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HomeMy WebLinkAbout2024-03-04 City Council Agenda PacketCITY COUNCIL Regular Meeting Monday, March 04, 2024 Council Chambers & Hybrid 5:30 PM Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media 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. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting. 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 AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (5:30 ‐ 5:45 PM) Members of the public may speak to any item NOT on the agenda. 1‐3 minutes deending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:45 ‐ 5:50 PM) Members of the public may not speak to the item(s). STUDY SESSION (5:50 ‐ 6:50 PM) 1.Study Session to provide early feedback about the proposed redevelopment of Buena Vista Mobile Home Park at 3980 El Camino Real. CONSENT CALENDAR (6:50 ‐ 6:55 PM) Items will be voted in one motion unless removed from the calendar by three Council Members. 2.Approval of a Purchase Order with Mobile Modular Management Corporation in the Amount of $244,850, including $222,591 for Basic Services and $22,259 for Contingency, to Provide and Install a Modular Building at 4000 Middlefield Road to Serve as a Temporary Fire Station During Construction of the Fire Station 4 Replacement Capital Project (PE‐18004); CEQA Status ‐ Exempt under CEQA Guidelines Section 15303 3.Approval of Office of the City Auditor FY2024 Task 4 Task Orders (CEQA Status ‐ Not a Project) 4.Acceptance of the Office of the City Auditor's Quarterly Status Report for the Period of October ‐ December 2023 5.Approval of Professional Services Contract Number C24189371 with Kimley Horn and Associates in an Amount Not to Exceed $178,559 for the Quiet Zone Study Services for railroad crossings at Churchill Avenue, Meadow Drive, and Charleston Road for a term ending December 31, 2025; CEQA – not a project. CITY MANAGER COMMENTS (6:55 ‐ 7:10 PM) BREAK (5‐10 MINUTES) ACTION ITEMS (Item 6: 7:20 ‐ 7:40 PM, Item 7: 7:40 ‐ 8:25 PM, Item 8: 8:25 ‐ 10:25 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 6.Adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and approve the proposed name “Tower Well Park” as Recommended by the Parks and Recreation Commission. CEQA status ‐ not a project. 7.Public Hearing: Second Reading Planned Community Ordinances for 2901 Middlefield Road and 702 Ellsworth Place. CEQA Status – Categorically Exempt 8.Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans ADJOURNMENT INFORMATION REPORTS Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda. 9.Accessory Dwelling Unit (ADU) Year End Report (Quarter 1 through 4 of CY 2023) OTHER INFORMATION Standing Committee Meetings this week     Finance Committee March 5, 2024 CANCELED Public Comment Letters Schedule of Meetings PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to city.council@cityofpaloalto.org. 2. For 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 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 smart phone from the Apple App Store or Google Play Store and enter in 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 HERE TO JOIN    Meeting ID: 362‐027‐238   Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. 1 March 04, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILRegular MeetingMonday, March 04, 2024Council Chambers & Hybrid5:30 PMPalo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency andpublic 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 endof the agenda. Masks are strongly encouraged if attending in person. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)   Meeting ID: 362 027 238    Phone:1(669)900‐6833PUBLIC 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.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.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 AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (5:30 ‐ 5:45 PM) Members of the public may speak to any item NOT on the agenda. 1‐3 minutes deending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:45 ‐ 5:50 PM) Members of the public may not speak to the item(s). STUDY SESSION (5:50 ‐ 6:50 PM) 1.Study Session to provide early feedback about the proposed redevelopment of Buena Vista Mobile Home Park at 3980 El Camino Real. CONSENT CALENDAR (6:50 ‐ 6:55 PM) Items will be voted in one motion unless removed from the calendar by three Council Members. 2.Approval of a Purchase Order with Mobile Modular Management Corporation in the Amount of $244,850, including $222,591 for Basic Services and $22,259 for Contingency, to Provide and Install a Modular Building at 4000 Middlefield Road to Serve as a Temporary Fire Station During Construction of the Fire Station 4 Replacement Capital Project (PE‐18004); CEQA Status ‐ Exempt under CEQA Guidelines Section 15303 3.Approval of Office of the City Auditor FY2024 Task 4 Task Orders (CEQA Status ‐ Not a Project) 4.Acceptance of the Office of the City Auditor's Quarterly Status Report for the Period of October ‐ December 2023 5.Approval of Professional Services Contract Number C24189371 with Kimley Horn and Associates in an Amount Not to Exceed $178,559 for the Quiet Zone Study Services for railroad crossings at Churchill Avenue, Meadow Drive, and Charleston Road for a term ending December 31, 2025; CEQA – not a project. CITY MANAGER COMMENTS (6:55 ‐ 7:10 PM) BREAK (5‐10 MINUTES) ACTION ITEMS (Item 6: 7:20 ‐ 7:40 PM, Item 7: 7:40 ‐ 8:25 PM, Item 8: 8:25 ‐ 10:25 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 6.Adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and approve the proposed name “Tower Well Park” as Recommended by the Parks and Recreation Commission. CEQA status ‐ not a project. 7.Public Hearing: Second Reading Planned Community Ordinances for 2901 Middlefield Road and 702 Ellsworth Place. CEQA Status – Categorically Exempt 8.Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans ADJOURNMENT INFORMATION REPORTS Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda. 9.Accessory Dwelling Unit (ADU) Year End Report (Quarter 1 through 4 of CY 2023) OTHER INFORMATION Standing Committee Meetings this week     Finance Committee March 5, 2024 CANCELED Public Comment Letters Schedule of Meetings PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to city.council@cityofpaloalto.org. 2. For 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 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 smart phone from the Apple App Store or Google Play Store and enter in 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 HERE TO JOIN    Meeting ID: 362‐027‐238   Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  2 March 04, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILRegular MeetingMonday, March 04, 2024Council Chambers & Hybrid5:30 PMPalo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency andpublic 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 endof the agenda. Masks are strongly encouraged if attending in person. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)   Meeting ID: 362 027 238    Phone:1(669)900‐6833PUBLIC 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.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.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 ORDERAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (5:30 ‐ 5:45 PM)Members of the public may speak to any item NOT on the agenda. 1‐3 minutes deending on # of speakers. Council reservesthe right to limit the duration of Oral Communications period to 30 minutes.COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:45 ‐ 5:50 PM)Members of the public may not speak to the item(s).STUDY SESSION (5:50 ‐ 6:50 PM)1.Study Session to provide early feedback about the proposed redevelopment of BuenaVista Mobile Home Park at 3980 El Camino Real.CONSENT CALENDAR (6:50 ‐ 6:55 PM)Items will be voted in one motion unless removed from the calendar by three Council Members.2.Approval of a Purchase Order with Mobile Modular Management Corporation in theAmount of $244,850, including $222,591 for Basic Services and $22,259 for Contingency,to Provide and Install a Modular Building at 4000 Middlefield Road to Serve as aTemporary Fire Station During Construction of the Fire Station 4 Replacement CapitalProject (PE‐18004); CEQA Status ‐ Exempt under CEQA Guidelines Section 153033.Approval of Office of the City Auditor FY2024 Task 4 Task Orders (CEQA Status ‐ Not aProject)4.Acceptance of the Office of the City Auditor's Quarterly Status Report for the Period ofOctober ‐ December 20235.Approval of Professional Services Contract Number C24189371 with Kimley Horn andAssociates in an Amount Not to Exceed $178,559 for the Quiet Zone Study Services forrailroad crossings at Churchill Avenue, Meadow Drive, and Charleston Road for a termending December 31, 2025; CEQA – not a project.CITY MANAGER COMMENTS (6:55 ‐ 7:10 PM) BREAK (5‐10 MINUTES) ACTION ITEMS (Item 6: 7:20 ‐ 7:40 PM, Item 7: 7:40 ‐ 8:25 PM, Item 8: 8:25 ‐ 10:25 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 6.Adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and approve the proposed name “Tower Well Park” as Recommended by the Parks and Recreation Commission. CEQA status ‐ not a project. 7.Public Hearing: Second Reading Planned Community Ordinances for 2901 Middlefield Road and 702 Ellsworth Place. CEQA Status – Categorically Exempt 8.Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans ADJOURNMENT INFORMATION REPORTS Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda. 9.Accessory Dwelling Unit (ADU) Year End Report (Quarter 1 through 4 of CY 2023) OTHER INFORMATION Standing Committee Meetings this week     Finance Committee March 5, 2024 CANCELED Public Comment Letters Schedule of Meetings PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to city.council@cityofpaloalto.org. 2. For 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 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 smart phone from the Apple App Store or Google Play Store and enter in 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 HERE TO JOIN    Meeting ID: 362‐027‐238   Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  3 March 04, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILRegular MeetingMonday, March 04, 2024Council Chambers & Hybrid5:30 PMPalo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency andpublic 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 endof the agenda. Masks are strongly encouraged if attending in person. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)   Meeting ID: 362 027 238    Phone:1(669)900‐6833PUBLIC 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.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.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 ORDERAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (5:30 ‐ 5:45 PM)Members of the public may speak to any item NOT on the agenda. 1‐3 minutes deending on # of speakers. Council reservesthe right to limit the duration of Oral Communications period to 30 minutes.COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (5:45 ‐ 5:50 PM)Members of the public may not speak to the item(s).STUDY SESSION (5:50 ‐ 6:50 PM)1.Study Session to provide early feedback about the proposed redevelopment of BuenaVista Mobile Home Park at 3980 El Camino Real.CONSENT CALENDAR (6:50 ‐ 6:55 PM)Items will be voted in one motion unless removed from the calendar by three Council Members.2.Approval of a Purchase Order with Mobile Modular Management Corporation in theAmount of $244,850, including $222,591 for Basic Services and $22,259 for Contingency,to Provide and Install a Modular Building at 4000 Middlefield Road to Serve as aTemporary Fire Station During Construction of the Fire Station 4 Replacement CapitalProject (PE‐18004); CEQA Status ‐ Exempt under CEQA Guidelines Section 153033.Approval of Office of the City Auditor FY2024 Task 4 Task Orders (CEQA Status ‐ Not aProject)4.Acceptance of the Office of the City Auditor's Quarterly Status Report for the Period ofOctober ‐ December 20235.Approval of Professional Services Contract Number C24189371 with Kimley Horn andAssociates in an Amount Not to Exceed $178,559 for the Quiet Zone Study Services forrailroad crossings at Churchill Avenue, Meadow Drive, and Charleston Road for a termending December 31, 2025; CEQA – not a project.CITY MANAGER COMMENTS (6:55 ‐ 7:10 PM)BREAK (5‐10 MINUTES)ACTION ITEMS (Item 6: 7:20 ‐ 7:40 PM, Item 7: 7:40 ‐ 8:25 PM, Item 8: 8:25 ‐ 10:25 PM)Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, UnfinishedBusiness and Council Matters.6.Adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437square feet) at 201 Alma Street and approve the proposed name “Tower Well Park” asRecommended by the Parks and Recreation Commission. CEQA status ‐ not a project.7.Public Hearing: Second Reading Planned Community Ordinances for 2901 MiddlefieldRoad and 702 Ellsworth Place. CEQA Status – Categorically Exempt8.Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy& Services Committee WorkplansADJOURNMENTINFORMATION REPORTSInformation reports are provided for informational purposes only to the Council and the public but are not listed for actionduring this meeting’s agenda.9.Accessory Dwelling Unit (ADU) Year End Report (Quarter 1 through 4 of CY 2023)OTHER INFORMATIONStanding Committee Meetings this week    Finance Committee March 5, 2024 CANCELEDPublic Comment Letters Schedule of Meetings PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to city.council@cityofpaloalto.org. 2. For 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 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 smart phone from the Apple App Store or Google Play Store and enter in 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 HERE TO JOIN    Meeting ID: 362‐027‐238   Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.  4 March 04, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. City Council Staff Report From: City Manager Report Type: STUDY SESSION Lead Department: Planning and Development Services Meeting Date: March 4, 2024 Report #:2402-2616 TITLE Study Session to provide early feedback about the proposed redevelopment of Buena Vista Mobile Home Park at 3980 El Camino Real. RECOMMENDATION Recommend that City Council hold a study session to provide early feedback on the proposed redevelopment of Buena Vista Mobile Home Park EXECUTIVE SUMMARY On February 15, 2024, the Santa Clara County Housing Authority (SCCHA) submitted an application for Streamlined Housing Development review. The proposed project includes an affordable 61-unit apartment development on a portion of the subject parcel located at 3980 El Camino Real (see Attachment A, Location Map). The applicant intends to file a separate Vesting Tentative Map Application with the City to subdivide the existing lot into two parcels. The second parcel would be redeveloped as mobile homes, which is processed through the State Department of Housing and Community Development (HCD). The total development would be 105 units; 40% of units will be provided at a rate affordable to 30% AMI, 40% of the units would be provided at a rate affordable to 50% AMI and the remaining 20% would be provided at a rate affordable to 80% AMI. Although a prescreening is not required for this type of application, due to the City’s $14.5 million investment in funds toward the purchase of this property for its redevelopment, and as a party to a regulatory agreement assuring its permanent affordability (see Attachment B, Existing Regulatory Agreement), it is in the City’s interest to provide early feedback. The regulatory agreement will need to be reopened and revised to, at minimum, accommodate the inclusion of an apartment building. Staff intends to return to Council for authorization to amend the Development Agreement. Additionally, as part of the Vesting Tentative Map process, the project will ultimately be brought forward to Council for a final decision on the subdivision map. This study session provides an opportunity for early feedback from Council on the proposed project and associated actions. Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 1  Packet Pg. 5 of 198  BACKGROUND In June 2016, Council approved a Memorandum of Understanding (MOU) Between the SCCHA, the County of Santa Clara, and the City of Palo Alto to provide up to $14.5 million in City affordable housing funds in support of the Housing Authority’s potential acquisition of the Buena Vista Mobile Home Park for deed restricted affordable housing. The SCCHA purchased the park in 2017 with the support of these funds. After an assessment of the park’s conditions, it was found that the park contained an array of hazards such as: failing utilities, many coaches near their end-of-life with structural and health issues, and lack of code-compliance. With the purchase, SCCHA agreed with the City and County to improve and protect the park as affordable housing through a tri-party regulatory agreement which focused on maintaining affordable housing, enhancing the habitability of the property, avoiding resident displacement, and investing in rehabilitation and improvements. The tri-party agreement includes an improvements timeline and some expected outcomes. Since the onset of the agreement, the Housing Authority has: • Relocated Park residents as needed (e.g., to new mobile homes), • Removed trash and abandoned cars, • Conducted necessary home repairs, • Installed new utilities, • Replaced aged sewer and water lines, • Replaced paving, • Demolished abandoned coaches (i.e., mobile homes), • Capped unused utilities for safety, • Provided spaces for services and an afterschool program, and • Worked to bring the Park into compliance with various laws. Council held a study session on February 13, 2023 in which SCHAA provided an update on these ongoing efforts at the site.1 Project Description On February 15, 2024, the SCCHA submitted a formal application for Streamlined Housing Development review for a 61-unit apartment development on a portion of the site. Attachment C shows the project plans for this development. The SCCHA intends to submit a subsequent application for a Vesting Tentative Map to subdivide the existing parcel into two parcels and to redevelop one of the parcels with a 61-unit apartment complex and the other parcel with a 44- unit mobile home development. This subdivision accommodates the addition of an apartment 1 Study Session Staff Report: https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=972&meetingTemplateType=2 Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 2  Packet Pg. 6 of 198  building to the site. Under the existing Regulatory Agreement, the property must maintain, at minimum, 100 affordable units. However, the existing spacing of mobile homes does not meet current state rules regarding spacing and setbacks. The introduction of an apartment building allows the property to both maintain the minimum number of affordable units, while allowing enough space for the retention of 44 mobile homes. The map would also include a condominium subdivision of the mobile home parcel. The project would be processed and streamlined in accordance with Senate Bill 330 (the Housing Crisis Act) and Assembly Bill 1763 (State Density Bonus Law). DISCUSSION Staff from all relevant departments will review the Streamlined Housing Development Review application for consistency with the municipal code and all other relevant state and federal regulations. As detailed in the executive summary, this site is unique in that the proposed Vesting Tentative Map and entitlement for the apartment complex will be processed through the City, but the mobile home redevelopment will be processed through HCD. Because this project involves federal programs, it must be evaluated under both the California Environmental Quality Act (CEQA) and the National Environmental Protection Act (NEPA). Under CEQA and NEPA, the project must be considered as a whole, so the City will serve as the lead agency for CEQA, and the Responsible Entity for NEPA for all aspects of the project (including the mobile homes). Surrounding Uses Adjacent uses and zoning include single family residential uses within the R-1 Zone District to the north, retail and eating and drinking services within the RM-20 zone district to the west along El Camino Real, Los Robles Avenue and a PC Zone District with residential uses to the south, and a multi-family residential use within the RM-30 Zone District the east. Comprehensive Plan The project site has a multi-family land use designation. The Land Use and Community Design Element of the Comprehensive Plan states for this land use that: “The permitted number of housing units will vary by area, depending on existing land use, proximity to major streets and public transit, distance to shopping and environmental problems. Net densities will range from 8 to 40 units and 8 to 90 persons per acre. Density should be on the lower end of the scale next to single-family residential areas. Densities higher than what is permitted may be allowed where measurable community benefits will be derived, services and facilities are available, and the net effect will be consistent with the Comprehensive Plan. Population densities will range up to 2.25 persons per unit by 2030.” The density of the proposed 61-unit development would be 60 dwelling units per acre based on the proposed parcel boundaries in accordance with the planned subdivision map. However, staff notes that overall, the development of the two parcels would equate to a density of 23 Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 3  Packet Pg. 7 of 198  dwelling units per acre if both the mobile home development and apartment complex are considered. Zoning Compliance Staff has not yet completed a formal review of the proposed plans for consistency with the RM- 20 Zone District development standards. However, SCCHA has indicated its intent to request waivers and concessions from the following development standards: Concession 1: Height of 36 feet where 30 feet is allowed Concession 2: Parking, 70 spaces where 78 would otherwise be required Waiver 1: Floor Area Ratio of .89:1 where .5:1 is allowed Waiver 2: Private Open Space-No private open space provided where 50 sf per unit is required Waiver 3: Site Open Space of 34.1% where 35% is required Regulatory Agreement There is an existing tri-party Regulatory Agreement recorded on the property from 2017. For consistency with the redevelopment plans, the Regulatory Agreement will need to be amended. The Housing Authority has expressed its commitment to delivering the same number of required housing units at the same affordability levels in the new agreements. City staff and Housing Authority staff will discuss the amendments and anticipate returning to Council for approval to draft and execute an agreement based on the revised terms approval. FISCAL/RESOURCE IMPACT In June 2016 Council authorized the expenditure of $14.5 million in City affordable housing funds to support the Housing Authority’s potential acquisition of the Buena Vista Mobile Home Park for deed restricted affordable housing. The money was utilized to acquire the site in 2017. The redeveloped Buena Vista Community will have two separate development budgets: one for the mobile home park and one for the proposed apartments. With the State's award of nearly $25 million in Manufactured Housing Opportunity and Revitalization funds, the mobile home park is fully funded. The Housing Authority is continuing to work on the financing plan and funding applications for the apartment building. Most immediately, the Housing Authority intends to apply to the State for funding under the Multifamily Finance Super NOFA (notice of funding availability). The application dates have not been released, but in previous funding rounds, the application is typically available in late May/early June and due in early July. The Housing Authority intends to apply for approximately $10 million in State funding. If the application is successful, the Housing Authority would next apply for tax credits. If the application is not successful, the Housing Authority will work to identify an alternative financing source prior to applying for tax credits. No additional funding is requested from the City at this time. The formal application is a cost recovery project and the SCCHA has paid the required deposit fee in accordance with the municipal fee schedule for processing of this application. Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 4  Packet Pg. 8 of 198  STAKEHOLDER ENGAGEMENT Van Meter Williams Pollack (VMWP) on behalf of the Santa Clara County Housing Authority (SCCHA) began the community engagement process in early 2019 but was disrupted by the COVID pandemic. In the Fall of 2022, Santa Clara County Housing Authority (SCCHA), Van Meter Williams Pollack (VMWP), and Associated Right of Way Services, Inc. (AR/WS) worked with Engage FORA to resume the community engagement process for the redevelopment of the Buena Vista Mobile Home Park (BVMHP). The engagement process included: •4 interactive workshops •resident advisor 1-on-1s •3 property tours •monthly newsletters •on-site tours of a new coach •frequent FAQs •3 resident education sessions •website updates •3 community-building events • The Buena Vista residents value their community and want to preserve its affordability. From a development perspective, resident priorities included the questions of timeline, process, choices for their future homes, renter versus owner options, and costs associated. However, input from residents also influenced several aspects of the design, including: •Colors, material, and architectural style •Massing and orientation of the apartment building •The size of the new mobile homes Residents also stressed the importance of amenities like play areas, a place for a homework club with computers, indoor and outdoor community gathering and event spaces, a dog run, and garden beds. ENVIRONMENTAL REVIEW The City will serve as the lead agency in accordance with the California Environmental Quality Act. The project is anticipated to be exempt from the provisions of CEQA in accordance with CEQA Guidelines Section 15332 (infill exemption). The CEQA analysis will assess the whole of the action, including the subdivision and the 44-unit mobile home development. The County Housing Authority is also seeking federal funding from Housing and Urban Development (HUD); therefore, HUD will serve as the lead agency for NEPA. The City will serve as the responsible entity preparing the Environmental Analysis in accordance with federal regulations. ATTACHMENTS Attachment A: Location Map Attachment B: Existing Regulatory Agreement Attachment C: Project Plans APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 5  Packet Pg. 9 of 198  10 9 8 7 6 5 4 3 2 1 Cottages Shop115114 107 82 83 84 14 85 113 112111 110 109 108 106 105 104 103 63 65 52 4635 45 36 4437 19 20 22 23 1086 87 9 24 25 8 21 22 Co ttages 89 7 26 5 29 1 31 30 2 3 4 77 78 79 80 81 61 57 59 Office &_Ho me The Nest Ho tel 54 64 53 51 34 38 18 13 12 21 11 88 23 Co ttage 27 6 28 Laundry &_ R estrooms 40 4239 56 62 102 101 Glass Slipper Hot e l 32 48 70 68 67 66 73 72 71 69 49 Comfort_Inn 75 Goodwill_Industries Palo Alto _Commons 74 76 60 50 58 5543 41 33 47 B2 B1 B3 B4 16 17 15 60.0' 113.4'60.0' 113.4' 60.0' 113.4' 88.4' 39.3' 39.6' 113.4' 64.6' 88.4' 64.6' 113.4' 39.6' 39.3' 113.4' 60.0' 113.4' 60.0' 63.0'88.0' 39.3' 38.0' 113.0' 113.0' 61.0' 113.0' 61.0'50.0' 169.0' 57.9' 169.0' 57.9' 160.0' 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89.0' 83.7' 60.5' 99.4' 32.1' 58.7' 74.8' 22.1' 47.0' 13.0' 126.2' 27.6' 18.6' 24.0' 135.0' 38.0'49.0' 20.0' 49.7' 22.1' 55.0' 40.0' 135.0' 115.0' 99.2' 155.0'234.2' 115.0' 234.2' 50.0' 106.0' 50.0' 106.0' 100.0' 106.0' 25.0' 60.5' 58.8' 4.0' 99.4' 9.1'18.3' 47.3' 66.2' 105.0' 41.3' 105.0' 80.0' 39.3' 105.0' 41.3' 39.3' 80.0' 66.3' 38.0' 39.3' 88.8' 63.0' 113.8'61.0' 113.8' 61.0' 113.8' 107.7' 6.7' 41.3' 66.3' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 105.0' 66.3' 105.0' 105.0' 66.2' 105.0' 66.3' 105.0' 66.3' 105.0' 66.2' 105.0' 66.2' 66.3' 105.0' 66.2' 105.0' 66.3' 105.0' 66.3' 105.0' 66.3' 105.0' 66.2' 105.0' 66.2' 105.0' 66.3' 105.0' 66.3' 105.0' 66.2' 105.0' 66.2' 105.0' 105.0' 66.3' 80.0' 39.3' 41.3' 55.7' 92.3' 39.3' 30.7' 117.4'54.0' 117.5' 54.0' 117.4'54.0' 117.6' 54.0' 117.5' 35.3' 127.4' 98.1' 1.9' 110.4' 52.3' 2.7' 117.6' 24.6' 24.9' 110.4' 54.0' 117.4' 54.0' 117.4' 53.0' 117.1' 53.0' 117.2' 55.0' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 220.0' 269.1' 220.4' 268.9' 53.0' 117.0' 53.0' 117.1'56.8' 109.5' 24.9' 33.5' 117.0' 108.3' 125.7' 42.1' 109.5' 65.0' 75.0'125.7' 43 .0' 105.2' 30.0' 105.1' 30.0' 7.4'11.1'12.6'15.9' 46.6' 37.7' 48.6' 105.1' 105.2' 30.0' 105.3' 30.0' 105.3' 30.0' 105.3' 30.0' 105.3' 40.0' 81.7' 15 .9' 12 . 6 ' 11.1'11.4' 26.0'12.8'20.1' 83.0' 58.1' 79.0' 44.0' 83.0' 44.0' 83.0'38.0' 83.0' 38.0' 83.0'44.0' 83.0' 44.0' 83.0'44.0' 83.0' 44.0' 83.0'38.0' 83.0' 38.0' 83.0'54.0' 83.0' 54.1' 83.0' 76.3' 15.9'12 . 6 ' 11.1' 9.4' 78.0' 2.0' 22.0' 40.0' 22.0'2.0' 78.0' 30.0' 100.0' 28.0' 100.0' 30.0' 100.0' 30.0' 100.0' 30.0' 78.0' 2.0' 22.0' 28.0' 22.0'2.0' 78.0' 9.4' 11.1' 12.6' 15.9' 76.3' 40.0' 53.0' 83.0' 52.8' 83.0' 38.0' 83.0' 38.0' 83.0' 38.0' 83.0' 38.0' 83.0' 55.0' 127.4' 35.2' 107.7' 92.8' 113.0' 60.8' 113.0' 61.0' 130.1' 221.7' 224.8' 45.0' 106.0' 45.0' 106.0' 90.0' 106.0' 90.0' 106.0' 53.2' 83.0' 53.0' 83.0' 44.0' 83.0' 44.0' 83.0' 38.0' 83.0' 38.0' 83.0' 44.0' 83.0' 44.0' 83.0' 44.0' 83.0' 44.0' 83.0' 54.2' 83.0' 54.0' 83.0' 156.7' 56.0' 140.0' 53.9' 140.0' 34.0' 140.0' 56.0' 110.0' 37.2' 105.0' 13.0' 35.0' 8.1'9.2' 45.0' 10.0'16.9' 16.7' 77.0' 23.0'11.4'14.9' 96.5' 48.0' 105.0' 78.0' 26.0' 59.5' 14.9' 31.0' 49.0' 19.0'15.0' 43.0' 15.0'19.0' 49.0' 24.0' 64.0' 24.0' 72.0' 24.0' 72.0' 24.0' 72.0' 13.0' 10.0' 5.0' 64.0' 30.0' 105. 0' 30.0' 105.0' 30.0' 105.0' 30.0' 105.0' 30.0' 105.0' 30.0' 105.0' 52.0' 11.9' 45.0' 9.2'8.1' 35.1' 17.6' 83.0' 44.0' 83.0' 44.0' 83.0' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 146.0' 32.4' 53.9' 134.7' 7.3'.7'5.5' 35.9' 37.9' 150.9 16 78 120 20.2 58.3' 1.8' 99.5' 60.0' 100.0' 40.0' 100.0' 39.5' 100.0' 150.4' 449 161.1' 6.0' 44.4' 146.0' 54.1' 171.8' 50.3' 161.1' 40.0' 13.0' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 11.9' 209.1' 133.0' 18.0'3.0' 158.9' 25.7' 16.4' 25.0' 134.7' 43.2' 2.9' 183.1' 16.0' 150.3' 208.8' 150.0' 70.0' 178.0' 50.0' 178.0' 178.0' 100.0' 60.0' 100.0' 60.0' 50.0' 120.0' 50.0' 120.0' 120.0' 50.0' 120.0' 50.0' 120.0' 50.0' 120.0' 50.0' 120.0' 50.0' 120.0' 50.0' 30.9' 109.3' 52.5'89.2' 31.4' 32.4' 113.9' 50.0' 109.3' 50.3' 119.5' 50.0' 113.9' 6.0' 44.4' 119.6' 52.1' 119.5' 52.1' 119.7' 119.6' 50.0' 119.7' 50.0'120.0' 52.1' 120.0' 52.1' 1.6'1.3' 30.7' 26.8' 100.0' 60.0' 105.0' 105.0' 19.1' 165.6' 55.7' 284.1'284.1' 169.2' 284.1' 169.2' 194.1' 37.2' 110.0'162.1' 15.7' 130.0' 57.7' 99.9' 231.2' 100.3' 209.9' 165.6' 19.1' 135.0' 115.0' 125.0' 15.7' 105.0' 120.0' 55.0' 55.0'31.5' 120.0' 50.0' 120.0' 50.0' 120.0' 50.0' 120.0' 50.0' 100.0' 31.4' 30.9' 120.0' 50.9' 203.0' 51.8' 203.0' 203.0' 51.8' 203.0' 203.0' 51.8' 203.0' 220.0' 269.1' 220.4' 268.9' 142.6' 162.6' 177.4' 19.6'18.8' 145.9' 67.8' 34.8' 67.9' 34.9' 67.7' 22.8' 67.8' 22.8' 22.8' 67.7' 22.8' 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8.5'8.0' 54.4'10.0' 11.9' 68.9' 49.2' 47.7' 119.2' 107.1' 19.0' 124.7' 57.4' 57.4'57.4' 57.4' 52.0' 52.0' 116.8' 116.8' 63.9'117.0' 126.2' 49.7' 20.0' 49.0' 33.0' 7.6' 31.0' 52.9'78.3' 61.4' 36.2' 76.3' 76.3' 28.8'28.8'23.0' 23.0' 77.0' 128.0' 18.2' 52.9' 31.0' 142.4' 51.1' 23.8' 23.8' 87.9' 87.9' 94.3' 94.3' 33.0' 169.0' 106.0' 135.0' 106.0' 67.5' 67.5' 67.5' 67.5' 106.0' 106.0' 106.0' 106.0' 75.0' 75.5' 119.0' 119.0' 110.5' 240.0' 184.0' 126.0' 42.6' 76.6' 52.5' 100.5' 155.0' 100.3' 388.0' 392.6' 392.6' 100.5' 100.0' 128.0' 24.5' 357 . 0' 179.5' 29.8' 179.3' 519.6' 74.2' 59.6 0.8 326.1 47.3' 47.3' 2.2'2.2' 60.0' 135.0' 60.0' 135.0' 60.0' 135.0' 60.0' 135.0' 130.0' 208.9' 82.6' 108.7' 60.7' 50.35' 48.9' 21 .5' 221.7' 581.2' 581.3' 338.9' 338.6' 3948 701 730 736 709 3994 3891 3925 3860 3868 3874 3862 3870 3895 3849 508 510 512 520 3847 3837 4032 4020 703 4052 689 677 672 684 4021 4033 3989 4050 4121 4168 4134 4102 4085 4060 4071 4061 618 4121 4133 4010 4012 4014 4016 4022 4026 4042 4015 40114007 4008 4005 570 4010 5744009 3975 678 3959 630 3898 3895 3972 4020 598 3945 40254023 4021 575 573 569 4041 548 4171 4113 4111 4073 4065 4059 4085 4060 4072 4054 4040 4075 3939 3929 3870 3876 3878 3886 3941 3943 443 393 383 420 449-465 483 487 456 550 552 554 594 596 568580 510 514 518 526 530 534 538 542 546 550 554 558 562 561 4109 4102 3901 3980 3990 502 506 3999 3801 3824 3998 3911 3933 4044 4025 405 4060 491 3967 522 3864 740 3935 3885 3881 3879 3875 581 571 563 553 543 3880 3850 3866 3790 3804 716 709 708 717 725 3998 685 693 4065 4070 4075 4145 617 4161 4023 663 659 637 4051 4041 40354029 578 4017 4018 4043 39603944 3924 3924B 3887 3890 3888 3886 3884 3882 3878 3880 3899 3891 3889 567 4054 4062 4080 4094 4091407540614055 4031 4040 4050 3981 460 478 4037 4045 4115 4020 4030 3890 3892 3894 3898 3916 3883 3903 3885 3877 513 3897 3839 363 343 323 380 360 340 320 300 310 3996 390 303 522 502 410 430 470 473 480 407 417 427 437 457 450 475 477 556558 560 562 564 566 570 572574 576 578 582 584586 588590 592 557 553 549 545 541 537 533 529 525 521 4101 4105 4117 4121 4125 4126 4110 4113 412241184114 542 577 4106 4100 3896 3872 4062 4068 504 506508 510512 514516 524 526 528 MACLAN E WILKIE WAY EL CAMINO WA Y EL CAMINO REA L VENTUR A AVENU E EL CAMINO REA L EL CAMINO REAL EL CAMINO REAL LA SELV A DRIVE MA GNOLIA DRIVE SOUTH VILLA VERA VIL LA REAL (PRIVATE ) VILLA VISTA (PRIVAT E ) LO S ROBL ES AVENUE LA DONNA AVENUE CAM PANA DRIVEEN CINA GRANDE DR IVE VERDOSA DRIVE VISTA AVE NUE WISTER IA LANE VILLA VISTA (PRIVATE) DRISC O LL PLAC E CAMPANA DRIVE VERDOSA DRIVE CYPRESS LANE JAC O B S COU RT (PRIV A T E ) A D R I V E EL CAMINO REAL EL CAM INO REAL EL CAM INO REAL RM-20 CS PF RM-30 RM-20 RM-20 RM-30 PC-2930 RM-30 PC-5116 PC-4511 Community Center Tennis Court KEYS SCHOOL MIDDLE CAMPUS This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend Project Site 0'219' Attachment A: Location Map CITY OF PALO ALTOI N C O R P O R A T E D CAL I F O RN I A P a l o A l t o T h e C i t y o f A PR I L 1 6 1 8 9 4 The City of Palo Alto assumes no responsibility for any errors ©1989 to 2016 City of Palo Alto chodgki, 2024-02-20 08:18:49 (\\cc-maps\Encompass\Admin\Personal\Planning.mdb) Item 1 Attachment A - Location Map        Item 1: Staff Report Pg. 6  Packet Pg. 10 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 7  Packet Pg. 11 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 8  Packet Pg. 12 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 9  Packet Pg. 13 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 10  Packet Pg. 14 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 11  Packet Pg. 15 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 12  Packet Pg. 16 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 13  Packet Pg. 17 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 14  Packet Pg. 18 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 15  Packet Pg. 19 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 16  Packet Pg. 20 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 17  Packet Pg. 21 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 18  Packet Pg. 22 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 19  Packet Pg. 23 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 20  Packet Pg. 24 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 21  Packet Pg. 25 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 22  Packet Pg. 26 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 23  Packet Pg. 27 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 24  Packet Pg. 28 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 25  Packet Pg. 29 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 26  Packet Pg. 30 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 27  Packet Pg. 31 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 28  Packet Pg. 32 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 29  Packet Pg. 33 of 198  Item 1 Attachment B - Existing Regulatory Agreement        Item 1: Staff Report Pg. 30  Packet Pg. 34 of 198  Attachment C Project Plans In order to reduce paper consumption, a limited number of hard copy project plans are provided to Council members for their review. The same plans are available to the public, at all hours of the day, via the following online resources. Directions to review Project plans online 1. Go to: bit.ly/PApendingprojects 2. Scroll down to find “3980 El Camino Real” and click the address link 3. On this project specific webpage you will find a link to the project plans and other important information Direct Link to Project Webpage 3980 El Camino Real – City of Palo Alto, CA Item 1 Attachment C - Project Plans        Item 1: Staff Report Pg. 31  Packet Pg. 35 of 198  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: March 4, 2024 Report #:2311-2277 TITLE Approval of a Purchase Order with Mobile Modular Management Corporation in the Amount of $244,850, including $222,591 for Basic Services and $22,259 for Contingency, to Provide and Install a Modular Building at 4000 Middlefield Road to Serve as a Temporary Fire Station During Construction of the Fire Station 4 Replacement Capital Project (PE-18004); CEQA Status - Exempt under CEQA Guidelines Section 15303 RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or their designee to execute a Purchase Order with Mobile Modular Management Corporation to procure a modular building under a two-year agreement to be used as a temporary Fire Station No. 4, to be located at the Cubberley Community Center, 4000 Middlefield Road, for an amount not to exceed $244,850, including $222,591 for basic services and $22,259 for contingency, for the Fire Station No. 4 Replacement Project (PE-18004). EXECUTIVE SUMMARY The Fire Station No. 4 Replacement Project is part of the 2014 Council Infrastructure Plan. A modular temporary fire station is needed for approximately 24 months while the new fire station is constructed. The temporary Fire Station No. 4 is needed to accommodate the station’s two on-duty personnel, one ambulance, and the essential equipment for its operations. Staff analyzed three potential sites and determined the temporary relocation of Fire Station No. 4 to the Cubberley Community Center Parking Lot, 0.4 miles south of its current location, ensures effective emergency response within its district. The site features a two-way traffic driveway and an additional (last resort) fire access gate on Nelson Drive, providing redundancy for emergency access. This site selection maintains the department’s response standards during the construction of the new Fire Station No. 4. Staff proposes using a Sourcewell Cooperative Contract to procure a 24-month lease for a modular building to be used as the temporary Fire Station 4 facility. BACKGROUND Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 1  Packet Pg. 36 of 198  In June 2014, City Council approved the 2014 Council Infrastructure Plan, which included the replacement of Fire Station No. 4, located at 3600 Middlefield Road, with a new station that will serve the immediate and future needs of the Fire Department. In May 2022, the City contracted with Brown Reynolds Watford Architects (BRW) to provide Architectural Design Services for the Fire Station No. 4 Replacement.1 BRW started design in June 2022 and is expected to finalize construction documents and obtain building permit approvals by Spring 2024. During the construction of the new Fire Station No. 4, the station must be relocated to an interim facility to ensure continued emergency response to the neighborhood served by Fire Station No. 4. ANALYSIS To meet the construction timeline for the new Fire Station No.4, expedited measures were necessary to locate a feasible interim fire station site that would ensure continued fire, rescue, and emergency medical services to the district served by Fire Station No 4. The temporary site will provide living/office quarters, a carport for an ambulance (Medic 64), and an equipment structure. Infrastructure will also need to be present for various service hookups such as electric, water, sanitary, and communication linkages. To maintain emergency response times within Fire Station No. 4’s district, staff evaluated three potential options for an interim station that were within the Fire Station No. 4 boundary district. See Attachment A. •Nearby Hotels •Mitchell Park Library Parking Lot •Cubberley Community Center Parking Lot The sites were evaluated on the following elements: parcel size, community impact, and station operations. An analysis of these three sites is discussed below. 1. Nearby Hotels The hotel option, while initially considered for its ready living quarters, presented significant logistical challenges for fire department operations. It lacked adequate storage for essential items like extra medical supplies, turnout gear, and other equipment, which need to be securely stored near Medic 64. Additionally, the absence of a nearby charging station for critical equipment such as gurneys, radios, and heart monitors was a major drawback. Moreover, the hotel structure could hinder quick access to the ambulance, which is crucial for maintaining turnout time goals. The potential of navigating through stairs, elevators, and hotel lobbies in emergency 1 City Council, May 23,2022; Agenda Item #2; SR #11691, https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip-contracts/id.-11691- approval-of-fire-station-no.-4-design-contract.pdf Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 2  Packet Pg. 37 of 198  situations would add unnecessary delays. Given these factors, along with the limited space for apparatus and the lengthy negotiation process with hotel providers, the hotel option was deemed less favorable for maintaining efficient and effective fire and emergency services. 2. Mitchell Park Library Parking Lot Located 0.2 miles from Fire Station No. 4, the Mitchell Park Library is a populated site and facility. The site includes a library, café, tennis courts, and other outside areas such as the Magical Bridge Playground which is heavily frequented by the surrounding community. While this location would have minimal effects on the Fire Department operations due to its proximity to the existing station, the interim site would displace an estimated 30 parking stalls to accommodate a modular trailer and apparatus structure. The effects would greatly impact the library’s circulation, add to an already congested site, and displace occupant vehicles to street parking. 3. Cubberley Community Center The Cubberley Community Center, located 0.4 miles southeast of Fire Station No. 4, emerged as the optimal choice for the interim site, see Attachment B. This location enables the Fire Department to maintain its ambulance (Medic 64) within its response district, with minimal disruption to community emergency service. The Fire Department would have access to two exit routes, if necessary, to help mitigate impacts to response times. The recommended site for the temporary station within the Center's southwest parking lot was carefully selected to minimize impact on Cubberley staff and guests while still accommodating the Fire Department operational needs. Multiple parking lots are available throughout the site to accommodate the displaced parking spaces and the proposed temporary location would maintain community access and circulation to the existing buildings. Additionally, on-site utilities are available for connection. After multiple interdepartmental meetings were held to discuss the potential impact of the three temporary site locations listed above, the Mitchell Park Library and Hotel options were eliminated. The Cubberley Community Center site was determined to have the smallest impact on the community, be large enough to accommodate a modular trailer, department vehicle, and equipment and, importantly, to meet the fire response area requirements. The interim site will have one ambulance and will be used exclusively to respond to medical calls. Consistent with current practice at Fire Station No. 4, the ambulance will leave the station site with lights on only for awareness, and the siren will then be turned on once the ambulance turns onto Middlefield Road. Public outreach was performed in the neighborhood adjacent to the project site, along Nelson Drive and Middlefield Road. Residences were notified door to door by City staff and informational flyer about the proposed temporary Fire Station No. 4, the potential impacts during construction, and Fire Department operations. Staff recommends authorization to contract with Mobile Modular Management Corporation (Mobile Modular), to lease, for a 24-month period, a double wide modular trailer to be used as the fire personnel’s living quarters and station operations. Mobile Modular, previously known Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 3  Packet Pg. 38 of 198  as Design Space Modular, has a reputable standing with the City, as their services were previously used to purchase a triple wide modular office building for the Palo Alto Animal Shelter in 2019. Per Palo Alto Municipal code 2.30.360(j), the City can take advantage of cooperative purchasing agreements provided: (i) the services are solicited using methods substantially similar to those required under the Municipal Code, as determined by the Procurement Officer; and (ii) the contract is consistent with the requirements under the Municipal Code. Sourcewell offers cooperative procurement solutions to government entities to provide equipment, product, or services that access Sourcewell’s cooperative purchasing contracts. The cooperative purchasing agreement contracts were competitively solicited and publicly awarded through the cooperating purchasing organizations and the contracts are consistent with the requirements of the Municipal Code. Cooperative purchasing programs allow government organizations to use a single solicitation with the best value and favorable terms and conditions. The Mobile Modular cooperative purchasing lease agreement (Attachment C) includes equipment and accessories, delivery, installation, and removal of the 24x60 (1,440 sq. ft) modular trailer. The trailer will be modified to meet fire-life-safety requirements and have an electrical system that meets the Fire Department’s needs. The temporary building will be furnished with three sleeping quarters, an office, two accessible restrooms, kitchen, an open living area, and accessible ramp and stairs. The agreement will be for a 24-month lease period, during which time the new Fire Station No. 4 will be constructed. Council approval would include a 10% contingency on the agreement amount, recommended for minor changes, additions, and/or unforeseen conditions that could prevent delays in the fabrication, delivery, and installation of the modular building. Fabrication of the temporary facility would have a lead time of 2 months, and a delivery/installation timeline of 3 weeks. Project Timeline The construction of the new Fire Station No. 4 is scheduled to begin in the fall of 2024. Site design and preparations for the interim facility at the Cubberley Community Center are underway in order to receive the modular building by May 2024 and complete construction of the temporary station in summer 2024. Staff will return to Council for approval of a construction contract for the infrastructure connections at the interim site in spring 2024. The approval of the lease agreement with Mobile Modular would start the fabrication period and secure a delivery date of May 2024 to the interim site, providing sufficient time to complete construction, move-in fire personnel, and test the Fire Department operations. Table #1 Mobile Modular Lease Cost Breakdown Monthly Rent $2,029.38 @ 24months $48,705 Drawings, Modifications, Installation and Delivery $156,344 Return, Cleaning and Removal $17,542 Subtotal $222,591 10% Contingency $22,259 Total $244,850 Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 4  Packet Pg. 39 of 198  FISCAL/RESOURCE IMPACT Funding for this contract is available in the Fiscal Year 2024 Capital Improvement Program Fire Station No. 4 Replacement project (PE-18004). STAKEHOLDER ENGAGEMENT Public Works has coordinated the temporary Fire Station No. 4 with key staff from departments whose operations will be dependent on and affected by the temporary facility. ENVIRONMENTAL REVIEW This project is categorically exempt from the provisions of the California Environmental Quality Act (CEQA) under Section 15303 of the CEQA Guidelines as a new, small facility. ATTACHMENTS Attachment A: Temporary Fire Station 4 Site Location Options Attachment B: Temporary Fire Station 4 Cubberley Community Center Attachment C: Purchase Order and Mobile Modular Agreement APPROVED BY: Brad Eggleston, Director Public Works/City Engineer Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 5  Packet Pg. 40 of 198  Bldg C Bldg D 3941 3943 3980 3990 4020 4131 4164 4173 4200 4222 4224 4232 4250 4261 4335 4041 4075 4128 4129 4149 4151 4153 4155 4157 4159 4161 260 1000 1032 1031 1717 1731 1755 1766 1804 1860 1903 761 763 765 767 769 771 773 775 630 740 2323 2692 2933 3160 3175 335 419 614 389 523 525 527 529 559 565 690 645 647 4211 4217 4275 821 863 2155 2507 2889 2891 3351 3353 3375 3441 3445 35013505 3553 4040 4060 919 1039 841 535 565 574 580 2501 2904 3261 897 2290 2363 2650 836 2585 Bldg Z 3100 Bldg 4 3120 Bldg 4A 3130 Bldg 4B 3140 Bldg 4C 728 580 150 270 408 425 444 455 469 847 1302 1430 3161 3784 500 703 870 899 725 756 528 220 245 254 260 274 285314322 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978A 2290A 877A 893A 948A 984A 570A 333A 1540A 710A 698A 375 916A 916B 1241A 883A 32A 2470A 2931A 575A 742A 1690A 1176A 4208A 720A 3100 3641A 3851A 1905A 419A 916 3180 3200 4049A 3337A 541A 843A 719A 3484A 156A 780A 3181A 1998A 650A 431A 2491A 1465A 1219A 2742A 950A 965A 3421A 869A 580A 138A 4247A 686A 420 230A 801 644A 3560A 1969A 182A 4366A 2743A 230A 4328 2712A 746A 67A 471A 2046A 259A 259B 795A 1656A 1505A 290A 4133A 150A 1118A 173A 985A 3202A 1071A 4161A This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. T h e C i t y o f C O M P R E H E N S I V E P L A N 1 9 9 8 2 0 1 0 Map P a l o A l t o 0'2124' Temporary Firestation No.4 Location Options The City of Palo Alto assumes no responsibility for any errors ©1989 to 2016 City of Palo Altobmedved, 2023-09-18 13:26:12 (\\cc-maps\Encompass\Admin\Meta\View.mdb) Item 2 Attachment A - Temporary Fire Station 4 Site Location Options        Item 2: Staff Report Pg. 6  Packet Pg. 41 of 198  Nelson Dr. Item 2 Attachment B - Temporary Fire Station 4 Cubberley        Item 2: Staff Report Pg. 7  Packet Pg. 42 of 198  This City of Palo Alto (City) Purchase Order agreement (PO) Mobile Modular is made pursuant and subject to Sourcewell Contract No. 120822. This PO is governed by California law without regard to conflict of law principles. The venue for any dispute under this PO is Santa Clara County, California. Palo Alto City Council Staff Report No. 2311-2277 dated 2/5/24 0010 Monthly Lease Payments for 24 mnths 48,705 USD 1.00 48,705.12 0020 Modfctns,Accessrs, Delv & Intall 156,344 USD 1.00 156,344.13 0030 Return 17,542 USD 1.00 17,542.00 0040 10% Standard Contingency 22,259 USD 1.00 22,259.00 ------------------------- Sub-Total 244,850.25 *** ORDERING VIA EMAIL *** **** PRICE HAS BEEN QUOTED **** Vendor Address MOBILE MODULAR MANAGEMENT CORP MCGRATH RENTCORP AND SUBSIDARIES 5700 LAS POSITAS RD LIVERMORE CA 94551 Tel: 800-944-3442 Fax: 925-453-3201 Bill To: City of Palo Alto Account Payable P.O.Box 10250 Palo Alto, CA 94303 Ship To: Public Works Engineering City of Palo Alto 250 Hamilton Ave., 6th Floor Palo Alto CA 94301 Item Material/Description Quantity UM Net Price Net Amount ______________________________________ Interim Chief Procurement Officer THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. City of Palo Alto Purchasing and Contract Administration P.O.Box 10250 Palo Alto CA 94303 Tel:(650)329-2271 Fax:(650)329-2468 Service Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number S24189920 Date 01/22/2024 Vendor No.102127 Payment Terms Payable immediately FOB Point Services Only Ship via Vendor to ship best method Term 03/15/2024 - 03/14/2026 Buyer/Phone Saira Cardoza / 650-329-2327 Email Saira.Cardoza@CityofPaloAlto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 1 of 2 Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 8  Packet Pg. 43 of 198  Vendor Address MOBILE MODULAR MANAGEMENT CORP MCGRATH RENTCORP AND SUBSIDARIES 5700 LAS POSITAS RD LIVERMORE CA 94551 Tel: 800-944-3442 Fax: 925-453-3201 Bill To: City of Palo Alto Account Payable P.O.Box 10250 Palo Alto, CA 94303 Ship To: Public Works Engineering City of Palo Alto 250 Hamilton Ave., 6th Floor Palo Alto CA 94301 Item Material/Description Quantity UM Net Price Net Amount ______________________________________ Interim Chief Procurement Officer Total 244,850.25 THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order. DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment. INVOICE - A separate invoice is required for each order. Send to address indicated above. City of Palo Alto Purchasing and Contract Administration P.O.Box 10250 Palo Alto CA 94303 Tel:(650)329-2271 Fax:(650)329-2468 Service Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number S24189920 Date 01/22/2024 Vendor No.102127 Payment Terms Payable immediately FOB Point Services Only Ship via Vendor to ship best method Term 03/15/2024 - 03/14/2026 Buyer/Phone Saira Cardoza / 650-329-2327 Email Saira.Cardoza@CityofPaloAlto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 2 of 2 Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 9  Packet Pg. 44 of 198  PURCHASE ORDER TERMS AND CONDITIONS CITY OF PALO ALTO Page 1 of 3 SVS Rev. 04/14/2021 AGREEMENT. THIS AGREEMENT CONSISTS OF THE FOLLOWING AGREEMENT DOCUMENTS: (i) THE CITY’S P.O., (ii) THESE P.O. TERMS AND CONDITIONS, AND (iii) ANY EXHIBITS REFERENCED IN AND ATTACHED TO THE CITY’S P.O. IN THE EVENT OF AN INCONSISTENCY BETWEEN OR AMONG THE PROVISIONS OF THIS AGREEMENT, THE AGREEMENT DOCUMENTS SHALL HAVE THE ORDER OF PRECEDENCE AS SET FORTH IN THE PRECEDING SENTENCE. GOVERNING LAW. THIS AGREEMENT SHALL BE GOVERNED BY THE LAWS OF THE STATE OF CALIFORNIA WITHOUT REGARD TO CONFLICT OF LAW PROVISIONS. VENUE FOR ANY DISPUTE SHALL BE IN SANTA CLARA COUNTY, CALIFORNIA. THE PARTIES SHALL COMPLY WITH ALL APPLICABLE LAWS AND REGULATIONS IN THE PERFORMANCE OF THIS AGREEMENT. INDEPENDENT CONTRACTOR. THE PARTIES UNDERSTAND AND AGREE THAT IN PERFORMING THIS AGREEMENT, CONTRACTOR AND ANY PERSON EMPLOYED OR CONTRACTED WITH BY CONTRACTOR TO FURNISH LABOR AND/OR MATERIALS UNDER THIS AGREEMENT, SHALL ACT AS AND BE AN INDEPENDENT CONTRACTOR AND NOT AN AGENT OR EMPLOYEE OF CITY. IN ACCEPTING THIS AGREEMENT, CONTRACTOR AFFIRMS THAT NO ONE WHO HAS OR WILL HAVE ANY FINANCIAL INTEREST UNDER THIS AGREEMENT IS AN OFFICER OR EMPLOYEE OF CITY. INSURANCE. CONTRACTOR AGREES TO PROVIDE THE INSURANCE SPECIFIED IN THE “INSURANCE REQUIREMENTS” FORM ISSUED HEREWITH. IN THE EVENT CONTRACTOR 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, CONTRACTOR 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. CONTRACTOR SHALL PROVIDE THIRTY (30) DAYS WRITTEN NOTICE TO CITY BEFORE ANY CANCELLATION OR CHANGE IN THE REQUIRED COVERAGE, SCOPE OR AMOUNT OF ANY SUCH POLICY/POLICIES/ENDORSEMENT(S). CONTRACTOR SHALL PROVIDE CERTIFICATES OF SUCH POLICIES OR OTHER EVIDENCE OF COVERAGE SATISFACTORY TO CITY’S RISK MANAGER, 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. TERMINATION. THIS AGREEMENT MAY BE TERMINATED BY CITY UPON TEN (10) DAYS WRITTEN NOTICE TO CONTRACTOR. MONIES THEN OWING BASED UPON WORK SATISFACTORILY ACCOMPLISHED SHALL BE PAID TO CONTRACTOR. CHANGES. THIS AGREEMENT SHALL NOT BE ASSIGNED OR TRANSFERRED WITHOUT THE WRITTEN CONSENT OF THE CITY. NO CHANGES OR VARIATIONS TO THIS AGREEMENT OF ANY KIND ARE AUTHORIZED WITHOUT THE WRITTEN CONSENT OF THE CITY’S PURCHASING MANAGER. AUDITS. CONTRACTOR AGREES TO PERMIT CITY TO AUDIT, AT ANY REASONABLE TIME DURING THE TERM OF THIS AGREEMENT AND FOR THREE (3) YEARS THEREAFTER, CONTRACTOR’S RECORDS PERTAINING TO MATTERS COVERED BY THIS AGREEMENT. CONTRACTOR FURTHER AGREES TO MAINTAIN SUCH RECORDS FOR AT LEAST THREE (3) YEARS AFTER THE TERM OF THIS AGREEMENT. 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. CITY’S PROPERTY. TITLE TO CITY’S PROPERTY FURNISHED TO CONTRACTOR SHALL REMAIN IN THE CITY. CONTRACTOR SHALL NOT ALTER OR USE PROPERTY FOR ANY PURPOSE, OTHER THAN THAT SPECIFIED BY CITY, OR FOR ANY OTHER PARTY WITHOUT THE PRIOR WRITTEN CONSENT OF CITY. CONTRACTOR SHALL STORE, PROTECT, PRESERVE, REPAIR AND MAINTAIN SUCH PROPERTY IN ACCORDANCE WITH SOUND PROFESSIONAL PRACTICE, AT CONTRACTOR’S EXPENSE. NON-DISCRIMINATION. CONTRACTOR SHALL NOT DISCRIMINATE IN EMPLOYMENT OF ANY PERSON BASED ON RACE, SKIN COLOR, GENDER, GENDER IDENTITY, AGE, RELIGION, DISABILITY, NATIONAL ORIGIN, ANCESTRY, SEXUAL ORIENTATION, PREGNANCY, GENETIC INFORMATION OR CONDITION, HOUSING STATUS, MARITAL OR FAMILIAL STATUS, WEIGHT OR HEIGHT OF SUCH PERSON. WARRANTY. CONTRACTOR EXPRESSLY WARRANTS THAT ALL MATERIALS AND SERVICES COVERED BY THIS AGREEMENT SHALL CONFORM TO THE SPECIFICATIONS, REQUIREMENTS, INSTRUCTIONS, OR OTHER DESCRIPTIONS UPON WHICH THIS AGREEMENT IS BASED, SHALL BE FIT AND SUFFICIENT FOR THE PURPOSE INTENDED, OF GOOD MATERIAL AND WORKMANSHIP AND FREE FROM DEFECT AND THAT MATERIALS AND SERVICE OF CONTRACTOR’S DESIGN WILL BE FREE FROM DEFECT IN DESIGN, INSPECTION, TEST, ACCEPTANCE, PAYMENT OR USE OF THE GOODS FURNISHED HEREUNDER SHALL NOT AFFECT THE CONTRACTOR’S OBLIGATION UNDER THIS WARRANTY, AND SUCH WARRANTIES SHALL SURVIVE INSPECTION, TEST ACCEPTANCE AND USE. CONTRACTOR AGREES TO REPLACE, RESTORE, OR CORRECT DEFECTS OF ANY MATERIALS OR SERVICES NOT CONFORMING TO THE FOREGOING WARRANTY PROMPTLY, WITHOUT EXPENSE TO CITY, WHEN NOTIFIED OF SUCH NONCONFORMITY BY CITY. IN THE EVENT OF FAILURE BY CONTRACTOR TO CORRECT DEFECTS IN OR REPLACE NONCONFORMING GOOD OR SERVICES PROMPTLY. CITY, AFTER REASONABLE NOTICE TO CONTRACTOR, MAY MAKE SUCH CORRECTIONS OR REPLACE SUCH MATERIALS OR SERVICES AND CHARGE CONTRACTOR FOR THE COST INCURRED BY THE CITY THEREBY. WORKERS’ COMPENSATION. CONTRACTOR, BY ACCEPTING THIS AGREEMENT, CERTIFIES THAT IT IS AWARE OF THE PROVISIONS OF THE CALIFORNIA LABOR CODE WHICH REQUIRE EVERY EMPLOYER TO BE INSURED AGAINST LIABILITY FOR WORKERS’ COMPENSATION OR TO UNDERTAKE SELF-INSURANCE IN ACCORDANCE WITH THAT CODE, AND CERTIFIES THAT IT WILL COMPLY WITH SUCH PROVISIONS BEFORE COMMENCING THE PERFORMANCE OF THE WORK OF THIS AGREEMENT. PRICE TERMS. (a) 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. (b) TRANSPORTATION CHARGES. ANY TRANSPORTATION CHARGES WITH RESPECT TO WHICH CONTRACTOR IS ENTITLED TO RECEIVE REIMBURSEMENT SHALL BE ADDED TO CONTRACTOR’S’ INVOICE AS A SEPARATE ITEM, WITH THE RECEIPTED FREIGHT BILL ATTACHED THERETO. (c) CONTRACTOR WARRANTS THAT THE PRICES FOR MATERIALS OR SERVICES SOLD TO CITY UNDER THIS AGREEMENT ARE NOT LESS FAVORABLE THAN THOSE CURRENTLY EXTENDED TO ANY OTHER CUSTOMERS OF THE SAME OR LIKE ARTICLES OR SERVICES IN EQUAL OR LESS QUANTITIES. IN EVENT CONTRACTOR REDUCES ITS PRICE FOR SUCH MATERIALS OR SERVICES DURING THE TERM OF THIS AGREEMENT, CONTRACTOR AGREES TO REDUCE THE PRICES OR RATES HEREOF CORRESPONDINGLY. SCHEDULES OR DELIVERY. TIME IS OF THE ESSENCE OF THIS AGREEMENT. CONTRACTOR AGREES TO COMPLY WITH THE SPECIFIC SCHEDULE PROVIDED BY THE CITY OR AGREED UPON HEREIN WITHOUT DELAY AND WITHOUT ANTICIPATING CITY’S REQUIREMENTS. CONTRACTOR ALSO AGREES NOT TO MAKE MATERIAL COMMITMENTS OR SCHEDULING ARRANGEMENTS IN EXCESS OF THE REQUIRED AMOUNT OR IN ADVANCE OF THE TIME NECESSARY TO MEET THE SCHEDULE(S) OF THIS AGREEMENT, IF ANY. PALO ALTO MINIMUM WAGE ORDINANCE. CONTRACTOR SHALL COMPLY WITH ALL REQUIREMENTS OF THE PALO ALTO MUNICIPAL CODE CHAPTER 4.62 (CITYWIDE MINIMUM WAGE), AS AMENDED FROM TIME TO TIME. IN PARTICULAR, FOR ANY EMPLOYEE OTHERWISE ENTITLED TO THE STATE MINIMUM WAGE, WHO PERFORMS AT LEAST TWO (2) HOURS OF WORK IN A CALENDAR WEEK WITHIN THE GEOGRAPHIC BOUNDARIES OF THE CITY, 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. IN ADDITION, CONTRACTOR SHALL POST NOTICES REGARDING THE PALO ALTO MINIMUM WAGE ORDINANCE IN ACCORDANCE WITH PALO ALTO MUNICIPAL CODE SECTION 4.62.060. Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 10  Packet Pg. 45 of 198  PURCHASE ORDER TERMS AND CONDITIONS CITY OF PALO ALTO Page 2 of 3 SVS Rev. 04/14/2021 TRANSPORTATION, PACKAGING & LABELING. ALL MATERIALS OR SERVICES ARE TO BE PROVIDED (a) F.O.B. PALO ALTO UNLESS OTHERWISE SPECIFIED; (b) WITH A PACKING LIST ENCLOSED IN CARTONS, WHICH INDICATE THE AGREEMENT NUMBER, EXACT QUANTITY AND DESCRIPTIONS, CONCERNING ANY MATERIAL SHIPMENTS; (c) AND COMPLY WITH CURRENT PACKAGING AND LABELING REQUIREMENTS PRESCRIBED BY D.O.T. ENVIRONMENTALLY PREFERRED PURCHASING REQUIREMENTS. Contractor agrees to comply with the City’s Environmentally Preferred Purchasing Requirements. (1) Hazardous Waste: Contractor shall take-back all spent or otherwise discarded hazardous products sold to the City by the Contractor if the spent or discarded products are classified as hazardous or universal wastes by State or Federal regulations. Contractor shall provide convenient collection and recycling services (or disposal services if recycling technology is unavailable) for all universal wastes, which originate from the Vendor. Hazardous waste manifests or bills of lading must be provided to City staff upon request. Recycling and reuse of hazardous wastes must occur within the United States. Universal waste lists and information are available www.dtsc.ca.gov/HazardousWaste/UniversalWaste/. A hazardous waste list is available at http://www.calrecycle.ca.gov/LEA/Training/wasteclass/yep.htm. Additional information can be obtained by contacting the City of Palo Alto Hazardous Waste Department at (650) 496-6980. (2) Zero Waste and Pollution Prevention: Per Palo Alto City Council policy, the City is targeting to achieve Zero Waste by 2021. The City must also meet Municipal Regional Stormwater Permit requirements requiring no visible impact from litter via stormdrains by 2022. To that end the vendor, manufacturer and or contractor must individually or collaboratively comply with the waste reduction, reuse and recycling requirements of the City’s Zero Waste and Pollution Prevention Programs. Seller acknowledges and agrees that if Seller fails to fully and satisfactorily comply with these requirements, the City will suffer, as a result of Seller’s failure, substantial damages which are both extremely difficult and impracticable to ascertain. Therefore, the Seller agrees that in addition to all other damages to which the City may be entitled, in the event Seller fails to comply with the below requirements Seller shall pay City as liquidated damages the amounts specified below. The liquidated damage amount is not a penalty but considered to be a reasonable estimate of the amount of damages City will suffer as a result of such non-compliance. • Sellers shall adhere to the standard that all printed materials provided to the City that are generated from a personal computer and printer including, proposals, quotes, invoices, reports, and public education materials shall be double-sided, printed on a minimum of 30% post-consumer content paper or greater unless otherwise approved by the City’s Environmental Services Division (650) 329-2117. Materials printed by a professional printing company shall be a minimum of 30% post-consumer material or greater and printed with vegetable-based inks. Liquidated damages of $30 per document will be assessed by City for failure to adhere to this requirement; • All paper packaging must be Forest Stewardship Council (FSC) Certified. • All primary, secondary and shipping (tertiary) packaging be minimized to the maximum extent feasible while protecting the product being shipped; • All primary, secondary and shipping packaging shall be recyclable in the City’s recycling program. A complete list of items accepted for recycling are found at www.zerowastepaloalto.org or by calling (650) 496-5910. If any portion is received that does not meet this requirement, liquidated damages of $235 or a minimum of $50 if the combined product and shipping cost is $235 or less will be assessed by City for failure to adhere to this requirement. • Expanded foam plastics (e.g., foam or cushion blocks, trays, packing “peanuts”), such as but not limited to polystyrene (aka Styrofoam™), polypropylene, or polyurethane shall not be used as primary, secondary or tertiary/shipping packaging with the following exceptions: o Primary packaging made from these materials may be used if the vendor, manufacturer, contractor individually or collaboratively does one of the following:  takes the material back at the City’s convenience and at no cost to the City, or  pays the City of Palo Alto’s disposal costs via payment of liquidated damages of $235, or a minimum of $50 if the combined product and shipping cost is $235 or less; o Bioplastics that meet ASTM D6400 standards for compostability may be accepted with approval from the City’s Environmental Services Division subject to local municipal compost facility requirements; o if approved by the City’s Environmental Services Division, a packaging requirement may be waived if no other viable packaging alternative exists; (3) Energy and Water Efficiency: Contractor shall provide products with an ENERGY STAR, Water Sense or State of California standard rating, whichever is more efficient, when ratings exist for those products. A life cycle cost analysis shall be provided to the City upon request and shall at minimum include: first cost, operating costs, maintenance costs, and disposal costs. Contacts for additional information about City of Palo Alto Hazardous Waste, Zero Waste and Utilities programs: Hazardous Waste Program (Public Works) (650) 496-6980 Zero Waste Program (Public Works) (650) 496-5910 Watershed Protection (650) 329-2117 Energy Efficiency (650) 496-2244 (4) Liquidated Damages: Contractor agrees that failure to comply with the City’s Environmentally Preferred Purchasing Requirements will result in Liquidated Damages, according to the table marked Liquidated Damages on page 3 of these P.O. Terms and Conditions. Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 11  Packet Pg. 46 of 198  PURCHASE ORDER TERMS AND CONDITIONS CITY OF PALO ALTO Page 3 of 3 SVS Rev. 04/14/2021 NONCOMPLIANCE WITH EVIRONMENTALLY PREFERRED PURCHASING REQUIREMENTS, LIQUIDATED DAMAGES: The following table lists the events that constitute breaches of the Agreement’s standard of performance warranting the imposition of liquidated damages; the acceptable performance level, and the amount of liquidated damages for failure to meet the contractually required standards of performance. Event of Non-Performance Acceptable Performance Level (Allowed events per Fiscal Year) Liquidated Damages Amount Recycled Paper Use Failure to use 50% recycled content paper 1 $30 per each document Recyclable Packaging Materials Failure of Contractor to Use secondary and shipping packaging that is recyclable in the City’s recycling program. 1 $235 or a minimum of $50 if the combined product and shipping cost is $250 or less will be incurred if this is not adhered to. Expanded Foam Plastics Unapproved use of expanded foam plastics for secondary or shipping packaging 0 $235 or a minimum of $50 if the combined product and shipping cost is $235 or less Pallet Use Failure of Contractor to take-back and reuse pallets, recycling only broken pallets, at no additional cost to the City. 1 $262 or a minimum of $50 if the combined product and shipping cost is $2 or less Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 12  Packet Pg. 47 of 198  Page 1 of 6 Quote # Q-417768 1/9/2024 12:30:59 PM a Division of McGrath Rentcorp Corporate Address: 5700 Las Positas Road Livermore, CA 94551 www.mgrc.com Lease Quotation and Agreement Quote # Q-417768 Date of Quote 01/09/2024 Quote Expiration Date: Lease Term: 24 Months Estimate Del Date: 03/15/2024 Lessee PO#: Lessee Name and Billing Address Site Information Lessor Name City of Palo Alto (“Lessee”) 250 Hamilton Avenue Palo Alto, CA 94301 Bridgette Medved Perez Phone #: 1 (650) 329-2530 Bridgette Medved Perez 4000 Middlefield Road Palo Alto, CA 94303 Cell: 1 (650) 329-2530 Mobile Modular Management Corporation ("Lessor") Questions? Contact: Alex Sufi alex.sufi@mobilemodular.com Direct Phone: 1 (510) 690-7350 Equipment and Accessories Qty Monthly Rent Extended Rent Taxable Office, 24x60 HCD (Item1601W) (4 Offices withHandicap Accessible Restroom.Size excludes 3' towbar.Vinyl wrap panel interior.) 1 $1,354.00 $1,354.00 Y Steps, Adjustable 1 $64.00 $64.00 Y Filter Replacement Program 2 $27.00 $54.00 Y RNT, Ramp 1 $375.00 $375.00 Y Equipment and Accessories Monthly Subtotal: $1,847.00 Charges Upon Delivery Qty Charge Each Total One Time Taxable Office, 24x60 HCD (Item1601W) (4 Offices withHandicap Accessible Restroom.Size excludes 3' towbar.Vinyl wrap panel interior.) Delivery 2 $784.00 $1,568.00 N Delivery Pilot 2 $565.00 $1,130.00 N Delivery Permit 2 $177.00 $354.00 N Block and Level Building 1 $7,174.00 $7,174.00 N Foundation, Installation 16 $238.00 $3,808.00 Y Drawings 1 $875.00 $875.00 N Essential Material Handling Fee 2 $75.00 $150.00 N Delivery Haulage Fuel 2 $112.00 $224.00 N Installation, Fire Sprinkler 1 $23,690.00 $23,690.00 Y Skirting, Install 168 $30.00 $5,040.00 Y RNT, Install 1 $1,560.00 $1,560.00 N Modifications $97,890.00 Charges Upon Delivery Subtotal: $143,463.00 Charges Upon Return Qty Charge Each Total One Time Taxable Office, 24x60 HCD (Item1601W) (4 Offices withHandicap Accessible Restroom.Size excludes 3' towbar.Vinyl wrap panel interior.) Return 2 $784.00 $1,568.00 N Return Pilot 2 $565.00 $1,130.00 N Return Permit 2 $177.00 $354.00 N Prepare Equipment For Removal 1 $7,174.00 $7,174.00 N Foundation, Removal 16 $90.00 $1,440.00 N MOBILE MODULAR SOURCEWELL CONTRACT ID: 120822-MMR Sourcewell building rental price @ $1,354.00 Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 13  Packet Pg. 48 of 198  Page 2 of 6 Quote # Q-417768 1/9/2024 12:30:59 PM a Division of McGrath Rentcorp Corporate Address: 5700 Las Positas Road Livermore, CA 94551 www.mgrc.com Lease Quotation and Agreement Quote # Q-417768 Date of Quote 01/09/2024 Quote Expiration Date: Lease Term: 24 Months Estimate Del Date: 03/15/2024 Lessee PO#: Cleaning Fee 2 $450.00 $900.00 N Return Haulage Fuel 2 $112.00 $224.00 N Skirting, Removal 168 $19.00 $3,192.00 N RNT, Removal 1 $1,560.00 $1,560.00 N Estimated Charges Upon Return Subtotal: $17,542.00 Total Estimated Charges Subtotal of Monthly Rent $1,847.00 Personal Property Expense $0.00 Taxes on Monthly Charges $182.38 Total Charges per Month (including tax) $2,029.38 Charges Upon Delivery (including tax) $156,344.13 Estimated Charges Upon Return (including tax) $17,542.00 Estimated Initial Invoice $158,373.51 Special Notes General: Customer's site must be dry, compacted, level and accessible by normal truck delivery. Pricing does not include any clearing or grading of sites, obstruction removal, site or final building clean up , any asphalt transitions, dolly, crane, forklift, electrical or plumbing connections, window coverings, furniture, casework, appliances, doorstops, phone or data lines, gutters, downspouts or tie-in, temporary power, temporary fencing, traffic control, flagmen, soil and/or pull test, custom engineering, fees associated with inspections, city or county submittals and/or us e permits, security screens, door bars and any item not specifically listed as being included. Additional Information  Quote is valid for 30 days.  Lessee's site must be dry, compacted, level and accessible by normal truck delivery. Costs to dolly, crane, forklift, etc. will be paid by Lessee. Unless noted, prices do not include permits, ramp removal, stairs, foundation systems, foundation system removal, temporary power, skirting, skirting removal, engineering, taxes or utility hookups.  Subject to equipment availability. Unless noted, equipment and related furnishings, finishes, accessories and appliances prov ided are previously leased and materials, dimensions, and specifications vary. Detailed specifications may be available upon request.  For lease transactions, Lessor reserves the right to substitute equal or better equipment prior to delivery without notice.  This transaction is subject to prior credit approval. Security deposit and payment in advance may be required.  Sales Tax will be calculated based on the tax rate at the time of invoicing.  Unless otherwise noted, prices do not include prevailing wages, Davis-Bacon wages, or other special or certified wages. Estimated Equipment Value The Estimated Equipment Value is listed below. Lessee is solely responsible for complying with all insurance requirements set forth in the Lease Terms and Conditions attached hereto. Equipment Description Qty Estimated Equipment Value (each) Office, 24x60 HCD (Item1601W) 1 $183,600.00 MOBILE MODULAR SOURCEWELL CONTRACT ID: 120822-MMR Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 14  Packet Pg. 49 of 198  Page 3 of 6 Quote # Q-417768 1/9/2024 12:30:59 PM a Division of McGrath Rentcorp Corporate Address: 5700 Las Positas Road Livermore, CA 94551 www.mgrc.com Lease Quotation and Agreement Quote # Q-417768 Date of Quote 01/09/2024 Quote Expiration Date: Lease Term: 24 Months Estimate Del Date: 03/15/2024 Lessee PO#: LESSOR: LESSEE: Mobile Modular Management Corporation a division of McGrath RentCorp City of Palo Alto Signature: /InternalSigner/ Signature: /CustomerSigner/ Name: /InternalSignerName/ Name: /CustomerSignerName/ Title: /InternalSignerTitle/ Title: /CustomerSignerTitle/ Date: /InternalDateSigned/ Date: /CustomerDateSigned/ MOBILE MODULAR SOURCEWELL CONTRACT ID: 120822-MMR This Lease Quotation and Agreement is entered into by and between Lessor and Lessee effective as of the date signed by Lessee. This Lease Quotation and Agreement includes the terms and conditions set forth in the following two documents (collectively, the “Agreement”), each of which is incorporated herein by this reference: 1.Lease Terms and Conditions attached hereto; and 2.Supplemental Lease Terms and Conditions located at (https://www.mobilemodular.com/contractterms), as the same may be updated from time to time in the sole and absolute discretion of Lessor. 3.Mobile Modular Sourcewell Contract (ID# 120822-MMR) In the event of any conflict between the terms of the Lease Terms and Conditions,the Supplemental Terms and Conditions, and the Mobile Modular Sourcewell Contract, the order of precedence shall be the order listed above. By signing below, Lessee: (1) acknowledges and agrees that it has received, read and understands the terms of this Agreement and agrees to be bound by the terms of this Agreement, including prices and specifications, and (2) instructs Lessor to make appropriate arrangements for the preparation and delivery of the Equipment identified herein. This Agreement may be executed in one or more counterparts (including through the use of electronic signatures), each of which shall be deemed an original and all of which shall constitute one and the same Agreement. Upon execution of this Agreement, Lessor shall generate a Lease Agreement Number, which shall be referenced on all Lessor invoices. No document provided by Lessee, including, without limitation, Lessee’s purchase orders, work orders, bills of la ding, or forms for receipt or acknowledgment or authorization (“Lessee Forms”), nor the terms and conditions associated with such Lessee Forms, shall amend, modify, supplement, waive, or release any term or condition of this Agreement even if such Lessee Forms are signed by an agent or representative of Lessor. The terms and conditions of this Agreement shall prevail over any Lessee Forms, and any inconsistent or additional terms and conditions in Lessee Forms shall be deemed void ab initio and of no force or effect. The individuals signing this Agreement affirm that they are duly authorized to execute this Agreement by and on behalf of the parties hereto. Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 15  Packet Pg. 50 of 198  Page 4 of 6 Quote # Q-417768 1/9/2024 12:30:59 PM a Division of McGrath Rentcorp Corporate Address: 5700 Las Positas Road Livermore, CA 94551 www.mgrc.com Lease Quotation and Agreement Quote # Q-417768 Date of Quote 01/09/2024 Quote Expiration Date: Lease Term: 24 Months Estimate Del Date: 03/15/2024 Lessee PO#: LEASE TERMS AND CONDITIONS 1. LEASE. Lessor agrees to lease to Lessee, and Lessee agrees to lease from Lessor, the Equipment (as defined below). The lease of any Equipment is governed by the terms of this Agreement. The Equipment is and shall remain the personal property of Seller. 2. TERMS. All capitalized terms used and not otherwise defined herein, will have the meanings set forth in this Agreement. As used in this Agreement, the following definitions shall apply: “Accessories” shall mean any additions, attachments, or accessories to the modular buildings, or ancillary services, provided by Lessor to Lessee and identified in this Agreement; “Equipment” shall mean the modular buildings, Accessories, and/or Services identified in this Agreement, together with any replacements, repairs, additions, attachments or accessories hereafter rented to Lessee under this Agreement. 3. PAYMENTS AND PRICE ADJUSTMENTS. Lessee agrees to pay to Lessor each payment specified herein on a net invoice basis. Payment terms are net due upon receipt unless otherwise agreed upon in writing. All payments due from Lessee pursuant to this Agreeme nt shall be made by Lessee without any abatement or setoff of any kind whatsoever arising from any cause whatsoever. Prices will be increased by Lessor for unknown circumstances or conditions, including, but not limited to, driver waiting time, special transport permits, difficult site conditions and/or increases in fuel prices. 4. LEASE TERM; EARLY TERMINATION. The Lease Term and Monthly Rent, each of which are specified in this Agreement, shall commence on the date the Equipment is delivered to the Site (the "Start Rent Date”), unless a different date is mutually agreed upon in writing, and shall continue thereafter for the number of months specified in this Agreement as the Lease Term. Lessee agrees to pay the Total Charges per Month specified in this Agreement (as may be adjusted pursuant to Section 5 below) for each month during the Lease Term and any extensions thereof. A month is defined as thirty (30) calendar days; rent will be billed monthly unless otherwise specified in this Agreement (but rent shall be due and owing even in the absence of actual receipt by Lessee of an invoice or bill). In the event that Lessee terminates this Agreement prior to the expiration of the Lease Term, Lessor shall be entitled to charge an early termination fee, even if such termination occurs prior to delivery of the Equipment. Such fee shall be determined by Lessor, in its sole discretion, following the receipt of the termination request. Such early termination fee may include, but shall not be limited to, charges related to the preparation of the Equipment for delivery and/or the rental value of this Agreement. In no event shall any such early termination fee exceed the total value of this Agreement. Lessor shall not be liable to Lessee for any failure or delay in obtaining, delivering or setting up the Equipment. If Lessee delays delivery of the Equipment for any reason for thirty (30) days or longer from the original delivery date mutually agreed upon between both parties, Lessor may, in Lessor’s sole discretion, charge Lessee a monthly storage fee equal to the Monthly Rent starting on the original delivery date, and/or terminate this Agreement, subject to the early termination provisions set forth above. 5. EXTENSION OF LEASE TERM. Upon expiration of the initial Lease Term set forth in this Agreement, the lease of the Equipment shall automatically be extended on a month-to-month basis until the Equipment is returned to Lessor. This Agreement does not expire and the terms and conditions hereof shall remain in full force and effect for any extension of the Lease Term, unless otherwise agreed upon by Lessor and Lessee in writing. Lessor may periodically revise the Total Charges per Month from those reflected in this Agreement if the lease of the Equipment is extended beyond the initial Lease Term. If the lease of the Equipment is extended beyond the initial Lease Term, Lessor may revise the charges for the Charges Upon Return from those specified in this Agreement to reflect Lessor’s then-current market rates for such services. 6. PREPARATION FOR REMOVAL OF THE EQUIPMENT. Prior to the scheduled removal of the Equipment, Lessee shall, at a minimum: (a) provide clear access to the Equipment for Lessor to dismantle and remove the Equipment from the Site by industry-standard trucking methods; (b) disconnect all utilities; (c) remove all personal property of Lessee’s from the Equipment; and (d) in the case of Equipment that includes plumbing, flush the plumbing lines clean and ensure that no foreign matter remains in any fixtures. Plumbing must be properly disconnected by Lessee at its sole cost and expense. Lessee will be responsible for costs of repair required by improper plum bing disconnection to the extent that the Equipment is damaged. Any components, parts or accessories supplied by Lessor must be returned with the Equipment. In the event that Lessee fails to meet the requirements herein, additional charges may be incurred by Lessee for additional labor, waiting time, or dry-runs in the event that Lessor is unable to return the Equipment as scheduled. 7. RETURN OF EQUIPMENT. Lessee must provide a minimum of thirty (30) days prior, written notice to Lessor when requesting to return the Equipment. Lessee is responsible for complying with the requirements set forth in the “Preparation for Removal of the Equipment” section of these Lease Terms and Conditions. Unless otherwise agreed upon by Lessor in writing, Lessee shall continue to be responsible for payment of the Total Charges per Month set forth in this Agreement (as may be adjusted pursuant to Section 5 hereto) until return of the Equipment to Lessor is completed. The Total Charges per Month will be prorated in one-half (1/2) month increments only. If the Equipment is returned within the first fifteen (15) days of the billing period, Lessee shall be responsible for paying half of the Total Charges per Month; if Equipment is returned between the sixteenth (16th) and thirtieth (30th) days of the billing period, Lessee shall be responsible for paying the entire amount of the Total Charges per Month. The charges reflected in this Agreement for Charges Upon Return will be adjusted for any Lease Term longer than twelve (12) months or if the Lease is extended beyond the initial Lease Term, pursuant to Section 5. 8. WARRANTIES; DISCLAIMER. Lessor warrants to Lessee that the Equipment, when delivered and set up and under normal use and regular service and maintenance by Lessee, shall be free from major defects in materials and workmanship that prevent any normal use and operation. Accessories supplied by Lessor pursuant to this Agreement but not owned by Lessor shall not be subject to the foregoing warranty, but shall carry the applicable warranty of the Accessory owner, which Lessor hereby assigns to Lessee to the extent transferable. Lessor’s liability under this warranty shall be limited to the replacement or repair of the defective Equipment (during Lessor’s normal working hours), at Lessor’s option; provided, however, that Lessee shall provide written notice of any failure or defect to Lessor within four (4) days after discovery, and within the applicable warranty period, and failure to provide such notice in a timely manner may result in a limitation of this warranty at Lessor’s sole option. If Lessee does not grant clear, unobstructed access for any such repairs between 8:00 a.m. and 5:00 p.m., Monday through Friday, Lessee shall bear the cost of repair rates for labor at the applicable overtime rates. This warranty does not MOBILE MODULAR SOURCEWELL CONTRACT ID: 120822-MMR Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 16  Packet Pg. 51 of 198  Page 5 of 6 Quote # Q-417768 1/9/2024 12:30:59 PM a Division of McGrath Rentcorp Corporate Address: 5700 Las Positas Road Livermore, CA 94551 www.mgrc.com Lease Quotation and Agreement Quote # Q-417768 Date of Quote 01/09/2024 Quote Expiration Date: Lease Term: 24 Months Estimate Del Date: 03/15/2024 Lessee PO#: 10. 11. 12. extend to any Equipment subjected to improper application, damaged by accident or abuse, or repaired or altered outside of Le ssor’s facilities without prior written authorization from Lessor. THE EXPRESS WARRANTIES CONTAINED IN THIS AGREEMENT ARE LESSOR’S SOLE AND EXCLUSIVE WARRANTIES WITH RESPECT TO THE EQUIPMENT AND SERVICES, AND ARE IN LIEU OF AND EXCLUDE ALL OTHER WARRANTIES, GUARANTEES, PROMISES, AFFIRMATION OR REPRESENTATIONS OF ANY KIND, EXPRESSED OR IMPLIED, WHICH MAY BE DEEMED APPLICABLE TO THE EQUIPMENT OR SERVICES, INCLUDING WITHOUT LIMITATION, THE CONDITION OF THE EQUIPMENT, ITS MERCHANTABILITY OR ITS FITNESS FOR ANY PARTICULAR PURPOSE, ANY WARRANTY AGAINST INFRINGEMENT OR AS TO TITLE, WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OR TRADE OR ANY OTHER MATTER. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION, ALL EQUIPMENT AND SERVICES ARE BEING PROVIDED “AS IS”, “WHERE IS, WITH ALL FAULTS”. LESSOR SPECIFICALLY DISCLAIMS ANY WARRANTY, GUARANTY OR REPRESENTATION, ORAL OR WRITTEN, PAST OR PRESENT, THERETO. LESSEE HAS SELECTED ALL EQUIPMENT FOR LESSEE’S INTENDED USE AND RECOGNIZES THAT LESSOR IS NOT A DESIGNER OR MANUFACTURER OF ANY EQUIPMENT. 9. TAXES. Lessee agrees to be responsible for all charges, fees and taxes (local, state and federal) levied or assessed upon Lessee o Lessor relating to the ownership, leasing, rental, sale, possession, use or operation of the Equipment (including, without limitation, sales, us and personal property taxes); provided, however, that the foregoing obligation shall not apply to any local, state or federal income tax assessed against the Lessor as a result of this Agreement which shall continue to be the obligation of Lessor. Lessee shall pay all such taxes for which it is responsible to the appropriate taxing authorities or, if directed or invoiced by Lessor, pay such amounts to Lessor for remittance by Lessor to the appropriate taxing authorities. LOSS OR DAMAGE. Upon delivery and until the Equipment is removed from the Site by Lessor or its authorized agent, Lessee assumes all risk of loss or damage to the Equipment. Should any Equipment damaged be capable of repair, the Equipment shall be repaired and restored to its condition existing prior to such damage, at Lessee’s sole cost and expense. In the event any of the Equipment is damaged beyond repair or is lost, stolen or wholly destroyed, this Agreement shall cease and terminate as to such Equipment as of the date of the event, accident or occurrence causing such loss or destruction, and Lessee shall pay Lessor within forty-five (45) days thereafter, an amount equal to the full replacement value of the Equipment, which payment obligation shall survive the termination of this Agreement. INSURANCE. Lessee shall procure and maintain, at its sole expense (including all premiums, deductibles and self-insured retentions), (i) property insurance covering the loss, theft, destruction, or damage to the Equipment in an amount not less than the full replacement value thereof (and with a deductible no higher than $25,000), naming Lessor as loss payee of the proceeds, and (ii) commercial general liability insurance (minimum of $1,000,000 per occurrence and $2,000,000 in the aggregate) (and with a deductible no higher than $25,000), naming Lessor and its designees as additional named insureds. Lessee's insurance shall be primary and non-contributory to any insurance maintained by Lessor or any other additional insureds or additional named insureds. The liability insurance policy shall contain coverage for all contractual indemnity obligations of Lessee set forth in this Agreement, cross-liability and waiver of subrogation provisions in favor of Lessor and any other additional insureds. All evidence of all required insurance shall be in a form reasonably acceptable to Lessor and with a company having an A.M. Best rating of A- (VII) or better, and shall not be subject to cancellation without thirty (30) days’ prior written notice to Lessor. Lessee shall provide to Lessor insurance certificates and endorsements (including without limitation, additional insured and loss payee endorsements) evidencing compliance with the insurance requirements of this Agreement (including without limitation, the deductible amounts and waiver of subrogation) prior to delivery of the Equipment and shall maintain all required insurance coverage until the Equipment is returned to Lessee. Lessor will not and does not provide insurance for any of Lessee’s personal property that may be in or on any Equipment. RESERVED Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 17  Packet Pg. 52 of 198  Page 6 of 6 Quote # Q-417768 1/9/2024 12:30:59 PM a Division of McGrath Rentcorp Corporate Address: 5700 Las Positas Road Livermore, CA 94551 www.mgrc.com Lease Quotation and Agreement Quote # Q-417768 Date of Quote 01/09/2024 Quote Expiration Date: Lease Term: 24 Months Estimate Del Date: 03/15/2024 Lessee PO#: 13.EVENTS OF DEFAULT; REMEDIES. Each of the following shall constitute an "Event of Default": (1) failure by Lessee to make any payment within ten (10) days after its due date; (2) failure by Lessee to perform any other obligation under this Agreement, and the continuance of such default for ten (10) days after written notice thereof by Lessor to Lessee; (3) any material misrepresentation or false statement of fact by Lessee; (4) the loss, theft, damage, destruction or the attempted sale or encumbrance by Lessee of any of the Equipment; or (5) Lessee’s dissolution, termination of existence, discontinuance of business, insolvency, or the commencement of any bankruptcy proceedings by or against, Lessee. Lessee acknowledges that any Event of Default will substantially impair the lease value of the Equipment hereof. Upon the occurrence of any Event of Default, Lessor may, without notice, exercise one or more of the following remedies: (1) declare all unpaid payments under this Agreement to be immediately due and payable; (2) terminate this Agreement as to any or all items of the Equipment; (3) take possession of the Equipment wherever found, and for this purpose enter upon any premises of Lessee and remove the Equipment, without any liability to Lessee; (4) direct Lessee at its expense to promptly prepare the Equipment for pickup by Lessor; (5) proceed by appropriate action either in law or in equity to enforce performance by Lessee of the terms of this Agreement or to recover damages for the breach hereof, including attorneys’ fees and any other expenses paid or incurred by Lessor in connection with th e repossession of the Equipment; (6) apply the security deposit specified in this Agreement (“Security Deposit”) to payment of Lessor’s costs, expe nses and attorney fees in enforcing the terms of this Agreement and to indemnify Lessor against any damages sustained by Lessor; and/or (7) recover the replacement cost of any Equipment which Lessor is unable to repossess.. Lessor’s waiver of any Event of Default shall not constitute a waiver of any other Event of Default or of any term or condition of this Agreement. No right or remedy referred to herein is intended to be exclusive and each may be exercised concurrently or separately and from time to time. In the event of repossession, Lessee waives any bond posting requirement. Lease Terms and Conditions, Rev. 07/01/2022 Item 2 Attachment C - Purchase Order and Mobile Modular Agreement        Item 2: Staff Report Pg. 18  Packet Pg. 53 of 198  4 0 6 4 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Auditor Meeting Date: March 4, 2024 Report #:2402-2639 TITLE Approval of Office of the City Auditor FY2024 Task 4 Task Orders (CEQA Status - Not a Project) RECOMMENDATION The Policy and Services Committee and the Office of the City Auditor recommend that the City Council approve the following Task 4 Task Orders identified in the FY 2024 Audit Plan Report: •TASK ORDER FY24-4.23 Recruitment and Succession Planning •TASK ORDER FY24-4.24 Grant Management •TASK ORDER FY24-4.25 Emergency Preparedness •TASK ORDER FY24-4.26 Utility Billing •TASK ORDER FY24-4.27 Payment Card Industry Data Security Standard (PCI/DSS) EXECUTIVE SUMMARY The committee members approved the attached five task orders at the Policy and Services Committee meeting on February 13, 20241. MOTION: Council Member Lythcott-Haims moved, seconded by Chair Kou to recommend the City Council approve the following Task 4 Task Orders: a) TASK ORDER FY24-4.23 Recruitment and Succession Planning b) TASK ORDER FY24-4.24 Grant Management c) TASK ORDER FY24-4.25 Emergency Preparedness d) TASK ORDER FY24-4.26 Utility Billing e) TASK ORDER FY24-4.27 Payment Card Industry Data Security Standard (PCI/DSS) MOTION PASSED: 2-0 1 Policy & Services Committee, February 13, 2024, Agenda Item #1, SR #2312-2460, https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14868 Item 3 Item 3 Staff Report        Item 3: Staff Report Pg. 1  Packet Pg. 54 of 198  4 0 6 4 BACKGROUND Task 4, Execute Annual Audit Plan, in the agreement between the City of Palo Alto (City) and Baker Tilly US, LLP (Baker Tilly)2 states, “Conduct a minimum number of internal audits in accordance with each approved annual audit plan based on the risk assessments. Each internal audit will commence only upon the City’s approval of a Task Order (which may be at the task or sub-task level) as required by this Agreement. Each internal audit requires the preparation of a written report for review by the City Manager, City Attorney and appropriate Council committee, and review/approval by the City Council as required.” ANALYSIS The Office of the City Auditor (OCA) is seeking approval from the Policy and Services Committee of the following Task Orders for internal audits listed in the Fiscal Year 2024 audit plan that was approved by the City Council on January 22, 20243: •TASK ORDER FY24-4.23 Recruitment and Succession Planning The preliminary audit objectives include: •Determine the efficiency and effectiveness of the recruitment and hiring process •Determine whether a formal succession plan and related policies procedures are in place •TASK ORDER FY24-4.24 Grant Management The preliminary audit objective is to determine whether the City has adequate internal controls to manage the grant lifecycle efficiently and effectively •TASK ORDER FY24-4.25 Emergency Preparedness The preliminary audit objective is to determine whether the City is working to prevent wildfire and adequately prepared to respond to wildfire as part of the City’s emergency management plan •TASK ORDER FY24-4.26 Utility Billing The preliminary audit objectives include: 2 Baker Tilly US, LLP, Agreement for Professional Services, C21179340; https://www.cityofpaloalto.org/files/assets/public/v/5/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2022/20220509/20220509pccsmamended-linked.pdf 3 City Council, January 22, 2024, Agenda Item #9, SR # 2311-2304 https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13333 Item 3 Item 3 Staff Report        Item 3: Staff Report Pg. 2  Packet Pg. 55 of 198  4 0 6 4 •Determine whether the internal controls over the utility billing process are adequate and working effectively to ensure billing is accurate and in compliance with the City's policy and regulations •Determine whether billing adjustments are properly supported and approved •TASK ORDER FY24-4.27 Payment Card Industry Data Security Standard (PCI/DSS) The preliminary audit objective is to determine whether the internal controls over the payment card processing are adequate and working effectively for the City and any third party service provider Each of these task orders begins March 1, 2024 and ends December 2024. Audit work will commence in alignment with the identification and appointment of a new City Auditor. FISCAL/RESOURCE IMPACT Work recommended in these tasks is within both the approved scope and compensation of the agreement with Baker Tilly and funding levels in the Fiscal Year 2024 operating budget for the OCA. STAKEHOLDER ENGAGEMENT No stakeholder outreach was necessary to create task orders for the tasks described in the signed contract. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because the Auditor task orders are administrative activities that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5). ATTACHMENTS Attachment A: TASK ORDER FY24-4.23 Recruitment and Succession Planning Attachment B: TASK ORDER FY24-4.24 Grant Management Attachment C: TASK ORDER FY24-4.25 Emergency Preparedness Attachment D: TASK ORDER FY24-4.26 Utility Billing Attachment E: TASK ORDER FY24-4.27 Payment Card Industry Data Security Standard (PCI/DSS) APPROVED BY: Kate Crowley, Baker Tilly Item 3 Item 3 Staff Report        Item 3: Staff Report Pg. 3  Packet Pg. 56 of 198  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY24-4.23 Recruitment and Succession Planning Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referencedFY24 in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-4.23 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2024 COMPLETION: December 31, 2024 4 TOTAL TASK ORDER PRICE: $58,890 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Lydia Kou, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item 3 Attachment A - TASK ORDER FY24-4.23 Recruitment and Succession Planning        Item 3: Staff Report Pg. 4  Packet Pg. 57 of 198  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements:  Services and Deliverables To Be Provided  Schedule of Performance  Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting an internal audit of Recruitment and Succession Planning involves three (3) primary steps:  Step 1: Audit Planning  Step 2: Control Review and Testing  Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:  Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary  Assess the audit risk  Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined  Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item 3 Attachment A - TASK ORDER FY24-4.23 Recruitment and Succession Planning        Item 3: Staff Report Pg. 5  Packet Pg. 58 of 198  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to (1) determine the efficiency and effectiveness of the recruitment and hiring process; (2) determine whether a formal succession plan and related policies and procedures are in place. Procedures include, but not limited to:  Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to recruitment and succession planning.  Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness.  Select a sample of the recruitment activities for documentation review  Review the existing succession plan  Compare the process and controls against the best practices. Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include:  Develop findings, conclusions, and recommendations based on the supporting evidence gathered  Validate findings with the appropriate individuals and discuss the root cause of the identified findings  Complete supervisory review of working papers and a draft audit report  Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses  Obtain written management responses and finalize a report  Review report with members of City Council and/or the appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement:  Audit Report Schedule of Performance Anticipated Start Date: March 1, 2024 Anticipated End Date: December 31, 2024 Item 3 Attachment A - TASK ORDER FY24-4.23 Recruitment and Succession Planning        Item 3: Staff Report Pg. 6  Packet Pg. 59 of 198  Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $58,890. The not-to-exceed budget is based on an estimate of 290 total project hours, of which 20 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item 3 Attachment A - TASK ORDER FY24-4.23 Recruitment and Succession Planning        Item 3: Staff Report Pg. 7  Packet Pg. 60 of 198  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY24-4.24 Grant Management Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referencedFY24 in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-4.24 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2024 COMPLETION: December 31, 2024 4 TOTAL TASK ORDER PRICE: $60,330 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Lydia Kou, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item 3 Attachment B - TASK ORDER FY24-4.24 Grant Management        Item 3: Staff Report Pg. 8  Packet Pg. 61 of 198  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements:  Services and Deliverables To Be Provided  Schedule of Performance  Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting an internal audit of Grant Management involves three (3) primary steps:  Step 1: Audit Planning  Step 2: Control Review and Testing  Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:  Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary  Assess the audit risk  Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined  Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item 3 Attachment B - TASK ORDER FY24-4.24 Grant Management        Item 3: Staff Report Pg. 9  Packet Pg. 62 of 198  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to determine whether the City has adequate internal controls to manage the grant lifecycle efficiently and effectively. Procedures include, but not limited to:  Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to grant management.  Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness.  Select a sample of grants for documentation review.  Compare the process and controls against the best practices. Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include:  Develop findings, conclusions, and recommendations based on the supporting evidence gathered  Validate findings with the appropriate individuals and discuss the root cause of the identified findings  Complete supervisory review of working papers and a draft audit report  Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses  Obtain written management responses and finalize a report  Review report with members of City Council and/or the appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement:  Audit Report Schedule of Performance Anticipated Start Date: March 1, 2024 Anticipated End Date: December 31, 2024 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Item 3 Attachment B - TASK ORDER FY24-4.24 Grant Management        Item 3: Staff Report Pg. 10  Packet Pg. 63 of 198  Task is $60,330. The not-to-exceed budget is based on an estimate of 315 total project hours, of which 23 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item 3 Attachment B - TASK ORDER FY24-4.24 Grant Management        Item 3: Staff Report Pg. 11  Packet Pg. 64 of 198  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY24-4.25 Emergency Preparedness Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referencedFY24 in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-4.25 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2024 COMPLETION: December 31, 2024 4 TOTAL TASK ORDER PRICE: $73,110 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Lydia Kou, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item 3 Attachment C - TASK ORDER FY24-4.25 Emergency Preparedness        Item 3: Staff Report Pg. 12  Packet Pg. 65 of 198  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements:  Services and Deliverables To Be Provided  Schedule of Performance  Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting an internal audit of Emergency Preparedness involves three (3) primary steps:  Step 1: Audit Planning  Step 2: Control Review and Testing  Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:  Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary  Assess the audit risk  Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined  Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item 3 Attachment C - TASK ORDER FY24-4.25 Emergency Preparedness        Item 3: Staff Report Pg. 13  Packet Pg. 66 of 198  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to determine whether the City is working to prevent wildfire and adequately prepared to respond to wildfire as part of the City’s emergency management plan. Procedures include, but not limited to:  Interview the appropriate individuals in all relevant departments to gain an understanding of the organizational structure, processes, and controls related to wildfire prevention and response as well as the City’s overall emergency preparedness.  Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness.  Review the existing emergency management plan and other related documents such as prevention activities, training and exercises, equipment, and service contracts.  Compare the process and controls against the best practices. Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include:  Develop findings, conclusions, and recommendations based on the supporting evidence gathered  Validate findings with the appropriate individuals and discuss the root cause of the identified findings  Complete supervisory review of working papers and a draft audit report  Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses  Obtain written management responses and finalize a report  Review report with members of City Council and/or the appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement:  Audit Report Schedule of Performance Anticipated Start Date: March 1, 2024 Anticipated End Date: December 31, 2024 Item 3 Attachment C - TASK ORDER FY24-4.25 Emergency Preparedness        Item 3: Staff Report Pg. 14  Packet Pg. 67 of 198  Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $73,110. The not-to-exceed budget is based on an estimate of 385 total project hours, of which 25 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task. The not-to-exceed maximum for reimbursable expenses for this Task is $6,500. The following summarizes anticipated reimbursable expenses:  Round-trip Airfare – $2,000 (1 round trip flights x 2 auditors)  Ground Transportation (car rental or Uber/taxi) - $800  Hotel accommodation - $3,000 (2 rooms x 4 nights)  Food and incidentals – $700 Item 3 Attachment C - TASK ORDER FY24-4.25 Emergency Preparedness        Item 3: Staff Report Pg. 15  Packet Pg. 68 of 198  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY24-4.26 Utility Billing Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referencedFY24 in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-4.26 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2024 COMPLETION: December 31, 2024 4 TOTAL TASK ORDER PRICE: $72,010 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Lydia Kou, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item 3 Attachment D - TASK ORDER FY24-4.26 Utility Billing        Item 3: Staff Report Pg. 16  Packet Pg. 69 of 198  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements:  Services and Deliverables To Be Provided  Schedule of Performance  Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting an internal audit of Utility Billing involves three (3) primary steps:  Step 1: Audit Planning  Step 2: Control Review and Testing  Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:  Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary  Assess the audit risk  Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined  Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item 3 Attachment D - TASK ORDER FY24-4.26 Utility Billing        Item 3: Staff Report Pg. 17  Packet Pg. 70 of 198  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to (1) determine whether the internal controls over the utility billing process are adequate and working effectively to ensure billing is accurate and in compliance with the City's policy and regulations; (2) determine whether billing adjustments are properly supported and approved. Procedures include, but not limited to:  Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to utility billing.  Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness.  Select a sample of utility invoices and a sample of billing adjustments for testing.  Compare the process and controls against the best practices. Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include:  Develop findings, conclusions, and recommendations based on the supporting evidence gathered  Validate findings with the appropriate individuals and discuss the root cause of the identified findings  Complete supervisory review of working papers and a draft audit report  Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses  Obtain written management responses and finalize a report  Review report with members of City Council and/or the appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement:  Audit Report Schedule of Performance Anticipated Start Date: March 1, 2024 Anticipated End Date: December 31, 2024 Item 3 Attachment D - TASK ORDER FY24-4.26 Utility Billing        Item 3: Staff Report Pg. 18  Packet Pg. 71 of 198  Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $72,010. The not-to-exceed budget is based on an estimate of 385 total project hours, of which 24 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item 3 Attachment D - TASK ORDER FY24-4.26 Utility Billing        Item 3: Staff Report Pg. 19  Packet Pg. 72 of 198  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY24-4.27 Payment Card Industry Data Security Standard (PCI DSS) Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referencedFY24 in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-4.27 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2024 COMPLETION: December 31, 2024 4 TOTAL TASK ORDER PRICE: $69,680 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Lydia Kou, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item 3 Attachment E - TASK ORDER FY24-4.27 PCI DSS        Item 3: Staff Report Pg. 20  Packet Pg. 73 of 198  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements:  Services and Deliverables To Be Provided  Schedule of Performance  Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting an internal audit of Payment Card Industry Data Security Standard (PCI DSS) Compliance involves three (3) primary steps:  Step 1: Audit Planning  Step 2: Control Review and Testing  Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include:  Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary  Assess the audit risk  Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined  Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item 3 Attachment E - TASK ORDER FY24-4.27 PCI DSS        Item 3: Staff Report Pg. 21  Packet Pg. 74 of 198  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to determine whether the internal controls over the payment card processing are adequate and working effectively for the City and any third party service provider. Procedures include, but not limited to:  Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to compliance with PCI/DSS for payment card processing.  Review policies and procedures as well as the legislative and regulatory requirements (including PCI/DSS) to identify the criteria to be used for evaluation of control design and effectiveness.  Review the documentation related to ensuring third party providers’ PCI/DSS compliance  Compare the process and controls against the best practices. Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include:  Develop findings, conclusions, and recommendations based on the supporting evidence gathered  Validate findings with the appropriate individuals and discuss the root cause of the identified findings  Complete supervisory review of working papers and a draft audit report  Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses  Obtain written management responses and finalize a report  Review report with members of City Council and/or the appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement:  Audit Report Schedule of Performance Anticipated Start Date: March 1, 2024 Anticipated End Date: December 31, 2024 Item 3 Attachment E - TASK ORDER FY24-4.27 PCI DSS        Item 3: Staff Report Pg. 22  Packet Pg. 75 of 198  Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $69,680. The not-to-exceed budget is based on an estimate of 370 total project hours, of which 10 hours are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. However, during the planning and fieldwork phases of this audit, the City and Baker Tilly may mutually determine it will be beneficial to perform a portion of the work on-site. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task. The not-to-exceed maximum for reimbursable expenses for this Task is $6,500. The following summarizes anticipated reimbursable expenses:  Round-trip Airfare – $2,000 (1 round trip flights x 2 auditors)  Ground Transportation (car rental or Uber/taxi) - $800  Hotel accommodation - $3,000 (2 rooms x 4 nights)  Food and incidentals – $700 Item 3 Attachment E - TASK ORDER FY24-4.27 PCI DSS        Item 3: Staff Report Pg. 23  Packet Pg. 76 of 198  4 0 6 6 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Auditor Meeting Date: March 4, 2024 Report #:2402-2640 TITLE Acceptance of the Office of the City Auditor's Quarterly Status Report for the Period of October - December 2023 RECOMMENDATION The Policy and Services Committee and the Office of the City Auditor recommend the City Council accept the Office of the City Auditor’s Quarterly Status Report covering October – December 2023. EXECUTIVE SUMMARY The committee members approved the Quarterly Status Report in the Analysis section below at the Policy and Services Committee meeting on February 13, 20241. MOTION: Council Member Lythcott-Haims moved, seconded by Chair Kou to recommend the City Council accept the Office of the City Auditor’s Quarterly Status Report covering October – December 2023. MOTION PASSED: 2-0 BACKGROUND The Task 5 of the six required internal audit tasks in the agreement between the City of Palo Alto (City) and Baker Tilly US, LLP (Baker Tilly) is to provide a quarterly report of the status and progress toward audit completion as information reports to the City Council. ANALYSIS The internal audit activities from October to December 2023 are listed below by task within the 1 Policy & Services Committee, February 13, 2024, Agenda Item #2, SR #2312-2460, https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14868 Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 1  Packet Pg. 77 of 198  4 0 6 6 agreement with the City: •Task 1 – Citywide Risk Assessment o Presented to and approved by the Policy and Services Committee on December 12, 2023 (Report# 2310-2174)2 •Task 2 – Preparation of Annual Audit Plan o FY2024 Audit Plan presented to and approved by the Policy and Services Committee on December 12, 2023 (Report# 2310-2174)² •Task 3 – Selection of External Financial Auditor and Annual Audit Coordination o FY2023 Audited Financial Statements presented to and approved by Finance Committee on November 28, 2023 (Report# 2309-2041)3 •Task 4 – Execute Annual Audit Plan o Presented the Wastewater Treatment Plant Agreement Audit report to Policy and services Committee on December 12, 2023 (Report# 2311-2307)4 o Presented the Investment Management Audit report to the Policy and Services Committee on December 12, 2023 (Report# 2311-2308)5 •Task 5 – Periodic Reporting, Hotline Monitoring, and Other Administrative Functions o Obtained City Council consent of the proposed changes to the Fraud, Waste, and Abuse Hotline Administration Policy on November 13, 2023 (Report # 2310-2180)6 o No hotline reports were received during this period o Participated in various meetings, including City Council, Executive Leadership, Agenda Planning, and Committee Meetings •Task 6 – Evaluation and Benchmarking o No activity to report in this quarter FISCAL/RESOURCE IMPACT This quarterly report does not have resource impact. STAKEHOLDER ENGAGEMENT No stakeholder was engaged in preparation of this quarterly report. ENVIRONMENTAL REVIEW Environmental review is not applicable to preparation of this quarterly report. APPROVED BY: 2 Policy and Services Committee, December 12, 2023, Agenda Item #3, SR #2310-2174; https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12186 3 Finance Committee, November 28, 2023, Agenda Item #1, SR #2309-2041; https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13238 4 Policy and Services Committee, December 12, 2023, Agenda Item #4, SR # 2311-2307; https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12186 5 Policy and Services Committee, December 12, 2023, Agenda Item #5, SR # 2311-2308; https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12186 6 City Council, November 13, 2023, Agenda Item #1, SR #2310-2180; https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13056 Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 2  Packet Pg. 78 of 198  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Transportation Meeting Date: March 4, 2024 Report #:2311-2269 TITLE Approval of Professional Services Contract Number C24189371 with Kimley Horn and Associates in an Amount Not to Exceed $178,559 for the Quiet Zone Study Services for railroad crossings at Churchill Avenue, Meadow Drive, and Charleston Road for a term ending December 31, 2025; CEQA – not a project. RECOMMENDATION Staff recommends the Council approve and authorize the City Manager or designee to execute Contract No. C24189371 (Attachment A), with Kimley Horn and Associates, to perform the Quiet Zone Study Services for the total amount not-to-exceed of $178,559 which includes $162,359 for basic services and $16,200 as a contingency for additional services. EXECUTIVE SUMMARY Over time, the city has received numerous community concerns about train noise along the Caltrain Corridor. In 2022, the City of Palo Alto, in collaboration with the City of Menlo Park, conducted a Quiet Zone study for Palo Alto Avenue crossing. The City Council approved the conceptual plan for proposed improvements at Palo Alto Avenue on June 12, 2023. Currently, Staff is in the process of developing the final design of improvements required for the implementation of the Quiet Zone at Palo Alto Avenue crossing. As the subsequent phase of the study, the Office of Transportation staff is now progressing with a Quiet Zone Study at the other three crossings namely, Churchill Avenue, Meadow Drive, and Charleston Road. The Quiet Zone will serve as an interim measure until Grade Separation Projects are constructed at these crossings. This staff report provides the findings of the City’s procurement efforts to secure the services of a consultant and seek approval for the award of the Consultant Contract to perform a Study. Staff recommends that the Council authorize the City Manager to execute the contract with Kimley Horn and Associates for performing a Quiet Zone Study which also includes the scope of providing recommendations for improvements necessary at these three crossings to implement Quiet Zone(s) in Palo Alto. Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 1  Packet Pg. 79 of 198  BACKGROUND Federal regulation requires that locomotive horns begin sounding 15–20 seconds before entering public rail grade crossings, no more than one-quarter mile in advance. These horns produce sounds from 96 to 110 decibels for at-grade crossings. The sound noise affects the quality of life of the Palo Alto residents in the vicinity of the railroad crossings and causes significant noise pollution. Local agencies, however, can implement Quiet Zones where railroads have been directed to cease the routine of sounding their horns when approaching public highway-rail grade crossings. Train horns may still be used in emergencies or to comply with other Federal regulations or railroad operating rules. The Federal Railroad Administration (FRA) Title 49 regulations provide the opportunity for localities nationwide to mitigate the effects of train horn noise by establishing Quiet Zones. The regulations require a quiet zone study to review the Quiet Zone Risk Index (QZRI) qualifying for quiet zone or Supplemental Safety Measures (SSM) at each crossing. Based on the study, the crossings need to be upgraded to be safer without horns than they are in the current state with horns before proceeding with quiet zones. The City of Palo Alto (City) has received several requests for consideration of Quiet Zone at crossings across the Caltrain Corridor. As the first phase of this project, in early 2022, City of Palo Alto staff, in coordination with the City of Menlo Park conducted a Quiet Zone study that included consideration of a quiet zone at the Palo Alto Avenue/Alma Street crossing. The study was completed with the assistance of the consultant procured through the City of Menlo Park. The Office of Transportation staff is now working toward designing the required improvements for the implementation of Quiet Zone at Palo Alto Avenue Crossing. The conceptual plan for the proposed improvements at Palo Alto Avenue crossing was approved by the City Council on June 19, 2023 (Staff Report 2305-1414)1 The city has received continued interest from the community for quiet zones at other crossings of Churchill Avenue, Meadow Drive, and Charleston Road along the Caltrain Corridor. The residents are concerned about the volumes, frequency, duration, and time frame of train horns in Palo Alto. Even though the city is considering the Grade Separation at these locations, these large infrastructure projects are highly complex, and generally take a long time to fully construct such facilities. As a result, the Council and Rail Committee had indicated interest in considering quiet zone study at all crossings in Palo Alto. Therefore, this parallel effort has been initiated to review these existing grade crossings for the consideration of quiet zone(s). ANALYSIS The Office of Transportation in coordination with the City’s procurement staff requested proposals from qualified engineering consultants to conduct a study for implementing Quiet Zone(s) at the three crossings of Churchill Avenue, Meadow Drive, and Charleston Road. The project scope will include conducting outreach and community feedback in preparing recommendations and conceptual plans for implementation of Quiet Zone(s). 1 https://cityofpaloalto.primegov.com/meeting/document/2145.pdf?name=Item%208%20Staff%20Report Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 2  Packet Pg. 80 of 198  Solicitation Process A request for proposals (RFP) for the project was posted on October 10, 2023, on OpenGov, the City’s eProcurement platform. The solicitation period was open for 30 days and only one (1) proposal was received. The solicitation closed on November 9, 2023. Summary of Request for Proposal Proposal Description Quiet Zone Study RFP No. 189371 Proposed Length of Project 12 months Number of Proposal Packages Downloaded 17 Total Days to Respond to Proposal 30 Pre-Proposal Meeting No Pre-Proposal Meeting Date NA Number of Proposals Received 1 Proposal Price Range $162,359 Public Link to Solicitation https://procurement.opengov.com/portal/ palo-alto-ca/projects/62941 Staff believes that due to the highly competitive environment and the specialized nature of the study, which requires experience with operating railroads, and working with Federal and State agencies; there are limited consultants available in the market to perform such studies. Additionally, staff reached out to the potential proposers for feedback; some expressed that due to existing proposal commitments and scheduling constraints, they were unable to submit a proposal for this project and they only propose if they know that their service can deliver and meet the high standards of quality at City of Palo Alto. Consequently, staff believes that the city received a limited number of bids for this Request for Proposal. The proposals were evaluated and determined to be responsive to the criteria identified in the RFP. Kimley Horn and Associates was selected because of the quality and effectiveness of their services, the experience of their field staff, prior record of performance with the city, and their ability to provide future services. Additionally, Kimley Horn is the consultant working on the Palo Avenue Quiet Zone Project and other crossings in Menlo Park, therefore it will provide continuity to the project. This contract is on the City’s professional services template, which permits the City to terminate without cause/for convenience by providing written notice to the consultant FISCAL/RESOURCE IMPACT Funding of $178,559 is available in the FY 2024 Adopted Capital Budget in the Transportation and Parking Improvements project (PL-12000). Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 3  Packet Pg. 81 of 198  STAKEHOLDER ENGAGEMENT The project scope includes outreach to the community and various committees involved with transportation-related issues. ENVIRONMENTAL REVIEW Conduct a Quiet Zone Study is not a project under the California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment. Any future capital improvements recommended through the study will be subject to CEQA Review at the time of approval. ATTACHMENTS Attachment A: Kimley Horn and Associates Contract No. C24189371 APPROVED BY: Philip Kamhi, Chief Transportation Official Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 4  Packet Pg. 82 of 198  Professional Services Rev. Dec.15, 2020 Page 1 of 24 CITY OF PALO ALTO CONTRACT NO. C24189371 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND KIMLEY-HORN AND ASSOCIATES, INC. This Agreement for Professional Services (this “Agreement”) is entered into as of the 26th day of February, 2024 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and KIMLEY-HORN AND ASSOCIATES, INC., a North Carolina Corporation, located at 421 Fayetteville Street Suite 600, Rayleigh, NC 27601 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference: RECITALS A. CITY intends to implement Quiet Zones at the three crossings of Churchill Avenue, Meadow Drive, and Charleston Road along Caltrain corridor (the “Project”) and desires to engage a consultant to provide professional assistance in conducting Quiet Zone Study in connection with the Project (the “Services”, as detailed more fully in Exhibit A). B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows: SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. Optional On-Call Provision (This provision only applies if checked and only applies to on-call agreements.) CITY may elect to, but is not required to, authorize on-call Services up to the maximum compensation amount set forth in Section 4 (Not to Exceed Compensation). CONSULTANT shall provide on-call Services only by advanced, written authorization from CITY as detailed in this Section. On-call Services, if any, shall be authorized by CITY, as needed, with a Task Order assigned and approved 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”. DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 5  Packet Pg. 83 of 198  Professional Services Rev. Dec.15, 2020 Page 2 of 24 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 on-call Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation due to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on-call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for any on-call Services are subject to all requirements and restrictions in this Agreement. SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through December 31, 2025 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE”. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed One Hundred Sixty- Two Thousand Three Hundred Fifty-Nine Dollars ($162,359). 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 Two Hundred Dollars ($16,200) for the performance of Additional Services (as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 6  Packet Pg. 84 of 198  Professional Services Rev. Dec.15, 2020 Page 3 of 24 in Exhibit C, shall not exceed One Hundred Seventy-Eight Thousand Five Hundred Fifty-Nine Dollars ($178,559), as detailed in Exhibit C. “Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement. SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 7  Packet Pg. 85 of 198  Professional Services Rev. Dec.15, 2020 Page 4 of 24 professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 8  Packet Pg. 86 of 198  Professional Services Rev. Dec.15, 2020 Page 5 of 24 parties. SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: Traffic Data Service CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign as Peter Meyerhofer Email: Peter.Meyerhofer@kimley-horn.com the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property. CITY’s Project Manager is Ripon Bhatia, Office of Transportation Department, , 250 Hamilton Avenue Palo Alto, CA, zipcode: 94301, Telephone: (650) 329-2520. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 9  Packet Pg. 87 of 198  Professional Services Rev. Dec.15, 2020 Page 6 of 24 suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all third party demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) to the extent that such Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of defense costs exceeding CONSULTANT’s proportionate percentage of fault as determined by the final judgment of a court of competent jurisdiction. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 10  Packet Pg. 88 of 198  Professional Services Rev. Dec.15, 2020 Page 7 of 24 full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination. 19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials). DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 11  Packet Pg. 89 of 198  Professional Services Rev. Dec.15, 2020 Page 8 of 24 19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30. 19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address. SECTION 21. CONFLICT OF INTEREST. 21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 12  Packet Pg. 90 of 198  Professional Services Rev. Dec.15, 2020 Page 9 of 24 Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. 22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 13  Packet Pg. 91 of 198  Professional Services Rev. Dec.15, 2020 Page 10 of 24 otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1) is not a public works contract; (2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. This Project is not a 9204 Public Works Project. SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 14  Packet Pg. 92 of 198  Professional Services Rev. Dec.15, 2020 Page 11 of 24 employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY. 28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information, CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement, CONSULTANT will honor any request from the CITY to return or securely destroy all copies of Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT. 28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS. 29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 15  Packet Pg. 93 of 198  Professional Services Rev. Dec.15, 2020 Page 12 of 24 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to t hird parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control. 29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement. 29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement. SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein: EXHIBIT A: SCOPE OF SERVICES EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED. DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 16  Packet Pg. 94 of 198  Professional Services Rev. Dec.15, 2020 Page 13 of 24 CONTRACT No. C24189371 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee KIMLEY-HORN AND ASSOCIATES, INC. Officer 1 By: Name: Peter Meyerhofer Title: Vice President DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 17  Packet Pg. 95 of 198  Professional Services Rev. Dec.15, 2020 Page 14 of 24 EXHIBIT A SCOPE OF SERVICES CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. CONSULTANT’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope of Services. Statement of Purpose: The Consultant provides the professional services to the City of Palo Alto for implementing Quiet Zone(s) along the Caltrain Corridor in Palo Alto. In order to provide these services, the consultant shall gather all information and relevant factors that may be appropria te in determining the necessary modifications to meet any and all requirements for creating a quiet zone. The project includes the following three crossings: • Churchill Avenue, • Meadow Drive • Charleston Road Background Information: The City has received concerns from residents about the volumes, frequency, duration, and time frame of train horns in Palo Alto. Therefore, City is considering establishing quiet zone at the railroad crossings along the Caltrain corridor. The City of Palo Alto currently has four at-grade crossings along the Caltrain rail corridor and has a long-term plan to provide grade separations at these crossings. However, City is considering quiet zones for interim conditions. These crossings generally serve as major thorough ways. Brief description about these crossings are as follows: Churchill Avenue: This crossing is in close proximity to Palo Alto High School and serves as a major school corridor. Churchill Avenue also servers as a connection to Stanford Center. The corridor is highly used by bicyclists and serves a major pedestrian and bicycle use. In addition, City is also currently in process of implementing safety improvements at this crossing that include pre-signal and provisions for bicycle and pedestrian crossings along Churchill Avenue. Meadow Drive: This crossing also serves elementary, middle and high schools in the corridor. In addition, the City’s recreation center such as Mitchell Park and Magical DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 18  Packet Pg. 96 of 198  Professional Services Rev. Dec.15, 2020 Page 15 of 24 Playground are in the vicinity. The intersection is also used by pedestrians and bicyclists and a marked bike lane runs through the crossing. Charleston Road: Charleston Road corridor runs from Mountain View to the east serving the residential and school areas and connects to employment areas serving Tesla, VMWare and major employ runs through the This crossing also serves Gunn High Schools in the corridor. In addition, the City’s recreation center such as Mitchell Park and Magical Playground in the aera. The intersection is also used by pedestrians and bicyclists and a marked bike lane runs through the crossing. The focus of this project will be on the three at-grade crossings within the City boundary of Palo Alto. This project will perform the study and identify improvements required to implement quiet zone in accordance with CPUC And FRA requirements. There is currently no existing railroad quiet zone within the City of Palo Alto. Without a quiet zone, the Federal Railroad Administration (FRA) requires all passenger and freight train to activate their horns four times: 2 long blasts, 1 short blast, then 1 long blast beginning ¼ mile before each crossing. The purpose of these blasts is to warn vehicles approaching the crossings. Scope of Work: The project scope of work is anticipated to include the following tasks for the four Palo Alto Avenue crossings. Proposers should provide a recommended scope of work that addresses these requirements, while focusing on achieving the objective of implementing a quiet zone in Palo Alto Avenue 7. Kick-off meeting and Final Scope/Schedule: The consultant will meet with the City Project Manager and key staff to discuss and finalize the scope and schedule and agree on communications protocols and recurring meeting schedule. A project meeting shall be conducted at least every two weeks. The consultant will submit a final scope and schedule to the City’s project manager for approval prior to proceeding with Task 2. The consultant will prepare monthly progress reports on the status of scope, schedule, and budget. 2. Document Review, Data Collection, Field Survey, and Coordination: This task will include the following sub-tasks: • Conduct site visit and review existing conditions. • Review FRA policies and requirements. • Participate in up to three coordination meetings with the City, Caltrain, and other stakeholders. • Conduct diagnostic meetings as required by FRA and CPUC requirements for quiet zone evaluation and recommendation. • Prepare a technical memo summarizing the opportunities and constraints identified through this task. 3. Quiet Zone Analysis: DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 19  Packet Pg. 97 of 198  Professional Services Rev. Dec.15, 2020 Page 16 of 24 • Calculate Quiet Zone Risk Index (QZRI) for the proposed quiet zone without improvements (existing conditions). • Compare the existing conditions QZRI to the Nationwide Significant Risk Threshold (NSRT) and Risk Index with Horns (RIWH) • Determine the applicability of each supplemental safety measure (SSM) and each alternative safety measure (ASM) to each crossing • Provide a measurement of Quiet Zone Risk Index (QZRI) for each crossing based on implementation of applicable ASMs. • Based on this analysis, develop a small set of alternatives (up to 3) for implementing a quiet zone in Menlo Park, including identifying tradeoffs and costs across potential safety measures at intersections. • Conduct diagnostic meetings as required by FRA and CPUC requirements for quiet zone evaluation and recommendation. • Complete the required safety analysis. 4. Conceptual Plans and Cost Estimates: Develop Conceptual plans and cost estimates based on the Quiet Zone Analysis and revise as necessary to incorporate input and feedback from CPUC, FRA, Railroad, various City Committees and Commissions, community and other stakeholders. These conceptual plans shall be refined and finalized for recommendation to City Council for their approval. 5. Draft and Final Implementation Report: The consultant will prepare a draft Implementation Plan incorporating all the previous tasks and submit to the City staff for review. The report will document and summarize the findings related to the implementation of a quiet zone in the City of Palo Alto. The report will include proposed options and a recommendation for implementing a quiet zone, including the estimated cost of each option and the specific improvements and costs at each crossing. Based on feedback from the community and the City, the consultant will update the draft Report into a Final Report. 6. Outreach and coordination. This project will include ongoing coordination with the City’s elected and appointed bodies and the public. Subtasks include: • Develop an outreach plan that identifies the appropriate opportunities during the development of the work to meet with publicly elected bodies, commissions, and the public. • Summarize the quiet zone analysis and present findings to the Plann ing and Transportation Committee, PABAC, Rail Committee, and City Council • Support up to four formal presentations to the Rail Committee and the City Council. • Conduct public outreach meetings (at least three meetings) as identified in the outreach plan. Deliverables The following deliverables will be required for this RFP: 1. Final Scope and Schedule, including public outreach plan DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 20  Packet Pg. 98 of 198  Professional Services Rev. Dec.15, 2020 Page 17 of 24 2. Opportunities and Constraints Technical Memo 3. Summary of quiet zone analysis 4. Conceptual Plans and Cost Estimates 5. Draft Implementation Plan 6. Final Implementation Plan 7. Presentations to the community, various Committees, and City Council DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 21  Packet Pg. 99 of 198  Professional Services Rev. Dec.15, 2020 Page 18 of 24 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK ORDER NO.: 2. CONSULTANT NAME: 3. PERIOD OF PERFORMANCE: START: COMPLETION: 4 TOTAL TASK ORDER PRICE: $__________________ BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________ 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________ 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: ▪ SERVICES AND DELIVERABLES TO BE PROVIDED ▪ SCHEDULE OF PERFORMANCE ▪ MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) ▪ REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________ I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 22  Packet Pg. 100 of 198  Professional Services Rev. Dec.15, 2020 Page 19 of 24 EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY. Milestones Completion Number of Days/Weeks (as specified below) from NTP 1. Data Collection and Field Surveys 8 Weeks (Expected by end of May 2024) 2. Layout of initial Conceptual Plans 16 Weeks (Expected by end of July 2024) 3. Quiet Zone Analysis 20 Weeks (Expected by end of August 2024) 4. Field Diagnostic Meetings 26 Weeks (Expected by mid of October 2024) 5. Outreach and Coordination 36 Weeks (Expected by end of December 2024) 6. Final Conceptual Plans 40 Weeks (Expected by end of January 2025) 7. City Council Approval of the Conceptual plans 48 Weeks (Expected by end of March 2025) Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on-call agreements per Section 1 or agreements with Additional Services per Section 4.) The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement. DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 23  Packet Pg. 101 of 198  Professional Services Rev. Dec.15, 2020 Page 20 of 24 EXHIBIT C COMPENSATION CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below. CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. BUDGET SCHEDULE TASK NOT TO EXCEED AMOUNT Task 1 (Project Management) $24,559.00 Task 2 (Data Collection and Field Surveys) $10,824.00 Task 3 (Quiet Zone Analysis (CPUC & FRA Concurrence) $20,644.00 Task 4 (Conceptual Plans and Cost Estimates) $39,063.33 Task 5 (Implementation Plan) $24,047.00 Task 6 (Outreach and Coordination) $36,224.00 Sub-total for Services $155,359 Reimbursable Expenses (if any) $7,000.00 Total for Services and Reimbursable Expenses $162,359.00 Additional Services (if any, per Section 4) $16,200 Maximum Total Compensation $178,559 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 DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 24  Packet Pg. 102 of 198  Professional Services Rev. Dec.15, 2020 Page 21 of 24 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: $1,000 for mileage/travel and indirect costs of $6,000 for traffic counts for the total not-to-exceed amount of: $7,000.00. A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses. B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information. DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 25  Packet Pg. 103 of 198  Professional Services Rev. Dec.15, 2020 Page 22 of 24 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: Sr. Professional II $340 - $390 Sr. Professional I $280 - $300 Professional $240 - $260 Analyst III $220 - $240 Analyst II $190 - $220 Analyst I $170 - $190 Support Staff $170 – $190 DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 26  Packet Pg. 104 of 198  Professional Services Rev. Dec.15, 2020 Page 23 of 24 EXHIBIT D INSURANCE REQUIREMENTS CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY STATUTORY STATUTORY YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGE COMBINED. $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED BODILY INJURY - EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY. II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL: PURCHASINGSUPPORT@CITYOFPALOALTO.ORG III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS: A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 27  Packet Pg. 105 of 198  Professional Services Rev. Dec.15, 2020 Page 24 of 24 B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL: PURCHASINGSUPPORT@CITYOFPALOALTO.ORG DocuSign Envelope ID: 3CB8071D-8F38-40C4-A77A-AE72FB775853 Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 28  Packet Pg. 106 of 198  Certificate Of Completion Envelope Id: 3CB8071D8F3840C4A77AAE72FB775853 Status: Completed Subject: Complete with DocuSign: C24189371 Quiet Zone Study pdf Source Envelope: Document Pages: 24 Signatures: 1 Envelope Originator: Certificate Pages: 2 Initials: 0 Alice Harrison AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 Alice.Harrison@CityofPaloAlto.org IP Address: 199.33.32.254 Record Tracking Status: Original 2/1/2024 9:34:44 AM Holder: Alice Harrison Alice.Harrison@CityofPaloAlto.org Location: DocuSign Security Appliance Status: Connected Pool: StateLocal Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign Signer Events Signature Timestamp Peter Meyerhofer peter.meyerhofer@kimley-horn.com Vice President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 134.238.198.140 Sent: 2/1/2024 9:37:50 AM Viewed: 2/1/2024 9:49:01 AM Signed: 2/1/2024 9:51:50 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Ripon Bhatia ripon.bhatia@cityofpaloalto.org Senior Engineer City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 2/1/2024 9:51:51 AM Viewed: 2/1/2024 10:38:28 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 2/1/2024 9:37:50 AM Certified Delivered Security Checked 2/1/2024 9:49:01 AM Signing Complete Security Checked 2/1/2024 9:51:50 AM Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 29  Packet Pg. 107 of 198  Envelope Summary Events Status Timestamps Completed Security Checked 2/1/2024 9:51:51 AM Payment Events Status Timestamps Item 5 Attachment A - Kimley Horn and Associates Contract No. C24189371        Item 5: Staff Report Pg. 30  Packet Pg. 108 of 198  City Council Staff Report Report Type: ACTION ITEMS Lead Department: Community Services Meeting Date: March 4, 2024 Report #:2402-2669 TITLE Adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and approve the proposed name “Tower Well Park” as Recommended by the Parks and Recreation Commission. CEQA status - not a project. RECOMMENDATION The Parks and Recreation Commission and staff recommend that the City Council adopt a Park Dedication Ordinance (Attachment A) for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and approve the proposed name “Tower Well Park.” BACKGROUND This item was previously on the January 22, 2024 City Council Agenda as a consent item. The item was pulled by three Councilmembers (Burt, Lythcott-Haims, and Veenker) and is now brought forward as an Action Item. The Parks and Recreation Commission (PRC) 2023-2024 Work Plan1, approved by the City Council, includes a goal of conducting a broad review and assessment of potential sites within Palo Alto to recommend dedicating as parkland. A Park Dedication Ordinance reserves the land for park, recreation, or conservation purposes. Article VIII of the City Charter states: “All lands owned or controlled by the city which are or will be used for park, playground, recreation or conservation purposes shall be dedicated for such purposes by ordinance.” Additionally, the Charter states that all dedicated parklands shall be listed, with their legal description and map, in Section 22 of the Municipal Code. The proposed site is currently functioning as a park; however, the land is currently not designated as parkland. Historically, the City Council considered selling the property in 1992 but rejected three proposals to purchase the property because they did not preserve the Tower. In February 1996 the City Council discussed proposed concepts for use of the Tower Well site, and as a result of that discussion, in June 1996 a Request for Proposal (RFP) for an option to purchase the Tower Well site was released. In February 1997 there was a recommendation from 1 Parks and Recreation Commission 2023-2024 Workplan, https://cityofpaloalto.primegov.com/Portal/viewer?id=1819&type=2 Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 1  Packet Pg. 109 of 198  staff to accept a proposal from Thomas and Kathleen Taylor for an option to purchase the Tower Well site for $100,000. There was a sizable amount of public comment and discussion, and a motion was made to continue the discussion to a later meeting. Ultimately, the City Council rejected the four proposals in a 4-5 split vote. In April 1999 the City Council approved an offer to perform a structural analysis of the Tower Well. With the integrity of the Tower passing, in 2000 the City Council decided to preserve the site and honor the historic Tower Well and transition the function of the site to a park and plaza. ANALYSIS On October 24, 2023, the PRC discussed dedicating the Tower Well site as parkland. The Commission was supportive of the PRC Park Dedication Ad Hoc Committee (Ad Hoc) and staff’s recommendation to dedicate the site. Commissioners asked what costs would be associated with dedicating the site as parkland. Staff explained that the only near-term cost would be adding a park sign, which would cost approximately $2,500. The site has several existing park amenities: a decomposed granite pathway, six interpretive signs, two park benches, and landscaping. Commissioners also asked about the existing cost of the maintenance for the site. The Tower Well site is maintained as part of a contract managed by the Community Services Department. The annual cost for the maintenance of the site (landscaping, trash and litter collection, and general maintenance) is approximately $7,000 per year. On October 27, 2023, the Ad Hoc and staff consulted with Darla Secor, Historian with the Palo Alto Historical Association (PAHA), to seek a name recommendation for the potential park at the Tower Well site. The City’s Naming Policy (Attachment B) establishes criteria which guides the PAHA and the appropriate City Commission or Committee in recommending names to the Council for approval. The PAHA Board, noting the significant historic landmark on the property, recommends the name “Tower Well Park” (Attachment C). The PAHA Board explained in their November 8, 2023, letter to City Council, “When constructed in 1910, the water tower was the first major visible infrastructure of the City’s utilities and is a symbol of the City’s successful beginnings and forward-thinking leaders. The PAHA Board agrees that ‘Tower Well Park’ reflects the historic significance of this site.” On November 28, 2023, the PRC voted unanimously2 (7-0) to approve the recommendation that the City Council adopt a Park Dedication Ordinance for the Tower Well site, 0.19 acres of land (8,437 square feet) at 201 Alma Street and approve the proposed name “Tower Well Park.” FISCAL/RESOURCE IMPACT The Community Services Department’s existing operating budget will absorb the $2,500 expense for adding a park sign at the site. The annual cost for the maintenance of site (landscaping, trash and litter collection, and general maintenance) is approximately $7,000 per year and is already included in the CSD Operating Budget. At the PRC’s November 28, 2023 meeting there was 2 Parks and Recreation Commission, November 28, 2023; Agenda Item #3; Minutes, www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas-minutes/parks-and- recreationcommission/agendas-minutes/2023-agendas-and-minutes/11-nov/prc-draft-minutes-11.28.23.pdf Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 2  Packet Pg. 110 of 198  discussion about refreshing the landscaping, including adding a meditative space or Zen Garden. While there are currently no plans for park improvements, staff will consider the recommendations of the PRC and other community partners. Future improvements would either be absorbed by the Department’s existing operating or capital budget, or funds would be requested through the annual budget process. STAKEHOLDER ENGAGEMENT Prior to the PRC November 28, 2023, meeting, a Tower Well Park Dedication Fact Sheet was posted at the site and on the PRC website. There were no public comments on this item at the PRC meeting. A public notice was mailed directly to 255 resident parcels within 500 ft of the 201 Alma Street site on December 19, 2023, advising of the proposed dedication ordinance. Staff reached out to the Utilities, Planning, and Public Works Departments to ensure that dedication of this site would not conflict with future planned projects. No conflicts were identified. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because Adopt a Park Dedication Ordinance for the Tower Well site is an administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5). ATTACHMENTS Attachment A: Park Dedication Ordinance for Tower Well Site at 201 Alma Street Attachment B: Policy Naming City Owned Land or Facilities Attachment C: Letter from the Palo Alto Historical Association with Park Name Recommendation Attachment D: Item Public Comment from 1/22/24 APPROVED BY: Kristen O'Kane Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 3  Packet Pg. 111 of 198  NOT YET ADOPTED 1 100_20231113_ts24 ORDINANCE NO. Ordinance of the Council of the City of Palo Alto Dedicating the Area to Become the Tower Well Park The Council of the City of Palo Alto does ORDAIN as follows: SECTION 1. Findings and Improvements. The City Council finds and declares that: (a) Article VIII of the Charter of the City of Palo Alto and section 22.08.004 of the Palo Alto Municipal Code specify that land intended to be used for park purposes can be dedicated for such use by ordinance. (b) The Tower Well Park site (“site”) is defined as the area described in Exhibit A-31 to this ordinance. Generally, the site is at the corner of Alma Street and Hawthorne Avenue, and contains a water tower constructed in 1910. The Palo Alto Historical Association remarks that “[w]hen constructed in 1910, the water tower was the first major visible infrastructure of the City’s utilities and is a symbol of the City’s successful beginnings and forward thinking leaders.” (c) The City intends to dedicate the Tower Well Park as parkland through this ordinance. SECTION 2. The City Council hereby dedicates the site pursuant to Article VIII of the Charter of the City of Palo Alto and section 22.08.004 of the Palo Alto Municipal Code. SECTION 3. Section 22.08.440 is hereby added to Chapter 22.08 (Park dedications) to read as follows: 22.08.440 Tower Well Park That certain parcel of land known as the Tower Well Park, as delineated and described in Exhibit A-31, is hereby reserved for park, playground, recreation or conservation purposes. SECTION 4. Exhibit A-31 of this ordinance shall be codified as Exhibit A-31 to the Exhibits of Title 22. SECTION 5. The City Council finds that this ordinance is not a project within the meaning of CEQA. // // // // Item 6 Attachment A - Park Dedication Ordinance for Tower Well Site at 201 Alma Street        Item 6: Staff Report Pg. 4  Packet Pg. 112 of 198  NOT YET ADOPTED 2 100_20231113_ts24 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 of Community Services Item 6 Attachment A - Park Dedication Ordinance for Tower Well Site at 201 Alma Street        Item 6: Staff Report Pg. 5  Packet Pg. 113 of 198  A.P.NO. 120-25-060 APRIL 15, 1996 REQUESTED BY: JANET FREELAND APPROVED BY: JAMES D. KIEHL ,~.K. CREATED BY: JAMES T. BOURQUIN -'-'~ CHECKED BY: JAY E. REMLEY, SR. ffZ" LEGAL DESCRIPTION PARCEL 1 All that real property situated in the City of Palo Alto, County of Santa Clara, State of California ¯ described as follows. Being a portion of Lot 1, Block 2, as shown upon that certain map of the re-subdivision of Block 2, recorded on September 6, 1902 in Volume F-3 of Maps, Page 4, said re-subdivision being a portion of that certain map entitled "UNIVERSITY PARK", recorded on February 27, 1889 in Book D of Maps, Page 69; Beginning at the intersection of the northeasterly line of Alma Street with the southeasterly line of Hawthorne Avenue; THENCE, northeasterly 112.50 feet along.the southeasterly line of Hawthorne Avenue; THENCE, southeasterly 75.00 feet and parallel with Alma Street; THENCE, southwesterly 112.50 feet and parallel with Hawthorne Avenue; THENCE, northwesterly 75.00 feet along the northeasterly line of Alma Street to the POINT OF BEGINNING, Said Parcel 1 contains 8,437.50 square feet more or~ less, Said Parcel 1 is shown on attached map Exhibit "B" .and made a part hereof, LEGAL: 12025060.wpd PLAT: 12025060.DWG End of Legal Description Exhibit "A" EXHIBIT A ( 1 of 2) (to Deed) Exhibit A-31Item 6 Attachment A - Park Dedication Ordinance for Tower Well Site at 201 Alma Street        Item 6: Staff Report Pg. 6  Packet Pg. 114 of 198  35' I,i i,I Z HAWTHORNE AVENUE -- P.D.B. PARCEL =:-XHIBTT_ 35' IIBSO ¯ PARCEL A.P.No, ]80-85-060 DRAWN BY: J. KIEHL CHECKED BY: J. BI:]URQUIN..~rB CHECKED BY: J. REMLEY/#'~: LEGAL F]LENAME: 18085060 DRAWING F]LENAME: 12025060 112.50' s°°& A,P.No , 77.13' PARCEL 1 WELL SITE UNIVERSITY PARK A.P,No. CITY OF PALD ALTO, CALIFORNIA EXHIBIT A (2 of 2) 35.37" d Z O_ <£ 180-85-053 SCALE: l" = P.L.S. 7158 APPROVED: REVISION: (4) 4/18/96 Item 6 Attachment A - Park Dedication Ordinance for Tower Well Site at 201 Alma Street        Item 6: Staff Report Pg. 7  Packet Pg. 115 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 1 of 8 NAMING CITY-OWNED LAND AND FACILITIES POLICY STATEMENT The purpose of this policy is to ensure that City-owned land and facilities, when named for individuals, are persons who have made significant contributions or performed services deemed to have been of major importance to the community. This policy establishes uniform procedures for the naming of City-owned land and facilities as set forth by Council Resolution No. 6211, approved on December 12, 1983, and revised by Council on April 12, 2004. The policy is applicable to new and existing City-owned land and facilities. The policy provides a mechanism for citizens to suggest names which they believe should be considered for new City facilities or land acquisitions and for the renaming of existing facilities and lands. The policy also establishes criteria which will guide the Historical Association and the appropriate City Commission or Committee in recommending names to the Council for approval. Naming and renaming City-owned land and facilities shall be the responsibility of the City Council. However, places within City-owned land or facilities, such as a room or patio within a building or a trail or athletic field within a park, which do not require formal dedication by the City Council, may be named by the City Manager or his/her designee, subject to final approval by the City Council via the consent calendar. This process does not apply to the naming of streets which will continue to be processed through the Planning and Community Environment Department (Policy and Procedure 1-16: Naming of City Streets). The naming of a street may be considered an appropriate alternative means of honoring an individual. The City Council has determined that significant individual, family or foundation contributions to the construction/renovation of City facilities can be recognized through the naming of said facilities after these groups. This document outlines the procedure to be followed when a fund- raising group or board, with the approval of the City Council, embarks upon a capital campaign for the purpose of securing private funds for the acquisition of land, renovation/expansion of an existing building, or the construction of a new facility, and wishes to offer naming opportunities in recognition of significant donations of money or land. The City Council has determined that significant contributions from corporations or corporate foundations to capital campaigns will not be accepted in exchange for the ability to name entire facilities in recognition of these corporate entities. However, the City Council has agreed to allow naming recognition of corporate or commercial entities in facility interiors or on sub-facilities as described in this policy. Business logos associated with any benefactor seeking naming rights shall not be allowed on any City owned land, facility, building or sub-facility under this policy. Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 8  Packet Pg. 116 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 2 of 8 The City may remove any business name from a City facility or property if the business declares bankruptcy and goes out of business. The City may remove any individual name from a City facility or property if the person is convicted of a felony or other crime of moral turpitude. If a name is removed under this provision, the City shall not be required to return the donation. SECTION 1: PROCEDURE FOR NAMING NEW FACILITIES OR CITY-OWNED LANDS In cases involving a major capital fundraising campaign, there will be a separate and different procedure from the one outlined below. Section 3 below on “Naming Recognition for Capital Campaigns” further outlines this process. A. Responsibility of the Project Manager Implementation of this policy is the responsibility of the department in which the project to be named is managed. In the instance of a new City-owned land or facility, the project manager should incorporate the process for naming into the project schedule so the naming is accomplished in a timely manner. 1. Requests concerning a name to be given to the City-owned land or facility shall be made in writing on an approved suggestion form to the City Clerk. a. The project manager should alert the City Clerk when to expect the submission of names and the anticipated time frame for the naming process. b. The project manager may submit suggested names on an approved suggestion form on behalf of staff or citizens who have been involved in the project development. c. In some instances, it may be appropriate to actively solicit suggestions and, in those cases, the project manager should specify a time frame for submissions and method of notification. d. All submittals, whether from an individual or an organization, must include the name and address of the submitter. No anonymous submittals will be accepted. e. All suggestions will be given the same consideration without regard to the nomination source. 2. The project manager is responsible for conveying the name suggestion forms from the City Clerk to the Palo Alto Historical Association and presenting the recommendations from the Historical Association to the appropriate commission or committee whose sphere of influence is most closely associated with the facility in question. The Parks and Recreation Commission shall review name suggestions for acquired land to be dedicated as a park, recreational facilities, community centers and interpretive centers. The Library Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 9  Packet Pg. 117 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 3 of 8 Advisory Commission shall review name suggestions for library facilities. The Public Art Commission shall review name suggestions for art facilities. The Policy and Services Committee shall review name suggestions for police, fire or utility facilities as well as major civic complexes. a. The Historical Association may also originate suggestions for names or provide suggestions for appropriate alternatives as part of its recommendations. b. The project manager shall assure that adequate time is allowed for the Historical Association and the appropriate commission or committee to evaluate the recommended names. c. The Historical Association shall determine if the suggested names meet the criteria of appropriate significance, and shall submit the recommendations to the appropriate commission or committee together with the rationale for the recommendations. The response from the Historical Association shall acknowledge all the names that are submitted, but recommend only those which it feels meet the criteria and warrant serious consideration. B. Responsibility of the Reviewing Commission Or Committee 1. The commission or committee shall conduct a public hearing, confirm that the recommended names meet the criteria of appropriate significance, select recommendation(s) provided by the Historical Association, and shall forward its recommendation to the City Council. The report from the commission or committee shall acknowledge all of the recommended names together with their evaluation, but present only the name(s) which it feels best meets the criteria and merits serious consideration by the City Council. 2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Council. The transmittal shall include a narrative of historic reference prepared by the Palo Alto Historical Association for the name, a copy of the name suggestion form, and minutes of the Commission meeting when the recommendation was discussed. C. Criteria The following criteria shall be used in selecting an appropriate name for City-owned land and facilities. 1. The name should, if possible, have or preserve the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid. Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 10  Packet Pg. 118 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 4 of 8 2. Acknowledgement of contributions: Consideration may be given to naming the City- owned land or facility after an individual when the land or facility, or the money for its purchase, has been donated by the individual, or when otherwise warranted by some contribution or service which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, development, construction or renovation of that particular facility. Donation of land or resources shall not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual, family, or individual/family foundation. City-owned lands, parks, or entire facilities shall not be named for benefactor organizations, groups or businesses, but in special cases, may be considered for sub-facilities such as rooms or playgrounds. In cases involving a major capital fundraising campaign, see Section 3 below – Naming Recognition for Capital Campaigns. 3. Names honoring individuals or families, other than those of recognized historic importance, must be supported by compelling reasons. 4. In the event the City-owned land or facility was formerly school property or had other ownership such that the name of the school, building or site has community significance or community recognition, consideration may be given to preserving that name. 5. The City encourages naming which reflects the City’s ethnic and cultural diversity. 6. No City-owned land or facility shall be named after a seated elected or appointed official. 7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties. 8. When naming sub-facilities or interior spaces, such as rooms or playgrounds, after corporate or commercial entities or foundations, these entities must abide by the City’s anti-discrimination policy. D. Council Action 1. The recommendations received from the Historical Association and the commission or committee shall be placed on the Council agenda for final approval. 2. Action by the Council shall be by Council Resolution. E. Follow-up to Selection of the Name 1. The above-described process for selecting an appropriate name should precede the preparation of a park dedication ordinance. Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 11  Packet Pg. 119 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 5 of 8 2. Subsequent to approval by the City Council, the name for the City-owned land or facility shall be conveyed to the Department of Public Works for incorporation in City official maps and plans, and to the Palo Alto Historical Association for its records. F. Naming Places Within City-owned Land or Facilities In the case of places within City-owned land or facilities, where the policy does not require a Council resolution, responsibility for requesting Council approval of the new name shall reside with the department head who manages the land or facility. Ideally, the naming of features within a park and specific trails or facilities within open space lands will occur during the master plan or site plan process. Names within parks should be appropriate to the park by reflecting the expression of the place (topography, geology, natural features), flora and fauna, or history of the area. In advance of the naming, the department head shall send a memorandum to the City Manager advising of the proposed action and requesting approval. The City Manager will then seek approval of the name from the City Council via the consent calendar. SECTION 2: PROCEDURE FOR RENAMING EXISTING FACILITIES OR CITY- OWNED LANDS Existing place names are deemed to have historic recognition. City policy is not to change the name of any existing facilities or City-owned land, particularly one whose name has City or regional significance, unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a person or persons only when the person or persons have made major, overriding contributions to the City and whose distinctions are as yet unrecognized. A. Renaming Suggestions 1. All requests concerning a new name to be given to the City-owned land or facility shall be made in writing on an approved suggestion form to the City Clerk. The suggestion must detail how the proposed name change is consistent with the criteria, the purpose of the name change, and how the new name is directly associated with the land or facility. 2. All submittals, whether from an individual, organization or City staff, must include the name and address or the submitter. No anonymous submittals will be accepted. 3. The City Council shall initiate the renaming process by referral of the public or staff request to the commission or committee whose sphere of influence is most closely associated with the facility in question. Council can also initiate the renaming of lands or a facility without a public request whenever deemed necessary or in the best interest of the City of Palo Alto, following established criteria. Once the referral is made by the City Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 12  Packet Pg. 120 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 6 of 8 Council to a specific commission or committee, the commission or committee will await comment and evaluation of the new name from the Palo Alto Historical Association. B. Responsibility of the Project Manager 1. The City Clerk is responsible for conveying the name suggestion form(s) received by the deadline to the Project Manager, who will be responsible for forwarding to the Palo Alto Historical Association and then transmitting the recommendation(s) from the Palo Alto Historical Association to the appropriate commission or committee as outlined in Section A above. 2. The recognized neighborhood association in the vicinity of the land or facility will be notified of the proposed name change at the time the reviewing commission or committee receives the report from the Historical Association. C. Responsibility of the Reviewing Commission Or Committee 1. The commission or committee shall conduct a public hearing, confirm that the suggested name(s) meet the criteria of appropriate significance, select recommendation(s) from the names provided by the Historical Association, and shall forward its recommendation to the City Council. The report from the commission or committee shall acknowledge any recommended names together with its evaluation, but present only the name or names which it feels best meets the criteria and merits serious consideration by the Council. 2. Once approved, a transmittal and resolution will be prepared by staff for consideration and approval by the City Council. The transmittal shall include a narrative of historic reference for the name or names, together with a copy of the name suggestion form. D. Criteria Each application for renaming a city park or facility must meet the criteria in this policy, but meeting all criteria does not ensure renaming. City-owned lands and facilities may be renamed for an individual(s) under the following conditions. Where the individual: 1. Has made lasting and significant contributions to the protection of natural or cultural resources of the City of Palo Alto, or 2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the established standards for the facility, or 3. Has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City of Palo Alto. Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 13  Packet Pg. 121 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 7 of 8 E. Council Action 1. The recommendations received from the Palo Alto Historical Association and commission or committee shall be submitted for Council approval. 2. Action by the Council shall be by Council Resolution. F. Follow-up to Selection of Name 1. Subsequent to approval by the City Council, the new name for the City-owned land or facility shall be conveyed to the Department of Public Works for incorporation in City official maps and plans, and to the Palo Alto Historical Association for its records. NOTE: Questions and/or clarification of this policy should be directed to the City Manager's Office. SECTION 3: PROCEDURE FOR OFFERING NAMING RECOGNITION FOR SIGNIFICANT DONATIONS TO CAPITAL FUNDRAISING CAMPAIGNS This section applies to any organized fundraising initiated by the City, a Board/Commission or other group whose sole purpose is to support City programs and operations in support of the renovation/expansion of an existing building, the construction of a new facility, the acquisition of a building/land, or the furnishings, fixtures and equipment in said facilities. A. Responsibility of the staff liaison to the Board, Commission, Task Force or group conducting the Capital Campaign Implementation of this policy is the responsibility of department in which the project to be acquired/constructed/renovated is managed. A staff liaison appointed to work with the board/committee will guide them through the process and manage appropriate contacts with other departments as necessary during the acquisition, design and construction process. This will ensure that appropriate information and materials are provided to the group and that opportunities and expectations are clear, understandable, and feasible within the framework of the project. B. When a Capital Campaign is initiated by the City, a Commission or other group whose sole purpose is to support City programs and operations, accommodations to the procedures outlined in Sections 1 and 2 shall be made as follows: a. The organizing body may meet and discuss preliminary plans with the City’s liaison, Department Head and the City Attorney’s office in order to facilitate any “silent” fundraising period. b. The organizing body shall request authorization from the City Council for a Naming Recognition Plan in support of a specific project. They shall provide the following information in their request: Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 14  Packet Pg. 122 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 8 of 8 i. Name of the organizing body; ii. Purpose of the campaign; iii. Monetary goal of the campaign; iv. Expected term of the campaign; v. Plan for naming recognition including a schedule of naming opportunities and associated gift levels vi. Maintenance/replacement of naming recognition items – City staff shall work with the organizing body to ensure that the plan includes acknowledgement of the maintenance responsibilities associated with any naming recognition items within the facility. c. Once the Naming Recognition Schedule has been approved by the City Council, the fund-raising body shall have the authority to proceed with making commitments for naming opportunities with potential donors subject to final Council review. d. The naming of a facility or sub-facility will not occur until the pledged donation is received. e. Consistent with the Gifts to the City policy, all gifts paid directly to the City shall be duly reported to the Administrative Services Department (ASD) Director and recognized appropriately in accordance with that policy (Policies and Procedures 1-18). If a donation was given anonymously, the donor’s identity shall be protected to the extent possible. f. Under this procedure, the organizing body must present a final report to the City Council for approval, detailing the funds received and any naming opportunities granted, along with a timeline for the completion of the recognition. The group may also come to the Council at any time during the capital campaign for approval of one or more naming recognition items. All naming recognition must be adopted by resolution of the City Council. The City Manager or designee can also request that any donations and associated naming recognitions be brought to the City Council at an earlier point in the capital campaign for approval. C. The one exception to this procedure shall be for the naming of an entire building as recognition for a significant monetary or land contribution. If a fund-raising group secures a donation significant enough to warrant naming the entire facility in recognition of that individual, family or foundation, this should be presented directly to the City Council for approval separately and as soon as possible after this type of donation is secured. As part of this approval process, the Council may solicit input from the Palo Alto Historical Association or the appropriate board/commission. Consistent with the policy statement, the City will not recognize significant corporate donations by naming an entire facility in honor of these entities. D. In cases of major building reconfigurations or disasters that destroy or damage portions of the building, the City reserves the right to remove and not replace naming recognitions. However, the City will consider the original donation intent in these instances and make accommodations as feasible. Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 15  Packet Pg. 123 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 1 of 3 APPLICATION FOR NAMING OR RENAMING CITY-OWNED LANDS OR FACILITIES Naming objectives: 1. Ensure that parks, recreational areas and facilities are easily identified and located. 2. Ensure that names designated for parks, recreational areas and facilities are consistent with the values and character of the area or neighborhood served. 3. Encourage public participation in the naming, renaming and dedication of parks, recreation areas and facilities. 4. Encourage the donation of land, funds for land acquisition or development by individuals and groups. Criteria for naming new facilities or parks: The following criteria shall be used in selecting an appropriate name for City-owned land and facilities. 1. The name shall have or preserve the geographic, environmental (relating to natural or physical features), historic or landmark connotation of particular significance to the area in which the land or facility is located, or for the City as a whole. Either connotation is equally valid. 2. Consideration may be given to naming the City-owned land or facility after an individual when the land or facility, or the money for its purchase, has been donated by the individual, or when otherwise warranted by some contribution or service which is deemed to be of major and lasting significance to the acquisition of that piece of land, or planning, development, construction or renovation of that particular facility. Donation of land or resources shall not constitute an obligation by the City to name the land or facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named for benefactor organizations, groups or businesses, but in special cases, may be considered for sub- facilities such as rooms or playgrounds. 3. Names honoring individuals or families, other than those of recognized historic importance, must be supported by compelling reasons. 4. In the event the City-owned land or facility was formerly school property or had other ownership such that the name of the school, building or site has community significance or community recognition, consideration may be given to preserving that name. 5. The City encourages naming which reflects the City’s ethnic and cultural diversity. 6. No City-owned land or facility shall be named after a seated elected or appointed official. 7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be made for former such employees who have contributed volunteer services of an exceptional nature beyond their normal duties. 8. When naming sub-facilities, such as rooms or playgrounds, after corporate or commercial entities or foundations, these entities must abide by the City’s anti-discrimination policy. Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 16  Packet Pg. 124 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 2 of 3 Criteria for renaming existing facilities of parks: Each application for renaming a city park or facility must meet the criteria listed above, but meeting all criteria does not ensure renaming. Existing place names are deemed to have historic recognition. City policy is not to change the name of any existing facilities or City-owned land, particularly one whose name has City or regional significance, unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a person or persons only when the person or persons have made major, overriding contributions to the City and whose distinctions are as yet unrecognized. City-owned lands and facilities may be renamed for an individual(s) under the following conditions. Where the individual: 1. Has made lasting and significant contributions to the protection of natural or cultural resources of the City of Palo Alto, or 2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the established standards for the facility, or 3. Has made substantial contributions to the advancement of commensurate types of recreational opportunities within the City of Palo Alto. Suggestions for naming or renaming City-owned lands or facilities shall be evaluated on the basis of the above criteria and upon appropriate documentation. Person making the name suggestion (required): Address (required):_____________________________________________________________ Contact phone number (required):_________________________________________________ E-mail (not required):___________________________________________________________ Location of site or facility to be named:_____________________________________________ Suggested name (required):_______________________________________________________ Biographical information: (Explain) ________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Civic involvement: (Explain) ______________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 17  Packet Pg. 125 of 198  POLICY AND PROCEDURES 1-15/MGR Revised: April 2008 Page 3 of 3 ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Connection to the facility: (Please explain in depth) ____________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Reason for Nomination (required): _________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Additional Comments (additional information may be attached): _________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Date Received by the City Clerk: ____________________________________ Submitted to Palo Alto Historical Association: _________________________ Date scheduled for review by commission: ____________________________ Item 6 Attachment B - Policy Naming City Owned Land or Facilities        Item 6: Staff Report Pg. 18  Packet Pg. 126 of 198  November 8, 2023 Palo Alto City Council 250 Hamilton Avenue Palo Alto, CA 94301 Dear Members of the City Council, Following the City’s Naming Policy, the Palo Alto Historical Association has been requested to recommend a name for the new park at the corner of Alma Street and Hawthorne Avenue. Given the significant historic landmark on the property, we recommend “Tower Well Park.” When constructed in 1910, the water tower was the first major visible infrastructure of the City’s utilities, and is a symbol of the City’s successful beginnings and forward thinking leaders. The PAHA board agrees that “Tower Well Park” reflects the historic significance of this site. For the Palo Alto Historical Association Board, Darla Secor Historian, Palo Alto Historical Association Item 6 Attachment C - Letter from Palo Alto Historical Association with Park Name Recommendation        Item 6: Staff Report Pg. 19  Packet Pg. 127 of 198  From:Miriam K. Freedman To:Council, City Subject:Parkland Dedication of Tower Well Site Date:Sunday, January 21, 2024 2:14:39 PM Some people who received this message don't often get email from miriamkfreedman@gmail.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear members of the City Council, I'm writing to support that beautiful little park at the Water Tower on Alma Street. It's a gem. I walk past it often--as do many people--and I see people enjoying the seats amid the native-type plantings and the historic Water Tower. It's a lovely spot for respite. I am glad that the City will continue to dedicate it for its current use by the citizens of Palo Alto. Thank you for your efforts. Miriam Freedman Miriam Kurtzig Freedman, JD, MA Author, Special Education 2.0 & many other books 617 510 0248 (cell) miriamkfreedman@gmail.com http://schoollawpro.com City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: Planning and Development Services Meeting Date: March 4, 2024 Report #:2402-2602 TITLE Public Hearing: Second Reading Planned Community Ordinances for 2901 Middlefield Road and 702 Ellsworth Place. CEQA Status – Categorically Exempt RECOMMENDATION Staff recommends City Council: (1) Adopt the draft ordinances amending the Planned Community Ordinance 2343 to rezone 2901-2905 Middlefield Road and 702 Ellsworth Place as prepared for the February 5, 2024 City Council meeting; or (2) Consider further amendments to site development regulations contained in the draft ordinance affecting 702 Ellsworth Place related to the sight distance triangle, fence design, and posted sign restricting the size of delivery trucks on Ellsworth Place EXECUTIVE SUMMARY This is the second reading of two ordinances for Planned Communities (PC), originally scheduled for February 5, 2024 (Attachments A and B). The staff report from the Council Packet February 5, 2024 item #7 is provided as Attachment C. The ordinances were agendized as consent items, and then removed for debate and discussion by a majority of the Council, consistent with Section 2.04.270(c) of the Municipal Code. Additional public correspondence received in advance of the February 5, 2024 Council meeting is included as Attachments D and E. BACKGROUND This report summarizes feedback from members of the community, as well as a revision requested by the property owner of 702 Ellsworth Place, received after the publication of proposed ordinances amending Planned Community ordinance PC-2343 (Attachments A and B). On December 11, 2023, City Council conducted a public hearing introducing two ordinances amending Planned Community ordinance PC-2343 to allow for the development of a new single-family residence at 702 Ellsworth Place. This was the Council’s third public hearing Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 1  Packet Pg. 129 of 198  related to the project. After extensive discussion, the Council approved the ordinances with additional modifications as requested by the property owner of 702 Ellsworth Place and based on a neighbor’s submittal of a revised delivery space location on the 2901-2905 Middlefield Road parcel. The staff report for the February 5, 2024 Council agenda item 7 is provided as Attachment C. Residents of Ellsworth Place expressed concern that revisions to the proposed ordinances did not accurately reflect the Council’s motion in three respects: •The fence design for the 702 Ellsworth Place parcel, •The City‘s standard sight distance triangle on the 702 Ellsworth Place parcel, and •The signage requirement within the City’s Middlefield Road right of way to prohibit delivery trucks longer than 24 feet. Staff provided responses in advance of the February 5, 2024 Council agenda (Attachment D). The responses include references to the video recording of the Council’s discussion posted on the City of Palo Alto YouTube channel. ANALYSIS Staff provided responses to the Council questions received from Mayor Stone and Vice Mayor Lauing the week prior to the February 5, 2024 second reading; these responses, found online, are provided as Attachment D to this report. Staff reviewed the meeting video of December 11, revised the ordinances and drawings (with the applicant’s architect) to reflect the Council’s motion, and provided references to the relevant times these issues were discussed in the YouTube video of the December 11 Council meeting. The staff responses are provided below, using an excerpt of the image from the alternative exhibit for the 702 Ellsworth Place parcel. 1.Fence Design/Alternative Exhibit for 702 Ellsworth Place PC Regarding the fence design, the Council's motion and comments on the motion do not prescribe a specific design but rather a performance standard, i.e., that the fence provide adequate visibility between the Ellsworth Place driveway and the sidewalk along Middlefield Road. See Motion by Burt 2:47:30-2:49:20 3. The ordinance in the February 5, 2024 Council packet already referred to the council motion and did not mention a wrought iron fence. Subsequently, the property owner of 702 Ellsworth Place provided a revised drawing (after Attachment B, Exhibit 1) that no longer specifies a wrought iron fence design to address the neighbor’s concern regarding the fence material. Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 2  Packet Pg. 130 of 198  2.Exhibit Unchanged – Standard City Site Triangle Regarding the revisions to the sight triangle/driveway regulations (Section 4(g)(v) of the 702 Ellsworth Place PC ordinance) the Council considered and did not accept the greater driveway setback requirements. The Council's comments on the motion reflect an intent to accept a "hybrid" of two proposals presented by the applicant to the Council on December 11, 2023, which depicted a standard 35-foot sight triangle and a 3-foot-tall fence, as shown in Exhibit 1 to the 702 Ellsworth Place PC ordinance. See: o Presentation by applicant 1:04:19-1:07:45 o Public comment 1:19:50-1:22:00 o Council Discussion 2:19:20-2:26:35 o Motion by Kou on driveway setbacks (also referral back to PTC) failed for lack of 2nd 2:40:30-2:43:40 o Motion by Burt 2:46:50-2:49:20 2. 3.Sign Installation Within City Right of Way to Prohibit Larger Trucks Regarding the sign prohibiting delivery trucks longer than 24 feet (Section 5(b)(iii) of the 2901- 2905 Middlefield Road PC ordinance), neither the motion nor the Council discussion contains anything to suggest the Council intended to modify that provision. The Council's motion does accept the "UPS-approved delivery space" proposed during by the neighbor during public comment, the Council did not address that sign provision during the hearing. The applicant did not request any modifications to that provision. The public comment acknowledges that provision but does not request any modifications and further stated that UPS and other daily delivery trucks are 14 to 18 feet long and 10 feet wide. Staff had recommended retaining the sign requirement because trucks greater than 24' long would have a difficult time performing turnaround maneuvers in the 26-foot-wide Ellsworth Place driveway. See: Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 3  Packet Pg. 131 of 198  • Public comment 1:15:00-1:15:50 • Public comment 1:16:45-1:19:50 FISCAL/RESOURCE IMPACT Utilities staff provided a rough estimate of the $20,000-$25,000 for engineering and construction costs for the relocation of the communications pole, which will be split equally between the City of Palo Alto and the project applicant. ENVIRONMENTAL REVIEW Council action on this item is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(b)(3) in that it can be seen with certainty that minor changes to the parking configuration at 2901-2905 Middlefield Road and construction of a single-family home will not result in a significant impact on the environment. Council action on the PC ordinance for 2901-2905 Middlefield Road (Attachment A) is also categorically exempt under CEQA Guidelines section 15301 (minor alterations to existing facilities). Council action on the PC ordinance for 702 Ellsworth Place (Attachment B) is also categorically exempt under CEQA Guidelines section 15303 (construction of a new single-family residence). ATTACHMENTS Attachment A: Proposed ordinance amending Section 18.08.040 of the Palo Alto Municipal Code (Zoning Map) to rezone the property at 2901-2905 Middlefield Road from Planned Community Ordinance 2343 to Planned Community Ordinance-XXXX Attachment B: Proposed ordinance amending Section 18.08.040 of the Palo Alto Municipal Code (Zoning Map) to rezone the property at 702 Ellsworth Place from Planned Community Ordinance 2343 to Planned Community Ordinance-XXXX Attachment C: Staff report from February 5, 2024 Council Packet Attachment D: Staff response to Councilmember Questions Attachment E: Written public comments received after publication of packet for February 5, 2024 APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 4  Packet Pg. 132 of 198  *NOT YET APPROVED* Ordinance No. Attachment A Ordinance of the Council of the City of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (the Zoning Map) to Rezone the Property at 2901- 2905 Middlefield Road from Planned Community Ordinance 2343 (PC- 2343) to Planned Community Ordinance XXXX (PC-XXXX). The Council of the City of Palo Alto does ORDAIN as follows: SECTION 1. Findings and Declarations. (a)On February 2, 2023, Dewey Land Company LLC (“Dewey”) and Handa Developer’s Group/RRP (“Handa”) applied to amend Planned Community Ordinance 2343 (“PC- 2343”) to apply solely to the property at 2901-2905 Middlefield Road, APN 127-35-194, (“Middlefield Parcel”) and rezone the property at 702 Ellsworth Place, APN 127-35-152, (“Ellsworth Parcel”) from Planned Community to Single Family Residential (R-1). (b)At a March 13, 2023 study session, the City Council considered the prescreening application and indicated the project applicants should proceed with a formal PC rezoning application to the Planning and Transportation Commission for a recommendation. (c)On June 28, 2023, July 12, 2023, and August 9, 2023 the Palo Alto Planning and Transportation Commission (“PTC”) held a series of public hearings to consider the application. The PTC recommended that PC-2343 be amended to remove the Ellsworth Parcel and to adopt two new PC ordinances to govern the Middlefield Parcel and Ellsworth Parcel, respectively, along with a corresponding amendment to Section 18.08.040 of the Palo Alto Municipal Code (Zoning Map). (d)The amendment recommended by the PTC would reduce the area of the Planned Community PC 2343 from approximately 26,386 sf to approximately 19,893 square feet to encompass 2901-2905 Middlefield Road, a 12-unit apartment building currently owned by Dewey, and amend the development plan for the PC to: (i) restripe the tenant parking facility to assign four uncovered parking spaces to meet current code requirements for tenant parking spaces, (ii) provide a truck delivery space, (iii) maintain trash enclosure and pickup from Sutter Avenue, (iv) the 35-foot sight triangle at the intersection of Ellsworth Place and Middlefield Road shall not be obstructed by plants, fences, or other objects taller than 1foot, (v) add a 3’6”-wide swath of paving alongside Ellsworth Place beginning at the Middlefield Road. (e)The PTC recommended concurrent adoption of a companion ordinance 1 0001_20240124_ca29 Item 7 Attachment A - 2901 Middlefield Ordinance and Exhibit in February 5 2024 packet        Item 7: Staff Report Pg. 5  Packet Pg. 133 of 198  *NOT YET APPROVED*Attachment A (Ordinance No. XXXX) to designate the remaining approximately 6,493 square foot parcel currently owned by Handa at 702 Ellsworth as PC, for the purpose of constructing a single-story, single-family residence. (f)The City Council held public hearings on September 18, 2023 and November 6 December 11, 2023 to consider the PTC’s recommendation and additional public input, and made further amendments to those recommendations regarding the width of Ellsworth Place, parking and loading requirements, and the sight triangle at the northeast corner of the intersection of Ellsworth Place and Middlefield Road, as set forth below. (g)The Council, after due consideration of the PTC’s recommendations, finds: (i) The site is so situated and the uses proposed for the site are of such characteristics that the application of general districts or combining zoning districts will not provide sufficient flexibility to allow the proposed development; the City's conventional zoning district RM20 would not permit the existing 12 unit structure on the proposed 0.46 acre site (ii) Amendment to the existing Planned Community PC-2343 will provide public benefits expected to result from the Project, including expanded ingress and egress for the existing residences on Ellsworth Place through additional easements, that, when combined, would result in a 26-foot wide non- exclusive asphalt easement over a distance of approximately 100 feet extending from Middlefield Road eastward along the first 37 feet of Ellsworth Place, and the construction of an additional dwelling unit. (iii) The Council further finds that the Project provides public benefits, as described above, that are of sufficient importance to make the Project, as a whole, one with reasonable public benefit. (iv) The existing use and improvements are generally remaining unchanged and are compatible with existing and potential uses on adjoining sites or within the general vicinity. (v) The use permitted and the site development regulations are consistent with the following Palo Alto Comprehensive Plan policies and are, on balance, consistent with the goals and purposes of the Comprehensive Plan: Policy L-1.1 Infill development in the urban service area should be compatible with its surroundings and the overall scale and character of the city to ensure a compact, efficient development pattern. Policy L-1.2 Hold new development to the highest development standards in order to maintain Palo Alto’s livability and achieve the highest quality development with the least impacts. Policy L-1.3 Ensure that new or remodeled structures are compatible with the neighborhood and adjacent structures. Policy L-1.4 Avoid negative impacts of basement construction for single-family homes on adjacent properties, public resources, and the natural environment. 2 0001_20240124_ca29 Item 7 Attachment A - 2901 Middlefield Ordinance and Exhibit in February 5 2024 packet        Item 7: Staff Report Pg. 6  Packet Pg. 134 of 198  *NOT YET APPROVED*Attachment A Policy L-1.5 Design buildings to complement streets and public spaces; to promote personal safety, public health and well-being; and to enhance a sense of community safety. Policy L-1.6 Discourage the use of fences that obscure the view of the front of houses from the street. The use and improvements on the site are remaining unchanged from existing conditions, which are compatible with existing and potential uses on adjoining sites. SECTION 2. Amendment of Zoning Map. Section 18.08.040 of the Palo Alto Municipal Code, the "Zoning Map," is hereby amended to rezone the certain property known as 2901-2905 Middlefield Road from PC-2343 to "PC- XXXX.” The subject property and revised zoning designation is shown on the map labeled Exhibit "A1," attached hereto and incorporated herein by reference. SECTION 3. Development Plan Those certain plans entitled PROPOSED PC AMENDMENT TO PC 2343, DATED 1967, a copy of which is attached hereto as Exhibit “B1” and incorporated herein, are hereby approved as the Development Plan for the subject property. SECTION 4. Uses. (a)Permitted Uses. The permitted uses within the PC boundary shall be limited to a 12-unit apartment building: The existing apartment building shall remain on the 2901-2905 Middlefield site within the PC boundary. Covered and uncovered parking for the tenants shall be provided in accordance with Section 5(b) of this ordinance. SECTION 5. Site Development Regulations. (a)Compliance with Development Plan. All improvements and development shall be substantially in accordance with the Development Plan, except as modified herein and as depicted on Exhibit 1 attached hereto. (i) A 42-inch-wide swath of asphalt paving shall be created alongside the northern edge of Ellsworth Place beginning at the Middlefield Road curb line and extending eastward approximately 100 feet approximately 37 feet to the location of an existing communications utility pole guy-wire, to increase the width of Ellsworth Place. (ii) This additional paved area shall remain clear of obstructions. (iii) Prior to final inspection of any improvements on the site, property owner shall prepare and record an ingress and egress easement over this additional paved area to the other properties on Ellsworth Place. (iv) Any exterior changes to the apartment building or any new construction not specifically permitted by the Development Plan or by these site development 3 0001_20240124_ca29 Item 7 Attachment A - 2901 Middlefield Ordinance and Exhibit in February 5 2024 packet        Item 7: Staff Report Pg. 7  Packet Pg. 135 of 198  *NOT YET APPROVED*Attachment A regulations shall require an amendment to this Planned Community Zone or, if eligible, Architectural Review approval under Section 18.76 of the Palo Alto Municipal Code, as it is amended from time to time. (vi) The 35-foot sight triangle at the intersection of Ellsworth Place and Middlefield Road shall not be obstructed by new plants, fences, or other objects taller than 1 foot. (vii) The property owner shall maintain vegetation at a height of 1 foot or less in the planter strip between the Middlefield Road curb and sidewalk. (b)Parking and Loading Requirements. (i) One covered parking space shall be provided for each of the 12 residential apartments. In addition, four uncovered spaces and a truck delivery space shall be provided on the 2901-2905 Middlefield property, accessible from Ellsworth Place, as shown on the Development Plan. (ii) A curbside loading zone 40 feet in length shall be designated on Sutter Avenue in front of 2901 Middlefield Road with signage and curb painting. Property owner may remove parking space #16 at the discretion of the Director of Planning and Development Services. (iii) Property owner shall install a sign restricting the length of delivery vehicles on Ellsworth Place to 24’ or shorter. The sign shall be placed above or below the existing “No Outlet” sign installed in the Middlefield Road right of way, between the sidewalk and the Ellsworth Parcel. (iv) Property owner shall restripe the existing parking facility to assign three uncovered parking spaces to meet current code requirements for tenant parking. (v) To facilitate the provision of off-street parking space #16Property owner shall provide a 30’ x 10’ temporary loading and delivery area on Ellsworth Place adjacent to the existing apartment building. Property owner shall relocate the existing communications utility pole and guy wires and install any improvements as required by the Director of Utilities and the Director of Planning and Development Services to comply with parking design and safety standards. (vi) Property owner shall be responsible for all costs associated with fulfilling the requirements of this paragraph, provided further that the City shall cover 50% of the costs to relocate the communications utility pole and guy wires. (vii) Prior to final inspection of any improvements on the site, property owner shall prepare and record public utilities easement for the relocated communications utility pole and guy wires. (c)Trash Enclosures and Pickup. Trash enclosures and pickup shall be maintained with access from Sutter Avenue, and not from Ellsworth Place. (d)Development Schedule. The parking lot restriping on 2901-2905 Middlefield Road shall be immediately implemented upon the effective date of this ordinance. Off-street parking 4 0001_20240124_ca29 Item 7 Attachment A - 2901 Middlefield Ordinance and Exhibit in February 5 2024 packet        Item 7: Staff Report Pg. 8  Packet Pg. 136 of 198  *NOT YET APPROVED*Attachment A space #16 shall be provided prior to issuance of building permits for the construction of the 702 Ellsworth Place residence. Construction of the improvements to the Middlefield Parcel shall be completed within twelve (12) months of the effective date of thisordinance. (e)Minor Variations in Project. Minor changes to the Project may be approved by the Director, according to the provisions of Palo Alto Municipal Code Section 18.76.020(b)(3)(D) for architectural review. “Minor” changes do not include changes in land use. SECTION 6. The City Council finds that this ordinance is categorically exempt from review under the California Environmental Quality Act (CEQA) Guidelines, Section 15061(b)(3) because it can be seen with certainty that minor changes to the parking configuration at 2901- 2905 Middlefield Road and construction of a single-family home pursuant to Ordinance No. XXXX will not result in a significant impact on the environment. The City Council finds that this ordinance is additional categorically exempt under Section 15301 of the CEQA Guidelines, as it involves only minor alterations to existing facilities. SECTION 7. its adoption. This ordinance shall be effective on the thirty-first day after the date of INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ City Clerk ____________________________ Mayor APPROVED AS TO FORM:APPROVED: ____________________________ Chief Assistant City Attorney ____________________________ City Manager ____________________________ Director of Planning and Development Services 5 0001_20240124_ca29 Item 7 Attachment A - 2901 Middlefield Ordinance and Exhibit in February 5 2024 packet        Item 7: Staff Report Pg. 9  Packet Pg. 137 of 198  EXHIBIT 1 HAYES GROUP ARCHITECTS, INC. 2657 SPRING STREET REDWOOD CITY, CA 94063 P: 650.365.0600 F: 650.365.0670 www.thehayesgroup.com PROJECT ADDRESS: 2901-2905 MIDDLEFIELD ROAD PALO ALTO CA, 94306 3'-6" (N) NONEXCLUSIVE INGRESS/EGRESS EASEMENT /ASPHALT PAVING 20'-0" (E) INGRESS/EGRESS EASEMENT 14 15 (N) PARKING SPACE TYP(E) TRASH AREA ISSUANCE: 16 13 (E) AC PAVING NO. DESCRIPTION: PTC SUBMITTAL DATE: (E)07.26.2023 8 COVERED PARKING SPACES 2901 CITY COUNCIL MODIFICATIONS PROPOSED 12.14.2023 01.10.2024702 ELLSWORTH PLACE (E)PC ORDINANCE 2901 2905 MIDDLEFIELD AVE 4 COVERED PARKING SPACES 4'-6" LOT A 127 35 194 GAS METERS LOT B 127 35 152 BOLLARDS BLDGBLDG (N) COMMUNICATION POLE AND GUY WIRE. 10'X30' TEMPORARY DELIVERY AND UNLOADING SPACE MARKED IN PAINT ON THE ASPHALT. DRAWING CONTENT 2901-2905 Middlefield PC Ordinance Site planEXISTING LANDSCAPING STAMPB.O. SIDEWALK 02.28.2ꢀMIDDLEFIELD ROAD 26'-0" (N) DRIVEWAY APRON PER CITY STANDARD CABLE BOX RELOCATED JOB NUMBER: 2202.00 SCALE: AS NOTED DRAWN BY: LB All drawings and written materials contained herein constitute the original& unpublished work of the Architect and the same may not be duplicated, used or disclosed without the written consent of the Architect. ©Hayes Group Architects, Inc. DRAWING NUMBER A2.52901-2905 MIDDLEFIELD PC ORDINANCE SITE PLAN 1SCALE 3/32" = 1'-0" Item 7 Attachment A - 2901 Middlefield Ordinance and Exhibit in February 5 2024 packet        Item 7: Staff Report Pg. 10  Packet Pg. 138 of 198  *NOT YET APPROVED* Attachment B 1 0002_20240124_ca29 ORDINANCE NO. _____ Ordinance of the Council of the City of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (the Zoning Map) to Rezone the Property at 702 Ellsworth Place from Planned Community Ordinance 2343 (PC-2343) to Planned Community Ordinance XXXX (PC-XXXX). The Council of the City of Palo Alto does ORDAIN as follows: SECTION 1. Findings and Declarations. (a) On February 2, 2023, Dewey Land Company LLC (“Dewey”) and Handa Developer’s Group/RRP (“Handa”) applied to amend Planned Community Ordinance 2343 (“PC- 2343”) to apply solely to the property at 2901-2905 Middlefield Road, APN 127-35-194, (“Middlefield Parcel”) and rezone the property at 702 Ellsworth Place, APN 127-35-152, (“Ellsworth Parcel”) from Planned Community to Single Family Residential (R-1). (b) At a March 13, 2023 study session, the City Council considered the prescreening application and indicated the project applicants should proceed with a formal PC rezoning application to the Planning and Transportation Commission for a recommendation. (c) On June 28, 2023, July 12, 2023, and August 9, 2023 the Palo Alto Planning and Transportation Commission (“PTC”) held a series of public hearings to consider the application. The PTC recommended that PC-2343 be amended to remove the Ellsworth Parcel and to adopt two new PC ordinances to govern the Middlefield Parcel and Ellsworth Parcel, respectively, along with a corresponding amendment to Section 18.08.040 of the Palo Alto Municipal Code (Zoning Map). (d) The amendment recommended by the PTC would remove the approximately 6,493 square foot parcel currently owned by Handa at 702 Ellsworth from PC-2343 and redesignate it as a separate PC, for the purpose of constructing a single-story, single-family residence. The PTC recommended the following conditions: (i) the development plan shall include a 2’6”-wide swath of pavement alongside Ellsworth Place beginning at the Middlefield Road curb line and extending to the proposed walkway to the single-family residence to increase the width of Ellsworth Place, (ii) the 35-foot sight triangle at the intersection of Ellsworth Place and Middlefield Road shall not be obstructed by new plants, fences, or other objects taller than 1 foot, (iii) the 24-foot special setback from Middlefield Road shall be observed, (iv) the setback from the creek shall be determined by a slope stability analysis, (v) and a 6-foot setback shall apply to the rear property line, except with respect Item 7 Attachment B - Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1        Item 7: Staff Report Pg. 11  Packet Pg. 139 of 198  *NOT YET APPROVED* Attachment B 2 0002_20240124_ca29 to a detached garage. (e) The PTC recommended concurrent adoption of a companion ordinance (Ordinance No. XXXX) to reduce the area of the Planned Community PC-2343 from approximately 26,386 sf to approximately 19,893 square feet to encompass 2901-2905 Middlefield Road, a 12-unit apartment building currently owned by Dewey. (f) The City Council held public hearings on September 18, 2023 and November 6- December 11, 2023 to consider the PTC’s recommendation and additional public input, and made further amendments to those recommendations regarding the width of Ellsworth Place and the sight triangle at the southeast corner of the intersection of Ellsworth Place and Middlefield Road, as set forth below. (g) The Council, after due consideration of the PTC’s recommendations, finds: (i) The site is so situated and the uses proposed for the site are of such characteristics that the application of general districts or combining zoning districts will not provide sufficient flexibility to allow the proposed development; the City's conventional zoning district RM20 would not permit the existing 12 unit structure on the proposed 0.46 acre site. (ii) Amendment to the existing Planned Community PC-2343 will provide public benefits expected to result from the Project, including expanded ingress and egress for the existing residences on Ellsworth Place through additional easements, that, when combined, would result in a 26-foot wide non- exclusive asphalt easement over a distance of approximately 100 feet extending from Middlefield Road eastward along the first 37 feet of Ellsworth Place, an additional 5-foot long by 30-inch wide easement on 702 Ellsworth Place, and the construction of an additional dwelling unit. (iii) The Council further finds that the Project provides public benefits, as described above, that are of sufficient importance to make the Project, as a whole, one with reasonable public benefit. (iv) The proposed single-family residence is compatible with existing and potential uses on adjoining sites or within the general vicinity, which are typically single- family residences and one 12-unit apartment complex. (v) The use permitted and the site development regulations are consistent with the following Palo Alto Comprehensive Plan policies and are, on balance consistent with the goals and purposes of the Comprehensive Plan: Policy L-1.1 Infill development in the urban service area should be compatible with its surroundings and the overall scale and character of the city to ensure a compact, efficient development pattern. Policy L-1.2 Hold new development to the highest development standards in order to maintain Palo Alto’s livability and achieve the highest quality development with the least impacts. Item 7 Attachment B - Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1        Item 7: Staff Report Pg. 12  Packet Pg. 140 of 198  *NOT YET APPROVED* Attachment B 3 0002_20240124_ca29 Policy L-1.3 Ensure that new or remodeled structures are compatible with the neighborhood and adjacent structures. Policy L-1.4 Avoid negative impacts of basement construction for single-family homes on adjacent properties, public resources, and the natural environment. Policy L-1.5 Design buildings to complement streets and public spaces; to promote personal safety, public health and well-being; and to enhance a sense of community safety. Policy L-1.6 Discourage the use of fences that obscure the view of the front of houses from the street. The use and improvements on the site are remaining unchanged from existing conditions, which are compatible with existing and potential uses on adjoining sites. SECTION 2. Amendment of Zoning Map. Section 18.08.040 of the Palo Alto Municipal Code, the "Zoning Map," is hereby amended to rezone the certain property known as 702 Ellsworth Place from PC-2343 to “PC- XXXX.” The subject property and revised zoning designation is shown on the map labeled Exhibit "A 1," attached hereto and incorporated herein by reference. SECTION 3. Development Plan Those certain plans entitled Proposed Development Plan 702 Ellsworth, a copy of which is attached hereto as Exhibit “B1” and incorporated herein, are hereby approved as the Development Plan for the subject property. SECTION 4. Uses. (a) Permitted Uses. The permitted uses within the PC boundary shall be limited to a single story single- family residence with no basement. SECTION 5. Site Development Regulations. (a) Compliance with Development Plan. All improvements and development shall be substantially in accordance with the Development Plan, except as modified herein and depicted in Exhibit 1 attached hereto. (i) Any exterior changes to the single-family residence or any new construction not specifically permitted by the Development Plan or by these site development regulations shall require an amendment to this Planned Community Zone or, if eligible, Architectural Review approval under Section 18.76 of the Palo Alto Municipal Code, as it is amended from time to time. (ii) The development plan shall include a 2-foot, 6-inch-wide swath of asphalt pavement alongside the southern edge of Ellsworth Place beginning at the Middlefield Road curb line and extending eastward approximately 100 feet approximately 42 feet to the proposed walkway to the single-family Item 7 Attachment B - Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1        Item 7: Staff Report Pg. 13  Packet Pg. 141 of 198  *NOT YET APPROVED* Attachment B 4 0002_20240124_ca29 residence, to increase the width of Ellsworth Place. (iii) This additional paved area shall remain clear of obstructions. (iv) Prior to final inspections for any structure on the site, Handa shall prepare and record an ingress and egress easement over this additional paved area to the other properties on Ellsworth Place. (v) The sight triangle at the southeast corner of the intersection of Ellsworth Place and Middlefield Road shall extend to the southernmost corner of the property along Middlefield Road and shall not be obstructed by new impediments taller than 1 foot, except for the installation of an additional sign stating “No Delivery Trucks Over 24’ long” below or above the existing ‘No Outlet’ sign located within the Middlefield Road right of way between the sidewalk and Handa’s the 702 Ellsworth Place property line and a maximum 3-foot tall fence of a grated or similar design that maintains visibility through the sides of the sight triangle adjacent to Ellsworth Place and Middlefield Road. (vi) The property owner shall maintain the vegetation in the Middlefield right of way planting strip between the curb and sidewalk at a height no taller than 1 foot. (vii) The 24-foot special setback from Middlefield Road shall be observed. (viii) The setback from the creek shall be determined by a slope stability analysis, but no less than 6 feet. (ix) A 6-foot setback shall apply to the rear property line, except with respect to a detached garage. (b) Logistics Plan. A logistics plan shall be submitted for City approval prior to the issuance of a building permit for the construction of the new residence at 702 Ellsworth. The logistics plan shall address construction staging, construction worker parking, and material deliveries during site preparation and construction. It shall also include best practices for dust mitigation, stipulate permitted construction activities, hours and noise requirements, and include contact information for construction-related complaints. The property owner shall provide a $5,000 deposit to offset City’s enforcement costs reasonably incurred in responding to construction-related complaints that may arise from this project. If the deposit account balance falls to $1,000 or lower, the deposit account balance shall be replenished to $5,000. Any funds remaining in the deposit account shall be refunded to property owner upon issuance of the certificate of occupancy for the residence. (c) Development Schedule. Construction of the improvements to Ellsworth Place shall be completed within twelve (12) months of the effective date of this ordinance. Construction of other improvements shall be completed within twenty-four (24) months of the effective date of this ordinance. (d) Minor Variations in Project. Minor changes to the Project may be approved by the Director, according to the provisions of Palo Alto Municipal Code Section 18.76.020(b)(3)(D) for architectural review. “Minor” changes do not include changes in land use. Item 7 Attachment B - Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1        Item 7: Staff Report Pg. 14  Packet Pg. 142 of 198  *NOT YET APPROVED* Attachment B 5 0002_20240124_ca29 SECTION 6. The City Council finds that this ordinance is categorically exempt from review under the California Environmental Quality Act (CEQA) Guidelines, Section 15061(b)(3) because it can be seen with certainty that construction of a single-family home pursuant to will not result in a significant impact on the environment. The City Council finds that this ordinance is additionally categorically exempt under Section 15303 of the CEQA Guidelines, as it approves construction of a new single-family residence. SECTION 7. This ordinance shall be effective on the thirty-first day after the date of its adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Chief Assistant City Attorney City Manager ____________________________ Director of Planning and Development Services Item 7 Attachment B - Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1        Item 7: Staff Report Pg. 15  Packet Pg. 143 of 198  02.28.25 A2.6 HAYES GROUP ARCHITECTS, INC. 2657 SPRING STREET REDWOOD CITY, CA 94063 P: 650.365.0600 F: 650.365.0670 www.thehayesgroup.com DRAWING CONTENT DRAWING NUMBER All drawings and written materials contained herein constitute the original & unpublished work of the Architect and the same may not be duplicated, used or disclosed without the written consent of the Architect. © Hayes Group Architects, Inc. DRAWN BY: SCALE: JOB NUMBER: STAMP ISSUANCE: PROJECT ADDRESS: 702 Ellsworth PC Ordinance Site plan AS NOTED 2202.00 LB Da t e : 1 / 8 / 2 4 Fil e N a m e : E l l s w o r t h H o u s e _ B I M _ A R C H NO. DESCRIPTION: DATE: PTC SUBMITTAL 07.26.2023 2901 CITY COUNCIL MODIFICATIONS 12.14.2023 PROPOSED PC ORDINANCE 01.08.2023 PP N4 9 ° 2 0 ' 0 0 " E 8 6 . 0 8 ' N52°00'00"W 130.67' S4 7 ° 1 2 ' 0 0 " W 1 0 1 . 3 0 ' S52°00'00"E 117.11'(T) 80.67'50.00' 44.50' 2'-6" (N) NONEXCLUSIVE INGRESS/EGRESS EASEMENT /ASPHALT PAVING 26'-0" (N) DRIVEWAY APRON PER CITY STANDARD 10'-0" 4'-0" FROM B.O. SIDEWALK 4'-0"RETURN LOT A 127-35-194 LOT B 127-35-152 702 ELLSWORTH FR O N T Y A R D (E) 4 COVERED PARKING SPACES (E) 8 COVERED PARKING SPACES 13 14 15 MA T A D E R O C A N A L BL D G . BLDG. BLDG. (E) TRASH AREA TANDEM (N) PARKING SPACE TYP. (E) AC PAVING EXISTING LANDSCAPING B.O. SIDEWALK (E) FIRE HYDRANT 2901-2905 MIDDLEFIELD AVE. LOT B 127-35-152 702 ELLSWORTH PLACE N52°00'00"W 229.20'(T)50.00'78.28'44.50' S3 8 ° 0 0 ' 0 0 " W 1 0 9 . 8 7 ' S3 8 ° 0 0 ' 0 0 " W 1 0 9 . 8 7 ' 10 0 . 0 0 ' 56.42' 72.61' 20'-0" (E) INGRESS/EGRESS EASEMENT 6'-0" FROM B.O. SIDEWALK SU T T E R A V E N U E MIDDLEFIELD ROAD EL L S W O R T H P L A C E 3' TALL FENCE WITH VERTICAL WROUGHT IRON BARS. PROPERTY LINE TYPICAL STANDARD CITY REQUIRED 35' SITE TRIANGLE TYP. SCALE 3/32" = 1'-0" 702 ELLSWORTH PC ORDINANCE SITE PLAN 1 702 ELLSWORTH PLACE PALO ALTO CA 94306 N S3 8 ° 0 0 ' 0 0 " W 1 0 0 . 0 0 ' EXHIBIT 1 Item 7 Attachment B - Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1        Item 7: Staff Report Pg. 16  Packet Pg. 144 of 198  02.28.25 A2.6 HAYES GROUP ARCHITECTS, INC. 2657 SPRING STREET REDWOOD CITY, CA 94063 P: 650.365.0600 F: 650.365.0670 www.thehayesgroup.com DRAWING CONTENT DRAWING NUMBER All drawings and written materials contained herein constitute the original & unpublished work of the Architect and the same may not be duplicated, used or disclosed without the written consent of the Architect. © Hayes Group Architects, Inc. DRAWN BY: SCALE: JOB NUMBER: STAMP ISSUANCE: PROJECT ADDRESS: 702 Ellsworth PC Ordinance Site plan AS NOTED 2202.00 LB Da t e : 2 / 2 / 2 4 Fil e N a m e : E l l s w o r t h H o u s e _ B I M _ A R C H NO. DESCRIPTION: DATE: PTC SUBMITTAL 07.26.2023 2901 CITY COUNCIL MODIFICATIONS 12.14.2023 PROPOSED PC ORDINANCE 01.08.2023 PP N4 9 ° 2 0 ' 0 0 " E 8 6 . 0 8 ' N52°00'00"W 130.67' S4 7 ° 1 2 ' 0 0 " W 1 0 1 . 3 0 ' S52°00'00"E 117.11'(T) 80.67'50.00' 44.50' 2'-6" (N) NONEXCLUSIVE INGRESS/EGRESS EASEMENT /ASPHALT PAVING 26'-0" (N) DRIVEWAY APRON PER CITY STANDARD 10'-0" 4'-0" FROM B.O. SIDEWALK 4'-0"RETURN LOT A 127-35-194 LOT B 127-35-152 702 ELLSWORTH FR O N T Y A R D (E) 4 COVERED PARKING SPACES (E) 8 COVERED PARKING SPACES 13 14 15 MA T A D E R O C A N A L BL D G . BLDG.BLDG. (E) TRASH AREA TANDEM (N) PARKING SPACE TYP. (E) AC PAVING EXISTING LANDSCAPING B.O. SIDEWALK (E) FIRE HYDRANT 16 2901-2905 MIDDLEFIELD AVE. LOT B 127-35-152 702 ELLSWORTH PLACE N52°00'00"W 229.20'(T)50.00'78.28'44.50' S3 8 ° 0 0 ' 0 0 " W 1 0 9 . 8 7 ' S3 8 ° 0 0 ' 0 0 " W 1 0 9 . 8 7 ' 10 0 . 0 0 ' 56.42' 72.61' 20'-0" (E) INGRESS/EGRESS EASEMENT 6'-0" FROM B.O. SIDEWALK SU T T E R A V E N U E MIDDLEFIELD ROAD EL L S W O R T H P L A C E 3’ TALL FENCE OF A GRATED OR SIMILAR DESIGN. PROPERTY LINE TYPICAL STANDARD CITY REQUIRED 35' SITE TRIANGLE TYP. SCALE 3/32" = 1'-0" 702 ELLSWORTH PC ORDINANCE SITE PLAN 1 702 ELLSWORTH PLACE PALO ALTO CA 94306 02.02.2024 N S3 8 ° 0 0 ' 0 0 " W 1 0 0 . 0 0 ' Item 7 EXHIBIT 1 FOR 702 ELLSWORTH WITH REVISED FENCE MATERIAL        Item 7: Staff Report Pg. 17  Packet Pg. 145 of 198  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: February 5, 2024 Report #:2312-2347 TITLE SECOND READING: Adopt Ordinances Amending Planned Community Ordinance 2343 for 2901- 2905 Middlefield Road and Establishing a Separate Planned Community Zoning Designation for 702 Ellsworth Place to Enable the Development of a new Single-Story, Single-Family Residence. CEQA Status -- Categorically Exempt Under CEQA Guidelines Sections 15061(b)(3), 15301, and 15303 (FIRST READING: December 11, 2023 PASSED 6-0-1, Veenker absent) RECOMMENDATION Adopt two Planned Community (PC) ordinances reflecting Council action December 11, 2023. EXECUTIVE SUMMARY The City Council introduced two ordinances to amend Planned Community Ordinance 2343 December 11, 2023. Consistent with direction from the City Council, staff revised the ordinances for adoption. BACKGROUND On December 11, 2023, the Council conducted a public hearing to introduce a pair of ordinances to amend Planned Community Ordinance 2343, relating to 2901-2905 Middlefield Road and a new single-family home proposed for 702 Ellsworth Place. The proposed amendments affecting 2901-2905 Middlefield Road addressed changes to configuration of the off-street parking spaces for the existing apartment building residents. The draft ordinance proposed a new loading and delivery space on Sutter Avenue and relocating one of the off- street parking spaces. A resident of Ellsworth Place expressed concern that delivery vehicles would not be able to access the existing residences on Ellsworth Place and presented an alternative design for a loading and delivery space on the property at 2901-2905 Middlefield. Council accepted that alternative over the configuration contained in the draft ordinance. The Council also discussed height limits and design criteria for a fence proposed to be constructed within the sight triangle on the 702 Ellsworth Place parcel based on pedestrian and Item 7 Attachment C - Item 7 Staff Report February 5 2024        Item 7: Staff Report Pg. 18  Packet Pg. 146 of 198  bicycles safety and visibility considerations at the intersection of Ellsworth Place and Middlefield Road. City Council approved the proposed Planned Community ordinances for 702 Ellsworth Place and 2901-2905 Middlefield Road, with certain modifications. The modifications (bold text) and the corresponding revisions to the proposed ordinances are set forth below: 1. UPS approved delivery spot plan on Ellsworth that does not affect the footprint of the house, that provides a useable delivery spot for 10’ to 11’ wide trucks, maintains safe road circulation with Middlefield, does not remove public parking on Sutter, and to relocate the communications pole at a shared expense of the City and the property owner. Staff revised Section 5(b) of the proposed ordinance for 2901-2905 Middlefield Road as follows: (v) Property owner shall provide a 30’ x 10’ temporary loading and delivery area on Ellsworth Place adjacent to the existing apartment building. Property owner shall relocate the existing communications utility pole and guy wires and install any improvements as required by the Director of Utilities and the Director of Planning and Development Services to comply with parking design and safety standards. (vi) Property owner shall be responsible for all costs associated with fulfilling the requirements of this paragraph, provided further that the City shall cover 50% of the costs to relocate the communications utility pole and guy wires. The exhibit to the proposed ordinance depicts the loading and delivery space in green located 4.5 feet from the wall per staff of the Palo Alto Utilities Gas Division request to keep this distance and provide bollards as a buffer between the delivery space and gas meters. The delivery space will be asphalt paving with paint markings, with signage as noted in the ordinance. 2. Require graded fencing that would allow visibility line of sight through 2 angles of the fence that allows adequate transparency of 3-foot fence. Staff revised Section 5(a) of the proposed ordinance for 702 Ellsworth Place as follows: (v) The sight triangle at the southeast corner of the intersection of Ellsworth Place and Middlefield Road shall extend to the southernmost corner of the property along Middlefield Road and shall not be obstructed by new impediments taller than 1 foot, except for the installation of an additional sign stating “No Delivery Trucks Over 24’ long” below or above the existing ‘No Outlet’ sign located within the Middlefield Road right of way between the sidewalk and Handa’s the 702 Ellsworth Place property line Item 7 Attachment C - Item 7 Staff Report February 5 2024        Item 7: Staff Report Pg. 19  Packet Pg. 147 of 198  and a maximum 3-foot tall fence of a grated or similar design that maintains visibility through the sides of the sight triangle adjacent to Ellsworth Place and Middlefield Road. Though ‘grated’ is the term used in the motion, the applicant does not propose a waffle- pattern; the exhibit indicates 3-foot tall wrought iron fence as Mr. Handa presented to Council on December 11. The vertical bars of the wrought iron fence will be spaced 4” on center to provide adequate visibility. 3. Direct Staff to pursue ADA tactile markers on the sidewalk where it intersects the Ellsworth Place easement subject to approval by the Director of Public Works at the City’s expense. Staff reached out to Public Works regarding the potential placement of truncated dome surfaces on the Middlefield Road sidewalk on either side of the Ellsworth Place width. Typically, such surfaces are used for sidewalk ramps rather than even surfaces, so this is a discussion that will continue after the Council second reading of these ordinances. 4. Width of Ellsworth Place at entrance to be 26-feet wide for at least 100-feet from Middlefield Road. Staff revised Section 5(a) of the proposed 2901-2905 Middlefield Road as follows: (i) A 42-inch-wide swath of asphalt paving shall be created alongside the northern edge of Ellsworth Place beginning at the Middlefield Road curb line and extending eastward approximately 100 feet approximately 37 feet to the location of an existing communications utility pole guy-wire, to increase the width of Ellsworth Place. Staff revised section 5(a) of the proposed 702 Ellsworth Place ordinance as follows: (ii) The development plan shall include a 2-foot, 6-inch-wide swath of asphalt pavement alongside the southern edge of Ellsworth Place beginning at the Middlefield Road curb line and extending eastward approximately 100 feet approximately 42 feet to the proposed walkway to the single-family residence, to increase the width of Ellsworth Place. Combined, these two easements increase the width of Ellsworth Place from approximately 20 feet to approximately 26 feet. The exhibits to both proposed ordinances depict these additional easement areas. 5. Parking space #16 can be removed at the discretion of the Planning Director. Staff revised section 5(b) of the proposed ordinance for 2901-2905 Middlefield Road as follows: Item 7 Attachment C - Item 7 Staff Report February 5 2024        Item 7: Staff Report Pg. 20  Packet Pg. 148 of 198  (ii) A curbside loading zone 40 feet in length shall be designated on Sutter Avenue in front of 2901 Middlefield Road with signage and curb painting. Property owner may remove parking space #16 at the discretion of the Director of Planning and Development Services. FISCAL/RESOURCE IMPACT Utilities staff provided a rough estimate of the $20,000-$25,000 for engineering and construction costs for the relocation of the communications pole, which will be split equally between the City of Palo Alto and the project applicant. Environmental Review Council action on this item is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(b)(3) in that it can be seen with certainty that minor changes to the parking configuration at 2901-2905 Middlefield Road and construction of a single-family home will not result in a significant impact on the environment. Council action on the PC ordinance for 2901-2905 Middlefield Road (Attachment A) is also categorically exempt under CEQA Guidelines section 15301 (minor alterations to existing facilities). Council action on the PC ordinance for 702 Ellsworth Place (Attachment B) is also categorically exempt under CEQA Guidelines section 15303 (construction of a new single-family residence). ATTACHMENTS Attachment A: Revised PC Ordinance for 2901 Middlefield Road with Exhibit 1 Attachment B: Revised PC Ordinance for 702 Ellsworth Place with Exhibit 1 APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 7 Attachment C - Item 7 Staff Report February 5 2024        Item 7: Staff Report Pg. 21  Packet Pg. 149 of 198  Dear Mayor and Council Members, On behalf of City Manager Ed Shikada, please see staff responses below for the Monday, February 5 Council Meeting. Item 7: SECOND READING: Adopt Ordinances Amending Planned Community Ordinance 2343 for 2901-2905 Middlefield Road and Establishing a Separate Planned Community Zoning Designation for 702 Ellsworth Place to Enable the Development of a new Single-Story, Single- Family Residence. CEQA Status -- Categorically Exempt Under CEQA Guidelines Sections 15061(b)(3), 15301, and 15303 (FIRST READING: December 11, 2023, PASSED 6-0-1, Veenker absent) Mayor Stone and Vice Mayor Lauing submitted the following points provided by a community member and requested staff to review and respond. 1. Staff removed from the approved ordinance of December 11, 2023, the following underlined phrase, as written in Attachment B, Section 5 (a) (v), “The sight triangle at the southeast corner of the intersection of Ellsworth Place and Middlefield Road shall extend to the southernmost corner of the property along Middlefield Road…“ This underlined phrase was included as a safety measure for how Ellsworth Place intersects with Middlefield Road and the ability of drivers and pedestrians alike to be visible to one another. It was not removed by the Council motion of December 11, 2023, and therefore needs to remain in the ordinance with the Attachment B, Exhibit 1 map corrected accordingly. Staff response: Staff thoroughly reviewed the meeting video and worked with the applicants to revise the ordinances and drawings to reflect the Council’s motion. Our responses to her comments are below, along with references to the relevant times these issues are discussed in the YouTube video of the Council meeting. Regarding the revisions to the sight triangle/driveway regulations (Section 4(g)(v) of the 702 Ellsworth Place PC ordinance) the Council considered and did not accept the greater driveway setback requirements. The Council's comments on the motion reflect an intent to accept a "hybrid" of two proposals presented by the applicant to the Council on December 11, 2023, which depicted a standard 35-foot sight triangle and a 3-foot-tall fence, as shown in Exhibit 1 to the 702 Ellsworth Place PC ordinance. See: • Presentation by applicant 1:04:19-1:07:45 • Public comment 1:19:50-1:22:00 • Council Discussion 2:19:20-2:26:35 • Motion by Kou on driveway setbacks (also referral back to PTC) failed for lack of 2nd 2:40:30-2:43:40 • Motion by Burt 2:46:50-2:49:20 7Item 7 Attachment D - Item 7 February 5 Consent Questions and Responses (2)        Item 7: Staff Report Pg. 22  Packet Pg. 150 of 198  2. Even though Pat Burt in making the final motion specifically pointed out that the proposed wrought iron fence with 4” spaced bars wouldn’t achieve the goal of a transparent fence, this very wrought iron fence design remains in the ordinance, as explained on page 3 of the staff report. That wrought iron fence design is even mandated in the map (which was prepared by the applicant) attached as EXHIBIT 1 to the ordinance for 702 Ellsworth. We suggest having the EXHIBIT 1 map say “Fence meeting transparency requirements”, to have it match the motion. Staff response: Regarding the fence design, the Council's motion and comments on the motion do not prescribe a specific design but rather a performance standard, i.e., that the fence provide adequate visibility between the Ellsworth Place driveway and the sidewalk along Middlefield Road. See: • Motion by Burt 2:47:30-2:49:20 3. A requirement was left in, recorded in Attachment A, Section 5 (b) (iii) and at Attachment B, Section 5 (a) (v), that a new sign be posted banning delivery trucks longer than 24’ from Ellsworth. That sign requirement was added when staff proposed the delivery space be on Sutter, which the Council motion then overruled. Since one of the key objectives of the Council’s action was to make it possible for delivery trucks to park on Ellsworth and not impact public parking on Sutter, there’s no reason for the sign banning delivery trucks on Ellsworth. Furthermore, this sign directly impacts the value of homes on Ellsworth Place, as rightfully pointed out by Lydia Kou during the December 11, 2023 Council meeting. All homeowners and residents of Ellsworth, including the applicants, will benefit by removing this sign requirement. To be consistent with the council motion, the sign requirement should therefore be removed. Staff response: Regarding the sign prohibiting delivery trucks longer than 24 feet (Section 5(b)(iii) of the 2901-2905 Middlefield Road PC ordinance), neither the motion nor the Council discussion contains anything to suggest the Council intended to modify that provision. The Council's motion does accept the "UPS-approved delivery space" proposed during by the neighbor during public comment, the Council did not address that sign provision during the hearing. The applicant did not request any modifications to that provision. The public comment acknowledges that provision but does not request any modifications and further stated that UPS and other daily delivery trucks are 14 to 18 feet long and 10 feet wide. Staff recommends retaining the sign requirement because trucks greater than 24' long would have a difficult time performing turnaround maneuvers in the 26-foot-wide Ellsworth Place driveway. See: • Public comment 1:15:00-1:15:50 • Public comment 1:16:45-1:19:50 Item 7 Attachment D - Item 7 February 5 Consent Questions and Responses (2)        Item 7: Staff Report Pg. 23  Packet Pg. 151 of 198  From:Nat Fisher To:Council, City Subject:702 Ellsworth Place item on consent today Date:Monday, February 5, 2024 12:46:36 PM Some people who received this message don't often get email from sukiroo@hotmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear Mayor Stone, Vice Mayor Lauing, and members of the City Council, City Staff have changed line item 2 of the approved motion of December 11, 2023, and they have chosen to avoid line item 3 via deferral. Neither of these points respects the Council motion. Please vote to remove item 7 from the agenda on February 5, 2024, and fix the language of the ordinance to maintain the safety measures approved by the Council. Thank you. Ellsworth Place Resident ​Natalie Fisher​​ 7 Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 24  Packet Pg. 152 of 198  From:Annette Glanckopf To:Council, City; Clerk, City Subject:Ellsworth Place Date:Monday, February 5, 2024 11:12:43 AM CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear Council Members. After reading the Ellsworth Place neighbors slide deck for tonight, I request that you pull agenda item #7 from consent and make sure the final approvals are what council moved. The Ordinance needs to match the motion as approved by the City Council. The staff write up was far too liberal in their interpretation and does not match your original decision. Items that were changed from the council motion in the staff report that need to be amended are 1) Delivery trucks: Make sure the wording allows truck delivery on Ellsworth and remove the sign banning trucks over 24 feet. 2) Fencing: I agree with the neighbors that the proposed fencing does not allow "adequate transparency", and the fence placement & height differ from both the motion and "CPA Transportation requirements." 3) Amend the ordinance to state that the 26' road must be "matching, driveable asphalt to the existing road" and may not use any kind of pavers. 4) Revise wording to refer to Ellsworth Place as its legal definition of a "private street" and not as a "driveway". I have a concern about the major changes (and interpretation of council motions) from staff in ordinance. Thank you for pulling this item and correcting the ordinance to reflect the council motion. Annette Glanckopf Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 25  Packet Pg. 153 of 198  From:Robert Chen To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Ordinance Differs From Motion - Ellsworth Place Date:Sunday, February 4, 2024 9:12:28 PM Some people who received this message don't often get email from chaoqiangc@hotmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear Mayor, Vice Mayor, and members of the City Council, Regarding Council Meeting on February 5, 2024, Agenda Item #7: How can the City Staff change the motion? This is not right. As elected Council members I ask you to fix this. Remove Agenda Item 7 from February 5, 2024. Sincerely, Chaoqiang Chen Ellsworth Pl residence Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 26  Packet Pg. 154 of 198  From:Jeff Levinsky To:Council, City Subject:Problems with Item #7 (Ellsworth Place) on Monday’s Consent Calendar Date:Sunday, February 4, 2024 8:40:19 PM Some people who received this message don't often get email from jeff@levinsky.org. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear City Councilmembers: The ordinances for Ellsworth Place on tomorrow’s consent calendar unfortunately do not match what you approved on December 11, 2023. Here are two significant problems: The 702 Ellsworth Sight Triangle The sight triangles are the area at the corners of Middlefield and Ellsworth in which plants and such must be kept low so that drivers, bicyclists, and pedestrians can see each other. On December 11, 2023, you approved the new PC ordinance for 702 Ellsworth, which specified that the site triangle for 702 Ellsworth shall “extend to the southernmost corner of the property along Middlefield Road.” But the proposed ordinance for February 5, 2024: significantly narrows the sight triangle to just 35 feet across the Middlefield frontage. Nothing in the Council motion of December 11 changed the size of the sight triangle. The staff report for February 5 contains not one word discussing why staff then made this major change. Additional comments subsequently produced by staff attempt to justify the change by noting that a different motion on December 11 seeking to further enlarge the triangle (and make other changes) failed, but that does not mean the Council somehow agreed to instead significantly shrink the sight triangle. If anything, the fact that the Council rejected a motion that would have altered the sight triangle means Council clearly knew it could do so and opted not to. Given that the proposed ordinance does not match the safer sight triangle that Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 27  Packet Pg. 155 of 198  was in the ordinance when the Council approved it in December, the item should be pulled from the consent calendar and the sight triangle size restored to how the Council left it. The Wrought Iron Fence Council discussed on December 8, 2023 the proposed wrought iron fence to be installed both on the southern side of Ellsworth and the southern portion on Middlefield. During the hearing, the Council noted that one will have to see through two fence sections simultaneously and the proposed wrought iron fence would not work. The proposed ordinances on the February 5 consent calendar however retain essentially what the Council rejected. The proposed spacing of vertical rails every 4 inches is hardly different from the industry standard for wrought iron fences of 3.875 inches. No drawing or study is presented in either the February 5 staff report nor its subsequent comments to verify how the 4 inch spacing will solve the visibility problem. But having the proposed ordinance now include an exhibit that requires the fence be made of wrought iron removes the possibility of the City mandating better solutions should the 4 inch wrought iron prove no better than what Council already rejected. The exhibit language should be modified to not require a wrought iron fence but instead one of adequate transparency (it currently does not). Over the years, poorly-written PC ordinances have caused the City and its residents considerable grief, so it’s best to fix these problems now when they’re spotted. So again, please pull this item off consent. Thank you, Jeff Levinsky Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 28  Packet Pg. 156 of 198  From:Andrea Eyestone To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Staff Watered Down Council Motion for Ellsworth Place Safety Date:Sunday, February 4, 2024 8:03:02 PM Some people who received this message don't often get email from aeyestone3@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Item #7 Ellsworth - Council Meeting - February 5, 2024 Dear Palo Alto City Council, For the safety of ALL children and pedestrians who traverse Middlefield Road near Ellsworth Place, please remove agenda item #7 from the 2nd reading this coming Monday, February 5, 2024. The line of sight triangle, fence placement, fence type, and fence height as stated in the ordinance for 702 Ellsworth Place do not match the motion of December 11, 2024. Ellsworth Place neighbors have repeatedly stated we need to see over to Matadero Creek when exiting Ellsworth Place, and the ordinance language and/or EXHIBIT 1 map as attached to this ordinance, will allow for a 4-foot high fence near the creek, made from wrought iron, which is not transparent when looking through it through two layers of fencing. This is very unsafe and goes against the approved motion. Please vote to remove agenda item #7 from Monday night’s meeting. Kindly, Andrea Alberson Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 29  Packet Pg. 157 of 198  From:Chin Chong To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Cc:Kristen Van Fleet Subject:Ellsworth ordinance has big problems Date:Sunday, February 4, 2024 6:11:50 PM [Some people who received this message don't often get email from chin18881@hotmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Hi Palo Alto Council, City Staff should not go around the council’s motion! This is not right. Please pull item #7 and have staff fix it to what you asked for!!! Thanks! Regards, Chin Chong Sent from my iPhone Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 30  Packet Pg. 158 of 198  From:On Chong To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Cc:Kristen Van Fleet Subject:The 702 Ellsworth Ordinance Differs from the motion Date:Sunday, February 4, 2024 6:03:38 PM [Some people who received this message don't often get email from on18881@gmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Dear council, Regarding Agenda item #7 Ellsworth for city council meeting on February 5,2024. Please pull agenda item 7 as it does not match the council’s motion. Sincerely, On Chong Sent from my iPhone Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 31  Packet Pg. 159 of 198  From:jake.black127@gmail.com To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Please Remove Ellsworth Pl Agenda Item #7 from February 5, 2024 Date:Sunday, February 4, 2024 4:39:38 PM Some people who received this message don't often get email from jake.black127@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. - Regarding Item #7 Ellsworth Ordinance - Council Meeting, February 5, 2024 Dear Mayor Stone, Vice Mayor Lauing, and Members of the City Council, I am writing to request that the council refrain from voting on the approval of agenda item #7 (Ellsworth Place) while further considerations are taken. When rezoning a planned community district I hope that precedent, and benefit for all stakeholders (beyond real estate speculators) are taken into account. I am concerned that rushing into a vote on a proposal that disagrees with the motion of December 11, 2023 on the matter is not in the best interest of the community. Specifically, what would prevent other developers from splitting out parcels of property meant to service their tenants in private transactions to yield more single family homes? I understand that the city is expected to provide on the order of thousands of additional residences in coming decades and do not see how simply bending planned community ordinance to extract the profit of a few more single family homes sets a reasonable precedent. I argue that if the city council is re-evaluating a planned community that is part of a private street, the precedent and all current provisions should be taken into account. This includes unit per acre density and adequate two way vehicle ingress / egress. Thank you for your public service. Warmly, Jake Margolis Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 32  Packet Pg. 160 of 198  From:Yogabear23 To:Council, City; yogabear23; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Veenker, Vicki Subject:Please Pull Agenda Item #7 From the Ellsworth Ordinance on 2/5/24 Date:Sunday, February 4, 2024 4:23:38 PM Some people who received this message don't often get email from yogabear23@aol.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear Mayor Stone and Members of the City Council, Please pull Agenda Item #7 from the second reading of the Ellsworth Ordinance on February 5, 2024. Ensure the safety of all who walk, drive, or bike along Middlefield Road as it crosses Ellsworth Place. The Palo Alto City Staff made changes to the "line of sight" triangle that were not approved on December 11, 2023. They did not implement "adequate fence transparency" along Middlefield Road between Ellsworth Place and Matedero Creek. I ask that this misinterpretation be corrected at the February 5 City Council Meeting. Thank you for your service to the City of Palo Alto. Respectfully, Carolyn V. Garbarino Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 33  Packet Pg. 161 of 198  From:Jessica Sheldon To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Major Issues with Agenda Item #7 - February 5, 2024 Date:Sunday, February 4, 2024 2:54:08 PM Some people who received this message don't often get email from sheldon.jes@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Item #7 Ellsworth - Council Meeting - February 5, 2024 Dear Mayor Stone and City Council Members, Please take a good look at what City Staff has written in the ordinance for 702 Ellsworth Place and compare it to the motion of December 11, 2023, as they do not match. Therefore, the ordinance needs to be corrected before being passed into City law. Thank you, Jessica Sheldon 718 Ellsworth Place Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 34  Packet Pg. 162 of 198  From:Robyn Ziegler To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Ellsworth Ordinances - City Staff Did Not Follow Your Motion Date:Sunday, February 4, 2024 2:41:02 PM Some people who received this message don't often get email from robynanne65@yahoo.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clickingon links. Regarding Item #7 Ellsworth Place: City Council Meeting February 5, 2024 Dear Mayor Stone and City Council, I was quite surprised to learn that the Palo Alto City staff did not follow the motion you approved in the creation of the ordinance for Ellsworth Place (agenda item 7), and instead chose to remove very important safety measures. As our Palo Alto elected officials, you are in a position to reverse the inconsistencies. Please vote to pull agenda item 7 and direct staff to make it match the original motion. Thank you in advance for your support, Robyn Ziegler 730 Ellsworth Place Palo Alto Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 35  Packet Pg. 163 of 198  From:sel lightahead.com To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Ellsworth Safety Ordinance Concerns Date:Sunday, February 4, 2024 11:19:28 AM Some people who received this message don't often get email from sel@lightahead.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Item #7 Ellsworth - Council Meeting - February 5, 2024 Dear Mayor Stone, Vice Mayor Lauing, and members of the City Council, For the safety of Midtown residents and all who drive or otherwise traverse by Ellsworth Place along Middlefield Road, we ask you to please pull agenda item #7 so that the ordinance can be corrected to what the prior City Council motion required. The Council motion seeks to address the serious safety problems related to the line of sight and fencing at the proposed property, but the ordinances do not match the motion of December 11, 2023. I look forward to seeing the corrected materials Sincerely, Susan E. Light, MD Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 36  Packet Pg. 164 of 198  From:Charlie Effinger To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Issue with Agenda Item #7 for February 5, 2024 Date:Sunday, February 4, 2024 10:18:24 AM Some people who received this message don't often get email from charlie.effinger@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Re: Item #7 Ellsworth - Council Meeting - February 5, 2024 Dear Mayor Stone and Members of the City Council, Please take a deeper look at what City Staff has written in the ordinance for 702 Ellsworth Pl. It does not match the final motion of December 11, 2023 and therefore the ordinance needs to be corrected before being passed into City law. Thanks, Charlie Effinger - 718 Ellsworth Pl Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 37  Packet Pg. 165 of 198  From:Tsing Xue To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Ellsworth Agenda Item 7 Has Issues - Please Pull It For Correction Date:Sunday, February 4, 2024 9:54:14 AM Some people who received this message don't often get email from tsingxue@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear Mayor Stone and members of the City Council, A couple of important items were overlooked in the making of the motion on December 11, 2023. These issues have a direct impact on neighborhood safety and also on my property value. I ask that agenda item #7 be removed from the 2nd reading it is scheduled for on February 5, 2024, so it can be corrected to what the council’s motion states, as well as to address the overlooked issue of removing the sign that bans delivery trucks on Ellsworth. Please pull agenda item 7 and get the ordinance corrected before making it a CPA law. Too much is at stake! Sincerely, Tsing Xue 729 Ellsworth Pl. Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 38  Packet Pg. 166 of 198  From:vnkurra@yahoo.com To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:The 702 Ellsworth Ordinance Needs Corrections Date:Sunday, February 4, 2024 4:40:28 AM Some people who received this message don't often get email from vnkurra@yahoo.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Agenda Item #7 Ellsworth Ordinance - Council Meeting of February 5, 2024 Dear Mayor Stone and members of the City Council, City Staff has misinterpreted the City Council motion of December 11, 2023, and that is not how a democratic process is supposed to work. The ordinance written for 702 Ellsworth Place differs from the motion. Here is your chance to fix it by pulling agenda item #7 from the 2nd reading scheduled for Monday night’s meeting. Sincerely, Venkata Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 39  Packet Pg. 167 of 198  From:Chin Chong To:Council, City Cc:Burt, Patrick; Kou, Lydia; Lythcott-Haims, Julie Subject:Ellsworth Ordinance Has Big Problems - February 5, 2024 Date:Sunday, February 4, 2024 1:09:11 AM Some people who received this message don't often get email from chin18881@hotmail.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links.  Dear Palo Alto City Council, City Staff should not go around the Council’s motion! This is not okay. Please pull item #7 and have staff fix it to what you asked for! Thanks, Chin Chong Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 40  Packet Pg. 168 of 198  From:Kristen Van Fleet To:Council, City Subject:Ellsworth Ordinance - Needs Reworking To Match Motion Date:Saturday, February 3, 2024 11:14:40 PM Some people who received this message don't often get email from kvanfleet@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding: Agenda Item #7 - Second reading - Ellsworth Ordinance - Council Meeting of February 5, 2024 Dear Palo Alto City Council, The Ellsworth Place Neighbors have all worked hard to get safety measures implemented at the intersection of Ellsworth Place and Middlefield Road. The City Council motion of December 11, 2023, reflects these benefits, which were designed for the safety of ALL people who traverse on or near Ellsworth Place. Unfortunately, City Staff took liberties to undo some of the safety measures as approved by the Council, and they did so based on what the applicant wanted, as was stated in the Council Consent Agenda Responses, “Staff thoroughly reviewed the meeting video and worked with the applicants to revise the ordinances and drawings to reflect the Council’s motion.” Additionally, several cherry-picked video timestamps were included, which left out pertinent timestamps. Since when do city staff get to ignore a Council motion to please an applicant? This isn’t how democracy works. Please pull agenda item #7 so its language can be corrected to match the motion of December 11, 2023, and properly implement the safety measures. Sincerely, Kristen A. Van Fleet Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 41  Packet Pg. 169 of 198  From:gala b To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Pull Agenda Item 7 from Feb 5, 2024 - It Has Safety Issues Date:Saturday, February 3, 2024 9:21:04 PM Some people who received this message don't often get email from galab8@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Item #7 Ellsworth Ordinance, City Council Meeting - February 5, 2024 Dear Mayor Stone, Vice Mayor Lauing, and members of the City Council, Parts of the 702 Ellsworth ordinance are unsafe and differ from the approved motion of December 11, 2023. Please pull agenda item 7 so the ordinance can be corrected and the safety measures documented correctly. Thank you for looking into this important matter. Sincerely, Gala Beykin Ellsworth Pl. Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 42  Packet Pg. 170 of 198  From:Yevgeny-Yoni Khasin To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Remove Item #7 (Ellsworth) from Council Meeting February 5, 23 Date:Saturday, February 3, 2024 9:16:34 PM Some people who received this message don't often get email from khasiny@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Item 7 Ellsworth - City Council Meeting of February 5, 2024 Dear Members of the Palo Alto City Council, Please pull Item #7 from the consent. It does not match the motion approved by elected City Council officials on December 11, 2023 in critical ways. Thank you! Yevgeny Khasin Ellsworth Pl. Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 43  Packet Pg. 171 of 198  From:Paul Bigbee To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Problems with Monday’s Consent Calendar Item #7 Date:Saturday, February 3, 2024 8:54:10 PM Some people who received this message don't often get email from pwbcommerce@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Dear Mayor Stone, Vice Mayor Lauing, and members of the City Council, You can protect pedestrians, bicyclists, and drivers by restoring pertinent safety measures and delivery services in the 702 Ellsworth Place Ordinance. My objection specifically targets the version presented for the second reading: - Differs from the Motion of December 11 2023, - Removes the safer line of sight triangle, - Allows a fence that does not have “adequate transparency”, and - Bans some delivery trucks on Ellsworth Place after creating a space for them. Unless the item is removed from consent and fixed, you will be degrading the safety measures and community requirements that you voted for back in December. Sincerely, Paul Bigbee Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 44  Packet Pg. 172 of 198  From:Bhanu Iyer To:Council, City; Burt, Patrick; Kou, Lydia; Lauing, Ed; Lythcott-Haims, Julie; Stone, Greer; Tanaka, Greg; Veenker, Vicki Subject:Remove Ellsworth Agenda Item #7 from Monday, February 5, 2024 Date:Saturday, February 3, 2024 6:47:51 PM Some people who received this message don't often get email from bhanuiyer9@gmail.com. Learn why this isimportant CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. Regarding Council Meeting on February 5, 2024, Agenda Item #7: Dear Mayor Stone, Vice Mayor Lauing, and members of the City Council, As a Palo Alto property owner and resident, I’m disappointed that the Palo Alto City Staff revised an ordinance to not match the Council’s motion of December 5, 2023, as approved for the new PC governing 702 Ellsworth Place. We very much appreciate how you and other Council members worked hard to implement safety standards regarding issues brought forth by the Ellsworth Place neighbors. But then, City Staff reinterpreted motion line item 2 and deferred line item 3 without good reason. This is not how a democratic process should work. Please remove agenda item #7 from the 2nd reading so City Staff can revise the ordinance to match the Council’s motion. Best regards, Bhanu Iyer 712 Ellsworth Place Palo Alto 650-269-4476 Item 7 Attachment E - Item 7 February 5th Public Comments (1)        Item 7: Staff Report Pg. 45  Packet Pg. 173 of 198  City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: March 4, 2024 Report #:2401-2520 TITLE Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans RECOMMENDATION Approve the 2024 City Council Priority Objectives, and workplans for Finance Committee and Policy & Services Committee. BACKGROUND On January 29, 20241, the Council held its annual retreat to approve the 2024 Council Priorities. The Council Handbook2 defines a priority as a topic that will receive unusual ad significant attention during the year. With only minor edits, the Council voted to keep the existing Priorities for another year, they include: •Economic Development and Transition •Climate Change and the Natural Environment: Protection and Adaptation •Housing for Social and Economic Balance •Community Health, Safety, Wellness and Belonging Each Council Priority area encompasses a set of specific, measurable, attainable, relevant, and time-bound (SMART) Objectives. These Objectives primarily consist of Council actions and engagement required throughout the calendar year to further the adopted priorities. Council engagement may include a variety of forms, such as Council approval, committee/council ad hoc review and recommendations, legislative advocacy, regional board/committee 1 City Council Retreat, 1/29/2024: 2 City Council Handbook: https://www.cityofpaloalto.org/files/assets/public/v/1/city-clerk/city- charterprocedures/2023-adopted-council-protocols-and-procedures-manual-5.2023.pdf Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 1  Packet Pg. 174 of 198  representation, and budgetary actions. Using 2023 Priority Objectives as a baseline, staff has evaluated and included a proposed list for Council consideration in 2024. In addition to Priority Objectives, Council evaluates progress on topics and issues of interest through the approval of Committee Workplans. Finance Committee and Policy & Services Committee Workplans are also included for Council consideration and approval. ANALYSIS The 2024 Council Proposed Priority Objectives list is ambitious with a total of 75 Objectives. This can be compared to the 72 objectives approved by the Council in calendar year 2023. During its annual retreat, Council reflected on 2023 accomplishments and expressed appreciation for progress made and overall advancement in each priority area, though also acknowledged the actual rate of completion in 2023 was approximately 50% and approximately 70% were completed or on-track. The proposed 2024 workplan reflects alignment with prior Council direction, the identified priorities, and regulatory requirements. Staff have estimated that several objectives will require additional resources to complete as outlined. Allocation of additional funding is not always a complete solution to overcome obstacles for completion. Timelines to procure consultant support, or the process to recruit, onboard, and train new staff delay the City’s ability to begin or maintain the pace of work on these projects, especially within the 2024 calendar year timeframe outlined, of which the first 2 months have passed. Attachment A is the summary of 2024 Objectives. It includes new Objectives and 2023 objectives carried over that were not completed for consideration. The table is organized with the following information: •Revised/New- Revised Objectives (R) refer to those not completed in 2023 and may have been revised to reflect 2024 goals. These will include the previous number/letter as identified on the 2023 workplan in parentheses. New Objectives (N) reflects an action or project that is new to 2024 and was not on the 2023 workplan. •Objective Description- Summarizes the activity to be accomplished in calendar year 2024, with more detail to follow in the Objective narrative. •Estimated Completion- Reflects the 2024 calendar quarter in which the Objective is estimated to be completed. Q1 is January-March, Q2 is April-June, Q3 is July-September, and Q4 is October-December. •Council Priority Crossover- Identifies which Council Priorities the Objective supports, as some could fit in several Priority areas. •Funding Needed- Reflects a project that requires additional resources (staffing, capital investment, or professional services) to achieve and complete the activity beyond current budgeted levels. ’$‘ is up to 50K, ’$$‘ is 51-400K, ’$$$‘ is 500K+ A few 2023 Objectives were dropped from the list and are outlined below. Some have been replaced by alternative Objectives that better align with Council priorities. Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 2  Packet Pg. 175 of 198  •Align Business Improvement District (BID) priorities and investments to the Comprehensive ED Strategy (g). Discussion of the Downtown Business Improvement District is expected to continue in the discussions with the economic development priorities, but we do not expect this work to mature sufficiently in 2024 to allow realignment of BID priorities and investments to occur this calendar year. •Approve operations and maintenance agreements with Valley Water purified water facility at LATP Area B (y) •Create new affordable housing opportunities through funding such as a housing land trust, in particular, CalCHA (gg) •Explore opportunities to regulate short-term rentals with Council committee (hh) •Respond to various Grand Jury recommendations related to Housing (HSEB 6, 17, 24) (kk) •Develop a citywide strategy to connect unhoused residents to housing and services (qq). This is replaced by a gap analysis that would identify any areas that the City could feasibly work towards within our own abilities. Council may decide to add these objectives back to the 2024 Proposed Council priorities, after discussing and conferring with staff regarding their urgency and consideration of an attainable expectations for the 2024 objectives in full. Finance and Policy & Services Standing Committee Workplans Attachment B and C reflect the current draft workplans for the two City Council standing committees that meet monthly, Finance Committee and Policy & Services Committee. These workplans reflect annual agenda items and current referrals from Council. Staff expects that as work progresses on the 2024 objectives, some objectives will use these committees for review and feedback and will be added throughout the year as appropriate to ensure continued progress on the objectives. Council can identify if any referrals are missing from the list in the workplan attachments. FISCAL/RESOURCE IMPACT Council approval of Priority Objectives does not have an immediate fiscal impact; however, resources will need to be allocated to non-resourced projects to implement Council Priorities. Opportunities to resource projects include the FY 2025 annual budget process, with adoption scheduled for June 2024. In addition, Council may amend the budget in alignment with the municipal code regulation at its normal Council meetings throughout the year. STAKEHOLDER ENGAGEMENT Council, community and stakeholder engagement is a key area of focus that is woven into the workplans to implement the proposed Council objectives contained in this report. Should the Council revise or add to the proposed objectives list, staff will develop engagement plans to Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 3  Packet Pg. 176 of 198  support each project. Attachment D includes examples of the various community engagement strategies used to advance the Council Priorities and Objectives. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because the Council discussion on 2024 Priority Objectives is a continuing administrative or maintenance activity. CEQA Guidelines section 15378 (b)(2). ATTACHMENTS Attachment A: 2024 Proposed Council Priority Objectives Attachment B: Finance Committee 2024 Tentative Topics Attachment C: Policy & Services Committee 2024 Tentative Topics Attachment D: Community Engagement Strategies APPROVED BY: Ed Shikada, City Manager Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 4  Packet Pg. 177 of 198   2024 Proposed City Council Priorities and Objectives  Funding  Needs Returning / New Objective Q1 Q2 Q3 Q4 ED  &T CC&  NE HS&  EB CHS W& B $ up to 50K, $$  51‐400K, $$$  500K+ Focus on Commercial Corridors, Downtown and California Ave N facilitate the establishment of sustainable business organization in the Cal Ave, DT, and Midtown districts x x N Engage Cal Ave merchants on high priority, rapid implementation projects, i.e. barrier replacement, street cleaning, maintenance, access, signage and outdoor dining  guidelines x x $$ R Develop permanent Cal Ave car‐free steetscape design through engagement with Cal Ave merchants and community stakeholders  (h)x x x N Initiate preliminary analysis and stakeholder engagement on a car‐free streetscape design for Ramona Street x x $$ N Develop pre‐approved parklet designs with stakeholder outreach, for Council approval x x R Implement ongoing parklet program in compliance with adopted parklet standards, leveraging pre‐approved designs (e)x x N Advance Downtown Parking garage in conjunction with advancement of affordable housing in the Downtown x x x N Advance complete build out of fiber pilot phase 1 with grid modernization x x x Support Economic Development and Business Transition N Establish regular engagement with retail brokers in the area to create stronger connections and understand how the City may be able to help promote available spaces x x N Research and evaluate options for implementing a public‐private small and local business and incubation and vacant storefront program connecting landlords experiencing  vacancy with small and local‐businesses that may be seeking brick and mortar spaces x x R Conduct business stakeholder outreach and present to Council recommendations for a citywide retail zoning strategy and receive direction for zoning ordinance  implementation (k)x x Climate Change Protection R Deploy 65,000 residential Advanced Metering Infrastructure (AMI) meters by end of 2024 (l)x x N Conduct community engagement and data collection and analysis to develop a Safe Streets for All (SS4A) Safety Action Plan for Council approval in 2024 x x x R Continue community engagement efforts to inform the update and receive Council feedback on the 2025 Bicycle and Pedestrian Transportation Plan (BPTP) characteristics  in preparation for next steps including environmental review and adoption in 2025 (m)x x x R Complete initial pilot area of electric grid modernization (p)x x N Initiate development of a model to transition gas utility including community outreach and policy discussions x x R Continue to improve the Advanced Heat Pump Water Heater Pilot Program in preparation for a full‐scale program (q)x x R Adopt a residential whole home electrification pilot program (r)x x R Refine existing HVAC pilot program to encourage participation as a next step toward a 2025 Council approved commercial rooftop HVAC electrification advanced pilot  program(s)x x R Develop and approve an Electric Vehicle Strategic Plan (t)x x N Develop an EV Replacement Program for the City Fleet x x R Develop and initiate implementation of a Reliability and Resiliency Strategic Plan (u)x x R Develop draft S/CAP funding study with Council input (v)x x N Evaluate and report out Palo Alto Link pilot performance and consider continuation and/or expansion of future services x x x N Begin community engagement to consider parking policy updates that enhance customer satisfaction, improve program sustainability, and aligns with S/CAP mobility goals x x x N Amend local building regulations to establish a "one Margin" energy efficiency standard, to allow installation of natural gas plumbing while imposing more stringent  energy efficiency and all‐electric readiness requirements to all new buildings x x N Initiate the 2026 California Building Standards Code update, including the California Green Building Standards Code x x N Complete community engagement for the Airport’s Long‐Range Facilities & Sustainability Plan in accordance with Federal requirements and hold a study session with  Council on the draft plan x N Council selection of a locally preferred alternatives for City Rail/Grade Separation project at Churchill Avenue, Meadow Drive, and Charleston Rd.x x x Climate Change Adaptation: Flood Protection R Advocate for the San Francisquito Creek Flood Protection capital project (Reach 2) through Council’s JPA representation and any Council approvals involved (w)x x x R Complete design and right‐of‐way acquisition, obtain regulatory permits, finalize project funding needs including potential Council advocacy with State legislators, and  approve construction contract for the Newell Road Bridge Replacement project (x)x x x R Coordinate with Federal and regional partners on a path forward exploring the development of a Sea Level Rise Adaptation Plan (5)x x x Natural Environment x R Approve stream/creek corridor setback ordinance (4)x x x R Approve a bird safe glass and wildlife light pollution protections ordinance (6)x x Advance Housing Plans R Approve project funding and a consultant contract to develop and identify housing opportunity sites through the Downtown Housing Plan, including community outreach  (dd)x x x x R Submit a compliant Housing Element to the state department of Housing and Community Development (ee)x x R Approve final North Ventura Coordinated Area Plan (NVCAP) (ff)x x N Receive Cal Poly San Luis Obispo student‐led concept plan for San Antonio Corridor x x R Approve consultant contract to initiate a Specific Plan for San Antonio Road Corridor including project goals and outcomes (8)x x Implement Housing Production Policies N Initiate a review and make recommendations for a possible extension of the Housing Focus area to other geographic locations along El Camino Real x x N Consider funding affordable housing related projects based on responses to a Notice of Funding Availability (NOFA) x x N Approve a consultant contract to assess housing development impact fees for the conversion from a per unit to per square foot basis x x $$ R Refine implementation of City’s SB9 objective development and urban lot split standards (HSEB 14) (ll)X x N Adopt an ordinance that implements Housing Element Program 3.4 related to the housing incentive program x x N Amend the municipal fee schedule and prepare economic feasibility analysis that implements Housing Element Program 3.1 related to fee waivers and adjustments x x $$ N Initiate a study implementing Housing Element Program 6.5 related to alternative housing types x x $$ N Adopt an ordinance implementing various Housing Element Programs x x N Initiate analysis to amend the zoning code to implement Housing Element Program 3.9 related to commercial floor area x x Support Unhoused Service Initiatives R Partner with Santa Clara County Housing Authority to achieve 2024 milestones on construction timeline for Palo Alto Homekey project to provide transitional housing and  services for unhoused residents (pp)x x x N Conduct a gap analysis of housing and services for the unhoused in Palo Alto, considering Council direction, City activities and work, and County activities and work.  x x x $ N Initiate research to understand Palo Alto unhoused population and explore feasibility of expanding safe parking options on Geng Road.x x x Advance Renter Protection Policies N Council discussion of possible ordinance related to fair chance renter policy x x x N Council discussion of possible anti‐rent gouging policy x x x N Finalize development plan to maintain affordability and improve conditions at Buena Vista Mobile Park x R Approve a service contract to initiate Renter Registry implementation (cc)x x x Mental & Physical Health and Belonging R Complete reopening of libraries to budgeted level (rr)x x R Approval of multi‐year agreement for provisions of animal shelter services (ss)x x R Develop a workplan to enhance community special events with focus on inclusion (tt)x x x R Reach a tentative agreement with PAUSD on long term use of the Cubberley property (uu)x x R Evaluate Recreation Wellness Center Feasibility (vv)x x R Evaluate HSRAP funding allocation as a percent (%) of the General Fund (11)x x R Facilitate a location for La Comida in North Palo Alto (12)x x R Increase support and funding for youth mental health (13)x x N Complete Trusted Response Urgent Support Team (TRUST) Augmentation pilot and evaluate the effort x x Invest in Reliable Safety Infrastructure and Systems R Support visible police presence by ensuring stable staffing (recruiting and retention) through hiring ahead program (ww)x x N Initiate upgrade of Police Department field based video hardware x x $$$ R Approve vendor selection for 911 dispatch system (CAD provider) (yy)x x R Approve updated Local Hazard Mitigation Plan and Community Wildfire Protection Plan (aaa)x x x R Update Foothills Fire Management Plan (bbb)x x x R Complete construction of the new Public Safety Building including department move‐in (ccc)x x R Council award of a construction contract for Fire Station No. 4 Replacement (ddd)x x R Approve consulting contract to initiate work, including stakeholder engagement, related to the Seismic and Resiliency Ordinance (eee)x x x Reduction of Noise and Air Quality Pollution x N Initiate work to conduct a Quiet Zone study at Churchill Ave, Meadow Drive, and Charleston Rd and begin initial analysis and regional stakeholder outreach.x x R  Implement strategies for promoting unleaded fuel and phasing out leaded fuel (ggg)x x R Continue engagement with San Francisco Airport on SFO's Ground Based Augmentation System (GBAS) project and other potential opportunities to decrease SFO noise  impacts on Palo Alto (iii)x x x x Total 75 Objectives Economic Development & Transition (ED&T) CLIMATE CHANGE & THE NATURAL ENVIRONMENT: PROTECTION & ADAPTATION (CC&NE) HOUSING FOR SOCIAL & ECONOMIC BALANCE (HS&EB) COMMUNITY HEALTH, SAFETY, WELLNESS & BELONGING (CHSW&B) Estimated  Completion Council Priority  Crossover Item 8 Attachment A - 2024 Proposed Council Priority Objectives        Item 8: Staff Report Pg. 5  Packet Pg. 178 of 198  City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org ATTACHMENT B FINANCE COMMITTEE TENTATIVE TOPICS CALENDAR 2024 As of February 22, 2023 See the end of the document for information on the completed 2023 referrals as well as the outstanding and on hold referrals to date. January • Mayor appoints Committee and designates Chair; usually no FC meeting February • Preliminary Review of Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water, Wastewater Collection March • Council Referral: Allocation of General Fund for Human Services Resource Allocation Process (HSRAP) [tentative] April • Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water, Wastewater Collection • Rate Schedule Storm Water Management Fee • Council Referral: Junior Museum & Zoo (JMZ) organizational review and pricing changes [tentative] May • Annual Budget Review: Operating + Capital Five Year Plan • Daytime meetings, tentative schedule 5/7, 5/8, and 5/21 or 5/28 • Fiscal Year 2024 Municipal Fee Schedule • Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC)- Biannual report June • Third Quarter Fiscal Year 2024 Financial Report • Adoption of Fiscal Year 2024 Investment Policy (to be done by June 30 per code) Item 8 Attachment B - Finance Committee 2024 Tentative Topics (as of Feb 22)        Item 8: Staff Report Pg. 6  Packet Pg. 179 of 198  City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org ATTACHMENT B July No meeting; Council Break August September • Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation Reports as of June 30, 2023 • Every 3-4-year review/decision on pension funding policy assumptions next review scheduled for FY 2026. October • Planning and Development Services Fee Study [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, 2024 and Management Letter • Discussion and Recommendation to Approve the Fiscal Year (FY) 2024 Comprehensive Annual Comprehensive Financial Report (ACFR) and Approve Budget Amendments in Various Funds December • Review and Forward the FY 2026 - FY 2035 Long Range Financial Forecast • First Quarter Fiscal Year 2025 Financial Report • Informational: Report out on Status of Committee Referrals 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, 2023 agenda. 1) COMPLETED: Evaluation of Printing & Mailing Services levels and service delivery. 2) COMPLETED: Dialogue with PAUSD regarding cost-sharing for mutual activities 3) PENDING: Parking Permits Pricing and Parking Permit Funds Financial Status. Staff initiated, review is expected to begin in FY 2025. 1 Finance Committee, December 5, 2023, Item #2, CMR #2307-1794: https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=2874&meetingTemplateType=2&comp iledMeetingDocumentId=8595 Item 8 Attachment B - Finance Committee 2024 Tentative Topics (as of Feb 22)        Item 8: Staff Report Pg. 7  Packet Pg. 180 of 198  City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2024 POLICY & SERVICES TENTATIVE TOPICS CALENDAR 2024 As of February 22, 2024 See the end of the document for information on the completed 2023 Referrals as well as the outstanding and on hold referrals to date. There is also a section of proposed referrals to remove. January • Mayor appoints Committee and designates Chair; no Policy & Services Committee meeting February • Auditor Task Order Report • Auditor Quarterly Report • Council Referral: Procedures and Protocols: (Council Referral from March 20, 2023) 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)) • Council Referral: Discussion of the Creation of the Advisory Committee regarding Council Compensation March • Update: Summary of Recent Race and Equity Work since late 2023 • Follow up on the Council Discretionary funds referral • Auditor Report – ?? • Auditor Report – ?? April • Auditor Report – ?? • Auditor Report – ?? • Legislative Update Townsend Virtual (then Update at May City Council) May • Public Safety Building Construction Audit • Quarterly Audit Status Report June • Audit Report [tentative] Item 8 Attachment C - Policy and Services 2024 Tentative Topics (as of Feb 22)        Item 8: Staff Report Pg. 8  Packet Pg. 181 of 198  City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2024 July No meeting; Council break August • Quarterly Audit Status Report (April-June) [tentative] • Legislative Update (then Council in late August/early September) September October • Quarterly Audit Status Report (July-Sept) [tentative] • Audit Report [tentative] • Quarterly Race and Equity Update: Summary of Recent Race and Equity Work November • Procedures & Protocols Handbook Discussion (Annual Discussion) • 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 • Discussion of Council Priority Setting Retreat Completed Referrals (status and date of referral): 1. COMPLETED: From June 19, 2023: Friendship Cities (Motion from June: to refer the Colleagues Memo for Approval of a “Friendship City” Program to Policy and Services Committee for further discussion and to review the staffing impacts of this program). [completed February 2024] 2. COMPLETED: City Council Procedures and Protocols Handbook Referrals from April 2023: Council Organization, Video Participation, Board Commission Liaison Role, Board/Commission Lobbying (Council action on Feb. 5, 2024) 3. COMPLETED? Referral: Leaf blowers 4. COMPLETED: 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; updates included in Race and Equity reports) 5. COMPLETED: 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) Pending Referrals (status and date of referral): 1. PENDING: December 4, 2023: Consideration of the Creation of an Advisory Committee to review Council Member Compensation – P&S Agenda for Feb. 13, 2024 first conversation 2. PENDING: City Council Procedures and Protocols Handbook Referrals from April 2023: Council Item 8 Attachment C - Policy and Services 2024 Tentative Topics (as of Feb 22)        Item 8: Staff Report Pg. 9  Packet Pg. 182 of 198  City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2024 Censure (Council agenda for Feb 26, 2024), Use of Discretionary Funds (P&S Agenda for Feb. 13, 2024 first conversation) 3. PENDING: Continued follow up of: Seismic Ordinance Update Items Moved to the Housing Ad Hoc: 1. Council Referral from Nov. 29, 2021: Renter Protections: Bring to P&S [a] proposal & discussion on expanding anti-gouging measure to address loopholes  moved to ad hoc: 2. Council Referral from Nov. 29, 2021: Renter Protections: Fair chance ordinance to be reviewed by P&S for analysis on consequences/unintended consequences  moved to ad hoc 3. Referral from 2021: Council Referral – Affordable Housing Funding (from August 16, 2021 Council Meeting)  moved to ad hoc Council Action Needed to Retain: • 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 • CalCHA follow up actions (Motion below) • Review City Council Colleagues’ Memo Referring Policy Changes on Short Term Rentals (referral from Dec. 12, 2022) Item 8 Attachment C - Policy and Services 2024 Tentative Topics (as of Feb 22)        Item 8: Staff Report Pg. 10  Packet Pg. 183 of 198  City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2024 Item 8 Attachment C - Policy and Services 2024 Tentative Topics (as of Feb 22)        Item 8: Staff Report Pg. 11  Packet Pg. 184 of 198  ATTACHMENT D Community Engagement Strategies To support Council discussion on community engagement, the following provides examples of engagement between the community and Council. These efforts aim to advance the Council Priorities Objectives by fostering community awareness, boosting civic participation, and gathering stakeholder input. General approaches include town halls, community information sessions, office hours, neighborhood meetings, online surveys, polls, and digital engagement platforms. These efforts fall into three areas of focus: •topic-based community engagement to help inform Council decision-making •general engagement such as listening sessions/opportunities that are open-ended •following-up/closing the loop on issues raised by community members The City employs a diverse array of engagement strategies and methodologies, customizing them based on the audience, desired input, and timeframe to effectively gather feedback for informed decision- making. The City uses the International Association for Public Participation (IAP2) as a framework to organize community involvement, ensuring alignment with the specific input or feedback required for each project or issue: •Inform: Fact sheets, webpages, blog posts, information sessions, open houses, frequently asked questions, website feedback forms, information campaigns •Consult & Involve: Surveys, focus groups, questions and answer sessions, office hours, public meetings like community meetings, town halls, panel discussions, workshops, polling, community meetings •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. Recent engagement tools discussed by the Council are summarized here for further input and discussion: •Use of Citizen advisory committees – Council referred to the Policy & Services Committee interest in establishing a committee to advise on councilmember compensation and discussing next steps. •Establishment of new boards or commissions – While not explicitly directed by Council at this point, the City’s Economic Development Strategy calls for the City to convene new or reinvigorated business organizations in Downtown, California Avenue, and Midtown business districts. Staff is currently working with the Chamber of Commerce and business stakeholders to establish regular meetings in a format that will foster sustained engagement which tie to specific proposed objectives contained in this report. •Consideration of Ballot measures – If the Council is interested in advancing issues for voter consideration, proposals must be largely finalized by June. Item 8 Attachment D - Community Engagement Strategies        Item 8: Staff Report Pg. 12  Packet Pg. 185 of 198  ATTACHMENT D At this year’s Council retreat, the Council discussed utilizing and formalizing Council Ad Hoc committees to advance engagement on specific topic areas such as: •Housing •Retail •Sustainability/Climate Action Plan •Cubberley •Stanford In addition, Council committees and existing boards, commissions and committees are actively used to facilitate community conversations on various topics throughout the year. The City also looks to neighborhood, educational, and community organizations such as Palo Alto Neighborhoods (PAN), Stanford University, Emergency Service Volunteers, churches, parent and youth 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. The City's website remains a reliable hub, frequented by the community, with over 900,000 users last year. Visitors accessed event details, service information, and engaged through online forms, FAQs, white papers, fact sheets, general surveys, and the new City Service Feedback tool available at www.cityofpaloalto.org. OpenForms, our website survey/poll resource, gains input on various topics on an annual basis. The Community Engagement web page at www.cityofpaloalto.org/engage is a direct connection to the City’s Open Town Hall as well. The City Service Feedback tool has received 140 responses from community members providing service level input. Palo Alto 311 while largely a reporting tool, alerts staff to issues with the opportunity for direct engagement with the community who reported the concern. In 2023, there were over 5,500 community requests submitted. Item 8 Attachment D - Community Engagement Strategies        Item 8: Staff Report Pg. 13  Packet Pg. 186 of 198  City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Planning and Development Services Meeting Date: March 4, 2024 Report #:2402-2611 TITLE Accessory Dwelling Unit (ADU) Year End Report (Quarter 1 through 4 of CY 2023) RECOMMENDATION This is an informational report, and no action is required. BACKGROUND/ANALYSIS This report transmits information related to application activity for accessory dwelling units (ADU), including junior accessory dwelling units (JADU) for calendar year 2023. Since 2015, the City has received 664 ADU/JADU building permit applications and issued 500 permits. In 2023, there were 29 (19%) applications less than the previous calendar year. Despite the decrease in new ADU/JADU applications submitted, the City saw nearly an equal number of permits issued, with a modest 5% increase over the previous calendar year. It is also notable that there was a significant uptick in ADU/JADU permits receiving their “Final Inspection”, with 39 additional permits receiving their final inspection or an increase of approximately 39% over the previous calendar year. As it relates to the Housing Element, the data continues to support the anticipated housing unit production expected from ADU/JADUs for the current housing element cycle. Throughout 2023, the ADU sizes range from 227 to 1,000 square feet, with an average size of 571 square feet. Approximately 41% of applications are located north of Oregon Expressway, and 59% are located south of Oregon Expressway. This is a change in the historical pattern of the City receiving a majority of ADU and JADU applications for parcels north of Oregon Expressway. Further details can be found in Table 1 of Attachment A. FISCAL/RESOURCE IMPACT This informational report has no fiscal impact. ENVIRONMENTAL REVIEW Exempt from environmental review under Section 15061 of the CEQA Guidelines. Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 1  Packet Pg. 187 of 198  ATTACHMENTS Attachment A: 2023 Year End ADU/JADU Data APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 2  Packet Pg. 188 of 198  Table 1: Summary of ADU Permits from 2015-2023 Category 2015 2016 2017 2018 2019 2020 2021 2022 2023 New ADU Applications Filed1 10 9 28 55 75 78 136 151 122 Permits: Ready to Issue (City Approved)2 8 5 12 39 62 46 112 127 135 Permits: Issued (Permit Obtained)3 8 5 12 36 62 43 89 120 125 Permits: Final Inspection Approved4 3 4 9 12 33 46 37 62 101 Permits Expired 1 1 1 Detached ADUs (Submitted)5 20 35 52 52 80 80 48 Detached ADUs (Issued)5 8 24 41 33 55 64 57 Attached ADUs (Submitted)6 8 20 23 20 56 44 43 Attached ADUs (Issued)6 4 11 21 9 34 32 40 Junior ADUs (Submitted)7 1 1 1 25 27 31 Junior ADUs (Issued)7 1 1 1 9 24 28 Average Application Processing Time (Days Including Weekends)8 127 214 118 183 135 197 162 193 187 Average Construction Time (Days Including Weekends)9 578 751 330 287 173 262 455 431 496 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 3  Packet Pg. 189 of 198  City Impact Fees Collected for New ADUs10 $451,514 $402,012 $198,962 $44,057 $139,592 $540,453 $487,322 ADU Size Smallest11 150 SF 159 SF 220 SF 208 SF 178 SF 192 SF 227SF ADU Size Largest11 900 SF 900 SF 1,031 SF 1,000 SF 1,218 SF 2,217 SF 1000 SF Average ADU Size11 470 SF 469 SF 383 SF 518 SF 550 SF 589 SF 571SF ADU Location Relative to Oregon Expressway11 North 46% 49% 52% 55% 49% 52% 41% South 54% 51% 48% 45% 51% 48% 59% Source: City of Palo Alto Accela Data January 2015 through December 31, 2023 Notes: 1. Any ADU/JADU Application SUBMITTED for the year 2. Any ADU/JADU application Permit 'READY TO Issue' for the year (regardless of when it was submitted) 3. Any ADU/JADU Permit ISSUED for the year (regardless of when it was submitted) 4. Any ADU/JADU Permit receiving a Final Inspection (Ready to Occupy) for the year, regardless of when the application wassubmitted. Years 2015-2017 data point not available. 5. Any Detached ADU Permit Application submitted for the year/Any Detached ADU Permit Issued for the year, regardless of when the application was submitted. Years 2015 -2016 data point not available. 6. Any Attached ADU Permit Application submitted for the year/Any Attached ADU Permit Issued for the year, regardless of when the application was submitted. Years 2015 -2016 data point not available. 7. Any JADU Permit Application submitted for the year/Any JADU Permit Issued for the year, regardless of when the application was submitted. Years 2015-2016 data point not available. 8. Average number of days from permit application submittal to when permit is approved and ready to issue. This average includes weekends and days application is pending due to applicant preparation of resubmittal or additional information from applicant. Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 4  Packet Pg. 190 of 198  9. Average number of days from permit issued to final inspection completed. This average includes weekends and days staff is waiting for applicant to schedule the next required inspection; it also includes time related to the construction of a primary residence when the J/ADU is built at the same time. 10. Impact Fees collected for ADU’s permitted for the year. Years 2015 -2016 data point not available. 11. For new applications filed in the reporting period. Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 5  Packet Pg. 191 of 198  ADU Applications Submitted for CY 2023 (Q1-Q4) New Construction Conversion Type of Conversion # of apps Dwelling Type Project Location Zoning District Date Filed Application Status Attached Detached Attached Detached Garage Other Acc. Structure/Space # of bdrms ADU Size 1 ADU NORTH R-1 12/26/2023 In Plan Check x 1 800 2 JADU NORTH R-1 12/21/2023 Submitted x 0 382 3 ADU NORTH RM-15 12/20/2023 Pending Resubmittal x x 1 464 4 ADU SOUTH R-1 12/15/2023 In Plan Check x x 0 708 5 ADU SOUTH R-1 (7000) 12/13/2023 Pending Resubmittal x 1 378 6 JADU NORTH R-2 12/12/2023 Pending Resubmittal x x 2 400 7 ADU SOUTH R-1 12/11/2023 Pending Resubmittal x 1 800 8 ADU SOUTH R-1 12/07/2023 Pending Resubmittal x x 1 540 9 ADU SOUTH R-1 11/29/2023 Pending Resubmittal x 2 748 10 ADU SOUTH R-1 (7000)(S) 11/27/2023 Pending Resubmittal x 2 750 11 ADU SOUTH R-1 11/22/2023 Pending Resubmittal x 1 481 12 ADU NORTH R-1 11/22/2023 Pending Resubmittal x 2 750 13 ADU SOUTH R-1 (7000) 11/17/2023 Pending Resubmittal x 1 385 14 ADU SOUTH R-1 (8000)(S) 11/14/2023 Pending Resubmittal x 2 791 15 ADU NORTH R-1 (10000) 11/13/2023 Pending Resubmittal x x 1 500 16 ADU SOUTH R-1 11/13/2023 Pending Resubmittal x 2 784 17 ADU SOUTH R-1 11/09/2023 Pending Resubmittal x 2 692 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 6  Packet Pg. 192 of 198  18 ADU NORTH R-1 11/06/2023 Pending Resubmittal x x 2 749 19 ADU SOUTH R-1 11/06/2023 Pending Resubmittal x 1 749 20 JADU NORTH R-1 11/01/2023 Pending Resubmittal x x 1 386 21 JADU NORTH R-1 11/01/2023 Pending Resubmittal x x 1 498 22 ADU NORTH R-1 10/24/2023 In Plan Check x 1 501 23 JADU SOUTH R-1 10/19/2023 In Plan Check x 0 227 24 JADU SOUTH R-1 10/17/2023 Pending Resubmittal x 1 500 25 ADU SOUTH R-1 (8000) 10/06/2023 Permit Issued x x 0 374 26 ADU SOUTH R-1 (7000) 09/29/2023 Pending Resubmittal x 2 750 27 ADU SOUTH R-1 09/21/2023 Pending Resubmittal x x 1 590 28 ADU SOUTH R-1 09/14/2023 In Plan Check x x 1 499 29 JADU SOUTH R-1 09/14/2023 In Plan Check x x 1 499 30 ADU SOUTH R-1 (8000) 09/14/2023 Pending Resubmittal x 2 749 31 ADU SOUTH R-1 09/13/2023 Incomplete x x 1 372 32 ADU SOUTH R-1 09/13/2023 In Plan Check x 1 456 33 ADU SOUTH R-1 09/12/2023 Pending Resubmittal x x 1 333 34 ADU NORTH R-1 09/12/2023 Pending Resubmittal x 1 366 35 ADU SOUTH R-1 (8000) 08/30/2023 In Plan Check x 2 973 36 ADU NORTH R-1 08/29/2023 Pending Resubmittal x 1 749 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 7  Packet Pg. 193 of 198  37 ADU NORTH R-1 08/25/2023 Pending Resubmittal x 2 869 38 JADU SOUTH R-1 08/24/2023 Permit Issued x 1 388 39 ADU SOUTH R-1 08/21/2023 Pending Resubmittal x x 1 402 40 JADU SOUTH R-1 08/10/2023 Pending Resubmittal x 1 416 41 JADU NORTH R-1 08/09/2023 Permit Issued x 1 495 42 ADU NORTH R-1 08/09/2023 Permit Issued x x 2 642 43 ADU SOUTH R-1 08/07/2023 Pending Resubmittal x 1 778 44 ADU NORTH RMD (NP) 08/01/2023 Pending Resubmittal x 1 378 45 JADU NORTH RMD (NP) 08/01/2023 Pending Resubmittal x 1 385 46 JADU NORTH R-1 07/27/2023 Permit Issued x 1 498 47 ADU SOUTH R-1 07/27/2023 Permit Issued x 1 672 48 ADU SOUTH RE 07/27/2023 Submitted x 2 997 49 ADU NORTH R-1 (10000) 07/26/2023 Permit Issued x x 1 800 50 ADU SOUTH R-1 (10000) 07/25/2023 Permit Issued x 1 826 51 ADU NORTH R-1 07/21/2023 Permit Issued x x 1 308 52 ADU SOUTH R-1 (8000)(S) 07/18/2023 Permit Issued x 2 275 53 ADU NORTH R-1(10000) 07/13/2023 In Plan Check x 1 789 54 ADU SOUTH R-1 (S) 07/12/2023 Permit Issued x x 1 467 55 ADU SOUTH R-1 07/11/2023 Pending Resubmittal x x 1 600 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 8  Packet Pg. 194 of 198  56 ADU SOUTH R-1 07/11/2023 Permit Issued x 1 748 57 JADU SOUTH R-1 (8000) 07/06/2023 Pending Resubmittal x 1 496 58 ADU NORTH R-2 07/05/2023 Permit Issued x 1 677 59 ADU NORTH R-1 (S) 06/29/2023 Permit Issued x 2 609 60 JADU NORTH R-1 06/27/2023 Permit Issued x 1 498 61 ADU SOUTH R-1 06/20/2023 Permit Issued x 2 750 62 ADU SOUTH R-1 (10000) 06/20/2023 Permit Issued x 1 794 63 JADU SOUTH RM-15 06/19/2023 Pending Resubmittal x 1 500 64 ADU NORTH R-1 06/12/2023 In Plan Check x x 1 640 65 ADU NORTH RM-15 06/09/2023 Pending Resubmittal x x 3 998 66 JADU NORTH R-1 06/08/2023 Permit Issued x x 1 367 67 ADU NORTH R-1 06/07/2023 Incomplete x 1 999 68 ADU NORTH RMD (NP) 06/06/2023 Permit Issued x 2 808 69 ADU NORTH R-1 06/05/2023 Pending Resubmittal x 1 726 70 ADU NORTH R-1 06/05/2023 Permit Issued x 0 750 71 ADU SOUTH R-1 06/02/2023 Permit Issued x 1 615 72 ADU SOUTH RE 06/01/2023 Permit Issued x 2 1,000 73 ADU SOUTH R1 05/25/2023 Permit Issued x 1 795 74 JADU NORTH R-1 05/24/2023 Pending Resubmittal x 1 499 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 9  Packet Pg. 195 of 198  75 ADU NORTH R-1 05/18/2023 In Plan Check x 2 799 76 ADU SOUTH OS 05/17/2023 Pending Resubmittal x x 1 584 77 ADU SOUTH R-1 05/16/2023 Permit Issued x 1 503 78 ADU SOUTH R-1 05/15/2023 Permit Issued x 1 373 79 JADU SOUTH R-1 (8000) 05/12/2023 Permit Issued x x 1 492 80 JADU NORTH R-1 05/02/2023 Permit Issued x x 1 230 81 ADU SOUTH R-1 05/02/2023 Permit Issued x x 0 339 82 ADU NORTH R-1 (10000) 04/28/2023 Permit Issued x 1 578 83 ADU NORTH R-1 04/27/2023 Permit Issued x x 1 564 84 ADU NORTH R-1 04/27/2023 Permit Issued x 2 800 85 JADU SOUTH R-1 04/25/2023 Permit Issued x x x 1 497 86 ADU SOUTH R-1 04/20/2023 Permit Issued 0 324 87 JADU SOUTH R-1 (8000) 04/20/2023 Pending Resubmittal x 1 500 88 ADU NORTH R-1 (10000) 04/17/2023 In Plan Check x 1 797 89 JADU NORTH R-1 04/11/2023 Pending Resubmittal x 0 236 90 ADU NORTH R-1 04/10/2023 Permit Issued x x 0 400 91 ADU SOUTH R-1 04/07/2023 Permit Issued x 1 498 92 ADU NORTH R-1 04/03/2023 Pending Resubmittal x x 1 252 93 ADU SOUTH R-1 (10000) 03/29/2023 Permit Issued x 1 500 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 10  Packet Pg. 196 of 198  94 ADU SOUTH R-1 (8000) 03/29/2023 Incomplete x 1 800 95 JADU SOUTH R-1 (10000) 03/28/2023 Pending Resubmittal x 1 500 96 ADU SOUTH R-1 (10000) 03/28/2023 Pending Resubmittal x 1 921 97 ADU SOUTH R-1 03/23/2023 Permit Issued x 1 797 98 JADU NORTH R-1 03/17/2023 Pending Resubmittal x x 0 401 99 JADU SOUTH R-1 (8000) 03/16/2023 Pending Resubmittal x 1 534 100 JADU SOUTH R-1 03/15/2023 Permit Issued x 1 499 101 ADU NORTH RM-30 03/10/2023 Pending Resubmittal x 0 315 102 JADU SOUTH R-1 03/10/2023 Finaled x x 1 325 103 ADU SOUTH R-1 03/09/2023 Permit Issued x x 1 391 104 ADU SOUTH R-1 (8000) 03/09/2023 Permit Issued x 2 750 105 ADU SOUTH R-1 03/07/2023 Permit Issued x 2 748 106 ADU NORTH RM-30 03/06/2023 Pending Resubmittal x 1 409 107 ADU SOUTH R-1 02/16/2023 Permit Issued x x 1 264 108 ADU SOUTH R-1 02/15/2023 Permit Issued x x 1 440 109 JADU SOUTH R-1 02/13/2023 Permit Issued x 1 479 110 ADU NORTH R-1 (10000) 02/09/2023 Permit Issued x 1 810 111 ADU SOUTH R-1 02/06/2023 Permit Issued x 1 480 112 ADU SOUTH R-1 02/02/2023 Pending Resubmittal x 1 307 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 11  Packet Pg. 197 of 198  113 JADU SOUTH R-1 02/02/2023 Pending Resubmittal x x 1 358 114 ADU SOUTH R-1 (10000) 01/30/2023 Permit Issued x 1 810 115 JADU NORTH R-1 01/25/2023 Permit Issued x x 1 281 116 ADU NORTH R-1 (10000) 01/23/2023 Permit Issued x x 1 734 117 JADU NORTH RMD (NP) 01/11/2023 Finaled x x 0 284 118 ADU SOUTH R1-(8000)(S) 01/11/2023 Permit Issued x 1 471 119 ADU NORTH RMD (NP) 01/11/2023 Finaled x x 2 836 120 ADU NORTH R-1 01/10/2023 Permit Issued x 1 538 121 ADU SOUTH R-1 01/10/2023 Permit Issued x 2 800 122 ADU SOUTH R-1 (8000)(S) 01/03/2023 Finaled x x 1 360 Item 9 Attachment A - 2023 Year End ADU/JADU Data        Item 9: Staff Report Pg. 12  Packet Pg. 198 of 198