HomeMy WebLinkAbout2025-08-18 City Council Agenda PacketCITY COUNCIL
Regular Meeting
Monday, August 18, 2025
Council Chambers & Hybrid
5:30 PM
Amended Agenda
Amended agenda items will appear below in RED (Time Estimates
Updated)
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by
teleconference or in person. Information on how the public may observe and participate in the
meeting is located at the end of the agenda. 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
General Public Comment for items not on the agenda will be accepted in person for up to three
minutes or an amount of time determined by the Chair. General public comment will be heard
for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to
three minutes or an amount of time determined by the Chair. Requests to speak will be taken
until 5 minutes after the staff’s presentation or as determined by the Chair. 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.
1 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 - 6:10 PM)
1.Remarks from Congressman Sam Liccardo, United States Representative of California’s
16th Congressional District
2.Proclamation Honoring Young Tran for his Service to the City of Palo Alto
3.Celebrating the Palo Alto Tsuchiura Marathon Runner and Receiving the Neighbors
Abroad Annual Report Title Updated, No Late Packet Report Issued
CLOSED SESSION (6:10 - 7:40 PM)
4.CONFERENCE WITH CITY ATTORNEY--ANTICIPATED LITIGATION
Authority: Gov Code 54956.9(d)(4), initiation of litigation. Number of matters: one.
AA1.CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION
Subject: Potential litigation regarding 156 North California Avenue, as set forth in
letter(s)
Authority: Government Code Section 54956.9(d)(2); One case, as Defendant.
New Item Added
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (7:40 - 8:10 PM)
Members of the public may speak in-person ONLY to any item NOT on the agenda. 1-3 minutes depending on number of
speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:10 - 8:20 PM)
Members of the public may not speak to the item(s).
2 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
STUDY SESSION (8:20 - 9:05 PM)
5.Productivity of Council Meetings for Second Half of 2025
CONSENT CALENDAR (9:05 - 9:10 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
6.Staff and the Climate Action and Sustainability Committee Recommendation to Accept
the E-Mobility Strategic Roadmap; CEQA Status - Under CEQA Guidelines Section 15183,
Projects Consistent with an Existing General or Comprehensive Plan do not Require
Additional CEQA Review
7.Approval of Retail Committee Recommendations for Streetscape Improvements and
Outdoor Activation Standards for Pedestrian Only Ramona Street; CEQA Status -
categorically exempt.
8.Approval to Dedicate a Seat at Lucie Stern Community Theatre to Eugenie Watson; CEQA
status – not a project.
9.Approval of Contract No. C26195197 with Santa Clara County Fire Safe Council for on-call
services related to fuel reduction maintenance for wildfire hazard mitigation and public
education, for a five-year term and not-to-exceed amount of $2,500,000. CEQA status:
Exempt (CEQA Guidelines Section 15304)
10.Approval of General Service Contract No. C26194766 with Securitas Technology
Corporation, Utilizing Sourcewell Cooperative Agreement No. 121024-SCS, to Procure
Fire Alarm Systems Monitoring, Inspection, Testing, Repair, and Related Services for a
Period of Four Years in the Not-To-Exceed Amount of $404,646; CEQA Status – Not a
Project
11.Approval of Purchase Order C26195602 with Carahsoft Technology Corporation to
Procure DocuSign eSignature Software for a One-Year Term Not-To-Exceed Amount of
$145,180; CEQA status - Not a project
12.Approval of Professional Service Contract C26194516 with Interweave Production
Group with Not-To-Exceed Amount of $280,170, for a Term of Three Years, CEQA Status
– Not a Project.
3 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
13.Approval of Six (6) On-Call Consulting Contracts to Provide Specialized Technical
Expertise for the Planning and Development Services Department over a Five-Year Term,
as needed: 1) David J. Powers & Associates, Inc., 2) Economic and Planning Systems,
Inc., 3) Keyser Marston Associates, Inc., 4) Page and Turnbull Inc., 5) Rincon Consultants,
Inc., 6) Strategic Economics, in the Amount not to exceed $2,000,000 ; CEQA Status: Not
a Project.
14.Approval to Extend the Lease Between 285 Hamilton LLC, and the City of Palo Alto for
the Premises Located at 285 Hamilton Avenue (Development Center) for 36 months, at
a Starting Base Rent of $49,420.45 per Month and Increasing 3 Percent Annually; CEQA
Status – Exempt Under CEQA Guidelines Section 15061(b)(3)
15.PUBLIC HEARING: Adoption of Resolution Correcting Clerical Errors in Three Electric
Rate Schedules: E-16 (Unmetered Electric Service), E-EEC-1 (Export Electricity
Compensation), and E-NSE-1 (Net Surplus Electricity Compensation); CEQA Status: Not a
project under CEQA Guidelines Sections 15378(b)(4) and (5) and Exempt Under Section
15273(a).
CITY MANAGER COMMENTS (9:10 - 9:25 PM)
BREAK (15 MINUTES)
ACTION ITEMS (9:40 - 10:45 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished
Business and Council Matters.
16.Approval of a Director’s Interpretation Pursuant to PAMC Section 18.01.025 Concluding
That Noncomplying Residential Gross Floor Area may not be Relocated Within a
Structure; Denial of the Associated Appeal; Direction to Prepare a Future Code
Amendment for Administrative De Minimis Exceptions to the Zoning Code; CEQA:
Exempt Pursuant to CEQA Guidelines Section 15061(b)(3)
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action or
discussion during this meeting’s agenda.
4 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
A.2025 City Council Priorities and Objectives Q2 Update
B.Palo Alto Fire Department Annual Performance Report for Calendar Year 2024; CEQA
status: not a Project
C.Inaugural Youth Climate Advisory Board Annual Report; CEQA Status – Not a Project
D.Investment Activity Report for the Fourth Quarter, Fiscal Year 2025. CEQA Status – Not a
Project.
E.City of Palo Alto Monthly Investment Activity Report July 2025 (Unaudited)
F.Sales Tax Digest Q1 (Jan-Mar) 2025
OTHER INFORMATION
Standing Committee Meetings this week
Finance Committee August 19, 2025
Retail Committee August 20, 2025
Climate Action & Sustainability Committee August 22, 2025
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
3.Celebrating the Palo Alto Tsuchiura Marathon Runner and Receiving the Neighbors
Abroad Annual Report Title Updated, No Late Packet Report Issued
AA1.CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION
Subject: Potential litigation regarding 156 North California Avenue, as set forth in
letter(s)
Authority: Government Code Section 54956.9(d)(2); One case, as Defendant.
New Item Added
5 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
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 for agendized items 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.
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4.Spoken public comments for agendized items 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.
6 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $500 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures and have a value over $50,000. A “party” is a person who files an application for, or
is the subject of, a proceeding involving a license, permit, or other entitlement for use. A
“participant” is a person who actively supports or opposes a particular decision in a proceeding
involving a license, permit, or other entitlement for use, and has a financial interest in the
decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform
Act, which encompasses interests in business entities, real property, sources of income, sources
of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a
“party” or “participant” to a proceeding, and you have made a campaign contribution to a
Council Member exceeding $500 made within the last 12 months, you must disclose the
campaign contribution before making your comments.
7 August 18, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
City Council
Staff Report
From: City Manager
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2506-4815
TITLE
Proclamation Honoring Young Tran for his Service to the City of Palo Alto
ATTACHMENTS
Attachment A: Proclamation Honoring Young Tran for his Service to the City of Palo Alto
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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EXPRESSING APPRECIATION TO YOUNG TRAN UPON HIS RETIREMENT
WHEREAS, Young Tran began his career with the City of Palo Alto as an hourly employee in February 1992 and has provided exemplary service throughout his 30-plus year career in Public Works; and WHEREAS, Young Tran has enthusiastically served the citizens of Palo Alto working entirely in the Public Works Department - Engineering Services Division for more than three decades with his final position as Senior Engineer managing the Streets and Sidewalks workgroup; and WHEREAS, Young played a critical role in the clean-up and repair projects after the 1998 San Francisquito Creek flooding, including implementing improvements to Palo Alto Avenue, Page Mill Road and many culvert and bridge repairs in Arastradero Preserve; and WHEREAS, Young designed the traffic signal and intersection improvements at San Antonio/Nita and Arastradero Road/Gunn High School driveway projects; was the Project Engineer for the design and construction of many capital projects including the Page Mill/Foothill intersection expansion and improvements, Arastradero Gateway Facility, Embarcadero Bike Path, upgrades to the Art Center Audio Visual System and the renovation and expansion of the Rinconada Library; and WHEREAS, Young was instrumental in working on four of the 2014 Council Infrastructure Plan Projects, including as the Project Engineer for the design of Fire Station #3 and the Project Manager for the construction of Downtown Parking Guidance Systems, Charleston/Arastradero Corridor and the Public Safety Building; and WHEREAS, Young started and ended his career with the City of Palo Alto working on and ultimately managing the street and sidewalk capital maintenance projects. He has repaved and replaced hundreds of miles of streets, concrete gutters, sidewalks and curb ramps; and WHEREAS, Young Tran has mentored and trained many new engineers during his career on City standards, construction methods, project management and delivery, and the importance of integrity and honesty in public service. He isn’t afraid to get his hands dirty and show the new engineers how the work should be done in the field; and WHEREAS, Young Tran is recognized by his peers and City staff for being professional, knowledgeable, dependable and a team player. NOW, THEREFORE, I, Ed Lauing, Mayor of the City of Palo Alto, on behalf of the entire City Council, do hereby extend sincere appreciation to Young Tran for his dedication and excellent service rendered to the City. PRESENTED: August 18, 2025 APPROVED: ______________________ Mayor Ed Lauing ______________________ ______________________ Vice Mayor Vicki Veenker Councilmember Pat Burt ______________________ ______________________ Councilmember George Lu Councilmember Julie Lythcott-Haims ______________________ ______________________ Councilmember Keith Reckdahl Councilmember Greer Stone ATTEST: ______________________ City Clerk APPROVED AS TO FORM: ______________________ ______________________ City Manager City Attorney
Proclamation
Item 2
Attachment A - Proclamation
Honoring Young Tran for his
Service to the City of Palo Alto
Item 2: Staff Report Pg. 2 Packet Pg. 9 of 461
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Manager
Meeting Date: August 18, 2025
Report #:2508-5052
TITLE
Celebrating the Palo Alto Tschiura Marathon Runner and Receiving the Neighbors Abroad
Annual Report
This will be a late packet report published on Thursday, August 14, 2025
APPROVED BY:
Ed Shikada, City Manager
Item 3
Item 3 Staff Report
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Meeting Date: August 18, 2025
Report #:2507-4925
TITLE
Productivity of Council Meetings for Second Half of 2025
There is no staff report or presentation. This will be a City Council discussion of the topic.
ATTACHMENTS
None.
APPROVED BY:
Ed Shikada, City Manager
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2507-4943
TITLE
Staff and the Climate Action and Sustainability Committee Recommendation to Accept the E-
Mobility Strategic Roadmap; CEQA Status - Under CEQA Guidelines Section 15183, Projects
Consistent with an Existing General or Comprehensive Plan do not Require Additional CEQA
Review
RECOMMENDATION
The Climate Action and Sustainability Committee (CASC) and staff recommend that the City
Council accept the E-Mobility Strategic Roadmap.
EXECUTIVE SUMMARY
The E-Mobility Strategic Roadmap (Attachment A) is meant to coordinate and prioritize the
City’s efforts in expanding electric mobility options – from electric trucks to electric cars to
e-bikes and e-scooters – to meet climate and transportation goals. The Roadmap identifies key
strategies and actions that will help the City and its partners support electric mobility
(e-mobility) adoption of all sizes, develop charging and other infrastructure to support the
e-mobility transition, and ensure electric transportation programs and policies align with
related City efforts. The Roadmap’s major strategies focus on: (1) raising public awareness and
education around electric transportation; (2) expanding access to e-mobility options and
charging infrastructure for underserved groups (such as renters, low-income households, and
non-profits); (3) developing public and shared charging infrastructure and mobility hubs; (4)
coordinating e-mobility efforts with broader transportation efforts; and (5) encouraging
electric-grid-friendly charging and infrastructure practices.
The Roadmap utilizes insights from an EV Charger Needs Assessment, summarized in
Attachment B, to address the particular opportunities and challenges of e-mobility.
Furthermore, the Roadmap is intended to complement and support the implementation of
other City plans and studies such as the Bicycle and Pedestrian Transportation Plan and
Reliability and Resiliency Strategic Plan.
The Roadmap is not intended to be a Work Plan. Instead, it guides other work efforts. Staff has
included a summary in Attachment A of how the Roadmap could guide current work efforts, as
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well as some potential work items for the 2026-2027 S/CAP Work Plan Climate Section, along
with an explanation of how they would be guided by the Roadmap’s strategies and actions.
Edits to Strategy 4 to be clear it applies to residents, not just non-residential community
members.
Modifications to Strategy 5, Action 1 language for clarity and to make sure it reflects the
Committee intent to promote public and workplace charging at advantageous rates
compared to adjacent electric utility rates.
Ensure Strategy 2, Action 3 acknowledges the potential need for charging infrastructure
in Palo Alto to support electric transit and aviation in addition to the other uses
mentioned in that action.
BACKGROUND
ANALYSIS
Raise Awareness: Increase public understanding and adoption of electric transportation
through comprehensive education, safety and outreach campaigns, community events,
and partnerships.
Expand Access for Underserved Groups: Address barriers faced by renters, low-income
households, multi-family residents, businesses, commuters, and visitors by expanding
electric transportation charging infrastructure, providing technical assistance, and
creating shared mobility programs like carshare and e-bike lending.
Public & Shared Infrastructure: Develop strategically located public EV chargers and
mobility hubs near multifamily developments and employment centers, fostering public-
private partnerships to ensure accessibility and utilization.
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4.Integrate Micromobility: Enhance integration of e-bikes and e-scooters with transit and
existing bicycle/pedestrian infrastructure, improving first- and last-mile connectivity and
encouraging multi-modal transportation.
5.Grid-Friendly Charging: Implement smart charging practices, including load
management and grid-responsive solutions, aligning with broader goals outlined in the
Reliability and Resiliency Strategic Plan to support grid stability and resilience.
These Roadmap strategies are meant to guide the role of e-mobility in Palo Alto's existing
sustainability and mobility programs and its future programs, as described in Attachment B. The
City currently hosts EV and e-bike events, runs EV discount campaigns, and operates an EV
Technical Assistance Program to help multifamily properties install electric vehicle chargers.
Additionally, programs like Safe Routes to School and events such as “Bike to Wherever Day”
promote active transportation. The Roadmap would guide these activities by, for example,
including promotion of e-bikes and e-scooters to enhance active transportation and transit use,
while making sure infrastructure to support these technologies and conventional bicycling is
included when installing e-car charging infrastructure.
The Roadmap would also be used to shape upcoming initiatives. As noted, the Roadmap is not a
work plan, but work items achieving its goals would be included in the 2026-2027 S/CAP Work
Plan.
Staff is currently finalizing an EV Charger Needs Assessment report that will summarize the
results of analysis and research completed to guide the City’s EV charger construction
investments. It will be brought forward to the CASC and Council by December 2025. Key
preliminary insights from that plan are included in Attachment B; all of these insights are
reflected in strategies and actions in the Roadmap. Two scenarios were examined in the needs
assessment: a moderate “Light EV Charging” scenario focusing mainly on home and workplace
chargers, and a “Robust EV Charging” scenario envisioning significantly expanded public
charging infrastructure to attract a greater share of commuter and visitor EV charging. The
assessment recommends prioritizing home charging for multifamily residents as the most cost-
effective approach, supplemented strategically by public fast chargers to serve drivers without
private options. It assesses that the charging price needed to support public charging in Palo
Alto is similar to the cost of home charging in nearby cities, emphasizing that public and
workplace charging projects should be approached carefully to avoid underutilization.
FISCAL/RESOURCE IMPACT
There is no additional fiscal or resource impact associated with the E-Mobility Strategic
Roadmap, since this document is meant to guide other work efforts. The fiscal and resource
impact of potential 2026-2027 S/CAP Work Plan items will be evaluated through the 2026-2027
S/CAP Work Plan development process.
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STAKEHOLDER ENGAGEMENT
E-Mobility has been a topic of a number of public meetings about the S/CAP, and input from
these meetings has informed this Roadmap. These include:
•Various public and private meetings of the S/CAP Ad Hoc Committee and its Working
Group from 2021 – 2023
•June 5, 2023 Council meeting adopting the Sustainability and Climate Action Plan and
the 2023-2025 S/CAP Work Plan, including guidelines for development of an EV Strategic
Plan (now E-Mobility Strategic Plan)1
•Oct 30, 2024 Planning & Transportation Commission meeting on shared micromobility2
•Meetings of the Climate Protection Committee and its Working Group in June 2024,
September 2024, and November 2024 focused on the E-Mobility Strategic Plan and EV
Charger Needs Assessment
•June 11, 2025 Climate Action Working Group review of the E-Mobility Strategic
Roadmap. Comments received during this meeting included: ensuring promoting e-
mobility as a last mile solution through programs in addition to infrastructure
development was clearly reflected in the plan, ensuring all transit stations serving Palo
Alto were considered for e-mobility solutions, including potential needs of electric
transit, and being explicit that efforts to reduce the impact of e-car charging on electric
infrastructure included electric utility infrastructure as well. All of these comments were
addressed and are reflected in redline in the attached E-Mobility Strategic Roadmap.
ENVIRONMENTAL REVIEW
Potential environmental impacts of an EV Strategic Plan (now E-Mobility Strategic Roadmap)
were analyzed as part of the Sustainability and Climate Action Plan (S/CAP) Addendum to the
Comprehensive Plan Environmental Impact Report. On June 5, 2023 (Staff Report #2303-1158),
Council certified the Addendum, which found that S/CAP programs would not result in any
significant or substantially more severe effects beyond what was previously analyzed in the
Comprehensive Plan EIR. Under CEQA Guidelines section 15183, projects consistent with an
existing general or comprehensive plan do not require additional CEQA review.
ATTACHMENTS
Attachment A: E-Mobility Strategic Roadmap
Attachment B: Insights from EV Charger Needs Assessment
APPROVED BY: Brad Eggleston, Director Public Works/City Engineer
1 City Council, June 5, 2023; Agenda Item #14; SR #2303-1158,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82342
2 Planning and Transportation Commission, October 30, 2024: Agenda Item 3; SR #2410-3586,
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13744
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E-Mobility Strategic Roadmap - Page 1 of 6
E-Mobility Strategic Roadmap
Table of Contents
1 Introduction............................................................................................................................................................1
2 E-Mobility Overview ...............................................................................................................................................2
3 Policy Context.........................................................................................................................................................3
4 Role of the E-Mobility Strategic Roadmap...............................................................................................................4
5 Insights from Supporting Analyses and Research.........................................................Error! Bookmark not defined.
6 Strategies and Actions.............................................................................................................................................4
1 Introduction
This E-Mobility Strategic Roadmap provides a framework for Palo Alto to advance its electric transportation
goals. It lays out the vision, guiding principles, strategies, and actions necessary to transition to a sustainable,
equitable, and electrified transportation network that aligns with local and state climate objectives.
1.1 Vision Statement
A community where safe, multi-modal, carbon-free transportation is widely available, user-friendly, and highly
utilized by commuters, visitors, and residents regardless of income level
The vision promotes a comprehensive, accessible, and inclusive approach to transportation, emphasizing multi-
modal electric mobility solutions that are environmentally sustainable and beneficial for all community
members, regardless of income.
1.2 Guiding Principles
These guiding principles shape the roadmap's strategic approach, emphasizing the importance of equity,
accessibility, strategic infrastructure deployment, efficient use of resources, and integration with broader
electrification and resilience planning.
Promote electrified mobility alternatives to single-occupancy vehicles
Provide access to electric transportation regardless of income level
Access to adequate charging should be available to all residents, commuters, and visitors
Item 6
Attachment A - E-Mobility
Strategic Roadmap
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E-Mobility Strategic Roadmap – Page 2 of 6
Information on purchasing, renting/sharing, and charging of electric transportation should be widely
available
Charging infrastructure should be provided at appropriate locations, speeds, and configurations that
meet the needs of all residents, commuters, and visitors
Pursue low-grid-impact charging solutions that integrate with broader electrification planning
Focus on strategic siting of publicly accessible charging to serve nearby electric transportation users
Where appropriate, provide financial incentives to the community to install chargers
Provide cost-efficient business models that leverage the financial strengths of each stakeholder
The guiding principles provide more nuance to the vision statement listed above, describing how the vision for
a future community will be implemented through the strategies and actions in this roadmap.
2 E-Mobility Overview
This section provides an overview of e-mobility broadly, its infrastructure needs, and how it might be used in
Palo Alto.
2.1 What is E-Mobility?
E-mobility involves the use of electric-powered vehicles as an alternative to traditional fossil fuel-based
transportation. It includes a range of transportation modes such as electric cars, buses, bikes, scooters, and trucks,
offering cleaner and often more efficient alternatives.
2.2 E-Mobility in Palo Alto
Palo Alto’s e-mobility ecosystem encompasses a diverse range of electric transportation options. Personal electric
vehicles, such as e-bikes and e-scooters, are increasingly popular for short-distance travel and first- and last-mile
connectivity. Shared micromobility services, including bike-share and scooter-share programs, are not available in
Palo Alto but could provide accessible options for those without personal vehicles. As a suburban community, Palo
Alto’s e-mobility will include electric cars as a major component. In the commercial sector, medium-duty electric
delivery vans can be utilized for local logistics, reducing emissions from freight transport, but charging is likely
delivered primarily outside Palo Alto. Heavy-duty electric vehicles, such as electric buses and garbage trucks, are
being integrated into public transit and municipal services, and do need charging infrastructure.
2.3 Co-Benefits
E-mobility offers co-benefits beyond GHG reduction, including improved local air quality from zero tailpipe
emissions, reduced noise pollution, enhanced public health through increased active transport options, and lower
transportation costs for users due to reduced fuel and maintenance expenses. Expanded adoption of small EVs
like e-bikes and e-scooters could enable access to transit for those who currently have difficulty accessing it and
could widen the population using active transportation modes, reducing congestion and non-exhaust air pollution
from cars (which can be generated by electric cars as well). Traveling with small EVs is also more energy efficient,
reducing impacts to the electric grid and reducing the amount of renewable electricity generation needed.
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E-Mobility Strategic Roadmap – Page 3 of 6
2.4 E-Mobility as a Last Mile Solution
E-bikes and e-scooters facilitate last-mile journeys by providing a quick, flexible connection between transit stops
and final destinations, enhancing the overall attractiveness of public transportation, reducing reliance on personal
vehicles for short trips, and improving network accessibility.
E-mobility includes tradeoffs against conventional mobility and may be more or less expensive. For example, e-
-e-cars are cheaper than conventional cars over time but can result in range anxiety and charging issues for
adopters and the need for specialized charging infrastructure. E-bikes and e-scooters, on the other hand, have
higher costs per mile than conventional bicycles and scooters, but are balanced by increased convenience,
accessibility, and ease of use.
Small EVs can usually charge with a common 120V outlet, though for some e-bike designs without detachable
batteries it may be challenging to find an outlet convenient to secure charging. E-car charging infrastructure varies
from low-speed, low-cost Level 1 chargers suitable for most average daily use, to faster Level 2 chargers providing
enough charging for several days or for long trips, and high-speed direct current (DC) fast chargers to supplement
home charging or for other public and commercial applications. Heavy vehicle fleets may require many high-
capacity chargers, straining local electric grids. Charging considerations include up-front capital investment,
ensuring sufficient electrical capacity, optimizing charger placement, and addressing safety concerns such as
battery thermal events.
3 Policy Context
This E-Mobility Strategic Roadmap fulfills the 2023-2025 S/CAP Work Plan Work Item 2.5A to develop an EV
Strategic Plan. It is meant to align with the policy guidelines in Appendix C of that document and complements
the Reliability and Resiliency Strategic Plan, which focuses more heavily on the electric distribution system
impacts and benefits of e-mobility and other technologies. This E-Mobility Strategic Roadmap is intended to
provide a coordinated approach to achieving several relevant Sustainability and climate Action Plan (S/CAP)
Goals and Key Actions, including:
The Electric Vehicle section Goals to reduce transportation-related GHG emissions and to build out an
EV charging network
The Mobility section Goals to reduce vehicle miles traveled (VMT) and increase active transportation
and transit use
Mobility Key Action M2 focused on increasing access to transit using, among other solutions,
micromobility as a last-mile solution
EV Key Actions EV1 and EV3 focused on EV promotion, including promoting alternative transportation
and electric micromobility alongside EVs
EV Key Action EV4 on facilitating adoption of EVs of all types
EV Key Action EV5 focused on creating infrastructure for electric micromobility and active transportation
when building EV infrastructure
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E-Mobility Strategic Roadmap – Page 4 of 6
3 Role of the E-Mobility Strategic Roadmap
The E-Mobility Strategic Roadmap is intended as a high-level strategic document to guide work on e-mobility. It
is not meant to be a work plan, and specific work items will be identified in other plans or the 2026-2027 S/CAP
Work Plan. In addition, this roadmap is meant to complement other plans, not replace or overlap with them.
Complementary plans include:
Bicycle and Pedestrian Transportation Plan (in development)
Safe Streets for All (in development)
Reliability and Resiliency Strategic Plan (adopted, being implemented)
Shared Micromobility Study (in development)
EV Charger Needs Assessment (in development)
The table below shows various topics and how they are addressed in each plan, strategy, or roadmap:
Topic Plan(s)
Building the bike network Bicycle and Pedestrian Transportation Plan
Bike, pedestrian, and e-bike safety Safe Streets for All, Bicycle and Pedestrian
Transportation Plan
Shared e-bikes and e-scooters Shared Micromobility Feasibility Study
Mitigating the grid impact of e-cars and e-trucks Reliability and Resiliency Strategic Plan
Availability of safe charging infrastructure for
various types of e-mobility and users
E-Mobility Strategic Roadmap
Strategies for e-mobility promotion E-Mobility Strategic Roadmap
Economics of e-mobility as a solution for GHG
reduction and achievement of co-benefits
E-Mobility Strategic Roadmap
Equitable access to e-mobility E-Mobility Strategic Roadmap
Number of EV chargers needed to support various
sectors, business models for charging
EV Charger Needs Assessment
Private e-bike economics EV Charger Needs Assessment
In several of the strategies and actions below the E-Mobility Strategic Roadmap notes coordination with the
plans and analyses above (for example, making sure managed charging is promoted or required in multi-family
EV charging installations to coordinate with the Reliability and Resiliency Strategic Plan).
The following strategies and actions are designed to guide the City’s e-mobility efforts in the areas of promotion,
equity, supporting infrastructure, and ensuring e-mobility efforts complement other transportation and electric
grid reliability planning efforts. Collectively, these strategies and actions provide a roadmap for coordinated
implementation across various programs, projects, and related efforts involving e-mobility as a central focus or as
one of a broader set of objectives.
4.1 Strategy 1: Raise awareness of the advantages of electric transportation and provide resources
and assistance to help residents, businesses, commuters, and visitors transition
This strategy focuses on comprehensive outreach, education, and partnership-building for e-mobility. Outreach
efforts are intended to be complementary, with smaller e-mobility technologies like e-bikes and e-scooters being
promoted as part of efforts to promote active transportation or as a last mile solution for transit, and emissions
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E-Mobility Strategic Roadmap – Page 5 of 6
reduction more broadly being promoted in the context of active transportation and transit solutions – promoting
getting out of cars, but if you have to drive, drive electric. Equitable promotion of e-mobility and regional
partnerships are key considerations in this strategy to reach income-qualified travelers and commuters.
Action 1: Continue and expand existing outreach, education, and engagement efforts to promote electric
transportation adoption to residents and commuters
Action 2: Combine promotion of public transit and active transportation with promotion of e-mobility solutions,
especially “last mile” solutions
Action 3: Create communications tailored to the needs of low-income residents and renters
Action 4: Seek regional partnerships to promote all types of electric transportation to residents regionally and to
promote electric cars and trucks to businesses like rideshare / delivery with high regional vehicle use
5.2 Strategy 2: Help underserved residents, businesses / nonprofits, and commuters access electric
transportation
Action 1: Active facilitation of EV charging, bicycle infrastructure, and shared electric vehicles (carshare, e-bike
share, e-scooter share, etc.) for multi-family complexes, major employers, and in employment centers
Action 2: Explore preferential parking and charging for visitors in electric vehicles
Action 3: Explore ways to ease the provision of electrical infrastructure to support chargers in multi-family
complexes, major employers, transit and mobility hubs, places serving electric aviation, and in employment
centers
Action 4: Identify cost-efficient business models for service delivery that are highly scalable and minimize the
amount of additional funding and financing required, , including strategies to avoid or minimize associated costs
like transformer, panel, and other electrical upgrades.
5.3 Strategy 3: Pursue public and shared electric transportation infrastructure
Action 1: Map areas of high potential for shared electric transportation infrastructure such as publicly available
charging, bike infrastructure, or shared vehicles
Action 2: Explore e-mobility hubs near multi-family housing and employment centers that include amenities like
DC fast EV charging, electric car share, bike share, or bicycle infrastructure.
Action 3: Explore public-private partnerships (e.g. in churches, neighborhood centers) and on-street charging to
add EV charging allowing for all-day and/or overnight charging near employment centers and multi-family
residences.
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E-Mobility Strategic Roadmap – Page 6 of 6
5.4 Strategy 4: Develop small EV (e.g. e-bike, e-scooter) infrastructure and programs that
complements City active transportation and public transit strategies
This strategy ensures that e-mobility strategies enhance active transportation networks and programs, for
example by integrating micromobility infrastructure—such as e-bike and e-scooter docking and supportive
facilities—with existing bike and pedestrian routes and ensuring mobility hubs do not interfere with bike lanes
or other active transportation pathways, or by using e-bikes and e-scooters to enhance last-mile employee and
resident commute programs and generate more participation.
Action 1: Ensure e-mobility hub locations complement public transit and bicycle/scooter friendly routes where
possible
Action 2: Pursue implementation of low-stress bicycle facilities to encourage e-bike and e-scooter use, especially
for novice riders
Action 3: Coordinate e-mobility strategies with City active transportation and public transit strategies wherever
possible and use e-mobility to enhance community VMT reduction efforts
This strategy is focused on making sure e-mobility infrastructure, primarily e-car charging, minimizes its impact
on the electric grid. It includes smart charging and load management programs to optimize charging behavior,
minimize grid impacts, and align with the city’s reliability and resiliency objectives.
Action 1: Investigate programs and rate designs that facilitate employee daytime charging in Palo Alto and
promote public and workplace charging by commuters and visitors at lower rates than overnight charging in
nearby electric service territories.
Action 2: Promote, facilitate, or require load management for large concentrations of electric vehicle charging
Action 3: Explore opportunities for vehicle to home and grid integration in coordination with Reliability and
Resiliency Strategic Plan implementation efforts.
Action 4: Ensure electrical capacity added to support electric transportation can support other priority
technologies like building electrification, solar, storage, and similar technologies
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Attachment B
Overview of Preliminary EV Charger Needs Assessment Results
This document summarizes key findings from the draft EV Charger Needs Assessment
conducted by Energy and Environmental Economics (E3) for the City of Palo Alto. The
report models the level of EV charging infrastructure needed to meet the City's “80x30”
climate goal—reducing greenhouse gas (GHG) emissions 80% below 1990 levels by
2030—and assesses the costs and business models that could support this
infrastructure buildout.
Overview and Key Findings
Palo Alto will need to electrify a large share of its vehicle fleet to meet emissions
reduction targets. The City’s electrification goals, combined with State mandates,
suggest that at least 42,000 to 50,000 light-duty electric vehicles (EVs) could be on the
road by 2040, along with commuter and visitor EVs and medium-duty and heavy-duty
fleet EVs.
To support this transition, the City will need between 35,000 and 60,000 EV chargers
across all use cases (home, workplace, public, and fleet). Two charging scenarios were
modeled to illustrate the opposite ends of that range: a “Light EV Charging” scenario
with limited public charging and lower adoption rates, and a “Robust EV Charging”
scenario with higher EV adoption and substantial public infrastructure investment.
Under the robust scenario, Palo Alto would act as a regional “charging hub” for
commuters and visitors. Up-front charger costs rise substantially in the robust scenario
but are offset by increased utilization and charging revenues if care is taken to ensure
charging capacity aligns with demand. The Robust EV Charging scenario assumes high
demand.
Business Models and Cost Recovery
The analysis examines multiple business models for charger deployment, including
City-owned, third-party owned, and Charging-as-a-Service (CaaS). Public chargers—
particularly DC fast chargers—are substantially more expensive than home chargers,
but can serve more vehicles and are necessary to support drivers without home access.
A key finding is that prioritizing home charging for multifamily residents can offer a
lower-cost path than investing heavily in public chargers, especially through a
combination of individual L1 chargers and shared on-site L2 chargers or nearby public
charging to supplement.
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Commuter, Visitor, and E-Bike Considerations
Palo Alto’s strategy must also consider how much charging infrastructure will serve non-
resident commuters and visitors. A low-support strategy serving 25% of this population’s
charging would require about 3,000 public and workplace chargers. Supporting 75% of
commuter/visitor charging would require about 16,000 chargers, a level that would
require that public charging in Palo Alto be significantly cheaper than home charging or
that many commuters and visitors buy EVs even if they do not have access to adequate
home charging and charge them in Palo Alto. It would require charging costs of
approximately $0.42/kWh to recover the costs of up-front capital investment. This is
comparable to PG&E home charging rates in surrounding jurisdictions, meaning that
careful evaluation will need to be done site by site to ensure chargers are fully utilized
and overbuilding does not occur.
The report also evaluates the role of e-bikes in reducing vehicle miles traveled and
GHG emissions. Incentivizing e-bike use for commuting and errands can provide cost-
effective emissions abatement, especially if paired with supportive infrastructure, but in
many cases does not represent a cost savings over driving, unlike conventional
bicycling, unless the e bike is used for 2,500 to 3,000 miles per year (about 6.8 – 8.2
miles per day if used every day or 12.5 – 15 miles per day if used only for work trips).
But these numbers are highly dependent on assumptions about the cost of the bicycle,
which ranges widely, and annual maintenance, which can also vary significantly.
The assessment surfaced the following policy considerations:
• Certain customer segments have higher barriers to adoption, such as renters and
multifamily residents. Creative business models (such as CaaS) will be critical to
helping landlords serve the former, while policy decisions about whether to pursue a
public-focused or home-focused charging strategy are critical for the latter.
Investment decisions in public charging should account for charger utilization and
alignment with customer preferences (e.g., preference for DC fast charging).
Mapping of nearby uses and staged investments may help avoid overbuilding.
• Business models should be tailored to customer type and ownership model, with
flexibility to combine public, private, and CaaS approaches.
• Public funding may be needed in locations the private market will not serve, such as
low-income multifamily buildings.
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Attachment B - Insights
from EV Charger Needs
Assessment
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: August 18, 2025
Report #:2507-4929
TITLE
Approval of Retail Committee Recommendations for Streetscape Improvements and Outdoor
Activation Standards for Pedestrian Only Ramona Street; CEQA Status - categorically exempt.
RECOMMENDATION
Staff recommends the City Council confirm Retail Committee recommendations for next steps
on Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only Ramona
Street.
EXECUTIVE SUMMARY
The pedestrian only Ramona Street project was to be designed and implemented in two phases
with Phase 1 focused on a limited scope of near-term improvements and outdoor activation
standards (Standards). A future Phase 2 was envisioned to incorporate more extensive
streetscape upgrades and street amenities. Because of the limited improvements in Phase 1
and the community and Council desire to transition from the temporary vehicle barriers as soon
as possible, engaging the Architectural Review Board (ARB) or the Historic Review Board (HRB)
was not included in this first Phase.
On June 18, 2025, staff presented near-term streetscape improvements and outdoor activation
standards (Standards) for the pedestrian only portion of Ramona Street to the Retail
Committee. See Attachment A for the staff report.
The proposed streetscape improvements included resurfacing the street with colored and
stamped asphalt, minor sidewalk repairs and curb ramps, installation of removable vehicle
barriers and planters, signage, and tree well treatment. The Standards, to be administered by
Public Works, set forth the permit design requirements for outdoor dining and retail and would
facilitate flexible outdoor dining and retail, enabling certain commercial uses of public
sidewalks and roadway space. Based on prior feedback from the downtown stakeholder
working group and given the historic nature of the street, roofed structures were not included
in the Standards.
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At the June 18 Retail Committee, stakeholders provided new feedback, some of which was not
aligned with prior feedback, about the draft Standards and requested the City to re-evaluate
the scope and timeline of the streetscape improvements. The Retail Committee members
reiterated some of this stakeholder feedback and asked staff to explore an expanded scope for
the streetscape design and to engage the HRB and ARB.
BACKGROUND
1 to
develop outdoor activation standards and streetscape improvements for approximately 200
feet of Ramona Street, which has been car-free since 2020. The project was to be designed and
implemented in two phases with Phase 1 focused on a limited scope of near-term
improvements and outdoor activation standards. A future Phase 2 was envisioned to
incorporate more extensive streetscape upgrades and street amenities. Because of the limited
improvements in Phase 1 and the community and Council desire to transition from the
temporary vehicle barriers as soon as possible, engaging the ARB or HRB was not included in
this Phase.
ANALYSIS
2 for its distinctive Spanish Revival and Monterey Colonial
architecture. Based on strong stakeholder consensus and the historic elements of the street,
materials and colors that complement the architectural features of the styles, such as stucco
walls, terracotta tiles, and ornate iron work were incorporated in the proposed design.
1 Approval of Urban Planning Partners (UPP) Contract Staff Report: https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=03dbcbdf-6ded-48ae-8938-
e204471f43ef
2 https://www.cityofpaloalto.org/files/assets/public/planning-community-environment/historic-
preservation/ramona-street-architectural-district-national-register-nomination.pdf
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Based on the stakeholder feedback in late February 2025, and with the goal of providing
flexibility, while trying to be sensitive to cost considerations, timeline, and aesthetics, staff
proposed at-grade activation areas with planters and dividers as edge treatments. Staff also
presented information about outdoor activation fees, new traffic signage, parking, impacts of
outdoor dining on sanitary sewer infrastructure, and restroom capacity. Further details are
included in the June 18 Retail Committee staff report (Attachment A).
Safety and cleanliness as a top priority
Engaging the HRB on all aspects of the project
Concerns about impacts of outdoor dining on storm and sanitary sewer systems, need
for additional restrooms, ensuring ADA compliance
Identifying funding sources for improvements and ongoing maintenance
Streetscape improvements timeline – did not want to shut down outdoor dining in
October as envisioned in the Phase I implementation timeline
Desire for platforms, roofed structures, and electrical connectivity for outdoor dining
Grandfathering in existing outdoor dining areas and not requiring letters of consent
from adjacent storefronts
Desire for additional stakeholder engagement
Concerns about impacts on basements if sidewalks are replaced
HRB and ARB should be engaged in the development of the Standards as well as the
streetscape design
Allow businesses more design flexibility
Standards should allow parklets with platforms and roof structures
Standards should allow electrical connectivity for lighting and heating
A letter of consent requirement was in response to concerns about loss of parking in
front of businesses and obstruction of visibility to passing cars; this requirement should
be re-evaluated as these concerns are not relevant on a pedestrian only street; outdoor
dining should be prioritized.
Other feedback included the following: support for colored and stamped asphalt,
planters should not be required, and project should not be rushed, and improvements
should be made with a longer-term perspective in mind.
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Implementation Timeline
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
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temporary use of land having negligible or no permanent effects on the environment), 15305
(minor alterations in land use limitations), 15311 (accessory structures), and 15323 (normal
operations of facilities for public gatherings).
ATTACHMENTS
APPROVED BY:
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Retail Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: June 18, 2025
Report #:2505-4695
TITLE
Review and provide feedback on Near-Term Streetscape Improvements and Outdoor Activation
Standards for Pedestrian Only Ramona Street; CEQA Status – categorically exempt.
RECOMMENDATION
Staff recommends the Retail Committee review and provide feedback on the proposed Near-
Term Streetscape Improvements and Outdoor Activation Standards for Pedestrian Only
Ramona Street.
EXECUTIVE SUMMARY
The proposed near-term streetscape improvements for the pedestrian only portion of Ramona
Street are intended to support a vibrant pedestrian street and attract Palo Alto residents and
visitors. The Outdoor Activation Standards set forth the permit design requirements for
outdoor dining and retail for the pedestrian only Ramona Street. The proposed Standards will
facilitate flexible outdoor dining, retail, and other activities, enabling certain commercial uses of
public sidewalks and roadway space.
This staff report highlights:
•Proposed streetscape improvements
•Outdoor activation standards and fees
•Stakeholder engagement
•Fiscal impact
The streetscape improvements include street resurfacing with colored and stamped asphalt,
minor sidewalk repairs and curb ramps, installation of removable vehicle barriers and planters,
signage, and tree well treatment.
The Outdoor Activation Standards govern the use of the public right of way for permitted
activities. The Outdoor Activation program will be administered by the Public Works
Department via the City’s encroachment permit process. The program is consistent with Council
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economic development priorities and advances Council action for Ramona Street to be a
“pedestrian only street.”
BACKGROUND
ANALYSIS
1 for its distinctive Spanish Revival and Monterey Colonial
architecture. Based on strong stakeholder consensus and the historic elements of the street,
the proposed streetscape design utilizes materials and colors that complement the
architectural features of the styles, such as stucco walls, terracotta tiles, and ornate iron work.
1 https://www.cityofpaloalto.org/files/assets/public/planning-community-environment/historic-
preservation/ramona-street-architectural-district-national-register-nomination.pdf
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2. Repairing sidewalk and installing curb ramps to provide accessible paths for pedestrian
travel.
3. Replacing the temporary vehicle barriers with permanent retractable or movable
barriers, thus closing the street to vehicular traffic while allowing emergency, utility, and
maintenance vehicles’ access.
4. Installing signage to guide vehicular, bicycle, and pedestrian traffic.
5. Installing planters and tree well treatment.
Rough estimated costs of key elements of the near-term streetscape improvements are
included below for reference purposes. A detailed cost estimate, including materials, labor, and
contractor overhead and profit will be developed once the design has been finalized.
•Stamped and colored asphalt – estimate is based on stamped and colored asphalt being
used within the emergency access lane and at either end of the car-free area ($32,000).
•Entry Planters - up to four planters, two at each end (costs range from $1,400 to $8,800,
depending on the type of planter and the level of customization).
•Retractable Bollards or Movable barriers - up to nine retractable bollards or Movable
barriers, four on the University Ave side and five on the Hamilton Ave side (ranging from
$100,000 to $189,000). These costs are for the bollards/barriers and their installation
only, and do not include any re-routing of utilities.
•Tree well treatment - for 18 tree wells along the car-free portion of Ramona Street (cost
TBD).
Traffic Signage and Parking
Through a related but separate project, staff will be updating traffic signage at the University
Avenue and Ramona Street intersection to indicate a portion of the street is closed to vehicular
traffic. The project will include replacing signage on existing poles and installing a new pole with
a “No Outlet” sign.
Outdoor Activation Standards
The Outdoor Activation Standards draw upon the City’s Ongoing Parklet Program while
responding to the unique conditions of a historic district and a pedestrian only environment.
The Standards differ from the Ongoing Parklet Program in a few key areas:
Street Layout & Access
• No vehicular setbacks, vehicle safety measures (e.g., wheel stops, reflective delineators),
or guardrails needed
• At-grade activation areas are allowed in order to reduce costs, allow flexibility, and
mitigate drainage issues
• ADA accessible dining and travel paths incorporated into the design
Design Elements (Informed by Historic Designation and Stakeholder Feedback)
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• Respect historic designation and minimize design elements and signage that detracts
from the existing architecture
• Use of materials and colors that complement the existing Spanish Revival style of
architecture
• Required use of high quality furniture
• No roof structures or sidewalls, permitted use of umbrellas for weather protection.
These standards would require the removal of existing structures that are not in
alignment with these guidelines.
• No electrical connections are allowed, eliminating the ability for installation of electric
heaters or permanent lighting fixtures
The Standards outline requirements related to location and site area, setbacks, permitted
activities, design (edge treatments, umbrellas), outdoor seating, lighting, heating, branding and
signage, site maintenance, trash management, operations, and fees. Detailed outdoor
activation standards are included in Attachment A. It is important to note that if Council adopts
the proposed Outdoor Activation Standards, the existing parklet program requirements will no
longer be applicable once these standards become effective. Any businesses wishing to use
outdoor areas in front of adjacent storefronts will be required to obtain a letter of consent as
noted in the draft Outdoor Activation Standards. Some design elements are required while
some are optional. When an applicant selects a design element, they must meet all of the
requirements for that element.
Design Element
Required for All
Permitted Areas
Required for
Outdoor Dining Optional
Dividers
Site Maintenance
Waste Management
Barrier Planters
ADA compliance for Outdoor Dining
Umbrellas
Lighting (solar or battery powered)
Heating (with appropriate hazmat
permits)
Branding and Signage
Impact of Outdoor Dining on Sanitary Sewer Infrastructure
The temporary expansion of outdoor dining (2,674 square feet of dining in parklets/street) on
Ramona Street since 2020 has increased total restaurant capacity. The proposed outdoor
activation standards will continue to allow restaurants the opportunity to offer outdoor dining,
and it is important to acknowledge that this increased dining capacity could increase the risk of
fats, oils, and grease (FOG) entering each building’s plumbing system and the City’s sanitary
sewer. If each of the seven (7) existing restaurants chose to add outdoor dining in the activation
area, the new additional dining area would be 2,770 square feet, resulting in a total of 184
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additional seats. Grease Control Devices (GCDs) were sized for pre-pandemic seating, and it is
each dining establishment’s responsibility to ensure that their GCD is in working condition,
maintained properly, and upgraded, if needed, to be sized appropriately for additional seating.
Restroom Capacity
Outdoor Activation Fees
Initial Application Fee: An initial application fee of $5,004 is required to establish an outdoor
activation space to fully recover cost necessary to process an application, conduct site
inspections, including Public Works, Utilities, and others such as Planning if applicable review. A
portion is also based on staff time required for ongoing program administration such as
customer service, compliance with standards, and complaint response.
Annual Renewal Fee: An annual renewal fee of $604 is required to review the encroachment
permit annually to fully recover costs at a flat rate. An application renewal is not expected to
require the same level of staff effort as processing a new application and therefore the fee is
less than the initial fee.
Deposit Fee: Consistent with other programs in the City, staff recommend a deposit fee of
$2,750 to address any unrepaired damage to the roadway or sidewalk or any costs that may be
incurred due to the City having to remove permittee property in the activated space.
License Fee: A license fee for use of the public right-of-way would be required. The City’s Parklet
and outdoor programs operate with an annual license fee of $10.71 per square floor for use of
the public right-of-way, which represented an 85% discount on the average 2022 ground floor
retail rents in Palo Alto of $71 per square foot. This fee is already being used for outdoor dining
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on Ramona St. that are in the public right-of-way. As of Q1 2025 as reported by CoStar, the
average rent in the University Avenue (downtown ‘DT’) analysis area is reported at $76 per
square foot. Since the activation zones will allow outdoor retail and other permitted activities
Council may choose to maintain the same license fee for all permitted activities or adopt a
different fee for activities other than dining.
Timeline Activity
FISCAL/RESOURCE IMPACT
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STAKEHOLDER ENGAGEMENT
Topic Feedback
•Consensus for street design to reflect Spanish Revival Style.
•Consensus for greater design uniformity and design restrictions to
achieve a cohesive look that is compatible with the historic street.
•Asphalt treatment: preference for stamped and colored asphalt
over painted or standard asphalt.
•Tree wells: preference for flexi-pave treatment over decomposed
granite.
•Wayfinding/signage: preference for minimal signage and for focus
to be on entry signs at either end of the car-free portion of the
street. Entry elements to reflect the historic style of the street
with earth tones, stucco finish, and blue/green accents.
•Landscaping: preference for planting and trees; some noted a
preference for planting to not obscure the historic architecture.
•Edge treatment: wrought iron or planters
•Roof options: preference for no permanent roof structures; only
umbrellas to provide shading
•Furnishing: mixed feedback about flexible versus prescriptive
furnishing options
•Platform: mixed preferences about at-grade versus platform
•Activities: preferred activation types were Play Area, Interactive
Art, Performances, Retail Pop-ups
•Safety and Cleanliness standards
•Deliveries consideration
•ADA compliance
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Draft Palo Alto Car-Free Ramona Outdoor Activation Standards
1. Street Zones
1.1 The car-free portion of Ramona Street consists of the following four zones:
•Arcade: Extension of the building with entryways and recesses set back from the
building front.
•Activation Zone: Area designated for outdoor dining, retail. merchandise, and non-
commercial activity.
•Pedestrian Zone: An 8-foot zone that provides pedestrian circulation and access
•Fire Access: Provides emergency access to the buildings on Ramona St.
2. Location and Site Area
2.1 Businesses are required to locate their Outdoor Activation space directly in front of the
operator’s storefront.
2.2 Commercial outdoor activation is permitted in the following two zones as shown in Figure [1].
•Arcade Zone
•Outdoor Activation Zone
2.3 Outdoor Activation spaces shall not obstruct or encroach upon the following:
•8-foot pedestrian path on sidewalks
•16-20 foot fire access zone
•ADA access ramps
•setbacks (see section 3.0)
2.4 Any outdoor activation extending beyond the applicant’s storefront requires a letter of
consent from the neighboring ground floor tenant(s). See Appendix A for Letter of Consent
information.
Figure 1
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3. Setbacks:
: outdoor activation areas shall be setback a minimum 5-foot radius for
access.
: outdoor activation elements including planters, dividers, and
furnishing shall not obstruct storm drain catch basins.
: outdoor activation areas shall not obstruct public utilities including water, gas,
wastewater, electric, fiber, streetlight, telecommunication vaults, gas mains)
If improvements to an outdoor activation area conflict with public infrastructure (e.g.,
signage, benches), applicants must consult Public Works for potential relocation. If relocation
isn’t feasible, outdoor activation area must accommodate existing infrastructure.
All activity must be contained within the applicant’s permitted outdoor activation space.
The following commercial and non-commercial activities are allowed within a permitted
outdoor activation space:
•Dining
•Retail
•Non-Commercial Activities (such as community events, live music, pop-up
installations, and public art). City approval may be required. Contact City of Palo Alto
for Requirements.
: [TBD based on community feedback]
planters shall be placed along the fire lane edge, within the site area.
They shall have a gap of 12-24-inches between planters.
: planters shall be planted consistent with the Plant Palette in Appendix
[B].
: plants are subject to maintenance standards (see section 11.4)
Type: [TBD based on community feedback]
Placement: dividers shall be placed along the both side edges, within the outdoor
activation area. Dividers shall not obstruct storm drain catch basins or utilities as
outlined in 2.0 Setbacks.
: center-pole design. [TBD based on community feedback]
: 2-3 color options. [TBD based on community feedback]
: up to 30 mph when open; up to 55 mph when closed
: shall be a minimum of 250lbs (for umbrellas up to 13
feet)
: minimum 7-foot 6-inches from ground to canopy edge when
fully opened
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6. Outdoor Seating
: Seating should
be arranged in line with the slope
(see Figure [2])
: Furnishings must be
high-quality, durable, outdoor-rated,
and non-reflective (e.g., not plastic)
Any seating and dining
must comply with the
applicable accessibility
requirements outlined in
the adopted California
Building Code. The
establishment shall
provide five percent accessible seating for each type of seating provided (table,
booth, etc.) or a minimum of one seat per type, whichever is greater, in an
outdoor seating area where the slope is no greater than two percent in any
direction.
Maintain a min. 4’ wide accessible path of travel to accessible tables and 5’
diameter turnaround space on the accessible path of travel
Such ADA accessible seating shall be of the same size and appearance as the
establishment’s other outdoor seating.
See Appendix [C] for standards
: solar-powered string-lights and table lamps
:
Lighting must stay within the activation area and not encroach into pedestrian
walkways
Fixtures must aim downward, with shielding to prevent upward light spill
Max output: 100 watts or 1,600 lumens per fixture
All lighting must be rated for exterior use, listed, and carry a product certificate for
its intended use by a recognized electrical testing laboratory.
Propane heaters are permitted with a HAZMAT permit and CERS submittal.
Propane (LPG) heaters that meet City of Palo Alto safety, and permitting requirements are
permitted. All heaters are to be weather rated, certified for commercial outdoor use and
installed according to manufacturer instructions and applicable fire and electrical codes.
HAZMAT permit is required for storage and use of liquid propane gas. A site plan with the
desired location of each heater is required at time of the hazmat permit application. All
storage locations and use areas must be noted in the HAZMAT permit application and
approved during fire inspection. A final onsite hazmat inspection will be conducted to ensure
the proper spacing of heaters from combustibles and emergency access/egress and storage
of LPG.
Proposed outdoor storage of 20-pound containers requires plan review and inspection.
On-site storage of 20-pound propane containers (5 gal) is prohibited indoors.
Propane storage is not allowed in the public right-of-way.
Figure 2
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8.7 If businesses do not have an approved private outdoor storage area, all propane containers
must be removed from the premises at the close of business every day.
8.8 LPG Heaters are not permitted on the sidewalk in the pedestrian path of travel.
8.9 LPG heaters cannot be placed underneath overhead canopies, awnings, inside buildings or
tents and they must have 5-feet clearance from any flammable materials.
8.10 Any use of a portable heater, portable generator, candles, open flame or any activity
regulated by the Fire code must be approved and permitted by the Palo Alto Fire Department
separately from the outdoor activation permit.
8.11 A fire extinguisher is required to be mounted within sight and have appropriate signage per
the Fire Code.
9. Branding and Signage
9.1 Only one sign per business is allowed within the activation area.
9.2 Signs must be:
•Non-illuminated and non-reflective
•Limited to business name only (no advertising or promotional content)
•Max size: 6 square feet; max letter height: 15 inches
•Mounted no higher than 36 inches from street grade, on the outermost portion of
the boundary element.
9.3 Signs are not permitted:
•On umbrellas, awnings, or vertical screens above 36 inches
•As painted murals, decals, or wraps on activation area surfaces
•Any interference with existing poles or signage must be reviewed with Public Works
9.4 Design Guidelines: To create a unified and attractive streetscape, businesses are encouraged
to:
•Use high-quality materials such as metal, wood, or weatherproof composite panels
•Use signage to reflect the unique identity of the establishment and contribute to the
overall quality and legibility of Ramona Street streetscape.
•Integrate signage into planters, railings, or low screening for minimal visual clutter
•Freestanding sandwich boards may be used in activation zones subject to the city’s
temporary sign regulations
•Consider using coordinated colors or materials among neighboring businesses to
reinforce district continuity
•Please refer to City of Palo Alto Sign Code
10. Waste Management
10.1 All businesses participating in the Outdoor Activation Program are responsible for proper
waste management in compliance with the City’s Zero Waste Palo Alto Ordinance and local
solid waste sorting requirements.
10.2 Provide clearly labeled and color-coded containers for:
•Recycling (blue-tinted liners)
•Compost (green compostable liners)
•Landfill (clear liners)
10.3 Containers must be:
•Easily accessible to customers and staff
•Routinely emptied and cleaned
•Kept in a location that does not obstruct pedestrian paths
11. Operation Standards
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11.1 Private Control: outdoor activation areas are deemed to be under the control of the permit
holder. The permit holder is responsible for securing the outdoor activation and any fixtures
and furnishings contained within it at all times, including during hours when the associated
business is not in operation.
11.2 Hours of Operation: The outdoor activation area shall adhere to the same approved hours of
operation as the associated business.
11.3 Site Maintenance Standards:
11.3.a Outdoor activation areas and the adjacent sidewalk shall be kept clean and litter
free. Any food or drink stain shall be cleaned up immediately. Trash and recycling
shall be removed, any debris such as leaves or dirt shall be removed, furnishing
shall be cleaned daily, any damaged lighting or heaters shall be replaced
immediately, and any landscaping shall be maintained (see X.X below).
11.3.b Power washing of the outdoor activation area and adjacent sidewalk is required
monthly.
11.4 Plant and Planter Maintenance Standards:
11.4.a Plants shall be consistent with the landscape palette in Appendix [] or an approved
equivalent. No plants shall have thorns, spikes, or sharp edges. Poisonous or
invasive plants are not permitted.
11.4.b Plants must be kept alive, healthy, and free of significant pest infestation or
disease. Dead or dying plants must be replaced within 14 days of observation or
notification.
11.4.c Planters and surrounding areas must be kept free of weeds, trash, cigarette butts,
and debris.
11.4.d Planters must be structurally sound and clean, free of cracks, chips, or peeling
paint.
11.5 Amplified Sound: Amplified is not permitted in outdoor activation areas. Any ambient sound
may only originate from the interior of the business’s occupied building.
11.6 Outdoor Dining Specific Operational Standards:
11.6.a Alcohol Service
i. Conditional Use Permit is required for a business to serve alcohol. No amendment to
an approved business’ Conditional Use Permit is required to serve alcohol in outdoor
activation areas.
ii. All outdoor activation areas in which alcoholic beverages are served shall comply
with standards of the Department of Alcoholic Beverage Control, including having
clearly discernable boundaries and signage, as required.
iii. All physical requirements of ABC should be reflected in the design submitted for
review.
11.6.b Tables shall be placed in conformance with the health and safety standards
established by Santa Clara County and State of California.
11.7 Outdoor Retail Specific Operational Standards:
11.7.a All displays must be removed daily. Nothing is permitted overnight.
12. Submittal Requirements:
12.1 Site Plan: Site plan shall be drawn to scale on 11 x17 tabloid paper, include all pertinent
dimensions and the following information:
•Location of the business frontage
•Dimensions of the outdoor activation area(s)
•Location of any ADA seating and accessibility measurements (required for outdoor
dining)
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•Type and location of planters (required for outdoor dining)
•Type and location of dividers
•Planting palette
•Location of public utilities including any manhole covers, gutter drains, fire hydrants,
and FDCs, light poles, etc. within 15 feet, and their distances to the outdoor
activation area.
•Any adjacent installations on the sidewalk including adjacent activation areas, utility
boxes, street signs, bike racks, street furniture, street trees, tree wells, etc. and their
distances to the outdoor activation area
•Width of sidewalk
•Locations and extent of any neighboring business(es) the proposed outdoor
activation area extends in front of.
•Location of signage
12.2 Floor Plan: floor plan of the proposed outdoor activation area showing:
•Total number and location of tables and seats and/or benches, including which are
ADA seating.
•Dimensions of tables, seats, benches.
12.3 Signage: Elevation of signage with dimensions of signage area and lettering.
12.4 Pictures of existing conditions: The application should include at least three photos showing
existing are to be converted into the outdoor activation area, the adjacent sidewalk and store
frontage.
12.5 List of materials and equipment
12.6 Product sheet for planters, dividers, umbrellas and umbrella stand (including type, size,
colors).
12.7 Product sheet for furnishings including tables, chairs, benches.
12.8 Equipment sheet for lighting and heaters including image of equipment and manufacturer’s
instructions.
12.9 Outdoor Activation Information:
•Business Name
•Business Address
•Business Owner and contact info
•Property Owner Name and Contact Info (if different than business owner)
•Proposed Use of the outdoor activation area
•Business hours of operation
12.10 Certificate of Insurance (see Appendix [D])
12.11 Letter(s) of Consent: An outdoor activation area applicant must get a letter of consent from
the neighboring ground-floor tenant(s) if the applicant’s outdoor activation area extends
beyond their own storefront (see Appendix [A]). If the neighboring ground-floor property is
vacant, then a letter of consent is not required for the duration of the permit.
i. Outdoor activation area applicant must obtain an up-to-date letter of consent for any
future license renewals as requested by Public Works during future permit renewal
processes.
(i) If an applicant cannot obtain an up-to-date letter of consent, or if outdoor
activation occupancy is not in accordance with the terms of any applicable law,
these regulations, and/or any permit requirement, the outdoor activation area
sponsor is responsible for the removal of the outdoor activation area extending
into a neighboring frontage within 90-days.
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12.12 Indemnity acknowledgement
13. Fees: Outdoor Activation Areas are subject to the following fees outlined in the City’s Fee Schedule:
•Permit Application Fee
•Deposit Fee (refundable). This deposit will be used to cover the cost of restoring the
right-of-way to its original condition if not done so by the permittee. This includes,
but is not limited to, the following:
1. Removing the outdoor activation structures and fixtures
2. Removing bolts in the curb and the right-of-way and filling in holes
3. Removing exposed wiring
4. Repairing damage to the sidewalk
5. Removing construction debris and/or garbage
6. Parking or traffic control striping
7. Wheel stop removal or reinstallation
•Permit Renewal Fee
•Annual License Fee: This fee will be charged per square foot based on the total
outdoor activation area.
14. Failure to Maintain: An who fails to properly and sufficiently maintain the cleanliness, safety, and
accessibility of their outdoor activation area may be subject to violations and fines. If maintenance
issues are not resolved, the City may revoke the encroachment permit and the permittee may be
required by the City to remove the outdoor activation area at their own expense.
15. Utility Maintenance & Public Safety: Because an outdoor activation area may sit atop buried utilities,
there may be instances where an outdoor activation area will need to be removed to access a utility
beneath it. In the event of necessary utility maintenance or the unlikely event of a utility failure such
as a gas leak or water main break that threatens public safety, the City or utility owner may remove
the outdoor activation area with little or no notice. Operators are responsible for the cost of re-
installing and restoring any damage to the outdoor activation area.
In instances of advanced notice (such as street repaving, planned maintenance, etc., the permittee
may need to remove and reinstall the outdoor activation area at their sole expense. If the sponsor
cannot remove the outdoor activation area, the City will remove the outdoor activation area.
16. Outdoor Activation Removal: If for some reason the permittee decides they no longer wants to
maintain an outdoor activation area, the permittee is responsible for notifying the City and removing
it at the permittee's own expense. Immediately upon removal the outdoor activation area shall be
cleaned and restored to its previous condition to the satisfaction of the City.
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Appendix A: Sample Letter of Consent
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Appendix B: Plant Palette
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Appendix C: Accessible Table and Chair ADA Requirements
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: August 18, 2025
Report #:2507-4977
TITLE
Approval to Dedicate a Seat at Lucie Stern Community Theatre to Eugenie Watson; CEQA status
– not a project.
RECOMMENDATION
Staff recommends the dedication of seat J101 at the Lucie Stern Community Theater in honor
of Eugenie Watson.
BACKGROUND
Eugenie Watson, a devoted arts advocate to the Palo Alto community, passed away on May 11,
2025, shortly after celebrating her 87th birthday. For more than five decades, Eugenie played a
pivotal role in the success of Palo Alto Players, serving on the Board of Directors, many years as
Board President, and championing the organization with passion, vision, and unwavering belief
in its mission. Originally from Fresno, California, Eugenie moved to the Bay Area and was
introduced to Palo Alto Players when she attended a production where she met her future
husband, Richard, who was starring in the show. This experience marked the beginning of her
50-year tenure with the company. In addition to her service to Palo Alto Players, Eugenie also
managed the Peninsula Volunteers’ Turnabout Shop in Palo Alto for over 30 years, helping
support the Little House Activity Center. Her leadership and deep commitment to the arts and
local community leave a lasting legacy.
ANALYSIS
Palo Alto Players, a local resident theater company and one of three resident companies at
Lucie Stern Community Theatre, would like to commemorate Ms. Eugenie Watson by
dedicating seat J 101 with a plaque with her name on the arm of the chair.
For over 50 years, Eugenie Watson attended every opening night performance at Palo Alto
Players, always sitting in seat J101, her favorite in the house. Her name is truly synonymous
with the organization. For generations of local artists, audiences, and volunteers, Eugenie
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embodied the heart and soul of the company. Palo Alto Players believes naming seat J101 in
her memory would be a fitting tribute to her legacy, her decades of leadership, and a
meaningful gesture for the community. Since 1933, Palo Alto Players has called the Lucie Stern
Theater its artistic home, presenting a season of plays and musicals featuring exclusively local
talent. Eugenie dedicated more than five decades to the organization, including over 40 years
on the Board, many as Board President. Her leadership, advocacy, and generosity helped shape
the heart and future of Palo Alto Players, now the longest-running theatre company in Silicon
Valley. Other than Lucie Stern herself, no name is more closely tied to the organization.
Eugenie’s presence at the Lucie Stern Theatre was constant and beloved, she was even in the
audience for the first opening night of the 2024–25 season, celebrating the debut of the
theater’s new seats.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
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POLICY AND PROCEDURES 1-15/MGR
Revised: April 2008
Page 1 of 8
NAMING CITY-OWNED LAND AND FACILITIES
POLICY STATEMENT
The purpose of this policy is to ensure that City-owned land and facilities, when named for
individuals, are persons who have made significant contributions or performed services deemed
to have been of major importance to the community.
This policy establishes uniform procedures for the naming of City-owned land and facilities as
set forth by Council Resolution No. 6211, approved on December 12, 1983, and revised by
Council on April 12, 2004. The policy is applicable to new and existing City-owned land and
facilities.
The policy provides a mechanism for citizens to suggest names which they believe should be
considered for new City facilities or land acquisitions and for the renaming of existing facilities
and lands. The policy also establishes criteria which will guide the Historical Association and the
appropriate City Commission or Committee in recommending names to the Council for
approval.
Naming and renaming City-owned land and facilities shall be the responsibility of the City
Council. However, places within City-owned land or facilities, such as a room or patio within a
building or a trail or athletic field within a park, which do not require formal dedication by the
City Council, may be named by the City Manager or his/her designee, subject to final approval
by the City Council via the consent calendar.
This process does not apply to the naming of streets which will continue to be processed through
the Planning and Community Environment Department (Policy and Procedure 1-16: Naming of
City Streets). The naming of a street may be considered an appropriate alternative means of
honoring an individual.
The City Council has determined that significant individual, family or foundation contributions
to the construction/renovation of City facilities can be recognized through the naming of said
facilities after these groups. This document outlines the procedure to be followed when a fund-
raising group or board, with the approval of the City Council, embarks upon a capital campaign
for the purpose of securing private funds for the acquisition of land, renovation/expansion of an
existing building, or the construction of a new facility, and wishes to offer naming opportunities
in recognition of significant donations of money or land. The City Council has determined that
significant contributions from corporations or corporate foundations to capital campaigns will
not be accepted in exchange for the ability to name entire facilities in recognition of these
corporate entities. However, the City Council has agreed to allow naming recognition of
corporate or commercial entities in facility interiors or on sub-facilities as described in this
policy.
Business logos associated with any benefactor seeking naming rights shall not be allowed on any
City owned land, facility, building or sub-facility under this policy.
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The City may remove any business name from a City facility or property if the business declares
bankruptcy and goes out of business. The City may remove any individual name from a City
facility or property if the person is convicted of a felony or other crime of moral turpitude. If a
name is removed under this provision, the City shall not be required to return the donation.
SECTION 1: PROCEDURE FOR NAMING NEW FACILITIES OR CITY-OWNED
LANDS
In cases involving a major capital fundraising campaign, there will be a separate and different
procedure from the one outlined below. Section 3 below on “Naming Recognition for Capital
Campaigns” further outlines this process.
A. Responsibility of the Project Manager
Implementation of this policy is the responsibility of the department in which the project to be
named is managed. In the instance of a new City-owned land or facility, the project manager
should incorporate the process for naming into the project schedule so the naming is
accomplished in a timely manner.
1. Requests concerning a name to be given to the City-owned land or facility shall be
made in writing on an approved suggestion form to the City Clerk.
a. The project manager should alert the City Clerk when to expect the submission
of names and the anticipated time frame for the naming process.
b. The project manager may submit suggested names on an approved suggestion
form on behalf of staff or citizens who have been involved in the project
development.
c. In some instances, it may be appropriate to actively solicit suggestions and, in
those cases, the project manager should specify a time frame for submissions and
method of notification.
d. All submittals, whether from an individual or an organization, must include the
name and address of the submitter. No anonymous submittals will be accepted.
e. All suggestions will be given the same consideration without regard to the
nomination source.
2. The project manager is responsible for conveying the name suggestion forms from the
City Clerk to the Palo Alto Historical Association and presenting the recommendations
from the Historical Association to the appropriate commission or committee whose
sphere of influence is most closely associated with the facility in question. The Parks and
Recreation Commission shall review name suggestions for acquired land to be dedicated
as a park, recreational facilities, community centers and interpretive centers. The Library
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Advisory Commission shall review name suggestions for library facilities. The Public
Art Commission shall review name suggestions for art facilities. The Policy and Services
Committee shall review name suggestions for police, fire or utility facilities as well as
major civic complexes.
a. The Historical Association may also originate suggestions for names or provide
suggestions for appropriate alternatives as part of its recommendations.
b. The project manager shall assure that adequate time is allowed for the
Historical Association and the appropriate commission or committee to evaluate
the recommended names.
c. The Historical Association shall determine if the suggested names meet the
criteria of appropriate significance, and shall submit the recommendations to the
appropriate commission or committee together with the rationale for the
recommendations. The response from the Historical Association shall
acknowledge all the names that are submitted, but recommend only those which it
feels meet the criteria and warrant serious consideration.
B. Responsibility of the Reviewing Commission Or Committee
1. The commission or committee shall conduct a public hearing, confirm that the
recommended names meet the criteria of appropriate significance, select
recommendation(s) provided by the Historical Association, and shall forward its
recommendation to the City Council. The report from the commission or committee shall
acknowledge all of the recommended names together with their evaluation, but present
only the name(s) which it feels best meets the criteria and merits serious consideration by
the City Council.
2. Once approved, a transmittal and resolution will be prepared by staff for consideration
and approval by the City Council. The transmittal shall include a narrative of historic
reference prepared by the Palo Alto Historical Association for the name, a copy of the
name suggestion form, and minutes of the Commission meeting when the
recommendation was discussed.
C. Criteria
The following criteria shall be used in selecting an appropriate name for City-owned land and
facilities.
1. The name should, if possible, have or preserve the geographic, environmental (relating
to natural or physical features), historic or landmark connotation of particular
significance to the area in which the land or facility is located, or for the City as a whole.
Either connotation is equally valid.
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2. Acknowledgement of contributions: Consideration may be given to naming the City-
owned land or facility after an individual when the land or facility, or the money for its
purchase, has been donated by the individual, or when otherwise warranted by some
contribution or service which is deemed to be of major and lasting significance to the
acquisition of that piece of land, or planning, development, construction or renovation of
that particular facility. Donation of land or resources shall not constitute an obligation by
the City to name the land or facility or any portion thereof, after an individual, family, or
individual/family foundation. City-owned lands, parks, or entire facilities shall not be
named for benefactor organizations, groups or businesses, but in special cases, may be
considered for sub-facilities such as rooms or playgrounds. In cases involving a major
capital fundraising campaign, see Section 3 below – Naming Recognition for Capital
Campaigns.
3. Names honoring individuals or families, other than those of recognized historic
importance, must be supported by compelling reasons.
4. In the event the City-owned land or facility was formerly school property or had other
ownership such that the name of the school, building or site has community significance
or community recognition, consideration may be given to preserving that name.
5. The City encourages naming which reflects the City’s ethnic and cultural diversity.
6. No City-owned land or facility shall be named after a seated elected or appointed
official.
7. No City-owned land or facility shall be named after a person whose contribution to the
City of Palo Alto was or is a part of that individual’s normal duties as an employee of the
City. An exception may be made for former such employees who have contributed
volunteer services of an exceptional nature beyond their normal duties.
8. When naming sub-facilities or interior spaces, such as rooms or playgrounds, after
corporate or commercial entities or foundations, these entities must abide by the City’s
anti-discrimination policy.
D. Council Action
1. The recommendations received from the Historical Association and the commission or
committee shall be placed on the Council agenda for final approval.
2. Action by the Council shall be by Council Resolution.
E. Follow-up to Selection of the Name
1. The above-described process for selecting an appropriate name should precede the
preparation of a park dedication ordinance.
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2. Subsequent to approval by the City Council, the name for the City-owned land or
facility shall be conveyed to the Department of Public Works for incorporation in City
official maps and plans, and to the Palo Alto Historical Association for its records.
F. Naming Places Within City-owned Land or Facilities
In the case of places within City-owned land or facilities, where the policy does not require a
Council resolution, responsibility for requesting Council approval of the new name shall reside
with the department head who manages the land or facility.
Ideally, the naming of features within a park and specific trails or facilities within open space
lands will occur during the master plan or site plan process.
Names within parks should be appropriate to the park by reflecting the expression of the place
(topography, geology, natural features), flora and fauna, or history of the area.
In advance of the naming, the department head shall send a memorandum to the City Manager
advising of the proposed action and requesting approval. The City Manager will then seek
approval of the name from the City Council via the consent calendar.
SECTION 2: PROCEDURE FOR RENAMING EXISTING FACILITIES OR CITY-
OWNED LANDS
Existing place names are deemed to have historic recognition. City policy is not to change the
name of any existing facilities or City-owned land, particularly one whose name has City or
regional significance, unless there are compelling reasons to do so. Further, the City will
consider renaming to commemorate a person or persons only when the person or persons have
made major, overriding contributions to the City and whose distinctions are as yet unrecognized.
A. Renaming Suggestions
1. All requests concerning a new name to be given to the City-owned land or facility shall
be made in writing on an approved suggestion form to the City Clerk. The suggestion
must detail how the proposed name change is consistent with the criteria, the purpose of
the name change, and how the new name is directly associated with the land or facility.
2. All submittals, whether from an individual, organization or City staff, must include the
name and address or the submitter. No anonymous submittals will be accepted.
3. The City Council shall initiate the renaming process by referral of the public or staff
request to the commission or committee whose sphere of influence is most closely
associated with the facility in question. Council can also initiate the renaming of lands or
a facility without a public request whenever deemed necessary or in the best interest of
the City of Palo Alto, following established criteria. Once the referral is made by the City
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Council to a specific commission or committee, the commission or committee will await
comment and evaluation of the new name from the Palo Alto Historical Association.
B. Responsibility of the Project Manager
1. The City Clerk is responsible for conveying the name suggestion form(s) received by
the deadline to the Project Manager, who will be responsible for forwarding to the Palo
Alto Historical Association and then transmitting the recommendation(s) from the Palo
Alto Historical Association to the appropriate commission or committee as outlined in
Section A above.
2. The recognized neighborhood association in the vicinity of the land or facility will be
notified of the proposed name change at the time the reviewing commission or committee
receives the report from the Historical Association.
C. Responsibility of the Reviewing Commission Or Committee
1. The commission or committee shall conduct a public hearing, confirm that the
suggested name(s) meet the criteria of appropriate significance, select recommendation(s)
from the names provided by the Historical Association, and shall forward its
recommendation to the City Council. The report from the commission or committee shall
acknowledge any recommended names together with its evaluation, but present only the
name or names which it feels best meets the criteria and merits serious consideration by
the Council.
2. Once approved, a transmittal and resolution will be prepared by staff for consideration
and approval by the City Council. The transmittal shall include a narrative of historic
reference for the name or names, together with a copy of the name suggestion form.
D. Criteria
Each application for renaming a city park or facility must meet the criteria in this policy, but
meeting all criteria does not ensure renaming.
City-owned lands and facilities may be renamed for an individual(s) under the following
conditions. Where the individual:
1. Has made lasting and significant contributions to the protection of natural or cultural
resources of the City of Palo Alto, or
2. Has made substantial contributions to the betterment of a specific facility or park,
consistent with the established standards for the facility, or
3. Has made substantial contributions to the advancement of commensurate types of
recreational opportunities within the City of Palo Alto.
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E. Council Action
1. The recommendations received from the Palo Alto Historical Association and
commission or committee shall be submitted for Council approval.
2. Action by the Council shall be by Council Resolution.
F. Follow-up to Selection of Name
1. Subsequent to approval by the City Council, the new name for the City-owned land or
facility shall be conveyed to the Department of Public Works for incorporation in City
official maps and plans, and to the Palo Alto Historical Association for its records.
NOTE: Questions and/or clarification of this policy should be directed to the City Manager's
Office.
SECTION 3: PROCEDURE FOR OFFERING NAMING RECOGNITION FOR
SIGNIFICANT DONATIONS TO CAPITAL FUNDRAISING CAMPAIGNS
This section applies to any organized fundraising initiated by the City, a Board/Commission or
other group whose sole purpose is to support City programs and operations in support of the
renovation/expansion of an existing building, the construction of a new facility, the acquisition
of a building/land, or the furnishings, fixtures and equipment in said facilities.
A. Responsibility of the staff liaison to the Board, Commission, Task Force or group
conducting the Capital Campaign
Implementation of this policy is the responsibility of department in which the project
to be acquired/constructed/renovated is managed. A staff liaison appointed to work
with the board/committee will guide them through the process and manage
appropriate contacts with other departments as necessary during the acquisition,
design and construction process. This will ensure that appropriate information and
materials are provided to the group and that opportunities and expectations are clear,
understandable, and feasible within the framework of the project.
B. When a Capital Campaign is initiated by the City, a Commission or other group
whose sole purpose is to support City programs and operations, accommodations to
the procedures outlined in Sections 1 and 2 shall be made as follows:
a. The organizing body may meet and discuss preliminary plans with the City’s
liaison, Department Head and the City Attorney’s office in order to facilitate any
“silent” fundraising period.
b. The organizing body shall request authorization from the City Council for a
Naming Recognition Plan in support of a specific project. They shall provide the
following information in their request:
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i. Name of the organizing body;
ii. Purpose of the campaign;
iii. Monetary goal of the campaign;
iv. Expected term of the campaign;
v. Plan for naming recognition including a schedule of naming opportunities
and associated gift levels
vi. Maintenance/replacement of naming recognition items – City staff shall
work with the organizing body to ensure that the plan includes
acknowledgement of the maintenance responsibilities associated with any
naming recognition items within the facility.
c. Once the Naming Recognition Schedule has been approved by the City Council,
the fund-raising body shall have the authority to proceed with making
commitments for naming opportunities with potential donors subject to final
Council review.
d. The naming of a facility or sub-facility will not occur until the pledged donation is
received.
e. Consistent with the Gifts to the City policy, all gifts paid directly to the City shall
be duly reported to the Administrative Services Department (ASD) Director and
recognized appropriately in accordance with that policy (Policies and Procedures
1-18). If a donation was given anonymously, the donor’s identity shall be
protected to the extent possible.
f. Under this procedure, the organizing body must present a final report to the City
Council for approval, detailing the funds received and any naming opportunities
granted, along with a timeline for the completion of the recognition. The group
may also come to the Council at any time during the capital campaign for
approval of one or more naming recognition items. All naming recognition must
be adopted by resolution of the City Council. The City Manager or designee can
also request that any donations and associated naming recognitions be brought to
the City Council at an earlier point in the capital campaign for approval.
C. The one exception to this procedure shall be for the naming of an entire building as
recognition for a significant monetary or land contribution. If a fund-raising group
secures a donation significant enough to warrant naming the entire facility in
recognition of that individual, family or foundation, this should be presented directly
to the City Council for approval separately and as soon as possible after this type of
donation is secured. As part of this approval process, the Council may solicit input
from the Palo Alto Historical Association or the appropriate board/commission.
Consistent with the policy statement, the City will not recognize significant corporate
donations by naming an entire facility in honor of these entities.
D. In cases of major building reconfigurations or disasters that destroy or damage
portions of the building, the City reserves the right to remove and not replace naming
recognitions. However, the City will consider the original donation intent in these
instances and make accommodations as feasible.
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APPLICATION FOR NAMING OR RENAMING
CITY-OWNED LANDS OR FACILITIES
Naming objectives:
1. Ensure that parks, recreational areas and facilities are easily identified
and located.
2. Ensure that names designated for parks, recreational areas and facilities
are consistent with the values and character of the area or neighborhood
served.
3. Encourage public participation in the naming, renaming and dedication of
parks, recreation areas and facilities.
4. Encourage the donation of land, funds for land acquisition or development
by individuals and groups.
Criteria for naming new facilities or parks:
The following criteria shall be used in selecting an appropriate name for City-owned land and facilities.
1. The name shall have or preserve the geographic, environmental (relating to natural or physical
features), historic or landmark connotation of particular significance to the area in which the land or
facility is located, or for the City as a whole. Either connotation is equally valid.
2. Consideration may be given to naming the City-owned land or facility after an individual when the land
or facility, or the money for its purchase, has been donated by the individual, or when otherwise
warranted by some contribution or service which is deemed to be of major and lasting significance to the
acquisition of that piece of land, or planning, development, construction or renovation of that particular
facility. Donation of land or resources shall not constitute an obligation by the City to name the land or
facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named
for benefactor organizations, groups or businesses, but in special cases, may be considered for sub-
facilities such as rooms or playgrounds.
3. Names honoring individuals or families, other than those of recognized historic importance, must be
supported by compelling reasons.
4. In the event the City-owned land or facility was formerly school property or had other ownership such
that the name of the school, building or site has community significance or community recognition,
consideration may be given to preserving that name.
5. The City encourages naming which reflects the City’s ethnic and cultural diversity.
6. No City-owned land or facility shall be named after a seated elected or appointed official.
7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo
Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be
made for former such employees who have contributed volunteer services of an exceptional nature
beyond their normal duties.
8. When naming sub-facilities, such as rooms or playgrounds, after corporate or commercial
entities or foundations, these entities must abide by the City’s anti-discrimination policy.
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Criteria for renaming existing facilities of parks:
Each application for renaming a city park or facility must meet the criteria listed above, but meeting all
criteria does not ensure renaming.
Existing place names are deemed to have historic recognition. City policy is not to change the name of
any existing facilities or City-owned land, particularly one whose name has City or regional significance,
unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a
person or persons only when the person or persons have made major, overriding contributions to the City
and whose distinctions are as yet unrecognized.
City-owned lands and facilities may be renamed for an individual(s) under the following conditions.
Where the individual:
1. Has made lasting and significant contributions to the protection of natural or cultural resources of the
City of Palo Alto, or
2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the
established standards for the facility, or
3. Has made substantial contributions to the advancement of commensurate types of recreational
opportunities within the City of Palo Alto.
Suggestions for naming or renaming City-owned lands or facilities shall be evaluated on the basis of the
above criteria and upon appropriate documentation. Person making the name suggestion (required): Address (required):_____________________________________________________________ Contact phone number (required):_________________________________________________ E-mail (not required):___________________________________________________________ Location of site or facility to be named:_____________________________________________ Suggested name (required):_______________________________________________________
Biographical information: (Explain) ________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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______________________________________________________________________________
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Civic involvement: (Explain) ______________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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______________________________________________________________________________
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Connection to the facility: (Please explain in depth) ____________________________________
______________________________________________________________________________
______________________________________________________________________________
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______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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______________________________________________________________________________
Reason for Nomination (required): _________________________________________________
______________________________________________________________________________
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______________________________________________________________________________
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Additional Comments (additional information may be attached): _________________________
______________________________________________________________________________
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______________________________________________________________________________
Date Received by the City Clerk: ____________________________________
Submitted to Palo Alto Historical Association: _________________________
Date scheduled for review by commission: ____________________________
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Fire
Meeting Date: August 18, 2025
Report #:2507-4923
TITLE
Approval of Contract No. C26195197 with Santa Clara County Fire Safe Council for on-call
services related to fuel reduction maintenance for wildfire hazard mitigation and public
education, for a five-year term and not-to-exceed amount of $2,500,000. CEQA status: Exempt
(CEQA Guidelines Section 15304)
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager, or designee, to
execute Contract No. C26195197 with the Santa Clara County Fire Safe Council (SCCFSC) for a
five-year term and a not-to-exceed amount of $2,500,000, to provide on-call services including
wildland fuel reduction, defensible space maintenance and related wildfire-hazard mitigation
education.
EXECUTIVE SUMMARY
The Palo Alto Fire Department (PAFD) remains steadfast in its commitment to ensuring the safety
and welfare of the community, particularly within the wildland-urban interface (WUI). This area,
located west of Highway 280, encompasses residences situated in moderate, high, and very high
fire hazard severity zones. This proposed contract directly aligns with the City Council's priority
of public safety and addresses a recommendation outlined in the 2024 Wildfire Audit.
BACKGROUND
In the preceding year, the City entered into a one-year contractual agreement with Santa Clara
County Fire Safe Council (SCCFSC) after an unsuccessful public request for bid where there were
no responsive bids. This initial agreement focused on the execution of essential roadside
clearance work along designated evacuation corridors and the delivery of crucial public education
programs related to wildfire safety. The initial contract was nearing its scheduled expiration date
on May 31, 2025, and was extended for 6 months.
ANALYSIS
Recognizing the continued need for these critical services and the established positive working
relationship, the PAFD seeks to enter a comprehensive multi-year contract with SCCFSC for five
years for ongoing wildfire mitigation and public education efforts on an on-call basis. The total
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not to exceed contract is intended to support annual routine fuel reduction maintenance
activities. The SCCFSC has been a key partner in the City’s annual wildfire preparedness and offers
additional project management services for the work commissioned, a key service to manage
staff capacity for this maintenance work. Timely roadside clearance is critical for the safety of
both residents and first responders, especially in the challenging Foothills terrain where entry
and exit points are limited.
1. For example, potential options for supplementary initiatives such as
the management of a community wood chipping program and an expanded suite of public
education offerings, including the proactive development of recognized FireWise communities
within the WUI. Although not funded in the total not-to exceed contract amount requested here,
nor in the annual budget, as projects and resources allow, staff can bring back an amendment to
the contract once these supplemental projects are scoped in both greater detail and timing.
Community Outreach & Education: Developing outreach materials, Hosting/supporting
community events, Supporting neighborhoods aiming for Firewise USA recognition,
Conducting Home Ignition Zone (HIZ) assessments, Leading workshops and
presentations
Defensible Space Chipping & Debris Removal: Organizing community chipping events,
Managing a hazardous tree removal rebate program, Offering a Special Needs
Assistance Program (SNAP) for eligible Palo Alto residents needing defensible space
work
Hazardous Fuel Reduction Services & ConsultationProviding project management and
oversight for subcontractors, Assisting with traffic control planning
Technology Services & Support: Supporting N5 Sensors
FISCAL/RESOURCE IMPACT
1 Foothills Fire Management Plan (FFMP) https://www.paloalto.gov/files/assets/public/v/1/oes/plans-info/city-of-
palo-alto-cwpp-ffmp-update-annex-draft-4-7-25-oes.pdf
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Community Services, and Public Works). Annual appropriations for fuel reduction maintenance
are included in these departments, however, these estimates would need to be adjusted for
current costs in future budget cycles. More extensive work in future years in alignment with the
Foothills Fire Management Plan (FFMP) priorities is subject to the prioritization of projects and
appropriation of funding as part of the annual budget process and as department resources
allow.
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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Professional Services Rev. Oct 16,2024 Page 1 of 28
CITY OF PALO ALTO CONTRACT NO. C26195197 AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND SANTA CLARA FIRESAFE COUNCIL INC. dba SANTA CLARA COUNTY FIRESAFE COUNCIL This Agreement for Professional Services (this “Agreement”) is entered into as of the 18th day of
August, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and SANTA CLARA FIRESAFE COUNCIL INC. dba SANTA CLARA COUNTY FIRESAFE COUNCIL , a Nonprofit Corporation, located at 14380 Saratoga Ave., Saratoga, CA 95070, Telephone 408-975-9591 (“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference: RECITALS A. CITY intends to provide fire hazard mitigation and training services to the City and the
public (the “Project”) and desires to engage a consultant to provide wildland fuel reduction,
defensible space maintenance and related fire-hazard education 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”.
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Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for on-call Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set
forth in Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed
Task Order shall become part of this Agreement. The cumulative total compensation due
to CONSULTANT for all Task Orders issued under this Agreement shall not exceed the amount of compensation set forth in Section 4. CONSULTANT shall only be compensated for on-call Services performed under an authorized Task Order and only up to the maximum compensation amount set forth in Section 4. Performance of and payment for
any on-call Services are subject to all requirements and restrictions in this Agreement. SECTION 2. TERM. The term of this Agreement shall be from August 1, 2025, through July 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 Two Million Five
Hundred Thousand Dollars ($2,500,000.00). The hourly schedule of rates, if applicable, is set
out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.
Optional Additional Services Provision (This provision applies only if checked and a
not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.) In addition to the not-to-exceed compensation specified above, CITY has set aside the not-
to-exceed compensation amount of Dollars ($ ) 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 Dollars ($ ), as detailed in Exhibit C.
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“Additional Services” means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional
Services up to the maximum amount of compensation set forth for Additional Services in
this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY’s Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in
substantially the same form as Exhibit A-1, entitled “PROFESSIONAL SERVICES TASK
ORDER”. Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit
C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed
Task Order shall become part of this Agreement. The cumulative total compensation to
CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for
Additional Services in this Section 4. Performance of and payment for any Additional
Services are subject to all requirements and restrictions in this Agreement. SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if
applicable, an identification of personnel who performed the Services, hours worked, hourly rates,
and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the
address specified in Section 13 (Project Management) below. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances.
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SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY
approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties.
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SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City
Manager or designee. In the event CONSULTANT does subcontract any portion of the work to
be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY
agrees that subcontractors may be used to complete the Services. The subcontractors authorized
by CITY to perform work on this Project are: CONSULTANT shall be responsible for directing the work of any subcontractors and for any
compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning
compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Seth Schalet, Email:
sschalet@sccfiresafe.org, 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 Tamara Jasso, Fire Department, 250 Hamilton Ave., Palo Alto, CA, 94301, Email: tamara.jasso@paloalto.gov, Telephone: 650-329-2329. 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.
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SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
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
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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
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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
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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.
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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 subject to prevailing wages and related requirements as a “public works” under California Labor Code Sections 1720 et seq. and related regulations. CONSULTANT is required to pay general prevailing wages as defined in California Labor
Code Section 1773.1 and Subchapter 3, Title 8 of the California Code of Regulations Section
16000 et seq., as amended from time to time. Pursuant to Labor Code Section 1773, the CITY has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the State of California Department of Industrial Relations
(“DIR”). Copies of these rates may be obtained at the CITY’s Purchasing Department office. The
general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, web site (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time to time. CONSULTANT shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the adopted prevailing wage rates as a minimum. CONSULTANT shall
comply with all applicable provisions of Division 2, Part 7, Chapter 1 of the California Labor Code
(Labor Code Section 1720 et seq.), including but not limited to Sections 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to
time. CONSULTANT shall comply with the requirements of Exhibit E, entitled “DIR
REGISTRATION FOR PUBLIC WORKS CONTRACTS”, for any contract for public works construction, alteration, demolition, repair or maintenance, including but not limited to the obligations to register with, and furnish certified payroll records directly to, DIR.
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 a 9204 Public Works Project and is required to comply with the claims procedures set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to
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CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement, 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.
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29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement.
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
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EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS EXHIBIT E: DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS EXHIBIT F: CLAIMS FOR PUBLIC CONTRACT CODE SECTION 9204
PUBLIC WORKS PROJECTS
THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.
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CONTRACT NO. C26195197 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
ANTA CLARA FIRESAFE COUNCIL INC. dba SANTA CLARA COUNTY
FIRESAFE COUNCIL
By: ________________________________
Name: ______________________________
Title: _______________________________
By: ________________________________ Name: ______________________________
Title: _______________________________
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Chief Executive Officer
Seth Schalet
Treasurer
Jared Lewis
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EXHIBIT A SCOPE OF SERVICES CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
As City directs on an on-call basis, in substantially similar form to Exhibit A-1 (Professional Services Task Order), Contractor may be requested to provide the following services: A. Community Outreach and Education:
1. Support for Palo Alto’s public outreach efforts on wildfire risk. 2. Creation and dissemination of wildfire preparedness outreach materials (pamphlets, webpage content, etc.).
3. Attendance at Palo Alto community events and activities (e.g., safety fairs, city events) to share information on wildfire risks and prevention. 4. Support for Palo Alto neighborhoods seeking to become Firewise USA
communities:
a) Application support by the local Firewise USA Regional Coordinator (new applications and annual renewal). b) Resident training through Santa Clara County Fire Safe Council
(SCCFSC)’s Community Ambassador Program
c) Tracking volunteer hours and activities for grant applications and Firewise USA recognition. d) Provision of Firewise USA program materials. e) Community outreach to connect residents with relevant programs
(chipping, Home Ignition Zone (HIZ) assessments, dead tree removal,
etc.). 5. Home Ignition Zone (HIZ) Assessments:
a) Conducting home assessments by National Fire Protection Agency
(NFPA)-certified SCCFSC staff within designated Palo Alto areas using Fire Asides Defensible Space Inspection (DSI) tool to manage the program and provide reports and follow up work with residents.
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b) Produce and provide HIZ assessment reports to residents. c) Providing community support related to HIZ assessment findings and recommendations. d) Responding to resident inquiries (emails and calls) regarding wildfire
reduction strategies and HIZ assessments.
6. Workshops and Presentations (in-person or virtual): a) Conducting workshops on defensible space creation and maintenance. b) "Be Ember Aware" presentations focusing on ember intrusion risks and
mitigation.
c) Evacuation planning workshops tailored to Palo Alto's evacuation zones and procedures. d) Development and delivery of other relevant wildfire preparedness workshops based on Palo Alto's needs.
7. Tabling Events: a) Participation in City of Palo annual community meeting b) Participation in other events as requested. c) Collaboration with Palo Alto to identify and plan participation in other
relevant community events.
8. Youth Education: a) Delivery of age-appropriate wildfire safety presentations to schools or youth groups in Palo Alto.
b) Provision of educational resources for youth on wildfire prevention and
preparedness. B. Defensible Space Chipping and Debris Removal: 1. Support for annual programs that may be applicable to Palo Alto:
a) Community Chipping events, Spring and Fall programs.
b) Hazardous Tree Removal Rebate Program, providing rebates to residents who meet all of the requirements to remove a hazardous tree on their property (dead or invasive) that is a clear threat to the property from wildfire.
c) Neighbor-to-Neighbor cost-share programs to facilitate neighborhood-
level defensible space projects. d) Special Needs Assistance Program (SNAP) to support defensible space work for eligible Palo Alto residents with special needs.
C. Hazardous Fuel Reduction Services and Consultation:
1. Assisting the City of Palo Alto in identifying and prioritizing hazardous fuel reduction projects within the Wildland-Urban Interface (WUI). 2. Providing technical assistance and expertise to City project managers overseeing
fuel reduction projects.
3. SCCFSC to manage and implement fuel reduction projects within Palo Alto city limits upon authorization by the City, including:
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a) Project scoping and planning. b) Project management and oversight of subcontractors. c) Public outreach and communication related to fuel reduction projects. d) Assistance with traffic control planning and implementation.
e) Support in obtaining necessary approvals, such as permits and property
owner permissions. D. Technology Services and Support: SCCFSC has a robust, statewide wildfire technology practice, and can assist City to
select, pilot test, implement and support a range of early wildfire detection, fire spread
analysis and life-safety technology products. 1. N5 Sensors: SCCFSC leads a technology collaborative for the sale, installation and support of 50 AI based wildfire smoke detection sensors from N5 Sensors. As N5 Sensor’s regional reseller of record, these sensors are installed and maintained
in wildland urban interface (WUI) designated areas on Stanford University, Palo
Alto Fire Department and Woodside Fire Protection District land areas.
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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 ___________________________________
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EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services as specified in Exhibit A, Scope of Services as
directed by the department.
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.
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EXHIBIT C COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the terms and conditions of this Agreement, including Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed the amount(s) stated 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. REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and
are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost. All requests for reimbursement of expenses, if any are specified as reimbursable under this
section, shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1 SCHEDULE OF RATES
CONSULTANT’s schedule of rates is as follows:
DETAILED RATE SCHEDULE:
CEO $130.64 $134.56
Program Director $103.00 $106.09
Sr. Project Manager $97.17 $100.09
Sr. Project Manager $81.62 $84.07
Project Manager/s $80.22 $82.63
Project Coordinator/s $62.19 $64.06
HIZ Assessor $58.30 $60.05
Administrative Assistant $58.49 $60.24
Annual Hourly Fee Rate Adjustment: 1. Commencing on July 1, 2027, through June 30, 2028, then commencing July 1, 2028,
through June 30, 2029, then again commencing on July 1, 2029, through June 30, 2030,
CONSULTANT shall adjust the Schedule or Rates identified in EXHIBIT C-1. 2. SCHEDULE OF RATES as follows: Rates are subject to an annual cost-of-living increase effective July 1, 2027, calendar year, based on the Table A San Francisco-Oakland-Hayward CPI (Consumer Price Index), and not to exceed 8% for the calendar
year, as verified by the CITY. Consultant shall notify the CITY at least ten days in advance of exercising a cost-of-living increase.
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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 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@PaloAlto.Gov 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.
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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@PaloAlto.Gov
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EXHIBIT E DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS
This Exhibit shall apply only to a contract for public works construction, alteration, demolition,
repair or maintenance work, CITY will not accept a bid proposal from or enter into this Agreement with CONSULTANT without proof that CONSULTANT and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. City requires CONSULTANT and its listed subcontractors, if any,
to comply with all applicable requirements of the California Labor Code including but not limited
to Labor Code Sections 1720 through 1861, and all applicable related regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. This Exhibit E applies in addition to the provisions of Section 26 (Prevailing Wages and DIR Registration for Public Works Contracts) of the Agreement.
CITY provides notice to CONSULTANT of the requirements of California Labor Code Section 1771.1(a), which reads: “A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject
to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of
any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the
contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract
is awarded.” This Project is subject to compliance monitoring and enforcement by DIR. All contractors must be registered with DIR per Labor Code Section 1725.5 in order to submit a bid. All subcontractors
must also be registered with DIR. No contractor or subcontractor may be awarded a contract for
public work on a public works project unless registered with DIR. Additional information regarding public works and prevailing wage requirements is available on the DIR web site (see e.g. http://www.dir.ca.gov) as amended from time to time.
CITY gives notice to CONSULTANT and its listed subcontractors that CONSULTANT is
required to post all job site notices prescribed by law or regulation. CONSULTANT shall furnish certified payroll records directly to the Labor Commissioner (DIR) in accordance with Subchapter 3, Title 8 of the California Code of Regulations Section 16461 (8
CCR Section 16461).
CITY requires CONSULTANT and its listed subcontractors to comply with the requirements of Labor Code Section 1776, including but not limited to:
Keep accurate payroll records, showing the name, address, social security number, work
classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, CONSULTANT and its listed subcontractors, in connection with the Project.
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The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of CONSULTANT and its listed subcontractors, respectively.
At the request of CITY, acting by its Project Manager, CONSULTANT and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the CITY Project Manager within ten (10) days of receipt of CITY’s request.
CITY requests CONSULTANT and its listed subcontractors to submit the certified
payroll records to CITY’s Project Manager at the end of each week during the Project. If the certified payroll records are not provided as required within the 10-day period, then CONSULTANT and its listed subcontractors shall be subject to a penalty of one hundred dollars
($100.00) per calendar day, or portion thereof, for each worker, and CITY shall withhold the sum
total of penalties from the progress payment(s) then due and payable to CONSULTANT. Inform CITY’s Project Manager of the location of CONSULTANT’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also
provide notice to CITY’s Project Manager within five (5) business days of any change of location
of those payroll records. Eight (8) hours labor constitutes a legal day’s work. CONSULTANT shall forfeit as a penalty to CITY, $25.00 for each worker employed in the execution of the Agreement by CONSULTANT
or any subcontractor for each calendar day during which such worker is required or permitted to
work more than eight (8) hours in any one calendar day or forty (40) hours in any one calendar week in violation of the provisions of the Labor Code, and in particular, Sections 1810 through 1815 thereof, except that work performed by employees of CONSULTANT or any subcontractor in excess of eight (8) hours per day, or forty (40) hours during any one week, shall be permitted
upon compensation for all hours worked in excess of eight (8) hours per day, or forty (40) hours
per week, at not less than one and one-half (1&1/2) times the basic rate of pay, as provided in Section 1815. CONSULTANT shall secure the payment of workers’ compensation to its employees as provided
in Labor Code Sections 1860 and 3700 (Labor Code 1861). CONSULTANT shall sign and file
with the CITY a statutorily prescribed statement acknowledging its obligation to secure the payment of workers’ compensation to its employees before beginning work (Labor Code 1861). CONSULTANT shall post job site notices per regulation (Labor Code 1771.4(a)(2)).
CONSULTANT shall comply with the statutory requirements regarding employment of
apprentices including without limitation Labor Code Section 1777.5. The statutory provisions will be enforced for penalties for failure to pay prevailing wages and for failure to comply with wage and hour laws.
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Exhibit F Claims for Public Contract Code Section 9204 Public Works Projects The provisions of this Exhibit are provided in compliance with Public Contract Code Section
9204; they provide the exclusive procedures for any claims pursuant to Public Contract Code
Section 9204 related to the Services performed under this Agreement. 1. Claim Definition. “Claim” means a separate demand by the Contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:
(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by the City.
(B) Payment by the City of money or damages arising from the Services performed by, or on behalf of, the Contractor pursuant to the Agreement and payment for which is not
otherwise expressly provided or to which the Contractor is not otherwise entitled.
(C) Payment of an amount that is disputed by the City. 2. Claim Process.
(A) Timing. Any Claim must be submitted to City in compliance with the requirements
of this Exhibit no later than fourteen (14) days following the event or occurrence giving rise to the Claim. This time requirement is mandatory; failure to submit a Claim within fourteen (14) days will result in its being deemed waived.
(B) Submission. The Claim must be submitted to City in writing, clearly identified as a
“Claim” submitted pursuant to this Exhibit, and must include reasonable documentation substantiating the Claim. The Claim must clearly identify and describe the dispute, including relevant references to applicable portions of the Agreement, and a chronology of relevant events. Any Claim for additional payment must include a complete, itemized breakdown of all labor,
materials, taxes, insurance, and subcontract, or other costs. Substantiating documentation such as
payroll records, receipts, invoices, or the like, must be submitted in support of each claimed cost. Any Claim for an extension of time or delay costs must be substantiated with schedule analysis and narrative depicting and explaining claimed time impacts.
(C) Review. Upon receipt of a Claim in compliance with this Exhibit, the City shall
conduct a reasonable review of the Claim and, within a period not to exceed 45 days from receipt, shall provide the Contractor a written statement identifying what portion of the Claim is disputed and what portion is undisputed. Upon receipt of a Claim, the City and Contractor may, by mutual agreement, extend the time period provided in this paragraph 2.
(D) If City Council Approval Required. If the City needs approval from the City Council to provide the Contractor a written statement identifying the disputed portion and the undisputed portion of the Claim, and the City Council does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a Claim sent by registered mail or
certified mail, return receipt requested, the City shall have up to three days following the next
duly publicly noticed meeting of the City Council after the 45-day period, or extension, expires to provide the Contractor a written statement identifying the disputed portion and the undisputed portion.
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(E) Payment. Any payment due on an undisputed portion of the Claim shall be processed and made within 60 days after the City issues its written statement. If the City fails to issue a written statement, paragraph 3, below, shall apply.
3. Disputed Claims (A) Meet and Confer. If the Contractor disputes the City's written response, or if the City fails to respond to a Claim submitted pursuant to this Exhibit within the time prescribed, the
Contractor may demand in writing an informal conference to meet and confer for settlement of
the issues in dispute. Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the City shall schedule a meet and confer conference within 30 days for settlement of the dispute. Within 10 business days following the conclusion of the meet and confer conference, if the Claim or any portion of the Claim remains in dispute, the City shall
provide the Contractor a written statement identifying the portion of the Claim that remains in
dispute and the portion that is undisputed. Any payment due on an undisputed portion of the Claim shall be processed and made within 60 days after the City issues its written statement. (B) Mediation. Any remaining disputed portion of the Claim, as identified by the
Contractor in writing, shall be submitted to nonbinding mediation, with the City and the
Contractor sharing the associated costs equally. The City and Contractor shall mutually agree to a mediator within 10 business days after the disputed portion of the Claim has been identified in writing by the Contractor. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate the disputed
portion of the Claim. Each party shall bear the fees and costs charged by its respective mediator
in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the Claim remaining in dispute shall be subject to any other remedies authorized by the Agreement and laws.
(i) For purposes of this paragraph 3.B, mediation includes any nonbinding process,
including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.
(ii) Unless otherwise agreed to by the City and the Contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation, if any, under Public Contract Code Section 20104.4 to mediate after litigation has been commenced.
4. City’s Failure to Respond. Failure by the City to respond to a Claim from the
Contractor within the time periods described in this Exhibit or to otherwise meet the time requirements of this Exhibit shall result in the Claim being deemed rejected in its entirety. A Claim that is denied by reason of the City's failure to have responded to a Claim, or its failure to otherwise meet the time requirements of this Exhibit, shall not constitute an adverse finding with
regard to the merits of the Claim or the responsibility or qualifications of the Contractor.
5. Interest. Amounts not paid in a timely manner as required by this section shall bear interest at seven (7) percent per annum.
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6. Approved Subcontractor Claims. If an approved subcontractor or a lower tier subcontractor lacks legal standing to assert a Claim against the City because privity of contract does not exist, the Contractor may present to the City a Claim on behalf of a subcontractor or
lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf
or on behalf of a lower tier subcontractor, that the Contractor present a Claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the Claim be presented to the City shall furnish reasonable documentation to support the Claim. Within 45 days of receipt of this written request,
the Contractor shall notify the subcontractor in writing as to whether the Contractor presented the
claim to the City and, if the Contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so. 7. Waiver of Provisions. A waiver of the rights granted by Public Contract Code Section
9204 is void and contrary to public policy, provided, however, that (1) upon receipt of a Claim,
the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) the City may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of Public Contract Code Section 9204, so long as the contractual
provisions do not conflict with or otherwise impair the timeframes and procedures set forth in
this section.
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2505-4636
TITLE
Approval of General Service Contract No. C26194766 with Securitas Technology Corporation,
Utilizing Sourcewell Cooperative Agreement No. 121024-SCS, to Procure Fire Alarm Systems
Monitoring, Inspection, Testing, Repair, and Related Services for a Period of Four Years in the
Not-To-Exceed Amount of $404,646; CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to
execute Contract No. C26194766 with Securitas Technology Corporation for fire alarm systems
monitoring, inspection, testing, repair, and related services for a four-year contract term in the
not-to-exceed amount of $404,646, which includes $276,000 for monitoring, inspection, and
testing services and $128,646 for repairs, upgrades, and parts due to misuse, vandalism, and
other unforeseen circumstances not covered by the maintenance agreement.
BACKGROUND
There are twenty-eight City facilities with fire alarm systems. The National Fire Protection
Association (NFPA) requires monitoring, inspection, and testing of all the City’s fire alarm
systems. Securitas Technology Corporation currently provides 24/7/365 fire alarm system
monitoring, inspection, testing, and repair services for the City’s 28 facilities. In the early 1990s,
fire alarm services for the City were provided by Honeywell, who provided and installed some
of the City’s fire alarm panels that are still in use today. In 2005, Stanley Security acquired
Honeywell’s fire alarm division, including their monitoring centers, Honeywell trained
technicians, and Original Equipment Manufacturer (OEM) parts supply chain. This allowed for
uninterrupted service for the City’s fire alarm systems. In 2022, Stanley Security was purchased
by Securitas Technology Corporation. The City has continued to receive uninterrupted fire
alarm services from Securitas Technology Corporation. Previous contract renewals have been
accomplished by using a Sole Source Exemption from Competitive Solicitation because of
proprietary fire alarm panels and the excessive costs of reprogramming all fire alarm panels to a
new Central Station monitoring company.
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ANALYSIS
Procurement Process
The four-year Pricing Sheet (Attachment A) is issued pursuant to Sourcewell Cooperative
Purchasing Agreement # 121024, dated March 19, 2025. The scope of work includes 24/7/365
monitoring and annual fire alarm system inspection and testing for all 28 City facilities. The
scope of work also includes additional services, which include repairs, upgrades, and parts
replacement due to vandalism, and other unforeseen circumstances not covered by the
maintenance agreement.
Per Palo Alto Municipal code 2.30.360(j), the City can take advantage of cooperative purchasing
agreements provided: (i) the services are solicited using methods substantially similar to those
required under the Municipal Code, as determined by the Procurement Officer; and (ii) the
contract is consistent with the requirements under the Municipal Code. Sourcewell provides
discounts for government entities purchasing fire alarm monitoring, testing, and repair service.
The cooperative purchasing agreement contract was competitively solicited and publicly
awarded through the cooperating purchasing organizations and the purchase orders are
consistent with the requirements of the Municipal Code. Cooperative purchasing programs
allow government organizations to use a single solicitation with the best value and favorable
terms and conditions. Using a new contractor, rather than taking advantage of the Sourcewell
agreement, would require reprogramming all the fire alarm panels to a new Central Monitoring
Center at an estimated cost of $2,000 to $3,000 per panel.
Cost Comparison to Prior Contract
The last three-year Purchase Order with Stanley Security Solutions totaled $142,181 and ended
on February 10, 2023. The new four-year Sourcewell contract amount with Securitas
Technologies is higher as new City buildings, such as the Public Safety Building, City Hall, Fire
Station 3, Junior Museum and Zoo, and Sherman Garage have been added to the new contract.
Prevailing wage rates are now included in the new contract as well which contributes to the
increased cost. This new contract also includes an increase in Additional Services funding due
to the aging fire alarm systems. A required semi-annual inspection was added at each location
as well as part of the new contract, which is also a factor in the increased cost.
Funding for Year 1 of this contract is included in the Fiscal Year 2026 Adopted Operating
budgets for the Public Works Department, and Office of Transportation in the University
Avenue and California Avenue Parking District Funds1. Appropriations for subsequent contract
years will be determined through the annual budget development process and are subject to
1 Securitas General Services Contract for Fire Alarm Maintenance C26194766;
https://www.paloalto.gov/files/assets/public/v/1/public-works/public-
services/contracts/c26194840_sercuritas_4-yr_maint_halfexec.pdf
Item 10
Item 10 Staff Report
Item 10: Staff Report Pg. 2 Packet Pg. 94 of 461
Council approval. The following table shows the breakdown of the annual cost per department
as well as the total cost of the contract:
Term Annual Cost
Year 1 $ 96,721
Year 2 $ 99,623
Year 3 $ 102,612
Year 4 $ 105,690
Total $404,646
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 10
Item 10 Staff Report
Item 10: Staff Report Pg. 3 Packet Pg. 95 of 461
3800 Tabs Drive, Uniontown, OH 44683
Sourcewell Four-Year Pricing Sheet
Project Title: Fire Alarm Systems Monitoring, Inspection, Testing, and Repair Services under Sourcewell awarded
contract # 121024-SCS
To: City of Palo Alto Facilities Management – Attention Dennis Huebner
Contract Term: August 4, 2025, through August 3, 2029
Contract Year 1 (*terms to state that the rates will escalate at 3% each year during this contract term)
Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
1.Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$264.00 $0.00 $1,392.00 $1,656.00
2.Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$264.00 $388.80 $972.00 $1,624.80
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 4 Packet Pg. 96 of 461
Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
3.Lot S/L Parking Garage
445 Bryant Street
Combined with the
Downtown Community
Center
445 Bryant Street
Water Flow – 7
Smoke detectors – 7
Control valves – 7
Manual pulls – 7
Horn/strobes – 7
Backflow switches – 2
Sump Pumps – 3
$744.00 $388.80 $1,392.00 $2,524.80
4.Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$264.00 $388.80 $492.00 $1,144.80
5.Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$264.00 $388.80 $492.00 $1,144.80
6.Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$552.00 $561.60 $4,176.00 $5,289.60
7.Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$264.00 $388.80 $708.00 $1,360.80
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 5 Packet Pg. 97 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
8.Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$264.00 $388.80 $708.00 $1,360.80
9.Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$264.00 $388.80 $972.00 $1,624.80
10.Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$264.00 $388.80 $972.00 $1,624.80
11.Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$264.00 $388.80 $2,784.00 $3,436.80
12.Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$264.00 $388.80 $492.00 $1,144.80
13.Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$264.00 $388.80 $1,392.00 $2,044.80
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 6 Packet Pg. 98 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
14.Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$264.00 $388.80 $972.00 $1,624.80
15.Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$264.00 $388.80 $1,392.00 $2,044.80
16.Jr. Museum & Zoo
1451 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Duct smoke detectors – 4
Control valves – 1
Manual pulls – 3
Strobes – 3
Horn/strobes – 46
Bell – 1
Backflow switches – 1
PIV – 1
$552.00 $388.80 $1,392.00 $2,332.80
17.Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$552.00 $388.80 $708.00 $1,648.80
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 7 Packet Pg. 99 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
18.Fire Station 3
799 Embarcadero Rd
Water Flow – 1
Smoke detectors – 8
Heat detectors – 2
Carbon monoxide detectors – 5
Control valves – 1
Manual pulls – 4
Horn/strobes – 1
Bell – 1
OS&Y switches - 1
$264.00 $388.80 $708.00 $1,360.80
19.Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$264.00 $388.80 $1,392.00 $2,044.80
20.Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$264.00 $388.80 $2,784.00 $3,436.80
21.Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$264.00 $0.00 $492.00 $756.00
22.Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$552.00 $388.80 $492.00 $1,432.80
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 8 Packet Pg. 100 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
23.College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$264.00 $388.80 $972.00 $1,624.80
24.Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$552.00 $388.80 $492.00 $1,432.80
25.Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$264.00 $388.80 $5,568.00 $6,220.80
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 9 Packet Pg. 101 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
26.Downtown Community
Center
445 Bryant Street
*COMBINED WITH Lot
S/L Parking Garage
445 Bryant Street
Water Flow – 1
Smoke detectors – 17
Heat detector – 1
Manual pulls – 6
Horn/strobes – 10
Smoke Duct Detectors - 3
$0.00 $0.00 $0.00 $0.00
27.Civic Center
250 Hamilton Avenue
$552.00 $561.60 $5,568.00 $6,681.60
28.Public Safety Building
250 Sherman Avenue
$552.00 $561.60 $5,568.00 $6,681.60
1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year One)$65,306.40
2.Repairs Budget: Straight Time Hourly Rate ___$205.00_____ x 150 Hours =$30,750.00 year 1
3.Payment and Performance Bond (Year One)$664.62
4. Grand Total for Year 1 $96,721.02
Year 1 Hourly Rates
Straight Time Prevailing Wage = $205.00
Overtime Prevailing Wage = $305.00
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct
purchase price. This will be applicable for any necessary equipment (including rental equipment).
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 10 Packet Pg. 102 of 461
Contract Year 2 (*terms to state that the rates will escalate at 3% each year during this contract term)
1.Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$271.92 $0.00 $1,4336.76 $1,705.68
2.Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$271.92 $400.46 $1,001.16 $1,673.54
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 11 Packet Pg. 103 of 461
Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
3.Lot S/L Parking Garage
445 Bryant Street
Combined with the
Downtown Community
Center
445 Bryant Street
Water Flow – 7
Smoke detectors – 7
Control valves – 7
Manual pulls – 7
Horn/strobes – 7
Backflow switches – 2
Sump Pumps – 3
$766.32 $400.46 $1,433.76 $2,600.54
4.Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$271.92 $400.46 $506.76 $1,179.14
5.Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$271.92 $400.46 $506.76 $1,179.14
6.Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$568.56 $578.45 $4,301.28 $5,448.29
7.Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$271.92 $400.46 $729.24 $1,401.62
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 12 Packet Pg. 104 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
8.Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$271.92 $400.46 $729.24 $1,401.62
9.Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$271.92 $400.46 $1,001.16 $1,673.54
10.Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$271.92 $400.46 $1,001.16 $1,673.54
11.Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$271.92 $400.46 $2,867.52 $3,539.90
12.Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$271.92 $400.46 $506.76 $1,179.14
13.Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$271.92 $400.46 $1,433.76 $2,106.14
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 13 Packet Pg. 105 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
14.Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$271.92 $400.46 $1,001.16 $1,673.54
15.Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$271.92 $400.46 $1,433.76 $2,106.14
16.Jr. Museum & Zoo
1451 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Duct smoke detectors – 4
Control valves – 1
Manual pulls – 3
Strobes – 3
Horn/strobes – 46
Bell – 1
Backflow switches – 1
PIV – 1
$568.56 $400.46 $1,433.76 $2,402.78
17.Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$568.56 $400.46 $729.24 $1,698.26
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 14 Packet Pg. 106 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
18.Fire Station 3
799 Embarcadero Rd
Water Flow – 1
Smoke detectors – 8
Heat detectors – 2
Carbon monoxide detectors – 5
Control valves – 1
Manual pulls – 4
Horn/strobes – 1
Bell – 1
OS&Y switches - 1
$271.92 $400.46 $729.24 $1,401.62
19.Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$271.92 $400.46 $1,433.76 $2,106.14
20.Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$271.92 $400.46 $2,867.52 $3,539.90
21.Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$271.92 $0.00 $506.76 $778.68
22.Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$568.56 $400.46 $506.76 $1,475.78
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 15 Packet Pg. 107 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
23.College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$271.92 $400.46 $1,001.16 $1,673.54
24.Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$568.56 $400.46 $506.76 $1,475.78
25.Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$271.92 $400.46 $5,735.04 $6,407.42
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 16 Packet Pg. 108 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
26.Downtown Community
Center
445 Bryant Street
*COMBINED WITH Lot
S/L Parking Garage
445 Bryant Street
Water Flow – 1
Smoke detectors – 17
Heat detector – 1
Manual pulls – 6
Horn/strobes – 10
Smoke Duct Detectors - 3
$0.00 $0.00 $0.00 $0.00
27.Civic Center
250 Hamilton Avenue
$568.56 $578.45 $5,735.04 $6,882.05
28.Public Safety Building
250 Sherman Avenue
$568.56 $578.45 $5,735.04 $6,882.05
1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Two)$67,265.51
2.Repairs Budget: Straight Time Hourly Rate ___$211.15_____ x 150 Hours =$31,672.50 year 2
3.Payment and Performance Bond (Year Two)$685.38
4. Grand Total for Year 2 $99,623.39
Year 2 Hourly Rates
Straight Time Prevailing Wage = $211.15
Overtime Prevailing Wage = $314.15
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct
purchase price. This will be applicable for any necessary equipment (including rental equipment).
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 17 Packet Pg. 109 of 461
Contract Year 3 (*terms to state that the rates will escalate at 3% each year during this contract term)
1.Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$280.08 $0.00 $1,476.77 $1,756.85
2.Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$280.08 $412.48 $1,031.19 $1,723.75
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 18 Packet Pg. 110 of 461
Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
3.Lot S/L Parking Garage
445 Bryant Street
Combined with the
Downtown Community
Center
445 Bryant Street
Water Flow – 7
Smoke detectors – 7
Control valves – 7
Manual pulls – 7
Horn/strobes – 7
Backflow switches – 2
Sump Pumps – 3
$789.31 $412.48 $1,476.77 $2,678.56
4.Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$280.08 $412.48 $521.96 $1,214.52
5.Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$280.08 $412.48 $1,214.52 $1,214.52
6.Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$585.62 $595.80 $4,430.32 $5,611.74
7.Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$280.08 $412.48 $751.12 $1,443.67
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 19 Packet Pg. 111 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
8.Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$280.08 $412.48 $751.12 $1,443.67
9.Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$280.08 $412.48 $1,031.19 $1,723.75
10.Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$280.08 $412.48 $1,031.19 $1,723.75
11.Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$280.08 $412.48 $2,953.55 $3,646.10
12.Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$280.08 $412.48 $521.96 $1,214.52
13.Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$280.08 $412.48 $1,476.77 $2,169.33
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 20 Packet Pg. 112 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
14.Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$280.08 $412.48 $1,031.19 $1,723.75
15.Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$280.08 $412.48 $1,476.77 $2,169.33
16.Jr. Museum & Zoo
1451 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Duct smoke detectors – 4
Control valves – 1
Manual pulls – 3
Strobes – 3
Horn/strobes – 46
Bell – 1
Backflow switches – 1
PIV – 1
$585.62 $412.48 $1,476.77 $2,474.87
17.Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$585.62 $412.48 $751.12 $1,749.21
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 21 Packet Pg. 113 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
18.Fire Station 3
799 Embarcadero Rd
Water Flow – 1
Smoke detectors – 8
Heat detectors – 2
Carbon monoxide detectors – 5
Control valves – 1
Manual pulls – 4
Horn/strobes – 1
Bell – 1
OS&Y switches - 1
$280.08 $412.48 $751.12 $1,443.67
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
19.Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$280.08 $412.48 $1,476.77 $2,169.33
20.Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$280.08 $412.48 $2,953.55 $3,646.10
21.Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$280.08 $0.00 $521.96 $802.04
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 22 Packet Pg. 114 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
22.Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$585.62 $412.48 $521.96 $1,520.06
23.College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$280.08 $412.48 $1,031.19 $1,723.75
24.Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$585.62 $412.48 $521.96 $1,520.06
25.Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$280.08 $412.48 $5,907.09 $6,599.65
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 23 Packet Pg. 115 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
26.Downtown Community
Center
445 Bryant Street
*COMBINED WITH Lot
S/L Parking Garage
445 Bryant Street
Water Flow – 1
Smoke detectors – 17
Heat detector – 1
Manual pulls – 6
Horn/strobes – 10
Smoke Duct Detectors - 3
$0.00 $0.00 $0.00 $0.00
27.Civic Center
250 Hamilton Avenue
$585.62 $595.80 $5,907.09 $7,088.51
28.Public Safety Building
250 Sherman Avenue
$585.62 $595.80 $5,907.09 7,088.51
1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Three)$69,283.57
2.Repairs Budget: Straight Time Hourly Rate ___$217.48_____ x 150 Hours =$32,622.00 year 3
3.Payment and Performance Bond (Year Three)$706.15
4. Grand Total for Year 3 $102,611.72
Year 3 Hourly Rates
Straight Time Prevailing Wage = $217.48
Overtime Prevailing Wage = $323.57
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct
purchase price. This will be applicable for any necessary equipment (including rental equipment).
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 24 Packet Pg. 116 of 461
Contract Year 4 (*terms to state that the rates will escalate at 3% each year during this contract term)
1.Downtown Library
270 Forest Avenue
Smoke detectors – 35
Duct smoke detector – 1
Manual pulls – 11
Horn/strobes – 6
Strobes – 12
$288.48 $0.00 $1,521.08 $1,809.56
2.Lot R Parking Garage
528 High Street
Water Flow – 4
Smoke detectors – 5
Control valves – 6
Manual pulls – 5
Horn/strobes – 4
Horn – 1
Backflow switches – 2
$288.48 $424.85 $1,062.13 $1,775.46
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 25 Packet Pg. 117 of 461
Building & Address Fire Alarm Devices Monitoring
Annual Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
3.Lot S/L Parking Garage
445 Bryant Street
Combined with the
Downtown Community
Center
445 Bryant Street
Water Flow – 7
Smoke detectors – 7
Control valves – 7
Manual pulls – 7
Horn/strobes – 7
Backflow switches – 2
Sump Pumps – 3
$812.99 $424.85 $1,521.08 $2,758.92
4.Lot J Parking Garage
520 Webster Street
Water Flow – 1
Smoke detectors – 2
Heat detectors – 7
Manual pulls – 1
Bell – 1
$288.48 $424.85 $537.62 $1,250.95
5.Ted Thompson Parking
Garage
275 Cambridge Ave
Water Flow – 1
Smoke detectors – 1
Control valves – 2
Manual pulls – 1
Horn/strobes – 1
$288.48 $424.85 $537.62 $1,250.95
6.Sherman Parking
Garage
350 Sherman Ave
Water Flow – 19
Smoke detectors – 19
Heat detectors – 8
Duct smoke detectors – 8
Control valves – 6
Manual pulls – 14
Horn/strobes – 85
$603.19 $613.68 $4,563.23 $5,780.09
7.Golf Course
1875 Embarcadero Rd
Water Flow – 1
Smoke detectors – 2
Control valves – 1
Manual pulls – 10
Horn/strobes – 1
Backflow switches – 2
$288.48 $424.85 $773.65 $1,486.98
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 26 Packet Pg. 118 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
8.Utilities Control Center
3241 East Bayshore Rd
Water Flow – 1
Smoke detectors – 8
Control valves – 1
Manual pulls – 3
Horn/strobes – 4
Bell – 3
$288.48 $424.85 $773.65 $1,486.98
9.Municipal Service
Center Building A
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 3
Horn/strobes – 12
$288.48 $424.85 $1,062.13 $1,775.46
10.Municipal Service
Center Building B
3201 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 5
Horn/strobes – 12
Strobes – 14
$288.48 $424.85 $1,062.13 $1,775.46
11.Municipal Service
Center Building C
3201 East Bayshore Rd
Water Flow – 2
Smoke detectors – 2
Control valves – 2
Manual pulls – 10
Horn/strobes – 62
$288.48 $424.85 $3,042.15 $3,755.48
12.Baylands Interpretive
Center
2775 Embarcadero Rd
Water Flow – 1
Control valves – 1
Bell – 1
$288.48 $424.85 $537.62 $1,250.95
13.Lucie Stern Community
Center
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Manual pulls – 12
Horn/strobes – 13
Strobes - 18
Duct smoke detectors – 5
$288.48 $424.85 $1,521.08 $2,234.41
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 27 Packet Pg. 119 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
14.Lucie Stern Community
Theatre and Scene
Shop
1305 Middlefield Rd
Water Flow – 2
Smoke detectors – 1
Control valves – 2
Manual pulls – 20
Horn/strobes – 17
$288.48 $424.85 $1,062.13 $1,775.46
15.Lucie Stern Children’s
Theatre
1305 Middlefield Rd
Water Flow – 1
Smoke detectors – 5
Control valves – 2
Manual pulls – 10
Horn/strobes – 35
$288.48 $424.85 $1,521.08 $2,234.41
16.Jr. Museum & Zoo
1451 Middlefield Rd
Water Flow – 1
Smoke detectors – 1
Duct smoke detectors – 4
Control valves – 1
Manual pulls – 3
Strobes – 3
Horn/strobes – 46
Bell – 1
Backflow switches – 1
PIV – 1
$603.19 $424.85 $1,521.08 $2,549.11
17.Children’s Library
1276 Harriett Street
Water Flow – 1
Smoke detectors – 1
Manual pulls – 5
Horn/strobes – 10
Bell – 1
Backflow switches – 2
$603.19 $424.85 $773.65 $1,801.69
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 28 Packet Pg. 120 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
18.Fire Station 3
799 Embarcadero Rd
Water Flow – 1
Smoke detectors – 8
Heat detectors – 2
Carbon monoxide detectors – 5
Control valves – 1
Manual pulls – 4
Horn/strobes – 1
Bell – 1
OS&Y switches - 1
$288.48 $424.85 $773.65 $1,486.98
19.Art Center
1313 Newell Rd
Water Flow – 1
Smoke detectors – 12
Control valves – 1
Manual pulls – 8
Horn/strobes – 19
Strobes – 22
$288.48 $424.85 $1,521.08 $2,234.41
20.Rinconada Library
1213 Newell Street
Water Flow – 1
Smoke detectors – 14
Duct smoke detector - 1
Control valves – 4
Manual pulls – 12
Horn/strobes – 17
Strobes – 39
$288.48 $424.85 $3,042.15 $3,755.48
21.Pets In Need – Main
Buildings
3281 East Bayshore Rd
Smoke detectors – 6
Manual pulls –
Horn/strobes – 1
Bell – 1
$288.48 $0.00 $537.62 $826.10
22.Pets In Need – Modular
Building
3281 East Bayshore Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
Backflow switches – 2
$603.19 $424.85 $537.62 $1,565.66
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 29 Packet Pg. 121 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
23.College Terrace Library
2300 Wellesley St
Water Flow – 2
Smoke detectors – 11
Control valves – 3
Manual pulls – 5
Horn/strobes – 7
Strobes - 7
Backflow switches – 2
$288.48 $424.85 $1,062.13 $1,775.46
24.Fire Station 8
3300 Page Mill Rd
Water Flow – 1
Smoke detectors – 1
Control valves – 1
Manual pulls – 1
Horn/strobes – 1
$603.19 $424.85 $537.62 $1,565.66
25.Mitchell Park Library
and Community Center
3700 Middlefield Ave
Water Flow – 4
Smoke detectors – 47
Heat detectors – 2
Duct smoke detectors – 50
Control valves – 6
Manual pulls – 40
Horn/strobes – 44
Strobes – 75
Bells – 3
Backflow switches – 2
PIV switch – 2
OSY - 1
$288.48 $424.85 $6,084.30 $6,797.64
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 30 Packet Pg. 122 of 461
Building & Address Fire Alarm Devices Monitoring
Annual
Costs
Waterflow
Semi-
annual
Inspection
Costs
Annual
Inspection
Costs
Total Annual
Costs
26.Downtown Community
Center
445 Bryant Street
*COMBINED WITH Lot
S/L Parking Garage
445 Bryant Street
Water Flow – 1
Smoke detectors – 17
Heat detector – 1
Manual pulls – 6
Horn/strobes – 10
Smoke Duct Detectors - 3
$0.00 $0.00 $0.00 $0.00
27.Civic Center
250 Hamilton Avenue
$603.19 $613.68 $6,084.30 $7,301.16
28.Public Safety Building
250 Sherman Avenue
$603.19 $613.68 $6,084.30 $7,301.16
1.Total Annual Cost for Fire Alarm Monitoring Annual Inspections (Year Four)$71,362.03
2.Repairs Budget: Straight Time Hourly Rate ___$224.01_____ x 150 Hours =$33,601.50 year 4
3.Payment and Performance Bond (Year Four)$726.92
4. Grand Total for Year 4 $105,690.45
Year 4 Hourly Rates
Straight Time Prevailing Wage = $224.01
Overtime Prevailing Wage = $333.28
* Securitas may charge the City of Palo Alto for parts and materials required for Services 15% of the direct
purchase price. This will be applicable for any necessary equipment (including rental equipment).
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 31 Packet Pg. 123 of 461
Cost Summary for Four-Year Contract
1.Grand Total for Year One $96,721.02
2. Grand Total for Year Two $99,623.39
3.Grand Total for Year Three $102,611.72
4.Grand Total for Year Four $105,690.45
5.Grand Total for All Four Contract Years $404,646.58
City of Palo Alto Specific Scope of Work Requirements
Scope of Work:
1. Provide 24/7/365 monitoring of all fire alarm systems.
2. Provide semi-annual inspections and testing for all fire alarm systems.
3. Provide annual inspections and testing for all fire alarm systems.
4. Provide deficiencies repairs for all fire alarm systems.
5. Provide as needed repair services throughout the year for all fire alarm systems.
Details of Work Performed:
1. All inspections, testing, and repair services will be done in accordance with the 2025 Edition of NFPA-72 chapter 14.
2. Contractor will use the standard NFPA inspection forms.
3. No fire alarm systems are UL certified.
4. Email copies of all competed inspections and testing forms within three business days to Dennis Huebner at
dennis.huebner@cityofpaloalto.org and Joshua Rivas at Joshua.Rivas@cityofpaloalto.org.
5. Email proposals for deficiencies within five business days to Dennis Huebner, dennis.huebner@cityofpaloalto.org.
6. Contractor will have a 24/7 emergency service call number.
7. Contractor will respond to service calls within one business day.
8. Preferred billing frequency will be quarterly. Invoices will be separated per location. Preferred method of invoicing will
be to divide the total annual costs for monitoring and inspection and testing per location by four equal payments.
Email all invoices to Joshua Rivas at Joshua.Rivas@cityofpaloalto.org and Dennis Huebner at
dennis.huebner@cityofpaloalto.org.
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 32 Packet Pg. 124 of 461
Buildings Included in Scope of Work
Building Address
1.Downtown Library 270 Forest Avenue
2.Parking Garage
Lot R 528 High Street
3.Parking Garage
Lot S/L *COMBINED WITH #26 445 Bryant Street
4.Parking Garage
Lot J 520 Webster Street
5.Ted Thompson Parking Garage 275 Cambridge Ave
6.Sherman Ave. Parking Garage 350 Sherman Ave
7.Golf Course 1875 Embarcadero Rd
8.Utilities Control Center 3241 East Bayshore Rd
9.Municipal Service Center Building A 3201 East Bayshore Rd
10.Municipal Service Center Building B 3201 East Bayshore Rd
11.Municipal Service Center Building C 3201 East Bayshore Rd
12.Baylands Interpretive Center 2775 Embarcadero Rd
13.Lucie Stern Community Center 1305 Middlefield Rd
14.Lucie Stern Community Theatre and Scene Shop 1305 Middlefield Rd
15.Lucie Stern Children’s Theatre 1305 Middlefield Rd
16.Jr. Museum & Zoo 1451 Middlefield Rd
17.Children’s Library 1276 Harriett Street
18.Fire Station 3 799 Embarcadero Rd
19.Art Center 1313 Newell Rd
20.Rinconada Library 1213 Newell Street
21.Pets In Need – Main Buildings 3281 East Bayshore Rd
22.Pets In Need – Modular Building 3281 East Bayshore Rd
23.College Terrace Library 2300 Wellesley St
24.Fire Station 8 3300 Page Mill Rd
25.Mitchell Park Library and Community Center 3700 Middlefield Ave
26.Downtown Community Center *COMBINED WITH #3 445 Bryant Street
27 Civic Center 250 Hamilton Avenue
28 Public Safety Building 250 Sherman Avenue
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 33 Packet Pg. 125 of 461
Scheduling:
1.Inspections will occur every three months and will be done within the first two weeks of each inspection month. The
inspection months will be February, May, August, and November. Below, the buildings have been divided into two
groups. During the first inspection the contractor will perform an Annual Fire Alarm Inspection for all buildings in
Group 1. During the second inspection the contractor will perform an Annual Fire Alarm Inspection for all buildings in
Group 2. During the third inspection the contractor will perform a Semi-Annual Fire Alarm Inspection for all buildings in
Group 1. During the fourth inspection contractor will perform a Semi-annual Fire Alarm Inspection for all buildings in
Group 2.
Group 1
1.Downtown Library
2.Parking Garage
Lot R
3.Parking Garage
Lot S/L
26.Downtown Community
Center
4.Parking Garage
Lot J
5.Ted Thompson
Parking Garage
6.Sherman Ave. Parking
Garage
7.Golf Course
8.Utilities Control Center
9.Municipal Service
Center Building A
10.Municipal Service
Center Building B
11.Municipal Service
Center Building C
12.Baylands Interpretive
Center
27.Civic Center
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 34 Packet Pg. 126 of 461
Group 2
13.Lucie Stern
Community Center
14.Lucie Stern
Community Theatre
and Scene Shop
15.Lucie Stern Children’s
Theatre
16.Jr. Museum & Zoo
17.Children’s Library
18.Fire Station 3
19.Art Center
20.Rinconada Library
21.Pets In Need – Main
Buildings
22.Pets In Need –
Modular Building
23.College Terrace
Library
24.Fire Station 8
25.Mitchell Park Library
and Community
Center
28.Public Safety Building
2. The contractor will schedule all inspections one week prior to the start of the inspection date with the Facilities Management
Division.
Notifications:
1. When required to do so by a Municipal Code, contractor will notify the local fire authority having jurisdiction in advance
of the work start date.
2. Contractor will also notify the local Fire Communications Center and any applicable Central Office Alarm company
when conducting system testing and/or repairs.
3. Facilities Management is responsible for notification of all occupants of the property subject to inspection and testing.
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 35 Packet Pg. 127 of 461
Deficiencies and Corrections:
1. Contractor will note deficiencies found during the inspections on the inspection sheet.
2. Minor repairs of less than $500 (labor and materials per system) do not need prior approval of Facilities Management
and should be done immediately.
3. Send a proposal for repairs exceeding $500 to Facilities Management within five business days after inspection.
1. All communications and interface, including written correspondence by the Contractor, will be with Facilities
Management in the Public Works Department 3201 East Bayshore Road, Palo Alto, CA 94303
2. Project Managers: Dennis Huebner. Phone: (650) 496-6970. Email: dennis.huebner@cityofpaloalto.org
Maurice Ruyter. Phone: (650) 496-6915. Email: Maurice.ruyter@cityofpaloalto.org
Within ten (10) business days of issuance of the Notice of Award, Contractor shall furnish City a Performance Surety
Bond, and Payment Surety Bond. Both bonds will be in the amount of 100% of the Contract Sum.
The Contractor may have access to the normal use of building utilities in the performance of the work.
Contractor is solely responsible for the storage of all equipment and materials.
Contractor will be responsible for all hauling and waste disposal. Hazardous materials and other materials shall be
disposed of according to all codes, laws and regulations. Contractor will comply with all City recycling
requirements. Contractor will not use any City trash containers for disposal of any material connected with this
project.
Item 10
Attachment A - Securitas - Sourcewell
Four-Year Pricing Sheet for Fire Alarm
Systems Monitoring, Inspection,
Testing, and Repair
Item 10: Staff Report Pg. 36 Packet Pg. 128 of 461
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: August 18, 2025
Report #:2507-4966
TITLE
Approval of Purchase Order C26195602 with Carahsoft Technology Corporation to Procure
DocuSign eSignature Software for a One-Year Term Not-To-Exceed Amount of $145,180; CEQA
status - Not a project
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee
to execute Purchase Order C26195602 with Carahsoft Technology Corporation, utilizing an
OMNIA cooperative contract no. R2403031, to procure DocuSign eSignature software for a one-
year term through July 31, 2026, with a total Not-To-Exceed amount $145,180.
BACKGROUND
City of Palo Alto implemented DocuSign’s digital signature services on April 30, 2015, to
improve operational efficiency by enabling digital signatures, electronic forms, and workflow
automation.
In July 2018, the City leveraged the State of California Multiple Award Schedules (CMAS)
contract with Carahsoft Technology Corporation to secure DocuSign services at approximately
50% off the list price, benefiting from pre-negotiated terms and conditions. This purchase was
made under PAMC section 2.30.360(j), utilizing a CMAS cooperative purchasing agreement.
The City continued to renew DocuSign services through CMAS in 2019, 2020, and 2021. On
September 27, 2021, City Council authorized Purchase Order C22183161 with Carahsoft for a
three-year term (August 23, 2021 – August 22, 2024), with annual fees of $126,753 and a not-
to-exceed amount of $380,258 (CMR 1348222).
1 OMNIA Cooperative Purchasing Agreement: https://www.omniapartners.com/suppliers/carahsoft/public-
sector/contract-documents#contract-2098
2 September 27, 2021 Report, Item #6, page 67, is available to view at
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Most recently, on September 9, 2024, City Council approved Purchase Order C25192371 with
Carahsoft under OMNIA cooperative contract no. 23-6692-0115 to extend DocuSign services
through August 2025, in an amount not-to-exceed $125,965 (CMR 2408-33756).
ANALYSIS
FISCAL/RESOURCE IMPACT
5 OMNIA Cooperative Purchasing Agreement: https://www.omniapartners.com/suppliers-files/A-
D/Carahsoft_Technology_Corp/Contract_Documents/23-6692-01/23-6692-01_Carahsoft_MAD.pdf
6 September 9, 2024 Report, Item #11, is available to view at
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14393
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STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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This City of Palo Alto (City) Purchase Order agreement (PO) is entered
into by and between City and CARAHSOFT, an authorized reseller of
DocuSign, pursuant to OMNIA Coop Contract #R240303.
Notwithstanding Coop contract or any other document, this Purchase
Order shall be exclusively governed in accordance with the laws of the
state of California, without regard to the conflict of laws principles
thereof.
TERM:
August 1, 2025 through July 31, 2026
This PO hereby attaches and incorporates the following contract
documents into this PO by reference as though fully set forth herein:
1. R240303 Carahsoft MAD
2. Carahsoft RFP
3. R240303 Carahsoft Pricing
4. CarahSoft Docusign Quote 58281526
5. City of Palo Alto Purchase Order Terms and Conditions (Service)
0010 eSignature Enterprise Pro for State and 119,000 USD 1.00 119,000.00
DSI-0000488 eSignature Enterprise Pro for State and Local Government
- Envelope Qty 28,000
DocuSign, Inc. - DSI-0000488
Vendor Address
CARAHSOFT TECHNOLOGY CORP.
11493 SUNSET HILLS ROADS SUITE 100
RESTON VA 20190
Tel: 1-888-662-2724 Fax: 703-871-8505
Bill To:
City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:
Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
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 PAGESPECIFICATIONS - 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 onall 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
Council Approve Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING
PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number C26195602
Date 07/31/2025
Vendor No.106008
Payment Terms Payment Due 30 days
FOB Point Services Only
Ship via Services as requested by CTY
Term 08/01/2025 - 07/31/2026
Buyer/Phone Alice Harrison / 650-329-2173
Email Alice.Harrison@CityofPaloAlto.org
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER
ARRANGEMENTS ARE INDICATED HEREIN
Page 1 of 2
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Attachment A - Purchase Order
C26195602 with Carahsoft
Technology Corp
Item 11: Staff Report Pg. 4 Packet Pg. 132 of 461
Start Date: 08/01/2025
End Date: 07/31/2026
0020 Enterprise Premier Support 22% of Recurr 26,180 USD 1.00 26,180.00
APT-0148 Enterprise Premier Support 22% of Recurring Fees (22%
of List Price per $100 of List License Fees)
DocuSign, Inc. - APT-0148
Start Date: 08/01/2025
End Date: 07/31/2026
-------------------------
Sub-Total 145,180.00
Vendor Address
CARAHSOFT TECHNOLOGY CORP.
11493 SUNSET HILLS ROADS SUITE 100
RESTON VA 20190
Tel: 1-888-662-2724 Fax: 703-871-8505
Bill To:
City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:
Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount
______________________________________
Chief Procurement Officer
Total 145,180.00
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGESPECIFICATIONS - 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 onall 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
Council Approve Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING
PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number C26195602
Date 07/31/2025
Vendor No.106008
Payment Terms Payment Due 30 days
FOB Point Services Only
Ship via Services as requested by CTY
Term 08/01/2025 - 07/31/2026
Buyer/Phone Alice Harrison / 650-329-2173
Email Alice.Harrison@CityofPaloAlto.org
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER
ARRANGEMENTS ARE INDICATED HEREIN
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Attachment A - Purchase Order
C26195602 with Carahsoft
Technology Corp
Item 11: Staff Report Pg. 5 Packet Pg. 133 of 461
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: August 18, 2025
Report #:2506-4779
TITLE
Approval of Professional Service Contract C26194516 with Interweave Production Group with
Not-To-Exceed Amount of $280,170, for a Term of Three Years, CEQA Status – Not a Project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or designee to execute
Contract C26194516 (Attachment A) with Interweave Production Group to procure audio/visual
(AV) support services for a three-year term (August 1, 2025, to July 30, 2028) and a total not-to-
exceed (NTE) amount of $280,170, including $254,700 for basic service and $25,470 for
additional service).
BACKGROUND
The City first awarded a contract to Interweave on May 19, 2005, following a competitive
solicitation process and in March 2012 another competitive solicitation was performed and
Interweave was selected. Below is a summary of the contract history with this service provider:
Contract S12142626A (2/10/2012 – 12/4/2014), NTE $210,600
Contract S16160735 (1/1/2016 – 12/31/2018) and Amendment No. 1 (extends term to
3/31/2019), NTE $254,700
Contract S19174432 (8/1/2019 – 7/31/2022), exempted from solicitation per PAMC
2.30.360(b2) and Amendment No. 1 (extends term to 7/31/2025), NTE $509,400
Demonstrating pricing consistency and value over time, Interweave’s monthly fees have not
increased since 2016; this pricing remains consistent in the recommended contract terms.
ANALYSIS
The recommended three-year contract continues AV production support for all regular and
special City Council meetings and includes on-call emergency response, routine maintenance,
and professional consulting regarding AV infrastructure.
Pre-meeting setup and live broadcast support
Support for lobby digital displays
24/7 emergency response within one hour
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Maintenance and upgrades for AV equipment in City Hall
Professional consulting for future AV improvements
Ad hoc services for departments outside IT
An exemption from competitive solicitation was approved by the City Manager under PAMC
2.30.360(b)(2). Interweave has supported the City’s AV needs since 2005, providing reliable and
consistent service for weekly Council meetings, Mayor’s Address, and Council Retreats. Their
familiarity with the City’s AV infrastructure allows fast response and high-quality performance,
especially in emergencies. A new vendor would require significant time for onboarding,
training, and ramp-up. Interweave was previously selected through competitive RFP processes
and has maintained stable pricing since 2016.
During the term of this contract, the Information Technology Department (ITD) will perform an
assessment of AV and public meeting support requirements. This assessment will guide the City
on the appropriate procurement path moving forward with the intention to identify a
recommended service provider prior to the conclusion of this contract.
FISCAL/RESOURCE IMPACT
Funding for this contract in FY 2026 is within budgeted levels adopted by the City Council; no
additional funding is requested. Funding for subsequent years of the contract will be subject to
approval through the annual budget development process. The Information Technology
Department is funded by an internal service fund. Approximately 49% of the department is
General Fund funded with the remaining 51% funded by enterprise and special revenue funds.
STAKEHOLDER ENGAGEMENT
ITD and City Clerk’s Office collaborate closely to ensure the successful hosting, broadcasting,
and recording of public meetings, including weekly City Council hearings and boards and
commissions. Interweave Production Group has been a consistent and reliable partner in this
effort. City staff expressed high levels of satisfaction with Interweave’s performance,
particularly in their responsiveness, professionalism, and deep familiarity with the City’s AV
systems. City support staff are well-trained in working alongside Interweave, which contributes
to smooth public broadcasts and minimizes technical disruptions during live meetings.
ENVIRONMENTAL REVIEW
The approval of this contract is exempt from review under the California Environmental Quality
Act (CEQA) under CEQA Guidelines section 15061(c)(3) because it can be seen that there is
no possibility that the activity in question may have a significant effect on the environment.
ATTACHMENTS
Attachment A: Interweave Production Group, Contract C26194516
APPROVED BY: Darren Numoto, Chief Information Officer
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Professional Services Rev. Oct 16,2024 Page 1 of 21
CITY OF PALO ALTO CONTRACT NO. C26194516 AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND INTERWEAVE PRODUCTION GROUP This Agreement for Professional Services (this “Agreement”) is entered into as of the 18th day of
August, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and INTERWEAVE PRODUCTION GROUP, a California Corporation, located at 2145 Greenwood Avenue, San Carlos, CA 94070 (“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference: RECITALS A. CITY intends to provide audio/visual support for City Council Meetings (the “Project”)
and desires to engage a consultant to provide production support, equipment maintenance,
emergency on-call support and consultation 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 August 1, 2025 through July 31, 2028 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: 7F1DEFB2-138F-4DEF-BDA3-538C03CADE9F
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Attachment A - Interweave
Production Group, Contract
C26194516
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Professional Services Rev. Oct 16,2024 Page 2 of 21
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 Two Hundred Fifty-Four Thousand Seven Hundred Dollars ($254,700). 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 Twenty-Five Thousand Four Hundred Seventy Dollars ($25,470) 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 Two Hundred Eighty Thousand One Hundred Seventy Dollars ($280,170), 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: 7F1DEFB2-138F-4DEF-BDA3-538C03CADE9F
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Attachment A - Interweave
Production Group, Contract
C26194516
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SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule
of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of
completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
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: 7F1DEFB2-138F-4DEF-BDA3-538C03CADE9F
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Attachment A - Interweave
Production Group, Contract
C26194516
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Professional Services Rev. Oct 16,2024 Page 4 of 21
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.
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 Wes Weaver Email: wes@interweavepg.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 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 Darren Numoto, Information Technology Department, 250 Hamilton
Docusign Envelope ID: 7F1DEFB2-138F-4DEF-BDA3-538C03CADE9F
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Attachment A - Interweave
Production Group, Contract
C26194516
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Professional Services Rev. Oct 16,2024 Page 5 of 21
Palo Alto, CA, zipcode: 94301, Telephone: (650) 329-2488. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests developed under this Agreement, in any form or media, shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work product available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services. SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain and retain accurate books and records in accordance with generally accepted accounting principles for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active
negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
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
Docusign Envelope ID: 7F1DEFB2-138F-4DEF-BDA3-538C03CADE9F
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Attachment A - Interweave
Production Group, Contract
C26194516
Item 12: Staff Report Pg. 7 Packet Pg. 140 of 461
Professional Services Rev. Oct 16,2024 Page 6 of 21
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
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
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discontinue its performance of the Services on the effective date in the notice of suspension or termination. 19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address.
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.
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CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. 22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
(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
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Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related
requirements under the California Labor Code and California Code of Regulations in the
performance and implementation of the Project if the contract: (1) is not a public works contract; (2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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.
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28.1. In the performance of this Agreement, CONSULTANT may have access to CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement. 28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or indirectly, pursuant to this Agreement. Confidential Information excludes information that CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement,
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.
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29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement.
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
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EXHIBIT D: INSURANCE REQUIREMENTS THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.
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CONTRACT No. C26194516 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
INTERWEAVE PRODUCTION GROUP
Officer 1 By:
Name:
Title:
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Wes Weaver
President
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EXHIBIT A SCOPE OF SERVICES CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT will provide the Services detailed below as they relate to production support for City Council meetings and the support and maintenance for the equipment listed below.
Task 1: Production Support for Palo Alto City Council Meetings
A technical support representative will attend all regular/special City Council meetings and will provide such production and technical support as may be necessary to insure a successful broadcast of the meeting. Support will commence approximately one hour prior to the start of the meeting and conclude three hours after the start of the meeting. Support will include (but not be
limited to):
1) Pre-show setup support 2) Operator instruction on engineering, video switching, audio operation, graphics operation, etc. 3) Interfacing, as necessary, with Council staff, Council members and other City of Palo Alto
employees
4) Provide training to City Staff on how to feed Council Meetings on Digital Displays in lobby at City Hall. The Digital Display is supported to the extent that a live feed is required from the City Council Chambers to the Digital Display. City Council Meetings are the regularly scheduled meetings attended by all City Council
Members, generally scheduled for the first three (3) Mondays of the month unless the meeting is
moved to Tuesday because of a holiday or cancelled, or if an additional one is scheduled for the fourth or fifth Monday of the month. Cancellations generally can occur during the summer and Holiday Break. Included in this agreement is the Mayor’s Address as well as the Council Retreat. Under this agreement, CONSULTANT does not support other City business meetings, e.g.,
committee or commission meetings.
If a Special City Council Meeting is scheduled, the City’s Clerk’s Office will determine whether or not it requires Interweave support. If renting of equipment is necessary for the success of a meeting, funding will be the responsibility of the City.
Task 2: 24/7 On-Call Support
The CONSULTANT will provide 24/7 emergency “on-call” support for the Audio/Visual equipment in the locations listed below. This support will be in the case of an emergency situation (i.e. equipment configuration or failure issues). A single phone number will be
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distributed to appropriate City staff that will be used to summon support. The support staff will respond in via email or telephone within one hour to confirm the request has been received, and a technician will arrive within one hour of returning the call.
Task 3: Equipment Maintenance
CONSULTANT will perform regularly scheduled maintenance on equipment listed below. As equipment needs to be upgraded or replaced in order to maintain and improve reliability and signal quality, the CONSULTANT will, whenever possible, obtain serviceable “previously owned” equipment and install as needed throughout the life of this contract. The funding for
purchase of necessary equipment will be the responsibility of the City and is not included in the
not-to-exceed compensation amount of this Agreement. CONSULTANT will also provide technical consultation, for the CITY’s Information Technology Department, for future equipment and infrastructure upgrades. CONSULTANT will continue to evaluate the life expectancy and viability of the equipment covered under the terms of this agreement. Emphasis shall be placed
on reliability and ease of use. If renting of equipment is necessary for the success of a meeting,
funding will be the responsibility of the City. Task 4: Professional Services and Consulting CONSULTANT will provide technical consultation services, for the CITY’s Information
Technology Department, for future audio/visual equipment and infrastructure upgrades.
CONSULTANT will continue to evaluate the life expectancy and viability of the existing audio/visual equipment (a full list of equipment is listed below). Emphasis shall be placed on reliability and ease of use. Professional services may include, but are not limited to: attending meetings regarding equipment upgrades, research and recommendations on such upgrades,
evaluation of A/V system issues (PA, etc.), and acting as liaison, on CITY’s behalf, between
outside contractors and CITY’s I.T. staff). Such tasks are to be coordinated with Information Technology’s Operations Manager before such services are rendered, (650) 329-2488. Non-IT Departmental Requests for Ad Hoc Services
$125.00 per hour (Two hour minimum plus equipment and drayage)
Non-IT Departmental requests for ad hoc services that are outside the Scope of Services of this of this Appendix A are not included in this Agreement’s not-to-exceed compensation amount of this Agreement. Any such ad hoc service requests should be coordinated with the Clerk’s Office before services are rendered, (650) 329-2379. A separate invoice will be generated by the
CONSULTANT and sent directly to the requesting department for payment. This includes
requests such as the City Manager's office request for equipment for an event at the Elk's Club. Any such services will be subject to the same terms and conditions as this Agreement, but will be invoiced and paid as detailed in this Section 5 (Non-IT Departmental Requests for Ad Hob Services) of this Appendix A of the Agreement.
Equipment to be maintained is as follows: Support of all equipment as necessary to support broadcasting of meetings. Audio/Visual Equipment Locations Covered in This Agreement: a) Council Chambers City Hall 250 Hamilton Ave, Palo Alto, CA
b) Community Meeting Room City Hall 250 Hamilton Ave, Palo Alto, CA
c) Council Conference Room City Hall 250 Hamilton Ave, Palo Alto, CA d) Flexible Meeting Space City Hall 250 Hamilton Ave, Palo Alto, CA e) Digital Display – City Content only City Hall – Lobby 250 Hamilton Ave, Palo Alto, CA
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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 ___________________________________
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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. Production Support for City Council
Meetings
Weekly or As Needed (equipment is not
included)
2. 24/4 On-Call Support As Needed
3. Equipment Maintenance As Needed
4. Professional Services and Consulting As Needed
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.
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EXHIBIT C COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the terms and conditions of this Agreement, including Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed the amount(s) stated 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. REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and
are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.
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EXHIBIT C-1 SCHEDULE OF RATES
CONSULTANT’s schedule of rates is as follows:
BUDGET SCHEDULE NOT TO EXCEED AMOUNT Tasks 1, 2, 3, and 4 $7,075 monthly
Additional Services $8,490 annually*
*Flat rate of $125 per hour with two hours minimum.
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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 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@PALOALTO.GOV 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.
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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@PALOALTO.GOV
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Planning and Development Services
Meeting Date: August 18, 2025
Report #:2505-4689
TITLE
Approval of Six (6) On-Call Consulting Contracts to Provide Specialized Technical Expertise for
the Planning and Development Services Department over a Five-Year Term, as needed: 1)
David J. Powers & Associates, Inc., 2) Economic and Planning Systems, Inc., 3) Keyser Marston
Associates, Inc., 4) Page and Turnbull Inc., 5) Rincon Consultants, Inc., 6) Strategic Economics,
in the Amount not to exceed $2,000,000 ; CEQA Status: Not a Project.
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute Contract No. C25193458E – C25193458J (Attachments A-F) for consulting
services in an amount not to exceed $2,000,000 through June 2030. The firms will provide on-
call support associated with specific urban planning topics requiring technical expertise. The
use of the contracts must be consistent with the funding available in the adopted budget(s).
The contracts are:
1. C25193458E - David J. Powers & Associates, Inc.
2. C25193458F - Economic and Planning Systems, Inc
3. C25193458G - Keyser Marston Associates, Inc.
4. C25193458H - Page and Turnbull Inc
5. C25193458I - Rincon Consultants, Inc.
6. C25193458J - Strategic Economics
EXECUTIVE SUMMARY
The Planning and Development Services Department engages consultant firms to provide
specialized technical expertise in areas, such as environmental compliance, economic analysis,
and historic preservation. Through a competitive request for proposal (RFP) process, six firms
have been selected to support a range of specific technical planning needs. Staff recommends
City Council approve six contracts with a combined not to exceed of $2,000,000 over a five-year
term. The use of these contracts will be subject to available funding within the annually
adopted budget.
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Concurrently, the City Manager is leading an interdepartmental review to improve the City’s
practices where needed in the management of consultant contracts. Outcomes from that effort
will be incorporated into the management of these consultant services where applicable
throughout the term of these contracts.
BACKGROUND
Solicitation Process
City staff issued a Request for Proposals (RFP) on December 27, 2024, for the provision of
planning on-call services.
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* For standardization purposes, the hourly billing rates for principals are listed.
The proposals were evaluated, and 32 proposals were determined to be responsive to the
criteria identified in the RFP. An evaluation committee consisting of PDS managers convened to
evaluate the proposals that met the RFP criteria. Six firms were selected as subject matter
experts for planning on-call support.
ANALYSIS
Process for Selecting On-Call Consultant
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FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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CITY OF PALO ALTO CONTRACT NO. C25193458E
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND
DAVID J. POWERS & ASSOCIATES, INC.
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of
July, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and DAVID J. POWERS & ASSOCIATES, INC., a
California Corporation, located at 1871 The Alameda, Ste 200 San Jose, CA 95126
(“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to provide on-call urban planning support (the “Project”) and desires to
engage a consultant to provide 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.
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.
Compensation for on-call Services shall be specified by CITY in the Task Order, based on
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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 June 30, 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 described in
Exhibit “A”, is in an aggregate amount that shall not exceed Two Million ($2,000,000.00) over
the Term across a total of six (6) consultant agreements (C25193458E to C25193458J), of which
this is one. The six (6) 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 six (6) 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 six (6) consultants including CONSULTANT, will
not exceed in aggregate, across all six (6) agreements, and will not exceed in aggregate Two
Million ($2,000,000.00).
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 Two
Million ($2,000,000.00) during the term of the agreement. The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to and
made a part of this 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
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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”.
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 via
email at the following address: PCEContracts@paloalto.gov. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in
the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such
errors and omissions, any change order markup costs, or costs arising from delay caused by the
errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s
stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
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approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement.
CONSULTANT and any agent or employee of CONSULTANT will not have employee status
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers’ compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT’s performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT’s
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
subcontractors may be used to complete the Services with prior approval, documented in writing,
including Scope of Services, cost, and schedule of performances. The use of subcontractors cannot
increase compensation pursuant to Section 4 of this Agreement.
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 Akoni Danielsen,
Phone: 408-454-3406, Email: adanielsen@davidjpowers.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
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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 Jennifer Armer, Planning & Development Services Department, , 250
Hamilton Avenue Palo Alto, CA, 94301, Telephone: 650-329-2191. CITY’s Project Manager will
be CONSULTANT’s point of contact with respect to performance, progress and execution of the
Services. CITY may designate an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications,
computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual
property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and
expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements
(“Claims”) resulting from, arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active
negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
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officers, employees, agents or contractors under this Agreement.
16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation
or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
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19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
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SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a
manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
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(a) All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes, invoices, reports,
and public education materials, shall be double-sided and printed on a minimum of 30% or greater
post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
26.1. This Project is not subject to prevailing wages and related requirements.
CONSULTANT is not required to pay prevailing wages and meet related requirements under the
California Labor Code and California Code of Regulations in the performance and implementation
of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California
Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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alteration, repair, or improvement of any public structure, building, road, or other public
improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code
Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in
Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION.
28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the
performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to
perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without
limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it
was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the
Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental
body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in
the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time.
28.5. Prior to or upon termination or expiration of this Agreement,
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CONSULTANT will honor any request from the CITY to return or securely destroy all copies of
Confidential Information. All Confidential Information is and will remain the property of the CITY
and nothing contained in this Agreement grants or confers any rights to such Confidential
Information on CONSULTANT.
28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.
SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal
Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in
full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if
any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.
29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when
executed by the authorized representatives of the parties, shall together constitute a single binding
agreement.
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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.
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CONTRACT No. C25193458E 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
DAVID J. POWERS & ASSOCIATES,
INC.
Officer 1
By:
Name: Akoni Danielsen
Title: President
adanielsen@davidjpowers.com
Officer 2 (Required for Corp. or LLC)
By:
Name: Michael Lisenbee
Title: Secretary
mlisenbee@davidjpowers.com
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any
portion of CITY’s preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on
any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT shall ensure that all contract staff assigned to work under this scope shall
complete and file a Form 700, Statement of Economic Interests, which can be found at
http://www.fppc.ca.gov/Form700.html. This requirement is consistent with the CITY’s Conflict
of Interest Code and the California Political Reform Act.
CITY will issue TASK ORDERs related to the following services. The CITY acknowledges that
due to the on-call nature of this contract, that CONSULTANT may not be able complete all noted
activities. Activities are listed to give CITY and CONSULTANT broad ability to cover all aspects
of CITY needs either directly through CONSULTANT or indirectly through
SUBCONTRACTORS. CITY may, at its discretion and with prior written authorization, request
the CONSULTANT or SUBCONTRACTORS to perform related planning, community
development services and additional services that fall within the general scope of the other
planning related contracts issued under this procurement. Such services will be coordinated and
authorized in writing by the CITY and may include related tasks necessary to ensure continuity of
planning operations or project delivery.
CONSULTANT will write well-organized reports regarding complex planning issues,
professionally facilitate meetings, attend, and give presentations at meetings with applicants,
consultants, and the public as needed, including public hearings. CONSULTANT will make
professional presentations to the Council, City Commissions, and Boards. CONSULTANT will
coordinate with CITY staff, departments, consultants, and outside agencies during project reviews
and processing and respond to public inquiries. CONSULTANT will work independently, follow
direction, seek clarification prior to completion of work assignment, analyze quantitative data and
qualitative information, and think creatively and critically.
CONSULTANT will provide the following activities (as applicable):
1. Historic Preservation, including but not limited to:
a. Conduct historic resource evaluations consistent with local, State, and Federal
standards.
b. Prepare and complete State of California Department of Parks and Recreation
(DPR) 523 Forms.
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c. Apply the Secretary of the Interior’s Standards for the Treatment of Historic
Properties to planning documents, reviews, and recommendations.
d. Prepare Character-Defining Features Memoranda and related historic preservation
documentation.
e. Provide training, technical guidance, and support to City staff on historic
preservation policies, procedures, and best practices as needed.
2. Land Use Economics, including but not limited to:
a. Conduct comprehensive economic, market, and real estate feasibility analyses.
b. Develop and analyze pro forma models to evaluate development approaches and
public benefit outcomes.
c. Estimate infrastructure costs and recommend potential financing and funding
strategies.
d. Provide technical support for specific and general plans, policy initiatives, and
development strategies.
e. Perform fee analysis and real estate evaluation services.
f. Interpret and apply local, State, and Federal legislation relevant to land use
economics.
g. Offer development recommendations and provide insights into real estate trends
and market conditions.
3. Environmental Review, including but not limited to:
a. Prepare and manage environmental review documents, including:
i. CEQA/NEPA Exemptions
ii. Initial Studies
iii. (Mitigated) Negative Declarations
iv. Environmental Impact Reports (EIRs)
v. Environmental Assessments (EAs)
vi. Environmental Impact Statements (EISs)
vii. Mitigation Monitoring & Reporting Programs (MMRPs)
b. Ensure all documentation complies with CEQA, NEPA, and other applicable
laws.
c. Provide legally defensible environmental determinations.
d. Prepare or oversee technical studies through sub-consultants, including but not
limited to:
i. Cultural and Historical Evaluations
ii. Biological Resource Assessments
iii. Noise, Air Quality, and Greenhouse Gas Emissions Studies
iv. Transportation Impact Analyses
v. Water Supply and Quality Reports
vi. Stormwater and Wastewater Management Evaluations
vii. Hazardous Materials Assessments
viii. Environmental Mitigation Plans and Reports
e. Coordinate distribution of environmental documents and notices, providing both
electronic and printed copies as requested.
f. Manage the environmental review process in coordination with City staff, sub-
consultants, and external agencies.
4. Additional related tasks or projects, as assigned.
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this
Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
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.
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EXHIBIT C
COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the
terms and conditions of this Agreement, including Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any
specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed
the amount(s) stated 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.
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:
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as
reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates for Additional Services per Section 4 is as follows:
CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and
adjust listed rates so long as the changes do not increase the not to exceed compensation amount
as specified in Section 4 of the Agreement. Rates are likely to adjust each January 1st of each
year up to and not to exceed 3-5% increase or no greater the CPI.
Title Hourly Rate ($)
Senior Principal 350.00
Principal Project Manager 322.00
Senior Environmental Specialist 274.00
Senior Project Manager 251.00
Environmental Specialist 235.00
Project Manager 224.00
Associate Project Manager 197.00
Assistant Project Manager 165.00
Researcher 142.00
Graphic Artist 132.00
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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.
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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
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CITY OF PALO ALTO CONTRACT NO. C25193458F
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND
ECONOMIC AND PLANNING SYSTEMS, INC
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of
July, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and ECONOMIC AND PLANNING SYSTEMS, INC,
a California Corporation, located at 455 Capitol Mall, Suite 701 Sacramento, CA 95814
(“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to provide on-call urban planning support (the “Project”) and desires to
engage a consultant to provide 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.
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.
Compensation for on-call Services shall be specified by CITY in the Task Order, based on
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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 June 30, 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 described in
Exhibit “A”, is in an aggregate amount that shall not exceed Two Million ($2,000,000.00) over
the Term across a total of six (6) consultant agreements (C25193458E to C25193458J), of which
this is one. The six (6) 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 six (6) 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 six (6) consultants including CONSULTANT, will
not exceed in aggregate, across all six (6) agreements, and will not exceed in aggregate Two
Million ($2,000,000.00).
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 Two
Million ($2,000,000.00) during the term of the agreement. The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to and
made a part of this 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
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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”.
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 via
email at the following address: PCEContracts@paloalto.gov. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in
the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such
errors and omissions, any change order markup costs, or costs arising from delay caused by the
errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s
stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
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approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement.
CONSULTANT and any agent or employee of CONSULTANT will not have employee status
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers’ compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT’s performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT’s
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
subcontractors may be used to complete the Services with prior approval, documented in writing,
including Scope of Services, cost, and schedule of performances. The use of subcontractors cannot
increase compensation pursuant to Section 4 of this Agreement.
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 Jason Moody,
Phone: 510-841-9190. Email: jmoody@epsys.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
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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 Jennifer Armer, Planning & Development Services Department, , 250
Hamilton Avenue Palo Alto, CA, 94301, Telephone: 650-329-2191. CITY’s Project Manager will
be CONSULTANT’s point of contact with respect to performance, progress and execution of the
Services. CITY may designate an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications,
computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual
property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and
expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements
(“Claims”) 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.
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,
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or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
officers, employees, agents or contractors under this Agreement.
16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation
or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
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SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
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SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a
manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
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(a) All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes, invoices, reports,
and public education materials, shall be double-sided and printed on a minimum of 30% or greater
post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
26.1. This Project is not subject to prevailing wages and related requirements.
CONSULTANT is not required to pay prevailing wages and meet related requirements under the
California Labor Code and California Code of Regulations in the performance and implementation
of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California
Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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alteration, repair, or improvement of any public structure, building, road, or other public
improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code
Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in
Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION.
28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the
performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to
perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without
limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it
was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the
Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental
body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in
the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time.
28.5. Prior to or upon termination or expiration of this Agreement,
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CONSULTANT will honor any request from the CITY to return or securely destroy all copies of
Confidential Information. All Confidential Information is and will remain the property of the CITY
and nothing contained in this Agreement grants or confers any rights to such Confidential
Information on CONSULTANT.
28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.
SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal
Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in
full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if
any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.
29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when
executed by the authorized representatives of the parties, shall together constitute a single binding
agreement.
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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.
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CONTRACT No. C25193458F 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
ECONOMIC AND PLANNING
SYSTEMS, INC
Officer 1
By:
Name: Jason Moody
Title: President
jmoody@epsys.com
Officer 2 (Required for Corp. or LLC)
By:
Name: Darin Smith
Title: Secretary
dsmith@epsys.com
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any
portion of CITY’s preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on
any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT shall ensure that all contract staff assigned to work under this scope shall
complete and file a Form 700, Statement of Economic Interests, which can be found at
http://www.fppc.ca.gov/Form700.html. This requirement is consistent with the CITY’s Conflict
of Interest Code and the California Political Reform Act.
CITY will issue TASK ORDERs related to the following services. The CITY acknowledges that
due to the on-call nature of this contract, that CONSULTANT may not be able complete all noted
activities. Activities are listed to give CITY and CONSULTANT broad ability to cover all aspects
of CITY needs either directly through CONSULTANT or indirectly through
SUBCONTRACTORS. CITY may, at its discretion and with prior written authorization, request
the CONSULTANT or SUBCONTRACTORS to perform related planning, community
development services and additional services that fall within the general scope of the other
planning related contracts issued under this procurement. Such services will be coordinated and
authorized in writing by the CITY and may include related tasks necessary to ensure continuity of
planning operations or project delivery.
CONSULTANT will write well-organized reports regarding complex planning issues,
professionally facilitate meetings, attend, and give presentations at meetings with applicants,
consultants, and the public as needed, including public hearings. CONSULTANT will make
professional presentations to the Council, City Commissions, and Boards. CONSULTANT will
coordinate with CITY staff, departments, consultants, and outside agencies during project reviews
and processing and respond to public inquiries. CONSULTANT will work independently, follow
direction, seek clarification prior to completion of work assignment, analyze quantitative data and
qualitative information, and think creatively and critically.
CONSULTANT will provide the following activities (as applicable):
1. Historic Preservation, including but not limited to:
a. Conduct historic resource evaluations consistent with local, State, and Federal
standards.
b. Prepare and complete State of California Department of Parks and Recreation
(DPR) 523 Forms.
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c. Apply the Secretary of the Interior’s Standards for the Treatment of Historic
Properties to planning documents, reviews, and recommendations.
d. Prepare Character-Defining Features Memoranda and related historic preservation
documentation.
e. Provide training, technical guidance, and support to City staff on historic
preservation policies, procedures, and best practices as needed.
2. Land Use Economics, including but not limited to:
a. Conduct comprehensive economic, market, and real estate feasibility analyses.
b. Develop and analyze pro forma models to evaluate development approaches and
public benefit outcomes.
c. Estimate infrastructure costs and recommend potential financing and funding
strategies.
d. Provide technical support for specific and general plans, policy initiatives, and
development strategies.
e. Perform fee analysis and real estate evaluation services.
f. Interpret and apply local, State, and Federal legislation relevant to land use
economics.
g. Offer development recommendations and provide insights into real estate trends
and market conditions.
3. Environmental Review, including but not limited to:
a. Prepare and manage environmental review documents, including:
i. CEQA/NEPA Exemptions
ii. Initial Studies
iii. (Mitigated) Negative Declarations
iv. Environmental Impact Reports (EIRs)
v. Environmental Assessments (EAs)
vi. Environmental Impact Statements (EISs)
vii. Mitigation Monitoring & Reporting Programs (MMRPs)
b. Ensure all documentation complies with CEQA, NEPA, and other applicable
laws.
c. Provide legally defensible environmental determinations.
d. Prepare or oversee technical studies through sub-consultants, including but not
limited to:
i. Cultural and Historical Evaluations
ii. Biological Resource Assessments
iii. Noise, Air Quality, and Greenhouse Gas Emissions Studies
iv. Transportation Impact Analyses
v. Water Supply and Quality Reports
vi. Stormwater and Wastewater Management Evaluations
vii. Hazardous Materials Assessments
viii. Environmental Mitigation Plans and Reports
e. Coordinate distribution of environmental documents and notices, providing both
electronic and printed copies as requested.
f. Manage the environmental review process in coordination with City staff, sub-
consultants, and external agencies.
4. Additional related tasks or projects, as assigned.
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this
Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
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.
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EXHIBIT C
COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the
terms and conditions of this Agreement, including Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any
specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed
the amount(s) stated 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.
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:
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as
reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates for Additional Services per Section 4 is as follows:
CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and
adjust listed rates so long as the changes do not increase the not to exceed compensation amount
as specified in Section 4 of the Agreement. Rates are likely to adjust each January 1st of each
year up to and not to exceed 3-5% increase or no greater the CPI.
Title Hourly Rate ($)
Managing Principal 345
Senior Principal 375
Principal 310
Vice President 275
Senior Technical Associate I 215
Senior Associate 250
Associate 215
Research Analyst I 155
Production and Administrative Staff 125
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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.
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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
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CITY OF PALO ALTO CONTRACT NO. C25193458G
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND
KEYSER MARSTON ASSOCIATES, INC.
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of
July, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and KEYSER MARSTON ASSOCIATES, INC., a
California Corporation, located at 1299 Fourth Street, Suite 408 San Rafael, CA 94901
(“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to provide on-call urban planning support (the “Project”) and desires to
engage a consultant to provide 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.
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.
Compensation for on-call Services shall be specified by CITY in the Task Order, based on
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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 June 30, 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 described in
Exhibit “A”, is in an aggregate amount that shall not exceed Two Million ($2,000,000.00) over
the Term across a total of six (6) consultant agreements (C25193458E to C25193458J), of which
this is one. The six (6) 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 six (6) 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 six (6) consultants including CONSULTANT, will
not exceed in aggregate, across all six (6) agreements, and will not exceed in aggregate Two
Million ($2,000,000.00).
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 Two
Million ($2,000,000.00) during the term of the agreement. The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to and
made a part of this 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
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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”.
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 via
email at the following address: PCEContracts@paloalto.gov. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in
the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such
errors and omissions, any change order markup costs, or costs arising from delay caused by the
errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s
stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
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approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY.
SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement.
CONSULTANT and any agent or employee of CONSULTANT will not have employee status
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers’ compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT’s performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT’s
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
subcontractors may be used to complete the Services with prior approval, documented in writing,
including Scope of Services, cost, and schedule of performances. The use of subcontractors cannot
increase compensation pursuant to Section 4 of this Agreement.
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 Kathleen Head,
Phone: 213-622-8095, Email: khead@keysermarston.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
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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 Jennifer Armer, Planning & Development Services Department, , 250
Hamilton Avenue Palo Alto, CA, 94301, Telephone: 650-329-2191. 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. With the exception of CONSULTANT’S
proprietary computer models, all work product, including without limitation, all writings,
drawings, studies, sketches, photographs, plans, reports, specifications, computations, models,
recordings, data, documents, and other materials and copyright interests developed under this
Agreement, in any form or media, shall be and remain the exclusive property of CITY without
restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from
creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT
hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor
of CITY. Neither CONSULTANT nor its subcontractors, if any, shall make any of such work
product available to any individual or organization without the prior written approval of the City
Manager or designee. CONSULTANT makes no representation of the suitability of the work
product for use in or application to circumstances not contemplated by the Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and
expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements
(“Claims”) resulting from, arising out of the negligence, recklessness or willful misconduct 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,
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or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
officers, employees, agents or contractors under this Agreement.
16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation
or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
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SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
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SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a
manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
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(a) All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes, invoices, reports,
and public education materials, shall be double-sided and printed on a minimum of 30% or greater
post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
26.1. This Project is not subject to prevailing wages and related requirements.
CONSULTANT is not required to pay prevailing wages and meet related requirements under the
California Labor Code and California Code of Regulations in the performance and implementation
of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California
Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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alteration, repair, or improvement of any public structure, building, road, or other public
improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code
Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in
Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION.
28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the
performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to
perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without
limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it
was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the
Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental
body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in
the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time.
28.5. Prior to or upon termination or expiration of this Agreement,
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CONSULTANT will honor any request from the CITY to return or securely destroy all copies of
Confidential Information. All Confidential Information is and will remain the property of the CITY
and nothing contained in this Agreement grants or confers any rights to such Confidential
Information on CONSULTANT.
28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.
SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal
Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in
full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if
any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.
29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when
executed by the authorized representatives of the parties, shall together constitute a single binding
agreement.
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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.
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CONTRACT No. C25193458G 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
KEYSER MARSTON ASSOCIATES,
INC.
Officer 1
By:
Name: Kathleen Head
Title: President
khead@keysermarston.com
Officer 2 (Required for Corp. or LLC)
By:
Name: Tim Bretz
Title: Assistant Secretary
tbretz@keysermarston.com
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any
portion of CITY’s preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on
any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT shall ensure that all contract staff assigned to work under this scope shall
complete and file a Form 700, Statement of Economic Interests, which can be found at
http://www.fppc.ca.gov/Form700.html. This requirement is consistent with the CITY’s Conflict
of Interest Code and the California Political Reform Act.
CITY will issue TASK ORDERs related to the following services. The CITY acknowledges that
due to the on-call nature of this contract, that CONSULTANT may not be able complete all noted
activities. Activities are listed to give CITY and CONSULTANT broad ability to cover all aspects
of CITY needs either directly through CONSULTANT or indirectly through
SUBCONTRACTORS. CITY may, at its discretion and with prior written authorization, request
the CONSULTANT or SUBCONTRACTORS to perform related planning, community
development services and additional services that fall within the general scope of the other
planning related contracts issued under this procurement. Such services will be coordinated and
authorized in writing by the CITY and may include related tasks necessary to ensure continuity of
planning operations or project delivery.
CONSULTANT will write well-organized reports regarding complex planning issues,
professionally facilitate meetings, attend, and give presentations at meetings with applicants,
consultants, and the public as needed, including public hearings. CONSULTANT will make
professional presentations to the Council, City Commissions, and Boards. CONSULTANT will
coordinate with CITY staff, departments, consultants, and outside agencies during project reviews
and processing and respond to public inquiries. CONSULTANT will work independently, follow
direction, seek clarification prior to completion of work assignment, analyze quantitative data and
qualitative information, and think creatively and critically.
CONSULTANT will provide the following activities (as applicable):
1. Historic Preservation, including but not limited to:
a. Conduct historic resource evaluations consistent with local, State, and Federal
standards.
b. Prepare and complete State of California Department of Parks and Recreation
(DPR) 523 Forms.
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c. Apply the Secretary of the Interior’s Standards for the Treatment of Historic
Properties to planning documents, reviews, and recommendations.
d. Prepare Character-Defining Features Memoranda and related historic preservation
documentation.
e. Provide training, technical guidance, and support to City staff on historic
preservation policies, procedures, and best practices as needed.
2. Land Use Economics, including but not limited to:
a. Conduct comprehensive economic, market, and real estate feasibility analyses.
b. Develop and analyze pro forma models to evaluate development approaches and
public benefit outcomes.
c. Estimate infrastructure costs and recommend potential financing and funding
strategies.
d. Provide technical support for specific and general plans, policy initiatives, and
development strategies.
e. Perform fee analysis and real estate evaluation services.
f. Interpret and apply local, State, and Federal legislation relevant to land use
economics.
g. Offer development recommendations and provide insights into real estate trends
and market conditions.
3. Environmental Review, including but not limited to:
a. Prepare and manage environmental review documents, including:
i. CEQA/NEPA Exemptions
ii. Initial Studies
iii. (Mitigated) Negative Declarations
iv. Environmental Impact Reports (EIRs)
v. Environmental Assessments (EAs)
vi. Environmental Impact Statements (EISs)
vii. Mitigation Monitoring & Reporting Programs (MMRPs)
b. Ensure all documentation complies with CEQA, NEPA, and other applicable
laws.
c. Provide legally defensible environmental determinations.
d. Prepare or oversee technical studies through sub-consultants, including but not
limited to:
i. Cultural and Historical Evaluations
ii. Biological Resource Assessments
iii. Noise, Air Quality, and Greenhouse Gas Emissions Studies
iv. Transportation Impact Analyses
v. Water Supply and Quality Reports
vi. Stormwater and Wastewater Management Evaluations
vii. Hazardous Materials Assessments
viii. Environmental Mitigation Plans and Reports
e. Coordinate distribution of environmental documents and notices, providing both
electronic and printed copies as requested.
f. Manage the environmental review process in coordination with City staff, sub-
consultants, and external agencies.
4. Additional related tasks or projects, as assigned.
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this
Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
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.
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EXHIBIT C
COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the
terms and conditions of this Agreement, including Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any
specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed
the amount(s) stated 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.
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:
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as
reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates for Additional Services per Section 4 is as follows:
CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and
adjust listed rates so long as the changes do not increase the not to exceed compensation amount
as specified in Section 4 of the Agreement. Rates are likely to adjust each January 1st of each
year up to and not to exceed 3-5% increase or no greater the CPI.
Title Hourly Rate ($)
Chairman, President, Managing Principals 305.00
Senior Principals 295.00
Principals 275.00
Managers 245.00
Senior Associates 205.00
Associates 185.00
Senior Analysts 170.00
Analysts 145.00
Technical Staff 105.00
Administrative Staff 90.00
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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.
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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
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CITY OF PALO ALTO CONTRACT NO. C25193458H
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND PAGE AND TURNBULL INC
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of
July, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and PAGE AND TURNBULL INC, a California
Corporation, located at 170 Maiden Lane Fl 5 San Francisco, CA 94108 (“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to provide on-call urban planning support (the “Project”) and desires to
engage a consultant to provide 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.
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.
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.
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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 June 30, 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 described in
Exhibit “A”, is in an aggregate amount that shall not exceed Two Million ($2,000,000.00) over
the Term across a total of six (6) consultant agreements (C25193458E to C25193458J), of which
this is one. The six (6) 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 six (6) 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 six (6) consultants including CONSULTANT, will
not exceed in aggregate, across all six (6) agreements, and will not exceed in aggregate Two
Million ($2,000,000.00).
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 Two
Million ($2,000,000.00) during the term of the agreement. The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to and
made a part of this 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.
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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”.
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 via
email at the following address: PCEContracts@paloalto.gov. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in
the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such
errors and omissions, any change order markup costs, or costs arising from delay caused by the
errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s
stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY.
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SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement.
CONSULTANT and any agent or employee of CONSULTANT will not have employee status
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers’ compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT’s performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT’s
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
subcontractors may be used to complete the Services with prior approval, documented in writing,
including Scope of Services, cost, and schedule of performances. The use of subcontractors cannot
increase compensation pursuant to Section 4 of this Agreement.
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 Peter Birkholz,
Phone: 415-593-3226, Email: Birkholz@page-turnbull.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 Project Manager. CONSULTANT, at CITY’s request, shall promptly
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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 Jennifer Armer, Planning & Development Services Department, , 250
Hamilton Avenue Palo Alto, CA, 94301, Telephone: 650-329-2191. CITY’s Project Manager will
be CONSULTANT’s point of contact with respect to performance, progress and execution of the
Services. CITY may designate an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications,
computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual
property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and
expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements
(“Claims”) resulting from, arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active
negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
officers, employees, agents or contractors under this Agreement.
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16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation
or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
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or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently
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has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a
manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
(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
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post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
26.1. This Project is not subject to prevailing wages and related requirements.
CONSULTANT is not required to pay prevailing wages and meet related requirements under the
California Labor Code and California Code of Regulations in the performance and implementation
of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California
Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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
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Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION.
28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the
performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to
perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without
limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it
was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the
Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental
body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in
the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time.
28.5. Prior to or upon termination or expiration of this Agreement,
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
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Information on CONSULTANT.
28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.
SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal
Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in
full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if
any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.
29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when
executed by the authorized representatives of the parties, shall together constitute a single binding
agreement.
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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.
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CONTRACT No. C25193458H 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
PAGE AND TURNBULL INC
Officer 1
By:
Name: Peter Birkholz
Title: Principal
birkholz@page-turnbull.com
Officer 2 (Required for Corp. or LLC)
By:
Name: Carolyn Kiernat
Title: Treasurer and Principal
kiernat@page-turnbull.com
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any
portion of CITY’s preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on
any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT shall ensure that all contract staff assigned to work under this scope shall
complete and file a Form 700, Statement of Economic Interests, which can be found at
http://www.fppc.ca.gov/Form700.html. This requirement is consistent with the CITY’s Conflict
of Interest Code and the California Political Reform Act.
CITY will issue TASK ORDERs related to the following services. The CITY acknowledges that
due to the on-call nature of this contract, that CONSULTANT may not be able to complete all
noted activities. Activities are listed to give CITY and CONSULTANT broad ability to cover all
aspects of CITY needs either directly through CONSULTANT or indirectly through
SUBCONTRACTORS. CITY may, at its discretion and with prior written authorization, request
the CONSULTANT or SUBCONTRACTORS to perform related planning, community
development services and additional services that fall within the general scope of the other
planning related contracts issued under this procurement. Such services will be coordinated and
authorized in writing by the CITY and may include related tasks necessary to ensure continuity of
planning operations or project delivery.
CONSULTANT will write well-organized reports regarding complex planning issues,
professionally facilitate meetings, attend, and give presentations at meetings with applicants,
consultants, and the public as needed, including public hearings. CONSULTANT will make
professional presentations to the Council, City Commissions, and Boards. CONSULTANT will
coordinate with CITY staff, departments, consultants, and outside agencies during project reviews
and processing and respond to public inquiries. CONSULTANT will work independently, follow
direction, seek clarification prior to completion of work assignment, analyze quantitative data and
qualitative information, and think creatively and critically.
CONSULTANT will provide the following activities (as applicable):
1. Historic Preservation, including but not limited to:
a. Conduct historic resource evaluations consistent with local, State, and Federal
standards.
b. Prepare and complete State of California Department of Parks and Recreation
(DPR) 523 Forms.
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c. Apply the Secretary of the Interior’s Standards for the Treatment of Historic
Properties to planning documents, reviews, and recommendations.
d. Prepare Character-Defining Features Memoranda and related historic preservation
documentation.
e. Provide training, technical guidance, and support to City staff on historic
preservation policies, procedures, and best practices as needed.
2. Land Use Economics, including but not limited to:
a. Conduct comprehensive economic, market, and real estate feasibility analyses.
b. Develop and analyze pro forma models to evaluate development approaches and
public benefit outcomes.
c. Estimate infrastructure costs and recommend potential financing and funding
strategies.
d. Provide technical support for specific and general plans, policy initiatives, and
development strategies.
e. Perform fee analysis and real estate evaluation services.
f. Interpret and apply local, State, and Federal legislation relevant to land use
economics.
g. Offer development recommendations and provide insights into real estate trends
and market conditions.
3. Environmental Review, including but not limited to:
a. Prepare and manage environmental review documents, including:
i. CEQA/NEPA Exemptions
ii. Initial Studies
iii. (Mitigated) Negative Declarations
iv. Environmental Impact Reports (EIRs)
v. Environmental Assessments (EAs)
vi. Environmental Impact Statements (EISs)
vii. Mitigation Monitoring & Reporting Programs (MMRPs)
b. Ensure all documentation complies with CEQA, NEPA, and other applicable
laws.
c. Provide legally defensible environmental determinations.
d. Prepare or oversee technical studies through sub-consultants, including but not
limited to:
i. Cultural and Historical Evaluations
ii. Biological Resource Assessments
iii. Noise, Air Quality, and Greenhouse Gas Emissions Studies
iv. Transportation Impact Analyses
v. Water Supply and Quality Reports
vi. Stormwater and Wastewater Management Evaluations
vii. Hazardous Materials Assessments
viii. Environmental Mitigation Plans and Reports
e. Coordinate distribution of environmental documents and notices, providing both
electronic and printed copies as requested.
f. Manage the environmental review process in coordination with City staff, sub-
consultants, and external agencies.
4. Additional related tasks or projects, as assigned.
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this
Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
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.
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EXHIBIT C
COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the
terms and conditions of this Agreement, including Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any
specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed
the amount(s) stated 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.
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:
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as
reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates for Additional Services per Section 4 is as follows:
CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and
adjust listed rates so long as the changes do not increase the not to exceed compensation amount
as specified in Section 4 of the Agreement. Rates are likely to adjust each January 1st of each
year up to and not to exceed 3-5% increase or no greater the CPI.
Title Hourly Rate ($)
Principal-in-Charge 265.00
Project Manager 170.00
Senior Cultural Resource Planner 195.00
Cultural Resource Planner 150.00
Associate Planner 135.00
Materials Conservation Specialist 195.00
Intern 115.00
Office Administrator 125.00
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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.
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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
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CITY OF PALO ALTO CONTRACT NO. C25193458I
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND RINCON CONSULTANTS INC.
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of
July, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and RINCON CONSULTANTS INC., a California
Corporation, located at 180 N Ashwood Ave Ventura, CA 93003 (“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to provide on-call urban planning support (the “Project”) and desires to
engage a consultant to provide 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.
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.
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.
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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 June 30, 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 described in
Exhibit “A”, is in an aggregate amount that shall not exceed Two Million ($2,000,000.00) over
the Term across a total of six (6) consultant agreements (C25193458E to C25193458J), of which
this is one. The six (6) 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 six (6) 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 six (6) consultants including CONSULTANT, will
not exceed in aggregate, across all six (6) agreements, and will not exceed in aggregate Two
Million ($2,000,000.00).
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 Two
Million ($2,000,000.00) during the term of the agreement. The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to and
made a part of this 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
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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”.
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 via
email at the following address: PCEContracts@paloalto.gov. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in
the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such
errors and omissions, any change order markup costs, or costs arising from delay caused by the
errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s
stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY.
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SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement.
CONSULTANT and any agent or employee of CONSULTANT will not have employee status
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers’ compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT’s performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT’s
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
subcontractors may be used to complete the Services with prior approval, documented in writing,
including Scope of Services, cost, and schedule of performances. The use of subcontractors cannot
increase compensation pursuant to Section 4 of this Agreement.
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 Abe Leider, Phone:
510-834-4455, Email: aleider@rinconconsultants.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
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,
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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 Jennifer Armer, Planning & Development Services Department, , 250
Hamilton Avenue Palo Alto, CA, 94301, Telephone: 650-329-2191. CITY’s Project Manager will
be CONSULTANT’s point of contact with respect to performance, progress and execution of the
Services. CITY may designate an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications,
computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual
property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and
expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements
(“Claims”) resulting from, arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active
negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
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
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operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation
or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
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
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notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
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
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would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a
manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
(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
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submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
26.1. This Project is not subject to prevailing wages and related requirements.
CONSULTANT is not required to pay prevailing wages and meet related requirements under the
California Labor Code and California Code of Regulations in the performance and implementation
of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California
Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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”.
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This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION.
28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the
performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to
perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without
limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it
was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the
Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental
body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in
the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time.
28.5. Prior to or upon termination or expiration of this Agreement,
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.
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28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.
SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal
Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in
full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if
any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.
29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when
executed by the authorized representatives of the parties, shall together constitute a single binding
agreement.
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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.
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CONTRACT No. C25193458I 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
RINCON CONSULTANTS INC.
Officer 1
By:
Name: Jennifer Haddow
Title: Executive Vice President
jhaddow@rinconconsultants.com
Officer 2 (Required for Corp. or LLC)
By:
Name: Lacrissa Davis
Title: Executive Vice President
lcook@rinconconsultants.com
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any
portion of CITY’s preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on
any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT shall ensure that all contract staff assigned to work under this scope shall
complete and file a Form 700, Statement of Economic Interests, which can be found at
http://www.fppc.ca.gov/Form700.html. This requirement is consistent with the CITY’s Conflict
of Interest Code and the California Political Reform Act.
CITY will issue TASK ORDERs related to the following services. The CITY acknowledges that
due to the on-call nature of this contract, that CONSULTANT may not be able to complete all
noted activities. Activities are listed to give CITY and CONSULTANT broad ability to cover all
aspects of CITY needs either directly through CONSULTANT or indirectly through
SUBCONTRACTORS. CITY may, at its discretion and with prior written authorization, request
the CONSULTANT or SUBCONTRACTORS to perform related planning, community
development services and additional services that fall within the general scope of the other
planning related contracts issued under this procurement. Such services will be coordinated and
authorized in writing by the CITY and may include related tasks necessary to ensure continuity of
planning operations or project delivery.
CONSULTANT will write well-organized reports regarding complex planning issues,
professionally facilitate meetings, attend, and give presentations at meetings with applicants,
consultants, and the public as needed, including public hearings. CONSULTANT will make
professional presentations to the Council, City Commissions, and Boards. CONSULTANT will
coordinate with CITY staff, departments, consultants, and outside agencies during project reviews
and processing and respond to public inquiries. CONSULTANT will work independently, follow
direction, seek clarification prior to completion of work assignment, analyze quantitative data and
qualitative information, and think creatively and critically.
CONSULTANT will provide the following activities (as applicable):
1. Historic Preservation, including but not limited to:
a. Conduct historic resource evaluations consistent with local, State, and Federal
standards.
b. Prepare and complete State of California Department of Parks and Recreation
(DPR) 523 Forms.
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c. Apply the Secretary of the Interior’s Standards for the Treatment of Historic
Properties to planning documents, reviews, and recommendations.
d. Prepare Character-Defining Features Memoranda and related historic preservation
documentation.
e. Provide training, technical guidance, and support to City staff on historic
preservation policies, procedures, and best practices as needed.
2. Land Use Economics, including but not limited to:
a. Conduct comprehensive economic, market, and real estate feasibility analyses.
b. Develop and analyze pro forma models to evaluate development approaches and
public benefit outcomes.
c. Estimate infrastructure costs and recommend potential financing and funding
strategies.
d. Provide technical support for specific and general plans, policy initiatives, and
development strategies.
e. Perform fee analysis and real estate evaluation services.
f. Interpret and apply local, State, and Federal legislation relevant to land use
economics.
g. Offer development recommendations and provide insights into real estate trends
and market conditions.
3. Environmental Review, including but not limited to:
a. Prepare and manage environmental review documents, including:
i. CEQA/NEPA Exemptions
ii. Initial Studies
iii. (Mitigated) Negative Declarations
iv. Environmental Impact Reports (EIRs)
v. Environmental Assessments (EAs)
vi. Environmental Impact Statements (EISs)
vii. Mitigation Monitoring & Reporting Programs (MMRPs)
b. Ensure all documentation complies with CEQA, NEPA, and other applicable
laws.
c. Provide legally defensible environmental determinations.
d. Prepare or oversee technical studies through sub-consultants, including but not
limited to:
i. Cultural and Historical Evaluations
ii. Biological Resource Assessments
iii. Noise, Air Quality, and Greenhouse Gas Emissions Studies
iv. Transportation Impact Analyses
v. Water Supply and Quality Reports
vi. Stormwater and Wastewater Management Evaluations
vii. Hazardous Materials Assessments
viii. Environmental Mitigation Plans and Reports
e. Coordinate distribution of environmental documents and notices, providing both
electronic and printed copies as requested.
f. Manage the environmental review process in coordination with City staff, sub-
consultants, and external agencies.
4. Additional related tasks or projects, as assigned.
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this
Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
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.
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EXHIBIT C
COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the
terms and conditions of this Agreement, including Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any
specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed
the amount(s) stated 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.
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:
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as
reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates for Additional Services per Section 4 is as follows:
CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and
adjust listed rates so long as the changes do not increase the not to exceed compensation amount
as specified in Section 4 of the Agreement. Rates are likely to adjust each January 1st of each
year up to and not to exceed 3-5% increase or no greater the CPI.
Title Hourly Rate ($)
Senior Principal 330
Principal 318
Director 318
Senior Supervisor II 302
Supervisor I 282
Senior Professional II 264
Senior Professional I 246
Professional IV 218
Professional III 203
Professional II 180
Professional I 160
Associate III 135
Associate II 121
Associate I 113
Field Technician 97
Technical Editor 152
Project Accountant 129
Billing Specialist 111
Publishing Specialist 124
Clerical 111
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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.
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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
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CITY OF PALO ALTO CONTRACT NO. C25193458J
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND STRATEGIC ECONOMICS, INC.
This Agreement for Professional Services (this “Agreement”) is entered into as of the 1st day of
July, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and STRATEGIC ECONOMICS, INC.., a California
Corporation, located at 2991 Shattuck Ave #203 Berkeley, CA 94705 (“CONSULTANT”).
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to provide on-call urban planning and environment review support (the
“Project”) and desires to engage a consultant to provide 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.
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.
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.
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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 June 30, 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 described in
Exhibit “A”, is in an aggregate amount that shall not exceed Two Million ($2,000,000.00) over
the Term across a total of six (6) consultant agreements (C25193458E to C25193458J), of which
this is one. The six (6) 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 six (6) 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 six (6) consultants including CONSULTANT, will
not exceed in aggregate, across all six (6) agreements, and will not exceed in aggregate Two
Million ($2,000,000.00).
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 Two
Million ($2,000,000.00) during the term of the agreement. The applicable rates and schedule of
payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is attached to and
made a part of this 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.
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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”.
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 via
email at the following address: PCEContracts@paloalto.gov. CITY will generally process and
pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it,
its employees and subcontractors, if any, possess the professional and technical personnel
necessary to perform the Services required by this Agreement and that the personnel have
sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature
that are legally required to perform the Services. All Services to be furnished by CONSULTANT
under this Agreement shall meet the professional standard and quality that prevail among
professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of
and in compliance with all federal, state and local laws, ordinances, regulations, and orders that
may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in
the performance of the Services.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs,
including, but not limited to, increases in the cost of Services, arising from or caused by
CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such
errors and omissions, any change order markup costs, or costs arising from delay caused by the
errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of
design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s
stated construction budget by ten percent (10%) or more, CONSULTANT shall make
recommendations to CITY for aligning the Project design with the budget, incorporate CITY
approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY.
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SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees
that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement.
CONSULTANT and any agent or employee of CONSULTANT will not have employee status
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers’ compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT’s performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT’s
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
subcontractors may be used to complete the Services with prior approval, documented in writing,
including Scope of Services, cost, and schedule of performances. The use of subcontractors cannot
increase compensation pursuant to Section 4 of this Agreement.
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 Dena Belzer, Phone:
(510) 647-5291 ext. 108, Email: dbelzer@strategiceconomics.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 Project Manager. CONSULTANT, at CITY’s request, shall promptly
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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 Jennifer Armer, Planning & Development Services Department, , 250
Hamilton Avenue Palo Alto, CA, 94301, Telephone: 650-329-2191. CITY’s Project Manager will
be CONSULTANT’s point of contact with respect to performance, progress and execution of the
Services. CITY may designate an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications,
computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual
property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT’s records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an
“Indemnified Party”) from and against any and all demands, claims, or liability of any nature,
including death or injury to any person, property damage or any other loss, including all costs and
expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements
(“Claims”) resulting from, arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or contractors under this
Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active
negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
officers, employees, agents or contractors under this Agreement.
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16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation
or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30)
days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
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or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently
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has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person’s race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a
manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
(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
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post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any
submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department’s office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
26.1. This Project is not subject to prevailing wages and related requirements.
CONSULTANT is not required to pay prevailing wages and meet related requirements under the
California Labor Code and California Code of Regulations in the performance and implementation
of the Project if the contract:
(1) is not a public works contract;
(2) is for a public works construction project of $25,000 or less, per California
Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or
(3) is for a public works alteration, demolition, repair, or maintenance project of
$15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For
purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
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
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Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION.
28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the
performance of its obligations to CITY under this Agreement and for no other purpose.
CONSULTANT will maintain reasonable and appropriate administrative, technical and physical
safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to
perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose,
provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality
and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without
limitation “Personal Information” about a California resident as defined in Civil Code Section
1798 et seq., as amended from time to time) and materials, in any form or media, tangible or
intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it
was provided or has subsequently become publicly known other than by a breach of this
Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of
confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the
Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an
authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental
body, provided that CONSULTANT will notify CITY in writing of such order immediately upon
receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
so), to give CITY an opportunity to oppose or otherwise respond to such order.
28.4. CONSULTANT will notify City promptly upon learning of any breach in
the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of
Civil Code Section 1798 et seq., as applicable, as amended from time to time.
28.5. Prior to or upon termination or expiration of this Agreement,
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
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Information on CONSULTANT.
28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions.
SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions.
29.2. In the event that an action is brought, the parties agree that trial of such
action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties.
29.4. This Agreement, including all exhibits, constitutes the entire and integrated
agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the
authorized representatives of the parties and approved as required under Palo Alto Municipal
Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in
full force and effect.
29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if
any), the exhibits shall control.
29.7. The provisions of all checked boxes in this Agreement shall apply to this
Agreement; the provisions of any unchecked boxes shall not apply to this Agreement.
29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when
executed by the authorized representatives of the parties, shall together constitute a single binding
agreement.
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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.
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CONTRACT No. C25193458J 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
STRATEGIC ECONOMICS, INC.
Officer 1
By:
Name: Dena Belzer
Title: President
dbelzer@strategiceconomics.com
Officer 2 (Required for Corp. or LLC)
By:
Name: Charles Adams
Title: Secretary
chuckadams0001@protonmail.com
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EXHIBIT A
SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and
services described in this Scope of Services shall not include preparing or assisting CITY with any
portion of CITY’s preparation of a request for proposals, request for qualifications, or any other
solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or
specifications shall be limited to conceptual, preliminary, or initial plans or specifications.
CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on
any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services.
CONSULTANT shall ensure that all contract staff assigned to work under this scope shall
complete and file a Form 700, Statement of Economic Interests, which can be found at
http://www.fppc.ca.gov/Form700.html. This requirement is consistent with the CITY’s Conflict
of Interest Code and the California Political Reform Act.
CITY will issue TASK ORDERs related to the following services. The CITY acknowledges that
due to the on-call nature of this contract, that CONSULTANT may not be able to complete all
noted activities. Activities are listed to give CITY and CONSULTANT broad ability to cover all
aspects of CITY needs either directly through CONSULTANT or indirectly through
SUBCONTRACTORS. CITY may, at its discretion and with prior written authorization, request
the CONSULTANT or SUBCONTRACTORS to perform related planning, community
development services and additional services that fall within the general scope of the other
planning related contracts issued under this procurement. Such services will be coordinated and
authorized in writing by the CITY and may include related tasks necessary to ensure continuity of
planning operations or project delivery.
CONSULTANT will write well-organized reports regarding complex planning issues,
professionally facilitate meetings, attend, and give presentations at meetings with applicants,
consultants, and the public as needed, including public hearings. CONSULTANT will make
professional presentations to the Council, City Commissions, and Boards. CONSULTANT will
coordinate with CITY staff, departments, consultants, and outside agencies during project reviews
and processing and respond to public inquiries. CONSULTANT will work independently, follow
direction, seek clarification prior to completion of work assignment, analyze quantitative data and
qualitative information, and think creatively and critically.
CONSULTANT will provide the following activities (as applicable):
1. Historic Preservation, including but not limited to:
a. Conduct historic resource evaluations consistent with local, State, and Federal
standards.
b. Prepare and complete State of California Department of Parks and Recreation
(DPR) 523 Forms.
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c. Apply the Secretary of the Interior’s Standards for the Treatment of Historic
Properties to planning documents, reviews, and recommendations.
d. Prepare Character-Defining Features Memoranda and related historic preservation
documentation.
e. Provide training, technical guidance, and support to City staff on historic
preservation policies, procedures, and best practices as needed.
2. Land Use Economics, including but not limited to:
a. Conduct comprehensive economic, market, and real estate feasibility analyses.
b. Develop and analyze pro forma models to evaluate development approaches and
public benefit outcomes.
c. Estimate infrastructure costs and recommend potential financing and funding
strategies.
d. Provide technical support for specific and general plans, policy initiatives, and
development strategies.
e. Perform fee analysis and real estate evaluation services.
f. Interpret and apply local, State, and Federal legislation relevant to land use
economics.
g. Offer development recommendations and provide insights into real estate trends
and market conditions.
3. Environmental Review, including but not limited to:
a. Prepare and manage environmental review documents, including:
i. CEQA/NEPA Exemptions
ii. Initial Studies
iii. (Mitigated) Negative Declarations
iv. Environmental Impact Reports (EIRs)
v. Environmental Assessments (EAs)
vi. Environmental Impact Statements (EISs)
vii. Mitigation Monitoring & Reporting Programs (MMRPs)
b. Ensure all documentation complies with CEQA, NEPA, and other applicable
laws.
c. Provide legally defensible environmental determinations.
d. Prepare or oversee technical studies through sub-consultants, including but not
limited to:
i. Cultural and Historical Evaluations
ii. Biological Resource Assessments
iii. Noise, Air Quality, and Greenhouse Gas Emissions Studies
iv. Transportation Impact Analyses
v. Water Supply and Quality Reports
vi. Stormwater and Wastewater Management Evaluations
vii. Hazardous Materials Assessments
viii. Environmental Mitigation Plans and Reports
e. Coordinate distribution of environmental documents and notices, providing both
electronic and printed copies as requested.
f. Manage the environmental review process in coordination with City staff, sub-
consultants, and external agencies.
4. Additional related tasks or projects, as assigned.
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EXHIBIT A-1
PROFESSIONAL SERVICES TASK ORDER
CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions
of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this
Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical
and supporting personnel required by this Task Order as described below.
CONTRACT NO.
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)
1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):
1B. TASK ORDER NO.:
2. CONSULTANT NAME:
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________
5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________
6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
SERVICES AND DELIVERABLES TO BE PROVIDED
SCHEDULE OF PERFORMANCE
MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)
REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)
8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________
I hereby authorize the performance of the
work described in this Task Order.
APPROVED:
CITY OF PALO ALTO
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
I hereby acknowledge receipt and acceptance of
this Task Order and warrant that I have
authority to sign on behalf of Consultant.
APPROVED:
COMPANY NAME: ______________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
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EXHIBIT B
SCHEDULE OF PERFORMANCE
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.
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EXHIBIT C
COMPENSATION
CITY agrees to compensate CONSULTANT for the Services performed in accordance with the
terms and conditions of this Agreement, including Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all Services, any
specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed
the amount(s) stated 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.
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:
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as
reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for
reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission
and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this section,
shall be accompanied by appropriate backup documentation and information.
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EXHIBIT C-1
SCHEDULE OF RATES
CONSULTANT’s schedule of rates for Additional Services per Section 4 is as follows:
CITY and CONSULTANT may at any time mutually agree to add new position titles, rates, and
adjust listed rates so long as the changes do not increase the not to exceed compensation amount
as specified in Section 4 of the Agreement. Rates are likely to adjust each January 1st of each
year up to and not to exceed 3-5% increase or no greater the CPI.
Title Hourly Rate ($)
President 329
Principal 250
Senior Associate 211
Associate II 186
Associate 159
Research Analyst 122
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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: AB6838D9-BAAA-4011-A4FA-3E653C641DB8
Item 13
Attachment F -
C25193458J - Strategic
Economic Inc.
Item 13: Staff Report Pg. 129 Packet Pg. 285 of 461
Professional Services
Rev. Jan 29, 2024
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: AB6838D9-BAAA-4011-A4FA-3E653C641DB8
Item 13
Attachment F -
C25193458J - Strategic
Economic Inc.
Item 13: Staff Report Pg. 130 Packet Pg. 286 of 461
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Administrative Services
Meeting Date: August 18, 2025
Report #:2507-4980
TITLE
Approval to Extend the Lease Between 285 Hamilton LLC, and the City of Palo Alto for the
Premises Located at 285 Hamilton Avenue (Development Center) for 36 months, at a Starting
Base Rent of $49,420.45 per Month and Increasing 3 Percent Annually; CEQA Status – Exempt
Under CEQA Guidelines Section 15061(b)(3)
RECOMMENDATION
Staff recommends that Council authorize the City Manager or their designee to countersign the
letter contained in Attachment A, from 285 Hamilton LLC, to extend the City’s lease for the
office space located at 285 Hamilton Avenue, Suite 100. The lease will extend for an additional
36 months commencing on February 1, 2026, through January 31, 2029. The initial base rent
will increase by 3% from the current amount, to $49,420.45 per month, and will continue to
increase 3% annually.
BACKGROUND
Planning and Development Services operate within the three locations listed below. They will
vacate 526 Bryant Street at the end of the current term on January 31, 2026, but desire to
continue operations from the other leased location at 285 Hamilton Avenue while maintaining
the City Hall 5th floor location.
Table 1: Planning and Development Services Locations
Address Expiration Date Square Footage
285 Hamilton Avenue 1/31/2026 6,361
526 Bryant Street 1/31/2026 3,076
City Hall – 5th Floor N/A 4,388
Total 13,825
5th Floor square footage is only 75% of the total since the floor is shared with Transportation. It also excludes
elevator and restroom area.
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The current agreement for 285 Hamilton Avenue was approved by the Council on June 21,
20211 and included two options to extend for additional one-year periods.
ANALYSIS
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
1 City Council, June 21, 2021; Agenda Item # 15;
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ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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Thoits Bros., Inc.
629 Emerson Street
Palo Alto, CA 94301
650-323-4868
July 11, 2025
VIA EMAIL
City of Palo Alto
285 Hamilton Avenue
Palo Alto, California
Attn: Sunny Tong, Real Property Manager
Email: sunny.tong@paloalto.gov
RE: Office Lease dated October 18, 1998, as amended by that certain Amendment No. 1 to Office
Lease dated May 18, 1999, as further amended by that certain Amendment No. 2 to Office Lease
dated June 13, 2006, as further amended by that certain Amendment No. 3 to Office Lease
dated November 1, 2011, as further amended by that certain Amendment No. 4 to Office Lease
dated September 3, 2013, as further amended by that certain Fifth Amendment to Office Lease
dated February 1, 2016, and as further amended by that certain Sixth Amendment to Office
Lease dated as of May 22, 2017, a amended by Seventh Amendment to Office Lease dated as of
June 22, 2021 (collectively, the “Lease”) between 285 Hamilton LLC, a Delaware limited liability
company (“Landlord”), as successor to Thoits Bros., Inc. and The City of Palo Alto, a California
municipal corporation (“Tenant”)
Dear Sunny:
Tenant’s renewal options under the Lease have expired. However, Landlord is willing to extend the
Lease for an additional term of three (3) years expiring on January 31, 2029 (the “Extended Term”), with
no further options to extend under the Lease. Base Rent during the Extended Term will be increased
each year of the Extended Term by 3% above the Base Rent previously in effect, with the first escalation
occurring on February 1, 2026 (which will increase the Base Rent to $49,420.45 per month/$594,045.40
per annum), and each subsequent escalation to occur on the one year anniversary thereof. Tenant’s
Lease for the Extended Term will otherwise be on all the terms and conditions of the Lease.
Such offer to extend the Lease for the Extended Term shall be effective only if Tenant delivers a duly
executed copy of this Letter to Landlord by August 19, 2025, time being of the essence. If so executed by
Tenant, this letter shall amend the Lease. If Tenant fails to deliver such duly executed copy of this letter
by such date, this letter shall have no force or effect, and Tenant shall have no right to extend the Lease
for the Extended Term. Tenant’s signature may be delivered electronically, including by PDF, DocuSign
or AdobeSign.
By executing this Letter, Tenant hereby confirms that (1) except as modified hereby, all other terms and
conditions of the Lease remain unchanged and in full force and effect and are hereby ratified and
confirmed by the parties hereto, and the Lease together with this letter constitutes the entire
Item 14
Attachment A - Letter From
285 Hamilton LLC to Extend
Lease
Item 14: Staff Report Pg. 4 Packet Pg. 290 of 461
agreement between Landlord and Tenant with respect to Tenant’s lease of space at 285 Hamilton
Avenue, (2) Tenant accepts the Premises in its “as is” and “where is” condition, (3) as of the date of
Tenant’s execution of this letter : (a) Tenant is not in default under any of the terms and provisions of
the Lease; (b) Landlord is not in default in the performance of any of its obligations under the Lease and
Tenant is unaware of any condition or circumstance which, with the giving of notice or the passage of
time or both, would constitute a default by Landlord; (c) Landlord has completed, to Tenant’s
satisfaction, any and all improvements to the Premises, and has paid any and all allowances required of
it under the Lease; (d) Tenant has no defenses, liens, claims, counterclaims or right to offset against
Landlord or against the obligations of Tenant under the Lease, and (e) Tenant did not involve any
brokers in connection with this letter agreement and agrees to indemnify, defend and hold Landlord
harmless from any claims by a broker or finder based on alleged agreements or dealings with Tenant.
Sincerely,
285 Hamilton LLC,
a Delaware limited liability company
By: Thoits Bros., Inc.,
a California corporation,
its sole member
By: ____________________
John R. Shenk, CEO
Accepted:
The City of Palo Alto,
a California municipal corporation
By: _____________________________
Name:
Its Duly Authorized ________________.
Dated: August ____, 2025
Item 14
Attachment A - Letter From
285 Hamilton LLC to Extend
Lease
Item 14: Staff Report Pg. 5 Packet Pg. 291 of 461
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: August 18, 2025
Report #:2507-4994
TITLE
PUBLIC HEARING: Adoption of Resolution Correcting Clerical Errors in Three Electric Rate
Schedules: E-16 (Unmetered Electric Service), E-EEC-1 (Export Electricity Compensation), and E-
NSE-1 (Net Surplus Electricity Compensation); CEQA Status: Not a project under CEQA
Guidelines Sections 15378(b)(4) and (5) and Exempt Under Section 15273(a).
RECOMMENDATION
Staff recommends that Council adopt the attached Resolution (Attachment A) and Electric Rate
Schedules (Attachment B) to correct clerical errors associated with three FY 2026 Electric rate
schedules approved on June 16, 2025: E-16 (Unmetered Electric Service), E-EEC-1 (Export
Electricity Compensation), and E-NSE-1 (Net Surplus Electricity Compensation).
BACKGROUND
At the June 16, 2025 Council meeting (Staff Report #2411-37761), Staff uploaded incorrect rate
schedules for E-16 (Unmetered Electric Service), E-EEC-1 (Export Electricity Compensation), and
E-NSE-1 (Net Surplus Electricity Compensation). Due to the clerical error, Staff recommends
adoption of the attached resolution correcting the three impacted rate schedules to reflect the
correct FY 2026 rates from the Electric Financial Forecast adopted by Council June 16, 2025 for
these services. Customers have not been charged or negatively impacted by the incorrect rates.
Solar customers are still receiving the FY 2025 rates.
ANALYSIS
Rate Schedule E-16 (Unmetered Electric Service Rate) – (Table 1)
The City offers an E-16 rate for unmetered electric service for wireless communication facilities and
related equipment on wood utility poles and streetlight poles. The E-16 unmetered service rate aligns
1 Council Meeting June 16, 2025, Item 22:
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Item 15: Staff Report Pg. 1 Packet Pg. 292 of 461
closely with the E-2 rate for small commercial electric service and excludes costs related to meter
reading and is determined based on the energy requirement of equipment specifications. The E-16 rate
also includes miscellaneous electric utility charges such as licensing fees for City-owned spare conduit,
usable space for utility pole attachments, and mounting communication equipment on utility poles and
streetlight poles.
C1 – Customer Charge should be increased from $7.31 to $10.96 per month to reflect the actual
labor cost. Prior to June 2025, this rate was last updated in July 2009.
E4 – Processing Fee for Utility Pole Attachment should be changed from $152 to one total hour
of engineering and operations review under the C-1 rate schedule for utility miscellaneous
charges. The current C-1 hourly rate for engineering and operations review is still $152, but Staff
is in the process of updating the FY 2026 C-1 miscellaneous rates, as these rates were last
updated in 2019. Prior to June 2025, the pole attachment processing fee was last updated in
October 2012.
Table 1 – Summary of E-16 Unmetered Electric Service Rate
Rate Current FY 2026 Proposed FY 2026
$10.96
Rate Schedules E-NSE-1 (Net Energy Metering Compensation Rate) and E-EEC-1 (Export Energy
Compensation Rate) – (Table 2)
The City operates two Net Energy Metering (NEM) programs. Solar customers served by the
City of Palo Alto's (CPAU) original NEM program, also called NEM 1, are compensated at retail
rates for electricity they export to the grid, and solar customers served by the NEM successor
program, or NEM 2 (effective after the City reached its NEM 1 cap at the end of 2017), are
compensated at the Export Electricity Compensation (EEC) rate for exported electricity.
Customers on the NEM 1 program who have chosen to have the value of any annual net
generation they produced over the past 12 months credited back to their account do so under
the Net Metering Net Surplus Electricity Compensation (E-NSE-1) rate. The Net Surplus
Electricity Compensation rate represents the value of the City’s avoided cost or value of
customer-generated electricity in Palo Alto, including compensation for the energy, avoided
capacity charges, avoided transmission and ancillary service charges, avoided transmission and
distribution (T&D) losses, and renewable energy credits (RECs), or environmental attributes.
The corrections being made from the June 16, 2025 rate schedules are:
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E-NSE-1 – Net Surplus Electricity should be decreased from $0.1273 to $0.1012 to reflect
market prices.
E-EEC-1 – Export Electricity should be decreased from $0.1243 to $0.1206 to reflect
market prices.
No customers have been charged the incorrect rates. Net energy metering customers are still
receiving the FY 2025 rates for the months of July and August 2025.
Table 2: NEM Buyback Rates – Current vs. Proposed
Rate
Current
FY 2026
$/kWh
Proposed
FY 2026
$/kWh
Net Surplus Electricity (E-NSE-1)$0.1273 $0.1012
Export Electricity (E-EEC-1)$0.1243 $0.1206
FISCAL/RESOURCE IMPACT
The estimated financial cost impact to the Electric utility from the two-month delay in
implementing the correct rates for schedules E-NSE-1 and E-EEC-1 is approximately $1,200 and
$23,000, respectively. There is a fiscal impact of $1,600 from the E-16 schedule revisions since it
is used for annual billing. The annual customer charge bills will be invoiced post-Council action,
with two months charged at the June-adopted rate and the remainder of the year at the
corrected rates. There were no pole attachment applications in July and August 2025.
STAKEHOLDER ENGAGEMENT
The City Council reviewed staff’s proposal for the Electric Utility at its June 16, 2025 meeting.
The City Council unanimously approved the Electric Utility proposal, and this action simply
corrects clerical errors in three rate schedules, to align with the Council-approved Electric Utility
Financial Forecast.
ENVIRONMENTAL REVIEW
The proposed Resolution correcting clerical errors in three electric rate schedules are not
projects subject to environmental review, pursuant to California Public Resources Code Sec.
21080(b)(8) and Title 14 of the California Code of Regulations Sec. 15273(a).
ATTACHMENTS
Attachment A: Resolution Amending Electric Rate Schedules E-16, E-EEC-1, and E-NSE-1
Attachment B: Corrected Rate Schedules for E-16, E-EEC-1, and E-NSE-1
APPROVED BY:
Alan Kurotori, Director of Utilities
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Attachment A * NOT YET APPROVED *
027073125 1
Resolution No.
Resolution of the Council of the City of Palo Alto Amending Utility Rate Schedules
E-16 (Unmetered Electric Service), E-EEC-1 (Export Electricity Compensation),
and E-NSE-1 (Net Metering Surplus Electricity Compensation)
R E C I T A L S
A. Pursuant to Chapter 12.20.010 of the Palo Alto Municipal Code, the Council of the
City of Palo Alto may by resolution adopt rules and regulations governing utility services, fees and
charges.
B. On August 18, 2025, the City Council heard and approved the proposed rate
increase at a noticed public hearing.
The Council of the City of Palo Alto does hereby RESOLVE as follows:
SECTION 1. Pursuant to Section 12.20.010 of the Palo Alto Municipal Code, Utility Rate
Schedule E-16 (Unmetered Electric Service) is hereby amended as attached and incorporated.
Utility Rate Schedule E-16, as amended, shall become effective September 1, 2025;
SECTION 2. Pursuant to Section 12.20.010 of the Palo Alto Municipal Code, Utility Rate
Schedule E-EEC-1 (Export Electricity Compensation) is hereby amended as attached and
incorporated. Utility Rate Schedule E-EEC-1, as amended, shall become effective September 1,
2025;
SECTION 3. Pursuant to Section 12.20.010 of the Palo Alto Municipal Code, Utility Rate
Schedule E-NSE-1 (Net Surplus Electricity Compensation Rate) is hereby amended as attached and
incorporated. Utility Rate Schedule E-NSE-1, as amended, shall become effective September 1,
2025;
SECTION 4. The Council finds that the fees and charges adopted by this resolution are
charges imposed for a specific government service or product provided directly to the payor that
are not provided to those not charged, and do not exceed the reasonable costs to the City of
providing the service or product.
//
//
//
//
Item 15
Attachment A - Resolution
Amending Electric Rate
Schedules E-16, E-EEC-1,
and E-NSE-1
Item 15: Staff Report Pg. 4 Packet Pg. 295 of 461
Attachment A * NOT YET APPROVED *
027073125 2
SECTION 5. The Council finds that amending the rate schedules do not meet the California
Environmental Quality Act’s (CEQA) definition of a project under Public Resources Code Section
21065 and CEQA Guidelines Section 15378(b)(5), because it is an administrative governmental
activity which will not cause a direct or indirect physical change in the environment, and therefore,
no environmental assessment is required. The Council finds that changing electric rates to meet
operating expenses, purchase supplies and materials, meet financial reserve needs and obtain
funds for capital improvements necessary to maintain service is not subject to the California
Environmental Quality Act (CEQA), pursuant to California Public Resources Code Sec. 21080(b)(8)
and CEQA Guidelines Sec. 15273(a). After reviewing the staff report and all attachments
presented to Council, the Council incorporates these documents herein and finds that sufficient
evidence has been presented setting forth with specificity the basis for this claim of CEQA
exemption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
Clerk
AS TO FORM:
City Attorney Manager
Director of Administrative Services
Item 15
Attachment A - Resolution
Amending Electric Rate
Schedules E-16, E-EEC-1,
and E-NSE-1
Item 15: Staff Report Pg. 5 Packet Pg. 296 of 461
UNMETERED ELECTRIC SERVICE
UTILITY RATE SCHEDULE E-16
CITY OF PALO ALTO UTILITIES
Issued by the City Council
Sheet No. E-16-1 Supersedes Sheet No. E-16-1
Effective 97-1-2025 dated 7-1-202516
A. APPLICABILITY:
This rate schedule is applicable under the terms and conditions of the City of Palo Alto UtilitiesDepartment to Customers who contract with the City for unmetered electric service for
billboards, unmetered telephone services, telephone booths, railroad signals, cathodic protection
units, traffic cameras, wireless antenna and related equipment, community antenna television andvideo systems, cable TV power supplies, and automatic irrigation systems and also applies toother miscellaneous Electric Utility fees to various public agencies and private entities.
B.TERRITORY:
Within the incorporated limits of the City of Palo Alto and land owned or leased by the City.
C.NET MONTHLY BILL:
1. Customer Charge using annual SEIU salary schedule: $ 7.3110.96 per month
2. Energy Charge:
(for all kWh supplied) using Electric Rate Schedule E2 plus all applicable riders
3. Minimum Charge:Minimum monthly charge will be the Customer Charge.
D. DETERMINATION OF ENERGY REQUIREMENTS:
a.Initial InventoryCustomer shall enter into a contract for service under this Schedule and provide a writteninventory of all equipment at each of service requested, including the type and nameplate
rating for each piece of equipment. The billing energy for each point of service will be
determined by the Utilities Electric Engineering Division estimation of the kWh usage based on the type, rating and quantity of the equipment provided by the Customer.
Monthly bill will be based on the following calculations:
1.Total Wattage.
2.Total Wattage times estimated annual operating hours as set in the contract equalsannual watt hours.3. Annual watt hours divided by 1000 hours equals annual kilowatt hours (kWh)4. Annual kWh divided by twelve (12) months equal monthly kWh.
Attachment B Item 15
Attachment B - Corrected
Rate Schedules for E-16, E-
EEC-1, and E-NSE-1
Item 15: Staff Report Pg. 6 Packet Pg. 297 of 461
UNMETERED ELECTRIC SERVICE
UTILITY RATE SCHEDULE E-16
CITY OF PALO ALTO UTILITIES
Issued by the City Council Sheet No. E-16-2 Supersedes Sheet No. E-16-2
Effective 97-1-2025 dated 7-1-202516
5. Monthly kWh times current rate per kWh = monthly bill for each unmetered service location or equipment.
b. Updating Inventory
Customer will update its inventory by informing the Utilities Electric Engineering Division in writing of changes in type, rating and/or quantity of equipment as such changes occur, and billings will be adjusted accordingly. Upon Utilities Electric Engineering Division request, but no later than the one year anniversary of the date on which Customer first takes
service, Customer shall provide an updated inventory of all equipment at each point of
service. c. Test Metering The Utilities Electric Engineering Division may, at its discretion, test meter the load at
various types and ratings of the Customer’s equipment to the extent necessary to verify the
estimated kWh usage used for billing purpose and, where dictated by such test metering, Utilities Electric Engineering Division will make prospective adjustments in estimated usage for subsequent billing purposes; however, Utilities shall be under no obligation to test meter- the load of Customer’s equipment. Utilities’ decision not to test meter the load
of Customer’s equipment shall not release Customer from the obligation to provide to
Utilities Electric Engineering Division, and to update, annually as provided in section b, an accurate inventory of the types, rating and quantities of equipment upon which billing is based.
d. Inspection
The Utilities Electric Engineering Division shall endeavor to inspect the equipment at each point of service annually as close to the anniversary date of the contract as is practical, and make prospective adjustments in billing as indicated by such inspections; however, Utilities shall be under no obligation to conduct such inspections for the purpose of
determining accuracy of billing or otherwise. Utilities decisions not to conduct such
inspections shall not release Customer from the obligation to provide to Utilities Electric Engineering Division, and to update, an accurate inventory of the types, rating and quantities of equipment upon which billing is based.
e. Billing for Service
As the service described in this schedule is unmetered, Customer agrees to pay amounts billed in accordance with the current inventory, regardless of whether any of the installations of the Customer’s equipment were electrically operable during the period in question and regardless of the cause of such equipment failure to operate.
E. MISCELLANEOUS RATES:
Attachment B Item 15
Attachment B - Corrected
Rate Schedules for E-16, E-
EEC-1, and E-NSE-1
Item 15: Staff Report Pg. 7 Packet Pg. 298 of 461
UNMETERED ELECTRIC SERVICE
UTILITY RATE SCHEDULE E-16
CITY OF PALO ALTO UTILITIES
Issued by the City Council Sheet No. E-16-3 Supersedes Sheet No. E-16-3
Effective 97-1-2025 dated 7-1-202516
Service Description Rate *
1. License Fee for Electric Conduit Usage
(A) Exclusive use $ 1.94/ft/yr 2. Processing Fee for Electric Conduit Usage Actual Cost
3. License Fee for Utility Pole Attachments
(A) 1 ft. of usable space $ 47.60/pole/yr (B) 2 ft. of usable space 95.20/pole/yr (C) 3 ft. of usable space 142.80/pole/yr
4. Processing Fee for Utility Pole Attachments C-1 rate – 1 hr
$ 152.00/pole - 5. License Fee for mounting communication equipment including distributed antenna systems on utility poles $ 329.44/pole/yr
* Rates are monthly unless otherwise indicated. F. NOTES:
The fees set forth in Section E.1 through E.5, inclusive, are subject to adjustment annually in
accordance with fluctuations in the Consumer Price Index (CPI), if any. The base for computing the adjustment is the Consumer Price Index for All Urban Consumers (CPI-U) for the San Francisco-Oakland-San Jose MSA, which is published by the U.S. Department of Labor, Bureau of Labor Statistics for the month of December of a base year, which falls within the
year in which a master license agreement is signed by the City and the licensee. The adjustment
shall be calculated, if there is an increase or decrease between December of a base year (when the rate(s) is/are first applicable) and December of any subsequent base year. {End}
Attachment B Item 15
Attachment B - Corrected
Rate Schedules for E-16, E-
EEC-1, and E-NSE-1
Item 15: Staff Report Pg. 8 Packet Pg. 299 of 461
EXPORT ELECTRICITY COMPENSATION
UTILITY RATE SCHEDULE E-EEC-1
CITY OF PALO ALTO UTILITIES
Issued by the City Council
Supersedes Sheet No. E-EEC-1 Sheet No.E-EEC-1
dated 7-1-20254 Effective 97-1-2025
A. APPLICABILITY: This Rate Schedule applies in conjunction with the otherwise applicable Rate Schedules for each Customer class. This Rate Schedule may not apply in conjunction with any time-of-use Rate Schedule. This Rate Schedule applies to Customer-Generators as defined in Rule and Regulation 2 who are either not eligible for Net Energy Metering or who are eligible for Net Energy metering but elect to take Service under this Rate Schedule. B. TERRITORY: This rate schedule applies everywhere the City of Palo Alto provides Electric Service. C. RATE: The following compensation rate shall apply to all electricity exported to the grid. Per kWh Export electricity compensation rate $ 0.12430.1206 D. SPECIAL CONDITIONS 1. Metering equipment: Electricity delivered by CPAU to the Customer-Generator or received by CPAU from the Customer-Generator shall be measured using a Meter capable of registering the flow of electricity in two directions (aka “bidirectional meter”). The electrical power measurements will be used for billing the Customer-Generator. CPAU shall furnish, install and own the appropriate Meter. 2. Billing: a. CPAU shall measure during the billing period, in kilowatt-hours, the electricity delivered and received after the Customer-Generator serves its own instantaneous load. b. CPAU shall bill the Customer-Generator consumption charges for the electricity delivered by CPAU to the Customer-Generator based on the Customer-Generator’s applicable Rate Schedule. c. In the event the electricity generated exceeds the electricity consumed and therefore is received by CPAU, the Customer will receive a credit for all electricity received by CPAU at the buyback Rate designated in section C above. {End}
Attachment B Item 15
Attachment B - Corrected
Rate Schedules for E-16, E-
EEC-1, and E-NSE-1
Item 15: Staff Report Pg. 9 Packet Pg. 300 of 461
NET METERING NET SURPLUS ELECTRICITY COMPENSATION
UTILITY RATE SCHEDULE E-NSE-1
CITY OF PALO ALTO UTILITIES
Issued by the City Council
Supersedes Sheet No. E-NSE-1 Sheet No. E-NSE-1
dated 07-01-20254 Effective 97-1-2025
A. APPLICABILITY: This Rate Schedule applies to eligible residential and small commercial Net Energy Metering Election A Customers who, at the end of an annual settlement period, as described in Rule 29, are Net Surplus Customer-Generators of electricity who elect to receive monetary compensation as such preference is indicated on the net surplus electricity election form. This Rate Schedule only applies to Customers who participate in Net Energy Metering, and does not apply to Customers that take service under the City’s Net Energy Metering Successor Rate, as each of these terms are defined in Rule and Regulation 2. B. TERRITORY: This rate schedule applies everywhere the City of Palo Alto provides Electric Service. C. RATES: Per kWh Net Surplus Electricity Compensation rate $ 0.12730.1012 D. SPECIAL CONDITIONS 1. Net Surplus Electricity Compensation Rate eligibility shall be determined as specified in Rule 29. Net surplus electricity, as specified in Rule 29, if applicable, will be multiplied by the above compensation rate to determine the Customer’s annual net surplus electricity compensation stated in dollars. 2. Additional terms, conditions and definitions govern Net Energy Metering Service and Interconnection, as described in Rule 29. {End}
Attachment B Item 15
Attachment B - Corrected
Rate Schedules for E-16, E-
EEC-1, and E-NSE-1
Item 15: Staff Report Pg. 10 Packet Pg. 301 of 461
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Planning and Development Services
Meeting Date: August 18, 2025
Report #:2506-4843
TITLE
Approval of a Director’s Interpretation Pursuant to PAMC Section 18.01.025 Concluding That
Noncomplying Residential Gross Floor Area may not be Relocated Within a Structure; Denial of
the Associated Appeal; Direction to Prepare a Future Code Amendment for Administrative De
Minimis Exceptions to the Zoning Code; CEQA: Exempt Pursuant to CEQA Guidelines Section
15061(b)(3)
RECOMMENDATION
Staff recommends that the City Council:
1. Uphold the Director of Planning and Development Services’ formal interpretation dated
May 8, 2025, concluding that noncomplying residential gross floor area may not be
removed and restored elsewhere on the property pursuant to Palo Alto Municipal Code
(PAMC) Chapter 18.70, denying the associated appeal; and,
2. Direct staff to prepare a text amendment authorizing the Director of Planning and
Development Services to consider or approve de minimis exceptions from noncomplying
facility regulations and similar minor adjustments that are not impactful to adjacent
properties or public realm.
BACKGROUND
On June 16, 2025, City Council members Burt, Lu, and Lythcott-Haims pulled the subject report
from the consent calendar to schedule the subject hearing.
Attachment A includes the previous report containing staff’s analysis and related attachments.
Attachment B includes additional correspondence from the appellant subsequent to the
Council’s action to pull the item. This correspondence appears to generally restate the
appellant’s statement from the June 16, 2025 item, but adds an expanded introduction, an
executive summary, a new footnote, and several references to a September 2016 email
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announcing a change in staff implementation of Chapter 18.70. The additional material does
not affect staff’s analysis.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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CITY OF PALO ALTO
CITY COUNCIL
Monday, June 16, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
12.Approval of a Director’s Interpretation Pursuant to PAMC Section 18.01.025 Concluding
That Noncomplying Residential Gross Floor Area may not be Relocated Within a
Structure; Denial of the Associated Appeal; Direction to Prepare a Future Code
Amendment for Administrative De Minimis Exceptions to the Zoning Code; CEQA:
Exempt Pursuant to CEQA Guidelines Section 15061(b)(3)
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Planning and Development Services
Meeting Date: June 16, 2025
Report #:2505-4747
TITLE
Approval of a Director’s Interpretation Pursuant to PAMC Section 18.01.025 Concluding That
Noncomplying Residential Gross Floor Area may not be Relocated Within a Structure; Denial of
the Associated Appeal; Direction to Prepare a Future Code Amendment for Administrative De
Minimis Exceptions to the Zoning Code; CEQA: Exempt Pursuant to CEQA Guidelines Section
15061(b)(3)
RECOMMENDATION
Staff recommends that the City Council:
1. Uphold the Director of Planning and Development Services’ formal interpretation dated
May 8, 2025, concluding that noncomplying residential gross floor area may not be
removed and restored elsewhere on the property pursuant to Palo Alto Municipal Code
(PAMC) Chapter 18.70, denying the associated appeal; and
2. Direct staff to prepare a text amendment authorizing the Director of Planning and
Development Services to consider or approve de minimis exceptions from noncomplying
facility regulations and similar minor adjustments that are not impactful to adjacent
properties or public realm.
EXECUTIVE SUMMARY
On May 8, 2025, the Director of Planning and Development Services issued a formal
interpretation of PAMC Chapter 18.70, concluding that noncomplying gross floor area (GFA)
may not be removed and replaced elsewhere on a site, even where total GFA is not increased.
This interpretation was prompted by a minor remodel of a single-family home that remains
over the district’s GFA limit. A timely appeal challenged the interpretation, arguing that the
project does not intensify noncompliance and should be allowed.
Staff believe that the Director‘s interpretation reflects the most reasonable and consistent
application of the Municipal Code and that it supports the broader policy goal of reducing
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noncomplying conditions over time. While the proposal in the appellant‘s case is minor,
permitting it would render portions of the code meaningless and could create a precedent for
larger changes inconsistent with the Code’s purpose. Staff recommend that the City Council
deny the appeal, uphold the interpretation, and direct staff to prepare a future code
amendment to allow administrative de minimis exceptions for minor residential modifications
that do not impact neighbors or the public realm.
BACKGROUND
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Appellant’s Position
The appellant’s statements are provided in Attachment B and summarized below.
ANALYSIS
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improvement to a noncomplying facility shall be permitted which
increases the noncompliance. This section shall not be construed to
prohibit enlargement or improvement of a facility, otherwise permitted
by this title, which does not affect the particular degree of or manner in
which the facility does not comply with one or more provisions of this
title.
b) …. (not applicable to residential properties)
The appellant asserts that their proposal is permitted by PAMC Section 18.17.080 because it
does not affect the particular degree or manner of non-compliance. In essence, the appellant
argues that a change in the location of a noncomplying feature cannot be considered a change
in the manner of noncompliance because the word “manner” refers only to the general type of
noncompliance (e.g. height, setback, or GFA) and cannot refer to “location.” The appellant’s
position, however, eliminates the word “particular” from the code. The word “particular” adds
a level of specificity to the requisite analysis. The “particular manner” of noncompliance is
reasonably understood to mean the specific way in which a structure is noncomplying, which
would include location. Rather than introducing new code language, as suggested by the
appellant, the Director’s interpretation reflects a reasonable reading of the code that gives
effect to all of its provisions.
While the proposal at issue is a relatively minor change to the rear and side of the house, the
code must be applied consistently across all residential project types. If the appellant’s
reasoning were followed, a one-story home that exceeds the maximum GFA limit could
demolish a large portion of the existing structure and rebuild the same amount of floor area as
a second story. Though a second story may otherwise be allowed, this reconfiguration would
significantly alter the form, massing, and presentation of the noncomplying structure, an
outcome that meaningfully affects the manner in which the facility does not comply.
Rather, this provision is intended to distinguish between improvements that preserve the
nature and location of a nonconformity and those that materially alter it. For example, a home
with a legal noncomplying front yard setback may be permitted to construct a second story or
expand toward the rear of the property, so long as the new work complies with all applicable
development standards and does not intensify or extend the existing noncompliance. In that
scenario, the front yard setback remains unchanged and the particular degree and manner of
noncompliance are not affected.
Section 18.70.090 states:
a) Normal and routine maintenance of a noncomplying facility shall be
permitted for the purpose of preserving its existing condition, retarding
or eliminating wear and tear or physical depreciation, or complying with
the requirements of law.
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b) Incidental alterations to a noncomplying facility shall be permitted,
provided such alterations do not increase the degree of noncompliance,
or otherwise increase the discrepancy between existing conditions and
the requirements of this title.
c) Structural alterations to a noncomplying facility shall be permitted when
necessary to comply with the requirements of law, or to accommodate a
conforming use when such alterations do not increase the degree of
noncompliance, or otherwise increase the discrepancy between existing
conditions and requirements of this title.
This section governs routine maintenance and repair of noncomplying structures. While it
permits work necessary to preserve the structure’s safe and sanitary condition, it does not
allow for modifications that expand or reconfigure the noncompliance. Because the proposed
project involves removing existing GFA and enclosing a separate area with new exterior walls, it
constitutes a reconfiguration, not routine repair, and is therefore outside the scope of Section
18.70.090.
Section 18.70.100 states:
A noncomplying facility which is damaged or destroyed by any means except
ordinary wear and tear and depreciation may be reconstructed only as a
complying facility, except as follows:
a) When the damage or destruction of a noncomplying facility affects only a
portion of the facility that did not constitute or contribute to the
noncompliance, said portion may be repaired or reconstructed to its
previous configuration.
b) When the damage or destruction of a noncomplying facility affects a
portion of the facility that constituted or contributed to the
noncompliance, any replacement or reconstruction to such damaged
portion shall be accomplished in such manner as not to reinstate the
noncompliance or degree of noncompliance caused by the destroyed or
damaged portion of the facility, and otherwise in full compliance with this
title; however, if the cost to replace or reconstruct the noncomplying
portion of the facility to its previous configuration does not exceed fifty
percent of the total cost to replace or reconstruct the facility in
conformance with this subsection, then the damaged noncomplying
portion may be replaced or reconstructed to its previous configuration. In
no event shall such replacement or construction create, cause, or
increase any noncompliance with the requirements of this title.
c) …. (not applicable to residentially zoned properties)
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d) Notwithstanding subsections (a), (b) and (c) hereof, a noncomplying
facility housing a conforming use in the R-1 and RE zones, which when
built was a complying facility, which is damaged or destroyed by non-
willful means (i.e., acts of God) shall be permitted to be replaced, on the
same site, and in its previous configuration, without necessity to comply
with the current site development regulations, provided that any such
replacement shall not result in increased floor area, height, length or any
other increase in the size of the facility.
e) Except as otherwise provided in this section with regard to replacement
or reconstruction of a portion of a facility to its previous noncomplying
condition, all reconstruction shall be subject to all applicable laws,
regulations, and procedures otherwise governing construction on the site
at the time said construction is undertaken.
The appellant acknowledges that that PAMC Section 18.70.100 sensibly requires that if a
noncomplying structure is deliberately demolished and subsequently replaced or
reconstructed, that such replacement or reconstruction may not reinstate the noncompliance.
The appellant argues this section is inapplicable to their project, however, because they do not
propose to “replace” or “reconstruct” the GFA that is being removed. The appellant relies on
the Merriam-Webster dictionary to assert that the term “replace” does not encompass the
“relocation” of GFA from one place to another. In fact, the Merriam-Webster definition of
“replace,” also includes “to take the place of especially as a substitute or successor,” and “to
put something new in the place of.” Under both of these ordinary dictionary definitions, the
appellants proposal to remove GFA from a second story and add GFA to the ground floor could
reasonably be considered “replacement.” Again, the Director’s interpretation does not
introduce the term ‘relocation’ into the code, but instead relies on the ordinary meaning of the
terms already present.
Reconstructing noncomplying GFA elsewhere on the site, regardless of whether the total GFA
increases, constitutes an effort to replicate or replace the prior noncompliance in a new
location. The provision makes clear that unless narrowly exempted, such features may not be
rebuilt. This aligns with the broader purpose of Chapter 18.70 to phase out noncomplying
conditions over time. The appellant’s interpretation is not only contrary to this purpose, but it
leads to an absurd result: there is no rational explanation for why the code would prohibit
reconstruction of a noncomplying feature once removed, while permitting the same
noncompliance to be reintroduced elsewhere as a new improvement.
Finally, the appellant asserts that their project does not involve the relocation of GFA but
instead involves the demolition of GFA on the upper floor and a separate enlargement on the
ground floor. This argument attempts to conceptually separate the removal and addition
components of the project. However, if treated independently, the ground floor expansion
would constitute a prohibited increase in noncompliance. The appellant’s position relies on
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linking the two elements to claim there is no net change in the degree of noncompliance, an
approach that selectively combines and separates aspects of the project depending on the
desired outcome.
Harrington v. City of Davis (2017) 16 Cal.App.5th 420, 434-
45.) Greater deference is particularly appropriate where, as here, there are “indications of
careful consideration by senior agency officials.” (Ibid.)
FISCAL/RESOURCE IMPACT
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STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
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PLANNING & DEVELOPMENT SERVICES
250 Hamilton Avenue, 5th Floor
Palo Alto, CA 94301
(650) 329-2441
CITY OF PALO ALTO | 250 HAMILTON AVENUE, PALO ALTO, CA. 94301 | 650-329-2441
DATE: May 8, 2025
TO: Planning & Development Services Staff and Interested Community Members
FROM: Jonathan Lait, Director
SUBJECT: Director’s Interpretation Regarding Relocation of Noncomplying Residential Gross Floor
Area Under PAMC Chapter 18.70
Authority
Palo Alto Municipal Code (PAMC) Section 18.01.025 authorizes the Director of Planning and
Development Services to interpret provisions of Titles 16, 18, and 21 of the Palo Alto Municipal Code.
When warranted, formal written interpretations may be issued and posted on the City’s website. Such
decisions become effective fourteen days after posting unless appealed in accordance with PAMC
Section 18.77.070.
Director’s Interpretation
Where an existing residential building exceeds the allowable gross floor area (GFA) PAMC Chapter 18.70
prohibits the relocation of non-complying floor area from one location to another.
Applicable Code Section(s)
• 18.70.080: Noncomplying Facility – Enlargement
• 18.70.090: Noncomplying facility – Maintenance and repair
• 18.70.100: Noncomplying facility – Replacement
Discussion
Palo Alto’s zoning code limits the allowable GFA on residential properties to regulate bulk, scale, and
neighborhood compatibility. Some structures that comply with development standards at the time they
are constructed may become noncomplying as a result of a change in the applicable regulations (e.g.
rezoning or annexation). PAMC Chapter 18.70 sets forth the rules under which such noncomplying
facilities may be maintained. Relocation of noncomplying GFA may be independently prohibited by
PAMC Sections 18.70.080 and 18.70.100; in addition, relocated GFA does not fall within the scope of
permitted alterations under PAMC Section 18.70.090.
PAMC Section 18.70.080: Noncomplying Facility – Enlargement
Section 18.70.080, subd. (a), expressly prohibits any improvement to a noncomplying facility that
increases the noncompliance. If further clarifies that it does not prohibit improvement of a facility,
Docusign Envelope ID: 3A798A6F-1F4E-4D19-8275-72D1C645C1F0
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otherwise permitted by Title 18 (the zoning code), which does not affect the particular degree or
manner of the noncompliance.
Taken holistically, staff interprets this section to prohibit an improvement that does affect the particular
degree or manner of the noncompliance. For example, if a structure is noncomplying because a parapet
at the rear of the property exceeds the maximum height by five feet, it would not be permitted to
demolish the parapet and reconstruct it identically at the front of the property instead. Even if the new
parapet would not increase the amount by which the structure exceeds the maximum height, the
change in location would affect the particular manner of noncompliance. Similarly, the relocation of
non-complying floor area would violate this prohibition.
Section 18.70.080 is intended to allow the improvement of a noncomplying facility in a manner
unrelated to the particular degree or manner of noncompliance. For example, it would allow a structure
that is non-complying for height to receive additional GFA provided the new area otherwise complied
with the zoning code (e.g. setbacks, lot coverage and floor area limitations, height).
PAMC Section 18.70.090: Noncomplying Facility – Maintenance and repair
Section 18.70.090 allows for the maintenance and repair of a noncomplying facility. It allows for
incidental alterations that do not increase the degree of noncompliance. It also allows for structural
alterations that do not increase the degree of noncompliance, so long as they are “necessary to comply
with the requirements of law or to accommodate a conforming use.”
Incidental alterations are defined in PAMC Section 18.04.030 to mean alterations to the interior of a
building that do not increase its structural strength; alterations to mechanical, electrical and plumbing
systems; and changes to fenestrations that do not increase the building’s structural strength. Structural
alterations are defined as any other alteration.
Staff interprets this section to allow structural alterations only when necessary to comply with the
requirements of law (e.g. building code) or when necessary to accommodate a change to a conforming
use (e.g. to provide sufficient egress for a residential use). Absent a change to a conforming use,
structural alterations would only be permitted to comply with requirements of law. An alternative
interpretation would leave the phrase “necessary to accommodate a conforming use” without any
meaning and collapse the distinction between the allowances for incidental and structural alterations in
Section 18.70.090.
Section 18.70.090 is intended to allow incidental maintenance and repair of noncomplying facilities in a
manner that does not increase noncompliance. It is less permissive regarding structural alterations. The
relocation of noncomplying floor area will typically involve structural alterations; in the absence of a
change to a conforming use, such alterations are only permitted to the extent necessary to comply with
law.
PAMC Section 18.70.100: Noncomplying Facility – Replacement
Section 18.70.100 governs the reconstruction of a noncomplying facility that is damaged or destroyed by
any means other than ordinary wear and tear. This includes willful damage and destruction as part of a
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construction project as well as non-willful means.1 The general rule expressed this section is that a
damaged or destroyed noncomplying facility may only be reconstructed as a complying facility unless an
enumerated exception applies.
Proposed relocation of noncomplying GFA falls under subdivision (b), which states that a portion of a
facility that contributes to the noncompliance, if damaged or destroyed, may only be replaced or
reconstructed in a manner that does not reinstate the noncompliance or the degree of noncompliance.2
Staff interprets the term “replacement” to include replacing demolished GFA in the same or a different
location. This section therefore prohibits the removal of floor area that was willfully destroyed and
contributed to a noncomplying GFA condition, as well as its reinstatement – whether in whole or in part
– at any location within the structure. For example, a project that removes existing GFA and proposes to
reconstruct that floor area in a location that requires demolition and reconstruction of exterior building
walls to accommodate the removed GFA would involve reconstruction that constitutes a reinstatement
of the noncompliance.
The interpretations provided herein are the only ones that give coherent and internally consistent
meaning to each of the code sections discussed. In particular, if either section 18.70.080(a) or section
18.70.090(c) is interpreted to allow the relocation of noncomplying floor area, it is unclear what
meaning section 18.70.100(b) could have. These interpretations are also consistent with prior direction
from the City Council regarding interpretation of similar provisions in PAMC section 18.18.120; in 2015,
the City Council directed that the noncomplying facility provision in that section should not be
interpreted to allow the relocation of noncomplying floor area in the CD district.
_____________________________
Jonathan Lait, Director
Planning and Development Services
Attachment: Applicable Municipal Code Sections
Posted on Website: May 8, 2025
Appeal Deadline: May 22, 2025
1 An alternative interpretation that applies section 18.70.100 only to non-willful damage or destruction would
render subdivision (d) unnecessary, as that section provides a different rule for noncomplying facilities that are
damaged and destroyed by non-willful means.
2 Subdivision (b) also provides an exception where the cost to replace or reconstruct the facility in compliance
would be at least double the cost to replace or reconstruct the facility to its previous configuration; this analysis
assumes that the exception is not triggered.
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18.70.080 Noncomplying facility - Enlargement.
(a) Except as specifically permitted by subsections (b) and (c) hereof or by Section 18.12.050(a), no
enlargement, expansion, or other addition or improvement to a noncomplying facility shall be permitted
which increases the noncompliance. This section shall not be construed to prohibit enlargement or
improvement of a facility, otherwise permitted by this title, which does not affect the particular degree
of or manner in which the facility does not comply with one or more provisions of this title.
(b) Except in areas designated as special study areas, the director of planning and development
services may permit minor additions of floor area to noncomplying facilities in the commercial CC, CS
and CN zones and in the industrial MOR, ROLM, RP and GM districts, subject to applicable site
development regulations, for purposes of on-site employee amenities, resource conservation, or code
compliance, upon the determination that such minor additions will not, of themselves, generate
substantial additional employment. Such additions may include, but not be limited to, the following:
(1) Area designed and used solely for providing on-site services to employees of the facility, such as
recreational facilities, credit unions, cafeterias and day care facilities;
(2) Area designated for resource conservation, such as trash compactors, recycling and thermal
storage facilities; and
(3) Area designed and required for hazardous materials storage facilities, handicapped access, and
seismic upgrades.
(Ord. 5494 § 3, 2020: Ord. 5381 § 7, 2016: Ord. 5373 § 22 (part), 2016: Ord. 3890 § 20, 1989: Ord. 3683
§ 18, 1986: Ord. 3048 (part), 1978)
18.70.090 Noncomplying facility - Maintenance and repair.
(a) Normal and routine maintenance of a noncomplying facility shall be permitted for the purpose of
preserving its existing condition, retarding or eliminating wear and tear or physical depreciation, or
complying with the requirements of law.
(b) Incidental alterations to a noncomplying facility shall be permitted, provided such alterations do
not increase the degree of noncompliance, or otherwise increase the discrepancy between existing
conditions and the requirements of this title.
(c) Structural alterations to a noncomplying facility shall be permitted when necessary to comply with
the requirements of law, or to accommodate a conforming use when such alterations do not increase
the degree of noncompliance, or otherwise increase the discrepancy between existing conditions and
requirements of this title.
(Ord. 5381 § 7, 2016: Ord. 3683 § 17, 1986: Ord. 3048 (part), 1978)
18.70.100 Noncomplying facility - Replacement.
A noncomplying facility which is damaged or destroyed by any means except ordinary wear and tear
and depreciation may be reconstructed only as a complying facility, except as follows:
(a) When the damage or destruction of a noncomplying facility affects only a portion of the facility
that did not constitute or contribute to the noncompliance, said portion may be repaired or
reconstructed to its previous configuration.
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(b) When the damage or destruction of a noncomplying facility affects a portion of the facility that
constituted or contributed to the noncompliance, any replacement or reconstruction to such damaged
portion shall be accomplished in such manner as not to reinstate the noncompliance or degree of
noncompliance caused by the destroyed or damaged portion of the facility, and otherwise in full
compliance with this title; however, if the cost to replace or reconstruct the noncomplying portion of
the facility to its previous configuration does not exceed fifty percent of the total cost to replace or
reconstruct the facility in conformance with this subsection, then the damaged noncomplying portion
may be replaced or reconstructed to its previous configuration. In no event shall such replacement or
construction create, cause, or increase any noncompliance with the requirements of this title.
(c) Notwithstanding subsections (a) and (b) hereof, a noncomplying facility in the commercial CS, CN
and CC zones and the industrial MOR, ROLM, RP and GM districts, except for those areas designated as
special study areas, existing on August 1, 1989, which when built was a complying facility, shall be
permitted to be remodeled, improved or replaced in accordance with applicable site development
regulations other than floor area ratio, provided that any such remodeling, improvement or
replacement shall not result in increased floor area.
(d) Notwithstanding subsections (a), (b) and (c) hereof, a noncomplying facility housing a conforming
use in the R-1 and RE zones, which when built was a complying facility, which is damaged or destroyed
by non-willful means (i.e., acts of God) shall be permitted to be replaced, on the same site, and in its
previous configuration, without necessity to comply with the current site development regulations,
provided that any such replacement shall not result in increased floor area, height, length or any other
increase in the size of the facility.
(e) Except as otherwise provided in this section with regard to replacement or reconstruction of a
portion of a facility to its previous noncomplying condition, all reconstruction shall be subject to all
applicable laws, regulations, and procedures otherwise governing construction on the site at the time
said construction is undertaken.
(Ord. 5381 § 7, 2016: Ord. 4102 § 1 (part), 1992: Ord. 4016 § 46, 1991: Ord. 3905 § 18, 1989: Ord. 3890
§ 21, 1989: Ord. 3048 (part), 1978)
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Subject – Appeal of Director’s Application of PAMC § 18.70.100 to Project Concerning 3886 Magnolia Drive, #25BLD-00025
Dear Mayor Lauing and Members of the City Council: My wife and I hereby appeal the Director’s May 8, 2025, Interpretation Regarding Relocation of Noncomplying Residential Gross Floor Area Under PAMC Chapter 18.70 (the “Determination”).
The Planning Department, on the sole basis of the Determination, has rejected our application for
a small remodel of our home in Barron Park which was built in 1948, long prior to Palo Alto’s annexure of our section of the City of Palo Alto. Background on Our Proposed Project
Our home is currently two stories (although the second story is quite small and is essentially a permitted loft space). Our project is designed to convert our home fully into a single-floor home (in that respect, it is very much unlike the many second story additions routinely processed by the Planning Department). Essentially, the aim of the project is to create a closet in the room that
we are using as our primary bedroom and relocate some utilities, such as the laundry and
additional kitchen and cleaning storage, to a permitted rumpus room and provide interior access to that room from our existing kitchen. Currently, we maintain a closet in an upstairs, permitted loft area which entails navigating a
steep and narrow staircase (the “Unsafe Permitted Loft Area”). The project does not enlarge the
building envelope, add floor area, or replace any space that is “damaged or destroyed.” It removes from FAR the Unsafe Permitted Loft Area and does not “replace” or “reconstruct” that space (i.e., there will no longer be an upstairs loft area in my home and my home will be a single floor structure).
Despite the project’s very modest scope (which is wholly consistent with the City’s goals of enabling aging in place), the Director has arbitrarily and erroneously invoked Palo Alto Municipal Code § 18.70.100 to deny the application. By its express and unambiguous terms, that provision applies when property is “damaged or destroyed” and that portion is “replaced” or
“reconstructed.” We are, in fact, not “replacing” or “reconstructing” the Unsafe Permitted Loft
Area and thus § 18.70.100 is inapplicable on its face. Instead, § 18.70.080 applies and our project was carefully designed to comply with that provision. Analysis
Relevant Law and the Standard of Review When interpreting an ordinance, courts apply the same rules of interpretation applicable to statutes. See Save Our Heritage Organisation v. City of San Diego (2015) 237 Cal.App.4th 163,
174, 187 Cal.Rptr.3d 754.). Courts first examine the language of the ordinance, giving the words
their usual and ordinary meaning, in the context of the ordinance as a whole and its purpose. See
Audio Visual Services Group, Inc. v. Super. Ct., 182 Cal. Rptr. 3d 748, 754 (Cal. App. 2d Dist. 2015). In addition, courts “apply common sense to the language at hand” and interpret a
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provision in a manner that makes “it workable and reasonable” and avoids an absurd result. Wasatch Property Management v. Degrate (2005) 35 Cal.4th 1111, 1122, 29 Cal.Rptr.3d 262,
112 P.3d 647.
Interpretation of the Municipal Code presents a pure question of law and as such the Director’s interpretation is entitled to no deference. See MacIsaac v. Waste Management Collection & Recycling, Inc. (2005) 134 Cal.App.4th 1076, 10. See also Manriquez v. Gourley, 130 Cal. Rptr.
2d 209, 214 (Cal. App. 4th Dist. 2003) (review of an agency’s factual determinations are subject
to the substantial evidence rule but “where … the determinative question is one of statutory or regulatory interpretation, an issue of law, [courts] may exercise … independent judgment.”). If we are forced to proceed with an appeal to Santa Clara Superior Court, the City would face the
prospect of a significant award of attorneys’ fee award as we would be seeking to vindicate the
public’s interest in the proper interpretation of the Palo Alto Municipal Code. See CCP § 1858 (“Upon motion, a court may award attorneys’ fees to a successful party against one or more opposing parties in any action which has resulted in the enforcement of an important right affecting the public interest …”). Also, in litigation the Planning Department would be subject to
discovery aimed at determining whether it is invoking Section 100 even-handedly to small
remodels like ours (this issue is also the subject of a pending request under the California Public Records Act and I respectfully reserve the right to update the Council once the City has produced adequate records in response to our request).1
The Director’s Determination
The Director largely bases his rejection of our plan on Section 18.70.100.2 That section governs reconstruction of a residential structure that already exceeds current zoning limits and is damaged or deliberately demolished, and it generally (and sensibly) requires that if that facility is
“replac[ed]” or “reconstruct[ed] that such replacement or reconstruction not reinstate the
noncompliance. The full text of that provision is appended below with relevant highlighting.
1 Indeed, if Section 100 applies to our small project the Planning Department would necessarily have to reject every single remodel of any noncomplying facility (action which would invite a cascade of litigation centered on unlawful taking of property). Judging by the number of projects
that are ongoing in Barron Park every day of the week, not even the Planning Department is
taking such a restrictive view of Section 100. Indeed, and to its credit, the Planning Department attempted to get some clarity around the meaning and scope of Section 100 back in 2015 but that effort did not gain traction with the members of the City Council at that time. See City Council Staff Report # 6333. We suspect that the Planning Department would benefit from and even
appreciate this Council’s guidance on this important issue.
2 Until the Determination was issued on May 8, 2025, the Director entirely rested his rejection on Section 100. In the Determination, he attempts to buttress the rejection with a new claim that we do not satisfy Section 80. This late argument clearly suggests that the Director lacks confidence
in his application of Section 100. In any event, the Director’s belated interpretation of Section 80
suffers from the same type of flaw that infects his analysis of Section 100, namely that he inserts terms that are not found in the text of the Code (see infra at 5).
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We are clearly not “replacing” or “reconstructing” the Unsafe Permitted Loft Area. We are
demolishing it altogether and not replacing or reconstructing it. The Director would of course be
correct if we were altering the Unsafe Permitted Loft Area and keeping it as loft space. But that
is not our plan. Since we are not replacing or reconstructing the Unsafe Permitted Loft Area, Section 100 is
inapplicable because it only governs replacing or reconstructing space (see highlighting below).
The Director elides this unmistakable fact by arguing in the Determination that what we are doing is “relocating” non-complying floor area and that somehow triggers Section 100. We in fact do not agree that we are “relocating” square footage. Instead, and consistent with § 18.70.080, we are “enlarging” or “improving” a facility in a manner that does not “affect the
particular degree of or manner in which the facility does not comply with one or more provisions
of this title.” However, even if the Director were correct in characterizing our project as “relocating” square footage, even then he would be incorrect in claiming that such “relocating” triggers Section
100. This is for the simple and unmistakable reason that Section 100 applies to replacing or
reconstructing a portion of a noncomplying facility and we are not replacing or reconstructing the Unsafe Permitted Loft Area. The ordinary dictionary definition of replace is “to restore to a former place or position.” See https://www.merriam-webster.com/dictionary/replace. The ordinary dictionary definition of “reconstruct” is “to build or assemble (something) again.” See
https://www.merriam-webster.com/dictionary/reconstruct. Our project does not restore the
Unsafe Permitted Loft Area nor does it assemble it again. As such, Section 100 is wholly inapplicable and the Director has invoked it erroneously. Essentially, and improperly, the Director attempts to graft the additional terms bolded in red
below to the following portion of Section 100:
When the damage or destruction of a noncomplying facility affects a portion of the facility that constituted or contributed to the noncompliance, any replacement or reconstruction to such damaged portion, [or
relocation thereof,] shall be accomplished in such manner as not to
reinstate the noncompliance or degree of noncompliance caused by the destroyed or damaged portion of the facility, and otherwise in full compliance with this title.
But the term “relocation” appears nowhere in the text of Section 100. It is clearly improper for
the Director to insert new terms and limitations in existing Code. If the City wishes to revise the Code it is of course free to do so after complying with State and locale procedure for such modifications. Until then, the Planning Department is obligated to apply the Code as written. See CCP § 1858 (“In the construction of a statute or instrument, the office of the Judge is simply to
ascertain and declare what is in terms or in substance contained therein, not to insert what has
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been omitted, or to omit what has been inserted; and where there are several provisions or particulars, such a construction is, if possible, to be adopted as will give effect to all.”).3
Our Project Is In Full Compliance with § 18.70.080 Fortunately, the Palo Alto Municipal Code has a provision that is specifically crafted to provide Palo Alto homeowners with much needed breathing room to update and modernize their homes.
Section 80 allows “enlargements” of facilities so long as they “do not increase the degree or
manner of non-compliance.” The flexibility offered by Section 80 is essential to the Code’s statutory scheme. Without it, the City would invite challenges under both the California and U.S. Constitutions (regulatory takings
jurisprudence), as well as under the Housing Crisis Act of 2019 and the Housing Accountability
Act, which limit a local agency’s ability to down zone or impose new standards midstream. “Degree” in the context of Section 80 unquestionably speaks to quantity (the same 2,000 sq ft remains) and “manner” speaks to type of violation. Our proposed project keeps the existing Site
Coverage and actually reduces FAR by 11 square feet.
Nonetheless, the Director asserts that “relocating” floor area changes the “manner” of non-compliance because the second floor excess becomes first floor excess. To begin, and as noted above, the Director’s assertion that we are “relocating” floor area is simply incorrect. More
fundamentally, there is nothing in the Code that says the vertical placement of excess floor area
is itself a violation. The Director’s logic invents a brand-new metric—location—that appears nowhere in §§ 80, 90, or 100. Under the plain meaning rule, his attempt to graft new terms into existing code should be
rejected. See Cnty. of Sacramento v. P. Gas & Elec. Co., 238 Cal. Rptr. 305, 311 (Cal. App. 3d
Dist. 1987) (“Where the language is plain and admits of no more than one meaning, the duty of interpretation does not arise, and the rules which are to aid doubtful meanings need no discussion.”) (quotation omitted); see also Franklin v. Appel, 10 Cal. Rptr. 2d 759, 765 (Cal. App. 2d Dist. 1992) (“The court will not, under the guise of construction, rewrite a law, and will
not give the words an effect different from the plain and direct import of the terms used.”).
Thus, there is no question that our project comports with Section 80. Indeed, during the application process the Planning Department based its rejection of our plan solely on Section 100. It was only in the Determination that the Director first claimed that we do not satisfy
3 In his Determination, the Director cites in support of his interpretation the 2015 Council’s
consideration of an amendment to a different provision of the Code, section 18.18.120. This provision of the Code is not at issue here and relates to commercial buildings in the Palo Alto Commercial District. (Determination at 3). The proceedings referenced by the Director related to a proposed amendment to the Code and not an interpretation of it. The fact that the Planning
Department recognized in 2015 that it needed to amend the Code to apply to relocated space as
to commercial buildings in the Commercial District underscores that the Department would need to do the same here to obtain the outcome the Director seeks.
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Section 80 as well (as noted above in footnote 2, the last-minute citation to Section 80 likely reflects the Director’s growing realization that Section 100 is not in fact applicable to our
project).
Once again, the Director tries to graft terms into the Planning Code that are simply not there. The Determination claims that Section 80 “is intended to allow the improvement of a noncomplying facility in a manner unrelated to the particular degree or manner of noncompliance.”
(Determination at 2, emphasis added). But the Code uses the term “affect” not “unrelated.” Our
home does not affect the degree of noncompliance because it does not add to it in any respect. Here as well the Director must apply the Code as written and not language that the Director apparently wishes it contained.4
Conclusion
In sum, and viewing the provisions “holistically” (as the Director purports to do), Section 80 allows “enlargements” of noncomplying facilities provided they do not “affect the particular degree of or manner in which the facility does not comply with one or more provisions of this
title.” § 18.70.080 (emphasis added). Section 100 applies when a property owner seeks to replace
or reconstruct a non-complying facility or a portion of a non-complying facility. § 18.70.100 (emphasis added). With respect to our project, we are proposing an addition that does not affect the degree of non-
compliance of our project. We are removing the Unsafe Permitted Loft Area and not
reconstructing it. As such, Section 80 applies and is satisfied and Section 100 has no application
as a matter of law. It is therefore not within the Director’s discretion to deny the application nor is his legal interpretation of provisions of the Code entitled to any degree of deference by the Council (or, if need be, a court).
Relief Requested The relief we seek is modest: the ability to improve safety and accessibility in our longtime home without being compelled to demolish legally built, character defining portions of the structure.
Timely intervention will spare everyone protracted appeals and public controversy, restore trust
in the permitting system, and align City practice with the letter of its own ordinances.
4 California is of course in a housing crisis. It is therefore quite concerning to my wife and I and a
number of other Palo Alto homeowners that the Director is so hostile to reasonable development
efforts that he seems to create limitations on the right to develop property when none exist. Indeed, the State of California has directed complaints to the Planning Department for precisely this reason. See https://www.paloaltoonline.com/palo-alto/2025/04/03/state-orders-palo-alto-to-revise-laws-on-backyard-dwellings/. It is therefore no surprise that the Planning Department
under the Director’s leadership receives abysmal reviews and remains the subject of much
frustration in our community. See https://www.paloaltoonline.com/palo-
alto/2024/12/10/residents-pan-permitting-laud-libraries-in-new-survey/.
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My wife and I respectfully request that the Council reverse the Director’s May 8 determination and find that our remodel complies with § 18.70.080 and that § 18.70.100 does not apply and
direct staff to issue ministerial approvals forthwith.
We are available to answer any questions or provide supplemental material at the Council’s request.
Respectfully submitted, /s/ Joseph and Colleen Petersen Owners / Applicants
3886 Magnolia Drive, Palo Alto, California 94306
(917) 859 9680 jpetersen@ktslaw.com
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Appendix Relevant Provisions of the Palo Alto Municipal Code
18.70.100 Noncomplying facility - Replacement. A noncomplying facility which is damaged or destroyed by any means except ordinary wear and tear and depreciation may be reconstructed only as a complying facility, except as follows:
(a) When the damage or destruction of a noncomplying facility affects only a portion of the
facility that did not constitute or contribute to the noncompliance, said portion may be repaired or reconstructed to its previous configuration. (b) When the damage or destruction of a noncomplying facility affects a portion of the facility that constituted or contributed to the noncompliance, any replacement or reconstruction to such
damaged portion shall be accomplished in such manner as not to reinstate the noncompliance or
degree of noncompliance caused by the destroyed or damaged portion of the facility, and otherwise in full compliance with this title; however, if the cost to replace or reconstruct the noncomplying portion of the facility to its previous configuration does not exceed fifty percent of the total cost to replace or reconstruct the facility in conformance with this subsection, then the
damaged noncomplying portion may be replaced or reconstructed to its previous configuration.
In no event shall such replacement or construction create, cause, or increase any noncompliance with the requirements of this title. (c) Notwithstanding subsections (a) and (b) hereof, a noncomplying facility in the commercial CS, CN and CC zones and the industrial MOR, ROLM, RP and GM districts, except for those
areas designated as special study areas, existing on August 1, 1989, which when built was a
complying facility, shall be permitted to be remodeled, improved or replaced in accordance with applicable site development regulations other than floor area ratio, provided that any such remodeling, improvement or replacement shall not result in increased floor area. (d) Notwithstanding subsections (a), (b) and (c) hereof, a noncomplying facility housing a
conforming use in the R-1 and RE zones, which when built was a complying facility, which is
damaged or destroyed by non-willful means (i.e., acts of God) shall be permitted to be replaced, on the same site, and in its previous configuration, without necessity to comply with the current site development regulations, provided that any such replacement shall not result in increased floor area, height, length or any other increase in the size of the facility.
(e) Except as otherwise provided in this section with regard to replacement or reconstruction
of a portion of a facility to its previous noncomplying condition, all reconstruction shall be subject to all applicable laws, regulations, and procedures otherwise governing construction on the site at the time said construction is undertaken. (Ord. 5381 § 7, 2016: Ord. 4102 § 1 (part), 1992: Ord. 4016 § 46, 1991: Ord. 3905 § 18, 1989:
Ord. 3890 § 21, 1989: Ord. 3048 (part), 1978)
18.70.080 Noncomplying facility - Enlargement. (a) Except as specifically permitted by subsections (b) and (c) hereof or by Section 18.12.050(a), no enlargement, expansion, or other addition or improvement to a
noncomplying facility shall be permitted which increases the noncompliance. This section shall
not be construed to prohibit enlargement or improvement of a facility, otherwise permitted by this title, which does not affect the particular degree of or manner in which the facility does not comply with one or more provisions of this title.
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(b) Except in areas designated as special study areas, the director of planning and development services may permit minor additions of floor area to noncomplying facilities in the
commercial CC, CS and CN zones and in the industrial MOR, ROLM, RP and GM districts,
subject to applicable site development regulations, for purposes of on-site employee amenities, resource conservation, or code compliance, upon the determination that such minor additions will not, of themselves, generate substantial additional employment. Such additions may include, but not be limited to, the following:
(1) Area designed and used solely for providing on-site services to employees of the
facility, such as recreational facilities, credit unions, cafeterias and day care facilities; (2) Area designated for resource conservation, such as trash compactors, recycling and thermal storage facilities; and (3) Area designed and required for hazardous materials storage facilities, handicapped
access, and seismic upgrades.
(Ord. 5494 § 3, 2020: Ord. 5381 § 7, 2016: Ord. 5373 § 22 (part), 2016: Ord. 3890 § 20, 1989: Ord. 3683 § 18, 1986: Ord. 3048 (part), 1978)
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Colleen and Joseph Petersen 3886 Magnolia Drive
Palo Alto, CA 94306 August 3, 2025 City Council
City of Palo Alto
250 Hamilton Avenue Palo Alto, CA 94301 Subject – Appeal of Director’s Application of PAMC § 18.70.100 to Project
Concerning 3886 Magnolia Drive, #25BLD-00025
Dear Mayor Lauing and Members of the City Council: Thank you for the opportunity to be heard at the August 18, 2025 Council meeting regarding the
Director’s May 8, 2025, Interpretation Regarding Relocation of Noncomplying Residential Gross
Floor Area Under PAMC Chapter 18.70 (the “Determination”). The Planning Department, on the sole basis of the Determination, has preliminarily denied our application for a very modest remodel of our home in Barron Park. That remodel is designed to convert our home to a one story residence in the interest of allowing us to “age in place” in a home built in 1948 in full
compliance with Santa Clara county building code, long prior to Palo Alto’s annexure of our
section of the City of Palo Alto. Introduction and Summary of Issue
Our home is currently two stories. Our second story is quite small and is essentially a permitted
loft space that is accessed through a very steep and narrow staircase (as a shorthand, we will refer to it here as the “existing second-floor room”). Our project is designed to convert our home fully into a single-floor home (in that respect, it has
far less neighborhood impact than the many second story additions routinely processed by the
Planning Department). Essentially, the aim of the project is to create a closet in the room that we are using as our primary bedroom and relocate some utilities, such as the laundry and additional kitchen and cleaning storage, to a permitted rumpus room and provide interior access to that room from our existing kitchen.
We designed our project to comply with existing Palo Alto planning and building code. Specifically, Palo Alto Municipal Code § 18.70.080 expressly permits “enlargements” of noncomplying facilities provided they do not “affect the particular degree of or manner in which the facility does not comply with one or more provisions of this title.” § 18.70.080 (emphasis
added). Our project does not “affect the particular degree of or manner in which the facility does
not comply with one or more provisions of this title” because it does not: (i) enlarge the lot coverage or add total floor area. In fact, it reduces FAR by 11 square feet by eliminating the upstairs loft and building out on the first floor less square footage than we are removing from the second floor.
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Nonetheless, the Director has delayed the application for many months on the basis of the Department’s relatively new interpretation of a different provision, § 18.70.100. That section, on
its face, is applicable to noncomplying facilities that are damaged or destroyed and the owner
seeks to reconstruct that portion. Notwithstanding the fact that this provision is facially inapplicable to my project and does not override § 18.70.080 either explicitly or implicitly, the Department has invoked it and has
refused to allow my application to proceed. There are two very significant flaws with the
Department’s interpretation. First, it has no support in the actual language of § 18.70.100 (the full text of which is appended below). The Department’s grafting of additional restrictions in Section 100 effectively nullifies
the standard governing “enlargements” in Section 80.
Second, even the Department viewed Section 100 as having no such limitation until relatively recently. An e-mail produced by the City pursuant to a California Public Records Act request confirms that the City actually expressly permitted projects such as mine until September, 2016
and then abruptly abandoned that practice without seeking any changes to the actual language of
§ 18.70.100 (or even seeking any guidance from the Council). A copy of this e-mail is attached and the relevant language reads as follows: In the past, staff has permitted homeowners to remove square footage from one
part of a house and add it back to another portion when the property was over
FAR. This was done on a case by case basis and there was criteria to ensure the new square footage would be less impactful. Unfortunately, while this was a long standing staff policy, there is no provision in the code that allows this type of “cut and paste”. Therefore “cut and paste” is officially dead! Please ensure
all projects conform to Code Section 18.70.
Email from Jodie Gerhardt, Development Center Manager, September 23, 2016. In fact, Ms. Gerhardt had it backwards and the City’s prior interpretation of § 18.70.100 was the
correct one because it simply does not speak to remodeling projects such as mine and has no
language supporting the City’s new interpretation. Instead, Section 80 applies and it authorizes our modest project because that project does not “affect the particular degree of or manner in which the facility does not comply with one or more provisions of this title.”
Finally, we note that in the days prior to our appeal appearing on the Consent Calendar the City
advised us that it was willing to amend the Code in a manner that would authorize projects like ours under a de minimis exception. We are grateful for that positive step and proposed that this appeal be suspended pending adoption of the exception but the City was not willing to agree to any sort of timeline on the amendment. Since we are literally “not getting any younger” and
without any assurances on timing of the amendment, we believe we have no choice but to move
forward with our appeal. We, along with similarly situated homeowners, eagerly await Council’s position on the Director’s Interpretation and thank the Council for its consideration of our appeal.
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Executive Summary
Relief Requested: Reverse the May 8, 2025 Determination and direct ministerial processing of Permit #25BLD-00025. Basis: PAMC § 18.70.080 permits the proposed work because it does not increase the particular
degree or manner of noncompliance. PAMC § 18.70.100 applies only when a damaged or
destroyed noncomplying portion is replaced or reconstructed; here, the noncomplying second-floor room is being removed—not replaced or reconstructed—and thus § 18.70.100 does not constrain the new first-floor work, which is instead evaluated under § 18.70.080.
Support: (i) the text of PAMC § 18.70.100; (ii) 2016 staff email stating that PAMC § 18.70.100
does not bar reconfiguration of floor area within the same nonconforming structure where the degree or manner of noncompliance is not increased; (iii) plan-set metrics table below demonstrating no increase.
Before/After Zoning Metrics (Attach as Exhibit A)
Metric Existing Proposed
Lot Area (sf) 8,100 SF No Change
Allowable GFA (sf) 3,180 SF No Change
GFA (sf) 3,455.30 SF 3,444.06 SF
FAR 3,455.30 SF = 42.65% 3,444.06 SF = 42.52%
Site Coverage (%) 3,922.39 SF (48.42%) 3,912.53 SF (48.30%)
Setbacks (F/R/S) (ft) 20’-2”/45’-1”/ 4’-10” No Change/43’-1”/ 4’-10”
Height / Daylight Plane 18’-5”/(E) Non-Conforming gable on L
Side to Remain
(covered/uncovered) tandem
Analysis
Relevant Law and the Standard of Review When interpreting an ordinance, courts apply the same rules of interpretation applicable to
statutes. See Save Our Heritage Organisation v. City of San Diego, (2015) 237 Cal.App.4th 163,
174, 187 Cal.Rptr.3d 754.). Courts first examine the language of the ordinance, giving the words their usual and ordinary meaning, in the context of the ordinance as a whole and its purpose. See
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Audio Visual Services Group, Inc. v. Super. Ct., 182 Cal. Rptr. 3d 748, 754 (Cal. App. 2d Dist. 2015). In addition, courts “apply common sense to the language at hand” and interpret a
provision in a manner that makes “it workable and reasonable” and avoids an absurd result.
Wasatch Property Management v. Degrate, (2005) 35 Cal.4th 1111, 1122, 29 Cal.Rptr.3d 262, 112 P.3d 647. Interpretation of the Municipal Code presents a pure question of law and as such the Director’s
interpretation is entitled to no deference. See MacIsaac v. Waste Management Collection &
Recycling, Inc. (2005) 134 Cal.App.4th 1076, 10. See also Manriquez v. Gourley, 130 Cal. Rptr. 2d 209, 214 (Cal. App. 4th Dist. 2003) (review of an agency’s factual determinations are subject to the substantial evidence rule but “where … the determinative question is one of statutory or regulatory interpretation, an issue of law, [courts] may exercise … independent judgment.”).1
If we are forced to proceed with an appeal to Santa Clara Superior Court, the City would face the prospect of a significant award of attorneys’ fee award as we would be seeking to vindicate the public’s interest in the proper interpretation of the Palo Alto Municipal Code. See CCP § 1021.5 (“Upon motion, a court may award attorneys’ fees to a successful party against one or more
opposing parties in any action which has resulted in the enforcement of an important right
affecting the public interest …”). Also, in litigation the Planning Department would be subject to discovery aimed at determining whether it is invoking Section 100 even-handedly to small remodels like ours (this issue is also the subject of a pending request under the California Public Records Act and I respectfully reserve the right to update the Council once the City has produced
adequate records in response to our request).2
The Director’s Determination The Director largely bases his rejection of our plan on Section 18.70.100.3 That section governs
reconstruction of a residential structure that already exceeds current zoning limits and is
1 The Department has argued that it is entitled to some degree of deference when interpreting the City’s own municipal code. While this may be correct as a general matter, that principle should not apply here when the Department’s interpretation has no grounding in the actual language of the Code and the Department followed the exact opposite interpretation prior to its unexplained
about-face in 2016 (see Ms. Gerhardt’s September 23, 2016 e-mail).
2 Indeed, if Section 100 applies to our small project the Planning Department would necessarily have to reject every single remodel of any noncomplying facility (action which would invite a cascade of litigation centered on unlawful taking of property). Judging by the number of projects that are ongoing in Barron Park every day of the week, not even the Planning Department is
taking such a restrictive view of Section 100. Indeed, and to its credit, the Planning Department
attempted to get some clarity around the meaning and scope of Section 100 back in 2015 but that effort did not gain traction with the members of the City Council at that time. See City Council Staff Report # 6333. We suspect that the Planning Department would benefit from and even appreciate this Council’s guidance on this important issue.
3 Until the Determination was issued on May 8, 2025, the Director entirely rested his rejection on Section 100. In the Determination, he attempts to buttress the rejection with a new claim that we
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damaged or deliberately demolished, and it generally (and sensibly) requires that if that facility is “replac[ed]” or “reconstruct[ed] that such replacement or reconstruction not reinstate the
noncompliance. The full text of that provision is appended below with relevant highlighting.
We are clearly not “replacing” or “reconstructing” the existing second-floor room. We are converting it to attic space and not replacing or reconstructing it. The Director would be correct if we were altering the existing second-floor room and keeping it as loft space. But that is not our
plan.
Since we are not replacing or reconstructing the existing second-floor room, Section 100 is inapplicable because it only governs replacing or reconstructing space (see highlighting below). The Director elides this unmistakable fact by arguing in the Determination that what we are
doing is “relocating” non-complying floor area and that somehow triggers Section 100. We in
fact do not agree that we are “relocating” square footage. Instead, and consistent with § 18.70.080, we are “enlarging” or “improving” a facility in a manner that does not “affect the particular degree of or manner in which the facility does not comply with one or more provisions of this title.”
However, even if the Director were correct in characterizing our project as “relocating” square footage, even then he would be incorrect in claiming that such “relocating” triggers Section 100. This is for the simple and unmistakable reason that Section 100 applies to replacing or reconstructing a portion of a noncomplying facility and we are not replacing or reconstructing
the existing second-floor room. The ordinary dictionary definition of replace is “to restore to a
former place or position.” See https://www.merriam-webster.com/dictionary/replace. The ordinary dictionary definition of “reconstruct” is “to build or assemble (something) again.” See https://www.merriam-webster.com/dictionary/reconstruct. Our project does not restore the existing second-floor room nor does it assemble it again. As such, Section 100 is wholly
inapplicable and the Director has invoked it erroneously.
Essentially, and improperly, the Director attempts to graft the additional terms bolded in red below to the following portion of Section 100:
When the damage or destruction of a noncomplying facility affects a portion of
the facility that constituted or contributed to the noncompliance, any replacement or reconstruction to such damaged portion, [or relocation thereof,] shall be accomplished in such manner as not to reinstate the noncompliance or degree of noncompliance caused by the destroyed or damaged portion of the facility, and
otherwise in full compliance with this title.
But the term “relocation” appears nowhere in the text of Section 100. It is clearly improper for the Director to insert new terms and limitations in existing Code. If the City wishes to revise the
do not satisfy Section 80. This late argument clearly suggests that the Director lacks confidence
in his application of Section 100. In any event, the Director’s belated interpretation of Section 80
suffers from the same type of flaw that infects his analysis of Section 100, namely that he inserts terms that are not found in the text of the Code (see infra at 6).
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Code it is of course free to do so after complying with State and local procedure for such modifications. Until then, the Planning Department is obligated to apply the Code as written. See
CCP § 1858 (“In the construction of a statute or instrument, the office of the Judge is simply to
ascertain and declare what is in terms or in substance contained therein, not to insert what has been omitted, or to omit what has been inserted; and where there are several provisions or particulars, such a construction is, if possible, to be adopted as will give effect to all.”).4
Our Project Is In Full Compliance with § 18.70.080
Fortunately, the Palo Alto Municipal Code has a provision that is specifically crafted to provide Palo Alto homeowners with homes that do not comply with current code (which is in fact a significant percentage of homes in Palo Alto) with much needed breathing room to update and
modernize their homes. Section 80 allows “enlargements” of facilities so long as they “do not
increase the degree or manner of noncompliance.” The flexibility offered by Section 80 is essential to the Code’s statutory scheme. Without it, the City would invite challenges under both the California and U.S. Constitutions (regulatory takings
jurisprudence), as well as under the Housing Crisis Act of 2019 and the Housing Accountability
Act, which limit a local agency’s ability to down zone or impose new standards midstream. “Degree” in the context of Section 80 unquestionably speaks to quantity (the same 2,000 sq ft remains) and “manner” speaks to type of violation. Our proposed project keeps the existing Site
Coverage and actually reduces FAR by 11 square feet.
Nonetheless, the Director asserts that “relocating” floor area changes the “manner” of noncompliance because the second floor excess becomes first floor excess. To begin, and as noted above, the Director’s assertion that we are “relocating” floor area is simply incorrect. More
fundamentally, there is nothing in the Code that says the vertical placement of excess floor area
is itself a violation. The Director’s logic invents a brand new metric—location—that appears nowhere in §§ 18.70.080, 18.70.090, and 18.70.100. Under the plain meaning rule, his attempt to graft new
terms into existing code should be rejected. See Cnty. of Sacramento v. P. Gas & Elec. Co., 238
Cal. Rptr. 305, 311 (Cal. App. 3d Dist. 1987) (“Where the language is plain and admits of no more than one meaning, the duty of interpretation does not arise, and the rules which are to aid doubtful meanings need no discussion.”) (quotation omitted); see also Franklin v. Appel, 10 Cal. Rptr. 2d 759, 765 (Cal. App. 2d Dist. 1992) (“The court will not, under the guise of construction,
4 In his Determination, the Director cites in support of his interpretation the 2015 Council’s
consideration of an amendment to a different provision of the Code, section 18.18.120. This provision of the Code is not at issue here and relates to commercial buildings in the Palo Alto Commercial District. (Determination at 3). The proceedings referenced by the Director related to a proposed amendment to the Code and not an interpretation of it. The fact that the Planning
Department recognized in 2015 that it needed to amend the Code to apply to relocated space as
to commercial buildings in the Commercial District underscores that the Department would need to do the same here to obtain the outcome the Director seeks.
Item 16
Attachment B - Additional
Appellant Correspondence,
Dated August 3, 2025
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rewrite a law, and will not give the words an effect different from the plain and direct import of the terms used.”).
Thus, there is no question that our project comports with Section 80. There is also no question that had we submitted our application prior to Ms. Gerhardt’s September 23, 2016 e-mail abruptly reversing its longstanding interpretation without citation to the applicable code text, the project would have been quickly approved.
Indeed, during the application process the Planning Department based its rejection of our plan solely on Section 100. It was only in the Determination that the Director first claimed that we do not satisfy Section 80 as well (as noted above in footnote 2, the last-minute citation to Section 80 likely reflects the Director’s growing realization that Section 100 is not in fact applicable to our
project).
Once again, the Director tries to graft terms into the Planning Code that are simply not there. The Determination claims that Section 80 “is intended to allow the improvement of a noncomplying facility in a manner unrelated to the particular degree or manner of noncompliance.”
(Determination at 2, emphasis added). But the Code uses the term “affect” not “unrelated.” Our
home does not affect the degree of noncompliance because it does not add to it in any respect. Here as well the Director must apply the Code as written and not language that the Director apparently wishes it contained. While we appreciate the Department’s commitment to approve our project in the future under a de minimis exception, our project satisfies current code and no
such amendment is necessary.
Conclusion In sum, and viewing the provisions “holistically” (as the Director purports to do), Section 80
allows “enlargements” of noncomplying facilities provided they do not “affect the particular
degree of or manner in which the facility does not comply with one or more provisions of this title.” § 18.70.080 (emphasis added). Section 100 applies when a property owner seeks to replace or reconstruct a non-complying facility or a portion of a non-complying facility. § 18.70.100 (emphasis added). The Department properly recognized this distinction in its interpretation until
Ms. Gerhardt’s announcement of a materially different approach, one that was not based on the
actual language of the Code and one which constituted a significant and unexplained departure from past practice. With respect to our project, we are proposing an addition that does not affect the degree of non-
compliance of our project. We are removing the existing second-floor room and not
reconstructing it. As such, Section 80 applies and is satisfied and Section 100 has no application as a matter of law. It is therefore not within the Director’s discretion to deny the application nor is his legal interpretation of provisions of the Code entitled to any degree of deference by the Council (or, if need be, a court).
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Appellant Correspondence,
Dated August 3, 2025
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Relief Requested
The relief we seek is modest: the ability to improve safety and accessibility in our longtime home
without being compelled to demolish legally built, character defining portions of the structure. Timely intervention will spare everyone protracted appeals and public controversy, restore trust in the permitting system, and align City practice with the letter of its own ordinances.
My wife and I respectfully request that the Council reverse the Director’s May 8 determination
and find that our remodel complies with § 18.70.080 and that § 18.70.100 does not apply and direct staff to issue ministerial approvals forthwith. We are available to answer any questions or provide supplemental material at the Council’s
request.
Sincerely,
/s/ Joseph and Colleen Petersen Owners / Applicants 3886 Magnolia Drive, Palo Alto, California 94306 (917) 859 9680
jpetersen@ktslaw.com
Item 16
Attachment B - Additional
Appellant Correspondence,
Dated August 3, 2025
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Appendix Relevant Provisions of the Palo Alto Municipal Code
18.70.100 Noncomplying facility - Replacement. A noncomplying facility which is damaged or destroyed by any means except ordinary wear and tear and depreciation may be reconstructed only as a complying facility, except as follows:
(a) When the damage or destruction of a noncomplying facility affects only a portion of the
facility that did not constitute or contribute to the noncompliance, said portion may be repaired or reconstructed to its previous configuration. (b) When the damage or destruction of a noncomplying facility affects a portion of the facility that constituted or contributed to the noncompliance, any replacement or reconstruction to such
damaged portion shall be accomplished in such manner as not to reinstate the noncompliance or
degree of noncompliance caused by the destroyed or damaged portion of the facility, and otherwise in full compliance with this title; however, if the cost to replace or reconstruct the noncomplying portion of the facility to its previous configuration does not exceed fifty percent of the total cost to replace or reconstruct the facility in conformance with this subsection, then the
damaged noncomplying portion may be replaced or reconstructed to its previous configuration.
In no event shall such replacement or construction create, cause, or increase any noncompliance with the requirements of this title. (c) Notwithstanding subsections (a) and (b) hereof, a noncomplying facility in the commercial CS, CN and CC zones and the industrial MOR, ROLM, RP and GM districts, except for those
areas designated as special study areas, existing on August 1, 1989, which when built was a
complying facility, shall be permitted to be remodeled, improved or replaced in accordance with applicable site development regulations other than floor area ratio, provided that any such remodeling, improvement or replacement shall not result in increased floor area. (d) Notwithstanding subsections (a), (b) and (c) hereof, a noncomplying facility housing a
conforming use in the R-1 and RE zones, which when built was a complying facility, which is
damaged or destroyed by non-willful means (i.e., acts of God) shall be permitted to be replaced, on the same site, and in its previous configuration, without necessity to comply with the current site development regulations, provided that any such replacement shall not result in increased floor area, height, length or any other increase in the size of the facility.
(e) Except as otherwise provided in this section with regard to replacement or reconstruction
of a portion of a facility to its previous noncomplying condition, all reconstruction shall be subject to all applicable laws, regulations, and procedures otherwise governing construction on the site at the time said construction is undertaken. (Ord. 5381 § 7, 2016: Ord. 4102 § 1 (part), 1992: Ord. 4016 § 46, 1991: Ord. 3905 § 18, 1989:
Ord. 3890 § 21, 1989: Ord. 3048 (part), 1978)
18.70.080 Noncomplying facility - Enlargement. (a) Except as specifically permitted by subsections (b) and (c) hereof or by Section 18.12.050(a), no enlargement, expansion, or other addition or improvement to a
noncomplying facility shall be permitted which increases the noncompliance. This section shall
not be construed to prohibit enlargement or improvement of a facility, otherwise permitted by this title, which does not affect the particular degree of or manner in which the facility does not comply with one or more provisions of this title.
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Appellant Correspondence,
Dated August 3, 2025
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(b) Except in areas designated as special study areas, the director of planning and development services may permit minor additions of floor area to noncomplying facilities in the
commercial CC, CS and CN zones and in the industrial MOR, ROLM, RP and GM districts,
subject to applicable site development regulations, for purposes of on-site employee amenities, resource conservation, or code compliance, upon the determination that such minor additions will not, of themselves, generate substantial additional employment. Such additions may include, but not be limited to, the following:
(1) Area designed and used solely for providing on-site services to employees of the
facility, such as recreational facilities, credit unions, cafeterias and day care facilities; (2) Area designated for resource conservation, such as trash compactors, recycling and thermal storage facilities; and (3) Area designed and required for hazardous materials storage facilities, handicapped
access, and seismic upgrades.
(Ord. 5494 § 3, 2020: Ord. 5381 § 7, 2016: Ord. 5373 § 22 (part), 2016: Ord. 3890 § 20, 1989: Ord. 3683 § 18, 1986: Ord. 3048 (part), 1978)
Item 16
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Appellant Correspondence,
Dated August 3, 2025
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Item 16
Attachment B - Additional
Appellant Correspondence,
Dated August 3, 2025
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: City Manager
Meeting Date: August 18, 2025
Report #:2508-5034
TITLE
2025 City Council Priorities and Objectives Q2 Update
RECOMMENDATION
This is an informational report that provides progress updates on the 2025 Council Priorities
and Objectives approved by the City Council on May 5, 2025. No action is needed.
BACKGROUND
On January 25, 2025, the Council held its annual retreat to approve the 2025 Council Priorities.1
The Priority Setting Guidelines define a priority as a topic that will receive unusual and
significant attention during the year. At the conclusion of the retreat, the City Council approved
the following priorities:
Climate Action and Adaptation, & Natural Environment Protection
Economic Development & Retail Vibrancy
Implementing Housing Strategies for Social & Economic Balance
Public Safety, Wellness & Belonging
Over a series of meetings, the Council reviewed the proposed Objectives and on May 5, 2025,
Council approved all the 70 Objectives meant to reflect potential Council actions, be
measurable and time-bound to make real progress in advancing Council Priorities.2 These are
summarized in Attachment A of the report.
ANALYSIS
Progress on Council Priorities is measured by the accomplishments of its subset objectives and
reported on a calendar quarterly basis. Calendar Q2 spans the months January through June
1 January 25, 2025 City Council Annual Retreat:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=15926
2 City Council Meeting, May 5, 2025:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16065
Item A
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2025. A summary table of all 70 objectives is listed in Attachment A, including an estimated
completion date, which is also measured in calendar quarters. A narrative on each objective
update is found in Attachment B, it includes:
2025 Milestone- Describes activities and outcomes planned for the calendar year as some
projects are multi-year in length and are broken up into phases.
Completed - Project as described in the 2025 milestone is overall complete, though
some minor/non-substantive follow-up may still be needed.
On-Track- Project is expected to be completed as specified. Any changes in project
scope or timing due to Council direction or action will remain labeled On Track with the
new estimated timeframe.
Behind - The project estimated completion date may be delayed due to operational
issues, capacity constraints (such as vacancies in staffing), or project has not started by
the estimated completion date.
Hold/Dropped - Project is not actively in progress or will no longer move forward in the
current year. Reasons may include the issue is no longer relevant, operational
constraints, or is stalled/dropped due to council direction.
Estimated Completion - The calendar quarter in which the objective is expected to be
completed.
Department Lead - Identifies the lead department and project manager responsible for
coordinating progress.
Quarterly Update - a brief progress update on the project describes work reflected in the
respective calendar quarter. Any delays or project issues will be reflected in this section.
Council Priority Completed
On
Track Behind
On Hold/
Dropped Total
Climate Action and Adaptation, &
Natural Environment Protection
Economic Development & Retail
Vibrancy
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Implementing Housing Strategies for
Social & Economic Balance 5 15 0 0 20
Public Safety, Wellness & Belonging 2 11 1 0 14
TOTAL 14 52 3 1 70
FISCAL/RESOURCE IMPACT
Resource impacts for the objectives’ 2025 milestones have mostly been identified and
resourced through the FY 2025 and FY 2026 budget processes; however, any changes to scope
may result in additional resources needed. Staff will assess any scope changes and bring
forward recommendations for additional resources if needed as part of the FY 2026 Mid-Year
Budget Review.
STAKEHOLDER ENGAGEMENT
On May 2025, Council approved the community engagement strategies associated with the
2025 Priorities and Objectives. There are various levels of community engagement and
communication strategies to support each project, including internal coordination among City
departments.
The City uses the International Association for Public Participation (IAP2) as a guide to structure
community participation and align that participation with the type of input or feedback needed
based on the project/issue. Workplan engagement typically fit within these general focus areas:
Inform: Fact sheets, webpages, blog posts, information sessions, open houses, frequently asked
questions, community briefings, and website feedback forms
Consult & Involve: Surveys, focus groups, questions and answer sessions, office hours, public
meetings like community meetings, town halls, panel discussions, workshops, and polling
Collaborate & Empower: Working groups, ad hoc groups, feedback groups, boards,
commissions and committee meetings, community advisory panels, advisory groups, digital
engagement platforms, and voter ballot measures.
ENVIRONMENTAL REVIEW
The Council informational report on this item is not a project as defined by CEQA because the
Council review of 2025 Priority Objectives is continuing administrative or maintenance activity.
CEQA Guidelines section 15378 (b)(2).
ATTACHMENTS
Attachment A: 2025 Council Priorities and Objectives Summary Table
Attachment B: 2025 Council Priorities and Objectives Q2 Update
APPROVED BY:
Ed Shikada, City Manager
Item A
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1 X Complete construction of initial pilot area of electric grid modernization. Project will increase electrical capacity and reliability in initial pilot area bounded by
Louis, Amarillo, 101, & Embarcadero about 1,200 homes; once completed, staff will continue the grid upgrades to the "Phase 1" area which impacts approx 6,000
homes. (16)
X
2 X X Begin construction of the Newell Road Bridge Replacement project. Award of a construction contract for the replacement of Newell Road Bridge in time to begin
construction taking advantage of the 2025 in‐channel construction season. (32)
X
3 X X Begin construction of Hamilton Avenue storm drain system capacity upgrades project. Prioritization of the Hamilton Avenue project from the list of 2017 ballot
measure priority projects will increase the ability of the storm drain system to convey water in the event of a San Francisquito Creek overflow. (31)
X
4 X Complete implementation of the Reliability and Resiliency Strategic Plan, including Strategy 4 – conducting a cost/benefit analysis of flexible energy resources
such as battery storage and microgrids (including evaluation of the airport microgrid), and Strategy 5 – recommending potential programs for Council
consideration.
X
5 X Complete deployment of 65,000 residential Advanced Metering Infrastructure (AMI) meters by end of FY 2025 and begin deployment of commercial AMI
meters. (13)
X
6 X Council approval for Phase 2 (full service program) of the Advanced Whole Home Electrification Pilot Program and begin implementation. (19)X
7 X Develop and obtain Council approval for strategies and a 2026/2027 work plan for the next phase of S/CAP implementation of climate and sustainability
goals.
X
8 X X Begin development of a Regional Shoreline Adaptation Plan meeting new standards approved by BCDC. Engage with neighboring cities for potential
partnership and review status with the City Council. (33)
X
9 X Council consideration of an ordinance implementing updated Stream/Creek Corridor Setback requirements. (34)X
10 X Council consideration of an ordinance implementing Bird Safe Glass & Wildlife Light Pollution Protections standards. (35)X *
11 X X Advocate for the San Francisquito Creek Flood Protection capital project (Reach 2) through Council’s JPA representation and any Council approvals involved.
(31)
X
12 X Initiate Preliminary Engineering and Environmental Clearance Work for Quarry Road Extension in Partnership with Stanford University, Caltrans, & VTA.X
13 X Develop an updated Regional Water Quality Control Plant Biosolids Facility Plan. Complete initial work to develop plan, including consideration of PFAS
pollutants and the Measure E site, and review with a Council committee in advance of Council acceptance of the plan in late 2025 or early 2026.
X
14 X X Council Adoption of the Safe Streets for All (SS4A) Safety Action Plan. Informed by feedback from the Policy & Services Committee, bring forward a Safety Action
Plan providing a roadmap for eliminating traffic deaths and severe injuries through the reduction of vehicle miles traveled enabling staff to seek grant funding for
implementation. (14)
X
15 X X Council Adoption of the 2025 Bicycle and Pedestrian Transportation Plan (BPTP). Consideration of the Draft BPTP Update, informed by public feedback for City
Council adoption. (15)
X
16 X X Refine Grade Separation Design Alternatives per Council Direction and Conduct Outreach to Support Rail Committee Review of Locally Preferred Alternatives.
Review advanced alternatives to minimize right of way impacts and improve traffic circulation, conduct outreach, and develop conceptual plans (15% design) for
each of the three crossings. (30)
X
Advance active and sustainable transportation
Climate Action and Adaptation, & Natural Environment Protection (CA)
Modernize critical infrastructure for climate resilience
Advance citywide and regional climate adaptation and environmental protection strategies
2025 CITY COUNCIL PRIORITIES AND OBJECTIVES
Council Priority
OBJECTIVES
(70 in total)
Q1 Q2 Q3 Q4
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2025 CITY COUNCIL PRIORITIES AND OBJECTIVES
Council Priority
OBJECTIVES
(70 in total)
Q1 Q2 Q3 Q4
17 X X Identify locations and design concepts for additional east‐west bicycle and pedestrian crossings of the Caltrain railroad tracks in the southern part of the city. X
18 X Complete E‐Mobility Strategic Plan for Council acceptance. Develop, approve and implement the Plan which reflects feedback on strategies reviewed by the
Council Ad Hoc Climate Protection Committee and its Working Group. (21)
X
19 X Propose an updated multifamily EV charger program (EV 2.0) for Council approval. X
20 X Develop and begin implementing a City Facility Electrification Plan. Building on the citywide Facilities Assessment, create a multi‐year plan to begin replacing
fossil fuel use in City buildings in alignment with S/CAP goals, and begin implementing through the Capital Improvement Program. (19)
X
21 X X Implement plan for phaseout of leaded fuel at Palo Alto Airport. With unleaded fuel now available at the airport, implement plan to conduct lead monitoring,
encourage and track use of the fuel, explore potentially subsidizing the cost of unleaded fuel, and develop updated lease requirements to promote unleaded fuel .
(77)
X
22 X Share preliminary analysis of strategies for a physical and financial transition of the gas utility to relevant policymakers and stakeholders. Utilize initial subject
matter expert work that developed a minimum future gas grid need for system retirement to analyze alternatives for scaling down the gas distribution system.
(17)
X
23 X Present an ordinance to Council enacting the 2026 California Building Standards Code update, including the California Green Building Standards Code; submit
to the California Building Standards Commission for approval.
X
24 X Develop an Advanced Commercial Rooftop HVAC Pilot Program proposal and review with the Climate Action and Sustainability Ad Hoc Committee for
recommendation to Council. (20)
X
25 X X Council approval of outdoor activation guidelines for California Avenue. Council approval of outdoor activity guidelines informed by continued engagement with
stakeholders on a refined priorities and recommendations and Initiate implementation. (2)
X *
26 X Council approval of a final signage plan for California Avenue and funding appropriations. Review the signage plan for California Avenue with the Architectural
Review Board (ARB), incorporate feedback, and seek Council approval to implement the plan. (2)
X *
27 X Council approval of a design option for California Ave. Engage stakeholders to refine alternative street designs for California Avenue and present them to Council
for discussion and action, including funding appropriations to pursue a street design. (3)
X *
28 X X Propose and implement outdoor activation guidelines for Car‐Free Ramona Street. Initiate implementation of Council approved outdoor activity guidelines
informed by continued engagement with stakeholders on a refined priorities and recommendations.
X *
29 X Council approval of Ramona Street design and funding appropriations. Engage stakeholders to develop design proposals for Car‐Free Ramona Street and
present to Council for necessary funding appropriations to implement initial phase(s). (4)
X *
30 X Resume work on new parking structure in Downtown core (Lot D). Staff will present parking garage design options to City Council for selection. (8)X
31 X X Council approval of funding to continue Downtown cleanliness enhancements and other medium‐term investments. Include necessary proposals and budget
appropriations as part of the development of the FY 2026 Operating Budget to continue enhanced Downtown Cleanliness enhancements and other medium‐term
investments such as a Mobility Hub.
X
32 X X Begin feasibility analysis of Assessment District for University Avenue Streetscape. Conduct analysis to determine practicality of an assessment district or
similarly funding strategy as a funding mechanism for capital enhancements to University Avenue Streetscape.
X
Promote clean energy and reduce fossil fuel dependence
Economic Development & Retail Vibrancy (ED)
Activate and enhance key commercial districts
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2025 CITY COUNCIL PRIORITIES AND OBJECTIVES
Council Priority
OBJECTIVES
(70 in total)
Q1 Q2 Q3 Q4
33 X Complete build‐out of fiber‐to‐the‐premises (FTTP) pilot Phase 1 with grid modernization. Complete building out of a reliable and high‐speed municipal fiber
service in a pilot area and work to establish internet service provider operations including necessary business tools such rate setting, billing and operations
software to roll out services in the initial build. (9)
X
34 X Council consideration of an ordinance that expands retail opportunities and promotes retail resiliency. Consider further refinement to retail and retail‐like
definition and explore changes to retail preservation ordinance. (12)
X
35 X Council consideration of an ordinance restoring subjective wireless communication facility regulations. Hold a public hearing on a draft ordinance
implementing the City Council's direction from late 2024 to eliminate objective standards for the placement of wireless antennas within the public right of way on
street light or utility poles.
X
36 X Refine destination marketing efforts and enhance Palo Alto’s international reputation. Meet with hospitality partners and incubator/accelerators to assess
willingness to partner with the City on destination marketing efforts and propose next steps, including necessary appropriation actions, to City Council.
X
37 X Prepare an ordinance for Council review expanding the housing focus area. Increase housing development potential along El Camino Real and consideration of
an exemption from payment of development impact fees for inclusionary units under certain circumstances, consistent with Housing Element Program 3.4 E. (41)
X
38 X Present to Council an ordinance updating the City’s housing incentive program. Increase housing development potential and expand provisions to multi‐family
zoning and other commercial districts in accordance with Housing Element Program 3.4 D. (46)
X
39 X Prepare an update to the City's accessory dwelling unit ordinance. Update local implementation regulations to respond to changes in State Law, consistency
with the State Housing and Community Department's 2025 ADU Handbook and address applicable deficiencies identified in HCD's comment letter.
X
40 X X X X Initiate the San Antonio Road Area Plan. Begin data gathering, document review, implementing a community outreach and engagement strategy, check‐in
meetings with appointed and elected officials, and review by the City Council of a community assessment report and receive updated project direction, consistent
with Housing Element Program 6.6 C. (40)
X
41 X Partner with Santa Clara County Housing Authority to achieve construction timeline milestones for the Palo Alto Homekey project (which will provide
transitional housing and services for unhoused residents). (51)
X
42 X Identify different housing typology options for the one‐acre site near Matadero Creek. Use grant funded technical analysis to consider housing options for a
future affordable housing development on land to be dedicated to the City from the 2023 Sobrato/City Development Agreement; present findings and receive
direction from Council.
X
43 X Prepare the Community Development Block Grant (CDBG) 5‐Year Consolidated Plan and Annual Action Plan. The Quinquennial update helps jurisdictions to
assess affordable housing and community development needs and market conditions to make data‐driven, place‐based investment decisions when distributing
federal CDBG grant funds.
X
44 X X Advance affordable housing project on Downtown surface parking lot (Lot T). Enter into an exclusive negotiating agreement with Alta Housing; receive an
updated project concept design & prescreening application for Council review; receive formal planning entitlement application, consistent with Housing Element
Program 1.4 A. (8)
X
Enable housing production through zoning and regulatory reform
Advance affordable housing developments
Implementing Housing Strategies for Social & Economic Balance (IHS)
Support economic development and retail vibrancy
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Council Priority
OBJECTIVES
(70 in total)
Q1 Q2 Q3 Q4
45 X X Work with the Santa Clara County Housing Authority to determine next steps to maintain affordability and improve conditions at Buena Vista Mobile Park.
(56) Meet with Housing Authority regularly to identify feasible next steps. Review financing approach and options. Update Council on identified, proposed next
steps and approach.
X
46 X Organize an initial review of sources and methods to raise funding to support new affordable housing production for future evaluation. Conduct research to
identify and evaluate sources and methods. Work with Finance Committee to develop recommendations for City Council.
X
47 X Present a renter protection fair chance ordinance to Council. Present findings of an analysis and policy recommendations in the form of a draft ordinance to
reduce barriers to housing by individuals with criminal records, consistent with Housing Element Program 6.6 I. (54)
X
48 X Report out on initial data from the rental registry program and project implementation; receive feedback and recommendations for next steps. (57)X
49 X Present to Council an analysis related to anti‐rent gouging. Consistent with prior Council direction, examine implications of a possible ordinance from a legal,
policy and anticipated resource demand perspectives; receive direction on next steps. (55)
X
50 X X Present options to address homelessness impacts, particularly relating to individuals living in vehicles, to Policy & Services Committee for prioritization.
Identify feasible (1) regulatory approaches to manage the use of public space and (2) policy solutions to expand RV safe parking. Present options to P&S for
consideration and prioritization.X
51 X Extend for one year or codify R1/SB 9 interim ordinance. Establish objective development standards and increases the maximum floor area for SB 9 units from
800 to 1200 square feet consistent with Housing Element Program 6.3A; consider implications of similar objective standards for R1 and SB 9 projects relative to
the City’s Individual Review Program. (45)
X
52 X Initiate evaluation of South of Forest Area Coordinated Area Plan (SOFA) development standards. Review and explore options to amend the coordinated area
plan with the intent to replace subjective development standards with objective standards consistent with Housing Element Program 3.7.
X
53 X Present to Council the Downtown Housing Plan Community Assessment report and receive Council direction on draft housing plan scenarios. Continue
advancing the plan development and public engagement strategy to prepare draft housing plan and environmental review. (36)
X
54 X Present an ordinance to Council that supports innovative housing structures. Creates zoning incentives or update development standards to support various
housing typologies, including micro‐units, intergenerational housing, aging adults, students and lower‐income units, consistent with Housing Element Program
6.5. (48)
X
55 X X Present findings to Council on a study that explores code amendments reducing commercial floor area and possible extension of Downtown in‐lieu parking
program to residential development: Evaluate opportunities that make multi‐family housing an attractive alternative to commercial office development,
consistent with Housing Element Program 3.9. (50)
X
56 X X X X Update development impact fees for public safety, government facilities, housing, transportation, parks, and community services. Conduct a nexus and
feasibility study to ensure housing remains viable. Consider potential policy to waive impact fees associated with for low‐income inclusionary units with when 20%
of the units are deed restricted. (Housing Element Programs 2.1B; 3.1 B&C) (Housing Element Programs 2.1B; 3.1 B&C)
X
57 X Open the new Public Safety Building for daily Police, OES, and Fire services. Complete construction, move‐in of departments, and a ribbon‐cutting event to
commemorate the official availability of public safety services from the facility for all. (72)
X
58 X Council to adopt the updated Foothills Fire Management Plan and Community Wildfire Protection Plan. Plan to reflect alignment with Santa Clara County and
other agencies and entities to address early warning technology, planning and procedural elements and risk mitigation. (71)
X
Improve citywide housing policy and planning
Modernize public safety infrastrucutre
Support tenant protections and housing equity
Public Safety, Wellness & Belonging (PS)
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#ED CA
IH
S
PS
2025 CITY COUNCIL PRIORITIES AND OBJECTIVES
Council Priority
OBJECTIVES
(70 in total)
Q1 Q2 Q3 Q4
59 X Council approval of construction contract for Fire Station No. 4 Replacement project and initiation of construction. (73)X *
60 X Activate a fire engine at Fire Station 4. Augment staffing at Fire Station 4 to deploy either ambulance or fire engine response.X
61 X Initiate an update to the City’s seismic hazards ordinance. Conduct an assessment of previous study, update potentially eligible buildings, and begin work on
seismic hazard identify and mitigation ordinance. (75)
X
62 X Develop Master Plan for Cubberley site. Complete a master plan by December 2025 for 15 acres anticipated to be purchased from PAUSD pending a successful
bond measure in November 2026 and begin community polling to inform the development of a ballot measure for voter consideration. (61)
X
63 X Implement the 2024‐2025 Wellness & Belonging Action Plan. Complete the 28 action items in the action plan in collaboration with partners. X
64 X Open 445 Bryant Street Community Center. Complete construction and any necessary partnership agreements to begin La Comida Senior Lunch Program at the
facility by end of July, 2025; plan further work for general community center operations concurrently. (64)
X
65 X Enhance and Expand Inclusive Programs and Services. Enhance services to support individuals with disabilities seeking accommodation support, expand
community partnerships that serve the disability community, and implement new therapeutic recreation programs .
X
66 X Implement New Expanded CSD Recreation Special Events Workplan. Approve and implement the Workplan which expands Community Special Events that foster
togetherness, belonging and celebrate the rich diversity of our community (60)
X
67 X Support Community Mental Health. Provide support for all ages through community partnerships, programs, and initiatives. (65)X
68 X Continue engagement with San Francisco Airport on SFO's Ground Based Augmentation System (GBAS) project and other potential opportunities to decrease
SFO noise impacts on Palo Alto. (79)
X
69 X Council Approval of Quiet Zone Concept Plans at Churchill Ave, Meadow Drive, and Charleston Rd Rail Crossings. (76)X
70 X X Enhance safety and improve quality of life in commercial areas by reducing criminal activity through business engagement and the deployment of officers and
technology. Establish a Business Watch program to enhance collaboration with businesses and assign two officers at a minimum to patrol high traffic
commercial areas.
X
*Revised estimated completion date
Expand wellness and community serving facilities and services
Promote environmental and transportation safety
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2025 Council Priorities & Objectives
Q2 Update January‐June 2025
Overall Completion Status
To date, of the 70 Council objectives supporting Council priorities, in the second quarter, a total of 14
(20%) have been completed, 52 (74%) are on track with original scope or with new Council direction, 3
(4%) are behind, and 1 (1%) is on hold. Objectives with a revised estimated completion date are notated
with an asterisk (*) in the revised estimated completion quarter and explanation in the Quarterly
Update section.
Climate Action and Adaptation, & Natural Environment Protection (CA)
Modernize critical infrastructure for climate resilience
CA 1. Complete initial pilot area of electric grid modernization (16)
Project Manager: Jimmy Pachikara Lead Dept: UTL
Estimated Completion: Q2 Status: Completed
Project Description:
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The project will increase electrical capacity and reliability in initial pilot area bounded by Louis,
Amarillo, 101, & Embarcadero about 1,000 homes; once completed, staff will continue the grid
upgrades to the "Phase 1" area which impacts approximately 6,000 homes.
The City’s planned project includes the modernization of the systematic grid and incorporates the
goals and key actions from the Grid Modernization Study to prepare for widespread electrification in
support of the S/CAP goal of an 80 percent carbon reduction by 2030. This project is coordinated with
the Fiber to the Home pilot.
2025 Project Milestones:
By the end of FY2025 staff intends to complete the pilot area of Phase 1.
Quarterly Update:
A total of 908 homes have been served with upgraded facilities that included the replacement of 70
wood utility poles, 106 new transformers, 22,650 feet of new low‐voltage wire, 46,743 feet of new
fiber messenger. The cost to complete the pilot area was just over $10 million with contracted labor
being the largest cost.
CA 2. Begin construction of the Newell Road Bridge Replacement project (32)
Project Manager: Holly Boyd Lead Dept: PW
Estimated Completion: Q2 Status: Completed
Project Description:
Award of a construction contract for the replacement of Newell Road Bridge in time to begin
construction taking advantage of the 2025 in‐channel construction season.
2025 Project Milestones:
Complete design and right‐of‐way acquisition, obtain regulatory permits, and seek programming of
construction funding by Caltrans, through Council advocacy as needed, and award a construction
contract, subject to property owner, permitting agencies, and Caltrans approvals.
Initiate and complete construction.
Quarterly Update:
Staff received authorization from Caltrans to advertise the project in April. After successfully bidding
the project, Council approved a construction contract on June 16. Staff issued the notice to proceed
on August 1, with pre‐construction activities to start on September 1. Construction will last for a year
and a half and will be completed in Spring 2027.
CA 3. Begin construction of Hamilton Avenue storm drain system capacity upgrades project (31)
Project Manager: Holly Boyd Lead Dept: PW
Estimated Completion: Q3 Status: On Track
Project Description:
Advance the San Francisquito Creek (SFC) Flood Protection capital project (Reach 2) through Council’s
JPA representation and any Council approvals involved. Prioritization of the Hamilton Avenue project
from the list of 2017 ballot measure priority projects will increase the ability of the storm drain
system to convey water in the event of a San Francisquito Creek overflow.
2025 Project Milestones:
Begin construction of Hamilton Avenue storm drain system capacity upgrades project.
Quarterly Update:
The storm drain system design was completed in June, and the project was advertised for bid in late
July. A construction contract is anticipated to be awarded in September.
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CA 4. Complete implementation of the Reliability and Resiliency Strategic Plan (RRSP), including
Strategy 4 – conducting a cost/benefit analysis of flexible energy resources such as battery storage
and microgrids (including evaluation of the airport microgrid), and Strategy 5 – recommending
potential programs for Council consideration.
Project Manager: Jonathan Abendschein Lead Dept: PW
Estimated Completion: Q4 Status: On Track
Project Description:
The RRSP includes several long‐term and ongoing efforts that extend beyond this year, primarily in
Strategies 1, 2, and 3. But Strategies 4 and 5 focus on a cost‐benefit analysis and program options for
use of flexible technologies and efficient electrification strategies to provide various types of
community value. This goal involves completion of Strategies 4 and 5 of the RRSP.
2025 Project Milestones:
In 2025, the Climate Action and Sustainability Committee (CASC) and the Utilities Advisory
Commission (UAC) will review the cost‐benefit analysis and potential program options to complete
Strategies 4 and 5 of the Resilient Resource and Sustainability Plan (RRSP). Following these reviews,
the City Council will consider the recommendations and provide direction on any subsequent
program implementation.
Quarterly Update:
A cost‐benefit analysis and program development are currently underway. A status update was
provided to the Utilities Advisory Commission (UAC) in February 2025. A review of the preliminary
analysis results is planned for the July UAC meeting and the August Climate Action and Sustainability
Committee (CASC) meeting. The goal is to gather policy feedback to inform the final report
recommendations, which will be presented to the UAC, CASC, and City Council in the fourth quarter of
2025.
CA 5. Complete deployment of 65,000 residential Advanced Metering Infrastructure (AMI) meters
by end of FY 2025 and begin deployment of commercial AMI meters. (13)
Project Manager: Dave Yuan Lead Dept: UTL
Estimated Completion: Q4 Status: On Track
Project Description:
The City of Palo Alto Utilities (CPAU) is upgrading the City’s utility metering system with electronic
meters to utilize grid technology called Advanced Metering Infrastructure (AMI). AMI is becoming a
standard in the utilities industry, enabling interval utility usage data and time‐of‐use rates for homes
and businesses to the benefit of electric, natural gas, and water utility customers. CPAU will replace
old legacy electric meters with new advanced electric meters and retrofit existing water and gas
meters with AMI radios, starting with residential meters.
2025 Project Milestones:
A continuation from 2024 to deploy all 65,000 residential AMI meters, this work continues, as well as
to deploy 10,300 commercial AMI meters by Q3 2025 assuming no supply chain delays.
Quarterly Update:
Due to supply chain issues affecting electric meters and challenges with exchanging or retrofitting gas
and water meters, the City’s installation contractor concluded services in May 2025, leaving
approximately 12,000 meters remaining. CPAU staff will complete the remaining exchanges and
retrofits, with a target of reaching 95% completion by the end of 2025. The remaining 5% of electric
and gas meter installations are expected to be completed by April 2026. Additional time will be
needed to complete the final 5% of water meters due to field conditions, meter accessibility, and the
need for large water meter replacements.
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CA 6. Council approval for Phase 2 (full‐service program) of the Advanced Whole Home
Electrification Pilot Program and begin implementation. (19)
Project Manager: Jonathan Abendschein Lead Dept: PW
Estimated Completion: Q4 Status: Completed
Project Description:
Add turnkey services to the City’s Advanced Whole Home Electrification Pilot Program to provide
direct installation of space heating to complement existing turnkey services for direct installation of
water heating.
2025 Project Milestones:
City Council approval of the contract and budget for the program, followed by the commencement of
program implementation.
Quarterly Update:
A contract with Franklin Energy to operate turnkey services for the Advanced Whole Home
Electrification Pilot Program, along with a program budget, was approved by the City Council on June
9, 2025. Implementation has begun.
Advance citywide and regional climate adaptation and environmental protection
strategies
CA 7. Develop and obtain Council approval for strategies and a 2026/2027 work plan for the next
phase of S/CAP implementation of climate and sustainability goals
Project Manager: Christine Luong Lead Dept: PW
Estimated Completion: Q4 Status: On Track
Project Description:
Develop and approve an S/CAP Implementation Plan for 2026‐2027 which reflects feedback on
strategies reviewed by the Council Climate Action and Sustainability Committee and the Climate
Action Working Group.
2025 Project Milestones:
Work with the Council Climate Action and Sustainability Committee and the Climate Action Working
Group to prioritize focus areas and strategies for future implementation.
Quarterly Update:
In May, the Climate Action and Sustainability Committee discussed options and ideas for the Climate
Action section of the 2026‐2027 Sustainability and Climate Action Plan (S/CAP) Work Plan. The
Committee reviewed high‐level potential areas of focus in the areas of transportation, buildings
(including resiliency) and carbon neutrality. Also in May, the Climate Action Working provided
feedback on options and ideas for the Climate Action section of the 2026‐2027 S/CAP Work Plan.
Staff is developing strategies for a 2026 –2027 work plan for the next phase of S/CAP implementation.
Proposed Sustainability priorities for the 2026‐207 Sustainability and Climate Action Plan Work Plan
are complete and will be presented to the Climate Action and Sustainability Committee in August. The
key areas of focus for the Sustainability priorities are water, sea level rise, wildfire protection, natural
environment, green stormwater infrastructure, and zero waste.
CA 8. Begin development of a Regional Shoreline Adaptation Plan meeting new standards approved
by BCDC (33)
Project Manager: Julie Weiss Lead Dept: PW
Estimated Completion: Q4 Status: On Track
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Project Description:
Public Works–Watershed Protection is collaborating with Santa Clara County Office of Sustainability
and other County cities to submit an SB1 grant proposal for the development of a Regional Shoreline
Adaptation Plan (RSAP). The RSAP would include a regional vulnerability assessment for Santa Clara
County shoreline communities and a subsequent shoreline adaptation plan that aligns with State sea
level rise adaptation requirements that are administered by the Bay Conservation and Development
Commission. This regional vulnerability assessment would complement Palo Alto’s similar assessment
by providing an adaptation funding strategy, would determine the cost of inaction should Palo Alto
not pursue additional sea level rise adaptations, and would expand social equity considerations.
2025 Project Milestones:
Engage with neighboring cities for potential partnership and review status with the City Council.
SB1 grant submittal: July, 2025
Confirmation of grant award: Fall, 2025
Quarterly Update:
The SB1 grant proposal was submitted by the Santa Clara County Office of Sustainability in July 2025.
CA 9. Council consideration of an ordinance implementing updated Stream/Creek Corridor Setback
requirements. (34)
Project Manager: Kelly Cha Lead Dept: PDS
Estimated Completion: Q3 Status: On Track
Project Description:
Conduct research and present an ordinance that implements the City’s Comprehensive Plan polices
related to stream corridor setbacks for Planning and Transportation Commission (PTC) review and
recommendation to the City Council.
2025 Project Milestones:
Hold a community meeting Q1, Planning and Transportation Commission (PTC) consideration of next
steps in Q3 for Council consideration thereafter.
Quarterly Update:
The City held a community meeting on February 6, 2025. The stream/creek draft corridor setback
requirements have been refined by staff based on comments received by community members. A
draft ordinance is scheduled to be presented to the PTC on August 27, 2025.
CA 10. Council consideration of an ordinance implementing Bird Safe Glass & Wildlife Light
Pollution Protections standards. (35)
Project Manager: Kelly Cha Lead Dept: PDS
Estimated Completion: Q3* Status: On Track
Project Description:
Prepare ordinance updates to the City’s zoning code to require new building design and lighting
standards with the aim to reduce bird strikes and nighttime light pollution for new or substantially
remodeled buildings/structures.
2025 Project Milestones:
Initially scoped as one project, the bird safe glass and wildlife light pollution protection standards are
now two projects coming before Council at different time.
Lighting pollution standards was reviewed by the City Council in Q2 to return in Q3 for
reconsideration.
Bird friendly design standards will be going to the Planning and Transportation Commission
(PTC) for reconsideration in Q3 and City Council consideration in Q4.
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Quarterly Update:
Lighting pollution standards: City Council considered a draft ordinance on April 7, 2025 and directed
staff to revise the standards and return to the Council. The ordinance is schedule for City Council
reconsideration on September 15, 2025.
Bird friendly design standards: Based on direction received from the PTC in late 2024, staff has
evaluated the impacts of specific regulations. As a result of this analysis, staff will return to the PTC
with a revised ordinance for consideration prior to City Council consideration.
*The lighting standards are anticipated to be completed on schedule (Q3). Based on the revised scope
the estimated completion for the bird friendly design standards is now Q4.
CA 11. Advocate for the San Francisquito Creek Flood Protection capital project (Reach 2) through
Council’s JPA representation and any Council approvals involved (31)
Project Manager: Holly Boyd Lead Dept: PW
Estimated Completion: Q4 Status: On Track
Project Description:
Advance the San Francisquito Creek (SFC) Flood Protection capital project (Reach 2) through Council’s
JPA representation and any Council approvals involved.
2025 Project Milestones:
Support JPA’s efforts to make decisions through staff discussions and the City’s representation on the
JPA Board.
Quarterly Update:
Staff have reviewed JPA’s project documents and attended meetings to discuss Reach 2 progress. The
JPA is scheduled to have a study session with Council in August or September 2025.
CA 12. Initiate Preliminary Engineering and Environmental Clearance Work for Quarry Road
Extension in Partnership with Stanford University, Caltrans, & VTA.
Project Manager: Holly Boyd/Sylvia Star‐Lack Lead Dept: PW/OOT
Estimated Completion: Q4 Status: On Track
Project Description:
The Quarry Road Connection Project will allow the extension of Palo Alto’s Quarry Road to create a
direct connection between the Palo Alto Transit Center (PATC) and El Camino Real for use by public
buses and shuttles (the Quarry Road Connection Project). This project enables transformation of a
currently congested PATC by enhancing public transit efficiency, reducing traffic congestion, and
improving safety and convenience for cyclists and pedestrians.
2025 Project Milestones:
Develop an agreement with Stanford to initiate a preliminary engineering and environmental
clearance work for Quarry Rd Extension.
Quarterly Update:
Staff is working to generate an agreement between the City and Stanford to initiate design and
environmental work which would be brought to Council in Fall of 2025.
CA 13. Develop an updated Regional Water Quality Control Plant Biosolids Facility Plan.
Project Manager: Karin North Lead Dept: PW
Estimated Completion: Q4 Status: On Track
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Project Description:
Complete initial work to develop plan, including consideration of PFAS pollutants and the Measure E
site, and review with a Council committee in advance of Council acceptance of the plan in late 2025 or
early 2026.
2025 Project Milestones:
Development of biosolids treatment alternatives and screening to eliminate non‐viable alternatives.
Finalize evaluation criteria, including weighting, based on community and stakeholder input. Begin
detailed evaluation of the screened alternatives. Review findings and draft recommendations with
SCAP and the Policy and Services Committees. Initiate development of a draft report summarizing the
alternatives analysis and preliminary recommendations.
Quarterly Update:
Staff identified potential treatment alternatives, developed evaluation criteria, and completed an
initial screening of the alternatives. Public input meetings were held in spring 2025. Based on the
feedback received, the descriptions and weighting of the evaluation criteria have been adjusted to
align more closely with community priorities. The next steps include developing lifecycle cost
estimates, and continuation of the detailed evaluation of the six remaining biosolids treatment
alternatives.
Advance active and sustainable transportation
CA 14. Council Adoption of the Safe Streets for All (SS4A) Safety Action Plan (14)
Project Manager: Sylvia Star‐Lack Lead Dept: OOT
Estimated Completion: Q2 Status: Completed
Project Description:
Informed by feedback from the Policy & Services Committee, bring forward a Safety Action Plan
providing a roadmap for eliminating traffic deaths and severe injuries through the reduction of vehicle
miles traveled enabling staff to seek grant funding for implementation. (14)
The Safe Streets for All (SS4A) Safety Action Plan aims to eliminate traffic deaths and life‐changing
injuries on local streets. The Palo Alto Safety Action Plan is a roadmap for eliminating traffic deaths
and severe injuries on local streets and achieving the city’s Sustainability and Climate Action Plan
goals through the reduction of vehicle miles traveled.
2025 Project Milestones:
Finalize and adopt Safety Action Plan. Begin seeking grant funds for implementation.
Quarterly Update:
Council adopted the SS4A Safety Action Plan on June 2, 2025.
CA 15. Council Adoption of the 2025 Bicycle and Pedestrian Transportation Plan (BPTP) (15)
Project Manager: Ozzy Arce Lead Dept: OOT
Estimated Completion: Q4 Status: On Track
Project Description:
The 2025 Bicycle and Pedestrian Transportation Plan (BPTP) represents a system of interconnected
bicycle and pedestrian corridors, facilities, and programs that make biking and walking a more
convenient form of day‐to‐day travel. The 2025 BPTP Update is an update to the 2012 BPTP, adjusting
the bicycle network to reflect land use changes, roadway designs to improve comfort and safety, and
policies that support active transportation and climate action plan goals.
2025 Project Milestones:
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Complete community engagement work and circulate the draft BPTP Update to the public for City
Council adoption.
Quarterly Update:
The Recommended Bicycle Network, along with associated projects and programs, has been
completed. The project team presented these recommendations at various public meetings, including
sessions with the Palo Alto Bicycle Advisory Committee (PABAC), parents, the Planning and
Transportation Commission (PTC), the Parks and Recreation Commission (PRC), as well as at tabling
events, community events, and a community workshop.
On June 2, 2025, the City Council provided input on the revised Prioritization Framework and the
related priority project lists. The project team will review and incorporate this feedback, along with
public comments, into the forthcoming Draft Plan. The Draft Plan is expected to be released for public
review in fall 2025.
CA 16. Refine Grade Separation Design Alternatives per Council Direction and Conduct Outreach to
Support Rail Committee Review of Locally Preferred Alternatives (24)
Project Manager: Ripon Bhatia Lead Dept: OOT
Estimated Completion: Q4 Status: On Track
Project Description:
Review advanced alternatives to minimize right of way impacts and improve traffic circulation,
conduct outreach, and develop conceptual plans (15% design) for each of the three crossings.
Identify grade separated project alternatives for grade separation at Churchill Avenue, Meadow Drive,
and Charleston Road crossings.
2025 Project Milestones:
Collaborate with Caltrain to procure the services of the consultant to review advanced alternatives to
minimize right of way impacts and improve traffic circulation. Conduct outreach and develop
conceptual plans (15% design) for each of the three crossings based on the guidance and direction
provided by the Rail Committee and the City Council
Quarterly Update:
Staff is collaborating with Caltrain to refine the project alternative in preparation for public outreach
and feedback. An item is planned for review by the Rail Committee at its September 2025 meeting.
CA 17. Identify locations and design concepts for additional east‐west bicycle and pedestrian
crossings of the Caltrain railroad tracks in the southern part of the city.
Project Manager: Sylvia Star‐lack/Charlie Coles Lead Dept: OOT
Estimated Completion: Q4 Status: On Track
Project Description:
This Project is referred to as the “South Palo Alto Bike/Ped Connectivity” Project. Project will engage
with the community to select two preferred crossing locations, develop conceptual plans (15%
designs), and identify bike/pedestrian network improvements, and develop an implementation plan
and funding strategy for future construction.
2025 Project Milestones:
By Q4 2025, community engagement efforts will focus on identifying preferred crossing locations,
design options, and related network improvements for east‐west bicycle and pedestrian grade
crossings. A formal report summarizing these recommendations will be publicly circulated and
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presented to the City Council for adoption in 2026. Subsequent steps will include pursuing grant
funding for final design and construction.
By the end of Q4 2025, the public and committees will provide feedback on preferred crossing
locations and design concepts.
Quarterly Update:
Phase 1 engagement, conducted in Q2 2025, introduced the project to the community and gathered
input on goals and priorities for grade‐separated bicycle and pedestrian crossings. Feedback from
Phase 1 will inform the design priorities for crossing alternatives, which will be presented during
Phase 2 in Q3/Q4 2025.
CA 18. Complete E‐Mobility Strategic Plan for Council acceptance (21)
Project Manager: Jonathan Abendschein Lead Dept: PWD
Estimated Completion: Q3 Status: On Track
Project Description:
The goal of this effort is to develop a strategic roadmap for the promotion of E‐mobility (which
includes electric vehicles of all sizes from e‐scooters up to e‐trucks) and provision of supportive
infrastructure.
2025 Project Milestones:
In 2024 staff developed an EV Charger Needs Assessment and draft strategies and actions for an
E‐Mobility Strategic Plan and reviewed them with the Council Climate Action and Sustainability
Committee (CASC) and its Working Group. In 2025 staff will finish writing the plan, seek Council
acceptance, and begin implementation.
Quarterly Update:
At its June meeting the CASC recommended acceptance of the E‐Mobility Strategic Roadmap for
Council approval with amendments to clarify wording and intent for various strategies and actions.
Staff intends to take the roadmap to Council for acceptance in Q3 2025.
CA 19. Propose an updated multifamily EV charger program (EV 2.0) for Council approval
Project Manager: Rachel DiFranco Lead Dept: UTL
Estimated Completion: Q4 Status: On Track
Project Description:
The City’s first generation multifamily electric vehicle program has resulted in the installation of
chargers in buildings representing 9.2% of the multi‐family units in Palo Alto. The State’s Advanced
Clean Cars II regulations are driving rapid adoption of electric vehicles, however, and more charging
will be needed for multifamily residents to support them. This program is meant to build on the
successes of the first‐generation program and create an even better program that can extend to even
more multi‐family buildings.
2025 Project Milestones:
Develop program business model for Council approval.
Quarterly Update:
Staff is developing the program and is targeting Climate Action and Sustainability Committee review
in Q3 2025, with Council approval tentatively targeted in Q4.
Promote clean energy and reduce fossil fuel dependence
CA 20. Develop and begin implementing a City Facility Electrification Plan (19)
Project Manager: Gloria Yu Lead Dept: PWD
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Estimated Completion: Q4 Status: On Track
Project Description:
Building on the citywide Facilities Assessment, this project will design and implement the
electrification of fossil fuel‐consuming systems in City buildings through the Capital Improvement
Program. In alignment with the S/CAP, the project aims to reduce greenhouse gas emissions by
transitioning gas‐fired equipment to electric alternatives, with upgrades to electrical service as
needed.
2025 Project Milestones:
Issue a Request for Proposals (RFP), select a qualified design firm, and execute a contract to begin
design and planning work for the electrification of fossil fuel‐consuming systems at City facilities.
Quarterly Update:
The Facility Assessment report and associated data are currently being analyzed to confirm priority
facilities for initial electrification efforts. This evaluation will guide the upcoming design phase and
ensure alignment with the City’s Sustainability and Climate Action Plan goals. Meanwhile,
preparations are underway to issue the RFP (Request for Proposal) for selecting a design consultant.
CA 21. Implement plan for phaseout of leaded fuel at Palo Alto Airport. (77)
Project Manager: Andy Swanson Lead Dept: PW
Estimated Completion: Q4 Status: On Track
Project Description:
With unleaded fuel now available at the airport, implement plan to conduct lead monitoring,
encourage and track use of the fuel, explore potentially subsidizing the cost of unleaded fuel, and
develop updated lease requirements to promote unleaded fuel.
2025 Project Milestones:
Develop and begin implementing a multi‐phase plan to phase out the use of leaded fuel.
Quarterly Update:
Airport staff have drafted updated lease requirements mandating that at least one Fixed Base
Operator (FBO) at Palo Alto Airport offers unleaded aviation fuel. To further encourage the transition,
the updated leases include a provision waiving the fuel flowage fee for unleaded fuel.
In addition, staff have researched options for continuous air monitoring of lead emissions at the
airport. However, this effort has proven challenging due to the limited number of vendors capable of
providing the specialized monitoring services required.
CA 22. Share preliminary analysis of strategies for a physical and financial transition of the gas
utility to relevant policymakers and stakeholders (17)
Project Manager: Aaron Perkins Lead Dept: UTL
Estimated Completion: Q3 Status: On Track
Project Description:
This study evaluates the infrastructure needs and financial implications of operating the gas utility in
the context of declining gas sales due to widespread electrification. The first phase, completed in late
2024, involved developing a gas system model that simulates changing flow patterns as electrification
progresses. This model helps identify which sections of the gas system can be decommissioned first
and assesses the potential impacts on the remaining infrastructure.
A complementary financial analysis is currently underway to simulate various levels of community
electrification and evaluate the resulting effects on the gas utility’s operations and finances. The
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physical model will support this analysis by identifying areas that, while theoretically eligible for
abandonment, must remain in service to ensure system functionality. The simulations aim to estimate
decommissioning costs, impacts on gas utility operating expenses, rate changes, indirect financial
effects on other utilities, and implications for General Fund revenues. The results will inform policy
options to help mitigate the financial burden on customers who have not yet electrified.
2025 Project Milestones:
A consultant completed development of a balanced gas system model in 2024. Initial results of the
staff analyses are anticipated in Q3 of 2025, with completion and documentation of the study results
by Q2 2026.
Quarterly Update:
Staff reviewed the methodology for the study with the Climate Action and Sustainability Committee in
June 2025 and the Utilities Advisory Commission on July 9, 2025. Staff has retained consultants to
simulate various levels of electrification and model the operational and rate impacts, with a
substantial portion of the analysis to be performed in‐house. The analysis is in progress with the goal
of presenting preliminary results to the UAC and CASC in November 2025.
CA 23. Present an ordinance to Council enacting the 2026 California Building Standards Code
update, including the California Green Building Standards Code; submit to the California Building
Standards Commission for approval. (28)
Project Manager: Julia Knight Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Adopt the California Building Standards Commission’s model technical building, mechanical,
plumbing, electrical, existing buildings, fire, energy, residential building, historic building, and green
building codes, with local amendments as appropriate, including standards to advance the City’s
carbon reduction and electrification initiatives, in compliance with federal regulations.
2025 Project Milestones:
Continue research and analysis and engage stakeholders on anticipated amendments; collaborate
with City service departments, including fire, public works and utilities. Prepare an ordinance for
review by the Policy and Services Committee as applicable and forward a recommendation to the City
Council for final action.
Quarterly Update:
Staff reviewed potential amendments with the Climate Action and Sustainability Committee at its
May 2025 meeting and is finalizing proposals for stakeholder review over the summer. The goal is to
bring the ordinance to the City Council for adoption in Q4 2025.
In response to new state legislation enacted earlier this summer, staff will review potential green and
energy reach code proposals for residential building standards with the Climate Action and
Sustainability Committee in early September, in lieu of the Policy and Services Committee.
Amendments to nonresidential building standards are not affected by the new state law.
Additional green and reach code amendments, which are dependent on pending State cost‐
effectiveness studies, will be brought to Council for consideration in the first half of 2026.
CA 24. Develop an Advanced Commercial Rooftop HVAC Pilot Program proposal and review with
the Climate Action and Sustainability Ad Hoc Committee for recommendation to Council. (20)
Project Manager: Shelby Sinkler Lead Dept: UTL
Estimated Completion: Q4 Status: On Track
Project Description:
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In 2024, staff launched an HVAC pilot program to offer enhanced incentives for replacing a limited
number of aging rooftop gas‐pack units with heat pump heating, ventilation, and air conditioning
(HVAC) systems in commercial buildings. The goal is to gain hands‐on experience with these types of
replacements. The 10‐customer pilot is on track to reach capacity, with more than 10 applicants
currently pursuing rebate reservations (which are not confirmed until a building permit is issued).
Lessons learned from this pilot will inform the design of an advanced rooftop HVAC program aimed at
demonstrating a scalable, high‐participation business model.
2025 Project Milestones:
Staff will monitor the progress of projects from the 2024 pilot program and use the lessons learned
from these projects to design an Advanced Pilot Program and review the proposal with the Climate
Action and Sustainability Committee by Q4 2025 with the goal of launching it in early 2026.
Quarterly Update:
Data from the pilot program is steadily accumulating and will be used to inform the design of the
advanced pilot program. Of the ten participating customers, three have completed their projects, and
three more are currently in the permitting or construction phase. Pricing and other valuable
information are available for most of the projects. This data is providing a sufficient foundation to
begin shaping the preliminary design of the advanced pilot program, and staff has initiated the
program development process.
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Economic Development & Retail Vibrancy
ED 25. Council approval of outdoor activation guidelines for California Avenue (2)
Project Manager: Bruce Fukuji Lead Dept: CMO
Estimated Completion: Q2* Status: On Track
Project Description:
Council approval of California Ave outdoor activation guidelines, which includes dining, informed by
continued engagement with stakeholders on a refined priorities and recommendations and initiate
implementation.
2025 Project Milestones:
Council approval of outdoor activation guidelines.
Quarterly Update:
At the June 17 Council study session, staff received feedback to revise outdoor activation guidance to
enable all year, all weather outdoor dining, develop design standards for permanent parklet
structures and process for custom parklet designs; enable equivalent area to existing dining; work
with the Architectural Review Board (ARB) on design and process recommendations.
*The revised project scope will now place an estimated completion to Q4.
ED 26. Council approval of a final signage plan for California Avenue and funding appropriations (2)
Project Manager: Bruce Fukuji Lead Dept: CMO
Estimated Completion: Q2* Status: Behind
Project Description:
Review the signage plan for California Avenue with the Architectural Review Board (ARB), incorporate
feedback, and seek Council approval to implement the plan.
2025 Project Milestones:
The near‐term signage improvements for California Avenue include replacement of El Camino Real
(ECR) and Oregon Expressway signs to be completed by calendar year Q3. Longer‐term improvements
will include formulating a comprehensive sign program, with a proposal to be developed and
reviewed by Q3, and built into Fiscal Year 2027 CIP budget cycle, for implementation in Q3 of 2026.
Quarterly Update:
The concept design for the Oregon Expressway sign has been completed. Staff is currently
coordinating with potential fabricators to define the scope, schedule, and estimated costs for
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procuring the signage. In addition, the design for the El Camino Real sign is being updated in response
to comments received from the Architectural Review Board.
*The revised estimated completion date is now Q3.
ED 27. Council approval of a design option for California Ave. (3)
Project Manager: Bruce Fukuji Lead Dept: CMO
Estimated Completion: Q2* Status: Behind
Project Description:
Develop a feasible, achievable community and business supported street design concept to modify
and permanently designate California Avenue as a car‐free, bicycle friendly, outdoor dining, shopping
and public space environment, including guidelines for outdoor dining, signage and wayfinding.
Engage stakeholders to refine alternative street designs for California Avenue and present them to
Council for discussion and action, including funding appropriations to pursue a street design.
2025 Project Milestones:
Develop two street design alternatives with slow, two‐way bicycle facilities; ensure all‐weather all‐
year outdoor dining and public spaces for community use.
Quarterly Update:
Monthly in‐person meetings have been held with California Avenue merchants, along with a
community workshop and stakeholder meetings to gather input and share updates. On March 10,
2025, the City Council approved the permanent closure of the car‐free portion of the street. On
March 20, 2025, staff received comments from the Architectural Review Board regarding outdoor
activation and signage.
Two alternative street designs were developed and presented to merchants and at the community
workshop for feedback. During the June 17, 2025 Council study session, Council provided input on
outdoor dining, confirmed the bicycle route on California Avenue with traffic calming measures and
signage, and expressed support for designating Cambridge Avenue as the preferred route for through
biking. Street designs now need to be updated to reflect Council direction on outdoor activation for
approval.
*The estimated completion date is now Q4.
ED 28. Propose and implement outdoor activation guidelines for Car‐Free Ramona Street
Project Manager: Ashwini Kantak Lead Dept: CMO
Estimated Completion: Q3* Status: On Track
Project Description:
Initiate implementation of Council approved outdoor activation standards informed by continued
engagement with stakeholders on a refined priorities and recommendations.
2025 Project Milestones:
Council approval of outdoor activation standards in August and implementation of outdoor dining and
retail areas in accordance with adopted standards estimated to be completed by December.
Quarterly Update:
Outdoor activation standards were presented to the Retail Committee on June 18, 2025. The
Committee requested that staff engage the Historic Review Board and the Architectural Review
Board, and explore the feasibility of roofed structures and electrical connectivity. This expanded
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scope will require a longer implementation timeline. Staff will seek Council confirmation on this
revised direction in August 2025. Following Council’s confirmation, staff will prepare a consultant
contract amendment for Council consideration. An engagement strategy for the two Boards and key
stakeholders will also need to be developed, and funding must be secured before the project timeline
can be updated.
*Based on the proposed revised scope, the estimated completion date may extend beyond Q4.
ED 29. Council approval of Ramona Street design and funding appropriations (4)
Project Manager: Ashwini Kantak Lead Dept: CMO
Estimated Completion: Q2* Status: On Track
Project Description:
Engage stakeholders to develop design proposals and outdoor activation standards for Car‐Free
Ramona Street and present to Council for necessary funding appropriations to implement Phase I.
2025 Project Milestones:
Council approval on March 10 of pedestrian only Ramona Street; Council approval of funding for
Phase I near‐term streetscape improvements as part of adopted FY 25‐26 budget. Council approval of
near‐term improvements was planned for summer, with implementation to follow in fall/winter.
Quarterly Update:
Proposed near‐term streetscape improvements included in Phase I project scope were presented to
the Retail Committee on June 18, 2025. The Retail Committee asked staff to engage the Historical
Review Board and Architectural Review Board and to explore longer term streetscape improvements.
This change in project scope will require a longer implementation timeline and need additional CIP
funding. Staff will be seeking Council confirmation on this direction in August 2025.
It is important to note that Phase I scope had been planned to be implemented by the end of this
calendar year to expedite the removal of the temporary vehicle barriers and signage. The change in
project scope will result in the temporary barriers staying in place until the new project scope is
finalized, finding identified, and project implemented.
*Based on the revised scope this is now on track with the to be completed by Q3.
ED 30. Resume work on new parking structure in downtown core (Lot D) (8)
Project Manager: Holly Boyd Lead Dept: PW
Estimated Completion: Q2 Status: Completed
Project Description:
Resume work on a new parking structure in the Downtown core on a City surface parking lot to help
attract visitors downtown. Pursue refined proposals for potential affordable housing development on
the Lytton / Kipling Lot T at 450 Lytton Avenue, or elsewhere, with parking for residents and the public.
2025 Project Milestones:
Develop and present parking garage design options for City Council review and selection.
Quarterly Update:
In April, the Council approved proceeding with the preliminary design and environmental review for a
274‐space parking garage, featuring six levels of above‐ground parking and a reserved area to allow
for the future construction of affordable housing on the site, with separate access on Waverley
Street.
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In June, the Council approved an exclusive negotiating agreement with Alta Housing for the
development of affordable housing on Lot T.
ED 31. Council approval of funding to continue Downtown cleanliness enhancements and other
medium‐term investments.
Project Manager: Brad Eggleston Lead Dept: PW
Estimated Completion: Q2 Status: Completed
Project Description:
Include necessary proposals and budget appropriations as part of the development of the FY 2026
Operating Budget to continue enhanced Downtown Cleanliness enhancements and other medium‐
term investments such as a Mobility Hub.
2025 Project Milestones:
Include funding proposals for Council approval in the FY 2025 mid‐year budget and FY 2026 budget
for cleaning enhancements, including increased sidewalk and parking garage pressure washing,
contract services to replace existing staff overtime, and some ongoing overtime staffing. Identify
existing or propose new funding to improve University undercrossing and tunnels, provide a mid‐
block crosswalk connecting Centennial Alley and King Plaza, and evaluate and implement alternative
tree grate solutions.
Quarterly Update:
The FY 2026 budget approved by Council in June included appropriations for enhanced cleaning as
described in the project milestones. The capital budget included new funding for tree grate
alternatives and existing funding to support the University undercrossing and mid‐block crosswalk
projects. In June, Council approved the construction project for repainting and providing new lighting
in the University undercrossing and tunnels, and work is expected to begin in August.
Staff is working with VTA and Stanford on the Mobility Hub and Transit Center. The VTA Ad Hoc
Committee meets regularly to discuss this. The agencies and the City are partnering with the Urban
Land Institute to conduct additional analysis to help inform further discussions.
ED 32. Begin feasibility analysis of Assessment District for University Avenue Streetscape
Project Manager: Ashwini Kantak Lead Dept: CMO
Estimated Completion: Q3 Status: On Hold
Project Description:
Conduct analysis to determine practicality of an assessment district or similarly funding strategy as a
funding mechanism for capital enhancements to University Avenue Streetscape.
2025 Project Milestones:
Award of contract to a consultant to determine the feasibility of an assessment district and initiate
stakeholder engagement.
Quarterly Update:
A Request for Proposals was released and the selection process for a consultant initiated. However,
given the concerns about funding for the streetscape project, this project is currently on hold.
Support economic development and retail vibrancy
ED 33. Complete build‐out of fiber‐to‐the‐premises (FTTP) pilot Phase 1 with grid modernization (9)
Project Manager: Alex Harris Lead Dept: UTL
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Estimated Completion: Q3 Status: On Track
Project Description:
Complete building out of a reliable and high‐speed municipal fiber service in a pilot area and work to
establish internet service provider operations including necessary business tools such rate setting,
billing and operations software to roll out services in the initial build.
The City is advancing a pilot phase 1 of fiber with grid modernization to bring reliable and faster
broadband, high‐speed internet services directly to companies and homes, supporting business and
remote workers. The City recently completed the pilot design for the Palo Alto Fiber project and
aligned with the electric grid modernization to capitalize on economies of scale and reduce
neighborhood disruptions.
2025 Project Milestones:
Complete buildout of a reliable and high‐speed municipal fiber and grid modernization pilot. Issue a
Request for Proposal (RFP) for Operating Support Systems/Business Support Systems (OSS/BSS) and
invitation for construction bids for phase 1 implementation.
Quarterly Update:
The grid modernization pilot has been completed. The OSS/BSS system is scheduled to be completed
in Q3. The OSS/BSS will enable customers to sign up for Palo Alto Fiber internet in the pilot area or
express interest in non‐serviceable areas at this time.
Due to delays with the fiber hut permit, materials, and construction, the City is scheduled to offer
Palo Alto Fiber internet service in the pilot area in Q1 2026. Prior to the pilot, staff is exploring
opportunities to offer broadband internet service to some customer‐friendly accounts to ensure the
product package and customer experience is positive.
ED 34. Council consideration of an ordinance that expands retail opportunities and promotes retail
resiliency (12)
Project Manager: Jennifer Armer Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Consider further refinement to the retail and retail‐like definition and explore changes to retail
preservation ordinance.
2025 Project Milestones:
Prepare recommendations on retail approaches in response to City Council direction. Conduct a
Planning and Transportation Commission (PTC) study session to explore alternative ordinance revision
strategies. Prepare a draft ordinance for review by the PTC and recommendation to the City Council.
Quarterly Update:
Recommendation memo and ordinance outline underway and anticipated Q3 completion. PTC review
anticipated in early Q4 followed by Council review.
ED 35. Council consideration of an ordinance restoring subjective wireless communication facility
regulations.
Project Manager: Jennifer Armer Lead Dept: PDS
Estimated Completion: Q4 Status: Completed
Project Description:
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Hold a public hearing on a draft ordinance implementing the City Council's direction from late 2024 to
eliminate objective standards for the placement of wireless antennas within the public right of way on
streetlight or utility poles.
2025 Project Milestones:
Adopt a temporary ordinance.
Quarterly Update:
The City Council held a public hearing on a draft ordinance on May 19, 2025. The temporary
ordinance was adopted, with a second reading on June 9, 2025. Direction on future work was
provided and will proceed once funding and staff resources are available.
ED 36. Refine destination marketing efforts and enhance Palo Alto’s international reputation.
Project Manager: Steve Guagliardo Lead Dept: CMO
Estimated Completion: Q3 Status: On Track
Project Description:
Meet with hospitality partners and incubator/accelerators to assess willingness to partner with the
City on destination marketing efforts and propose next steps, including necessary appropriation
actions, to City Council.
2025 Project Milestones:
Collaborate with local hotels and incubator/accelerators to partner with the City.
Quarterly Update:
In May 2025, staff met with local hoteliers to discuss destination marketing for Palo Alto. The
hoteliers expressed support for marketing efforts but emphasized the need for measurable outcomes
to share with their executive teams. Staff is also continuing to explore partnership opportunities with
incubators and accelerators. However, due to limited staffing, progress has been slower than
anticipated.
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Implementing Housing Strategies for Social & Economic Balance (IHS)
Enable housing production through zoning and regulatory reform
IHS 37. Prepare an ordinance for Council review expanding the housing focus area (41)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q2 Status: Completed
Project Description:
Increase housing development potential along El Camino Real and consideration of an exemption
from payment of development impact fees for inclusionary units under certain circumstances,
consistent with Housing Element Program 3.4 E.
2025 Project Milestones:
Present draft ordinance for PTC consideration and recommendation to City Council.
Quarterly Update:
The Planning Commission considered a draft ordinance amending and expanding the El Camino Real
Focus Area on March 26, 2025 and recommended City Council approval. The City Council adopted an
ordinance amending the regulations on May 27, 2025 (June 16 second reading).
IHS 38. Present to Council an ordinance updating the City’s housing incentive program (46)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q2 Status: Completed
Project Description:
Increase housing development potential and expand provisions to multi‐family zoning and other
commercial districts in accordance with Housing Element Program 3.4 D.
2025 Project Milestones:
City Council consideration of a draft ordinance.
Quarterly Update:
The City Council adopted an ordinance amending the Housing Incentive Program and Affordable
Housing Incentive Program on March 3, 2025 (April 7 second reading).
IHS 39. Prepare an update to the City's accessory dwelling unit ordinance
Project Manager: Garrett Sauls Lead Dept: PDS
Estimated Completion: Q2 Status: Completed
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Project Description:
Update local implementation regulations to respond to changes in State Law, consistency with the
State Housing and Community Department's 2025 ADU Handbook and address applicable deficiencies
identified in HCD's comment letter.
2025 Project Milestones:
Adopt an ordinance updating the City’s accessory dwelling units
Quarterly Update:
Council reviewed and approved a draft ordinance on May 12, 2025, with a second reading on June 16,
2025.
IHS 40. Initiate the San Antonio Road Area Plan (40)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Begin data gathering, document review, implementing a community outreach and engagement
strategy, check‐in meetings with appointed and elected officials, and review by the City Council of a
community assessment report and receive updated project direction, consistent with Housing
Element Program 6.6 C.
2025 Project Milestones:
Secure professional services to conduct community outreach and as part of that engagement, form a
community advisory committee by Q2. Community outreach will commence in Q3 and a draft Existing
Conditions Report (Q3).
Quarterly Update:
The City Council adopted the professional services contract supporting the project in Q1. The project
team conducted a kick‐off meeting and site visit. The Existing Conditions phase of the project was
initiated in Q2. A Community Advisory Group and Technical Advisory Group for the project were
formed in Q2.
Advance affordable housing developments
IHS 41. Partner with Santa Clara County Housing Authority to achieve construction timeline
milestones for the Palo Alto Homekey project (which will provide transitional housing and services
for unhoused residents) (51)
Project Manager: Melissa McDonough Lead Dept: CMO
Estimated Completion: Q3* Status: On Track
Project Description:
Palo Alto Homekey construction is scheduled to take place throughout calendar year 2024 with
completion in early 2025. City staff attends regular project management meetings and owner‐
architect‐contractor (OAC) meetings and conducts site visits. The Housing Authority assists the City
with overall review of construction financing, budget and schedule, as well as construction
monitoring, including conducting site visits, informing the City whether work is being completed on
time and according to design intent, and reviewing the project schedule on a regular basis, providing
input to mitigate potential delays.
2025 Project Milestones:
Monitor the timely completion of updated milestones relating to concrete work, fabrication of
modular units, setting of modular units, backfill and grading, decking and stairs, completion of site‐
built items, and switchgear installation and energization.
Quarterly Update:
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Homekey Palo Alto has made steady progress, with several key milestones recently achieved
or upcoming, including permanent power installation (April 1), roofing completion (May 5),
the beginning of siding and waterproofing work in May, and initial modular unit setting in
late June, followed by other construction tasks such as stair and decking installation through
the summer.
A strategic shift in modular production from a planned facility in Tracy, CA to subcontractor
VBC’s main manufacturing factory in Berwick, PA was made to prioritize quality. This
adjustment, while slowing progress, has resulted in enhanced quality. Early delays were also
attributed to the integration of specialized cast iron plumbing and staffing shortages at the
factory.
Currently, the focus is on ensuring high‐quality finishing of the modular units now that they
have been safely delivered and placed on‐site. In late June 2025, the first modulars were set
at the San Antonio Road site and in July the remaining housing unit modulars were also set.
*The project team is estimating construction completion by early 2026 after impacts of
construction delays.
IHS 42. Identify different housing typology options for the one‐acre site near Matadero Creek
Project Manager: Claire Raybould Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Use grant funded technical analysis to consider housing options for a future affordable housing
development on land to be dedicated to the City from the 2023 Sobrato/City Development
Agreement; present findings and receive direction from Council.
2025 Project Milestones:
Present massing options, financial analysis, and request for proposal considerations for City Council
feedback and direction on next steps.
Quarterly Update:
Grant funded technical analysis is 75% complete. City Council consideration anticipated in fall 2025.
IHS 43. Prepare the Community Development Block Grant (CDBG) 5‐Year Consolidated Plan and
Annual Action Plan.
Project Manager: Robert Feign Lead Dept: PDS
Estimated Completion: Q4 Status: Completed
Project Description:
The Quinquennial update helps jurisdictions to assess affordable housing and community
development needs and market conditions to make data‐driven, place‐based investment decisions
when distributing federal CDBG grant funds.
2025 Project Milestones:
City Council adoption of the CDBG Consolidated Plan (Con Plan) and Annual Action Plan (AAP) by Q2.
Quarterly Update:
The City met the Department of Housing and Urban Development (HUD) timeliness test on May 2,
2025. The Human Resources Commission considered the draft CDBG Con Plan and AAP on May 8 and
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provided recommendations for City Council consideration. The City Council adopted the CDBG Con
Plan and AAP on June 9, 2025.
IHS 44. Advance affordable housing project on Downtown surface parking lot (Lot T).
Project Manager: Julia Knight Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Enter into an exclusive negotiating agreement with Alta Housing; receive an updated project concept
design & prescreening application for Council review; receive formal planning entitlement application,
consistent with Housing Element Program 1.4 A.
2025 Project Milestones:
Staff anticipates that Alta Housing will hold a community meeting to gather general ideas and input
for this project in August 2025 and will present an updated design concept to Council in September
2025. The Alta Housing team is currently targeting an October project application submission and a
December design review hearing with the Architecture Review Board.
Quarterly Update:
City Council selected Alta Housing as their development partner for the Lot T project on January 21,
2025 and approved an exclusive negotiation agreement with Alta Housing on June 17, 2025.
IHS 45. Work with the Santa Clara County Housing Authority to determine next steps to maintain
affordability and improve conditions at Buena Vista Mobile Park (56)
Project Manager: Melissa McDonough Lead Dept: CMO
Estimated Completion: Q4 Status: On Track
Project Description:
Meet with Housing Authority regularly to identify feasible next steps. Review financing approach and
options. Update Council on identified, proposed next steps and approach.
2025 Project Milestones:
Staff plans to meet with Housing Authority regularly to identify feasible next steps. Including
reviewing financing approach and maintaining Council abreast of identified options and approach.
Work on this project will be reported quarterly and as necessary, with activities concluding in Q4.
Quarterly Update:
Staff are regularly meeting with the Housing Authority and have reviewed the financing approach to
the paused project. With funding sources shifting dramatically at the federal government level, the
Housing Authority is actively working to determine next step options for park upgrades with already
secured funds.
IHS 46. Organize an initial review of sources and methods to raise funding to support new
affordable housing production for future evaluation.
Project Manager: Melissa McDonough Lead Dept: CMO
Estimated Completion: Q4 Status: On Track
Project Description:
Conduct research to identify and evaluate sources and methods. Work with Finance Committee to
develop recommendations for City Council.
2025 Project Milestones:
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Conduct research and evaluate sources and methods to raise funding to support new affordable
housing production. Present findings to the Finance Committee for feedback and development into
recommendations for City Council.
Quarterly Update:
Project will be initiated in Q3.
Support tenant protections and housing equity
IHS 47. Present a renter protection fair chance ordinance to Council (54)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q3 Status: Completed
Project Description:
Present findings of an analysis and policy recommendations in the form of a draft ordinance to reduce
barriers to housing by individuals with criminal records, consistent with Housing Element Program 6.6
I.
Consistent with the City Council’s renter protection policy direction, staff will research the policy
implications of a fair chance renter policy from a legal, policy, and anticipated resource demand
perspective.
2025 Project Milestones:
Present ordinance for City Council consideration.
Quarterly Update:
Staff presented an ordinance for City Council consideration on April 14, 2025. The Council directed
staff to further analyze specific provisions and return to the City Council Policy and Services
Committee for further consideration and next steps.
IHS 48. Report out on initial data from the rental registry program and project implementation;
receive feedback and recommendations for next steps. (57)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q3 Status: On Track
Project Description:
The Rental Registry Program registration period ran between fall 2024 and spring 2025. The data
collected in the first year of the program will be provided to the City Council including key insights and
next steps.
2025 Project Milestones:
Reporting to Council on first year of registration period in Q3. Open second year registration period
on October 1, 2025.
Quarterly Update:
Analysis of data collected through Program Year 1 of the rental registry program was completed in
Q2. An informational report will be provided to the City Council in Q3.
IHS 49. Present to Council an analysis related to anti‐rent gouging (55)
Project Manager: Julia Knight Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Consistent with prior Council direction, examine implications of a possible ordinance from legal, policy
and anticipated resource demand perspectives; receive direction on next steps.
2025 Project Milestones:
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September 30, 2025 will mark the end of the first year of required real‐time rent increase reporting
for all properties subject to the rental registry program as it is currently implemented. Staff will
analyze this data alongside annual rent reporting trends from the 2024‐2025 program year to inform
a Q4 Council discussion on the costs and benefits of a potential rent stabilization program in Palo Alto.
Quarterly Update:
Staff presented initial policy analysis findings to Housing Ad Hoc Committee in Q4 2024 and received
direction to present analysis alongside Palo Alto specific rental housing data from the Rental Registry
Program in 2025. The Rental Registry team will review and analyze available data as of June 2025 and
will continue to do so through the end of September.
IHS 50. Present options to address homelessness impacts, particularly relating to individuals living
in vehicles, to Policy & Services Committee for prioritization.
Project Manager: Chantal Cotton‐Gaines Lead Dept: CMO
Estimated Completion: Q3 Status: On Track
Project Description:
Identify feasible (1) regulatory approaches to manage the use of public space and (2) policy solutions
to expand RV safe parking. Present options to the Policy & Services Committee (P&S) for
consideration and prioritization.
2025 Project Milestones:
Identify options for P&S, including implementation considerations and resources needs.
Present options to P&S for consideration and prioritization.
Quarterly Update:
Staff has identified options for P&S to consider and prioritize in late August. It will go to P&S on
August 25, 2025 at a special meeting.
Improve citywide housing policy and planning
IHS 51. Extend for one year or codify R1/SB 9 interim ordinance (45)
Project Manager: Jennifer Armer Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Establish objective development standards and increases the maximum floor area for SB 9 units from
800 to 1200 square feet consistent with Housing Element Program 6.3A; consider implications of
similar objective standards for R1 and SB 9 projects relative to the City’s Individual Review Program.
2025 Project Milestones:
Discuss and receive feedback from the Planning and Transportation Commission on a permanent
ordinance in Q3 for Council consideration in Q4.
Quarterly Update:
Project will be initiated in Q3.
IHS 52. Initiate evaluation of South of Forest Area Coordinated Area Plan (SOFA) development
standards.
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
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Review and explore options to amend the coordinated area plan with the intent to replace subjective
development standards with objective standards to accommodate future residential development at
higher densities consistent with Housing Element Program 3.7.
2025 Project Milestones:
Develop options for amending the South of Forest Area Coordinated Area Plan (SOFA)
Quarterly Update:
Project scoping planned for Q3.
IHS 53. Present to Council the Downtown Housing Plan Community Assessment report and receive
Council direction on draft housing plan scenarios (36)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Continue advancing the plan development and public engagement strategy to prepare draft housing
plan and environmental analysis.
2025 Project Milestones:
Provide the City Council with the Community Assessment in Q2 and receive direction on alternative
approaches to housing distribution in the plan area and hold a community workshop (Q4). Policy
development and community engagement efforts will continue through Q4 of 2025.
Quarterly Update:
The Downtown Housing Plan Community Assessment report was completed in June, 2025 and a
project status information report was provided to the City Council on June 16, 2025. The project team
held the second community workshop for the project on June 18, 2024; and second Community
Advisory Group meeting on July 1, 2025.
IHS 54. Present an ordinance to Council that supports innovative housing structures.
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Create zoning incentives or update development standards to support various housing typologies,
including micro‐units, intergenerational housing, aging adults, students and lower‐income units,
consistent with Housing Element Program 6.5.
2025 Project Milestones:
Complete stakeholder outreach in Q2 2025. Complete an analysis of opportunities and challenges in
Q3, followed by the development of alternative approaches and a study session with the Architectural
Review Board in Q4.
Beyond this year, a draft ordinance will be prepared in 2026 for recommendation by the Planning and
Transportation Commission and consideration by the City Council.
Quarterly Update:
Stakeholder interviews were conducted in Q1/Q2. The draft Opportunities and Challenges Analysis
and Outreach Summary of stakeholder interviews were completed in Q2. The next step of the project
includes developing alternative approaches to accommodating various alternative housing types in
the zoning ordinance for ARB discussion. Timing is subject to City Council adoption on Planning on‐call
contracts.
Item A
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Objectives Q2 Update
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IHS 55. Present findings to Council on a study that explores code amendments reducing commercial
floor area and possible extension of Downtown in‐lieu parking program to residential development
(50)
Project Manager: Coleman Frick Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Evaluate opportunities that make multi‐family housing an attractive alternative to commercial office
development, consistent with Housing Element Program 3.9.
2025 Project Milestones:
Present findings to the PTC and ordinance recommendation to the City Council.
Quarterly Update:
The project team conducted a kickoff meeting in Q1. Models were created for test sites to evaluate
different development scenarios (Q2). Simulations using the test models are anticipated to begin in
August 2025 subject to City Council adoption on Planning on‐call contracts.
The project team completed some stakeholder meetings for the parking program component.
Remaining stakeholder meetings and draft a memo summarizing the issues and findings will follow;
anticipated to resume in August.
IHS 56. Update development impact fees for public safety, government facilities, housing,
transportation, parks, and community services.
Project Manager: Julia Knight Lead Dept: PDS
Estimated Completion: Q4 Status: On Track
Project Description:
Conduct a nexus and feasibility study to ensure housing remains viable. Consider potential policy to
waive impact fees associated with for low‐income inclusionary units with when 20% of the units are
deed restricted. (Housing Element Programs 2.1B; 3.1 B&C)
2025 Project Milestones:
A RFP was issued in May 2025, with responses due by July 11, 2025. An interdepartmental panel will
conduct respondent interviews at the end of August. Staff is targeting consultant selection, contract
execution and project kick‐off in the fall. Fee updates based on consultant studies and staff
community needs analyses are anticipated in 2026 and 2027.
Quarterly Update:
Staff published the RFP in May 2025 following interdepartmental review and responded to questions
received on the RFP in June 2025.
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Public Safety, Wellness & Belonging (PS)
Modernize public safety infrastructure
PS 57. Open the new Public Safety Building for daily Police, OES, and Fire services (72)
Project Manager: Holly Boyd Lead Dept: PW
Estimated Completion: Q3 Status: On Track
Project Description:
Complete construction, move‐in of departments, and a ribbon‐cutting event to commemorate the
official availability of public safety services from the facility for all.
Complete construction of the new Public Safety Building followed by furniture and equipment
installation, communication testing and set‐up.
2025 Project Milestones:
Complete construction of the project and move public safety departments into the fully operational
building.
Quarterly Update:
Staff obtained the certificate of temporary occupancy (stock & train) in May. Since then, staff has
been working with various contractors to complete the final construction work and anticipates
starting to move public safety departments in mid‐August.
PS 58. Council to adopt the updated Foothills Fire Management Plan and Community Wildfire
Protection Plan (71)
Project Manager: Ken Dueker Lead Dept: OES
Estimated Completion: Q2 Completed
Project Description:
Plan to reflect alignment with Santa Clara County and other agencies and entities to address early
warning technology, planning and procedural elements and risk mitigation.
Staff is working on various efforts related to improving the City’s planning in collaboration with Santa
Clara County and other allied agencies and entities. Efforts include not only emergency planning, but
also early warning technology, and updating operational and procedural elements within the City
organization to mitigate the risks associated with a fire in the foothills.
NOTE: The Foothills Fire Management Plan/Community Wildfire Protection Plan (FFMP/CWPP) is a
multi‐year plan with OES, Fire Department, Public Works, Utilities Wildfire Mitigation Plan,
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Community Services Department coordinated via the Foothills Fire Management Team (aka Foothills
Wildfire Coordination Team).
2025 Project Milestones:
Staff is also pursuing a service agreement with the Santa Clara County Firesafe Council to perform the
schedule of required treatments each year in conjunction with some support from the City.
The Fire Department and OES are in the process of evaluating certain remote fire detection
equipment in cooperation with the Fire Safe Council and local partner agencies. In partnership with
the Santa Clara County Fire Safe Council, Palo Alto, Stanford, and the Woodside Fire Protection
District deployed a distributed wildland fire sensor network (known and “N5”) via a Homeland
Security grant in the Fall of 2024 and will work through 2025 to optimize the system’s configuration.
Quarterly Update:
Public engagement was held in April through May, 2025 to seek public comment on the update of the
two plans followed by Council awareness in Q2. Formal adoption is not a requirement of the Plans.
PS 59. Council approval of construction contract for Fire Station No. 4 Replacement project and
initiation of construction. (73)
Project Manager: Holly Boyd Lead Dept: PW
Estimated Completion: Q2* Status: Behind
Project Description:
Complete design and award a construction contract to re‐build Fire Station No. 4.
2025 Project Milestones:
Complete design, construct temporary facility, and award a construction contract in the Fall 2025.
Quarterly Update:
The project was advertised for bids in late June, and a construction contract is anticipated to be
awarded in September. The temporary fire station construction was completed in June and staff
relocated in July.
*The objective is now estimated to be completed by Q3.
PS 60. Activate a fire engine at Fire Station 4
Project Manager: Stephen Lindsey Lead Dept: Fire
Estimated Completion: Q2 Status: Completed
Project Description:
The Palo Alto Fire Department (PAFD) provides fire protection and emergency medical transport
throughout the City and Stanford. Following pandemic budget reductions that impacted all City
departments and services, the Council has reinvested in fire services to rebuild operations. Additional
investment in emergency medical and fire response supports the whole community and a near‐term
proposal to add a fire engine to the current ambulance staffing at Fire Station 4 will be considered.
2025 Project Milestones:
Augment staffing at Fire Station 4 to deploy either ambulance or fire engine response.
Quarterly Update:
Engine 64 was officially upstaffed at Fire Station 4 on May 5, 2025. It is now cross staffed daily with
Medic 64, with a crew consisting of a captain, apparatus operator, and firefighter who are assigned to
deploy either the fire engine or the ambulance, depending on the nature of the emergency.
As of July 8, 2025, both Engine 64 and Medic 64, along with their assigned personnel, have been
relocated to the Temporary Fire Station 4 at 4000 Middlefield Road at Cubberley, in preparation for
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the upcoming Fire Station 4 construction project. Units continue to operate under a cross‐staffed
response model.
PS 61. Initiate an update to the City’s seismic hazards ordinance (75)
Project Manager: Julia Knight Lead Dept: PDS
Estimated Completion: Q3 Status: On Track
Project Description:
Conduct an assessment of previous study, update potentially eligible buildings, and begin work on
seismic hazard identify and mitigation ordinance.
2025 Project Milestones:
Establish a community advisory group to support the project with a first meeting targeted for August
2025, with 2‐3 additional meetings to follow. Staff intends to present findings from Task A (an
updated of the eligible buildings list) to the Policy and Services Committee in November or December
2025. Work will continue into 2026 with an aim to adopt an updated ordinance by the end of the
2026 calendar year.
Quarterly Update:
City Council awarded the project contract to Rutherford & Chekene on February 10, 2025. Staff
issued the consultant a notice to proceed with Task A on May 7, 2025. Staff began work to establish
the community advisory group in June 2025.
Expand wellness and community saving facilities and services
PS 62. Develop Master Plan for Cubberley site
Project Manager: Kristen O’Kane Lead Dept: CSD
Estimated Completion: Q4 Status: On Track
Project Description:
The City has hired consultant, Concordia, to lead the Master Planning process for the anticipated 15
acres of the Cubberly site. Currently the City owns eight acres and plans to purchase an additional
seven acres from PAUSD pending a successful bond measure in November 2026. Concordia will lead
the community engagement and master planning process with anticipated completion by December
2025.
Master planning will be in cooperation with The Friends of the Palo Alto Recreation Wellness Center,
whose objective is to create space for a 3‐court gymnasium and wellness center in the first phase of
construction. The master planning process will occur concurrently with the City’s efforts to pass the
bond measure in November 2026, which in 2025 will include working with a polling consultant (FM3)
and ballot strategy consultant (Lew Edwards Group).
2025 Project Milestones:
The project will be kicked off by a Council Visioning Session in February, 2025, followed by community
engagement meetings in March, June and September. Staff will analyze the feedback and return to
Council in December to present the Final Master Plan draft for consideration.
Quarterly Update:
In the first two quarters of 2025, extensive community engagement took place through co‐design
meetings, City Council updates, and various outreach efforts. Three design concepts—focused on
building spacing and layout, outdoor space, and site circulation—were presented at the June 12
community meeting. Additionally, the first community poll conducted by FM3 indicated positive
support for a potential future bond or tax measure.
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PS 63. Implement the 2024‐2025 Wellness & Belonging Action Plan
Project Manager: Chantal Cotton Gaines Lead Dept: CMO
Estimated Completion: Q4 Status: On Track
Project Description:
Complete the 26 action items in the action plan in collaboration with partners as well as completing a
training on Islamophobia and Antisemitism.
2025 Project Milestones:
Each item in the action plan has a different deadline with a variety of milestones. The action plan can
be found here: https://www.paloalto.gov/files/assets/public/v/2/city‐manager/wellness‐and‐
belonging/wellness‐and‐belonging‐workplan‐2025.pdf
Quarterly Update:
The most recent progress on the City’s wellness and belonging work is in the report to be presented
to the Policy and Services Committee on August 12, 2025. Agenda link (it is item #4):
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16179. The progress on
action plan items is included as Attachment A to that report.
PS 64. Open 445 Bryant Street Community Center
Project Manager: Kristen O’Kane Lead Dept: CSD
Estimated Completion: Q3 Status: On Track
Project Description:
The project at 445 Bryant Street will transform the facility into a two‐level community center
designed to host community programs, classes, events, and dedicated teen space. The first‐floor
multi‐purpose room will serve as the primary location for La Comida’s Senior Lunch Program. Phase I
includes the structural improvements necessary to make the building safe for occupancy and to open
the community center to the public. Completion of Phase I will allow for the official opening of the
community center and the launch of La Comida’s lunch program. Phase II will focus on building out
the second‐floor space to serve as a teen center and additional community events and classes.
2025 Project Milestones:
Phase I‐ hire an architect to design structural updates, with priority given to the first‐floor to serve as
a senior lunch program and community event space. Structural improvements will include ADA
improvements, sound mitigation, plumbing and HVAC system upgrades among others.
Quarterly Update:
In February, CJW Architect contract was executed to design the structural updates to 445 Bryant
Street. Multi‐department coordination has continued through the first and second quarters with the
primary goal of completing renovations to the downstairs space for La Comida’s senior lunch program
by Q3. CSD is planning to do some programming by the end of the year or in early 2026.
PS 65. Enhance and Expand Inclusive Programs and Services
Project Manager: Amanda Deml Lead Dept: CSD
Estimated Completion: Q4 Status: On Track
Project Description:
Enhance services to support individuals with disabilities seeking accommodation support, expand
community partnerships that serve the disability community, and implement new therapeutic
recreation programs.
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CSD will continue to expand and enhance inclusive and accessible practices, programs, classes, and
events. The new Therapeutic Recreation and Accessibility Coordinated role was hired in August 2024
and began providing dedicated support to the department in handling all accommodation requests
for participation, leading quarterly all‐staff training on inclusive practices, and facilitating inclusive
and adaptive recreation programs, classes and events with our community partner organizations.
2025 Project Milestones:
The Community Services Department will hire a new full‐time coordinator to support inclusion efforts
across programs. The department will enhance the accommodation request process to better serve
individuals with diverse needs and will create and support new inclusive programs in collaboration
with community partners. Additionally, new therapeutic recreation programs will be launched to
provide tailored opportunities for participation. To strengthen internal capacity, quarterly inclusion
trainings will be implemented for all CSD staff.
Quarterly Update:
City Council approved the coordinator position to be expanded from 0.75 FTE to full‐time in the FY26
budget process and allocated budget for program supplies and accommodation support which will
enhance our ability to serve the community. A full‐time staff member will allow us to provide
consistent accommodation support for participants, implement all‐ staff inclusion trainings within
CSD, and launch therapeutic recreation programs. The incumbent resigned in February and the search
for the full‐time staff member will begin in August.
PS 66. Implement New Expanded CSD Recreation Special Events Workplan. (60)
Project Manager: Kristen O’Kane Lead Dept: CSD
Estimated Completion: Q4 Status: On Track
Project Description:
Create special events that foster togetherness, belonging, and a strong sense of community.
Continuing cherished traditions and introducing new gatherings helps combat the loneliness epidemic
and celebrate the rich diversity of the community. Longstanding events such as the May Fete Parade
and Festival, Fourth of July Chili Cook‐Off, Moonlight Run, and Holiday Tree Lighting remain
cornerstones of community connection. New events are also planned for this year, pending City
Council approval of the workplan. In addition, the Community Services Department (CSD) offers a
wide range of special events throughout the year and actively partners with other City departments
and local organizations to enhance community engagement.
2025 Project Milestones:
Approve the 2025 CSD Recreation Special Events workplan. Include the following new events:
Heart and Harmony Dance; Around the World in One Day Cultural Event; Fun and Games at July Third
Thursday; Pancakes in the Park; and a Pet Costume Parade.
Quarterly Update:
On February 24, the City Council approved the CSD Recreation Special Events Workplan Special, and
implementation has been successfully implemented for the first two quarters. Planning for the third
quarter is underway.
67. Support Community Mental Health (65)
Project Manager: Kristen O’Kane Lead Dept: CSD
Estimated Completion: Q4 Status: On Track
Project Description:
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The Community Services Department (CSD) continues to promote mental health for all ages through a
range of programs, partnerships, and initiatives. In FY25, the City Council allocated $100,000 to
support youth and teen mental health efforts. Ongoing programs from 2024 include free Link rides for
teens ($10,000) to access mental health‐supportive locations such as community centers, parks,
libraries, and Allcove, as well as the Beyond the Books event ($4,000). New initiatives in FY25 include
a $45,500 contract with Palo Alto University to host mental health workshops for teens and parents,
and a new Career Fair event ($10,000) focused on post‐high school pathways that do not involve
traditional university enrollment. Additional trainings, programs, and partnerships are also under
development.
2025 Project Milestones:
In the spring, teen mental health workshops will launch in partnership with Palo Alto University, along
with a career fair focused on non‐traditional post‐high school pathways. Fall activities will include
hosting the Beyond the Books event. By Q4, the City of Palo Alto and the Palo Alto Unified School
District will work with stakeholders to further refine the scope of collaboration for City Council
discussion, potential direction, and continued partnership with the School District.
Quarterly Update:
CSD staff along with Palo Alto University hosted trainings and workshops for youth, adults, and staff.
Staff is developing a new agreement with Project Safety Net and exploring a partnership with the JED
Foundation for the second half of 2025 and beyond.
Promote environmental and transportation safety
PS 68. Continue engagement with San Francisco Airport on SFO's Ground Based Augmentation
System (GBAS) project and other potential opportunities to decrease SFO noise impacts on Palo
Alto. (79)
Project Manager: Andy Swanson Lead Dept: PW
Estimated Completion: Q4 Status: On Track
Project Description:
Palo Alto is impacted by three arrival routes into San Francisco International Airport (SFO). These
routes have had an ongoing negative health impact on our community and intensified due to the
implementation of the Federal Aviation Administration’s NextGEN Initiative. The City remains
committed to collaborating with residents, the FAA, SFO, SFO’s Community Roundtable, elected
officials, regional agencies, and noise advocacy groups to identify solutions that restore quality of life.
Staff and community members continue to evaluate the potential noise impacts of SFO’s proposed
Ground Based Augmentation System (GBAS) on Palo Alto.
2025 Project Milestones:
Issue a Request for Qualifications (RFQ) to solicit proposals for two key initiatives:
1. Ground‐Based Augmentation System (GBAS): To evaluate the feasibility and potential benefits
of implementing GBAS technology to reduce aircraft noise impacts in our region.
2. San Francisco International Airport (SFO) Noise Data Analysis: To obtain detailed data and
technical expertise for analyzing noise impacts from SFO operations on our community.
The RFQ process will ensure we identify qualified consultants or firms with the appropriate
experience to support these efforts.
Quarterly Update:
The Request for Qualifications was issued in May 2025. The RFQ is expected to go out late summer or
early fall.
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PS 69. Council Approval of Quiet Zone Concept Plans at Churchill Ave, Meadow Drive, and
Charleston Rd Rail Crossings. (76)
Project Manager: Ripon Bhatia Lead Dept: OOT
Estimated Completion: Q3 Status: On Track
Project Description:
Quiet zone implementation is desired by neighborhood to reduce noise impact of locomotive horn
sound off in advance of crossings. The city must mitigate the increased risk caused by the absence of
the horn. Safety improvements meeting Federal Rail Authority technical requirements must be
identified and implemented in order to establish a quiet zone.
2025 Project Milestones:
A draft conceptual improvement plan was developed in 2024.
Conduct public outreach and review by the Rail Committee by June 2025.
Quarterly Update:
Staff conducted a public outreach meeting and now working to complete the Quiet Zone Study
Report. Staff plans to bring the project for Rail Committee review in September.
PS 70. Enhance safety and improve quality of life in commercial areas by reducing criminal activity
through business engagement and the deployment of officers and technology.
Project Manager: Andrew Binder Lead Dept: PD
Estimated Completion: Q4 Status: On Track
Project Description:
Establish a Business Watch program to enhance collaboration with businesses and assign two officers
at a minimum to patrol high traffic commercial areas.
Deploy technology and officers in commercial areas in order to deter criminal activity and support a
safe environment for the public. Engage with local businesses to facilitate information sharing,
identify problems and develop collaborative solutions. Work with other city departments to abate
nuisances and connect offenders with appropriate social services.
2025 Project Milestones:
Assign at least 2 officers daily to, exclusively, patrol high traffic commercial areas. Complete
deployment of 10 additional Automatic License Plate Reader (ALPR) cameras approved by the Council
in December for a total of 30 cameras throughout. Establish a “Business Watch” program to enhance
collaboration with businesses.
Quarterly Update:
Two or more officers are being deployed daily to, exclusively, patrol high traffic commercial areas. All
30 Council‐authorized ALPR cameras have been deployed. PD staff has coordinated with the
Chamber to facilitate better dissemination of relevant crime trend information and will continue
working with the Chamber to further improve collaboration.
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Fire
Meeting Date: August 18, 2025
Report #:2506-4780
TITLE
Palo Alto Fire Department Annual Performance Report for Calendar Year 2024; CEQA status:
not a Project
RECOMMENDATION
This is an informational report and no action is required.
BACKGROUND AND DISCUSSION
The Annual Performance Report includes important performance measures and highlights
activity and personnel updates for the Fire Department.
FISCAL/RESOURCE IMPACT
This informational report has no fiscal impact.
ENVIRONMENTAL REVIEW
This report is for informational purposes only with no action required by the Council and is
therefore not a project subject to CEQA review.
ATTACHMENTS
Attachment A: Fire Department Annual Performance Report Calendar Year 2024
APPROVED BY:
Geoffrey Blackshire, Fire Chief
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2024
Palo Alto Fire Department
Annual Report
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CHIEF’S MESSAGE
The 2024 Annual Report focuses on our performance, special projects, and staff recognition for their
service. Some of the highlights in the 2024 report are the following:
There were 9,543 calls for service in 2024, a 3% increase from
2023.
Response time performance measures are now showing the
statistics for the entire system and for all urgent calls. Previously,
they were reported for Fire or EMS calls only.
For the first time, PAFD conducted hands only CPR training for
residents and City employees.
The fire prevention bureau is nearly fully staffed as of early 2025
allowing us to make great progress on completing state mandated
building inspections.
The PAFD 2025-2030 Strategic Plan is posted on our website. This
document was completed with input from community, City and
PAFD stakeholders.
PAFD continues to hire in an effort to keep up with retirements
and turn over. In 2024, we hired 9 entry level firefighters, and 5
lateral firefighters.
I am excited about our progress in 2025 and the opportunities before us. I would like to thank the PAFD
team, their families, our partners, and Palo Alto leadership for their dedication and support.
We always strive to meet our performance standards in emergency response and prevention. We also
aim to prioritize safety, diversity, equity, and firefighter wellness to foster a healthy department and
serve this community with compassion and pride.
Take Care,
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MISSION
We are a professional team dedicated to safeguarding and enriching the lives of anyone, anytime,
anywhere with compassion and pride.
The Palo Alto Fire Department members commit to the following values in serving our communities and
each other:
Integrity
We serve our community and support each other with respect and honesty. We approach our
commitment with Dignity and Courage. We are accountable through our every-day actions and
communication.
Innovation
We creatively integrate tradition with technology acknowledging the wealth of resources available in
our community and department to improve health, safety and welfare.
Professionalism
We are dedicated to providing quality service in the delivery of a cost effective and superior service. Our
attitude, appearance, knowledge, skills and abilities are reflective of our commitment to excellence.
Diversity
The members of our department exemplify diversity on multiple levels. Our skills, backgrounds and
experiences allow us to effectively respond to the vast range of emergencies and outreach
opportunities.
Compassion
We exist to serve our communities and support each other with empathy, sincerity and respect.
Education We strive to continually improve ourselves and our skills to increase our own safety and
better protect the communities we serve. We strive to stay abreast of the latest developments in
emergency response. We provide educational opportunities through community outreach to help
increase knowledge of preparedness and personal, family and home safety.
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SERVICE AREA
The Palo Alto Fire Department serves an area of approximately 38.7 square miles including 12.8 square
miles of Stanford University Campus. Stanford University contracts with the PAFD to provide fire and
EMS response to campus and the surrounding area.
There are seven fire stations placed throughout the City and Stanford. All are staffed 24/7, with the
exception of Fire Station 8 in the Palo Alto Nature Preserve which is staffed seasonally by PAFD and
Santa Clara County Fire personnel.
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FIRE STATIONS
Fire Station 1 (Downtown)
301 Alma Ave, Palo Alto, CA
Built in 1965
Engine 61, Medic 61
Fire Station 2 (Mayfield)
2675 Hanover St, Palo Alto, CA
Built in 1965
Engine 62, Medic 62
Fire Station 3 (Rinconada Park)
799 Embarcadero Rd, Palo Alto, CA
Built in 2021
Engine 63
Fire Station 4 (Mitchell Park)
3600 Middlefield Rd, Palo Alto, CA
Built in 1953
Engine 64, Medic 64 (Cross-Staffed)
Fire Station 5 (Barron Park)
600 Arastradero, Palo Alto, CA
Built in 1967
Engine 65
Fire Station 6 (Stanford University)
711 Serra Ave, Stanford, CA
Built in 1972
Engine 66, Truck 66
Fire Station 8 (Foothills Park)
Foothills Park, Page Mill Rd, Palo Alto, CA
Built in 1986
Staffed seasonally during Summer by PAFD
and Santa Clara Co. Fire
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CALLS FOR SERVICE
In Calendar Year 2024, the Palo Alto Fire Department responded to a total of 9,543 calls for service and
18,760 unit movements, or how many units responded to the 9,543 calls. Most calls for service require
more than one unit to respond.
Year Calls for Service Unit Movements
2022 8,578 16,958
2023 9,272 18,026
2024 9,543 18,760
Rescue and Emergency Medical Incidents make up 62% of all calls for service. These calls include heart
attacks, strokes, injuries and other emergency medical situations, including motor vehicle accidents, and
any auto extrication or technical rescues.
Good Intent Calls (15%): Good Intent calls capture incidents where there may have been an emergency,
but it turned out to be non-emergent or nothing at all. For example, someone could smell smoke and
call 9-1-1, but after firefighters arrive and investigate, they
may find that the odor was from burnt popcorn down the
hall.
False Alarms and False Calls (13%): These are primarily
alarms that are automatically triggered during
construction or other non-emergency causes such as
steam from a shower, dust, insects, or smoke from
cooking. This category also covers situations where
someone negligently triggered a fire alarm or made an
intentionally false report.
Rescue and
EMS, 62%Good Intent,
15%
False Alarm,
13%
Service Calls,
7%
Fire, 1.5%HazMat and
Other, 1.3%
2024 Calls for Service
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Service Calls (7%): These calls are for situations where the
department is providing a service, but it’s not an
emergency. This can include clean up calls for smoke
removal, water evacuations or other hazards; assisting
with falls in the home; people trapped in an elevator or
elevator overrides.
Fires (1.5%): This covers any fire where smoke and flames are
present, such as small dumpster fires, residential fires,
commercial fires or wildfires. There were 143 fires in 2024, and
although it makes up a small percentage of the overall
incidents, they are the most time consuming and resource
intensive. Large fires typically require all the resources in the
City, including automatic aid from neighboring fire
departments.
Hazardous Materials and Others (1.3%): Most of these are
utilities related, such as a natural gas leak, wiring problem,
powerlines down, but it also includes gasoline, diesel, or oil
spills, chemical releases or other biological hazards.
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RESPONSE TIMES
The time it takes from the 9-1-1 call to the time a fire crew arrives on scene is the primary measurement
of performance for Emergency Response Service. The standard is to arrive within 8 minutes 90% of the
time, and for EMS calls, to have a paramedic ambulance arrive within 12 minutes.
Three unique time segments are included when evaluating an agency's response performance. The first
is the time it takes for the dispatcher to answer the 911 call and notify the agency (call processing); the
second is the time it takes for the agency to receive the call and go en-route to the call (turnout time);
and third is the time it takes for the unit to drive to the incident (travel time). All three segments
combined make up the total response time. For this evaluation, the unit type was not discriminated
against, and the first arriving unit was used to determine the total response time.
Response Times 2023 2024
Percent of a first responder arriving on scene
to all emergency calls within 8 minutes or
less
88%88%
90th Percentile response time of a first
responder arriving on scene to all
emergencies
9:24 9:16
Percent of ambulance arrival to an
emergency medical call within 12 minutes
91%92%
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MAP OF RESPONSE TIMES
The map below shows response times for the first arriving unit on urgent calls for CY 2024.
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MUTUAL AID
The Palo Alto Fire Department provides resources to neighboring jurisdictions in the case of an
emergency or fire station coverage when their own resources are depleted. The assistance is
reciprocated from partnering fire departments which is outlined in the Santa Clara County Mutual Aid
Plan or automatic-aid agreements.
Mutual Aid Provided
Agency 2023 2024
Santa Clara County Fire 97 100
Mountain View Fire 26 45
Menlo Park 9 1
All Others 1 15
All Fire Mutual and Auto Aid Provided 133 161
Mutual Aid Received
Agency 2023 2024
Mountain View Fire 45 52
Menlo Park Fire 43 29
Santa Clara County Fire 14 6
Sunnyvale Fire 2 0
Santa Clara City Fire 1 0
Woodside Fire 1 3
All Fire Mutual and Auto Aid Received 106 90
Santa Clara County Ambulance 220 270
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EMERGENCY MEDICAL SERVICES AND PROGRAMS
AMBULANCE TRANSPORTS AND PATIENTS
Palo Alto is the only Fire Department in the County that operates an ambulance transport service. In
2024 there were a total of 3,936 transports to the hospital from
calls originating in Palo Alto or Stanford. When all of the PAFD
ambulance units are busy, Santa Clara County will offer mutual
aid and send one of their ambulances. In 2024, Santa Clara
County transported on 68 incidents from Palo Alto or Stanford.
Palo Alto Patients Transported
Agency 2023 2024
Palo Alto Fire 3,868 3,868
Santa Clara County 81 68
The majority of patients provided emergency medical services are above the age of 60, making up 65%
of all patients.
CARDIAC ARRESTS
There were a total of 61 full cardiac arrest incidents in 2024. PAFD fire crews are trained multiple times
yearly on High Performance Cardio-Pulmonary Resuscitation Techniques (HPCPR). This County standard
requires a team of 5 people, with specific roles for all personnel on scene. Each Firefighter performs
HPCPR for no more than two minutes before another team member takes over for the compression
quality to remain consistent.
High Performance CPR was performed on 61 cardiac arrest patients. 15 of the patients achieved a return
of spontaneous circulation (ROSC). ROSC is the resumption of sustained perfusing cardiac activity
associated with significant respiratory effort after cardiac arrest. The Palo Alto Fire Department’s ROSC
rate is 25%, which is aligned with the California State average of 25%.
10 and Under
11 to 20
21 to 30
31 to 50
51 to 60
61 to 70
71 to 80
17%
81 and Older
34%
CY24: EMS Patients by Age
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Return of Spontaneous Circulation (ROSC)
HPCPR Performed 61
Number of Patients with ROSC 15
PAFD ROSC Rate 25%
CA State Average 25%
PALO ALTO FIREMED PROGRAM
The Department launched a new savings program for ambulance transport
services, called Palo Alto FireMed. Even with medical insurance, an emergency
ambulance ride can cost between $250-700. The Palo Alto FireMed Program for
residents and businesses makes sure participants are not stuck with a bill during an
emergency. Palo Alto FireMed is convenient and cost-effective, covering unlimited
ambulance rides per household for a low cost of $8 per
month, which is only $96 a year. The Department had 271
new enrolled residents in 2024, many of whom have
saved on copays. Residents interested in enrolling should check out the Palo
Alto FireMed Program Website by scanning the QR Code or going to
cityofpaloalto.org/firemed.
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FIRE PREVENTION
The Fire Prevention team ensures that all life and safety codes are being accurately implemented with
new construction, remodeling projects, and commercial development. The team also conducts annual
building and hazardous materials safety inspections.
California state requires annual inspections on certain public buildings with high capacities, such as
schools, hospitals, research facilities, places of worship, entertainment centers, etc. These are tracked
and reported to the State annually. In 2024, due to staffing shortages, only 15% of required buildings
were inspected. In 2025, Fire Prevention hired two additional Fire
Inspectors that will are solely dedicated to completing State mandated
inspections.
The total number of facilities in Palo Alto that store hazardous
materials grows annually. The fire code requires that these facilities
adhere to strict safety measures and requires an annual inspection. Hazmat facilities are tracked and
inspected annually. In late 2024 Hazmat Inspector positions were filled and gradual progress was made
on facility inspections.
Hazardous Materials Inspections
2023 2024
Number of HazMat Facilities 1093 1049
HazMat Inspections Completed 132 364
Percentage Complete 12%35%
The Fire Prevention Division conducts inspections in the Wildland/Urban Interface and construction
projects. Prevention personnel issues permits and approves development plans throughout the year.
The development and construction volume continues increase in numbers. Inspectors are also
responsible for investigating the cause of fires, and in 2024, there were 28 Fire Investigations.
Other Inspections and Investigations
2023 2024
Wildland/Urban Interface 110 152
Construction Inspections 6,643 8,984
Fire Permits 744 791
Plan Review 3,346 3,511
Fire Investigations 56 28
State Mandated Building Inspections
2023 2024
Number of Buildings 532 532
Inspections Completed 137 82
Percentage Complete 26%15%
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COMMUNITY OUTREACH
HANDS ONLY CPR TRAINING
The Fire Department held a Hands Only CPR Training for residents and city staff in September 2024. A
total of 138 people participated, with 68 residents and 70 city employees.
Hands-only CPR involves
providing uninterrupted chest
compressions at a rate of 100–
120 compressions per minute,
without mouth-to-mouth
breaths. It is simple, effective,
and especially useful for
untrained bystanders in
emergencies like sudden cardiac
arrest. This technique can
significantly improve a victim’s
chance of survival when
performed immediately.
STRATEGIC PLANNING
The Palo Alto Fire Department 2025–2030 Strategic Plan is a comprehensive, community-driven
roadmap developed through an inclusive and collaborative process. Facilitated by the Center for Public
Safety Excellence, the plan began with gathering input from a diverse group of community stakeholders
to understand expectations, concerns, and priorities.
This feedback was then carefully reviewed and incorporated by agency personnel during a multi-day
work session, where staff from all levels of the department engaged in structured discussions to define
the department’s mission, values, goals, and areas for improvement. The result is a forward-looking
strategy focused on enhancing emergency services, workforce development, public engagement, and
operational readiness to meet the evolving needs of the Palo Alto and Stanford communities. The
management and administrative staff of the Department will use this plan as a roadmap for initiatives
and creating an annual workplan through 2030.
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TRAINING
Training is a critical component of ensuring firefighters are ready and equipped with the best firefighting
and rescue techniques to minimize the impact of any emergency; every firefighter averaged 363 hours
of training in 2024.
Each year the training team creates an annual training plan with multiple courses each month dedicated
to Fire training, EMS, Specialized training, and Officer preparation.
Typical courses include Fire Engine and Truck Driving, Fire
Investigation, Rope Rescue Awareness and Operations,
Confined Space and Trench Rescue, and 12 lead and EMS
training. This year there were 1,370 hours of training courses
offered.
This year the PAFD Hosted a Santa Clara County Wide wildland
exercise in Foothills Nature Preserve. This exercise included live
fire simulations, coordinated multi-agency responses, and
tactical drills focused on wildland-urban interface firefighting.
Fire crews practiced deploying hose lays, using hand tools, and
conducting structure protection in rugged terrain. The exercise
aimed to improve interagency communication and readiness
ahead of peak fire season.
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THE PEOPLE OF THE PALO ALTO FIRE DEPARTMENT
The 114 people that make up the Department serve the community with a great deal of pride and an
attitude of excellence. The Department has 86 operations staff that are the firefighters, apparatus
operators and fire captains that work in the stations and provide the direct services to the community.
In the Fire Prevention Bureau, there are 9 fire inspectors and managers to ensure buildings and facilities
are up to code and adhere to all new laws that prevent instances of fires and reduce the impact of fires
if they occur. The remaining 19 employees make up Fire Administration and include executive managers
and support staff.
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NEW RECRUITS
It can take more than a year from the time a job announcement is posted before an entry level firefighter
begins work on a fire engine or ambulance. Candidates complete a rigorous selection process including a
physical fitness exam, mental health screening, and background check. Once a candidate is hired, they
complete an intensive 21-week fire academy.
In October, the Department held a Joint Fire Academy with 10 new firefighters hired. Nine remain with the
PAFD today.
Since the 2019 Civil Grand Jury of Santa Clara County Report, “Why Aren’t There More Female Firefighters in
Santa Clara County” the Department has made additional efforts to recruit and retain female firefighters. In
2019, women made up only five percent (5%) of firefighters working at PAFD. As of this report, the
Department has 8 Female Sworn Employees, making up a total of 8% of all sworn employees. Two of the 10
new hires in 2024 were women, however only one successfully completed the probationary period.
Dylan Aamoth
Hometown: Hayward, CA
Hobbies: Baseball, hiking,
camping, and golfing.
Trent Blackshire
Hometown: San Jose, CA
Hobbies: Family time,
basketball, and movies.
Eric Carlson
Hometown: San Mateo,
CA
Hobbies: skiing, rock
climbing, backpacking and
sports.
Karina Jacobs
Hometown: Bay Area, CA
Hobbies: Family time,
basketball, softball, and
watching football.
Kyle Ritchie
Hometown: Union City, CA
Hobbies: Kayaking,
camping, hiking,
snowboarding, and guitar.
Colin Roth
Hometown: Rohnert Park,
CA
Hobbies: Traveling, hiking,
soccer, basketball, and
football.
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New Recruits Continued
Charles Stewart
Hometown: Fremont, CA
Hobbies: Family time,
softball, flag football.
Ignacio Tedeschi
Hometown: Buenos Aires,
Argentina
Hobbies: Woodworking,
baking bread, pizzas and
bagels.
Josef Zargorski
Hometown: Burlingame,
CA
Hobbies: Woodworking,
mountain and road biking,
camping and skiing.
LATERAL HIRES
Lateral hires are new to the Palo Alto Fire Department, but not new to being a firefighter. Lateral hires
complete a shorter in-house Fire Academy to train them on Palo Alto policies, procedures and operations.
Scott Bingham
Hometown: Santa Cruz,
CA
Hobbies: Building cars,
trucks, fishing, hunting
and off-road racing.
Matthew Dariano
Hometown: Morgan Hill,
CA
Hobbies: Family time,
water sports,
snowboarding, camping
and hiking.
Matthew Foster
Hometown: San Diego, CA
Hobbies: Working out,
camping, and traveling.
Ramon Pena Jr.
Hometown: Southern CA
Hobbies: Travelling,
Brazilian Jiu-Jitsu, and
quality time with his sons.
Adam Poarch
Hometown: Lake
Arrowhead, CA
Hobbies: Cooking,
traveling, mountain
biking and fishing.
Jessie Samide
Hometown: Santa Cruz, CA
Hobbies: Travelling,
specifically seeing all seven
wonders of the world. So
far 5 out of 7!
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Lateral Hires Continued
Ben Slaughter
Hometown: Boulder
Creek, CA
Hobbies: Mountain biking,
fishing, four wheeling, dirt
biking, camping and
golfing.
PROMOTIONS
Kyle Alarid
Fire Captain
James Crain
Fire Inspector
Sunny Gutter-Johnson
Fire Captain
Carlos Gracia
Training Captain
Chris Mosko
Fire Inspector
Carlos Pinedo
Fire Captain
Nicholas Rohrer
Fire Captain
Deonshawn Strother
Fire Inspector
David Villareal
Hazmat Inspector
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RETIREMENTS
Jon Matsumoto
Firefighter
20 Years of Service
Ray Diaz Jr.
Firefighter
24 Years of Service w/ Fire
28 Years w/ the City
Aaron Craine
Apparatus Operator
17 Years of Service
Hugo Godoy
Fire Captain
20 Years of Service
Brian Kerezsi
Firefighter
24 Years of Service
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Public Works
Meeting Date: August 18, 2025
Report #:2507-4962
TITLE
Inaugural Youth Climate Advisory Board Annual Report; CEQA Status – Not a Project
RECOMMENDATION
This report is provided for information only and requires no Council Action.
EXECUTIVE SUMMARY
The Palo Alto Youth Climate Advisory Board (YCAB) is an advisory body of high school students
dedicated to sustainability and climate stewardship. Members contribute to and provide
feedback on Palo Alto’s climate initiatives and policies and bring Citywide sustainability efforts
to local high schools. The YCAB was developed in partnership with the Palo Alto Student
Climate Coalition. The inaugural YCAB meeting convened in September 2024. This staff report
summarizes the accomplishments and achievements of the eleven members of the inaugural
Youth Climate Advisory Board.
BACKGROUND
In the fall of 2023, Palo Alto Student Climate Coalition (PASCC) members Julia Zeitlin, Angelina
Rosh, and Theo Waltuch met with the City to discuss their proposal for creating a Palo Alto
Youth Climate Advisory Board (YCAB). Their idea was to create a student board, similar in
structure to the Palo Alto Youth Council, that would address issues about sustainability and
climate action that are relevant to the youth community and support the work of the Office of
Sustainability.
The City worked with PASCC to develop and refine the YCAB proposal, resulting in adoption of
Youth Climate Advisory Board By-laws in April 2024. YCAB members are expected to dive into
complex issues and invest time and energy into making the City and Palo Alto schools more
sustainable. Board members must attend high school in Palo Alto and are expected to attend
monthly board meetings as well as additional subcommittee meetings. Board members commit
to a full, year-long term, from September the year they are appointed to August the following
year. The YCAB is led by a Chair and two Vice Chairs, elected by the student board members
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and staff leadership. The Chair facilitates board meetings, with the Vice Chairs recording
attendance and minutes. The Chair and Vice Chairs serve as youth liaisons and attend City
staff’s Sustainability Leadership Team meetings.
ANALYSIS
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communications and engagement project. The Board is also drafting recommendations to
present to the Palo Alto Unified School District Sustainability Committee to guide a vision and
plan for a sustainable school district that could be included in a Sustainability Master Plan.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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2024-25 Annual Report
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INTRODUCTION
PREFACE
This was the City of Palo Alto Youth Climate Advisory Board’s (YCAB) inaugural year, and the 11
members on the Board worked tirelessly to establish frameworks that will benefit the Board for
years to come. We’ve reached schools, community members, and even local agencies and
businesses in our mission to advocate for youth voices on climate issues.
We are incredibly proud of the work we’ve accomplished, and as such, what follows is a report by
each subcommittee on its accomplishments. We hope that this report will serve both as an
update on what we’ve done this year and as a guideline for what youth in Palo Alto want and
need when it comes to climate action. We hope that our efforts will help the City and others
make more intentional decisions that reflect the needs of the next generation, taking steps to
protect the city and planet that we will inherit.
Members
Aaron Nance
Aiden Miao
Anika Agrawal
Caitlin Hopkins
Donovan Carlson
Elsa Lagerblad
Maya Mazin
Jenna Mu
Laura Cheunkarndee
Kiara Yoon
Yuna Ng
Elsa Lagerblad
Head Chair
Aiden Miao
Vice Chair
Caitlin Hopkins
Vice Chair
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ZERO WASTE SUBCOMMITTEE
Summary
The Zero Waste Subcommittee is focused on reducing waste produced by the City of Palo Alto, aligning
with the Zero Waste category of the Palo Alto Sustainability and Climate Action Plan (S/CAP). By
increasing youth awareness of zero-waste strategies as well as developing concepts for new Zero
Waste Ordinances and assisting in the implementation of preexisting ordinances, the Zero Waste
Subcommittee hopes to foster a sense of responsibility toward waste reduction in our community.
Members
Maya Mazin
Jenna Mu
Laura Cheunkarndee
Kiara Yoon
Yuna Ng
Impact
●Raised youth awareness of Zero Waste
strategies and ordinances
●Created outlines for future projects and
developed relationships with local
organizations and schools
MAIN INITIATIVES
Fletcher Presentation
Presented to over 120 students at Ellen
Fletcher Middle School about the importance
of living sustainably and offered actionable
steps to help them incorporate zero-waste
practices into their lifestyles. Additionally,
introduced the students to the City’s S/CAP
and encouraged rising ninth graders to apply
for next year’s Board.
Zero Waste Ordinances
Received legislative resources from City staff
and met with Vice Mayor Veenker to build
upon policies for next year. Researched Zero
Waste ordinances and recommended concepts
for future ordinances that would support the
City’s Zero Waste goals. Obtained auditing
materials to help regulate and oversee actions
taken by local businesses for Zero Waste
ordinances.
Future Work
Drafted ideas for citywide events, including a
recycling art contest and mug-decorating
event that can be implemented next term.
Established relationships with local
organizations that will streamline
implementation next year.
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WATER SUBCOMMITTEE
Summary
The Water Subcommittee focuses on sea-level rise policy and water conservation efforts in
Palo Alto. Its members are developing youth workshops to highlight the value of water
conservation and designing a civic journalism project to raise community awareness on sea
level rise and its effects on residents
Members
Anika Agrawal
Donovan Carlson
Kiara Yoon
Impact
●Highlighted resident voices in the realm of
public water policy
●Learned about Palo Alto’s water policy and
spread awareness to youth
Future Work
This year we planned a rain barrel painting
workshop targeting water-related outreach to
youth. The goal was to raise awareness about
rainwater collection through hands-on
engagement by having youth paint the barrels
and then donating them to PAUSD schools. We
recommend that the Water Subcommittee
complete this project in the 2025-2026 term
and prioritizes building off previous workshop
ideas (e.g., drip water irrigation and watershed
protection).
Main Initiatives
Communication
Reached out to local nonprofit Save the Bay
as well as City staff who are experts on the
issue of water conservation. Learned about
active efforts to mitigate sea level rise and
the technologies Palo Alto uses to track
water usage. Received valuable information
on ongoing initiatives in the City (e.g., the
Sea Level Rise Adaptation Plan).
Youth Workshops
Assisted with planning and preparing for a
succulent garden planting workshop at
Rinconada Library on June 14. Drafted
curriculum for City workshops aimed at
educating students about water
conservation and sustainability practices,
including a planned rain barrel painting
initiative for Palo Alto Unified School District
(PAUSD) schools.
Sea Level Rise Initiative
Met with city experts to discuss a sea level
rise project and revised approach to
prioritizing being informative, especially
through city resources. We will continue this
work during the remainder of our term by
synthesizing a graphic of the city’s current
efforts regarding sea level rise and joining
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the city in talking with residents.
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TRANSPORTATION SUBCOMMITTEE
Summary
The Transportation Subcommittee aims to help youth and Palo Altans move through the City more
sustainably. Current initiatives include studying micromobility (e.g., e-bike and e-scooter rentals),
expanding bike infrastructure to support road safety, and demonstrating youth interest in public transit.
Our mission is to ensure that getting around Palo Alto is safer, smoother, and more sustainable for all.
Members
Aaron Nance
Aiden Miao
Caitlin Hopkins
Elsa Lagerblad
Jenna Mu
Impact
●Gathered data on youth interest in
public transportation from 10+ public
and private schools in Palo Alto, with
youth noting their appreciation for our
work toward better transportation
●Shared these insights with the City,
Santa Clara Valley Transportation
Authority (VTA), and PAUSD in hopes of
having youth voices be more
represented in the decisions made by
these groups
●Other goals include having more bike
and public transportation infrastructure
in South Palo Alto (around Henry M.
Gunn High School) and incorporating
public transit education into school
curricula
●Helped lay the foundation for
reactivating micromobility in Palo Alto
Main Initiatives
Youth Transit Survey
A major accomplishment of the Transportation
Subcommittee has been creating and executing
a survey that aimed to gauge the interest of Bay
Area youth in public transit. We distributed this
survey through school announcements, YCAB-
based events, and members’ networks to over
220 students from over 10 Palo Alto middle and
high schools. The survey data provided concrete
insight into the demand and necessity of
reactivating previously shut-down shuttles and
improving the shuttle accessibility.
Safe Streets for All Recommendation
The Transportation Subcommittee provided a
joint recommendation on the Safe Streets for
All and Bicycle and Pedestrian Transportation
Plan. We drew on findings from the Youth
Transit Survey to suggest the implementation of
new Caltrain pedestrian and bike corridors.
Future Work
The Transportation Subcommittee collaborated
closely with City staff to analyze the need and
generate ideas for an e-bike and e-scooter rental
system in Palo Alto. We analyzed the City’s
previous micromobility attempts in 2013 and are
currently working to conduct a feasibility study
for Palo Alto. We recommend that the
Transportation Subcommittee continues to
prioritize this project in the 2025–2026 term.
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MEDIA SUBCOMMITTEE
Summary
The Media Subcommittee works to engage with the Palo Alto community, particularly youth, through
social media and printed infographics. We aim to facilitate communication and collaboration with the
City on YCAB’s goals. We organized the YCAB Earth Day Festival table and are currently developing
content for the City website to promote YCAB’s initiatives and increase youth engagement.
Members
Donovan Carlson
Laura Cheunkarndee
Maya Mazin
Yuna Ng
Kiara Yoon
Impact
●Created media to accompany YCAB
initiatives to raise environmental
awareness
●Developed a unique aesthetic for YCAB
Future Work
We recommend that in the 2025-2026 term,
the Media Subcommittee work with the City to
create an editorial calendar for YCAB media,
which may include photos of the YCAB Board,
videos highlighting subcommittee initiatives,
member testimonies, and sustainable actions
and topics for teens to get more involved in
sustainability and climate action. We also
recommend continuing to collaborate with
other subcommittees to promote
subcommittee-specific initiatives.
Main Initiatives
YCAB Earth Day Festival Fliers
Designed fliers to promote public engagement,
spread the word about YCAB applications, and
help the Transportation Subcommittee reach a
broader pool of respondents for their Youth
Transit Survey. Communicated with the City
about organizing the Earth Day Festival.
Baylands Coloring Sheet
Designed a themed coloring sheet for kids with
fun facts about biodiversity in the Baylands,
environmentally friendly recreation in the city,
and landmark sustainability initiatives in Palo
Alto to educate youth on the importance of
climate stewardship and boost enthusiasm for
sustainability efforts in Palo Alto.
YCAB Website
Organized photos and bios of YCAB members
to display on the City website.
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: August 18, 2025
Report #:2501-4027
TITLE
Investment Activity Report for the Fourth Quarter, Fiscal Year 2025. CEQA Status – Not a
Project.
RECOMMENDATION
This is an informational report and no City Council action is required.
EXECUTIVE SUMMARY
The City’s Investment Policy1 requires that staff report to Council quarterly on the City’s portfolio
composition and performance, discuss overall compliance with the City’s Investment Policy, and
provide recommendations, if any, for Policy changes. In addition, staff provides a detailed list of
all securities and reports on the City’s ability to meet expenditure requirements over the next six
months. This report is to inform Council of the City’s investment portfolio performance as of the
fourth quarter ending June 30, 2025 and to disclose staff’s cash flow projections for the next six
months. Staff expect that the City will have sufficient funds or liquidity to meet expenditure
requirements for the next six months. The portfolio details, activities, and performance are
discussed below, and additional information is provided in the attachments. During the fourth
quarter staff complied with all aspects of the Investment Policy and no significantly notable
activity or changes in value occurred in this reporting period. As reported in the second and third
quarters of Fiscal Year 2025, three municipalities’ bond ratings have been downgraded below the
City’s minimum Investment Policy guidelines, however, the likelihood of a loss of their
investments is low so these investments are planned to be retained.
1 City of Palo Alto website, Administrative Services Department, Money Management & Treasury:
https://www.cityofpaloalto.org/files/assets/public/v/1/administrative-services/investment-policies/adopted-
investment-policy-1-39-asd.pdf
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ANALYSIS
The City’s investment portfolio is summarized in Graph 1 and detailed in the Investments by Fund
Report (Attachment B). The Investments by Fund Report groups the portfolio’s securities by
investment type and include details of the investment issuer, date of maturity, current market
value, the book and face (par) value, and the weighted average maturity of each type of
investment and of the entire portfolio.
Due to rounding, the above graph's percentage total is less than 100 percent.
The par value of the City’s portfolio is $661.8 million; in comparison, last quarter it was $656.6
million and last year it was $640.9 million. The $5.2 million portfolio growth since the last quarter
results from timing of cash flows, major revenue receipts due to seasonal timing, and one fewer
pay period in the fourth quarter compared to the third quarter. Property taxes and related
receipts begin the second, third, and fourth quarters and major revenues such tax as sales,
transient occupancy and utility user’s taxes are historically higher in the fourth quarter. In the
fourth quarter, higher capital project expenditures, mainly attributed to the Regional
Wastewater Quality Control Plant, offset the historically higher tax receipts in the fourth quarter.
The portfolio consists of $84.7 million in liquid accounts and $577.1 million in various investment
types as detailed in the following Table 1. The Investment Policy requires that at least $50 million
be maintained in securities maturing in less than two years. The portfolio includes $259.3 million
in investments maturing in less than two years, comprising 39.2% of the City’s investment
portfolio. In addition, the Investment Policy allows up to 30% of the portfolio to be invested in
securities with maturities beyond five years; actual at the end of the fourth quarter it is 24.9% of
the portfolio.
U.S. Treasury
0.6%
U.S. Agency
26.1%
U.S.
Municipal/State
38.8%
Negotiable CD
11.7%
U.S. Corporate
3.6%
Supranational
8.1%
Liquid Accts.
11.0%
Graph 1: Investments by Type -$661.8 Million
(Par Value)
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The current market value of the portfolio is 97.0% of the book value. The market value of
securities fluctuates, depending on how interest rates perform.
As interest rates decrease, the market value of the City’s portfolio will likely increase, and vice
versa. There are inherent principal risks when actively buying and selling securities; providing
information on market values is a reporting requirement that informs staff of the portfolio’s
overall position. The market valuation is provided by U.S. Bank, the City’s safekeeping agent.
The average life-to-maturity of the investment portfolio is 2.81 years, compared to 2.87 years
last quarter and 3.11 years in the fourth quarter of the prior year.
To minimize investment principal risk of loss due to lower market values, the City’s investment
practice is to buy and hold investments to maturity. In instances where there is a need to sell
securities for contingency cash flow planning, the City’s practice is to sell securities that are at
or above the market value.
Investments Activity During the Fourth Quarter
During the fourth quarter, $21.4 million securities with an average yield of 3.1% matured. During
the same period, per the following Table 2, securities totaling $21.0 million with an average yield
of 4.6% were purchased. Investments purchased in the fourth quarter were made in securities
with longer duration to take advantage of the higher interest rate environment. As a result, the
interest rates rose on new investments; the City’s portfolio’s average yield also rose. The City’s
short-term money market and pool account increased by $5.6 million compared to the same
quarter of the prior fiscal year. Staff continually monitors the City’s short-term cash flow needs
and adjust liquid funds to meet them.
Per California Government Code Section 53607, the Administrative Services Department
provides a monthly report of transactions (investments, reinvestment, sold, and exchanged
securities) to Council via a separate report. Though not required by this code, included in this
Table 1:
Up to 1
Year
1 to 2
Years
2 to 3
Years
3 to 5
Years
Over
5 Years
Portfolio
Total *
% of
Portfolio
U.S. Treasury 3.5$ 0.3$ -$ -$ -$ 3.8$ 0.6%
U.S. Agency Bonds 55.2 11.8 1.7 17.9 86.0 172.6 26.1%
U.S. Municipal/ State Bonds 53.2 54.1 22.8 53.4 74.1 257.6 38.9%
Negotiable Certificates of Deposits (NCD)25.0 16.1 14.0 17.2 5.0 77.3 11.7%
U.S. Corporate Bonds 3.8 7.0 8.5 4.7 -24.0 3.6%
Supranational Organizations Bonds 26.0 4.3 2.0 21.4 -53.7 8.1%
Liquid Accounts (LAIF & Fidelity)72.8 ----72.8 11.0%
Grand Total 239.5$ 93.6$ 49.0$ 114.6$ 165.1$ 661.8$ 100%
% of Portfolio 36.2%14.1%7.4%17.3%24.9%100.0%
* $126.0 million or 19.1% are in investments that support Environmental, Social, and Governace (ESG) Activities
(aka "Green", local banks, and Supranational Bonds)
Investment Type
FY 2025 Q4 Maturities - Par Value (millions)
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report are security maturities and cash movement activity in the City’s two liquid operating cash
pool accounts (Local Agency Investment Fund and Fidelity accounts). Monthly and quarterly
investment reports, along with the City’s Investment Policy, can be found on the City’s website3.
3 City of Palo Alto, Administrative Services, Financial Reporting, City Investment Reports and Policy:
www.cityofpaloalto.org/investmentreporting
Table 2:
Up to 1
Year
1 to 2
Years
2 to 3
Years
3 to 5
Years
Over
5 Years
Portfolio
Total *
% of
Purchase
U.S. Agency Bonds -$ -$ -$ $ 1.7 5.5$ 7.2$ 34.3%
U.S. Municipal/ State Bonds ----3.8 3.8 18.1%
Negotiable Certificates of Deposits (NCD)--0.3 0.5 -0.8 3.8%
U.S. Corporate Bonds -0.5 ---0.5 2.4%
Supranational Organizations Bonds --1.7 7.0 -8.7 41.4%
Grand Total -$ 0.5$ 2.0$ 9.2$ 9.3$ 21.0$ 100%
% of Purchase 0.0%2.4%9.5%43.8%44.3%100.0%
* $11.5 million or 54.7% are in investments that support Environmental, Social, and Governace (ESG) Activities
(aka "Green", local banks, and Supranational Bonds)
Investment Type
FY 2025 Q4 Security Purchases - Par Value (millions)
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Compliance with City Investment Policy
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the yield to maturity of the City’s portfolio was 2.70%; in the prior quarter it was 2.65%. In the
fourth quarter, LAIF’s average yield was 4.27% while the average yield on the two-year and five-
year Treasury bonds was approximately 3.86% and 3.97%, respectively. In comparison, in the
prior quarter LAIF had higher 4.34% yield, and the two-year and five-year Treasury bonds yields
were 4.15% and 4.25%, respectively.
City’s portfolio duration is 2.81 years.
5.88%
5.00%
4.17%4.54%
City of Palo Alto
2.71%
1.80%1.93%1.66%2.70%
3.65%
1.41%
0.81%0.25%
2 Yr. Treasury 4.39%
3.86%
4.43%4.39%
4.98%
1.10%
5-Yr. Treasury
2.88%
2.47%
0.27%
3.23%
4.00%
3.97%
4.47%
1.44%
5.25%
0.23%
LAIF
1.29%
2.63%
4.27%
$0.0
$0.5
$1.0
$1.5
$2.0
$2.5
$3.0
$3.5
$4.0
$4.5
$5.0
0.0%
0.5%
1.0%
1.5%
2.0%
2.5%
3.0%
3.5%
4.0%
4.5%
5.0%
5.5%
6.0%
Int. Earnings (Millions)Yields
Fiscal Year Quarters
Graph 2: Yields and Interest Earnings
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remains elevated. In a press conference filled with comments around uncertainty, Federal
Reserve Chair Jerome Powell articulated the complexities surrounding the current economic
landscape, which is heavily influenced by policies from the Trump administration.
Funds Held by the City or Managed Under Contract
Attachment A is a consolidated report of all City investment funds, including those not held
directly in the investment portfolio. These include cash in the City’s regular bank account with
US Bank and Wells Fargo. A description of the City’s banking relationships can be found in City
Council Staff Report ID #2404-28455. The bond proceeds, reserves, and debt service payments
being held by the City’s fiscal agents are subject to the requirements of the underlying debt
indenture. The trustees for the bond funds are U.S. Bank and California Asset Management
Program (CAMP). Bond funds with U.S. Bank are invested in federal agency and money market
mutual funds that consist exclusively of U.S. Treasury securities. Bond funds in CAMP are invested
in banker’s acceptance notes, certificates of deposit, commercial paper, federal agency
securities, and repurchase agreements. The most recent data on funds held by the fiscal agent is
as of June 30, 2025.
In January 2017, the City established a Public Agencies Post-Employment Benefits Trust Section
115 Irrevocable Trust (“Pension Trust”) administered by Public Agency Retirement Services
(PARS). This fund is governed by the City’s Retiree Benefit Funding Policy6 as opposed to the
Investment Policy; however, it is discussed in this report to present the full picture of the City’s
investments. It is the City’s intent to prefund pension costs and to address the Net Pension
Liabilities (NPL) as calculated by Governmental Accounting Standards Board Pronouncement No.
68 (GASB 68). PARS offers five portfolio types, each with different asset allocation models that
carry different levels of risk. In February 2023, the City Council revised the City’s portfolio
selection from “Moderately Conservative” to “Balanced”, shifting from the second most
conservative to a balanced portfolio that places more emphasis on growth of principal. Additional
information on the establishment of this trust can be found in City Council Staff Report ID # 75537.
Through June 30, 2025, principal investment contributions of $87.4 million made over time since
May 2017, have increased to $106.9 million and the net return for one and five years has been
12.6% and 6.1% respectively. Since inception, $23.5 million net earnings have been realized with
$1 million in administrative expenses.
FISCAL/RESOURCE IMPACT
This is an information report.
5 City Council, June 17, 2024, https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82899
6 Retiree Benefit Funding Policy, https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82218
7 City Council, January 23, 2017 Item #5, CMR 7553:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2017/7553.pdf
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STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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Book Value Market Value
City Investment Portfolio (see Attachment B)656,905,691$ 637,432,704$
Other Funds Held by the City
Cash with Wells Fargo Ban 729,642 729,642
Cash with US Ban 1,139,389 1,139,389
Total - Other Funds Held By City 1,869,031 1,869,031
Funds Under Management of Third Party Trustees *
Debt Service Proceeds
US Bank Trust Services **
2009 Water Revenue Bonds (Build America Bonds)
Debt Service and Reserve Funds 2,285,819 2,285,819
2011 Utility Revenue Refunding Bonds
Debt Service and Reserve Funds 593,472 593,472
2018 Capital Improvement (Golf Course & 2002B COP Refinance)
(Taxable- Green Bond) Certificates of Participatio
Debt Service Funds 268 268
2019 California Avenue Parking Garage Certificates of Participation
(Tax-Exempt and Taxable Bonds)
Debt Service and Reserve Funds 1,756 1,756
2021 Public Safety Building Certificates of Participation
Debt Service Funds 2,162 2,162
2022A & B General Obligation (Library) Bond
Cost of Issuance Funds 4,344 4,344
California Asset Management Program (CAMP) ***
2012 University Ave. Parking Refunding Bonds
Reserve Fund 3,126,189 3,126,189
Public Agencies Post-Employment Benefits Trust ****
Public Agency Retirement Services (PARS) 109,904,483 109,904,483
Total Under Trustee Management 115,918,493 115,918,493
GRAND TOTAL 774,693,215$ 755,220,228$
* These funds are subject to the requirements of the underlying debt indenture.
** U.S. Bank investments are in money market mutual funds that exclusively invest in U.S. Treasury securities.
*** CAMP investments are in money market mutual fund which invest in bankers acceptance, certificate of deposit,
commercial paper, federal agency securities, and repurchase agreements.
**** PARS investments are in moderately conservative index plus funds
Attachment A
Fourth Quarter, Fiscal Year 2024-25
(Unaudited)
Consolidated Report of Cash Management
City of Palo Alto Cash and Investments
Item D
Attachment A -
Consolidated Report of Cash
Management
Item D: Staff Report Pg. 9 Packet Pg. 418 of 461
City of Palo Alto City of Palo Alto
Administration Svcs. Dept.
250 Hamilton Ave., 4th FloorPalo Alto, CA 94301
(650)329-2362
June 30, 2025
Fund ALL - Portfolio Listings
Investments by Fund
Par Value Days To
Maturity
Maturity
Date
Current
RateMarket ValueCUSIPInvestment # Issuer
Purchase
Date Book Value YTM
360
YTM
365
LAIF & Fidelity Cash Accounts
Fidelity Investments158 12,156,958.80SYS158 14.19007/01/2023 12,156,958.80 4.132 4.19012,156,958.80
Local Agency Investment Fund159 72,582,359.19SYS159 14.27007/01/2023 72,669,335.36 4.211 4.27072,582,359.19
Subtotal and Average 84,739,317.99 84,739,317.99 84,826,294.16 4.200 4.259 1
Negotiable Certificates of Deposits
Achieve Federal Credit Union2831 NCD 249,000.0000453NAA9 02/17/2026 2314.65002/17/2023 249,732.06 4.589 4.653249,000.00
Alaska USA Federal CU2850 NCD 249,000.00011852AK6 03/22/2028 9954.85003/22/2023 254,512.86 4.789 4.855249,000.00
Alliant Credit Union2781 NCD 249,000.0001882MAB8 12/30/2027 9124.95012/30/2022 254,709.57 4.884 4.952249,000.00
Austin Telco Fed. Credit Union2732 NCD 249,000.00052392CC9 11/27/2026 5145.05011/28/2022 252,555.72 4.984 5.053249,000.00
American Express Centurion Bk2729 NCD 249,000.0002589AEG3 11/16/2027 8685.00011/16/2022 254,570.13 4.931 5.000249,000.00
Banner Capital Bank2453 NCD 249,000.0006654HAA6 11/28/2025 1500.45011/27/2020 245,083.23 0.493 0.500248,948.89
Bank of Wisconsin Dells2455 NCD 249,000.00065847EH4 07/28/2025 271.05011/23/2020 248,357.58 0.542 0.549249,090.90
Baxter Credit Union2730 NCD 249,000.0007181JAU8 11/23/2026 5105.00011/22/2022 252,391.38 4.940 5.009249,000.00
Beal Bank - Plano, TX2668 NCD 249,000.0007371AYT4 02/24/2027 6032.05003/02/2022 241,258.59 2.053 2.081248,876.25
Bippus State Bank3094 NCD 250,000.0009070LAY5 03/06/2030 1,7094.55003/13/2025 250,037.50 4.487 4.549250,000.00
BankUnited NA2474 NCD 249,000.00066519QC6 01/22/2026 2050.55001/22/2021 243,942.81 0.592 0.600248,930.11
BMO Harris Bank2480 NCD 249,000.0005600XBX7 10/27/2028 1,2141.00001/27/2021 225,723.48 1.019 1.034248,732.96
BMW Bank of North America2448 NCD 249,000.0005580AXU3 11/20/2025 1420.50011/20/2020 245,269.98 0.493 0.500249,000.00
BankFirst Norfolk3028 NCD 249,000.0006644QAF8 09/28/2029 1,5503.60009/30/2024 244,657.44 3.552 3.601249,000.00
Beal Bank USA - Las Vegas, NV2669 NCD 249,000.0007371CH69 02/24/2027 6032.05003/02/2022 241,258.59 2.053 2.081248,876.25
Encore Bank2343 NCD 249,000.0029260MBH7 05/21/2027 6891.15005/21/2020 236,193.93 1.134 1.150249,000.00
First Carolina Bank2389 NCD 248,000.0031944MBB0 08/20/2025 500.45008/20/2020 246,653.36 0.444 0.450248,000.00
Central Bank3093 NCD 225,000.00152577CT7 03/08/2030 1,7114.55003/13/2025 225,036.00 4.487 4.549225,000.00
Community Choice Credit Union3032 NCD 249,000.0020368QAD8 03/30/2026 2724.00009/30/2024 248,845.62 3.945 4.000249,000.00
CFG Bank3106 NCD 250,000.0012527CKK7 03/31/2031 2,0994.60003/31/2025 250,032.50250,000.00
Chambers State Bank3009 NCD 249,000.0015783QAE3 03/12/2029 1,3505.05003/12/2024 249,191.73 4.984 5.053249,000.00
CIBM Bank2904 NCD 249,000.0012545JBB0 05/17/2028 1,0515.00005/17/2023 249,146.91 4.937 5.006249,000.00
Cinfed Fed Credtit Union Bank2504 NCD 249,000.0017248MAC1 03/04/2027 6110.65003/04/2021 235,526.61 0.691 0.701248,791.69
Citizens National Bank3091 NCD 250,000.0018977NAE0 03/05/2030 1,7084.55003/13/2025 250,037.50 4.487 4.549250,000.00
Connexus Credit Union2643 NCD 249,000.0020825WAR1 12/23/2026 5401.25012/23/2021 239,186.91 1.273 1.291248,852.73
Commercial Bank of CAL3010 NCD 249,000.00201313CB7 09/08/2025 695.00003/06/2024 249,273.90 4.931 5.000249,000.00
Cornerstone Community FCU3033 NCD 249,000.0021923MAA9 10/01/2029 1,5534.25009/30/2024 247,331.70 4.193 4.251249,000.00
Capital One Bank USA NA2609 NCD 249,000.0014042RQB0 11/17/2026 5041.10011/17/2021 239,281.53 1.084 1.100249,000.00
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Attachment BItem D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 10 Packet Pg. 419 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 2
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Negotiable Certificates of Deposits
County Schools FCU2695 NCD 249,000.0022258JAB7 09/27/2027 8184.40009/30/2022 251,260.92 4.341 4.402249,000.00
Cental Valley Community Bank2945 NCD 249,000.0015568PAV8 01/29/2027 5774.90001/30/2024 249,141.93 4.836 4.904249,000.00
Country Club Bank2477 NCD 249,000.00222327AD0 01/29/2030 1,6731.10001/29/2021 218,343.12 1.154 1.170248,239.59
Decorah Bank Trust Company2690 NCD 249,000.00243594AR9 09/23/2027 8143.70009/23/2022 244,632.54 3.651 3.701249,000.00
Delta Natl Bank & TR2670 NCD 249,000.0024773RCR4 02/25/2027 6042.00003/09/2022 241,049.43 1.975 2.003249,000.00
Diversified Members CU3127 NCD 250,000.0025529LAE2 04/30/2030 1,7644.40004/30/2025 249,095.00 4.383 4.444249,516.98
Eaglemark Savings Bank2545 NCD 249,000.0027004PBV4 07/07/2026 3710.85007/07/2021 241,163.97 0.919 0.932248,797.64
Enterprise Bank2897 NCD 249,000.0029367RMN3 05/19/2028 1,0534.25005/19/2023 250,715.61 4.196 4.255249,000.00
Exchange State Bank3029 NCD 249,000.00301485AN8 09/06/2029 1,5284.60009/19/2024 249,044.82 4.561 4.625248,790.14
Farmers & Merchant State Bank2486 NCD 249,000.00308682BM4 02/12/2029 1,3221.00002/12/2021 223,639.35 1.037 1.052248,549.38
1st Financial Bank2390 NCD 248,000.0032022RNT0 08/19/2025 490.45008/19/2020 246,680.64 0.444 0.450248,000.00
Farmers Insurance Group CU2479 NCD 249,000.0030960QAK3 01/27/2026 2100.50001/27/2021 243,751.08 0.543 0.550248,928.41
First Guaranty Bank3069 NCD 250,000.00320437AP1 10/25/2027 8464.20010/25/2024 249,395.00 4.140 4.197250,000.00
First Oklahoma Bank2451 NCD 249,000.00335857CK2 11/30/2026 5170.65011/30/2020 237,513.63 0.691 0.701248,823.73
Farmers &Merchants Bank2644 NCD 249,000.00307811DM8 01/22/2030 1,6661.60001/14/2022 223,639.35 1.630 1.653248,433.67
First National Bank of America2465 NCD 249,000.0032110YRQ0 12/31/2026 5480.60012/31/2020 236,694.42 0.625 0.633248,875.44
Evolve Bank & Trust2951 NCD 249,000.00300498AV4 02/02/2026 2164.40002/02/2024 249,311.25 4.339 4.400249,000.00
First Southwest Bank3092 NCD 250,000.0033647BAG0 03/08/2030 1,7114.55003/13/2025 250,040.00 4.487 4.549250,000.00
First Technology Federal Credi3062 NCD 250,000.0033715LFZ8 10/25/2027 8464.00010/23/2024 250,115.00 3.949 4.003250,000.00
First Community Credit Union2554 NCD 249,000.0031986JAD3 02/26/2027 6050.85007/28/2021 236,497.71 0.892 0.905248,778.35
General Electric Credit Union2989 NCD 249,000.00369674CS3 03/01/2027 6084.60002/28/2024 251,450.16 4.537 4.600249,000.00
Gesa Credit Union2456 NCD 249,000.0037424PAC8 11/30/2027 8820.80011/30/2020 230,770.71 0.825 0.836248,785.19
Ally Bank3061 NCD 250,000.0002007G3R2 09/27/2027 8183.75010/15/2024 248,770.00 3.944 3.999248,670.84
Greenway Bank3108 NCD 250,000.00396916AC2 04/03/2028 1,0074.35004/03/2025 250,017.50 4.290 4.350250,000.00
Haddon Savings Bank2447 NCD 207,000.00404730DA8 10/20/2025 1110.35011/16/2020 204,453.90 0.491 0.498206,885.05
Bank Hapoalim BM2457 NCD 249,000.0006251A2Q2 12/15/2025 1670.50012/14/2020 244,677.36 0.543 0.550248,943.10
Healthcare Systems FCU2816 NCD 249,000.0042228LAM3 02/01/2027 5804.25001/30/2023 250,000.98 4.193 4.251249,000.00
Timberland Bank Hoquaim3020 NCD 249,000.0088709RBB4 03/28/2029 1,3665.10003/28/2024 249,136.95 5.033 5.103249,000.00
Inst. for Sav in Newburyport2556 NCD 249,000.0045780PAQ8 07/29/2026 3930.90007/29/2021 240,785.49 0.888 0.900249,000.00
Jonesboro State Bank2452 NCD 249,000.0048040PJL0 11/26/2027 8780.75011/27/2020 230,571.51 0.790 0.801248,700.52
JP Morgan Chase BAnk NA3087 NCD 250,000.0046657VNZ9 11/01/2029 1,5844.60011/01/2024 250,000.00 4.535 4.598250,000.00
Kennett Trust Bank3047 NCD 245,000.00489642CW6 10/04/2034 3,3824.30010/07/2024 240,830.10 4.277 4.337244,318.78
Ledyark National Bank2918 NCD 249,000.00523343AA9 12/29/2028 1,2774.05012/29/2023 256,216.02 3.994 4.050249,000.00
Legacy Bank & Trust Company2469 NCD 249,000.0052470QAN4 12/21/2028 1,2690.85012/30/2020 223,410.27 0.889 0.901248,566.11
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 11 Packet Pg. 420 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 3
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Negotiable Certificates of Deposits
Liberty First Credit Union2803 NCD 249,000.00530520AC9 01/27/2026 2104.50001/27/2023 249,423.30 4.442 4.503249,000.00
Live Oak Banking Company2599 NCD 249,000.00538036SS4 10/18/2027 8391.10010/18/2021 233,283.12 1.135 1.151248,713.95
Meritrust Federal Credit Union2672 NCD 249,000.0059001PAP4 03/10/2026 2520.55003/07/2022 243,509.55 1.904 1.930246,717.67
Merrick Bank2610 NCD 249,000.0059013KPS9 05/19/2026 3221.10011/19/2021 242,593.23 1.152 1.168248,853.51
Metropolitan Capital Bank2986 NCD 249,000.00591803CJ8 02/28/2028 9725.05002/26/2024 249,236.55 4.980 5.050249,000.00
Minwest Bank MV2478 NCD 249,000.0060425SJQ3 01/29/2029 1,3081.00001/28/2021 223,895.82 1.024 1.039248,665.73
Morgan Stanley Bank NA2815 NCD 249,000.0061690UY20 02/02/2026 2164.25002/02/2023 249,024.90 4.191 4.250249,000.00
Morgan Stanley Bank NA3118 NCD 250,000.0061768UU47 04/12/2030 1,7464.50004/14/2025 250,000.00 4.438 4.500250,000.00
Mutual Savings Assoc Bank2955 NCD 249,000.0062835RCA7 01/31/2029 1,3104.90001/31/2024 249,141.93 4.837 4.904249,000.00
Amerant Bank3060 NCD 250,000.0002357QCJ4 09/20/2027 8113.85010/15/2024 248,887.50 3.939 3.994249,242.06
Noble Federal Credit Union Bk3083 NCD 250,000.0065504UAF4 11/09/2026 4964.50011/08/2024 250,072.50 4.441 4.502250,000.00
Oak Bank2938 NCD 249,000.00671082CN3 01/19/2027 5674.80001/19/2024 249,104.58 4.738 4.804249,000.00
Pacific Western Bank2420 NCD 249,000.0069506YSA8 09/30/2025 910.45009/30/2020 246,514.98 0.443 0.450249,000.00
Pathfinder Bank2429 NCD 249,000.0070320KAR2 10/14/2025 1050.50010/13/2020 246,233.61 0.533 0.540248,971.38
Peoples Bank - Pratt KS3031 NCD 249,000.00710649AD6 09/20/2029 1,5424.55009/23/2024 249,017.43 4.509 4.572248,789.38
People's Bank2468 NCD 249,000.00710665GD6 12/31/2029 1,6440.90012/30/2020 216,766.95 0.967 0.981248,128.50
Ponce De Leon Federal Bank2686 NCD 249,000.00732329BD8 09/15/2027 8063.50009/15/2022 246,495.06 3.453 3.501249,000.00
Pentagon Fed Cred Union2565 NCD 249,000.0070962LAE2 09/01/2026 4270.85009/01/2021 239,998.65 0.889 0.901248,854.43
Pitney Bowes Bank, Inc.2873 NCD 249,000.00724468AC7 04/13/2028 1,0174.35004/14/2023 251,300.76 4.290 4.350249,000.00
People Bank / Coldwater OH2853 NCD 249,000.00710275AD0 03/30/2027 6374.80003/30/2023 252,448.65 4.735 4.800249,000.00
Pony Express Bank2488 NCD 249,000.00732770BJ0 02/25/2030 1,7001.00002/24/2021 217,083.18 1.055 1.070248,227.55
Premier Community Bank2895 NCD 249,000.0074048CAT9 06/14/2027 7134.90005/12/2023 249,196.71 4.838 4.905249,000.00
Public Service Credit Union2796 NCD 249,000.00744562AS8 01/20/2028 9334.75001/20/2023 249,059.76 4.687 4.752249,000.00
Rockland Federal Credit Union3035 NCD 240,000.0077357DAK4 12/26/2025 1784.50010/01/2024 240,254.40 4.356 4.416240,094.72
Rogue Credit Union2717 NCD 249,000.0077535MAC7 11/10/2025 1324.90011/09/2022 249,169.32 4.868 4.935248,970.04
State Bank of India2403 NCD 249,000.00856285UJ8 09/04/2025 650.50009/04/2020 247,237.08 0.493 0.500249,000.00
Southern Bank2882 NCD 249,000.0084229LBV3 04/28/2028 1,0324.00004/28/2023 248,940.24 3.945 4.000249,000.00
Select Bank Forest VA2857 NCD 249,000.0081618LAE7 03/31/2028 1,0045.40003/31/2023 249,171.81 5.332 5.406249,000.00
Sharonview Fed Credit Union2718 NCD 249,000.00819866BR4 10/31/2025 1225.00010/31/2022 249,129.48 4.966 5.035248,972.28
Signature Federal Credit Union2804 NCD 249,000.0082671DAB3 01/31/2028 9444.40001/31/2023 251,517.39 4.341 4.401249,000.00
Skyla Federal Credit Union3042 NCD 250,000.0083086XAA8 10/08/2025 994.15010/08/2024 249,745.00 4.093 4.150250,000.00
Sunwest Bank2491 NCD 249,000.0086804DCQ9 02/17/2028 9610.80002/17/2021 229,202.01 0.861 0.873248,531.91
SPCO Credit Union2827 NCD 249,000.0078472EAC8 02/28/2028 9724.35002/27/2023 251,285.82 4.290 4.349249,000.00
Sherwin Williams Emp CU3082 NCD 250,000.0082436LAA3 11/06/2025 1284.30011/06/2024 249,850.00 4.246 4.305250,000.00
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 12 Packet Pg. 421 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 4
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Negotiable Certificates of Deposits
Synchrony Bank2563 NCD 249,000.0087165FZN7 08/20/2026 4150.90008/20/2021 240,402.03 0.887 0.900249,000.00
Tab Bank Inc.3039 NCD 250,000.0089388CJK5 04/13/2026 2863.70010/11/2024 249,277.50 3.652 3.703250,000.00
Texas Bank Henderson2464 NCD 249,000.00882214AA7 12/23/2025 1750.45012/23/2020 244,433.34 0.483 0.490248,952.27
Truist Bank3107 NCD 250,000.00897926BE0 03/28/2030 1,7314.45003/28/2025 249,542.50 4.389 4.450250,000.00
Toyota Financial Savings Bank2551 NCD 249,000.0089235MLC3 07/15/2026 3790.95007/15/2021 241,251.12 0.936 0.950249,000.00
UBS Financial Services, Inc.2992 NCD 249,000.0090355GLE4 03/01/2027 6084.60002/28/2024 251,470.08 4.540 4.603249,000.00
Ufirst Federal Credit Union2832 NCD 249,000.00902684AB5 08/25/2025 554.85002/24/2023 249,211.65 4.787 4.854249,000.00
Greenstate Credit Union2552 NCD 249,000.0039573LBM9 07/21/2026 3850.95007/21/2021 241,094.25 0.937 0.950249,000.00
USF Federal Credit Union2546 NCD 249,000.0090353EAR4 07/15/2031 2,2051.75007/15/2021 217,177.80 1.801 1.826247,947.61
Finwise Bank3013 NCD 249,000.0031810PCF4 03/22/2029 1,3605.10003/22/2024 249,109.56 5.033 5.103249,000.00
Webster Five Cents Savings3030 NCD 250,000.0094789PCJ1 08/30/2029 1,5214.55009/19/2024 250,027.50 4.533 4.596249,578.90
Western State Bank2342 NCD 248,000.0095960NKE6 11/13/2025 1351.05005/13/2020 244,944.64 1.035 1.050248,000.00
Wyoming Bank & Trust2446 NCD 249,000.0098321PAJ9 11/28/2025 1500.50011/27/2020 245,135.52 0.515 0.522248,969.33
Wings Financial Credit Union3043 NCD 250,000.0097412MAG4 04/10/2026 2834.00010/10/2024 249,732.50 3.945 4.000250,000.00
Workers Fed Credit Union3052 NCD 250,000.0098138MCU2 04/21/2028 1,0254.10010/21/2024 250,700.00 4.100 4.156250,000.00
West Town Bank and Trust2855 NCD 249,000.00956310BM7 03/28/2028 1,0015.45003/28/2023 249,216.63 5.381 5.456249,000.00
Subtotal and Average 27,810,883.92 27,826,000.00 27,323,132.73 2.980 3.022 808
Corporate Medium Term Bonds
Apple, Inc.2489 MTN 700,000.00037833EB2 02/08/2026 2220.70002/08/2021 685,146.00 0.684 0.694700,024.27
Apple, Inc.2667 MTN 750,000.00037833CJ7 02/09/2027 5883.35002/23/2022 742,312.50 2.115 2.145763,042.69
Apple, Inc.3027 MTN 1,000,000.00037833DP2 09/11/2029 1,5332.20009/19/2024 928,410.00 3.600 3.650944,839.75
Apple, Inc.3068 MTN 1,000,000.00037833DP2 09/11/2029 1,5332.20010/18/2024 928,410.00 3.996 4.052930,152.86
Apple, Inc.3090 MTN 1,000,000.00037833EC0 02/08/2028 9521.20003/13/2025 932,610.00 4.108 4.165927,998.95
Apple, Inc.3129 MTN 550,000.00037833CJ7 02/09/2027 5883.35005/01/2025 544,362.50 3.693 3.744546,636.64
Alphabet (Google) Inc.2507 MTN 200,000.0002079KAH0 08/15/2025 450.45003/01/2021 199,018.00 0.668 0.678199,945.19
Alphabet (Google) Inc.2675 MTN 1,000,000.0002079KAC1 08/15/2026 4101.99803/14/2022 978,370.00 2.197 2.228997,552.13
Alphabet (Google) Inc.2689 MTN 1,000,000.0002079KAJ6 08/15/2027 7750.80009/14/2022 938,940.00 3.442 3.489947,957.23
Alphabet (Google) Inc.2837 MTN 2,800,000.0002079KAJ6 08/15/2027 7750.80002/15/2023 2,629,032.00 3.964 4.0202,626,553.14
Johnson & Johnson2466 MTN 2,000,000.00478160CN2 09/01/2025 620.55012/23/2020 1,987,080.00 0.479 0.4862,000,210.19
Johnson & Johnson2508 MTN 2,000,000.00478160BY9 03/01/2026 2432.45003/01/2021 1,975,160.00 0.812 0.8232,020,164.24
Johnson & Johnson2509 MTN 1,000,000.00478160BY9 03/01/2026 2432.45003/01/2021 987,580.00 0.812 0.8241,010,079.53
Andrew W Mellon Foundation2976 MTN 1,000,000.0003444RAB4 08/01/2027 7610.94702/14/2024 939,190.00 4.389 4.450933,047.31
Andrew W Mellon Foundation3038 MTN 1,000,000.0003444RAB4 08/01/2027 7610.94710/01/2024 939,190.00 3.668 3.719945,654.41
Andrew W Mellon Foundation3044 MTN 870,000.0003444RAB4 08/01/2027 7610.94710/04/2024 817,095.30 3.765 3.817821,110.62
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 13 Packet Pg. 422 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 5
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Corporate Medium Term Bonds
Andrew W Mellon Foundation3067 MTN 1,000,000.0003444RAB4 08/01/2027 7610.94710/18/2024 939,190.00 3.970 4.026939,880.36
Microsoft Corporation2450 MTN 2,920,000.00594918BJ2 11/03/2025 1253.12511/18/2020 2,907,327.20 0.572 0.5802,943,557.74
Microsoft Corporation2506 MTN 180,000.00594918BJ2 11/03/2025 1253.12503/01/2021 179,218.80 0.753 0.763181,338.06
Microsoft Corporation3104 MTN 1,900,000.00594918BY9 02/06/2027 5853.30003/27/2025 1,880,582.00 4.051 4.1081,876,565.96
Stanford University2648 MTN 1,500,000.0085440KAC8 06/01/2027 7001.28901/07/2022 1,429,545.00 1.479 1.5001,494,191.76
Stanford University2658 MTN 500,000.0085440KAC8 06/01/2027 7001.28902/01/2022 476,515.00 1.849 1.875494,678.31
Stanford University2709 MTN 1,530,000.0085440KAC8 06/01/2027 7001.28910/19/2022 1,458,135.90 4.487 4.5501,444,608.17
Stanford University2761 MTN 450,000.0085440KAC8 06/01/2027 7001.28912/12/2022 428,863.50 4.142 4.200427,323.34
Stanford University2969 MTN 1,000,000.0085440KAC8 06/01/2027 7001.28902/12/2024 953,030.00 4.364 4.424944,637.51
University of Chicago3080 MTN 1,500,000.0091412NBH2 04/01/2029 1,3704.94710/25/2024 1,528,995.00 4.241 4.3001,532,734.96
University of Chicago3085 MTN 1,500,000.0091412NBH2 04/01/2029 1,3704.94710/28/2024 1,528,995.00 4.306 4.3661,529,364.41
Subtotal and Average 31,123,849.73 31,850,000.00 30,862,303.70 2.791 2.830 660
Federal Agency Bonds
Federal Agricultural Mortgage1580 474,000.0031315PEM7 08/04/2025 344.35004/08/2016 473,914.68 2.296 2.328474,785.50
Federal Agricultural Mortgage1710 1,500,000.0031315PRA9 02/03/2026 2174.81010/18/2016 1,504,500.00 2.131 2.1601,521,095.43
Federal Agricultural Mortgage2098 550,000.0031315PEM7 08/04/2025 344.35009/09/2019 549,901.00 1.659 1.683551,274.76
Federal Agricultural Mortgage2301 1,569,000.0031315PB99 11/19/2027 8712.85003/11/2020 1,532,442.30 1.050 1.0641,632,928.54
Federal Agricultural Mortgage2340 Call 2,000,000.0031422BZS2 05/13/2030 1,7771.50005/13/2020 1,779,460.00 1.479 1.5002,000,000.00
Federal Agricultural Mortgage2366 Call 1,750,000.0031422BF54 06/24/2030 1,8191.40006/24/2020 1,541,925.00 1.380 1.4001,750,000.00
Federal Agricultural Mortgage2367 Call 2,000,000.0031422BF54 06/24/2030 1,8191.40006/24/2020 1,762,200.00 1.380 1.4002,000,000.00
Federal Agricultural Mortgage2381 Call 1,500,000.0031422BH78 07/08/2030 1,8331.40007/08/2020 1,319,070.00 1.380 1.4001,500,000.00
Federal Agricultural Mortgage2425 Call 2,000,000.0031422BX54 09/27/2030 1,9141.30010/08/2020 1,746,920.00 1.286 1.3042,000,000.00
Federal Agricultural Mortgage2435 Call 2,000,000.0031422BZ45 10/21/2030 1,9381.28010/21/2020 1,741,200.00 1.262 1.2802,000,000.00
Federal Agricultural Mortgage2439 Call 2,000,000.0031422B2E9 10/29/2030 1,9461.34010/29/2020 1,745,920.00 1.321 1.3402,000,000.00
Federal Agricultural Mortgage2449 1,500,000.0031422B3D0 11/20/2030 1,9681.15011/20/2020 1,293,600.00 1.134 1.1501,500,000.00
Federal Agricultural Mortgage2458 Call 1,500,000.0031422B4A5 12/11/2030 1,9891.30012/11/2020 1,302,690.00 1.282 1.3001,500,000.00
Federal Agricultural Mortgage2459 Call 2,000,000.0031422B3W8 12/16/2030 1,9941.45012/16/2020 1,750,860.00 1.430 1.4502,000,000.00
Federal Agricultural Mortgage2461 1,000,000.0031422B3D0 11/20/2030 1,9681.15012/09/2020 862,400.00 1.144 1.160999,458.53
Federal Agricultural Mortgage2471 1,500,000.0031422B6K1 01/15/2026 1980.48001/15/2021 1,469,625.00 0.493 0.5001,499,838.33
Federal Agricultural Mortgage2473 Call 1,500,000.0031422B6A3 01/15/2031 2,0241.29001/15/2021 1,295,700.00 1.319 1.3381,496,261.25
Federal Agricultural Mortgage2484 Call 1,000,000.0031422B7E4 01/28/2031 2,0371.32001/28/2021 864,490.00 1.301 1.3201,000,000.00
Federal Agricultural Mortgage2496 Call 1,500,000.0031422XAW2 02/25/2031 2,0651.53002/25/2021 1,313,115.00 1.509 1.5301,500,000.00
Federal Agricultural Mortgage2513 1,000,000.0031422XCB6 03/04/2031 2,0721.47003/04/2021 870,590.00 1.581 1.602993,053.80
Federal Agricultural Mortgage2519 1,500,000.0031422XDX7 03/27/2026 2690.83003/29/2021 1,461,857.02 0.828 0.8401,499,889.04
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 14 Packet Pg. 423 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 6
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Federal Agency Bonds
Federal Agricultural Mortgage2524 1,500,000.0031422XDX7 03/27/2026 2690.83003/31/2021 1,461,857.02 0.913 0.9261,498,955.85
Federal Agricultural Mortgage2527 Call 1,500,000.0031422XEE8 04/07/2031 2,1062.07004/07/2021 1,339,980.00 2.074 2.1031,497,630.00
Federal Agricultural Mortgage2529 2,000,000.0031422XEL2 04/13/2028 1,0171.37504/15/2021 1,872,000.00 1.311 1.3302,002,379.65
Federal Agricultural Mortgage2530 1,500,000.0031422XFJ6 04/29/2031 2,1281.66004/29/2021 1,318,350.00 1.627 1.6501,500,786.75
Federal Agricultural Mortgage2533 1,500,000.0031422XDX7 03/27/2026 2690.83005/20/2021 1,461,857.02 0.864 0.8761,499,501.42
Federal Agricultural Mortgage2540 255,000.0031422XDX7 03/27/2026 2690.83006/08/2021 248,515.69 0.820 0.831254,996.78
Federal Agricultural Mortgage2593 1,000,000.0031422XNM0 10/05/2026 4611.05010/05/2021 964,400.00 1.035 1.0501,000,000.00
Federal Agricultural Mortgage2621 1,000,000.0031422XPS5 11/17/2026 5041.15011/17/2021 962,740.00 1.272 1.290998,131.73
Federal Agricultural Mortgage2625 1,000,000.0031422XQM7 12/01/2026 5181.32012/01/2021 964,100.00 1.301 1.3201,000,000.00
Federal Agricultural Mortgage2634 1,500,000.0031422XRK0 01/04/2027 5521.32001/04/2022 1,443,045.00 1.301 1.3201,500,000.00
Federal Agricultural Mortgage2640 Call 1,500,000.0031422XRY0 12/29/2031 2,3722.15012/29/2021 1,328,670.00 2.120 2.1501,500,000.00
Federal Farm Credit Bank .2314 1,000,000.003133EAG44 08/03/2026 3982.63003/13/2020 986,210.00 1.089 1.1041,015,993.60
Federal Farm Credit Bank .2371 Call 1,500,000.003133ELQ31 07/01/2030 1,8261.33007/01/2020 1,323,375.00 1.311 1.3301,500,000.00
Federal Farm Credit Bank .2372 Call 1,500,000.003133ELQ31 07/01/2030 1,8261.33007/01/2020 1,323,375.00 1.311 1.3301,500,000.00
Federal Farm Credit Bank .2391 Call 1,500,000.003133EL3H5 08/12/2025 420.57008/12/2020 1,493,340.00 0.587 0.5951,499,957.29
Federal Farm Credit Bank .2406 Call 1,500,000.003133EL4W1 08/25/2025 550.61009/03/2020 1,491,540.00 0.611 0.6201,499,977.40
Federal Farm Credit Bank .2408 Call 1,500,000.003133EL4W1 08/25/2025 550.61009/10/2020 1,491,540.00 0.611 0.6201,499,977.31
Federal Farm Credit Bank .2416 Call 1,500,000.003133EL7K4 09/16/2025 770.55009/22/2020 1,487,850.00 0.542 0.5491,500,000.00
Federal Farm Credit Bank .2417 Call 1,500,000.003133EMBH4 09/29/2025 900.53009/29/2020 1,486,500.00 0.522 0.5301,500,000.00
Federal Farm Credit Bank .2423 Call 1,500,000.003133EMBJ0 09/29/2025 900.53009/29/2020 1,485,615.00 0.537 0.5451,499,945.00
Federal Farm Credit Bank .2427 Call 2,000,000.003133EMAZ5 06/24/2030 1,8191.25010/01/2020 1,748,820.00 1.246 1.2631,998,720.38
Federal Farm Credit Bank .2442 Call 1,500,000.003133EMFG2 11/04/2030 1,9521.37011/04/2020 1,311,135.00 1.351 1.3701,500,000.00
Federal Farm Credit Bank .2443 Call 1,500,000.003133EMFG2 11/04/2030 1,9521.37011/04/2020 1,311,135.00 1.351 1.3701,500,000.00
Federal Farm Credit Bank .2472 Call 1,500,000.003133EMNB4 01/14/2031 2,0231.38001/14/2021 1,302,420.00 1.361 1.3801,500,000.00
Federal Farm Credit Bank .2525 Call 1,500,000.003133EMRE4 02/18/2031 2,0581.42004/01/2021 1,302,630.00 1.834 1.8591,466,192.92
Federal Farm Credit Bank .2538 Call 1,000,000.003133EMUG5 03/24/2031 2,0921.98005/27/2021 891,730.00 1.887 1.9131,003,435.42
Federal Farm Credit Bank .3037 1,330,000.003133EMZF2 05/17/2034 3,2421.91010/01/2024 1,081,742.20 3.991 4.0461,122,739.49
Federal Farm Credit Bank .3040 Call 1,000,000.003133ERVD0 04/01/2033 2,8315.10010/02/2024 1,000,090.00 5.030 5.0991,000,000.00
Federal Farm Credit Bank .3041 824,000.003133EPGG4 04/20/2033 2,8504.00010/03/2024 810,305.12 3.946 4.001823,924.78
Federal Farm Credit Bank .3045 1,000,000.003133EPDZ5 03/23/2033 2,8224.00010/04/2024 972,270.00 3.985 4.041997,326.58
Federal Farm Credit Bank .3057 1,000,000.003133ENVE7 04/25/2034 3,2203.40010/11/2024 919,810.00 4.290 4.350932,018.72
Federal Farm Credit Bank .3097 Call 1,500,000.003133ER5R8 03/03/2034 3,1675.25003/13/2025 1,500,015.00 5.176 5.2481,500,000.00
Federal Farm Credit Bank .3099 1,620,000.003133EN7L8 02/01/2035 3,5024.12503/20/2025 1,565,746.20 4.386 4.4461,579,817.75
Federal Farm Credit Bank .3105 1,500,000.003133EPGG4 04/20/2033 2,8504.00003/27/2025 1,475,070.00 4.378 4.4391,457,166.86
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 15 Packet Pg. 424 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 7
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Federal Agency Bonds
Federal Farm Credit Bank .3113 Call 1,985,000.003133ETAF4 03/19/2031 2,0874.90003/27/2025 1,992,404.05 4.851 4.9191,983,101.71
Federal Farm Credit Bank .3115 1,000,000.003133ETBB2 03/27/2035 3,5564.37504/03/2025 984,570.00 4.333 4.394998,507.46
Federal Farm Credit Bank .3119 Call 1,500,000.003133ER4B4 08/19/2032 2,6065.33004/03/2025 1,499,415.00 5.255 5.3281,500,000.00
Federal Farm Credit Bank .3124 Call 1,500,000.003133ETBS5 04/03/2034 3,1985.45004/17/2025 1,499,460.00 5.375 5.4501,500,000.00
Federal Home Loan Bank2347 Call 1,500,000.003130AJMF3 11/28/2028 1,2461.32005/28/2020 1,378,485.00 1.301 1.3201,500,000.00
Federal Home Loan Bank2358 Call 1,000,000.003130AJP78 06/11/2029 1,4411.40006/11/2020 908,600.00 1.380 1.4001,000,000.00
Federal Home Loan Bank2361 Call 1,000,000.003130AJP78 06/11/2029 1,4411.40006/11/2020 908,600.00 1.427 1.447998,246.91
Federal Home Loan Bank2368 Call 900,000.003130AJR76 06/29/2029 1,4591.25006/29/2020 811,584.00 1.232 1.250900,000.00
Federal Home Loan Bank2369 Call 1,500,000.003130AJRG6 06/24/2030 1,8191.36006/24/2020 1,320,960.00 1.341 1.3601,500,000.00
Federal Home Loan Bank2375 Call 1,500,000.003130AJSR1 07/09/2030 1,8341.39007/09/2020 1,321,290.00 1.370 1.3901,500,000.00
Federal Home Loan Bank2377 Call 1,500,000.003130AJSR1 07/09/2030 1,8341.39007/09/2020 1,321,290.00 1.370 1.3901,500,000.00
Federal Home Loan Bank2384 Call 1,500,000.003130AJSR1 07/09/2030 1,8341.39007/09/2020 1,321,290.00 1.382 1.4011,499,171.33
Federal Home Loan Bank2395 Call 1,500,000.003130AJZ36 08/27/2025 570.60008/27/2020 1,491,045.00 0.611 0.6201,499,953.33
Federal Home Loan Bank2399 Call 1,500,000.003130AJZ36 08/27/2025 570.60008/27/2020 1,491,045.00 0.611 0.6201,499,953.33
Federal Home Loan Bank2405 Call 1,500,000.003130AK3Z7 09/29/2025 900.57009/29/2020 1,485,705.00 0.582 0.5901,499,926.67
Federal Home Loan Bank2411 Call 1,180,000.003130AJZ36 08/27/2025 570.60009/16/2020 1,172,955.40 0.591 0.5991,180,000.00
Federal Home Loan Bank2419 1,500,000.003130AKAZ91 09/29/2025 900.52009/29/2020 1,485,525.00 0.512 0.5201,500,000.00
Federal Home Loan Bank2445 Call 1,200,000.003130AJQS1 06/25/2030 1,8201.35011/04/2020 1,056,156.00 1.334 1.3531,199,801.53
Federal Home Loan Bank2475 Call 1,500,000.003130AKQN9 01/09/2031 2,0181.40001/28/2021 1,300,710.00 1.380 1.4001,500,000.00
Federal Home Loan Bank2476 Call 1,500,000.003130AKQV1 01/28/2031 2,0371.40001/28/2021 1,298,505.00 1.380 1.4001,500,000.00
Federal Home Loan Bank2485 Call 1,500,000.003130AKVH6 02/10/2031 2,0501.35002/10/2021 1,293,255.00 1.331 1.3501,500,000.00
Federal Home Loan Bank2490 Call 2,000,000.003130AKYB6 02/18/2031 2,0581.40002/18/2021 1,727,520.00 1.380 1.4002,000,000.00
Federal Home Loan Bank2494 Call 1,500,000.003130AL2J2 02/26/2031 2,0661.50002/26/2021 1,302,480.00 1.479 1.5001,500,000.00
Federal Home Loan Bank2500 Call 1,500,000.003130ALF66 02/25/2031 2,0651.62502/25/2021 1,311,810.00 1.602 1.6251,500,000.00
Federal Home Loan Bank2520 Call 1,925,000.003130ALF33 03/16/2026 2580.75003/25/2021 1,878,665.25 0.853 0.8651,923,465.16
Federal Home Loan Bank2607 Call 1,000,000.003130APPJ8 11/04/2031 2,3172.00011/04/2021 876,130.00 1.972 2.0001,000,000.00
Federal Home Loan Bank2613 Call 1,000,000.003130APV77 12/10/2026 5271.50012/10/2021 965,470.00 1.479 1.5001,000,000.00
Federal Home Loan Bank2616 Call 1,000,000.003130APW84 12/03/2026 5201.50012/03/2021 965,640.00 1.479 1.5001,000,000.00
Federal Home Loan Bank2618 Call 1,000,000.003130APXD2 12/17/2026 5341.55012/17/2021 965,570.00 1.528 1.5501,000,000.00
Federal Home Loan Bank2619 Call 1,000,000.003130APWY7 12/07/2026 5241.35012/07/2021 963,370.00 1.331 1.3501,000,000.00
Federal Home Loan Bank2620 Call 1,000,000.003130APXT7 12/17/2026 5341.60012/17/2021 967,120.00 1.578 1.6001,000,000.00
Federal Home Loan Bank2659 Call 1,000,000.003130AQSM6 02/25/2027 6042.05002/25/2022 969,640.00 2.021 2.0501,000,000.00
Federal Home Loan Bank2662 Call 1,000,000.003130AQX65 03/04/2027 6112.25003/04/2022 972,620.00 2.219 2.2501,000,000.00
Federal Home Loan Bank2663 Call 1,000,000.003130AQYA5 02/24/2027 6032.25002/28/2022 972,770.00 2.219 2.2501,000,000.00
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 16 Packet Pg. 425 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 8
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Federal Agency Bonds
Federal Home Loan Bank2664 Call 1,500,000.003130AQYG2 02/25/2027 6042.50002/28/2022 1,464,780.00 2.470 2.5041,500,000.00
Federal Home Loan Bank2665 Call 1,000,000.003130AQZD8 02/25/2027 6042.62502/25/2022 978,370.00 2.589 2.6251,000,000.00
Federal Home Loan Bank2802 Call 1,500,000.003130AULM4 01/26/2033 2,7665.62001/26/2023 1,500,210.00 5.543 5.6201,500,000.00
Federal Home Loan Bank2988 610,000.003130ATS57 03/10/2028 9834.50002/21/2024 622,010.90 4.223 4.282613,241.07
Federal Home Loan Bank3025 Call 1,000,000.003130B2RP2 09/25/2034 3,3735.25009/25/2024 999,590.00 5.178 5.2501,000,000.00
Federal Home Loan Bank3036 1,000,000.003130AWGR5 06/12/2026 3464.37510/01/2024 1,002,820.00 3.580 3.6301,006,753.03
Federal Home Loan Bank3046 1,000,000.003130B0X87 03/10/2034 3,1744.75010/07/2024 1,022,380.00 4.138 4.1961,039,377.63
Federal Home Loan Bank3048 Call 1,500,000.003130B32V4 10/07/2031 2,2894.25010/08/2024 1,484,895.00 4.191 4.2491,500,000.00
Federal Home Loan Bank3051 Call 1,000,000.003130B3AN3 10/25/2034 3,4035.50010/25/2024 1,000,090.00 5.424 5.5001,000,000.00
Federal Home Loan Bank3058 1,000,000.003130AWV23 09/09/2033 2,9924.50010/11/2024 1,006,490.00 4.244 4.3031,013,232.92
Federal Home Loan Bank3063 1,000,000.003130B0X87 03/10/2034 3,1744.75010/17/2024 1,022,380.00 4.173 4.2311,036,858.01
Federal Home Loan Bank3077 1,000,000.003130B0X87 03/10/2034 3,1744.75010/24/2024 1,022,380.00 4.399 4.4611,020,297.72
Federal Home Loan Bank3081 Call 1,500,000.003130B3FV0 11/06/2034 3,4155.48011/06/2024 1,495,455.00 5.404 5.4801,500,000.00
Federal Home Loan Bank3086 Call 2,000,000.003130B3D75 10/17/2034 3,3955.00010/28/2024 1,967,880.00 4.931 4.9992,000,000.00
Federal Home Loan Bank3088 Call 800,000.003130B3HR7 11/04/2031 2,3175.30011/04/2024 800,016.00 5.227 5.300800,000.00
Federal Home Loan Bank3111 Call 1,500,000.003130B44G3 12/27/2034 3,4665.60003/27/2025 1,499,835.00 5.446 5.5221,500,000.00
Federal Home Loan Bank3123 Call 1,500,000.003130B5SR0 04/11/2035 3,5715.44004/11/2025 1,499,325.00 5.365 5.4401,500,000.00
Federal Home Loan Bank3128 1,660,000.003130AV5P3 03/08/2030 1,7114.37505/01/2025 1,699,574.40 3.706 3.7571,703,440.97
Fed. Home Loan Mortgage Corp.2345 Call 455,000.003134GVUA4 05/18/2028 1,0521.20005/18/2020 422,672.25 1.183 1.200455,000.00
Fed. Home Loan Mortgage Corp.2370 Call 1,500,000.003134GV3B2 06/28/2030 1,8231.40006/30/2020 1,319,955.00 1.380 1.4001,500,000.00
Fed. Home Loan Mortgage Corp.2373 Call 1,500,000.003134GV3U0 06/29/2029 1,4591.25006/29/2020 1,353,570.00 1.232 1.2501,500,000.00
Fed. Home Loan Mortgage Corp.2379 Call 1,500,000.003134GV4E5 12/29/2028 1,2771.20007/01/2020 1,372,725.00 1.183 1.1991,500,000.00
Fed. Home Loan Mortgage Corp.2380 Call 1,500,000.003134GV5D6 01/08/2029 1,2871.20007/08/2020 1,367,190.00 1.183 1.2001,500,000.00
Fed. Home Loan Mortgage Corp.2382 Call 1,500,000.003134GV5A2 07/15/2030 1,8401.37507/15/2020 1,316,730.00 1.356 1.3751,500,000.00
Fed. Home Loan Mortgage Corp.2386 Call 1,500,000.003134GV7L6 07/29/2030 1,8541.35007/29/2020 1,315,005.00 1.331 1.3501,500,000.00
Fed. Home Loan Mortgage Corp.2387 Call 1,500,000.003134GV7L6 07/29/2030 1,8541.35007/29/2020 1,315,005.00 1.331 1.3501,500,000.00
Fed. Home Loan Mortgage Corp.2396 Call 1,000,000.003134GWNC6 08/19/2025 490.62508/20/2020 994,930.00 0.616 0.6251,000,000.00
Fed. Home Loan Mortgage Corp.2400 Call 1,500,000.003134GWC53 09/15/2025 760.65009/15/2020 1,488,375.00 0.641 0.6501,500,000.00
Fed. Home Loan Mortgage Corp.2404 Call 1,447,000.003134GWA55 09/09/2025 700.65009/09/2020 1,436,653.95 0.641 0.6501,447,000.00
Fed. Home Loan Mortgage Corp.2407 Call 1,500,000.003134GWD52 09/02/2025 630.68009/04/2020 1,490,415.00 0.670 0.6791,500,000.00
Fed. Home Loan Mortgage Corp.2409 Call 1,500,000.003134GWP75 09/23/2025 840.62509/23/2020 1,487,085.00 0.616 0.6251,500,000.00
Fed. Home Loan Mortgage Corp.2410 Call 1,000,000.003134GWP75 09/23/2025 840.62509/23/2020 991,390.00 0.616 0.6251,000,000.00
Fed. Home Loan Mortgage Corp.2418 1,500,000.003134GWVV5 10/15/2025 1060.50010/15/2020 1,483,185.00 0.493 0.5001,500,000.00
Fed. Home Loan Mortgage Corp.2421 Call 2,000,000.003134GWW93 09/30/2025 910.55009/30/2020 1,981,340.00 0.542 0.5502,000,000.00
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 17 Packet Pg. 426 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 9
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Federal Agency Bonds
Fed. Home Loan Mortgage Corp.2422 Call 1,500,000.003134GWW93 09/30/2025 910.55009/30/2020 1,486,005.00 0.542 0.5501,500,000.00
Fed. Home Loan Mortgage Corp.2424 Call 1,500,000.003134GWXK7 09/30/2025 910.55009/30/2020 1,485,720.00 0.542 0.5501,500,000.00
Fed. Home Loan Mortgage Corp.2426 Call 1,500,000.003134GWXX9 10/15/2025 1060.55010/15/2020 1,483,365.00 0.542 0.5501,500,000.00
Fed. Home Loan Mortgage Corp.2428 Call 1,500,000.003134GWY26 10/08/2025 990.57010/08/2020 1,484,505.00 0.562 0.5701,500,000.00
Fed. Home Loan Mortgage Corp.2430 Call 1,500,000.003134GWYZ3 10/28/2025 1190.53010/28/2020 1,481,415.00 0.522 0.5301,500,000.00
Fed. Home Loan Mortgage Corp.2431 Call 1,500,000.003134GWZ33 10/22/2030 1,9391.25010/22/2020 1,303,695.00 1.232 1.2501,500,000.00
Fed. Home Loan Mortgage Corp.2432 Call 1,500,000.003134GWZL3 10/29/2025 1200.57010/29/2020 1,481,325.00 0.562 0.5701,500,000.00
Fed. Home Loan Mortgage Corp.2433 Call 2,000,000.003134GW3T1 10/28/2030 1,9451.40010/28/2020 1,751,720.00 1.380 1.4002,000,000.00
Fed. Home Loan Mortgage Corp.2434 Call 1,500,000.003134GW3H7 10/29/2025 1200.61010/29/2020 1,482,030.00 0.601 0.6101,500,000.00
Fed. Home Loan Mortgage Corp.2436 Call 2,000,000.003134GWZZ2 10/28/2030 1,9451.30010/28/2020 1,742,240.00 1.282 1.3002,000,000.00
Fed. Home Loan Mortgage Corp.2437 Call 750,000.003134GW3Z7 10/28/2025 1190.60010/28/2020 740,872.50 0.591 0.600750,000.00
Fed. Home Loan Mortgage Corp.2438 Call 1,500,000.003134GW3X2 10/27/2025 1180.62510/27/2020 1,482,000.00 0.616 0.6251,500,000.00
Fed. Home Loan Mortgage Corp.2440 Call 1,500,000.003134GW6N1 11/05/2030 1,9531.40011/05/2020 1,313,175.00 1.380 1.4001,500,000.00
Fed. Home Loan Mortgage Corp.2444 Call 1,500,000.003134GW6N1 11/05/2030 1,9531.40011/05/2020 1,313,175.00 1.380 1.4001,500,000.00
Federal National Mortgage Asso1715 500,000.0031364CCC0 04/30/2026 3037.12511/10/2016 511,775.00 2.367 2.400517,457.75
Federal National Mortgage Asso2392 Call 1,000,000.003136G4R62 08/28/2025 580.62508/28/2020 994,000.00 0.616 0.6251,000,000.00
Federal National Mortgage Asso2393 Call 1,000,000.003136G4S87 08/27/2025 570.65008/27/2020 994,150.00 0.641 0.6501,000,000.00
Federal National Mortgage Asso2394 Call 1,500,000.003136G4Q97 08/27/2025 570.65008/27/2020 1,491,210.00 0.641 0.6501,500,000.00
Federal National Mortgage Asso2397 Call 1,500,000.003136G4V59 08/27/2025 570.62508/27/2020 1,491,180.00 0.616 0.6251,500,000.00
Federal National Mortgage Asso2412 Call 1,500,000.003136G44G5 09/22/2025 830.51509/22/2020 1,486,875.00 0.507 0.5151,500,000.00
Federal National Mortgage Asso2413 Call 1,500,000.003136G43L5 09/30/2025 910.55009/30/2020 1,485,240.00 0.542 0.5501,500,000.00
Federal National Mortgage Asso2415 Call 1,500,000.003136G44L4 09/25/2025 860.60009/25/2020 1,486,695.00 0.591 0.6001,500,000.00
Federal National Mortgage Asso2460 2,000,000.003135G05Q2 08/05/2030 1,8610.87512/07/2020 1,727,940.00 1.139 1.1551,973,075.32
Federal National Mortgage Asso2463 Call 1,500,000.003135GAAS0 12/23/2030 2,0011.40012/23/2020 1,308,900.00 1.380 1.4001,500,000.00
Federal National Mortgage Asso2467 Call 1,000,000.003135G06Q1 12/30/2025 1820.64012/30/2020 982,540.00 0.597 0.6051,000,168.06
Tennessee Valley Authority1508 1,000,000.00880591CJ9 11/01/2025 1236.75011/20/2015 1,007,200.00 2.807 2.8461,011,261.77
Tennessee Valley Authority1589 775,000.00880591CJ9 11/01/2025 1236.75004/18/2016 780,580.00 2.337 2.370785,073.96
Tennessee Valley Authority1714 1,250,000.00880591CJ9 11/01/2025 1236.75011/10/2016 1,259,000.00 2.317 2.3501,266,441.97
Subtotal and Average 205,688,968.47 205,809,000.00 193,755,047.95 1.779 1.803 1,370
Treasury Securities (Notes)
U.S. Treasury2505 TB 1,500,000.0091282CBC4 12/31/2025 1830.37502/26/2021 1,471,590.00 0.731 0.7421,497,295.97
U.S. Treasury2516 TB 1,500,000.0091282CBQ3 02/28/2026 2420.50003/09/2021 1,464,030.00 0.819 0.8311,496,781.55
U.S. Treasury2587 TB 1,500,000.0091282CCP4 07/31/2026 3950.62509/24/2021 1,447,095.00 0.888 0.9011,495,626.67
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 18 Packet Pg. 427 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 10
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Subtotal and Average 4,489,704.19 4,500,000.00 4,382,715.00 0.813 0.825 273
Municipal Bonds
County of Alameda2173 MUN 290,000.00010878AS5 08/01/2026 3964.00012/05/2019 289,944.90 2.139 2.168295,329.29
County of Alameda2691 MUN 1,500,000.00010878BK1 08/01/2031 2,2223.69909/21/2022 1,461,435.00 4.281 4.3401,451,826.87
County of Alameda2925 MUN 1,250,000.00010878BJ4 08/01/2030 1,8573.64901/16/2024 1,226,537.50 4.193 4.2511,216,877.39
Alameda County Joint Pws Auth.2566 MUN 110,000.00010831DT9 06/01/2026 3353.39508/13/2021 109,235.50 0.925 0.938112,416.17
State of Alabama2835 MUN 1,000,000.00010411CT1 11/01/2026 4883.45002/15/2023 991,620.00 4.142 4.200990,813.17
Antelope Valley Community Coll2694 MUN 1,080,000.0003667PHJ4 08/01/2029 1,4921.66109/23/2022 984,398.40 4.389 4.450974,972.67
Antelope Valley Community Coll2784 MUN 675,000.0003667PHL9 08/01/2031 2,2221.86101/05/2023 589,572.00 4.911 4.980571,771.59
City of Auburn3001 MUN 445,000.0005028XAH7 06/01/2030 1,7962.20603/01/2024 403,882.00 4.813 4.880395,080.49
City of Auburn3002 MUN 265,000.0005028XAG9 06/01/2029 1,4312.05603/01/2024 244,499.60 4.734 4.800240,080.12
Bay Area Toll Authority2558 MUN 1,750,000.00072024XC1 04/01/2026 2741.07907/26/2021 1,709,155.00 0.739 0.7501,754,234.27
Berkeley Unified School Dist.2817 MUN 250,000.00084154G49 08/01/2031 2,2221.85601/26/2023 218,910.00 4.524 4.586215,935.32
Beverly Hills Public Fing Auth2612 MUN 350,000.00088006KA8 06/01/2026 3351.14711/15/2021 340,721.50 1.183 1.200349,834.80
Beverly Hills Public Fing Auth2680 MUN 490,000.00088006KB6 06/01/2027 7001.32704/01/2022 466,259.50 2.810 2.850476,785.02
Beverly Hills Unified Sch Dist2682 MUN 920,000.00088023PL4 08/01/2026 3962.70004/13/2022 907,524.80 2.644 2.681920,180.79
Burlingame School District1548 MUN 120,000.00121457EQ4 08/01/2025 316.23802/24/2016 120,188.40 3.557 3.606120,225.45
City of Buena Park2734 MUN 685,000.00119174AJ9 07/01/2030 1,8261.88211/18/2022 610,615.85 5.076 5.147593,435.25
Burbank Unified School Distri.2570 MUN 1,000,000.0012082SDN1 08/01/2026 3961.36708/30/2021 970,910.00 0.947 0.9601,004,294.18
Cabrillo Community College Dis2119 MUN 2,000,000.00127109QD1 08/01/2027 7612.38510/08/2019 1,937,260.00 2.342 2.3752,000,000.00
Carlsbad Unified School Dist .1857 MUN 305,000.00142665DJ4 08/01/2026 3965.23409/27/2017 308,748.45 2.850 2.890311,789.56
CA Infrastructure -Econ Dev Bk2666 MUN 210,000.0013034AL73 10/01/2026 4571.03502/16/2022 202,274.10 2.224 2.254206,974.86
CA Infrastructure -Econ Dev Bk2893 MUN 500,000.0013034AL99 10/01/2028 1,1881.46605/08/2023 461,370.00 3.728 3.780466,266.91
CA ST Dept of WTR Resources2633 MUN 180,000.0013067WRC8 12/01/2025 1530.79012/13/2021 177,388.20 1.301 1.320179,613.91
CA ST Dept of WTR Resources2645 MUN 300,000.0013067WRD6 12/01/2026 5180.92012/23/2021 287,490.00 1.430 1.450297,833.22
CA ST Dept of WTR Resources2944 MUN 225,000.0013067WRK0 12/01/2032 2,7101.60901/24/2024 185,620.50 4.589 4.653183,742.97
CA ST Dept of WTR Resources3100 MUN 310,000.0013067WTC6 12/01/2032 2,7102.08203/20/2025 264,935.30 4.438 4.500263,438.51
Chabot-Las Positas CCD2564 MUN 285,000.0015722TJR3 08/01/2026 3961.08008/16/2021 276,088.05 0.897 0.910285,511.85
Chabot-Las Positas CCD2589 MUN 125,000.0015722TJQ5 08/01/2025 310.88009/29/2021 124,651.25 0.897 0.910124,996.91
Chabot-Las Positas CCD2830 MUN 205,000.0015722TJS1 08/01/2027 7611.28702/13/2023 194,309.25 4.296 4.356193,203.89
Chabot-Las Positas CCD2842 MUN 1,000,000.0015722TJQ5 08/01/2025 310.88003/07/2023 997,210.00 4.783 4.850996,911.81
Chaffey Community Clg District2698 MUN 300,000.00157432KL8 06/01/2030 1,7962.32910/06/2022 277,677.00 4.931 5.000267,588.76
City of Chula Vista2653 MUN 1,000,000.0017131RAU0 06/01/2026 3350.84001/10/2022 969,190.00 1.676 1.700992,433.59
City of Chula Vista2923 MUN 1,000,000.0017131RAZ9 06/01/2031 2,1611.82801/10/2024 864,840.00 4.753 4.820852,532.92
City of Chula Vista3075 MUN 500,000.0017131RAZ9 06/01/2031 2,1611.82810/24/2024 432,420.00 4.529 4.592430,127.58
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 19 Packet Pg. 428 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 11
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
Calleguas Municipal Water Dist2544 MUN 550,000.0013124MCE3 07/01/2029 1,4611.86507/01/2021 506,511.50 1.425 1.445558,695.50
Calleguas Municipal Water Dist2646 MUN 600,000.0013124MCB9 07/01/2026 3651.09712/27/2021 582,678.00 1.233 1.250599,108.87
Calleguas Municipal Water Dist2791 MUN 170,000.0013124MCB9 07/01/2026 3651.09701/09/2023 165,092.10 4.625 4.690164,423.57
Campbell Union High Sch Dist2753 MUN 500,000.00134159A77 08/01/2029 1,4921.47212/07/2022 454,335.00 4.714 4.780442,716.67
City of Corona2601 MUN 500,000.0021969AAJ1 05/01/2030 1,7652.24210/14/2021 450,165.00 2.052 2.081503,545.60
City of Corona2943 MUN 1,000,000.0021969AAH5 05/01/2029 1,4002.04201/24/2024 915,180.00 4.562 4.626912,958.88
City of Corona2967 MUN 325,000.0021969AAH5 05/01/2029 1,4002.04202/12/2024 297,433.50 4.694 4.760295,318.80
City of Corona3054 MUN 1,000,000.0021969AAG7 05/01/2028 1,0351.86310/10/2024 932,800.00 4.097 4.154940,217.33
State of Colorado HSG & FIN Au3059 MUN 1,500,000.0019648GSA1 05/01/2034 3,2264.85011/13/2024 1,487,220.00 4.672 4.7371,519,028.36
City of Covina2968 MUN 400,000.00223047AG6 08/01/2028 1,1271.76702/12/2024 371,964.00 4.645 4.710367,606.49
City of Covina2990 MUN 1,000,000.00223047AH4 08/01/2029 1,4921.91602/23/2024 912,150.00 4.842 4.909893,841.68
Contra Costa Community College2103 MUN 400,000.00212204JJ1 08/01/2028 1,1272.21309/12/2019 378,736.00 2.071 2.100401,263.02
Contra Costa Community College2120 MUN 990,000.00212204JK8 08/01/2029 1,4922.26309/20/2019 921,056.40 2.505 2.539980,155.93
Contra Costa Community College2244 MUN 1,500,000.00212204JK8 08/01/2029 1,4922.26302/07/2020 1,395,540.00 2.100 2.1301,507,337.08
Contra Costa Community College2291 MUN 320,000.00212204JF9 08/01/2025 311.91803/09/2020 319,350.40 1.128 1.143320,199.66
Contra Costa Community College2555 MUN 1,000,000.00212204LM1 08/01/2026 3961.30008/02/2021 970,010.00 0.764 0.7751,005,567.09
Desert Community Clg Dist2611 MUN 200,000.00250375JX1 08/01/2027 7611.16911/12/2021 189,102.00 1.479 1.500198,682.13
Desert Community Clg Dist2738 MUN 200,000.00250375LA8 08/01/2027 7613.00011/23/2022 196,358.00 4.965 5.034192,529.32
Desert Community Clg Dist3112 MUN 775,000.00250375LW0 08/01/2031 2,2222.30803/27/2025 695,314.50 4.329 4.390690,107.78
City of Downey2978 MUN 185,000.00260888AJ1 06/01/2031 2,1611.95002/15/2024 160,981.45 4.842 4.910158,036.24
Desert Sands Unif Sch District2635 MUN 880,000.00250433UA5 08/01/2026 3961.98212/16/2021 861,528.80 1.390 1.410885,258.28
City of El Segundo2696 MUN 935,000.00284035AK8 07/01/2031 2,1912.26709/29/2022 837,675.85 5.118 5.190804,526.92
City of Fairfield3049 MUN 1,000,000.0030421VBQ1 06/01/2034 3,2574.75010/08/2024 987,470.00 4.734 4.800996,403.71
City of Fairfield3050 MUN 995,000.0030421VBQ1 06/01/2034 3,2574.75010/08/2024 982,532.65 4.734 4.800991,421.69
Fremon Union High School Distr1646 MUN 260,000.00357172VA0 02/01/2026 2156.08006/28/2016 261,606.80 2.994 3.035264,032.15
Fremon Union High School Distr2595 MUN 235,000.00357172C52 08/01/2031 2,2222.02010/01/2021 207,824.60 1.825 1.851237,193.80
Foothill-De Anza Comm Clg Dist2818 MUN 540,000.00345102PG6 08/01/2025 310.90601/27/2023 538,552.80 4.172 4.230538,594.87
Fullerton School District1916 MUN 995,000.00359819DN6 08/01/2026 3963.16002/14/2018 985,069.90 3.028 3.070995,846.91
Fullerton School District1917 MUN 750,000.00359819DM8 08/01/2025 313.04002/14/2018 749,280.00 2.959 3.000750,022.11
Fullerton School District2085 MUN 365,000.00359819DN6 08/01/2026 3963.16008/29/2019 361,357.30 1.913 1.940369,493.28
State of Georgia1775 MUN 250,000.00373384RX6 10/01/2025 924.00004/10/2017 249,842.50 2.739 2.777250,676.84
State of Georgia1919 MUN 1,095,000.00373384RY4 10/01/2026 4574.31001/26/2018 1,098,952.95 2.979 3.0201,110,441.83
State of Georgia1945 MUN 200,000.00373384RY4 10/01/2026 4574.31003/19/2018 200,722.00 3.204 3.248202,299.07
State of Georgia1967 MUN 350,000.00373385BU6 02/01/2027 5802.72010/31/2018 343,623.00 3.412 3.460346,456.69
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 20 Packet Pg. 429 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 12
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
State of Georgia2229 MUN 425,000.00373384RY4 10/01/2026 4574.31001/31/2020 426,534.25 1.837 1.863437,179.94
State of Georgia2953 MUN 1,000,000.00373384X76 02/01/2034 3,1374.00001/29/2024 964,710.00 4.438 4.500965,745.78
State of Georgia2956 MUN 1,250,000.00373384X76 02/01/2034 3,1374.00001/30/2024 1,205,887.50 4.438 4.5001,207,170.33
State of Georgia2981 MUN 1,000,000.00373384TP1 07/01/2025 04.15002/16/2024 1,000,000.00 4.714 4.7801,000,000.00
State of Georgia3084 MUN 1,500,000.00373384PD2 11/01/2029 1,5845.11410/25/2024 1,516,365.00 4.586 4.6501,526,613.29
City of Glendora2109 MUN 1,345,000.00378612AL9 06/01/2028 1,0662.26509/16/2019 1,271,576.45 2.318 2.3501,341,990.80
City of Glendora2137 MUN 400,000.00378612AL9 06/01/2028 1,0662.26510/02/2019 378,164.00 2.194 2.225400,420.13
City of Glendora2590 MUN 1,365,000.00378612AJ4 06/01/2026 3352.10809/29/2021 1,337,249.55 1.075 1.0901,377,383.36
Glendale Unified School Dist.2739 MUN 535,000.00378460A74 09/01/2027 7921.11311/25/2022 502,482.70 4.686 4.751497,631.84
Glendale Unified School Dist.2916 MUN 1,095,000.00378460C64 09/01/2032 2,6191.83012/22/2023 914,576.85 4.438 4.499923,121.32
State of Hawaii1685 MUN 1,045,000.00419792DA1 10/01/2026 4573.15010/19/2016 1,034,111.10 2.431 2.4651,052,886.07
State of Hawaii1995 MUN 800,000.00419791YT9 02/01/2026 2155.33012/06/2018 804,808.00 3.304 3.350808,152.73
State of Hawaii2820 MUN 700,000.00419792F92 08/01/2025 311.03301/30/2023 698,033.00 4.172 4.230698,247.75
State of Hawaii2926 MUN 1,000,000.00419792YW0 08/01/2031 2,2221.59501/16/2024 860,380.00 4.389 4.450853,814.48
State of Hawaii2931 MUN 1,165,000.00419792M78 10/01/2032 2,6494.82101/17/2024 1,195,965.70 4.439 4.5011,187,159.68
State of Hawaii2948 MUN 1,075,000.00419792M86 10/01/2033 3,0144.84101/25/2024 1,099,209.00 4.557 4.6211,090,597.40
State of Hawaii2952 MUN 1,255,000.00419792M78 10/01/2032 2,6494.82101/29/2024 1,288,357.90 4.508 4.5711,273,612.51
State of Hawaii3109 MUN 715,000.00419792B96 10/01/2034 3,3792.42203/27/2025 598,648.05 4.734 4.800589,902.77
State of Hawaii3122 MUN 1,500,000.00419792YY6 08/01/2033 2,9531.86504/03/2025 1,235,535.00 4.418 4.4801,237,736.01
City of Huntington Beach2560 MUN 1,000,000.00446201AE5 06/15/2026 3491.34408/12/2021 974,670.00 0.909 0.9211,003,933.40
City of Huntington Beach2562 MUN 1,000,000.00446201AE5 06/15/2026 3491.34408/13/2021 974,670.00 0.927 0.9391,003,763.86
City of Huntington Beach2790 MUN 805,000.00446216HN6 05/01/2029 1,4001.73101/09/2023 734,916.70 4.931 5.000719,379.53
City of Huntington Beach2840 MUN 175,000.00446201AE5 06/15/2026 3491.34403/03/2023 170,567.25 5.340 5.414168,838.41
Liberty Union High Sch Distr2768 MUN 530,000.00530319SP8 08/01/2028 1,1271.48412/15/2022 492,195.10 4.614 4.678484,556.29
City of La Habra2660 MUN 500,000.00503433AK0 08/01/2031 2,2222.67302/07/2022 456,270.00 2.638 2.675499,935.85
City of La Habra2941 MUN 500,000.00503433AT1 08/01/2030 1,8572.57301/22/2024 463,985.00 4.686 4.751452,871.07
City of Los Angeles1969 MUN 295,000.00544351NP0 09/01/2026 4273.30011/02/2018 292,471.85 3.530 3.579294,164.48
City of Los Angeles2008 MUN 1,000,000.00544351MS5 09/01/2026 4273.50001/07/2019 993,690.00 3.077 3.1191,003,911.76
City of Los Angeles2200 MUN 840,000.00544351NQ8 09/01/2027 7923.40001/06/2020 830,785.20 2.360 2.393856,647.55
City of Los Angeles2213 MUN 985,000.00544351LQ0 09/01/2029 1,5233.05001/22/2020 941,630.45 2.413 2.4461,006,942.52
City of Los Angeles2283 MUN 1,000,000.00544351KV0 09/01/2026 4273.15003/05/2020 989,740.00 1.519 1.5411,017,797.86
City of Los Angeles2692 MUN 1,000,000.00544351QX0 09/01/2032 2,6194.40009/28/2022 999,350.00 4.346 4.406999,638.96
City of Los Angeles2783 MUN 300,000.00544351MR7 09/01/2025 623.45012/23/2022 299,541.00 4.724 4.790299,377.25
City of Los Angeles Fin Author2947 MUN 925,000.0054473ENT7 08/01/2033 2,9537.48801/25/2024 1,013,235.75 5.721 5.8011,020,853.33
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 21 Packet Pg. 430 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 13
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
Los Angeles Community College2487 MUN 1,000,000.0054438CYN6 08/01/2030 1,8571.80601/28/2021 896,690.00 1.432 1.4521,016,756.86
Los Angeles Community College2592 MUN 250,000.0054438CYL0 08/01/2026 3961.17409/30/2021 241,967.50 1.064 1.078250,250.33
Los Angeles Community College2614 MUN 1,500,000.0054438CYL0 08/01/2026 3961.17411/15/2021 1,451,805.00 1.233 1.2501,498,799.65
Los Angeles Community College2642 MUN 275,000.0054438CYL0 08/01/2026 3961.17412/21/2021 266,164.25 1.282 1.300274,636.25
Los Angeles Community College2871 MUN 1,000,000.0054438CMS8 08/01/2029 1,4927.53004/10/2023 1,095,770.00 4.615 4.6801,099,702.38
Los Angeles Community College3011 MUN 770,000.0054438CYP1 08/01/2032 2,5882.10603/06/2024 664,186.60 4.438 4.500662,250.91
Los Angeles Dept. of WTR & PWR1949 MUN 1,500,000.00544495VX9 07/01/2027 7305.51603/29/2018 1,521,270.00 3.254 3.3001,556,865.31
Los Angeles Dept. of WTR & PWR1965 MUN 425,000.00544495VX9 07/01/2027 7305.51610/29/2018 431,026.50 3.600 3.650438,485.76
State of Massachusetts2227 MUN 250,000.0057582PUT5 05/01/2029 1,4004.91001/30/2020 252,330.00 2.331 2.363271,805.12
State of Massachusetts2543 MUN 1,000,000.0057582PUT5 05/01/2029 1,4004.91007/01/2021 1,009,320.00 1.484 1.5051,122,883.62
State of Massachusetts2684 MUN 1,000,000.0057582PUS7 05/01/2027 6694.76004/05/2022 1,003,300.00 2.968 3.0101,029,537.35
State of Massachusetts2985 MUN 1,000,000.0057582PUD0 01/01/2030 1,6455.30602/21/2024 1,029,000.00 4.645 4.7091,023,165.23
State of Massachusetts2994 MUN 1,000,000.0057582PUD0 01/01/2030 1,6455.30602/23/2024 1,029,000.00 4.675 4.7391,021,979.48
State of Massachusetts3012 MUN 1,250,000.0057582PUD0 01/01/2030 1,6455.30603/07/2024 1,286,250.00 4.537 4.6001,284,432.03
State of Maryland Dept. Housin3117 MUN 1,050,000.0057419UPL6 09/01/2034 3,3495.43804/03/2025 1,060,185.00 4.967 5.0361,080,446.59
State of Maryland2184 MUN 500,000.005741926N5 08/01/2025 314.35012/16/2019 500,060.00 2.089 2.118500,871.85
State of Maryland2581 MUN 245,000.005741926N5 08/01/2025 314.35009/23/2021 245,029.40 0.690 0.700245,733.89
Milpitas Unified School Distr2746 MUN 630,000.00601670ML3 08/01/2028 1,1271.45112/02/2022 584,463.60 4.802 4.869572,519.73
City of Manhattan Beach2647 MUN 650,000.00562784AM0 01/01/2032 2,3752.34101/05/2022 569,478.00 2.129 2.159656,217.66
City of Manhattan Beach2927 MUN 400,000.00562784AL2 01/01/2031 2,0102.24101/16/2024 357,576.00 4.635 4.700354,304.29
City of Manhattan Beach2930 MUN 400,000.00562784AK4 01/01/2030 1,6452.14101/17/2024 364,584.00 4.537 4.600361,661.01
City of Manhattan Beach2964 MUN 1,250,000.00562784AM05 01/01/2032 2,3752.34102/12/2024 1,095,150.00 4.537 4.6001,097,408.31
City of Manhattan Beach2972 MUN 400,000.00562784AM05 01/01/2032 2,3752.34102/13/2024 350,448.00 4.537 4.600351,166.90
Menlo Park City School Dist.2104 MUN 1,000,000.00586840ND8 07/01/2027 7302.21410/08/2019 968,530.00 2.183 2.2141,000,000.00
State of Minnesota HSG FIN AGY3116 MUN 1,230,000.0060416UQT5 01/01/2035 3,4715.34904/03/2025 1,235,141.40 4.830 4.8971,271,502.40
Mtn. View-Whisman School Dist.2708 MUN 1,135,000.0062451FJE1 09/01/2026 4271.89310/19/2022 1,107,657.85 4.487 4.5501,103,059.05
Marin Community College Dist.1858 MUN 500,000.0056781RGU5 08/01/2027 7613.27209/28/2017 494,180.00 2.791 2.830503,991.32
Marin Community College Dist.1973 MUN 120,000.0056781RGT8 08/01/2026 3963.17211/05/2018 118,954.80 3.452 3.500119,628.59
Marin Community College Dist.2084 MUN 250,000.0056781RJL2 08/01/2027 7613.33008/29/2019 247,377.50 1.874 1.900256,883.33
Marin Community College Dist.2287 MUN 310,000.0056781RJJ7 08/01/2025 315.00003/06/2020 310,155.00 1.193 1.210310,944.92
Marin Community College Dist.2495 MUN 1,000,000.0056781RKH9 08/01/2030 1,8571.45102/25/2021 880,850.00 1.431 1.4511,000,000.00
Marin Community College Dist.2499 MUN 710,000.0056781RKH9 08/01/2030 1,8571.45102/25/2021 625,403.50 1.470 1.490708,660.91
Marin Community College Dist.2568 MUN 1,000,000.0056781RKU0 08/01/2026 3960.89309/14/2021 967,380.00 0.880 0.8931,000,000.00
Marin Community College Dist.2588 MUN 285,000.0056781RKD8 08/01/2026 3960.67909/29/2021 275,064.90 1.025 1.040283,915.30
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 22 Packet Pg. 431 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 14
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
Mt. San Antonio Community Coll2208 MUN 230,000.00623040KQ4 08/01/2029 1,4922.56902/04/2020 216,022.90 2.533 2.569230,000.00
Mt. San Antonio Community Coll2661 MUN 785,000.00623040KX9 08/01/2030 1,8572.64902/07/2022 726,391.90 2.173 2.203801,143.55
State of Mississippi1968 MUN 1,500,000.00605581LM7 11/01/2026 4883.75111/07/2018 1,497,660.00 3.377 3.4241,505,659.29
State of Mississippi1972 MUN 500,000.00605581LM7 11/01/2026 4883.75111/07/2018 499,220.00 3.401 3.449501,740.29
State of Mississippi2096 MUN 150,000.006055805W5 11/01/2025 1234.68109/09/2019 149,887.50 1.888 1.914151,302.56
State of Mississippi2626 MUN 1,000,000.00605581QR1 10/01/2031 2,2832.11712/09/2021 890,700.00 1.992 2.0201,005,465.74
State of Mississippi2629 MUN 250,000.00605581LL9 11/01/2025 1233.64612/06/2021 249,257.50 1.080 1.095252,075.23
City of Monterey2928 MUN 560,000.0061255QAM8 06/01/2033 2,8922.19301/16/2024 471,111.20 4.734 4.800467,786.67
New York State Urban Dev Corp.2097 MUN 700,000.006500357D4 03/15/2026 2573.07009/09/2019 694,232.00 2.071 2.100704,454.85
New York State Urban Dev Corp.2683 MUN 1,000,000.00650036AV8 03/15/2027 6221.49603/28/2022 960,430.00 2.777 2.816979,119.88
New York State Envrnmntl Corp2224 MUN 580,000.00649791PS3 02/15/2027 5942.36001/30/2020 565,459.40 1.933 1.960583,498.10
New York State Envrnmntl Corp2575 MUN 1,500,000.00649791PR5 02/15/2026 2292.26009/13/2021 1,482,195.00 0.794 0.8051,513,313.37
New York State Envrnmntl Corp2677 MUN 1,000,000.00649791PS3 02/15/2027 5942.36003/16/2022 974,930.00 2.325 2.3581,000,026.41
New York State Envrnmntl Corp2678 MUN 1,000,000.00649791PS3 02/15/2027 5942.36003/21/2022 974,930.00 2.367 2.400999,384.22
City of Oakland2293 MUN 1,500,000.00672240WY0 01/15/2030 1,6592.11003/09/2020 1,361,685.00 1.436 1.4561,541,278.54
City of Oakland2307 MUN 1,500,000.00672240WY0 01/15/2030 1,6592.11003/13/2020 1,361,685.00 1.638 1.6611,528,087.55
City of Oakland2313 MUN 1,080,000.00672240WY0 01/15/2030 1,6592.11003/16/2020 980,413.20 2.247 2.2791,072,565.14
City of Oakland2316 MUN 1,500,000.00672240WX2 01/15/2029 1,2942.07003/16/2020 1,391,520.00 2.151 2.1811,494,589.81
City of Oakland2919 MUN 1,350,000.00672240ZA9 07/15/2033 2,9365.65012/26/2023 1,425,168.00 4.523 4.5861,442,611.37
City of Oakland Pension2630 MUN 230,000.00672319CF5 12/15/2025 1674.67612/06/2021 230,250.70 1.562 1.584233,125.94
Ohlone Community College Distr2165 MUN 600,000.00677765GY9 08/01/2027 7612.23711/22/2019 581,520.00 2.271 2.303599,242.69
Ohlone Community College Distr2175 MUN 280,000.00677765GY9 08/01/2027 7612.23712/06/2019 271,376.00 2.327 2.360279,345.99
Ohlone Community College Distr2179 MUN 970,000.00677765HA0 08/01/2029 1,4922.33712/11/2019 913,138.60 2.382 2.415967,246.82
Ohlone Community College Distr2341 MUN 1,185,000.00677765GZ6 08/01/2028 1,1272.28705/08/2020 1,132,137.15 1.849 1.8751,198,872.66
State of Ohio2308 MUN 500,000.00677521CT1 09/01/2026 4275.26203/13/2020 503,960.00 1.710 1.734519,383.51
City of Ontario (Pub Fin Auth)2847 MUN 600,000.00683050BW7 08/01/2026 3961.44003/17/2023 583,500.00 4.339 4.400582,295.80
Orange Cnty Water District2578 MUN 315,000.0068442CCY0 08/15/2025 452.09509/16/2021 314,146.35 0.690 0.700315,528.82
Orchard School District1910 MUN 125,000.00685585FD8 08/01/2027 7613.12501/25/2018 123,867.50 3.208 3.253124,721.61
State of Oregon1974 MUN 275,960.7668607LXQ5 06/01/2027 7005.89211/06/2018 282,509.31 3.516 3.565284,962.80
State of Oregon2015 MUN 245,619.7568607LXQ5 06/01/2027 7005.89201/16/2019 251,448.31 3.537 3.587254,918.25
State of Oregon2230 MUN 273,173.9068607LXQ5 06/01/2027 7005.89201/31/2020 279,656.32 2.583 2.619288,667.21
State of Oregon2266 MUN 551,921.5268607LXQ5 06/01/2027 7005.89202/24/2020 565,018.62 2.482 2.517584,353.56
State of Oregon2310 MUN 350,000.0068609BXT9 05/01/2027 6693.08003/13/2020 345,747.50 1.302 1.320360,728.65
State of Oregon2378 MUN 355,000.0068609TVS4 06/01/2030 1,7961.67207/02/2020 318,864.55 1.433 1.452358,549.32
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 23 Packet Pg. 432 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 15
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
State of Oregon2542 MUN 870,000.0068608KA24 08/01/2030 1,8575.33207/01/2021 889,279.20 1.943 1.9701,005,480.89
State of Oregon2549 MUN 1,225,000.0068609TU30 08/01/2028 1,1271.48407/08/2021 1,139,972.75 1.134 1.1501,237,078.94
State of Oregon2584 MUN 265,000.0068609TT81 08/01/2025 310.80309/24/2021 264,226.20 0.690 0.700265,022.35
State of Oregon2624 MUN 250,000.0068609TZT8 08/01/2026 3960.98411/19/2021 242,110.00 1.292 1.310249,146.01
State of Oregon2627 MUN 900,000.0068609T3M8 11/01/2031 2,3142.03711/26/2021 791,946.00 2.020 2.048899,380.10
State of Oregon2679 MUN 551,921.4768607LXQ5 06/01/2027 7005.89204/01/2022 565,018.57 3.259 3.304576,886.03
State of Oregon2977 MUN 551,816.7168607LXQ5 06/01/2027 7005.89202/15/2024 564,911.32 5.079 5.150558,921.32
Oxnard Union High School Distr2859 MUN 500,000.00692039QX1 08/01/2027 7611.51203/23/2023 474,715.00 4.458 4.520471,839.13
City of Pacifica2139 MUN 580,000.0069511AAT1 06/01/2026 3352.66310/23/2019 571,682.80 2.611 2.647580,072.44
Pasadena CA Public Finance Aut2573 MUN 120,000.0070227RBM1 05/01/2026 3041.98409/09/2021 117,819.60 0.903 0.915121,044.04
Pasadena CA Public Finance Aut2615 MUN 550,000.00702274CS8 12/01/2026 5183.50012/01/2021 545,072.00 1.380 1.400565,748.52
Palo Alto Unified School Dist.2838 MUN 1,500,000.00697379TV7 07/01/2027 7305.86202/17/2023 1,527,825.00 4.698 4.7641,529,374.08
Palo Alto Unified School Dist.2839 MUN 1,500,000.00697379TV7 07/01/2027 7305.86202/21/2023 1,527,825.00 4.683 4.7481,529,806.62
Palo Alto Unified School Dist.2841 MUN 1,480,000.00697379TV7 07/01/2027 7305.86203/06/2023 1,507,454.00 4.941 5.0101,502,367.32
Placentia-Yorba Linda Unif Sch3023 MUN 1,000,000.00725894NB1 08/01/2031 2,2222.06403/13/2024 887,700.00 4.359 4.420878,824.94
Polomar Community Clge Distri2582 MUN 1,000,000.00697511FU2 08/01/2026 3961.03110/13/2021 968,010.00 1.016 1.0311,000,000.00
Polomar Community Clge Distri2676 MUN 335,000.00697511FD0 08/01/2026 3961.19903/15/2022 324,872.95 2.288 2.320331,151.79
Rancho Water Dist. Fin. Auth.2889 MUN 600,000.00752111HE7 08/01/2030 1,8575.12505/03/2023 620,616.00 4.284 4.344620,208.59
Redondo Beach Unified School D2388 MUN 750,000.00757710UE6 08/01/2030 1,8571.66008/06/2020 662,992.50 1.439 1.459757,116.38
Redondo Beach Unified School D2763 MUN 715,000.00757710UE6 08/01/2030 1,8571.66012/14/2022 632,052.85 4.783 4.850619,040.65
State of Rhode Island2219 MUN 1,500,000.0076222RXB3 04/01/2028 1,0053.25001/27/2020 1,473,045.00 2.077 2.1061,543,107.37
State of Rhode Island2239 MUN 550,000.0076222RXB3 04/01/2028 1,0053.25002/06/2020 540,116.50 1.990 2.018567,091.92
County of Riverside Pen Oblg3074 MUN 255,000.0076913CBD0 02/15/2029 1,3253.12010/24/2024 246,159.15 4.389 4.450243,922.43
Riverside Cmnty College Distt.2596 MUN 1,365,000.0076886PJP9 08/01/2026 3961.12410/04/2021 1,323,640.50 1.006 1.0201,366,495.61
Riverside Cmnty College Distt.2733 MUN 560,000.0076886PJS3 08/01/2029 1,4921.78511/17/2022 514,012.80 5.022 5.092496,602.69
Riverside Cmnty College Distt.2936 MUN 120,000.0076886PJS3 08/01/2029 1,4921.78501/19/2024 110,145.60 4.562 4.625107,842.39
City of Roseville Electric Sys2942 MUN 470,000.0077781RCW1 02/01/2031 2,0411.83101/24/2024 414,342.60 4.487 4.550409,501.07
Rancho Santiago Comm College D2805 MUN 635,000.00752147HK7 09/01/2026 4270.95601/19/2023 612,851.20 4.164 4.222612,775.00
Redwood City School District2130 MUN 1,000,000.00757889EH9 08/01/2027 7612.28410/16/2019 966,630.00 2.252 2.2841,000,000.00
Redwood City School District2253 MUN 1,095,000.00757889EG1 08/01/2026 3962.15902/13/2020 1,072,585.35 1.727 1.7511,099,554.83
City of Santa Ana2603 MUN 175,000.00801139AE6 08/01/2026 3961.17610/18/2021 169,004.50 1.223 1.240174,882.35
City of Santa Ana2747 MUN 1,250,000.00801139AF3 08/01/2027 7611.46512/02/2022 1,179,900.00 5.178 5.2501,163,542.29
City of Santa Ana2932 MUN 500,000.00801139AK2 08/01/2031 2,2222.18901/18/2024 435,850.00 4.606 4.670436,992.09
Santa Barbara Unified School D2385 MUN 490,000.00801315KU5 08/01/2029 1,4921.65307/21/2020 446,483.10 1.483 1.504492,768.17
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 24 Packet Pg. 433 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 16
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
San Bernardino Cmty College Di2166 MUN 1,500,000.00796720NC0 08/01/2028 1,1272.59012/12/2019 1,442,805.00 2.554 2.5901,500,000.00
San Bernardino Cmty College Di2365 MUN 2,000,000.00796720NV8 08/01/2029 1,4921.84807/07/2020 1,840,480.00 1.822 1.8482,000,000.00
San Bernardino Cmty College Di2920 MUN 1,000,000.00796720ND8 08/01/2029 1,4922.64001/04/2024 949,810.00 4.261 4.320939,573.99
County of Santa Clara3076 MUN 500,000.00801546SS2 08/01/2033 2,9534.80010/24/2024 511,355.00 4.533 4.596506,691.99
Santa Clarita Community Colleg2557 MUN 1,250,000.00801686TF3 08/01/2026 3961.14608/02/2021 1,212,412.50 0.742 0.7521,255,251.67
Santa Clara Valley Water Dist.2181 MUN 1,555,000.0080168ACV7 06/01/2028 1,0662.43412/12/2019 1,482,987.95 2.416 2.4501,554,341.33
Santa Clara Valley Water Dist.2793 MUN 1,000,000.0080168FPC4 06/01/2030 1,7961.63401/12/2023 882,510.00 4.418 4.480881,964.50
Santa Cruz County Capital Fin.1908 MUN 470,000.0080181PCV7 06/01/2026 3353.00001/25/2018 464,251.90 3.107 3.150469,433.98
Santa Cruz County Capital Fin.1909 MUN 280,000.0080181PCW5 06/01/2027 7003.00001/25/2018 273,733.60 3.205 3.250278,849.18
Santa Cruz MET Transit Dist.2671 MUN 1,000,000.00801747AF3 08/01/2027 7612.47003/03/2022 970,310.00 2.030 2.0581,008,069.82
San Diego Unified Sch District2602 MUN 1,000,000.00797356DL3 07/01/2031 2,1911.98410/21/2021 881,060.00 1.824 1.8501,007,321.72
San Diego Unified Sch District2606 MUN 900,000.00797356DL3 07/01/2031 2,1911.98410/23/2021 792,954.00 2.024 2.053896,655.96
San Diego Unified Sch District2617 MUN 270,000.00797356DH2 07/01/2028 1,0961.59911/17/2021 251,388.90 1.712 1.736268,954.20
San Diego Unified Sch District2693 MUN 260,000.00797356DF6 07/01/2026 3651.20109/23/2022 252,707.00 4.053 4.110253,057.89
San Diego Unified Sch District2767 MUN 1,000,000.00797356DH2 07/01/2028 1,0961.59912/16/2022 931,070.00 4.241 4.300928,573.83
San Diego Community College Di2550 MUN 255,000.00797272QS3 08/01/2027 7612.40707/09/2021 247,508.10 1.007 1.021262,121.48
San Diego Community College Di2639 MUN 1,980,000.00797272RN3 08/01/2026 3961.44512/28/2021 1,926,262.80 1.193 1.2101,984,886.40
San Diego Community College Di2651 MUN 500,000.00797272RT0 08/01/2031 2,2222.11301/10/2022 444,155.00 2.120 2.150498,984.87
San Diego Regl Trans Commissio2632 MUN 200,000.00797400MR6 04/01/2026 2741.03612/08/2021 195,628.00 1.292 1.310199,601.26
San Diego Cnty Wtr Authority2580 MUN 875,000.00797412DN0 05/01/2026 3040.97109/17/2021 853,107.50 0.887 0.900875,504.81
San Diego Cnty Wtr Authority2604 MUN 250,000.00797412DN0 05/01/2026 3040.97110/20/2021 243,745.00 1.134 1.150249,637.19
San Diego Cnty Wtr Authority2623 MUN 750,000.00797412DN0 05/01/2026 3040.97111/19/2021 731,235.00 1.282 1.300748,007.02
San Diego Cnty Wtr Authority2688 MUN 1,275,000.00797412DQ3 05/01/2028 1,0351.33109/12/2022 1,186,897.50 3.945 4.0001,189,425.95
San Diego Cnty Wtr Authority2716 MUN 225,000.00797412DR1 05/01/2029 1,4001.43110/24/2022 204,689.25 5.079 5.150198,043.26
San Diego Cnty Wtr Authority2993 MUN 445,000.00797412DN0 05/01/2026 3040.97103/23/2024 433,866.10 4.590 4.653431,658.81
San Dieguito Union High Sch Di2536 MUN 430,000.00797508JW9 08/01/2026 3961.07406/09/2021 416,833.40 1.059 1.074430,000.00
San Dieguito Union High Sch Di2537 MUN 435,000.00797508JX7 08/01/2027 7611.37206/09/2021 413,632.80 1.353 1.372435,000.00
San Dieguito Union High Sch Di2674 MUN 435,000.00797508HF8 08/01/2026 3961.86003/11/2022 425,269.05 2.070 2.099433,928.41
Sequoia Union High School Dist2320 MUN 400,000.00817409N35 07/01/2025 01.73503/18/2020 400,000.00 1.381 1.400400,000.00
Sequoia Union High School Dist2531 MUN 250,000.00817409N76 07/01/2029 1,4612.10304/30/2021 231,362.50 1.658 1.681253,917.04
Sequoia Union High School Dist3102 MUN 1,125,000.00817409P33 07/01/2033 2,9222.46303/21/2025 964,136.25 4.428 4.490973,992.08
City & County of San Francisco1712 MUN 245,000.00797646T55 06/15/2026 3492.39011/01/2016 240,928.10 2.376 2.410244,957.91
City & County of San Francisco2014 MUN 1,420,000.00797646ND4 06/15/2026 3495.60001/16/2019 1,433,447.40 3.304 3.3501,446,828.88
City & County of San Francisco2148 MUN 1,120,000.007976466C5 06/15/2029 1,4452.10010/31/2019 1,038,878.40 2.337 2.3691,109,350.58
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 25 Packet Pg. 434 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 17
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
City & County of San Francisco2762 MUN 575,000.007976466F8 06/15/2032 2,5412.35012/14/2022 503,326.25 4.744 4.810496,768.48
City & County of San Francisco2883 MUN 500,000.0079773KKT0 06/15/2028 1,0806.00004/21/2023 527,075.00 4.273 4.332521,888.33
City & County of San Francisco2910 MUN 635,000.0079773KDG6 06/15/2029 1,4451.78410/20/2023 581,748.90 5.375 5.450556,644.38
City & County of San Francisco2913 MUN 305,000.0079773KKX1 06/15/2032 2,5416.00012/15/2023 332,947.15 4.803 4.870324,437.42
City & County of San Francisco2934 MUN 760,000.007976466E1 06/15/2031 2,1752.30001/18/2024 680,321.60 4.553 4.616672,021.24
City & County of San Francisco2958 MUN 470,000.007976466G6 06/15/2033 2,9062.40001/31/2024 402,423.40 4.546 4.610403,497.90
City & Cnty of San Francisco2911 MUN 1,000,000.0079765D5Y2 10/01/2032 2,6496.00011/07/2023 1,055,430.00 5.889 5.9711,001,401.12
San Francisco Cmnty Facs Dist1937 MUN 680,000.0079772EBC2 09/01/2027 7923.25003/02/2018 668,501.20 3.451 3.499676,895.91
San Francisco Cmnty Facs Dist2132 MUN 350,000.0079772ECL1 09/01/2029 1,5233.64810/11/2019 342,769.00 2.398 2.431365,681.67
San Francisco Cmnty Facs Dist2309 MUN 130,000.0079772ECJ6 09/01/2027 7923.46803/13/2020 128,382.80 1.577 1.599134,943.06
San Francisco Cmnty Facs Dist2608 MUN 575,000.0079772EDY2 09/01/2031 2,2532.59111/03/2021 519,173.25 2.305 2.337583,002.42
San Francisco Cmnty Facs Dist2628 MUN 1,295,000.0079772EDA4 09/01/2026 4272.23611/29/2021 1,266,354.60 1.425 1.4451,306,514.53
San Francisco Cmnty Facs Dist2946 MUN 600,000.0079772EEK1 09/01/2030 1,8885.53501/24/2024 634,296.00 4.783 4.850617,964.18
San Francisco Cmnty Facs Dist2973 MUN 700,000.0079772EDF3 09/01/2031 2,2532.70102/13/2024 636,160.00 4.583 4.647629,794.17
San Francisco Cmnty Facs Dist3053 MUN 1,150,000.0079772ECR8 09/01/2034 3,3494.03810/10/2024 1,086,083.00 4.598 4.6621,097,673.55
San Francisco Cmnty Facs Dist3066 MUN 500,000.0079772EBF5 09/01/2030 1,8883.50010/18/2024 481,880.00 4.333 4.394479,819.92
SF Bay Area Rapid Transit Dist2636 MUN 480,000.00797669ZR2 07/01/2031 2,1912.76812/16/2021 441,936.00 1.846 1.872503,523.94
SF Bay Area Rapid Transit Dist2766 MUN 405,000.00797669ZR2 07/01/2031 2,1912.76812/15/2022 372,883.50 4.832 4.899363,075.32
Sierra Joint Com. College Dist2501 MUN 585,000.00826239GD1 08/01/2029 1,4921.44503/09/2021 529,536.15 1.425 1.445585,000.00
Sierra Joint Com. College Dist2535 MUN 500,000.00826239GD1 08/01/2029 1,4921.44505/27/2021 452,595.00 1.461 1.481499,300.95
Silicon Valley Clean Water2828 MUN 245,000.0082707BDP1 08/01/2027 7611.38002/10/2023 232,816.15 4.301 4.361231,312.85
San Juan Unified School Dist2707 MUN 545,000.00798306WQ5 08/01/2026 3961.20110/17/2022 527,750.75 4.586 4.650526,521.86
City of San Jose2656 MUN 350,000.00798135E96 09/01/2026 4272.50001/28/2022 343,885.50 1.686 1.710353,088.51
San Jose Financing Authority2622 MUN 345,000.00798153NF5 06/01/2026 3351.31111/18/2021 336,026.55 1.459 1.480344,484.78
San Jose Evergreen Cmnty Colll1966 MUN 315,000.00798189PK6 09/01/2027 7923.72810/29/2018 314,250.30 3.676 3.727315,000.00
San Jose Evergreen Cmnty Colll2105 MUN 500,000.00798189QA7 08/01/2028 1,1272.35010/01/2019 477,900.00 2.317 2.350500,000.00
San Jose Evergreen Cmnty Colll3095 MUN 315,000.00798189QG4 08/01/2034 3,3182.84003/13/2025 275,196.60 4.546 4.610274,249.29
San Jose Unified School Dist.2518 MUN 1,000,000.00798186N81 08/01/2025 310.55803/15/2021 996,950.00 0.739 0.750999,842.77
San Jose Unified School Dist.2700 MUN 990,000.00798186P30 08/01/2028 1,1271.22410/07/2022 914,156.10 4.487 4.550901,662.92
San Jose Unified School Dist.2774 MUN 850,000.00798186P22 08/01/2027 7611.01412/21/2022 802,374.50 4.341 4.401796,234.94
San Jose Unified School Dist.2949 MUN 200,000.00798186P22 08/01/2027 7611.01401/26/2024 188,794.00 4.421 4.483186,762.06
Santa Maria JT Union High Sch2706 MUN 455,000.00802309NY6 08/01/2026 3961.50810/17/2022 442,578.50 4.586 4.650440,945.80
Santa Monica Cmnty College Dis2091 MUN 315,000.00802385RC0 08/01/2028 1,1273.47209/05/2019 310,621.50 1.972 2.000328,034.99
Santa Monica Cmnty College Dis2481 MUN 570,000.00802385RV8 08/01/2030 1,8571.69601/22/2021 507,220.20 1.499 1.520574,732.47
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 26 Packet Pg. 435 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 18
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
Santa Monica Cmnty College Dis2482 MUN 600,000.00802385RT3 08/01/2028 1,1271.49601/22/2021 557,574.00 1.085 1.100607,017.91
Santa Monica Cmnty College Dis2810 MUN 850,000.00802385RS5 08/01/2027 7611.24401/23/2023 805,111.50 3.965 4.020805,453.32
Santa Monica Cmnty College Dis3098 MUN 1,500,000.00802385RJ5 08/01/2034 3,3183.94203/20/2025 1,424,790.00 4.658 4.7231,414,719.06
Santa Monica Cmnty College Dis3103 MUN 1,500,000.00802385RJ5 08/01/2034 3,3183.94203/27/2025 1,424,790.00 4.724 4.7901,407,644.86
Santa Monica-Malibu USD2561 MUN 650,000.00802498VW2 07/01/2026 3650.98908/12/2021 629,570.50 0.877 0.890650,627.90
Santa Monica-Malibu USD2637 MUN 215,000.00802498ZA6 08/01/2026 3960.84912/20/2021 207,404.05 1.193 1.210214,184.22
Santa Monica-Malibu USD2792 MUN 825,000.00802498ZF5 08/01/2031 2,2221.62401/09/2023 703,791.00 4.694 4.760696,956.41
Santa Monica-Malibu USD3114 MUN 750,000.00802498ZH1 08/01/2033 2,9531.91403/27/2025 612,067.50 4.556 4.620615,119.47
San Mateo Foster City SCH Dist1902 MUN 1,000,000.00799017UW6 09/01/2025 622.69901/16/2018 997,300.00 2.786 2.825999,811.80
San Mateo Foster City SCH Dist1940 MUN 1,000,000.00799017UW6 09/01/2025 622.69903/09/2018 997,300.00 2.959 3.000999,553.34
San Mateo Foster City SCH Dist2153 MUN 1,360,000.00799017WD6 09/01/2028 1,1582.23711/07/2019 1,294,380.00 2.447 2.4801,350,612.33
San Mateo Foster City SCH Dist2178 MUN 1,565,000.00799017VM7 09/01/2028 1,1582.54212/11/2019 1,503,589.40 2.311 2.3431,573,823.91
San Mateo Foster City SCH Dist2567 MUN 500,000.00799017XW3 09/01/2026 4270.92509/21/2021 482,935.00 0.912 0.925500,000.00
San Mateo Foster City SCH Dist2585 MUN 175,000.00799055QV3 08/01/2026 3961.79909/27/2021 170,973.25 0.897 0.910176,644.81
San Mateo Foster City SCH Dist2591 MUN 810,000.00799055ME5 08/01/2026 3966.00009/29/2021 819,485.10 2.297 2.329840,284.33
San Mateo Foster City SCH Dist2782 MUN 425,000.00799017WE4 09/01/2029 1,5232.33712/22/2022 399,007.00 4.685 4.750388,747.98
Solano Cnty Community Clg Dist2176 MUN 1,150,000.0083412PFQ0 08/01/2028 1,1272.71712/09/2019 1,111,969.50 2.462 2.4961,156,985.47
Solano Cnty Community Clg Dist2579 MUN 750,000.0083412PHQ8 08/01/2026 3961.02510/06/2021 726,885.00 1.011 1.025750,000.00
Solano Cnty Community Clg Dist2583 MUN 200,000.0083412PGZ9 08/01/2026 3961.02510/06/2021 193,836.00 0.887 0.900200,263.90
Solano Cnty Community Clg Dist2594 MUN 390,000.0083412PHE5 08/01/2031 2,2221.86110/06/2021 342,568.20 1.948 1.975387,535.55
Solano Cnty Community Clg Dist2597 MUN 750,000.0083412PHU9 08/01/2030 1,8571.76110/06/2021 672,495.00 1.834 1.860746,528.76
Solano Cnty Community Clg Dist2598 MUN 825,000.0083412PHW5 08/01/2031 2,2221.86110/06/2021 724,663.50 1.879 1.905822,980.12
Solano Cnty Community Clg Dist2649 MUN 350,000.0083412PHB1 08/01/2028 1,1271.47901/07/2022 325,948.00 1.775 1.800346,744.42
Sonoma Cnty Jr. College Distr.2577 MUN 155,000.00835569GT5 08/01/2026 3962.44709/15/2021 152,295.25 0.843 0.855157,612.50
South Pasadena Unified School1914 MUN 180,000.00839278JM1 08/01/2027 7613.00002/15/2018 176,545.80 3.057 3.100179,676.39
South Pasadena Unified School2161 MUN 370,000.00839278KC1 08/01/2029 1,4925.00012/12/2019 382,620.70 2.598 2.634401,382.83
South Pasadena Unified School2162 MUN 250,000.00839278KB3 08/01/2028 1,1275.00012/12/2019 257,072.50 2.549 2.584266,592.88
South Pasadena Unified School2163 MUN 145,000.00839278KA5 08/01/2027 7615.00012/12/2019 147,959.45 2.500 2.534151,733.08
South Pasadena Unified School2164 MUN 390,000.00839278JZ2 08/01/2026 3965.00012/12/2019 393,630.90 2.378 2.411400,050.44
City of San Ramon2933 MUN 355,000.00799381AL2 07/01/2032 2,5572.46001/18/2024 311,349.20 4.753 4.819307,303.68
San Ramon Vly Unif Sch Dist.2605 MUN 1,500,000.007994082K4 08/01/2030 1,8571.91411/03/2021 1,344,525.00 1.805 1.8301,505,877.16
San Ramon Vly Unif Sch Dist.2813 MUN 935,000.00799408Z93 08/01/2026 3961.03401/26/2023 904,640.55 4.044 4.100906,346.87
Sunnyvale Elementary Sch Distr2100 MUN 135,000.00867578UT1 09/01/2028 1,1582.19009/19/2019 128,493.00 2.157 2.187135,000.00
Sunnyvale Elementary Sch Distr2101 MUN 135,000.00867578US3 09/01/2027 7922.09009/19/2019 130,316.85 2.061 2.090135,000.00
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 27 Packet Pg. 436 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 19
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Municipal Bonds
Tracy Unified School District2493 MUN 500,000.00892404CN2 08/01/2029 1,4921.64402/08/2021 457,440.00 1.437 1.457503,572.68
Temecula Valley Unified School2539 MUN 250,000.0087970GPS0 08/01/2028 1,1271.50306/16/2021 232,302.50 1.482 1.503250,000.00
Temecula Valley Unified School2569 MUN 355,000.0087970GPQ4 08/01/2026 3961.05108/27/2021 343,789.10 0.887 0.900355,566.60
State of Tennessee1673 MUN 1,000,000.00880541XY8 08/01/2026 3962.11608/25/2016 980,560.00 1.923 1.9501,001,626.09
State of Tennessee1674 MUN 1,650,000.00880541XX0 08/01/2025 312.06608/25/2016 1,647,030.00 1.893 1.9201,650,186.86
State of Tennessee1676 MUN 700,000.00880541XX0 08/01/2025 312.06608/25/2016 698,740.00 1.893 1.920700,079.27
City of Torrance JT PWRS Fin A2795 MUN 445,000.00891371BB1 06/01/2032 2,5272.63701/12/2023 389,695.40 5.001 5.070385,973.96
Tustin Unif Sch Dist Facs Impt2715 MUN 650,000.00901072LD8 08/01/2027 7611.14510/24/2022 614,269.50 4.783 4.850605,676.40
Tustin Unif Sch Dist Facs Impt2758 MUN 205,000.00901072MB1 08/01/2031 2,2221.75412/09/2022 177,890.80 4.843 4.910173,231.59
Tustin Unif Sch Dist Facs Impt2814 MUN 500,000.00901072LX4 08/01/2027 7611.14501/26/2023 472,515.00 4.098 4.155471,675.38
State of Texas2195 MUN 1,500,000.008827237P8 10/01/2025 923.05112/23/2019 1,494,945.00 1.975 2.0031,503,691.39
State of Texas2225 MUN 940,000.008827237T0 10/01/2029 1,5533.52101/30/2020 927,535.60 2.191 2.221986,480.18
State of Texas2255 MUN 1,265,000.008827237T0 10/01/2029 1,5533.52102/14/2020 1,248,226.10 2.192 2.2221,327,523.91
State of Texas2541 MUN 245,000.008827235K1 10/01/2025 922.92206/30/2021 244,095.95 0.641 0.650246,370.24
State of Texas2548 MUN 1,000,000.00882724RF6 10/01/2030 1,9182.42607/02/2021 924,720.00 1.480 1.5011,045,174.92
State of Texas2631 MUN 500,000.00882723A90 10/01/2025 922.83112/07/2021 498,045.00 1.030 1.045502,182.53
State of Texas2957 MUN 295,000.00882724U47 10/01/2033 3,0144.70001/30/2024 300,802.65 4.536 4.599296,930.50
University of California2685 MUN 440,000.0091412HGF4 05/15/2027 6831.31604/05/2022 419,782.00 3.028 3.070426,719.27
University of California2866 MUN 230,000.0091412HJN4 05/15/2027 6831.27204/05/2023 218,812.80 4.311 4.371217,902.16
University of California2996 MUN 745,000.0091412HGG2 05/15/2030 1,7791.61402/26/2024 665,262.65 4.566 4.630650,797.55
State of Utah2306 MUN 295,225.00917542QV7 07/01/2025 03.53903/13/2020 295,225.00 1.948 1.975295,225.00
State of Wisconsin2547 MUN 2,000,000.0097705MNU5 05/01/2031 2,1302.45107/02/2021 1,826,260.00 1.553 1.5752,094,324.95
State of Wisconsin2574 MUN 1,500,000.0097705MNP6 05/01/2026 3042.08909/09/2021 1,474,860.00 0.739 0.7501,516,417.46
State of Wisconsin2576 MUN 1,000,000.0097705MNP6 05/01/2026 3042.08909/13/2021 983,240.00 0.769 0.7801,010,690.65
State of Wisconsin 22822 MUN 305,000.00977100AC0 05/01/2026 3045.70001/30/2023 308,644.75 5.039 5.109306,361.17
Yosemite Community College Dis2657 MUN 1,000,000.00987388GX7 08/01/2027 7612.08202/17/2022 965,730.00 2.053 2.0821,000,000.00
Yosemite Community College Dis2687 MUN 500,000.00987388GX7 08/01/2027 7612.08209/02/2022 482,865.00 3.846 3.900482,914.08
Subtotal and Average 232,416,565.66 236,145,639.11 226,208,796.70 2.945 2.986 1,254
Supranationals (World Bank) Bonds
Inter-American Dev. Bank2528 IADB 2,000,000.004581X0DV7 04/20/2026 2930.87504/20/2021 1,949,340.00 0.910 0.9231,999,245.39
Inter-American Dev. Bank2586 IADB 2,000,000.0045818WDH6 06/17/2026 3510.80009/27/2021 1,938,920.00 0.914 0.9271,997,612.71
Inter-American Dev. Bank2652 IADB 1,000,000.004581X0EB0 01/13/2027 5611.50001/13/2022 964,800.00 1.504 1.525999,625.87
Inter-American Dev. Bank2655 IADB 1,000,000.004581X0EB0 01/13/2027 5611.50001/14/2022 964,800.00 1.518 1.540999,410.87
Inter-American Dev. Bank2922 IADB 1,000,000.004581X0EK0 05/15/2026 3184.50001/08/2024 1,003,570.00 4.214 4.2731,001,842.48
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 28 Packet Pg. 437 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 20
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Supranationals (World Bank) Bonds
Inter-American Dev. Bank2987 IADB 1,000,000.004581X0EN4 02/15/2029 1,3254.12502/22/2024 1,010,960.00 4.222 4.281994,909.09
Inter-American Dev. Bank3026 IADB 1,500,000.0045818WFV3 08/15/2029 1,5063.90009/19/2024 1,509,555.00 3.462 3.5111,521,881.86
Inter-American Dev. Bank3073 IADB 1,000,000.0045818WFZ4 10/09/2029 1,5613.60010/23/2024 994,640.00 3.993 4.049982,766.82
Inter-American Dev. Bank3079 IADB 1,000,000.0045818WFZ4 10/09/2029 1,5613.60010/24/2024 994,640.00 4.035 4.091981,137.31
Intl Bk Recon & Development2470 IBRD 1,500,000.00459058JL8 10/28/2025 1190.50001/08/2021 1,481,100.00 0.480 0.4871,500,060.66
Intl Bk Recon & Development2492 IBRD 1,500,000.00459058JS3 02/10/2026 2240.65002/10/2021 1,467,135.00 0.641 0.6501,500,000.00
Intl Bk Recon & Development2497 IBRD 1,500,000.0045905U5Y6 02/18/2026 2320.60002/18/2021 1,462,605.00 0.591 0.6001,500,000.00
Intl Bk Recon & Development2498 IBRD 1,500,000.00459058JL8 10/28/2025 1190.50002/18/2021 1,481,100.00 0.591 0.6001,499,519.92
Intl Bk Recon & Development2510 IBRD 1,500,000.00459058JL8 10/28/2025 1190.50003/01/2021 1,481,100.00 0.787 0.7981,498,575.70
Intl Bk Recon & Development2534 IBRD 1,500,000.00459058JS3 02/10/2026 2240.65005/26/2021 1,467,135.00 0.833 0.8451,498,258.79
Intl Bk Recon & Development2553 IBRD 1,500,000.00459058JS3 02/10/2026 2240.65007/15/2021 1,467,135.00 0.839 0.8511,498,202.74
Intl Bk Recon & Development2559 IBRD 1,500,000.00459058JS3 02/10/2026 2240.65008/12/2021 1,467,135.00 0.871 0.8831,497,918.35
Intl Bk Recon & Development2650 IBRD 1,000,000.0045906M2L4 02/24/2026 2380.65001/07/2022 976,620.00 1.368 1.387995,377.61
Intl Bk Recon & Development2736 IBRD 1,000,000.0045906M2L4 02/24/2026 2380.65011/23/2022 976,620.00 4.480 4.542976,819.39
Intl Bk Recon & Development2775 IBRD 1,000,000.00459058JN4 11/24/2027 8760.75012/21/2022 931,640.00 3.807 3.860932,689.89
Intl Bk Recon & Development2779 IBRD 1,500,000.00459058JT1 02/10/2027 5890.85012/22/2022 1,426,590.00 4.241 4.3001,424,479.61
Intl Bk Recon & Development2826 IBRD 1,500,000.00459058JT1 02/10/2027 5890.85002/10/2023 1,426,590.00 4.310 4.3701,422,854.28
Intl Bk Recon & Development2912 IBRD 1,000,000.00459058KW2 08/01/2028 1,1274.62510/27/2023 1,024,750.00 4.967 5.036988,861.14
Intl Bk Recon & Development2921 IBRD 1,000,000.00459058KT9 07/12/2028 1,1073.50001/08/2024 992,560.00 4.024 4.079984,091.82
Intl Bk Recon & Development2950 IBRD 1,000,000.00459058KW2 08/01/2028 1,1274.62501/26/2024 1,024,750.00 4.112 4.1691,012,667.66
Intl Bk Recon & Development3034 IBRD 1,000,000.00459058KW2 08/01/2028 1,1274.62509/24/2024 1,024,750.00 3.475 3.5241,031,451.33
Intl Bk Recon & Development3055 IBRD 1,000,000.00459058LN1 10/16/2029 1,5683.87510/16/2024 1,002,350.00 3.906 3.961996,680.83
Intl Bk Recon & Development3064 IBRD 1,500,000.00459058LN1 10/16/2029 1,5683.87510/18/2024 1,503,525.00 3.876 3.9301,496,810.79
Intl Bk Recon & Development3065 IBRD 1,500,000.0045906M5K3 07/30/2029 1,4904.75010/18/2024 1,505,370.00 4.446 4.5081,512,796.17
Intl Bk Recon & Development3070 IBRD 1,750,000.0045906M4E8 06/26/2028 1,0914.50010/22/2024 1,751,260.00 4.246 4.3051,759,235.74
Intl Bk Recon & Development3089 IBRD 1,500,000.00459058KT9 07/12/2028 1,1073.50003/13/2025 1,488,840.00 4.001 4.0561,476,496.64
Intl Bk Recon & Development3096 IBRD 1,421,000.00459058KQ5 02/14/2030 1,6893.87503/13/2025 1,423,245.18 4.082 4.1381,405,429.95
Intl Bk Recon & Development3101 IBRD 1,500,000.00459058LR2 03/20/2030 1,7234.12503/20/2025 1,518,375.00 4.073 4.1301,499,683.14
Intl Bk Recon & Development3110 IBRD 1,500,000.00459058LN1 10/16/2029 1,5683.87503/27/2025 1,503,525.00 4.101 4.1581,483,479.45
Intl Bk Recon & Development3120 IBRD 2,000,000.0045906M5K3 07/30/2029 1,4904.75004/03/2025 2,007,160.00 4.513 4.5762,012,170.91
Intl Bk Recon & Development3121 IBRD 1,500,000.00459058KQ5 02/14/2030 1,6893.87504/03/2025 1,502,370.00 3.968 4.0231,490,768.50
Intl Bk Recon & Development3125 IBRD 1,713,000.0045906M4E8 06/26/2028 1,0914.50004/24/2025 1,714,233.36 4.268 4.3271,721,062.50
Intl Bk Recon & Development3126 IBRD 1,500,000.00459058LR2 03/20/2030 1,7234.12504/24/2025 1,518,375.00 3.984 4.0391,505,382.73
Intl Bk Recon & Development3130 IBRD 2,000,000.0045906M5H0 04/24/2029 1,3935.17005/01/2025 2,013,100.002,034,489.68
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 29 Packet Pg. 438 of 461
June 30, 2025
Par Value
Days To
Maturity
Maturity
Date
Current
RateMarket Value
Fund ALL - Portfolio Listings
Investments by Fund Page 21
CUSIP Investment #Issuer
Purchase
Date Book Value YTM
360
YTM
365
Supranationals (World Bank) Bonds
International Finance Corp.2441 IFC 1,000,000.0045950VPE0 10/15/2025 1061.50010/30/2020 990,980.00 0.500 0.5071,000,000.00
International Finance Corp.2454 IFC 1,500,000.0045950VPH3 11/15/2025 1373.00011/30/2020 1,491,150.00 0.689 0.6981,500,000.00
International Finance Corp.2483 IFC 1,500,000.0045950VPJ9 01/15/2026 1980.58001/25/2021 1,469,430.00 0.501 0.5081,500,568.99
International Finance Corp.2502 IFC 1,500,000.0045950VPJ9 01/15/2026 1980.58002/11/2021 1,469,430.00 0.522 0.5301,500,396.97
International Finance Corp.2503 IFC 1,500,000.0045950VPS9 02/26/2026 2400.50002/26/2021 1,462,410.00 0.616 0.6251,498,796.82
International Finance Corp.2514 IFC 2,000,000.0045950VPT7 03/15/2026 2571.25003/15/2021 1,969,120.00 0.690 0.7002,000,000.00
International Finance Corp.2515 IFC 1,500,000.0045950VPU4 03/23/2026 2650.75003/23/2021 1,461,540.00 0.746 0.7571,499,921.40
International Finance Corp.2517 IFC 2,000,000.0045950VPU4 03/23/2026 2650.75003/23/2021 1,948,720.00 0.887 0.9001,997,866.16
International Finance Corp.2532 IFC 1,500,000.0045950VPY6 05/15/2026 3181.50005/28/2021 1,480,335.00 0.816 0.8271,500,000.00
International Finance Corp.2654 IFC 1,000,000.0045950KCX6 10/08/2026 4640.75001/12/2022 961,310.00 1.518 1.540990,362.73
International Finance Corp.3072 IFC 1,000,000.0045950KDH0 07/02/2029 1,4624.25010/23/2024 1,016,530.00 3.979 4.0351,007,721.17
International Finance Corp.3078 IFC 1,000,000.0045950KDH0 07/02/2029 1,4624.25010/24/2024 1,016,530.00 4.026 4.0821,006,018.39
Subtotal and Average 70,636,400.95 70,884,000.00 70,099,753.54 2.406 2.439 785
Total Investments and Average 656,905,690.91 661,753,957.10 637,458,043.78 2.663 2.700 1,025
Portfolio CPA
AP
Run Date: 07/22/2025 - 22:51 FI (PRF_FI) 7.3.11
Report Ver. 7.3.11
Item D
Attachment B - Investment Portfolio
Item D: Staff Report Pg. 30 Packet Pg. 439 of 461
1 General Investment Guidelines:Full Compliance
a) The max. stated final maturity of individual securities in the portfolio should be 10 years.
b) A max. of 30 percent of the par value of the portfolio shall be invested in securities with maturities 24.9%
beyond 5 years.
c) The City shall maintain a minimum of one month's cash needs in short term investments.
d) At least $50 million shall be maintained in securities maturing in less than 2 years.
Plus two managed pool accounts which provide instant liquidity:
- Local Agency Investment Fund (LAIF) - maximum investment limit is $75 million $72.6 million
- Fidelity Investments $12.2 million
e) Should market value of the portfolio fall below 95 percent of the book value, report this fact within a 97.0%
reasonable time to the City Council and evaluate if there are risk of holding securities to maturity.
d) Commitments to purchase securities newly introduced on the market shall be made no more than
three (3) working days before pricing.
f) Whenever possible, the City will obtain three or more quotations on the purchase or sale of
comparable securities (excludes new issues, LAIF, City of Palo Alto bonds, money market
accounts, and mutual funds).
2 U.S. Government Securities:Full Compliance
a) There is no limit on purchase of these securities.
b) Securities will not exceed 10 years maturity.
3 U.S. Government Agency Securities:Full Compliance
a) There is no limit on purchase of these securities except for:
Callable and Multi-step-up securities provided that:
- The potential call dates are known at the time of purchase;
- the interest rates at which they "step-up" are known at the time of purchase; and
- the entire face value of the security is redeemed at the call date.
- No more than 25 percent of the par value of portfolio.24.01%
b) Securities will not exceed 10 years maturity.
4 California State, California Local Government Agencies, and other United States State Bonds:Full Compliance
a)Having at time of investment a minimum Double A (AA/Aa2) rating as provided by a nationally
recognized rating service (e.g., Moody’s, Fitch, and/or Standard and Poor’s).
)May not exceed 40 percen of the par value of the portfolio.38.77%
5 Certificates of Deposit (CD):Full Compliance
a)May not exceed 20 percent of the par value of the portfolio;None Held
b)No more than 10 percent of the par value of the portfolio in collateralized CDs in any institution.
c) Purchase collateralized deposits only from federally insured large banks that are rated by
a nationally recognized rating agency (e.g. Moody's, Fitch, and/or Standard & Poor's).
d) For non-rated banks, deposit should be limited to amounts federally insured (FDIC)
e) Rollovers are not permitted without specific instruction from authorized City staff.
6 Banker's Acceptance Notes (BA):Full Compliance
a)No more than 30 percent of the par value of the portfolio.None Held
b) Not to exceed 180 days maturity.
c) No more than $5 million with any one institution.
Attachment C
Investment Policy Compliance
As of June 30, 2025
Investment Policy Requirements
Compliance
Check / Actual
$259.3 million
0.57%
Item D
Attachment C - Investment
Policy Compliance
Item D: Staff Report Pg. 31 Packet Pg. 440 of 461
Attachment C
Investment Policy Compliance
As of June 30, 2025
Investment Policy Requirements
Compliance
Check / Actual
7 Commercial Paper:Full Compliance
a)No more than 15 percent of the par value of the portfolio.None Held
b) Having highest letter or numerical rating from a nationally recognized rating service.
c) Not to exceed 270 days maturity.
d)No more than $3 million or 10 percent of the outstanding commercial paper of any one institution,
whichever is lesser.
8 Short-Term Repurchase Agreement (REPO):Full Compliance
a) Not to exceed 1 year.None Held
b) Market value of securities that underlay a repurchase agreement shall be valued at 102 percent or
greater of the funds borrowed against those securities.
9 Money Market Deposit Accounts Full Compliance
a) Liquid bank accounts which seek to maintain a net asset value of $1.00.
10 Mutual Funds:Full Compliance
a)No more than 20 percent of the par value of the portfolio.None Held
b)No more than 10 percent of the par value with any one institution.
11 Negotiable Certificates of Deposit (NCD):Full Compliance
a)No more than 20 percent of the par value of the portfolio.11.70%
b) No more than $5 million in any one institution.Federally Insured
12 Medium-Term Corporate Notes:Full Compliance
a)No more than 10 percent of the par value of the portfolio.3.63%
b) Not to exceed 5 years maturity.
c) Securities eligible for investment shall have a minimum rating of AA or Aa2 from a nationally
recognized rating service.
d) No more than $5 million of the par value may be invested in securities of any single issuer, other
than the U.S. Government, its agencies and instrumentality.
e) If securities owned by the City are downgraded by either rating agencies to a level below AA it
shall be the City's policy to review the credit situation and make a determination as to whether
to sell or retain such securities.
13 Supranational Organizations Securities:Full Compliance
a) Securities will not exceed 5 years maturity
b)No more than 20 percent of the par value of the portfolio.8.10%
c)No more than 10 percent in any one institution.Full Compliance
d) Securities eligible for investment shall have a minimum rating of AA or Aa2 from a nationally
recognized rating service.
14 Prohibited Investments:
a) Reverse Repurchase Agreements
b) Derivatives as defined in Appendix B of the Investment Policy
15 All securities shall be delivered to the City's safekeeping custodian, and held in the name of the
City, with the exception of :
- Certificates of Deposit, Mutual Funds, and Local Agency Investment Fund (LAIF)
Full Compliance
None Held
Full Compliance
Item D
Attachment C - Investment
Policy Compliance
Item D: Staff Report Pg. 32 Packet Pg. 441 of 461
City Council
Staff Report
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: August 18, 2025
Report #:2501-4042
TITLE
City of Palo Alto Monthly Investment Activity Report July 2025 (Unaudited)
ATTACHMENTS
Attachment A: July 2025 Monthly Investment Activity Report
APPROVED BY:
Lauren Lai, Administrative Services Director
Item E
Item E Staff Report
Item E: Staff Report Pg. 1 Packet Pg. 442 of 461
CITY OF PALO ALTO
MONTHLY INVESTMENT ACTIVITY REPORT
July 2025 (Unaudited)
TO: Honorable City Council
Report Posted at the City’s Website: www.cityofpaloalto.org/investmentreporting
Above Link on Council Agenda of August 18, 2025
______________________________________________________________________
The City’s Investment Policy1 (Policy) and California Government Code Section 53607 requires that a
report of transactions (investments, reinvestment, sold, and exchanged securities) be made available
to the Council on a monthly basis.
The attached list of transactions (Attachment A) also includes, though not required by the Policy or
the government code, security maturities and cash movement activity in the City’s two liquid
operating cash pool accounts (Local Agency Investment Fund or LAIF and Fidelity accounts). Liquid
cash are available on a daily basis but are invested by the two entities in a range of securities (e.g.,
treasuries, federal agencies, commercial paper, corporate bonds, time deposits, loans, and certificate
of deposits/bank notes).
This reporting requirement is separate and distinct from the quarterly investment report submitted
under California Government Code Section 53646 that includes portfolio composition, a detailed list
of all securities, performance compared to the Policy, overall compliance with the Policy, and the
City’s ability to meet expenditure requirements over the next six months.
Prepared by:
_______________________
Tarun Narayan
Mgr. Treasury, Debt &
Investments
________________
Date
Approved by:
_______________________
Christine Paras
Asst. Director ASD
_________________
Date
______________________
Lauren Lai
Chief Financial Officer
_________________
Date
1 https://www.cityofpaloalto.org/files/assets/public/v/1/administrative‐services/investment‐policies/adopted‐investment‐policy‐1‐39‐asd.pdf
Docusign Envelope ID: 3C3F3DC4-E7FF-401C-A2BF-7FFA1D9CD6EA
8/5/2025 8/6/2025
8/7/2025
Item E
Attachment A - July 2025
Monthly Investment Activity
Report
Item E: Staff Report Pg. 2 Packet Pg. 443 of 461
City of Palo Alto
Activity Report
City of Palo Alto
Administration Svcs. Dept.
250 Hamilton Ave., 4th FloorPalo Alto, CA 94301
(650)329-2362Sorted By Safekeeper
July 1, 2025 - July 31, 2025
Current
Rate
Transaction
Date BalanceBeginning
Balance
Ending
Par Value
Percent
of Portfolio
Par Value
CUSIP Investment # Issuer
Purchases or
Deposits
Redemptions or
Withdrawals
Safekeeper: U.S. Bank
Negotiable Certificates of Deposits
Bank of Wisconsin Dells2455 NCD 0.001.050 07/28/2025 249,000.00065847EH4
Exchange State Bank3029 NCD 0.004.600 07/06/2025 249,000.00301485AN8
498,000.0027,826,000.00 27,328,000.00Subtotal and Balance 0.00
Corporate Medium Term Bonds
31,850,000.00 31,850,000.00Subtotal and Balance
Federal Agency Bonds
Federal Home Loan Bank3111 Call 0.005.600 07/27/2025 1,500,000.003130B44G3
1,500,000.00205,809,000.00 204,309,000.00Subtotal and Balance 0.00
Treasury Securities (Notes)
4,500,000.00 4,500,000.00Subtotal and Balance
Municipal Bonds
State of Utah2306 MUN 0.003.539 07/01/2025 295,225.00917542QV7
Sequoia Union High School Dist2320 MUN 0.001.735 07/01/2025 400,000.00817409N35
Palo Alto Unified School Dist.2838 MUN 0.005.862 07/01/2025 401,785.71697379TV7
Palo Alto Unified School Dist.2839 MUN 0.005.862 07/01/2025 401,785.71697379TV7
Palo Alto Unified School Dist.2841 MUN 0.005.862 07/01/2025 396,428.57697379TV7
State of Georgia2981 MUN 0.004.150 07/01/2025 1,000,000.00373384TP1
2,895,224.99236,145,639.11 233,250,414.12Subtotal and Balance 0.00
Supranationals (World Bank) Bonds
70,884,000.00 70,884,000.00Subtotal and Balance
0.00 4,893,224.99577,014,639.11 572,121,414.1294.919%Safekeeper Subtotal
Safekeeper: Not applicable - Cash/Managed Pool Accounts
LAIF & Fidelity Cash Accounts
Fidelity Investments158 0.004.190 1,050,000.00SYS158
Local Agency Investment Fund159 13,035,019.194.260 66,100,000.00SYS159
Portfolio CPA
AP
Run Date: 08/05/2025 - 12:11 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Attachment ADocusign Envelope ID: 3C3F3DC4-E7FF-401C-A2BF-7FFA1D9CD6EA
Item E
Attachment A - July 2025 Monthly
Investment Activity Report
Item E: Staff Report Pg. 3 Packet Pg. 444 of 461
Current
Rate
Transaction
Date BalanceBeginning
Balance
Ending
Par Value
Page 2
Percent
of Portfolio
Par Value
July 1, 2025 - July 31, 2025
Activity Report
City of Palo Alto
CUSIP Investment #Issuer
Purchases or
Deposits
Redemptions or
Withdrawals
67,150,000.0084,739,317.99 30,624,337.18Subtotal and Balance 13,035,019.19
13,035,019.19 67,150,000.0084,739,317.99 30,624,337.185.081%Safekeeper Subtotal
661,753,957.10 602,745,751.30Total72,043,224.9913,035,019.19100.000%
Portfolio CPA
AP
Run Date: 08/05/2025 - 12:11 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Docusign Envelope ID: 3C3F3DC4-E7FF-401C-A2BF-7FFA1D9CD6EA
Item E
Attachment A - July 2025 Monthly
Investment Activity Report
Item E: Staff Report Pg. 4 Packet Pg. 445 of 461
City Council
Staff Report
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: August 18, 2025
Report #:2501-4029
TITLE
Sales Tax Digest Q1 (Jan-Mar) 2025
ANALYSIS
This report transmits information regarding the City of Palo Alto’s sales tax receipts for the first
quarter (January to March) of 2025. Listed below are highlights from the report. Detailed
discussion and data can be found in the attached City of Palo Alto Sales Tax Digest (Attachment
A).
Regional and statewide sales tax - adjusted benchmark year (rolling four-quarter)
(Attachment A, p. 2):
Palo Alto: decreased by 3.3%
San Francisco Bay Area: decreased by 3.3%
California statewide: decreased by 3.2%
Benchmark year comparisons reflect a rolling four-quarter view of economic activity, adjusted
to exclude non-period-related payments.
City’s most significant activity – benchmark year (rolling four-quarter)
(Attachment A, p. 1):
Business to Business – Leasing: decreased by 10.6%; represents 19.3% of total sales tax
Transportation – New autos: decreased by 28.1%; represents 11.9% of total sales tax
These two segments account for approximately 30% of Palo Alto’s total sales tax for the period
and were the primary drivers of the overall decline.
Item F
Item F Staff Report
Item F: Staff Report Pg. 1 Packet Pg. 446 of 461
County Pool - quarterly year-over-year comparison (Q1 2024 and Q1 2025)
(Attachment A, p. 4)
City share: increased 0.1%, from 6.0% to 6.1%
Total County pool: increased $0.2 million, from $1.5 million to $1.7 million
Over the most recent four quarters, the City received approximately $6.5 million from the
County Pool, representing about 19% of the City’s total sales tax revenue of $34.1 million
during that period.
Attachment A: 2025 Q1 Sales Tax Digest Summary
Christine Paras, Administrative Services Assistant Director
Item F
Item F Staff Report
Item F: Staff Report Pg. 2 Packet Pg. 447 of 461
City of Palo Alto
Sales Tax Digest Summary
Collections through May 2025
Sales January through March 2025 (2025Q1)
www.avenuinsights.com (800) 800-8181 Page 1
California Overview
For the year ending in the first quarter of 2025, cash receipts decreased by 1.0% statewide and
decreased by 2.4% in S.F. Bay Area. However, when adjusted for non-period-related payments, the
overall economic sales tax activity for the year ending in the first quarter of 2025 decreased by 3.2%
statewide and decreased by 3.3% in S.F. Bay Area.
City of Palo Alto
For the year ending in the first quarter of 2025, sales tax cash receipts for the city decreased by 7.8% from
the prior year. However, when adjusted for non-period related payments, the overall economic sales tax
activity in Palo Alto for the year ending in the first quarter of 2025 decreased by 3.3%. The primary drivers
of Palo Alto's sales tax decrease were the leasing and new auto sales sectors. On an economic basis,
leasing sales tax revenue decreased by 10.6%, representing 19.3% of the city's total sales tax for the year
ending in the first quarter of 2025. New auto sales decreased by 28.1% over the same period, contributing
11.9% to the total sales tax revenue for the same period.
Same quarter sales tax cash receipts decreased by 0.2% in California from Q1 2024 to Q1 2025. Palo Alto
citywide sales tax cash receipts decreased by 3.7% over the Q1 2024 to Q1 2025 period. The key reason
for the Palo Alto decrease on a cash basis during this period was a decrease in the new auto sales segment
of 27.1% which comprises 14.1% of the total sales tax for the city.
Item F
Attachment A - 2025 Q1
Sales Tax Digest Summary
Item F: Staff Report Pg. 3 Packet Pg. 448 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 2
% of Total / % Change Palo Alto California
Statewide S.F. Bay Area Sacramento
Valley Central Valley South Coast Inland Empire North Coast Central Coast
General Retail 27.5 / 3.9 28.9 / -1.6 23.5 / -2.8 29.2 / -5.6 38.7 / -1.4 27.3 / -1.4 35.9 / 0.9 27.3 / -2.4 30.1 / 2.7
Food Products 19.1 / 6.3 21.9 / -0.9 23.7 / -1.9 17.6 / -5.9 14.9 / -2.3 23.9 / -0.2 18.4 / 1.2 19.2 / 1.5 27.1 / 1.6
Transportation 15.5 / -24.3 22.4 / -7.5 19.2 / -6.8 26.3 / -12.1 21.4 / -7.5 23.0 / -7.3 22.5 / -5.6 27.7 / -6.7 27.7 / -10.9
Business to Business 32.4 / -6.5 16.0 / -2.7 22.2 / -2.3 13.6 / -16.5 14.8 / -2.3 15.7 / -1.1 10.4 / -4.0 10.4 / -3.4 6.9 / -17.9
Misc/Other 5.5 / 44.7 10.8 / -3.3 11.4 / -3.4 13.4 / -11.0 10.1 / -7.1 10.0 / -0.8 12.8 / -4.0 15.5 / -2.3 8.2 / 7.8
Total 100.0 / -3.3 100.0 / -3.2 100.0 / -3.3 100.0 / -9.7 100.0 / -3.6 100.0 / -2.5 100.0 / -1.8 100.0 / -3.0 100.0 / -3.0
Palo Alto California
Statewide S.F. Bay Area Sacramento
Valley Central Valley South Coast Inland Empire North Coast Central Coast
Largest Segment Leasing Restaurants Restaurants Restaurants Miscellaneous
Retail Restaurants Miscellaneous
Retail Restaurants Restaurants
% of Total / % Change 19.3 / -10.6 16.0 / -0.3 17.8 / -1.1 12.2 / -5.0 17.8 / 6.6 17.8 / 0.2 19.1 / 4.6 12.4 / 2.7 17.6 / 2.5
2nd Largest Segment Restaurants Miscellaneous
Retail
Auto Sales -
New
Miscellaneous
Retail
Department
Stores
Auto Sales -
New Restaurants Department
Stores
Auto Sales -
New
% of Total / % Change 17.4 / 6.7 11.2 / 5.0 9.2 / -7.8 11.9 / -1.1 10.8 / -3.7 11.8 / -6.5 12.1 / 2.8 11.2 / -2.5 17.4 / -6.6
3rd Largest Segment Auto Sales -
New
Auto Sales -
New
Office
Equipment
Auto Sales -
New Restaurants Miscellaneous
Retail
Auto Sales -
New
Auto Sales -
New
Miscellaneous
Retail
% of Total / % Change 11.9 / -28.1 10.8 / -6.4 7.6 / -4.9 11.5 / -9.4 10.1 / -1.7 9.7 / 5.6 10.7 / -2.7 10.9 / -3.8 9.3 / 9.9
ECONOMIC CATEGORY ANALYSIS FOR YEAR ENDED 1st Quarter 2025
ECONOMIC SEGMENT ANALYSIS FOR YEAR ENDED 1st Quarter 2025
Regional Overview
The first chart on page two shows adjusted economic benchmark year amounts, which shows the year
ended first quarter of 2025 compared to the year ended first quarter of 2024 (benchmark years are rolling
annual comparisons through the current quarter). The growth rates are different between the state and
Palo Alto because the sales tax from businesses statewide performed better overall than the businesses
in Palo Alto.
Regional Overview Chart (Economic)
BENCHMARK YEAR 2025Q1 COMPARED TO BENCHMARK YEAR 2024Q1
Item F
Attachment A - 2025 Q1
Sales Tax Digest Summary
Item F: Staff Report Pg. 4 Packet Pg. 449 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 3
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
$30,000,000
$35,000,000
Quarterly Benchmark Year
Leasing19.4%
Restaurants
17.4%
Auto Sales -New11.9%
Office Equipment
7.4%Apparel Stores
7.1%
All Other
36.8%
Net Pools & Adjustments16.1%
Gross Historical Sales Tax Cash Receipts by Benchmark Year and Quarter (Before Adjustments)
Net Cash Receipts for Benchmark Year first Quarter 2025: $34,140,876
*Benchmark year (BMY) is the sum of the current and 3 previous quarters (2025Q1 BMY is sum of 2025 Q1, 2024 Q4, 2024 Q3, 2024 Q2)
Item F
Attachment A - 2025 Q1
Sales Tax Digest Summary
Item F: Staff Report Pg. 5 Packet Pg. 450 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 4
Anderson Honda Magnussen's Toyota Stanford Health Care
Apple Stores Neiman Marcus Tesla
Arco AM/PM Mini Marts Nordstrom Tesla Lease Trust
Audi Palo Alto Restoration Hardware Tiffany & Company
Bloomingdale's Richemont Union 76 Service Stations
Hermes Sephora Varian Medical Systems
HP Enterprise Services Shell Service Stations Volvo Cars Palo Alto
Louis Vuitton Shreve & Co.Wilkes Bashford
Macy's Department Store
County Pool Results
The California sales tax system is referred to as a ‘sales and use tax’ system which covers both sales tax
and ‘use tax’. The County Pool revenues largely reflect use tax from qualifying transactions that do not
involve a California based point of sale. Businesses report their use tax quarterly based on business activity
conducted throughout the county. The County Pool is distributed each quarter based upon a formula
where the jurisdiction’s quarterly percentage is based upon its total sales tax receipts for the quarter as a
percentage of all sales tax receipts for all jurisdictions within the county. Thus, if local business activity
(sales tax receipts) within Palo Alto increases in the quarter relative to the rest of the county, then the
Palo Alto County pool percentage also will increase for the quarter compared to the rest of the county.
The total countywide pool is multiplied by the city’s quarterly percentage to determine the jurisdiction
share each quarter.
In the first quarter of 2025, cash receipts for the overall County Pool increased by 7.3% from the same
quarter in the prior year. The City’s share of the Countywide Pool increased to 6.1%. The City’s revenues
from the County Pool increased from $1,523,986 in 2024Q1 to $1,673,551 in 2025Q1.
TOP 25 SALES/USE TAX CONTRIBUTORS
The following list identifies Palo Alto’s Top 25 Sales/Use Tax contributors. The list is in alphabetical order
and represents the year ended in the first quarter of 2025. The Top 25 Sales/Use Tax contributors generate
57.6% of Palo Alto’s total sales and use tax revenue.
Item F
Attachment A - 2025 Q1
Sales Tax Digest Summary
Item F: Staff Report Pg. 6 Packet Pg. 451 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 5
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
Benchmark Year 2025Q1 Benchmark Year 2024Q1
Sales Tax from Largest Non-Confidential Sales Tax Segments (Economic)
Item F
Attachment A - 2025 Q1
Sales Tax Digest Summary
Item F: Staff Report Pg. 7 Packet Pg. 452 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 6
Economic Category % 2025Q1 2024Q4 2024Q3 2024Q2 2024Q1 2023Q4 2023Q3 2023Q2 2023Q1 2022Q4 2022Q3
Business To Business 32.4% 2,584,832 2,352,638 2,228,773 2,366,493 2,149,237 2,343,293 2,943,907 2,683,293 2,135,883 2,490,368 2,067,771
Miscellaneous/Other 23.2% 1,846,371 1,284,493 1,682,849 1,595,196 1,951,428 1,870,170 1,546,096 1,302,322 1,517,005 1,597,816 1,724,861
General Retail 22.8% 1,813,504 2,466,315 1,828,014 2,044,006 1,739,261 2,315,882 1,834,297 2,017,885 1,640,927 2,305,038 1,802,777
Food Products 13.7% 1,091,832 1,448,644 1,349,524 1,394,270 1,288,207 1,348,051 1,277,173 1,349,926 1,195,458 1,260,287 1,230,824
Subtotal Economic (Local Business)92.1% 7,336,539 7,552,090 7,089,160 7,399,964 7,128,134 7,877,395 7,601,473 7,353,426 6,489,274 7,653,508 6,826,234
Net Pools & Adjustments 7.9% 633,409 1,737,280 1,033,269 1,359,165 1,143,798 1,867,172 1,986,175 2,084,763 1,586,938 1,935,580 1,862,181
Total Cash Receipts 100.0% 7,969,948 9,289,370 8,122,429 8,759,129 8,271,932 9,744,567 9,587,647 9,438,189 8,076,212 9,589,088 8,688,414
Economic Segment % 2025Q1 2024Q4 2024Q3 2024Q2 2024Q1 2023Q4 2023Q3 2023Q2 2023Q1 2022Q4 2022Q3
Miscellaneous/Other 52.4% 4,175,255 3,939,826 4,070,462 4,102,841 4,114,784 4,409,850 4,635,983 4,197,978 3,818,384 4,490,992 4,087,158
Restaurants 15.9% 1,268,403 1,307,103 1,222,917 1,259,885 1,162,863 1,214,598 1,154,189 1,214,502 1,073,621 1,114,637 1,102,248
Miscellaneous Retail 6.6% 529,255 717,726 512,154 582,600 489,040 689,939 480,649 512,077 448,322 545,797 381,616
Apparel Stores 5.7% 455,466 633,554 480,138 531,926 440,402 586,863 478,973 509,894 423,470 538,573 435,730
Department Stores 5.1% 406,470 570,391 432,925 501,499 411,345 549,893 435,388 492,374 356,626 533,032 423,601
Service Stations 2.4% 187,356 187,487 201,591 226,411 198,584 214,900 229,911 222,029 192,723 215,640 233,387
Food Markets 1.3% 107,424 117,774 111,242 114,071 107,031 112,372 103,251 111,465 101,978 116,810 99,811
Business Services 2.6% 206,909 78,229 57,730 80,732 204,085 98,980 83,130 93,106 74,150 98,027 62,683
Subtotal Economic (Local Business)92.1% 7,336,539 7,552,090 7,089,160 7,399,964 7,128,134 7,877,395 7,601,473 7,353,426 6,489,274 7,653,508 6,826,234
Net Pools & Adjustments 7.9% 633,409 1,737,280 1,033,269 1,359,165 1,143,798 1,867,172 1,986,175 2,084,763 1,586,938 1,935,580 1,862,181
Total Cash Receipts 100.0% 7,969,948 9,289,370 8,122,429 8,759,129 8,271,932 9,744,567 9,587,647 9,438,189 8,076,212 9,589,088 8,688,414
Historical Analysis by Calendar Quarter
The chart above shows the categories and segments in quarterly economic basis amounts. The total amount is the net cash receipts, and it was obtained by
adding up the categories/segments with the “Net Pools & Adjustments” amount.
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 8 Packet Pg. 453 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 7
Economic Category % 2025Q1 2024Q1 2023Q1 2022Q1 2021Q1 2020Q1 2019Q1 2018Q1 2017Q1 2016Q1
Business To Business 28.0% 9,544,923 10,207,538 9,655,439 7,661,634 7,610,124 8,210,165 6,942,745 6,183,972 4,391,916 4,379,209
Miscellaneous/Other 17.9% 6,112,102 7,115,395 6,011,184 6,581,876 5,921,875 6,875,995 7,953,991 6,497,984 5,978,304 5,622,526
General Retail 23.7% 8,099,727 7,797,729 7,648,737 7,381,842 4,345,430 7,344,237 8,125,004 8,396,780 8,974,142 8,521,809
Food Products 16.5% 5,641,240 5,306,942 4,969,672 4,072,899 2,409,718 4,773,882 4,866,418 4,741,754 4,852,341 4,616,264
Subtotal Economic (Local Business)86.1% 29,397,991 30,427,603 28,285,032 25,698,251 20,287,146 27,204,279 27,888,157 25,820,489 24,196,703 23,139,808
Net Pools & Adjustments 13.9% 4,742,885 6,614,732 5,722,164 5,654,416 6,193,532 5,608,238 7,269,002 3,022,993 5,133,590 4,212,620
Total 100.0% 34,140,876 37,042,335 34,007,195 31,352,667 26,480,678 32,812,518 35,157,159 28,843,483 29,330,293 27,352,428
Economic Segment % 2025Q1 2024Q1 2023Q1 2022Q1 2021Q1 2020Q1 2019Q1 2018Q1 2017Q1 2016Q1
Miscellaneous/Other 47.8% 16,304,422 18,043,824 16,664,666 14,968,636 14,229,129 16,081,865 15,894,883 14,231,032 12,058,454 11,534,874
Restaurants 15.0% 5,112,872 4,790,248 4,440,779 3,590,792 1,996,155 4,216,758 4,284,651 4,125,689 4,271,725 4,100,347
Miscellaneous Retail 6.6% 2,261,599 2,040,649 1,817,978 2,051,873 1,273,939 1,558,649 1,668,938 1,721,360 2,704,264 2,166,957
Apparel Stores 6.2% 2,100,639 2,025,650 1,896,603 1,737,094 967,724 1,812,400 2,018,832 1,756,932 2,010,997 1,958,756
Department Stores 5.7% 1,931,216 1,889,166 1,771,222 1,665,905 769,134 1,684,162 1,932,093 2,079,948 1,824,760 2,035,144
Service Stations 2.4% 805,798 863,509 899,601 721,205 406,402 687,344 693,763 629,651 515,806 618,467
Business Services 1.3% 428,777 333,273 370,703 581,258 321,146 718,172 940,138 765,322 299,612 275,083
Food Markets 1.3% 452,670 441,283 423,482 381,489 323,518 444,928 454,861 510,556 511,085 450,180
Subtotal Economic (Local Business)86.1% 29,397,991 30,427,603 28,285,032 25,698,251 20,287,146 27,204,279 27,888,157 25,820,489 24,196,703 23,139,808
Net Pools & Adjustments 13.9% 4,742,885 6,614,732 5,722,164 5,654,416 6,193,532 5,608,238 7,269,002 3,022,993 5,133,590 4,212,620
Total 100.0% 34,140,876 37,042,335 34,007,195 31,352,667 26,480,678 32,812,518 35,157,159 28,843,483 29,330,293 27,352,428
Historical Analysis by Calendar BMY from 2016Q1 to 2025Q1
The chart above shows the categories and segments in benchmark year economic basis amounts. The total amount is the net cash receipts, and it was obtained
by adding up the categories/segments with the “Net Pools & Adjustments” amount. Benchmark year (BMY) is the sum of the current and 3 previous quarters
(2025Q1 BMY is sum of 2025 Q1, 2024 Q4, 2024 Q3, 2024 Q2).
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 9 Packet Pg. 454 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 8
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Campbell -1.3% -0.6% -14.1% -2.5% 4.8% 2,329,752 2,563,782 -9.1%Health & Government Miscellaneous Retail I.T. Infrastructure Auto Parts/Repair
Cupertino 8.3% -1.8% -1.8% 9.7% 38.1% 3,382,556 7,283,983 -53.6%Miscellaneous Retail Recreation Products Office Equipment I.T. Infrastructure
Gilroy -5.1% 3.3% -8.7% -2.2% -1.8% 3,675,723 3,846,454 -4.4%Heavy Industry Restaurants Auto Sales - New Apparel Stores
Los Altos -9.6% -4.4% -0.2% 0.2% 0.0% 554,690 585,717 -5.3%Business Services Furniture/Appliance Electronic Equipment Restaurants
Los Gatos 7.0% 1.9% 26.0% 15.7% -15.5% 1,361,793 1,275,650 6.8%Auto Sales - New Furniture/Appliance Miscellaneous Other Biotechnology
Milpitas -11.1% -0.6% -8.5% 18.7% 1.7% 5,583,404 5,219,213 7.0%Electronic Equipment Office Equipment Miscellaneous Retail Auto Sales - New
Morgan Hill -9.5% -0.6% -6.9% -0.3% -4.1% 2,229,102 2,314,340 -3.7%Light Industry Heavy Industry Misc. Vehicle Sales Electronic Equipment
Mountain View -3.5% 0.2% -1.4% 18.1% 5.1% 4,006,892 4,053,887 -1.2%Business Services Bldg.Matls-Whsle Heavy Industry Department Stores
Palo Alto 5.8% 8.6% -22.9% 62.3% 54.4% 7,358,552 7,013,392 4.9%Miscellaneous Retail Restaurants Auto Sales - New Electronic Equipment
San Jose -0.5% 2.2% -9.0% 4.7% 9.2% 40,438,175 47,560,882 -15.0%Restaurants Miscellaneous Retail Office Equipment Auto Sales - New
Santa Clara -3.7% -5.6% 6.8% 26.5% 24.2% 15,834,126 11,785,017 34.4%Office Equipment Light Industry Restaurants Apparel Stores
County of Santa Clara -1.5% 4.5% -24.8% 7.7% 12.4% 992,614 970,204 2.3%Health & Government Heavy Industry Auto Sales - Used Auto Parts/Repair
Saratoga -5.3% 2.1% 1.9% 29.6% -3.8% 232,925 232,795 0.1%Restaurants Service Stations Miscellaneous Retail Light Industry
Sunnyvale 27.3% 1.8% 0.9% 34.6% 83.6% 8,343,857 7,444,782 12.1%Miscellaneous Retail Business Services I.T. Infrastructure Service Stations
Quarterly Analysis by Sales Tax Category: Change from 2024Q1 to 2025Q1 (Economic)
Unlike the chart on page one which showed a ‘benchmark year’ through the first quarter of 2025, the chart above shows a comparison of one quarter only – first
quarter of 2025 to first quarter of 2024. This chart is for local ‘brick and mortar’ businesses, and it excludes county pools and adjustments.
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 10 Packet Pg. 455 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 9
California Avenue % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
FOOD PRODUCTS 14.4% 106,018 92,710 66.9%60.5%
GENERAL RETAIL -27.2% 16,056 22,062 10.1%14.4%
ALL OTHER -5.9% 36,287 38,546 22.9%25.1%
TOTAL 3.3% 158,360 153,318 100.0% 100.0%
El Camino Real and Midtown % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
FOOD PRODUCTS 10.7% 160,983 145,388 24.7%30.9%
GENERAL RETAIL -2.6% 34,869 35,791 5.3%7.6%
ALL OTHER 57.7% 456,099 289,270 70.0%61.5%
TOTAL 38.6% 651,951 470,450 100.0% 100.0%
Greater Downtown % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
FOOD PRODUCTS -0.4% 518,253 520,455 62.5%61.9%
GENERAL RETAIL 4.1% 243,224 233,615 29.3%27.8%
BUSINESS TO BUSINESS 20.2% 39,570 32,930 4.8%3.9%
MISCELLANEOUS 258.7% 18,785 5,238 2.3%0.6%
CONSTRUCTION -85.7% 6,529 45,632 0.8%5.4%
TRANSPORTATION -3.3% 2,989 3,092 0.4%0.4%
TOTAL -1.4% 829,350 840,961 100.0% 100.0%
Stanford Shopping Center % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
GENERAL RETAIL -10.8% 1,104,882 1,239,097 85.2%77.2%
FOOD PRODUCTS 0.6% 152,066 151,230 11.7%9.4%
ALL OTHER -81.1% 40,609 214,508 3.1%13.4%
TOTAL -19.1% 1,297,557 1,604,835 100.0% 100.0%
City of Palo Alto Geo Areas & Citywide Chart Data: Change from 2024Q1 to 2025Q1 (Economic)
City of Palo Alto Geo Areas & Citywide Chart Data: Change from 2024Q1 to 2025Q1 (Economic) Cont.
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 11 Packet Pg. 456 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 10
Town And Country Shopping Center % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
FOOD PRODUCTS -0.7% 111,452 112,234 62.6%62.4%
GENERAL RETAIL -1.7% 66,281 67,403 37.2%37.5%
ALL OTHER 110.4% 263 125 0.1%0.1%
TOTAL -1.0% 177,996 179,763 100.0% 100.0%
All Other Geos combined with Balance of Jurisdiction % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
BUSINESS TO BUSINESS 8.5% 2,293,821 2,114,926 37.0%33.1%
GENERAL RETAIL -8.1% 1,523,243 1,657,831 24.6%25.9%
FOOD PRODUCTS 5.9% 1,171,805 1,107,004 18.9%17.3%
TRANSPORTATION -23.0% 1,088,246 1,414,019 17.6%22.1%
MISCELLANEOUS 133.8% 88,885 38,011 1.4%0.6%
CONSTRUCTION -51.2% 29,056 59,518 0.5%0.9%
TOTAL -3.1% 6,195,057 6,391,309 100.0% 100.0%
All Geo Areas Total Comparison 25Q1 & 24Q1 % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
Balance of Jurisdiction -2.0% 3,079,843 3,141,982 49.7%49.2%
Stanford Shopping Center -19.1% 1,297,557 1,604,835 20.9%25.1%
Greater Downtown -1.4% 829,350 840,961 13.4%13.2%
El Camino Real and Midtown 38.6% 651,951 470,450 10.5%7.4%
Town And Country Shopping Center -1.0% 177,996 179,763 2.9%2.8%
California Avenue 3.3% 158,360 153,318 2.6%2.4%
TOTAL -3.1% 6,195,057 6,391,309 100.0% 100.0%
Palo Alto citywide QE 25Q1 & 24Q1 % CHANGE QoQ 2025Q1 QE 2024Q1 QE 25Q1 % OF TOTAL 24Q1 % OF TOTAL
BUSINESS TO BUSINESS 12.8% 2,584,832 2,292,374 35.1%32.7%
GENERAL RETAIL 5.8% 1,813,504 1,713,296 24.6%24.4%
FOOD PRODUCTS 8.6% 1,393,890 1,283,893 18.9%18.3%
TRANSPORTATION -22.9% 1,091,832 1,416,540 14.8%20.2%
MISCELLANEOUS 52.2% 365,551 240,154 5.0%3.4%
CONSTRUCTION 62.3% 108,944 67,136 1.5%1.0%
TOTAL 4.9% 7,358,552 7,013,392 100.0% 100.0%
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 12 Packet Pg. 457 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 11
FOOD PRODUCTS, 14.4%CHANGE, $106,018 , 66.9%TOTAL
GENERAL RETAIL,
-27.2% CHANGE, $16,056 , 10.1%TOTAL
ALL OTHER, -5.9% CHANGE, $36,287 , 22.9%TOTAL
California Avenue 2025Q1 SALES TAX AMOUNTS
FOOD PRODUCTS, $92,710 , 60.5%TOTAL
GENERAL RETAIL,
$22,062 , 14.4%TOTAL
ALL OTHER, $38,546 , 25.1%TOTAL
California Avenue 2024Q1 SALES TAX AMOUNTS
FOOD PRODUCTS, 10.7%CHANGE, $160,983 ,
24.7%TOTAL
GENERAL RETAIL, -2.6% CHANGE, $34,869 , 5.3%
ALL OTHER, 57.7% CHANGE, $456,099 , 70.0%TOTAL
El Camino Real and Midtown 2025Q1 SALES TAX AMOUNTS
FOOD PRODUCTS, $145,388 , 30.9%TOTAL
GENERAL RETAIL, $35,791 , 7.6%TOTAL
ALL OTHER, $289,270 , 61.5%TOTAL
El Camino Real and Midtown 2024Q1 SALES TAX AMOUNTS
City of Palo Alto Geo Area Pie Charts
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 13 Packet Pg. 458 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 12
FOOD PRODUCTS, -0.4%CHANGE, $518,253 , 62.5%TOTAL
GENERAL RETAIL, 4.1% CHANGE, $243,224 , 29.3%TOTAL
BUSINESS TO BUSINESS, 20.2% CHANGE, $39,570 , 4.8%TOTAL
MISCELLANEOUS,
258.7% CHANGE, $18,785 , 2.3%TOTAL
CONSTRUCTION,
-85.7% CHANGE, $6,529 , 0.8%TOTAL
TRANSPORTATION, -3.3% CHANGE, $2,989 , 0.4%TOTAL
Greater Downtown 2025Q1SALES TAX AMOUNTS
FOOD PRODUCTS, $520,455 , 61.9%TOTAL
GENERAL RETAIL, $233,615 , 27.8%TOTAL
BUSINESS TO BUSINESS, $32,930 , 3.9%TOTAL
MISCELLANEOUS, $5,238 , 0.6%TOTAL
CONSTRUCTION, $45,632 , 5.4%TOTAL TRANSPORTATION, $3,092 , 0.4%TOTAL
Greater Downtown 2024Q1SALES TAX AMOUNTS
GENERAL RETAIL$1,239,097 , 77.2%TOTAL
FOOD PRODUCTS, $151,230 ,
9.4%TOTAL
ALL OTHER, $214,508 , 13.4%TOTAL
Stanford Shopping Center 2024Q1SALES TAX AMOUNTS
GENERAL RETAIL,
-10.8% CHANGE, $1,104,882 , 85.2%TOTALFOOD PRODUCTS, 0.6% CHANGE,
$152,066 , 11.7%TOTAL
ALL OTHER, -81.1% CHANGE, $40,609 , 3.1%TOTAL
Stanford Shopping Center 2025Q1SALES TAX AMOUNTS
City of Palo Alto Geo Areas Pie Charts
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 14 Packet Pg. 459 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 13
FOOD PRODUCTS, -0.7%CHANGE, $111,452 , 62.6%TOTAL
GENERAL RETAIL, -1.7% CHANGE, $66,281 , 37.2%TOTAL
ALL OTHER, 110.4% CHANGE, $263 , 0.1%TOTAL
Town And Country Shopping Center 2025Q1 SALES TAX AMOUNTS
FOOD PRODUCTS, $112,234 , 62.4%TOTAL
GENERAL RETAIL, $67,403 , 37.5%TOTAL
ALL OTHER, $125 , 0.1%TOTAL
Town And Country Shopping Center 2024Q1 SALES TAX AMOUNTS
BUSINESS TO BUSINESS, 8.5%CHANGE, $2,293,821 , 37.0%TOTAL
GENERAL RETAIL, -8.1% CHANGE, $1,523,243 ,
24.6%TOTAL
FOOD PRODUCTS, 5.9% CHANGE, $1,171,805 , 18.9%TOTAL
TRANSPORTATION, -23.0% CHANGE, $1,088,246 , 17.6%TOTAL
MISCELLANEOUS, 133.8% CHANGE, $88,885 , 1.4%TOTAL
CONSTRUCTION, -51.2% CHANGE, $29,056 , 0.5%TOTAL
All Other Geos combined with Balance of Jurisdiction 2025Q1
SALES TAX AMOUNTS
BUSINESS TO BUSINESS,
$2,114,926 , 33.1%TOTAL
GENERAL RETAIL, $1,657,831 , 25.9%TOTAL
FOOD PRODUCTS, $2,114,926 , 17.3%TOTAL
TRANSPORTATION, $1,414,019 , 22.1%TOTAL
MISCELLANEOUS, $38,011 , 0.6%TOTAL
CONSTRUCTION, $59,518 , 0.9%TOTAL
All Other Geos combined with Balance of Jurisdiction 2024Q1
SALES TAX AMOUNTS
City of Palo Alto Geo Area Pie Charts
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 15 Packet Pg. 460 of 461
City of Palo Alto
www.avenuinsights.com (800) 800-8181 Page 14
Balance of Jurisdiction, -2.0%CHANGE, $3,079,843 , 49.7%TOTAL
Stanford Shopping Center, -19.1% CHANGE, $1,297,557 ,
20.9%TOTAL
Greater Downtown, -1.4% CHANGE, $829,350 , 13.4%TOTAL
El Camino Real and Midtown, 38.6% CHANGE, $651,951 , 10.5%TOTAL
Town And Country Shopping Center, -1.0% CHANGE, $177,996 , 2.9%TOTAL California Avenue, 3.3% CHANGE, $158,360 , 2.6%TOTAL
All Geo Area Totals 2025Q1 SALES TAX AMOUNTS
Balance of Jurisdiction, $3,141,982 , 49.2%TOTAL
Stanford Shopping Center, $1,604,835 , 25.1%TOTAL
Greater Downtown, $840,961 , 13.2%TOTAL
El Camino Real and Midtown, $470,450 , 7.4%TOTAL
Town And Country Shopping Center, $179,763 , 2.8%TOTAL California Avenue, $153,318 , 2.4%TOTAL
All Geo Area Totals 2024Q1 SALES TAX AMOUNTS
BUSINESS TO BUSINESS, 12.8% CHANGE, $2,584,832 , 35.1%TOTAL
GENERAL RETAIL, 5.8% CHANGE, $1,813,504 , 24.6%TOTAL
FOOD PRODUCTS,
8.6% CHANGE, $1,393,890 ,
18.9%TOTAL
TRANSPORTATION, -22.9% CHANGE, $1,091,832 , 14.8%TOTAL
MISCELLANEOUS, 52.2% CHANGE, $365,551 , 5.0%TOTAL
CONSTRUCTION, 62.3% CHANGE, $108,944 ,
1.5%TOTAL
Palo Alto citywide 2025Q1 SALES TAX AMOUNTS
BUSINESS TO BUSINESS, $2,292,374 , 32.7%TOTAL
GENERAL RETAIL, $1,713,296 , 24.4%TOTAL
FOOD PRODUCTS, $1,283,893 , 18.3%TOTAL
TRANSPORTATION,
$1,416,540 , 20.2%TOTAL
MISCELLANEOUS, $240,154 , 3.4%TOTAL CONSTRUCTION, $67,136 ,
1.0%TOTAL
Palo Alto citywide 2024Q1 SALES TAX AMOUNTS
City of Palo Alto Geo Area & Citywide Pie Charts
Item F
Attachment A - 2025 Q1 Sales Tax
Digest Summary
Item F: Staff Report Pg. 16 Packet Pg. 461 of 461