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HomeMy WebLinkAbout2024-04-15 City Council and Planning & TransportationCITY COUNCIL and PLANNING & TRANSPORTATION Special Meeting Monday, April 15, 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 SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM) 1.Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024 2.Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024 AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (5:45 ‐ 6:15 PM) Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s). CONSENT CALENDAR (6:20 ‐ 6:25 PM) Items will be voted in one motion unless removed from the calendar by three Council Members. 3.Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings. 4.Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project 5.Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c) 6.Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5) 7.Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301 8.Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301 9.Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project. 10.Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department. 11.Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt. 12.Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project. CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM) BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION MEETING ACTION ITEMS (6:50 ‐ 9:00 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 13.Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element. 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. 14.Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees OTHER INFORMATION Standing Committee Meetings this week     Rail Committee April 16, 2024       Finance Committee April 16, 2024  CANCELED     Retail Committee April 17, 2024       City/Schools Liaison Committee April 18, 2024   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 April 15, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCIL andPLANNING & TRANSPORTATIONSpecial MeetingMonday, April 15, 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 SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM) 1.Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20, 2024 2.Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19, 2024 AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (5:45 ‐ 6:15 PM) Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM) Members of the public may not speak to the item(s). CONSENT CALENDAR (6:20 ‐ 6:25 PM) Items will be voted in one motion unless removed from the calendar by three Council Members. 3.Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings. 4.Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project 5.Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt under CEQA Guidelines Section 15301(c) 6.Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5) 7.Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301 8.Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301 9.Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project. 10.Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department. 11.Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt. 12.Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project. CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM) BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION MEETING ACTION ITEMS (6:50 ‐ 9:00 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 13.Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element. 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. 14.Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees OTHER INFORMATION Standing Committee Meetings this week     Rail Committee April 16, 2024       Finance Committee April 16, 2024  CANCELED     Retail Committee April 17, 2024       City/Schools Liaison Committee April 18, 2024   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 April 15, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCIL andPLANNING & TRANSPORTATIONSpecial MeetingMonday, April 15, 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 ORDERSPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)1.Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20,20242.Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19,2024AGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (5:45 ‐ 6:15 PM)Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reservesthe right to limit the duration of Oral Communications period to 30 minutes.COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM)Members of the public may not speak to the item(s).CONSENT CALENDAR (6:20 ‐ 6:25 PM)Items will be voted in one motion unless removed from the calendar by three Council Members.3.Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.4.Approve the Reliability and Resiliency Strategic Plan as Recommended by the UtilitiesAdvisory Commission; CEQA Status: exempt, not a project5.Approval of Construction Contract C24190225 with Graham Contractors, Inc. in anAmount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or TheirDesignee to Negotiate and Execute Change Orders for Related Additional butUnforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of$159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, CapitalImprovement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt underCEQA Guidelines Section 15301(c)6.Staff Recommends Increasing the Budget for the Advanced Heat Pump Water HeaterPilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend theFiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project underCEQA Guidelines Section 15378(b)(5) 7.Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exempt under CEQA Guidelines Section 15301 8.Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301 9.Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On‐Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project. 10.Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department. 11.Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three‐year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt. 12.Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐Exceed Amount of $135,000; CEQA Status – Not a Project. CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM) BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATION MEETING ACTION ITEMS (6:50 ‐ 9:00 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 13.Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element. 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. 14.Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees OTHER INFORMATION Standing Committee Meetings this week     Rail Committee April 16, 2024       Finance Committee April 16, 2024  CANCELED     Retail Committee April 17, 2024       City/Schools Liaison Committee April 18, 2024   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 April 15, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCIL andPLANNING & TRANSPORTATIONSpecial MeetingMonday, April 15, 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 ORDERSPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)1.Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20,20242.Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19,2024AGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (5:45 ‐ 6:15 PM)Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reservesthe right to limit the duration of Oral Communications period to 30 minutes.COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM)Members of the public may not speak to the item(s).CONSENT CALENDAR (6:20 ‐ 6:25 PM)Items will be voted in one motion unless removed from the calendar by three Council Members.3.Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.4.Approve the Reliability and Resiliency Strategic Plan as Recommended by the UtilitiesAdvisory Commission; CEQA Status: exempt, not a project5.Approval of Construction Contract C24190225 with Graham Contractors, Inc. in anAmount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or TheirDesignee to Negotiate and Execute Change Orders for Related Additional butUnforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of$159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, CapitalImprovement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt underCEQA Guidelines Section 15301(c)6.Staff Recommends Increasing the Budget for the Advanced Heat Pump Water HeaterPilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend theFiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project underCEQA Guidelines Section 15378(b)(5)7.Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, inan Amount Not to Exceed $109,583, for Professional Design and Engineering Services forthe Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exemptunder CEQA Guidelines Section 153018.Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for thePurchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution SystemNot to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7Years; CEQA Status – Exempt Under CEQA Guidelines Section 153019.Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in anamount not to exceed $300,000 for On‐Call Emergency Management Support Services fora Period of Six Years; CEQA Status – Not a Project.10.Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts toIncrease in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and ExtendTerm by Three Months to Provide Expertise for Long Range Planning Projects,Application Processing, Environmental Review, and Other Planning Analysis in thePlanning and Development Services Department.11.Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle TrackingImplementation for a three‐year term in an amount not to exceed $224,657; and (2)StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status –categorically exempt.12.Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen,Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐ExceedAmount of $135,000; CEQA Status – Not a Project.CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATIONMEETINGACTION ITEMS (6:50 ‐ 9:00 PM)Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, UnfinishedBusiness and Council Matters.13.Joint City Council and Planning and Transportation Commission Meeting to Adopt aResolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 HousingElement. California Environmental Quality Act (CEQA): The City Council adopted aRevised Addendum to the Comprehensive Plan Final Environmental Impact Report onDecember 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023‐2031 Housing Element. 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. 14.Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees OTHER INFORMATION Standing Committee Meetings this week     Rail Committee April 16, 2024       Finance Committee April 16, 2024  CANCELED     Retail Committee April 17, 2024       City/Schools Liaison Committee April 18, 2024   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.  4 April 15, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCIL andPLANNING & TRANSPORTATIONSpecial MeetingMonday, April 15, 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 ORDERSPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)1.Proclamation Honoring National Animal Control Officer Appreciation Week ‐ April 14‐20,20242.Proclamation Honoring National Public Safety Telecommunicators’ Week ‐ April 15‐19,2024AGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (5:45 ‐ 6:15 PM)Members of the public may speak to any item NOT on the agenda. 1‐3 minutes depending on # of speakers. Council reservesthe right to limit the duration of Oral Communications period to 30 minutes.COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:20 PM)Members of the public may not speak to the item(s).CONSENT CALENDAR (6:20 ‐ 6:25 PM)Items will be voted in one motion unless removed from the calendar by three Council Members.3.Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings.4.Approve the Reliability and Resiliency Strategic Plan as Recommended by the UtilitiesAdvisory Commission; CEQA Status: exempt, not a project5.Approval of Construction Contract C24190225 with Graham Contractors, Inc. in anAmount Not‐to‐Exceed $1,594,195 and Authorization for the City Manager or TheirDesignee to Negotiate and Execute Change Orders for Related Additional butUnforeseen Work that may Develop During the Project Up to a Not‐to‐Exceed Amount of$159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, CapitalImprovement Program Projects PE‐86070, and PO‐11001; CEQA status – exempt underCEQA Guidelines Section 15301(c)6.Staff Recommends Increasing the Budget for the Advanced Heat Pump Water HeaterPilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend theFiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project underCEQA Guidelines Section 15378(b)(5)7.Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, inan Amount Not to Exceed $109,583, for Professional Design and Engineering Services forthe Foothills Nature Preserve Improvements Project (PE‐21000); CEQA Status – Exemptunder CEQA Guidelines Section 153018.Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for thePurchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution SystemNot to Exceed $750,000 per Year, for a Total Not‐To‐Exceed Amount of $5,250,000 for 7Years; CEQA Status – Exempt Under CEQA Guidelines Section 153019.Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in anamount not to exceed $300,000 for On‐Call Emergency Management Support Services fora Period of Six Years; CEQA Status – Not a Project.10.Approval of Contract Amendment Number 2 to Seven On‐call Consulting Contracts toIncrease in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and ExtendTerm by Three Months to Provide Expertise for Long Range Planning Projects,Application Processing, Environmental Review, and Other Planning Analysis in thePlanning and Development Services Department.11.Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle TrackingImplementation for a three‐year term in an amount not to exceed $224,657; and (2)StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status –categorically exempt.12.Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen,Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not‐to‐ExceedAmount of $135,000; CEQA Status – Not a Project.CITY MANAGER COMMENTS (6:25 ‐ 6:40 PM)BREAK (5‐10 MINUTES) / CONVENE CITY COUNCIL and PLANNING & TRANSPORTATIONMEETINGACTION ITEMS (6:50 ‐ 9:00 PM)Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, UnfinishedBusiness and Council Matters.13.Joint City Council and Planning and Transportation Commission Meeting to Adopt aResolution Amending the Comprehensive Plan by Adopting a Revised 2023‐31 HousingElement. California Environmental Quality Act (CEQA): The City Council adopted aRevised Addendum to the Comprehensive Plan Final Environmental Impact Report onDecember 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fullyanalyzes the impacts associated with adoption of the Revised 2023‐2031 HousingElement.ADJOURNMENTINFORMATION REPORTSInformation reports are provided for informational purposes only to the Council and the public but are not listed for actionduring this meeting’s agenda.14.Semi‐annual Reports of Contracts Awarded by the City Manager, Procurement Officer orOther Designated EmployeesOTHER INFORMATIONStanding Committee Meetings this week    Rail Committee April 16, 2024      Finance Committee April 16, 2024  CANCELED    Retail Committee April 17, 2024      City/Schools Liaison Committee April 18, 2024  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.  5 April 15, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. City Council Staff Report Report Type: SPECIAL ORDERS OF THE DAY Lead Department: Police Meeting Date: April 15, 2024 Report #:2403-2718 TITLE Proclamation Honoring National Animal Control Officer Appreciation Week - April 14 – 20, 2024 ATTACHMENTS Attachment A: Proclamation Honoring Animal Control Appreciation Week APPROVED BY: Andrew Binder, Police Chief Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 1  Packet Pg. 6 of 248  ____________________________ Greer Stone Mayor Proclamation NATIONAL ANIMAL CONTROL OFFICER APPRECIATION WEEK April 14-20, 2024 WHEREAS, the City of Palo Alto Police Department’s four Animal Control Officers work diligently seven days a week, 365 days a year, to protect the welfare of the animals and wildlife of the Palo Alto community, as well as providing animal control services to the City of Los Altos and the Town of Los Altos Hills; and WHEREAS, the Animal Control Officers, sometimes at great risk to their own personal safety, serve and protect the welfare of pets and wildlife against injury, disease, abuse, and starvation while enforcing California state law and the municipal codes of the three jurisdictions; and WHEREAS, the Animal Control Officers protect the public from diseases like rabies, investigate all animal bites of other animals and humans, permit and monitor dangerous animals, issue animal-related permits, conduct premise inspections for properties permitted to have livestock, conduct criminal investigations in cases involving animal welfare, and help support the Police Department by safely containing potentially dangerous animals during tactical operations; and WHEREAS, the Animal Control Officers regularly work alongside and in close collaboration with staff from Pets In Need, who operate the City’s animal shelter; and WHEREAS, the Animal Control Officers are deeply involved with the community, including partnering with local businesses in hosting monthly “Pet Pantries” at the Buena Vista Mobile Home Park and organizing pet supply drives during the holidays to help support pet owners in need. NOW, THEREFORE, I, Greer Stone, Mayor of the City of Palo Alto on behalf of the entire City Council do hereby proclaim and call upon all citizens of Palo Alto to observe the week of April 14-20, 2024, as National Animal Control Officer Appreciation Week” and join in honoring our Animal Control Officers and recognizing them for their diligence and professionalism. Presented: April 15, 2024 Item 1 Attachment A - Proclamation Honoring Animal Control Appreciation Week        Item 1: Staff Report Pg. 2  Packet Pg. 7 of 248  City Council Staff Report Report Type: SPECIAL ORDERS OF THE DAY Lead Department: Police Meeting Date: April 15, 2024 Report #:2401-2511 TITLE Proclamation Honoring National Public Safety Telecommunicators’ Week - April 15-19, 2024 ATTACHMENTS Attachment A: Telecommunications Week Proclamation APPROVED BY: Andrew Binder Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 1  Packet Pg. 8 of 248  ______________________________ Greer Stone Mayor Proclamation NATIONAL PUBLIC SAFETY TELECOMMUNICATOR’S WEEK April 15-19, 2024 WHEREAS, emergencies can occur at any time requiring police, fire, or emergency medical services; and WHEREAS, when an emergency occurs the prompt response of law enforcement, firefighters and paramedics is critical to the protection of life and preservation of property; and WHEREAS, the safety of our police officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone the City of Palo Alto Communications Center; and WHEREAS, public safety dispatchers are the first and most critical contact our citizens have with emergency services; and WHEREAS, public safety dispatchers are the single vital link for our law enforcement and fire personnel by monitoring their activities by radio, providing them information and ensuring their safety; and WHEREAS, public safety dispatchers of the City of Palo Alto Communications Center have contributed substantially to the apprehension of criminals, suppression of fires and treatment of patients; and WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year; and NOW, THEREFORE, I, Greer Stone, Mayor of the City of Palo Alto on behalf of the entire City Council do hereby proclaim and call upon all citizens of Palo Alto to observe the week of April 15-19, 2024, as “National Public Safety Telecommunicator’s Week” and join in honoring the men and women whose diligence and professionalism keep our city and citizens safe. Presented: April 15, 2024 Item 2 Attachment A - Telecommunicator's Week Proclamation        Item 2: Staff Report Pg. 2  Packet Pg. 9 of 248  City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: April 15, 2024 Report #:2403-2829 TITLE Approval of Minutes from the March 18, 2024 and March 25, 2024 Meetings. RECOMMENDATION That the minutes be reviewed and approved. ATTACHMENTS Attachment A: March 18, 2024 Draft Action Minutes Attachment B: March 25, 2024 Draft Action Minutes APPROVED BY: Mahealani Ah Yun Item 3 Item 3 Staff Report        Item 3: Staff Report Pg. 1  Packet Pg. 10 of 248  CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Regular Meeting March 18, 2024 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely: Absent: Special Orders of the Day 1. Proclamation Welcoming Exchange Students and Chaperones from Sister City Tsuchiura, Ibaraki, Japan NO ACTION TAKEN Closed Session 2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION Authority: Cal Govt Code 54957 Title: City Manager – Mid-Year Check-In MOTION: Vice Mayor Lauing moved, seconded by Council Member Kou to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:49 P.M. Council returned from Closed Session at 7:10 P.M. Mayor Stone announced no reportable action. Study Session 4. Presentation from Cal Poly San Luis Obispo Community Planning Studio on its Findings Related to San Antonio Road Corridor Existing Conditions and Alternatives Report. CEQA Status - Not a project. Item 3 Attachment A - March 18, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 2  Packet Pg. 11 of 248  DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 03/18/2024 NO ACTION TAKEN Consent Calendar Council Member Burt registered a no vote on Agenda Item Number 10. Council Member Tanaka registered a no vote on Agenda Item Number 7, 8, 10. Council Member Tanaka requested to pull Agenda Item Number 8. Council Member Veenker registered a no vote on Agenda Item Number 10. MOTION: Council Member Burt moved, seconded by Council Member Lythcott-Haims to approve Agenda Item Numbers 5-11. MOTION PASSED ITEMS 5, 6, 9, 11: 7-0 MOTION PASSED ITEMS 7, 8: 6-1, Tanaka no MOTION PASSED ITEM 10: 4-3, Burt, Tanaka, Veenker no 5. Approval of Minutes from March 4, 2024 meeting 6. Adoption of a Resolution Approving an Edison Electric Institute Master Power Purchase and Sale Agreement With Silicon Valley Clean Energy Authority and Delegating Authority to the City Manager to Transact Under the Master Agreement for Electricity-Related Commodities and Services CEQA Status: Not a project under CEQA Guidelines 15378(b)(5) 7. Approval of Amendment No. 2 of C19171513 With CLEAResult Consulting, Inc. (CLEAResult) Extending the Contract Expiration Date by Three Years From April 16, 2024 to April 15, 2027. CEQA Status - Not a Project. 8. Approval of a Professional Services Agreement (Contract No. C24190819) Between the City of Palo Alto and Pets in Need for a Total Not-to-Exceed Amount of $7,373,516 for a Five-year Term; and Amend the FY2024 Budget in the General Fund; CEQA status – categorically exempt. 9. Adoption of a Resolution Authorizing Use of the City’s Activity (1) Permanent Local Housing Allocation (PLHA) 2019, 2020, and 2021 Allocations for Predevelopment Activities, Construction, and/or Permanent Financing of New Affordable Housing at the Matadero Creek Affordable Housing Site, and Approve FY 2024 Budget Amendments in the Permanent Local Housing Allocation Fund; CEQA Status – not a project. Item 3 Attachment A - March 18, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 3  Packet Pg. 12 of 248  DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 03/18/2024 10. Approval of Amended Palo Alto CLEAN Program Rules and Requirements, Handbook, and Power Purchase Agreement; CEQA Status: Not a Project under CEQA Guidelines Sections 15378(a) and (b) 11. SECOND READING: 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. (FIRST READING: March 4, 2024 PASSED 7-0) Action Items 12. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Chapter 8.04 (Street, Trees, Shrubs, and Plants) and Chapter 8.10 (Tree Preservation and Management Regulations) (FIRST READING: January 16, 2024 PASSED 5-2, Lythcott- Haims, Tanaka no) Item Removed Off Agenda 13. Discussion and Direction Regarding the City Council Procedures and Protocols Handbook - Annual Discussion as Recommended by the Policy & Services Committee Item Removed Off Agenda AA1. Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans (Item Continued from March 4, 2024 and March 11, 2024 City Council Meeting) New Item added MOTION: Council Member Veenker moved, seconded by Vice Mayor Lauing to approve the 2024 Proposed City Council Priorities and Objectives: Climate Change & Natural Environment section. MOTION PASSED: 7-0 MOTION: Vice Mayor Lauing moved, seconded by Council Member Kou to approve the 2024 Proposed City Council Priorities and Objectives: Housing for Social and Economic Balance section and additional changes/additions: 1. Revise NOFA to read: “Conduct a policy review with criteria for Notice of Funding Availability (NOFA)”; and, 2. Add the evaluation of sources and methods for raising significant funding to support affordable housing. MOTION PASSED: 7-0 Agenda Item AA1 to be continued to March 25, 2024 City Council Meeting. Item 3 Attachment A - March 18, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 4  Packet Pg. 13 of 248  DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 03/18/2024 AA2. Policy and Services Recommendation to the City Council for the creation of a Citizens Advisory Committee on a Potential Charter Amendment on Council Member Compensation (Item Continued from March 11, 2024 City Council Meeting) Agenda Item AA2 not heard and to be deferred to March 25, 2024 City Council Meeting. Closed Session AA3. CONFERENCE WITH CITY ATTORNEY-EXISTING LITIGATION Subject: Hamilton and High, LLC, The Keenan Family Trust, et al. v. City of Palo Alto, et al. Santa Clara County Superior Court Case No. 20CV366967 Authority: Government Code Section 54956.9(d)(1) New Item added 3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section 54956.8 Property: 4000 Middlefield Road, Palo Alto (Informally known as the Cubberley Site) Negotiating Party: Palo Alto Unified School District City Negotiators: (Ed Shikada, Chantal Cotton Gaines, Kristen O'Kane, Sunny Tong) Subject of Negotiations: Purchase, Exchange, and/or Lease Price and Terms of Payment Agenda Item Reordered MOTION: Vice Mayor Lauing moved, seconded by Council Member Veenker to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 10:40 P.M. Council returned from Closed Session at 11:29 P.M. Mayor Stone announced no reportable action was taken. Adjournment: The meeting was adjourned at 11:30 P.M. Item 3 Attachment A - March 18, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 5  Packet Pg. 14 of 248  DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 03/18/2024 ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 3 Attachment A - March 18, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 6  Packet Pg. 15 of 248  CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 4 Special Meeting March 25, 2024 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely: Absent: Closed Session 1. CONFERENCE WITH CITY ATTORNEY- EXISTING LITIGATION Subject: Reinert v. City of Palo Alto Santa Clara County Superior Court Case No. 21-CV- 391286 (One Case, as Defendant) Authority: Government Code Section 54956.9(d)(1) MOTION: Council Member Veenker moved, seconded by Vice Mayor Lauing to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:33 P.M. Council returned from Closed Session at 5:53 P.M. Mayor Stone announced no reportable action. Action Items 2. Approval of the 2024 City Council Priority Objectives and Finance Committee and Policy & Services Committee Workplans (Item Continued from March 4, 2024, March 11, 2024, and March 18, 2024 City Council Meetings) MOTION: Council Member Burt moved, seconded by Council Member Lythcott-Haims to approve the 2024 Proposed City Council Priorities and Objectives: Community Health, Safety, Wellness & Belonging section with the following additional objective: 1. Enhanced Caltrain safety and security. Item 3 Attachment B - March 25, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 7  Packet Pg. 16 of 248  DRAFT ACTION MINUTES Page 2 of 4 Sp. City Council Meeting Draft Action Minutes: 03/25/2024 MOTION PASSED: 7-0 MOTION: Council Member Kou moved, seconded by Council Member Burt to refer the following to the Finance Committee 2024 Workplan: 1. Consider a $250k grant for Ability Path to move forward with their facilities at Mitchell Park Place at 525 East Charleston Road for services. MOTION PASSED: 6-1, Tanaka no MOTION: Mayor Stone moved, seconded by Council Member Veenker to approve the Finance Committee 2024 Workplan with the additional referral: 1. Consider a $250k grant for Ability Path to move forward with their facilities at Mitchell Park Place at 525 East Charleston Road for services. MOTION PASSED: 6-1, Tanaka no MOTION: Council Member Burt moved, seconded by Council Member Kou to approve the Policy & Services Committee 2024 Workplan and refer the following to the Policy & Services Committee Workplan: 1. Review of an annual schedule of repeat items that occur annually on agendas for Policy & Services, Finance Committee, and City Council along with the approximate month they occur; and, 2. Establish a frequency for joint City Council meetings or Policy & Services meeting with Boards and Commissions, Youth Council, and meetings with Boards and Commissions Chairs; and, 3. Retain the November 2021 Council referral on neighborhood programs, to request Policy & Services to review and make recommendations for any initiatives to support and strengthen neighborhood programs. MOTION PASSED: 7-0 3. Policy and Services Recommendation to the City Council for the creation of a Citizens Advisory Committee on a Potential Charter Amendment on Council Member Item 3 Attachment B - March 25, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 8  Packet Pg. 17 of 248  DRAFT ACTION MINUTES Page 3 of 4 Sp. City Council Meeting Draft Action Minutes: 03/25/2024 Compensation (Item Continued from March 11, 2024 and March 18, 2024 City Council Meetings) MOTION: Vice Mayor Lauing moved, seconded by Council Member Lythcott-Haims to create a Committee of seven (7) members, four (4) of which are former City Council members, with each Council Member appointing one (1) member, to consider future increases in Council Member salaries above the guidelines in SB329 (which for a city the size of Palo Alto is $1600/month). Committee Members must agree not to run for Council for at least 5-years following the issuance of a recommendation. a. If the Committee supports an increase, make a recommendation to the City Council on amount and timing to be considered by Council. b. If the committee recommends no increase, provide to the City Council rationale for the decision. MOTION PASSED: 4-3, Burt, Kou, Tanaka no Adjournment: The meeting was adjourned at 8:15 P.M. Item 3 Attachment B - March 25, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 9  Packet Pg. 18 of 248  DRAFT ACTION MINUTES Page 4 of 4 Sp. City Council Meeting Draft Action Minutes: 03/25/2024 ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 3 Attachment B - March 25, 2024 Draft Action Minutes        Item 3: Staff Report Pg. 10  Packet Pg. 19 of 248  3 8 0 7 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Utilities Meeting Date: April 15, 2024 Staff Report: 2401-2496 TITLE Approve the Reliability and Resiliency Strategic Plan as Recommended by the Utilities Advisory Commission; CEQA Status: exempt, not a project RECOMMENDATION The Utilities Advisory Commission (UAC) and staff recommend the City Council approve the Reliability and Resiliency Strategic Plan for the City’s electric utility. CEQA Status: Strategies 1.1 – 1.3, Grid Modernization Project: Exempt under CEQA Guidelines Sections 15302, 15303 and 15183; Strategy 1.4, Potential 2nd Transmission Line: Not a Project; Strategy 1.5, Foothills Undergrounding: Exempt under CEQA Guidelines Sections 15302; Strategies 2-6: Not a Project. EXECUTIVE SUMMARY The Reliability and Resiliency Strategic Plan (RRSP) is a work item in the 2023-2025 Sustainability and Climate Action Plan (S/CAP) Work Plan. The RRSP is intended to address the need for a reliable, well maintained electric system with enhanced reliability to support an electrified community and a desire among some residential community members for ways to maintain some level of electric supply during outages, particularly with an electrified home. At its December 6, 2023 meeting, the UAC discussed the proposed RRSP. The UAC recommended the City Council approve the RRSP with the inclusion of their input. Staff has incorporated the UAC input into the proposed RRSP (Attachment A).1 Council held a study session2 to review the draft RRSP on February 12, 2024. Staff has included some changes to the RRSP in redline to address Council comments at that meeting, specifically 1) adding an action to Strategy 1 to develop goals for 1 The UAC edits are not shown in redline in Attachment A of this report but are included. You can see a summary of the UAC edits in Staff Report 2311-2211 for the February 12, 2024 City Council meeting (Item 1) (https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13351) and the UAC edits are shown in redline in Attachment A of that report. 2Study Session https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=c8e71a 95-42e0-43ba-ba1e-25f80ba9c330 Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 1  Packet Pg. 20 of 248  3 8 0 7 reliability metrics and 2) noting microgrids more prominently in Strategy 5, Action 4. The City Council Ad Hoc Climate Protection Committee also held a public meeting of the Committee’s Working Group on March 26 to review the RRSP. Staff and the UAC recommend Council approve the RRSP with the redlined changes. BACKGROUND 3 UAC feedback4 can be found in the meeting minutes and is summarized below. ANALYSIS •Reliability: how frequently the system experiences outages, •Modernization: how the system will be upgraded to integrate and effectively utilize new and existing flexible technologies like solar with batteries or vehicle to grid technology, •Capacity: the capacity of the system to handle electrification, and •Resiliency: the system’s ability to minimize the impacts of a major event, recover quickly, and the utility’s role in helping individual customers maintain service during outages. •Strategy 1: Replace and modernize electric distribution infrastructure, which includes: o the grid modernization project, actions 1.1, 1.2, and 1.3 o the second transmission line project, action 1.4 o the Foothills undergrounding project, action 1.5 •Strategy 2: Implement operational practices to improve reliability and manage outages effectively •Strategy 3: Integrate and ease adoption of flexible and efficient technologies and strategies •Strategy 4: Evaluate the benefits of flexible and resiliency technologies and efficient electrification strategies to the utility and community •Strategy 5: Evaluate the resource needs to promote the adoption of various flexible demand reduction and resiliency solutions and efficient electrification strategies. •Strategy 6: Implement any utility-driven programs identified in Strategy 5 that are chosen by the City Council 3 UAC Staff Report https://www.cityofpaloalto.org/files/assets/public/v/3/agendas-minutes-reports/agendas- minutes/utilitiesadvisory-commission/archived-agenda-and-minutes/agendas-and-minutes-2023/12-dec-2023/12- 06-2023-packetv2.pdf#page=129 4 UAC Feedback https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas- minutes/utilities-advisory-commission/archived-agenda-and-minutes/agendas-and-minutes-2023/12-dec- 2023/12-06-2023-approved-uac-minutes.pdf Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 2  Packet Pg. 21 of 248  3 8 0 7 More detail on these strategies and how they address reliability, modernization, capacity, and the resiliency of the electric system can be found in the attached Progress Update (Attachment B) and the Discussion section of Staff Report 2311-2211 for the February 12, 2024 City council meeting.5 Attachment B includes a status update (with costs) on the various RRSP strategies and actions. COMMISSION RECOMMENDATION In general, the UAC felt the RRSP was aligned with Council policy direction and feedback from the UAC in earlier meetings. Some minor changes were requested to the document by UAC Commissioners at the December 6, 2023 UAC meeting and were incorporated into the proposed RRSP by staff. More detail on these changes can be found in the Commission Recommendation section of Staff Report 2311-2211 for the February 12, 2024 City Council meeting.6 The UAC unanimously (7-0) approved staff’s recommendation to recommend to the City Council the adoption of the RRSP, with modifications discussed by the Commission. FISCAL/RESOURCE IMPACT The staffing and consulting resources needed to implement Strategies 1 through 5 are already in place or will be requested through the annual budget process. Additional resources would likely be needed to implement Strategy 6 depending which customer resiliency programs Council chooses to approve. More detail on the resource needs for various aspects of the plan are outlined in the Fiscal Impact section of Staff Report 2311-2211 for the February 12, 2024 City Council meeting.6 STAKEHOLDER ENGAGEMENT Staff has reviewed the proposed RRSP with the UAC, the Council Ad Hoc Climate Protection Committee, that Committee’s Working Group (in a public meeting), and the Council. The RRSP is also the product of a variety of public engagement efforts spanning several years prior to development of the RRSP, as outlined in the Stakeholder Engagement section of Staff Report 2311-2211 for the February 12, 2024 City Council meeting.6 ENVIRONMENTAL REVIEW The grid modernization project (described in Strategies 1.1, 1.2 and 1.3 in Attachment A) will replace aging infrastructure and install modern network infrastructure to meet future needs related to home electrification. This project does not expand the existing footprint of the City’s network; there is sufficient capacity on the existing sub-transmission lines, substations, and 5Staff Report 2311-2211 https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=c8e71a 95-42e0-43ba-ba1e-25f80ba9c330 6February 12, 2024 City Council Meeting https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=c8e71a 95-42e0-43ba-ba1e-25f80ba9c330 Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 3  Packet Pg. 22 of 248  3 8 0 7 primary feeders to serve the energy load that is being added to the system. Changes to the equipment on the network will include replacement and installation of pad-mounted transformers and new protective devices to improve reliability, and system controls to allow for the import and export of energy from homes on the network. This project is categorically exempt from California Environmental Quality Act (CEQA) review under CEQA Guidelines section 15303 (construction and location of limited numbers of new, small facilities or structures; installation of small new equipment and facilities in small structures) and section 15302 (replacement or reconstruction of existing structures and facilities). In addition, Council’s approval of the grid modernization project does not require additional environmental review under CEQA Guidelines section 15183, because the grid modernization project, an element of the Council-approved S/CAP, is consistent with the Environmental Impact Report (EIR) Addendum to the City of Palo Alto Comprehensive Plan Final Environmental Impact Report Council approved on June 5, 2023.7 ATTACHMENTS AUTHOR/TITLE: 7Environmental Impact Report https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12530 Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 4  Packet Pg. 23 of 248  1 3 2 4 4 Attachment A: Reliability & Resiliency Strategic Plan – Draft for Discussion/Approval (Note that many of the actions below are also part of other documents like the Utilities Strategic Plan) Strategy 1: Replace and modernize electric distribution infrastructure To avoid outages the utility will replace aging infrastructure, make sure new technologies can be easily integrated into the distribution system, increase the interconnectedness of the electric system, and ensure the utility has the capacity to complete its maintenance and investment needs. Infrastructure investment to reduce wildfire risk will also reduce outages. S1, Action 1: Replace aging infrastructure Large amounts of the utility’s infrastructure are aging and needs replacement. The utility will replace much of this infrastructure over a seven-year grid modernization effort while simultaneously addressing the capacity issues in Action 2. S1, Action 2: Upgrade capacity to accommodate new loads The utility will invest in new capacity to accommodate new loads created by the electrification of vehicles and buildings. S1, Action 3: Improved switching to improve system flexibility, efficiency, and reliability The utility will construct additional distribution feeder circuit ties and switches to make the electric distribution system more interconnected to reduce the impact of outages, and enable more flexibility in configuring power flows to more effectively integrate solar, storage, and other new technologies and to reduce system losses. S1, Action 4: Second transmission connection The utility will pursue a second interconnection to PG&E’s transmission system to reduce the chance of a single incident resulting in the loss of service to the entire community. S1, Action 5: Foothills undergrounding The utility will underground lines in the Foothills to reduce the risk of wildfire liability and minimize the need for forced outages during windy high fire risk days to avoid the risk of electric lines being blown into trees and starting wildfires. S1, Action 6: Reliability metrics The utility will work with the City’s Utilities Advisory Commission and Council to establish goals for its reliability metrics as outcomes for the City’s capital investments taking place under this strategy. Strategy 2: Implement operational practices to improve reliability and manage outages effectively The utility will reduce operational risks that lead to outages by ensuring key positions are filled, reducing outage risks caused by vegetation, and communicating effectively during outages to give residents the information they need to manage the impacts of outages. Item 4 Attachment A - Proposed Reliability and Resiliency Strategic Plan        Item 4: Staff Report Pg. 5  Packet Pg. 24 of 248  2 3 2 4 4 S2, Action 1: Strengthen the workforce The utility will recruit, train and retain line-workers, system operators, engineers, inspectors to maintain system and respond to outages effectively and, when there are staff vacancies, contract with third-party contractors to supplement staff to keep up with regular utility operations, investment, and maintenance. The utility will follow the practices in its Wildfire Mitigation Plan to reduce wildfire risk and the attendant health and safety, liability, and outage risks. The City will communicate with residents effectively about outages using its newly upgraded outage management system. Strategy 3: Integrate and ease adoption of flexible and efficient technologies and strategies Many technologies are being currently added to the electric system that are capable of charging and discharging, generating electricity, or flexing their electric use by time period. Technologies include rooftop solar, home batteries, vehicle to home and vehicle to grid systems, and grid-responsive home equipment. These technologies can also create challenges for the distribution system at high penetrations, resulting in voltage issue, failures in system protection, or other issues because the system is not designed for them. But they can also create benefits when used well, reducing the cost of electricity, reducing emissions, reducing strain on the local distribution system, and creating home resiliency. The utility intends to facilitate the adoption of these technologies. This strategy is intended to lower the barriers for these technologies and promoting their voluntary adoption even before any utility incentive or assistance programs are established (utility incentive or assistance programs will be evaluated in Strategies 4 and 5). Barrier reduction and effective grid integration are a first step toward facilitating these technologies and realizing their benefits, especially when paired with promotion of best practices for installing and operating them in an efficient manner. The utility will complete an evaluation of how to configure the electric system to accommodate high penetrations of solar, batteries, and other technologies and integrate the findings of this evaluation into the grid modernization study. The utility to establish clear utility rules and policies on the installation of efficient electrification technologies (e.g. low-wattage EV chargers, circuit pausers, smart panels, grid-responsive equipment and vehicle chargers) and will work with other City departments to establish clear permitting guidelines. The utility will partner with the City’s Sustainability and Climate Action Plan (S/CAP) team and other City departments to promote efficient electrification strategies to residents, particularly those doing construction or renovation projects, and incorporate them into electrification programs where feasible. Item 4 Attachment A - Proposed Reliability and Resiliency Strategic Plan        Item 4: Staff Report Pg. 6  Packet Pg. 25 of 248  3 3 2 4 4 S3, Action 4: Promote the use of flexible technologies in a grid-friendly way The utility will promote energy use during times of day when it results in lowest emissions and is most grid-friendly, and will send price signals via time of use rates once advanced metering infrastructure is in place Strategy 4: Evaluate the benefits of flexible and resiliency technologies and efficient electrification strategies to the utility and community The utility will value the benefits of flexible and resiliency technologies (such as solar + batteries, vehicle to grid, and grid-responsive water heaters and other equipment) to the utility’s supply and distribution costs and estimate the value of to the community of the resilience that some of these technologies can provide, with the results supporting an evaluation of the utility’s potential role in facilitating or promoting these technologies. The utility will evaluate the electric supply cost benefits of outreach, education, and time of use rates to encourage the shifting of energy use to times of day when prices and emissions are lower and the grid faces fewer constraints, and will evaluate the benefits of strategies like automated demand response programs in enhancing customer participation in load shifting. The utility will attempt to value the utility benefit to electric distribution costs and capacity of outreach, education, and time of use rates to encourage the use of flexible technologies to shift energy use to other times of day, and will also explore the availability and cost/benefit of technologies that could automate the operation of these flexible technologies to be responsive at the transformer level. These valuation exercises are complex, so the utility will seek partners (e.g. with SLAC’s GISMO Lab) or consultants to complete this action, and will not proceed unless this action can be completed without slowing the grid modernization efforts described in Strategy 1, Actions 1, 2, and 3 The utility will attempt to value of extra resiliency for the community to support program design. The utility will estimate the cost of various community resiliency approaches such as microgrids and compare them to the value of resiliency estimated in Strategy 4, Action 3 above. Strategy 5: Evaluate the resource needs to promote the adoption of various flexible demand reduction and resiliency solutions and efficient electrification strategies Based on the cost and value of various flexible demand reduction and resiliency solutions investigated in Strategy 4 the utility will develop outlines of potential programs to facilitate and promote the use of flexible technologies to reduce supply and distribution costs, optimize the use of distribution capacity, and enhance community resiliency. The goal of this strategy is to characterize and estimate resource needs for the potential program approaches described below and to provide policy choices to the Utilities Advisory Commission and Council consideration. Item 4 Attachment A - Proposed Reliability and Resiliency Strategic Plan        Item 4: Staff Report Pg. 7  Packet Pg. 26 of 248  4 3 2 4 4 Strategy 5, Action 1: Evaluate utility-driven programs to enhance resiliency and lower the demand on the grid Evaluate possible utility programs to help community members install grid-responsive equipment, solar, storage, and/or vehicle to home or vehicle to grid solutions. Program approaches could include, but are not limited to, incentives, technical assistance, power purchase agreements or feed-in tariffs, direct installation and possibly ownership of equipment, or public-private partnerships with an aggregator. Types of locations to investigate include single-family homes, multi-family buildings, at small and medium businesses, or in larger commercial facilities in Palo Alto. The utility will consider how the programs above may need to be adjusted to address the needs of customers with special needs (e.g. medical needs) or low-income customers. The utility will evaluate how the programs in Action 1 could be adjusted to provide community emergency resources at community facilities or via public-private partnerships. The utility will evaluate other potential approaches to providing community resiliency such as mobile battery storage or neighborhood-level microgrids. Strategy 6: Implement any utility-driven programs identified in Strategy 5 that are chosen by the City Council The utility will implement strategies identified in Strategy 5 as directed by Council Item 4 Attachment A - Proposed Reliability and Resiliency Strategic Plan        Item 4: Staff Report Pg. 8  Packet Pg. 27 of 248  1 3 3 4 8 Attachment B: Reliability & Resiliency Strategic Plan – Progress Update March 2024 Strategy/Action Status Cost Strategy 1: Replace and Modernize Infrastructure 1.1 Replace aging infrastructure 1.2 Upgrade capacity to accommodate new loads 1.3 Improved feeder switching capabilities Strategies 1.1 – 1.3, the grid modernization project, will replace aging infrastructure and install a modern network infrastructure to meet future home electrification needs. This project does not expand the existing footprint of the network; there is sufficient capacity on the existing sub-transmission lines, substations, and primary feeders to serve the energy load that is being added to the system. Changes to the equipment on the network will include replacing/installing transformers, installing new protective devices to improve reliability, and the installation of system controls to allow for the import and export of energy from homes on the network. A pilot project will replace and upgrade aging infrastructure serving approximately 1200 residents. Once the pilot is completed the grid modernization project will be expanded to approximately 6500 residences. The grid modernization project has the following timeline: •Upgrade transformer and feeder capacity in the overhead sections of the system (which represent over 90% of single-family neighborhoods) by the end of 2027. Upgrade underground sections by 2030. •Add switches, connections, and upgrade substations by 2030. •Construction on the first modernization project is starting in Q2 2024 in a 1200-home neighborhood bounded by Louis, Amarillo, 101, and Embarcadero. The modernization projects will be coordinated with fiber to the premise construction. Electric Fund CIP EL-24000 (Grid Modernization): $300 million (of which staff very preliminarily estimates 50% - 60% is for existing infrastructure replacements that would occur regardless of electrification) 1.4 Second transmission connection Staff, with consultant help, continues to work with the California Independent System Operator (CAISO) and PG&E to build a second transmission line to the Adobe Creek Substation, from Moffett field, but no definitive progress has been made to date. Electric Fund CIP EL-06001 (115 kV Electric Intertie): $1.8 million for planning and design work for application to CAISO Item 4 Attachment B - March 2024 Status Update on RRSP Strategies and Actions        Item 4: Staff Report Pg. 9  Packet Pg. 28 of 248  2 3 3 4 8 1.5 Foothills undergrounding A key wildfire mitigation activity is undergrounding eleven miles of electric lines in the Foothills area. This iterative project consists of multiple phases and is expected to be complete in 2025. CPAU already installed two of four required substructures and is designing the next two. The first two phases were completed in September 2023. Electric Fund CIP EL-21001 (Foothills Rebuild): $15 million Strategy 2: Operational Strategies to Improve Reliability and Manage Outages Effectively 2.1 Strengthen the workforce Concerted efforts are currently underway to recruitment, train, and retain line- workers, system operators, engineers, inspectors to maintain system and respond to outages effectively. Staff have also contracted with third-party contractors to supplement staff to undertake emergency response, maintenance, and capital improvement projects. 1.0 FTE (spread among three people) for additional recruitment and retention work 2.2 Wildfire protection maintenance practices Staff regularly updates its Wildfire Mitigation Protection Plan to protect power lines in the Foothills, and is exploring innovative software to make vegetation management more efficient. Implementation requires $150,000 to $200,000 for vegetation clearance annually 2.3 Communicate effectively during outages In September 2023 CPAU implemented and operationalize a new OMS system. The new OMS will also allow CPAU to more quickly detect and respond to power outages and provide customers with timely notifications and updates. $73,000 was spent to develop the system. Ongoing maintenance involves 0.25 FTE and ongoing system costs of $108,000 per year. Strategy 3: Effectively Integrate and Ease Adoption of New Technologies 3.1 Configure the distribution system to accommodate high penetrations of solar, batteries, and other technologies Staff has completed an evaluation of the distribution improvements needed to accommodate high penetrations of solar and storage and is currently evaluating whether these same improvements will also accommodate vehicle to grid technologies, smart panels, and flexible loads. Expected completion: Q1 2024 $30,000 to 50,000 in consultant studies from electric utility operating budgets 3.2 Review, communicate, and streamline permitting and other regulatory rules for efficient and flexible electrification technologies Staff is conducting an inter-departmental internal review of various technologies to establish clear rules and guidelines for implementation of these technologies, after which it will begin developing resources for the community to use and outreach to raise awareness. Time of use rates and a transition plan 0.25 FTE in staff effort from existing staff resources Item 4 Attachment B - March 2024 Status Update on RRSP Strategies and Actions        Item 4: Staff Report Pg. 10  Packet Pg. 29 of 248  3 3 3 4 8 3.3 Communicate how to electrify efficiently 3.4 Communicate how to use technologies in a grid-friendly way are currently being developed in parallel with the City’s rollout of advanced metering infrastructure. Expected completion: Q2 2024 Strategy 4: Value the benefits of flexible technologies to the utility and community 4.1 Value the utility benefit of flexible technologies on electric supply costs Staff is developing a request for proposals for a consultant to perform these analyses, as well as the analysis of Actions 4.3, 4.4, and the analyses in Strategy 5. Staff expects to be able to bring a consultant contract to Council by August 2024, with study completion tentatively planned by Q1 2025. Estimated $70,000 to $120,000 in consulting assistance, 0.25 FTE in staff effort. 4.2 Value the utility benefit of flexible technologies on electric distribution costs and capacity Staff is in talks with its electric engineering consultant and a potential academic partner about partnering to complete this analysis. The tentative completion date is Q1 2025. Estimated $50,000 to $200,000 in consulting assistance, 0.1 FTE in staff effort 4.3: Explore estimating the value of resiliency for the community 4.4: Estimate the cost of various community resiliency approaches See status update for 4.1, above.See status update for 4.1, above. Strategy 5: Evaluate the resource needs for various demand reduction and resiliency programs 5.1: Evaluate utility-driven programs to enhance resiliency and lower the demand on the grid 5.2 Evaluate equity-based and need-based versions of the programs 5.3: Evaluate community-based versions of the programs Staff is developing a request for proposals for a consultant to perform these analyses, as well as the analysis of Actions 4.1, 4.3, and 4.4, above. The tentative completion date for this study is Q1 2025. See status update for 4.1, above Item 4 Attachment B - March 2024 Status Update on RRSP Strategies and Actions        Item 4: Staff Report Pg. 11  Packet Pg. 30 of 248  4 3 3 4 8 5.4: Evaluate other resiliency approaches Strategy 6: Implement any demand reduction or resiliency programs chosen by the community No actions planned until Strategies 4 and 5 are completed and policy direction is received from Council Item 4 Attachment B - March 2024 Status Update on RRSP Strategies and Actions        Item 4: Staff Report Pg. 12  Packet Pg. 31 of 248  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: April 15, 2024 Report #:2403-2708 TITLE Approval of Construction Contract C24190225 with Graham Contractors, Inc. in an Amount Not- to-Exceed $1,594,195 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that may Develop During the Project Up to a Not-to-Exceed Amount of $159,420 for the Fiscal Year 2024 Streets Preventive Maintenance Project, Capital Improvement Program Projects PE-86070, and PO- 11001; CEQA status – exempt under CEQA Guidelines Section 15301(c) RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the City Manager or their designee to execute a construction contract with Graham Contractors, Inc., Contract No. C24190225, in an amount not to exceed $1,594,195 for the Fiscal Year 2024 Streets Preventive Maintenance Project (Capital Improvement Program projects PE-86070 and PO-11001) for street maintenance; and 2. Authorize the City Manager or their designee to negotiate and execute one or more change orders to the contract with Graham Contractors, Inc. for related, additional but unforeseen work that may develop during the project, the total value of which shall not exceed $159,420. BACKGROUND Public Works Engineering Services Division manages construction contracts for concrete repair, preventive maintenance, resurfacing and reconstruction of various City streets annually. In recent years, additional Capital Improvement Program (CIP) projects are being built through the annualized resurfacing contracts due to the complexity of construction and benefit of being included in a larger project. The City uses StreetSaver, the Metropolitan Transportation Commission‘s (MTC) pavement management system which is used by almost all Bay Area jurisdictions. The Pavement Condition Index (PCI) is calculated by evaluating a sample pavement section on each block for different ratings variable from mild to severe - including weathering, potholes, trenches, and base Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 1  Packet Pg. 32 of 248  failures. These pavement distresses are entered into the StreetSaver program and a PCI score is calculated. All staff who evaluated the street conditions and pavement distresses have multiple years of experience and have been trained by MTC. ANALYSIS 1 as part of the street surfacing program to maintain and improve the condition of Palo Alto’s streets. The $1,594,195 expenditure for this contract includes preventive maintenance of approximately 15 lane-miles of public streets (1.1 million square feet) with PCI scores averaging 78. This will help maintain and improve the City‘s PCI beyond its average of 84 and will address streets whose PCI scores are between 70-85 to slow the rate at which they deteriorate. Preventive maintenance includes base failure repair, crack sealing, slurry seal application, and new thermoplastic striping. The streets and other work sites included in this contract are listed in Attachment A. Table 1: Summary of invitation for Bids 1 Graham Contractors, Inc., FY24 Streets Preventive Maintenance Project, Contract #C24190225; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip- contracts/c24190225-graham-contractors_cc_staff-report.pdf Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 2  Packet Pg. 33 of 248  Number of Bids Received:3 Base Bid Plus Bid Alternate Number 1 Price Range $1,594,195 to $1,773,205 Public Link to Solicitation https://procurement.opengov.com/portal/palo- alto-ca/projects/79453 The apparent low bidder was selected based upon the total of the base bid plus add alternate 1. The bids ranged from $1,594,195 to $1,773,205 and from 5% under the engineer’s estimate to 6% over the engineer’s estimate. Staff reviewed the submitted bids and recommends the acceptance of the base bid and bid alternate number 1 submitted by Graham Contractors, Inc. in the amount of $1,594,192, and that Graham Contractors, Inc. be declared the lowest responsible bidder. The construction contingency amount of $159,420, which equals approximately 10 percent of the total contract value, is requested for related, additional, but unforeseen work, which may develop during the project, implemented via City-approved Change Order. Staff reviewed other similar projects performed by the lowest responsible bidder, Graham Contractors, Inc. and found them to be the lowest responsive and responsible bidder. Staff also checked with the Contractor’s State License Board and confirmed the contractor has an active license on file. FISCAL/RESOURCE IMPACT Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Program Street Maintenance (PE-86070) and Thermoplastic Lane Marking and Striping (PO- 11001) projects. Table 2: Funding Allocation Funding Source Contract Contingency Total Funding PE-86070 $1,506,580 $150,658 $1,657,238 PO-11001 $87,615 $8,762 $96,377 Total $1,594,195 $159,420 $1,753,615 STAKEHOLDER ENGAGEMENT All streets have been coordinated with the City’s Utilities Department and Office of Transportation to minimize the cutting of newly resurfaced streets. Extensive public outreach will be conducted prior and during the construction phase to keep the community informed, including flyers sent to adjacent residences and businesses. Residents and businesses impacted by the project will be notified via mailer prior to the start of any work detailing where and what type of work is to be expected for the duration of the project. Paving notices will be distributed to impacted parties both 7 days and 24 hours prior to the full street closures. The City website will be updated with the digital version of the mailer as well as the latest construction schedule for full street closures. The schedule will be updated as necessary. Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 3  Packet Pg. 34 of 248  ENVIRONMENTAL REVIEW Street resurfacing projects are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301(c) of the CEQA Guidelines as repair, maintenance or minor alteration of existing facilities and no further environmental review is necessary. ATTACHMENTS Attachment A: Street List and Project Maps Attachment B: Bid Summary APPROVED BY: Brad Eggleston, Director Public Works/City Engineer Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 4  Packet Pg. 35 of 248  Street Name Begin Location End Location 1 Ames Avenue Ross Road Cork Oak Way 2 Ames Avenue Cork Oak Way Middlefield Road 3 Arbutus Avenue Thornwood Drive East Meadow Drive 4 Ashton Avenue Cowper Street Ashton Court 5 Ashton Avenue Ashton Court Middlefield Road 6 Ashton Court Ashton Avenue End 7 Bowdoin Street College Avenue California Avenue 8 Bowdoin Street Stanford Avenue College Avenue 9 Bryant Street Addison Avenue Lincoln Avenue 10 Bryant Street Poe Street Hawthorne Avenue 11 Carolina Lane Wilkie Way  End 12 Carolina Lane Wilkie Way  Park Boulevard 13 Celia Drive Agnes Way Burnham Way 14 Columbia Street Stanford Avenue College Avenue 15 Columbia Street College Avenue California Avenue 16 Cork Oak Way End End 17 Cornell Street Stanford Avenue College Avenue 18 Cornell Street College Avenue California Avenue 19 David Avenue Stelling Drive Loma Verde Avenue 20 David Court David Avenue End 21 Dennis Drive Agnes Way Burnham Way 22 Emerson Street Colorado Avenue End 23 Evergreen Drive Thornwood Drive End 24 Gary Court Cowper Street End 25 Greenmeadow Way Creekside Drive End 26 Hamilton Avenue Middlefield Road Hale Street 27 Hanover Street College Avenue Stanford Avenue 28 Hanover Street College Avenue California Avenue 29 Jackson Drive Hamilton Avenue Edgewood Drive 30 Jefferson Drive Hamilton Avenue Edgewood Drive 31 Kenneth Drive Greer Road End 32 Kirby Place Martin Avenue End 33 Lupine Avenue Talisman Drive Driftwood Drive FY24 Streets Preventive Maintenance Project Street List Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 5  Packet Pg. 36 of 248  34 Maddux Drive Greer Road Stockton Place 35 Madison Way Jefferson Drive Hamilton Avenue 36 Marshall Drive Louis Road Moreno Avenue 37 Marshall Drive Moreno Avenue Bruce Drive 38 Marshall Drive Bruce Drive Ross Road 39 Martinsen Court Cowper Street End 40 May Court Mayview Avenue End 41 Metro Circle Metro Circle Metro Circle 42 Oberlin Street Stanford Avenue College Avenue 43 Oberlin Street College Avenue California Avenue 44 Phillips Road Madison Way Edgewood Drive 45 Princeton Street Stanford Avenue College Avenue 46 Princeton Street College Avenue California Avenue 47 Rhodes Drive Hamilton Avenue Edgewood Drive 48 South Court Colorado Avenue End 49 South Court El Verano Avenue East Meadow Drive 50 Stockton Place Maddux Drive Lome Verde Avenue 51 Sutter Avenue Ross Road Clara Drive 52 Tasso Street University Avenue Lytton Avenue 53 Tasso Street Marion Avenue End 54 Tennessee Lane Wilkie Way  Park Boulevard 55 Whitclem Court Whitclem Drive End 56 Whitclem Place Whitclem Drive End Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 6  Packet Pg. 37 of 248  Wallis Ct Donald Drive Encina Grande Drive Cereza Drive Los Robles Avenue Villa Vera Verdosa Drive Campana Drive Solana Drive Georgia Ave Ynigo Way Driscoll Ct ngArthur'Maybell Way Maybell Avenue Frandon Ct Florales Drive Georgia Avenue Amaranta Avenue Amaranta Ct Ki sCourt Terman Drive Baker Avenue Vista Avenue Wisteria Ln Pena Ct Coulombe Drive Cherry Oaks Pl Pomona Avenue Arastradero Road Abel Avenue Clemo Avenue Villa Real El Camino Way Curtner Avenue Ventura Avenue Maclane Emerson Street Ventura Ct Park Boulevard Magnolia Dr South El Camino Real Cypress Lane Glenbrook D Fairmede Avenue Arastradero RoadIrven Court Los Palos Cir LosPalosPl Maybell Avenue Alta Mesa Ave Kelly Way Los Palos Avenue Suzanne Drive Suzanne Drive rive El Camino Real Suzanne Ct Lorabelle Ct McKellar Lane El Camino Way James Road Maclane Second Street Wilkie Way Camino CtWest Meadow Drive Thain Way Barclay Ct Victoria Place Interdale Way West Charleston Road Tennessee Lane Wilkie Way Carolina Lane Tennessee Lane Park Boulevard Wilkie Ct Davenport Way Alma Street Roosev Monroe Drive Wilkie Way Whitclem Pl Whitclem Drive Duluth Circle Edlee Avenue Dinah's Court Miller Avenue Whitclem Wy Whitclem Ct Alma Street Monroe Drive Ruthelma Avenue Darlington Ct East Charleston Road Lundy Lane Newberry Ct Park Boulevard George Hood Ln Alma Street eltCircle LinderoDrive Wright Place Starr KingCircle Scripps Avenue Nelson Drive Tioga Court Creekside Drive Greenmeadow Way Ben Lomond Drive Parkside Drive Dixon Place Ely Place Ely Place Ely Place Adobe PlaceNelson Court Middlefield Road Duncan Place Carlson Court Duncan Place Mumford Place East Charleston Road East Meadow Drive Emerson Street Cour t Bryant Street RooseveltCircle RamonaStreet CarlsonCircle Redwood Ci rc l e South Montrose Avenue Maplewood Charleston Ct East Charleston Road Seminole Way Sutherland Drive Nelson Drive El Capitan Place Fabian Street Loma Verde Avenue Bryson Avenue Midtown Court Cowper Street Gary Court Waverley Street South Court Bryant Street Ramona Street Alma Street Coastland Drive Colorado Avenue Byron Street Middlefield Road Gaspar Court Moreno Avenue Coastland Drive El Carmelo Avenue Rosewood D Campesino Avenue Dymond Ct Martinsen Ct Ramona Street Bryant Street Towle Way Towle Place Wellsbury Ct Avalon Cour t Flowers Lane Mackall Way Loma Verde Avenue Kipling Street Cowper Street South Court Waverley Street El Verano Avenue Wellsbury Way La Middlefield Road St Claire Drive Alger Drive Ashton Avenue St Michael Drive St Michael Drive Maureen Avenue Cowper Court Rambow Drive East Meadow Drive Ashton Court Murdoch Drive Cowper Street Murdoch Ct St Michael Court MayCour t Mayview Avenue Middlefield Road Ensign Way Bibbits DriveGailen Ct Gailen Avenue Grove Avenue San Antonio Road Bibbits Drive East Charleston Road Fabian Way T East Meadow Drive Grove Avenue Christine Drive Corina Way Ross RoadCorina Way Louis Road Nathan Way Transport Street Ortega CourtEast Meadow Drive yneCourt alisman Loma Verde Avenue Allen Court Ro s s C o u r t Loma Verde Pl Ames Avenue Richardson Court Holly Oak Drive Ames Avenue CorkOak Way Middlefield Road Ames Ct Ames Avenue Ross Road Rorke Way Rorke Way Stone Lane Toyon Place Torreya Court Lupine Avenue Thornwood Drive Driftwood Dr i ve Talisman Drive Arbutus Avenue Ross Road Louis Road Aspen Way Evergreen Drive East Meadow Drive Corporation Way Elwell Court Janice Way East Meadow Circle East Meadow Circle GreerRoad Bayshore Freeway ri ve Ellsworth Place Sa n C a r l o s C o u r t Wintergreen Way SutterAvenue Sutter Avenue Clara Drive Price Court Stern Avenue Colorado Avenue Randers Ct Ross Road Sycamore Drive Sevyson Ct Stelling Drive Ross Road David Avenue MurrayWay Stelling Drive Stelling Ct Manchester Court Kenneth Drive ThomasDrive GreerRoad Stockton Place Vernon Terrace Louis Road Ja n i c e W a y Thomas Drive Kenneth Drive Loma Verde Avenue CliftonCourt ElbridgeWay Clara Drive BautistaCourt Stockton Place Morris Drive Maddux Drive Piers Ct Louis Road Moraga Ct Hanover Street Stanford Avenue Amherst Street Columbia Street Bowdoin Street Dartmouth Street Hanover Street College Avenue California Avenue Hanover Street Ramos Way (Private) Page Mill Road Hansen Way Hanover Street Laguna Ct Barron Avenue Josina Avenue Kendall Avenue Tippawingo St Julie Ct Matadero Avenue Ilima Way Ilima Court Laguna Oaks Pl Carlitos Ct La Calle Laguna Avenue El Cerri t Paradise Way Roble Ridge (Private) LaMataWay Chimalus Drive Matadero Avenue o Road Paul AvenueKendall AvenueWhitsell Avenue Barron Avenue Los Robles Avenue Laguna Way Shauna Lane La Para Avenue San Jude Avenue El Centro Street Timlott La Jennifer Way Magnolia Dr North La Donna Avenue LosRobles Avenue Rinc Manzana Lane onCircle Crosby Pl Georgia Avenue Hubbartt Drive Willmar Drive Donald Drive La Para Avenue San Jude Avenue Magnolia Drive Military Way Arbol Drive Orme Street Fernando Avenue Matadero Avenue Lambert Avenue Hansen Way El Camino Real Margarita Avenue Matadero Avenue Wilton Avenue Oxford Avenue Harvard Street California Avenue Wellesley Street Princeton Street Oberlin Street Cornell Street Cambridge Avenue College Avenue Williams Street Yale Street Staunton Court Oxford Avenue El Camino Real Churchill Avenue Park Boulevard Park Avenue Escobita Avenue Churchill Avenue Sequoia Avenue Mariposa Avenue Castilleja Avenue Miramonte Avenue Madrono Avenue Portola Avenue Manzanita Avenue Coleridge Avenue Leland Avenue Stanford Avenue Birch Street Ash Street Lowell Avenue Alma Street Tennyson Avenue Grant Avenue Sheridan Avenue Jacaranda Lane El Camino Real Sherman Avenue Ash Street Page Mill Road Mimosa Lane Chestnut Avenue Portage Avenue Pepper Avenue Olive Avenue Acacia Avenue Emerson Street Park Boulevard Orinda Street Birch Street Ash Street Page Mill Road Ash Street Park Boulevard College Avenue Cambridge Avenue New Mayfield Lane Birch Street California Avenue Park Boulevard Nogal Lane Rinconada Avenue Santa Rita Avenue Park Boulevard Seale Avenue Washington Avenue Santa Rita Avenue Waverley Stree Bryant Street High Street Emerson Street Colorado Avenue Street Emerson Street Ramona Street Bryant Street South Court El Dorado Avenue Alma Street Alma Street High Street t Emerson Waverley Oaks Washington Avenue Bryant Street South Court Waverley Street Emerson Street Nevada Avenue North California Avenue Santa Rita Avenue Ramona Street High Street North California Avenue Oregon Expressway Ma r i o n A v e n u e Ramona Street Colorado Avenue Waverley Street Kipling Street South Court Cowper Street Anton Court Nevada Avenue Tasso StreetTasso Street Oregon Avenue Marion Pl Webster Street Middlefield Road Ross Road Warren Way El Cajon Way Embarcadero Road Primrose Way Iris Way Tulip Lane Tulip Lane Garland Drive Louis Road Greer Road Morton Street Greer Road Hamilton Avenue Hilbar Lane Alannah Ct Edge Rhodes Drive Marshall Drive Fieldin Moreno Avenue Marsh all Drive Dennis Drive Agnes Way Oregon Avenue Blair Court Santa Ana Street Elsinore Drive Elsinore Court El Cajon Way Greer Road North California Avenue g Drive Colorado Avenue Sycamore Drive Amarillo Avenue Van Auken Circle Bruce Drive Co l o n i a l L a n e Moreno Avenue Celia Drive Burnham Way Greer Road Indian Drive Elmdale Pl C Tanland Drive Moreno Avenue Amarillo Avenue West Bayshore Road Sandra Place Clara Drive Colorado Avenue Greer Road Colorado Avenue Simkins Court Otterson Ct Higgins Place Lawrence Lane Maddux Drive Genevieve Ct Metro Circle Moffett Circl e Greer Road East Bayshore Road ardinal Way Santa Catalina Street ArrowheadWayAztec Way Chabot TerraceOregon Avenue Carmel Drive SierraCourt St FrancisDrive West Bayshore Road Tanland Drive wood Drive Edgewood Drive WildwoodLane Ivy Lane St Francis Drive Wildwood Lane Sandalwood Ct Quarry Road Welch Road Arboretum Road Quarry Road Sand Hill Road Homer Avenue Lane 8 West Medical Foundation Way Lane 7 West Lane 7 East Embarcadero Road Encina Avenue El Camino Real Urban Lane Wells Avenue Fo r e s t A v e n u e High Street Emerson Street Ch a n n i n g A v e n u e Alma StreetAlma Street Palo Alto A El Camino Real venue Mitchell Lane Ha w t h o r n e A v e n u e Ev e r e t t A v e n u e Ly t t o n A v e n u e Lane 15 E High Street Alma Street Bryant Street Lane 6 E Lane 11 W Lane 21 High Street Gilman Street Ha m i l t o n A v e n u e Un i v e r s i t y A v e n u e Bryant Court Lane 30 Florence Street Kipling Street Tasso Street Cowper Street Ruthven Avenue Hawthorne Avenue Lane 33 PaloAltoAvenue Ev e r e t t A v e n u e Poe Street Waverley Street Tasso Street Cowper Street Palo Alto Avenue Webster Street Everett Court Lytton Avenue Byron Street Fulton Street Middlefield Road Churchill Avenue Lowell Avenue Seale Avenue Tennyson Avenue Me l v i l l e A v e n u e Cowper Street Tasso Street Webster Street Byron Street North California Avenue Coleridge Avenue Waverley Street Bryant Street Emerson Street Ke l l o g g A v e n u e Kingsley Avenue Portal Place Ross Road Oregon Avenue Garland Drive Lane A West Lane B West Lane B East Lane D West Lane 59 East Whitman Court Ke l l o g g A v e n u e Embarcadero Road Kingsley Avenue Lincoln Avenue Addison Avenue Lincoln Avenue Fo r e s t A v e n u e Downing Lane Homer Avenue Lane D East Lane 39 Lane 56 Ha m i l t o n A v e n u e Webster Street Waverley Street Kipling Street Bryant Street Ramona Street Addison Avenue Scott Street Byron Street Palo Hale Street Seneca Street Lytton Avenue Guinda StreetPaloAltoAvenue Fulton Street Middlefield Road Forest Avenue Webster Street Kellogg Avenue Middlefield Road Byron Street Webster Street Cowper Street Tasso Street Cowper Street Addison Avenue Lincoln Avenue Boyce Avenue Forest Avenue Hamilton Avenue Homer Avenue Guinda Street Middlefield Road Ch a n n i n g A v e n u e Alto A venue Chaucer Street Chaucer Street University Avenue Channing Avenue Addison Avenue Lincoln Avenue Regent Pl Guinda Street Lincoln Avenue Fulton Street Melville Avenue Byron Street Kingsley Avenue Me l v i l l e A v e n u e Hamilton Avenue Hamilton Court Forest Avenue Forest Ct Marlowe Street Maple Street Palm Street Somerset Pl Pitman Avenue Fife Avenue Forest AvenueDana Avenue Lincoln AvenueUniversity Avenue Coleridge Avenue Lowell Avenue Fulton Street Cowper Street Tennyson Avenue Seale Avenue Northampton Drive West Greenwich Pl Middlefield Road Newell Road Guinda Street East Greenwich Pl Southampton Drive Webster Street Kirby Pl Kent Place Tevis Pl Martin Avenue Center Drive Harriet Street Wilson Street Cedar Street Harker Avenue Greenwood Avenue Hutchinson Avenue Channing Avenue Hopkins Avenue Embarcadero Road Ashby Drive Dana Avenue Hamilton Avenue Pitman Avenue Southwood Drive West CrescentDrive Cres cent Drive University Avenue Center Drive East Crescen Arcadia Place Louisa Court Newell Pl Sharon Ct Erstwild Court Walter Hays Drive Walnut Drive Newell Road Parkinson Avenue Pine Street Mark Twain Street Louis Road Barbara Drive Primrose Way Iris Way Embarcadero Road Walter Hays Drive Lois LaneJordan Pl Lois Lane Heather Lane Bret Harte Street Stanley Way De Soto Drive De Soto Drive Alester Avenue Walter Hays Drive Channing Avenue Iris Way tDrive Dana Avenue Hamilton Avenue Newell Road Kings Lane Edgewood D r i ve Island Drive Jefferson Drive Jackson Drive Patricia Lane Madison Way EdgewoodDrive Ramona Street Addison Avenue Channing Avenue Waverley Street Tennyson Avenue Seale Avenue Middlefield Road Byron Street Webster Street Marion Avenue Welch Road Sedro Lane Peral Lane McGregor Way Monroe Drive Driscoll Place Paulsen Ln Community Lane Lane 15 E Court Madeline Ct David Ct Green Manor Oregon Expressway Oregon Expressway Sheridan Avenue Page Mill Road Cerrito Way Emerson Street Lane 20 W Lane 20 E Oregon Expressway University Avenue Ja c o b ' s C t CalTrain ROW CalTrain ROW CalTrain ROW CalTrain ROW Emerson Street Waverley Street Kipling Street Clark Way Durand Way Sand Hill RoadSwain Way Clark Way Mosher Way Charles Marx Way Orchard Lane Vineyard Lane Sand Hill Road Sand Hill Road Sand Hill Road Lane 66 Bryant Street Ramona Street Blake Wilbur Drive West Charleston Road Bayshore Freeway Bayshore Freeway Bayshore FreewayWest Bayshore Road East Bayshore Road East Bayshore Road East Bayshore Road West Bayshore Road East Bayshore RoadBayshore FreewayBayshore FreewayFabian Way Bayshore Freeway Bayshore Freeway Palo Road Shopping Center Way Shopping Center Way Shopping Center Way London Plane Way Plum Lane Sweet Olive Way Pear Lane Lane 66 La Selva Drive Grove Ct Stanford Avenue Lane 12 W Lane 5 E Lasuen Street Jane Stanford Way Escondido Road Olmsted Road Phillips Road Pistache Place El D o r a d o A v e n u e Clara Drive Bellview Dr Ev e r e t t A v e n u e Homer Avenue La Calle San Antonio Road Matadero Ave Colorado Pl Los Robles Avenue Timlott Ct Vista Villa Palo Alto Avenue La n e La Donna Avenue Cass Way Kenneth Drive Fabian Way Page Mill Road Middlefield Road Christine Drive Louis Road Chimalus Drive Hanover Street Community Lane Greenwood Avenue Harker Avenue Parkinson Avenue AvenueMaplewood Pl Byron Street Varian Way Quail Dr Quail Dr Paloma Dr Paloma Dr Trinity Ln Heron Wy Feather LnStanislaus Ln Tuolumne Ln Plover Ln Sandpiper Ln Curlew Ln Mallard LnEgret Ln Klamath Ln Deodar St Alder Ln Spruce Ln Rickey's Ln Juniper Way Rickey's Wy Rickey's Wy Rickey's Wy Juniper Lane Emerson Street Boronda Lane Tahoe Lane Lake Avenue Donner Lane Almanor Lane Fallen Leaf Street Berryessa Street Cashel St Noble St Hettinger Ln Pratt Ln Emma Court Galvez Mall Federation Way Abrams Court Angell Court Arguello Way Arguello Way Avery Mall Ayrshire Farm Lane Barnes Court Bonair Siding Bowdoin Street Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Campus Drive Churchill Mall Comstock Circle Aboretum Road Aboretum Road Blackwelder Court Cowell Ln Crothers Way Dudley La n e Escondido Mall Escondido Mall Escondido Road Escondido Road Escondido Road Galvez Mall Galvez Street Galvez Street Galvez Street Hoskins Court Hulme Court Jenkins CourtKnight Way Lasuen Mall Lasuen Mall Lasuen Street Lomita Drive Lomita Drive Lomita Mall Masters Mall McFarland Court Memorial Way Museum Way N Service Road Nelson Mall Nelson Road North-South Axis Oberlin St Comstock Circle Escondido Mall Olmsted Road Olmsted Road Olms t ed Road Olmsted Road Olmsted Road Palm Drive Palm Drive Pampas Lane Panama Mall Peter Coutts Peter Coutts Road Pine Hill Court Hill Road Quarry Extension Quarry Road Quillen Ct Rosse Lane Roth Way Roth Way Roth Way Running Farm Lane San Franciscon Francisco Court Jane Stanford Way Jane Stanford Way Serra Street Serra Street Thoburn Court Via Ortega Via Palou Via Pueblo Mall Welch Road Wellesley St Wilbur Way Yale St Alma Street Alma Street Alma Street Alma Street Alma Street Hawthorne Avenue Lytton Avenue Sam McDonald Road Sam McDonald Mall Bowdoin Lane Arguello Way Governors Lane Pasteur Drive Alma Village Lane Alma Village Circle Ryan LaneBrassinga Ct Cole Ct Birch Street Arboretum Road Welch Road Pasteur Drive Pasteur Drive This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 1500' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTO I NCO R P O R ATED CALIFORNIA P a l o A l t o T h e C i t y o f APRIL 1 6 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:28:05 FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 7  Packet Pg. 38 of 248  Coastland Drive Churchill Avenue Coleridge Avenue Lowell Avenue Tennyson Avenue Rinconada Avenue Santa Rita Avenue Seale Avenue Washington Avenue Santa Rita Avenue Waverley Stree Bryant Street High Street Emerson Street S High t Emerson Waverley Oaks Washington Avenue Bryant Street South Court Waverley Street Emerson Street Nevada Avenue North California Avenue Santa Rita Avenue Ramona Street High Street North California Avenue Oregon Expressway Ramona Street South Court Cowper Street Anton Court Nevada Avenue Tasso StreetTasso Street Oregon Avenue Marion Pl Middlefield Road Warren Way El Cajon Way Embarcadero Road Primrose Way Iris Way Tulip Lane Tulip Lane Garland Drive Louis Road Greer Road Morton Street Greer Road Hamilton Avenue Hilbar Lane Alannah Ct Edge Rhodes Drive Dennis Drive Agnes Way Oregon Avenue Blair Court Santa Ana Street Elsinore Drive Elsinore Court El Cajon Way Greer Road North California Avenue Burnham Way Greer Road Indian Drive Santa Catalina Street ArrowheadWay Aztec Way Chabot TerraceOregon Avenue Carmel Drive Sierra Court S t FrancisDrive w o o d Drive Edgewood Drive WildwoodLane Ivy Lane East Bayshore Road St Francis Drive Wildwood Lane Watson Court Sandalwood Ct O'Brine Lane (Private) Homer Avenue Lane 7 East Fo r e s t A v e n u e High Street Emerson Street Ch a n n i n g A v e n u e Al to Avenue Ha w t h o r n e A v e n u e Ev e r e t t A v e n u e Ly t t o n A v e n u e Lane 15 E High Street Bryant Street Lane 6 E Lane 11 W Lane 21 High Street Gilman Street Ha m i l t o n A v e n u e Un i v e r s i t y A v e n u e Bryant Court Lane 30 Florence Street Kipling Street Tasso Street Cowper Street Ruthven Avenue Hawthorne Avenue Lane 33 PaloAltoAvenue Ev e r e t t A v e n u e Poe Street Waverley Street Tasso Street Cowper Street Palo Alto Avenue Webster Street Everett Court Lytton Avenue Byron Street Fulton Street Middlefield Road Churchill Avenue Lowell Avenue Seale Avenue Tennyson Avenue Me l v i l l e A v e n u e Cowper Street Tasso Street Webster Street Byron Street North California Avenue Coleridge Avenue Waverley Street Bryant Street Emerson Street Ke l l o g g A v e n u e Kingsley Avenue Portal Place Ross Road Oregon Avenue Garland Drive Lane B East Lane D West Lane 59 East Whitman Court Ke l l o g g A v e n u e Embarcadero Road Kingsley Avenue Lincoln Avenue Addison Avenue Lincoln Avenue Fo r e s t A v e n u e Downing Lane Homer Avenue Lane D East Lane 39 Lane 56 Ha m i l t o n A v e n u e Webster Street Waverley Street Kipling Street Bryant Street Ramona Street Addison Avenue Scott Street Byron Street Palo Hale Street Seneca Street Lytton Avenue Guinda StreetPaloAltoAvenue Fulton Street Middlefield Road Forest Avenue Webster Street Kellogg Avenue Middlefield Road Byron Street Webster Street Cowper Street Tasso Street Cowper Street Addison Avenue Lincoln Avenue Boyce Avenue Forest Avenue Hamilton Avenue Homer Avenue Guinda Street Middlefield Road Ch a n n i n g A v e n u e Alto Avenue Chaucer Street Chaucer Street University Avenue Channing Avenue Addison Avenue Lincoln Avenue Regent Pl Guinda Street Lincoln Avenue Fulton Street Melville Avenue Byron Street Kingsley Avenue Me l v i l l e A v e n u e Hamilton Avenue Hamilton Court Forest Avenue Forest Ct Marlowe Street Maple Street Palm Street Somerset Pl Pitman Avenue Fife Avenue Forest AvenueDana Avenue Lincoln Avenue University Avenue Coleridge Avenue Lowell Avenue Fulton Street Cowper Street Tennyson Avenue Seale Avenue Northampton Drive West Greenwich Pl Middlefield Road Newell Road Guinda Street East Greenwich Pl Southampton Drive Webster Street Kirby Pl Kent Place Tevis Pl Martin Avenue Center Drive Harriet Street Wilson Street Cedar Street Harker Avenue Greenwood Avenue Hutchinson Avenue Channing Avenue Hopkins Avenue Embarcadero Road Ashby Drive Dana Avenue Hamilton Avenue Pitman Avenue Southwood Drive West CrescentDrive Cres c ent Drive University Avenue Center Drive East Crescen Arcadia Place Louisa Court Newell Pl Sharon Ct Erstwild Court Walter Hays Drive Walnut Drive Newell Road Parkinson Avenue Pine Street Mark Twain Street Louis Road Barbara Drive Primrose Way Iris Way Embarcadero Road Walter Hays Drive Lois LaneJordan Pl Lois Lane Heather Lane Bret Harte Street Stanley Way De Soto Drive De Soto Drive Alester Avenue Walter Hays Drive Channing Avenue Iris Way tDrive Dana Avenue Hamilton Avenue Newell Road Kings Lane Edgewood D r i v e Island Drive Jefferson Drive Jackson Drive Patricia Lane Madison Way EdgewoodDrive Ramona Street Addison Avenue Channing Avenue Waverley Street Tennyson Avenue Seale Avenue Middlefield Road Byron Street Webster Street Paulsen Ln Community Lane Lane 15 E Green Manor Oregon Expressway Oregon Expressway Emerson Street Lane 20 W Lane 20 E Oregon Expressway Emerson Street Waverley Street Kipling Street Bryant Street Ramona Street Lane 12 W Lane 5 E Phillips Road Bellview Dr Ev e r e t t A v e n u e Homer Avenue Palo Alto Avenue Community Lane Greenwood Avenue Harker Avenue Parkinson Avenue Byron Street Emerson Street Hawthorne Avenue Lytton Avenue This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 900' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTO I NCO R P O R ATED CALIFORNIA P a l o A l t o T h e C i t y o f APRIL 1 6 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:30:44 FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 8  Packet Pg. 39 of 248  Emerson Street Roosev East Charleston Road Lundy Lane eltCircle nderoDrive Wright Place Starr KingCircle Creekside Drive Greenmeadow Way Parkside Drive Dixon Place Ely Place Ely Place Ely Place Adobe PlaceNelson Court Duncan Place Carlson Court Duncan Place Mumford Place East Charleston Road East Meadow Drive Emerson Street Cour t Bryant Street RooseveltCircle RamonaStreet CarlsonCircle Redwood Ci r c l e South Maplewood Charleston Ct East Charleston Road Seminole Way Sutherland Drive Nelson Drive El Capitan Place Loma Verde Avenue Bryson Avenue Midtown Court Cowper Street Gary Court Waverley Street South Court Bryant Street Ramona Street Coastland Drive Colorado Avenue Byron Street Middlefield Road Gaspar Court Moreno Avenue Coastland Drive El Carmelo Avenue Rosewood D Campesino Avenue Dymond Ct Martinsen Ct Ramona Street Bryant Street Towle Way Towle Place Wellsbury Ct Avalon Cou r t Flowers Lane Mackall Way Loma Verde Avenue Kipling Street Cowper Street South Court Waverley Street El Verano Avenue Wellsbury Way La Middlefield Road St Claire Drive Alger Drive Ashton Avenue St Michael Drive St Michael Drive Maureen Avenue Cowper Court Rambow Drive East Meadow Drive Ashton Court Murdoch Drive Cowper St r ee t Murdoch Ct St Michael Court May Cour t Mayview Avenue Middlefield Road Ensign Way Bibbits DriveGailen Ct Gailen Avenue Grove Avenue Bibbits Drive Fabian Way T East Meadow Drive Grove Avenue Christine Drive Corina Way Ross RoadCorina Way Louis Road Nathan Way Ortega CourtEast Meadow Drive yne Court al isman Loma Verde Avenue Allen Court Ro s s C o u r t Loma Verde Pl Ames Avenue Richardson Court Holly Oak Drive Ames Avenue Cork Oak Way Middlefield Road Ames Ct Ames Avenue Ross Road Rorke Way Rorke Way Stone Lane Toyon Place Torreya Court Lupine Avenue Thornwood Drive Dr i ftwood Dr i ve Talisman Drive Arbutus Avenue Ross Road Louis Road Aspen Way Evergreen Drive East Meadow Drive Corporation Way Elwell Court Janice Way East Meadow Circle East Meadow Circle GreerRoad Bayshore Freeway ri ve Ellsworth Place Sa n C a r l o s C o u r t Wintergreen Way Sutter Avenue Sutter Avenue Clara Drive Price Court Stern Avenue Colorado Avenue Randers Ct Ross Road Sycamore Drive Sevyson Ct Stelling Drive Ross Road David Avenue Murray Way Stelling Drive Stelling Ct Manchester Court Kenneth Drive ThomasDrive GreerRoad Stockton Place Vernon Terrace Louis Road Ja n i c e W a y Thomas Drive Kenneth Drive Loma Verde Avenue CliftonCourt ElbridgeWay Clara Drive Bautista Court Stockton Place Morris Drive Maddux Drive Piers Ct Louis Road Moraga Ct Emerson Street Washington Avenue High Street Colorado Avenue Street Emerson Street Ramona Street Bryant Street South Court El Dorado Avenue High Street Emerson Waverley Oaks Washington Avenue Bryant Street South Court Waverley Street Emerson Street Nevada Avenue North California Avenue Ramona Street High Street North California Avenue Oregon Expressway Ma r i o n A v e n u e Ramona Street Colorado Avenue Waverley Street Kipling Street South Court Cowper Street Anton Court Nevada Avenue Tasso StreetTasso Street Oregon Avenue Marion Pl Webster Street Middlefield Road Ross Road Warren Way El Cajon Way Garland Drive Louis Road Marshall Drive Fieldin Moreno Avenue Mar sh al l Dri v e Dennis Drive Agnes Way Oregon Avenue Blair Court Santa Ana Street Elsinore Drive Elsinore Court El Cajon Way Greer Road North California Avenue g Dr i ve Colorado Avenue Sycamore Drive Amarillo Avenue Van Auken Circle Bruce Drive Co l o n i a l L a n e Moreno Avenue Celia Drive Burnham Way Greer Road Indian Drive Elmdale Pl C Tanland Drive Moreno Avenue Sandra Place Clara Drive Colorado Avenue Greer Road Colorado Avenue Simkins Court Otterson Ct Higgins Place Lawrence Lane Maddux Drive Genevieve Ct Metro Circle Moffet t Circl e Greer Road ardinal Way Santa Catalina Street ArrowheadWay Aztec WayCarmel Drive North California Avenue Ross Road Oregon Avenue Garland Drive Byron Street Webster Street Marion Avenue Court David Ct Green Manor Oregon Expressway Oregon Expressway Bayshore Freeway Bayshore FreewayWest Bayshore Road East Bayshore Road West Bayshore Road East Bayshore RoadBayshore FreewayBayshore FreewayFabian Way Bayshore Freeway Bayshore Freeway Grove Ct El D o r a d o A v e n u e Clara Drive Colorado Pl Kenneth Drive Fabian Way Middlefield Road Christine Drive Louis Road Maplewood Pl Quail Dr Quail Dr Paloma Dr Paloma Dr Trinity Ln Heron Wy Feather LnStanislaus Ln Tuolumne Ln Plover Ln Sandpiper Ln Curlew Ln Mallard LnEgret Ln Klamath Ln Boronda Lane Tahoe Lane Lake Avenue Donner Lane Almanor Lane Fallen Leaf Street Berryessa Street Federation Way Alma Village Lane Alma Village Circle This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 750' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTO I NCO R P O R ATED CALIFORNIA P a l o A l t o T h e C i t y o f APRIL 1 6 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:32:33 FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 9  Packet Pg. 40 of 248  Stanford Avenue Amherst Street Columbia Street Bowdoin Street Dartmouth Street Hanover Street College Avenue California Avenue Hanover Street Ramos Way (Private) Page Mill Road Hansen Way Hanover StreetHarvard Street California Avenue Wellesley Street Princeton Street Oberlin Street Cornell Street Cambridge Avenue College Avenue Williams Street Yale Street Staunton Court Oxford Avenue El Camino Real El Camino Real Page Mill Road Peral Lane Page Mill Road Stanford Avenue Olmsted Ro a d Lane C Page Mill Road Abrams Court Angell Court Ayrshire Farm Lane Barnes Court Bonair Siding Bowdoin Street Campus Drive Campus Drive Campus Drive Comstock Circle Blackwelder Court Cowell Ln Dudley L a n e Escondido Road Escondido Road Escondido Road Esplanada Way Hoskins Court Hulme Court Jenk i n s Court McFarland Court Mears Court Oberlin St Comstock Circle Olmsted Road Olmsted Road O l ms t ed Road Olmsted Road Olmsted Road Pampas Lane Pet er Coutts Circle Peter Coutts Road Pine Hill Court Pine Hill Road Quillen Ct Rosse Lane Running Farm Lane San Francisco Terrace San Francisco Court Serra Street Serra Street Thoburn Court Wellesley St Wilbur Way Yale St Bowdoin Lane This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 450' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTO I NCO R P O R ATED CALIFORNIA P a l o A l t o T h e C i t y o f APRIL 1 6 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:34:08 FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 10  Packet Pg. 41 of 248  Encina Grande Drive Cereza Drive Los Robles Avenue Villa Vera Verdosa Drive Campana Drive Solana Drive Florales Drive Georgia Avenue Baker Avenue Vista Avenue Wisteria Ln Pena Ct Abel Avenue Clemo Avenue Villa Real El Camino WayVentura Avenue Maclane Emerson Street Ventura Ct Park Boulevard Magnolia Dr South El Camino Real Cypress Lane Arastradero RoadIrven Court Maybell Avenue Alta Mesa Ave Kelly Way Suzanne Drive Suzanne Drive El Camino Real Suzanne Ct Lorabelle Ct McKellar Lane El Camino Way James Road Maclane Second Street Wilkie Way Camino CtWest Meadow Drive Thain Way Barclay Ct Victoria Place Interdale Way West Charleston Road Tennessee Lane Wilkie Way Carolina Lane Tennessee Lane Park Boulevard Wilkie Ct Davenport Way Alma Street Roosev Monroe Drive Wilkie Way Whitclem Pl Whitclem Drive Duluth Circle Edlee Avenue Dinah's Court Cesano Court Monroe DriveMiller Avenue Whitclem Wy Whitclem Ct Ferne Avenue Ben Lomond Drive Fairfield Court Ponce Drive Heml ock Cour t Ferne Court Alma Street Monroe Drive Ruthelma Avenue Darlington Ct East Charleston Road Lundy Lane Newberry Ct Park Boulevard George Hood Ln Alma Street eltCircle LinderoDrive Wright Place Starr K ingCircle Scripps Avenue Scripps Court Creekside Drive Greenmeadow Way Ben Lomond Drive Parkside Drive Dixon Place Ely Place Ely Place Mumford Place East Meadow Drive Emerson Street Bryant RooseveltCircle Ramona St reet Carl Ramona Street Bryant Street Paul Avenue La Para Avenue San Jude Avenue Magnolia Drive Arbol Drive Monroe Drive Silva Avenue Si l v a C o u r t Miller Court Briarwood Way Driscoll Place Ja c o b ' s C t CalTrain ROW CalTrain ROW West Charleston Road Los Robles Avenue Vista Villa La Donna Avenue Mackay Drive Deodar St Alder Ln Spruce Ln Rickey's Ln Juniper Way Rickey's Wy Rickey's Wy Rickey's Wy Juniper Lane Cashel St Noble St Hettinger Ln Pratt Ln Alma Street Alma Village Lane Alma Village Circle Ryan LaneGene Ct Brassinga Ct Cole Ct This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend abc Microsurfacing I abc Microsurfacing Ii 0' 450' FY 2 4 S t r e e t s P r e v e n t i v e M a i n t e n a n c e P r o j e c t Lo c a t i o n M a p s CITY OF PALO ALTO I NCO R P O R ATED CALIFORNIA P a l o A l t o T h e C i t y o f APRIL 1 6 1894 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto icalvil, 2024-02-27 12:35:17 FY24 Prevent Maint Parcels (\\cc-maps\Encompass\Admin\Personal\icalvil.mdb) Item 5 Attachment A - Street List and Project Maps        Item 5: Staff Report Pg. 11  Packet Pg. 42 of 248  ATTACHMENT B BASE BID ITEMS QTY UNITS 1 MICROSURFACING SEAL TYPE I 39,039 SY 2.70$ 105,405.30$ 2.69$ 105,014.91$ 3.10$ 121,020.90$ 2.66$ 103,843.74$ 2 MICROSURFACING SEAL TYPE II 84,017 SY 3.15$ 264,653.55$ 2.67$ 224,325.39$ 3.20$ 268,854.40$ 2.12$ 178,116.04$ 3 AC BASE REPAIR USING 3/4" MAX MEDIUM WITH 15% RAP 1,907 TONS 300.00$ 572,100.00$ 273.00$ 520,611.00$ 276.64$ 527,552.48$ 307.00$ 585,449.00$ 4 CRACK SEALING 66,796 LF 1.25$ 83,495.00$ 0.67$ 44,753.32$ 0.72$ 48,093.12$ 0.78$ 52,100.88$ 5 INERT RECYCLING SOLIDS 1,907 TONS 10.00$ 19,070.00$ 7.00$ 13,349.00$ 9.72$ 18,536.04$ 5.65$ 10,774.55$ 6 INERT RECYCLING SOLIDS WITH FABRIC 1,907 TONS 4.40$ 8,390.80$ 4.00$ 7,628.00$ 20.52$ 39,131.64$ 2.25$ 4,290.75$ 7 RESET VALVES AND MANHOLES IN BASE REPAIRS (TBD BY ENGINEER)40 EA 800.00$ 32,000.00$ 625.00$ 25,000.00$ 972.00$ 38,880.00$ 675.00$ 27,000.00$ 8 RESET VALVES (TBD BY ENGINEER)17 EA 800.00$ 13,600.00$ 825.00$ 14,025.00$ 756.00$ 12,852.00$ 900.00$ 15,300.00$ 9 RESET MANHOLE (TBD BY ENGINEER)2 EA 1,500.00$ 3,000.00$ 1,500.00$ 3,000.00$ 972.00$ 1,944.00$ 1,350.00$ 2,700.00$ 10 REMOVE AND REPLACE BLUE PAVEMENT MARKERS 77 EA 30.00$ 2,310.00$ 35.00$ 2,695.00$ 37.80$ 2,910.60$ 37.00$ 2,849.00$ 11 THERMOPLASTIC STRIPING, WHITE, 4" WIDE 172 LF 5.00$ 860.00$ 3.25$ 559.00$ 3.51$ 603.72$ 3.45$ 593.40$ 12 THERMOPLASTIC STRIPING, WHITE, 12" WIDE 4,594 LF 10.00$ 45,940.00$ 12.00$ 55,128.00$ 12.96$ 59,538.24$ 12.70$ 58,343.80$ 13 THERMOPLASTIC STRIPING, YELLOW, 12" WIDE 399 LF 10.00$ 3,990.00$ 12.00$ 4,788.00$ 12.96$ 5,171.04$ 12.70$ 5,067.30$ 14 THERMOPLASTIC STRIPING, CALTRANS DETAIL 2 304 LF 5.00$ 1,520.00$ 2.75$ 836.00$ 2.97$ 902.88$ 2.90$ 881.60$ 15 THERMOPLASTIC STRIPING, CALTRANS DETAIL 9 5,740 LF 5.00$ 28,700.00$ 2.75$ 15,785.00$ 2.97$ 17,047.80$ 2.90$ 16,646.00$ 16 THERMOPLASTIC STRIPING, CALTRANS DETAIL 21 145 LF 6.60$ 957.00$ 5.50$ 797.50$ 5.94$ 861.30$ 5.80$ 841.00$ 17 THERMOPLASTIC STRIPING, CALTRANS DETAIL 22 1,863 LF 8.80$ 16,394.40$ 6.00$ 11,178.00$ 6.48$ 12,072.24$ 6.35$ 11,830.05$ 18 THERMOPLASTIC STRIPING, CALTRANS DETAIL 24 242 LF 8.80$ 2,129.60$ 2.50$ 605.00$ 2.70$ 653.40$ 2.65$ 641.30$ 19 THERMOPLASTIC STRIPING, CALTRANS DETAIL 27B 310 LF 6.00$ 1,860.00$ 3.00$ 930.00$ 3.24$ 1,004.40$ 3.15$ 976.50$ 20 THERMOPLASTIC STRIPING, CALTRANS DETAIL 28 110 LF 8.00$ 880.00$ 12.00$ 1,320.00$ 12.96$ 1,425.60$ 12.70$ 1,397.00$ 21 THERMOPLASTIC STRIPING, CALTRANS DETAIL 36 500 LF 8.00$ 4,000.00$ 5.00$ 2,500.00$ 5.40$ 2,700.00$ 5.30$ 2,650.00$ 22 THERMOPLASTIC STRIPING, CALTRANS DETAIL 36B 235 LF 8.00$ 1,880.00$ 5.00$ 1,175.00$ 5.40$ 1,269.00$ 5.30$ 1,245.50$ 23 THERMOPLASTIC STRIPING, CALTRANS DETAIL 38 1,245 LF 8.00$ 9,960.00$ 5.00$ 6,225.00$ 5.40$ 6,723.00$ 5.30$ 6,598.50$ 24 THERMOPLASTIC STRIPING, CALTRANS DETAIL 40 100 LF 5.00$ 500.00$ 4.00$ 400.00$ 4.32$ 432.00$ 4.25$ 425.00$ 25 THERMOPLASTIC PAVING LEGENDS 256 EA 85.00$ 21,760.00$ 300.00$ 76,800.00$ 324.00$ 82,944.00$ 317.50$ 81,280.00$ 26 ALLOWANCE FOR MISC TRANSPORTATION IMPROVEMENTS 1 LS 15,000.00$ 15,000.00$ 15,000.00$ 15,000.00$ 16,200.00$ 16,200.00$ 15,000.00$ 15,000.00$ 27 TRAFFIC CONTROL 1 LS 330,000.00$ 330,000.00$ 335,000.00$ 335,000.00$ 386,742.28$ 386,742.28$ 480,000.00$ 480,000.00$ 28 TREE TRIMMING 100 CREW HRS 550.00$ 55,000.00$ 495.00$ 49,500.00$ 432.00$ 43,200.00$ 450.00$ 45,000.00$ 29 NOTIFICATION & POSTING 1 LS 17,875.00$ 17,875.00$ 35,000.00$ 35,000.00$ 5,400.00$ 5,400.00$ 25,000.00$ 25,000.00$ 30 UTILITY TIE-OUTS 1 LS 6,600.00$ 6,600.00$ 5,500.00$ 5,500.00$ 9,720.00$ 9,720.00$ 5,600.00$ 5,600.00$ ADD ALTERNATE 1 QTY UNITS 1 VOLCANIC IN ORIGIN BLACK ROCK AGGREGATE 123,056 SY 0.01$ 1,353.62$ 0.12$ 14,766.72$ 0.07$ 8,613.92$ 0.25$ 30,764.00$ FY2024 Preventative Maintanence Projcet ENGINEER'S ESTIMATE BASE BID TOTAL ENGINEER'S ESTIMATE 1,669,830.65$ IFB 190225 BID SUMMARY PAVEMENT COATINGS, CO. 1,742,440.91$ PAVEMENT COATINGS, CO. VSS INTERNATIONAL, INC. 1,734,386.08$ VSS INTERNATIONAL, INC. GRAHAM CONTRACTORS, INC. GRAHAM CONTRACTORS, INC. 1,579,428.12$ CONTRACT TOTAL AMOUNT (BASIS OF AWARD) PERCENT OVER ENGINEER'S ESTIMATE 1,671,184.27$ 1,594,194.84$ 1,743,000.00$ BASE BID + ADD ALT + CONTINGENCY 1,753,614.32$ 1,917,300.00$ + 10% CONTINGENCY 167,118.43$ 159,419.48$ 174,300.00$ 1,773,204.91$ 1,838,302.69$ -5% 4% 6% 1,950,525.40$ 177,320.49$ Item 5 Attachment B - Bid Summary        Item 5: Staff Report Pg. 12  Packet Pg. 43 of 248  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Utilities Meeting Date: April 15, 2024 Staff Report: 2403-2724 TITLE Staff Recommends Increasing the Budget for the Advanced Heat Pump Water Heater Pilot Program by $846,000 to Increase Participation with Higher Rebates, and Amend the Fiscal Year Budget Appropriation for the Gas Fund; CEQA Status: Not a Project under CEQA Guidelines Section 15378(b)(5) RECOMMENDATION Staff recommends that Council: 1. Increase the budget for the Advanced Heat Pump Water Heater (HPWH) Pilot Program by $846,000 to increase participation. 2. Amend the Fiscal Year 2024 Budget Appropriation (requires a 2/3 vote) for the following: a. Gas Fund i. Increase the Contract Services expenditure appropriation by $846,000; and ii. Decrease the Gas Cap and Trade Reserve by $846,000. EXECUTIVE SUMMARY Last year staff launched the City’s pilot Heat Pump Water Heater program offering expert help to residents install a better water heater. The City handles the permits, contractors, and installation for program participants. This program is one of many home electrification tools available to Palo Alto residents to support a greener community and advance the Council’s Climate Change & Natural Environment - Protection & Adaptation 2024 priority. Since November 1, 2023 the City has offered discounted pricing for its full-service HPWH program due to the availability of State incentive funds. This lower pricing has helped increase participation in the program, noting as of April 1, 2024 there are nearly 350 participants. Staff recommends increasing the program budget by $846,000 to continue to offer lower pricing for the full-service program. The list below shows the up-front cost to the participant for that program over time: Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 1  Packet Pg. 44 of 248  •Participant up-front cost at program launch (March 2023): $2,700 + site preparation costs (about $1,000 on average) •Current pricing (as of November 1, 2023): $1,900 + a $1,500 credit toward site preparation costs, which covers 100% of the site preparation costs for most customers •Tentative pricing if additional budget is approved (with this action): $2,300 + $1,000 credit toward site preparation costs Should Council approve the budget action as part of this staff report, this would mean program participants savings of up to $6,060, versus today’s savings (with State incentives) of up to $7,100. With this budget amendment staff would also increase the rebate for those residents who hire their own contractors. Analysis of 2023 projects showed that customers paid, on average, $1,000 less when they used the full-service program instead of hiring their own contractor. Staff believes encouraging more contractors to install HPWH in Palo Alto will help the community electrify more quickly in the future, advancing the Council’s sustainability goals set through the City’s Sustainability Climate Action Plan (S/CAP). With this additional budget, staff would change the rebate from the current level ($2,300) to a graduated rebate (55% of project costs up to $3,500). BACKGROUND The City of Palo Alto launched the Advanced Heat Pump Water Heater (HPWH) Pilot Program in March 2023. It included two alternatives for participants: 1) hire your own contractor and get a $2,300 rebate, or 2) participate in the full-service program. The full service HPWH program provides an end-to-end advisory and installation service to homeowners to switch from a gas water heater to a HPWH at a discounted price. The program also offers an on-bill financing option with 0% interest to lower the upfront cost to customers. As of March 7, 2024 over 300 people have contracted for a HPWH through the program, 266 through the full-service program and 57 through the rebate program. With the current pace of new signups, the City is on track to do around 250 to 300 installations per year, equivalent to about 25% of the water heaters replaced each year. On November 1, 2023 the State launched TECH Clean California, a statewide initiative designed to accelerate heat pump adoption. Homeowners statewide could receive incentives of $3,100 to $3,800 for HPWHs installed by TECH-certified contractors, which could be paired with local rebates like Palo Alto’s. The City was also able to incorporate this new incentive into the Full-Service HPWH program to lower the price of that program to $1,900. The City also added up to $1,500 in credits for site preparation work such as long conduit runs, relocation of the water heater, etc. Even though it lowered the program pricing, the City was still able to reduce the amount of incentive funding it committed to each installation due to the large State incentives provided. The City saved roughly $170,000 from November 1, 2023 through March 7, 2024 when the State incentive budget was exhausted. The improved pricing helped drive program participation. At least 60 customers who had previously dropped out of the program rejoined upon learning about the new incentives and more favorable pricing. The incentive also increased the percentage of people who signed a contract after initially signing up, rather than leaving the program. However, on March 7, the TECH Clean CA program announced that the funds had been Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 2  Packet Pg. 45 of 248  fully expended. Available funds declined more rapidly than expected, likely due to the unexpected addition of multi-family central water heating to the program. ANALYSIS Table 1: Pricing Alternatives Considered and Budget Required Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 3  Packet Pg. 46 of 248  competitive. And those participants who would like to pay even less up-front can take advantage of the $1,200 on-bill financing loan and pay $1,100 up-front with a $20/month charge on their electric bill for five years, which staff expects to be partially or fully offset by utility bill savings from switching from gas to electricity. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 4  Packet Pg. 47 of 248  discussing savings to residents and taking actions to protect our planet. Program website can be found at www.cityofpaloalto.org/switch. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 5  Packet Pg. 48 of 248  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: April 15, 2024 Report #:2402-2583 TITLE Approval of Contract No. C24189918 with BKF Engineers, through December 31 2025, in an Amount Not to Exceed $109,583, for Professional Design and Engineering Services for the Foothills Nature Preserve Improvements Project (PE-21000); CEQA Status – Exempt under CEQA Guidelines Section 15301 RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or their designee to execute Contract No. C24189918, with BKF Engineers, to provide Professional Design and Engineering Services for a total amount not-to-exceed $109,583, including $99,621 for basic services and $9,962 for additional services. BACKGROUND Foothills Nature Preserve is composed of approximately 1,400 acres of open space and provides a wide variety of outdoor activities to the community. Since the preserve was opened to the general public in December 2020, visitation has increased which resulted in the need for several safety, access, and infrastructure improvements. These improvements include separating a path of travel between vehicles and pedestrians, protecting sensitive areas, and improving parking and signage. The project does not increase the capacity of the preserve but creates a safer environment and connections for visitors as well as protecting habitats. Staff has developed a preliminary improvement plan that includes pedestrian pathways, expanded vehicle parking areas, curbs, fencing, crosswalks, speed humps, signage, curbs, new seating opportunities, and bike parking. In order to further develop and complete the overall preserve improvement plan and design, staff issued a Request for Proposals (RFP) for professional design and engineering services. The consultant will complete the concept improvement plan, present the plan to the Parks and Recreation Commission, develop construction documents, and provide construction administration services. Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 1  Packet Pg. 49 of 248  ANALYSIS An RFP was posted on OpenGov Procurement, the City’s eProcurement platform, and 2,975 vendors were notified. The solicitation period was posted for 22 days, and two proposals were received. The solicitation closed on January 10, 2024. Proposal Description Foothills Nature Preserve Accessibility Plan Professional Design and Engineering Services, RFP No. 189918 Proposed Length of Project 18 months Number of Vendors Notified 2,975 Number of Proposal Packages Downloaded 33 Total Days to Respond to Proposal 22 days Pre-Proposal Meeting No Number of Proposals Received 2 Proposal Price Range $99,621 to $115,300 Public Link to Solicitation https://procurement.opengov.com/portal/pa lo-alto-ca/projects/72713 The proposals were evaluated, and the two proposals were determined to be responsive to the criteria identified in the RFP. BKF Engineers was selected based on the quality and effectiveness of their proposal, the experience of their assigned project staff with similar projects, prior record of performance with the City, and their ability to provide future services. Additionally, their cost for basic services ($99,621) was slightly lower than the other proposal received. No interviews were conducted for this evaluation. Staff recommends approval of Contract No. C24189918 (Attachment A) with BKF Engineers. The term of the contract is through December 31, 2025. Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement Program Foothills Nature Preserve Improvements project (PE-21000). Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 2  Packet Pg. 50 of 248  STAKEHOLDER ENGAGEMENT 1. PRC Ad Hoc Committee meetings were also held to collect input on the preliminary plan. Services under this contract will include further meetings with the PRC in the process of developing the final design. ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: 1 Parks and Recreation Commission, August 22, 2023; Agenda Item #3 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/agendas-minutes/parks-and- recreation-commission/agendas-minutes/2023-agendas-and-minutes/8-aug/parks-and-recreation-commission- staff-report-foothills-draft-improvement-project-8-22-23-final.pdf Item 7 Item 7 Staff Report        Item 7: Staff Report Pg. 3  Packet Pg. 51 of 248  Professional Services Rev. Jan 29, 2024 Page 1 of 24 CITY OF PALO ALTO CONTRACT NO. C24189918 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND BKF ENGINEERS, INC. This Agreement for Professional Services (this “Agreement”) is entered into as of the 8th day of April, 2024 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and BKF ENGINEERS, a California corporation, located at 2100 Franklin Street, Suite 4C, Oakland, CA 94612 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein by this reference: RECITALS A. CITY intends to improve accessibility at the Foothills Nature Preserve (the “Project”) and desires to engage a consultant to provide professional design and engineering services in connection with the Project (the “Services”, as detailed more fully in Exhibit A). B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree as follows: SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through December 31, 2025 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 4  Packet Pg. 52 of 248  Professional Services Rev. Jan 29, 2024 Page 2 of 24 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 Ninety-Nine Thousand Six Hundred Twenty-One Dollars ($99,621.00). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY. Optional Additional Services Provision (This provision applies only if checked and a not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.) In addition to the not-to-exceed compensation specified above, CITY has set aside the not- to-exceed compensation amount of Nine Thousand Nine Hundred Sixty-Two Dollars ($9,962.00) for the performance of Additional Services (as defined below). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed One Hundred Nine Thousand Five Hundred Eighty-Three Dollars ($109,583.00), as detailed in Exhibit C. “Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 5  Packet Pg. 53 of 248  Professional Services Rev. Jan 29, 2024 Page 3 of 24 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 applicable licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 6  Packet Pg. 54 of 248  Professional Services Rev. Jan 29, 2024 Page 4 of 24 with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: Callandar Associates – Landscape Architect 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 Cuong Tran, Phone: 650-482-6362, Email: ctran@bkf.com as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 7  Packet Pg. 55 of 248  Professional Services Rev. Jan 29, 2024 Page 5 of 24 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 Megha Bansal, Public Works Department, Engineering Services Division, 250 Hamilton Avenue, Palo Alto, CA 94301, Telephone: 650-329-2693. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. [Option A applies to the following design professionals pursuant to Civil Code Section 2782.8: architects; landscape architects; registered professional engineers and licensed professional land surveyors.] 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. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 8  Packet Pg. 56 of 248  Professional Services Rev. Jan 29, 2024 Page 6 of 24 [Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 9  Packet Pg. 57 of 248  Professional Services Rev. Jan 29, 2024 Page 7 of 24 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). 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 10  Packet Pg. 58 of 248  Professional Services Rev. Jan 29, 2024 Page 8 of 24 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 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 DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 11  Packet Pg. 59 of 248  Professional Services Rev. Jan 29, 2024 Page 9 of 24 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 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. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 12  Packet Pg. 60 of 248  Professional Services Rev. Jan 29, 2024 Page 10 of 24 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. This Project is not a 9204 Public Works Project. SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 13  Packet Pg. 61 of 248  Professional Services Rev. Jan 29, 2024 Page 11 of 24 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. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 14  Packet Pg. 62 of 248  Professional Services Rev. Jan 29, 2024 Page 12 of 24 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 APPENDIX A: ACCESSIBILITY PLAN SCHEMATIC THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 15  Packet Pg. 63 of 248  Professional Services Rev. Jan 29, 2024 Page 13 of 24 CONTRACT No. C24189918 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 BKF ENGINEERS Officer 1 By:_____________________________ Name:___________________________ Title:____________________________ Officer 2 By:______________________________ Name:___________________________ Title:____________________________ DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Principal/Vice President Brian Scott, VP Jean Chen, CFO CFO Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 16  Packet Pg. 64 of 248  Professional Services Rev. Jan 29, 2024 Page 14 of 24 EXHIBIT A SCOPE OF SERVICES CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. PROJECT DESCRIPTION Foothills Nature Preserve located in Palo Alto is composed of 1,400 acres and provides a wide variety of outdoor activities to the community. Increased use of the park in the past few years has created conflicts between vehicles and pedestrians. As a means of providing clear and separated paths of travel, an initial review was conducted by City staff and the Parks and Recreation Commission (PRC) Ad Hoc committee. The goal of this project is to further develop and complete the overall preserve accessibility plan as well as implementation of the plan. SCOPE OF WORK The CONSULTANT shall complete the following tasks: 1. Complete the overall park accessibility concept plan 2. Review and present the plan to the Parks and Recreation Commission 3. Develop the construction plan documents, written specifications and cost estimate based on the concept plan 4. Construction administration TASK 1: Work Plan Prior to embarking on the tasks to be performed under this Scope of Work, the CONSULTANT shall meet with CITY staff to finalize a detailed work scope and schedule and identify all information to be provided by CITY staff. Meetings to Include: • CITY staff review meeting of scope and schedule Deliverables: • Updated scope and schedule TASK 2: Completion of Accessibility Plan The CONSULTANT shall work with CITY staff and the Parks and Recreation Commission to complete the development of the accessibility plan for the full preserve. CONSULTANT shall revise plan as necessary per comments received from CITY staff and PRC. Accessibility Plan to include: • All new pedestrian pathways (mostly following existing grades) • Expanded vehicle parking areas • Locations of new cross walks and speed humps (and associated signage) • Lake side parking on turn around DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 17  Packet Pg. 65 of 248  Professional Services Rev. Jan 29, 2024 Page 15 of 24 • New seating opportunities • New bike parking • Installation of traffic control devices (curbs and split rail fence) Meetings to Include: • (1) Site Meeting with Staff and PRC Ad Hoc • (2) Staff Review Meeting of Concept Plan • (2) Parks and Recreation Commission Ad Hoc • (1) Full Parks and Recreation Commission Meeting Materials to be provided by CITY: • Current accessibility plan schematic (developed by CITY staff and PRC) – see Appendix A – Accessibility Plan Schematic • AutoCAD survey of preserve • Preserve usage data Deliverables: • A 42” x 30” rendered plan of all project elements • Cost Estimate of Proposed Scope • PowerPoint presentation for PRC Meeting TASK 3: Bid/Construction Document Package Upon approval of the concept plan, the CONSULTANT shall produce construction plans, written specifications, and cost estimate of the proposed scope of work. Plan package to include all relevant plans and details for bidding and construction purposes. Meetings to Include: • (2) CITY staff review meetings Materials to be provided: • City Standard Details and Specifications Deliverables: • Bid/Construction Plan Package • Written Specifications • Update Cost Estimate of Proposed Scope TASK 4: Bid/Construction Administration (Hourly – Not to Exceed 30 hours) Upon completion of the bid/construction package, the CONSULTANT shall assist the CITY with bid questions and provide construction administrative services for the project. Meetings to Include: DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 18  Packet Pg. 66 of 248  Professional Services Rev. Jan 29, 2024 Page 16 of 24 • (1) Kick Off Construction Meeting • (2) On Site Construction review meetings Materials to be provided: • Results of the Bid Deliverables: • Answers to Bid Questions • RFI and Submittal Responses (if needed) DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 19  Packet Pg. 67 of 248  Professional Services Rev. Jan 29, 2024 Page 17 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 ___________________________________ 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: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 20  Packet Pg. 68 of 248  Professional Services Rev. Jan 29, 2024 Page 18 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 Number of Days/Weeks (as specified below) 1. Work Plan 2 Weeks 2. Completion of Accessibility Plan 8 Weeks 3. Bid/Construction Document Package 12 Weeks 4. Bid/Construction Administration 20+ Weeks 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: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 21  Packet Pg. 69 of 248  Professional Services Rev. Jan 29, 2024 Page 19 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 (Bid/Construction Administration (Hourly - Not to Exceed 99,121.00 Total for Services and Reimbursable Expenses $99,621.00 Maximum Total Compensation $109,583.00 REIMBURSABLE EXPENSES CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 22  Packet Pg. 70 of 248  Professional Services Rev. Jan 29, 2024 Page 20 of 24 Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (mileage for travel to and from the site) for which CONSULTANT will be reimbursed are up to the not-to-exceed amount of: $500.00. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information. DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 23  Packet Pg. 71 of 248  Professional Services Rev. Jan 29, 2024 Page 21 of 24 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: BKF Engineers: Callandar DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 24  Packet Pg. 72 of 248  Professional Services Rev. Jan 29, 2024 Page 22 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 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: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 25  Packet Pg. 73 of 248  Professional Services Rev. Jan 29, 2024 Page 23 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: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 26  Packet Pg. 74 of 248  Professional Services Rev. Jan 29, 2024 Page 24 of 24 APPENDIX A – ACCESSIBILITY PLAN SCHEMATIC DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 27  Packet Pg. 75 of 248  Pathway and Parking Area Improvement Plan NOTES: 1. New pathways shall follow the existing site grades. Therefore, excavation/grading for this project will not exceed 10 cubic yards and pathway grades will vary. 2. Trees will not be impacted by the site work. Refer to sheet T-1 for tree protection measures during construction. Bike Parking Foothills Nature Preserve - 11799 Page Mill Rd, Los Altos Hills, CA 94022 Top of Hill Parking Exhibit Area Speed Humps C24189918 APPENDIX A - ACCESSIBILITY PLAN SCHEMATIC DocuSign Envelope ID: 158D22B6-A4C5-4934-87B0-E7905A812A64 Item 7 Attachment A - BKF Engineers Contract No. C24189918 test        Item 7: Staff Report Pg. 28  Packet Pg. 76 of 248  3 7 7 7 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Utilities Meeting Date: April 15, 2024 Staff Report: 2312-2472 TITLE Approval of a Blanket Purchase Order With Eaton (Cooper Power Systems, LLC) for the Purchase of Pad Mounted Electric Equipment for the Utility’s Electric Distribution System Not to Exceed $750,000 per Year, for a Total Not-To-Exceed Amount of $5,250,000 for 7 Years; CEQA Status – Exempt Under CEQA Guidelines Section 15301 RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or designee to execute a blanket purchase order with Eaton Cooper, not to Exceed $750,000 per year, for a total not- to-exceed amount of $5,250,000 for a period of 7 years. BACKGROUND Utilities purchases 15 kV oil insulated pad mounted switches for replacing old, failed switches and for all its on-going electric distribution projects, including Grid Modernization. The oil insulated pad mounted switches are an integral part of the electric distribution system. Reliability of electric distribution system depends on the quality of equipment and its durability. Utilities is responsible for maintenance and replacement of these switches as needed. Whenever a switch needs to be replaced, due to failure or changes being made to the distribution system, it is necessary to install a switch that has a similar footprint to reduce outage time and avoid costly modification to the existing substructures. Having a single manufacturer for the switches results in less training for personnel to maintain the equipment and reduces maintenance of spare inventory stock. There have been authorized blanket purchase orders with suppliers of Eaton Cooper for oil insulated pad mounted switches over 15 years. Solid dielectric switches are new and manufactured based on the latest technology available in the market. Though these switches are relatively expensive compared to oil insulated switches, they are more reliable and maintenance free, which will be beneficial in reducing outages and maintenance costs. Utilities staff is considering installing some of these switches at strategic locations as a pilot program. If found suitable, Utilities staff will move forward with replacing Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 1  Packet Pg. 77 of 248  3 7 7 7 all outdated switches with new solid dielectric switches. Utilities staff will require switches for capital improvement projects (CIP) as well as for upcoming electric grid modernization projects. As a result, staff is requesting authorization to set the purchase limit at $750,000 per fiscal year based on historical expenditures and future projects. ANALYSIS The Utilities Department electric division is upgrading its existing electric distribution system to support the Electric Grid Modernization project. This purchase order authorization would allow staff to procure an additional number of Oil Insulated Pad Mounted Switches and more modern Solid Dielectric Switches for Electric Grid Modernization and for on-going CIP projects. By authorizing the blanket order to Eaton Cooper (attached as Attachment C), the Utilities will be able to purchase both types of switches directly from Eaton Cooper, the original equipment manufacturer, and will save approximately $2,710,000 (combined for oil insulated and solid dielectric switches) during the 7-year period. Selecting and procuring switches from Eaton Cooper will ensure continued progress on Utilities’ capital improvement and electric grid modernization projects in a timely fashion. Based on the City’s consultant’s assessment, the City would need 10-15 switches per year for the next 7 years for scheduled grid modernization capital project. The grid modernization and on-going Capital Improvement projects require replacing the existing outdated switches that have exceeded their life spans and can fail without notice as well as adding additional capacity in the electric system requiring the installation of additional switches. The City will install new pad mounted switches at strategic locations as part of the electric grid modernization that will help the City optimize switching operations, reduce system outage time and improve reliability of the electric distribution system. Procurement Process The City Manager has approved a 10-year standardization for oil insulated pad mounted switches and solid dielectric switches under Palo Alto Municipal Code (PAMC) sections 2.30.360(e) and 2.30.900. It is the City’s practice for equipment standardization to be valid for a period of 10 years; prior to expiration, staff will review whether the standardization should be maintained or changing equipment will have added benefit. Utilities engineering staff have reviewed drawings from different providers that supply this type of equipment. After review, the equipment from these providers either do not meet required specifications for the Palo Alto system needs or cannot be installed on the existing pads without requiring modification to the existing substructure. Matching existing materials or equipment is required for proper and efficient operation of the electric distribution system. Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 2  Packet Pg. 78 of 248  3 7 7 7 The City Manager has approved an exemption from competitive solicitation for the purchase of this equipment, per PAMC 2.30.360(d), as the equipment is available through a single provider. Formal solicitations have been done in the past 10 years with Eaton Cooper being awarded the blanket orders. Utilities Engineering staff will present bi-annual cost comparisons and potential savings among different vendors to Council. FISCAL/RESOURCE IMPACT Funding for the first-year purchase of switches is available in the FY 2024 budget under EL- 24000 Electric Grid Modernization project. Staff compared pricing from distributor and manufacturer and found a cost savings of $802,000 and $1.91 Million over the span of 7 years, as shown in Attachments A and B. Funding for contract years two through seven are contingent upon Council appropriation and approval of funds through the annual budget process. The total value of this procurement over seven (7) years will not exceed $5,250,000. STAKEHOLDER ENGAGEMENT There was no need for stakeholder engagement since this is an internal process. ENVIRONMENTAL REVIEW Council action on this item is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15301 and 15302 of the California Code of Regulations because purchasing switches for grid maintenance, repair, and modernization involves the repair and maintenance of existing facilities. ATTACHMENTS Attachment A: Cost Comparison of Oil Switches Between Manufacturer and Distributor Attachment B: Cost Comparison of Solid Dielectric Switches Between Manufacturer and Distributor Attachment C: Blanket Purchase Order 4624000105 APPROVED BY: Dean Batchelor, Director of Utilities Staff: Mohammad Fattah, Electric Engineering Manager Item 8 Item 8 Staff Report        Item 8: Staff Report Pg. 3  Packet Pg. 79 of 248  Cost Comparison (Eaton & Anixter) - Attachment "A"- March 21, 2024 Eaton Anixter Item #Pad Mounted Switch Configuration With & Without VFIs Unit Cost $ Unit Cost $Estimated Qty/Year Difference - $Est. Qty.Savings $% Savings 1 4-Way Switch with 4-600 Amps Switch & no VFI 50,220.00 58,395.00 3 8,175.00 3 24,525.00 16.28 2 4-Way Switch with 3-600 Amps Switch & 1-200 Amps VFI 63,542.00 73,886.00 1 10,344.00 1 10,344.00 16.28 4 4-Way Switch with 3-600 Amps Switch & 1-400 Amps VFI Not Quoted 73,943.00 1 -1 - - 5 4-Way Switch with 3-600 Amps Switch & 1-600 Amps VFI 63,591.00 73,943.00 1 10,352.00 1 10,352.00 16.28 6 4-Way Switch with 2-600 Amps Switch & 2-400 Amps VFIs Not Quoted 79,638.00 1 -1 - - 7 4-Way Switch with 2-600 Amps Switch & 2-200 Amps VFIs 67,697.00 78,717.00 4 11,020.00 4 44,080.00 16.28 8 4-Way Switch with 2-600 Amps Switch & 2-600 Amps VFIs 68,489.00 Not Quoted - - - 9 3-Way Switch with 3-600 Amps Switch & no VFI 44,141.00 51,326.00 1 7,185.00 1 7,185.00 16.28 10 3-Way Switch with 2-600 Amps Switch & 1-200 Amps VFI 55,847.00 64,938.00 1 9,091.00 1 9,091.00 16.28 11 3-Way Switch with 2-600 Amps Switch & 1-400 Amps VFI Not Quoted 64,996.00 1 -1 - - 12 3-Way Switch with 2-600 Amps Switch & 1-600 Amps VFI 55,897.00 64,996.00 1 9,099.00 1 9,099.00 16.28 Estimated Quantities/Year 15 Estimated Savings for 1 Year 114,676.00 Estimated Savings for 7 Years 802,732.00 Item 8 Attachment A - Cost Comparison of Oil Switched Between Manufacturer and Distributor-March 21, 2024        Item 8: Staff Report Pg. 4  Packet Pg. 80 of 248  Cost Comparison of Solid Dielectric Switches (Pad Mounted) - Attachment "B"- March 21, 2024 EATON/COOPER Item # Pad Mounted Switches (Above Ground):Estimated Qtys. EATON Anixter Unit Cost in $ Unit Cost in $Percentage Savings Total Savings/Year $ 1 4-Way Switch with 2-600 Amps switches & 2-400 Amps VFIs 1 101,350.00 123,597.00 21.95 22,247.00 2 4-Way Switch with 2-600 Amps switches & 2-200 Amps VFIs 4 101,350.00 123,597.00 21.95 88,988.00 3 4-Way Switch with 3-600 Amps switches & 1-400 Amps VFI 1 93,805.00 114,396.00 21.95 20,591.00 4 4-Way Switch with 3-600 Amps switches & 1-200 Amps VFI 1 93,085.00 114,396.00 22.89 21,311.00 5 4-Way Switch with 4-600 Amps switches & no VFI 3 86,830.00 105,890.00 21.95 57,180.00 6 3-Way Switch with 2-600 Amps switches & 1-200 VFI 1 77,655.00 94,701.00 21.95 17,046.00 7 3-Way Switch with 3-600 Amps switches & No VFI 2 70,110.00 85,500.00 21.95 30,780.00 8 2-Way Switch with 1-600 Amps switch & 1-200 Amps VFI 2 53,000.00 60,859.00 14.83 15,718.00 Total Estimated Switches/Year 15 273,861.00 Total Savings in 7 Years 1,917,027.00 Item 8 Attachment B - Cost Comparison of Solid Dielectric Switches Between Manufacture and Distributor        Item 8: Staff Report Pg. 5  Packet Pg. 81 of 248  Quote # 23551937 Valid from 3/11/2024 to 12/29/2024 See Staff Report 2312-2472 date April 15, 2024 0010 Purchase and delivery Pad Mntd Switches 750,000 USD 1.00 750,000.00 Purchase and delivery of 15KV, Oil insulated, Dead-front, Single-Sided,Pad Mounted Vaccum Switches with & without Vaccum Fault Interrupters (VFIs) as needed. This is the 1st year of an approved 7 year Standardization and Sole Source. Reference pricing as quoted for the 1st year of the contract below: Item 1:4-Way Switch w/ 4-600 Amps Switch & no VFI - $50,220 EA Item 2:4-Way Switch w/ 3-600 Amps Switch & 1-200 Amps VFI - $63,542 EA Item 3:4-Way Switch w/ 3-600 Amps Switch & 1-600 Amps VFI - $63,591 EA Item 4:4-Way Switch w/ 2-600 Amps Switch & 2-200 Amps VFIs - $67,697 EA Item 5:4-Way Switch w/ 2-600 Amps Switch & 2-600 Amps VFIs - $68,489 EA Item 6:3-Way Switch w/ 3-600 Amps Switch & no VFI - $44,141 EA Vendor Address COOPER POWER SYSTEMS 1319 E. LINCOLN AVE WAUKESHA WI 53186 Tel: 800-538-5025 Fax: 770-268-7006 Bill To: Utilities Engineering City of Palo Alto 1007 Elwell Court Palo Alto CA 94303 Ship To: Utilities Engineering City of Palo Alto 1007 Elwell Court Palo Alto CA 94303 Item Material/Description Quantity UM Unit Price Target $ Value ______________________________________ 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 Blanket Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number 4624000105 Date 02/27/2024 Vendor No.100284 Payment Terms Payment Due 30 days FOB Point F.O.B Destination Ship via Vendor to ship bestway Term 02/27/2024 - 06/30/2024 Buyer/Phone Renee Howard / 650-496-5900 Email renee.howard@cityofpaloalto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 1 of 3 Item 8 Attachment C - Blanket Purchase Order 4624000105        Item 8: Staff Report Pg. 6  Packet Pg. 82 of 248  Item 7:3-Way Switch w/ 2-600 Amps Switch & 1-200 Amps VFI - $55,847 EA Item 8:3-Way Switch w/ 2-600 Amps Switch & 1-600 Amps VFI - $55,897 EA Lead times 45 wks Price shall be adjusted by a percentage equal to the change in the Consumer Price Index for Urban Wage Earners and Clerical Workers for the San Francisco-Oakland- San Jose area, published by the United States Department of Labor Statistics (CPI) which is published most immediately preceding the commencement of the applicable Additional Term, which shall be compared with the CPI published most immediately preceding the commencement date of the then expiring term. Notwithstanding the foregoing, in no event shall CONTRACTOR#s compensation rates be increased by an amount exceeding five percent of the rates effective during the immediately preceding term. Any adjustment to CONTRACTOR#s compensation rates shall be reflected in a written amendment to this Agreement. NOT TO EXCEED ESTIMATED VALUE: $750,000.00 for the period April 15, 2024 through June 30, 2024 ALL INVOICES MUST REFERRENCE THE BLANKET ORDER NUMBER. PM: Gopal Jagannath x3138 gopal.jagannath@cityofpaloalto.org NOT TO EXCEED $750,000 Vendor Address COOPER POWER SYSTEMS 1319 E. LINCOLN AVE WAUKESHA WI 53186 Tel: 800-538-5025 Fax: 770-268-7006 Bill To: Utilities Engineering City of Palo Alto 1007 Elwell Court Palo Alto CA 94303 Ship To: Utilities Engineering City of Palo Alto 1007 Elwell Court Palo Alto CA 94303 Item Material/Description Quantity UM Unit Price Target $ Value ______________________________________ 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 Blanket Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number 4624000105 Date 02/27/2024 Vendor No.100284 Payment Terms Payment Due 30 days FOB Point F.O.B Destination Ship via Vendor to ship bestway Term 02/27/2024 - 06/30/2024 Buyer/Phone Renee Howard / 650-496-5900 Email renee.howard@cityofpaloalto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 2 of 3 Item 8 Attachment C - Blanket Purchase Order 4624000105        Item 8: Staff Report Pg. 7  Packet Pg. 83 of 248  ------------------------- Sub-Total 750,000.00 *** ORDERING VIA EMAIL *** **** PRICE HAS BEEN QUOTED **** Vendor Address COOPER POWER SYSTEMS 1319 E. LINCOLN AVE WAUKESHA WI 53186 Tel: 800-538-5025 Fax: 770-268-7006 Bill To: Utilities Engineering City of Palo Alto 1007 Elwell Court Palo Alto CA 94303 Ship To: Utilities Engineering City of Palo Alto 1007 Elwell Court Palo Alto CA 94303 Item Material/Description Quantity UM Unit Price Target $ Value ______________________________________ Chief Procurement Officer Total 750,000.00 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 Blanket Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number 4624000105 Date 02/27/2024 Vendor No.100284 Payment Terms Payment Due 30 days FOB Point F.O.B Destination Ship via Vendor to ship bestway Term 02/27/2024 - 06/30/2024 Buyer/Phone Renee Howard / 650-496-5900 Email renee.howard@cityofpaloalto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 3 of 3 Item 8 Attachment C - Blanket Purchase Order 4624000105        Item 8: Staff Report Pg. 8  Packet Pg. 84 of 248  4 2 5 1 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Office of Emergency Services Meeting Date: April 15, 2024 Report #:2403-2810 TITLE Approval of Professional Services Contract Number C24189405 with Tetra Tech, Inc. in an amount not to exceed $300,000 for On-Call Emergency Management Support Services for a Period of Six Years; CEQA Status – Not a Project. RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or his designee to execute Contract No. C24189405 with Tetra Tech, Inc. to provide on call Emergency Management Support Services in support of the Office of Emergency Services for a term of six years and a in a total amount not-to-exceed $300,000. BACKGROUND The Office of Emergency Services provides the emergency management function for the City, including coordination among city departments as well as among the community at large. OES provides a framework that promotes mitigation, preparedness, response and recovery efforts across the range of hazards that face the City. In order to fulfill this mission OES uses professional services to augment the limited staffing available within our office. This allows us to add depth and breadth across the wide range of functionality within the emergency management field. In the past OES has used these types of services to assist in developing emergency management plans, supporting table-top and functional exercises, providing staff training and generating recommendations for continual improvement. ANALYSIS A request for proposals (RFP) was posted on OpenGov Procurement, the City’s eProcurement platform, and service providers were notified. The solicitation period was posted for 21 days, and seven proposals were received. One proposal was deemed non-responsive. The solicitation closed on November 15, 2023. Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 1  Packet Pg. 85 of 248  4 2 5 1 Table #1: Summary of Request for Proposal Proposal Description Emergency Management Support Services RFP No.189405 Proposed Length of Project 3 years, plus 3 optional years Number of Service providers Notified 2854 Number of Proposal Packages Downloaded 34 Total Days to Respond to Proposal 21 days Pre-Proposal Meeting No Number of Proposals Received 6 Proposal Price Range $59,997 to $299,183.97 Public Link to Solicitation https://procurement.opengov.com/p ortal/palo-alto-ca/projects/65777 A panel evaluated the six proposals determined to be responsive to the criteria identified in the RFP. After the evaluation, Tetra-Tech, Inc. was selected because of the quality and effectiveness of their services, the experience of their assigned staff, and their ability to provide future services. Additionally, staff evaluated the proposed cost structure for the quoted services, which was lower, than that of other proposals. These evaluation results are also supported by the prior record of performance with the City. Staff recommends approval of Contract No. C24189405 (Attachment A), with Tetra-Tech, Inc. FISCAL/RESOURCE IMPACT Funding is available for this contract in the OES departmental budget. STAKEHOLDER ENGAGEMENT Stakeholder engagement is not needed for this internal facing departmental contract. ENVIRONMENTAL REVIEW The recommendation in this report does not constitute a project requiring review under the California Environmental Quality Act (CEQA), since it can be seen with certainty that there will be no significant effect on the environment from these professional services. ATTACHMENTS Attachment A: City of Palo Alto Contract No. C24189405 Agreement for Professional Services Between the City of Palo Alto and with Tetra Tech, Inc. APPROVED BY: Ken Dueker, Director Office of Emergency Services Item 9 Item 9 Staff Report        Item 9: Staff Report Pg. 2  Packet Pg. 86 of 248  Professional Services Rev. Dec.15, 2020 Page 1 of 21 CITY OF PALO ALTO CONTRACT NO. C24189405 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF PALO ALTO AND TETRA TECH, INC. This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of April 2024 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and TETRA TECH, INC, a Delaware Corporation, located at 3475 East Foothill Boulevard, Pasadena, California 91107 (“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 emergency management planning (the “Project”) and desires to engage a consultant for ongoing emergency management planning support 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”. 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. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 3  Packet Pg. 87 of 248  Professional Services Rev. Dec.15, 2020 Page 2 of 21 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 March 31, 2030 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 Three Hundred Thousand Dollars ($300,000). 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. Any change to the maximum total compensation amount must be mutually agreed to by the parties and incorporated into an amendment to 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. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 4  Packet Pg. 88 of 248  Professional Services Rev. Dec.15, 2020 Page 3 of 21 SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 5  Packet Pg. 89 of 248  Professional Services Rev. Dec.15, 2020 Page 4 of 21 shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING. 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. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Bart Spencer as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day -to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key personnel for any reason, the appointment of a substitute Project Manager 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 Nathaniel Rainey, Office of Emergency Services Coordinator, 250 Hamilton Avenue Palo Alto, CA, zip code: 94301, Telephone: (650) 617-3197. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 6  Packet Pg. 90 of 248  Professional Services Rev. Dec.15, 2020 Page 5 of 21 Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any act and/or omissions caused by the negligent performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement. 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 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 7  Packet Pg. 91 of 248  Professional Services Rev. Dec.15, 2020 Page 6 of 21 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). 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 8  Packet Pg. 92 of 248  Professional Services Rev. Dec.15, 2020 Page 7 of 21 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 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 9  Packet Pg. 93 of 248  Professional Services Rev. Dec.15, 2020 Page 8 of 21 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 otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 10  Packet Pg. 94 of 248  Professional Services Rev. Dec.15, 2020 Page 9 of 21 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 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 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 11  Packet Pg. 95 of 248  Professional Services Rev. Dec.15, 2020 Page 10 of 21 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. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 12  Packet Pg. 96 of 248  Professional Services Rev. Dec.15, 2020 Page 11 of 21 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. CONTRACT No. C24189405 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 13  Packet Pg. 97 of 248  Professional Services Rev. Dec.15, 2020 Page 12 of 21 CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee TETRA TECH, INC. Officer 1 By: Name: Jonathan Burgiel Title: Division President Officer 2 By: Name: Preston Hopson Title: Senior Vice President, General Counsel and Secretary DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 14  Packet Pg. 98 of 248  Professional Services Rev. Dec.15, 2020 Page 13 of 21 EXHIBIT A SCOPE OF SERVICES CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. 1. Description. CONSULTANT will provide services across a wide range of emergency management functions with an emphasis on developing and revising emergency plans, conducting emergency management training, and providing emergency management exercise support. CONSULTANT must 1) sign a non-disclosure agreement (NDA) with the City and 2) pass a police background check (have no felony convictions, etc.) 2. Work Categories. The major categories of work are divided into the requirements below. All requests for these services will be made on a task order basis (Exhibit A-1) issued by Office of Emergency Services (OES). All task orders will include one or more of these tasks and requirements. Task A. Emergency Management Planning. Assist in developing functional annexes, hazard annexes, and other related documents for the Emergency Operations Plan (EOP). Research, write, revise and update plans and procedures. Review/Update Current City Emergency Operations Plan (including) • Planning Steps/Phases • Proposed timeline • Integration of recent California legislative requirements Additionally, provide other emergency management planning support when requested that could include: • Functional / Hazard Annexes: Debris Management, Mass Care and Shelter • Emergency Operations Center Standard Operating Procedures Update • Pre-Disaster Recovery Plan and ordinance • Additional emergency management planning efforts as identified by project manager Work with various departments and agencies as directed by City, incorporating feedback and concurrence from all primary and support agencies. It is important to note that for each of these plans, there are a number of established documents that can be used as a starting point. The CITY expects to request CONSULTANT’s assistance modify CITY’S plans to incorporate standard functional annexes that support hazard annexes. Additionally, the CITY project manager will provide additional guidance as to the level of planning required. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 15  Packet Pg. 99 of 248  Professional Services Rev. Dec.15, 2020 Page 14 of 21 Task B. Emergency Management Training and Exercise Support. Conduct Emergency Operations Center (EOC) related standardized training in support of City of Palo Alto EOC staff, and department operations center staffs. CONSULTANT may be requested to handle all administrative details of each exercise, provide a facilitator and support staff to execute the sessions and develop an after-action report after each individual exercise. • Projects may include facilitation of staff / partner agency seminars, workshop discussions, tabletop exercises, functional exercises. • Support in the development of protocols, tools, and templates. • Other training needs as requested. Task C. General Support Services. CONSULTANT will provide support services as needed by the City of Palo Alto. This may include a range of tasks in the emergency management field such as: • Research and Evaluation of Capabilities and Best Practices from Training, Planned Events, and Community Emergencies • Prove technical expertise to anticipated or actual emergency incidents. • Conducting organizational, capability, and resource assessments. EXHIBIT A-1 DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 16  Packet Pg. 100 of 248  Professional Services Rev. Dec.15, 2020 Page 15 of 21 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: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 17  Packet Pg. 101 of 248  Professional Services Rev. Dec.15, 2020 Page 16 of 21 EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services according to the schedule set forth in each task order. 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: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 18  Packet Pg. 102 of 248  Professional Services Rev. Dec.15, 2020 Page 17 of 21 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 , unless the maximum amount of compensation is modified via an amendment to this Agreement. BUDGET SCHEDULE TASK NOT TO EXCEED AMOUNT Task A (Emergency Management Planning) $150,000 Task B (Emergency Management Training and Exercise Support) $100,000 Task C (General Support Services) $50,000 Sub-total for Services $300,000 Reimbursable Expenses (if any) $0 Total for Services and Reimbursable Expenses $300,000 Additional Services (if any, per Section 4) $0 Maximum Total Compensation $300,000 REIMBURSABLE EXPENSES CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder. Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: TO BE DETERMINED ON A TASK ORDER BASIS up to the not-to- exceed amount of: TO BE DETERMINED ON A TASK ORDER BASIS. The total for all services and reimbursable expenses under this Agreement shall not exceed $300,000. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 19  Packet Pg. 103 of 248  Professional Services Rev. Dec.15, 2020 Page 18 of 21 For a Task Order with time and materials billing, City will pre-authorize in writing any approved non-labor expenses to be billed by Consultant, which may include the following: (1) travel expenses including airfare and car rental shall be invoiced at cost without mark- up; (2) lodging shall be invoiced up to the per diem rate according to the General Services Administration (GSA) rates established at www.gsa.gov (3) meals and incidentals shall be invoiced at the GSA per diem rate (receipts are not required); (4) mil eage shall be invoiced at the federally published rate; and (5) other required non-labor expenses as may be applicable to the project and pre-approved by the City shall be invoiced at cost without mark- up. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 20  Packet Pg. 104 of 248  Professional Services Rev. Dec.15, 2020 Page 19 of 21 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: Labor Category Y1 Y2 Y3 Y4 Y5 Y6 Project Manager $175.00 $180.25 $185.66 $191.23 $196.96 $202.87 Senior Planner $135.00 $139.05 $143.22 $147.52 $151.94 $156.50 Assistant Planner $100.00 $103.00 $106.09 $109.27 $112.55 $115.93 Senior Technical Specialist $145.00 $149.35 $153.83 $158.45 $163.20 $168.09 Subject Matter Expert $205.00 $211.15 $217.48 $224.01 $230.73 $237.65 GIS Support $120.00 $123.60 $127.31 $131.13 $135.06 $139.11 Consulting Aide $110.00 $113.30 $116.70 $120.20 $123.81 $127.52 Financial Manager $105.00 $108.15 $111.39 $114.74 $118.18 $121.72 Administrative Support $65.00 $66.95 $68.96 $71.03 $73.16 $75.35 The contract will be on a time and materials basis using approved hourly rates with project costs and any reimbursable expenses negotiated at the time of task order approval. DocuSign Envelope ID: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 21  Packet Pg. 105 of 248  Professional Services Rev. Dec.15, 2020 Page 20 of 21 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: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 22  Packet Pg. 106 of 248  Professional Services Rev. Dec.15, 2020 Page 21 of 21 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: 701C06E7-E81D-4FE0-9DBA-E4AE4CDD7C2A Item 9 Attachment A - City of Palo Alto Contract No. C24189405 Tetra Tech, Inc        Item 9: Staff Report Pg. 23  Packet Pg. 107 of 248  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services Meeting Date: April 15, 2024 Report #:2402-2584 TITLE Approval of Contract Amendment Number 2 to Seven On-call Consulting Contracts to Increase in the Amount by $500,000 to a Total Not to Exceed to $3.5 Million and Extend Term by Three Months to Provide Expertise for Long Range Planning Projects, Application Processing, Environmental Review, and Other Planning Analysis in the Planning and Development Services Department. RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or their designee to execute an amendment for the following seven contracts for long range planning, application processing, historic and environmental review services in an amount not to exceed $500,000 and to extend the contract term for three months. This amendment results in a revised total contract not-to-exceed amount of $3.5 million through September 30, 2024. a. Contract Amendment No. 2 C20178879 with Arnold Mammarella Architecture and Consulting (Attachment A); b. Contract Amendment No. 2 C20178878 with Metropolitan Planning Group (Attachment B); c. Contract Amendment No. 2 C20178882 with Placeworks, Inc. (Attachment C); d. Contract Amendment No. 2 C20178877A with Lexington Planning (Attachment D); e. Contract Amendment No. 2 C20178891 with Michael Baker International, Inc. (Attachment E); f. Contract Amendment No. 2 C20178881 with Page Southerland Page AE (Attachment F), and; g. Contract Amendment No. 2 C20178884 with Urban Planning Partners, Inc. (Attachment G) EXECUTIVE SUMMARY The subject action extends the contract authority and term; no additional budget is requested at this time as budget to support this work has already been included in the approved FY2024 Operating Budget. No work will be assigned to consultants under these contracts unless there is sufficient operating budget to cover the costs. The Planning and Development Services department relies on the use of on-call service providers for project specific expertise and application processing for development activity. Additional contract capacity is required at this time to provide continuity of services for work Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 1  Packet Pg. 108 of 248  related the current planning application processing, the parklet prototype study, the retail study, and projects related to the Housing Element implementation across five of the seven providers: Arnold Mammarella, Architecture and Consulting; Metropolitan Planning Group; Lexington Planning; Michael Baker International, Inc.; and Urban Planning Partners, Inc. In addition, staff expect to utilize available on call providers to assist with Council priorities and to initiate anticipated projects until September 2024. BACKGROUND 1 eight planning services on-call contracts for a combined not-to-exceed amount of $1.5 million through June 30, 2024. Staff had previously completed a competitive solicitation process to identify the firms best suited to provide consultant support as needed. The original anticipated total not-to-exceed amount was for $5.0 million. Given the financial uncertainty at the time, staff requested a reduced initial amount of $1.5 million, including negotiated rate reductions, and notified Council that staff would need to return for additional contract authority before the end of the contract term. 2 Amendment No. 1 which increased the not-to-exceed amount to $3.0 million, adjusted hourly rates for Lexington Planning, and omitted Rincon Consultants due to proposed rate increases. At that time, $1.4 million of the contract had been spent on long-range planning projects and current planning application processing, covering key City Council priorities identified throughout the year. While long-range planning is not fully fee- supported, fees from current planning projects offset consultant costs. On-call contracts are utilized as needed, contingent on available funding within the annual Adopted Operating Budget. ANALYSIS 1 City Council, June 22, 2020, Staff Report 11147: https://www.cityofpaloalto.org/files/assets/public/agendasminutes- 2 City Council, April 3, 2023, Staff Report 2303-1145: https://cityofpaloalto.primegov.com/Portal/viewer?id=1892&type=0 Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 2  Packet Pg. 109 of 248  any ongoing work and projects to the new set of approved on call consultants Approval of the recommended amendment will allow the department to continue utilizing consultants for specific expertise as the competitive solicitation and award process complete. To date, the City has spent or allocated $2.9 million of the contract to support long range planning, current planning application processing, historic and environmental review on projects such as the North Ventura Coordinated Housing Plan, Housing Element Development, Retail Ordinance Development, Parklet Design Standards, and other state mandated legislative updates. This will build capacity to allow for nimble response to Council priorities, assignments, and needs throughout the year. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 10 Item 10 Staff Report        Item 10: Staff Report Pg. 3  Packet Pg. 110 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178879 BETWEEN THE CITY OF PALO ALTO AND ARNOLD MAMMARELLA ARCHITECTURE & CONSULTING This Amendment No. 2 (this “Amendment”) to Contract No. C20178879 (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and ARNOLD MAMMARELLA ARCHITECTURE & CONSULTING, a sole proprietor, located at 1569 Solano Avenue, #411, Berkeley, CA 94707 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891), as detailed therein C. On April 3, 2023, the Contract was amended to increase the aggregate amount, not-to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891). D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178879 between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 DocuSign Envelope ID: 8BBFC4EB-68F5-41D5-BC6D-E045B8C2AEE1 Item 10 ​Attachment A - Contract No. C20178879 with Arnold Mammarella Architecture and Consulting        Item 10: Staff Report Pg. 4  Packet Pg. 111 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. DocuSign Envelope ID: 8BBFC4EB-68F5-41D5-BC6D-E045B8C2AEE1 Item 10 ​Attachment A - Contract No. C20178879 with Arnold Mammarella Architecture and Consulting        Item 10: Staff Report Pg. 5  Packet Pg. 112 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 8BBFC4EB-68F5-41D5-BC6D-E045B8C2AEE1 Item 10 ​Attachment A - Contract No. C20178879 with Arnold Mammarella Architecture and Consulting        Item 10: Staff Report Pg. 6  Packet Pg. 113 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee ARNOLD MAMMARELLA ARCHITECTURE & CONSULTING Officer 1 By: Name: Arnold Mammarella Title: Principal arnold@mammarellaarchitecture.com DocuSign Envelope ID: 8BBFC4EB-68F5-41D5-BC6D-E045B8C2AEE1 Item 10 ​Attachment A - Contract No. C20178879 with Arnold Mammarella Architecture and Consulting        Item 10: Staff Report Pg. 7  Packet Pg. 114 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178878 BETWEEN THE CITY OF PALO ALTO AND METROPOLITAN PLANNING GROUP This Amendment No. 2 (this “Amendment”) to Contract No. C20178878 (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and METROPOLITAN PLANNING GROUP, a California corporation, located at 51 E. Campbell Ave #1247, Campbell, CA, 95009 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891). C. On April 3, 2023, the Contract was amended to increase the aggregate amount, not-to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891)as detailed therein. D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178878 between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. DocuSign Envelope ID: B886EEE0-E8BA-467E-B911-7B0281F3D093 Item 10 Attachment B - Contract No. C20178878 with Metropolitan Planning Group        Item 10: Staff Report Pg. 8  Packet Pg. 115 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. DocuSign Envelope ID: B886EEE0-E8BA-467E-B911-7B0281F3D093 Item 10 Attachment B - Contract No. C20178878 with Metropolitan Planning Group        Item 10: Staff Report Pg. 9  Packet Pg. 116 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: B886EEE0-E8BA-467E-B911-7B0281F3D093 Item 10 Attachment B - Contract No. C20178878 with Metropolitan Planning Group        Item 10: Staff Report Pg. 10  Packet Pg. 117 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee METROPOLITAN PLANNING GROUP Officer 1 By: Name: Geoff Bradley Title: President gbradley@m-group.us Officer 2 By: Name: Heather Bradley Title: Treasurer hbradley@m-group.us DocuSign Envelope ID: B886EEE0-E8BA-467E-B911-7B0281F3D093 Item 10 Attachment B - Contract No. C20178878 with Metropolitan Planning Group        Item 10: Staff Report Pg. 11  Packet Pg. 118 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178882 BETWEEN THE CITY OF PALO ALTO AND PLACEWORKS, INC. This Amendment No. 2 (this “Amendment”) to Contract No. C20178882 (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and PLACEWORKS, INC., a a California corporation, located at 3 MacArthur Place, Suite 1100, Santa Ana, CA 92707 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891). C. On April 3, 2023, the Contract was amended to increase the aggregate amount, not-to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) as detailed therein. D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178882 between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. DocuSign Envelope ID: 011C2A97-6C91-4B1C-8DB2-5CE9066B3C1B Item 10 Attachment C - Contract No. C20178882 with Placeworks, Inc.        Item 10: Staff Report Pg. 12  Packet Pg. 119 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. DocuSign Envelope ID: 011C2A97-6C91-4B1C-8DB2-5CE9066B3C1B Item 10 Attachment C - Contract No. C20178882 with Placeworks, Inc.        Item 10: Staff Report Pg. 13  Packet Pg. 120 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 011C2A97-6C91-4B1C-8DB2-5CE9066B3C1B Item 10 Attachment C - Contract No. C20178882 with Placeworks, Inc.        Item 10: Staff Report Pg. 14  Packet Pg. 121 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee PLACEWORKS, INC. Officer 1 By: Name: Kara L Kosel Title: Vice President kkosel@placeworks.com Officer 2 By: Name: Keith McCann Title: Secretary kmccann@placeworks.com DocuSign Envelope ID: 011C2A97-6C91-4B1C-8DB2-5CE9066B3C1B Item 10 Attachment C - Contract No. C20178882 with Placeworks, Inc.        Item 10: Staff Report Pg. 15  Packet Pg. 122 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178877A BETWEEN THE CITY OF PALO ALTO AND LEXINGTON PLANNING LLC This Amendment No. 2 (this “Amendment”) to Contract No. C20178877A (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and LEXINGTON PLANNING LLC, a Vermont limited liability company, located at P.O. Box 832, Middlebury, VT, 05753 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891). C. On April 3, 2023, the Contract was amended to increase the aggregate amount, not-to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) as detailed therein D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178877A between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. DocuSign Envelope ID: 9378E04B-B934-4405-A826-02AB63496D69 Item 10 Attachment D - Contract No. C20178877A with Lexington Planning        Item 10: Staff Report Pg. 16  Packet Pg. 123 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. DocuSign Envelope ID: 9378E04B-B934-4405-A826-02AB63496D69 Item 10 Attachment D - Contract No. C20178877A with Lexington Planning        Item 10: Staff Report Pg. 17  Packet Pg. 124 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 9378E04B-B934-4405-A826-02AB63496D69 Item 10 Attachment D - Contract No. C20178877A with Lexington Planning        Item 10: Staff Report Pg. 18  Packet Pg. 125 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee LEXINGTON PLANNING LLC Officer 1 By: Name: Jean Eisberg Title: Principal jean@lexingtonplanning.com DocuSign Envelope ID: 9378E04B-B934-4405-A826-02AB63496D69 Item 10 Attachment D - Contract No. C20178877A with Lexington Planning        Item 10: Staff Report Pg. 19  Packet Pg. 126 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178891 BETWEEN THE CITY OF PALO ALTO AND MICHAEL BAKER INTERNATIONAL, INC. This Amendment No. 2 (this “Amendment”) to Contract No. C20178891 (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and MICHAEL BAKER INTERNATIONAL, INC., a Pennsylvania corporation, located at 100 Airside Drive Moon Township, PA 15108 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891). C. On April 3, 2023, the Contract was amended to increase the aggregate amount, not-to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) as detailed therein D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178891 between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 DocuSign Envelope ID: 2C539EA7-359A-4AED-9171-794ED3A824AB Item 10 Attachment E - Contract No. C20178891 with Michael Baker International, Inc.        Item 10: Staff Report Pg. 20  Packet Pg. 127 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. DocuSign Envelope ID: 2C539EA7-359A-4AED-9171-794ED3A824AB Item 10 Attachment E - Contract No. C20178891 with Michael Baker International, Inc.        Item 10: Staff Report Pg. 21  Packet Pg. 128 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 2C539EA7-359A-4AED-9171-794ED3A824AB Item 10 Attachment E - Contract No. C20178891 with Michael Baker International, Inc.        Item 10: Staff Report Pg. 22  Packet Pg. 129 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee MICHAEL BAKER INTERNATIONAL, INC. Officer 1 By: Name: Christopher Alberts Title: Vice President calberts@mbakerintl.com Officer 2 By: Name: Richard Beck Title: Asst. Secretary rbeck@mbakerintl.com DocuSign Envelope ID: 2C539EA7-359A-4AED-9171-794ED3A824AB Item 10 Attachment E - Contract No. C20178891 with Michael Baker International, Inc.        Item 10: Staff Report Pg. 23  Packet Pg. 130 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178881 BETWEEN THE CITY OF PALO ALTO AND PAGE SOUTHERLAND PAGE, INC. dba PAGE SOUTHERLAND PAGE AE, INC. This Amendment No. 2 (this “Amendment”) to Contract No. C20178881 (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and PAGE SOUTHERLAND PAGE, INC. dba PAGE SOUTHERLAND PAGE AE, INC., a Delaware corporation, located at 1100 Louisiana, Suite One, Houston, TX 77002 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891). C. On April 3, 2023, the Contract was amended to increase the aggregate amount, not-to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) as detailed therein. D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178881 between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 DocuSign Envelope ID: 4193CCDB-8CBC-430C-8290-A57344A876DB Item 10 Attachment F - Contract No. C20178881 with Page Southerland Page AE        Item 10: Staff Report Pg. 24  Packet Pg. 131 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. DocuSign Envelope ID: 4193CCDB-8CBC-430C-8290-A57344A876DB Item 10 Attachment F - Contract No. C20178881 with Page Southerland Page AE        Item 10: Staff Report Pg. 25  Packet Pg. 132 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 4193CCDB-8CBC-430C-8290-A57344A876DB Item 10 Attachment F - Contract No. C20178881 with Page Southerland Page AE        Item 10: Staff Report Pg. 26  Packet Pg. 133 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee PAGE SOUTHERLAND PAGE, INC. dba PAGE SOUTHERLAND PAGE AE, INC. Officer 1 By: Name: Barbara Maloney Title: Vice President bmaloney@pagethink.com Officer 2 By: Name: Catherine Britt Title: Chief Financial Officer cbritt@pagethink.com DocuSign Envelope ID: 4193CCDB-8CBC-430C-8290-A57344A876DB Item 10 Attachment F - Contract No. C20178881 with Page Southerland Page AE        Item 10: Staff Report Pg. 27  Packet Pg. 134 of 248  Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. C20178884 BETWEEN THE CITY OF PALO ALTO AND URBAN PLANNING PARTNERS, INC. This Amendment No. 2 (this “Amendment”) to Contract No. C20178884 (the “Contract” as defined below) is entered into as of April 1, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and URBAN PLANNING PARTNERS, INC., a California corporation, located at 388 17th Street, Suite 230, Oakland, CA 94612 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call planning support services, as detailed therein. B. On June 22, 2020, the Contract was entered into as an aggregate amount, not-to- exceed One Million Five Hundred Thousand Dollars ($1,500,000.00) over a four-year term through June 30, 2024, across a total of eight (8) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178883, C20178884, and C20178891), as detailed therein C. The Parties entered into Amendment No. 1 to increase the aggregate amount, not- to-exceed Three Million Dollars ($3,000,000.00) over a four-year term through June 30, 2024, across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), as detailed therein. D. The Parties now wish to amend all seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891) to extend the contract term by three (3) months, from June 30, 2024 to September 30, 2024, and to increase the aggregate amount by Five Hundred Thousand Dollars ($500,000), from Three Million Dollars ($3,000,000.00), to a not to exceed compensation amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00), as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. C20178884 between CONSULTANT and CITY, dated June 22, 2020, as amended by: Amendment No.1, dated April 3, 2023 DocuSign Envelope ID: 92620F8B-691F-4582-A1E6-AC9F38C4E947 Item 10 Attachment G - Contract No. C20178884 with Urban Planning Partners, Inc.        Item 10: Staff Report Pg. 28  Packet Pg. 135 of 248  Vers.: Aug. 5, 2019 Page 2 of 4 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows: “The term of this Agreement shall be from the date of its full execution through September 30, 2024, unless terminated earlier pursuant to Section 19 of this Agreement.” SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit A, is in an aggregate amount that shall not exceed Three Million Five Hundred Thousand Dollars ($3,500,000.00) over the Term across a total of seven (7) consultant agreements (C20178877A, C20178878, C20178879, C20178881, C20178882, C20178884, and C20178891), of which this is one. The seven contracts will be administered by the CITY’s PLANNING & DEVELOPMENT SERVICES to ensure the total aggregate of compensation paid over the Term does not exceed the amounts set forth herein. CONSULTANT acknowledges and agrees that the CITY is hiring seven (7) consultants, including CONSULTANT, none of whom will be guaranteed or assured of any specific quantity of work to be performed. If the work is performed by any one or more consultants, including CONSULTANT, CITY will ensure that total compensation to all seven consultants including CONSULTANT, will not exceed in aggregate, across all seven (7) consultant agreements, and will not exceed in aggregate Three Million Five Hundred Thousand Dollars ($3,500,000.00). CONSULTANT agrees to complete all Services described in Exhibit A, including reimbursable expenses, are subject to a Maximum Total Compensation “NOT TO EXCEED” amount of Three Million Five Hundred Thousand Dollars ($3,500,000.00) during the term of the agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and adjust listed rates in Exhibit “C-1” so long as the changes do not increase the not to exceed amount. SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. DocuSign Envelope ID: 92620F8B-691F-4582-A1E6-AC9F38C4E947 Item 10 Attachment G - Contract No. C20178884 with Urban Planning Partners, Inc.        Item 10: Staff Report Pg. 29  Packet Pg. 136 of 248  Vers.: Aug. 5, 2019 Page 3 of 4 SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) DocuSign Envelope ID: 92620F8B-691F-4582-A1E6-AC9F38C4E947 Item 10 Attachment G - Contract No. C20178884 with Urban Planning Partners, Inc.        Item 10: Staff Report Pg. 30  Packet Pg. 137 of 248  Vers.: Aug. 5, 2019 Page 4 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee URBAN PLANNING PARTNERS, INC. Officer 1 By: Name: Lynette Dias Title: Principal ldias@up-partners.com Officer 2 By: Name: Carla Violet Title: Associate Principal cviolet@up-partners.com DocuSign Envelope ID: 92620F8B-691F-4582-A1E6-AC9F38C4E947 Item 10 Attachment G - Contract No. C20178884 with Urban Planning Partners, Inc.        Item 10: Staff Report Pg. 31  Packet Pg. 138 of 248  City Council From: City Manager Report Type: CONSENT CALENDAR Lead Department: Police Meeting Date: April 15, 2024 Report #:2401-2504 TITLE Approval of: (1) Contract No. 4524000393 with StarChase, LLC for GPS Vehicle Tracking Implementation for a three-year term in an amount not to exceed $224,657; and (2) StarChase GPS Vehicle Tracking Technology Surveillance Use Policy; CEQA status – categorically exempt. RECOMMENDATION Staff recommends that the City Council: 1. Approve and authorize the City Manager to execute Contract No. 4524000393 (Attachment A) with StarChase LLC, for 3 years, not to exceed $224,657 to implement GPS tracking technology; and 2. Approve the StarChase GPS Vehicle Tracking Technology Surveillance Use Policy to enable the use of GPS technology to track and apprehend wanted vehicles and suspects (Attachment B). EXECUTIVE SUMMARY This report contains a surveillance evaluation of StarChase GPS vehicle tracking technology, as required by PAMC section 2.30.620, describing the uses and benefits of fixed GPS vehicle tracking technology, associated privacy considerations and applicable law. Staff is recommending Council approve a three-year contract for the purchase, installation and support of GPS vehicle tracking devices which can be deployed from a patrol vehicle and affixed to a fleeing suspect vehicle, as well as a GPS vehicle tracking technology surveillance use policy. A suspect vehicle tagged with a GPS vehicle tracking device can be monitored remotely, enabling officers to identify a safer location for later contact and apprehension, as opposed to engaging in a vehicle pursuit. The use of GPS vehicle tracking technology provides several potential benefits, including reduced risk to the public and officers due to police pursuits, increased likelihood of suspect apprehension and recovery of stolen vehicles and property, crime deterrence, and improved regional police collaboration. This contract is entirely grant-funded by the State of California Board of State and Community Corrections (BSCC). Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 1  Packet Pg. 139 of 248  BACKGROUND On December 4, 2023 the Council approved1 the City’s execution of a grant agreement with the State of California Board of State and Community Corrections (BSCC), pursuant to which the Police Department would receive State funds over a period of three years to be spent combatting organized retail theft and vehicle theft. The BSCC grant award included an allocation of funding to cover the purchase, installation and training costs associated with the deployment of StarChase GPS vehicle tracking technology. This staff report brings forward a contract with StarChase, LLC for the deployment of this technology, as well as the associated Surveillance Use Policy. Global Positioning System (GPS) technology allows for an equipped device’s geographic location to be ascertained and tracked remotely. Law enforcement already utilizes this technology to locate and recover stolen property equipped with GPS capability (e.g., vehicles, mobile telephones) or to which a GPS tag has been affixed (e.g., AirTags). The StarChase Guardian is a different application of the same technology. Using the device, an officer inside of a patrol vehicle can launch a small GPS tracking device using compressed air, affixing it via adhesive to the rear of a fleeing (or potentially-fleeing) suspect vehicle. Once deployed, instead of engaging in a potentially dangerous pursuit of the vehicle, the officer can remotely track the vehicle’s location and identity a safer and more advantageous location to attempt contact and apprehension. GPS vehicle tracking devices have existed for more than a decade but, prior to the StarChase Guardian, required manual installation on a stationary vehicle. StarChase is the only product on the market that enables a tracker to be remotely applied to a moving (or potentially moving) suspect vehicle. ANALYSIS The addition of GPS vehicle tracking technology will provide officers with a viable alternative to engaging in potentially dangerous vehicle pursuits of fleeing suspects and increase the chances of apprehending fleeing suspects and recovering stolen property. This technology is being used widely by many local police agencies to apprehend suspects, locate stolen vehicles, and solve crimes where a vehicle has been used. This report recommends the Council approve the following: •A three-year contract with StarChase, LLC (4524000393) for GPS vehicle tracking technology implementation, and •StarChase GPS Vehicle Tracking Technology Surveillance Use Policy and Surveillance Evaluation 1 City Council, December 4, 2023; Agenda Item #4; SR #2309-2066, https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=4326 Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 2  Packet Pg. 140 of 248  Three Year Contract with StarChase, LLC et seq. sets criteria and procedures to protect personal privacy in the acquisition and use of surveillance technology, and provide for ongoing oversight. GPS vehicle tracking technology is “surveillance technology” as defined by the ordinance. The ordinance requires Council approval of the acquisition of new surveillance technology and of a Surveillance Use Policy specific to each new approved technology. In approving new surveillance technology, the Council must determine that its benefits outweigh the associated costs and concerns. (1) A description of the surveillance technology, including how it works and what information it captures; Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 3  Packet Pg. 141 of 248  and activated via a small panel inside the cabin. The device uses compressed air to launch a small GPS tracking device (“tag”) toward a suspect vehicle which is fleeing or expected to flee. The tag affixes to the target vehicle via adhesive and begins transmitting a GPS signal, which can be tracked using StarChase’s browser-based platform. Once deployed, instead of engaging in a potentially dangerous pursuit of the vehicle, the officer can remotely track the vehicle’s location and identity a safer and more advantageous location to attempt contact and apprehension. (2) Information on the proposed purpose, use and benefits of the surveillance technology; Recent years have seen regional increases in catalytic converter thefts, auto burglaries, vehicle thefts and organized retail thefts. The community has also experienced several brazen robberies and residential burglaries. Those responsible for such crimes commonly use a vehicle to flee from the crime scene and frequently utilize a stolen vehicle, or a vehicle bearing stolen plates, which can frustrate efforts to identify and apprehend suspects who elude initial capture. Suspects commonly flee from police, forcing officers to choose between allowing a suspect to elude capture or engaging in a potentially dangerous vehicle pursuit. The StarChase Guardian system allows officers to launch a small GPS tracking device from a patrol vehicle and affix it to a fleeing suspect vehicle. The suspect vehicle can then be tracked remotely, in lieu of a vehicle pursuit, and contacted later at a safer, more advantageous location. Other local police departments are currently using StarChase GPS technology, including but not limited to San Mateo, South San Francisco, Daly City, and Fremont, with others in the process of acquiring the technology. Anecdotally, jurisdictions that have been using the technology for a meaningful period of time report experiencing a reduction in police pursuits and an increase in suspect apprehensions and the recovery of stolen property and stolen vehicles. The use of the StarChase system provides several potential benefits: •Community Safety: Fleeing suspects commonly engage in erratic and unsafe driving behaviors (e.g., excessive speed, unsafe turns, violations of traffic signal, wrong-way driving). While police receive a great deal of training in safe emergency vehicle operations, pursuits still pose an inherent risk to the safety of officers as well as uninvolved pedestrians, cyclists, and motorists. A suspect vehicle that has been tagged with a GPS tracking device need not be actively pursued by police; officers can track it remotely and identify a safer location for contact and apprehension. •Apprehension: Fleeing suspects who elude police apprehension present an on-going threat to the public and diminish the likelihood that stolen vehicles or stolen property will be recovered. The use of GPS tracking devices enhances the ability of police to safely Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 4  Packet Pg. 142 of 248  track, locate and apprehend suspects who would otherwise have avoided capture, and recover vehicles and property that would otherwise have remained outstanding. •Solving Crimes Already Committed: Suspects involved in vehicle theft and organized retail theft frequently offend in multiple jurisdictions, often in the same day. When apprehended, they commonly possess property stolen on other dates or from other locations, and evidence of involvement in other offenses. An increased rate of apprehension is likely to result in solving other crimes. •Regional Coordination: Fleeing suspects often enter other jurisdiction during flight, posing challenges for pursuing officers who may lack familiarity with other jurisdictions. Once a fleeing vehicle has been tagged with a GPS tracking device, Palo Alto officers can monitor the suspect vehicle’s movements remotely and coordinate their response with other agencies, to ensure a timely response and identify the safest and most effective location for contact and apprehension. •Deterrence: The mere presence of the StarChase GPS tracking devices – and any media reporting on their use to apprehend suspects– may act as a deterrent. Police personnel have reported to staff that some criminals will intentionally target jurisdictions where they believe officers are prohibited from pursuing them, while avoiding jurisdictions perceived as more likely to pursue. While the use of StarChase is intended to reduce the likelihood of a pursuit by the Police Department, it is anticipated to increase the likelihood of eventual apprehension. One of the City Council’s four priorities this calendar year is Community Health, Safety, Wellness and Belonging (“safety infrastructure and systems” was one of the included subtopics). Further, the 2030 Comprehensive Plan includes policies S-1.6 and S-1.7, which supports a balanced approach of utilizing safety technology with policy-driven safeguards. The Department believes that the deployment of a GPS vehicle tracking devices, with sound polices and training, would support crime prevention, criminal apprehension, stolen vehicle recovery, and criminal investigation. (3) The location or locations where the surveillance technology may be used; StarChase Guardian GPS launchers will be installed on twenty patrol vehicles, comprising most of the Department’s patrol vehicle fleet. GPS tracking devices could be deployed at any location when a suspect vehicle has fled or is anticipated to flee. (4) Existing federal, state and local laws and regulations applicable to the surveillance technology and the information it captures; the potential impacts on civil liberties and privacy; and proposals to mitigate and manage any impacts; Physical surveillance by law enforcement of persons or vehicles in a public place (e.g., public roadways, sidewalks) or private property open to the public (e.g., shopping centers, retail Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 5  Packet Pg. 143 of 248  parking lots) is generally permissible under both California and federal law; however, the California Electronics Communications Privacy Act (CalECPA) places limitations on the use of GPS tracking technology by law enforcement. As a general rule, law enforcement is required to obtain a search warrant to access electronic data concerning a suspect or vehicle’s location. Exceptions to this requirement include reported stolen vehicles or stolen property, suspects known to be subject to parole search terms, and emergency situations where the information is immediately necessary to prevent death or serious physical injury. In circumstances where obtaining a warrant is not feasible (e.g., a fleeing suspect vehicle), a warrant may be obtained retroactively. The Department’s proposed surveillance use policy incorporates the requirements of CalECPA. 2 (5) The costs for the surveillance technology, including acquisition, maintenance, personnel and other costs, and current or potential sources of funding. TIMELINE 2 https://www.aclu.org/news/national-security/gps-bullets-allow-police-shoot-tracker-car Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 6  Packet Pg. 144 of 248  FISCAL/RESOURCE IMPACT The Department is contracting for the purchase of twenty StarChase Guardian GPS launchers, as well as three years of access to StarChase’s browser-based tracking platform. StarChase will warranty all of the launchers and GPS devices during the 3-year duration of the contract and will maintain or replace as needed. StarChase will complete the installation and setup of four Guardian launcher units; the remaining sixteen units will be installed by the Department’s existing fleet outfitting vendor. All of these costs will be covered by the existing BSCC grant funding. At the end of the grant term, continued use of the StarChase GPS devices would require an annual subscription cost (currently $26,400) associated with continued data storage and tracking platform access. The Department will bring forward an associated request for funding at that time, as part of the annual budget process, if this cost cannot otherwise be absorbed in the Department‘s budget or funded via grant. Data storage - other than specific data identified as evidence in a criminal investigation - will be the responsibility of StarChase, and the data will be accessed via a browser-based platform, requiring no new software. In year one, this contract will come at a total (grant-funded) cost of $165,308, including the launchers and GPS devices, initial installation and setup, 2-year warranty, user training, data storage, and tracking platform access. Year two will come at a total (grant funded) cost of $26,400, for continued tracking platform access and data storage. Year three will come at a total cost of $32,955, including continued tracking platform access, data storage, and a third year of warranty coverage. Upon learning that its application for BSCC grant funding had been granted, the Department issued a news release on September 14, 2023, which detailed the intended uses of the funding, including the acquisition of GPS vehicle tracking devices. Several local media outlets published articles regarding the BSCC grant award and the Department’s plan to purchase StarChase GPS devices. The December 4, 2023 staff report, requesting Council approval to execute the BSCC grant agreement, detailed the intended uses of the funding, including the acquisition of StarChase GPS devices. In preparing both its BSCC grant application and its deployment guidelines and procedures, the Department consulted multiple other local agencies already using the technology in order to learn industry best practices. Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 7  Packet Pg. 145 of 248  ENVIRONMENTAL REVIEW Approval of this agreement and surveillance policy are categorically exempt under CEQA regulation 15321 for enforcement actions. Attachment A: StarChase LLC, Contract No. 4524000393 Attachment B: PAPD StarChase GPS Vehicle Tracking Technology Surveillance Use Policy : Andrew Binder, Police Chief Item 11 Item 11 Staff Report        Item 11: Staff Report Pg. 8  Packet Pg. 146 of 248  0010 PD GUARDIAN - VX (1) vEHICLE MOUNTED LAU 20 EA 5,990.00 119,800.00 Catalog number: 23-SC-VML-BL 0020 PD GUARDIAN - VX 12 MONTH EXTENDED WARRA 20 EA 327.75 6,555.00 Catalog number: 23-SC-WARR-12-YR3 0030 PD GUARDIAN - VX TOTAL SOLUTION PACKAGE 20 EA 3,960.00 79,200.00 Catalog number: 23-SC-TSP-T3 0040 PD GUARDIAN - VX VEHICLE INSTALLATION PE 4 EA 702.00 2,808.00 Catalog number: 23-SC-INSTALL 0050 PD GUARDIAN - VX ON-SITE DISPATCH AND OP 1 EA 3,500.00 3,500.00 Catalog number: 23-SC-TRAIN 0060 SHIPPING AND HANDLING 1 EA 1,862.20 1,862.20 Vendor Address STARCHASE LLC PO BOX 10057 VIRGINIA BEACH VA 23450 Tel: 9256955102 Bill To: Police Department City of Palo Alto 275 Forest Avenue Palo Alto CA 94301 Ship To: Police Department City of Palo Alto 275 Forest Avenue Palo Alto CA 94301 Item Material/Description Quantity UM Net Price Net Amount ______________________________________ 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 Purchase Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number 4524000393 Date 03/19/2024 Vendor No.108202 Payment Terms Payment Due 30 days FOB Point F.O.B Destination Ship via Vendor to ship best way Required Date 04/08/2024 Buyer/Phone Philip Mai / 650-329-2178 Email Philip.Mai@cityofpaloalto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 1 of 2 DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 9  Packet Pg. 147 of 248  This Purchase Order (PO) attaches and incorporates the following contract documents into this PO by reference as though fully set forth herein: 1. StarChase Standard Terms and Conditions 2. Scope of Service and Schedule of Performance 3. StarChase Quotation No. 00015215 4. Exhibit A - Insurance Requirements 5. Exhibit B - Information of Privacy Policy 6. Exhibit C - Cybersecurity Terms and Conditions 7. Exhibit D - Surveillance Use Policy ------------------------- Sub-Total 213,725.20 Sales Tax 10,931.75 *** ORDERING VIA EMAIL *** **** PRICE HAS BEEN QUOTED **** Vendor Address STARCHASE LLC PO BOX 10057 VIRGINIA BEACH VA 23450 Tel: 9256955102 Bill To: Police Department City of Palo Alto 275 Forest Avenue Palo Alto CA 94301 Ship To: Police Department City of Palo Alto 275 Forest Avenue Palo Alto CA 94301 Item Material/Description Quantity UM Net Price Net Amount ______________________________________ Chief Procurement Officer Total 224,656.95 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 Purchase Order P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER PO Number 4524000393 Date 03/19/2024 Vendor No.108202 Payment Terms Payment Due 30 days FOB Point F.O.B Destination Ship via Vendor to ship best way Required Date 04/08/2024 Buyer/Phone Philip Mai / 650-329-2178 Email Philip.Mai@cityofpaloalto.org DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER ARRANGEMENTS ARE INDICATED HEREIN Page 2 of 2 DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 10  Packet Pg. 148 of 248  1 Standard Terms and Conditions Article 1 PRICING AND ORDERING 1.1 Pricing. 1.1.1 Products. Customer pricing is set forth as provided in a formal, enumerated quotation, by an authorized StarChase representative. 1.1.2 Services. Prices for additional engineering/installation services other than these needed to install or operate Pursuit Management Equipment and/or other equipment and accessories supplied pursuant to this Agreement are established under this Agreement on an hourly basis at the then current rates. 1.2 Purchase Orders. Customer shall purchase only those Products set forth on Orders duly issued by an authorized representative of Customer’s Purchasing Department. Each Order shall, at a minimum, specify the following information for each Product listed thereon: (1)the Part Number and Product Name. (2)the quantity ordered. (3)the total purchase price. (4)shipping instructions. (5)delivery destination with one or more points of contact clearly marked “to the attention of:” (the “Delivery Destination”); and (6)the required delivery date for the Product at the Delivery Destination (the “Delivery Date”). Purchase Orders shall be submitted to Seller in writing and may be sent electronically, by facsimile, or by mail. Scanned electronic delivery is the preferred method. 1.3 Acceptance. Unless Customer is notified to the contrary in writing within fifteen (15) days following the day StarChase’s financial department received an Order from Customer, StarChase will be deemed to have accepted the Order for generally available Products and/or Maintenance Services. StarChase agrees that it will not unreasonably refuse acceptance of any Order issued by the Customer pursuant to this Agreement. Each Order will be deemed to be incorporated as part of this Agreement upon Customer’s issuance thereof. However, any pre-printed terms and conditions set forth on the Order or any other document submitted by Customer will be null and void, unless previously negotiated and mutually accepted in writing between StarChase and Customer. 1.4 StarChase’s – Total Solutions Package (TSP / annual subscription) term begins 30 days upon acceptance of StarChase Hardware by customer (Please see Article 3 ACCEPTANCE BY CUSTOMER). 1.5 Total Solutions Package (TSP / annual subscription) provides allocated training rounds and a full complement of “live” GPS rounds per hardware unit (includes all data charges incurred by StarChase at no additional cost to agency) and access to CoreView real-time mapping platform with support. Article 2 SHIPMENT AND DELIVERY 2.1 Packing. Unless otherwise agreed in writing by the Parties, all Products shall be prepared, marked (bar coded where possible), and packed for shipment in accordance with StarChase’s standard packing procedures. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 11  Packet Pg. 149 of 248  2 2.2 Shipping. Customer will be responsible for all transportation charges for the Products. StarChase will not make partial shipment of individual components of Products without prior approval from the Customer. In the absence of shipping instructions, StarChase shall select a carrier. 2.3 Delivery and Risk of Loss. StarChase shall comply with any reasonable special shipping instructions provided by Buyer. Unless otherwise agreed in writing, delivery under this Agreement shall be complete upon transfer of possession to a common carrier, FOB Virginia Beach, Virginia, whereupon all risk of loss, damage or destruction of the Products or other items delivered to Customer under this Agreement shall pass to Customer. Article 3 ACCEPTANCE BY CUSTOMER 3.1 In General. Unless the parties have previously agreed upon alternative acceptance criteria for the Products, as specified in writing and set forth in the applicable Order, Products delivered to Customer will be subject to the acceptance procedure set forth in this Article 3. The provisions of this Article 3 will also apply to all replacement Products. 3.2 If StarChase Installs. Acceptance of Products that StarChase is responsible to install shall occur upon the following: (1)completion of StarChase's standard installation procedures that demonstrate conformance to StarChase's applicable publicly available written specifications in effect at the time of delivery; and (2)successful demonstration that the Products meet StarChase's written specifications, if any, as mutually agreed upon by the parties in writing prior to the time of Order. 3.3 If Customer Installs. With respect to Products which are Customer's responsibility to install, Customer will have a period of fifteen (15) days from receipt by Customer to test such Products to assure that they: (1)successfully operate in conformance to StarChase's applicable publicly available installation and operation specifications in effect at the time of delivery; and (2)successfully demonstrate that they meet the Customer’s written specifications, if any, as mutually agreed upon by the parties in writing prior to the time of the Order. Unless StarChase has been notified by the Customer that such Products do not conform to such specifications, such Products will be deemed to have been accepted by the Customer at the end of such fifteen (15) daytime period. 3.4 Adjustments and Replacements. Upon written notification of a Product’s nonconformance, StarChase will, at its expense, promptly adjust, repair, or replace the Product(s) as required so that they can be accepted in accordance with the provisions of this Article 5. 3.5 Installation of StarChase Hardware must be performed by a StarChase certified technician, StarChase certified customer agency technician, or StarChase certified third-party technician. Installation performed by any non-StarChase certified technician immediately voids original and or extended warranty of StarChase hardware. 3.6 Specific to Guardian-HX hand-held product, customer acceptance is defined by successful receipt of product in good working order notwithstanding any damage incurred during delivery transport (see Article 2 SHIPMENT AND DELIVERY) Article 4 BILLING AND PAYMENT 4.1 Billing. StarChase shall invoice Customer for all Products at the time of shipment. StarChase shall issue a separate invoice for each Order containing the following information (“Invoice(s)”): DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 12  Packet Pg. 150 of 248  3 (1)the description and quantity of Products ordered (2)the quantity of Products shipped (3)the Delivery Destination and day/date confirming product delivery (4)the Purchase Order number (5)the Purchase Price for each Product (6)the total Purchase Price for the Purchase Order; and (7)any applicable taxes, freight charges, and applicable discounts. All Invoices, bills of lading, and freight bills for the Products shall be delivered to Customer at the “Bill To” address shall be shown on the face of Customer’s Purchase Order. 4.2 Payment. Subject to the terms and conditions contained herein, Customer will remit payment of the Purchase Price due hereunder, less any applicable discounts or offsets, for each Conforming Product within thirty (30) days of Customer’s receipt of the Invoice, therefore. All invoiced amounts shall be subject to a two percent (2%) early payment discount for all payments remitted by the Customer within fifteen (15) days of the Customer’s receipt of such invoice. All fees paid are not refundable unless expressly stated otherwise. 4.3 Late Payment. Any payment which is past due and caused by reasons attributable to Customer will be subject to a monthly charge at the rate of one- and one-half percent (1.5%) per month of the amount due or the maximum rate permitted by law, whichever is lower. Article 5 OBLIGATIONS OF CUSTOMER 5.1 Customer agrees that it has a duty to become familiar with the operational and technical requirements set forth by StarChase and to advise, and hereby warrants that it has advised, StarChase of any requirements, including, Internet access, data storage, installation requirements outside the normal scope, installation change orders, modifications, alterations, special construction or any other requirement necessary to provide delivery, implementation and operation of such StarChase equipment and/or services, or other items to achieve optimal performance. Customer further agrees that, for all such equipment and/or services provided by StarChase, it has made StarChase aware of any modifications or alterations needed, and StarChase agrees to provide all such equipment and/or services for the prices submitted to Customer in the Agreement. If Customer identifies any unforeseen discrepancy that impairs the performance of the Pursuit Management equipment and/or accessories any amendments/change orders to rectify the impairment must be specifically authorized by StarChase in writing. 5.2 Customer agrees to promptly notify StarChase of any transfer of hardware units to other vehicles and obtain the required transfer kit to maintain product warranty. 5.3 Customer agrees to comply with Guardian-HX Operating Manual. Failure to follow all safety precautions and handling requirements may result in forfeiture of warranty claims. Article 6 LIMITED WARRANTY 6.1 Limited Warranty. StarChase hereby represents and warrants that: (a) it is authorized: (1)to sell the StarChase Hardware and Third-Party Hardware; and (2)license the StarChase Software, third party software embedded in the StarChase Software and StarChase Hardware and Third-Party Software and Hardware to Customer. (b)unless otherwise agreed to in an Order, all StarChase Hardware and Third-Party Hardware will be: (1)of genuine and authentic manufacture; and DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 13  Packet Pg. 151 of 248  4 (2)new and unused (but may contain some remanufactured components that will operate as new). (c)all Maintenance Services, including Maintenance Updates and Software Upgrades that may be provided as a component software Maintenance Services furnished by StarChase will be performed in a professional manner by qualified personnel. (d)StarChase Hardware will be free from manufacturing defects and will be in good operating condition in accordance with StarChase's publicly available written specifications in effect at the time of delivery during StarChase’s initial two-year warranty period for the StarChase Hardware (Guardian-VX) and one-year warranty period for (Guardian-HX); and (e)StarChase Software (exclusive of Maintenance Updates and Software Upgrades, which are provided as components of applicable Maintenance Services) will perform in accordance with StarChase's publicly available written specifications in effect at the time of Delivery during StarChase's initial two-year warranty period (Guardian-VX) and one-year warranty period (Guardian-HX). The warranty periods specified in (d) and (e) above will commence on the date of installation of the StarChase Hardware and StarChase Software as applicable (Guardian-VX) and receipt of delivery (Guardian-HX) (Please see: Article 3 ACCEPTANCE BY CUSTOMER). However, if upon installation (Guardian-VX) or customer acceptance (Guardian-HX) the StarChase Hardware and/or StarChase Software is not performing in accordance with StarChase's publicly available written specifications or the mutually agreed upon specific acceptance criteria, if any, the warranty periods specified in (d) and (e) above will be extended for the period it takes StarChase (or authorized contractor) to make the necessary adjustments, repairs or replacements. StarChase will, at its sole option, cost, and expense, promptly adjust, repair, or replace the Products that do not conform to the warranties specified herein or re-perform Maintenance Services as required to satisfy the warranties specified herein. 6.2 Extended Warranty. If applicable, Customer may purchase StarChase's Annual Post Warranty Service 6.3 Third-Party Products. All Third-Party Products are subject to the third party's warranty provisions, copies of which will be provided to Customer by StarChase. Notwithstanding the warranties specified in this Article 6 for Third-Party Hardware, StarChase will pass through to Customer, as between Customer and the third party, the benefit of any third-party warranty provisions applicable to Third-Party Products and such warranty provisions are hereby passed through by StarChase for the benefit of Customer. Third Party Software that is licensed by StarChase. At Customer's option, Customer may engage StarChase for support of such Third-Party Software licensed by StarChase to Customer in accordance with terms, conditions and charges mutually agreed upon in writing by the authorized representatives of both parties. 6.4 Replacement Parts. Any replacement of StarChase Hardware or part provided by StarChase as part of its warranty service will be comparable in function and performance to the replaced original StarChase Hardware or part and is warranted for the remainder of the replaced original StarChase Hardware or parts limited warranty period, of ninety (90) days, whichever is greater. Whenever Customer is responsible to install replacement of StarChase Hardware or parts: (1)Customer will promptly return the replaced StarChase Hardware or part which will become the property of StarChase on an exchange basis. (2)StarChase is responsible for the shipping and insurance charges associated with the replacement and replacement of StarChase Hardware and parts shipped to and from Customer as part of StarChase's limited warranty service. (3)Service to StarChase Hardware must be performed by a direct StarChase certified technician, StarChase certified customer technician, or StarChase certified third-party technician (4)Customer will not make any returns to StarChase without first obtaining a written Return Merchandise Authorization (RMA) number by emailing support@starchase.com, which shall be DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 14  Packet Pg. 152 of 248  5 promptly issued by StarChase upon request by customer. StarChase will ship out replacement(s) once it’s been determined the current part(s) is defective or faulty. StarChase will provide customers with a prepaid shipping label to return defective part(s) associated with RMA. All Products for return shall be marked with a Return Merchandise Authorization number issued by StarChase to enable tracking. (5)To avoid being billed for unreturned equipment, please return all your StarChase products related to this warranty within 60 days of the date your equipment was received. (6)Customer agrees to pay StarChase the full purchase price in connection with any Products which the customer fails to return within the specified time period listed herein. 6.5 Return / Refund Process: Products purchased from StarChase, LLC. (StarChase) will be accepted for return without a restocking fee if received within thirty (30) days of receipt and subject to the terms herein. Products older than 30 days will be subject to a 35% restock charge. Note: custom and discontinued items are non-returnable unless return is due to an error by StarChase. To submit a Return Request: (1)email support@starchase.com to obtain Return Authorization Number. (2)original purchase order number must be provided along with a brief explanation for return / refund request. (3)customers will receive acknowledgement of request and a Return Authorization Number within 24 hours of submission, from the StarChase Customer Support team. 6.6 Return Material Handling: (1)Please include a copy of the Return Authorization form with the merchandise being returned (2)Returns must be in original packaging and condition. (3)Material must be packed in a manner that will protect it from damage in transit. (4)Material received by StarChase that is not in its original condition may be subject to a restocking fee or deemed non-returnable. 6.7 Return Shipping Costs: (1)Return shipping costs are the responsibility of the customer except in the case of defective material. (2)Traceable shipping method is required such as UPS or FedEx. Always retain a record of the tracking number(s). (3)Lost packages and freight claims are the responsibility of the customer. 6.8 Credit: (1)Returned material is subject to inspection. After material confirmation, credit will be issued within 30-45 days. (2)When possible, Credit will be issued in the same manner as the original payment method. (3)If material arrives back with damage due to inadequate packaging, StarChase will not issue credit for the product. (4)Materials returned outside the 90-day return window, not in original or unused condition, will be subject to a restock charge and/or deemed non-returnable. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 15  Packet Pg. 153 of 248  6 6.9 Restrictions on Warranty. This express warranty is extended by StarChase to the original purchaser only. The limited warranties set forth in this Article 10 do not apply to problems to the extent that they arise from (1)a product subject to misuse, accident, neglect, or damage. (2)interoperation with third party products which are not recommended or approved by StarChase. (3)Service to StarChase Hardware must be performed by a direct StarChase certified technician, StarChase certified customer technician, or StarChase certified third-party technician. Maintenance performed by any non-certified StarChase technician, without the expressed written consent and at the discretion of StarChase, will restrict and or void original/extended warranty of StarChase hardware. (4)use of StarChase Products in an environment or in a manner or for a purpose for which the StarChase Products were not designed; or (5)Customer's failure to implement all previously supplied software or physical hardware Updates. 6.10 Batteries; Charging Systems. Batteries and charging systems are excluded from this warranty but carry their own separate limited Mfg. warranty. 6.11 Operation of Warranty. In order to obtain performance of this warranty, Customer must contact its StarChase Manufacturer Representative or StarChase at the contact information above, support@starchase.com Should any returns be initiated, a Return Merchandise Authorization (RMA) number must be clearly marked on the returned merchandise shipping container. 6.12 Disclaimer. STARCHASE DOES NOT WARRANT THAT THE OPERATION OF THE PRODUCTS WILL BE UNINTERRUPTED OR ERROR FREE. EXCEPT AS EXPRESSLY STATED IN THIS SECTION 6.8, STARCHASE MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, ABOUT THE STARCHASE PRODUCTS, MAINTENANCE SERVICES OR OTHER STARCHASE SERVICES. EXCEPT AS EXPRESSLY STATED IN THIS SECTION 6.8, STARCHASE DOES NOT MAKE, AND DISCLAIMS ALL WARRANTIES, EXPRESS AND IMPLIED, WITH RESPECT TO THIRD PARTY PRODUCTS. STARCHASE MAKES NO OTHER WARRANTIES WITH RESPECT TO STARCHASE PRODUCTS, MAINTENANCE SERVICES OTHER STARCHASE SERVICES OR THIRD-PARTY PRODUCTS INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTY ARISING BY COURSE OF DEALING, PERFORMANCE, OR USAGE OF TRADE. 6.13 Any alteration of the Guardian-HX original manufactured product or third-party components (launcher, batteries, or accessories) or use of unauthorized internal and or external components and attachments without written consent and at StarChase’s discretion will void the warranty. Article 7 INDEMNIFICATION 7.1 Intellectual Property Claims. With respect to StarChase Products, StarChase hereby agrees to indemnify, defend (with counsel satisfactory to Customer) and hold Customer harmless from and against any third party claim, suit, action or proceeding that the StarChase Products infringe any patent, copyright, trade secrets or other proprietary right, and pay all amounts agreed upon in settlement, costs, expenses (including attorney's fees) and the resulting judgments and damages finally awarded against Customer by a court of competent jurisdiction. In connection with StarChase's indemnification obligation pursuant to this paragraph, Customer shall provide StarChase with (1)prompt notification in writing of such claim, (2)sole control over the defense and settlement thereof, and (3)reasonable cooperation, at StarChase's expense, in response to a StarChase request for assistance. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 16  Packet Pg. 154 of 248  7 Customer shall be entitled to participate in the defense of any such claim at its own expense including its attorney's fees for which StarChase will not be responsible. 7.2 Remedies. If Customer is enjoined, or is otherwise prohibited, from using StarChase Products, as a result of or in connection with any such claim, suit, action or proceeding, or should StarChase Products become or in StarChase's opinion likely to become, the subject of such a claim, suit, action or proceeding, StarChase shall, at its option and expense, (1)modify StarChase Products so that they become non-infringing and non-violative, without diminishing the usefulness of StarChase Products to Customer. (2)procure for Customer the right to make continued use thereof; or (3)if neither (1), (2) or (3) can be accomplished on commercially reasonable terms, request the return of the StarChase Products at StarChase's expense and upon receipt, promptly refund to Customer as appropriate, the license fee for StarChase Software less a reasonable amount for past usage, or a pro rata amount of the purchase price for the returned StarChase's Products, taking into account the useful life and depreciated value of the StarChase Hardware as determined by Customer in accordance with its normal accounting practices (e.g., three (3), four (4) or five (5) years as applicable). 7.3 Limitations. StarChase shall have no liability to the extent the alleged infringement is based on: (1)the use of StarChase Products in combination with third party products not furnished by StarChase or not recommended or approved in writing by an authorized representative of StarChase. (2)StarChase Products used for a purpose or in a manner for which the StarChase Product was not designed. (3)use of any older version of the StarChase Software when use of a newer StarChase revision made available and known to Customer would have avoided infringement. (4)any modification to the StarChase Product not made by StarChase or made without StarChase's written approval. (5)any unique custom StarChase software made by StarChase pursuant to Customer's specific instruction; or (6)any intellectual property right owned or licensed by Customer. THE PROVISIONS OF THIS ARTICLE 7 STATE CUSTOMER'S SOLE AND EXCLUSIVE REMEDY AND STARCHASE'S ENTIRE LIABILITY FOR INFRINGEMENT CLAIMS WITH RESPECT TO STARCHASE PRODUCTS. 7.4 Mutual. Each party hereby agrees to indemnify and hold the other ("Indemnified Party") harmless from and against any and all damages, losses, judgments, settlement amounts, costs and expenses (including attorney's fees) that the Indemnified Party may suffer or incur that arise out of, are in connection with, or result from bodily injury (including death), personal injury or damage to tangible property to the extent that such damage or injury are caused by, arise out of, are connected with or result from its acts, negligence or willful misconduct or that of its employees, agents, or subcontractors. In connection with each party's indemnification obligations pursuant to this paragraph, the Indemnified Party shall provide the other party with (1)prompt notification in writing of the claim. (2)sole control over the defense and settlement thereof; and (3)reasonable cooperation, at the other party’s expense, in response to the other party’s request for assistance. 7.5 Third Parties. StarChase hereby passes through to Customer the benefits of any indemnification from the third party (e.g., patent; copyright, trade secret or other proprietary rights infringement indemnification) with respect to third party software embedded in the StarChase Software and DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 17  Packet Pg. 155 of 248  8 StarChase Hardware and Third-Party Products to the extent such indemnification may be passed through to Customer. Article 8 FORCE MAJEURE 8.1 General. StarChase shall not be liable for delays or lack of performance if the failure to fulfil this Agreement arises out of causes beyond the control and without the fault or negligence of StarChase. The Customer shall not be liable for any breach of Agreement if the breach arises out of causes beyond the control and without the fault or negligence of the Customer. Such causes may include, but are not restricted to, acts of God or the public enemy, acts of the state and federal governments in either their sovereign or contractual capacities, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case the failure to perform must be beyond the control and without the fault or negligence of StarChase or the Customer. 8.2 Subcontractors. If the failure to perform is caused by the default of a subcontractor, and such default arises out of causes beyond the control of both StarChase and subcontractor, and without the fault or negligence of either of them, StarChase shall not be liable for any excess costs for failure to perform, unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit StarChase to meet the required delivery schedule. Article 9 DISPUTE RESOLUTION Mindful of the cost in time, energy, and money of resolving a dispute by litigation, the parties agree that the sole and exclusive procedure for the resolution of a dispute shall be as follows: 9.1 Informal Negotiation. The parties shall attempt in good faith to resolve promptly any dispute not resolved in the regular course of business by informal negotiations between senior representatives of the parties having direct responsibility within their respective organizations for the administration of this Agreement. 9.2 Formal Negotiation. if such informal negotiations do not result in resolution of the dispute, either party may initiate further negotiations by delivery to the other of a written notice. Within ten (10) days following the receipt of any such notice, the recipient party shall deliver to the initiating party a written response of the notice. Each such notice and response shall include the party’s description of the dispute (including any suggestions for the resolution of the dispute), and designation of a senior representative who will represent the party in further negotiations, who shall have authority to resolve the dispute on behalf of such party. The designated representatives shall meet on at least one occasion (and may meet as often as they deem necessary), at a mutually acceptable time and place, and attempt in good faith to resolve the dispute. 9.3 Judicial resolution. If, within thirty (30) days following the initial written notice described in Section 9.2, the formal negotiation has not produced a resolution of the dispute, either party may submit the dispute to be resolved by a court of law. Both parties waive punitive or exemplary damages; but may seek equitable relief and reasonable costs. Any judicial resolution of a dispute shall be held in Santa Clara County, California. 9.4 Specific Enforceability. The parties may prevent violations or enforce the provisions of this Agreement through all rights and remedies existing in their favor, whether at law or in equity, including specific performance and injunctive relief. The parties agree that the subject matter of this Agreement is unique and that money damages may not be an adequate remedy for any violation of the provisions of this Agreement and that, notwithstanding this Article 14, any party may apply to any court of law or equity, which is of competent jurisdiction, for equitable relief and shall be entitled to specific performance or other equitable relief to enforce or prevent any violations of this Agreement. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 18  Packet Pg. 156 of 248  9 9.5 Injunctive Relief. Customer acknowledges that, in the event of a breach or threatened breach by Customer of any of the provisions of this Agreement, StarChase will not have an adequate remedy in money or damages. StarChase shall therefore be entitled to obtain injunctive relief against any such breach or threatened breach by Customer in any court of competent jurisdiction. StarChase’s rights hereunder shall not in any way be construed to limit or restrict its right to seek or obtain other damages or relief under this Agreement or under applicable law. 9.6 Cumulative Remedies. No right or remedy in this Agreement is intended to be exclusive, but each shall be cumulative and in addition to any other remedy referred to herein or otherwise available to a party at law or in equity; and the exercise by a party of any one or more of such remedies shall not preclude the simultaneous or later exercise by a party of any or all such other remedies. 9.7 Attorney’s Fees. The reasonably prevailing party shall be entitled to recover its reasonable attorney’s fees and costs incurred in any dispute arising out of this Agreement, including at trial and on appeal, and including reasonable attorneys’ fees and costs incurred in any action brought solely to recover attorneys’ fees and costs to which it is entitled pursuant to this paragraph. Article 10 BSCC CA Grant Compliance 10.1 Payment schedule: Customer agency is invoiced upon shipment of all goods ordered. Customer agency is invoiced for installation and training services, once satisfactorily completed. 10.2 Termination for cause/convenience: customer agency’s right to terminate for cause/ convenience is at its’ discretion and must be provided within 30 days of the termination date. Customer agency is responsible for payment of services in advance (annually) and may be credited any months in which services will not be utilized in the remaining period. 10.3 Audits/Examination: StarChase agrees to allow BSCC, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representative, access to any books, documents, papers and records of the contractor which are directly pertinent to the program for the purpose of making audits, examinations, excerpts and transcriptions, for all contracts greater than $100,000. Such requests must be formally made in writing by authorized person(s). 10.4 StarChase is and will remain in full compliance with all Equal Employment Opportunity requirements per Executive Order 11246 as amended by Executive Order 11375 and supplemented at 41 CFR 60 (required on all CBO - July 2023 Page 41 BSCC Grant Administration Guide contracts, and on all governmental entity construction contracts awarded in excess of $10,000). DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 19  Packet Pg. 157 of 248  10 10.5 IT & DATA STANDARDS •All data transactions performed within the CoreVeiw mapping platform and API integrations are hosted on/via AWS GovCloud Compliant infrastructure. •Data is secured while in transition and at rest via SSL & TLS 2.0 encryption methodologies. •Data is stored/encrypted in AWS GovCloud Compliant infrastructure with redundancy and failover mechanisms. •Data is retained by default, for 3 years unless otherwise stated in writing. Specific terms of retention that deviate from this standard must be agreed upon in writing and executed by authorized signatures from customer agency and StarChase. Once the retention period has expired, agency data is deleted from all storage resources and services. •StarChase’s CoreView Mapping Platform is web-based. No proprietary software or plugins are required. CoreView is viewable on any internet accessible device. •StarChase will provide upon request, certified copies of historical downloads for court admissibility purposes. 10.6 SCOPE OF WORK for Guardian-VX 1.Vehicle Launcher System (4 components): a.launcher (either in-grille or on push bumper) b.micro-compressor (under hood mount) c.computer box (under hood mount) d.control panel (interior console or other specified location inside the vehicle) 2.Installation – performed on-site by StarChase employed technicians. Agency fleet technicians or third-party upfitter on-site training and certification will be provided if requested prior to installation date. Customer agency is provided a Certificate of Insurance (COI) upon written request by customer agency with appropriate recipient/entity information, after receipt of purchase order. Vehicle Checklists, post-installation documents, and installation guide provided upon completion. Additional system specification sheets provided to the agency’s designated StarChase Program Manager and fleet services manager or third party upfitter. The Guardian-VX system is designed to easily repair or replace individual components – individual component price list provided upon request. 3.Train the Trainer Module (2 components): a.On-site training conducted by certified StarChase Trainers, this includes classroom and behind-the-wheel training which is pre-planned with agency designee (typically EVOC Instructor). Coordination includes review of agency training and safety guidelines, StarChase Operator Training Syllabus (classroom and practical on- track/controlled environment system use), and EVOC policy review to ensure conformity by StarChase trainers. Complete instruction of registering GPS tags, daily launcher inspections, effective system use, and CoreView mapping (view/administrative use, case analysis, and downloading). Evolution: 1 day (may be extended if number of operators exceeds 8 per session). Training rounds provided for entire evolution. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 20  Packet Pg. 158 of 248  11 b.Dispatch training: coordinated classroom review for dispatchers, communication managers, and RTCC personnel of CoreView mapping features and functions. Evolution: .5 day. 4.Total Solutions Package – per launcher, fixed-cost, annual service subscription which includes: a.Unlimited GPS rounds b.2 training rounds per launcher system purchased. c.Tech Support d.Unlimited user licenses and administration (view and admin users) e.Unlimited Case analysis and downloads Note: GPS data communication charges are included in fixed-cost annual TSP. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 21  Packet Pg. 159 of 248  SCOPE OF WORK Goods CONTRACTOR (StarChase LLC) will deliver StarChase Guardian VX System to the CUSTOMER/CITY (City of Palo Alto), which shall include: Vehicle Launcher System (20 units): launchers (either in-grille or on push bumper); micro-compressor (under hood mount) & computer box (under hood mount); control panel (interior console or other specified location inside the vehicle); and Unlimited duty rounds; 2 training rounds per launcher. CONTRACTOR will provide Documentation of Vehicle Checklists, post-installation documents, and installation guide provided upon completion. Additional system specification sheets provided to the Department’s designated StarChase Program Manager and fleet services manager or third party upfitter. Services Upon delivery of Starchase Guadian VX System, CONTRACTOR will schedule with CITY to provide Vehicle Launcher System Installation (up to 4 vehicles) to performed on-site by StarChase employed technicians. Remaining systems to be installed by third party vendor identified by the Department. CONTRACTOR will provide an Operator Training to train the Trainer Module consisting of on-site training conducted by certified StarChase Trainers, this includes classroom and behind-the-wheel training which is pre-planned with Department’s designee. Coordination includes review of CITY Staff training and safety guidelines, StarChase Operator Training Syllabus (classroom and practical on- track/controlled environment system use), and EVOC policy review to ensure conformity by StarChase trainers. CONTRACTOR must complete instruction of registering GPS tags, daily launcher inspections, effective system use, and CoreView mapping (view/administrative use, case analysis, and downloading). Evolution: 1-day Evolution training (may be extended if number of operators exceeds 8 per session). Training rounds provided for entire evolution. CONTRACTOR will provide Dispatch training: coordinated classroom review for dispatchers, communication managers, and RTCC personnel of CoreView mapping features and functions; including Evolution training: .5 day (half day/4-hour). CONTRACTOR’s will provide Total Solutions Package per launcher, fixed-cost, annual service subscription, which includes: Tech Support for three years; Unlimited user licenses and administration (view and admin users) for three years; and Unlimited Case analysis and downloads for three years DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 22  Packet Pg. 160 of 248  Quote# 00015215 Valid Until: Apr 21, 2024 Date: Jan 24, 2024, 1:36 PM Sales Representative: Dave Hartman Phone: (925) 695-5102 Email: dhartman@starchase.com Bill To : Palo Alto PD 275 Forest Ave. Palo Alto, California, 94301 United States Ship To : Palo Alto PD 275 Forest Ave. Palo Alto, California, 94301 United States Product Code Product Description Qty.MSRP Unit Price Extended Price Total 23-SC-VML-BL GUARDIAN - VX (1) Vehicle Mounted Launcher System - Black, (1)Interior Console, (1) Remote Key Fob and 24 Month Manufacturer Warranty. 20 $5,990.00 $5,990.00 $119,800.00 23-SC-WARR-12-YR3 GUARDIAN - VX 12 Month Extended Warranty - Year 3 20 $327.75 $327.75 $6,555.00 23-SC-TSP-T3 GUARDIAN - VX Total Solution Package: 36 Months Unlimited Subscription GPS Live Tracking Projectiles, CoreView Mapping, Data and User Access. Annual Base Rate = $1,320.00 20 $3,960.00 $3,960.00 $79,200.00 23-SC-INSTALL GUARDIAN - VX Vehicle Installation Per Unit (INCONUS). 4 $702.00 $702.00 $2,808.00 23-SC-TRAIN GUARDIAN - VX On-Site Dispatch and Operator Train the Trainer Module, (1) Shot Box 12 included (INCONUS). 1 $3,500.00 $3,500.00 $3,500.00 Subtotal : $211,863.00 Shipping & Handling : $1,862.20 Tax : $10,937.74 $224,662.94 Grand Total: DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 23  Packet Pg. 161 of 248  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 (Required on Contracts over $25,000) Officer 1 By: Name: Title: Officer 2 (Required for Corp. or LLC) By: Name: Title: DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Vice President Matt Shaffer Trevor Fischbach President Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 24  Packet Pg. 162 of 248  EXHIBIT “A” INSURANCE REQUIREMENTS CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS SPECIFIED HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS AGGREGATE YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, PRODUCTS/COMPLETED OPERATIONS AND FIRE PROPERTY DAMAGE BODILY INJURY & PROPERTY $2,000,000 $2,000,000 $2,000,000 $2,000,000 LIABILITY COVERAGE. THE POLICY SHALL AT A MINIMUM COVER PROFESSIONAL MISCONDUCT OR LACK OF REQUISITE SKILL FOR THE PERFORMANCE OF SERVICES DEFINED IN THE CONTRACT AND SHALL ALSO PROVIDE COVERAGE FOR THE FOLLOWING RISKS: (i)NETWORK SECURITY LIABILITYARISING FROM UNAUTHORIZED ACCESS TO, USE OF, OR TAMPERING WITH COMPUTERS OR COMPUTER SYSTEMS, INCLUDING HACKERS, EXTORTION, AND (ii)LIABILITY ARISING FROM INTRODUCTION OF ANY FORM OF MALICIOUS SOFTWARE INCLUDING COMPUTER VIRUSES INTO, OR OTHERWISE CAUSING DAMAGE TO THE CITY’S OR THIRD PERSON’S COMPUTER, COMPUTER SYSTEM, NETWORK, OR SIMILAR COMPUTER RELATED PROPERTY AND THE DATA, SOFTWARE AND PROGRAMS THEREON. CONTRACTOR SHALL MAINTAIN IN FORCE DURING THE FULL LIFE OF THE CONTRACT. THE POLICY SHALL PROVIDE COVERAGE FOR BREACH RESPONSE COSTS AS WELL AS REGULATORY FINES AND PENALTIES AS WELL AS CREDIT MONITORING EXPENSES WITH LIMITS SUFFICIENT TO RESPOND TO THESE OBLIGATIONS. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 25  Packet Pg. 163 of 248  YES CYBER AND PRIVACY INSURANCE. SUCH INSURANCE SHALL INCLUDE COVERAGE FOR LIABILITY ARISING FROM COVERAGE IN AN AMOUNT SUFFICIENT TO COVER THE FULL REPLACEMENT VALUE OF DAMAGE TO, ALTERATION OF, LOSS OF, THEFT, DISSEMINATION OR DESTRUCTION OF ELECTRONIC DATA AND/OR USE OF CONFIDENTIAL INFORMATION, “PROPERTY” OF THE CITY OF PALO ALTO THAT WILL BE IN THE CARE, CUSTODY, OR CONTROL OF VENDOR, INFORMATION INCLUDING BUT NOT LIMITED TO, BANK AND CREDIT CARD ACCOUNT INFORMATION OR PERSONAL INFORMATION, SUCH AS NAME, ADDRESS, SOCIAL SECURITY NUMBERS, PROTECTED HEALTH INFORMATION OR OTHER PERSONAL IDENTIFICATION INFORMATION, STORED OR TRAMSITTED IN ELECTRONIC FORM. YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED EACH PERSON EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 AND OMISSIONS, MALPRACTICE (WHEN YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT 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 CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY. II. CONTRACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569. III.ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS” A.PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. B. CROSS LIABILITY DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 26  Packet Pg. 164 of 248  THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C.NOTICE OF CANCELLATION 1.IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2.IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 OR HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 27  Packet Pg. 165 of 248  POLICY S The City  persons i consiste §§ 6250  personal ordinary  These m federal a includin 1798.79. of these  business  federal a goals an Identifia Informa third pa “Protect “Person Californi referenc PURPOS The Cit pertaini collecte services  other i contract collecte regulati Informa TATEMENT  of Palo Alt n Palo Alto. t with the p – 6270, to  (including,  course an easures are  and Califor , without l 8(b), 1798. provisions d in a man nd Californ  objectives le Informa ion of pers ty under c d Critical  ally Identif  Civil Cod .   E  y, acting in  ng to person  by a variet provided b formation  ors. The Cit  by the C ns and pr ion is collec  (the “City  In promoti rovisions o take appr without li  scope of c generally o nia laws, t imitation, t 0(e), 1798. o not apply  er which p ia laws. Th , to ensure  tion, Protec ns doing b ntract to t Infrastruct ing Inform  sections,  its govern s who do b y of means,  the City, p portals ma  is commi ty. The Ci cedures, a ted, stored a P INFORMATI ) strives t g the quali  the Califor priate mea itation, fi onducting t bserved by  he City’s ru he provisio 81.5, 1798. to local go romotes th  objective o the ongoin ed Critical I usiness wit e City to p re Inform tion” (coll referred t mental an siness with   including, w persons acc intained b ted to pro y acknowl nd industr nd utilized  age 1 of 8  ON PRIVAC  promote a ty of life of t nia Public R ures to sa ancial) inf he City’s b federal, sta les and re s of Calif 2(e), 1798 ernment a  privacy o f this Polic  protection  nfrastructu  the City a ovide servi tion”, “Pe ectively, t  above, a  proprieta or receive s ithout limi ssing the C y the City’ ecting the p edges feder  best pra in complian POLIC Y POLICY  and sustain  these perso ecords Act,  feguard the  ormation o usiness as  te and loca ulations, a rnia Civil C .83(e)(7), a encies like t f personal  cy is to des of the Pers e Informati d receivin ces.  The te sonally Id e “Inform d are inc y capaciti ervices fro ation, fro ity’s websi s staff an rivacy and  al and Cali ctices are  ce with app Y AND PRO Revised a superior q ns, it is the p California G security a f persons,  a local gov  authoritie nd industr ode §§ 17 d 1798.92( he City, the  information ribe the Ci onal Infor n and Pers  services fr rms “Perso ntifiable I tion”) are  orporated i s, collects  m the City. T  persons a te, and per /or autho security of  fornia laws dedicated t licable laws CEDURES 1‐6 : December uality of li olicy of th overnment  nd privacy o collected i rnment ag  and reflec  best prac 8.3(a), 17 ). Though s City will co , as reflect y’s data se ation, Pers nally Ident om the Cit al Informa formation”  defined i  this Poli the Inform he Informat plying to re ons who a ized third‐ the Inform , policies, r to ensurin     64/IT  2017  fe for  e City,  Code  of the  n the  ency.  ted in  tices,  98.24,  some  nduct  ed in  curity  onally  ifying  y or a  tion,”  and  n the  cy by  ation  ion is  eceive  ccess  party  ation  rules,  g the  DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93 EXHIBIT "B" DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 28  Packet Pg. 166 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 2 of 8    The goals and objectives of the Policy are: (a) a safe, productive, and inoffensive work  environment for all users having access to the City’s applications and databases; (b) the  appropriate maintenance and security of database information assets owned by, or entrusted  to, the City; (c) the controlled access and security of the Information provided to the City’s staff  and third party contractors; and (d) faithful compliance with legal and regulatory requirements.   SCOPE   The Policy will guide the City’s staff and, indirectly, third party contractors, which are by  contract required to protect the confidentiality and privacy of the Information of the persons  whose personal information data are intended to be covered by the Policy and which will be  advised by City staff to conform their performances to the Policy should they enjoy conditional  access to that information.   CONSEQUENCES   The City’s employees shall comply with the Policy in the execution of their official duties to the  extent their work implicates access to the Information referred to in this Policy.  A failure to  comply may result in employment and/or legal consequences.   EXCEPTIONS   In the event that a City employee cannot fully comply with one or more element(s) described in  this Policy, the employee may request an exception by submitting Security Exception Request.  The exception request will be reviewed and administered by the City’s Information Security  Manager (the “ISM”).  The employee, with the approval of his or her supervisor, will provide  any additional information as may be requested by the ISM. The ISM will conduct a risk  assessment of the requested exception in accordance with guidelines approved by the City’s  Chief Information Officer (“CIO”) and approved as to form by the City Attorney. The Policy’s  guidelines will include at a minimum: purpose, source, collection, storage, access, retention,  usage, and protection of the Information identified in the request. The ISM will consult with the  CIO to approve or deny the exception request.  After due consideration is given to the request,  the exception request disposition will be communicated, in writing, to the City employee and  his or her supervisor. The approval of any request may be subject to countermeasures  established by the CIO, acting by the ISM.   MUNICIPAL ORDINANCE   This Policy will supersede any City policy, rule, regulation or procedure regarding information  privacy.   RESPONSIBILITIES OF CITY STAFF   DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 29  Packet Pg. 167 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 3 of 8    A. RESPONSIBILITY OF CIO AND ISM   The CIO, acting by the ISM, will establish an information security management framework  to initiate and coordinate the implementation of information security measures by the  City’s government.    The City’s employees, in particular, software application users and database users, and,  indirectly, third party contractors under contract to the City to provide services, shall by  guided by this Policy in the performance of their job responsibilities.    The ISM will be responsible for: (a) developing and updating the Policy, (b) enforcing  compliance with and the effectiveness of the Policy; (c) the development of privacy  standards that will manifest the Policy in detailed, auditable technical requirements, which  will be designed and maintained by the persons responsible for the City’s IT environments;  (d) assisting the City’s staff in evaluating security and privacy incidents that arise in regard  to potential violations of the Policy; (e) reviewing and approving department‐specific  policies and procedures which fall under the purview of this Policy; and (f) reviewing Non‐ Disclosure Agreements (NDAs) signed by third party contractors, which will provide services,  including, without limitation, local or ‘cloud‐based’ software services to the City.    B. RESPONSIBILITY OF INFORMATION SECURITY STEERING COMMITTEE   The Information Security Steering Committee (the “ISSC”), which is comprised of the City’s  employees, drawn from the various City departments, will provide the primary direction,  prioritization and approval for all information security efforts, including key information  security and privacy risks, programs, initiatives and activities. The ISSC will provide input to  the information security and privacy strategic planning processes to ensure that information  security risks are adequately considered, assessed and addressed at the appropriate City  department level.   C. RESPONSIBILITY OF USERS   All authorized users of the Information will be responsible for complying with information  privacy processes and technologies within the scope of responsibility of each user.   D. RESPONSIBILITY OF INFORMATION TECHNOLOGY (IT) MANAGERS   The City’s IT Managers, who are responsible for internal, external, direct and indirect  connections to the City’s networks, will be responsible for configuring, maintaining and  securing the City’s IT networks in compliance with the City’s information security and  privacy policies. They are also responsible for timely internal reporting of events that may  have compromised network, system or data security.   DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 30  Packet Pg. 168 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 4 of 8    E. RESPONSIBILITY OF AUTHORIZATION COORDINATION   The ISM will ensure that the City’s employees secure the execution of Non‐Disclosure  Agreements (NDA), whenever access to the Information will be granted to third party  contractors, in conjunction with the Software as a Service (SaaS) Security and Privacy Terms  and Conditions.  An NDA must be executed prior to the sharing of the Information of  persons covered by this Policy with third party contractors. The City’s approach to managing  information security and its implementation (i.e. objectives, policies, processes, and  procedures for information security) will be reviewed independently by the ISM at planned  intervals, or whenever significant changes to security implementation have occurred.   The CIO, acting by the ISM, will review and recommend changes to the Policy annually, or as  appropriate, commencing from the date of its adoption.   GENERAL PROCEDURE FOR INFORMATION PRIVACY   A. OVERVIEW   The Policy applies to activities that involve the use of the City’s information assets, namely,  the Information of persons doing business with the City or receiving services from the City,  which are owned by, or entrusted to, the City and will be made available to the City’s  employees and third party contractors under contract to the City to provide Software as a  Service consulting services. These activities include, without limitation, accessing the  Internet, using e‐mail, accessing the City’s intranet or other networks, systems, or devices.   The term “information assets” also includes the personal information of the City’s  employees and any other related organizations while those assets are under the City’s  control.  Security measures will be designed, implemented, and maintained to ensure that  only authorized persons will enjoy access to the information assets. The City’s staff will act  to protect its information assets from theft, damage, loss, compromise, and inappropriate  disclosure or alteration. The City will plan, design, implement and maintain information  management systems, networks and processes in order to assure the appropriate  confidentiality, integrity, and availability of its information assets to the City’s employees  and authorized third parties.   B. PERSONAL INFORMATION AND CHOICE   Except as permitted or provided by applicable laws, the City will not share the Information  of any person doing business with the City, or receiving services from the City, in violation of  this Policy, unless that person has consented to the City’s sharing of such information  during the conduct of the City’s business as a local government agency with third parties  under contract to the City to provide services.   DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 31  Packet Pg. 169 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 5 of 8    C. METHODS OF COLLECTION OF PERSONAL INFORMATION   The City may gather the Information from a variety of sources and resources, provided that  the collection of such information is both necessary and appropriate in order for the City to  conduct business as a local government agency in its governmental and proprietary  capacities.  That information may be gathered at service windows and contact centers as  well as at web sites, by mobile applications, and with other technologies, wherever the City  may interact with persons who need to share such formation in order to secure the City’s  services.   The City’s staff will inform the persons whose Information are covered by this Policy that  the City’s web site may use “cookies” to customize the browsing experience with the City of  Palo Alto web site.  The City will note that a cookie contains unique information that a web  site can use to track, among others, the Internet Protocol address of the computer used to  access the City’s web sites, the identification of the browser software and operating  systems used, the date and time a user accessed the site, and the Internet address of the  website from which the user linked to the City’s web sites. Cookies created on the user’s  computer by using the City’s web site do not contain the Information, and thus do not  compromise the user’s privacy or security. Users can refuse the cookies or delete the cookie  files from their computers by using any of the widely available methods. If the user chooses  not to accept a cookie on his or her computer, it will not prevent or prohibit the user from  gaining access to or using the City’s sites.    D. UTILITIES SERVICE   In the provision of utility services to persons located within Palo Alto, the City of Palo Alto  Utilities Department (“CPAU”) will collect the Information in order to initiate and manage  utility services to customers.  To the extent the management of that information is not  specifically addressed in the Utilities Rules and Regulations or other ordinances, rules,  regulations or procedures, this Policy will apply; provided, however, any such Rules and  Regulations must conform to this Policy, unless otherwise directed or approved by the  Council. This includes the sharing of CPAU‐collected Information with other City  departments except as may be required by law.   Businesses and residents with standard utility meters and/or having non‐metered monthly  services will have secure access through a CPAU website to their Information, including,  without limitation, their monthly utility usage and billing data. In addition to their regular  monthly utilities billing, businesses and residents with non‐standard or experimental  electric, water or natural gas meters may have their usage and/or billing data provided to  them through non‐City electronic portals at different intervals than with the standard  monthly billing.    DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 32  Packet Pg. 170 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 6 of 8    Businesses and residents with such non‐standard or experimental metering will have their  Information covered by the same privacy protections and personal information exchange  rules applicable to Information under applicable federal and California laws.   E. PUBLIC DISCLOSURE   The Information that is collected by the City in the ordinary course and scope of conducting  its business could be incorporated in a public record that may be subject to inspection and  copying by the public, unless such information is exempt from disclosure to the public by  California law.   F. ACCESS TO PERSONAL INFORMATION   The City will take reasonable steps to verify a person’s identity before the City will grant  anyone online access to that person’s Information. Each City department that collects  Information will afford access to affected persons who can review and update that  information at reasonable times.   G. SECURITY, CONFIDENTIALITY AND NON‐DISCLOSURE   Except as otherwise provided by applicable law or this Policy, the City will treat the  Information of persons covered by this Policy as confidential and will not disclose it, or  permit it to be disclosed, to third parties without the express written consent of the person  affected. The City will develop and maintain reasonable controls that are designed to  protect the confidentiality and security of the Information of persons covered by this Policy.   The City may authorize the City’s employee and or third party contractors to access and/or  use the Information of persons who do business with the City or receive services from the  City. In those instances, the City will require the City’s employee and/or the third party  contractors to agree to use such Information only in furtherance of City‐related business  and in accordance with the Policy.    If the City becomes aware of a breach, or has reasonable grounds to believe that a security  breach has occurred, with respect to the Information of a person, the City will notify the  affected person of such breach in accordance with applicable laws. The notice of breach will  include the date(s) or estimated date(s) of the known or suspected breach, the nature of  the Information that is the subject of the breach, and the proposed action to be taken or  the responsive action taken by the City.   H. DATA RETENTION / INFORMATION RETENTION   DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 33  Packet Pg. 171 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 7 of 8    The City will store and secure all Information for a period of time as may be required by law,  or if no period is established by law, for seven (7) years, and thereafter such information  will be scheduled for destruction.   I. SOFTWARE AS A SERVICE (SAAS) OVERSIGHT   The City may engage third party contractors and vendors to provide software application  and database services, commonly known as Software‐as‐a‐Service (SaaS).    In order to assure the privacy and security of the Information of those who do business with  the City and those who received services from the City, as a condition of selling goods  and/or services to the City, the SaaS services provider and its subcontractors, if any,  including any IT infrastructure services provider, shall design, install, provide, and maintain  a secure IT environment, while it performs such services and/or furnishes goods to the City,  to the extent any scope of work or services implicates the confidentiality and privacy of the  Information.    These requirements include information security directives pertaining to: (a) the IT  infrastructure, by which the services are provided to the City, including connection to the  City's IT systems; (b) the SaaS services provider’s operations and maintenance processes  needed to support the IT environment, including disaster recovery and business continuity  planning; and (c) the IT infrastructure performance monitoring services to ensure a secure  and reliable environment and service availability to the City. The term “IT infrastructure”  refers to the integrated framework, including, without limitation, data centers, computers,  and database management devices, upon which digital networks operate.    Prior to entering into an agreement to provide services to the City, the City’s staff will  require the SaaS services provider to complete and submit an Information Security and  Privacy Questionnaire. In the event that the SaaS services provider reasonably determines  that it cannot fulfill the information security requirements during the course of providing  services, the City will require the SaaS services provider to promptly inform the ISM.   J. FAIR AND ACCURATE CREDIT TRANSACTION ACT OF 2003   CPAU will require utility customers to provide their Information in order for the City to  initiate and manage utility services to them.     Federal regulations, implementing the Fair and Accurate Credit Transactions Act of 2003  (Public Law 108‐159), including the Red Flag Rules, require that CPAU, as a “covered  financial institution or creditor” which provides services in advance of payment and which  can affect consumer credit, develop and implement procedures for an identity theft  program for new and existing accounts to detect, prevent, respond and mitigate potential  identity theft of its customers’ Information.   DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 34  Packet Pg. 172 of 248  POLICY AND PROCEDURES 1‐64/IT  Revised: December 2017      Page 8 of 8    CPAU procedures for potential identity theft will be reviewed independently by the ISM  annually or whenever significant changes to security implementation have occurred. The  ISM will recommend changes to CPAU identity theft procedures, or as appropriate, so as to  conform to this Policy.   There are California laws which are applicable to identity theft; they are set forth in  California Civil Code § 1798.92.   NOTE: Questions regarding this policy should be referred to the Information Technology  Department, as appropriate.    Recommended:     __________________________________ ________________  Director Information Technology/CIO   Date      Approved:        ___________________________________ _________________     City Manager           Date    DocuSign Envelope ID: 87E1232D-F46E-405A-95CD-91CC38106A93 12/5/2017 12/13/2017 DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 35  Packet Pg. 173 of 248  City of Palo Alto Information Security Document Version: V3.0 Doc: InfoSec 110 Page 1 of 3 EXHIBIT “C” CYBERSECURITY TERMS AND CONDITIONS In order to assure the privacy and security of the personal information of the City's customers and people who do business with the City, including, without limitation, vendors, utility customers, library patrons, and other individuals and companies, who are required to share such information with the City, as a condition of receiving services from the City or selling goods and services to the City, including, without limitation, the Software as a Service services provider (the "Consultant") and its subcontractors, if any, including, without limitation, any Information Technology ("IT") infrastructure services provider, shall design, install, provide, and maintain a secure IT environment, described below, while it renders and performs the Services and furnishes goods, if any, described in the Statement of Work, Exhibit B, to the extent any scope of work implicates the confidentiality and privacy of the personal information of the City's customers. The Consultant shall fulfill the data and information security requirements (the "Requirements") set forth in Part A below. A "secure IT environment" includes (a) the IT infrastructure, by which the Services are provided to the City, including connection to the City's IT systems; (b) the Consultant's operations and maintenance processes needed to support the environment, including disaster recovery and business continuity planning; and (c) the IT infrastructure performance monitoring services to ensure a secure and reliable environment and service availability to the City. "IT infrastructure" refers to the integrated framework, including, without limitation, data centers, computers, and database management devices, upon which digital networks operate. In the event that, after the Effective Date, the Consultant reasonably determines that it cannot fulfill the Requirements, the Consultant shall promptly inform the City of its determination and submit, in writing, one or more alternate countermeasure options to the Requirements (the "Alternate Requirements" as set forth in Part B), which may be accepted or rejected in the reasonable satisfaction of the Information Security Manager (the "ISM"). Part A. Requirements: The Consultant shall at all times during the term of any contract between the City and the Consultant: (a) Appoint or designate an employee, preferably an executive officer, as the security liaison to the City with respect to the Services to be performed under this Agreement. (b) Comply with the City's Information Privacy Policy: (c) Have adopted and implemented information security and privacy policies that are documented, are accessible to the City, and conform to ISO 27001/2 – Information Security Management Systems (ISMS) Standards. See the following: http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=42103 http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=50297 (d) Conduct routine data and information security compliance training of its personnel that is appropriate to their role. (e) Develop and maintain detailed documentation of the IT infrastructure, including software versions and patch levels. (f) Develop an independently verifiable process, consistent with industry standards, for performing professional and criminal background checks of its employees that (1) would permit verification of employees' personal identity and employment status, and (2) would enable the immediate denial of access to the City's confidential data and information by any of its employees who no DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 36  Packet Pg. 174 of 248  City of Palo Alto Information Security Document Version: V3.0 Doc: InfoSec 110 Page 2 of 3 longer would require access to that information or who are terminated. (g) Provide a list of IT infrastructure components in order to verify whether the Consultant has met or has failed to meet any objective terms and conditions. (h) Implement access accountability (identification and authentication) architecture and support role-based access control ("RBAC") and segregation of duties ("SoD") mechanisms for all personnel, systems, and Software used to provide the Services. "RBAC" refers to a computer systems security approach to restricting access only to authorized users. "SoD" is an approach that would require more than one individual to complete a security task in order to promote the detection and prevention of fraud and errors. (i) Assist the City in undertaking annually an assessment to assure that: (1) all elements of the Services' environment design and deployment are known to the City, and (2) it has implemented measures in accordance with industry best practices applicable to secure coding and secure IT architecture. (j) Provide and maintain secure intersystem communication paths that would ensure the confidentiality, integrity, and availability of the City's information. (k) Deploy and maintain IT system upgrades, patches and configurations conforming to current patch and/or release levels by not later than one (1) week after its date of release. Emergency security patches must be installed within 24 hours after its date of release. (l) Provide for the timely detection of, response to, and the reporting of security incidents, including on-going incident monitoring with logging. (m) Notify the City within one (1) hour of detecting a security incident that results in the unauthorized access to or the misuse of the City's confidential data and information. (n) Inform the City that any third party service provider(s) meet(s) all of the Requirements. (o) Perform security self-audits on a regular basis and not less frequently than on a quarterly basis, and provide the required summary reports of those self-audits to the ISM on the annual anniversary date or any other date agreed to by the Parties. (p) Accommodate, as practicable, and upon reasonable prior notice by the City, the City's performance of random site security audits at the Consultant's site(s), including the site(s) of a third-party service provider(s), as applicable. The scope of these audits will extend to the Consultant's and its third-party service provider(s)' awareness of security policies and practices, systems configurations, access authentication and authorization, and incident detection and response. (q) Cooperate with the City to ensure that to the extent required by applicable laws, rules and regulations, and the Confidential Information will be accessible only by the Consultant and any authorized third-party service provider's personnel. (r) Perform regular, reliable secured backups of all data needed to maximize the availability of the Services. Adequately encrypt the City of Palo Alto's data, during the operational process, hosted at rest, and the backup stage at the Vendors' environment (including Vendor's contracting organization's environment). (s) Maintain records relating to the Services for a period of three (3) years after the expiration or earlier termination of this Agreement and in a mutually agreeable storage medium. Within thirty (30) days after the effective date of expiration or earlier termination of this Agreement, all of those records relating to the performance of the Services shall be provided to the ISM. (t) Maintain the Confidential Information in accordance with applicable federal, state, and local data and information privacy laws, rules, and regulations. (u) Encrypt the Confidential Information before delivering the same by electronic mail to the City and or any authorized recipient. (v) Provide Network Layer IP filtering services to allow access only from the City of Palo Alto's IP address to the Vendor environment (primarily hosted for the City of Palo Alto). (w) Offer a robust disaster recovery and business continuity (DR-BCP) solutions to the City for the systems and services the Vendor provides to the City. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 37  Packet Pg. 175 of 248  City of Palo Alto Information Security Document Version: V3.0 Doc: InfoSec 110 Page 3 of 3 (x) Provide and support Single Sign-on (SSO) and Multifactor Authentication (MFA) solutions for authentication and authorization services from the "City's environment to the Vendor's environment," and Vendor's environment to the Vendor's cloud services/hosted environment." The Vendor shall allow two employees of the City to have superuser and super-admin access to the Vendor's IT environment, and a cloud-hosted IT environment belongs to the City. (y) Unless otherwise addressed in the Agreement, shall not hold the City liable for any direct, indirect or punitive damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the City's IT environment, including, without limitation, IT infrastructure communications. (z) The Vendor must provide evidence of valid cyber liability insurance policy per the City’s EXHIBIT “D” INSURANCE REQUIREMENTS. Part B. Alternate Requirements: IT & DATA STANDARDS • All data transactions performed within the CoreVeiw mapping platform and API integrations are hosted on/via AWS GovCloud Compliant infrastructure. • Data is secured while in transition and at rest via SSL & TLS 2.0 encryption methodologies. • Data is stored/encrypted in AWS GovCloud Compliant infrastructure with redundancy and failover mechanisms. • Data is retained by default, for 3 years unless otherwise stated in writing. Specific terms of retention that deviate from this standard must be agreed upon in writing and executed by authorized signatures from customer agency and StarChase. Once the retention period has expired, agency data is deleted from all storage resources and services. • StarChase’s CoreView Mapping Platform is web-based. No proprietary software or plugins are required. CoreView is viewable on any internet accessible device. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 38  Packet Pg. 176 of 248  EXHIBIT D Surveillance Use Policy for StarChase GPS Vehicle Tracking Technology In accordance with Palo Alto Municipal Code Section PAMC 2.30.680(d), the Surveillance Use Policy for the Police Department’s use of StarChase GPS Vehicle Tracking technology is as follows: 1. Intended Purpose. The technology is used by the Palo Alto Police Department to remotely affix a GPS tracking device to a wanted vehicle, which is being pursued or is about to be pursued, for the purpose of remotely tracking the vehicle’s movements and apprehending it later. This procedure provides officers with a potential alternative to engaging in, or continuing, a vehicle pursuit. 2. Authorized Uses. Department personnel may only access and use the StarChase system for official and legitimate law enforcement purposes consistent with this Policy. The following uses of the StarChase system are specifically prohibited: a. Harassment or Intimidation: It is a violation of this Policy to use the system to harass and/or intimidate any individual or group. b. Personal Use: It is a violation of this Policy to use the system or data for any personal purpose. c. First Amendment Rights. It is a violation of this policy to use the system or associated data for the purpose or known effect of infringing upon First Amendment rights of any person. d. Invasion of Privacy: Except when done pursuant to a court order such as a search warrant or pursuant to specific exceptions (explained below), it is a violation of this Policy to utilize the system to record the geographic location of vehicles not exposed to public view (e.g., vehicles on a public road or street, or that are on private property but are visible from a public road, street, or a place to which members of the public have access, such as the parking lot of a shop or other business establishment). Based on the provisions of the California Electronic Communications Privacy Act (CalECPA) - SB 178, a search warrant must be obtained after a tag is affixed to a vehicle, unless specified exceptions apply. Such exceptions include a vehicle where the occupants/operator(s) have no standing (e.g., stolen vehicle, carjacked vehicle, embezzled vehicle), a vehicle driven by a person subject to parole supervision, and a vehicle which must be located immediately to prevent death or serious physical injury. See Cal. Penal Code § 1546 et seq. 3. Information Collected. The StarChase system captures only the device’s geographic location from the time of deployment to the time of retrieval, or until the device’s battery has discharged (whichever occurs first). DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 39  Packet Pg. 177 of 248  4. Safeguards. All data will be closely safeguarded and protected by both procedural and technological means. The Palo Alto Police Department will observe the following safeguards regarding access to and use of stored data: a. All StarChase data shall be accessible only through a login/password-protected system capable of documenting all access of information by name, date, and time. b. Persons approved to access StarChase data under this policy are permitted to access the data for legitimate law enforcement purposes only, such as when the data relate to a specific criminal investigation. c. Such StarChase data may only be released to other authorized and verified local enforcement officials and agencies for legitimate law enforcement purposes (e.g., assistance in locating and apprehending the vehicle). d. Every StarChase deployment and system inquiry must be documented by either the associated case number or incident number. 5. Retention. The City’s vendor, StarChase, will store the data (data hosting) and ensure proper maintenance and security of data stored in their data centers. StarChase will purge the data 30 days after collection, unless it has been identified as evidence in a specific criminal investigation. Additionally, the Palo Alto Police Department will retain relevant data obtained from the system if it has become, or it is reasonable to believe it will become, evidence in a specific criminal investigation or is subject to a discovery request or other lawful action to produce records. In those circumstances the applicable data should be downloaded from the server onto portable media and booked into evidence. Information gathered or collected, and records retained by StarChase will not be sold, accessed, or used for any purpose other than legitimate law enforcement or public safety purposes. 6. Access by non-City Entities. The StarChase data may be shared only with other local law enforcement or prosecutorial agencies for official law enforcement purposes or as otherwise required by law, and as provided below: a. Requests i. A law enforcement agency may make a written request for specific data, including the name of the agency and the intended official law enforcement purpose for access ii. The request shall be reviewed by the Chief of Police or the authorized designee and approved before access is granted iii. The approved request is retained on file iv. Requests for StarChase data by non-law enforcement or non-prosecutorial agencies will be processed by the Department’s custodian of records and fulfilled only as required by law. b. The Chief of Police or the authorized designee will consider the California Values Act (Government Code § 7284.2 et seq.), before approving access to StarChase data. The Palo Alto Police Department does not permit the sharing of StarChase DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 40  Packet Pg. 178 of 248  data gathered by the City or its contractors/subcontractors for purpose of federal immigration enforcement. 7. Compliance Procedures. The Investigative Services Captain (or other police administrator as designated by the Police Chief) shall be responsible for ensuring compliance with procedures, including, but not limited to: a. Ensuring only properly trained sworn officers, crime analysts, and police staff are allowed access to the StarChase system or StarChase data. b. Ensuring that training requirements are completed for authorized users. c. Ensuring the security of the information collected and compliance with applicable laws. It is the responsibility of the Investigative Services Captain (or other police administrator as designated by the Police Chief) to ensure that an audit is conducted of StarChase deployment and use at least once during each calendar year. The Department will audit a sampling of the StarChase system utilization from the prior 12-month period to verify proper use in accordance with the above authorized uses. This audit shall take the form of an internal Department memorandum to the Chief of Police. The memorandum shall include any data errors found so that such errors can be corrected. After review by the Chief of Police, the memorandum and any associated documentation shall be filed and retained by the Department. DocuSign Envelope ID: 35E90F0F-4C42-4601-A252-6444F13FFFA5 Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 41  Packet Pg. 179 of 248  Certificate Of Completion Envelope Id: 35E90F0F4C424601A2526444F13FFFA5 Status: Sent Subject: DocuSign: PO-4524000393 StarChase_Master Agrmnt_FINAL.pdf Source Envelope: Document Pages: 33 Signatures: 2 Envelope Originator: Certificate Pages: 2 Initials: 0 Mai, Philip AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 Philip.Mai@CityofPaloAlto.org IP Address: 199.33.32.254 Record Tracking Status: Original 3/21/2024 3:28:12 PM Holder: Mai, Philip Philip.Mai@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 Matt Shaffer mshaffer@starchase.com Vice President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 184.185.24.39 Sent: 3/21/2024 5:32:26 PM Resent: 3/22/2024 7:04:13 AM Viewed: 3/22/2024 9:57:41 AM Signed: 3/22/2024 10:00:23 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Trevor Fischbach tfischbach@starchase.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 100.4.53.150 Signed using mobile Sent: 3/22/2024 10:00:25 AM Viewed: 3/22/2024 10:01:10 AM Signed: 3/22/2024 10:01:44 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Philip Mai Philip.Mai@CityofPaloAlto.org Buyer City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 3/22/2024 10:01:45 AM Viewed: 3/22/2024 10:02:09 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Ed Shikada Ed.Shikada@CityofPaloAlto.org Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 42  Packet Pg. 180 of 248  Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp James Reifschneider James.Reifschneider@CityofPaloAlto.org Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Ruth Carias Aguilar Ruth.CariasAguilar@CityofPaloAlto.org Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Priscilla Pineda Priscilla.Pineda@CityofPaloAlto.org Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Vanessa Mejia Vanessa.Mejia@CityofPaloAlto.org Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Dave Hartman dhartman@starchase.com Security Level: Email, Account Authentication (None) 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 3/21/2024 5:32:26 PM Envelope Updated Security Checked 3/21/2024 7:11:01 PM Envelope Updated Security Checked 3/21/2024 7:11:01 PM Envelope Updated Security Checked 3/21/2024 7:11:01 PM Envelope Updated Security Checked 3/21/2024 7:11:01 PM Envelope Updated Security Checked 3/21/2024 7:11:01 PM Payment Events Status Timestamps Item 11 Attachment A - StarChase LLC, Contract No. 4524000393 3.21.24        Item 11: Staff Report Pg. 43  Packet Pg. 181 of 248  Surveillance Use Policy for StarChase GPS Vehicle Tracking Technology In accordance with Palo Alto Municipal Code Section PAMC 2.30.680(d), the Surveillance Use Policy for the Police Department’s use of StarChase GPS Vehicle Tracking technology is as follows: The technology is used by the Palo Alto Police Department to remotely affix a GPS tracking device to a wanted vehicle, which is being pursued or is about to be pursued, for the purpose of remotely tracking the vehicle’s movements and apprehending it later. This procedure provides officers with a potential alternative to engaging in, or continuing, a vehicle pursuit. Department personnel may only access and use the StarChase system for official and legitimate law enforcement purposes consistent with this Policy. The following uses of the StarChase system are specifically prohibited: a. Harassment or Intimidation: It is a violation of this Policy to use the system to harass and/or intimidate any individual or group. b. Personal Use: It is a violation of this Policy to use the system or data for any personal purpose. c. First Amendment Rights. It is a violation of this policy to use the system or associated data for the purpose or known effect of infringing upon First Amendment rights of any person. d. Invasion of Privacy: Except when done pursuant to a court order such as a search warrant or pursuant to specific exceptions (explained below), it is a violation of this Policy to utilize the system to record the geographic location of vehicles not exposed to public view (e.g., vehicles on a public road or street, or that are on private property but are visible from a public road, street, or a place to which members of the public have access, such as the parking lot of a shop or other business establishment). Based on the provisions of the California Electronic Communications Privacy Act (CalECPA) - SB 178, a search warrant must be obtained after a tag is affixed to a vehicle, unless specified exceptions apply. Such exceptions include a vehicle where the occupants/operator(s) have no standing (e.g., stolen vehicle, carjacked vehicle, embezzled vehicle), a vehicle driven by a person subject to parole supervision, and a vehicle which must be located immediately to prevent death or serious physical injury. See Cal. Penal Code § 1546 et seq. The StarChase system captures only the device’s geographic location from the time of deployment to the time of retrieval, or until the device’s battery has discharged (whichever occurs first). Item 11 Attachment B - PAPD StarChase GPS Vehicle Tracking Technology Surveillance Use Policy        Item 11: Staff Report Pg. 44  Packet Pg. 182 of 248  4. Safeguards. All data will be closely safeguarded and protected by both procedural and technological means. The Palo Alto Police Department will observe the following safeguards regarding access to and use of stored data: a. All StarChase data shall be accessible only through a login/password-protected system capable of documenting all access of information by name, date, and time. b. Persons approved to access StarChase data under this policy are permitted to access the data for legitimate law enforcement purposes only, such as when the data relate to a specific criminal investigation. c. Such StarChase data may only be released to other authorized and verified local enforcement officials and agencies for legitimate law enforcement purposes (e.g., assistance in locating and apprehending the vehicle). d. Every StarChase deployment and system inquiry must be documented by either the associated case number or incident number. 5. Retention. The City’s vendor, StarChase, will store the data (data hosting) and ensure proper maintenance and security of data stored in their data centers. StarChase will purge the data 30 days after collection, unless it has been identified as evidence in a specific criminal investigation. Additionally, the Palo Alto Police Department will retain relevant data obtained from the system if it has become, or it is reasonable to believe it will become, evidence in a specific criminal investigation or is subject to a discovery request or other lawful action to produce records. In those circumstances the applicable data should be downloaded from the server onto portable media and booked into evidence. Information gathered or collected, and records retained by StarChase will not be sold, accessed, or used for any purpose other than legitimate law enforcement or public safety purposes. 6. Access by non-City Entities. The StarChase data may be shared only with other local law enforcement or prosecutorial agencies for official law enforcement purposes or as otherwise required by law, and as provided below: a. Requests i. A law enforcement agency may make a written request for specific data, including the name of the agency and the intended official law enforcement purpose for access ii. The request shall be reviewed by the Chief of Police or the authorized designee and approved before access is granted iii. The approved request is retained on file iv. Requests for StarChase data by non-law enforcement or non- prosecutorial agencies will be processed by the Department’s custodian of records and fulfilled only as required by law. b. The Chief of Police or the authorized designee will consider the California Values Act (Government Code § 7284.2 et seq.), before approving access to StarChase Item 11 Attachment B - PAPD StarChase GPS Vehicle Tracking Technology Surveillance Use Policy        Item 11: Staff Report Pg. 45  Packet Pg. 183 of 248  data. The Palo Alto Police Department does not permit the sharing of StarChase data gathered by the City or its contractors/subcontractors for purpose of federal immigration enforcement. 7. Compliance Procedures. The Investigative Services Captain (or other police administrator as designated by the Police Chief) shall be responsible for ensuring compliance with procedures, including, but not limited to: a. Ensuring only properly trained sworn officers, crime analysts, and police staff are allowed access to the StarChase system or StarChase data. b. Ensuring that training requirements are completed for authorized users. c. Ensuring the security of the information collected and compliance with applicable laws. It is the responsibility of the Investigative Services Captain (or other police administrator as designated by the Police Chief) to ensure that an audit is conducted of StarChase deployment and use at least once during each calendar year. The Department will audit a sampling of the StarChase system utilization from the prior 12-month period to verify proper use in accordance with the above authorized uses. This audit shall take the form of an internal Department memorandum to the Chief of Police. The memorandum shall include any data errors found so that such errors can be corrected. After review by the Chief of Police, the memorandum and any associated documentation shall be filed and retained by the Department. Item 11 Attachment B - PAPD StarChase GPS Vehicle Tracking Technology Surveillance Use Policy        Item 11: Staff Report Pg. 46  Packet Pg. 184 of 248  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Attorney Meeting Date: April 15, 2024 Report #:2403-2817 TITLE Authorization to Execute Amendment to Legal Services Contract S24189355 with Allen, Glaessner, Hazelwood & Werth to Increase Amount by $50,000 for Total Not-to-Exceed Amount of $135,000; CEQA Status – Not a Project. RECOMMENDATION Authorize the City Attorney or designee to amend the agreement for litigation defense services with the law firm of Allen, Glaessner, Hazelwood & Werth (Contract S24189355) to increase the contract amount by $50,000 for a total not-to-exceed amount of $135,000. BACKGROUND Allen, Glaessner, Hazelwood & Werth is a law firm representing cities in a variety of areas, including police civil rights claims and personal injury litigation. In July 2023, the City entered into a three-year agreement (S24189355) in the amount of $85,000 with Allen, Glaessner, Hazelwood & Werth for continuing litigation defense services in civil suit Scrivner v. City of Palo Alto, et al., Santa Clara Co. Sup. Ct. Case No. 18-CV-333834. Staff now seeks authority to increase the contract amount by $50,000 which will bring the new not to exceed amount to $135,000. Litigation defense is continuing in this matter. Prior to agreement S24189355, the City entered into agreements S22184420 and S19175172 with Rankin Stock Heaberlin Oneal for initial Government Claim and litigation defense services in this matter. The city expended $243,263 under the prior contracts. FISCAL/RESOURCE IMPACT Funding for this amendment does not require additional budgetary authority as it can be accommodated within existing budgets. Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 1  Packet Pg. 185 of 248  ENVIRONMENTAL REVIEW APPROVED BY: Item 12 Item 12 Staff Report        Item 12: Staff Report Pg. 2  Packet Pg. 186 of 248  City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: Planning and Development Services Meeting Date: April 15, 2024 Report #:2312-2450 TITLE Joint City Council and Planning and Transportation Commission Meeting to Adopt a Resolution Amending the Comprehensive Plan by Adopting a Revised 2023-31 Housing Element. California Environmental Quality Act (CEQA): The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023 that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts associated with adoption of the Revised 2023-2031 Housing Element. RECOMMENDATION Staff recommends the following actions: Planning and Transportation Commission: 1. Review the staff responses to the State Department of Housing and Community Development (HCD) Comment Letter dated August 3, 2023 (Attachment C), as incorporated in the revised 2023-31 Housing Element (Attachment A) and recommend City Council adopt the Revised 2023-31 Housing Element. City Council: 1. Direct staff to make any necessary changes to the Revised 2023-31 Housing Element (Attachment A) and authorize staff to make minor revisions based on any further non-substantive changes required by HCD. 2. Adopt a Resolution (Attachment B) making the findings required under CEQA and Housing Element Law, and adopting the Revised 2023-31 Housing Element as an amendment to the City’s Comprehensive Plan. Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 1  Packet Pg. 187 of 248  EXECUTIVE SUMMARY •More data and local knowledge regarding past and current fair housing patterns and trends to understand progress toward affirmatively furthering fair housing (AFFH); •Expanded analysis of the site inventory to demonstrate viability and likelihood of redevelopment; and •Refined program commitments with shortened timelines and quantifiable outcomes for implementation, including targeted efforts for AFFH in specific neighborhoods and special needs groups. •First, the PTC review the staff responses to HCD comments, and recommend the City Council adopt the amendments to the 2023-31 Housing Element with the proposed responses. •Second, the Council adopt a resolution making all findings required by State Housing Element Law and adopting the Revised 2023-31 Housing Element, with any additional revisions it deems necessary. BACKGROUND Overview The Housing Element is the City’s plan to provide housing for its current and future residents. It is the only element of the City’s Comprehensive Plan that requires certification by the State. The Housing Element covers a period of eight years between 2023 and 2031. The deadline to adopt a compliant Housing Element for the 6th Cycle Housing Element was January 31, 2023. As part of the Housing Element, the City needs to plan for its “fair share” of housing for the 6th Cycle planning period. The City must plan for its regional housing needs allocation (RHNA) of 6,086 units. In addition, the Element must include programs that increase housing production in the City. Over the last three years, the City has evaluated and updated its draft Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 2  Packet Pg. 188 of 248  Housing Element for the 2023-31 planning period. A history of City events and actions is available online at www.paloaltohousingelement.com. Regional Housing Need Allocation (RHNA) Per State law requirements, the Housing Element contains information about the City’s housing needs, constraints to building housing, available housing sites, an explanation of City resources for supporting housing development, as well as goals, policies and programs that will help address the City’s share of regional housing needs as identified by the Association of Bay Area Governments (ABAG). The City’s housing needs are quantified in the RHNA, which includes housing targets at all income levels. As shown in Table 1, the minimum RHNA requirement for Palo Alto in the 2023-31 planning period is 6,086 homes across four income levels. Table 1: City of Palo Alto 2023-31 RHNA Requirement Income Level Very Low Income Low Income Moderate Income Above Moderate Income Total Area Median Income (AMI)<50% AMI 50-80% of AMI 80-120% AMI >120% AMI Units 1,556 896 1,013 2,621 6,086 The Housing Element identifies and analyzes existing and projected housing needs and establishes goals, policies, quantified objectives, and scheduled programs for the preservation, improvement, and development of housing across income levels. It identifies areas in the City where new housing may be built and estimates how many housing units could be built on specific sites. Furthermore, it helps the City plan for future housing needs of all residents at all income levels, including emergency shelters, special housing for the elderly, persons with disabilities, large families, and unhoused residents. The Housing Element contains several mandated sections including: Executive Summary; Introduction; Housing Needs; Housing Resources; Housing Constraints; and Housing Plan (includes Housing Element programs). Additionally, Appendix C in the Housing Element contains the City’s analysis of Affirmatively Furthering Fair Housing (AFFH). AFFH is a new State requirement that mandates each jurisdiction take meaningful actions to further fair housing to overcome patterns of segregation and foster inclusive communities free from barriers that restrict access to opportunity based on protected characteristics. The Housing Element, including the site inventory and programs, must be reviewed through the filter of AFFH requirements. Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 3  Packet Pg. 189 of 248  Housing Element Submittal to HCD The City has twice submitted the 2023-31 Housing Element to HCD for its required review and both times HCD has requested modifications. The City first submitted a draft of the 2023-31 Housing Element on December 23, 2022. HCD provided comments on March 23, 2023. The City responded to these comments and the PTC subsequently recommended and the City Council adopted the revised 2023-31 Housing Element on May 8, 2023. On June 7, 2023, the City submitted this adopted 2023-31 Housing Element to HCD for their review. Although the City believes its May 8, 2023 Housing Element substantially complies with all requirements of state law, on August 3, 2023, the City received a comment letter from HCD requesting additional modifications. ANALYSIS HCD Comments & City Responses Table 2: Summary of HCD Comments and City’s Revisions HCD Comment Response Affirmatively Furthering Fair Housing (AFFH) (Appendix C) Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 4  Packet Pg. 190 of 248  Link sites inventory selection with improvements to fair housing, especially for low-income households. Added discussion of the benefits of socio- economic diversity; the GM/ROLM focus area creates housing opportunities at all income levels. Added matrix of selected Programs that address fair housing and added geographic targeting to focus resources in specific neighborhoods and/or populations. Resources/Site Inventory (Chapter 3) Explain why selected sites are likely to develop and at affordability levels indicated in the Inventory. Bolstered site criteria with data from precedent projects from Palo Alto and surrounding communities. Added building permit history, revised status and affordability levels for pipeline projects. Described recent rezonings associated with Program 1.1. Confirm conservative realistic capacity assumptions and assess likelihood of residential development in zones where 100% non-residential uses are allowed. Emphasized increase in office vacancy rates and reduction in new office starts and added more site-specific analyses based on precedent projects. Expand non-vacant sites analysis to assess potential constraints to redevelopment. Expanded discussion of site suitability criteria and examples of recent projects that exemplify those criteria. Refined criteria and modified site inventory to ensure that sites meet multiple selection criteria. Expand discussion of opportunities for emergency shelters in ROLM(E) zoning district. Expanded discussion of recent redevelopment trends in this zone. Constraints (Chapter 4) Study impacts on land use controls in all zoning districts in the sites inventory. Analyze impacts on other policies and trends such as fees, timing, approval certainty on ability to achieve maximum densities. Added site test analyses for remaining zoning districts, and discussion of program implementation to address potential impacts on housing costs, feasibility, timing, and approval certainty. Analysis of cost and financial feasibility related to permit procedures and processing. Expanded analysis of City fees and processing procedures and timelines on project feasibility; added examples of fees assessed on recent projects; expanded discussion of Palo Alto’s fees compared to nearby jurisdictions’ fees and the difference between fees assessed on ADUs, apartments, and condos. Identify on- and off-site infrastructure improvement requirements on housing supply and affordability. Added discussion of improvement requirements related to subdivisions, building, zoning and public works requirements. Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 5  Packet Pg. 191 of 248  Expand discussion of potential constraints of Retail Preservation Ordinance and Tree Protection Ordinance on housing. Updated analysis of Tree Protection Ordinance based on recent changes and clarified Retail Preservation Ordinance exemptions for most housing sites (except Downtown, Cal Ave, El Camino nodes) Housing Programs (Chapter 5) Clarify commitments to specific housing outcomes and deliverables. Refined commitments to specific outcomes and timelines (not just studies). Focused dates on the first half of the planning period, where feasible, to maximize impact. Complete sites analysis (see Sites Inventory comments above), adding/ refining programs as needed, and clarify compliance with Surplus Lands Act. Expanded sites analysis as indicated above, and confirmed compliance with Surplus Lands Act for City-owned sites. Specify commitments to removing constraints to housing for persons with disabilities. Revised fee waiver programs and alternative housing programs to reduce impact fees and reduce processing timelines. Complete fair housing analysis (see AFFH comments above) and refine related programs to affirmatively further fair housing. Expanded fair housing programs; added targeted outreach and programming to specific neighborhoods and special needs populations to focus affordable housing opportunities, services, and outreach Updates to Chapter 3: Resources/Site Inventory The revised Housing Element reflects several changes to the Site Inventory as a result of proposed projects, HCD's comments and questions, and letters submitted by public commenters. City staff and consultants re-analyzed the Site Inventory to ensure that sites were viable as opportunity sites and that the realistic capacity analysis considered existing uses and potential constraints. As a result, City staff removed several sites from the list that may be less feasible during this planning cycle and added others that are more viable. A summary of changes to the Site Inventory is provided in Table 3 (strikeouts indicate the previous totals). Table 3: Changes to Palo Alto Site Inventory (May 2023 vs. April 2024), by Income Level Very Low Low Moderate Above Moderate Total RHNA 1,556 896 1,013 2,621 6,086 Credits Entitled Units 133 108 144 82 100 23 490 239 867 452 ADUs 153 153 153 53 512 Remaining RHNA 1,270 1,295 599 661 760 837 2,078 2,329 4,707 5,122 Opportunity Sites Planned Units 83 83 86 553 805 Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 6  Packet Pg. 192 of 248  Multi-family Allowed 0 0 95 67 159 177 254 244 Rezone Completed 1,091 1,009 1,092 1,010 778 815 2,118 1,907 5,079 4,741 Subtotal 1,091 1,092 1,092 1,093 873 968 2,277 2,637 5,333 5,790 Total Units (Credits + Opportunity Sites) 2,766 2,681 1,126 1,144 2,820 2,929 6,712 6,754 Total Unit Surplus 314 229 113 131 199 308 626 668 Total % Buffer 17 12%16 15% 10 13% 13% Attachment E identifies specific sites, by address and APN, that have been added, modified, or deleted from the Inventory since the previous version of the adopted Housing Element. In addition to this list in Attachment E, staff and consultants have made several updates to the Inventory to: •Adjust the distribution of household income levels achievable on sites appropriate for lower income households from 75% low income and 25% moderate income, to 80% low income and 20% moderate income, to meet the RHNA and even out the buffer above the RHNA for each income level. This threshold is still appropriate since the City has a track record of developing 100% affordable projects. •Correct errors in the Assessor and City database such as existing uses, floor area ratio, and existing unit count. •Moving proposed projects from pipeline of "entitled units” to "planned units” (see Table 3) The Inventory in Appendix D of the Housing Element reflects the latest inventory, which meets the RHNA across all income levels and provides a buffer of approximately 13% potential units over the required RHNA. Updates to Chapter 5: Programs Building on HCD comments on the Programs, specified in Table 2, and working in collaboration with HCD, City staff and consultants made several additional changes to Chapter 5: Programs to optimize program implementation, strengthen implementation, and focus fair housing efforts. City staff took a critical and realistic look at which programs would likely be most effective, in light of available staff resources and budget for consultant resources. Based on feedback from HCD, staff added geographic targeting objectives to relevant programs to focus program efforts in specific neighborhoods and special needs populations to improve fair housing. Next, staff proposed places to eliminate, consolidate, or revise programs accordingly. The most substantive program changes proposed are as follows: •Program 1.1 - Rezoning to Meet RHNA: Revised to increase density and related standards on parcels associated with the new "El Camino Real Focus Area,” between Page Mill Road and Matadero Avenue. The City Council adopted an ordinance Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 7  Packet Pg. 193 of 248  implementing Program 1.1 in December 2023, thereby meeting the statutory deadline of January 31, 2024 to complete rezonings required to meet the RHNA. •Program 3.3 - Streamlined Review for 100% Affordable Housing: Revised to simplify process requirements for 100% affordable housing projects. While many such projects will continue to utilize State streamlining bills, this will allow projects that are not eligible for State streamlining an alternate (local) processing path. Program revisions also establish priority processing of affordable housing projects, above other projects, when it comes to staff resources and hearings, regardless of submission date. •Program 3.6 - Expedited Project Review: Consolidated to focus expediting opportunities: define pre-application advisory meetings with City staff and the ARB to get early feedback; and allow streamlined review processing (i.e., one ARB study session) for projects that meet objective standards. •Program 4.1 - Replacement Housing: Revised to acknowledge new statutory requirements that both residential and non-residential redevelopment projects replace existing dwelling units. •Program 4.5 - Labor Practices: Added program to develop a list of local labor unions and apprenticeship programs on the City’s website and encourage developers and contractors to hire local labor, based on prior Council direction. •Program 6.6 - Fair Housing (San Antonio Area Plan): Added program component to prepare an area plan for the San Antonio Road Corridor, including the ROLM/GM Focus Area. This will include collaboration with local organizations and residents to facilitate neighborhood planning that integrates housing with safe multi-modal transportation and provides access to amenities, parks and open space, placemaking improvements, and mitigations for environmental impacts. •Global Changes: Added targeted efforts for program implementation to certain neighborhoods and locations in the city as well as certain special needs population. This geographic targeting is intended to focus affordable housing opportunities, services, and outreach to further fair housing. •Removed Programs: o Lot Consolidation (formerly 1.6): This program was not needed because the City was not relying on the lot consolidation program to meet the RHNA or reduce constraints. o Replacement Requirements (portion of 4.1): Based on recent changes to State law, commercial projects must now replace existing protected dwelling units that are being demolished. The removed program would have been largely duplicative of the new state law. o Funding Opportunities (formerly 5.2): Consolidated with a similar program; see Program 2.1. Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 8  Packet Pg. 194 of 248  HCD Review Staff met with HCD staff over a series of meetings in February and March 2024 to review draft revisions in response to comments outlined in the August 3, 2023 HCD comment letter. City staff believe the revised Housing Element (Attachment A) incorporates changes that fully respond to the comments in HCD‘s August 2023 letter, and that it meets all statutory requirements. Accordingly, staff believe the revised Housing Element is appropriate for adoption and are hopeful that HCD will certify this version. Even in the absence of certification from HCD, the City may still assert that both this version and the previously adopted Housing Element are substantially compliant. The attached resolution for the City Council’s consideration also aims to provide some flexibility as the Housing Element nears certification by HCD. Specifically, adoption of this resolution would authorize City staff to: 1. Make non-substantive changes if requested by HCD as part of their formal review without necessitating re-adoption of the Housing Element by the City Council. 2. Take additional actions to achieve certification. This may include rescinding the Revised Housing Element from HCD’s formal review if doing so would cut down on HCD’s 60-day review time and allow for a faster turnaround to make any substantive changes requested by HCD. While transportation level of service (LOS) is no longer a topic requiring analysis under the California Environmental Quality Act (CEQA), it is still relevant to understanding potential operational impacts (e.g., delay) and mitigations (e.g., stop signal and signal timing). In addition to the CEQA analysis described below, Hexagon Transportation Consultants analyzed the potential impacts of buildout of the Housing Element sites inventory, policies, and programs on the City’s transportation service levels. This includes LOS for the roadway, as well as travel by pedestrians, bicyclists, and transit users. The Housing Element is an update to the City’s Comprehensive Plan; therefore, this analysis examined transportation changes resulting from the updated Housing Element compared to transportation service resulting from the Comprehensive Plan as a whole. Then, the analysis determined whether there were any new or more severe impacts and whether additional mitigations would be required. In short, LOS resulting from the Housing Element is generally similar to what was identified in the Comprehensive Plan and Comprehensive Plan EIR in terms of impacts and mitigations. The differences between the Comprehensive Plan EIR analysis and the Housing Element analysis are primarily attributable to changes in the travel demand model in the intervening years since the Comprehensive Plan EIR was completed and less to impacts associated with the Housing Element. The LOS results are summarized below and detailed in the memo in Attachment F: Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 9  Packet Pg. 195 of 248  •The Housing Element LOS analysis produces generally the same results as the previous 2030 Comprehensive Plan analysis. This is not surprising given the modest increase in housing units compared to what was evaluated for the Comprehensive Plan and alternatives in the Comprehensive Plan EIR. •The Comprehensive Plan EIR analysis suggested that seven intersections could operate at deficient LOS (D and E), as a result of implementation of the Comprehensive Plan. By comparison, the Housing Element analysis finds a potential reduction in the number of deficient LOS intersections, from seven to four, primarily because of updates to the travel demand model and the change in vehicle miles travelled (VMT) policy (not due to the Housing Element project per se) •The Housing Element analysis suggests some potential reduction in transit use, increase in biking and walking, and no substantive change in automobile use; again, these potential changes are primarily due to changes in the travel model and VMT policy and not attributable to the impacts of Housing Element implementation per se. •The City must continue to implement Comprehensive Plan transportation policies (e.g., transportation demand management [TDM] measures) as mitigation measures for both the Comprehensive Plan and the Housing Element update Consequences for Non-Compliance The deadline for Bay Area jurisdictions to adopt a compliant Housing Element was January 31, 2023. Consequences for noncompliance include jurisdictions facing the possibility of loss of local housing land use discretion, housing grant ineligibility, and fines. More recently, there has been statewide discussions about a “builder’s remedy” in the Housing Accountability Act (HAA) and jurisdictions with non-compliant Housing Elements. In short, the builder’s remedy refers to a provision of the Housing Accountability Act that restricts the ability of a jurisdiction that does not have a compliant housing element to deny certain affordable housing projects even if the projects are inconsistent with local zoning or general plan regulations. Staff previously provided a discussion of the builder’s remedy on the Council’s November 7, 2022 agenda.1 The City has received seven applications explicitly invoking the “builder’s remedy” as of as of March 20, 2024. In the event the City adopts a Housing Element and denies a housing project for non-compliance with local regulations prior to receiving certification from HCD, a court would likely determine the adequacy of the City‘s Housing Element. TIMELINE The Housing Element update process has been underway for three years. Table 4 shows the significant milestones that have been achieved, leading up to preparation of this (third) version of the Housing Element. Concurrent with the preparation of the Housing Element, the City has 1 https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city- councilagendas-minutes/2022/20221107/20221107pccsm-amended-linked-q.a-2.pdf Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 10  Packet Pg. 196 of 248  already completed some of the programs, notably, adopting zoning changes to meet the City’s RHNA (Program 1.1) and allowing by-right approval of non-vacant sites identified as opportunity sites in the 5th and 6th cycle Housing Elements (Program 1.3). Table 4: 2023-31 Housing Element Progress Milestones Milestone Date NEXT STEPS Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 11  Packet Pg. 197 of 248  FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 12  Packet Pg. 198 of 248  ENVIRONMENTAL REVIEW The subject project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the City. Specifically, the City, acting as the lead agency, has prepared an Addendum to the 2017 Palo Alto Comprehensive Plan Environmental Impact Report (Comp Plan EIR) for the 2023-2031 Housing Element. The City Council adopted a resolution that considered a revised Addendum to the Comp Plan EIR on December 18, 2023, as part of the rezoning required to meet the RHNA and Program 1.1 of the Housing Element.2 This Addendum analyzed potential impacts of the updated Site Inventory, including the El Camino Real Focus Area. Since the action in December 2023, a few sites have been removed from the Site Inventory as a result of additional analysis, which modestly reduces the total number of units that projected during the planning period and the potential impact under CEQA. No further environmental review or action is required at this time. ATTACHMENTS Attachment A: Clean and Strikeout/Underlined Draft 2023-31 Housing Element, April 2024 Attachment B: Draft Resolution to Adopt Housing Element Attachment C: HCD Comment Letter, August 3, 2023 Attachment D: Matrix of HCD Comments and City Responses Attachment E: Changes to Site Inventory (May 2023 vs. April 2024) Attachment F: Transportation Level of Service Analysis APPROVED BY: Jonathan Lait, Planning and Development Services Director 2 https://paloaltohousingelement.com/wp-content/uploads/2024/02/Palo-Alto-Housing-Element_Revised-EIR- Addendum_November-2023.pdf Item 13 Item 13 Staff Report        Item 13: Staff Report Pg. 13  Packet Pg. 199 of 248  Attachment A Meeting Date: April 15, 2024 Clean and Strikeout/Underlined Draft 2023-31 Housing Element, April 2024 Please visit https://paloaltohousingelement.com/ to see both the clean and strikeout/underlined versions of the draft document. Item 13 Attachment A - Clean and Strikeout/Underline Draft 2023-31 Housing Element, April 2024 (Link)        Item 13: Staff Report Pg. 14  Packet Pg. 200 of 248  *NOT YET APPROVED* Attachment B 1 20240403_ay16 Resolution No. _____ A Resolution of the City Council of the City of Palo Alto, Adopting A Comprehensive Plan Amendment to Amend the 2023-2031 Housing Element RECITALS A. California Government Code Section 65300 et seq. requires every city and county in California to adopt a General Plan, known in Palo Alto as its Comprehensive Plan, for its long-range development, and further, to periodically to update that plan to reflect current issues and conditions; and B. On November 13, 2017, the City Council for the City of Palo Alto (City) certified a Final Environmental Impact Report (EIR) for the City of Palo Alto Comprehensive Plan 2030 through Resolution No. 9720, made findings in relation to the Final EIR, adopted a mitigation monitoring and report plan (MMRP), and adopted a statement of overriding considerations through Resolution No. 9721 and adopted the City of Palo Alto Comprehensive Plan 2030 through Resolution No. 9722; and C. Government Code Section 65302 mandates that every city and county shall include a Housing Element in its General Plan, and that the Housing Element be updated regularly on a schedule set forth in the law to reflect current conditions and legal requirements; and D. State Housing Element Law (Government Code Sections 65580 et seq.) requires that the City Council adopt a Housing Element for the eight-year period 2023-2031 to accommodate the City of Palo Alto (City) regional housing need allocation (RHNA) of 6,086 housing units, comprised of 1,556 very-low income units, 896 low-income units, 1,013 moderate-income units, and 2,621 above moderate-income units; and E. To comply with State Housing Element Law, the City has prepared the Housing Element 2023-2031 (the Housing Element) in compliance with State Housing Element Law and has identified sites that can accommodate housing units meeting the City’s RHNA; and F. As provided in Government Code Section 65350 et. seq., adoption of the Housing Element constitutes a General Plan Amendment and also qualifies as a project under the California Environmental Quality Act (CEQA); and G. Pursuant to the provisions and requirements of CEQA and CEQA Guidelines Section 15164, the City as lead agency, prepared an Addendum to the 2017 Comprehensive Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 15  Packet Pg. 201 of 248  *NOT YET APPROVED* Attachment B 2 20240403_ay16 Plan Final EIR (the Addendum) to analyze the potential environmental impacts resulting from adopting the 2023-2031 Housing Element, which Addendum is attached hereto as Exhibit E and incorporated by this reference; and H. The Addendum analyzes the environmental impacts of the 2023-2031 Housing Element and the Addendum, in conjunction with the 2017 Comprehensive Plan Final EIR, is the environmental document upon which adoption of the 2023-2031 Housing Element is predicated; and I. As provided in Government Code sections 65352 – 65352.5 the City mailed a public notice to all California Native American tribes provided by the Native American Heritage Commission and to other entities listed; and J. No California Native American tribe requested consultation; and K. The City conducted extensive community outreach in multiple languages over the past three years including at least fifteen meetings of the Housing Element Working Group, eight meetings of the City Council Housing Element Ad Hoc Committee, two community workshops, dissemination of a housing survey, numerous meetings with special interest groups such as the Palo Alto Renters Association, Housing Choices, Palo Alto Forward, and Ability Path, four meetings of the Planning and Transportation Commission (PTC), three meetings of the City Council, and two joint meetings of the PTC and City Council; and L. In accordance with Government Code Section 65585 (b), on November 7, 2022, the City posted the draft Housing Element and requested public comment for a 30-day review period, and on December 23, 2022, after responding to public comments, the City submitted the draft Housing Element to the State Department of Housing and Community Development (HCD or Department) for its review; and M. On March 8, 2023, the PTC held a duly and properly noticed public hearing to consider a draft of the Addendum and the initial draft of the 2023-2031 Housing Element, and unanimously recommended that the City Council adopt the draft 2023-2031 Housing Element, subject to refinement following formal comment by HCD. N. In February 2023, prior to receiving HCD’s formal findings regarding the draft Housing Element, the City contacted HCD discuss preliminary comments on the adequacy of the draft Housing Element; and O. On March 23, 2023, the City received a letter from HCD, attached as Exhibit B to this Resolution, providing its findings regarding the draft Housing Element, and based Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 16  Packet Pg. 202 of 248  *NOT YET APPROVED* Attachment B 3 20240403_ay16 upon this, City staff and consultants revised the draft Housing Element to include additional information and data; and P. On April 27, 2023, the City published a revised draft Housing Element responding to HCD’s findings and requested public comment on the draft; and Q. On May 8, 2023, the PTC held a duly and properly noticed joint public hearing with the City Council and recommended that the City Council adopt the Housing Element; and R. On May 8, 2023, the City Council conducted a duly and properly noticed joint public hearing with the PTC and adopted Resolution No. 10107, approving the Addendum, repealing the 2015-2023 Housing Element, and adopting the 2023-2031 Housing Element with minor revisions. S. On May 30, 2023, the City posted the Adopted 2023-2031 Housing Element (“Adopted Housing Element”), incorporating revisions directed by the City Council, to its website for a period of seven days, in accordance with Government Code 65585. T. On June 7, 2023, the City submitted the Adopted Housing Element to HCD and on August 3, 2023, the City received a comment letter from HCD requesting additional information and revisions to the Adopted Housing Element. U. In Fall 2023 and Winter 2024, the City met with HCD and special interest groups to discuss revisions to the Adopted Housing Element. V. On November 13 and December 18, 2023, the City Council approved a Revised Addendum to the Comprehensive Plan Final EIR (“Revised Addendum”) and adopted Ordinance No. 5608, implementing the rezoning called for in the Adopted Housing Element to accommodate the RHNA. The Revised Addendum analyzed potential changes to the Adopted Housing Element’s Site Inventory as well as more expansive rezoning than originally contemplated in the Adopted Housing Element. W. On April 4, 2024, the City posted the Revised 2023-2031 Housing Element (“Revised Housing Element”) to its website, in accordance with Government Code 65585. X. On April 18, 2024, the PTC held a duly and properly noticed joint public hearing with the City Council and recommended that the City Council adopt the Revised Housing Element; and Y. On April 18, 2024, the City Council conducted a duly and properly noticed joint public hearing with the PTC, considered the Revised Addendum, and reviewed the Revised Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 17  Packet Pg. 203 of 248  *NOT YET APPROVED* Attachment B 4 20240403_ay16 Housing Element along with all supporting documentation, including HCD’s findings and the City’s responses thereto, the staff report and all attachments, and oral and written public comments. NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby finds that, based on substantial evidence in the record: 1. The foregoing recitals are true and correct and are incorporated by reference into this action. 2. The record of proceedings upon which the City Council bases its decision herein includes, but is not limited to: (1) the Revised Addendum and the 2017 Comprehensive Plan Final EIR including all appendices and attachments cited and/or relied upon therein; (2) the staff reports, City files and records and other documents prepared for and/or submitted to the City relating to the 2017 Comprehensive Plan Final EIR, the Revised Addendum, and the Revised Housing Element; (3) the evidence, facts, findings, and other determinations set forth in this Resolution; (4) the 2017 Comprehensive Plan; (5) all studies, data, and correspondence submitted by the City in connection with the Revised Addendum and the Revised Housing Element; (6) all documentary and oral evidence received at public workshops, meetings, and hearings; (7) all other matters of common knowledge to City decisionmakers, including City, state, and federal laws, policies, rules, and regulations, reports, records, and projections related top development within the City of Palo Alto and its surrounding areas. The location and custodian of records is the City Clerk of the City of Palo Alto, 250 Hamilton Avenue, Palo Alto, CA 94305. 3. Based on the record of proceedings as a whole, the City Council finds that the potential environmental impacts of the Revised Housing Element were fully analyzed in the Revised Addendum. Changes to the Revised Housing Element since the Revised Addendum was prepared and approved in November 2023 consist of a small reduction in projected housing units during the planning period, reducing any potential impacts. The City Council further makes the following findings and declarations: a. That the Revised Housing Element represents only incremental change over the conditions studied in the 2017 Comprehensive Plan Final EIR. b. The MMRP adopted in conjunction with the 2017 Comprehensive Plan included all mitigation measures necessary to mitigate the most impactful scenarios contemplated in the 2017 Comprehensive Plan EIR. c. None of the conditions described in CEQA Guidelines Section 15162 calling for the preparation of a Subsequent EIR or Supplemental EIR are present, as set forth in the Revised Addendum. Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 18  Packet Pg. 204 of 248  *NOT YET APPROVED* Attachment B 5 20240403_ay16 d. Any modifications to the Revised Housing Element directed by the City Council on April 18, 2024 do not change the conclusions of the Revised Addendum and the 2017 Comprehensive Plan Final EIR. e. The Revised Addendum has been prepared in accordance with CEQA and the State CEQA Guidelines and reflects the independent judgment of the City as lead agency. f. All mitigation measures included in the MMRP for the 2017 Comprehensive Plan Final EIR will continue to be required, as part of the adoption of the Revised Housing Element. 4. Based on the record of proceedings as a whole, the City Council makes the following findings and declarations regarding the Revised Housing Element, as shown in Exhibit A to this Resolution, incorporated herein: a. Adoption of the Revised Housing Element is in the public interest. The Revised Housing Element promotes the production of the City’s share of regional housing need for all segments of the community, which is in the interest of the City, the region, and the state. b. The Revised Housing Element is internally consistent and consistent with the rest of the Comprehensive Plan. As an integrated set of goals, policies, programs, and timelines, and quantified objectives, the Revised Housing Element does not approve any specific development projects; it acknowledges land use and zoning changes that will be required and therefore it creates no inconsistencies with the Comprehensive Plan. c. The Revised Housing Element was developed through diligent effort by the City to achieve public participation of all segments of the community, as described in Chapter 1 of the Revised Housing Element. d. The Revised Housing Element substantially complies with all requirements of Housing Element Law, as provided in Government Code 65580 et seq., and contains all provisions required by State Housing Element Law. A detailed analysis of the Adopted Housing Element was provided in Exhibit D to Resolution 10107; the amendments contained in the Revised Housing Element are consistent with and augment the statutory compliance demonstrated in that analysis. 5. Based on substantial evidence in the record, including, but not limited to, the analyses provided in Chapters 3 and 4 of the Revised Housing Element, the City’s experience with the redevelopment of non-vacant and commercially developed sites for housing, strong expressed interest from property owners and developers, and the numerous policies and programs in Chapter 5 of the Revised Housing Element aimed at reducing constraints to housing development and otherwise increasing housing supply, the existing uses on the non-vacant sites identified in the site inventory to accommodate Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 19  Packet Pg. 205 of 248  *NOT YET APPROVED* Attachment B 6 20240403_ay16 the RHNA are likely to be integrated with new residential uses or discontinued during the planning period and therefore do not constitute an impediment to planned residential development on the site during the planning period. 6. As required by Government Code Section 65585(e), the City Council has considered the findings made by the Department of Housing and Community Development included in the Department’s letter to the City dated August 3, 2023, consistent with Government Code Section 65585(f), and as described in Exhibit C to this Resolution, incorporated herein, the City Council has changed the Housing Element in response to the findings of the Department to align with HCD’s interpretation of the requirements of State Housing Element Law. However, based on the findings set forth in Paragraph 3, and on the record as a whole, including the analysis provided in Exhibit D to Resolution 10107, the City Council finds that modifications requested by HCD to achieve certification in its August 3, 2023 letter and in future letters are not necessary to substantially comply with the requirements of state law. 7. The Revised Housing Element is adopted as the Housing Element of the City of Palo Alto Comprehensive Plan for the 2023-2031 planning period. 8. The City Council intends to complete the HCD review process to obtain HCD certification and hereby directs and authorizes the Director of Planning and Development Services: a) to file all necessary material with the HCD for the Department to find that the Revised Housing Element is in conformance with its interpretation of State Housing Element Law; b) to make all non-substantive changes to the Revised Housing Element to make it internally consistent or to address any non-substantive changes or amendments requested by the Department to achieve certification; and c) to take all other actions necessary to achieve certification. 9. The Director of Planning and Development Services is hereby directed to ensure that the Revised Housing Element, including any additional amendments, is posted to the City’s website, and a link emailed to all individuals and organizations that have previously requested notices, at least seven days prior to submission to HCD. 10. The Director of Planning and Development Services and City Clerk are hereby directed to distribute copies of the Housing Element in the manner provided in Government Code Sections 65357 and 65589.7. Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 20  Packet Pg. 206 of 248  *NOT YET APPROVED* Attachment B 7 20240403_ay16 11. This Resolution shall become effective upon adoption by the City Council. INTRODUCED and PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Assistant City Attorney City Manager ____________________________ Director of Planning and Development Services Exhibit A: Revised 2023-2031 Housing Element Exhibit B: HCD Finding Letter, dated August 3, 2023 Exhibit C: Response to HCD Findings Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 21  Packet Pg. 207 of 248  Exhibit A Not included in this draft for brevity. To be replaced with Attachment A to Council Report #2312-2450, as revised. Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 22  Packet Pg. 208 of 248  Exhibit B Not included in this draft for brevity. To be replaced with Attachment C to Council Report 2312- 2450. Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 23  Packet Pg. 209 of 248  Exhibit C Not included in this draft for brevity. To be replaced with Attachment F to Council Report 2312- 2450 Item 13 Attachment B - Resolution to Adopt Housing Element        Item 13: Staff Report Pg. 24  Packet Pg. 210 of 248  Draft HCD Response to Comments Matrix (April 2024) HCD Comment, by Chapter City Response to Comment Chapter/Section Appendix C: Assessment of Fair Housing 1. Affirmatively further[ing] fair housing in accordance with Chapter 15 (commencing with Section 8899.50) of Division 1 of Title 2…shall include an assessment of fair housing in the jurisdiction. Racially Concentrated Areas of Affluence (RCAA): As mentioned in HCDs previous letter, the Additional analysis was added detailing the C.4 RCAAs/ Local Trends, revised to include a few general statements, the analysis should be revised to include local data contributed to RCAAs in the city. Information was C.8 Other Relevant Factors/ City-Driven of life. For example, the City should consider additional actions (not limited to the Regional affordable housing and a more inclusive Disparities in Access to Opportunity: While the element was revised to include Table (C-6) on The Assessment of Fair Housing topics related to C.5 Disparities in Access to Opportunity/ City, and any concentrations or coincidences with other components of the fair housing analysis. further analysis on the data provided in Table C-6. Employment/ Healthy Indicators need of each of the components mentioned above.and poverty in the city and within the region are Disproportionate Housing Needs Including Displacement:While the element was revised to Additional discussion on the local trends, patterns, C.6 Disproportionate Housing Needs, include additional analysis on displacement risk for areas defined as sensitive communities, the and overlap of fair housing issues, including Including Displacement/ Housing Cost element must provide additional analysis on local and regional patterns for overcrowding,displacement has been added throughout Homelessness, and Displacement sections. Identified Sites and Affirmatively Furthering Fair Housing (AFFH): While the element was revised Discussion was added on how the site selection C.9 Site Inventory, Total Units by Resource components of fair housing. Discussion was added Housing Needs/ Sites by CalEnviroScreen example, the element mentions the isolation of lower-income units in the Research; Office and regarding sites located in the GM and ROLM zone. Score Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 33  Packet Pg. 219 of 248  HCD Comment, by Chapter City Response to Comment Chapter/Section Local Data and Knowledge and Other Relevant Factors: As noted in the prior findings, the Analysis and history about Palo Alto provided by C.7 Local Area Knowledge, Local History/ element must supplement the analysis and complement state and federal data with local data the City has been added into the Local Knowledge Community Engagement, and issues in the city, and recent initiatives the City Contributing Factors: The element identifies many contributing factors to fair housing issues but Contributing factors are categorized and prioritized Appendix C: Assessment of Fair Housing; actions to AFFH.table has been updated as needed following revisions to the Housing Plan as pertains to AFFH. Ch. 3: Housing Resources and Opportunities 2. An inventory of land suitable and available for residential development, including vacant sites and sites having realistic and demonstrated potential for redevelopment during the planning Progress Towards the RHNA: As you know, the City’s RHNA may be reduced by the number of The project status and affordability level for the Chapter 3: Housing Resources; new units built since June 30, 2022; however, the element must demonstrate the affordability of entitled and proposed development projects listed 3.3 RHNA Credits, Entitled Developments/ units in the planning period is based on actual sales price, rent level, or other mechanisms in Table 3-2 have been updated. Additional Table 3-2 anticipated affordability of entitled and proposed developments and the element provides some rates was included. Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 34  Packet Pg. 220 of 248  HCD Comment, by Chapter City Response to Comment Chapter/Section Realistic Capacity: As mentioned in HCDs previous letter, realistic capacity assumptions are Additional analysis has been added to the Realistic Chapter 3: Housing Resources; within the City and the surrounding region. While development trends can be used to support sites. The representative sites analysis now Sites, Vacant/ Developer Interest, Surface Improvement-to-Land Value Ratio/ Age of analysis on the likelihood of residential development in zones where 100 percent nonresidential supported in these zones. Additionally, sites were Structure/ Increased Unit Potential/ Existing cycle assessment of residential development in zones that allow 100 percent nonresidential trends. Land use controls were analyzed for each 3.8 Adequacy of Residential Site Inventory in residential uses. Rationale was included for the Nonvacant Sites: As mentioned in HCDs previous letter, the element provides several factors Additional site selection criteria was added and Chapter 3: Housing Resources and that demonstrate the redevelopment potential of nonvacant sites, including, current and past discussed, giving more reasoning as to how non-Opportunities; 3.6 Suitability of Residential development trends, improvement to land value ratios, existing use vs zone use, age of vacant sites were selected, including criteria that Opportunities, Site Selection Criteria/ Existing use of nonvacant sites has been added.Strategies Finally, if the housing element relies upon nonvacant sites to accommodate more than 50 Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 35  Packet Pg. 221 of 248  HCD Comment, by Chapter City Response to Comment Chapter/Section Electronic Sites Inventory: For your information, pursuant to Government Code section 65583.3, Sites inventory will be submitted electronically with N/A the County must submit an electronic sites inventory with its adopted housing element. The subsequent submissions of the Housing Element. Zoning for a Variety of Housing Types (Emergency Shelters): While the element was revised to Discussion on redevelopment trends in the GM and Chapter 3: Housing Resources and opportunities in this zone.provide justification for sites in the Site Inventory. Table 3-6 Previous VS. New Development Residential and Mixed-Use New Districts/Table 3-7 Existing vs. Proposed Ch. 4: Housing Constraints 3. An analysis of potential and actual governmental constraints upon the maintenance, improvement, or development of housing for all income levels, including the types of housing identified in Land Use Controls: As mentioned in HCDs prior review, the element must identify and analyze Additional discussion was added on the City’s Chapter 4: Housing Constraints; 4.2 CC, CS, and CD-N zones must still be analyzed.analysis of City's land use controls for the CD-N, CC, Use Controls In addition, the element must also provide an analysis that addresses any impacts on cost,CS zones was added, including figures for model seems to rely on several factors such as the City’s Housing Incentive Program (HIP) and Senate implementation of Programs 3.1 and Programs 3.7 current land-use controls. Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 36  Packet Pg. 222 of 248  HCD Comment, by Chapter Local Processing and Permit Procedures: The element was revised to include a discussion on the Added additional analysis into the fee discussion City’s processing and permit procedures for potential constraints on approval certainty and including a fee comparison table of neighboring City Response to Comment Chapter/Section Chapter 4: Housing Constraints; 4.2 Governmental Constraints, Zoning for a timing. However, as mentioned in HCDs prior review, an analysis of cost and financial feasibility jurisdictions. An example feasibility case study on Variety of Housing Types - Analysis of Land On/Off-Site Improvements: As mentioned in HCDs previous letter, the element must identify Expanded the analysis of on/off site improvement Chapter 4: Housing Constraints; 4.2 standards including discussions regarding the Governmental Constraints, On/Off-Site affordability.Requirements, City regulations in accordance with Title 16 (Building Code) and Title 18 (Zoning Code), Local Ordinances: The element now analyzes the City’s Inclusionary Housing ordinance, Tree Discussion regarding Program 3.4 (HIP), which Chapter 4: Housing Constraints; 4.2 the element mentions the Tree ordinance has been identified as a potential constraint on located within the strategic retails/pedestrian constraint on a variety of housing types. Finally, the element mentions the City’s Tree ordinance retail-like floor area that must be replaced. in a program with a specific date of completion early in the planning period.including recent changes the City made in June Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 37  Packet Pg. 223 of 248  HCD Comment, by Chapter City Response to Comment Chapter/Section Ch. 5: Housing Plan 1. Include a program which sets forth a schedule of actions during the planning period, each with Actions were expanded out across all programs Chapter 5: Housing Plan; including revising timelines so that implementation Program 2.1 (Affordable Housing that there will be beneficial impacts of the programs within the planning period, that the local phases were more defined and finalization dates Development) goals and objectives of the Housing Element... (Gov. Code,§ 65583, subd. (c).)of the planning period where feasible.Program 3.2 (Monitor Constraints to As mentioned in HCDs previous letter, programs must have a specific commitment to housing "study" or "consider" were changed to be definitive (HIP)), commitments with more precise timelines. All Program 3.5 (Accessory Dwelling Unit (ADU) programmatic goals or actions that lead to housing outcomes. Programs to revise may include explain commitments where needed, and but are not limited to the following: Program 1.6 (Lot Consolidation) Program 2.1 (Affordable timeframes were revised to be earlier in the Finally, Programs (1.3), (1.5), (1.6), (2.1), (3.3), (3.4), (3.5), (3.6), (6.3), (6.5) and (6.6) will need to Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 38  Packet Pg. 224 of 248  HCD Comment, by Chapter City Response to Comment Chapter/Section 2. Identify actions that will be taken to make sites available during the planning period with Additional action items were added where Chapter 5: Housing Plan; appropriate zoning and development standards and with services and facilities to accommodate applicable to identify the availability of sites with Program 1.1 Adequate Sites Program, that portion of the city’s or county’s share of the regional housing need for each income level appropriate zoning and development standards as Program 1.4 City-Owned Land Lots, As noted in Finding A2, the element does not include a complete site analysis; therefore, the Verbiage was added to comply with the Surplus In addition, Program 1.4: (City-Owned Land Lots) should clarify that all City-Owned sites will comply with Surplus Land Act (SLA). In addition, and as mentioned in HCDs previous letter, the element will need to commit to numerical objectives, including affordability, aligned with assumptions in the inventory, and a schedule of actions to facilitate development. A schedule of actions may include coordination with appropriate entities, including potential developers, disposition of the land, zoning, funding, facilitating other entitlements, and issuing permits. Finally, this program should identify and make alternative sites with zoning of equivalent capacity and density by a specified date if sites are not made available by a date early in the planning period. 3. Address and, where appropriate and legally possible, remove governmental and Programs were revised to comprehensively reduce Chapter 5: Housing Plan; nongovernmental constraints to the maintenance, improvement, and development of housing, impact fees by completing and implementing Program 3.1 (Fee Waivers and Adjustments), shall remove constraints to, and provide reasonable accommodations for housing designed for, impact fees that are applied on a per unit basis to a § 65583, subd. (c)(3).)including housing for persons with special needs. As noted in Finding A3, the element requires a complete analysis of potential governmental • Program 3.4 (Program 3.1 Fee Waivers and Adjustments): The Program should specifically commit to reducing impact fees comprehensively and not limit the scope of the program to park affordable housing. Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 39  Packet Pg. 225 of 248  HCD Comment, by Chapter City Response to Comment Chapter/Section 4. Promote and affirmatively further fair housing opportunities and promote housing throughout Timelines were revised to focus the Chapter 5: Housing Plan; Program 1.4 (City- the community or communities for all persons regardless of race, religion, sex, marital status,implementation of program objectives within the Owned Land Lots), Program 1.6 (Lot Fair Housing (Accessory Dwelling Unit Facilitation), As noted in Finding A1, the element must include a complete analysis of AFFH. The element must be revised to add goals and actions based on the outcomes of a complete analysis. Actions the objective of being more effective for targeted to Mixed Use Development), Program 4.1 must have specific commitment, milestones, geographic targeting and metrics or numeric communities identified in the Assessment of Fair (Replacement Housing), Program 4.2 Housing.(Housing and Neighborhood Preservation), protection.Opportunities), Program 6.1 (Housing for Programs requiring revisions include but are not limited to the following, Program 1.4 (City- complete analysis, additional program and policy action may need to be included. Item 13 Attachment D - Matrix of HCD Comments and City Responses        Item 13: Staff Report Pg. 40  Packet Pg. 226 of 248  Table A: Changes to Housing Element Sites Inventory (May 2023 vs April 2024) – Multifamily Housing Allowed Status Site Address/Intersection Assessor Parcel Number General Plan Designation Zoning Designation Parcel Size (Acres) Lower Income Capacity Moderate Income Capacity Above Moderate Income Capacity Total Capacity 435 TASSO ST 120-03-025 CC CD-C (P) 0.33 0 10 0 10 ADDED 3200 PARK BLVD. 132-32-042 MF RM-30 0.28 0 11 10 21 ADDED 3200 PARK BLVD. 132-32-036 LI GM 0.17 0 1 6 7 ADDED 3200 PARK BLVD. 132-32-043 MF RM-30 1.38 0 8 18 26 ADDED 486 HAMILTON AVE 120-16-008 CC CD-C (P) 0.12 0 0 4 4 ADDED 231 GRANT AVE. 132-31-074 MISP PF 1.39 17 50 43 110 ADDED 660-680 UNIVERSITY AV, 511 BYRON ST. 120-03-042 MF RM-15 0.14 5 0 11 16 ADDED 660-680 UNIVERSITY AV, 511 BYRON ST. 120-03-043 MF RM-15 0.15 5 0 11 16 ADDED 660-680 UNIVERSITY AV, 511 BYRON ST. 120-03-044 MF RM-15 0.3 10 0 23 33 ADDED 739 SUTTER AVE 127-35-200 MF RM-15 0.38 0 0 4 4 ADDED 525 E. CHARLESTON RD. 132-06-039 MISP PF 0.78 50 0 0 50 ADDED 800 and 808 SAN ANTONIO RD 147-03-038 CS CS 0.43 0 8 29 37 ADDED 800 and 808 SAN ANTONIO RD 147-03-043 CS CS 0.45 0 8 31 39 ADDED 420 ACACIA AV. 132-38-072 MF RM-30 1.3 2 0 14 16 ADDED 702 CLARA DR 127-35-023 MF RM-15 0.3 0 0 0 0 ADDED 3128, 3150-3160 EL CAMINO REAL 142-20-035 CS CS 1.19 36 0 143 179 ADDED 3128, 3150-3160 EL CAMINO REAL 142-20-054 CS CS 0.75 23 0 90 113 ADDED 3128, 3150-3160 EL CAMINO REAL 142-20-055 CS CS 0.29 9 0 35 44 ADDED 3128, 3150-3160 EL CAMINO REAL 142-20-079 CS CS 0.19 6 0 23 29 ADDED 3128, 3150-3160 EL CAMINO REAL 142-20-080 CS CS 0.11 3 0 13 16 ADDED 300 LAMBERT AV 132-37-075 CS CS 0.32 0 0 45 45 Table B: Changes to Housing Element Sites Inventory (May 2023 vs April 2024) – Rezoned to Accommodate Shortfall Housing Need Status Site Address/Intersection Assessor Parcel Number General Plan Designation Zoning Designation Parcel Size (Acres) Very Low- Income Low- Income Moderate- Income Above Moderate- Income Total Capacity DELETED 320 SAN ANTONIO RD MF;RO RM-30 DELETED 530 LYTTON AV CC CD-C DELETED 3040 PARK BL LI GM DELETED PARK BL MF RM-30 DELETED PARK BL MF RM-30 Item 13 Attachment E - Changes to Site Inventory (May 2023 vs. April 2024)        Item 13: Staff Report Pg. 41  Packet Pg. 227 of 248  Status Site Address/Intersection Assessor Parcel Number General Plan Designation Zoning Designation Parcel Size (Acres) Very Low- Income Low- Income Moderate- Income Above Moderate- Income Total Capacity DELETED NITA AV 147-09-056 RO ROLM 1.25 18 18 0 14 50 DELETED 4113 EL CAMINO REAL 132-46-116 CN CN 0.21 0 0 0 6 6 DELETED MAYBELL AV 137-24-045 CN RM-20 0.56 4 4 0 3 11 DELETED 4170 EL CAMINO REAL 137-24-046 CS CS 1.01 11 12 0 10 33 DELETED 1066 E MEADOW CIR 127-10-050 RO ROLM 2.15 52 53 0 45 150 DELETED 1053 E MEADOW CIR 127-10-081 RO ROLM 1.6 39 39 0 34 112 DELETED 1036 E MEADOW CIR 127-10-094 RO ROLM 3.06 75 75 0 64 214 DELETED 3128 EL CAMINO REAL 142-20-035 CS CS 1 0 0 0 140 140 DELETED 3128 EL CAMINO REAL 142-20-079 CS CS 0.11 0 0 0 2 2 DELETED 3128 EL CAMINO REAL 142-20-080 CS CS 0.12 0 0 0 2 2 DELETED 550 HAMILTON AV 120-04-005 CC PC 1.32 14 15 13 0 42 DELETED 980 MIDDLEFIELD RD 120-05-077 MF PC 0.51 5 6 5 0 16 DELETED 300 LAMBERT AV 132-38-061 CS CS 0.33 0 0 10 0 10 DELETED 3150 EL CAMINO REAL 142-20-054 CS CS 0.75 8 9 7 0 24 DELETED 808-814 SAN ANTONIO RD 147-03-043 CS CS 0.44 0 0 0 7 7 DELETED 330 BRYANT ST 120-65-002 MF RM-30 0.13 0 0 0 3 3 DELETED 305 LYTTON AV 120-14-101 CC CD-C 0.23 0 0 0 7 7 MODIFIED PASTEUR DRIVE + 1100 WELCH RD 142-03-038 RO RM-40 4.2 0 0 0 159 212 158 MODIFIED PASTEUR DRIVE + 1100 WELCH RD 142-05-032 RO RM-40 4.2 0 0 0 158 213 159 MODIFIED 4224 EL CAMINO REAL 167-08-037 CS CS 0.63 7 7 0 4 20 18 ADDED 3398, 3400, 3490 EL CAMINO REAL 137-08-072 CS CS 3.6 15 15 0 120 115 ADDED 4015, 4017 FABIAN WAY 127-15-048 LI GM 0.34 0 0 23 0 23 ADDED 3977 FABIAN WAY 127-37-004 LI GM 0.38 0 0 26 0 26 ADDED 3963 FABIAN WAY 127-37-006 LI GM 0.41 0 0 28 0 28 ADDED 3997 FABIAN WY 127-37-003 LI GM 0.28 0 0 19 0 19 ADDED 2100-2200 GENG ROAD 008-02-035 RO ROLM (E)(D)(AD) 5.5 0 0 175 0 175 ADDED 3265 EL CAMINO REAL 132-38-020 CS CS 0.17 0 0 0 44 44 ADDED 3305 EL CAMINO REAL 132-39-059 CS CS 0.52 6 6 0 4 16 ADDED 960 SAN ANTONIO RD 147-01-106 LI GM 0.69 19 19 0 10 48 ADDED 3160 W BAYSHORE RD 127-36-030 RO ROLM 3.2 90 89 0 45 224 Item 13 Attachment E - Changes to Site Inventory (May 2023 vs. April 2024)        Item 13: Staff Report Pg. 42  Packet Pg. 228 of 248  Technical Memorandum Date: December 21, 2023 To: Ms. Karly Kaufman, Rincon Consultants, Inc. From: At van den Hout Subject: Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel Introduction Hexagon Transportation Consultants, Inc. has completed an analysis to evaluate the transportation impact of the Palo Alto Housing Element Update on intersection level of service (LOS) and on transit-, bicycle-, and pedestrian travel. The proposed Housing Element would amend the City of Palo Alto’s 2030 Comprehensive Plan by replacing the current Housing Element with the proposed 2023-2031 Housing Element. In addition to evaluating these metrics for the Housing Element, these measurements for Scenario 6 of the City’s Comprehensive Plan were also analyzed. Intersection Level of Service The same intersections included in the transportation section of the Comprehensive Plan were studied. The intersections were evaluated by generating turning movement volumes with the updated Palo Alto Travel Forecasting Model (Palo Alto model) and then using those volumes in the TRAFFIX software to determine the intersection’s LOS under each scenario. Intersection LOS was analyzed for the following scenarios: • Existing Conditions: This scenario presents the same existing traffic conditions reported in the Palo Alto Comprehensive Plan Update: Analysis of Additional Scenarios, dated January 23, 2017. • Comprehensive Plan (2030) Conditions: This scenario includes the proposed land uses assumed for Scenario 6 reported in Palo Alto Comprehensive Plan Update: Analysis of Additional Scenarios, dated January 23, 2017. The traffic volumes were developed with the old Palo Alto Model created in 2013. Scenario 6 contains 6,000 additional housing units and 8,868 new jobs. • Comprehensive Plan (2031) Conditions: This scenario also includes the proposed land uses assumed for Scenario 6 of Palo Alto’s Comprehensive Plan. The traffic volumes were developed with the updated Palo Alto Model created in 2023. Scenario 6 contains the same 6,000 additional housing units and 8,868 new jobs. • Housing Element (2031) Conditions: This scenario includes the proposed land uses assumed in the 2023-2031 Housing Element. The Housing Element has 6,860 additional housing units. The housing opportunity sites include approximately 500,000 square feet of existing commercial development that would be demolished and replaced with new housing. The 500,000 square feet of commercial development, which is equivalent to about 1,643 jobs, were removed from the land use database, resulting in a net increase of 7,225 new jobs. Study Intersections The 18 intersections included in the analysis are listed below and shown on Figure 1. These intersections were selected by City staff as a reasonable representation of Palo Alto’s road network by incorporating major streets in different parts of the city. Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 43  Packet Pg. 229 of 248  Alma S t Brya n t S t Middl e f i e l d R d Pa l m D r E Mea d o w D r Color a d o A v e Ara s t r a d e r o R d Channing Ave Mountain View Palo Alto Menlo Park 18 17 12 10 9 1 8 7 4 3 2 6 16 5 15 13 11 14 280 101 82 X = Study Intersection LEGEND Palo Alto Housing Element Figure 1 Study Intersections Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 44  Packet Pg. 230 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 3 1. I-280 Northbound Off-Ramp and Sand Hill Road (Menlo Park) 2. Middlefield Road and Charleston Road 3. Middlefield Road and San Antonio Road (CMP) 4. Alma Street and Charleston Road 5. El Camino Real (SR 82) and Embarcadero Road/Galvez Road (CMP) 6. El Camino Real (SR 82) and Page Mill Road/Oregon Expressway (CMP) 7. El Camino Real (SR 82) and Arastradero Road/Charleston Road (CMP) 8. El Camino Real (SR 82) and San Antonio Road (CMP; Mountain View) 9. Foothill Expressway/Junipero Serra Boulevard and Page Mill Road (CMP) 10. Foothill Expressway and Arastradero Road (CMP) 11. El Camino Real (SR 82) and Sand Hill Road/Alma Street (CMP) 12. Charleston Road and San Antonio Avenue (CMP) 13. University Avenue & El Camino Real, northbound ramps (CMP) 14. University Avenue/Palm Drive & El Camino Real, southbound ramps (CMP) 15. Middlefield Road and University Avenue 16. Middlefield Road and Embarcadero Road 17. Middlefield Road and Oregon Expressway (CMP) 18. Embarcadero Road and East Bayshore Road Traffic conditions at the study intersections were analyzed for the weekday AM and PM peak hours of traffic. The AM peak hour of traffic is generally between 7:00 and 9:00 AM, and the PM peak hour is typically between 4:00 and 6:00 PM. It is during these periods that the most congested traffic conditions occur on an average day. Vehicle Level of Service (LOS) is a qualitative description of operating conditions ranging from LOS A, or free-flow conditions with little or no delay, to LOS F, or jammed conditions with excessive delays. The VTA CMP guidelines dictate using the 2000 Highway Capacity Manual (HCM) methodology to analyze intersections. Palo Alto uses the same process for its intersections. The 2000 HCM operations method evaluates signalized intersection operations on the basis of average control delay time for all vehicles at the intersection. This method is applied using the TRAFFIX software. Since TRAFFIX is also the CMP -designated intersection level of service evaluation software, the City of Palo Alto employs the CMP default values for the analysis parameters. The City of Palo Alto’s LOS standard for signalized non-CMP intersections is LOS D or better. For CMP intersections, the City’s standard is LOS E or better. The LOS definitions for signalized intersections are shown in Table 1. Levels of Service D and E are typical at intersections in many urban areas where a high volume of vehicles pass through an intersection physically constrained by adjacent existing structures. City of Palo Alto Definition of Adverse Intersection Operational Effects Adverse operational effects on signalized intersections are based on the City of Palo Alto and CMP level of service standards. According to the City of Palo Alto and CMP level of service standards, a development is said to create an adverse operational effect on traffic conditions at a signalized intersection if for either peak hour, one of the following conditions occurs: 1. The level of service at the intersection drops below its respective level of service standard (LOS D or better for local intersections and LOS E or better for CMP intersections) when project traffic is added, or Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 45  Packet Pg. 231 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 4 2. An intersection that operates below its level of service standard under no-project conditions experiences an increase in critical-movement delay of four (4) or more seconds, and an increase in critical volume-to-capacity ratio (v/c) of one percent (0.01) or more when project traffic is added. The exception to this threshold is when the addition of project traffic reduces the amount of average control delay for critical movements. In this case, the threshold is when the project increases the critical v/c value by 0.01 or more. City of Menlo Park Definition of Adverse Intersection Operational Effects The intersection of I-280 Northbound Off-Ramp and Sand Hill Road (#1) is located in Menlo Park. The following thresholds are from the City of Menlo Park’s TIA Guidelines, and compliance with local policies was evaluated based on these thresholds. 1. A project is considered potentially noncompliant with local policies if the addition of project traffic causes an intersection on a collector street operating at LOS “A” through “C” to operate at an unacceptable level (LOS “D,” “E” or “F”) or have an increase of 23 seconds or greater in average vehicle delay, whichever comes first. Potential noncompliance shall also include a project that causes an intersection on arterial streets or local approaches to State controlled signalized intersections operating at LOS “A” through “D” to operate at an unacceptable level (LOS “E” or “F”) or have an increase of 23 seconds or greater in average vehicle delay, whichever comes first. 2. A project is also considered potentially non-compliant if the addition of project traffic causes an increase of more than 0.8 seconds of average delay to vehicles on all critical movements for intersections operating at a near-term LOS “D” through “F” for collector streets and at a near-term LOS “E” or “F” for arterial streets. For local approaches to State controlled signalized intersections, a project is considered to be potentially non-compliant if the addition of project traffic causes an increase of more than 0.8 seconds of delay to vehicles on the most critical movements for intersections operating at a near-term LOS “E” or “F.” For signalized intersections involving two state routes, the proposed project is considered potentially non- compliant with local policies if for any peak hour: 1. The level of service degrades from an acceptable LOS D or better under existing conditions to an unacceptable LOS E or F under existing plus project conditions, and the average delay per vehicle increases by four seconds or more, or 2. The level of service is an unacceptable LOS E or F under existing conditions, and the addition of project trips causes an increase in the average control delay at the intersection by four seconds or more. City of Mountain View Definition of Adverse Intersection Operational Effects The intersection of El Camino Real (SR 82) and San Antonio Road is located in Mountain View (#8). Adverse operational effects at signalized intersections are based on the City of Mountain View’s level of service standards. A development is said to create an adverse operational effect on traffic conditions at a signalized intersection if for either peak hour, one of the following conditions occurs: Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 46  Packet Pg. 232 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 5 1. The level of service at the intersection drops below its respective level of service standard (LOS D or better for all local intersections and LOS E or better for CMP and expressway intersections) when project traffic is added, or 2. An intersection that operates below its level of service standard under no-project conditions experiences an increase in critical-movement delay of four (4) or more seconds, and an increase in critical volume-to-capacity ratio (v/c) of one percent (0.01) or more when project traffic is added. The exception to this threshold is when the addition of project traffic reduces the amount of average control delay for critical movements, i.e., the change in average control delay for critical movements is negative. In this case, the threshold is when the project increases the critical v/c value by 0.01 or more. Table 1 Signalized Intersection Level of Service Definitions Based on Average Control Delay Source: Transportation Research Board, 2000 Highway Capacity Manual (Washington, D.C., 2000), p.10-16. Level of Service Description Average Control Delay Per Vehicle (sec.) Signal progression is extremely favorable. Most vehicles arrive during the green phase and do not stop at all. Short cycle lengths may also contribute to the very low vehicle delay. 10.0 or lessA B Operations characterized by good signal progression and/or short cycle lengths. More vehicles stop than with LOS A, causing higher levels of average vehicle delay. 10.1 to 20.0 Higher delays may result from fair signal progression and/or longer cycle lengths. Individual cycle failures may begin to appear at this level. The number of vehicles stopping is significant, though some vehicles may still pass through the intersection without stopping. 20.1 to 35.0C This level of delay is considered unacceptable by most drivers. This condition often occurs with oversaturation, that is, when arrival flow rates exceed the capacity of the intersection. Poor progression and long cycle lengths may also be major contributing causes of such delay levels. greater than 80.0F The influence of congestion becomes more noticeable. Longer delays may result from some combination of unfavorable signal progression, long cycle lengths, or high volume-to-capacity (V/C) ratios. Many vehicles stop and individual cycle failures are noticeable. 35.1 to 55.0D This is considered to be the limit of acceptable delay. These high delay values generally indicate poor signal progression, long cycle lengths, and high volume-to-capacity (V/C) ratios. Individual cycle failures occur frequently. 55.1 to 80.0E Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 47  Packet Pg. 233 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 6 Intersection Level of Service Results The results of the LOS analysis are summarized in Table 2. The Table shows the LOS results for the Existing, 2030 Comprehensive Plan (CP), 2031 Comprehensive Plan (CP), and the 2031 Housing Element Update (HEU). The level of service analysis under existing conditions shows that, relative to the city of Palo Alto and Santa Clara County Congestion Management Program (CMP) level of service standards, all intersections except the intersection of I-280 northbound ramps and Sand Hill Road (#1) are operating at acceptable levels of service. The intersection of I-280 NB Ramps/Sand Hill Road operates at LOS F, which is below the LOS standard, with 114.5 seconds of average delay during the AM peak hour. The intersection of Foothill Expressway and Page Mill Road (#9), which is a CMP intersection, operates at LOS F with 189.7 seconds of average delay during the PM peak period. This LOS F is below the Palo Alto and CMP standard. Table 2 AM and PM Peak Hour Level of Service Results at Study Intersections Avg.Avg.Avg.Avg. Peak Delay Crit.Delay Crit.Delay Crit.Delay Crit. #Intersection Hour (sec)LOS V/C (sec)LOS V/C (sec)LOS V/C (sec)LOS V/C 1 AM 114.5 F 1.269 162.4 F 1.454 141.1 F 1.376 142.0 F 1.379 PM 27.0 C 0.939 54.5 D 1.078 44.4 D 1.028 44.6 D 1.029 2 AM 47.6 D 0.660 49.0 D 0.701 52.7 D 0.848 51.8 D 0.844 PM 39.8 D 0.695 53.9 D 0.932 45.2 D 0.864 45.5 D 0.876 3 AM 48.9 D 0.668 49.1 D 0.727 52.4 D 0.808 52.8 D 0.814 PM 39.0 D 0.789 42.6 D 0.879 46.2 D 0.884 46.8 D 0.883 4 AM PM 5 AM 46.1 D 0.729 57.7 E 0.908 52.0 D 0.849 52.8 D 0.871 PM 42.5 D 0.824 70.9 E 1.055 54.4 D 0.962 54.2 D 0.963 6 AM 62.7 E 0.819 67.6 E 0.880 72.8 E 0.956 71.7 E 0.948 PM 52.4 D 0.910 77.8 E 1.078 71.5 E 1.036 69.2 E 1.029 7 AM 35.3 D 0.663 37.5 D 0.756 43.3 D 0.880 43.7 D 0.888 PM 47.7 D 0.841 63.3 E 0.993 62.8 E 0.994 65.4 E 1.007 8 AM 40.5 D 0.768 48.9 D 0.905 49.8 D 0.933 50.8 D 0.942 PM 54.0 D 0.816 94.2 F 1.077 63.9 E 0.928 64.8 E 0.931 9 AM 55.7 E 0.909 69.7 E 0.993 69.6 E 0.994 69.6 E 0.995 PM 189.7 F 1.064 306.4 F 1.182 287.6 F 0.918 285.2 F 1.151 10 AM 48.7 D 0.276 51.1 D 0.481 50.8 D 0.463 50.7 D 0.463 PM 57.0 E 0.849 133.5 F 1.280 90.8 F 1.105 93.6 F 1.118 11 AM 22.7 C 0.452 23.0 C 0.534 23.2 C 0.509 23.5 C 0.510 PM 36.5 D 0.651 38.3 D 0.836 37.1 D 0.720 36.9 D 0.717 12 AM 48.4 D 0.729 51.3 D 0.814 55.4 E 0.843 55.9 E 0.857 PM 42.0 D 0.844 44.0 D 0.859 58.3 E 1.006 62.6 E 1.030 13 AM 22.5 C 0.666 34.0 C 0.887 24.5 C 0.755 23.7 C 0.732 PM 32.4 C 0.619 33.6 C 0.815 33.1 C 0.645 33.3 C 0.637 14 AM 20.9 C 0.424 19.2 B 0.534 21.7 C 0.483 22.1 C 0.483 PM 24.9 C 0.487 22.3 C 0.566 26.8 C 0.549 27.3 C 0.554 15 AM 27.0 C 0.609 29.5 C 0.746 34.0 C 0.767 33.9 C 0.763 PM 27.5 C 0.512 28.2 C 0.670 30.0 C 0.617 30.4 C 0.635 16 AM 50.3 D 0.583 62.9 E 0.828 67.5 E 0.852 65.5 E 0.835 PM 36.6 D 0.607 40.0 D 0.758 43.8 D 0.775 44.0 D 0.783 17 AM 42.8 D 0.754 57.9 E 0.899 74.3 E 1.054 78.4 E 1.075 PM 42.9 D 0.688 64.5 E 0.907 67.2 E 0.928 68.8 E 0.947 18 AM 31.6 C 0.682 56.4 E 0.929 31.0 C 0.739 31.4 C 0.767 PM 40.3 D 0.702 52.3 D 0.892 51.8 D 0.878 52.3 D 0.879 Notes: * Denotes CMP intersection BOLD indicates substandard level of service BOLD indicates noncompliance based on thresholds in the City of Menlo Park's TIA Guidelines, or adverse operational effects according to Cities of Mountain View and Palo Alto level of service standards. Existing 2030 Comprehensive Plan (CP) 2031 Comprehensive Plan (CP) 2031 Housing Element Update (HEU) Embarcadero Rd & E. Bayshore Rd San Antonio Rd & Charleston Rd * El Camino Real NB Ramps & University Ave * Middlefield Rd & Charleston Rd Middlefield Rd & San Antonio Rd * Alma St & Charleston Rd El Camino Real & Embarcadero Rd/Galvez St * El Camino Real & Page Mill Rd/Oregon Expy * El Camino Real & Arastradero Rd/Charleston Rd * This intersection is the subject of a separate study El Camino Real & San Antonio Rd (Mtn View)* Foothill Expy/Junipero Serra Blvd & Page Mill Rd * Foothill Expy & Arastradero Rd * El Camino Real & Alma St/Sand Hill Rd * I-280 NB Off-Ramp & Sand Hill Rd (Menlo Park) El Camino Real SB Ramp & University Ave/Palm Dr * Middlefield Rd & University Ave Middlefield Rd & Embarcadero Rd Middlefield Rd & Oregon Expressway * Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 48  Packet Pg. 234 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 7 As shown in Table 2, most intersections are projected to have longer average delays under future conditions than under Existing Conditions. Intersection traffic operations between the 2031 CP and the 2031 HEU are projected to be very similar, which was expected since the future development assumptions are similar. While the 2031 HEU includes 686 more housing units, it also assumes 500,000 square feet less commercial development. The 500,000 square feet of commercial development would be demolished and replaced with housing. Therefore, the 2031 HEU would generate more housing trips but fewer commercial trips. The following summarizes the number of intersections that would have a substandard LOS in at least one of the peak hours: • Existing: 2 intersections • 2030 Comp Plan: 6 intersections • 2031 Comp Plan: 4 intersections • 2031 HEU Plan: 4 intersections Compared to the traffic analysis conducted for the 2030 Comprehensive Plan, based on the new forecasts, the El Camino Real (SR 82) and San Antonio Road (#8) and the intersection of Embarcadero Road and East Bayshore Road (#18) would no longer cause an adverse operational effect on traffic conditions under the 2031 Comprehensive Plan and 2031 HEU scenario. These intersections would continue to operate at acceptable conditions. The following Intersections would have an adverse operational effect on traffic conditions in all future scenarios during at least one peak hour. • I-280 Northbound Off-Ramp and Sand Hill Road (#1) • Foothill Expressway/Junipero Serra Boulevard and Page Mill Road (CMP) (#9) • Foothill Expressway and Arastradero Road (CMP) (#10) • Middlefield Road and Embarcadero Road (#16) The City of Palo Alto’s 2030 Comprehensive Plan identified mitigation measures to improve traffic operations at these intersections. These transportation improvements were found to be unfeasible, and the impacts were determined to be significant and unavoidable. However, some mitigation measures included in the Comprehensive Plan Update that could not be addressed with the Palo Alto model would help in reducing the traffic impact for the identified intersections. Impact on Transit Ridership The Palo Alto model was used to forecast transit trips under existing conditions and under each future scenario. Table 3 presents the number of boardings made on different transit service providers and the number of transit trips that begin and/or end in Palo Alto, i.e., trips entirely within Palo Alto, trips that start in Palo Alto and end in another jurisdiction, and trips that begin in another jurisdiction and end in Palo Alto. The table shows that the total transit boardings for the 2031 Comprehensive Plan and the 2031 HEU are projected to be 8,690 and 9,126 fewer than the boardings forecasted for the 2030 Comprehensive Plan, respectively. These changes in future transit ridership are attributable to several factors, primarily the updates made to the Palo Alto model and also revisions to the regional land use and demographic forecasts made by ABAG, resulting in different travel patterns and changes in the mode of travel. Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 49  Packet Pg. 235 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 8 Table 3 Existing (2015) and Future Daily Transit Boardings, Trips To, From, and Within Palo Alto The 2030 Comprehensive Plan concluded that none of the future scenarios would increase demand beyond the current or planned capacity of the transit network. Since transit ridership for the 2031 HEU and for the 2031 Comprehensive Plan is less than for the 2030 Comprehensive Plan, the 2031 HEU would not cause a potential impact related to the transit system. Impact on Bicycle and Pedestrian Travel Mode share refers to the percentage of trips made by each of the primary modes of transportation: Driving Alone, Shared Ride, Taking Transit, Bicycling, and Walking. The Palo Alto model calculates the mode split based on input factors taken from survey data or other sources that have been validated. Table 4 presents the total number of daily person trips made in Palo Alto under existing conditions and under each of the planning scenarios. The table includes all trips beginning and/or ending in Palo Alto, i.e., trips that start and end in Palo Alto, trips that begin in Palo Alto and end in another jurisdiction, and trips that start in another jurisdiction and end in Palo Alto. Table 4 Mode Share for Palo Alto Daily Person Trips Transit Service 2015 Existing 2030 Comprehensive Plan 2031 Comprehensive Plan 2031 Housing Element CalTrain 12,767 24,061 22,928 23,066 VTA Bus 6,700 17,151 13,056 13,645 VTA LRT 610 1,958 1,733 1,875 SamTrans 2,056 5,188 3,736 3,525 Stanford Shuttles 7,418 10,628 13,686 13,298 CalTrain Shuttles 3,477 7,231 8,027 8,142 Palo Alto Shuttles1 1,937 3,519 -- BART, Muni and Other 5,199 9,900 7,344 7,395 Total 40,164 79,636 70,510 70,946 Transit Trips 25,478 50,560 42,851 42,339 Boardings/Trip 1.58 1.58 1.65 1.68 1 Palo Alto shuttle service was discontinued in 2020. Mode Trips % Share Trips % Share Trips % Share Trips % Share Drive Alone 324,513 58.7%379,739 58.5%357,039 56.1%360,774 56.3% Shared Ride 130,437 23.6%142,710 22.0%148,056 23.3%151,628 23.6% Transit 25,478 4.6%50,560 7.8%42,851 6.7%42,339 6.6% Bike 26,717 4.8%20,927 3.2%33,278 5.2%32,876 5.1% Walk 45,535 8.2%55,537 8.6%55,288 8.7%53,655 8.4% TOTAL 552,680 100.0%649,474 100.0%636,512 100.0%641,273 100.0% 2031 HEU2031 CompExisting2030 Comp Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 50  Packet Pg. 236 of 248  Palo Alto Housing Element: Impact on Level of Service, Transit, Bike, and Pedestrian Travel December 21, 2023 Page | 9 The table shows slightly lower drive-alone and transit mode shares, but higher shared-ride shares for the 2031 Comprehensive Plan and the 2031 HEU compared to the 2030 Comprehensive Plan. The model estimated a significant increase in bike mode shares compared to the 2030 Comprehensive Plan. This increase is primarily caused by the updates made to the Palo Alto model, which was recalibrated against more recent data that showed higher bicycle travel within the City of Palo Alto. Note that the walk and bike mode shares for the 2031 HEU are slightly lower than for the 2031 Comprehensive Plan because most of the residential growth of the Comprehensive Plan is planned in the downtown area and along El Camino Real, while most of the HEU development is located near US-101, which is further away from complementary land uses such as shopping, dining, and socializing, and that area has poorer access to transit service and bike facilities. The Comprehensive Plan concluded that none of the scenarios would impede the development or function of planned pedestrian or bicycle facilities and that it assumed the implementation of all improvements included in the City’s Bicycle + Pedestrian Transportation Plan. Although the model showed that the 2031 HEU would increase the number of bicycle trips by about 11,950 (or 57 percent) compared to the 2030 Comprehensive Plan, the HEU would not create more demand than could be met by existing or planned facilities. Planned infrastructure improvements such as upgrades to existing grade-separated Caltrain crossings at California Avenue and University Avenue to improve pedestrian and bicycle facilities, as well as a new pedestrian/bicycle, grade-separated Caltrain crossing in South Palo Alto and grade separation of all Caltrain crossings, would improve the quality and safety of bicycle and pedestrian travel significantly. In addition, the City would continue to implement its adopted Bicycle + Pedestrian Transportation Plan, and concept area plans in the California Avenue area would guide new bicycle and pedestrian improvements. Bicycle and pedestrian facilities will continue to be upgraded to current accessibility and design standards in accordance with policies in the Bicycle + Pedestrian Transportation Plan and in the Comprehensive Plan Update. Item 13 Attachment F - Transportation Level of Service Analysis        Item 13: Staff Report Pg. 51  Packet Pg. 237 of 248  City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Administrative Services Meeting Date: April 15, 2024 Report #:2311-2227 TITLE Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other Designated Employees RECOMMENDATION This is an informal report, no action is required DISCUSSION Palo Alto Municipal Code (PAMC) Section 2.30.710(a) requires the City Manager to provide a semi-annual report to Council consisting of contracts awarded by the City Manager, Procurement Officer or other designated employees for: 1. Goods contracts $85,000 through $250,000 per year (Attachment A), and 2. Professional and General Services $25,000 through $85,000 and Public Works Contracts $85,000 through $250,000 per year (Attachment B). The contracts in Attachment A consist of thirteen (13) distinct awards for goods, and the contracts in Attachment B consist of eighty-five (85) distinct awards for a wide range of services. These awards are a core element of the efficient and effective provision of services by the City to our community and reflect extensive coordination and prudent decision-making among operating departments, the Administrative Services Department, the City Attorney's Office, and City Clerk's Office. For informational purposes, Attachment C provides excerpts from the PAMC that set forth the authority designated by Council to the Procurement Officer to award and sign contracts (PAMC 2.30.200) and City Manager to award and sign contracts (PAMC 2.30.210). ENVIRONMENTAL REVIEW This activity is not a project under 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 Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 1  Packet Pg. 238 of 248  foreseeable indirect physical change in the environment. ATTACHMENTS APPROVED BY: Item 14 Item 14 Staff Report        Item 14: Staff Report Pg. 2  Packet Pg. 239 of 248  ATTACHMENT A Goods Contracts Awarded $85,000 through $250,000 per year July 1, 2023 through December 31,2023 Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids Sent/Received *PAMC 2.30.360 Description ANDRITZ SEPARATION INC 08/14/2023 $113,478.23 2.30.360 (d) various roll bearing Assembly and freight. DC FROST ASSOCIATES INC 10/24/2023 $99,153.81 2.30.360 (d) EVC 09/20/2023 $162,553.24 138/1 Airport ZEV - 7 Passenger Vehicle GOLDEN GATE SYSTEMS 08/21/2023 $187,837.05 2.30.360(j) OPTIV SECURITY INC 08/09/2023 $159,322.51 2.30.360(j) PB LOADER CORPORATION 07/13/2023 $194,148.07 2.30.360(j)Isuzu 7 Yd Dump Truck SAN LEANDRO CHRYSLER DODGE JEEP RAM 10/05/2023 $217,936.02 2.30.360 (d) STELLA-JONES CORPORATION 11/17/2023 $234,948.71 2529/2 Wood Poles 50 Ft Class 1 *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 1 Item 14 Attachment A - Goods Contracts Awarded $85,000 through $250,000 per year        Item 14: Staff Report Pg. 3  Packet Pg. 240 of 248  ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids *PAMC 2.30.360 Description ACCRUENT LLC 10/06/2023 $40,726.75 2.30.360(i) Yr 1 of 5 Maintenance Connection Data Base and Hosting ALLANA BUICK & BERS INC 11/02/2023 $46,420.00 2.30.360(i)Waterproofing consultation services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $85,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $50,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $25,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/11/2023 $25,000.00 2.30.360(g)Professional legal services ALLEN, GLAESSNER, HAZELWOOD 09/12/2023 $25,000.00 2.30.360(g)Professional legal services ALLIANT INSURANCE SERVICES, INC 11/14/2023 $65,000.00 2.30.360(b2)Benefits Broker AMERICAN PORTABLES 12/15/2023 $26,250.00 *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 1 of 4 Item 14 Attachment B - Professional and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year        Item 14: Staff Report Pg. 4  Packet Pg. 241 of 248  ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids *PAMC 2.30.360 Description CW EVENTS LLC 09/28/2023 $45,288.00 2.30.360I Event Planning Services for employee recognition event DASHER TECHNOLOGIES INC 12/12/2023 $60,007.27 2.30.360(j)Aruba ClearPass Cx000V CM Appliance DAVID J POWERS & ASSOCIATES INC 11/03/2023 $151,135.00 2.30.360(h)Development project located at 3150 El Camino Real DEBORAH WICKS LA PUMA 08/29/2023 $30,000.00 2.30.360(i)Theatre Music Services DLT SOLUTIONS LLC 09/06/2023 $38,722.24 3/3 FY24: AutoCAD - Govt Sub Renewal DTA 10/17/2023 $33,382.00 2.30.360(i)Development Impact Fees Evaluation Services Dudek 08/24/2023 $75,000.00 2.30.360(h)1310 Bryant Street - MMRP DUNCAN WEINBERG GENZER & PEMBROKE P 07/28/2023 $85,000.00 2.30.360(g)Professional legal services ENERGEIA USA 10/23/2023 $80,000.00 2.30.360(i)Modeling of EV Charging Economics at Mul ENVISIONWARE, INC 12/12/2023 81, 949.00 2.30.360(d)AMH maintenance at library branches- Year 2 EOA, INC.07/18/2023 $49,000.00 2.30.360(i)Trash Reduction Support Services ERIN KELLY CHUMAS 12/05/2023 $30,000.00 2.30.360(i)Teaching Artist Services FLEX ADVANTAGE THE ADVANTAGE GROUP 07/12/2023 $40,740.00 3/3 CPO FY23 Rendered Invoices FOSTER & FOSTER INC 08/17/2023 $51,500.01 16/1 Actuarial Study GE DIGITAL LLC 11/21/2023 $31,307.39 2.300.900 SCADA Software Maintenance Support GRASSROOTS ECOLOGY 12/13/2023 $83,560.00 3/1 Arastradero Stewardship 223/24 GROWTHWISE SEARCH PARTNERS 10/16/2023 $35,001.00 2.30.360(i) Recruitment Assistance HDL COMPANIES 12/27/2023 $30,000.00 2.30.360(i)Business Tax and Business Registry Services HI-TECH EMERGENCY 09/26/2023 $25,927.01 2.30.360(b2)Parts accid repair 6125 HOHBACH-LEWIN INC 10/31/2023 $46,200.00 2.30.360(i)Engineering and Surveying Services HOWDEN USA COMPANY 08/24/2023 $47,438.50 2.30.360(d)Preventative Maint. Service-Year 2 INFO TECH RESEARCH GROUP INC 07/26/2023 $83,145.94 2.30.260 (j)Year 1 of 3: InfoTech IT Research & Advisory J POWERS RECRUITING INC 08/09/2023 $50,000.00 2.30.360(i)Recruitment Services *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 2 of 4 Item 14 Attachment B - Professional and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year        Item 14: Staff Report Pg. 5  Packet Pg. 242 of 248  ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids *PAMC 2.30.360 Description JUNIOR CHEF STARS 07/05/2023 $48,000.00 2.30.360(i)Cooking Class/Camps Instructor Services KELLY HARRISON 07/03/2023 $25,550.00 2.30.360(i)Art Instructor Services; Youth KIMLEY HORN & ASSOCIATES INC 10/18/2023 $49,870.00 2.30.360i Perform Queit Zone Analysis at Palo Alto Ave/Alma Street KRAMER WORKPLACE INVESTIGATIONS 09/22/2023 $60,000.00 2.30.360(g)Professional legal services LIEBERT CASSIDY WHITMORE 08/17/2023 $30,000.00 2.30.360(g)Professional legal services LUCKY RAE GOMEZ 10/12/2023 $41,000.00 2.30.360(c)Referee Services MWA INSIGHTS 12/14/2023 $29,465.00 2.30.360(i)FY24 Dinosaur Garden Evaluators OSMOSE UTILITIES SERVICES INC 09/07/2023 $85,000.00 1808/4 Electric Inspection Services-Year 1 PALO ALTO HISTORICAL ASSOCIATION 07/11/2023 $39,002.00 2.30.360(i)City Historical Archive Services PECKHAM AND MCKENNEY 11/28/2023 $35,001.00 2.30.360(t)Recruitment Services PENHALL COMPANY 09/14/2023 $189,800.00 2.30.360(c)On-Call Saw Cutting and Cored drilling Services PG&E 08/09/2023 $31,801.86 2.30.360(d)PG&E Academy 3rd Party Training Services PG&E 9/11/2023 $75,000.00 2.30.360(d)PG&E (Training Services) Year 1 of 3 PRIMAL PAINT INC 10/26/2023 $126,676.00 2850/7 Cubb Gyms A & B Lead Paint Remediation PRIORITY FAMILY ENTERPRISES LLC 09/14/2023 $84,369.00 2.30.360(i)JMZ landscaping PUBLIC SECTOR EXCELLENCE 11/07/2023 $30,600.00 3/2 Leadership Academy RDA CONSULTING SPC 09/19/2023 $68,210.00 4/4 Consultant Services for City’s Alternative Mental Health Response Program RINCON CONSULTANTS, INC.07/24/2023 $35,355.00 2.30.360(h)CEQA Analysis Services- 420 Acacia Ave. RINCON CONSULTANTS, INC.08/25/2023 $54,481.00 2.30.360(h)Environmental Impact Report -800 San Antonio Road RINCON CONSULTANTS, INC.09/18/2023 $44,516.00 2.30.360(h)CEQA Analysis Services- 739 Sutter Ave SCHAAF & WHEELER 09/12/2023 $50,000.00 2.30.360(i) On-call Storm Drain Services SCOTT'S PPE RECON INC.10/24/2023 $32,400.00 2.30.360(i)RFP-NFPA PPE Inspection Services-Year 1 *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 3 of 4 Item 14 Attachment B - Professional and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year        Item 14: Staff Report Pg. 6  Packet Pg. 243 of 248  ATTACHMENT B Services Contracts Awarded Professional Services and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year Contract Awarded To Award Date Award Amount Bidding Exemption or Number of Bids *PAMC 2.30.360 Description SEDGWICK CLAIMS MANAGEMENT SERVICE 07/20/2023 $66,000.00 2.30.360(b2)TPA for Workers' Comp SLOAN SAKAI YEUNG & WONG LLP 08/23/2023 $45,000.00 2.30.360(g)Professional legal services SOLUTIONS SIMPLIFIED 07/26/2023 $112,105.00 2.30.360(j)Year 1 of 3: ZIA Business Edition SOUTH BAY REGIONAL PUBLIC SAFETY 07/26/2023 $25,146.77 2.30.360(i)JFA & Paramedic Internship TMT ENTERPRISES INC 7/13/2023 $80,000.00 70/4 Offhauling Services for PW OPS- Year 4 of 5 TRIPLE HS, INC.08/22/2023 $49,845.08 2.30.360(i)Permit Coordination & Prep Services TRISTAR ICS INC 07/24/2023 $48,000.00 3/3 CPO FY23 Rendered Invoices UNIVERSITY OF CALIFORNIA DAVIS 11/02/2023 $49,000.00 2.30.360(i)SMHM Monitoring and Reporting VAN DERMYDEN MAKUS LAW CORPORATION 07/13/2023 $45,000.00 2.30.360(g)Professional legal services VAN DERMYDEN MAKUS LAW CORPORATION 10/31/2023 $50,000.00 2.30.360(g)Professional Legal Services VOCANTAS SOFTWARE 07/18/2023 $58,884.38 2.30.360(d)Vocantas Software Maintenance- Year 7 of 7 WATRY DESIGN, INC 12/18/2023 $49,775.00 2.30.360(i)Design Services Contingency XEROX CORPORATION 12/14/2023 $36,634.74 2.30.360(b2)Lease Fees/Printing Fees August 23 Z-CON SPECIALTY SERVICES INC 10/04/2023 $77,967.00 2758/3 Cubberley Gyms A&B Hazardous Mat & Mold Abate *PAMC 2.30.360 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-61990 Page 4 of 4 Item 14 Attachment B - Professional and General Services $25,000 through $85,000 per year and Public Works Contracts $85,000 through $250,000 per year        Item 14: Staff Report Pg. 7  Packet Pg. 244 of 248  ATTACHMENT C Excerpts from the Palo Alto Municipal Code Chapter 2.30 – Contracts and Purchasing Procedures Item 14 Attachment C - Excerpts from the Palo Alto Municipal Code        Item 14: Staff Report Pg. 8  Packet Pg. 245 of 248  2.30.200 Procurement officer contract award authority. The Procurement Officer may award and sign the following contracts: (a)Public Works Contracts. Public works contracts, where the term does not exceed three years, and the contract priceand any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $85,000.00 in the first contract year, and do not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (b)Contracts for Goods. Contracts to purchase goods, where the term does not exceed three years, and the contract price and any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $85,000.00 in the first year, and do not exceed the sum of $85,000.00and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (c)General Services Contracts. General services contracts, where the term does not exceed three years, and the contract priceand any price contingency established for change orders or additional services, but excluding sales tax or use tax, do not exceed $85,000.00 in the first contract year, and do not exceed $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (d)Professional Services Contracts. Professional services contracts, where the term does not exceed three years, and the contract price, and any price contingency established for additional services, but excluding sales tax or use tax, do not exceed the sum of $85,000.00 in the first contract year, and do not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (e)Software and Hardware Purchase, Licensing, Maintenance and Support Contracts. Notwithstanding Subsection 2.30.200(c), the Procurement Officer may award and sign contracts other than general services agreements, including, without limitation, vendor-based standard form hardware and software purchase and licensing contracts, for the purchase of hardware and software, the licensing of software, and the maintenance and support of hardware and software, where the term of licensing or maintenance and support services does not exceed five years and the contract price, excluding sales tax or use tax, does not exceed $85,000.00 per year in the first contract year and does not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. The contracts referred to herein may include contracts for data storage services, which shall be subject to the city's information security policies, terms, conditions and other requirements established by the chief information officer with the concurrence and approval of the City Attorney. (Ord. 5494 § 9, 2020: Ord. 5387 § 1 (part), 2016: Ord. 4827 § 1 (part), 2004) Item 14 Attachment C - Excerpts from the Palo Alto Municipal Code        Item 14: Staff Report Pg. 9  Packet Pg. 246 of 248  2.30.210 City Manager contract award authority. The City Manager may award and sign the following contracts: (a)Public Works Contracts. Public works contracts, where the term does not exceed three years, and the contract price and any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $250,000.00 in the first contract year, and do not exceed the sum of $250,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (b)Contracts for Goods. Contracts to purchase goods, where the term does not exceed three years and the contract price and any contingency established for change orders, but excluding sales tax or use tax, do not exceed $250,000.00 in the first contact year, and do not exceed the sum of $250,000.00 and any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (c)General Services Contracts. Contracts for services associated with the leasing or licensing of personal property other than hardware or software, where the term does not exceed seven years, and the contract price and any price contingency established for change orders, but excluding sales tax or use tax, do not exceed $85,000.00 in the first contract year, and do not exceed the sum of $85,000.00 plus any unexpended monies carried forward from a prior contract year, in any subsequent contract year. (d)Contracts for Studies and Services Related to Private Development. Professional services contracts for: (1) the preparation of environmental assessments or other studies deemed necessary by the director of planning and development services for the processing of applications for private development projects, or (2) inspection and plan review services deemed necessary by the director of planning and development services to evaluate conformity of private development projects with applicable building codes, regardless of the cost or term thereof, provided the applicant for the private development project agrees, in writing, to bear responsibility for the entire contract cost, and the contract does not require the expenditure of city funds in any amount. (e)Rewards. The City Manager may offer and pay rewards where the amount of the reward does not exceed $25,000.00, in accordance with the procedures of Section 2.30.800. (f)Emergency Contracts. The City Manager is authorized to expend city funds for emergency contracts, as defined in Section 2.30.160, without limitation on the contract cost or amount and without following the contract solicitation and award procedures otherwise required by this chapter, provided that any procurement of goods and services obtained during an emergency declared by the Federal Emergency Management Agency shall comply with applicable FEMA Public Assistance Program's procurement orders, rules, regulations, guidelines and control procedures for cost reimbursement purposes. Expenditures made during an emergency must be reported to the Council at the next regular meeting if approval for such expenditures would otherwise have been made by the Council. The City Manager may issue a verbal report to the Council before a written report is delivered. (g)Contracts to Rent, Lease, License, Acquire, Transfer or Purchase Interests in Real Property from Other Parties. Contracts for the rental, leasing, licensing, or purchase by installment interests in real property from other parties for a term of seven years or less, where the contract price does not exceed $85,000.00 per year, or to encumber or transfer any interest in real property from other parties for any term of years. The City Manager may enter into and sign a contract to acquire or purchase an interest in real property, where the contract price does not exceed $85,000.00. (h)Contracts to Rent, Lease, or License City Real Property to Other Parties. The authority granted under this Section is distinct from the authority of the director of community services to grant individuals and groups permits for the exclusive temporary use of buildings and facilities located in, and the areas of, city parks and open spaces, as described in Chapter 22.04 of this municipal code or in the park and open space regulations. The City Manager may award and sign contracts to rent, Item 14 Attachment C - Excerpts from the Palo Alto Municipal Code        Item 14: Staff Report Pg. 10  Packet Pg. 247 of 248  lease or license city real property to other parties regardless of the price for a term not exceeding three years. Notwithstanding the preceding sentence, the City Manager may enter into and sign contracts for the rental, lease or licensing of real property at the Cubberley Community Center for terms of up to five years. (i)Contracts to Provide Municipal Services to other Public Entities or Utilities. A contract to provide municipal services and functions to any other public agency, public utility or other public entity in any amount for a term not exceeding three years, provided the contract is in compliance with all Council- adopted policies covering such contracts. The authority granted herein does not include the authority of the City Manager to add permanent employee positions. (j)Contracts Providing for Indemnity or Risk of Loss. The City Manager, with the concurrence and approval of the City Attorney and the insurance risk manager, may enter into and sign contracts, otherwise within the limits of his or her authority under Section 2.08.140 of this municipal code, that provide for the city or its officers or employees to defend, indemnify, or assume the risk of damage, loss, or liability for, or subrogate to any other contracting party respecting claims, demands, actions, losses or liabilities arising from the city's performance or non-performance under the contract. (k)Wholesale Utility Commodities and Services Contracts. Wholesale utility commodities and services contracts, where the term does not exceed five years and the contract price does not exceed $250,000.00 in any contract year. (l)Software and Hardware Purchase, Licensing, Maintenance and Support Contracts. Notwithstanding Subsection 2.30.210(c), the City Manager may award and sign contracts other than general services agreements, including, without limitation, vendor-based standard form hardware and software purchase and licensing contracts, for the purchase of hardware and software, the licensing of software, and the maintenance and support of hardware and software, where the term of licensing or maintenance and support services does not exceed seven years and the contract price, excluding sales tax or use tax, does not exceed $85,000.00 per year in the first contract or fiscal year and does not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior fiscal year, in any subsequent contract or fiscal year. The contracts referred to herein may include contracts for data storage services, which shall be subject to the city's information security policies, terms, conditions and other requirements established by the chief information officer with the concurrence and approval of the City Attorney. (m)Other Contracts. All other types of contracts for which the contract term does not exceed three years and the total expenditure by the city does not exceed $85,000.00 in the first contract or fiscal year, and does not exceed the sum of $85,000.00 and any unexpended monies carried forward from a prior fiscal year, in any subsequent contract or fiscal year. (Ord. 5494 §§ 3, 10, 2020: Ord. 5387 § 1 (part), 2016: Ord. 4827 § 1 (part), 2004) Item 14 Attachment C - Excerpts from the Palo Alto Municipal Code        Item 14: Staff Report Pg. 11  Packet Pg. 248 of 248