from the electrical
final plumbing
connections at the 6’ POC locations.
Special Conditions, Permits, and Inspection Fees:
Follow any published specifications governing local building procedures for applicable building permit
Jurisdiction for Off-site Work:
Jurisdiction, for permitting and inspection of this building shall be either the State agency who manages
PUBLIC RESTROOM COMPANY SCOPE OF WORK:
Our In Plant/Off-Site Construction Scheduling System:
PRC has several off-site manufacturing centers in the United States, strategically located, with the
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
3 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 54 Packet Pg. 109 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
which we have designed and fabricated, are part of the project, PRC supplies the manufacturing centers
Special Payment and Progress Billing Terms:
Invoicing begins on the 30th of the month following an order and/or the acceptance of the proposal/contract.
In the event of project stoppage, additional fees may be assessed for re-mobilization, storage, crane
Our discounted project costs are based upon timely payments. Delays in payment could
change delivery schedules and project costs.
Delivery and Installation:
Site Inspection:
PRC staff, upon site arrival, will verify the required dimensions of the building pad and the corner
Installation:
PRC will install the building turn-key, except for any exclusion (listed under “Exclusions,” herein.)
Installation of Utilities under the Prefabricated Building:
We fabricate off-site an underground utilities (water, and DWV piping and fittings) preassembled
We provide all the buildings under-slab piping including the driven electrical ground rod. The
Connection of Utilities Post Building Placement:
After placement of the building on the pad by PRC, our field staff will tie in the water and sewer
Electrical:
PRC provides the electrical conduit to the POC 6’ from the building. The Owner/General Contractor pulls
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
4 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 55 Packet Pg. 110 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Plumbing:
PRC provides the POC up to 6’ from the building footprint and the Owner/General Contractor connects
Sewer:
Some sites depending on the local jurisdiction will require an outside house trap which Owner/General
Testing of Water, Sewer, and Electrical in Plant and Final Site Utility Connection:
Before the building leaves the manufacturing center, PRC certifies a pressure water piping test, DWV,
Time of Completion:
PRC estimates a 300 calendar day schedule to complete our scope of work from receipt of written notice
Exclusions/Exceptions:
1. Access issues for delivery of the building by a clear unobstructed path of travel from an
4. Trench plates or matting needed for protection of site soils, sidewalks, hardscaping, or site
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
5 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 56 Packet Pg. 111 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
5. Not responsible for removing any soil, sand, or other debris as a result of trenching or
installation.
6. Survey, location of building corners, finish floor elevation, excavation, and construction of
7. Soil conditions not suitable for bearing a minimum of 1500 PSF with compaction to 90%
13. Backflow certification if applicable by Owner/ General Contractor.
Insurance and Prevailing Wage Certification:
PRC shall comply with the required insurance requirements, wage reports, and safety requirements for
the project, including OSHA regulations.
Special Insurance to protect the Building before acceptance:
As PRC requires payment for each month of off-site construction, and since the building is not on owner
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
6 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 57 Packet Pg. 112 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Errors and Omissions Insurance:
Our firm employs licensed architects, engineers, and drafting staff to provide design of our buildings.
WARRANTY
All work performed by PUBLIC RESTROOM COMPANY (called “Company”) shall be warranted to the
Our Company extended warranties shall be Company only and shall have no effect on any required
This warranty applies only if all work performed by Company has been fully paid for, including change
The warranties expressed herein are exclusive, and are in lieu of all other warranties expressed or
There are no warranties which extend beyond those described on the face of this Warranty. The
Term of Offer to Sell and Owner/General Contractor Acceptance:
This offer is valid for acceptance within 30 days, or when a part of a public bid for the applicable
Special Notice of Possible Project Cost Increases as a Result of Late Payments:
In the event of delayed or late payment, PRC shall have the right to remedies including late charges,
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
7 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 58 Packet Pg. 113 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
cure and if payment is still not received, the discounted price for the payment due may increase, to an
Termination
Upon Termination for any reason, Owner/General Contractor shall be liable for the cost of all work
Venue for Contract Jurisdiction:
Public Restroom Company requires all contracts accepted by our firm to hold that the venue for legal
No modifications to this offer shall be authorized unless confirmed in writing by the President
Offered by: Public Restroom Company by _
This provides conditional acceptance of this preliminary purchase order for this building
Accepted by:
______________________________________________________________
______________________________________________________________
Rinconada Park Restroom, Palo Alto CA | 02/23/2023| Reference # 10862-2/16/2023-0
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
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Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 59 Packet Pg. 114 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PROJECT REF#: 10862-2/16/2023-0
PALO ALTO, CALIFORNIA
RESTROOM BUILDINGRINCONADA PARK
ARTIST IMPRESSION: 3D
ONLY FOR
AND MATERIALS
SUBJECT TO CHANGE
COPYRIGHT 2023, PUBLIC
COMPANY
MATERIAL IS THE
PROPERTY OF
RESTROOM
AND SHALL
BE REPRODUCED,
FLOOR PLAN
SCALE: NOT TO SCALE
www.PublicRestroomCompany.com UOSTEHD
EROSREDXIC
S
E
C
P
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T
OS
A
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S
D
TO2587 BUSINESS PARKWAY AUTHORIZED BY THE
WRITTEN PERMISSION OF
RESTROOMMINDEN NEVADA 89423
P: 888-888-2060 F: 888-888-1448
Item 8
Attachment A - Purchase Order with
The Public Restroom Company,
C23185725
Item 8: Staff Report Pg. 60 Packet Pg. 115 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA PROJECT REF#: 10862-2/16/2023-0
3
22'-8" (ROOF OVERALL)
19'-4" (BUILDING OVERALL)1'-8"1'-8"
7'-4"4'-8"7'-4"
ELEC.
PANELACC/ RR
ALL
GENDER
ACC/ RR
ALL
GENDER
2 4
UTILITYSOAP
DISPENSER
SOAP
19'-10" (SLAB OVERALL)
1
FLOOR PLAN
SCALE: 3/16"=1'0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION SHEET#BUILDING TYPE:A-1RESTROOM COMPANY THIS -DRAWN BY:
RINCONADA PARK RESTROOM PROJECT #:START MAX. PERSON / HOUR:2/16/2023 90 SOTHERSEXCEPTAS10862
DRAWN BY: EOR
AUTHORIZED BY THE WRITTEN
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE
Item 8
Attachment A - Purchase Order with
The Public Restroom Company,
C23185725
Item 8: Staff Report Pg. 61 Packet Pg. 116 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA PROJECT REF#: 10862-2/16/2023-0
12
1
T.O. WALL T.O. WALL
BOARD &BOARD
& BATTS
T.O. SLAB T.O. SLAB
ELEVATION 1 ELEVATION 2
SCALE:3/16"=1'-0"SCALE:3/16"=1'-0"
12
T.O. WALL T.O. WALL
BOARD
& BATTS
T.O. SLAB T.O. SLAB
ELEVATION 3 ELEVATION 4
SCALE:3/16"=1'-0"SCALE:3/16"=1'-0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION SHEET#BUILDING TYPE:A-2-DRAWN BY:
RINCONADA PARK RESTROOM PROJECT #:START MAX. PERSON / HOUR:2/16/2023 90 SOTHERSEXCEPTAS10862
DRAWN BY: EOR
AUTHORIZED BY THE WRITTEN
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE
Item 8
Attachment A - Purchase Order with
The Public Restroom Company,
C23185725
Item 8: Staff Report Pg. 62 Packet Pg. 117 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
SPECIFICATIONS
Project #: 10862
Project Name: Rinconada Park Restroom
Date: 1/10/2022
Bldg Size: See Drawings
Type of Bldg: PS-022-DF
Restroom
Site :
City, State, Zip: 777 Embarcadero Rd, Palo Alto, CA 94303
TYPE OF BUILDING
Construction Type
HVR-MVR WOOD-LVR Structural steel above cap beam and roof structure, with wood framed walls supporting finishes and T&G
HYBRID
FLOOR SYSTEM
ROOM/ITEM FINISH
Entire Building Exposed Concrete with Light Broom Finish with Integral Additive for Stain/Moisture Resistance
WALL SYSTEM
BUILDING WALLS HEIGHT
7'4"
EXTERIOR WALLS - CMU
Precision Exterior 4" CMU
BLOCK TYPE AND COLOR ROWS
Precision Gray
CAP BEAM
Cap Beam, Steel Tube, Painted
WALL FINISHES - EXTERIOR
FINISH
Uncoated
Monopole Perma Shield Anti-Grafitti Coating
TYPE
CMU
All Exterior Finishes
HEIGHT
To Cap Beam
Full Height
FRC Siding -Below- Cap Beam Allura Cedarmill Board & Batt Siding Vertical - Painted To Cap Beam
Above Cap Beam
To Cap Beam
Exterior Paint PPG Exterior Gloss - Colors TBD by client
WALL FINISHES - INTERIOR
FINISHROOM HEIGHT
Restrooms Below Cap Beam Block filler & paint To Cap Beam
Full Height
Above Cap Beam
To Cap Beam
Above Cap Beam
Monopole Perma Shield Anti-Grafitti Coating
Mechanical - Above Cap Beam Painted OSB
ROOF SYSTEM
ITEM DESCRIPTION
Vertical Seam 24 ga Metal Sales Vertical Seam 24 ga 12in. Panel Striations
Vents SS Wire Mesh
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 63 Packet Pg. 118 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
DOORS - HARDWARE
ITEM DESCRIPTION
Hollow Metal Doors Hollow Metal: Galvanized 14 GA. Door w/ 14 GA Frame Continuos Hinge
Deadbolt Dead bolt Schlage # B660J62, with Removable Full Size Core: Core: 23030C626 # 35056C Control Key Blank
Von Duprin Elec Strike,Timer & Pow Von Duprin 6216 US32D 24V DC FSE, Intermatic ET1100 Timer,Von Duprin PS914 w/ 900-2RS N
ITEM DESCRIPTION LOCATION
Pull Plates Ives 8103EZHD-0 Solid Straight 10" Door Pull, 1" Diameter (For Chase)
Door Closer LCN Closer, Model # 4211 Cush Arm (for Out Swing Door)Restroom
Door Threshold (No Tile)Threshold Fluted Saddle Mill Finish Alum, 4" Wide #270A36 Chase
Door Kick Plates (Interior Only) Rockwood Metal Kick Plate, # K1050 12" x 34"Restroom
RESTROOM ACCESSORIES
ITEM MANUFACTURER/DESCRIPTION FINISH
Polished Aluminum & Blue
Stainless Steel
Polished Aluminum
Stainless Steel
Gray
Signage Door/Wall Signs
Bobrick ADA Stainless Steel grab bars. Bobrick B-6806-48 & B6806-42
Louver (Mechanical)
Hand Dryer
ITEM
Utility Hook
Mirrors - Stainless Steel
Sanitary Napkin Disposal
Toilet Seat Cover Dispenser
Soap Dispenser
MANUFACTURER/DESCRIPTION
Bobrick B-983(Std on Partition Doors, single User RR, Showers,etc)
Bobrick B-1556 1830 - Size 18"x30"
Bobrick B-270
Bobrick B-4221
Bobrick B-4112 - Surface Mounted - Above Lavatory So Soap Drips Onto Sink
Shelf - Near Sink
PLUMBING
FIXTURE/PART DESCRIPTION
Toilets - Stainless Steel Acorn # 1675 W-1-HET 1.28 GPF-FVBO-ADA-PFS-316SS
Lever (Std) - Toilet Flush Valve Zurn W.C. Flush Valve 1.28 Ga Zurn # Z6143AV-HET-7L-BG
Lavs - Stainless Steel Rear Connect Acorn # 1652LRB-1-DMS-03-M-316SS
Metering Faucet Single Hole Metering Faucet, Chicago Model # 333-E2805-665PSHABCP - Tempered
Floor Drains: W/Trap Primer Floor Drain Zurn # ZN460-2NH-5B W/Strainer / With Trap Primer
PLUMBING GENERAL
FIXTURE/PART
Water Heater
DESCRIPTION
Stiebel DHC-E8 1-2 lavatories
Tempered Water to Lavs Thermostatic Mixing Valve, Acorn Model # ST70-12
Water Line Material Copper (Std)
Bladder Tank ProFlo PFXT5, (PRC)/ Amtrol 2 gal
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 64 Packet Pg. 119 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
ELECTRICAL
ITEM DESCRIPTION
Electrical Panel 100 amp Single Phase - 120/240 v 20 Circuits
LIGHTING
DESCRIPTION (W=WALL, C=CEILING)ITEM
Lighting Control -Interior-Light Fixture Integraded Occupancy Sensor
Interior Lights W/C) Luminaire, Swoop Series SWP1212-OP-BRZ-OCC 25 Watts
Lighting Control -Exterior-Photo Cell Intermatic Photo Control #EK4336S
20 Watts
Chase Lights C) Green AL-41L (small Chase) Waterproof
RECEPTACLES/SWITCHES, HEATERS, FANS, HVAC, LIGHTED SIGNS
ITEM
Receptacles
DESCRIPTION
GFCI (Adjacent to Panel)
LOCATION
Switches Single Pole (Any Other Location)Chase
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 65 Packet Pg. 120 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PO No. C23185725
CONTRACTOR’S PROPOSAL TO THE CITY OF PALO ALTO
REGARDING THE RAMOS PARK RESTROOM
The Contractor’s Proposal to the City of Palo Alto regarding the Ramos Park Restroom is attached on the
Page 21 of 21
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 66 Packet Pg. 121 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Revised Price Proposal: Ramos Park, Palo Alto, CA
Date:February 27, 2023
Reference:11493
Our Offer to Sell:
1. Restroom Building delivered to site @ $ 245,317
Public Restroom Company (PRC) herein bids to furnish (building only per plans and
(Retention is not allowed as this is materials or a product fully assembled
before shipment to the site and therefore not subject to retention.)
2. Installation: Turnkey Installation of the Building above @ $ 21,268 with retention allowed.
Public Restroom Company also includes in this two-part quotation our turnkey installation
package for this building. Our national factory authorized installation team will:
a. Arrive onsite to confirm and verify the Owner/General Contractor provided scope of
work in preparation for installation including access to the site.
b. Verify the building pad size, building corners, finished slab elevation, utility depth and
Excavate the utility trenches for placement of our prefabricated underground piping
d. Set the building on the site pad.
e. Connect the utility piping stub ups to the building piping stub down building points of
3. Owner/General Contractor Final Tie In of Utilities and other site work:
a. The Owner/Contractor is responsible for making all final plumbing connections at the 6’ POC
locations.
b. The Owner/Contractor is responsible for pulling wire and completing all final tie-ins to the
The Owner/Contractor is responsible for preparing the pad/foundation. PRC will trench
4. Total Cost of Building and Installation @ $ 266,585
Payment & Performance Bonds @ $4,577
Total Cost of Building, Installation & Bonds @ $271,162
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
1 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 67 Packet Pg. 122 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
OWNER/GENERAL CONTRACTOR SCOPE OF WORK WITH/WITHOUT FOOTINGS:
Scope of Work Background:
Owner/General Contractor shall survey the site, establish survey for the building pad and prefabricated
Preparation of Building Pad:
Owner/General Contractor is responsible for providing the building subgrade pad or when required
Subgrade Pad/Foundation Requirements:
1. Owner/General Contractor shall survey the building site and provide a finished slab elevation for
Owner/General Contractor verification of site access to allow Building Delivery:
1. You certify to PRC that suitable delivery access to the proposed building site is available. Suitable
access is defined as 14’ minimum width, 16’ minimum height, and sufficient turning radius for a
crane and 70’ tractor-trailer.
2. Our cost is based upon the crane we provide being able to get within 35’ from the building
Installation Notice and Site Availability:
PRC will provide sufficient notice of delivery of the prefabricated building. The Owner/General
Contractor shall make the site available during the delivery period. During the delivery period, on an
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
2 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 68 Packet Pg. 123 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
improved site, Owner should stop site watering several days before delivery to minimize the impact on
Caution: If site is not ready for our field crew to perform their installation and if no notice of delay in
Public Restroom Company will “turn-key” set the buildings including the hook up of utilities inside the
Utility Connections:
1. PRC to complete all internal building plumbing connections and connections from the electrical
final plumbing
connections at the 6’ POC locations.
Special Conditions, Permits, and Inspection Fees:
Follow any published specifications governing local building procedures for applicable building permit
Jurisdiction for Off-site Work:
Jurisdiction, for permitting and inspection of this building shall be either the State agency who manages
PUBLIC RESTROOM COMPANY SCOPE OF WORK:
Our In Plant/Off-Site Construction Scheduling System:
PRC has several off-site manufacturing centers in the United States, strategically located, with the
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
3 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 69 Packet Pg. 124 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
which we have designed and fabricated, are part of the project, PRC supplies the manufacturing centers
Special Payment and Progress Billing Terms:
Invoicing begins on the 30th of the month following an order and/or the acceptance of the proposal/contract.
In the event of project stoppage, additional fees may be assessed for re-mobilization, storage, crane
Our discounted project costs are based upon timely payments. Delays in payment could
change delivery schedules and project costs.
Delivery and Installation:
Site Inspection:
PRC staff, upon site arrival, will verify the required dimensions of the building pad and the corner
Installation:
PRC will install the building turn-key, except for any exclusion (listed under “Exclusions,” herein.)
Installation of Utilities under the Prefabricated Building:
We fabricate off-site an underground utilities (water, and DWV piping and fittings) preassembled
We provide all the buildings under-slab piping including the driven electrical ground rod. The
Connection of Utilities Post Building Placement:
After placement of the building on the pad by PRC, our field staff will tie in the water and sewer
Electrical:
PRC provides the electrical conduit to the POC 6’ from the building. The Owner/General Contractor pulls
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
4 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 70 Packet Pg. 125 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Plumbing:
PRC provides the POC up to 6’ from the building footprint and the Owner/General Contractor connects
Sewer:
Some sites depending on the local jurisdiction will require an outside house trap which Owner/General
Testing of Water, Sewer, and Electrical in Plant and Final Site Utility Connection:
Before the building leaves the manufacturing center, PRC certifies a pressure water piping test, DWV,
Time of Completion:
PRC estimates a 300 calendar day schedule to complete our scope of work from receipt of written notice
Exclusions/Exceptions:
1. Access issues for delivery of the building by a clear unobstructed path of travel from an
4. Trench plates or matting needed for protection of site soils, sidewalks, hardscaping, or site
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
5 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 71 Packet Pg. 126 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
5. Not responsible for removing any soil, sand, or other debris as a result of trenching or
installation.
6. Survey, location of building corners, finish floor elevation, excavation, and construction of
7. Soil conditions not suitable for bearing a minimum of 1500 PSF with compaction to 90%
13. Backflow certification if applicable by Owner/ General Contractor.
Insurance and Prevailing Wage Certification:
PRC shall comply with the required insurance requirements, wage reports, and safety requirements for
the project, including OSHA regulations.
Special Insurance to protect the Building before acceptance:
As PRC requires payment for each month of off-site construction, and since the building is not on owner
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
6 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 72 Packet Pg. 127 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
Errors and Omissions Insurance:
Our firm employs licensed architects, engineers, and drafting staff to provide design of our buildings.
WARRANTY
All work performed by PUBLIC RESTROOM COMPANY (called “Company”) shall be warranted to the
Our Company extended warranties shall be Company only and shall have no effect on any required
This warranty applies only if all work performed by Company has been fully paid for, including change
The warranties expressed herein are exclusive, and are in lieu of all other warranties expressed or
There are no warranties which extend beyond those described on the face of this Warranty. The
Term of Offer to Sell and Owner/General Contractor Acceptance:
This offer is valid for acceptance within 30 days, or when a part of a public bid for the applicable
Special Notice of Possible Project Cost Increases as a Result of Late Payments:
In the event of delayed or late payment, PRC shall have the right to remedies including late charges,
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
7 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 73 Packet Pg. 128 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
cure and if payment is still not received, the discounted price for the payment due may increase, to an
Termination
Upon Termination for any reason, Owner/General Contractor shall be liable for the cost of all work
Venue for Contract Jurisdiction:
Public Restroom Company requires all contracts accepted by our firm to hold that the venue for legal
No modifications to this offer shall be authorized unless confirmed in writing by the President
Offered by: Public Restroom Company by _
This provides conditional acceptance of this preliminary purchase order for this building
Accepted by:
______________________________________________________________
______________________________________________________________
Ramos Park , Palo Alto CA | 02/27/2023| Reference # 11493
2587 Business Parkway | Minden, NV 89423 | www.PublicRestroomCompany.com | p: 888-888-2060 | f: 888-888-1448
8 of 8
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 74 Packet Pg. 129 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
PROJECT REF#: 11493
PALO ALTO, CALIFORNIA
RESTROOM BUILDINGRAMOS PARK
ARTIST IMPRESSION: 3D
ONLY FOR
COLORS AND MATERIALS
SUBJECT TO CHANGE
COPYRIGHT 2023, PUBLIC
COMPANY
MATERIAL IS THE
PROPERTY OF
RESTROOM
AND SHALL
BE REPRODUCED,
FLOOR PLAN
SCALE: NOT TO SCALE
www.PublicRestroomCompany.com UOSTEHD
EROSREDXIC
S
E
C
P
L
T
O
S
A
E
S
D
TO2587 BUSINESS PARKWAY AUTHORIZED BY THE
WRITTEN PERMISSION OF
RESTROOMMINDEN NEVADA 89423
P: 888-888-2060 F: 888-888-1448
Item 8
Attachment A - Purchase Order with
The Public Restroom Company,
C23185725
Item 8: Staff Report Pg. 75 Packet Pg. 130 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA PROJECT REF#: 11493
3
22'-8" (ROOF OVERALL)
19'-4" (BUILDING OVERALL)1'-8"1'-8"
7'-4"4'-8"7'-4"
ELEC.
PANELACC/ RR
ALL
GENDER
ACC/ RR
ALL
GENDER
2 4
UTILITYSOAP
DISPENSER
SOAP
19'-10" (SLAB OVERALL)
1
FLOOR PLAN
SCALE: 3/16"=1'0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION SHEET#BUILDING TYPE:A-1RESTROOM COMPANY THIS -DRAWN BY:
RAMOS PARK RESTROOM PROJECT #:START MAX. PERSON / HOUR:2/16/2023 90 SOTHERSEXCEPTAS11493
DRAWN BY: EOR
PALO ALTO, CAAUTHORIZED BY THE WRITTEN
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE
Item 8
Attachment A - Purchase Order with
The Public Restroom Company,
C23185725
Item 8: Staff Report Pg. 76 Packet Pg. 131 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA PROJECT REF#: 11493
12
1
T.O. WALL T.O. WALL
BOARD &BOARD
& BATTS
T.O. SLAB T.O. SLAB
ELEVATION 1 ELEVATION 2
SCALE:3/16"=1'-0"SCALE:3/16"=1'-0"
12
T.O. WALL T.O. WALL
BOARD
& BATTS
T.O. SLAB T.O. SLAB
ELEVATION 3 ELEVATION 4
SCALE:3/16"=1'-0"SCALE:3/16"=1'-0"
C O P Y R I G H T 2 0 2 3 , P U B L I C RESTROOM BUILDING REVISION #REVISION SHEET#BUILDING TYPE:A-2-DRAWN BY:
RAMOS PARK RESTROOM PROJECT #:START MAX. PERSON / HOUR:2/16/2023 90 SOTHERSEXCEPTAS11493
DRAWN BY: EOR
PALO ALTO, CAAUTHORIZED BY THE WRITTEN
~NOT FOR CONSTRUCTION ~ PRELIMINARY DESIGN DRAWING ONLY ~ DO NOT SCALE, DIMENSIONS PRESIDE
Item 8
Attachment A - Purchase Order with
The Public Restroom Company,
C23185725
Item 8: Staff Report Pg. 77 Packet Pg. 132 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
SPECIFICATIONS
Project #: 11493
Project Name: Ramos Park Restroom
Palo Alto, CA 94303
Date: 1/10/2022
Bldg Size: See Drawings
Type of Bldg: PS-022
Restroom
Site: City, State, Zip:
TYPE OF BUILDING
Construction Type
HVR-MVR WOOD-LVR Structural steel above cap beam and roof structure, with wood framed walls supporting finishes and T&G
FLOOR SYSTEM
ROOM/ITEM
Entire Building
Entire Building
FINISH
Exposed Concrete with Light Broom Finish with Integral Additive for Stain/Moisture Resistance
WALL SYSTEM
BUILDING WALLS HEIGHT
7'4"
EXTERIOR WALLS - CMU
Precision Exterior 4" CMU
BLOCK TYPE AND COLOR ROWS
Precision Gray
CAP BEAM
Cap Beam, Steel Tube, Painted
WALL FINISHES - EXTERIOR
FINISH
Uncoated
Monopole Perma Shield Anti-Grafitti Coating
TYPE
CMU
All Exterior Finishes
HEIGHT
To Cap Beam
Full Height
FRC Siding -Below- Cap Beam Allura Cedarmill Board & Batt Siding Vertical - Painted To Cap Beam
Above Cap Beam
To Cap Beam
Exterior Paint PPG Exterior Gloss - Colors TBD by client
WALL FINISHES - INTERIOR
FINISHROOM HEIGHT
Restrooms Below Cap Beam Block filler & paint To Cap Beam
Full Height
Above Cap Beam
To Cap Beam
Above Cap Beam
Monopole Perma Shield Anti-Grafitti Coating
Mechanical - Above Cap Beam Painted OSB
ROOF SYSTEM
ITEM DESCRIPTION
Vertical Seam 24 ga Metal Sales Vertical Seam 24 ga 12in. Panel Striations
Vents SS Wire Mesh
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 78 Packet Pg. 133 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
DOORS - HARDWARE
ITEM DESCRIPTION
Hollow Metal Doors Hollow Metal: Galvanized 14 GA. Door w/ 14 GA Frame Continuos Hinge
Deadbolt Dead bolt Schlage # B660J62, with Removable Full Size Core: Core: 23030C626 # 35056C Control Key Blank
Von Duprin Elec Strike,Timer & Pow Von Duprin 6216 US32D 24V DC FSE, Intermatic ET1100 Timer,Von Duprin PS914 w/ 900-2RS N
ITEM DESCRIPTION LOCATION
Pull Plates Ives 8103EZHD-0 Solid Straight 10" Door Pull, 1" Diameter (For Chase)
Door Closer LCN Closer, Model # 4211 Cush Arm (for Out Swing Door)Restroom
Door Threshold (No Tile)Threshold Fluted Saddle Mill Finish Alum, 4" Wide #270A36 Chase
Door Kick Plates (Interior Only) Rockwood Metal Kick Plate, # K1050 12" x 34"Restroom
RESTROOM ACCESSORIES
ITEM MANUFACTURER/DESCRIPTION FINISH
Polished Aluminum & Blue
Stainless Steel
Polished Aluminum
Stainless Steel
Gray
Signage Door/Wall Signs
Bobrick ADA Stainless Steel grab bars. Bobrick B-6806-48 & B6806-42
Louver (Mechanical)
Hand Dryer
ITEM
Utility Hook
Mirrors - Stainless Steel
Sanitary Napkin Disposal
Toilet Seat Cover Dispenser
Soap Dispenser
MANUFACTURER/DESCRIPTION
Bobrick B-983(Std on Partition Doors, single User RR, Showers,etc)
Bobrick B-1556 1830 - Size 18"x30"
Bobrick B-270
Bobrick B-4221
Bobrick B-4112 - Surface Mounted - Above Lavatory So Soap Drips Onto Sink
Shelf - Near Sink
PLUMBING
FIXTURE/PART DESCRIPTION
Toilets - Stainless Steel Acorn # 1675 W-1-HET 1.28 GPF-FVBO-ADA-PFS-316SS
Lever (Std) - Toilet Flush Valve Zurn W.C. Flush Valve 1.28 Ga Zurn # Z6143AV-HET-7L-BG
Lavs - Stainless Steel Rear Connect Acorn # 1652LRB-1-DMS-03-M-316SS
Metering Faucet Single Hole Metering Faucet, Chicago Model # 333-E2805-665PSHABCP - Tempered
Floor Drains: W/Trap Primer Floor Drain Zurn # ZN460-2NH-5B W/Strainer / With Trap Primer
PLUMBING GENERAL
FIXTURE/PART
Water Heater
DESCRIPTION
Stiebel DHC-E8 1-2 lavatories
Tempered Water to Lavs Thermostatic Mixing Valve, Acorn Model # ST70-12
Water Line Material Copper (Std)
Bladder Tank ProFlo PFXT5, (PRC)/ Amtrol 2 gal
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
Item 8: Staff Report Pg. 79 Packet Pg. 134 of 210
DocuSign Envelope ID: DE00C7B0-ABED-4489-B77F-282A7C90CBFA
ELECTRICAL
ITEM DESCRIPTION
Electrical Panel 100 amp Single Phase - 120/240 v 20 Circuits
LIGHTING
DESCRIPTION (W=WALL, C=CEILING)ITEM
Lighting Control -Interior-Light Fixture Integraded Occupancy Sensor
Interior Lights W/C) Luminaire, Swoop Series SWP1212-OP-BRZ-OCC 25 Watts
Lighting Control -Exterior-Photo Cell Intermatic Photo Control #EK4336S
20 Watts
Chase Lights C) Green AL-41L (small Chase) Waterproof
RECEPTACLES/SWITCHES, HEATERS, FANS, HVAC, LIGHTED SIGNS
ITEM
Receptacles
DESCRIPTION
GFCI (Adjacent to Panel)
LOCATION
Switches Single Pole (Any Other Location)Chase
Item 8
Attachment A - Purchase
Order with The Public
Restroom Company,
C23185725
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: April 10, 2023
Staff Report:2303-1209
TITLE
Approval of an Updated Residential Winter Gas and Electric Rebate Program to Mitigate
Extraordinarily High January 2023 Customer Bills, Including Repeal and Replacement of the Gas
Rebate Program and Budget Appropriation adopted on March 27, 2023 and Approval of Budget
Amendments in the General Fund, Electric Fund, and Gas Fund, at a Total Cost of up to
$2,468,385; CEQA: Not a project under CEQA Guidelines sections 15378(b)(4) and (5).
RECOMMENDATION
Staff recommends City Council:
1. Repeal the City Council actions on March 27, 2023 taken as part of agenda item 10, both
a gas rebate program and budget amendments.
2. Approve a residential natural gas rebate program of up to $1,761,550 intended to
mitigate extraordinarily high January 2023 natural gas costs. This gas rebate program
supersedes the gas rebate Council approved on March 27, 2023. The new rebate
program redistributes funds from customers who terminated service to targeted
programs for rate assistance, arrearages, and other hardships.
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3. Approve a residential electric rebate program of up to $706,835 intended to mitigate
extraordinarily high January 2023 electricity costs
4. Amend the Fiscal Year 2023 Budget Appropriation (requires a 2/3 majority vote). These
appropriation actions supersede the actions City Council approved on March 27, 2023.
a. In the General Fund by:
i. Increasing the Transfer Out expense appropriation to the Gas Fund by
$1,761,550 and
ii. Increasing the Transfer Out expense appropriation to the Electric Fund by
$706,835
iii. Decreasing the Budget Stabilization Reserve by $2,468,385.
b. In the Gas Fund by:
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i. Increasing the Transfer In revenue estimate from the General Fund by
$1,761,550, and
ii. Decrease Customer Revenue estimate for residential customers by
$1,761,550.
c. In the Electric Fund by:
i. Increasing the Transfer In revenue estimate from the General Fund by
$706,835, and
ii. Decreasing for Customer Revenue estimate for residential customers by
$706,835.
EXECUTIVE SUMMARY
As a result of the extraordinary high energy prices many residential customers in Palo Alto are
suffering the economic burden of extreme and unexpectedly high gas and electric bills. City
Council directed staff on February 13, 2023 to propose a rebate to gas and electric residential
customers of up to 20% based on the highest month of bills. In response, staff analyzed January
2023 residential natural gas and electric bills with service periods of January 1, 2023 through
January 31, 2023.
The natural gas rebate program would be funded by a General Fund transfer to the Gas Fund of
up to $1,761,550. The electric rebate program would be funded by a General Fund transfer to
the Electric Fund of up to $706,835. The total of the gas and electric rebate program amounts is
up to $2,468,385.
Based on feedback from the Finance Committee and City Council, the rebate programs were
designed to provide meaningful rebates to all residential natural gas and electric customers.
Additional financial assistance will be provided to residents enrolled in the Utility’s Rate
Assistance Program and/or have utility bill arrearages of greater than 180 days. The total amount
of all of the Winter rebate programs described in this report will be up to 20% of the total amount
of Jan 2023 residential gas and electric bills, or $2,492,019.
BACKGROUND
Natural Gas Utility
Natural gas market prices were extremely high in January 2023; much higher than last year’s
winter prices, and the highest since the 2001 energy crisis. Gas commodity prices for January
2023 were five times higher than January 2022 gas prices, tripling some customers’ gas bills. The
February and March 2023 gas commodity rates are $1.26 and $0.77 per therm; significantly lower
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than January 2023 rate of $4.00 per therm. CPAU’s monthly gas commodity and volumetric rates
are available on the Utility’s residential rates page.1
Gas customers across California are experiencing similar impacts. Gas market prices can fluctuate
greatly from month to month due to trade issues, weather, and supply or production challenges.
The unusually high prices this winter have been attributed to historically cold weather, high gas
demand, low regional gas storage levels, constraints on gas supplies flowing into California, and
an increased reliance on natural gas in the electric power sector as a result of the ongoing
drought’s impact on hydroelectric supplies. CPAU purchases natural gas for its customers at
market prices, and does not control those market prices, nor mark-up the cost of the gas
purchased on behalf of its customers.
On March 27, 2023, staff presented two gas rebate options to Council2
The table below shows natural gas rebate amounts under both options. The total cost to the
General Fund of the rebates under either option will be up to $1,771,586.
Option 1: Consumption-based rebate for all January 2023 residential natural gas customers
equivalent to 20% of their January 2023 gas bill. The average rebate would range
from $2.39 for customers with gas bills less than $20, to $609.50 for customers with
gas bills greater than $2,000.
Option 2: Flat rebate of $80.78 for all January 2023 residential natural gas customers, based
on an average January residential gas bill of $403.90. The average residential gas
customer used 76.1 therms in January 2023 and was billed $403.90. $80.78
represents 20% of the average residential January 2023 gas bill.
1 Utility’s Residential Rates https://www.cityofpaloalto.org/files/assets/public/utilities/rates-schedules-for-
utilities/monthly-gas-commodity-rates.pdf
2 March 27, 2023 City council Staff Report 2303-1034
https://cityofpaloalto.primegov.com/meetings/ItemMiniPacket?id=1834
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Jan. 2023 Residential Gas Rebate Amounts and Costs
Electric Utility
From July 2019 through April 2022 the City did not increase retail electric rates, to mitigate the
economic impact of the COVID-19 pandemic on residents and businesses. In that time supply and
distribution expenses increased $50 million (30%). The expense increases combined with
pandemic-related electricity sales revenue declines created a $43 million shortfall in FY 2022.
Some of this was related to the impacts of extreme drought and rising electricity market prices,
and in response, the City activated the hydroelectric rate adjuster (E-HRA) of 10% in April 2022.
In 2023, the City began increasing base rates to begin recovering costs, starting with a 5% rate
increase on July 1, 2022. In late 2022 electricity market prices increased at unprecedented levels,
leading to the need to increase the hydroelectric rate adjuster on January 1, 2023 an additional
20% to match the cost of replacing hydroelectric power with market power. As a result, since
April 2022, retail electric rates have increased by approximately 35%.
On March 21, 2023, staff presented two electric rebate options to Finance Committee3 (in
Attachment A to Item #4 on the Committee Agenda). The table below shows electric rebate
amounts under both options. The total cost to the General Fund of the rebates under either
option will be up to $720,433.
Option 1: Consumption-based rebate for all January 2023 residential electric customers
equivalent to 20% of their January 2023 electric bill. The average rebate would range
3 March 21, 2023 City Council Staff Report
https://cityofpaloalto.primegov.com/meeting/attachment/1085.pdf?name=Attachment%20A%20Residential%20E
lectric%20Rebate%20Options
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$1 8 1$7$2$1$1$8$
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from $2.08 for customers with electric bills less than $20, to $774.37 for customers
with electric bills greater than $2,000.
Option 2: Flat rebate of $27.05 for all January 2023 residential natural gas customers, based
on an average January residential electric bill of $135.26. The average residential
electric customer used 609.2 kWh in January 2023 and was billed $135.26. $27.05
represents 20% of the average residential January 2023 electric bill.
Jan. 2023 Residential Electric Rebate Amounts and Costs
In addition to the Winter Rebate Program, the City is providing free access to the Home Efficiency
Genie program, sharing energy saving tips, enrolling eligible customers to the rate assistance
program, and offering special payment plan arrangements for those who need extra time paying
their winter energy bills for six to eight months.
ANALYSIS
Natural Gas Rebate Program
Staff analyzed January 2023 residential natural gas bills for the service period from January 1,
2023 through January 31, 2023. CPAU had a total of 21,931 residential gas customers in January
2023. The total January 2023 residential gas retail commodity charges were $8.9M, compared
to $4.8M in December 2022 when the commodity cost was $1.42 per therm. Gas residential bills
for January 2023 were as follows:
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$3 1 7$2$1$8$4$2$
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$2 0 1$5$2$5$1$2$
$1 0 6$6$1$2$1$2$
$6 0 5$7$1$1$1$2$
$4 0 3$8$6$1$1$2$
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$9 0 1$1$3$2$3$2$
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G 2 3$7$7$
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On March 27, 2023, the City Council voted to approve unanimously an alternative hybrid
calculation for Gas rebates with flat rebate amounts for different tiers of user bills. In addition to
the flat rebate amount, Council approved additional funding for customers enrolled in the City’s
Rate Assistance Program 4(RAP) or who have gas bill arrearages greater than 180 days.
Customers who terminated gas service from the City as of March 27, 2023 are not eligible for the
gas rebates. Approximately $60,000 was redistributed to additional program such as RAP,
arrearages, and other hardships through the winter rebate application, increasing the flat rebate
amount from $50 to $100.
Overall, the program costs were not to exceed the 20% rebate for all January 2023 residential
natural gas customers. The tables below outline staff’s revised calculation for Council approval.
Rebates will automatically be posted on customers’ accounts - both the flat rebates and the
additional support for customers in the Rate Assistance Program or with bill arrearages greater
than 180 days, as well as other customers in need, as described below.
Alternative Hybrid Jan. 2023 Residential Gas Rebate Amounts and Costs
Jan. 2023 Residential Gas Additional Assistance Rebates and Costs
4 Rate Assistance Program https://www.cityofpaloalto.org/Departments/Utilities/Residential/Utilities-
Assistance/Rate-Assistance-Program-RAP
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Utilities will also create a new Winter Rebate application for customers who are not eligible under
RAP or who do not have arrearages greater than 180 days. Active residents with hardships such
as reduction of employment, loss of a wage earner, or high medical bills can apply for an
additional $100 rebate which will be credited to their utility bill. The Winter Rebate application
can be found at: https://www.cityofpaloalto.org/Departments/Utilities/Residential/Utilities-
Assistance.
Electric Rebate Program
Due to concerns raised by residents of their high electric bills this winter, staff analyzed January
2023 residential electric bills for the service period of January 1, 2023 through January 31, 2023.
CPAU had a total of 26,631 residential electric customers in January 2023. Total January 2023
retail residential electric charges were $3.6M, compared to $2.9M in December 2022. residential
bills for the service period of January 2023 were as follows:
On March 21, 2023, the Finance Committee requested a hybrid program that would provide a
more meaningful rebate across all customer classes and offer additional rebate assistance to
customers with low-income or other hardships be calculated and return to the Committee April
4th. However, with the recent direction from the City Council on March 27, 2023, staff has
recalculated an alternative hybrid electric rebate in alignment with the gas utility rebate. In the
interest of quickly responding to these high utility costs incurred by customers, staff has brought
this rebate program to the full Council for approval. The recommended rebate program mirrors
the tiered flat rate rebates for all customers based on bill size, and provides additional support
for those customers with low income or other hardships.
Overall, the program costs were not to exceed the 20% rebate for all January 2023 residential
utility customers. The tables below outline staff’s revised calculation for Council approval.
Rebates will automatically be posted on customers’ accounts both the flat rebates and the
additional support for customers in need.
Jan. 2023 Residential Electric Rebate Amounts and Costs
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Jan. 2023 Residential Electric Additional Assistance Rebates and Costs
Next Steps
Below is table of the combined gas and electric rebates if a residential customer has both gas and
electric utility services. City staff will calculate the individual residential rebate amount based on
the number of services, RAP enrollment, and arrearage status. The rebates will be applied on
customer’s April or May 2023 utility bill as “Winter Rebate” depending on their billing schedule.
Customers who apply for the Winter Rebate hardship program will receive a subsequent rebate
after their application is approved.
A customer with a low January bill (less than $400 gas bill and less than $300 electric bill) will
receive a rebate of $90; they may also qualify for an additional $400 rebate if they are enrolled
in RAP and have arrearages greater than 180 days. A customer with a high January bill (greater
than $800 gas bill and greater than $500 electric) will receive a rebate of $165, they may also
qualify for an additional $400 rebate if they are enrolled in RAP and have arrearages greater than
180 days.
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FISCAL/RESOURCE IMPACT
Staff recommends a total appropriation of $2,468,385 in the FY 2023 General Fund; a transfer
to the Gas Fund of $1,761,550; a transfer to the Electric Fund of $706,835; and offset by a
reduction of $2,468,385 in the General Fund Budget Stabilization Reserve.
The General Fund transfers will support expected lower customer revenues in the Gas Fund
budget by $1,761,550 to provide gas rebates in the form of bill credits for customers and
expected lower customer revenues in the Electric Fund by $706,835 to provide electric rebates
for residential customers also in the form of bill credits for customers.
ENVIRONMENTAL REVIEW
The Council’s approval of updated residential Winter gas and electric rebate programs, repeal of the prior
gas rebate program, and associated budget appropriations does not meet the California Environmental
Quality Act’s definition of a project, under Public Resources Code Section 21065 and CEQA Guidelines
Section 15378(b)(4) and (5), as a governmental fiscal and administrative activity which will not cause a
direct or indirect physical change in the environment.
APPROVED BY:
Dean Batchelor, Director Utilities
Staff: Dave Yuan, Strategic Business Manager
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City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Utilities
Meeting Date: April 10, 2023
Staff Report:2303-1119
TITLE
Approval of the Electric Utility Construction Services Contract With VIP Powerline Corp.
(C23185980) for a Total Not-to-Exceed Amount of $20,000,000 Over Five Years; CEQA status –
exempt (existing facilities, replacement or reconstruction)
RECOMMENDATION
The Finance Committee and Staff recommend the Council Approve and authorize the City
Manager to execute the construction contract C23185980 (Attachment A) with VIP Powerline
Corp. (VIP) in an amount not-to-exceed $20,000,000 over five (5) years, with an annual not-to-
exceed amount of $4,000,000 for Electric Construction Services to provide essential ongoing
operational work including construction maintenance and system improvement work on the
City’s electric distribution system at various locations throughout the City of Palo Alto.
EXECUTIVE SUMMARY
On March 7, 2023, the Finance Committee unanimously recommended the Council approve staff
recommendation (staff report 2301-0718)1 though also recommended it be placed on the Action
calendar, as one committee member felt a full council discussion would be appropriate based on
the high contract value.
The Electric Utility has routinely hired contractors over the last 25+ years to assist City crews in
offsetting the labor shortages caused by the inability to hire qualified electrical journey-level line
workers. In addition, these contractors have provided maintenance and capital system
improvement construction work to replace or reconstruct infrastructure as required. Staff
prepared an Invitation for Bids (“IFB”) soliciting qualified contractors to provide Electric
Construction crew(s) at the City’s request and billed on a time/labor and equipment basis. These
bids were for labor and equipment costs only as materials were not included as a bid item since
they will be supplied by the City. Staff received and evaluated a total of three (3) bids and VIP
was declared the lowest base bid.
1 Finance Committee March 7, 2023 Staff Report 2301-0718
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=64105
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BACKGROUND
The most recent utility construction services contract was for a three-year term was with Hot
Line Construction Inc. (HLC). The City issued an Invitation for Bid (IFB) in July 2019 (IFB #172366A)
for overhead construction services. Council awarded Contract No. C20172366A to HLC1 on
October 7, 2019 (Staff Report 105022), with the Notice to Proceed issued February 24, 2020.
Under this contract through February 23, 2023, the total not-to-exceed amount was originally
$4,500,000 for three years, with an annual not-to-exceed amount of $1,500,000. An amendment
was then submitted (Staff Report 134703) for approval of an exemption to Competitive
Solicitation and Change Order No. 1 to the existing Contract C20172366A with HLC for additional
underground construction and emergency construction on-call services, increasing the contract
amount by $6,800,000 for a new not-to-exceed amount of $11,300,000 for the entire three-year
term of the contract. Throughout the industry, Utilities are struggling with a labor shortage of
qualified electrical journey-level line workers. There is a high demand for this type of work and
resources are scarce. There is increased pressure on Investor-Owned Utilities such as PG&E to
reduce the potential for fires around their electric infrastructure, this has resulted in a dramatic
increase in utility construction work and has contributed to the lack of available qualified
electrical journey-level lineperson workers. Over the past 10 years, Utility Electric Operations has
not been able to successfully hire and retain qualified electrical journey-level staff, specifically in
the line construction section, to perform the required work on the electric distribution system.
This contract will provide electric line construction crew(s) and relative equipment to be used on
an ongoing, as-needed basis to assist with construction, operating activities, and emergency
response on the City of Palo Alto Utilities Electric Distribution System.
ANALYSIS
The Electric Line Construction Division currently has insufficient resources to meet daily
operational demands, complete required work, connect new services, and respond to
emergencies/unplanned outages. This is due to the high number of vacancies and the inability to
retain and hire qualified electrical journey-level line workers in a high demand labor market.
Critical utility electric operations would be compromised if the City does not contract out this
work until it can hire qualified electrical journey-level line workers and/or train internal staff in
the form of an apprenticeship program, which takes four (4) years to complete. This contract will
also support emergency or unplanned service outage response. A standby unit is needed to
assess and isolate a system outage and perform corrective repairs. The City’s ability to adequately
staff the standby unit with existing internal staffing is very limited, and there is similarly limited
availability of additional qualified internal staff to address the corrective actions and repairs to
the system. Some system failures require emergency repair work matched with specialized
electrical journey-level line workers, construction equipment, and other such resources that a
licensed contractor crew can provide. The award of this contract is essential to provide the
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ongoing operational work necessary to ensure the City provides safe, reliable power to the City’s
utility customers and to keep the electric distribution system in compliance with state and utility
regulations. The City proposes to utilize contract labor and equipment to supplement City electric
utility crews in the construction of necessary maintenance, pole replacements, emergency
response, and existing facilities upgrades on the electric distribution system at various locations
throughout the City. Staff confirmed the Contractor's State License and they are registered with
the Department of Industrial Relations (DIR). Staff checked references supplied by the contractor
for previous work performed and found references to be satisfactory. This contractor
demonstrates the knowledge and skills required to perform the work. Therefore, staff considers
the low based bid acceptable for the work involved and recommends the award of the contract
to VIP.
Bid Name/Number
Electric Utility Construction Services
Project - IFB 185980
Proposed Length of Project
Number of Bids Emailed to Contractors
Number of Bids Emailed to Builder’s Exchanges
Total Days to Respond to Bid
Pre-Bid Meeting?
Number of Company Attendees at Pre-Bid Meeting
Number of Bids Received:
Bid Price Range (Annual Estimate)
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TIMELINE
If Council approves the Contract, the Contractor will provide the City with the requested
operation crew(s) within seven (7) days of the issuance of the Notice to Proceed.
The approval of this contract is consistent with existing City policies, including the Council
approved Utilities Strategic Plan-Strategic Strategic Plan 2018 Objectives: Priority 4: Financial
Efficiency and Resource Optimization; we must manage our finances optimally and use resources
efficiently to meet our customers’ service priorities. Strategy 1. Establish a proactive
infrastructure replacement program based on planned replacement before failure to support
reliability and resiliency.
Funding of $4,000,000 for the first year of this contract is available in the Electric Operating and
Capital Fund budgets. The Electric Operating budget will fund $2,000,000, this includes a transfer
of $800,000 in annual salary savings from vacant electrical lineperson positions to the operating
budget fund. Additional material costs will be recommended in the FY2024 base budget to align
with the work to be performed. The Electric Capital budget funds the remaining $2,000,000 of
the contract based on anticipated work among various existing projects (specific projects subject
to change based on actual services rendered to each project). For example: Electric Customer
Connections (EL-89028) $500,000, Wood Pole Replacement (EL-19004) $500,000, and Electric
System Improvements (EL-98003) $1,000,000. Continued work and funding under this contract
for FY 2024 through FY 2028 will be subject to satisfactory performance by the contractor and
Council approval of annual appropriations. Staff is advancing this recommendation as reflected
in the City’s adopted budget.
This was completed as a public request for proposals and coordinated with internal stakeholders,
including the procurement division and legal reviews.
This work is categorically exempt from the California Environmental Quality Act (CEQA), under
section 15301 (repair or maintenance of existing facilities), and section 15302 (replacement or
reconstruction of existing structures and facilities) of Title 14 of the California Code of Regulations
(“CEQA Guidelines”). There are no reasonably foreseeable adverse impacts from this resolution,
and there is no possibility that the activity in question would have a significant effect on the
environment.
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ATTACHMENTS
Attachment A: VIP Powerline Corp. Contract, C23185980
Attachment B: Proposal Summary IFB185980
APPROVED BY:
Dean Batchelor, Director Utilities
Staff: Tomm Marshall, Assistant Director, Electric and Fiber Utilities
Letty Rodriguez, Utilities Supervisor
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Invitation for Bid (IFB) Package
CONSTRUCTION CONTRACT
TASK ORDER CONSTRUCTION CONTRACT
Contract No. C23185980
City of Palo Alto
Electric Utility Construction Project
2023-2028 Year Task Order Contract
CITY OF
PALO
ALTO
Item 10
Attachment A - VIP
Powerline Corp. Contract,
C23185980
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2 Rev. July 25, 2022
TASK ORDER CONSTRUCTION CONTRACT
TASK ORDER CONSTRUCTION CONTRACT
TABLE OF CONTENTS
SECTION 1 INCORPORATION OF RECITALS AND DEFINITIONS……………………………………...…………..6
1.1 Recitals…………………………………………………………………………………………………………………….6
1.2 Definitions……………………………………………………………………………………………………………….7
SECTION 2 THE PROJECT………………………………………………………………………………………………………...8
SECTION 3 THE CONTRACT DOCUMENTS………………………………………………………………………………..8
3.1 List of Documents……………………………………………………………………………………….…….........8
3.2 Order of Precedence……………………………………………………………………………………………......9
SECTION 4 CONTRACTOR’S DUTY……………………………………………………………………………….…………..9
4.1 Contractor's Duties…………………………………………………………………………………………………..9
4.2 On-Call Provision………………………………………………………………………………………………………9
4.3 Guarantee to Repair Period………………………………………………………………………………………10
SECTION 5 PROJECT TEAM……………………………………………………………………………………………………..10
5.1 Contractor's Co-operation………………………………………………………………………………….…..10
SECTION 6 TIME OF COMPLETION………………………………………………………………………..………….......11
6.1 Time Is of Essence………………………………………………………………………………..………………….11
6.2 Commencement of Work…………………………………………………………………...……………………11
6.3 Contract Time…………………………………………………………………………………..……………………..11
6.4 Liquidated Damages…………………………………………………………………………………………………11
6.4.1 Other Remedies……………………………………………………………………………………………………..11
6.5 Adjustments to Contract Time………………………………………………………………………………….11
SECTION 7 COMPENSATION TO CONTRACTOR……………………………………………………………….……….11
7.1 Maximum Compensation and Contract Sum……….…………………………………………….………11
7.2 Full Compensation……………………………………………………………………………………………………12
7.3 Payment..…………………………………………………………………………………………………………………12
SECTION 8 STANDARD OF CARE…………………………………………………………………………………….………..12
8.1 Standard of Care…………………………………………………………………………………..…………………12
SECTION 9 INDEMNIFICATION……………………………………………………………………………………………..…13
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9.1 Hold Harmless……………………………………………………………………………………………..………….13
9.2 Survival………………………………………………………………………………………………………...…………13
SECTION 10 NON-DISCRIMINATION……..……………………………………………………………………...…………13
10.1 Municipal Code Requirement…………….………………………………..……………………..………….13
SECTION 11 INSURANCE AND BONDS.…………………………………………………………………….………………133
11.1 Evidence of Coverage……………………………………………………………………….….………………..13
SECTION 12 PROHIBITION AGAINST TRANSFERS………………………………………………………………..….…14
12.1 Assignment………………………………………………………………………………………….…………….….14
12.2 Assignment by Law.…………………………………………………………………………………………….…14
SECTION 13 NOTICES ……………………………………………………………………………………………………….…….14
13.1 Method of Notice …………………………………………………………………….……………………………14
13.2 Notice Recipents ……………………………………………………………………..…………………………….14
13.3 Change of Address…………………………………………………………………………………….…..……….15
SECTION 14 DEFAULT……………………………………………………………………………………….………….………...15
14.1 Notice of Default…………………………………………………………………………………………………….15
14.2 Opportunity to Cure Default……………………………………………………………………………………16
SECTION 15 CITY'S RIGHTS AND REMEDIES………………………………………………………………………….....16
15.1 Remedies Upon Default………………………………………………………………………………………….16
15.1.1 Delete Certain Services……………………………………………………………………………………….16
15.1.2 Perform and Withhold………………………………………………………………………………………..16
15.1.3 Suspend The Construction Contract……………………………………….……………………………16
15.1.4 Terminate the Construction Contract for Default……………………………………..…………16
15.1.5 Invoke the Performance Bond…………………………………………………………………………….16
15.1.6 Additional Provisions………………………………………………………………………………………….17
15.2 Delays by Sureties………………………………………………………………………………………………….17
15.3 Damages to City……………………………………………………………………………………………………..177
15.3.1 For Contractor's Default……………………………………………………………………………………..177
15.3.2 Compensation for Losses……………………………………………….……………………………………177
15.4 Suspension by City………………………………………………………………………………………………….177
15.4.1 Suspension for Convenience………………………………………………………………………………..177
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15.4.2 Suspension for Cause…………………………………………………..…………………………………..18
15.5 Termination Without Cause……………………………………………………………………………….…18
15.5.1 Compensation………………………………………………………………………………………………….18
15.5.2 Subcontractors………………………………………………………………………………………………..18
15.6 Contractor’s Duties Upon Termination………………………………………………………………...19
SECTION 16 CONTRACTOR'S RIGHTS AND REMEDIES…………………….………………………………………19
16.1 Contractor’s Remedies……………………………………..………………………………..…………..…….19
16.2 Damages to Contractor………………………………………………………………………………………..19
SECTION 17 ACCOUNTING RECORDS………………………………………………………………………………….…19
17.1 Financial Management and City Access………………………………………………………………..19
17.2 Compliance with City Requests…………………………………………………………………………….20
SECTION 18 INDEPENDENT PARTIES……………………………………………………………………………………..200
18.1 Status of Parties……………………………………………………………………………………………….…20
SECTION 19 NUISANCE……………………………………………………………………………………………………...…200
19.1 Nuisance Prohibited………………………………………………………………………………….………..20
SECTION 20 PERMITS AND LICENSES…………………………………………….…………………………..………….200
20.1 Payment of Fees……………………………………………………………………………………..…………..20
SECTION 21 WAIVER…………………………………………………………………….……………………….………….….20
21.1 Waiver………………………………………………………………………………………………….…….……….20
SECTION 22 GOVERNING LAW AND VENUE; COMPLIANCE WITH LAWS………………..………………..21
22.1 Governing Law.……………………………………………………………………………………….…………..21
22.2 Compliance with Laws…………………………………………………………………………………………21
22.2.1 Palo Alto Minimum Wage Ordinance…………….………………………………………………….21
SECTION 23 COMPLETE AGREEMENT……………………………………………………………………………………21
23.1 Integration………………………………………………………………………………………………………….21
SECTION 24 SURVIVAL OF CONTRACT…………………………………………………………………………………..21
24.1 Survival of Provisions…………………………………………………………………………….……………21
SECTION 25 PREVAILING WAGES………………………………………………………………………………………….21
SECTION 26 NON-APPROPRIATION……………………………………………………………………………………...22
26.1 Appropriation…………………………………………………………………………………………………..…22
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SECTION 27 AUTHORITY……………………………………………………………………………………………………….22
27.1 Representation of Parties…………………………………………………………………………………….22
SECTION 28 COUNTERPARTS………………………………………………………………………………………………..22
28.1 Multiple Counterparts………………………………………………………………………………………….22
SECTION 29 SEVERABILITY……………………………………………………………………………………………………22
29.1 Severability………………………………………………………………………………………….……………..22
SECTION 30 STATUTORY AND REGULATORY REFERENCES ……………………………………….…………...22
30.1 Amendments of Laws…………………………………………………………………………….……………22
SECTION 31 WORKERS’ COMPENSATION CERTIFICATION………………………………………..……….…..23
31.1 Workers Compensation…………………………………………………………………….………………..23
SECTION 32 DIR REGISTRATION AND OTHER SB 854 REQUIREMENTS…………………….………..….23
32.1 General Notice to Contractor………………………………………………………………………………23
32.2 Labor Code section 1771.1(a)………………………………………………………………………….....23
32.3 DIR Registration Required…………………………………………………………………………….…….23
32.4 Posting of Job Site Notices…………………………………………………………………………….......23
32.5 Payroll Records…………………………………………………………………………………………….…….23
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TASK ORDER CONSTRUCTION CONTRACT
THIS TASK ORDER CONSTRUCTION CONTRACT (“Construction Contract”) entered into on January 23, 2023
(“Execution Date”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation ("City"),
and VIP POWERLINE CORPORATION ("Contractor"), is made with reference to the following:
R E C I T A L S:
A.City is a municipal corporation duly organized and validly existing under the laws of the State of California
with the power to carry on its business as it is now being conducted under the statutes of the State of California
and the Charter of City.
B.Contractor is a corporation duly organized and in good standing in the State of California, Contractor’s
License Number 1078161 and Department of Industrial Relations Registration Number PW-LR-1000843267.
Contractor represents that it is duly licensed by the State of California and has the background, knowledge,
experience and expertise to perform the obligations set forth in this Construction Contract.
C.On August 18. 2022, City issued an Invitation for Bids ("IFB") to contractors for the Electric Utility
Construction Services (“Project”). In response to the IFB, Contractor submitted a Bid.
D.City and Contractor desire to enter into this Construction Contract for the Project, and other services as
identified in the Contract Documents for the Project upon the following terms and conditions.
NOW THEREFORE, in consideration of the mutual promises and undertakings hereinafter set forth and for
other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, it is
mutually agreed by and between the undersigned parties as follows:
SECTION 1 INCORPORATION OF RECITALS AND DEFINITIONS.
1.1 Recitals.
All of the recitals are incorporated herein by reference.
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1.2 Definitions.
Capitalized terms shall have the meanings set forth in this Construction Contract and/or in the General Conditions.
If there is a conflict between the definitions in this Construction Contract and in the General Conditions, the
definitions in this Construction Contract shall prevail. The following definitions apply to this Construction Contract
and the General Conditions, notwithstanding and superseding any differing definitions in Article 1 of the General
Conditions:
Acceptance: The point at the end of the Term (as defined in Section 2) when Contractor has fully performed
each Task Order in compliance with the Contract Documents and the Project as a whole is accepted by the
City in writing, including each Task Order which has been Conditionally Accepted.
Change Order: A duly authorized written instrument signed by the City or by the City and Contractor, which
operates to amend the scope of Work in a Task Order, and which also amends the Task Order Compensation
Amount or Contract Time.
Conditional Acceptance/Conditionally Accepted: The City's provisional acceptance of a completed Task
Order, subject to final Acceptance of the Project at the end of the Term.
Contract Sum: The maximum amount of compensation stated in Section 7 of this Construction Contract
that is payable to Contractor for performance of the Work encompassed in the Task Orders issued by the
City for the performance of the Work in accordance with the Contract Documents, including adjustments
made by Change Order.
Contract Time: The total number of days set forth in a Task Order within which completion of the Task
Order Work, including any adjustments of time (increases or decreases) made by Change Order.
Field Order: A written instrument signed by the City or its Construction Manager that authorizes and directs
performance of the Work described therein, and which may or may not include adjustments (increase or
decrease) to the Task Order Compensation Amount or Contract Time.
Final Completion: Full completion of the Work required by a Task Order, including all punch list items and
submission of Record Documents, all to City's satisfaction.
Final Payment: Final Payment of any undisputed amounts due to Contractor following Acceptance, less any
amounts withheld or offset pursuant to the Contract Documents, including, but not limited to, liquidated
damages, unreleased stop notices, amounts subject to setoff, up to 150% of unresolved third-party claims
for which Contractor is required to indemnify City, and up to 150% of any amounts in dispute as authorized
by Public Contract Code section 7107.
Task Order: A written directive issued by the City to the Contractor using the Task Order form attached as
Exhibit A-1 to this Construction Contract which specifies a scope of Work to be performed by the Contractor
as well as the time for commencement and completion of the Work and the Task Order Compensation
Amount, including any documents attached thereto or incorporated therein, and which may be modified
by Change Order.
Task Order Compensation Amount: The total amount payable to Contractor for satisfactory completion of
a Task Order in accordance with the Contract Documents.
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Work: All labor, materials, equipment, services, permits, fees, licenses, and taxes, and all other things
necessary for Contractor to perform its obligations and complete a Task Order, including, without limitation,
any changes or additions requested by City, in accordance with the Contract Documents and all Applicable
Code Requirements.
SECTION 2 THE PROJECT.
The Project is located at various locations within Palo Alto, CA. The Project requires the Contractor to perform Work
as specified in any Task Order issued by the City from time to time over a five (5) year period of time, beginning on
the Execution Date set forth above (the "Term"). In the event that the Work specified in any Task Order is not
completed by the expiration of the Term, the City, in its sole discretion, may elect to extend the Term until
completion of the Work and the City's final Acceptance of the Project as a whole.
SECTION 3 THE CONTRACT DOCUMENTS.
3.1 List of Documents.
The Contract Documents consist of the following documents which are on file with the City's Purchasing Division and
are hereby incorporated by reference.
1)Change Orders
2)Field Orders
3)Construction Contract
4)Bidding Addenda
5)Task Orders, and attachments thereto
6)Special Provisions
7)General Conditions
8)Project Plans and Drawings
9)Technical Specifications
10)Instructions to Bidders
11)Invitation for Bids
12)Contractor's Bid and Non-Collusion Declaration
13) Reports listed in the Contract Documents
14) Public Works Department’s Standard Drawings and Specifications (most current version at time of
Bid)
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15)Utilities Department’s Water, Gas, Wastewater, Electric Utilities Standards (most current version at
time of Bid)
16)City of Palo Alto Traffic Control Requirements
17)City of Palo Alto Truck Route Map and Regulations
17)Notice Inviting Pre-Qualification Statements, Pre-Qualification Statement, and Pre-Qualification
Checklist (if applicable)
18)Performance and Payment Bonds
3.2 Order of Precedence.
For the purposes of construing, interpreting and resolving inconsistencies between and among the provisions of this
Contract, the Contract Documents shall have the order of precedence as set forth in the preceding section. If a
claimed inconsistency cannot be resolved through the order of precedence, the City shall have the sole power to
decide which document or provision shall govern as may be in the best interests of the City.
SECTION 4 CONTRACTOR’S DUTY.
4.1 Contractor’s Duties.
Contractor agrees to perform all of the Work required for the Project, as specified in the Contract Documents and
individual Task Orders, all of which are fully incorporated herein. Contractor shall provide, furnish, and supply all
things necessary and incidental for the timely performance and completion of the Work as specified in each Task
Order and in the Contract Documents, including, but not limited to, provision of all necessary labor, materials,
equipment, transportation, and utilities, unless otherwise specified in the Contract Documents. Contractor also
agrees to use its best efforts to complete the Work in a professional and expeditious manner and to meet or exceed
the performance standards required by the Contract Documents. Unless otherwise specified in a Task Order:
4.1.1 Work should be performed during normal work hours (Monday through Friday between 8 AM and
6 PM).
4.1.2 Each excavation must be fully restored within forty-eight (48) hours.
4.1.3 City representative shall be present to inspect Work performed and obtain necessary
measurements/survey data if applicable.
4.1.4 Contractor must coordinate with the City’s representative to schedule soil compaction testing
prior to pavement restoration.
4.1.5 Contractor shall anticipate up to 24-hour turn-around time for City’s contracted testing lab to
perform soil compaction testing.
4.2 On-Call Provision.
4.2.1 Work performed under the Contract will be performed within the Term, on an on-call basis, as
requested by the City from time to time, as needed, with a Task Order assigned and approved by the City’s
Project Manager. Each Task Order shall be in substantially the same form as Exhibit A-1.
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4.2.2 Prior to issuing the first Task Order, the City will schedule a mandatory pre-construction meeting
with the Contractor, which will include review of the Task Order procedures and Project requirements.
4.2.3 Each Task Order shall designate a City Project Manager and shall contain a specific scope of Work,
a specific schedule of performance, and the Task Order Compensation Amount. Because each Task Order
will contain a specific schedule of performance, unless otherwise specified in a Task Order, the Construction
Schedule submittal requirements set forth in Section 3.10 (Schedules Required of Contractor) or in part
1.05 of Section 800 (Additional Provisions for Utilities Construction) of the Technical Specifications will not
apply to this Construction Contract.
4.2.3 Time is of the essence in completion of all Task Order Work. Therefore, Contractor must sign each
Task Order issued by the City and return it to the Project Manager in PDF form sent via email, as indicated
on the Task Order form, within 2 days of the issuance date shown on the Task Order.
4.2.4 If Contractor has any objections to or questions regarding a Task Order it must notify City of such
objections or questions promptly following receipt of the Task Order so any such issues may be resolved
without delaying the Work as scheduled. Contractor's failure to timely comply with the requirements in this
paragraph will be deemed a material breach of this Construction Contract.
4.2.5 The aggregated Task Order Compensation Amount issued under this Construction Contract shall
not exceed the maximum Contract Sum set forth in Section 7, below. Contractor shall only be compensated
for Work performed under an authorized Task Order and the City may elect, but is not required, to authorize
Work up to the maximum Contract Sum set forth in Section 7.
4.3 Guarantee to Repair Period.
Notwithstanding any provision in the Contract Documents to the contrary, the one-year "Guarantee To Repair
Period" specified in Section 12.2 of the General Conditions (Correction of Defective Work and Guarantee to Repair
Period) will commence separately for each Task Order, beginning from the date of Conditional Acceptance by the
City of each Task Order. If Contractor fails to repair Defective Work within the applicable Guarantee To Repair Period,
the City may deduct its cost of having such Defective Work repaired from any payments otherwise due to Contractor.
SECTION 5 PROJECT TEAM.
5.1 Contractor’s Co-operation.
In addition to Contractor, City has retained, or may retain, consultants and contractors to provide professional and
technical consultation for the design and construction of the Project. The Contract requires that Contractor operate
efficiently, effectively and cooperatively with City as well as all other members of the Project Team and other
contractors retained by City to construct other portions of the Project.
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SECTION 6 TIME OF COMPLETION.
6.1 Time Is of Essence.
Time is of the essence with respect to all time limits set forth in the Contract Documents, including each Task Order.
6.2 Commencement of Work.
Contractor shall commence the Work on the date specified in each Task Order, notwithstanding references
elsewhere in the Contract Documents to commencing Work on the date specified in the Notice to Proceed.
6.3 Contract Time.
Work hereunder shall begin on the date specified in each Task Order, and the specific work authorized by each
Task Order shall be completed no later than the time/schedule requirements specified therein, and in
conformance with the Contract Documents.
6.4 Liquidated Damages.
Pursuant to Public Contract Code Section 7203 and Government Code Section 53069.85, if Contractor fails to
achieve Final Completion of the entire Work within the Contract Time specified in a Task Order, including any
approved extensions thereto, City may assess liquidated damages on a daily basis for each day of Unexcused Delay
in achieving Final Completion of the Task Order, based on the amount of zero dollars ($0) per day, or as otherwise
specified in the Special Provisions. Liquidated damages may also be separately assessed for failure to meet
milestones specified elsewhere in the Contract Documents, regardless of impact on the time for achieving Final
Completion. The assessment of liquidated damages is not a penalty but considered to be a reasonable estimate of
the amount of damages City will suffer by delay in completion of the Work. The City is entitled to set off the
amount of liquidated damages assessed against any payments otherwise due to Contractor, including, but not
limited to, setoff against any payment otherwise due or to become due to Contractor. If the total amount of
liquidated damages assessed exceeds payment otherwise due to Contractor, City is entitled to recover the balance
from Contractor or its sureties. Occupancy or use of the Project in whole or in part prior to Final Completion, shall
not operate as a waiver of City’s right to assess liquidated damages. This provision takes precedence over and
supersedes any inconsistent or conflicting provisions elsewhere in the Contract Documents, including Section 13.0
of the Instructions to Bidders.
6.4.1 Other Remedies. City is entitled to any and all available legal and equitable remedies City may
have where City’s Losses are caused by any reason other than Contractor’s failure to achieve Final
Completion of the entire Work within the Contract Time specified in a Task Order.
6.5 Adjustments to Contract Time.
The Contract Time for each Task Order may only be adjusted for time extensions approved by City and
memorialized in a Change Order approved in accordance with the requirements of the Contract Documents.
SECTION 7 COMPENSATION TO CONTRACTOR.
7.1 Maximum Compensation and Contract Sum.
Contractor shall be compensated for the Task Order Compensation Amount specified in each Task Order for
satisfactory completion of the Work specified in that Task Order in compliance with the Contract Documents, but
the Contract Sum will not exceed Twenty Million Dollars ($20,000,000.00) for the Term.
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In addition, the total annual Task Order Compensation Amount may not exceed during each year
of the Term.
7.2 Full Compensation.
The Task Order Compensation amount, except as otherwise expressly permitted by the terms of the Contract
Documents, shall cover all Losses arising out of the nature of the Work or from the acts of the elements or any
unforeseen difficulties or obstructions which may arise or be encountered in performance of the Work required by
each Task Order until its Conditional Acceptance by City, all risks connected with the Work, and any and all expenses
incurred due to suspension or discontinuance of the Work, except as expressly provided herein. The Task Order
Compensation Amount may only be adjusted by a Change Order approved in accordance with the requirements of
the Contract Documents.
7.3 Payment.
Notwithstanding any conflicting or inconsistent provisions in the Contract Documents, including Article 9
(Payments and Completion) of the General Conditions, the following will apply to this Construction Contract:
7.3.1 The Task Order Compensation Amount will be based upon the unit prices set forth in the Bid
Schedule and not on a separate Schedule of Values.
7.3.2 The City will withhold five percent (5%) retention from each payment to Contractor. All
undisputed retention will be released to Contractor within sixty (60) days following:
The end of each one-year period during the Term, measured from the Execution Date.
Other: ______N/A________________________________________________.
7.3.3 The City may also withhold or make deductions from payments otherwise due or to become due
to the Contractor as otherwise specified within the Contract Documents, including deductions for
liquidated damages or withholding for unreleased stop notices.
7.3.4 Section 9.7 (Substantial Completion) of the General Conditions will not apply to this Construction
Contract and all other references to "Substantial Completion" in the Contract Documents will be deemed
to mean "Final Completion," as defined herein.
SECTION 8 STANDARD OF CARE.
8.1 Standard of Care.
Contractor agrees that the Work shall be performed by qualified, experienced and well-supervised personnel. All
Work performed in connection with this Construction Contract shall be performed in a manner consistent with the
standard of care under California law applicable to those who specialize in providing such work for projects of the
type, scope and complexity of the Project.
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SECTION 9 INDEMNIFICATION.
9.1 Hold Harmless.
To the fullest extent allowed by law, Contractor will defend, indemnify, and hold harmless City, its City Council,
boards and commissions, officers, agents, employees, representatives and volunteers (hereinafter individually
referred to as an “Indemnitee” and collectively referred to as "Indemnitees"), through legal counsel acceptable to
City, from and against any and liability, loss, damage, claims, expenses (including, without limitation, attorney fees,
expert witness fees, paralegal fees, and fees and costs of litigation or arbitration) (collectively, “Liability”) of every
nature arising out of or in connection with the acts or omissions of Contractor, its employees, Subcontractors,
representatives, or agents, in performing the Work or its failure to comply with any of its obligations under the
Contract, except such Liability caused by the active negligence, sole negligence, or willful misconduct of an
Indemnitee. Contractor shall pay City for any costs City incurs to enforce this provision. Nothing in the Contract
Documents shall be construed to give rise to any implied right of indemnity in favor of Contractor against City or any
other Indemnitee.
Pursuant to Public Contract Code Section 9201, City shall timely notify Contractor upon receipt of any third-party
claim relating to the Contract.
9.2 Survival.
The provisions of Section 9 shall survive the termination of this Construction Contract.
SECTION 10 NON-DISCRIMINATION.
10.1 Municipal Code Requirement.
As set forth in Palo Alto Municipal Code section 2.30.510, Contractor certifies that in the performance of this
Agreement, it shall not discriminate in the employment of any person because of the race, skin color, gender, age,
religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight
or height of such person. Contractor acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation
thereof, and will comply with all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
SECTION 11 INSURANCE AND BONDS.
11.1 Evidence of coverage.
Within ten (10) business days following issuance of the Notice of Award, Contractor shall provide City with evidence
that it has obtained insurance and shall submit Performance and Payment Bonds satisfying all requirements in Article
11 of the General Conditions. Notwithstanding any conflicting or inconsistent provisions elsewhere in the Contract
Documents, the amount for each of the bonds must be based upon one hundred percent (100%) of the Contract
Sum, as defined in this Construction Contract.
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SECTION 12 PROHIBITION AGAINST TRANSFERS.
12.1 Assignment.
City is entering into this Construction Contract in reliance upon the stated experience and qualifications of the
Contractor and its Subcontractors set forth in Contractor’s Bid. Accordingly, Contractor shall not assign, hypothecate
or transfer this Construction Contract or any interest therein, including any Task Order, directly or indirectly, by
operation of law or otherwise without the prior written consent of City. Any assignment, hypothecation or transfer
without said consent shall be null and void, and shall be deemed a substantial breach of contract and grounds for
default in addition to any other legal or equitable remedy available to the City.
12.2 Assignment by Law.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor
or of any general partner or joint-venturer or syndicate member of Contractor, if the Contractor is a partnership or
joint venture or syndicate or co-tenancy shall result in changing the control of Contractor, shall be construed as an
assignment of this Construction Contract. Control means more than fifty percent (50%) of the voting power of the
corporation or other entity.
SECTION 13 NOTICES.
13.1 Method of Notice.
All notices, demands, requests or approvals to be given under this Construction Contract shall be given in writing
and shall be deemed served on the earlier of the following:
(i)On the date delivered if delivered personally;
(ii)On the third business day after the deposit thereof in the United States mail, postage prepaid, and
addressed as hereinafter provided;
(iii)On the date sent if sent by facsimile transmission;
(iv)On the date sent if delivered by electronic mail; or
(v)On the date it is accepted or rejected if sent by certified mail.
13.2 Notice to Recipients.
All notices, demands or requests (including, without limitation, Change Order Requests and Claims) from Contractor
to City shall include the Project name and the number of this Construction Contract and shall be addressed to City
at:
To City: City of Palo Alto
City Clerk
250 Hamilton Avenue
P.O. Box 10250
Palo Alto, CA 94303
Copy to: City of Palo Alto
Public Works Administration
250 Hamilton Avenue
Palo Alto, CA 94301
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Attn:
AND
[Include Construction Manager, If Applicable.]
_______________________________
_______________________________
_______________________________
_______________________________
City of Palo Alto
Utilities Engineering
250 Hamilton Avenue
Palo Alto, CA 94301
Attn: Letty Rodriguez
Letty.rodriguez@cityofpaloalto.org
In addition, copies of all Claims by Contractor under this Construction Contract shall be provided to the following:
Palo Alto City Attorney’s Office
250 Hamilton Avenue
P.O. Box 10250
Palo Alto, California 94303
All Claims shall be sent by registered mail or certified mail with return receipt requested.
All notices, demands, requests or approvals from City to Contractor shall be addressed to:
VIP Powerline Corp,
15043 Wolfgang Road
Truckee, CA 96161
Attn: Brent Tymchuk
brent@vippowerline.com
13.3 Change of Address.
In advance of any change of address, Contractor shall notify City of the change of address in writing. Each party may,
by written notice only, add, delete or replace any individuals to whom and addresses to which notice shall be
provided.
SECTION 14 DEFAULT.
14.1 Notice of Default.
In the event that City determines, in its sole discretion, that Contractor has failed or refused to perform any of the
obligations set forth in the Contract Documents, including any Task Order, or is in breach of any provision of the
Contract Documents, City may give written notice of default to Contractor in the manner specified for the giving of
notices in the Construction Contract, with a copy to Contractor’s performance bond surety.
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14.2 Opportunity to Cure Default.
Except for emergencies, Contractor shall cure any default in performance of its obligations under the Contract
Documents within two (2) Days (or such shorter time as City may reasonably require) after receipt of written notice.
However, if the breach cannot be reasonably cured within such time, Contractor will commence to cure the breach
within two (2) Days (or such shorter time as City may reasonably require) and will diligently and continuously
prosecute such cure to completion within a reasonable time, which shall in no event be later than ten (10) Days after
receipt of such written notice.
SECTION 15 CITY'S RIGHTS AND REMEDIES.
15.1 Remedies Upon Default.
If Contractor fails to cure any default of this Construction Contract within the time period set forth above in Section
14, then City may pursue any remedies available under law or equity, including, without limitation, the following:
15.1.1 Delete Certain Work. City may, without terminating the Construction Contract, delete certain
portions of the Work from one or more Task Orders, reserving to itself all rights to Losses related thereto.
15.1.2 Perform and Withhold. City may, without terminating the Construction Contract, engage others
to perform the Work or portion of the Work from one or more Task Orders that has not been adequately
performed by Contractor and withhold the cost thereof to City from future payments to Contractor,
reserving to itself all rights to Losses related thereto.
15.1.3 Suspend the Construction Contract. City may, without terminating the Construction Contract and
reserving to itself all rights to Losses related thereto, suspend all or any portion of this Construction Contract
or one or more Task Orders for as long a period of time as City determines, in its sole discretion, appropriate,
in which event City shall have no obligation to adjust the Contract Sum, Task Order Compensation Amount
or Contract Time, and shall have no liability to Contractor for damages if City directs Contractor to resume
Work.
15.1.4 Terminate the Construction Contract for Default. City shall have the right to terminate this
Construction Contract, in whole or in part, upon the failure of Contractor to promptly cure any default as
required by Section 14. City’s election to terminate the Construction Contract for default shall be
communicated by giving Contractor a written notice of termination in the manner specified for the giving
of notices in the Construction Contract. Any notice of termination given to Contractor by City shall be
effective immediately, unless otherwise provided therein.
15.1.5 Invoke the Performance Bond. City may, with or without terminating the Construction Contract
and reserving to itself all rights to Losses related thereto, exercise its rights under the Performance Bond.
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15.1.6 Additional Provisions. All of City’s rights and remedies under this Construction Contract are
cumulative, and shall be in addition to those rights and remedies available in law or in equity. Designation
in the Contract Documents of certain breaches as material shall not waive the City’s authority to designate
other breaches as material nor limit City’s right to terminate the Construction Contract, or prevent the City
from terminating the Construction Contract for breaches that are not material. City’s determination of
whether there has been noncompliance with the Construction Contract so as to warrant exercise by City of
its rights and remedies for default under the Construction Contract, shall be binding on all parties. No
termination or action taken by City after such termination shall prejudice any other rights or remedies of
City provided by law or equity or by the Contract Documents upon such termination; and City may proceed
against Contractor to recover all liquidated damages and Losses suffered by City.
15.2 Delays by Sureties.
Time being of the essence in the performance of the Work, if Contractor’s surety fails to arrange for completion of
the Work in accordance with the Performance Bond, within seven (7) calendar days from the date of the notice of
termination, Contractor’s surety shall be deemed to have waived its right to complete the Work under the Contract,
and City may immediately make arrangements for the completion of the Work through use of its own forces, by
hiring a replacement contractor, or by any other means that City determines advisable under the circumstances.
Contractor and its surety shall be jointly and severally liable for any additional cost incurred by City to complete the
Work following termination. In addition, City shall have the right to use any materials, supplies, and equipment
belonging to Contractor and located at the Worksite for a Task Order for the purposes of completing the remaining
Work.
15.3 Damages to City.
15.3.1 For Contractor's Default. City will be entitled to recovery of all Losses under law or equity in the
event of Contractor’s default under the Contract Documents.
15.3.2 Compensation for Losses. In the event that City's Losses arise from Contractor’s default under the
Contract Documents, City shall be entitled to deduct the cost of such Losses from monies otherwise payable
to Contractor. If the Losses incurred by City exceed the amount payable, Contractor shall be liable to City
for the difference and shall promptly remit same to City.
15.4 Suspension by City.
15.4.1 Suspension for Convenience. City may, at any time and from time to time, without cause, order
Contractor, in writing, to suspend, delay, or interrupt the Work under one or more Task Orders in whole or
in part. The order shall be specifically identified as a Suspension Order by City. Upon receipt of a Suspension
Order, Contractor shall, at City’s expense, comply with the order and take all reasonable steps to minimize
costs allocable to the Work covered by the Suspension Order. During the Suspension or extension of the
Suspension, if any, City shall either cancel the Suspension Order or, by Change Order, delete the Work
covered by the Suspension Order. If a Suspension Order is canceled or expires, Contractor shall resume and
continue with the Work. A Change Order will be issued to cover any adjustments of the Contract Sum or
the Contract Time necessarily caused by such suspension. A Suspension Order shall not be the exclusive
method for City to stop the Work.
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15.4.2 Suspension for Cause. In addition to all other remedies available to City, if Contractor fails to
perform or correct Work in accordance with the Contract Documents including the applicable Task Order(s),
City may immediately order the Work, or any portion thereof, suspended until the cause for the suspension
has been eliminated to City’s satisfaction. Contractor shall not be entitled to an increase in Contract Time
or Contract Price for a suspension occasioned by Contractor’s failure to comply with the Contract
Documents. City’s right to suspend the Work shall not give rise to a duty to suspend the Work, and City’s
failure to suspend the Work shall not constitute a defense to Contractor’s failure to comply with the
requirements of the Contract Documents.
15.5 Termination Without Cause.
City may, at its sole discretion and without cause, terminate this Construction Contract in part or in whole upon
written notice to Contractor. Upon receipt of such notice, Contractor shall, at City’s expense, comply with the notice
and take all reasonable steps to minimize costs to close out and demobilize. The compensation allowed under this
Paragraph 15.5 shall be the Contractor’s sole and exclusive compensation for such termination and Contractor
waives any claim for other compensation or Losses, including, but not limited to, loss of anticipated profits, loss of
revenue, lost opportunity, or other consequential, direct, indirect or incidental damages of any kind resulting from
termination without cause. Termination pursuant to this provision does not relieve Contractor or its sureties from
any of their obligations for Losses arising from or related to the Work performed by Contractor.
15.5.1 Compensation. Following such termination and within forty-five (45) Days after receipt of a billing
from Contractor seeking payment of sums authorized by this Paragraph 15.5.1, City shall pay the following
to Contractor as Contractor’s sole compensation for performance of the Work :
.1 For Work Performed. The amount of the Contract Sum allocable to the portion of the
Work properly performed by Contractor as of the date of termination, less sums previously paid
to Contractor.
.2 For Close-out Costs. Reasonable costs of Contractor and its Subcontractors:
(i)Demobilizing and
(ii)Administering the close-out of its participation in the Project (including, without
limitation, all billing and accounting functions, not including attorney or expert fees) for
a period of no longer than thirty (30) Days after receipt of the notice of termination.
.3 For Fabricated Items. Previously unpaid cost of any items delivered to the Project Site
which were fabricated for subsequent incorporation in the Work.
.4 Profit Allowance. An allowance for profit calculated as four percent (4%) of the sum of
the above items, provided Contractor can prove a likelihood that it would have made a profit if the
Construction Contract had not been terminated.
15.5.2 Subcontractors. Contractor shall include provisions in all of its subcontracts, purchase orders and
other contracts permitting termination for convenience by Contractor on terms that are consistent with
this Construction Contract and that afford no greater rights of recovery against Contractor than are afforded
to Contractor against City under this Section.
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15.6 Contractor’s Duties Upon Termination.
Upon receipt of a notice of termination for default or for convenience, Contractor shall, unless the notice directs
otherwise, do the following:
(i)Immediately discontinue the Work to the extent specified in the notice;
(ii)Place no further orders or subcontracts for materials, equipment, services or facilities, except as
may be necessary for completion of such portion of the Work that is not discontinued;
(iii)For each Task Order, provide to City a description in writing, no later than fifteen (15) days after
receipt of the notice of termination, of all subcontracts, purchase orders and contracts that are
outstanding, including, without limitation, the terms of the original price, any changes, payments,
balance owing, the status of the portion of the Work covered and a copy of the subcontract,
purchase order or contract and any written changes, amendments or modifications thereto,
together with such other information as City may determine necessary in order to decide whether
to accept assignment of or request Contractor to terminate the subcontract, purchase order or
contract;
(iv)Promptly assign to City those subcontracts, purchase orders or contracts, or portions thereof, that
City elects to accept by assignment and cancel, on the most favorable terms reasonably possible,
all subcontracts, purchase orders or contracts, or portions thereof, that City does not elect to
accept by assignment; and
(v)Thereafter do only such Work as may be necessary to preserve and protect Work already in
progress and to protect materials, plants, and equipment on the Project Site or in transit thereto.
Upon termination, whether for cause or for convenience, the provisions of the Contract Documents remain
in effect as to any Claim, indemnity obligation, warranties, guarantees, submittals of as-built drawings,
instructions, or manuals, or other such rights and obligations arising prior to the termination date.
SECTION 16 CONTRACTOR'S RIGHTS AND REMEDIES.
16.1 Contractor’s Remedies. If City does not make pay Contractor undisputed sums within ninety (90) Days
after receipt of notice from Contractor, Contractor may terminate the Construction Contract (30) days following a
second notice to City of Contractor’s intention to terminate the Construction Contract.
16.2 Damages to Contractor.
In the event of termination for cause by Contractor, City shall pay Contractor the sums provided for in Paragraph
15.5.1 above. Contractor agrees to accept such sums as its sole and exclusive compensation and agrees to waive
any claim for other compensation or Losses, including, but not limited to, loss of anticipated profits, loss of
revenue, lost opportunity, or other consequential, direct, indirect and incidental damages, of any kind.
SECTION 17 ACCOUNTING RECORDS.
17.1 Financial Management and City Access.
Contractor shall keep full and detailed accounts and exercise such controls as may be necessary for proper financial
management under this Construction Contract in accordance with generally accepted accounting principles and
practices. City and City's accountants during normal business hours, may inspect, audit and copy Contractor's
records, books, estimates, take-offs, cost reports, ledgers, schedules, correspondence, instructions, drawings,
receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to this Project. Contractor
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shall retain these documents for a period of three (3) years after the later of (i) Final Payment or (ii) final resolution
of all Contract Disputes and other disputes, or (iii) for such longer period as may be required by law.
17.2 Compliance with City Requests.
Contractor's compliance with any request by City pursuant to this Section 17 shall be a condition precedent to filing
or maintenance of any legal action or proceeding by Contractor against City and to Contractor's right to receive
further payments under the Contract Documents. City many enforce Contractor’s obligation to provide access to
City of its business and other records referred to in Section 17.1 for inspection or copying by issuance of a writ or a
provisional or permanent mandatory injunction by a court of competent jurisdiction based on affidavits submitted
to such court, without the necessity of oral testimony.
SECTION 18 INDEPENDENT PARTIES.
18.1 Status of parties.
Each party is acting in its independent capacity and not as agents, employees, partners, or joint ventures of the other
party. City, its officers or employees shall have no control over the conduct of Contractor or its respective agents,
employees, subconsultants, or subcontractors, except as herein set forth.
SECTION 19 NUISANCE.
19.1 Nuisance Prohibited.
Contractor shall not maintain, commit, nor permit the maintenance or commission of any nuisance in connection in
the performance of services under this Construction Contract.
SECTION 20 PERMITS AND LICENSES.
20.1 Payment of Fees.
Except as otherwise provided in the Special Provisions and Technical Specifications or an individual Task Order, The
Contractor shall provide, procure and pay for all licenses, permits, and fees, required by the City or other government
jurisdictions or agencies necessary to carry out and complete the Work. Payment of all costs and expenses for such
licenses, permits, and fees shall be included in one or more Bid items. No other compensation shall be paid to the
Contractor for these items or for delays caused by non-City inspectors or conditions set forth in the licenses or
permits issued by other agencies.
SECTION 21 WAIVER.
21.1 Waiver.
A waiver by either party of any breach of any term, covenant, or condition contained herein shall not be deemed to
be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein,
whether of the same or a different character.
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SECTION 22 GOVERNING LAW AND VENUE; COMPLIANCE WITH LAWS.
22.1 Governing Law.
This Construction Contract shall be construed in accordance with and governed by the laws of the State of California,
and venue shall be in a court of competent jurisdiction in the County of Santa Clara, and no other place.
22.2 Compliance with Laws.
Contractor shall comply with all applicable federal and California laws and city laws, including, without limitation,
ordinances and resolutions, in the performance of work under this Construction Contract.
22.2.1 Palo Alto Minimum Wage Ordinance. Contractor shall comply with all requirements of the Palo
Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to time. In
particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2)
hours of work in a calendar week within the geographic boundaries of the City, Contractor shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code section 4.62.030 for each
hour worked within the geographic boundaries of the City of Palo Alto. In addition, Contractor shall post
notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code
section 4.62.060.
SECTION 23 COMPLETE AGREEMENT.
23.1 Integration.
This Construction Contract, including the Contract Documents incorporated herein, represents the entire and
integrated agreement between the parties and supersedes all prior negotiations, representations, and contracts,
either written or oral. This Construction Contract may be amended only by a written instrument, which is signed by
the parties.
SECTION 24 SURVIVAL OF CONTRACT.
24.1 Survival of Provisions.
The provisions of the Construction Contract which by their nature survive termination of the Construction Contract
or expiration of the Term, including, without limitation, all warranties, indemnities, payment obligations, and City’s
right to audit Contractor’s books and records, shall remain in full force and effect after expiration of the Term or any
termination of the Construction Contract.
SECTION 25 PREVAILING WAGES.
This Project is not subject to prevailing wages. Contractor is not required to pay prevailing wages in the
performance and implementation of the Project in accordance with SB 7, if the public works contract does not
include a project of $25,000 or less, when the project is for construction work, or the contract does not include a
project of $15,000 or less, when the project is for alteration, demolition, repair, or maintenance (collectively,
‘improvement’) work.
Or
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Contractor is required to pay general prevailing wages as defined in Subchapter 3, Title 8 of the California Code
of Regulations and Section 16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions
of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate
of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or
type of worker needed to execute the contract for this Project from the Director of the Department of Industrial
Relations (“DIR”). Copies of these rates may be obtained at the Purchasing Division’s office of the City of Palo
Alto. Contractor shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the
adopted prevailing wage rates as a minimum. Contractor shall comply with the provisions of all sections, including,
but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing
wages.
SECTION 26 NON-APPROPRIATION.
26.1 Appropriations.
This Construction Contract is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto
Municipal Code. This Construction Contract will terminate without any penalty (a) at the end of any fiscal year in the
event that the City does not appropriate funds for the following fiscal year for this event, or (b) at any time within a
fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Construction
Contract are no longer available. This section shall take precedence in the event of a conflict with any other
covenant, term, condition, or provision of this Construction Contract.
SECTION 27 AUTHORITY.
27.1 Representation of Parties.
The individuals executing this Construction Contract represent and warrant that they have the legal capacity and
authority to do so on behalf of their respective legal entities.
SECTION 28 COUNTERPARTS
28.1 Multiple Counterparts.
This Construction Contract may be signed in multiple counterparts, which shall, when executed by all the parties,
constitute a single binding agreement.
SECTION 29 SEVERABILITY.
29.1 Severability.
In case a provision of this Construction Contract is held to be invalid, illegal or unenforceable, the validity, legality
and enforceability of the remaining provisions shall not be affected.
SECTION 30 STATUTORY AND REGULATORY REFERENCES.
30.1 Amendments to Laws.
With respect to any amendments to any statutes or regulations referenced in these Contract Documents, the
reference is deemed to be the version in effect on the date that the Contract was awarded by City, unless
otherwise required by law.
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SECTION 31 WORKERS’ COMPENSATION CERTIFICATION.
31.1 Workers Compensation.
Pursuant to Labor Code Section 1861, by signing this Construction Contract, Contractor certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured
against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that
code, and I will comply with such provisions before commencing the performance of the Work on this Contract.”
SECTION 32 DIR REGISTRATION AND OTHER SB 854 REQUIREMENTS.
32.1 General Notice to Contractor.
City requires Contractor and its listed subcontractors to comply with the requirements of SB 854.
32.2 Labor Code section 1771.1(a)
City provides notice to Contractor of the requirements of California Labor Code section 1771.1(a), which
reads:
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the
requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for
public work, as defined in this chapter, unless currently registered and qualified to perform public work
pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid
that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of
the Public Contract Code, provided the contactor is registered to perform public work pursuant to Section
1725.5 at the time the contract is awarded.”
32.3 DIR Registration Required.
City will not accept a bid proposal from or enter into this Construction Contract with Contractor without
proof that Contractor and its listed subcontractors are registered with the California Department of Industrial
Relations (“DIR”) to perform public work, subject to limited exceptions.
32.4 Posting of Job Site Notices.
Pursuant to Labor Code section 1771.4, City gives notice to Contractor and its listed subcontractors that
Contractor is required to post all job site notices prescribed by law or regulation and Contractor is subject to
-compliance monitoring and enforcement by DIR.
32.5 Payroll Records.
City requires Contractor and its listed subcontractors to comply with the requirements of Labor Code section
1776, including:
(i)Keep accurate payroll records, showing the name, address, social security number, work
classification, straight time and overtime hours worked each day and week, and the
actual per diem wages paid to each journeyman, apprentice, worker, or other employee
employed by, respectively, Contractor and its listed subcontractors, in connection with
the Project.
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(ii)The payroll records shall be verified as true and correct and shall be certified and made
available for inspection at all reasonable hours at the principal office of Contractor and
its listed subcontractors, respectively.
(iii)At the request of City, acting by its project manager, Contractor and its listed
subcontractors shall make the certified payroll records available for inspection or
furnished upon request to the project manager within ten (10) days of receipt of City’s
request.
City requests Contractor and its listed subcontractors to submit the certified payroll
records to the project manager at the end of each week during the Project.
(iv)If the certified payroll records are not produced to the project manager within the 10-
day period, then Contractor and its listed subcontractors shall be subject to a penalty of
one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker,
and City shall withhold the sum total of penalties from the progress payment(s) then
due and payable to Contractor. This provision supplements the provisions of Section 15
hereof.
(v)Inform the project manager of the location of contractor’s and its listed subcontractors’
payroll records (street address, city and county) at the commencement of the Project,
and also provide notice to the project manager within five (5) business days of any
change of location of those payroll records.
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Invitation for Bid (IFB) Package Rev. July 2022
CONSTRUCTION CONTRACT
IN WITNESS WHEREOF, the parties have caused this Construction Contract to be executed the
date and year first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
____________________________
City Attorney or designee
APPROVED:
____________________________
Utilities Director
VIP Powerline Corporation
Officer 1
By:_____________________________
Name:__________________________
Title:___________________________
Officer 2
By:____________________________
Name:_________________________
Title:__________________________
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EXHIBIT “A-1”
TASK ORDER FORM
Contractor hereby agrees to perform the Work detailed below in accordance with all the terms and conditions of
the Construction Contract referenced in Item 1A below. All attachments listed in Item 7 are incorporated into this
Task Order by this reference. The Contractor shall furnish the necessary labor, equipment, and materials required
by this Task Order as described below, and as further specified in the Contract Documents.
CONTRACT NO. ISSUE DATE
Purchase Requisition No.
1A. TASK ORDER CONSTRUCTION CONTRACT NUMBER
1B. TASK ORDER NO.
2.CONTRACTOR
3.CONTRACT TIME: START: COMPLETION:
4 TASK ORDER COMPENSATION AMOUNT: $__________________
BALANCE REMAINING IN CONTRACT SUM: $__________________________________
5.BUDGET CODE: _______________
COST CENTER: _________________ COST ELEMENT: ______________ WBS/CIP: ___PHASE: ___
6.CITY PROJECT MANAGER’S NAME/DEPARTMENT:_____________________________________
7.ATTACHMENTS: A: Task Order Scope of Work B (if any): __________________________________
-----------------------------------------------------------------------------------------------------------------------------------
I hereby authorize the performance of I hereby acknowledge receipt and acceptance
the work described above in this Task Order. of this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED: APPROVED:
CITY OF PALO ALTO CONTRACTOR NAME: ______________________
BY:__________________________________ BY:____________________________________
Name ________________________________ Name __________________________________
Title_________________________________ Title___________________________________
Date _________________________________ Date ___________________________________
Contractor must sign and return this Task Order in PDF form via email to the Project Manager at
________________@CityofPaloAlto.org within two days following the Issue Date set forth above.
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EXHIBIT “A-1”
TASK ORDER FORM
Attachment A – Task Order Scope of Work
1. DESCRIPTION OF WORK TO BE PERFORMED.
2. SCHEDULE FOR PERFORMANCE OF WORK.
3. BASIS FOR TASK ORDER COMPENSATION AMOUNT.
4. SUBMITTAL REQUIREMENTS.
5. ADDITIONAL PROVISIONS.
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IFB 185980 OH & UG Scope of Services 2022 Page 1 of 3
ATTACHMENT A
SCOPE OF SERVICES
INTRODUCTION
This contract will be to provide electric line construction crew(s) to be used on an ongoing
basis to assist with construction, operating activities, and emergency response on the City’s
12kV and 4kV Electric Distribution System. The City proposes to utilize contract labor and
equipment to supplement the City’s crews in the construction of necessary maintenance, pole
replacements, and existing facilities upgrades on its Electric System, included in this work
scope includes but is not limited to overhead and underground extensions to new customers,
line conversions, and equipment installation or replacement.
CONSTRUCTION SERVICES
The City will identify, assign, and oversee work being performed. The Contractor’s crew(s) is
to complete each assignment within the estimated time and schedule, and in compliance with
pertinent City Specifications and State requirements (General Order 95 & 128 of the California
Public Utilities Commission (CPUC). In addition, the Contractor must provide its own tools
and equipment. Unless otherwise specified, all work is to be performed exclusively by the
Contractor and all main and essential material for the work shall be provided by the City.
A.Inspection tags or work orders for equipment and/or locations will be provided, these
documents may not contain all the infractions or maintenance present but are required
to be completed while performing work at that location. For example, where a G.O.
95 and/or 128 infraction exists but has not otherwise been identified by the City on
such tag, the Contractor shall make corrections as though fully identified and
specified.
B.The Contractor shall provide all equipment, labor, and tools necessary to complete the
assigned work. The necessary equipment and labor will vary based on the type of work
the Contractor is asked to perform.
C.The crew(s) will be used primarily to assist with a backlog of maintenance work,
system improvements, and customer service work. The crew is expected to be capable
of performing all the work described in the Electric Construction Specifications
(Attachment B & C). The City can suspend the crew(s) for any period of time, this
includes but not limited to due to lack of work, holidays, and available resources such
as materials and budget deficits.
D.The Contractor will be required to provide additional personnel on an as needed basis
to work. The City will provide a minimum two (2) week notice when additional
crew(s) will be required.
E.The regular working hours will be from 7:00 a.m. to 5:30 p.m. working four (4) days a
week, essentially a 4/10 work week, which will include a thirty (30) minute non-
compensated lunch period. If the crew is requested to work more than forty (40) hours
in a work week, the City will pay overtime rates based on bid items. Contractor shall be
allotted one weekly thirty (30) minute safety meeting. The City reserves the right to
change the work schedule and will provide a two (2) week notice of such change.
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F.Contractor’s equipment and tools should be certified to meet all mandated
requirements. All personnel must be certified and trained to operate all equipment
being used. The Contractor shall be required to furnish all necessary safety equipment
including personal protective equipment (PPE) for their crew(s) to perform all
electrical work assigned.
G.The Contractor shall provide personnel who are trained, certified, and proficient in the
skills necessary to complete the assigned work in a safe and efficient manner. Valid
certification for personnel will be required and submitted prior to beginning any work.
An employee from the City’s Electric Operations division or an outside inspector will
be assigned to oversee the construction crew(s) provided by the Contractor. The
designated City employee(s) or inspector(s) will monitor the contracted crew(s) and
assess the quality of work, ability to efficiently and safely complete assigned work, and
proficiency of crew members’ skills to handle assigned tasks.
H.The Contractor may be asked to work on larger projects, in which different crew sizes
and equipment may be needed to complete the project. In these cases, the Contractor
shall submit an estimate for the work based on the bid items and schedule of rates for
labor and equipment. The City must approve the estimate before Contractor proceeds
with construction.
I.The Contractor is responsible for administrative management of the work performed,
including but not limited to:
•Provide list of all contract personnel and phone numbers. This list shall be
updated any time there are personnel changes.
•Keeping detailed records of work completed, the data will include address, time
spent for work completed, equipment, labor, and material used.
•Submitting as-built drawings
•Tracking of invoices to ensure the contract amount does not exceed contract
terms
•Providing estimates for projects when requested
•Providing written explanations for discrepancies for estimates and actuals for
work completed
•Submitting change order requests
EMERGENCY OPERATIONS
A.Upon the City’s request during normal work hours, the Contractor crew(s) shall be re-
assigned to the requested location for emergency work. This crew(s) shall work at the
standard hourly rate.
B.Although normal work hours will be Monday through Thursday, 7:00 a.m. to 5:30
p.m., the Contractor shall have available sufficient skilled personnel and equipment to
perform all work activities covered under this contract, 24 hours a day, seven days a
week, and in all types of weather.
C.Should an emergency occur, the Contractor may be contacted by the City to assist with
the emergency. If needed to assist, the City will notify the Contractor with the location,
scope of work to be performed, and what personnel is required to perform the work.
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D.In the event of an emergency, the Contractor shall respond within two (2) hours of
being notified by the City. Crew(s) should be assembled and onsite within the two (2)
hours from time of call by the City representative. Communication with the Contractor
shall be verbal, telephone/cell phone, text or email.
E.All emergency construction services shall be in accordance with the procedures
referenced in the Electric Construction Specifications. The Contractor will be
responsible for restoration of all locations as notified by the City.
F.The Contractor may charge no more than the overtime bid rates. Emergency crew(s)
will be paid only for the hours worked on the job, not for “standby” time, outside the
normal working hours.
G.The Contractor shall be able to provide the City with up to two (2) four-man crews
including one (1) Foreman for emergency services after the normal work hours of 7:00
a.m. to 5:30 p.m. when requested by the City.
H.The Contractor shall provide the City with a current call-out list of all contract
personnel and phone numbers. This list shall be updated any time there are personnel
changes. However, the Contractor’s General Foreman shall be responsible for
coordinating call-out personnel and be point of contact with the City.
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CITY OF PALO ALTO
DEPARTMENT OF UTILITIES
ELECTRIC OVERHEAD
CONSTRUCTION SPECIFICATIONS
2022
SECTION I SPECIFICATIONS 2 - 5
SECTION II SAFETY REQUIREMENTS 6
SECTION III INSTALLATION AND REMOVAL OF WOOD 7 - 10
POLES TRANSFORMERS CONNECTORS
CONDUCTORS, ETC.
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SECTION I
SPECIFICATIONS
A.GENERAL
1.This specification covers the general requirements to perform work assigned to the Contractor
on the City of Palo Alto’s (City) electric overhead distribution poles, conductors, and
equipment. This also includes all reconstruction and any related maintenance works thereof to
correct any General Orders 95 and 128 infractions.
2.Work may include replacements of poles, transformers, air switches, connectors, cut-outs,
insulators, conductors, wires, brackets and miscellaneous line hardware where applicable.
3.All workmanship and materials shall comply with the City of Palo Alto’s Specifications in
every aspect and shall meet all pertinent requirements of General Orders 95 and 128 of the
California Public Utilities Commission.
4.The City will inspect the Contractor’s work for compliances with pertinent city and state
requirements. All quality related infractions (General Orders 95 and 128) resulting from the
work performed shall be corrected by the contractor prior to final payment.
B.DEFINITIONS
1.All definitions, terms, and abbreviations used in this specification have the same meaning as
defined in the City Public Works Department Standard Drawing and Specifications
(https://www.cityofpaloalto.org/gov/depts/pwd/forms_and_permits/specs_drawings.asp#Techni
cal%20Specifications ).
C.CONTRACTOR RESPONSIBILITY
1.The Contractor shall assume all responsibility for the completion of work and unless otherwise
specified, shall furnish all labor, supervision, equipment, transportation, tools, and other
facilities and services to complete the work in accordance with these specifications and
applicable sections of the City Standard Drawings and Specifications.
2.The Contractor shall assume the risk of loss, theft, or damage to all materials delivered and
accepted until such materials have been completely installed and accepted by the City in
writing. The Contractor's liability shall include damage to or loss of material in their
possession, including material being loaded, unloaded, or handled.
3.The Contractor shall exercise due care and diligence to adequately protect all
properties/materials through duration of this contract. The Contractor shall replace or make
necessary repairs to all third party property damages. If the contractor fails to promptly make
the said repairs, the City will replace or repair at the Contractor’s expense.
4.While working within the City of Palo Alto, the Contractor is representing the City and shall
perform their work in a safe and professional manner. The Contractor shall avoid disputes
with property owners/occupants, the general public, or others. Where practical, the Contractor
shall perform the prescribed work to accommodate reasonable requests of the property
owners/occupants. For any objections made by property owners/occupants, the City will assist
the Contractor in developing a work plan before the work proceeds.
5.The Contractor shall operate their equipment in accordance with the requirements of the City
and the State of California to ensure the safety of their employees, staff, and the general public.
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6.The Contractor shall perform the work at their own risk until the work is fully completed and
accepted by the City. In the event of any accident occurring before completion of work and
acceptance by the City, including destruction to any materials, equipment and apparatus on
public or private property, repairs or replacement for any related materials, equipment and
apparatus so injured, damaged or destroyed will be at the Contractor's expense and to the
satisfaction of the City.
7.The Contractor is required to keep detailed, accurate records of equipment and personnel used
to complete work. The Contractor is required to provide an estimate of time and equipment
required for assigned work. The Contractor is expected to provide justifications for
discrepancies in actual costs versus estimated costs. The Contractor is required to submit as-
built drawings for map changes if required.
8.The Contractor shall coordinate and obtain permission with the City and work within a seventy-
two (2) hour notice before performing distribution switching or live line work.
9.The Contractor is responsible for monitoring the total amount of money charged under the
contract and outstanding invoices. It is the Contractor’s responsibility for ensuring that the
total contract amount is not exceeded.
10.The Contractor shall contact Underground Service Alert (USA) 811, prior to any required
excavation work and comply with all aspects of Government Code 4216.
D.MATERIALS
1.Unless otherwise specified, all main and essential material for the work will be furnished by
the City.
2.The contractor shall arrange for material pick up from the City's Municipal Service Center
(MSC), located at 3201 East Bayshore Road, with a minimum of three (3) days advanced
notice. It is the contractor’s responsibility to ensure they receive all the necessary material
required for completing the work. The contractor shall notify the City of any needed changes
to the material prior to proceeding with the prescribed work.
3.After the Contractor has accepted materials in proper condition, Contractor shall be
responsible for their protection from loss and damage of any nature until permanently
installed and the City accepts the work.
4.The Contractor is required to account for all material issued by the City. All unused material
shall be returned within five (5) days of the contract end date. The Contractor shall be required
to reimburse the City for all unaccounted material previously accepted and not installed.
E.SCHEDULE
1.The regular working hours will be from 7:00 a.m. to 5:30 p.m. working four (4) days a week,
essentially a 4/10 work week, which will include a thirty (30) minute non-compensated lunch
period. If the crew is requested to work more than forty (40) hours in a work week, the City will
pay overtime rates based on bid items. Contractor shall be allotted one weekly thirty (30)
minute safety meeting. The City reserves the right to change the work schedule and will provide
a two (2) week notice of such change.
2.The Contractor and City will schedule “tail-board” meetings to assign work, review general
rules and best practices regarding safety, arranging shutdowns, clearances, typical installations,
equipment, and compliance.
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F.CODES AND STANDARDS CODES, STANDARDS, ORDERS, & RULES
The following Codes, Standards, Orders, and Rules are generally applicable for all construction
under this contract. In case of a conflict between any standards of construction, the stricter standards
shall prevail.
1.Rules for overhead electric line construction, General Order No. 95 State of California
(CPUC).
2.Rules for underground electric line construction, General Order No. 128 State of California
(CPUC).
3.The City of Palo Alto Public Works Standard Drawings & Specifications, which could be
found @ https://www.cityofpaloalto.org/Departments/Public-Works/Engineering-
Services/Public-Works-Standard-Drawings-and-Specifications
4.Electric Service Requirements, which could be found @
https://www.cityofpaloalto.org/files/assets/public/utilities/utilities-
engineering/electrical/electric-service-requirements-2016.pdf
5.City of Palo Alto noise ordinance and demolition, construction and alteration activities,
which could be found @ https://www.cityofpaloalto.org/files/assets/public/public-
works/engineering-services/webpages/forms-and-permits/other-guidelines/cpa-noise-
ordinance-030507.pdf
6.City of Palo Alto truck route map, Chapter 1048, Palo Alto Municipal Code and Traffic
Control Requirements, which could be found @
https://www.cityofpaloalto.org/files/assets/public/public-works/engineering-
services/webpages/forms-and-permits/other-guidelines/truckroutemap.pdf
7.CAL/OSHA Title 8 Electrical Safety Rules.
G.PERMIT(S)
1.All rights-of-way, easements, and permits necessary for installations on private property,
properties of other governmental agencies, or railroad crossings will be secured by the City.
2.The Contractor’s crew may be required to complete training for work on railroad rights of
way if necessary.
H. OTHER WORK & SERVICES
1.The City reserves the right to employ or contract with other entities for the
performance of other work in or about the assigned work locations.
2.If any portion of the Contractor's work requires the work of another contractor or services
provided by the City, the Contractor shall inspect and promptly report any defects in such work
or services that render it unsuitable for the proper execution and results of the assigned work.
Failure to inspect and report any defective work or unsatisfactory services shall constitute an
acceptance by the Contractor as being fit and suitable for the proper execution and results of the
work.
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I.PAYMENT
1.Payment of the services shall be made in monthly progress payments in proportion to the
quantum of services performed. Invoices shall be turned in to the Project Manager. Completed
work will be determined by the City and such determination will be final.
2.The City may withhold payment of the whole or part of any amount due or claimed by
Contractor to such extent as may be necessary to protect City from loss on account of any of the
following:
a.Defective work not remedied.
b.Any damages caused by Contractor, such as but not limited to third party
claims or reasonable evidence indicating probable filing of such claims.
c.Failure of Contractor to make payment promptly to its employees, Suppliers, or
Subcontractors.
d.Failure of Contractor to diligently maintain satisfactory progress required to
meet the work completion schedule.
e.Any other breach by Contractor of its obligations under the Contract
Agreement.
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SECTION II
SAFETY
A.SCOPE
1.This part of the specification covers the general safety requirements.
B.SAFETY
1.All work shall be conducted in a safe manner and in strict accordance with the rules of the State
Division of Industrial Safety (Cal. OSHA) and Safety and Health Standards. The Contractor
shall take all reasonable precautions necessary to protect all workers and other persons who
may be in or about the construction area from personal injury and to prevent damage to the
property of the City or others. Contractor shall submit their safety program.
2.Workers in the public rights-of-way shall wear high visibility safety vests and hard hats and all
required Personal Protective Equipment (PPE).
3.If any portion of the work is being done in an unsafe manner, the work will be stopped until
corrective actions have taken place to make it safe.
4.The Contractor shall notify the City in writing of all accidents arising out of work being
performed and shall submit a detailed report for each accident within twenty-four (24) hours of
the incident.
5.In any emergency threatening life, personal injury, or property, the Contractor shall, at its
discretion and without instruction from City, immediately act to prevent such threat to loss of
life or property.
6.The Contractor shall make arrangements for first aid and for the transportation of its own and its
Subcontractors' injured personnel. The Contractor shall comply with all reporting regulations
for all injuries. The Contractor shall notify the City of any injuries in writing/email within
twenty-four (24) hours.
7.The Contractor shall conduct operations and maintain work site to ensure the least possible
obstruction and inconvenience to traffic, pedestrians, cyclists, and adjacent property owners.
8.The Contractor shall remove and cleanup all debris and excess material from the job site at the
end of each workday. After work has been completed, the Contractor shall restore planting
areas and other areas abutting the worksite to prior conditions.
9.Damage done by the Contractor during the course of work to City or private property shall be
repaired at the Contractor’s expense. This includes but not limited to the repair of traffic loop
detectors, tape striping, signs, markings, sidewalks, curb, gutter, pavement, etc. This work must
be done immediately upon work completion.
10.The Contractor shall furnish and maintain barriers, lights, and signs needed to warn the public
adequately of the construction worksite and any dangerous conditions to be encountered as a
result of the work in progress.
11.When necessary, the Contractor is required to submit a Traffic Control Plan for City approval.
The Contractor shall provide traffic control plans covering each typical situation to the City and
get approval before starting any work.
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12.The Contractor shall not provide backup power by any means to the City’s customers. If the
customer has a complaint about a planned outage, the contractor will notify the City to handle
the matter directly with the customer.
SECTION III
INSTALLATION AND REMOVAL OF WOOD POLES, TRANSFORMERS, CONNECTORS,
CONDUCTORS, ETC.
A.SCOPE
1.This specification covers the general requirements to perform work assigned to Contractor
crews on the City’s overhead electric transmission and distribution poles, conductors and
equipment. This includes construction and maintenance thereof.
2.Work may include replacement of poles, transformers, air switches, connectors, insulators,
conductors, and miscellaneous equipment. Inspection tags for poles will be provided, these
tags may not contain all the infractions present but are required to be completed. Where a G.O.
95 and/or 128 infraction exists but has not otherwise been identified by the City on such tag,
the contractor shall make corrections as though fully identified and specified.
3.All workmanship and materials shall comply with the City of Palo Alto’s Specifications in
every respect and shall meet all pertinent requirements of General Orders 95 and 128 of the
California Public Utilities Commission. In addition, the City will inspect Contractors work for
compliance with pertinent City and State requirements.
B.WOOD POLE INSTALLATION
1.New pole installation shall be identified by the City as “set in place” or “adjacent” to the
existing pole and within one (1) foot radius from the existing pole. New poles should be set
in the same yard when practical. Any deviation will require approval.
2.Setting Depth
Pole Length (Feet) Depth in Soil (Feet) Depth in Rock (Feet)
40 5.5 3.5
45 6.0 4.0
50 6.5 4.0
55 6.5 4.0
3.Size of Holes
a.Pole holes shall be excavated large enough to permit free entrance of the pole butt and
proper tamping of backfill through the entire pole setting depth.
4.Backfill
a.Native soil shall be used as backfilling material unless otherwise specified.
5.Tamping and Placing Backfills
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a.Each hole shall be filled in layers not exceeding twelve (12) inches with suitable
backfill as specified above and thoroughly tamped into a compact mass. The earth
shall be banked up approximately 6-inches around the pole above ground level and
tamped firmly. Air tamps utilizing 90-psi minimum pressure must be used for
tamping.
b.Any hole dug by mechanical means shall have the loose earth at the bottom of the hole
tamped to original compaction before setting the pole.
6.Water in Holes
a.Water standing in holes shall be removed before setting and tamping the pole. If
water runs back in after the pole is set and cannot be removed before backfilling and
tamping, fieldstones with sand tamped between the voids shall be used for backfill
until the water level in the hole has been passed. The stone and backfill shall be
tamped as specified above to form a compact mass.
7.Dry Earth Holes
a.If earth removed from holes is too dry to prevent proper tamping, the backfill shall be
moistened until the earth can be tamped into a compact mass.
8.Bolts
a.Bolts shall extend a minimum of two (2) full threads and not more than one (1) inch
beyond nut.
9.Exposed Wood
a.All empty holes shall be plugged unless otherwise instructed. Where pole tops are
removed the exposed cut shall be covered with an adhesive pole top protector.
10.Gaining
a.Plastic or metal gains are the preferred method for new installations. Poles shall be
framed true and square to the line and all hardware well tightened and fitted using
double coil spring washers.
11.Angle and Dead-end Poles
a.Angle and dead-end poles shall be raked at least one, but no more than two, pole top
diameters against wire strain.
12.Anchors
a.All anchors shall be placed in line with the strain they are to support. No conductors
shall be sagged until the anchors are set and the guys at tension.
C.INSULATOR AND HARDWARE INSTALLATION
1.Before installation, Contractor shall make sure that each type of insulator or insulator
assembly is in accordance with the City specifications.
2.No chipped, broken, split, or torn insulators shall be utilized. The insulators shall be wiped
with clean rags to remove dirt or other foreign matter. Porcelain surfaces shall be wiped to a
bright finish.
3.All hardware shall be well tightened and fitted with double-coil spring washers.
D.CONNECTOR INSTALLATION
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1.Only “fired on” wedge connectors will be installed on all primary and secondary mainline
conductors. This includes transformer leads, ground wires, and all jumpers regardless of
configuration.
2.Tap clamps (sea-horse type) connectors are approved only for connecting cutouts supplying
pole bolted transformers to the primary line.
3.Piercing tap connectors will only be used on the line side of Ariel cable for service
connections.
4.Mini Wedges are permitted for single service connections on the lineside of the service. On
the house side of the service mini wedges shall be sealed and covered with a layer of Aqua
Seal and insulated with electrical tape. Service entrance sleeves (e.g. Insulink) may be used
in lieu of mini wedges on the house side of service.
E.CROSSARM INSTALLATION
1.All cross arm assembly supporting primary or secondary conductors shall have the braces
bolted to the pole.
F.CONDUCTOR INSTALLATION
1.Conductors shall be installed as directed by the City.
2.Conductor stringing operations shall be performed as to cause no damage to existing under-
built utilities or to the conductor.
3.No conductor stringing shall take place until all guys and or anchors required to support the
conductor are in place and at tension.
4.All final conductor installations shall present a neat, professional, and workman-like
appearance.
5.All salvaged conductors shall be returned to MSC, segregated by type, with any hardware
removed and placed in assigned bins.
6.No overhead service aerial trespass or G.O. 95 infraction shall be allowed.
G.TRANSFORMER INSTALLATION AND REMOVAL
1.The contractor is expected to ensure the nameplates on all transformers to conform to circuit
requirements before energizing and connecting any services to it.
2.Contractor shall use great caution in the removal and transportation of transformers, placing
the transformers in provided oil containment bags as necessary, and returning them to the
assigned area at the MSC.
3.Single phase transformers installed on poles where three phases are available, shall be placed
on the phases as directed by the City.
4.The Contractor shall keep accurate records of all the transformers either being installed or
removed. The data shall include address, pole number, size, City number, manufacturer, and
serial number of all transformers being placed in service and/or removed.
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5.The Contractor shall test and record secondary voltage before connecting customer load.
Phase rotation shall be checked, verified and recorded where applicable. The contractor will
notify the City of any abnormal voltage measurements.
6.Transformers with taps shall be energized only on the proper tap for the primary voltage in
use.
H.AIR SWITCH INSTALLATION AND UPGRADES
1.All air switches will be framed with great care, adjusted, and tested for correct operation
before being energized.
2.All existing air switches that are to remain in the system shall be retrofitted with "load-break"
devices, fiberglass control rods, and fiberglass inter-phase rods. Cross arm mounted switches
shall be fitted with "offset bell cranks" to allow the control rod to be moved to the pole
quadrant.
I.TREATED WOOD DISPOSAL
1.Deteriorated poles and/or cross arms shall be reduced to a maximum length of 4’ for proper
disposal by the Contractor and placed in the treated wood bin at the MSC.
J.SWITCHING OPERATIONS, CUSTOMER OUTAGES & COMMUNICATION
1.The Contractor shall follow established procedures for obtaining clearances, switching etc.,
from the City. No primary switching shall be done without permission. The Contractor shall
obtain approval from the City prior to commencing any work that involves working on or near
energized lines and shall notify upon completion of all such work.
2.The Contractor is responsible for properly testing circuits, de-energizing and
grounding when required.
3.The Contractor is to arrange for a Non-Auto (Non-Test) on all circuits prior to any work
where equipment or personnel could make contact with energized lines. This includes all
live line work installing or removing poles, transformers or protective items.
4.The Contractor shall provide the City with an exact diagram of any circuit changes at the
end of every workday upon verifying the accuracy of such changes.
5.A minimum seventy-two (72) hour notice is required for residential customer shutdowns.
6.A minimum two (2) week notice is required for any commercial customer shutdowns.
7.The contractor shall contact the occupants of the premises prior to working on their property.
Notices shall be dropped/hanged/taped where feasible.
8.The Contractor shall post “No Parking Signs” at least seventy-two (72) hours in advance of
the intended work date. The contractor will list their contact information on the signs when
posting.
9.The Contractor will not trim trees without prior approval from the City and shall coordinate
any tree trimming required.
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ATTACHMENT C
CITY OF PALO ALTO
DEPARTMENT OF UTILITIES
ELECTRIC UNDERGROUND CONSTRUCTION SPECIFICATIONS
2021
SECTION I SPECIFICATIONS Pages 2-4
SECTION II SAFETY Page 5
SECTION III INSTALLATION AND REMOVAL OF UNDERGROUND
CABLE AND EQUIPMENT Pages 6-9
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SECTION I
SPECIFICATIONS
A.GENERAL
1. The work assigned to the Contractor will be performed on the City of Palo Alto’s
(City) Utility electric underground distribution system and may include but not limited
to: installation, replacement, and removal of cable, transformers, switches, connectors,
load break cabinets, and miscellaneous equipment and/or devices.
2. The Contractor shall provide all labor and equipment including hand and power
operated tools necessary to complete the assigned work. Work to be performed is
different at various locations and a scope of work for each assignment will be provided
by the City.
3. All workmanship, equipment, and materials shall comply with the City’s specifications
in every respect and shall meet all pertinent requirements of General Orders 95 and 128
of the California Public Utilities Commission (CPUC).
B. OTHER WORK & SERVICES
1.The City reserves the right to employ or contract with other entities for the
performance of other work in or about the assigned work locations.
2.If any portion of the work requires the work of another contractor or services provided
by the City, the Contractor shall inspect and promptly report any defects in such work
or services that render it unsuitable for the proper execution and results of the assigned
work. Failure to inspect and report any defective work or unsatisfactory services shall
constitute an acceptance by the Contractor as being fit and suitable for the proper
execution and results of the work.
C.CONTRACTOR RESPONSIBILITY
1.The Contractor shall assume all responsibility for the completion of work and
unless otherwise specified, shall furnish all labor, supervision, equipment,
transportation, tools, and other services to complete the work in accordance with
these specifications.
2.The Contractor shall exercise due care and diligence to adequately protect all
properties and materials through duration of this contract. The Contractor shall
replace or make necessary repairs to public or private property and to any materials,
equipment, and apparatus if an incident should occur. If the contractor fails to
promptly make the said repairs and to the satisfaction of the City, the City will
replace or repair at the Contractor’s expense.
3.The Contractor shall operate their vehicles and equipment in accordance with the
requirements of the City and the State of California to ensure the safety of their
employees and the general public.
4.The Contractor is required to keep detailed and accurate records of equipment and
personnel used to complete work. The Contractor is required to submit as-built
drawings for map changes as required.
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Powerline Corp. Contract,
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IFB 185980 Page 3 of 9
5.The Contractor shall request a ticket via Underground Service Alert (USA) 811 prior
to any required excavation work and comply with all aspects of Government Code
4216.
D.SWITCHING OPERATIONS, CUSTOMER OUTAGES, & COMMUNICATION
1.The Contractor shall follow established procedures for obtaining clearances and
switching from the City. No primary switching shall be done without permission. The
Contractor shall obtain approval from the City prior to commencing any work that
involves working on or near energized lines and shall notify upon completion of all
such work.
2.The Contractor is responsible for properly testing circuits, de-energizing,
and grounding when required.
3.The Contractor is to arrange for a Non-Auto (Non-Test) on all circuits prior to any
work where equipment or personnel could make contact with energized lines.
4.The Contractor shall provide the City with an exact diagram of any circuit changes
at the end of every workday upon verifying the accuracy of such changes.
5.The Contractor shall contact the occupants of the premises prior to working on their
property in the form of Planned Shutdown Notices, which shall be hand delivered,
hanged, or taped where feasible. The Contractor shall coordinate all planned
shutdowns with City to ensure we meet the notice requirements for both residential
and commercial customers.
6.The Contractor shall post “No Parking Signs” at least 72 hours in advance of the
intended work date. The Contractor will list all required information on the signs such
as their contact information.
7.The Contractor is representing the City and shall perform their work in a safe and
professional manner. The Contractor shall avoid disputes with property
owners/occupants, the general public, or others. Where practical, the Contractor shall
perform the prescribed work to accommodate reasonable requests of the property
owners/occupants. For any objections made by property owners/occupants, the City
will assist the Contractor in developing a work plan before the work proceeds.
8.The Contractor will not clear vegetation without prior approval from the City and shall
coordinate any vegetation issues with the City.
E.MATERIALS
1.Unless otherwise specified, all main and essential material for the work will be
furnished by the City.
2.The Contractor shall assume the risk of loss, theft, or damage to all materials delivered
and accepted until such materials have been completely installed and accepted by the
City. The Contractor's liability shall include damage to or loss of material in their
possession, including material being loaded, unloaded, or handled.
3.The Contractor shall arrange for material pick up from the City's Municipal Service
Center (MSC), located at 3201 East Bayshore Road, with a minimum of three (3) days
advanced notice. It is the Contractor’s responsibility to ensure they receive all the
necessary material required for completing the work. The Contractor shall notify the
City of any needed changes to the material prior to proceeding with the prescribed
work.
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Powerline Corp. Contract,
C23185980
Item 10: Staff Report Pg. 48 Packet Pg. 193 of 210
IFB 185980 Page 4 of 9
4.
The Contractor is required to account for all material issued by the City. All unused
material shall be returned within five (5) days of the contract end date. The Contractor
shall be required to reimburse the City for all unaccounted material previously
accepted and not installed.
F.CODES, STANDARDS, ORDERS, & RULES
The following Codes, Standards, Orders, and Rules are generally applicable for all
construction under this contract. In case of a conflict between any standards of construction,
the stricter standards shall prevail.
1.Rules for overhead electric line construction, General Order No. 95 State of
California (CPUC).
2.Rules for underground electric line construction, General Order No. 128 State of
California (CPUC).
3.The City of Palo Alto Public Works Standard Drawings & Specifications, which
could be found @ https://www.cityofpaloalto.org/Departments/Public-
Works/Engineering-Services/Public-Works-Standard-Drawings-and-Specifications
4. Electric Service Requirements, which could be found @
https://www.cityofpaloalto.org/files/assets/public/utilities/utilities-
engineering/electrical/electric-service-requirements-2016.pdf
5.City of Palo Alto noise ordinance and demolition, construction and alteration
activities, which could be found @
https://www.cityofpaloalto.org/files/assets/public/public-works/engineering-
services/webpages/forms-and-permits/other-guidelines/cpa-noise-ordinance-
030507.pdf
6.City of Palo Alto truck route map, Chapter 1048, Palo Alto Municipal Code and
Traffic Control Requirements, which could be found @
https://www.cityofpaloalto.org/files/assets/public/public-works/engineering-
services/webpages/forms-and-permits/other-guidelines/truckroutemap.pdf
7.CAL/OSHA Title 8 Electrical Safety Rules.
G.PERMIT(S)
1.All rights-of-way, easements, and permits necessary for installations on private property,
properties of other governmental agencies, or railroad crossings will be secured by the
City.
2.The Contractor’s crew may be required to complete training for work on railroad
rights of way when necessary.
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Powerline Corp. Contract,
C23185980
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IFB 185980 Page 5 of 9
SECTION II
GENERAL SAFETY REQUIREMENTS
A.SAFETY
1.All work shall be conducted in a safe manner and in strict accordance with the rules of
the Division of Occupational Safety and Health (DOSH), better known as Cal/OSHA.
The Contractor shall take all reasonable precautions necessary to protect all workers
and other persons who may be in or about the construction area from personal injury
and to prevent damage to the property of the City or others. The Contractor shall submit
their safety program.
2.The Contractor and City will schedule “tail-board” meetings to assign work, review
general rules and best practices regarding safety, arranging shutdowns, clearances,
typical installations, equipment, and compliance.
3.Workers in the public rights-of-way shall wear high visibility safety vests, hard hats,
and all required Personal Protective Equipment (PPE).
4.If any portion of the work is being done in an unsafe manner, the work will be stopped
until corrective actions have taken place to make it safe.
5.The Contractor shall notify the City in writing of all accidents arising out of work being
performed and shall submit a detailed report for each accident within 24 hours of the
incident.
6.In any emergency threatening life, personal injury, or property, the Contractor shall, at
its discretion and without instruction from City, immediately act to prevent such threat
to loss of life, personal injury, or property.
7.The Contractor shall make arrangements for first aid and for the transportation of its
own injured personnel. The Contractor shall comply with all reporting regulations for
all injuries. The Contractor shall notify the City of any injuries in writing/email within
24 hours.
8.The Contractor shall conduct operations and maintain work site to ensure the least
possible obstruction and inconvenience to traffic, pedestrians, cyclists, and adjacent
property owners.
9.The Contractor shall remove and cleanup all debris and excess material from the job
site at the end of each work day. After work has been completed, the Contractor shall
restore planting areas and other areas abutting the worksite to prior conditions.
10.The Contractor shall furnish and maintain barriers, lights, and signs needed to warn the
public adequately of the worksite and any dangerous conditions to be encountered as a
result of the work in progress.
11.When necessary, the Contractor is required to submit a Traffic Control Plan and get
approval before starting any work.
12.The Contractor shall not provide backup power by any means to the City’s customers. If
the customer has a complaint about a planned shutdown, the Contractor will notify the
City to handle the matter directly with the customer.
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Powerline Corp. Contract,
C23185980
Item 10: Staff Report Pg. 50 Packet Pg. 195 of 210
IFB 185980 Page 6 of 9
SECTION III
INSTALLATION AND REMOVAL OF UNDERGROUND CABLE AND EQUIPMENT
A.EQUIPMENT - PADMOUNT AND SUBMERSIBLE TRANSFORMERS, CABLE,
CONNECTORS, SWITCHES, LOAD BREAK CABINETS, AND
APPURTENANCES
1.All equipment shall be installed per manufacturer’s directions and in conformance
with good industry practice.
2.The Contractor is expected to ensure the nameplates on all transformers to conform to
circuit requirements before energizing and connecting any services to it.
3.The Contractor shall use great caution in the removal and transportation of
transformers, placing the transformers in provided oil containment bags as necessary,
and returning them to the assigned area.
4.The Contractor shall keep accurate records of all equipment being installed or
removed. The data shall include all pertinent data, such as address, location number,
size, City number, manufacturer, and serial number.
5.The Contractor shall test and record secondary voltage before connecting customer
load. Phase rotation shall be checked, verified, and recorded where applicable. The
Contractor will notify the City of any abnormal voltage measurements.
6.All transformers, switches, and miscellaneous equipment or devices shall be
returned to MSC at designated locations and segregated by type.
B.PRIMARY CABLE
1.The types of primary cable to be installed are both 15kV strand filled or 25kV non-
strand filled ethylene propylene rubber insulated cable with jacketed concentric
neutral.
a.Standard cable length per reel are:
15kV, 1 conductor, 1/0 AWG Compressed
Aluminum Strand Filled conductor, 220 mil EPR
insulation, with 1/3 neutral copper concentric
conductor
4000 ft.
25kV, 1 conductor, 600 kcmil Compact
Aluminum NON-Strand Filled conductor, 260
mil EPR insulation, with 1/6 neutral copper
concentric conductor
2000 ft.
Cable, 15kV, 1 conductor, 750 kcmil
Compressed Aluminum Strand Filled conductor,
220 mil EPR insulation, with 1/3 neutral
concentric copper
2000 ft.
2.Largest reel size for primary cable has the following dimensions:
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a.Maximum Flange Diameter - 78"
b.Maximum Overall Width - 54"
c.Minimum Drum Diameter - 36"
C.SPLICES AND TERMINATIONS
1.All materials shall be installed per manufacturer’s directions and in conformance with
good industry practice.
2.Splices in manholes shall be located midway between cable racks on walls of
manholes, and supported with cable arms at approximately the same elevation as the
enclosing duct.
3.Load-break terminations for indoor and outdoor use: Elbow-type unit with test point
and 200-A load make/break and continuous-current rating.
4.Dead-break terminations for indoor and outdoor use: Elbow-type unit with test point
and 600-A continuous-current rating.
D.PED CONNECTORS
1.The Utilco PED connectors shall be installed per manufacturer’s directions and in
conformance with good industry practice.
2.The Utilco PED connectors will be provided with provisions for 350MCM or
750MCM maximum size cable and to connect 3 to 6 cables per connector.
3.The specific Utilco PED connectors used in splice boxes will depend on the number
and size of cables terminating in the box. Contractor shall select and use the
appropriate connector with provisions to have unused positions available for all
planned service connections.
E.HANDLING REELS AND EQUIPMENT
1.The Contractor shall inspect each reel upon receipt to determine whether or not visible
damage has occurred during transit and/or storage.
2.Loading and Unloading
a.Reels and equipment shall be handled in such a manner as to prevent smashing,
nicking, cutting or other damage to the cable. When unloading reels from
trucks, reels shall not be dropped to the ground or allowed to roll freely down
ramps. Cranes or other equipment of adequate capacity shall be utilized and
care shall be taken to avoid damage to the equipment, cable, or reels.
3.Final Inspection
a.After removing lagging or other protective coverings from reels, Contractor
shall examine outside layer of each reel to ensure that the cable is undamaged
and that no nails, staples, or other sharp objects, which would damage the cable
during unreeling protrude on the inside of the reel heads.
4.The Contractor shall return all reels to the MSC upon completion of the work.
F.CABLE INSTALLATION
1.All cable installation shall be installed per manufacturer’s directions and in
conformance with good industry practice. A sufficient number of trained personnel
and equipment shall be assigned to ensure the proper care and installation of the cable.
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Powerline Corp. Contract,
C23185980
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2.
Cable must be installed by accepted construction practices and the procedure outlined
in City of Palo Alto Cable pulling Procedure – Operating Bulletin Number – UG/OH
Construction P&P # 0407-1 shall be used as a guide during cable installation.
3.The sizes of the cable to be installed will be specified on the drawing(s).
4.Sufficient length of cable shall be left in manholes (20ft.) and secondary splice boxes
for training and connection.
5.Cable shall be installed in conduit above grade and duct bank below grade. All cable
of a feeder shall be pulled simultaneously.
6.Cable shall be pulled into ducts with equipment designed for this purpose, including
power-driven winches, cable-feeding flexible tube guides, cable grips, pulling eyes,
and lubricants.
7.Cable reels shall be set up at the side of the manhole opening and above the duct or
hatch level, allowing cable to enter through the opening without reverse bending.
Flexible tube guides shall be installed through the opening in a manner that will
prevent cable from rubbing on the edges of any structural member.
8.Cable shall be pulled directly into the duct from the coil or reel on, which they are
received. Cable shall not be pulled off and laid on the ground prior to installation.
9.Cable shall be unreeled from the top of the reel. Pay-out shall be carefully controlled.
Cable to be pulled shall be attached through a swivel to the main pulling wire by
means of a suitable cable grip and pulling eye. Woven-wire cable grips shall be used to
grip the cable end when pulling small cable and short straight lengths of heavier cable.
10.Pulling eyes shall be attached to the cable conductors to prevent damage to the cable
structure.
11.Cable shall be liberally coated with a City furnished lubricant as they enter the tube
guide or duct. Rollers, sheaves, or tube guides around, which the cable is pulled from,
shall conform to the minimum bending radius of the cable.
12.Cable shall be pulled into ducts at a reasonable speed. Cable pulling using a vehicle
shall not be permitted. Pulling operations shall be stopped immediately at any
indication of binding or obstruction and shall not be resumed until the potential for
damage to the cable is corrected. Sufficient slack shall be provided for free movement
of cable due to expansion or contraction.
13.Splices in manholes shall be firmly supported on cable racks. No splices shall be
pulled in ducts. Cable ends shall overlap at the ends of a section to provide sufficient
undamaged cable for splicing.
14.Cable cut in the field shall have the cut ends immediately sealed to prevent entrance of
moisture. Cable ends shall be moisture proofed at all times until terminations are
installed. Cable shall not be pulled with the ends open. Cable ends shall not be
allowed to rest on the floor.
15.Whenever possible, the pullout manhole should be rigged to facilitate pulling into the
manhole adequate amount (20ft minimum) of cable for splicing and racking without
the necessity of taking hitches on the cable sheath or jacket.
16.Any and all sections of cable that are damaged by the application of grips shall be
discarded.
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Attachment A - VIP
Powerline Corp. Contract,
C23185980
Item 10: Staff Report Pg. 53 Packet Pg. 198 of 210
IFB 185980 Page 9 of 9
17.The Contractor shall pay close attention to the cable footage markers and plan pulls to
minimize the amount of short unusable cable lengths left on the reels.
18.Cable location tags must be installed on cable outside of each duct indicating cable run
destination. In each manhole and pull box, install permanent tags on each circuit's
cable to clearly designate the circuit identification and voltage. Arrange tags such that
they can be read without moving cable.
19.Cable phasing marks (colored tapes) must be installed on both ends of each cable
identifying phases.
Item 10
Attachment A - VIP
Powerline Corp. Contract,
C23185980
Item 10: Staff Report Pg. 54 Packet Pg. 199 of 210
BID FORM BID FORM BID FORM
City Council/City Manager
of Palo Alto
Name of Company: VIP Powerline City Council/City Manager
of Palo Alto
Name of Company: Ferreira Power West, LLC City Council/City Manager
of Palo Alto
Name of Company: Hot Line Construction Inc.
Palo Alto, California Palo Alto, California Palo Alto, California
ESTIMATED ESTIMATED ESTIMATEDBID ITEM UNIT
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
DESCRIPTION UNIT RATE
257.00
223.00
197.00
157.00
293.00
247.00
214.00
162.00
96.00
TOTAL PRICE
514,000.00
892,000.00
394,000.00
314,000.00
293,000.00
247,000.00
214,000.00
162,000.00
192,000.00
90,000.00
192,000.00
100,000.00
20,000.00
70,000.00
70,000.00
20,000.00
20,000.00
70,000.00
70,000.00
247,000.00
BID ITEM UNIT
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
DESCRIPTION UNIT RATE
227.00
213.50
186.50
158.50
305.00
285.00
243.00
200.50
60.00
TOTAL PRICE BID ITEM UNIT
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
HR
DESCRIPTION UNIT RATE
260.63
225.23
198.52
158.56
292.90
248.01
214.20
162.39
102.54
102.54
67.29
TOTAL PRICE
Foreman/ Crew Leader (12 kV rubber glove
required)
Person/ Journeyman (12 kV rubber glove
required)
Person/Journeyman Apprentice (12 kV
glove certification required)
Driver/ Ground Person (12 kV rubber glove
required)
Foreman/ Crew Leader (12 kV rubber
certification required)
Foreman/ Crew Leader (12 kV rubber glove
required)
Person/ Journeyman (12 kV rubber glove
required)
Person/Journeyman Apprentice (12 kV
glove certification required)
Driver/ Ground Person (12 kV rubber glove
required)
Foreman/ Crew Leader (12 kV rubber
certification required)
Foreman/ Crew Leader (12 kV rubber glove
required)
Person/ Journeyman (12 kV rubber glove
required)
Person/Journeyman Apprentice (12 kV
glove certification required)
Driver/ Ground Person (12 kV rubber glove
required)
Foreman/ Crew Leader (12 kV rubber
certification required)
1 2000 $$1 2000 $$454,000.00 1 2000 $$521,260.00
4000 4000 4000
3 3 3
4 4 4
5 5 5
Overtime Line Person/ Journeyman (12 kV
glove certification
Overtime Line Person/ Journeyman (12 kV
glove certification
Overtime Line Person/ Journeyman (12 kV
glove certification666
Overtime Line Person/ Journeyman Apprentice
kV rubber glove certification required)
Truck Driver/ Ground Person (12 kV
glove certification required)
Truck Capable of setting and removing poles
to 70’
Truck Capable of setting and removing poles
to 80’
Handler/ Bucket Truck capable of
live line work at 55’
Handler/ Bucket Truck capable of
live line work at 70’
Trailer capable of hauling material
poles up to 80’
Truck capable of working on electric
level (35’)
Overtime Line Person/ Journeyman Apprentice
kV rubber glove certification required)
Truck Driver/ Ground Person (12 kV
glove certification required)
Truck Capable of setting and removing poles
to 70’
Truck Capable of setting and removing poles
to 80’
Handler/ Bucket Truck capable of
live line work at 55’
Handler/ Bucket Truck capable of
live line work at 70’
Trailer capable of hauling material
poles up to 80’
Truck capable of working on electric
level (35’)
Overtime Line Person/ Journeyman Apprentice
kV rubber glove certification required)
Truck Driver/ Ground Person (12 kV
glove certification required)
Truck Capable of setting and removing poles
to 70’
Truck Capable of setting and removing poles
to 80’
Handler/ Bucket Truck capable of
live line work at 55’
Handler/ Bucket Truck capable of
live line work at 70’
Trailer capable of hauling material
poles up to 80’
Truck capable of working on electric
level (35’)
7 7 7
8 8 8
9 9 9
10 45.00 10 75.00 10
96.00 50.00
50.00 110.00 102.54
10.00
35.00 35.00 51.27 102,540.00
18k LB Boom Truck (e.g. Small Crane)
Reel Dolly Trailer
35.00 18k LB Boom Truck (e.g. Small Crane)
Reel Dolly Trailer
65.00 18k LB Boom Truck (e.g. Small Crane)
Reel Dolly Trailer
48.00
10.00 6.75 9.00 18,000.00
3 Reel Dolly/Trailer or Truck 10.00 3 Reel Dolly/Trailer or Truck 13.75 3 Reel Dolly/Trailer or Truck 44.25 88,500.00
40k LB Take up Dolly (e.g. 4k Hogg Davis Cable 40k LB Take up Dolly (e.g. 4k Hogg Davis Cable 40k LB Take up Dolly (e.g. 4k Hogg Davis Cable35.00 47.00 62.00 124,000.00
Underground Splicing Van
Control Services
35.00 Underground Splicing Van
Control Services
28.00 Underground Splicing Van
Control Services
77.03
247.00 271.88 198.23
$ 4,191,000.00 $ 4,298,380.00 $ 4,625,570.00Section A ‐ Base Bid Total (items 001 through 020, with all applicable taxes included)Section A ‐ Base Bid Total (items 001 through 020, with all applicable taxes included)Section A ‐ Base Bid Total (items 001 through 020, with all applicable taxes included)
Annual incremental percentage increases in bid prices shall be listed for each additional year of the contract.
Year Two (3.9% increase) $4,354,449.00
Annual incremental percentage increases in bid prices shall be listed for each additional year of the contract.
Year Two (3% increase) $4,427,331.40
Annual incremental percentage increases in bid prices shall be listed for each additional year of the contract.
Year Two (4.4% increase) $4,829,095.08
Year Three (3.7% increase) $4,515,563.61 Year Three (3% increase) $4,560,151.34 Year Three (4.2% increase) $5,031,917.07
Year Four (3.5% increase) $4,673,608.34 Year Four (3% increase) $4,696,955.88 Year Four (3.2% increase) $5,192,938.42
Year Five (3.3% increase) $4,827,837.41 Year Five (3% increase) $4,837,864.56 Year Five (3.2% increase) $5,359,112.45
Attachment B ‐ Bid Summary IFB 185980 Page 1 of 1
Item 10
Attachment B - Proposal Summary
IFB185980
Item 10: Staff Report Pg. 55 Packet Pg. 200 of 210
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: April 10, 2023
Report #:2303-1212
TITLE
Consideration of additional 2023 Council Priority Objectives
RECOMMENDATION
Council to finalize consideration and approval of any additional objectives, as well as deferrals
or deletions necessary, to advance the 2023 Council Priorities
BACKGROUND
On January 28, 20231, the Council held its annual retreat to approve the 2023 Council Priorities.
The Priority Setting Guidelines define a priority as a topic that will receive unusual and
significant attention during the year. At the conclusion of the retreat, the City Council approved
the following priorities:
Economic Recovery and Transition
Climate Change and the Natural Environment: Protection and Adaptation
Housing for Social and Economic Balance
Community Health and Safety
The City Council then directed that staff return with suggested objectives derived from Council
comments at the annual retreat to achieve the strategic priorities.
At its February 13, 20232 meeting, the Council adopted the proposed 61 objectives and
acknowledged the resource allocations needed to advance the four 2023 Council Priorities. The
Council directed a follow-up discussion on additional objectives for consideration in 2023
outlined below:
A. Bulleted areas of focus and priority identified by City Council during their retreat discussion
B. Discuss plans for commercial dewatering requirements
1 City Council Retreat 1/28/23 https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1492
2 Council Meeting 2/13/23 https://cityofpaloalto.primegov.com/Portal/viewer?id=619&type=2
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C. Facilitate a location for La Comida in North Palo Alto
ANALYSIS
Estimated Completion: Calendar Year (CY) in which calendar quarter the project is estimated to
be completed
2024 or Later: staff recommendation to consider in future years due to significant investment
or pre-work needed to initiate objective.
Resources Needed: $-$$$ level of investment needed
$- Objective can be met mostly with existing staff, and/or up to $50K
$$- Objective can be met with additional staff support, and/or up to $100K
$$$- Objective can be met with additional staff, and/or more than $100K
Council Priority: number of Priorities the objective advances, recognizing that some objectives
advance more than one priority.
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Item 11: Staff Report Pg. 2 Packet Pg. 202 of 210
*Clarification of scope and expectations of City role needed in order to confirm feasibility
TABLE 1
2023 Council Priority Objectives for Consideration Estimated Completion Council Priority
CY 2023
# New Objective Q1 Q2 Q3 Q4
2024
or
Later
Resources
Needed ER
&T
CC
&
NE
HS
&
EB
CH
&S
Economic Recovery and Transition (ER & T)
1 Evaluate implementing a business vacancy tax to incentivize activity x $$$ x
Climate Change & the Natural Environment (CC & NE)
2 Engage youth in implementation of climate change initiatives, objectives, and goals x - x x
3 Naturalize Matadero Creek and evaluate setbacks x $$$ x x
4 Initiate zoning changes consistent with the Comprehensive Plan regarding creek
corridor setbacks x $ x x
5 Determine next steps for the sea level rise and adaptation plan x $ x x
6 Evaluate and recommend strategies to protect natural habitats such as bird safe
glass, wildlife protection from light pollution, etc. x $ x
7 Discuss plans for commercial dewatering requirements x $ x
Housing for Social & Economic Balance (HS & EB)
8 Construct preliminary schedule for starting new coordinated area plans for San
Antonio Road, California Ave, Downtown, and El Camino Real x $ x x
9 Evaluate RHNA housing allocation and encourage housing production that reflects
the needs of the community x $ x
10 Establish a committee on housing to review housing policies * x $ x
Community Health & Safety (CH & S)
11 Evaluate increasing HSRAP funding during the FY 2024 budget process x $-$$$ x
12 Facilitate a location for La Comida in North Palo Alto * x $-$$ x
13 Increase support and funding for youth mental health x $-$$$ x
14 Evaluate funding and plan to return library services to pre-pandemic levels x $$$ x
15 Increase police foot and bike patrol in the Downtown core x $$$ x
16 Complete phase 1 of developing a safe system policy: Safe Streets for all Action
Plan and identify resources needed for policy implementation * x $ x x
17 Establish a Council ad hoc airplane noise committee to advance policies that
protect residents from airplane noise and air pollution * x $$ x
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Identifying an Objective for 2024 consideration does not diminish its importance, instead it
allows time for adequate resource and pre-work planning. Items notated for 2024
consideration will be brought back for Council review at its 2024 Priorities retreat.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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2023 City Council Priorities and Objectives
#Objective Q1 Q2 Q3 Q4
a Adopt a comprehensive Economic Development Strategy x $x x x
b Implement or upgrade electronic plan review software without interruption to the permitting process (ERT 9)x x x x
c Implement recommendations in Building and Permit Review Report conducted by the City Auditor x x x x
d Begin stakeholder engagement and implementation of new business tax (Measure K)x $x x x x
e Begin implementation of next phase of parklet regulations to the community x $x
f Evaluate opportunities for New Parking Facilities in the University Ave Downtown and direct next steps (ERT 10)x x
g
k 2024 x
Climate Change Protection
l
n x x
p
r
Climate Change Adaptation: Flood Protection
w representation and any Council approvals involved. x x x
x x $x x
Natural Environment x
Advance Renter Protection Policies
Advance Housing Plans
dd
gg
Implement Housing Production Policies
jj
nn Rezone carryover housing opportunity sites for by-right development when developed with 20% lower income affordable housing units x
oo up to 90 units/acre x
Support Unhoused Service Initiatives
pp
Mental & Physical Health and Belonging
Invest in Reliable Safety Infrastructure and Systems
ww
xx x $x
yy
ddd
Reduction of Noise and Air Quality Pollution x
iii TBD x x x
Estimated
Completion
HOUSING FOR SOCIAL & ECONOMIC BALANCE (HS&EB)
COMMUNITY HEALTH & SAFETY (CH&S)
ECONOMIC RECOVERY AND TRANSITION (ER&T)
CLIMATE CHANGE & THE NATURAL ENVIRONMENT (CC&NE)
Council Priority
Support
Re
s
o
u
r
c
e
s
Ne
e
d
e
d
ATTACHMENT A
Item 11
Attachment A - 2023
Council Priorities &
Objectives
Item 11: Staff Report Pg. 5 Packet Pg. 205 of 210
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: April 10, 2023
Report #:2303-1216
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 and February 27th but was continued
each time. The full staff report can be accessed here:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82247
The attachments have been updated since the February reports to reflect Council actions since
that time. The updated workplans are included here as Attachments A and B.
ATTACHMENTS
Attachment A: Policy and Services Tentative Topics Calendar 2023 [revised 3.29.23]
Attachment B: Finance Committee Tentative Calendar Topics 2023 [revised 3.29.23]
APPROVED BY:
Ed Shikada, City Manager
Item 12
Item 12 Staff Report
Item 12: Staff Report Pg. 1 Packet Pg. 206 of 210
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2023
POLICY & SERVICES TENTATIVE TOPICS
CALENDAR 2023
As of March 29, 2023
January
• Mayor appoints Committee and designates Chair; no Policy & Services Committee meeting
February
• Auditor Reports
March – Meeting Cancelled
• Auditor Report – Electronic Payment Process and Controls
• Auditor Report – Remote and Flexible Work
April
• Auditor Report – Electronic Payment Process and Controls
• Auditor Report – Remote and Flexible Work
• Update: Summary of Recent Race and Equity Work since late 2022
• Procedures and Protocols: International Travel (March 20 Council Referral)
May
• Auditor Report [tentative]
• Report: Legislative Update [pending Council April 3 discussion]
• Procedures and Protocols: Censure (January 30 Council Referral)
June
• Quarterly Audit Status Report
• Audit Report [tentative]
• MOVED FROM MARCH: Rental Registry Update (linked to Council Referral from Nov. 29, 2021:
Renter Protections: Staff to go to P&S with updated language in ordinance for a renter survey and
estimates on effort to enforce it for P&S discussion) [tentative]
• Procedures and Protocols: (Council Referral from March 20) establishment of appropriate parameters
for Council Discretionary Expenditures (Protocols Section 4, X.1 (consider modifying Section 4, X.1 to
allocate $2,000 annually from the contingency fund for each Council Member to decide its purpose)
July
No meeting; Council break
August
Item 12
Attachment A - Policy and
Services Tentative Topics
Calendar 2023 [revised
3.29.23]
Item 12: Staff Report Pg. 2 Packet Pg. 207 of 210
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2023
• Quarterly Audit Status Report (April-June) [tentative]
• Update: Summary of Recent Race and Equity Work since March
• Procedures & Protocols Handbook Discussion (Annual Discussion)
• Procedures & Protocols: Role of the Council Liaison (March 20 Council Referral)
September
• Council Referral from Nov. 29, 2021: Renter Protections: Fair chance ordinance to be reviewed by
P&S for analysis on consequences/unintended consequences
• Legislative Recap (what passed/didn’t pass)
• Referral from 2021: Council Referral – Affordable Housing Funding (from August 16, 2021 Council
Meeting)
October
• Quarterly Audit Status Report (July-Sept) [tentative]
• Audit Report [tentative]
• Quarterly Race and Equity Update: Summary of Recent Race and Equity Work
November
• Legislative Agenda and Guidelines (can also go in December)
• 2024 City Council Priorities Discussion (includes discussion on process)
December
• Informational: Report out on Status of Committee Referrals
Completed or Pending Referrals (status and date of referral):
1. Will follow Housing Element timing: Council Referral from Nov. 29, 2021: Renter Protections:
Bring to P&S [a] proposal & discussion on expanding anti-gouging measure to address loopholes
2. Review City Council Colleagues’ Memo Referring Policy Changes on Short Term Rentals (referral
from 2022)
3. Review and discussion of Use of Force (UOF) reports to evaluate current policies and
effectiveness of the UOF reports and recommend modifications if necessary (referral from Apr.
2022; have included some updates in Race and Equity reports)
4. COMPLETED: Council Referral from 2/5/22: Discussion of Council Values, Strategic Priorities, etc.
5. COMPLETED (Committee work; now at City Council): Revise to the City Council Procedures and
Protocols Handbook
6. COMPLETED: Review of National Community Survey Questions with Policy and Services Chair
Item Pending Further City Council Direction:
• Continued Item from November 2021: City Council Referral: Policy and Services Committee to
Recommend Strategies to Support and Strengthen Neighborhood Programs, Identify Gaps in
Existing Neighborhood-based Services, and Evaluate new Strategies as Proposed in the Colleagues'
Memo Regarding a Proposed Program for Neighbor Connection
Item 12
Attachment A - Policy and
Services Tentative Topics
Calendar 2023 [revised
3.29.23]
Item 12: Staff Report Pg. 3 Packet Pg. 208 of 210
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org
ATTACHMENT B
FINANCE COMMITTEE TENTATIVE TOPICS
CALENDAR 2023
Updated on March 29, 2023
January
• Mayor appoints Committee and designates Chair; usually no FC meeting
February
None
March
• Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water,
Wastewater
• Rate Schedule Storm Water Management Fee
• Council Referral: Electric Utility 2023 Residential Rebate
• Specific utility contracts regarding electric utility
April
• Council Referral: Electric Utility 2023 Residential Rebate
• Discussion on electric utility commodity contract
May
• Annual Budget Review: Operating + Capital Five Year Plan
• Daytime meetings, tentative schedule 5/5, 5/9, 5/30
• Fiscal Year 2023 Municipal Fee Schedule
• Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC)- Biannual
report, last done May 2022 (FY2022 and 2023 contributions), next scheduled May 2024
• Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water,
Wastewater [In 2023, this was completed in March and April]
June
• Third Quarter Fiscal Year 2023 Financial Report
• Adoption of Fiscal Year 2023 Investment Policy (to be done by June 30 per code)
July
No meeting; Council Break
Item 12
Attachment B - Finance
Committee Tentative
Topics Calendar 2023
[revised 3.29.23]
Item 12: Staff Report Pg. 4 Packet Pg. 209 of 210
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org
ATTACHMENT B
August
• Evaluation of Printing & Mailing Services levels and service delivery. Referred May 2019.
[tentative]
September/October
• Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation
Reports as of June 30, 2022
• Every 3-4-year review/decision on pension funding policy assumptions next review
scheduled for FY 2026.
• JMZ ticket pricing analysis to understand interactions between changes to $18 ticket,
attendance, and cost recovery. Referred September 2022; procurement process underway
for consultant, review expected calendar year 2023. [tentative]
November
• Discussion and Recommendation to the City Council to Accept the Macias Gini & O'Connell's
Audit of the City of Palo Alto's Financial Statements as of June 30, 2023 and Management
Letter
• Discussion and Recommendation to Approve the Fiscal Year (FY) 2023 Comprehensive
Annual Comprehensive Financial Report (ACFR) and Approve Budget Amendments in
Various Funds
December
• Review and Forward the FY 2024 - FY 2032 Long Range Financial Forecast
• First Quarter Fiscal Year 2024 Financial Report
• Informational: Report out on Status of Committee Referrals
Completed Referred Topics:
A full report on the status of Finance Committee referrals and the status can be found here1,
Item 1 on the December 5, 2022 agenda.
1) COMPLETED: FY 2021 Budget: A report or item on the Junior Museum and Zoo six months
after it opens and what it would look like to eliminate the General Fund Subsidy through a
fully cost recoverable program. Referred in June 2021, Reviewed September 2022.
2) PENDING: Planning and Development Services Fee Study. Staff initiated, study is on hold
while the Fire Prevention Program organizational study is completed.
3) PENDING: Parking Permits Pricing and Parking Permit Funds Financial Status. Staff initiated,
review is on hold while post pandemic trends are collected.
1 Finance Committee, December 6, 2022, Item #1, CMR #14906:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/finance-
committee/2022/20221206/20221206pfcsm-late-packet.pdf
Item 12
Attachment B - Finance
Committee Tentative
Topics Calendar 2023
[revised 3.29.23]
Item 12: Staff Report Pg. 5 Packet Pg. 210 of 210