HomeMy WebLinkAbout2024-06-10 City Council Agenda PacketCITY COUNCIL
Special Meeting
Monday, June 10, 2024
Council Chambers & Hybrid
CITY OF 4:00 PM
PALO Amended Agenda
ALTO Amended agenda items 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. To maximize public safety while still maintaining transparency and public
access, members of the public can choose to participate from home or attend in person. Information
on how the public may observe and participate in the meeting is located at the end of the agenda.
Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV
Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen
Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238)
Meeting ID: 362 027 238 Phone: 1(669)900-6833
PUBLIC COMMENTS
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 subiect 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.
June 10, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
CALL TO ORDER
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (4:00 - 4:30 PM)
Members of the public may speak in -person ONLY to any item NOT on the agenda. 1-3 minutes depending on #
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 (4:30 - 4:35 PM)
Members of the public may not speak to the item(s).
CONSENT CALENDAR (4:35 - 4:40 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
1. Approval of Minutes from May 20, 2024 Meeting
2. Adoption of a Resolution Calling for a General Municipal Election to be held November 5,
2024
3. Approve Extension to the Deadline for Boards, Commissions, and Committees Workplans
from June 2024 to Council Approval in August 2024
4. QUASI-JUDICIAL. 310 California Avenue [23PLN-00304]: Request for Approval of a
Conditional Use Permit for the Expansion of an Existing Commercial Recreation Use and
Renovation of an Eating and Drinking Space. Environmental Assessment: Exempt from
the Provisions of the California Environmental Quality Act in Accordance with CEQA
Guidelines Section 15301 (Existing Facilities). Zoning District: CC(2)(R)(P). For More
Information Contact the Project Planner Nishita Kandikuppa at
nishita.kandikuppa@cityofpaloalto.org. Public Comments
5. Approval of a Finding that the Fire Station No. 4 Replacement Project (CIP PE -18004) is
"Substantially Complex" Under Public Contract Code Section 7201 and Direction to
Increase the Retention Schedule From Five Percent to Ten Percent; CEQA Status — Exempt
Under Section 15061(b)(2)
6. Approval of Professional Services Contract Number C24189086 with Carollo Engineers,
Inc. in the Total Amount Not -to -Exceed $2,742,774 for Preparation of the Long Range
Facilities Plan Update for the Regional Water Quality Control Plant for a Period of Two
and a Half Years; CEQA Status — Not a Project Consent Questions
7. Approval of Construction Contract C24190538A with JJR Construction, Inc. in an Amount
Not -to -Exceed $1,586,191 and Authorization for the City Manager or Their Designee to
Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that
May Develop During the Project Up to a Not -to -Exceed Amount of $158,619 for the Fiscal
Year 2024 Sidewalk Repair ADA Improvement Project -REBID, Capital Improvement
June 10, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
Program Projects PO -89003 and PO -12001; CEQA Status — exempt under section
15301(c) Consent Questions
8. Approval of Amendment Number 4 to Contract Number C21179265C with Carollo
Engineers, Inc., to Increase Compensation by $4,151,386 and Approval of Amendment
Number 2 to Contract Number C21178333 with Black & Veatch to Extend the Contract
Term through December 31, 2027 for the Local Advanced Water Purification System
Project (WQ-19003); CEQA status - Notice of Determination Adopted November 18, 2019
Consent Questions
9. Adoption of a Resolution Approving Revisions to the City of Palo Alto Energy Risk
Management Policy
10. Approval and Authorization for the City Manager or Their Designee to Execute the
Following Five Utilities Contract Amendments for the Electric Grid Modernization Pilot:
1) Amendment Number 1 to VIP Powerline Corp C23185980 Increasing Compensation by
$16,000,000 Through April 2028; 2) Amendment Number 1 to Davey Surgery Tree
Company C20176920 Increasing Compensation by $3,103,484 Through May 2025; 3)
Amendment Number 1 to Stella -Jones Blanket Purchase Order Increasing Compensation
by $3,000,000 Through June 2026; 4) Amendment Number 1 to Oldcastle Infrastructure
Blanket Purchase Order Increasing Compensation by $450,000 and Extending the Term
to December 31, 2024; and 5) Amendment Number 1 to Statewide Traffic Safety and
Signs S22183236 Increasing Compensation by $200,000 Through December 2024; CEQA
Status: the Grid Modernization Project is Exempt Under CEQA Guidelines Sections
15302, 15303 and 15183. Consent Questions
11. Approval of Contract Amendment Number 1 to Contract Number C21181223A with
Integrated Design 360, LLC. in the Amount of $100,000 and Extend Term by Six Months
for Sustainability Services Related to Green Building, Energy Reach Codes, and
Sustainability Climate Action Plan; CEQA Status: Not a Project. Consent Questions
CITY MANAGER COMMENTS (4:40 - 4:55 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item AA1: 5:10 - 6:10 PM. Item 12: 6:10 - 7:25 PM. Item 13: 7:25 - 9:25 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished
Business and Council Matters.
AA1. Pre -Approved Parklet Designs and Proposed Revisions to Adopted Ongoing Parklets
Standards New Item added
Item Pulled from Consent on the June 3rd 2024 City Council Meeting. Original report
June 10, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
can be found here under Agenda Item Number
11: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplateld=14299
12. Hearing on Written Protests Against Proposed Discontinuance of a portion of El Camino
Park; and Adopt a Resolution and Ordinance Approving a Ballot Measure for the
Discontinuance of a portion of El Camino Park and Calling a Special Election on
November 5, 2024; CEQA status - statutorily exempt per Pub. Res. Code § 21080(b)(12).
Supplemental Report added
13. Selection of Rail Grade Separation Alternatives and Bicycle -Pedestrian Crossing Near
the Churchill Avenue Crossing for the Advancement of the Alternatives into the
Preliminary Engineering and Environmental Documentation phase; CEQA status —
statutorily exempt under CEQA section 15262 (feasibility and planning study).
ADJOURNMENT
OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee June 11, 2024
Public Comment Letters
Schedule of Meetings
AMENDED AGENDA ITEMS
AA1. Pre -Approved Parklet Designs and Proposed Revisions to Adopted Ongoing Parklets Standards New
Item added
Item Pulled from Consent on the June 3rd, 2024 City Council Meeting. Original report can be found here
under Agenda Item Number 11: https://cityofpaIoaIto.primegov.com/Portal/Meeting?
meeti ngTem plate I d=14299
12. Supplemental Memo: Hearing on Written Protests Against Proposed Discontinuance of a portion of El
Camino Park; and Adopt a Resolution and Ordinance Approving a Ballot Measure for the
Discontinuance of a portion of El Camino Park and Calling a Special Election on November 5, 2024 and
Authorize the City Mayor and City Manager to Execute a Letter of Intent with Stanford University for the
Quarry Road Project; CEQA status - statutorily exempt per Pub. Res. Code § 21080(b)(12).
June 10, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/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.
o You may download the Zoom client or connect to the meeting in- browser. If using
your browser, make sure you are using a current, up-to-date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
o You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
o When you wish to speak on an Agenda Item, click on "raise hand." The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
o When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments 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.
June 10, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
Item 1
Item 1 Staff Report
CITY OF
PALO
ALTO
TITLE
Approval of Minutes from May 20, 2024 Meeting
RECOMMENDATION
That the minutes be reviewed and approved.
ATTACHMENTS
Attachment A: May 20, 2024 Draft Action Minutes
APPROVED BY:
Mahealani Ah Yun
City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: June 10, 2024
Report #:2405-3066
Item 1: Staff Report Pg. 1 Packet Pg. 6 of 636
Item 1
Attachment A- May 20,
2024 Draft Action
CITY COUNCIL Minutes
CITY Or
PALO DRAFT ACTION MINUTES
ALTO
Regular Meeting
May 20, 2024
The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual
teleconference at 5:30 P.M.
Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker
Present Remotely:
Absent:
ecial Orders of the Day (Items heard out of order
3. Greeting Yanpu, Shanghai, China Sister City Officials and Delegation
NO ACTION
1. Santa Clara County Department of Family and Children's Services in Honor of May being
National Foster Care Awareness Month
NO ACTION
2. Proclamation Recognizing National Public Works Week
NO ACTION
Agenda Changes, Additions and Deletions
Closed Session
AA1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section
54956.8 Property: 4000 Middlefield Road, Palo Alto (Informally known as the Cubberley
Site) Negotiating Party: Palo Alto Unified School District City Negotiators: (Ed Shikada,
Chantal Cotton Gaines, Kristen O'Kane, Sunny Tong) Subject of Negotiations: Purchase,
Exchange, and/or Lease Price and Terms of Payment
Page 1 of 6
Item 1: Staff Report Pg. 2 Packet Pg. 7 of 636
Item 1
Attachment A - May 20,
DRAFT ACTION MI N UT 2024 Draft Actin
Minutes
MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Veenker to go
into Closed Session.
MOTION PASSED: 7-0
Council went into Closed Session at 5:55 P.M.
Council returned from Closed Session at 7:18 P.M.
Mayor Stone announced no reportable action.
Public Comment
Council Member Questions. Comments and Announcements
Consent Calendar
Council Member Tanaka registered a no vote on Agenda Item Number 10.
MOTION: Council Member Lythcott-Haims moved, seconded by Mayor Stone to approve Agenda
Item Numbers 5-10.
MOTION PASSED ITEMS 5-9: 7-0
MOTION PASSED ITEM 10: 6-1, Tanaka no
5. Approval of Minutes from May 6, 2024 Meeting
6. Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for
Fiscal Year 2025, Providing the Project List for the Street Maintenance Capital
Improvement Program project PE -86070; CEQA Status — Not a Project
7. Approval of Purchase Order 4524000375 with Meiden American Switchgear for the
Purchase of Seven (7) 60KV Circuit Breakers for the Colorado Substation in an Amount
Not to Exceed $713,023 for FY 2024; CEQA Status: Exempt Under CEQA Guidelines Section
15302 (Replacement of Existing Structures)
8. Adoption of Resolution Suspending the Levy of Assessments on the Downtown Palo Alto
Business Improvement District (BID) Assessment for Fiscal Year 2025; CEQA status — not
a project.
Page 2 of 6
City Council Meeting
Draft Action Minutes: 05/20/2024
Item 1: Staff Report Pg. 3 Packet Pg. 8 of 636
Item 1
Attachment A - May 20,
DRAFT ACTION MI N UT 2024 Draft Actin
Minutes
9. Approval of a Budget Amendment in the General Fund for the Planning and Development
Services Department's Deposit Based Fee Program for Private Development Studies in the
Amount of the Net Zero $300,000: CEQA — Not a Project
10. Adoption of Revised Management and Professional Salary Schedule to Adjust the Salary
of One Classification; Adoption of Administrative Revisions to the Management and
Professional Compensation Plan; and Adoption of a Side Letter and Revised International
Association of Fire Fighters, Local 1319 Salary Schedule for One New Classification; CEQA
Status - Not a project
City Manager Comments
Ed Shikada, City Manager
Action Items
11. Ad Hoc Committee recommendation to the City Council on a Potential Charter
Amendment on the Direct Election of the Mayor
•
SUBSTITUTE MOTION: Mayor Stone moved, seconded by Council Member Veenker to accept
the Ad Hoc Committee recommendation that the proposed Charter Amendment on the ballot
provide:
1. The City's mayor will be directly elected by residents for a term of four years;
2. Candidates for mayor must have at least two years of experience on Council by the time
they would assume office; and
3. Service as mayor is limited to two successive terms, as is already the case for service as
council member, and no person would be able to serve as council member or mayor for
a combined total of more than 12 years in a 16 -year period; and
4. Place such a Charter Amendment on the ballot for the November 5, 2024 election and
direct staff to return to Council for approval of ballot materials on Consent.
SUBSTITUTE MOTION FAILED: 3-4, Lauing, Kou, Burt, Lythcott-Haims no
Page 3 of 6
City Council Meeting
Draft Action Minutes: 05/20/2024
Item 1: Staff Report Pg. 4 Packet Pg. 9 of 636
Item 1
Attachment A - May 20,
DRAFT ACTION M I N UT 2024 Draft Action
Minutes
MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Veenker to
table the item on the Direct Election of the Mayor and request the Ad Hoc further discussions
and take into account the feedback received on May 20, 2024, additional community input, and
come back to Council for further direction.
MOTION PASSED: 4-3, Burt, Kou, Lauing no
12. Discussion and Direction Regarding the City Council Procedures and Protocols Handbook
- Annual Discussion as Recommended by the Policy & Services Committee (Item
Continued from May 13, 2024 City Council Meeting)
MOTION: Council Member Burt moved, seconded by Mayor Stone to add to the Council
Appointed Officers (CAO) Committee responsibilities (Procedures Sec. 1.2(d) to make
recommendations to the Council annually:
1. The process of the CAO evaluations; and
2. Schedule CAO performance evaluations; and
3. The selection of the consultant to serve as the facilitator for the CAO evaluations for the
year.
MOTION PASSED: 7-0
MOTION: Council Member Burt moved, seconded by Mayor Stone to incorporate the following
language into the City Council Procedures and Protocols Handbook:
Special Orders of the Day: Resolutions, Proclamations, and Statements on behalf of
the Mayor or Council
The Council shall refrain from taking positions on matters related to foreign
governments, or concerning the foreign policy of the United States, or its relationship to
other countries. Additionally, the Council shall not adopt resolutions, issue proclamations
or official statements, or otherwise engage in advocacy on issues that are outside the
scope of local governance.
The Council may support proclamations, resolutions, and matters directly related to Palo
Alto's Sister Cities, provided they focus on cultural, educational, commercial or other
collaborations consistent with the objectives of these partnerships."
Item 1: Staff Report Pg. 5
Page 4 of 6
City Council Meeting
Draft Action Minutes: 05/20/2024
Packet Pg. 10 of 636
Item 1
Attachment A - May 20,
DRAFT ACTION M I N UT 2024 Draft Action
Minutes
The Council may adopt positions on domestic acts of the state or federal government
which affect the resources of the City, or the health, safety and welfare of the residents
or workers of the City consistent with our legislative guidelines.
Statements representing the position of the City Council on issues that are controversial,
shall be voted upon by the Council.
MOTION PASSED: 7-0
MOTION: Council Member Burt moved, seconded by Mayor Stone to establish a procedure for
proclamations, including additional guidance, and any other staff recommendations based on
best practice, specifically identifying guidelines for routine non -controversial proclamations to
be approved by the Mayor and Vice Mayor and any controversial proclamations to be brought to
the full Council for a vote for approval.
MOTION PASSED: 7-0
MOTION: Council Member Burt moved, seconded by Mayor Stone to add under Procedures
Section 2.3a all Council Members are expected to be at the dais at all times except for necessary
short breaks and other kinds of exceptions.
MOTION PASSED: 4-3, Lythcott-Haims, Tanaka, Veenker no
MOTION: Council Member Burt moved, seconded by Vice Mayor Lauing to refer to Policy and
Services whether there should be a mechanism by which under Council Comments to be able to
refer to staff a simpler request than would be required in a Colleague's Memo (with the
boundaries defined).
MOTION PASSED: 7-0
MOTION: Council Member Veenker moved, seconded by Mayor Stone to add to the current
duties of the Mayor to make appointments of Council Members to Regional bodies that Palo alto
has a seat(s) on as applicable and or where not otherwise provided for by law.
MOTION PASSED: 7-0
Item 1: Staff Report Pg. 6
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City Council Meeting
Draft Action Minutes: 05/20/2024
Packet Pg. 11 of 636
Item 1
Attachment A - May 20,
DRAFT ACTION M I N UT 2024 Draft Action
Minutes
MOTION: Mayor Stone moved, seconded by Vice Mayor Lauing to prohibit accepting hotel
accommodations from our Sister Cities, Sibling Cities, and Friendship Cities, and to include the
use of discretion and best judgment when accepting other gifts from those groups.
MOTION PASSED: 6-0-1, Veenker abstain
Adjournment: The meeting was adjourned at 10:45 P.M.
ATTEST:
City Clerk
APPROVED:
Mayor
NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC)
2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section
2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council
found action minutes and the video/audio recordings of Council proceedings to be the official
records of both Council and committee proceedings. These recordings are available on the City's
website.
Item 1: Staff Report Pg. 7
Page 6 of 6
City Council Meeting
Draft Action Minutes: 05/20/2024
Packet Pg. 12 of 636
Item 2
Item 2 Staff Report
City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: City Clerk
ALTO Meeting Date: June 10, 2024
Report #:2405-3052
TITLE
Adoption of a Resolution Calling for a General Municipal Election to be held November 5, 2024
RECOMMENDATION
Staff recommends that Council:
1. Adopt the attached Resolution calling for a General Municipal Election for four Council
seats for November 5, 2024, authorizing consolidation of the Election, and contracting
for election services with the Santa Clara County Registrar of Voters, and
2. By motion, direct the City Clerk to use the random name order set by the Secretary of
State to determine the order of candidates' names on the ballot.
BACKGROUND
Attached is a Resolution calling for a General Municipal Election for four Council Member seats
on November 5, 2024, requesting the services of Santa Clara County Registrar of Voters (ROV),
and requesting consolidation of the General Municipal Election with any other election called
for this jurisdiction for this date.
Terms of the following Council Members expire of December 21, 2024: Pat Burt, Lydia Kou,
Greer Stone, and Greg Tanaka. Council Members Lydia Kou and Greg Tanaka will have served
two full consecutive terms and are not eligible to seek re-election on the November 5, 2024
ballot. Council Members Pat Burt and Greer Stone each will have served one full term and are
eligible to seek re-election on the November 5, 2024 ballot.
The Charter requires that the order of candidates' names on the ballot be determined by lot
(Charter Art. VII, Sec. 3). The City Clerk recommends that Council continue prior practice and
direct that the Charter requirement be implemented by using the random name order set by
the California Secretary of State.
The attached resolution provides that a tie vote (upon the canvass or after a recount) be
resolved by lot, which is the default procedure under state law. If the Council prefers, it may
direct staff to revise the attached resolution to provide that a tie be resolved through a special
Item 2: Staff Report Pg. 1 Packet Pg. 13 of 636
Item 2
Item 2 Staff Report
run-off election to be held not less than 40 or more than 125 days after the certification of the
tie vote.
FISCAL/RESOURCE IMPACT
The estimated cost of the November 2024 election including the 4 vacant Council seats, 1 ballot
measure, and translation into several languages is approximately $282,000. The proposed FY
2025 Budget currently includes funding of $200,000 for Council seats. Should a ballot measure
be added to the ballot, additional funding would be necessary; $125,000 for the Council
Contingency Account may be used at Council discretion.
Per the Santa Clara County Registrar of Voters, the initial estimated cost for City Council seats is
$164,507, each Candidate Statement is $3,190, and a one six -page ballot measure is $85,341.
On May 21, 2024, the County Board of Supervisors approved on consent raising election -related
fees, effective July 1, 2024. Final approval will be on June 4, 2024. The Registrar will update the
estimated ballot measure cost to reflect the increased fees.
ENVIRONMENTAL REVIEW
The attached Resolution and proposed motion are not projects subject to review under the
California Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A: Resolution Calling for General Election November 5, 2024
APPROVED BY:
Mahealani Ah Yun, City Clerk
Item 2: Staff Report Pg. 2 Packet Pg. 14 of 636
Item 2
Attachment
NOT YET APPROVED
Resolution Calling for
General Election
November 5, 2024
Resolution No.
Resolution of the Council of the City of Palo Alto Calling a General
Municipal Election of Four Council Member Seats to be Held on
November 5, 2024, Requesting the Services of the Registrar of
Voters, and Ordering the Consolidation of the Election
RECITALS
A. Article III, Section 3, of the Palo Alto City Charter requires that a general municipal
election for election of council members be held on the first Tuesday after the first Monday in
November of each even -numbered year, that is, November 5, 2024; and
B. Pursuant to Section 1001 of the Elections Code of the State of California, a
statewide election is scheduled to be held on November 5, 2024; elections in other cities, certain
school districts and special districts in Santa Clara County are also scheduled to be held on that
date; and
C. Under Part 3 of Division 10 of the Elections Code, beginning at Section 10400, and
Education Code Section 5342, elections called by various governing bodies may be partially or
completely consolidated and held on the same day as a statewide election, upon order of the City
Council.
NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. Call of Election. A general municipal election is called for the City of
Palo Alto to be held on Tuesday, November 5, 2024, for the purpose of electing four (4) council
members for full terms (four years) who will be elected at -large.
SECTION 2. Request to Consolidate. Pursuant Elections Code Section 10403, the
Council of the City of Palo Alto requests the governing body of the state and any other political
subdivision, or any officers otherwise authorized bylaw, to partially or completely consolidate such
elections and the City Council consents to such consolidation. The Council acknowledges that the
election will be held and conducted according to procedures in the Elections Code, including
Section 10418.
SECTION 3. Request for County Services. Under Section 10002 of the California
Elections Code, the Council of the City of Palo Alto requests the Board of Supervisors of Santa Clara
County to permit the Registrar of Voters to render services to the City of Palo Alto relating to the
conduct of Palo Alto's General Municipal and Special Elections which are called to be held on
Tuesday, November 5, 2024, and shall reimburse the countyforthe costs incurred bythe County of
Santa Clara Registrar of Voters in conducting the general municipal election for the City of Palo
Alto. The City requests the County of Santa Clara Board of Supervisors permit the County of Santa
Clara Registrar of Voters to prepare the City's election materials. The election services to be
0300012 tlh 20240528 1
Item 2: Staff Report Pg. 3 Packet Pg. 15 of 636
Item 2
Attachment A -
NOT YET APPROVED Resolution Calling for
General Election
November 5, 2024 J
performed shall include the preparation, printing and mailing of official ballots and county voter
information guides; the establishment of precincts, election ballots, return mail envelopes, ballot
drop boxes, vote centers, election officers, and producing such publications as are required by law
in connection therewith; the furnishing of ballots, envelopes, and other necessary supplies and
materials for voting places; the canvassing of the returns of the election; the furnishing of
the results of such canvassing to the City Clerk; and, the performance of other election services
as may be requested by the City Clerk.
SECTION 4. Consolidation of Measures. The Council of the City of Palo Alto
requests the Board of Supervisors of Santa Clara County to include on the ballots and sample
ballots, all qualified measures submitted by the City Council, if any, to be ratified by the qualified
electors of the City of Palo Alto.
SECTION 5. Canvass of Election. That the City Council of the City of Palo Alto
requests the Board of Supervisors of the County of Santa Clara to hold and conduct the municipal
election in the manner prescribed in Section 10418 of the Elections Code of the State of
California, and to further provide that the Registrar of Voters canvass the returns of the
municipal election. The County of Santa Clara is hereby authorized to certify the returns of the
municipal election.
SECTION 6. Candidate Statement of Qualifications. That pursuant to
Section 13307 of the Elections Code of the State of California, each candidate for elective office to
be voted upon in the City of Palo Alto, may prepare a candidate's statement on an
appropriate form provided by the City Clerk. The statement may include the name, age
and occupation of the candidate and a brief description of no more than 200 words of the
candidate's qualifications for office. The cost of printing, translating and distributing said
statements shall be borne by the city.
SECTION 7. Tie Votes. Pursuant to Elections Code Section 15651, in the event two
or more persons receive an equal and the highest number of votes for any office, the City
Council shall summon the candidates who received the tie votes, whether upon the canvas of
returns or upon recount, to appear before it and shall determine the tie by lot.
SECTION 8. Duties of City Clerk. The Palo Alto City Clerk shall serve as the
City's elections official and shall do all things required by law to effectuate the November
5, 2024, general municipal election, including but not limited to causing the posting,
publication and printing of all notices or other election materials under the requirements of the
Charter of the City of Palo Alto and the California Elections and Government Codes.
SECTION 9. Contract Authority. Subject to approval of the Board of Supervisors
of Santa Clara County, the City Clerk may engage the services of the Registrar of Voters of the
County of Santa Clara to aid in the conduct of the November 5, 2024, election including
canvassing the returns of that election. The Palo Alto Director of Administrative Services shall
pay the cost of contracted services provided that no payment shall be made for services which
the Registrar of Voters is otherwise required by law to perform.
0300012 tlh 20240528 2
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Attachment
NOT YET APPROVED
Resolution Calling for
General Election
November 5, 2024
SECTION 10. Transmittal of Resolution. The City Clerk shall submit a certified copy
of this resolution to the Board of Supervisors of the County of Santa Clara.
SECTION 11. CEQA. The Council finds that this resolution does not constitute a
project subject to the California Environmental Quality Act under Public Resources Code section
21065 or CEQA Guidelines section 15378.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST: APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:
Assistant City Attorney
City Manager
Director of Administrative Services
0300012 tlh 20240528 3
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City Council
Staff Report
Report Type: CONSENT CALENDAR
CITY O F Lead Department: City Clerk
PALO
ALTO Meeting Date: June 10, 2024
Report #:2405-3037
TITLE
Approve Extension to the Deadline for Boards, Commissions, and Committees Workplans from
June 2024 to Council Approval in August 2024
RECOMMENDATION
Staff recommends Council to extend the submission deadline for Boards, Commissions, and
Committees annual work plans from June 2024 to the end of August 2024.
BACKGROUND AND ANALYSIS
On November 30, 2020, the City Council adopted the Boards, Commissions, and Committees
(BCC) Handbook, which implemented an annual review and approval by Council of BCC work
plans.
On May 13, 2024, Council directed staff to shift the BCC recruitment process to twice a year at a
time to be worked out by the City Clerk and for staff to evaluate the schedule of the BCC work
plans and to present the changes back to the Council on Consent.
Each BCC is required to prepare an annual work plan for review and approval by the Council by
the second quarter of the calendar year. The annual report should include the results of the
prior year's work plan and should consist of up to three priorities for the board or commission.
At the May 6, 2024 Council Meeting, Council made appointments to the vacancies on the
Architectural Review Board, Human Relations Commission, Planning and Transportation
Commission, and Public Art Commission. At May 13, 2024 Council Meeting, Council made
appointments to the vacancies on the Stormwater Management Oversight Committee and
Utilities Advisory Commission.
The action requested of Council through this report is to authorize an extension of the deadline
for the submission of the work plans from the end of the second quarter (June) to the end of
August 2024. This additional time will allow the BCCs and staff liaisons to finalize the work
plans. It will also give staff additional time to update the BCC Handbook to reflect a new
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timeline that addresses the Council motion, and also to recommend any other changes that
may help the BCCs regarding annual work plans.
FISCAL/RESOURCE IMPACT
There is no fiscal impact associated with extending the deadline for the review and approval of
the BCC workplans. Any fiscal resources that will be necessary for the implementation of BCC
work plans can be incorporated into the FY 2025 budget discussions at the Council's discretion.
STAKEHOLDER ENGAGEMENT
City Clerk's Staff and City Manager's Office Staff will engage with staff liaisons regarding the
work plans and the new process timelines.
APPROVED BY:
Mahealani Ah Yun
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City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: Planning and Development Services
ALTO Meeting Date: June 10, 2024
Report #:2404-2906
TITLE
QUASI-JUDICIAL. 310 California Avenue [23PLN-00304]: Request for Approval of a Conditional
Use Permit for the Expansion of an Existing Commercial Recreation Use and Renovation of an
Eating and Drinking Space. Environmental Assessment: Exempt from the Provisions of the
California Environmental Quality Act in Accordance with CEQA Guidelines Section 15301
(Existing Facilities). Zoning District: CC(2)(R)(P). For More Information Contact the Project
Planner Nishita Kandikuppa at nishita.kandikuppa@cityofpaloalto.org.
RECOMMENDATION
Staff and the Planning and Transportation Commission recommend that Council take the
following action(s):
1. Approve the proposed project based on findings and subject to conditions of approval
set forth in the Record of Land Use Action in Attachment B.
EXECUTIVE SUMMARY
The applicant requests approval of a Conditional Use Permit (CUP) to allow for the expansion of
an existing commercial recreation use at 310 California Avenue (Palo Alto Fit) into a portion of
the adjacent tenant space at 320 California Avenue. The former cafe and gallery businesses at
320 California Avenue were in operation at the time of the Planning and Transportation
Commission (PTC) hearing in April 2024 but have since vacated the tenant space. Proposed
interior modifications, including demolition of a 774 square foot (sf) mezzanine at 310
California and addition of 1,150 sf to the mezzanine at 320 California, are reviewed separately
from the CUP. The existing cafe space will be renovated and retained as a cafe use.
In accordance with PAMC Section 18.16.040, a CUP is required for any new commercial
recreation use or expansion of an existing recreational use on California Avenue. The process
for evaluating a CUP is set forth in PAMC Section 18.76.010. Although CUPs are typically
processed at a staff level with a decision by the Director of Development Services, in
accordance with PAMC Section 18.40.170, the Director may defer the decision to Council and
may seek input from the ARB or PTC prior to Council decision. Given the level of public interest
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in the proposed project, the Director sought input from the Planning and Transportation
Commission and requests Council decide on this project in accordance with the code.
BACKGROUND
On November 9, 2023, applicants representing Palo Alto Fit applied for a CUP to allow for the
expansion of an existing commercial recreation use on California Avenue and for associated
renovations to accommodate a new gym and renovated cafe. The applicant intends to move
their existing fitness studio, Palo Alto Fit located at 425 Portage Avenue to the new location in
order to be closer to mass transit and for better parking options. Additional background
information is provided in the PTC report for the proposed project.1
Proiect Description
The CUP would allow for an expansion of an existing commercial recreation use at 310
California Avenue and implement tenant improvements at both 310 and 320 California Avenue
to accommodate the proposed commercial recreation use and a new cafe, as detailed below. A
location map is included in Attachment A and the project plans are provided in Attachment H.
310 California Avenue
• Establish a new personal training studio, Palo Alto Fit, in place of the existing gym,
Performance Gaines.
• Demolish the existing 774 sf mezzanine to provide more training area with a vaulted
ceiling.
320 California Avenue
• Expand the first floor gym area into the former tenant spaces for Printer's Cafe and
Gallery House art gallery, to provide locker rooms and staff offices.
• Expand the mezzanine by 1,150 sf to include staff offices.
• Maintain the existing enclosed outdoor seating area but renovate the cafe space for a
new tenant.
Planning and Transportation Commission
On April 10, 2024, the PTC conducted a public hearing and unanimously recommended
approval of the proposed project to Council. An additional condition of approval was added to
preserve the two existing murals on this parcel, one at 320 California Avenue, and another on
the facade of 310 California Avenue along Birch Street. The applicant has noted this on the plan
set.
During the hearing, several members of the public commented on the project. Those in favor of
the new business claimed that a personal training facility will improve community health and
1 The April 10, 2024 Planning and Transportation Commission Report is available online at:
https://www.cityofpaloalto.org/files/assets/public/v/2/agendas-minutes-reports/agendas-minutes/planning-and-
transportation-commission/2024/ptc-4.10-310-california-2.pdf
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well-being and promote women -owned businesses in Palo Alto. However, some others
expressed their concern for long-standing businesses such as Printer's Cafe leaving California
Avenue and how that may affect the pedestrian appeal of the area. The PTC also raised
questions about parking requirements on site. However, per Assembly Bill 2097, no parking is
required on sites located within 0.5 miles of a major transit stop, such as the California Avenue
Caltrain Station situated to the north of the subject property.
Neighborhood Setting and Character
The project site is located in the Evergreen Park neighborhood within 0.5 mile of the California
Avenue Caltrain Station. The site is surrounded by retail and commercial uses on the north,
south and east. The property abuts the Public Facilities (PF) district on the west with the Family
& Children Services of Silicon Valley located across New Mayfield Lane. There are other fitness
studios along this stretch of California Avenue, two of which are located diagonally across the
street from the proposed location of Palo Alto Fit, and one at the intersection of California
Avenue and El Camino Real to the south.
ANALYSIS
Staff has reviewed the proposed project and finds that the project is in conformance with
applicable plans, policies, regulations, and the CUP findings.
Consistency with the Comprehensive Plan, Area Plans and Guidelines2
The Comprehensive Plan land use designation for the project site is Regional/Community
Commercial, which is defined as:
"Larger shopping centers and districts that have a wider variety of goods and services
than the neighborhood shopping areas. They rely on larger trade areas and include such
uses as department stores, bookstores, furniture stores, toy stores, apparel shops,
restaurants, theaters and nonretail services such as offices and banks. Examples include
Stanford Shopping Center, Town and Country Village and University Avenue/Downtown.
Non -retail uses such as medical and dental offices may also locate in this designation;
software development may also locate Downtown. In some locations, residential and
mixed -use projects may also locate in this category. Non-residential FARs range from
0.35 to 2.0. Consistent with the Comprehensive Plan's encouragement of housing near
transit centers, higher density multi -family housing may be allowed in specific
locations."
On balance, the proposed project is consistent with the Comprehensive Plan, in that the new
gym fosters "the establishment of businesses and commercial services in the California Avenue
business district that serve the adjacent neighborhoods, as well as Stanford Research Park"
consistent with Policy B-6.4. Moreover, the project will "maintain the existing scale, character
and function of the California Avenue business district as a shopping, service and office center
2 The Palo Alto Comprehensive Plan is available online: bit.ly/PACompPlan203O
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intermediate in function and scale between Downtown and the smaller neighborhood business
areas" consistent with Policy L-4.10. The City of Palo Alto has restricted 'Formula Retail' use and
created regulations for the California Avenue area that "encourage the retention or
rehabilitation of smaller buildings to provide spaces for existing retail, particularly local, small
businesses" per Program L4.10.2; Palo Alto Fit is a local, woman -owned business serving the
residents of Palo Alto for the past decade.
There is heightened public interest in the proposed project because it displaced existing retail
businesses from the 320 California Avenue tenant space, namely Printer's Cafe, Moods Wine
Bar and Gallery House. This conflicts with Policy L-4.1 to "encourage the upgrading and
revitalization of selected Centers in a manner that is compatible with the character of
surrounding neighborhoods, without loss of retail and existing small, local businesses". Policy B-
2.4 also seeks to "recognize that employers, businesses, and neighborhoods share many values
and concerns, including traffic and parking and preserving Palo Alto's livability and need to
work together with a priority on neighborhood quality of life." These businesses have already
vacated the space and thus will not be affected by the outcome of the subject project
application.
Lastly, the new training studio may positively impact Palo Alto's health and well-being in
accordance with Policy L-1.6 which "encourage[s] land uses that address the needs of the
community and manage change and development to benefit the community". However, for
those who have enjoyed eating and socializing at the cafe and seeing rotating art shows at
gallery may find less benefit or value in another member -accessed gym on California Avenue.
Zoning Compliance3
Attachment C includes a detailed review of the proposed project's consistency with applicable
zoning standards. As shown in the Attachment, the proposed uses and renovation comply with
the City's Zoning Code.
Multi -Modal Access & Parking
Assembly Bill 2097 prohibits public agencies from enforcing minimum automobile parking
requirements for developments located within 0.5 miles of a major transit stop, such as the
California Avenue Caltrain Station. However, the subject site did pay into the former California
Avenue Parking District equivalent to 47 parking spaces. Convenient public parking spaces are
also located near the project site in the form of on -street spaces and public parking lots and
three parking garages located within walking distance: 309 Cambridge Avenue, 451 Cambridge
Avenue, and 350 Sherman Avenue. Four existing bicycle parking spaces are available in the
public right-of-way adjacent to the subject property.
3 The Palo Alto Zoning Code is available online: www.bit.ly/PAZoningCode
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Consistency with Application Findings
The findings for approval of a CUP are set forth in PAMC Section 18.76.010. Draft findings for
approval of the proposed project are included in the Draft Record of Land Use Action in
Attachment B. The proposed uses are permitted as per the Palo Alto Comprehensive Plan and
the Zoning Code and will not be detrimental to the public health, safety, general welfare, or
convenience. The project does not include significant exterior work and will therefore not be
detrimental towards the property or have a negative impact on the public's health and safety.
The project will displace existing retail businesses, but the proposed gym and cafe will provide
another opportunity for some in the community to have expanded access to commercial
recreation uses. While the subject application highlights a tension related to the evolution of
land uses at the subject property, the CUP findings do not include consideration of any value
based judgement that would influence the outcome of this application in favor of either the
existing or proposed land uses.
FISCAL/RESOURCE IMPACT
The recommendation in this report has no significant budget or fiscal impacts. The proposed
project is a private development that is subject to cost recovery; therefore, processing of this
application does not directly impact City resources. The existing cafe will be replaced with
another cafe, leading to minimal loss of revenue for the city.
STAKEHOLDER ENGAGEMENT
The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper
and mailed to owners and occupants of property within 600 feet of the subject property at
least ten days in advance. Notice of a public hearing for this project was published in the Daily
Post on May 30, 2024, which is 11 days in advance of the meeting. Postcard mailing occurred
on May 27, 2024, which is 14 days in advance of the meeting.
Public Comments
The City has received significant input from the public with respect to the project scope. As of
the writing of this report, 70 individuals provided comments. The public comments can be
found in Attachment D. The business owner of Printer's Cafe and the new property owner also
reached out to the City on several occasions. The correspondence can be found in Attachment
F.
The topics discussed by the public during the PTC hearing were substantially similar to the
emails documented in Attachment D. The concerns were primarily related to the closure of
three beloved businesses in the Palo Alto community, namely Printer's Cafe, Moods Wine Bar
and Gallery House. Most communication received from the public are from patrons of Printer's
Cafe and Moods Wine who have utilized the cafe space for social and professional gatherings,
community meetings, and leisure for over 40 years. In addition to the loss of family -owned
business, many expressed concerns about the pedestrian appeal and walkability of California
Avenue, noting their preference for a cafe space that is more inviting to all, as opposed to a
members -only gym.
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Correspondence with Aoolicant. Owner and Business Owner(s
The new property owner's (Palo Alto Fit) legal counsel was in communication with the City to
provide lease documentation for Printer's Cafe, the business for which a majority of the public
commentary was received. This letter can be found in Attachment E.
ENVIRONMENTAL REVIEW
The subject project has been assessed in accordance with the authority and criteria contained
in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the
environmental regulations of the City. In accordance with Section 15301 (Existing Facilities), the
project is exempt as the proposed activity will involve negligible or no expansion of the existing
use.
ATTACHMENTS
Attachment A: Location Map
Attachment B: Draft Record of Land Use Action
Attachment C: Zoning Comparison Table
Attachment D: Public Comments
Attachment E: Legal Counsel Correspondence
Attachment F: Property Owner Correspondence
Attachment G: Applicant's Project Description
Attachment H: Project Plans
APPROVED BY:
Jonathan Lait, Planning and Development Services Director
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Record of Land Use
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F-112 16TTk uffe- A' a
RECORD OF THE COUNCIL OF THE CITY OF PALO ALTO LAND USE APPROVAL FOR 310 CALIFORNIA
AVENUE: CONDITIONAL USE PERMIT (23PLN-00304)
At its meeting on June 10, 2024, the City Council of the City of Palo Alto ("City Council")
approved the Conditional Use Permit (CUP) application to allow for the expansion of an existing
commercial recreation use. In approving the application, the Council make the following findings,
determinations, and declarations:
SECTION 1. Background.
A. On November 9. 2023, Ko Architects, on behalf of Nina Nguyen and Mirco Hirst, filed
an application for a Conditional Use Permit (CUP) to allow for the expansion of an
existing commercial recreation use at 310 California Avenue (Palo Alto Fit) into a
portion of the adjacent tenant space at 320 California Avenue and for a 1,150 square
foot (sf) addition within the existing building envelope ("The Project").
B. In accordance with 18.16.040, a CUP is required for any new commercial recreation
use or expansion of an existing recreational use on California Avenue.
C. In accordance with PAMC Section 18.40.170, given the level of public interest in the
project, the Director sought input from the Planning and Transportation Commission
and has referred the Director's decision on the proposed project to Council.
D. Following staff review, On April 10, 2024, the Planning and Transportation
Commission held a duly noticed public hearing, at which evidence was presented
and all persons were afforded an opportunity to be heard. The Commission
recommended approval of the proposed project to City Council.
E. On June 10, 2024, Council held a duly noticed public hearing, at which evidence was
presented and all person were afforded the opportunity to be heard in accordance
with the City Council's policies and procedures.
SECTION 2. Environmental Review. The City, acting as the lead agency for the project, has
determined that the project is exempt from the California Environmental Quality Act (CEQA) in
accordance with CEQA Guidelines Section 15301 (Existing Facilities), which provides exemptions for
existing facilities.
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SECTION 3. Conditional Use Permit Findings
1. The proposed use, at the proposed location, will not be detrimental or injurious to property or
improvements in the vicinity, and will not be detrimental to the public health, safety, general
welfare, or convenience, in that:
The project includes modifications within the envelope of an existing building to modify tenant
spaces in order to allow for an increase in the total size of the existing commercial recreational
use while replacing a portion of the existing retail and eating and drinking uses. Overall, the
project results in negligible expansion of the retail -like uses on the site, adding a small additional
area to the existing second floor for to accommodate back -of -house uses ancillary to the
commercial recreation use. The project does not include any exterior work. Therefore, the
project would not be detrimental towards the property or have a negative impact on the public's
health and safety. The project will displace existing businesses, but the proposed gym and
remaining cafe area will improve community health and well-being.
2. The proposed use will be located and conducted in a manner in accord with the Palo Alto
Comprehensive Plan and the purposes of this title in that:
The proposed commercial recreational use is a conditionally permitted use on California Avenue.
The project does not modify the existing building on its exterior and is consistent with all relevant
development standards set forth in the zoning code for the Community Commercial zoning
district and retail and pedestrian combining districts. The proposed use is allowed within the
Regional/Community Commercial land use designation. This record of land use action approves
the conditional use permit and includes conditions to ensure that the project will be conducted
in a manner consistent with the code.
SECTION 4. Conditional Use Permit Granted. The proposed project, as conditioned,
complies with the findings for a Conditional Use Permit as required in Chapter 18.76.010 of the PAMC.
The project is subject to the conditions of approval in Section 5 of this Record.
SECTION 5. Conditions of Approval.
Planning Division
1. CONFORMANCE WITH PLANS: The use shall be conducted in substantial conformance with the
project description letter submitted on March 22, 2024, and plans submitted on March 18, 2024,
on file with the City of Palo Alto Planning & Development Services Division, except as modified
by these conditions of approval.
2. BUILDING PERMIT: A copy of this approval letter shall be printed on any drawings submitted for
building permit related to this use.
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3. BUILDING PERMIT PLAN SET: A copy of this cover letter and conditions of approval shall be
printed on the second page of the plans submitted for building permit. Project plans submitted
for Building permits shall incorporate the following changes:
a. The building permit plan set shall change all references of "offices" to "staff offices".
4. USE AND OCCUPANCY PERMIT: A valid Use and Occupancy permit is required.
5. HOURS OF OPERATION: The use is allowed to operate from 6:00 a.m. to 8:00 p.m. per the
applicant Project Request Letter. All clean up or set up activities shall be conducted within these
approved business hours.
6. PARKING: The tenant shall manage the use such that the parking demand of the use does not
exceed the parking spaces allocated to the property through the Parking Assessment District and
consistent with the project description.
7. LITTERING: The operator shall keep the subject property free of litter associated with the
business operation.
8. INTENSIFICATION OF USE: Any intensification of use shall require an amendment to the
conditional use permit and any other entitlements as specified in the Palo Alto Municipal Code.
9. NOISE: Noise levels emanating from the business shall not exceed the maximum level established
in the PAMC Chapter 9.10, which is no more than eight (8) decibels above ambient.
10. REVOCATION OF MODIFICATION OF APPROVAL: The Director of Planning and Development
Services may issue a notice of noncompliance for any failure to comply with any condition of this
permit approval, or when a use is being conducted in a manner detrimental to the public health,
safety, and welfare. The Director shall give notice to the permittee of intention to revoke such
permit at least ten (10) days prior to a hearing thereon. Following such hearing and if good cause
exists, the Director may revoke the Use Permit.
11. FINAL INSPECTION. A Planning Division Final inspection will be required to determine
substantial compliance with the approved plans prior to the scheduling of a Building Division
final. Any revisions during the building process must be approved by Planning, including but not
limited to; materials, landscaping, and hard surface locations. Contact your Project Planner,
Nishita Kandikuppa at nishita.kandikuppa@cityofpaloalto.org to schedule this inspection.
12. INDEMNITY. To the extent permitted by law, the Applicant shall indemnify and hold harmless the
City, its City Council, its officers, employees and agents (the "indemnified parties") from and
against any claim, action, or proceeding brought by a third party against the indemnified parties
and the applicant to attack, set aside or void, any permit or approval authorized hereby for the
Project, including (without limitation) reimbursing the City for its actual attorneys' fees and costs
incurred in defense of the litigation. The City may, in its sole discretion, elect to defend any such
action with attorneys of its own choice.
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Public Works Division
13. The contractor shall coordinate items in logistics plan with all nearby construction projects Please
note California Ave is closed to outdoor dining so logistics shall take this into account with
proposal.
14. PUBLIC WORKS STANDARD CONDITIONS SHEET: The Department of Public Work s full-sized
"Standard Conditions" sheet shall be included in the improvement plans and the applicant shall
comply with all conditions listed in the sheet. The sheet can be obtained from a staff member of
Public Works Engineering Services or at the following link under Public Works Plan Review
Documents: https://www.cityofpaloalto.org/Departments/Public-Works/Engineering-
Services/Forms-and-Permits.
15. STORM WATER POLLUTION PREVENTION SHEET: The City's full-sized "Pollution Prevention - It's
Part of the Plan" sheet shall be included in the improvement plans. The sheet can be obtained
from a staff member of Public Works Engineering Services or at the following link under Public
Works Plan Review Documents: https://www.cityofpaloalto.org/Departments/Public-
Works/Engineering-Services/Forms-and-Permits.
16. DEMOLITION PLAN: The following note shall be placed adjacent to all affected trees on the
Demolition Plan: Excavation and trenching is restricted within the Tree Protection Zone (refer to
T-1 Tree Protection Sheet) or as approved by the Urban Forestry Division at 650-496-5953. Any
changes shall be approved by the same.
17. CONSTRUCTION STAGING: All improvement plans shall include the following note on the Site Plan
and the Grading & Drainage Plan. All construction materials and equipment shall be staged,
stored, and stockpiled onsite and not on any public street.
18. LOGISTICS PLAN: The contractor may be required to submit a logistics plan to the Public Works
Department prior to commencing work that addresses all impacts to the City s right-of-way,
including, but not limited to: pedestrian control, traffic control, truck routes, material deliveries,
contractors parking, concrete pours, crane lifts, work hours, noise control, dust control, storm
water pollution prevention, contractor s contact, noticing of affected businesses, and schedule
of work: https://www.cityofpaloalto.org/files/assets/public/v/3/public-works/engineering-
services/webpages/forms-and-permits/logistics-plan-preparation-guidelines-2021.pdf.
Zero Waste Division
19. Per Palo Alto Municipal Code 5.20.108 the site is required to have color -coded refuse containers,
related color -coded millwork, and colored signage. The three refuse containers shall include
recycle (blue container), compost (green container), and garbage (black container).
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Applicant shall present on the plan the locations and quantity of both (any) internal and external refuse
containers, its millwork, along with the signage. This requirement applies to any external or internal
refuse containers located in common areas such as entrances, conference rooms, back of the house
kitchen, cafe, dining area, and etc. except for restrooms, copy area, and mothers room. Millwork to store
the color -coded refuse containers must have a minimum of four inches in height worth of color -coding,
wrapping around the full width of the millwork.
20. Signage must be color coded with photos or illustrations of commonly discarded items.
21. If paper cups are used there shall be a green compost container and proper signage for the
collection of paper cups.
22. Restrooms must have a green compost container for paper towels and an optional black landfill
container if applicable. Copy area must have either a recycle bin only or all three refuse
receptacles (green compost, blue recycle, and black landfill container).
SECTION 7. Term of Approval.
1. Conditional Use Permit. The project approval shall be valid for a period of one year from the
original date of approval. In the event the use does not commence within the time limit specified
above, the approval shall expire and be of no further force or effect. Additionally, A Use Permit
that has not been used for a period of one (1) year or more shall become null and void (PAMC
18.77.100).
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
City Clerk
APPROVED:
Mayor
Page 5 of 9
Item 4: Staff Report Pg. 12 Packet Pg. 31 of 636
Item 4
Attachment B - Draft
Record of Land Use
Action
APPROVED AS TO FORM:
Assistant City Attorney Mayor
Director of Planning and
Development Services
I»e\►16y_►IDID]11AANT/I►[eL1:k]11d11:]:►[y�03
Those plans prepared by Laura Roberts titled "310-320 California Avenue; Conditional Use Permit; Palo
Alto Fit and Cafe", consisting of thirteen (13) pages, dated January 23, 2024, and revised March 18, 2024.
A copy of these plans is on file with the Department of Planning and Development Services.
Page 6 of 9
Item 4: Staff Report Pg. 13 Packet Pg. 32 of 636
ATTACHMENT C
ZONING COMPARISON TABLE
310 California Avenue, 23PLN-00304
Item 4
Attachment C - Zoning
Comparison Table
Table 1: COMPARISON WITH CHAPTER 18.16 (CC(2) DISTRICT)
Exclusively Non-residential Development Standards
Regulation
Required
Existing
Proposed
Minimum Site Area, width and
No Requirement
12,000 sf
12,000 sf
depth
Minimum Front Yard (Park
0-10 feet to create an
Boulevard)
8-12 foot effective
12 ft
12 ft
sidewalk width (1), (2), (8)
Rear Yard
No Requirement
4 ft
4 ft
Street Side Yard
No Requirement
2 inches
2 inches
Interior Side Yard
No Requirement
6 ft 2 inches
6 ft 2 inches
Min. yard for lot lines abutting
or opposite residential
10 feet (2)
N/A
N/A
districts or residential PC
districts
Build -to -lines
No Requirement
N/A
N/A
Max. Site Coverage
No Requirement
10,800 sf
10,800 sf
Max. Building Height
37 feet (4)
2 stories, 25 ft
2 stories, 25 ft
Max. Floor Area Ratio (FAR)
2.0:1 (24,000 sf)
12,544 sf
13,694 sf
Daylight Plane for lot lines
abutting one or more
None (6)
N/A
N/A
residential zone districts other
than an RM-40 or PC Zone
(1) No parking or loading space, whether required or optional, shall be located in the first 10 feet adjoining the street property line of
any required yard.
(2) Any minimum front, street side, or interior yard shall be planted and maintained as a landscaped screen excluding areas required
for access to the site. A solid wall or fence between 5 and 8 feet in height shall be constructed along any common interior lot line..
(4) As measured to the peak of the roof or the top of a parapet; penthouses and equipment enclosures may exceed this height limit by
a maximum of five feet, but shall be limited to an area equal to no more than ten percent of the site area and shall not intrude into the
daylight plane.
(6) The initial height and slope shall be identical to those of the most restrictive residential zone abutting the site line in question.
(7) 25 foot driveway access permitted regardless of frontage, build -to requirement does not apply to CC district.
(8) A 12 foot sidewalk width is required along El Camino Real frontage
Table 1: COMPARISON WITH CHAPTER 18.16 (CC(2) DISTRICT) continued
Exclusively Non-residential Development Standards
Topic
Requirement
Proposed
Hours of Operation
Businesses with activities any time between the hours
6:00 am to 8:00 pm,
(18.16.040 (b))
of 10:00 p.m. and 6:00 a.m. shall be required to obtain
aligning with community
a conditional use permit. The director may apply
work hours
Item 4: Staff Report Pg. 14 Packet Pg. 33 of 636
Item 4
Attachment C - Zoning
conditions of approval as are deemed necessary to
Comparison Table
assure compatibility with the nearby residentially
zoned property
Outdoor Sales and
N/A
N/A
Storage (18.16.040 (h))
Recycling Storage
N/A
N/A
(18.16.040 (i))
Employee Showers
N/A
N/A
(18.16.040 (j))
Office Use Restrictions
Total floor area of permitted office uses on a lot shall
None
(18.16.050)
not exceed 25% of the lot area, provided a lot is
permitted between 2,500 and 5,000 sf of office use.
The maximum size may be increased with a CUP issued
by the Director.
Table 2: CONFORMANCE WITH CHAPTER 18.52 (Off -Street Parking and Loading)
for Office
Type
Required
Existing
Proposed
Vehicle Parking
Total = 77 spaces
No parking provided on
No parking provided
site.
on site.
Commercial
Recreation
Subject site paid into
No additional parking
1 space for each 4
former California
is required under AB
person capacity, or as
Avenue Parking District
2097.
adjusted by the
equivalent to 47
Director, not to exceed
parking spaces.
Subject site paid into
30% reduction = 47
former California
required
Avenue Parking
District equivalent to
Eating and Drinking
47 parking spaces.
1 space for each 60 sf
of public service area,
plus 1 space for each
200 sf for all other
areas = 30 required
Bicycle Parking
Total = 15 spaces
Four short term bike
Four short term bike
spaces provided in the
spaces provided in the
Commercial
public right-of-way,
public right-of-way.
Recreation
1 space per 16 -person
capacity, or as adjusted
by the Director = 12
required
Eating and Drinking
1 per 600 sf of public
service area, plus 1 per
2,000 sf for other areas
= 2.82 spaces
Item 4: Staff Report Pg. 15 Packet Pg. 34 of 636
Loading Space
Commercial
Recreation
No Requirement
Eating and Drinking
0-4,999 sf = 0
None
Item 4
Attachment C - Zoning
Comparison Table
Item 4: Staff Report Pg. 16
Packet Pg. 35 of 636
Attachment D C
Item4
Attachment D - Public
Comments
From:
To: Kandikuooa, Nishita
Subject: Project at 310 California Ave File number: 23PLN-00304
Date: Tuesday, November 28, 2023 2:03:54 PM
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on links.
Nishita,
I am writing to express my support for the continued use by Printers Cafe and Moods Wine Cafe with regard to the
proposed project at 310 California Ave. (File Number: 23PLN-00304). My friends at I are regular patrons of this
establishment and do not want to see this proposed Conditional Use Permit request impact this business. Thank
you for your consideration.
Jack L. Koepfgen
Sent from my iPad
Item 4: Staff Report Pg. 17 Packet Pg. 36 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Printer's Inc. cafe 320 California Ave, Palo Alto
Date: Tuesday, February 27, 2024 3:24:52 PM
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Hello,
I would like very much you to help us save the Printer's cafe. I moved very close the California Ave district
in the year 2000. The reason I was attracted to the area was that I had walking distance to a convenient
Pharmacy. the post office, and several other stores and a place we can sit outside or inside when it's
raining for coffee like Starbucks, (already closed). Printer's Inc. is what is left in this street for us to enjoy
the day. Their service is very good and their have been having the same clients steadily.
All the places I liked in this street closed and have been replaced by Nail and Hair salons and fitness
centers. It seems that California street only caters to the youth. For 40 years I am familiar with the
Printers cafe and hopefully it won't be closed. Thanks and be well,
Stella B. Filler
Item 4: Staff Report Pg. 18 Packet Pg. 37 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Proposal for 310/320 California Avenue
Date: Friday, November 24, 2023 3:08:48 PM
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I would like to share with you my support for the Conditional Use Permit Application
23PLN-00304 for the expansion of the facility at 310 California Avenue, while
maintaining the existing space at 320 California Ave for Printer's Cafe and Moods Wine
Cafe. The focus of my support is maintaining the existing space for Printer's Cafe and
Moods Wine Cafe. For several years I have been a regular customer of Printer's Caf�. It
is an essential part of the commercial district along California Avenue. So long as the
proposed Use Permit allows the continued presence of Printer's Cafe, I offer my strong
support for it.
Thank you,
Donald Barr
Item 4: Staff Report Pg. 19 Packet Pg. 38 of 636
Item 4
Attachment D - Public
Comments
From:
To:
Kan i uooa. Nishita
Subject:
Printer's Cafe Closing???
Date:
Tuesday, February 27, 2024 9:06:50 AM
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HI
I was shocked to learn that Printers' Cafe has to close due to new building ownership
plans. This seems incomprehensible to me.
I have been coming to this Cafe ever since I moved out to California 30 years ago, while
a long time resident on Park Blvd and my employment at Stanford University. I have
watched this cafe be at times a place that allowed quiet solitude for remote work, and at
others as a beehive of activity, a center of community life on California Ave. During
my research work at Stanford, I cannot count the number of times key ideas arose while
at Printers or the number of NIH grants that have been partly written, courtesy of the
environment at Printers. This is no exaggeration. I have been a fly on the wall as
adjacent tables had tech startup discussions, or heard Stanford physics professors
talking black holes. Printers Cafe fills a unique place in the fabric of Palo Alto.
It is getting harder to fmd locations that organically become part of community life.
Printer's Cafe has been one of these places. The phrase "You don't know what you
had till it's gone.." comes to mind.
Best Regards,
Greig Scott PhD
Item 4: Staff Report Pg. 20 Packet Pg. 39 of 636
Item 4
Attachment D - Public
Comments
From:
To: KandikuDDa. Nishita
Subject: Printers Cafe
Date: Monday, February 26, 2024 9:12:48 AM
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Dear Ms. Kandikuppa,
This is to let you know how important Printers Cafe on California Street in Palo Alto is something of an institution
for the whole neighborhood. The thought of it be closed down is quite disturbing when you consider how long and
how many of us have used it as both a personal refuge and as a professional meeting place. No other restaurant on
California Street can match the personal relationships we have built up over the years.
I urge you to reconsider your plan to shut it down.
Sincerely,
Helen Purcell
Item 4: Staff Report Pg. 21 Packet Pg. 40 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Potential closure of Printers Cafe on California Ave
Date: Monday, February 26, 2024 12:14:30 PM
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Hi Nishita,
I have recently learned from the owner of Printers Cafe that the new landlord wants him to
leave and put in a gym at the site. This is really concerning to me. I have been a customer at
this coffee shop for more than 10 years, and visit multiple times a week. With the loss of the
Starbucks across the street, and the closure of The Palo Alto Baking Company a couple of
years ago, there will be no proper coffee shop left on the street. Backyard Brew is not really
conducive to meeting friends during inclement weather.
It feels like the Palo Alto City administration took some bold steps to convert this section of
California Ave into a pedestrian friendly zone. Allowing (absentee ?) landlords to force out
businesses that encourage foot traffic and keep this area lively and safe for the community is a
regressive move. I sincerely hope that the Planning department can take some action to keep
Printers Cafe at its current location.
Please feel free to contact me if you have any questions.
Thank you
Sumit Roy
Item 4: Staff Report Pg. 22 Packet Pg. 41 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kandikuppa. Nishita
Subject: Re: 310 California Ave.
Date: Tuesday, December 5, 2023 12:57:21 PM
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Hi Nishita,
Thank you for the information. It is always interesting to hear the other side of the story.
Terry Shuchat
> On Dec 5, 2023, at 9:03 AM, Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org> wrote:
> Hi Terry,
> I hope this finds you well - we spoke on the phone last week regarding Printer's Cafe.
> I reached out to the applicant to confirm whether Printer's Cafe would continue to rent the 320 California Avenue
space. Please see the applicant's response below:
> "Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally scheduled to terminate on
October 31, 2025. The parties mutually agreed to reduced rent during the Covid pandemic and for a period of time
afterward, but when the original rent was to be reinstated, Printers Cafe indicated a preference to shorten the lease
term in exchange for a reduced rent for that shortened term. The new lease termination date, as requested by Printers
Cafe, is April 6, 2024."
> Please let me know if you have any questions or concerns - I'd be happy to pass them on to the applicant!
> Best,
> Nishita Kandikuppa
> Associate Planner
> Planning and Development Services Department
> (650) 838-2806 1 nishita.kandikuppa@cityofpaloalto.org
> www.cityofpaloalto.org
> -----Original Message-----
> From: Terry Shuchat
> Sent: Wednesday, November 22, 2023 2:28 PM
> To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
> Subject: 310 California Ave.
> [You don't often get email from Learn why this is important at
https://aka.ms/LearnAboutSenderldentification ]
> CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and
clicking on links.
> Hi,
Item 4: Staff Report Pg. 23 Packet Pg. 42 of 636
Item 4
Attachment D - Public
Comments
> I am writing regarding the CUP request for 310 California Ave.
> It is important that Printers Cafe and Moods Wine Bar remain at their present address. Please make sure that the
requestor of the CUP understands that they are to be included in the project. Too many applicants have applied for
permits and when the project is completed not all requirements have been met.
> Thank you for your understanding.
> Terry Shuchat
>
Item 4: Staff Report Pg. 24 Packet Pg. 43 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Savings Printer"s Inc Cafe
Date: Sunday, November 26, 2023 7:53:17 AM
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I am writing to support the conditional use permit to the extent, as I understand it, it will help
preserve Printer's Inc. Cafe, a long-time locally -owned institution that our breakfast group has
met at for many, many years.
Joe Bankman
Item 4: Staff Report Pg. 25 Packet Pg. 44 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Re: 310 and 320 California Ave, file 23PLN-00304.
Date: Tuesday, December 5, 2023 9:58:06 AM
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Hi, Nishita,
Thank you for acting on our concerns and for replying in such detail. (I did get your phone
message, also.) You have been very generous with your time!
- Gray
On Dec 5, 2023, at 9:16 AM, Kandikuppa, Nishita
<Nishita.Kandikuppa@cityofpaloalto.org> wrote:
Hi Gray,
I hope this finds you well — I am following up on your email regarding Printer's Cafe. I
tried reaching you via telephone last week but was directed to your voicemail.
I reached out to the applicant to confirm whether Printer's Cafe would continue to rent
the 320 California Avenue space beyond this year. Please see the applicant's response
in green below:
Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally
scheduled to terminate on October 31, 2025. The parties mutually agreed to reduced
rent during the Covid pandemic and for a period of time afterward, but when the
original rent was to be reinstated, Printers Cafe indicated a preference to shorten the
lease term in exchange for a reduced rent for that shortened term. The new lease
termination date, as requested by Printers Cafe, is April 6, 2024.
Please let me know if you have any questions or concerns — I'd be happy to pass them
on to the applicant!
Best,
Nishita
<image001.png> Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1 nishita.kandikuppaPcityofoaloalto.org
www.cityofpal oa Ito. org
Item 4: Staff Report Pg. 26 Packet Pg. 45 of 636
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Comments
{inia a002.png>
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms &
Aoolications I Planning Applications Mapped
From: Gray Clossman
Sent: Tuesday, November 28, 2023 9:42 AM
To: Kandikuppa, Nishita<Nishita.Kandikuppa@CityofPaloAlto.org>
Subject: 310 and 320 California Ave, file 23PLN-00304.
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To the Palo Alto Planning Department, attn Nishita Kanuppa,
Regarding the proposed project at 310 and 320 California Ave, file 23PIN-00304.
Printers Cafe, at 320 California Ave, is a valuable community space_ It has a large and flexible seating space that
welcomes groups of friends, book clubs, civic groups, and others that meet there for breakfast, lunch, and talk
Please assure that the cafe is not "priced out" of this space_ The owner of the cafe, Al Ghafoun, should receive fair
terms for his new lease, so that the cafe can continue to operate in that building_
Sincerely,
Gray Clossman
Item 4: Staff Report Pg. 27 Packet Pg. 46 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kandikuooa. Nishita
Subject: Re: Please save Printer's Cafe at 320 California Ave.
Date: Tuesday, December 12, 2023 3:50:39 PM
Attachments: imave0ol.ono
imaoe0u2.nno
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Thank you for this information, Nishita. Nevertheless, this saddens us, and we now worry
about the two wonderful women --Monica and Anna --who have worked there for decades and
have young families to feed.
Suesan Taylor
Suesan Taylor
On Tue, Dec 12, 2023 at 2:56 PM Kandikuppa, Nishita
�Nishita .Kaudikunna rf citvofpaloalto.org> wrote:
Hi Suesan,
I hope this finds you well — I ant following up on your email regarding Printer's Cafe.
I reached out to the applicant a few weeks ago to confirm whether Printer's Cafe would
continue to rent the 320 California Avenue space. Please see the applicant's response in
green below.
Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally scheduled
to terminate on October 31, 2025. The parties mutually agreed to reduced rent during the Covid
pandemic and for a period of time after icard, but when the original rent was to be reinstated,
Printers Cafe indicated a preference to shorten the lease term in exchange for a reduced rentfor
that shortened term. The new lease termination date, as requested by Printers Cafe, is April 6,
2024.
I have also been in touch with Al Ghafouri who is aware of his rights as the existing tenant.
Please let me know if you have any questions or concerns — I'd be happy to pass them on to
Item 4: Staff Report Pg. 28 Packet Pg. 47 of 636
Item 4
Attachment D - Public
Comments
the applicant!
Best,
Nishita
Nishita Kandikuppa
Associate Planner
PALO Planning and Development Services Department
A LTA
(650) 838-2806 nshita.kandilnippa..citvofpaloalto.org
www. c ityofpa l o a lto .or
Note: I wil be out of office from December 21-26 and December 29 -January 2. 1 apologize
in advance for any inconvenience. Happy Holidays!
From: Suesan W. Taylor
Sent: Friday, December 8, 2023 6:42 PM
To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
Subject: Please save Printer's Cafe at 320 California Ave.
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To the Palo Alto Planning Department, atlas Nishita Kandikuppa,
Regarding the proposed project at 310 and 320 California Ave, file 23PLN-00304.
We've have been drinking coffee with our "kaffee ldatsch" on weekends and sometimes weekdays for over 30
Item 4: Staff Report Pg. 29 Packet Pg. 48 of 636
Item 4
Attachment D - Public
Comments
years. Sometimes there are only six of us, but usually there axe 8-12 of us and more. Furthermore, Printers is the
go -to for meetings, the book club, small conferences, counseling, and of course terrific breakfasts including Izzy's
bagels and cream cheese from down the street. I cannot imagine heading into my old age without this institution
yet that is a reality if the cost of the lease makes it impossible for Al, the owner to stay. Printers is a
neighborhood treasure. Please help us preserve it!
Sincerely,
Suesau & Barr Taylor
Item 4: Staff Report Pg. 30 Packet Pg. 49 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Re: Printers Ink Cafe, 320 California Avenue
Date: Tuesday, February 27, 2024 10:55:59 AM
Attachments: imaae001.ono
imaoe0u2.ono
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Thank you for your email.
Best regards
Robert Chiles
On Tue, Feb 27, 2024 at 9:08 AM Kandikuppa, Nishita
zNishita.Kandilaippa e� cityofDaloalto.org> wrote:
Hi Robert,
Thank you for your email. I reached out to the applicant a few months ago to confirm
whether Printer's Cafe would continue to rent the 320 California space. Please see the
applicant's response in green:
Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally
scheduled to terminate on October 31, 2025. The parties mutually agreed to reduced rent
during the Covid pandemic and for a period of time afterward, but when the original rent
was to be reinstated, Printers Cafe indicated a preference to shorten the lease term in
exchange for a reduced rent for that shortened term. The new lease termination date, as
requested by Printers Cafe, is April 6, 2024.
In addition, the project has been pushed to Planning and Transportation Commission (PTC)
and City Council review. What this means is that you do not have to appeal the project
because the Director has recommended this project to City Council on your behalf. The PTC
hearing is tentatively scheduled for April 10, 2024, at 6 PM. I will reach out with a formal
email before the end of the week.
I have copied the section of our code that discusses Deferral of Director's Actions;
subsection (d) applies to this project:
PAMC Section 18.40.170 Deferral of Director's Action
The director shall have the authority to forward projects to City Council for final action in
the circumstances listed below. No action by the Director shall be required, and the appeal
process and or request for hearing process shall not apply to such referred actions,
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Item 4
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Comments
provided, however, that the Director may seek a recommendation from the Architectural
Review Board or Planning and Transportation Commission prior to action by the City
Council.
(a) In the case of projects having multiple entitlements, where one requires City Council
approval, all entitlements may be referred to City Council for final action;
(b) Projects involving leases or agreements for the use of City -owned property; and
(c) Projects requiring a statement of overriding considerations, pursuant to
Section 18.31.010: and
(d) Projects, as deemed appropriate by the director.
I also want to share the City's CUP Findings that City Council will base their decision on:
PAMC Section 18.76.010 Conditional Use Permit (CUP)
(c) Findings
Neither the director, nor the city council on appeal, shall grant a conditional use permit,
unless it is found that the granting of the application will:
(1) Not be detrimental or injurious to property or improvements in the vicinity, and will
not be detrimental to the public health, safety, general welfare, or convenience;
(2) Be located and conducted in a manner in accord with the Palo Alto Comprehensive
Plan and the purposes of this title (Zoning).
I will reach out with more updates soon. Please let me know if you have any questions!
Best,
Nishita
Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
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Comments
0
PALO
ALTO
(650) 838-2806 1 nishita-kandik=pa4ci ofoaloalto.org
From: Robert Chiles
Sent: Tuesday, February 27, 2024 8:52 AM
To: Kandikuppa, Nishita<Nishita.Kandikuppa(a7CityofPaloAlto.org>
Subject: Printers Ink Cafe, 320 California Avenue
I
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Dear Ms Kandikuppa,
I am a twenty year plus customer of the Printers Ink Cafe. I understand you are considering
its removal from the local dining scene as a result of proposed changes to the building where
the cafe is housed. I am a retired attorney who previously maintained offices at 2600 El
Camino and later on Sheridan. I was a daily customer of the cafe when I had an office in the
area and I continue to patronize the restaurant on an ongoing basis since my retirement. I
continue to shop at California Avenue establishments and feel I have a vested interest in the
well being of this important business district. I understand you will be scheduling a hearing
on the status of the Cafe and I request an opposite to voice my concerns and suggestions.
Could you please notify me of the date, time and place of the hearing. Thank you.
Robert C. Chiles
Item 4: Staff Report Pg. 33 Packet Pg. 52 of 636
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Comments
From:
Peter Lai
To:
Kandikuooa. Nishita
Subject:
Supporting Printers Cafe
Date:
Sunday, February 11, 2024 12:16:12 PM
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Hit
I saw there was an upcoming redevelopment of the gym on California Avenue and wanted to
just throw in a voice of support to ensure the plan can allow for Printers Cafe to continue - I
understand the retail pressure here but having coffee shops with food there is really great.
(Love Backyard and ZombieRunner but they don't have extensive food options.)
Having walkable casual options for me in Midtown is really nice - Cal Ave is walkable for us
and it's nicer than driving to downtown or Los Altos/Mountain View. Having a diversity of
restaurants walking distance is really great for ust
Thanks for reading!
Peter
Item 4: Staff Report Pg. 34 Packet Pg. 53 of 636
Item 4
Attachment D - Public
Comments
From:
To: Kan i uooa. Nishita
Subject: Re: Conditional use permit/file no 23PLN-00304/310 04/3 10 California Ave
Date: Tuesday, December 5, 2023 10:18:35 AM
Attachments: imave0[i2.ono
imaoeOrl1.ono
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Hi Nishita,
Thank you for the detailed response.
I am just a customer of Printers. I wrote you because I was discussing the changes on Cal Ave
with the owner of Printers. He was concerned that once the landowner received his conditional
use permit he would not provide the Cafe the opportunity to renew the lease. Im not aware of
the history nor the appropriate rental rate, but I do think Printers is an important community
spot on Cal Ave and has been for a long time, and I would like to see them be able to continue
to stay there beyond April 2024. I hope the landowner will provide them an opportunity to
extend the lease at a rent that is fair to both of them.
Thanks again for being so responsive.
Barry
On Tuesday, December 5, 2023, 9:29 AM, Kandikuppa, Nishita
<Nishita.Kandikuppa@,CityotPaloAlto.org> wrote:
Hi Barry,
I hope this finds you well — I am following up on your email regarding Printer's Cafe.
I reached out to the applicant last week to confirm whether Printer's Cafe would
continue to rent the 320 California Avenue space. Please see the applicant's response
in green below:
Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally
scheduled to terminate on October 31, 2025. The parties mutually agreed to reduced
rent during the Covid pandemic and for a period of time afterward, but when the
original rent was to be reinstated, Printers Cafe indicated a preference to shorten the
lease term in exchange for a reduced rent for that shortened term. The new lease
termination date, as requested by Printers Cafe, is April 6, 2024.
Please let me know if you have any questions or concerns — I'd be happy to pass them
on to the applicant!
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Best,
Nishita
( ) Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
C! T Y OF (550) 838-2806 1 nishita.kandikuppaCo)cityofpaloalto.org
PALO www.cityofpaloalto.org
ALTO
Provide feedback on Planning Development and
Administration services
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms &
Applications I Planning Applications Mapped
From: barry kramer
Sent: Tuesday, November 28, 2D23 9:54 PM
To: Kandikuppa, Nishita <Nishita_Kandikuppa@CityofPaloAlto.org>
Subject: Conditional use permit/file no 23PLN-00304/310 California Ave
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Dear Sir,
I dont know whether the granting of the above referenced conditional use permit is
appropriate or not (I think the property is better used for retail but I dont know all the
factors).
But I do know that the Printers Cafe is a long time valued member of the community
and I hope that no action would be taken that did not assure that Printers received a
long term lease from the landlord to continue to operate.
Thank you,
Barry Kramer
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From:
To: Kandikuppa. Nishita
Subject: Printer's Inc. cafe
Date: Friday, March 15, 2024 5:46:51 PM
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To whom it may concern,
We do love Printer's Inc. on California and would hate to see it replaced by yet another gym that could just as well
be located off to the side, one block to the north or south from the "main strip".
It is sad enough that the gallery had to close. We need to maintain community spaces including daytime cafes and
restaurants to make sure California Avenue remains an attractive destination.
We know that our friends feel the same, which is why we ask you to make sure Printer's Inc. can stay.
Sincerely,
Friederike Bizlow
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From:
To: Kan i uooa. Nishita
Subject: Printers Cafe
Date: Friday, March 15, 2024 7:04:09 PM
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Dear Ms Kandikuppa,
I was sorry to see a message on NextDoor saying that Gallery a house has shut down and that
there in a proposal to demolish the space still housing Printer's Cafe in favor of expanding the
gym next door. I don't know how much weight a resident's opinion can have, but I hope that
Printer's Cafe can be preserved.
Regards,
Susan Cole
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From:
To: Kandikurma, Nishita
Subject: Printer's Inc
Date: Saturday, March 16, 2024 1:31:18 PM
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I'm so sad to lose printers Inc. Please do what you can to save it. We don't need another gym. It only allows the
people who are members to go in. Printers Inc. is open to all and is a gem in our community!
Janet L. Dafoe, PhD
"Let us put our minds together and see what world we can make for our children." ---Sitting Bull.
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From:
To: Kandikuona, Nishita
Subject: Printer's Cafe
Date: Wednesday, March 13, 2024 4:26:54 PM
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Dear Ms. kandikuppa,
Please preserve Printer's Cafe. It is a much needed gathering place with a long Palo Alto history. Our community
needs it more than a bigger gym. Thank you.
Elizabeth Lee, LMFT
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From:
To: Kandikurma, Nishita
Subject: Printer Cafe
Date: Wednesday, March 13, 2024 1:43:20 PM
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Hello,
We live in old Palo Alto and have been a patron of Printers Cafe for a long time. The printer cafe is an asset to the
community and a safe gathering place for the residents of this area and visitors. Pal Alto city government needs to
do more to preserve such assets that enhance the character of the city.
Regards,
Yousef Vazir
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From:
To: Kan i uooa. Nishita
Subject: Printers Cafe on California Avenue
Date: Tuesday, March 12, 2024 4:22:08 PM
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Nishita - I was in Printers Cafe today, and the owner told me of his struggles not to be
evicted as the landlord wants to take the space to make a very large gym. I would like
to register my support for the cafe and hope the City Council can find a way to keep
this longstanding neighborhood resource open and thriving.
Peter O'Riordan
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From:
To: Kan i uooa. Nishita
Subject: Please save Printers Cafe on Cal Ave!
Date: Saturday, March 16, 2024 11:21:51 PM
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Hello! I want to chime in to say that I hope Printers Cafe stays on Cal Ave!
There are so few family -owned coffee shops left in Palo Alto these days, and it's the perfect
addition to the Cal Ave restaurant scene. I am a local teacher and Pve spent many an afternoon
grading papers there with a cup of coffee.
Many thanks,
Karl Nygaard
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From:
To: Kan i uooa. Nishita
Subject: Printers Cafe - Please save it!
Date: Thursday, March 14, 2024 11:53:46 AM
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Hi Nisluta,
We love this cafe. Please don't replace it with a gym.
Let me know how I can add my voice to the effort to keep this cafe.
Regards,
Samina
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From:
To: Kandikuppa. Nishita
Subject: Please save Printers Inc. Cafe
Date: Saturday, March 16, 2024 4:45:48 PM
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Greetings,
I hope you'll consider allowing Printer's Inc. Cafe to continue its long history rather than approving a gym with a
larger footprint.
Thanks for your consideration.
Sheila Gholson
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From:
To: Kandikuppa. Nishita
Subject: Please keep Printers Inc Cafe open
Date: Wednesday, March 13, 2024 7:37:12 PM
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Dear City of Palo Alto,
I'm a homeowner in the Ventura neighborhood writing to urge you not to approve expansion of the gym on
California Avenue that would force Printers Inc Cafe to close. We have so many gyms in the area but few cafes.
Printers Inc has been serving the community for many years and is a wonderful gathering place that serves multiple
generations.
Thank you,
Elaine Johnson
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From:
To: Kandikuona, Nishita
Subject: Closure of Printers Cafe
Date: Tuesday, March 12, 2024 5:43:03 PM
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Hello,
I just heard that Printers Cafe might be about to close. Printers Cafe is one of the few nice coffee shops on California
Ave. It is such a lovely spot to visit and meet people. I hope the Planning and Transportation Committee will vote to
keep the cafe as opposed to a larger gym.
Thank you for your consideration,
Jeanette Schmidt (Palo Alto resident)
Sent from my iPhone
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From:
To: Kandikuppa. Nishita
Subject: closing of Printer"s Ink Cafe
Date: Friday, March 15, 2024 3:30:58 PM
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Hi Nishita,
This note is in support of continuing the lease of Printer's Ink Cafe. A group of us has been gathering there on
Saturday and Sunday mornings for years. The owner, Al, and his staff have done a wonderful job: they're
welcoming, responsive to requests, etc. I believe that Printer's Ink closing would be a loss to the Palo Alto and
Stanford community. And, frankly, California Av does not need another gym! There are already several fitness
centers there.
Sincerely,
Maria Koretz
Palo Alto resident
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From:
To:
Kandikuooa, Nishita
Subject:
Don"t put a large gym on California Avenue....this
business doesn"t belong on a street filled with shops &
restaurants
Date:
Wednesday, March 13, 2024 10:14:29 PM
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To City of Palo Alto Planning staff:
I learned from Nextdoor that the landlord plan to tear down the building currently housing the Printer's Ink Cafe and
transform that corner space into a gym. I totally see no value in parking a "gym" right on California Avenue in such
a prominent space. People can go to the YMCA or to another location where there's a 24 hr. open gym. California
Ave should be more of a charming shopping street offering a bakery, a bookstore, a toy store, a cookware store, a
cheese shop, an Italian Deli, a meat and fish market, an ice cream store, a framing store, a lamp store, a fabric store,
augmenting the diversified restaurants presently on California Ave. Having a large gym on California Ave. totally
changes the character of the street. You wouldn't think of locating a gym on University Ave. so why would you
consider putting a gym on California Ave? Seems like California Ave is relegated to a second class shopping
district where anything goes and nobody cares if putting certain business there doesn't make sense at all. I am
totally against putting a large gym so prominently on the corner, along a street mainly for shops.
A long time Palo Alto resident,
Mamie
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From:
To:
Kandikuooa, Nishita
Subject:
Conditional Use Permit Application 23PLN-00304 for the expansion of the facility at 310California Avenue
Date:
Tuesday, November 28, 2023 2:40:20 PM
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We have been going to Printer's Inc. Cafe for the last 15 years as part
of a group of friends meeting there. We live in Menlo Park and probably
would never have gone to California Avenue except for the warm welcome
we have felt there from the owner and workers at the cafe. Coming there
has introduced us to other restaurants and stores in the area, which we
probably would not have visited on a regular basis.
We urge you to protect this business which helps to keep California
Avenue as a thriving business community.
Brooke & Carolyn Taylor
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From:
To:
Kandikuooa, Nishita
Subject:
310 California Ave/ 23PLN-00304
Date:
Wednesday, November 29, 2023 2:12:12 PM
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Hi Nishita,
My name is Jim Bitler and I am the property manager at 290 California Ave. In regards to 23PLN-00304, I would
encourage the City to keep the current tenant(s), Printer's Cafe and Moods Wine Cafe, in mind and plan for a viable
space for the tenant(s) to operate and thrive. They have been both an advocate for the success of California Ave as
well as the overall fabric of the local community for many years. Their consideration should be acknowledged in
this process.
Thank you,
Jim Bitler
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From:
To: Kandikuoija. Nishita
Subject: 23PLN-00304; 310 Calif Ave; Printers Cafe
Date: Sunday, November 26, 2023 11:19:05 AM
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Dear Ms Kandikuppa,
We have been watching, with much interest. the proposed changes to the building at 310 California Ave. following
the recent ownership change.
We are pleased to see that the current proposal includes Printer's Cafe and we hope that the existing tenant's lease is
renewed (currently set to expire at the end of this year). In the evening it becomes Mood's Wine bar.
We eat breakfast often at Printer's Cafe and enjoy it for many reasons. The first is that the tenant, Al, and the women
who work there are consistent, kind, generous, and hardworking. It seems like many coffee shops and restaurants
have a lot of turnover. Not so with Al, this team has worked for him for decades, a true sign of a supportive and
decent boss. The food is consistent and delicious. The atmosphere is welcoming, with both indoor and covered
outdoor seating.
Printer's Cafe is a fixture on California Ave. a landmark that many people love. We don't want to see a different
owner take over this charming establishment.
We truly hope that the lease for Al's Printer's Cafe is extended and not increased so much that Al and his staff can't
remain.
Much appreciation,
Ann Proffer
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From:
To: Kan i uooa. Nishita
Subject: Please keep Printers Cafe open!
Date: Thursday, March 14, 2024 10.34:22 AM
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Dear Nishita,
My wife and I have frequented Printers Inc. and then Printers Cafe for as far back as I can
remember (1980ish?). We mourned the passing of the bookstore where I picked up the
newspaper on the day our daughter was born, and if it happens we'll deeply mourn the passing
of the cafe. The cafe and its outstanding outdoor area add greatly to the charm and conviviality
of that second downtown area, where the City just decided to make street closure permanent.
We regularly visit this spot, and I or my friends have on many occasions reconnected with
others that we've known over the years.
I hardly think a gym will be able to support that feeling of community.
Much has changed on that street over the years, and Printers Cafe along with only a few other
businesses remain. Please help the older viable (there aren't many cafes in that area)
businesses stay in place!
Thanks,
i
Jody Glider
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From:
To: Kandikuopa. Nishita
Subject: Please don"t close the Printer"s Cafe
Date: Tuesday, March 12, 2024 9:33:12 PM
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It's a landmark on Cal Ave and we don't need a bigger gym there. It's a shame the art gallery closed but the cafe is
really important to me as a Palo Alto resident.
Thank you,
Phyllis Klein
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From:
To:
Kan i uooa. Nis ita
Subject:
Keep Printers Cafe
Date:
Friday, March 15, 2024 5:01:01 PM
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Hello!
Printers Cafe adds character and interest to California Street. I loved
dropping in and seeing what people were creating. It would be a pity for
it to close and for a gym enlargement to go there. There's already a gym
next door and one down the street on Park; we don't really need more gym
there. Diverse merchants make the shopping district much more interesting
to visit.
Sincerely,
Lottie Price
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From:
To:
Kan i uooa. Nis ita
Subject:
Support of Printer's Cafe
Date:
Sunday, March 10, 2024 9:23.23 PM
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Re: Conditional Use Permit Application 23PLN-00304 for the expansion of the facility at 310
California Avenue
I am writing to support Printer's Cafe remaining at the cuiient location 310 California
Avenue. It is a community gathering place where people from both North and South of that
location come to gather. Young and old are found there. My breakfast group meets there on
Saturday and Sunday morning. The group has a wide range of ages and ethnicities. Some
members meet there weekday mornings and others meet for lunch. It adds to the charm and
appeal of California Avenue.
Please help us keep the cafe. Thanks for taking the time to read this message.
Elizabeth
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From:
To: Kan i uooa. Nishita
Subject: Re: Please save Printer's Cafe!
Date: Wednesday, March 13, 2024 10:29:52 AM
Attachments: imauenn1.onu
imaae[ ]I 12. r] nu
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Hi Nishita
Ok. Thank you for attaching this email to the others.
Marion
On Wed, Mar 13, 2024 at 10:26 AM Kandikuppa, Nishita
zNishita.Kandilnippa cr cityofDaloalto.org> wrote:
Hi Marion,
Thank you for your email, and for showing your support.
As this project has been pushed to Planning and Transportation Commission (PTC) and City
Council review, you are welcome to attend the hearing and voice your concerns. The PTC
hearing is tentatively scheduled for April 10, 2024, at 6 PM. The goal of this meeting is for
the PTC to hear from residents and provide initial comments and recommendations to City
Council.
During this time, you will have the opportunity to present your comments (up to 3 minutes
per speaker). This could be reduced to a lesser time if there are a significant number of
commentors, subject to a decision by the Chair of the PTC. Please know that all comment
letterslemails received prior to the hearing date will be attached to the staff report for the
PTC's review (such as this email).
The agenda and staff report will be published approximately one week prior to the meeting,
here: httns:/lwww.cityofl2atoalto.org/Det2artments/Planning-Develojlnent-
ServiceslPlamiing-a nd-Transportation-Conunis sion-PTCICru-rent-PTC-Agendas-Minrites.
Please let me know if you have any questions!
Best,
Nishita
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Nishita Kandikuppa
rl
Associate Planner
CITY OF
PALO Planning and Development Services Department
ALTO
(650) S38-2806 nishita.kandikunna r�.cityofnaloalto.org
www. c itvofva l o a lto . org
From: Marion Beach
Sent: Wednesday, March 13, 2024 9:27 AM
To: Kandikuppa, Nishita <Nishita.Kandikuppa@7a CityotPaloAlto.org>
Subject: Please save Printer's Cafe!
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Hello Our book club members would like to help save Printer's Cafe.
What can we do to help?
Thank you,
Marion Beach
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From:
To: KandikuDDa, Nishita
Subject: Re: Printer"s Cafe
Date: Tuesday, March 19, 2024 11:12:55 AM
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Thanks, Nishita. I know Al really appreciates your help and support.
Annette
On 3/19/24 10:57 AM, Kandikuppa, Nishita wrote:
> Hi Annette,
> Thank you for your email, and for showing your support.
> As this project has been pushed to Planning and Transportation Commission (PTC) and City Council review, you
are invited to attend the hearing and voice your concerns. The PTC hearing is tentatively scheduled for April 10,
2024, at 6 PM. The goal of this meeting is for the PTC to hear from residents and provide initial comments and
recommendations to City Council.
> During this time, you will have the opportunity to present your comments (up to 3 minutes per speaker). This
could be reduced to a lesser time if there are a significant number of commentors, subject to a decision by the Chair
of the PTC. Please know that all comment letters/emails received prior to the hearing date will be attached to the
staff report for the PTC's review (such as this email).
> The agenda and staff report will be published approximately one week prior to the meeting, here:
htWs://www. citofpaloalto. org/Del2artments/Planning-Development-Services/Planning-and-Transportation-
Commis sion-PTC/Current-PTC-Agendas-Minutes.
> Please let me know if you have any questions!
> Best,
> Nishita Kandikuppa
> Associate Planner
> Planning and Development Services Department
> (650) 838-2806 1 nishita.kandikuppa@cityofpaloalto.org
> www.cityofpaloalto.org
> -----Original Message-----
> From: Annette Isaacson
> Sent: Monday, March 18, 2024 6:00 PM
> To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>; Council, City
<city. council@cityo fpaloalto. org>
> Subject: Printer's Cafe
> [You don't often get email from Learn why this is important at
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> CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and
clicking on links.
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> Dear Nishita and Pat Burt,
> I was saddened to read that Al at Printer's Cafe isn't able to renew his lease. After Printers' Inc closed and Al
opened Printer's Cafe, it has been an important business on California Avenue, a great place to stop for coffee with
friends or grab a sandwich for lunch.
> It's a shame that Al managed to survive the pandemic and now can't continue to serve the community because the
new owner of the building has other plans. I'm sorry for Al and his long time employees.
> I know Al is grateful for your support.
> Sincerely,
> Annette Isaacson
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From:
To: Kan i uooa. Nishita
Subject: Re: Printers Inc Cafe
Date: Monday, March 25, 2024 10:36:10 AM
Attachments: imaoe[Hn1.ono
imaaeB112.r)na
IYou don't often get email from
Hi Nishita -
Thank you for replying so quickly! I would attend if I could, but I will be out of town
that week seeing the total solar eclipse. (Lucky me). I am hoping that my note and
position can be recorded in lieu of my actual presence at the meeting. I would
appreciate that.
Thank you again, and take care,
Marianne
On Mon, Mar 25, 2024 at 10:31 AM Kandikuppa, Nishita
<Nishita.Kandikuppa@.ciiyofjialoalto.org> wrote:
Hi Marianne,
Thank you for your email, and for showing your support.
The Director has requested that the project be reviewed by Planning and Transportation
Commission (PTC) due to significant community interest. You are invited to attend the PTC
hearing, which is tentatively scheduled for April 10, 2024, at 6 PM. The goal of this meeting
is for the PTC to hear from residents and provide recommendations to City Council.
During this time, you will have the opportunity to present your comments (up to 3 minutes
per speaker). This could be reduced to a lesser time if there are a significant number of
commentors, subject to a decision by the Chair of the PTC. Please know that all comment
letterslemails received prior to the hearing date will be attached to the staff report for the
PTC's review (such as this email).
The agenda and staff report will be published approximately one week prior to the meeting,
here: httns:Ilwww.cityof12atoalto.org/De]2artmeiats/Planning-Development-
ServiceslPlamiing-a nd-Transportation-Conunis Sion-PTC/Cuu-rent-PTC-Agendas-Minutes.
Please let me know if you have any questions!
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Comments
Best,
Nishita
Nishita Kandikuppa
I ti`
CITY OF
PALO
ALTO
Associate Planner
Planning and Development Services Department
(650) 838-2806 1 nishita.kandik ippa('cityofpaloalto.org
www.cityoftpaloalto.org
Provide feedback an Planning Development an1
Adminishation services
From: Marianne Neuwirth
Sent: Sunday, March 24, 2024 10:30 PM
To: Kandikuppa, Nishita <Nishita.Kandikuppa c.CityofPaloAlto.orgl
Subject: Printer's Inc Cafe
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Dear Palo Alto City Council Member -
I recently learned that Printer's Cafe on California Ave may be forced to close, to be
replaced by a gigantic gym. I ask that you please use your influence to prevent
the closure of this Palo Alto icon. I have been going to Printer's cafe for over 20
years, and feel a sense of "home" there. It is a significant part of what gives Palo
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Alto, and California Ave in particular, its charm. It is sad enough that the bookstore
closed, but to have the cafe close, too, feels like Palo Alto is selling its soul. Please
don't let that happen.
Thank you,
Dr. Marianne Neuwirth
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From:
To: Kan i uooa. Nishita
Subject: Re: Proposed alteration of use for Printers Inc cafe/gallery space
Date: Tuesday, March 19, 2024 11:02:45 AM
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Thanks, Nishita - I've since read a bit more about the project and it seems I don't have the facts fully correct. It
sounds like the space is a new gym that would also occupy the existing gym space next door. The Palo Alto Weekly
also suggests that it would have a cafe, which, depending on how it was designed, might somewhat mitigate the loss
of Printers. Still, losing a cafe/wine bar and a gallery to a likely smaller cafe with more limited opening hours and
adding yet more gym space still seems like a move backwards in terms of revitalizing California Ave. I hope the
PTC considers this when they review the application for a conditional use permit.
If you shared my last message with the PTC, please share this one as well, since it's a bit better informed!
Many thanks,
Simon
> On Mar 19, 2024, at 10:52 AM, Kandikuppa, Nishita <Nishita.Kandikuppa[7a CityofPaloAlto.org> wrote:
> Hi Simon,
> Thank you for your email, and for showing your support.
> As this project has been pushed to Planning and Transportation Commission (PTC) and City Council review, you
are invited to attend the hearing and voice your concerns. The PTC hearing is tentatively scheduled for April 10,
2024, at 6 PM. The goal of this meeting is for the PTC to hear from residents and provide initial comments and
recommendations to City Council.
> During this time, you will have the opportunity to present your comments (up to 3 minutes per speaker). This
could be reduced to a lesser time if there are a significant number of commenters, subject to a decision by the Chair
of the PTC. Please know that all comment letterslemails received prior to the hearing date will be attached to the
staff report for the PTC's review (such as this email).
> The agenda and staff report will be published approximately one week prior to the meeting, here:
https://www.cityofpaloalto.or2JDeparhnents/Plaiuvna-Dei elopinent-ServiceslPlamiing-and-Transportation-
C onnni s sion-PTCICiurent-PTC -Agendas-Muiutes.
> Please let me know if you have any questions!
> Best,
> Nishita Kandikuppa
> Associate Planner
> Planning and Development Services Department
> (650) 838-2806 1 nishita.kandikuppa�,7a cityofpaloalto.org
> www.cityofpaloalto.org
> -----Original Message
-----
> From: Simon Firth
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> Sent: Saturday, March 16, 2024 10:09 AM
> To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
> Cc: Lait, Jonathan <Jonathan.Lait@CityofPaloAlto.org>
> Subject: Proposed alteration of use for Printers Inc cafe/gallery space
> [You don't often get email from Learn why this is important at
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> CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and
clicking on links.
> Dear Ms Kandikuppa,
> I gather the owners of the gym on the corner of Birch St and California Ave are refusing to renew the lease of the
Printers cafe next door with the intention of expanding the gym into that space. Can you please pass on my request
to the Planning and Transportation Committee that when they consider this expansion proposal they weigh the
public value that Printers has provided for many years and the degree to which it contributes to the vibrancy and
success of the California Ave retail district.
> Shutting that space off to public use, in contrast, would stymie the City's laudable efforts to make California
Avenue a successful pedestrian destination. It looks like the Calave winebar has already closed, as has Starbucks,
and Antonio's is years from reopening. The closure of Printers will only further erode the availability of attractive
places for people to meet in that location.
> If the city is serious about creating a successful retail district, as well as supporting the kinds of socially and
civically beneficial interactions that cafes enable, I hope that it will see the sense of making planning decisions that
are consistent with that intention.
> Sincerely and with thanks for your consideration,
> Simon Firth
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From:
To:
Kandikuwa, Nishita
Subject:
Re: Printers Cafe
Date:
Tuesday, March 19, 2024 11:35:50 AM
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Thank you for your responsiveness, Nishita.
> On Mar 19, 2024, at 10:56 AM, Kandikuppa, Nishita <Nishita.Kandikuppa@cityofpaloalto.org> wrote:
> Hi Ron,
> Thank you for your email, and for sharing your thoughts.
> As this project has been pushed to Planning and Transportation Commission (PTC) and City Council review, you
are invited to attend the hearing and voice your concerns. The PTC hearing is tentatively scheduled for April 10,
2024, at 6 PM. The goal of this meeting is for the PTC to hear from residents and provide initial comments and
recommendations to City Council.
> During this time, you will have the opportunity to present your comments (up to 3 minutes per speaker). This
could be reduced to a lesser time if there are a significant number of commentors, subject to a decision by the Chair
of the PTC. Please know that all comment letters/emails received prior to the hearing date will be attached to the
staff report for the PTC's review (such as this email).
> The agenda and staff report will be published approximately one week prior to the meeting, here:
https://www.cii ofpaloalto.org/Departments/Planning-Development-Services/Planning-and-Transportation-
Commission-PTC/Current-PTC-Agendas-Minutes.
> Please let me know if you have any questions!
> Best,
> Nishita Kandikuppa
> Associate Planner
> Planning and Development Services Department
> (650) 838-2806 1 nishita.kandikuppa@cityofpaloalto.org
> www.cityofpaloalto.org
> -----Original Message-----
> From: Ron Katz
> Sent: Sunday, March 17, 2024 12:44 PM
> To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
> Subject: Printers Cafe
> [You don't often get email from Learn why this is important at
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> CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and
clicking on links.
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> If Printers Cafe is replaced by a gym, the city government will have become a parody of
> Ron Katz
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itself.
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From:
To: Kandikuppa. Nishita
Subject: Re: Opposing the proposal for a gym replacing Printer"s Cafe and Art Gallery
Date: Wednesday, March 13, 2024 10:17:04 PM
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I am writing in support of Printers Cafe and Gallery House on California Avenue. As a 47 -year resident of Palo
Alto, I've enjoyed this space as a cafe and art gallery for many years. Once it was a book store and then a stationery
and gift store. Printers Cafe and the Gallery House are unique tenants. They provide a place that attracts foot traffic
and brings neighbors and workers together to enjoy time with friends as well as a space for local artists to display
and sell art. In particular, the art gallery is unique to South Palo Alto. Gyms, which are already plentiful in the
California Avenue area, do not bring foot traffic in the same way, nor do they contribute local character and culture
to an area that needs it. Existing retail establishments on California Avenue probably will not benefit from having
another gym in the neighborhood.
I hope the City Council will decide to support the continued use of this space as it is at present.
Thank you,
Kate Feinstein
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From:
To: Kan i uooa. Nishita
Subject: save Printers Cafe
Date: Sunday, March 17, 2024 9:15:24 AM
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Hello!
I am a long time resident in the area who has such fond memories of Printer's Ink Cafe and the
Gallery as well. My hope is that one or both of these cultural, community gathering spots can
be sustained. We need places for people to gather more than ever. A large gym just isn't the
same.
thanks,
Susan Hall
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From:
To: Kan i uooa, Nis ita: Lait, Jonathan: Burt, Patrick
Subject: Please keep Printers Cafe open along with outdoor patio!
Date: Monday, March 18, 2024 3:46:22 PM
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Hi, Everyone,
My husband and I have been joining our friends here every Saturday/Sunday at the Printers
Cafe for decades. Indeed, we are "The Printers Gang" of 12-24 friends and colleagues. We
have looked everywhere in Palo Alto for an outdoor, weekend brunch venue but NOTHING
including Printers' stellar menu come close or can accommodate us.
And for an expanded gym that every time I walk by is mostly empty?! This is nuts and
destroys the California Avenue community ambiance.
Please reconsider your decision.
Sincerely,
Suesan and Barr Taylor
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From:
To: Kan i uooa. Nishita
Subject: Printers
Date: Monday, March 25, 2024 1:27:58 PM
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Hi Nishita,
Writing to express my dissatisfaction in learning about the closing of printers cafe. It's a
building with a lot of history and the wine bar easily brings the most atmosphere in the
evening. It also has the best looking store front and cal ave will be lacking with its removal.
We really don't need another gym there. Country Sum was a massive win that a lot of people in
the community were pleased about and I hope the same can happen for Printers. I go there
every week and there is nothing else quite like it.
Best,
Stuart
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From:
To: Kan i uooa. Nishita
Subject: Printer's Ink Cafe on California Ave, PA
Date: Thursday, March 14, 2024 10:58:20 AM
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Hi,
I wish to voice my concerns that Printer's Ink Cafe is being forced out of business for a
larger GYM at that location. This cafe [and the vinebar] have been a magnet for California
Ave. It is already a travesty that the Gallery House was forced to close and move away.
This will already have an impact on the other California Ave businesses.
I am a longtime resident of Palo Alto and I support the small business establishments on
California Ave.
Please add my comment to those of other residents who support Printer's Ink Cafe and
California Ave as customers.
Respectfully,
Dr. M. Raeder
Wisdom begins with wonder. Socrates
************************************
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From:
To: Kandikuima. Nishita
Subject: Printers Cafe
Date: Monday, March 18, 2024 12:49:13 PM
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on links.
I'm concerned about the potential closing of Printers Cafe. This is a
valued California Avenue business which attracts people to the street
and encourages walk-in customers. Even if I do not stop by for coffee,
a sandwich, or wine, Printers Cafe adds to the ambiance of California
Avenue, at a time when the street is in sore need of improvement.
Expansion of the neighboring gym will decrease this. The gym is not
inviting and does not encourage walk-in traffic. Closing Printers Cafe
and expanding the gym will essentially create one more closed door on
California Avenue.
Michael Eager
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From:
To:
Kandikuooa, Nishita
Subject:
Printers Cafe
Date:
Sunday, March 17, 2024 12:43:51 PM
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If Printers Cafe is replaced by a gym, the city government will have become a parody of itself.
Ron Katz
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From:
To: Kan i uooa. Nis ita
Subject: Printers Cafe
Date: Thursday, March 14, 2024 5:56:07 PM
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I am a long time, loyal customer of Printers Cafe - a place with character that stayed open
during the pandemic keeping his employees employed. We need places like Printers -
independently owned and operated. Please consider these comments when deciding!
Si n ce rLey,
Gary McSweeney
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From:
To: Kandikuima. Nishita
Subject: Printers Inc
Date: Friday, March 15, 2024 11:35:50 PM
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Hello,
I am writing to support keeping Printers Inc
and NOT turning it into an even bigger gym on California Avenue. The whole feel of the street has changed so
much with so many businesses leaving over the years.
Who needs more gym space there?
Cal Ave has been such a great gathering place and that is lessening with all the gyms.
Thank you.
Sent from my iPhone
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From:
To: Kandikuooa. Nishita
Subject: RE: Displacement of critical stores on Cal Ave -- please protect Moods and Printers Inc. Cafe?
Date: Thursday, February 29, 2024 8:56:52 AM
Attachments: imaoen0l.ono
imaaeD112.ono
I You don't often get email from
Nishita—
Interesting. You might confirm that with Printers Inc Cafe, they tell a different story.
The council still needs to take steps to create a vibrant street and optimize for the closure.
Expanding the footprint of a business that detracts from the street isn't in the city's interest.
(Other expansions, like Zareens, really have contributed).
Best Regards,
David
From: Kandikuppa, Nishita<Nishita.Kandikuppa@CityofPaloAlto.org>
Sent: Wednesday, February 28, 2024 17:11
To:
Subject: RE: Displacement of critical stores on Cal Ave -- please protect Moods and Printers Inc.
Cafe!
Hi David,
Thank you for your email. I am the Project Planner for the proposed project at 310-320 California
Avenue and am the best point of contact so please reach out to me in the future as well.
I emailed the applicant a few months ago to confirm whether Printer's Cafe would continue to rent
the 320 California space. Please see the applicant's response in green:
Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally scheduled to
terminate on October 31, 2025. The parties mutually agreed to reduced rent during the Covid
pandemic and for a period of time afterward, but when the original rent was to be reinstated,
Printers Cafe indicated a preference to shorten the lease term in exchange for a reduced rent for that
shortened term. The new lease termination date, as requested by Printers Cafe, is April 6, 2024.
In addition, the project has been pushed to Planning and Transportation Commission (PTC) and City
Council review. The PTC hearing is tentatively scheduled for April 10, 2024, at 6 PM. The goal of
this meeting is for the PTC to hear from residents and provide initial comments and
recommendations to City Council.
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During this time, you will have the opportunity to present your comments (up to 3 minutes per
speaker). This could be reduced to a lesser time if there are a significant number of commentors,
subject to a decision by the Chair of the PTC. Please know that all comment letters/emails received
prior to the hearing date will be attached to the staff report for the PTC's review.
The agenda and staff report will be published approximately one week prior to the meeting, here:
https://www.citvofpaloalto.org/Departments/Planning-Development-Services/Planning and-
Transportation-Commission-PTC/Current-PTC-Agendas-Minutes.
Please let me know if you have any questions!
Best,
Nishita
O Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
{ OF (650) 838-2806 1 nishita.kandikuppa(cityofpaloalto.org
PALO www.cityofpaloalto.org
ALTO
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From:
Sent: Wednesday, February 28, 2024 1:27 PM
To: Kandikuppa, Nishita<Nishita.Kandikuoopa(@CityofPaloAlto.org>
Subject: Displacement of critical stores on Cal Ave -- please protect Moods and Printers Inc. Cafe!
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Nishita—
The new California Avenue is a fantastic place — the street closure creates so much
community and interaction, and as the city optimizes around the closed street it can only get
better!
I was shocked to hear that two retailers who are a critical part of this community and anchor
Cal Ave at the Birch end are being driven out. It was bad enough that the Art Gallery was going,
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but now Moods and Printers Inc. Cafe too? These three are a real focus and part of what we
want to create and nurture on the new Cal Ave.
I was doubly shocked to hear that this displacement is occurring because the gym wants to
expand. The gym detracts from the community and its expansion will only threaten the Birch
end of Cal Avenue. With Antionios and Calave closed, that would leave just Gamelandia as a
positive force for the walking street — and they aren't even on the closed part!
The city needs to focus on getting retailer into the walking part of the street who really
contribute to it as a walking street. Please do what you can to preserve and protect Moods and
Printers Inc Cafe!
Are you the right person for this message, or should I send it elsewhere, perhaps to the City
Council?
Best Regards,
David Matheson
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From:
To: Kandikuooa, Nishita
Subject: Printers Cafe
Date: Thursday, March 14, 2024 6:30:50 PM
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Please help keep the Printers Cafe open on California Avenue for the good of the community. We don't need or
want bigger stores, bigger gyms or big chain companies in this pedestrian area. To achieve this goal, and for the
good of local residents, we need reasonable planning and zoning rules and decisions that support a diversity of small
businesses that serve the community - like Printers Cafe. We already lost Calave down the street.
We are Palo Alto residents who live nearby.
Kevin Feldis
Sent from my iPhone
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From:
To: KandikuDDa, Nishita
Subject: Re Printers Cafe
Date: Wednesday, March 13, 2024 9:31:59 PM
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I was very disheartened to read Printers Cafe may be closed. I also resent that the gallery in the back has already
been shut down. Over the years, I have especially enjoyed visiting that gallery.
Since it is probably too late to change the status of the gallery, I will devote the rest of this letter to saving Printers
Cafe.
The ambience there is conducive to quiet, friendly meetings. Too often these days if one goes to an eatery, you
can't even hear to converse over the loud music or chatter of the crowd.
The food is excellent and the size of the serving well worth it. That too is no longer the norm.
I have also enjoyed indulging in a delivery from there from time to time.
The decor is soothing, and indicative that this cafe is located in the Stanford University
area. There are often paintings that are reminiscent of museums adorning the walls.
Please do not replace this welcoming spot with a gym. It would be a shame. I am sure I would not be the only one
to miss it.
Sincerely,
Susan Paluzzi
Sent from my iPhone
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From:
To: Kan i uooa. Nishita
Subject: Re: 310 & 320 California Ave - Printers Cafe Murals
Date: Tuesday, March 5, 2024 11:10:16 AM
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Nishita - So sorry I didn't reply to say - thank you for this. I am relieved.
Yes, please do put me on the email list for updates for this proposal.
Again - thank you so much.
Winter Dellenbach
On Mar 1, 2024, at 2:56 PM, Kandikuppa, Nishita
<Nishita.Kandikuppa CityofPaloAlto.org> wrote:
Hi Winter,
Thank you for your email, and for expressing your concern regarding the murals at
Printer's Cafe.
The project scope includes expansion of the 310 California space and a minor remodel
to the existing cafe/wine bar at 320 California. I spoke to the applicant yesterday who
has confirmed that they have no intention to paint over the murals. I will ensure that
this is reflected on their proposed plans as well.
If you would like to stay informed about the project, please let me know and I can
reach out with updates in the future.
Best,
Nishita
<imageGOl.png> Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(1550) 838-2806 1 nishita.kandikuppaf@cityofpaloalto.org
www.cityothaloalto.org
<ima eg 002.png>
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms &
Applications I Planning Applications Mapped
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From: Winter Dellenbach
Sent: Thursday, February 29, 2024 1:30 PM
To: Kandikuppa, Nishita<Nishita_KandikuppaPCityofPaloAlto.org>
Cc: Lait, Jonathan <Jonathan_Lait(CityofPaloAlto.org>
Subject: 310 & 320 California Ave - Printers Cafe Murals
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RE: 23PLN-00304
Request for Conditional Use Permit (CUP) for a commercial recreation use (of greater than
5,000 sq. ft. fronting on California Avenue). The proposed project scope include the ground
floor and second floor expansion of the existing tenant space at 310 California Avenue into a
portion of the adjacent tenant space at 320 California Avenue (current tenant(s) are eating &
drinking service use - Printers Cafe [92 -UP -121 & Moods Wine Cafe) as well as a 1,150 sq.
ft. addition (within the existing building envelope) to the existing second story of the building
for new tenant Palo Alto Fit. No changes to the exterior of the building are proposed. Zoning
District CC(2)(R)(P) - California Avenue Parking Assessment District. Environmental
Assessment: Pending.
Hi Nishita and Jonathan - I understand there are changes coming to 310 and 320 Cal Ave. I
am not clear if the owner is going to keep the Cafe as is, make changes, or get rid of it. I have
heard that the current Cafe operator is leaving April 1 and Gallery House is leaving - they
occupy 5,000SF total. That we could lose 2 good businesses so a current gym could expand
pains me. Possibly I saw somewhere that the CUP was denied and this is now slated to go
thru City process - PTC etc. Good.
My husband, Gerry Masteller, co -owned of Printers Inc Bookstores (established 1978) until
he and his partners retired, selling it to long-time employee in 2000.
I want to alert you to the mural created for Printers Inc. Cafe. It runs the entire width of the
Cafe on the inner upper side of the covered outdoor eating area facing customers both inside
and outside under the overhang. It can't be seen from the street. Do you know of it? Will it
be protected if Cafe use ceases, rather than painted over or demolished? There is also a
huge mural on the Birch St. side of the store that Printers Inc. commissioned, portraying the
Mayfield Railroad which went to Cal Ave. Surely this is protected? A few years ago it was
touched -up.
It is unique for Palo Alto murals as to style and the story it portrays. And evokes the
wonderful feeling and sensibility created at what was Palo Alto's finest and most beloved
international community bookstore.
The in-store coffee bar later moved to a separate Cafe space with an exterior entrance and a
cut -through from inside the store. The "Inc." in the name was dropped after the bookstore no
longer was operating.
The mural portrays espresso as served to book lovers, authors who wrote their books at the
store, and those who just came to hang out in this fun and intellectually stimulating place.
From bags of raw beans to finished cups of steaming goodness, employees/workers and
customers. It is an odd, charming and evocative of the bookstore's vibe.
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Please advise me as to what is happening to this building, and what the status of the murals
will be in the future.
Thanks so much.
Winter Dellenbach
Palo Alto
Mural story:
Photo 1 - A worker in blue jeans carries bags of raw beans to the coffee roaster on the right,
with billows of steam coming from the roasting machine. Bags of beans are on 2 stools at the
counter, with plumb roasted beans next to the steaming cup of espresso.
Photo 2 - A 2nd worker carries in bags of roasted bean through the Cafe front entrance as a
couple at a table kiss. There was once an actual wedding in the Bookstore for a couple who
met in the fantasy section.
Photo 3 - Last, an heroic looking barista on the left works the espresso machine near the
customary flower bouquet which always was in the Cafe and bookstore. Part of a foreign
language newspaper can be seen as if held for reading by a customer just out of sight,
referencing the Bookstore as selling international newspapers and magazines. A customer
reads at the nearby table. As was the way of Cafe customers, they became engrossed in
reading, with time slipping away unnoticed, as shown by the Daliesque-like melting clock
sliding off the table edge.
Mural Photos:
<image003.jpg>
<image004.jpg>
<image005.jpg>
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From:
To: Kandikuooa, Nishita
Cc: Lait, Jonathan
Subject: Proposed alteration of use for Printers Inc cafe/gallery space
Date: Saturday, March 16, 2024 10:09:20 AM
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on links.
Dear Ms Kandikuppa,
I gather the owners of the gym on the corner of Birch St and California Ave are refusing to renew the lease of the
Printers cafe next door with the intention of expanding the gym into that space. Can you please pass on my request
to the Planning and Transportation Committee that when they consider this expansion proposal they weigh the
public value that Printers has provided for many years and the degree to which it contributes to the vibrancy and
success of the California Ave retail district.
Shutting that space off to public use, in contrast, would stymie the City's laudable efforts to make California Avenue
a successful pedestrian destination. It looks like the Calave winebar has already closed, as has Starbucks, and
Antonio's is years from reopening. The closure of Printers will only further erode the availability of attractive places
for people to meet in that location.
If the city is serious about creating a successful retail district, as well as supporting the kinds of socially and
civically beneficial interactions that cafes enable, I hope that it will see the sense of making planning decisions that
are consistent with that intention.
Sincerely and with thanks for your consideration,
Simon Firth
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From: Kandikuppa. Nishita
To:
Subject: RE: 310 and 320 California Ave. conditional use permit
Date: Tuesday, February 6, 2024 4:55:00 PM
Attachments: image001.onng
imaae002.ona
Hi Rainer,
My sincere apologies for missing your email — I have been receiving a large volume of emails from
the community and yours must have gotten lost. I reached out to all interested parties last week
with an update. I am copying the same email here for your convenience.
Thank you for showing your support for Al and Printer's Cafe. Keeping your concerns in mind and
anticipating an appeal in the future, the Director has decided to float this project up to Planning and
Transportation Commission (PTC) and City Council. What this means is that you and Al do not have
to appeal the project because the Director has recommended this project to City Council on your
behalf. No further action is needed from you at this time.
I have copied the section of our code that discusses Deferral of Director's Actions; subsection (d)
applies to this project:
PAMC Section 18.40.170 Deferral of Director's Action
The director shall have the authority to forward projects to City Council for final action in the
circumstances listed below. No action by the Director shall be required, and the appeal process and or
request for hearing process shall not apply to such referred actions, provided, however, that the
Director may seek a recommendation from the Architectural Review Board or Planning and
Transportation Commission prior to action by the City Council.
(a) In the case of projects having multiple entitlements, where one requires City Council approval,
all entitlements may be referred to City Council for final action;
(b) Projects involving leases or agreements for the use of City -owned property; and
(c) Projects requiring a statement of overriding considerations, pursuant to Section 18.31.010: and
(d) Projects, as deemed appropriate by the director.
I also want to share the City's CUP Findings that City Council will base their decision on. When you
attend the public hearings, you will need to prove that either of these two conditions apply to this
project, along with other comments or concerns you have.
PAMC Section 18.76.010 Conditional Use Permit (CUP)
(c) Findings
Neither the director, nor the city council on appeal, shall grant a conditional use permit, unless it is
found that the granting of the application will:
(1) Not be detrimental or injurious to property or improvements in the vicinity, and will not be
detrimental to the public health, safety, general welfare, or convenience;
(2) Be located and conducted in a manner in accord with the Palo Alto Comprehensive Plan and
the purposes of this title (Zoning).
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The next step will be to ensure all departments complete their review prior to the February 23
deadline. Once the review is complete, I will schedule a public hearing —the earliest hearing will be
in April or June, depending on when the project comments are ready and what staff report deadline
is permissible.
I will reach out to you as and when I have updates. As always, please let me know if you have any
questions! I will be in touch.
Best,
Nishita
( ) Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
CITY OF (650) 838-2806 1 nishita.kandikuooaPcityofpaloalto.org
PALO www.cityofpaloalto.org
ALTO
Pncvide feedback a, Planning Development and
►cttinktimtion services
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications I
PlanningApplications Mapped
From: Rainer Pitthan
Sent: Tuesday, February 6, 2024 4:48 PM
To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
Subject: Fwd: 310 and 320 California Ave. conditional use permit
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Dear Nishita - I'm writing in the hopes of eliciting a response from you or
someone in the city about the conditional use permit being sought by
Performance Gaines, a business very close to where I live. Many people are
concerned about the potential loss of the longtime neighborhood gathering
place Printers Cafe, as well as the more recent addition of Moods wine bar,
which are located in the property now owned by Performance Gaines
would appreciate a response and some information about what is
happening regarding this permit.
Thank you.
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Rainer Pitthan
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From:
To: Kandikuooa. Nishita
Cc:
Subject: Re: Regarding 310 California Conditional Use Permit
Date: Tuesday, April 2, 2024 7:18:12 PM
Attachments: imaoeO01.ono
imaoe002.yno
You don't often get email from
Thank you, Nishita. That's wonderful.
Best wishes,
Bob
From: Kandikuppa, Nishita<Nishita.Kandikuppa@CityofPaloAlto.org>
Date: Tuesday, April 2, 2024 at 15:52
To: Entriken, Robert
Cc: Dave Matheson Deborah Goldeen Michael Eager
Jill Bicknell
Subject: [EXTERNAL] RE: Regarding 310 California Conditional Use Permit
Hi Robert,
Thank you for your email. I apologize about the website not being up to date. However, the PTC
hearing information has been updated on the webpage. I am also copying the information below for
your reference:
The Director has requested that the project be reviewed by Planning and Transportation Commission (PTC) due to
significant community interest. You are invited to attend the PTC hearing, which is scheduled for April 10, 2024, at 6
PM. The goal of this meeting is for the PTC to hear from residents and provide recommendations to City Council.
During this time, you will have the opportunity to present your comments (up to 3 minutes per
speaker). This could be reduced to a lesser time if there are a significant number of commentors,
subject to a decision by the Chair of the PTC. Please know that all comment letters/emails received
prior to the hearing date will be attached to the staff report for the PTC's review (such as this email).
The agenda and staff report will be published approximately one week prior to the meeting, here:
Item 4: Staff Report Pg. 89 Packet Pg. 108 of 636
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Comments
Transportation-Commission-PTC/Current-PTC-Agendas-Minutes [cityofpaloalto.orgl.
Please let me know if you have any questions!
Best,
Nishita
( ) Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
C-' ' �F (65O) 838-2806 [ nishita.kandiku pai cityofpaloalto.org
PALO www.citvofrialoalto.org fcityofpaloalto.orR
ALTO
Provide feedback on Planning Development and
Administration services
isurvey123.arc is� coral
Parcel Report [open ig s.cityofpaloalto.orgl I Palo Alto Zoning Code [codelibrary.amlegal.com] I
Online Permitting System [cityofpaIoaIto.orgl I Planning Forms & Applications [cityofpaloalto.org]
Planning Applications Mapped [paloalto.buildingeve.com]
From: Entriken, Robert
Sent: Tuesday, April 2, 2024 2:17 PM
To: Kandikuppa, Nishita <Nishita_Kandikuppa@CityofPaloAlto.org>
Cc: Dave Matheson Deborah Goldeen
Michael Eager Jill Bicknell
Subject: Regarding 310 California Conditional Use Permit
You don't often get email from Learn why this is important [aka_msl
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Dear Nishita,
Yesterday, I received, for being within 660 ft, a written notice from the Palo Alto Planning and
Transportation Commission (PTC) that a hybrid meeting will be held on 10 April, about a request from
"310 California Ave" for a conditional use permit. The card says to look at their web site to find an agenda
and staff reports, but I can find no mention of such a meeting. Do you know better how to find more
information?
Best wishes,
Bob
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From: Kandikuoi a. Nishita
To:
Subject: RE: Question about Use Permit application
Date: Monday, February 26, 2024 9:22:00 AM
Attachments: imaoen0l.ono
imaoe[n 12.❑ no
Hi Donald,
Thank you for your email — I hope you had a wonderful weekend.
The project will be presented to PTC soon; the hearing is tentatively scheduled for April 10, 2024, at
6 PM. I will reach out with a formal email soon.
I have added your contact details to the project notification list so you will be posted on all project
updates.
Best,
Nishita
( ) Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
AL (650) 838-2806 I nishita.kandikuooaPcityofpaloalto.org
ALTO www.cityofpaloalto.org
Provide feedback an Planning Development and 1
L
lhdntinisb tian I
From: Donald A. Ba
Sent: Friday, February 23, 2024 2:10 PM
To: Kandikuppa, Nishita <Nishita_Kandikuppa@CityofPaloAlto.org>
Subject: Question about Use Permit application
You don't often get email from
Learn why this is important
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Nishita,
This morning I spoke with the staff person at the Planning Department
who answers phone calls, with a question about the application for a
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Conditional Use Permit for the building at 310 California Street. The File
Number is 23PLN-00304. They indicated that you are the planner for this
application. Question: Is this application scheduled for a public hearing
before the Planning Commission and the City Council? Is there a way that
I can be notified when the application is scheduled for public review
before the Commission or the Council?
Thank you,
Donald Barr
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From: Kandikuvva. Nishita
To:
Subject: RE: 31❑ California Avenue
Date: Thursday, December 14, 2023 10:40:00 AM
Attachments: imanefol.ono
imaoe[n12.ono
imaae003.ono
Hi Todd,
Thank you for your email. I have been in touch with Laura Roberts regarding this application. I
completed my first round of review two weeks ago — Laura is working through the edits and will
submit the revised plans when she's ready.
Please let me know if you have additional questions!
Best,
Nishita
( ) Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
CITY OF (650) 838-2806 1 nishita.kandikur)paPcityofpaloalto.org
PALO www.cityofpaloalto.org
ALTO
Provide feedback on Planning Development and
Administration services
Note: l wit be out of office from December 21-26 and December 29 -January 2. I apologize in advance
for any inconvenience. Happy Holidays!
From: Campbell, Todd (Avison Young - US)
Sent: Thursday, December 14, 2023 9:18 AM
To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
Subject: RE: 310 California Avenue
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Hi Nishita,
Is there any update on this and getting the expansion of the space approved?
Thanks,
Todd Campbell
Vice President
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From: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
Sent: Monday, November 20, 2023 1:18 PM
To: Campbell, Todd (Avison Young- US)
Subject: RE: 310 California Avenue
CAUTION: External Sender
Hi Todd,
I plan on having my comments in by the first week of December. If any changes are requested,
please resubmit them as soon as possible. That way, I can issue an approval before Christmas/New
Year's week, and we will not have to push the project into the next year.
Let me know if you have other questions!
Best,
Nishita
() Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1 nishita.kandikuppa(cityofpaloalto.org
PALO
ALTO www.cityofpaloalto.org
Provide Feedback on Planning Development and -7
Administration services
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications
Planning Applications Mapped
From: Campbell, Todd (Avison Young - US)
Sent: Monday, November 20, 2023 11:59 AM
To: Kandikuppa, Nishita <Nishita_KandikuppaCo)CityofPaloAlto.org>
Subject: 310 California Avenue
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Nishita,
Hope all is well with you. What do you think the estimated time it will take for the owner to receive
Item 4: Staff Report Pg. 95 Packet Pg. 114 of 636
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the conditional use permit for this site?
Thanks!
Todd Campbell
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Frain:
To: Kandikutea, Nishita
Subject: Re: 23PLN-00304; 310 CaliF Ave; Printer's Cafe
Date: Tuesday, December 5,20239:37:47 AM
IYou don't often get email from Leam why this is important
Wow- so glad you followed up! I really appreciate your effort. I am a `regular' at Printers and know that the owner
(Al) and staff want to keep Printers beyond the April 2024 time and are negotiating with the new owner to do just
that. Like many small business owners Printers is trying to survive and the short term leaseireduced rent was the
only way at that time. Hopefully, the owner and Printers can find the right rent to satisfy both. Losing the Printers
tradition from Cal Ave would be disappointing.
I am very pleased you took the initiative to follow-up on my first email- I really enjoy that the town and people like
you are responsive to the thoughts of residents. Thank you again! Happy Holidays
Andy Protter
On Dec 5, 2023, at 9:12 AM, Kandikuppa, Nishita <Nishita.Kandikuppa(CityofPaloAlto.org> wrote:
Hi Andrew,
I hope this finds you well —I I am following up on your email regarding Printer's Cafe.
I reached out to the applicant last week to confirm whether Printer's Cafe would continue to rent the 320
California Avenue space beyond this year. Please see the applicant's response in green below:
Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally scheduled to terminate on
Dctober32, 2025. The parties mutually agreed to reduced rent during the Covid pandemic and for a period of
time afterward, but when the original rent was to be reinstated, Printers Cafe indicated a preference to shorten
the lease term in exchange for a reduced rent for that shortened term. The new lease termination date, as
requested by Printers Cafe, is April 6, 2024.
Please let me know if you have any questions or concerns — I'd be happy to pass them on to the applicant!
Best,
Nishita
¢image001.pnga Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1 nishita.kandikuppaCcDcityofpaloalto.org
www.cityofpaloalto.org
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications I Planning
Applications Mapped
From: ANDREW PROTTE
Sent: Sunday, November 26, 2023 12:34 PM
To: Kandikuppa, Nishita cNishita.Kandikuppafa]CityofPaloAlto.org>
Subject: 23PLN-00304; 310 Calif Ave; Printer's Cafe
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Item 4: Staff Report Pg. 97 Packet Pg. 116 of 636
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Comments
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Dear Ms Kandikuppa,
With a new owner for the building on 310 California Avenue we have been waiting to see what will happen to
Printer's Cafe. Printer's Cafe has been a Palo Alto/California Avenue eateryfor decades- I remember when it
was part of the former Printer's Book Store. Printer's Cafe remains a place to go for coffee, breakfast and
lunch. There are many regular daily customers- including myself (4 to 5 mornings a week!). Like so many
others, the Cafe went through many difficult times during COVID yet under the leadership of the owner Al it
managed to survive. The employees are hardworking women who offer so much to the Cafe experience. I
have watched so many stores and restaurants on California Avenue go away- the florist, the bakery, Antonio's
Nut House, the camera store, the comic book store and so many more (Country Sun?). All establishments
went for different reasons of course but we believe stores like Printer's Cafe contribute to what makes the
street and even the town livable, pleasurable. The popularity of Mood's Bar which has become a part of Cal
Ave with its late afternoon and evening hours is an important reason to preserve Printer's Cafe as well. We
hope the town will keep these thoughts in mind as it works with the new building owner on the plan for this
corner building. Our hope is that Printer's Cafe gets an opportunity under Al's leadership (and with the
wonderful women who make it all happen) to be a part of California Avenue for years to come.
Sincerely,
Andrew Protter
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From:
Kandikuppa. Nishita
To:
Subject:
RE: Proposed expansion of 310 California Ave.
Date:
Tuesday, February 6, 2024 4:54:00 PM
Attachments:
image001.onng
imaae002.ona
Hi Cris,
My sincere apologies for missing your email — I have been receiving a large volume of emails from
the community and yours must have gotten lost. I reached out to all interested parties last week
with an update. I am copying the same email here for your convenience.
Thank you for showing your support for Al and Printer's Cafe. Keeping your concerns in mind and
anticipating an appeal in the future, the Director has decided to float this project up to Planning and
Transportation Commission (PTC) and City Council. What this means is that you and Al do not have
to appeal the project because the Director has recommended this project to City Council on your
behalf. No further action is needed from you at this time.
I have copied the section of our code that discusses Deferral of Director's Actions; subsection (d)
applies to this project:
PAMC Section 18.40.170 Deferral of Director's Action
The director shall have the authority to forward projects to City Council for final action in the
circumstances listed below. No action by the Director shall be required, and the appeal process and or
request for hearing process shall not apply to such referred actions, provided, however, that the
Director may seek a recommendation from the Architectural Review Board or Planning and
Transportation Commission prior to action by the City Council.
(a) In the case of projects having multiple entitlements, where one requires City Council approval,
all entitlements may be referred to City Council for final action;
(b) Projects involving leases or agreements for the use of City -owned property; and
(c) Projects requiring a statement of overriding considerations, pursuant to Section 18.31.010: and
(d) Projects, as deemed appropriate by the director.
I also want to share the City's CUP Findings that City Council will base their decision on. When you
attend the public hearings, you will need to prove that either of these two conditions apply to this
project, along with other comments or concerns you have.
PAMC Section 18.76.010 Conditional Use Permit (CUP)
(c) Findings
Neither the director, nor the city council on appeal, shall grant a conditional use permit, unless it is
found that the granting of the application will:
(1) Not be detrimental or injurious to property or improvements in the vicinity, and will not be
detrimental to the public health, safety, general welfare, or convenience;
(2) Be located and conducted in a manner in accord with the Palo Alto Comprehensive Plan and
the purposes of this title (Zoning).
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The next step will be to ensure all departments complete their review prior to the February 23
deadline. Once the review is complete, I will schedule a public hearing —the earliest hearing will be
in April or June, depending on when the project comments are ready and what staff report deadline
is permissible.
I will reach out to you as and when I have updates. As always, please let me know if you have any
questions! I will be in touch.
Best,
Nishita
( ) Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
CITY OF (650) 838-2806 1 nishita.kandikuppaf�cityofpaloalto.org
PALO www.cityofpaloalto.org
ALTO
Pnovide feedback on Planning Developrnerit and
Administration services
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications I
Planning Applications Mapped
From: Cris Oppenheimer
Sent: Tuesday, February 6, 2024 4:42 PM
To: Kandikuppa, Nishita <Nishita_Kandikuppa@CityofPaloAlto.org>
Subject: Fwd: Proposed expansion of 310 California Ave.
Some people who received this message don't often get email from Learn why this
is important
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Dear Nishita -
No one has acknowledged my (attached) email, yet I hear from neighbors
that the city has recently sent emails to other Palo Alto residents who have
written to the city about this proposed project at 310 California Ave. Since
wrote in late November 2023, the gallery has lost its lease and is negotiating
a new lease in Menlo Park, in an area with better pedestrian and traffic flow.
So, good for Menlo Park and a loss for Palo Alto.
I hope to get a response. It would be wonderful for Printers Cafe to continue
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to exist on the (almost) corner of California Ave. and Birch.
Cris Oppenheimer
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RUTAN Attachment F Item 4
Attachment E - Legal P. Lanferman
• 650)320-1507
RUTAN & TUCKER, LLP Counsel Correspondence
- an@rutan.com
February 8, 2024
VIA E-MAIL
Jonathan Lait, Director of Planning and
Development Services
City of Palo Alto
250 Hamilton Avenue
Nishita Kandikuppa
Associate Planner
City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301 Palo Alto, CA 94301
E-Mail:Jonathan.Lait@CityofPaloAlto.org E -Mail: Nishita.Kandikuppa@CityofPaloAlto.org
Re: CUP Application — 23PLN-00304
Applicant: Palo Alto Fit, LLC
Location: 310-320 California Avenue
Dear Director Lait and Associate Planner Kandikuppa:
Our law firm has been engaged to represent the current owner of the property at 310 -
320 California Avenue in Palo Alto, PA California, LLC, and the CUP applicants PA Fit, LLC
(Nina Nguyen and Mirco Horst, managing members) in connection with this application for
issuance of a Conditional Use Permit. It appears that City action on this application has been
unnecessarily "deferred" and delayed — based on the omission or non -disclosure of important
information by those who have opposed the application.
As you are probably already aware, the subject property was used as a cafe/coffee shop
(dba "Printer's Cafe") for many years by a tenant in that space, Mr. Ghafouri. He apparently built
a devoted following of customers, some of whom have apparently communicated with the City in
response to our clients' recent application for a new CUP. The application for a new CUP
contemplates the continued use of that property for the same purpose, i.e., as a cafe/coffee shop —
very similar to what has operated at this location for the past few years, but under new
management.
However, the City Staff and those folks who have expressed opposition to the CUP
application, may not be aware of critical information: the current tenants of 320 California Avenue
(Shaldon Enterprises, Inc., Mr. Al Ghafouri and Donna Ghafouri), approached the property owners
last year and specifically requested that they be allowed to get out of their lease and requested the
early termination of the existing glease.
The owners agreed to Mr. Ghafouri's request, and even agreed to his request for rent
reduction.. Mr Ghafouri further requested a specific early termination date of no later than April 6,
Rutan & Tucker. LLP 1455 Market Street. Suite 1870
San Francisco, CA 94105 1 650-263-7900 I Fax 650-263-7901 2783/099999-0084
Orange County I Palo Alto I San F r Item 4: Staff Report Pg. 102 Packet Pg. 121 of 636 32275.2 a02/08/24
Item 4
Attachment E - Legal
RUTAN lounsel Correspondence
RUTNI a TUCR[R. LLl
Jonathan Lait, Director of Planning and
Development Services
Nishita Kandikuppa
February 8, 2024
Page 2
2024, and agreed to voluntarily vacate the premises by that date, leaving them "broom clean." At
Mr. Ghafouri's request, the parties entered into a written agreement in August 2023, confirming
the tenant's request for the early termination of the lease in April 2024. I will gladly provide you
with a copy of the written Lease Termination Agreement if you request.
It is important for the City -- and the folks who have apparently asked the City to
take some action on the CUP to somehow allow Mr. Ghafouri to continue to occupy the site
— to realize that he has already agreed to terminate his lease and voluntarily surrender
occupancy of the property no later than April 6, 2024..
Our clients' pending CUP application is separate from and unrelated to the status of the
lease with Mr. Ghafouri. That lease will be over and terminated on or about April 6, 2024 -- --
regardless of what happens with our clients' pending CUP application. It is unfortunate that so
much letter -writing has been misdirected to the City, which should not let itself become involved
in what appears to be a simply private lease issue.
Accordingly, Mr. Ghafouri and his supporters should recognize and accept the fact that
opposing or trying to delay the CUP application is not the way to try to restore or reinstate Mr.
Ghafouri as a tenant at these properties. To the contrary, such actions simply impede and delay
our clients' efforts to improve the properties so as to be able to continue to provide the types of
great coffee, food, and ambience that the community has long enjoyed at this location. Their CUP
application is simple and straightforward, and does not involve significant changes to the structure,
the surrounding property, or the continued lawful and conditionally -permitted use of the property.
It does not meet any of the Code criteria (PAMC § 18.40.170) for deferral of Director's Action.
We respectfully request City Staff to reconsider the unfounded and hasty decision to "defer
the Director's Action." It appears that the decision to defer the Director's action was based on the
misleading failure to disclose to City Staff (or to the public) the dispositive facts regarding the
imminent — and voluntary -- termination of Mr. Ghafouri's lease. Neither the City Staff nor the
public should act under the misconception that the delay or denial of the CUP approval would
somehow prevent the already -agreed termination of the lease.
We again request that the City reconsider its previous action on this application in light of
the true facts regarding the lease expiration, and restore this matter for timely Staff -level review
of a CUP under the standard City Code procedures. There is no 'good cause' to do otherwise.
2783/099999-0084
20232275.2 a02/08/24
Item 4: Staff Report Pg. 103 Packet Pg. 122 of 636
Item 4
Attachment E - Legal
RUTANlounsel Correspondence
RUTNI a TUCR[R. LLP
Jonathan Lait, Director of Planning and
Development Services
Nishita Kandikuppa
February 8, 2024
Page 3
Please contact the undersigned if you would like a copy of the Lease Termination
Agreement, or other information — or if you would like to discuss our requests. Thank you for
your consideration.
Very truly yours,
RUTAN & TUCKER, LLP
David P. Lanferman
DPL:cc
cc: Nina Nguyen, Mirco Horst @ Palo Alto Fit, LLC
Laura Roberts
2783/099999-0084
20232275.2 a02/08/24
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Item 4
Attachment E - Legal
Counsel Correspondence
<Nishita.Kandikuppa@CityofPaloAlto.org>; Yang, Albert <Albert.Yang@CityofPaloAlto.org>
Subject: RE: CUP Application — 23PLN-00304 / Applicant: Palo Alto Fit, LLC / Location: 310-320
California Avenue
Hello Ms. Gerhardt —
Just a brief note to follow up on the voicemail message left at your office earlier today.
We appreciate your (really quick) reply to our letter regarding this CUP application, and
wanted to thank you for the very good points you made in your reply.
I would welcome a chance to have a brief phone call with you early next week just to get a
better understanding of a few questions. Please let me know your availability, or feel free to call me
most any time Monday or Tuesday.
Thanks again -- Dave
David P. Lanferman
455 Market Street, Suite 1870 1 San Francisco, CA 94105
O. (650) 263-7900 1 D. (650)320-15071 M. (510) 303-1178
DLanferman@rutan.com I www.rutan.com
RUTAN
RUTAN i TUCKER. LLP
Privileged And Confidential Communication.
This electronic transmission, and any documents attached hereto, (a) are protected by the Electronic
Communications Privacy Act (18 USC §§ 2510-2521), (b) may contain confidential and/or legally privileged
information, and (c) are for the sole use of the intended recipient named above. If you have received this electronic
message in error, please notify the sender and delete the electronic message. Any disclosure, copying, distribution,
or use of the contents of the information received in error is strictly prohibited.
From: Gerhardt, Jodie <Jodie.Gerhardt(@CityofPaloAlto.org>
Sent: Thursday, February 8, 2024 6:49 PM
To: Castro, Clarissa <ccastro(c�rutan.com>; Lanferman, David <DLanferman(@rutan.com>;
mircohorst(c�me.com; Nina Nguyen <nina(a�paloaltofit.com>; Laura Roberts <laura(a�koarch.com>
Cc: Lait, Jonathan <Jonathan.Lait(@CityofPaloAlto.org>; Kandikuppa, Nishita
<Nishita.Kandikuppa(@CityofPaloAlto.org>; Yang, Albert <Albert.Yang(@CityofPaloAlto.org>
Subject: RE: CUP Application — 23PLN-00304 / Applicant: Palo Alto Fit, LLC / Location: 310-320
California Avenue
Dear Mr. Lanferman,
Thank you for your letter dated February 8, 2024 regarding the CUP application at 310 California
Avenue. I'm writing to you at the Director's request to address your concerns.
While we acknowledge your position that the CUP process is separate from private lease
negotiations, we respectfully disagree that the project doesn't meet the criteria for consideration
under PAMC 18.40.170. This section grants the Director discretion to "float up" any project he
Item 4: Staff Report Pg. 105 Packet Pg. 124 of 636
Item 4
Attachment E - Legal
Counsel Correspondence
deems appropriate. The Director believes this project qualifies due to the significant community
interest.
I would also like to explain that this float up process will likely be quicker for the applicant. Under
the standard CUP process, staff would draft a tentative decision letter followed by a 14 -day appeal
period, likely leading to an appeal and hearings before the Planning and Transportation Commission
(PTC) and City Council. By utilizing the float -up process, we bypass these middle steps and present
the project directly to the PTC and Council, thereby providing an expedited decision.
Please let Nishita and I know if you have additional questions.
Sincerely,
Jodie Gerhardt (she/her), AICP
Manager of Current Planning
Planning and Development Services Department
CITY OF (650) 329-2575 I Jodie.gerhardt(@cityofpaloaIto.org
PALO www.cityofpaloalto.org
ALTO
Provide feedback on Planning Development and
Administration services
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications
Planning Applications Mapped
From: Castro, Clarissa <ccastrolErutan.com>
Sent: Thursday, February 8, 2024 2:35 PM
To: Lait, Jonathan <Jonathan.Laitla�CityofPaloAlto.org>; Kandikuppa, Nishita
<Nishita.KandikuppaPCityofPaloAlto.org>
Cc: Lanferman, David <DLanfermanl@rutan.com>; Mirco Horst <mircohorsticlme.com>; Nina Nguyen
Main <nina(a?oaloaltofit.com>; laura(@koarch.com
Subject: CUP Application — 23PLN-00304 / Applicant: Palo Alto Fit, LLC / Location: 310-320 California
Avenue
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Dear Director Lait and Associate Planner Kandikuppa:
Attached please find written correspondence from Mr. Lanferman in regards to the above -
referenced matter.
Best,
Item 4: Staff Report Pg. 106 Packet Pg. 125 of 636
Item 4
Attachment E - Legal
Counsel Correspondence
Clarissa Castro
Legal Secretary
455 Market Street, Suite 1870 1 San Francisco, CA 94105
O. (650) 263-7900 I D. (650) 320-1500 x7725
ccastro@rutan.com rutan.com www.rutan.com
RUTAN
RUTAN i TUCKER. LLP
Privileged And Confidential Communication.
This electronic transmission, and any documents attached hereto, (a) are protected by the Electronic
Communications Privacy Act (18 USC §§ 2510-2521), (b) may contain confidential and/or legally privileged
information, and (c) are for the sole use of the intended recipient named above. If you have received this electronic
message in error, please notify the sender and delete the electronic message. Any disclosure, copying, distribution,
or use of the contents of the information received in error is strictly prohibited.
Item 4: Staff Report Pg. 107 Packet Pg. 126 of 636
Item 4
Attachment E - Legal
Counsel Correspondence
From: Mirco Horst
To: Kandikuooa, Nishita
Cc: Laura Roberts; nina(a)paloaltofit.com
Subject: Re: 310 California Avenue - 23PLN-00304 - Public Comments
Date: Thursday, November 30, 2023 6:31:09 PM
CAUTION: This email originated from outside of the organization. Be cautious
of opening attachments and clicking on links.
Hi Nishita,
Thank you for forwarding the public comments. However, the commenters are presumably unaware
that Printers Cafe voluntarily shortened its lease earlier this year. The lease was originally scheduled
to terminate on October 31, 2025. The parties mutually agreed to reduced rent during the Covid
pandemic and for a period of time afterward, but when the original rent was to be reinstated, Printers
Cafe indicated a preference to shorten the lease term in exchange for a reduced rent for that
shortened term. The new lease termination date, as requested by Printers Cafe, is April 6, 2024.
We also note that there is no shortage of locations to enjoy a cappuccino or other fine coffee on
California Avenue: ZombieRunner, Backyard Brew, Joanie's, La Boheme, Anatolian Kitchen, and
Cafe Pro Bono are among the daytime options, with a few others, such as Terun and Protege,
providing evening options. Similarly, a glass of wine is available at many CalAve venues, such as
Calave, Vin Vino, and virtually all of the restaurants in the three block stretch from Park Blvd. to El
Camino.
We appreciate your consideration of this response. Please let us know if you require any further
information.
Best regards,
Nina & Mirco
On Nov 28, 2023, at 4:29 PM, Kandikuppa, Nishita
<Nishita.Kandikuppa(aCityofPaloAlto.org> wrote:
Hi Laura,
As mentioned over the phone earlier, I have attached a PDF consolidating the public
comments I have received for the 310 California CUP application. Printer's Cafe is a
popular spot for many residents and local leaders which explains the volume of emails I
have been receiving. Please review the concerns with the property owners (copied on
this email) and get back to me on whether Printer's Cafe will be renewing their lease. I
must have this in writing so I can share it with the concerned neighbors/residents.
It is also important to note that for CUP applications, anybody in the public can appeal
for a Director's Hearing, not just adjacent neighbors. This a provision in the Palo Alto
Municipal Code Section 18.77.060 (c)(4). This business is beloved by the community so
if Printer's Cafe were to move out, it could cause delays in the project.
Please let me know if you have any questions!
Item 4: Staff Report Pg. 108 Packet Pg. 127 of 636
Item 4
Attachment E - Legal
Counsel Correspondence
Best,
Nishita
<image001.png> Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1 nishita.kandikuppa(@cityofpaloalto.org
www.cityofpaloalto.org
<image002.png>
Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms &
Applications I Planning Applications Mapped
<PublicComments 1_31 OCalifomia.pdf5
Item 4: Staff Report Pg. 109 Packet Pg. 128 of 636
Item 4
Attachment F Attachment F - Property
Owner Correspondence
From: Al Ghafouri
To: Kandikuppa. Nishita; Lait, Jonathan; Burt, Patrick
Subject: Printers cafe
Date: Friday, March 15, 2024 3:40:18 AM
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and clicking on links.
Hi Nishita,
Hope all is well with you. It's almost unbelievable how much I was not given the truth over the last few
months by continuing landlord telling me we have you on our plan for city approval and we talk about
extending my lease after CUP approved . Now I see it was never planning to keep printers cafe after 40
years of history. You know I kept the cafe going during California construction which hurt my business
tremendously but I rebuild it again which 2018 , 2019 was the best years sales . Than worse pandemic hit
the world my business dropped to zero family and friends told me many times to close the cafe
permanently it never come back but I didn't. I applied for SBA loan to help my long time worker they
had no other help and to keep the cafe going . Now I cabt survive the new landlord replacing 65 years
old gallery in Palo Alto, 40 years old cafe in Palo Alto with larger Gym and new so called Elite Cafe and
healthy snack. how that make any sense to anyone? People love printers cafe infact just started bunch of
new company for catering this is what I kept the cafe open during pandemic . Now the gallery leaving,
moods wine bar leaving, is only leaving me and I am hoping still landlord consider smaller space for
printers cafe that I can afford to stay for few more years and keep all my customers happy and my
emnlovees. Thank you All for your sunnort see you Anril 10 th . Al Ghafouri
F-
L.
Item 4: Staff Report Pg. 110 Packet Pg. 129 of 636
Item 4
Attachment F - Property
Owner Correspondence
From:
Al Ghafouri
To:
Kandikuooa, Nishita
Subject:
Re: Printers Cafe - 320 California Ave., Palo Alto
Date:
Wednesday, December 13, 2023 3:49:18 PM
IYou don't often get email from alghafouri@gmail.com. Learn why this is important
Thank you
Sent from my iPhone
On Dec 13, 2023, at 3:26 PM, Kandikuppa, Nishita
<Nishita.Kandikuppa@cityofpaloalto.org> wrote:
Hi Al,
I got your voicemail, but I am emailing you back, so you have it in writing.
If you and your customers want to sign the appeal form, you can add all appellants to
the same form or attach another sheet listing their contact information if the form
doesn't allow you to type more than a few names. Alternatively, you can include the
names of all appellants in the letter.
Let me know if you have other questions!
Best,
Nishita
<image001.png> Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1 nishita.kandikupoai@cityofpaloalto.org
www.cityofpaloalto.org
<image002.png>
Note: / wil be out of office from December 21-26 and December 29 -January 2. I
apologize in advance for any inconvenience. Happy Holidays!
From: Al Ghafouri <alghafouri@gmail.com>
Sent: Tuesday, December 12, 2023 5:44 PM
To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>
Subject: Re: Printers Cafe - 320 California Ave., Palo Alto
Item 4: Staff Report Pg. 111 Packet Pg. 130 of 636
Item 4
Attachment F - Property
Owner Correspondence
IYou don't often get email from aaalhafouri email.com. Learn why this is important
Hi Nishita,
I'm sorry I wasn't clear, if my customers want to sign an appeal, how can they all sign
this 1 form or do you mean they need to file separately?
Obviously my customers are concerned and I want to provide them the correct info
and yet keep it simple for them. Please let me know what's the best way, once they
receive the card, to proceed?
Again thank you for all your help.
Best,
AL
Sent from my iPhone
On Dec 12, 2023, at 3:19 PM, Kandikuppa, Nishita
<Nishita.Kandikuppa(@cityofpaloalto.org>wrote:
Hi Al,
The project is still under review so the notice card will not be mailed out
anytime soon. I will keep you posted with updates.
Happy Holidays to you as well!
Best,
Nishita
<image001.png> Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1
nishita.kandikuppa(cityofpaloalto.org
www.cityofpaloalto.org
<image002.png>
Note: / wit be out of office from December 21-26 and December 29 -
January 2. / apologize in advance for any inconvenience. Happy Holidays!
Item 4: Staff Report Pg. 112 Packet Pg. 131 of 636
Item 4
Attachment F - Property
Owner Correspondence
From:
Al Ghafouri
To:
Kandikuooa, Nishita
Cc:
Lait, Jonathan; Gerhardt, Jodie
Subject:
Re: Printers cafe / moods wine bar lease extension
Date:
Wednesday, February 14, 2024 10:52:13 AM
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important
Good morning Nishita,
Just let you know I emailed and voicemail owner so far no response from him. Is so Sad I
don't no what happened he was talking all along going to talk about extending our lease after
CUP approved he even mentioned he has our entire kitchen equipment and dining room on his
plan . Just want to let you know, thank you, Al
On Feb 13, 2024, at 4:37 PM, Al Ghafouri <alghafouri@gmail.com> wrote:
Thank you so very much for your help in this difficult situation. We have been
trying to reach out to Landlord. (I sent text last week and just left him a VM).
Unfortunately he has not yet responded. Hoping for a good resolution.
Than you,
AL
On Feb 13, 2024, at 4:12 PM, Kandikuppa, Nishita
<Nishita.Kandikuppa@cityofpaloalto.org> wrote:
Hi Al,
Thank you for the update. As I mentioned over the phone, it would be
best to have a conversation with the property owner prior to the PTC/City
Council hearings. We have communicated the same with the property
owner and we hope they get in touch with you soon.
As always, please reach out to me if you have any questions. I will keep
you posted with next steps!
Best,
Nishita
<image00 1 .png> Nishita Kandikuppa
Associate Planner
Planning and Development Services Department
(650) 838-2806 1
nishita.kandikuppala�cityofpaloalto.org
Item 4: Staff Report Pg. 113 Packet Pg. 132 of 636
Item 4
Attachment F - Property
Owner Correspondence
www.cityofpaloaIto.org
<image002.12ng>
Parcel Report I Palo Alto Zoning Code I Online Permitting System
Planning Forms & Applications I Planning Applications Mapped
From: Al Ghafouri <alghafouri@gmail.com>
Sent: Tuesday, February 13, 2024 11:46 AM
To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>; Burt,
Patrick <Pat.Burt@CityofPaloAlto.org>; Lait, Jonathan
<Jonathan.Lait@CityofPaloAlto.org>
Subject: Fwd: Printers cafe / moods wine bar lease extension
CAUTION: This email originated from outside of the
organization. Be cautious of opening attachments and
clicking on links.
Hello Nishita,
Hope you are having a great day. As I promised, keeping you updated. I
sent the below email to landlord for lease extension last Monday. i
haven't received any response as of today . Per my previous email to you,
we only have until April 7, then we need to close and move out. This will
devastate to our long time employees and more importantly to our long
time customers of Palo Alto. Over the past months my Landlord kept me
hopeful to stay, by telling me, after CUP approved we can talk about lease
extension. I told him I'm willing to pay market rent. But he has yet to
reach out to me.
Anyway just keeping you informed and please keep me updated. Thank
you so much, Al
Begin forwarded message:
From: Al Ghafouri <alghafourilc�gmail.com>
Date: February 5, 2024 at 5:21:04 PM PST
To: Mirco Horst <mircohorst(@me.com>
Subject: Printers cafe / moods wine bar lease extension
Hi Mirco,
Hope all is well with you. Do you think it's time to sign an 2.5
year lease extension- from April 2024 to September 2026
since your intention is sign us after CUP . It will then be time
for me to think of retiring. Of course, Subject to approval of
your CUP, Or even extend our agreement for additional 4
months or so, until you have an approved CUP, and at that
Item 4: Staff Report Pg. 114 Packet Pg. 133 of 636
Item 4
Attachment F - Property
Owner Correspondence
time we can sign 2.5 years lease extension..
I've been on California Ave. for over 25 years, 15 years at
320, 10 years at 109 cal ave. (another cafe). I have so many
loyal customers, many have helped me financially during
pandemic, which I am very grateful too. I've opened 12
cafes and Restaurants all over the bay area for past 40 years,
and Never been in this situation. I have done everything
you've asked of me last few months and continue to help
you in future and I would like to stay, at least for a few
more years. I'd appreciate if you would let me know, as soon
as possible.
Thank you, Al
Item 4: Staff Report Pg. 115 Packet Pg. 134 of 636
Item 4
Attachment F - Property
Owner Correspondence
From:
Al Ghafouri
To:
Lait, Jonathan
Cc:
Kandikuooa, Nishita
Subject:
Re: Printers cafe
Date:
Tuesday, March 5, 2024 3:06:51 PM
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https://aka.ms/LearnAboutSenderldentification ]
Hi Jonathan,
Thank you for your email. Still so many customers and residents want to come to April 10 th meeting they feel cal
ave without printers cafe is not acceptable to them with so much history of cafe , bookstore. Hope to see you before
I close cafe soon, thank you for your support appreciate it very much, Al
> On Mar 5, 2024, at 1:05 PM, Lait, Jonathan<Jonathan.Lait@cityofpaloalto.org> wrote:
> Thank you for sending this update, Mr. Ghafouri. I'm sorry that an amicable resolution between you and the
property owner could not be achieved. Thank you for serving the community for the past 15 years. All the best to
you and your family.
> Take care,
>
> Jonathan
>
> JONATHAN LAIT
> Director
> Planning and Development Department
> (650) 329-2679 1 jonathan.lait@cityofpaloalto.org
> www.cityofpaloalto.org
> -----Original Message-----
> From: Al Ghafouri <alghafouri@gmail.com>
> Sent: Friday, March 1, 2024 12:08 PM
> To: Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org>; Lait, Jonathan
<Jonathan.Lait@CityofPaloAlto.org>; Burt, Patrick <Pat.Burt@CityofPaloAlto.org>
> Subject: Printers cafe
> [Some people who received this message don't often get email from alghafouri@gmail.com. Learn why this is
important at his://aka.ms/LearnAboutSenderldentification ]
> CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and
clicking on links.
> Hello Nishita,
> Hope you're having a good day. After many sleepless nights, and at the urging of my family, I've decided to retire
and close Printers Cafe, permanently on March 31st.
> I, thank you and my wonderful customers for all your support. However, since my landlord made his decision not
to renew my lease, I obviously no longer feel welcome. Therefore, I will not be attending any meetings at the City. I
will tell my customers that we enjoyed a great ride for the past 15 years on California ave (even thru Covid) but the
time has come for me to move on and spend time with my family.
Item 4: Staff Report Pg. 116 Packet Pg. 135 of 636
Item 4
Attachment F - Property
Owner Correspondence
From:
Al Ghafouri
To:
Kandikuooa, Nishita
Subject:
Fwd: Printers Cafe
Date:
Tuesday, February 27, 2024 9:29:28 AM
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Hi Nishita,
This is last email I send to landlord to remind him of what exactly happened. Thank you, Al
Begin forwarded message:
From: Al Ghafouri <alghafouri@gmail.com>
Date: February 24, 2024 at 9:16:16 AM PST
To: Mirco Horst <mircohorst@me.com>
Subject: Printers Cafe
Mirco,
Just to clarify and as a reminder, you gave me a 3 days notice in Aug. and
threatened to evict us if we don't pay pre pandemic rent . This is the reason I
accepted the rent reduction and end of lease date of April 6th. You left me no
choice, since our business had not recovered from Covid and we could not afford
to pay pre Covid rent. Unfortunately you would not accept the special rent
reduction we had been paying from Rick, our previous landlord.
Over the past months, you continued telling me we'd talk about a lease extension.
You even have my entire Cafe on your plans you submitted to the City. I
maintained my long time employees hoping that a lease extension would happen,
until last week when you decided you had no intention to extend.
As far as security deposit, gallery members are very upset. They've requested
return of the security deposit before leaving to pay for their move, expenses etc .
Same goes for myself. It's costing money to move all equipment etc. Therefore,
we'd like you to consider returning our security deposit before we vacate
premises or within 14 days after vacating.
Thanks,
Al
Item 4: Staff Report Pg. 117 Packet Pg. 136 of 636
Item 4
Attachment F - Property
Owner Correspondence
From: Al Ghafouri
To: Kandikuooa, Nishita
Subject: Printers Cafe - 320 California Ave., Palo Alto
Date: Wednesday, December 6, 2023 6:34:48 PM
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on links.
>> Hi Nishita,
>> By way of introduction, my name is Al Ghafouri, owner of Printer's Cafe. Several of my customers have
forwarded me your email reply to them. However, I just wanted to clarify our situation a little more. Our new
Landlord told us we needed to immediately pay the PreCovid rent, which myself, Gallery & wine bar could NOT
afford, as all our businesses are still down over 50%. The new Landlord served us a 3 day notice. If we couldn't
make a deal or pay full rent, he was going to evict us . At that point, we hired an Attorney. It was suggested that
unless we wanted to vacate immediately we had no real choice but to accept a
>> "slightly " reduced rent - which we negotiated for 9 months, beginning July of this year ending April 6, 2024.
Unfortunately the Gallery and Wine bar could not afford to pay the new rent. Therefore, I've had to secure a loan to
pay for this additional rent. We ALL want to stay. I've suggested to Landlord many times, let's talk and come to a
long term rental agreement. He has indicated he'd be willing to talk to us after he gets the CUP permit. We are really
hoping to be included in his long term plans, at fair market rent.
>> Hope this helps to put things in a little better perspective.
>> Thank you for your time.
>> Best,
>> Al Ghafouri
>> Printers Cafe
>> c: 650533.1427
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Item 4
Attachment F - Property
Owner Correspondence
From:
Al Ghafouri
To:
Kandikuppa, Nishita
Subject:
Printers cafe 320 calif ave
Date:
Wednesday, January 10, 2024 5:26:58 AM
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on links.
Hi Nishita,
It was nice to speak with you yesterday and thank you for updating me. Please keep me posted with any updates. So
far Landlord has been very helpful to update me and I am hopeful I can continue printers cafe after 35 years in Palo
Alto. As I mentioned I have until March 30 th and I asked landlord to extend this date perhaps till end of the year
while his getting his CUP and building permit and hopefully we can sign longer lease terms with him later. He still
hasn't gotten back to me yet I will keep you posted. Again thank you , Al Ghafouri 650 533 1427
Sent from my iPhone
Item 4: Staff Report Pg. 119 Packet Pg. 138 of 636
Item 4
Attachment F - Property
Owner Correspondence
From: Al Ghafouri
To: Kandikuooa, Nishita; Lait, Jonathan; Burt, Patrick
Subject: Printers cafe
Date: Friday, February 16, 2024 2:30:39 PM
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Hi Nishita,
Thank you for your help with my situation. However, sadly my 15 years at Printers Cafe has come to an end. I just
received a letter from my Landlords attorney.
At this point I can't get involved. I'll just let the City make its own decision re this location and pending CUP etc.
Please don't change any upcoming hearing dates on my behalf.
Regarding my wonderfully supportive customers, they can do whatever they think is best for California Ave. but I
can't be involved. Therefore, as of March 31st Printers Cafe will close its doors.
Thank you, Al
Sent from my iPhone
Item 4: Staff Report Pg. 120 Packet Pg. 139 of 636
Attachment G
Palo Alto Fit
Nina Nguyen
425 Portage Ave
Palo Alto, CA 94306
nina@paloaltofit.com
(650) 441-0347
March 21, 2024
City of Palo Alto
Department of Planning and Building Division
250 Hamilton Avenue
Palo Alto, CA 94301
Item 4
Attachment G -
Applicant's Project
Description
Subject: Reauest for Conditional Use Permit — 310 & 320 California Ave (APN: 124-32-034
Dear City Planner,
I am writing to formally request a Conditional Use Permit (CUP) for Palo Alto Fit, a boutique
specializing in personal training and nutrition consultation.
Palo Alto Fit has served the community for almost ten years in Palo Alto. Our long search for a
permanent location spanned several years, as we were looking for a space that is convenient
for our clients and accommodates our needs. After an extensive search, the California Avenue
building was the best option available to purchase. California Avenue is also a great location for
our clients, as it is within walking and biking distance from their homes. Our new location
allows us to have more public transportation and parking options available than we have today.
We are committed to enhancing our clients' journey to vitality and balancing physical fitness
with holistic health practices. The new space will reflect this mission and include facilities
catering to our existing and prospective clients interested in personalized functional training
within a private environment. We are focusing on those who are dedicated to integrating
fitness and health into their daily lives, including individuals managing higher health risks and
heart conditions.
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Attachment G -
Applicant's Project
Description
Plan of operation:
1. Operating Hours: 6:00 am to 8:00 pm, aligning with community work hours.
2. Appointment -Only Service: PAF operates by appointment for a personalized
experience.
3. Service Offerings: Expanding to include resistance training, mobility exercises, and
functional movements.
4. Enhanced Customer Amenities: Adding improved bathroom and shower facilities, and
adding dedicated customer restrooms to the Cafe space at 320 California Ave.
5. Cafe Use Continuation: We will continue utilizing approximately 2,800 SF of the 320
California Ave site for Cafe use.
6. Enhanced Office/Staff Space: A portion of the facility designated for staff and meetings
on the second floor.
With approval of the CUP we are delighted to announce the forthcoming opening of a specialty
cafe at 320 California Avenue under new ownership. This cafe will offer a refined selection of
great coffees and healthy food items. Designed as a healthy retreat, it will provide the
community with a space to convene for relaxation and enjoyment in an inviting ambiance. A
place where you can sit down and enjoy high -quality coffee and some healthy snacks.
Palo Alto Fit's expansion at 310 California Avenue represents a step in fostering a robust,
health -conscious community. Our personal training services are designed to empower
individuals, equipping them with the necessary skills and confidence to actively participate in
their journey towards health and fitness. We are dedicated to promoting sustainable lifestyle
changes that will contribute to the long-term wellness of the community. Moreover, our facility
will serve as a hub for social connection, where residents can build supportive networks,
encouraging a sense of belonging and mutual motivation. The positive atmosphere created by
Palo Alto Fit is set to inspire healthier lifestyle choices and foster a culture of well-being.
Furthermore, our collaborative efforts with local entities will amplify the reach of health
education and wellness initiatives, thereby enriching Palo Alto's overall health landscape.
We kindly request your support for our Conditional Use Permit at 310 & 320 California Ave
Sincerely,
Nina Nguyen
Business Owner, Palo Alto Fit
Building Owner, 310-320 California Ave
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Attachment H Attachment H- Project
Plans
Project Plans
In order to reduce paper consumption, a limited number of hard copy project plans are provided to
Board members for their review. The same plans are available to the public, at all hours of the day, via
the following online resources.
Environmental Document
The proposed project is exempt from the provisions of the California Environmental Quality Act (CEQA)
in accordance with Guideline Section 15301 (Existing Facilities).
Directions to review Project plans and environmental documents online:
1. Go to: bit.ly/PApendingprojects
2. Scroll down to find "310 California Avenue" and click the address link
3. On this project -specific webpage you will find a link to the project plans and other important
information
Direct Link to Project Webpage:
https://www.cityofpaloalto.org/Departments/Planning-Development-Services/Current-
Planning/Projects/310-California-Avenue
If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner -on -Duty at
650-617-3117 or email planner@cityofpaloalto.org
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CITY OF
PALO
ALTO
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 10, 2024
Report #:2405-2973
TITLE
Approval of a Finding that the Fire Station No. 4 Replacement Project (CIP PE -18004) is
"Substantially Complex" Under Public Contract Code Section 7201 and Direction to Increase the
Retention Schedule From Five Percent to Ten Percent; CEQA Status — Exempt Under Section
15061(b)(2)
RECOMMENDATION
Staff recommends that Council:
1. Approve a finding that the proposed Fire Station No. 4 Replacement Project is
"substantially complex" under Public Contract Code Section 7201 based on the reasons
set forth in the staff report; and
2. Direct this project to be advertised for bid with a retention amount of ten
percent (10%).
BACKGROUND
Public Contract Code Section 7201 requires public agencies to limit contract retention on
public works projects to 5% unless the project is found to be "substantially complex" and
therefore requires a higher retention amount. Retention is a contractual withholding of money
from payments to the contractor by the City to cover any unexpected expenses, such as stop
payment notices or poor workmanship, that may occur before the project is complete and
accepted. The standard procedure is to return the retention once the following occurs: work is
completed, the contractor provides the maintenance bond, the City accepts the project, and
the stop payment notice period expires.
Public Contract Code Section 7201(b)(1) generally caps the retention amount that may be
withheld at five percent (5%) of the contract price. However, Section 7201(b)(4) permits
an awarding agency to withhold in excess of 5% on specific projects where the governing
body approves a finding, during a properly noticed and normally scheduled public hearing and
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prior to bidding, that the project is substantially complex and therefore requires a higher
retention amount. Section 7201(5) requires such a finding to "include a description of the
specific project and why it is a unique project that is not regularly, customarily, or routinely
performed by the agency or licensed contractors." The awarding entity must include in the bid
documents details explaining the basis for the finding and the actual retention amount. Staff
will include this information in the bid documents.
ANALYSIS
The Fire Station No. 4 Replacement Project is part of the 2014 Council Infrastructure Plan. Fire
Station No. 4 is located at 3600 Middlefield Road. The existing Fire Station No. 4 was built in
1953 and does not currently meet the current and future needs of the Fire Department. Due to
the growth of the community and advancements in fire safety services, the existing building no
longer meets current seismic, accessibility, or regulatory code requirements that are required
to meet the Essential Services Buildings Seismic Safety Act (ESBSSA). The new Fire Station No. 4
is approximately 8,000 square feet and will house a crew of five personnel and the following
apparatus: a fire engine, an ambulance, and a reserve engine. The new station design will
include two drive -through apparatus bays and a separate reserve bay, living quarters,
bedrooms for the crew, exercise room, Captain's office, and training room. The building will be
a one-story, LEED-certified building.
The construction contractor will be required to subcontract for numerous specialties including
structural steel, fire sprinklers, backup power, communication systems, and ventilation
systems. The project will require the coordination of multiple construction disciplines while
maintaining right-of-way access within a heavily used intersection by pedestrians, bicyclists,
and students.
City staff has determined and recommends that Council find that the Fire Station No. 4
Replacement Project is "substantially complex" and therefore requires a higher retention
amount of 10%, based on the large amount of work required, the multi -faceted nature of the
project, complex communication systems, and the numerous specialized disciplines and trades
involved in the construction. The City Clerk has published the required notice of this hearing in
the newspaper starting on May 31, 2024.
The retention will be released as described in the City of Palo Alto's standard contract
General Conditions Section 9.8.1 which states, "Upon receipt of notice from Contractor that the
Work is ready for final inspection, City will make such inspection. The City will file a Notice
of Completion (NOC) with the County Clerk within ten (10) days after Acceptance by the
City. Thirty-five (35) Days after filing the NOC, the City may release the final retention provided
the requirements in this paragraph are met."
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Staff plans to issue an IFB for the Fire Station No. 4 Replacement project in July 2024.
Construction of Fire Station No. 4 is expected to begin in fall 2024 with completion anticipated
in winter 2026.
FISCAL/RESOURCE IMPACT
There are no resource impacts associated with finding the project "substantially complex".
STAKEHOLDER ENGAGEMENT
Stakeholder engagement is not applicable to this staff report.
ENVIRONMENTAL REVIEW
Council action on this item is exempt from the California Environmental Quality Act (CEQA)
review under section 15061(b)(2) of the CEQA Guidelines because the Fire Station No. 4
Replacement Project is categorically exempt under CEQA Guidelines Sections 15302 and 15303
and is not barred by one of the exceptions set forth in Section 15300.2. A notice of CEQA
exemption was filed on October 26, 2023.
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: Public Works
ALTO Meeting Date: June 10, 2024
Report #:2405-2993
TITLE
Approval of Professional Services Contract Number C24189086 with Carollo Engineers, Inc. in
the Total Amount Not -to -Exceed $2,742,774 for Preparation of the Long Range Facilities Plan
Update for the Regional Water Quality Control Plant for a Period of Two and a Half Years; 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. C24189086 with Carollo Engineers, Inc., for preparation of the
Long Range Facilities Plan Update for the Regional Water Quality Control Plant (RWQCP) for a
term of two and a half years and a total amount not -to -exceed $2,742,774, including
$2,493,431 for basic services and $249,343 for additional services.
EXECUTIVE SUMMARY
Staff issued a Request for Proposals from Consultants to perform an update to the RWQCP's
2012 Long Range Facilities Plan (LRFP)1 and recommends a contract be awarded to Carollo
Engineers, Inc. Selection and award of a professional services agreement has been through
formal solicitation of proposals, review of work plan and costs, and assessment of quality of
services. Approval of Contract Number C24189086 (Attachment A) with Carollo Engineers, Inc.
will initiate the LRFP Update that will allow for: 1) recommendation of a potential biosolids
processing facility either at the Measure E site (formerly part of Byxbee Park, immediately
adjacent to the Plant's southeast boundary), inside the plant fence line, and/or offsite operated
by others; 2) advanced planning analysis for workspace needs, to allow the City to make timely
decisions on land use and land acquisition possibilities to address RWQCP's workspace needs;
3) development of a re -prioritized 50 -year capital improvement program (CIP) for improving the
reliability and efficiency of the RWQCP based on updated regulatory and emerging contaminant
1 Long Range Facilities Plan for the Regional Water Quality Control Plant, 2012;
https://www.cityofpaloalto.org/files/assets/public/public-works/water-quality-control-plant/Irfp-final-report-08-
2012.pdf
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issues; and 4) recommendation of a potential alternative basis for allocation of Capital and
O&M costs among the partner agencies.
BACKGROUND
The City owns and operates the RWQCP, which provides treatment and disposal of wastewater
for the cities of Palo Alto, Mountain View, and Los Altos; the Town of Los Altos Hills; the East
Palo Alto Sanitary District; and Stanford University. The RWQCP has a design capacity of 39
million gallons per day (mgd), average daily treated flow of 20 mgd, and a wet weather capacity
of 80 mgd.
In 2012, a LRFP was completed to identify the improvement needs at the RWQCP for continued,
compliant operations. The LRFP was accepted by the City Council on July 2, 20122 and staff
have been working on implementing the CIP program.
On June 19, 2023, staff provided an Information Report that included a RWQCP capital
improvement program update and discussed the need for additional long range facilities
planning.3 In the report, staff explained a plan to solicit proposals and return to Council for
approval of a professional services contract to perform the LRFP Update. Staff further shared
that the scope of work for the LRFP Update would include: (a) work space planning advanced to
a 10% design level; (b) an update to the 2014 Biosolids Facilities Plano and 2019 Biosolids
Facilities Plan Updates (c) an evaluation of regulatory and emerging contaminant issues as they
relate to capital infrastructure; (d) development of a recommended capital program and update
of capital costs and scopes from the 2012 LRFP; (e) a cost of service analysis; and (f) a capital
cost sharing methodology evaluation and recommendation for debt -serviced projects.
2 City Council, July 2, 2012; Agenda Item #1; SR#2914,
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2012/id-2914. pdf
3 City Council, June 19, 2023; Agenda Item #44; SR#2305-1396,
https://www.cityofpaloalto.org/files/assets/public/v/1/pu blic-works/staff-reports-a ll/2023/id.-2305-1396-update-
on-the-capital-improvement-program-and-long-range-facility-planning-update-for-the.pdf
4 CH2MHill (Now Jacobs). Palo Alto Regional Water Quality Control Plant Biosolids Facility Plan, 2014;
https://www.cityofpaloalto.org/files/assets/public/public-works/environmental-compliance/water-quality/2010-
rwgcp-master-planning/parwgcp-biosolids-facility-plan-final.pdf
5 Woodard & Curran. Palo Alto Regional Water Quality Control Plant Biosolids Facility Plan Update, 2019;
https://www.cityofpaloalto.org/files/assets/public/public-works/water-quality-control-plant/sludge-dewatering-
building/finaldraft palo alto bfp update.pdf?t=47012.05
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Biosolids Facilities Plan (BFP) Update
The 2014 Biosolids Facilities Plan (BFP) evaluated and recommended biosolids technologies to
replace incineration and developed a biosolids disposal plan. The recommendation was to
construct a Phase I sludge dewatering and truck loadout facility, which was subsequently
constructed, commissioned, and operated since 2019. The new dewatering facility allowed
decommissioning of the aging incinerators as outlined in the LRFP plan as well as eliminating
the largest source of greenhouse gas (GHG) emissions from City facilities. The 2014 BFP plan
recommended a future Phase II that would include anaerobic digestion facilities (thermal
hydrolysis processing (THP) of biosolids followed by mesophilic anaerobic digestion (MAD) with
a combined heat and power (CHP) facility to utilize the biogas), as recommended based on
economic and non -economic factors. Upon further project definition and design development,
the estimated capital cost and complexity increased, leading to an abandonment of Phase II in
early 2015.
A BFP Update was completed in 2019 to re-evaluate long-term biosolids management and
energy recovery alternatives, inside the plant fence line. The ultimate outcome for the near -
term was to continue hauling sludge offsite and treating dewatered sludge at regional
treatment facilities which would handle beneficial reuse. On June 18, 2018, the City approved
five-year contracts for offsite biosolids processing at two different regional treatment facilities
(Lystek International Limited and Synagro-WWT, Inc) through March 31, 2024. To transport
sludge to the treatment facilities, City Council approved a three-year contract6 with Denali
Water Solutions, LLC (Denali) on June 18, 2018 for sludge hauling services through March 31,
2022. A new contract' for sludge hauling, again with Denali, was approved on January 24, 2022
for three more years of hauling services beginning April 1, 2022 and ending March 31, 2025.
New five-year contracts8 were signed in February 2024, again with Lystek and Synagro, for
offsite sludge treatment services for a term of April 1, 2024 to March 31, 2029.
On April 3, 2023, the City Council directed staff to report back to Council to determine if the
3.5 -acre portion of the Measure E site, immediately adjacent to the Plant's southeast boundary,
6 City Council, June 18, 2018; Agenda Item #9; SR #8913,
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2018/id-8913-approve-three-public-works-contracts-for-sludge-hau li ng-and-offsite-treatment-
services.pdf
City Council, January 24, 2022; Agenda Item #3; SR # 13520,
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-gouncil-
agendas-minutes/2022/20220124/20220124pccsm-amended-linked-cq-added.pdf
8 City Council, February 12, 2024; Agenda Item #4; SR#2309-2048,
https://www.cityofpaIoaIto.org/files/assets/public/v/1/pu blic-works/staff-reports-a II/2024/id.-2309-2048-
approval-of-two-general-services-contracts-in-the-wastewater-treatment-enterprise-fund.pdf
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should be used by the Wastewater Treatment Fund for a biosolids facilities process (i.e., "an
environmental technology" as defined in the Measure E ballot language).9
The LRFP Update will include a Biosolids Facilities Plan Update to identify a layout and siting
concept for near- and long-term solutions (e.g., an alternative evaluation of pyrolysis, anaerobic
digestion, offsite treatment, etc.), including locating the biosolids technology and facilities on
the plant site, the Measure E site, and/or offsite for treatment by others. The BFP Update will
take into consideration the following additional factors in the evaluation and recommendation
of near- and long-term solutions:
• increased off -site sludge hauling and treatment services costs;
• changing regulatory and biosolids market landscape with the implementation of Senate
Bill (SB) 1383 and the possibility of future per- and polyfluorinated substances (PEAS)
limits, which impacts biosolids disposal options;
• further development of new solids processing technologies and availability of potential
regional partnership opportunities;
• ongoing secondary treatment upgrades that are expected to increase waste activated
sludge (WAS) production by approximately 34% and total sludge production by 10%;
and
• decreasing wastewater flows leading to increased waste strength.
Workspace Facility Plan
The 2012 LRFP identified the need to construct new workspaces for RWQCP staff to meet
future staffing levels, workspace upgrades, and safety and code updates. In 2019, an early
construction cost estimate for the total project cost for the previously planned new Operations
Center workspace, per scope from 2012 LRFP, was $52 million (2026 dollars), much higher than
anticipated in the LRFP.
The LRFP Update will include an advanced workspace planning analysis to evaluate alternative
opportunities to a singular, new workspace building at the Plant, including: rehabilitating and
repurposing current Operations and Administration buildings; procurement possibilities for
supplemental real estate; office lease options; and a new on -site building, to house several
different combinations of workgroups as well as to provide a new laboratory.
Cost of Service Analysis
Since the 1980s, partner agencies' operating budget and minor CIP expense cost components
are set at 34% flow, 22% ammonia, 22% total suspended solids, and 22% chemical oxygen
9 City Council, April 3, 2023; Agenda Item #12; SR 2303-1145,
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city-manager-reports-
c m rs/2023/s r-2302-0942. p d f
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demand. Partners established the current fixed allocated capacity shares in about April 1985, as
shown in Tables 1 and 2:
..
East Palo Alto Stanford
Los Altos Mountain View
Los Altos Hills Palo Alto Total
Sanitary District University
3.8
15.1
3.06
2.11
0.63
15.3 40
I -
East Palo Alto
Stanford
Los Altos Mountain View
Los Altos Hills Palo Alto Total
Sanitary District
University
9.47%
37.89%
7.64%
5.26% 1.58% 38.16% 100%
The LRFP Update will include a cost -of -service analysis, reviewing actual operating expense cost
data and its relation to flow and wastewater pollutant load data (specifically, water quality,
strength, and pollutant loading characteristics). The City will use the results of this task to
establish the operating expense cost data per generally accepted accounting principles to
potentially change the allocation of total costs to be billed on an annual basis for each of the six
partner agencies. Furthermore, in the LRFP Update, the flow allocations (in million gallons per
day) and potential new load allocations (e.g., pounds per day of a particular pollutant) for debt
financed capital infrastructure share allocations will be assessed. Staff will work with partner
agencies on proposed changes and return to Council for review and direction regarding any
recommended changes.
Evaluation, Identification and Prioritization of 50 -year Capital Project Needs
Following the 2012 LRFP recommendations, the RWQCP has implemented or started major
plant upgrades, including:
• Construction and commissioning of a new solids dewatering facility and retirement of
aging incinerators in 2019.
• Upgrading the secondary treatment process to a process that achieves biological
nutrient removal using a step -feed activated sludge system coupled with a Membrane
Aerated Biofilm Reactor (MABR) process in the existing aeration basins. This project,
under construction from 2023 through 2028, will improve final effluent quality and
ensure the Plant will meet a new regulatory total inorganic nitrogen effluent limit
expected in 2034.
• Planning and preliminary design of a new Headworks Facility to replace and upgrade the
raw sewage pumping system and preliminary treatment processes for rags, debris, and
grit removal.
The LRFP Update will include engineering analysis to: 1) evaluate the impact of evolving future
regulations on nutrient removal, emerging contaminants of concern, biosolids disposal, and air
emissions on existing infrastructure upgrade or improvement needs; and 2) re-evaluate,
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identify, and re -prioritize remaining capital improvement program needs over the next 50 years
to assure the Plant's reliable operation as a regulatory compliant facility.
ANALYSIS
The City requires the services of a qualified and experienced engineering firm to perform an
update to the Long Range Facilities Plan (2012) for the RWQCP. The consultant's scope of work
is summarized below:
• Biosolids Facility Plan Update (BFP Update);
• Workspace planning;
• Background and baseline information (wastewater flow and load projections, recent and
ongoing plant improvements, process modeling and capacity assessment, regulatory
review);
• Existing plant infrastructure and process assessment;
• Identification, evaluation, and recommendation of alternatives / improvements;
• Cost of services analysis; and
• Long Range Facilities Plan Update report.
Summary of RFP Solicitation
A request for proposals (RFP) for the project was posted on August 30, 2023 on OpenGov, the
City's eProcurement platform, and 2,835 vendors were notified. The solicitation period was
posted for 160 days; one (1) proposal was received. The solicitation closed on February 6,
2024. Table 3 shows a summary of the RFP solicitation.
Proposal Description
Long Range Facility Plan Update, RFP189086
Proposed Length of Project
20 to 30 months
Request for Proposal Issued
8/30/2023
Number of Vendors Notified
2835
Total Days to Respond to Proposal
160
Number of RFP Packages Downloaded
35
Pre -Proposal Meeting and Date
9/18/2023 (mandatory); 11/20/23 (non -mandatory)
Number of Company Attendees at Pre-
proposal meeting(s)
7 firms
Number of Proposals Received
1
Number of Companies Interviewed
1
Final Negotiated Contract Price (Basic
Services)
$2,493,431
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Public Link to Solicitation https://procurement.opengov.com/portal/palo-
a Ito-ca/projects/57268
Post -Solicitation Vendor Survey
After the proposal due date, surveys were conducted by Administrative Services Department
Purchasing staff. Vendors who attended the Pre -Proposal meeting(s) but did not propose were
asked to provide feedback regarding why they did not propose. The survey indicated the
following reasons: 1) they did not have the necessary resources; 2) they were not able to put
together a competitive team; 3) they did not have a project manager with the necessary
experience for this project; 4) they were focused on pursuing other project(s); 5) the key
biosolids staff for leading the Biosolids Facility Plan Update in this project were not available at
the time of the RFP/solicitation; 6) they did not have advanced knowledge of the project and
therefore not in a position to provide best team/services; and 7) they could only serve as a
subcontractor to a larger prime firm.
Evaluation of Proposals
An evaluation committee consisting of the RWQCP engineering staff reviewed the proposal
received. The proposal firm consisted of one prime consultant, Carollo Engineers, Inc (Carollo),
and two subconsultant firms including Jacobs Engineering, Inc (Jacobs) and Bartle Wells
Associates (BWA). The committee carefully reviewed the proposal team's qualifications and
submittal in response to the criteria identified in the RFP, including quality and completeness of
proposal; cost; quality and effectiveness of services; and experience of their staff with projects
of similar complexity and scope. The proposal was evaluated and determined to be responsive
to the criteria identified in the RFP.
During Carollo's presentation and interview, their team members (including those from the
subconsultants) showcased their relevant previous master planning experience, demonstrated
a thorough understanding of the RWQCP's needs for this planning project, and shared good
perspectives on how the existing site will be best planned and reserved for future RWQCP
facilities.
Carollo, with Jacobs and BWA as subconsultants, was selected for this project because of: a) the
quality, innovation, and thoroughness of Carollo's proposed work plan; b) the depth of the key
team members' professional experience, especially in regional planning, biosolids management,
workspace planning, and working with the public, as demonstrated in their previous work and
during their presentation; c) Carollo's understanding of the City's needs and objectives; and d)
Prior record of good performance with the City.
During the contract negotiation, in the spirit of collaboration, Carollo agreed to reduce their
original proposal fee of $2,824,806 by $331,335 to a final fee of $2,493,431, without reducing
the scope of work on the basic services. This reduction amounts to a 12% fee decrease,
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achieved primarily by Carollo's refinement of scope tasks after additional Carollo review and
City explanation of background information.
The work is anticipated to commence in the third quarter of 2024, with a total project duration
of two and a half years.
FISCAL/RESOURCE IMPACT
Funding for this contract is included in the Fiscal Year 2025 Proposed Capital Budget for the
Plant Repair, Retrofit, and Equipment Replacement project (WQ-19002) and is subject to
Council approval as part of the annual budget development process.
STAKEHOLDER ENGAGEMENT
This project is part of the RWQCP's capital improvement program funded by the City of Palo
Alto and its five partner agencies who use the RWQCP for wastewater treatment. City
management staff has been kept apprised of this project through RWQCP Monthly Strategies
and Challenges Meetings. The need for this LRFP Update was also discussed in RWQCP capital
improvement program update in previous Information Report to City Council. The open
meetings on the budget process serve as the main venue for engaging the community on this
project. The five partner agencies are regularly updated on both the need for and the progress
of wastewater treatment capital work, including this project. Updates are provided each year at
an annual meeting and at other periodic meetings established to inform partner agency staff
about the major capital improvement program.
Topics related to the scope of work of this project will be presented through meetings and
sessions with the Utilities Advisory Commission, Palo Alto City Council and Finance Committee,
Partner Agencies, and public workshops.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by the California Environmental Quality
Act (CEQA) because the LRFP Update is an administrative activity that will not result in direct or
indirect physical changes in the environment. CEQA Guidelines section 15378(b)(4). The LRFP
Update will help inform the planning and design of future facilities at the RWQCP and
environmental review will be performed during development of any resulting projects, as
necessary.
ATTACHMENTS:
Attachment A: Contract C24189086 with Carollo Engineers, Inc
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
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DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE
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Attachment A - Contract
C24189086 with Carollo
CITY OF PALO ALTO CONTRACT NO. C241890 Engineers, Inc
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND CAROLLO ENGINEERS, INC.
This Agreement for Professional Services (this "Agreement") is entered into as of the 10th day of
June 2024 (the "Effective Date"), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation ("CITY"), and CAROLLO ENGINEERS, INC., located at 2795
Mitchell Drive, Walnut Creek, CA 94598-1601 ("CONSULTANT").
The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference:
RECITALS
A. CITY intends to perform and update its Long Range Facilities Plan for the Regional Water
Quality Control Plant (RWQCP) the "Project") and desires to engage a consultant to provide
engineering and other required services in connection with the Project (the "Services", as detailed
more fully in Exhibit A).
B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the
necessary professional expertise, qualifications, and capability, and all required licenses and/or
certifications to provide the Services.
C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide
the Services as more fully described in Exhibit A, entitled "SCOPE OF SERVICES".
NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this
Agreement, the parties agree as follows:
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described
in Exhibit A in accordance with the terms and conditions contained in this Agreement. The
performance of all Services shall be to the reasonable satisfaction of CITY.
SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through June 30, 2027
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.
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SECTION 4. NOT TO EXCEED COMPENSATION. The compe Engineers, Inc 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 Four
Hundred Ninety -Three Thousand Four Hundred Thirty -One Dollars ($2,493,431). 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 Two Hundred Forty -Nine Thousand Three
Hundred Forty -Three Dollars ($249,343) 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
Million Seven Hundred Forty -Two Thousand Seven Hundred Seventy -Four Dollars
($2,742,774), as detailed in Exhibit C.
"Additional Services" means any work that is determined by CITY to be necessary for the
proper completion of the Project, but which is not included within the Scope of Services
described at Exhibit A. CITY may elect to, but is not required to, authorize Additional
Services up to the maximum amount of compensation set forth for Additional Services in
this Section 4. CONSULTANT shall provide Additional Services only by advanced,
written authorization from CITY as detailed in this Section. Additional Services, if any,
shall be authorized by CITY with a Task Order assigned and authorized by CITY's Project
Manager, as identified in Section 13 (Project Management). Each Task Order shall be in
substantially the same form as Exhibit A-1, entitled "PROFESSIONAL SERVICES TASK
ORDER". Each Task Order shall contain a specific scope of services, schedule of
performance and maximum compensation amount, in accordance with the provisions of
this Agreement. Compensation for Additional Services shall be specified by CITY in the
Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit
C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY's
Project Manager within the time specified by the Project Manager, and upon authorization
by CITY (defined as counter -signature by the CITY Project Manager), the fully executed
Task Order shall become part of this Agreement. The cumulative total compensation to
CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the
amount of compensation set forth for Additional Services in this Section 4.
CONSULTANT shall only be compensated for Additional Services performed under an
authorized Task Order and only up to the maximum amount of compensation set forth for
Additional Services in this Section 4. Performance of and payment for any Additional
Services are subject to all requirements and restrictions in this Agreement.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
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invoices to the CITY describing the Services performed and the applicable Engineers, Inc , if
applicable, an identification of personnel who performed the Services, hours workea, flourly 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
with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY
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pertaining to or in connection with any retirement, health or other benefits tlT1Engineers, Inc its
employees. CONSULTANT will be responsible for all obligations and payments, wriether
imposed by federal, state or local law, including, but not limited to, FICA, income tax
withholdings, workers' compensation, unemployment compensation, insurance, and other similar
responsibilities related to CONSULTANT's performance of the Services, or any agent or
employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY
shall be construed as providing for direction as to policy and the result of CONSULTANT's
provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign
or transfer any interest in this Agreement nor the performance of any of CONSULTANT's
obligations hereunder without the prior written approval of the City Manager. Any purported
assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the
parties.
SECTION 12. SUBCONTRACTING.
❑Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the
Services to be performed under this Agreement without the prior written authorization of the City
Manager or designee. In the event CONSULTANT does subcontract any portion of the work to
be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and
omissions of subcontractors.
® Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY
agrees that subcontractors may be used to complete the Services. The subcontractors authorized
by CITY to perform work on this Project are:
Jacobs Engineering, Inc.
Bartle Wells Associates (BWA)
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 Rashi Gupta, P.E.,
Telephone: 714-788-1925, Email: RGupta(carollo.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 Se Engineers, Inc ble
manner, are uncooperative, or present a threat to the adequate or timely comp e ion ot me Services
or a threat to the safety of persons or property.
CITY's Project Manager is Connie Li, P.E., Public Works Department, Environmental Services
Division, RWQCP, 2501 Embarcadero Way, Palo Alto, CA, 94303, Telephone: 650-329-2238,
Email: connie.li(a),cityofpaloalto.org. CITY's Project Manager will be CONSULTANT's point of
contact with respect to performance, progress and execution of the Services. CITY may designate
an alternate Project Manager from time to time.
SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without
limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications,
computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights
which arise from creation of the work product pursuant to this Agreement are vested in CITY, and
CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual
property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the
suitability of the work product for use in or application to circumstances not contemplated by the
Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4)
years from the date of final payment, CONSULTANT's records pertaining to matters covered by
this Agreement, including without limitation records demonstrating compliance with the
requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the
completion of any audit hereunder, whichever is later.
SECTION 16. INDEMNITY.
® [Option A applies to the following design professionals pursuant to Civil Code Section
2782.8: architects; landscape architects; registered professional engineers and licensed
professional land surveyors.] 16.1. To the fullest extent permitted by law, CONSULTANT shall
indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents
(each an "Indemnified Party") from and against any and all third party demands, claims, or liability
of any nature, including death or injury to any person, property damage or any other loss, including
all costs and expenses of whatever nature including attorney's fees, experts fees, court costs and
disbursements ("Claims") to the extent that such Claims arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents
or contractors under this Agreement, regardless of whether or not it is caused in part by an
Indemnified Party. CITY will reimburse CONSULTANT for the proportionate percentage of
defense costs exceeding CONSULTANT's proportionate percentage of fault as determined by the
final judgment of a court of competent jurisdiction.
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❑ [Option B applies to any consultant who does not qualify as a d Engineers, Inc as
defined in Civil Code Section 2782.8.] 16.1. To the fullest extent perrniuea by law,
CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers,
employees and agents (each an "Indemnified Party") from and against any and all demands, claims,
or liability of any nature, including death or injury to any person, property damage or any other
loss, including all costs and expenses of whatever nature including attorney's fees, experts fees,
court costs and disbursements ("Claims") resulting from, arising out of or in any manner related
to performance or nonperformance by CONSULTANT, its officers, employees, agents or
contractors under this Agreement, regardless of whether or not it is caused in part by an
Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to
require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active
negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of,
or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
officers, employees, agents or contractors under this Agreement.
16.3. The acceptance of CONSULTANT's Services and duties by CITY shall not
operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive
the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under
this Agreement is effective unless it is in writing in accordance with Section 29.4 of this
Agreement. No delay or failure to require performance of any provision of this Agreement shall
constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy.
SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit
D, entitled "INSURANCE REQUIREMENTS". CONSULTANT and its contractors, if any, shall
obtain a policy endorsement naming CITY as an additional insured under any general liability or
automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through
carriers with AM Best's Key Rating Guide ratings of A- :VII or higher which are licensed or
authorized to transact insurance business in the State of California. Any and all contractors of
CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above.
18.3. Certificates evidencing such insurance shall be filed with CITY
concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY's Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except
after filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation
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or modification. If the insurer cancels or modifies the insurance and provid Engineers, Inc 30)
days' notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT's
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates
evidencing the insurance are provided to CITY's Chief Procurement Officer during the entire term
of this Agreement.
18.4. The procuring of such required policy or policies of insurance will not be
construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification
provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is terminated or the term has expired.
SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole
or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written
notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material
obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will
discontinue its performance of the Services on the effective date in the notice of suspension or
termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and
all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed,
prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such
work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the
Services rendered and work products delivered to CITY in accordance with the Scope of Services
up to the effective date in the notice of suspension or termination; provided, however, if this
Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT's Services
provided in material conformity with this Agreement as such determination is made by the City
Manager acting in the reasonable exercise of his/her discretion. The following Sections will
survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25,
27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY
will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made
in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by
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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
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To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address.
SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently
has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which
would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest.
CONSULTANT certifies that no person who has or will have any financial interest under this
Agreement is an officer or employee of CITY; this provision will be interpreted in accordance
with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises.
21.3. If the CONSULTANT meets the definition of a "Consultant" as defined by
the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time.
SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not
discriminate in the employment of any person due to that person's race, skin color, gender, gender
identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic
information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the
penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining
to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act ("ADA"), programs, services and other activities provided by a public entity to
the public, whether directly or through a contractor or subcontractor, are required to be accessible
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to the disabled public. CONSULTANT will provide the Services specified 1 EngineersInc in a
manner that complies with the ADA and any other applicable federal, state an local lsa ility
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under
this Agreement.
SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO
WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY's Environmentally
Preferred Purchasing policies which are available at CITY's Purchasing Department, hereby
incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY's Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and,
third, recycling or composting waste. In particular, CONSULTANT shall comply with the
following Zero Waste requirements:
(a) All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes, invoices, reports,
and public education materials, shall be double -sided and printed on a minimum of 30% or greater
post -consumer content paper, unless otherwise approved by CITY's Project Manager. Any
submitted materials printed by a professional printing company shall be a minimum of 30% or
greater post -consumer material and printed with vegetable -based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY's Environmental Purchasing Policy including but not limited to Extended
Producer Responsibility requirements for products and packaging. A copy of this policy is on file
at the Purchasing Department's office.
(c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed.
SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE.
CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a
calendar week within the geographic boundaries of the City, CONSULTANT shall pay such
employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030
for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060.
SECTION 25. NON -APPROPRIATION. This Agreement is subject to the fiscal provisions of
the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of the fiscal year and funds for this
Agreement are no longer available. This Section shall take precedence in the event of a conflict
with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC
WORKS CONTRACTS.
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® 26.1. This Project is not subject to prevailing wages ana re ated
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).
OR
❑ 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 maybe 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".
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OR Engineers, Inc
® 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. Engineers, Inc
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.
29.10. CITY -PROVIDED INFORMATION. The CITY shall furnish the
CONSULTANT available studies, reports and other data it deems necessary for CONSULTANT's
performances of Services under this Agreement, which CONSULTANT may use and rely upon to perform
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those Services, so long as CONSULTANT's use of any Confidential Informatior1 tion
Engineers, Inc
28.
29.11. ESTIMATES AND PROJECTIONS. CONSULTANT has no control over the
cost of labor, materials, equipment or services furnished by others, over the incoming water quality and/or
quantity, or over the way the CITY's plant(s) and/or associated processes are operated and/or maintained.
Data projections and estimates are based on CONSULTANT's opinion based on experience and judgment.
29.12. THIRD PARTIES. The Services to be performed by CONSULTANT are
intended solely for the benefit of the CITY.
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 -I
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. C24189086 SIGNATURE PAGE Engineers, Inc
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
CAROLLO ENGINEERS, INC.
Officer 1 DocuSigned by:
C) Swuov Vty— Prt,s
By: 967DA73AC659451...
Rick than, senior vice President
Name:
Title:
Officer 2
By:
Name:
Title:
Senior Vice President
DocuSigned by:
F7A59CC11E5E4E7..
Anne E. Prudhel
Executive Vice President
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EXHIBIT A Engineers, Inc
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.
I. INTRODUCTION
The City of Palo Alto (City) is requesting proposals from consultants to perform an update to their
Long Range Facilities Plan (2012) for the Regional Water Quality Control Plant (RWQCP; Plant).
The update will be known as the Long Range Facilities Plan Update (the Project). For this Project,
the CONSULTANT shall provide engineering and other required services during all phases of the
Project, as authorized by the City.
II. BACKGROUND
General
The City owns and operates the RWQCP, which treats wastewater from a total of six partner
agencies (Partners), including the City. The RWQCP has a permitted dry weather capacity of 39
million gallons per day (MGD), annual average treated flow of 16 to 18 MGD, and a wet weather
capacity of 80 MGD. In 2012, a Long Range Facilities Plan (LRFP) was completed to identify the
needs at the RWQCP for continued, compliant operations. To date, several of the needs identified
in the 2012 LRFP have resulted in projects that have either been completed or are underway. They
are as follows:
• Sludge Dewatering and Loadout Facility (completed in 2019)
• Primary Sedimentation Tank Rehabilitation and Electrical Room Upgrade (in construction
and expected to be completed in June 2024)
• Secondary Treatment Upgrades (in construction and expect to be completed in June 2028)
• 12kV Power Distribution Upgrades — Phase 1 (in construction and expect to be completed
in June 2024)
• 12kV Power Distribution Upgrades — Phases 2-7 (expect to issue NTP for construction in
August 2024)
• Advanced Water Purification System (in design)
• Joint Interceptor Sewer Rehabilitation - Phase 1 (design completed; construction scheduled
for summer 2024)
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• Outfall Project (on hold)
Engineers, Inc
• Headworks Replacement Project (in advanced planning)
Space Planning
The existing Administration Building was originally constructed in 1975 as a recycled water
process and pumping facility and subsequently expanded in 1992, 1995, and 1998 as a staff
building and pretreatment lab. The existing Operations Building was originally constructed in 1972
and houses laboratory testing stations and equipment, offices, a large lunchroom, and locker
rooms. Per the LRFP, the need for a new building was identified to house Operations,
Administration, Engineering, Watershed Protection, IT, and Solid waste staff, as well as to provide
a new laboratory. Subsequently, in 2017, RWQCP staff revisited the LRFP siting analysis which
resulted in the identification of the project as a new, 2 story building which would house the
laboratory, environmental services staff, and be located along the western periphery of the RWQCP
(adjacent to the secondary clarifiers). Building costs were higher than budgeted and the Plant
canceled the project to reevaluate alternatives.
The City also intends to construct and/or repurpose workspaces for RWQCP staff to meet future
staffing levels, workspace upgrades and safety/code updates. There are several predefined
workspace alternatives to be used independently or in aggregate to meet the Plant's workspace
needs, including:
• Buy 1900 Embarcadero Road and remodel for some or all groups.
• Buy 2415-17 and/or 2425 Embarcadero Way, demolish existing structure and a build tech
services building for some or all groups.
• Renovate and repurpose the Administration Building.
• Renovate the Operations Building for at least the Operations group.
• Build a technical services building, that includes a lab function, engineering, technology,
and watershed protection groups
• Construct a "lab only" building, that includes the laboratory, laboratory appurtenant spaces,
and lab staff workspaces.
• Build a "mothership" adjacent to new lab only building, consisting of Operations,
Engineering, Technology, and Watershed Protection groups.
• Build a tech services building next to new lab only building, consisting of Engineering,
Information Technology, and Watershed Protection Group.
The Plant's preference is for the Operations Group to remain in the existing Operations Building,
provided that alternative is favorable or similar in comparison to other alternatives costs.
The workspaces need to include the programmed areas defined in Attachment B — Exhibit A (Space
Needs Analysis), including:
• A primary point of entry of Plant visitors;
• An Operations staff and control room, equipped with SCADA monitoring and control
system;
• Sufficient exterior space for motor vehicle parking and bike storage;
• Integrated security systems; and
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• Sufficient common areas for large conferences, small meetings, Engineers, Inc and
dining); note that the Admin Building has been repurposed for con erence, training, job
walk meetings with a large number of attendees, and all -hands meetings and meals; the
repurposed Admin Building seems to be meeting the space planning needs the large
gathering space needs without the need for these larger spaces to be placed in a more
expensive new building (e.g., the former mothership concept of the prior staff building
planning).
Biosolids Facilities Plan
In 2014, the City developed a Biosolids Facility Plan (BFP) to evaluate and recommend a biosolids
technology to replace incineration and a biosolids disposal plan for review and approval by City
Council. The 2014 BFP can be found at link below'. The BFP recommendation was to construct a
Phase I sludge dewatering and truck loadout facility which is now in operation. A future Phase II
facility was to include anaerobic digestion facilities including thermal hydrolysis processing (THP)
of biosolids followed by mesophilic anaerobic digestion (MAD) with a combined heat and power
(CHP) facility to utilize the biogas. This recommendation was based on a combination of economic
and non -economic factors emphasizing energy production, greenhouse gas reduction, capital cost,
and life -cycle cost.
The THP/MAD/CHP alternative was further developed in a Preliminary Design Report in 2015.
This report can be found at link below2. With further project definition and design development,
the estimated capital cost for the selected alternative increased from $57M to $71M. This revised
cost estimate, coupled with the complexity of operating a new THP facility, led to the decision to
abandon the THP/MAD/CHP project in early 2015. The design of the dewatering and truck loading
facilities proceeded in 2015 and the new facility was operational in early 2019.
Since completion of the BFP and Sludge Dewatering and Loadout Facility, there have been several
new developments in the industry that warrant revisiting the previous recommendations and
updating the BFP. These include:
• The City has completed the new sludge dewatering and truck load -out facility and the
incinerators have been decommissioned.
• Recent legislation in California is driving new regulations that impact biosolids disposal
options, organic waste management options, as well as short-lived climate pollutants
(including methane) and other air emissions from wastewater treatment facilities.
• Several technologies that were nascent at the time of the BFP have advanced with recent
installations and operational history in California. These include the Lystek low -
temperature alkaline hydrolysis process and the Bioforcetech drying and pyrolysis process.
• A BFP 2019 update that re-evaluated long-term biosolids management and energy recovery
alternatives. The ultimate outcome for the near -term was to continue hauling and treating
1 City of Palo Alto https://www.cityofpaloaIto.org/files/assets/public/public-works/environmental-
compliance/water-quality/2010-rwgcp-master-planning/parwgcp-biosolids-facility-plan-final.pdf
2 City of Palo Alto https://www.citvofpaloalto.org/civicax/filebank/documents/61625
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dewatered sludge at regional treatment facilities which would handleL Engineers, Inc his
update can be found at link below3.
• The City has awarded a five-year contract for offsite biosolids processing. A new five-year
contract will be in place by April 1, 2024 for a term of April 1, 2024 to March 31, 2029.
• The Regional Water Quality Control Board (RWQCB) has adopted a Nutrient Watershed
Permit and is moving toward regulating total nitrogen in effluent discharged to the San
Francisco Bay. This has led to a reassessment of the recommendations of the LRFP and the
City has decided to replace the aging Fixed Film Reactor (FFR) facilities with a biological
nutrient removal (BNR) process. This will result in a change in solids production rate
(about 34% more WAS and 10% more total sludge) and solids quality and potential future
dewatering side -stream treatment requirements.
• Wastewater flows have decreased and waste strength has increased due to water
conservation measures and a drop in infiltration and inflow into sewers over the long-term.
The Biosolids Facility Plan needs to identify a layout and siting concept for near- and long-term
solutions, within the Plant fence line and/or at the Measure E site, adjacent to the Plant's southeast
boundary. The Measure E site is owned by the General Fund and is former parkland. If authorized
by Council, the Measure E site could be used by the Wastewater Treatment Fund for a biosolids
facilities process (i.e., "an environmental technology" as defined in the Measure E language). City
Council has the option to rededicate some or all of the Measure E site as parkland at any time.
However, this LRFP Update is an important study to help City Council decide whether it is
beneficial for the City to use the Measure E site for use for a future biosolids technology, and
Council is likely to defer any decisions on park rededication until completion of this study. The
2019 Biosolids Facilities Plan update only analyzed biosolids technology facilities inside the plant
fenceline because the technology evaluation did not dictate the need for supplemental land. This
study, at the direction of Council, will be evaluating the Measure E site in addition to land inside
the plant fenceline.
III. INITIAL PROJECT DEFINITION
A successful Long Range Facilities Plant Update will address the RWQCP key issues and meet the
RWQCP long term goals.
Key Issues (in no particular order):
Schedule
o The City needs to make RWQCP layout and space planning decisions as soon as
possible. The Biosolids Facility Plan Update and the Workspace Planning tasks
need to occur first and findings from these tasks need to be used by the City before
the conclusion of the complete Long Range Facility Plan Update.
• Existing Conditions and Capital Improvements:
o Project Location: The RWQCP is located within a flood plain, adjacent to the San
Francisco Bay, a baylands park, a closed landfill, and an active airport. Associated
conditions, including but not limited to, flooding, sea level rise and related rising
3 City of Palo Alto https://www.cityofpaloalto.org/files/assets/public/public-works/water-quality-control-
plant/sludge-dewatering-building/finaId raft palo alto bfp update.pdf?t=47012.05
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shallow groundwater conditions (see City of Palo Alto Sea L Engineers, Inc lity
Assessment section 8.2.5.2 for anticipated inundation and d�pm to grown water
changes in future decades, and Sea Level Rise Adaptation Policy at
www.cityofpaloalto.org/sealevelrise), miscellaneous fill, young bay mud, and
temporary and permanent facility height restrictions need to be considered.
• The RWQCP is located adjacent to light -industrial and commercial
properties. Temporary and permanent aspects of the Project
implementation, including traffic, noise, dust and odors need to be
anticipated and mitigated.
• The RWQCP is located over "bay mud" and miscellaneous fill.
Geotechnical investigations are required to understand soil conditions and
seismic criteria. All current Capital Improvement Plans (CIPs) utilize deep,
drilled piles as part of the foundation system for structures, including
equipment pads.
o Reliability: The RWQCP is critical infrastructure, required to be staffed and
operate through extreme events and future conditions (including anticipated sea
level rise, changing shallow groundwater conditions, and potential 100 -year flood
event; seismic events, and mechanical and power failures) with minimal impacts.
o Costs: The Plant needs to understand the initial and long-term costs associated with
proposed improvements and the costs/risks of no improvement alternatives to
ensure the best value for the Partners is programmed.
o Project Prioritization and Sequencing: To the greatest extent possible, the City
needs to understand its infrastructure's risk of failure and consequence of failure.
Capital improvement projects need to be developed to minimize infrastructure
failure harming public health, property, and the environment. Consideration also
needs to be given to the space and resources available to complete projects and the
logical sequencing of related projects (related by process or related by area).
Projects should be phased as needed to align with resources, including funding.
o CIP Constructability: Staging, laydown, and parking constraints need to be
considered when defining projects.
• Identification and Allocation of Costs
o Operations and Maintenance Costs: To ensure fair cost allocations to the Partners
of the Plant based on flow and strength components of the wastewater, the City
needs to understand the total cost components of its reoccurring services, including
administration, operations, maintenance, and contractor/vender services.
o Capital Cost (Debt) Shares: The City assigns to each Partner a proportion of the
capital costs associated with each major project. The City needs to review their
existing methodology for assigning costs and to evaluate alternative methodologies.
The City favors a methodology that is fair, transparent, and appropriately detailed.
• Spatial Considerations: The Plant has had the same property line and footprint since
1972. Over that time, the Plant has utilized the available footprint to adapt to its operations
and infrastructure to meet community and regulatory drivers; the Plant has expanded its
wastewater treatment capacity and recycled water production, reduced its onsite air
emissions, and improved effluent water quality. The fixed footprint has made it challenging
to implement capital improvement projects and major maintenance activities while meeting
all the Plant's high standards and regulatory requirements (e.g., issues with staging,
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laydown, parking, and maintenance of screening and buffer lands). T Engineers, Inc the
opportunity to acquire adjacent properties and relocate some Plant stall groups ou si e the
existing Plant footprint. The Plant needs to understand and quantify the
benefits/opportunities of acquiring a new property. A significant part of the consideration
is the planning -level costs for the several building construction and renovation alternatives,
listed in Task 3.
• Biosolids Facilities and Management: Due to the changing disposal requirements and
evolving opportunities and technologies, the City needs to again update their Biosolids
Facility Plan (BFP). The plan, Biosolids Facility Plan Update, needs to: evaluate biosolids
disposal options, onsite treatment opportunities, and opportunities for regional
partnerships; identify improvement projects required at the Plant and associated estimated
costs and greenhouse gas emissions; and identify planning level layout(s) and space
requirements. The BFP Update needs to include a 30 -year planning horizon.
Long Term Goals (in no particular order):
Prior to the 2012 Long Range Facility Plan, a long-term Goals Study was conducted with extensive
input from the community, other stakeholders, and Plant staff. That effort identified 18 goals to
guide RWQCP activities. Fundamentally, the long-term goals remain the same and are the basis
for the Long Range Facilities Plan Update. The long-term goals for the RWQCP are listed below.
• Meet Future Capacity Needs
• Meet or Exceed Regulatory Requirements
• Minimize or Eliminate Toxins in the Influent
• Minimize Energy Consumption and Maximize Energy Life Cycle Efficiency
• Minimize or Eliminate Potentially Hazardous Chemical Usage
• Minimize or Eliminate Total Release of Toxins to the Environment
• Minimize Impact on Ecosystem
• Minimize Impacts on Community, Including Neighboring Communities
• Minimize or Justify Financial Impacts on Ratepayer
• Involve Stakeholders in the Decision -Making Process
• Immobilize or Beneficially Reuse Persistent Toxins
• Take Leadership Role in Promoting Beneficial Reuse and Environmental Enhancement
• Maximize Worker Safety
• Maximize Recycled Water as a Supplemental Water Source
• Minimize the Plant's Lifecycle Greenhouse Gas Emissions
• Address Climate Change, Sea Level Rise and Changing Shallow Groundwater Conditions
• Minimize Recycled Water Salinity
IV. CONSULTANT SCOPE OF SERVICES (BASIC SERVICES)
The CONSULTANT's scope of work shall include the tasks described in the following sections.
The CONSULTANT shall not perform work on a task prior to an explicit approval by the City to
proceed with work for that specific task.
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City anticipates the CONSULTANT's work to proceed as follows with adj Engineers, Inc by
the CONSULTANT where mutually agreed to with the City:
Step 1: Update population and load projections for new planning horizon (50 -year) (Task 4)
Step 2: After Step 1, Specific Facilities Plans for Workspaces and Biosolids
1. Workspace Planning Facilities Plan (Task 3)
2. Biosolids Facility Plan Update (Task 2)
Step 3: In parallel with Step 2
1. Cost of Service Assessment for Operating and Capital Cost Allocations (Task 7)
Step 4: After Step 1 and parallel or after Steps 2 & 3, investigate existing RWQCP condition and
process needs (Task 5)
Step 5: After Step 4, Key assessments of capital assets and site planning (Task 6)
Step 6: After Step 5, Updating recommended projects and prioritization list with new Association
for the Advancement of Cost Engineering (AACE) Class 5 estimates (Task 8)
Task 1 — Project Management
Task 1.1— Invoicing/Project Controls
Provide necessary administration, project controls, quality assurance and professional oversight of
the Project and the CONSULTANT's subconsultants to ensure the Project remains on schedule,
remains within budget, maintains continuity of information, and satisfies the requirements of the
CONTRACT.
Prepare and distribute a Project Management Plan (PMP) for City's record. Within the PMP,
include the baseline schedule, budget, spending projection, contacts/subcontracts and procedures.
Include a Project Directory with roles and contact information and a Quality Assurance and Quality
Control Plan.
Prepare and submit monthly invoice packages to the City. Billing period shall include the full
calendar month and not overlapping two separate Fiscal years (i.e., not to combine June and July
invoices). If reimbursable incurred, include a summary table listing the subject matter/ personnel
name, date, purpose and associated expenses; label each receipt with a numerical number. Include
a progress report with invoices to document progress. Provide progress updates for each task on
the sub -task level, the budget status (authorized amount, current billing, billed to date, previously
billed, amount remaining, and percent spent), an earned value analysis chart, a list of outstanding
issues and potential changes, a project schedule status and schedule concerns. Identify and mitigate
potential budget overruns and schedule changes.
Prepare, maintain, and update the status of Project schedule for City's review and comments.
Prepare Project schedule status monthly with the Progress Report. Identify and mitigate schedule
changes.
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Task 1.2 — Kick -Off Meeting Engineers, Inc
Facilitate a hybrid (in-person/virtual) meeting at the initiation of the Project (Kick -Off Meeting),
with the City Project Manager and City staff to discuss overall project coordination, data
collection, and project schedule. Walk the Project site. Provide meeting attendees with an agenda
seven (7) calendar days in advance of the date of the meeting. Provide meeting attendees with
summary minutes and electronic copies of any supplemental materials used during the meeting no
later than fourteen (14) calendar days from the date of the meeting.
Task 1.3 — Project Progress Meetings
Conduct virtual (via phone or web conference services) Project Progress Meetings with City
Project Manager, twice a month. The frequency of Project Progress Meetings can be decreased at
the City's discretion.
Deliverables:
• Draft and final Project Management Plan.
• Baseline project schedule with milestones.
• Agenda and minutes for kick-off meeting.
• Monthly invoices, including monthly Progress Reports.
Assumptions:
• The kick-off meeting will be attended by up to five Carollo staff and up to two Jacobs staff.
The kick-off meeting will be a hybrid meeting, with some staff attending in person and
others attending virtually and will have a 2 -hour duration. In -person attendees will walk
the project site after the kick-off meeting.
• Project progress meetings will be attended by up to two Carollo staff and one Jacobs staff.
Meetings will be virtual and have a 1 -hour duration.
• Quality assurance and professional oversight of Project tasks will be performed under
individual task budgets.
• All deliverables will be provided in electronic format.
Task 2 - Biosolids Facility Plan (BFP) Update
Task 2.1 - Update Background Information
The RWQCP currently co -thickens primary sludge and WAS in gravity thickeners and dewaters
thickened sludge in belt filter presses. Dewatered cake is hauled for offsite processing by Synagro
and Lystek.
Collect up to 5 years of available data on current solids (primary sludge, WAS, thickened WAS
and primary sludge, and dewatered cake) quantities and characteristics (flow, total solids
concentration, volatile solids concentration). Assess gravity thickener and belt filter press current
operations (operating schedule, duty/standby units), process performance (hydraulic and solids
loading rates, polymer dose, solids capture rate, and thickened and dewatered solids
concentration).
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Assess current solids handling operating costs (power use, polymer Engineers, Inc and
maintenance labor, equipment maintenance) and end -use costs to establisn me baseline "do-
nothing" solids processing alternative.
Review previous biosolids evaluations including the 2012 Long Range Facilities Plan, the 2014
Biosolids Facility Plan, and the 2019 Biosolids Facility Plan Update.
Develop draft BFP update priorities and evaluation criteria and methodology to be used in the
biosolids alternatives screening and evaluation. The evaluation criteria and methodology used in
the 2019 Biosolids Facility Plan Update will be used as a starting point for this BFP Update;
CONSULTANT will review and modify as needed, with input from the City.
Conduct a kickoff workshop with Plant staff to review and confirm the draft BFP Update priorities,
evaluation criteria and methodology, the current solids quantities, the current solids processes
performance, and current solids handling and end -use costs. Draft a BFP Update Background and
Introduction Technical Memorandum (TM) for the City's review and comment. Incorporate City's
comments in the final BFP Update Background and Introduction TM.
Task 2.2 — Develop Baseline Solids Projections
The BNR/MABR secondary treatment upgrades, projected to be in service in 2028, are expected
to result in a substantial change in solids production rate (about 34% more WAS and 10% more
total sludge). This change in solids production rate and primary sludge to WAS ratio is expected
to affect the gravity thickening and belt filter press dewatering performance.
The BFP Update will be based on a 30 -year planning horizon. CONSULTANT will use the primary
sludge and WAS loading projections (pounds per day) and volatiles solids concentrations (%VS)
from the BioWin model developed in Task 4.3 and thickening and dewatering process performance
assumptions to develop annual average and maximum month solids projections (primary sludge,
WAS, thickened primary sludge and WAS, and dewatered cake) for use as the basis of sizing
potential future solids processing facilities and off -site management options. CONSULTANT will
use the existing thickening and dewatering performance criteria from Task 2.1 as a baseline and
modify them based on expected changes in performance criteria from the BNR/MABR upgrades.
Task 2.3 — Regulatory Requirements and Trends
Review regulatory review chapters of previous biosolids evaluations including the 2012 Long
Range Facilities Plan, the 2014 Biosolids Facility Plan, and the 2019 Biosolids Facility Plan
Update.
Review current and expected future regulations, including:
• Federal, state, and local regulations applicable to existing and potential future solids
processing and beneficial reuse.
• Regulations on short-lived climate pollutants (Senate Bill 1383) and emerging
contaminants of concern: plastics/microplastics and PFAS.
• Regulations relating to air emissions from digester gas treatment, flares, boilers,
cogeneration, drying, and gasification/pyrolysis (since alternatives to be evaluated in Tasks
2.4 and 2.5 may include anaerobic digestion and thermal processes).
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• Regulations on sea level rise and related shallow groundwater d Engineers, Inc as
applicable.
Conduct a Basis of Planning workshop with Plant staff to review the solids projections developed
in Task 2.2 and the regulatory requirements and trends developed in Task 2.3. Draft a Regulatory
Requirements and Trends TM for the City's review and comment. Incorporate City's comments in
the final Regulatory Requirements and Trends TM.
Task 2.4 - On -Site Solids Processing and Off -site Management Alternatives Screening
Evaluate potential on -site solids processing and off -site management alternatives. CONSULTANT
will review the alternatives developed in the previous biosolids evaluations including the 2012
Long Range Facilities Plan, the 2014 Biosolids Facility Plan, and the 2019 Biosolids Facility Plan
Update.
On -site solids processing alternatives may be sited at the Measure E site, immediately adjacent to
RWQCP (see staff report below for more information)4. The City Council has authorized that the
Measure E site can be used as a potential future biosolids processing facility. Evaluate the latest
developments for established and emerging technologies. Potential on -site solids processing
alternatives include:
• MAD (mesophilic anaerobic digestion) with recuperative thickening
• TAD (thermophilic anaerobic digestion)
• TPAD (Two -Phase Anaerobic Digestion)
• MAD with THP (Thermal Hydrolysis Process)
• Low Temperature Alkaline Hydrolysis (Lystek International, Inc.)
• Drying / Pyrolysis (Bioforcetech Corporation; Aqualine)
• Gasification (this alternative is expected to be eliminated due to need for wood chip
addition)
• Thermal Drying
• Greenhouse Solar Drying
CONSULTANT will take into consideration the possibility of using mechanical thickeners (such
as rotary drum thickeners) immediately downstream of the gravity thickeners or blend tank to
increase the solids concentration and reduce the required downstream biosolids facility footprint.
CONSULTANT will evaluate expected impact of digestion on downstream dewatering
performance.
Coordinate with the City to develop a list of up to five (5) off -site management alternatives for the
City of Palo Alto. Off -site alternatives may be speculative. Potential off -site management
alternatives include:
• San Jose WPCP Public Private Partnership (P3) imported feedstock opportunity
4 City of Palo Alto, April 3rd, 2023, SR 2303-1145 https://www.Cityofpaloalto.org/files/assets/public/agendas-
m inutes-reports/reports/city-ma nager-reports-cmrs/2023/sr-2302-0942.pdf
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For each on -site and off -site alternative, evaluate high-level advantages, L Engineers, Inc ent
installations, relative greenhouse gas (GHG) emissions (including for the processes ana required
trucking/hauling), and relative capital and operations and maintenance (O&M) costs. For
greenhouse solar drying and other large footprint alternatives, estimate footprint requirements to
determine if there is sufficient space at the RWQCP and Measure E site for these processes.
Conduct an On -Site and Off -Site Solids Alternatives Screening Workshop with City staff. At the
workshop, use the screening evaluation criteria and methodology established in Task 2.1 to screen
the options down to up to five (5) alternatives for alternatives development and analysis ("selected
alternatives").
Task 2.5 - Alternatives Development and Evaluation
Develop the selected alternatives identified under Task 2.4. Focus on a comparative evaluation and
identify major differences between alternatives that align with the evaluation criteria identified in
Task 2.1. Develop planning -level capital and life -cycle cost estimates and non -economic
evaluations. Evaluate compliance with and flexibility to meet anticipated future regulatory
requirements. Develop quantitative GHG emissions. Include in the GHG analysis the changing
regulatory landscape that requires future sludge hauling trucks to be electric by 2036; evaluate
hauling GHG emissions for two scenarios: current diesel trucks and future electric trucks.
Consider the spatial requirements of the selected alternatives and prepare a preliminary site layout
plan for each, including trucking routes. Include required appurtenances for each alternative.
Provide key parameters for each alternative, including height, area, and operations and
maintenance areas.
Draft an Alternatives Development and Evaluation TM for the City's review and comment. In
addition to documenting the findings of this task, include a description of the solids projections
developed in Task 2.2 and of all alternatives considered and the basis for the initial screening
conducted in Task 2.4. Conduct an Alternatives Development and Evaluation workshop.
Incorporate City's comments in the final Alternatives Development and Evaluation TM.
The City has determined that alternatives involving food waste receiving, microturbines, fuel cells,
compressed biogas vehicle fueling and compressed biogas for pipeline injection will not be
included in the evaluation.
Task 2.6 - Recommended Biosolids Alternatives(s)
Collaborate with the City to identify a recommended biosolids alternative. If the preferred
alternative is speculative, also provide a non -speculative recommended biosolids alterative.
For the recommended biosolids alternative(s), develop:
• Process flow diagram
• Nutrient removal strategy (including struvite, side -stream treatment)
• Ancillary facility requirements
• Preliminary site layout and square footage / acreage requirements
• Constructability issues
• Beneficial reuse and final disposition of residuals
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• Estimated capital costs Engineers, Inc
• Estimated operations and maintenance (O&M) costs
• Estimated GHG emissions
o For trucking alternatives, consider emissions for both diesel and electric vehicles
• Risk management and mitigation strategy
Develop a draft Recommended Biosolids Alternative(s) TM detailing the recommended
alternative(s). Conduct a Recommended Biosolids Alternative(s) Workshop. City's review
comments on the draft Recommended Biosolids Alternatives TM will be incorporated into the final
Recommended Biosolids Alternatives TM.
Prepare a slide deck of technical support materials and exhibits for future City Council and partner
agency presentations, detailing the BFP Update findings and recommendations. Target a 20 -minute
length of presentation. Incorporate two cycles of City's review comments.
Task 2.7 - Biosolids Facility Plan Update
Provide a draft Biosolids Facility Plan Update, compiling the TMs developed in the preceding
subtasks. The BFP Update will include an Executive Summary of the findings, conclusions, and
recommendations. Conduct a workshop to review and discuss the draft BFP Update with City
Staff. Incorporate City's comments and provide a final BFP Update.
Deliverables:
• Agenda, materials, and minutes for all workshops:
o BFP Kickoff
o Basis of Planning Workshop (covering solids projections and regulatory
requirements and trends)
o Biosolids Alternatives Screening Workshop
o Alternatives Evaluation Workshop
o Recommended Alternative(s) Workshop
o BFP Update Review Workshop
• BFP Background and Introduction TM, draft and final versions.
• Regulatory Requirements and Trends TM, draft and final versions.
• Alternatives Screening and Evaluation TM, draft and final versions and comment log.
• Recommended Biosolids Facilities Alternative(s) TM, draft and final versions and
comment log.
• Biosolids Facility Plan Update, draft and final versions, and comment log
• Recommended Biosolids Facilities Alternative(s) presentation materials for future City
Council and partner Agency presentations, two drafts and one final version.
Assumptions:
• Workshops will be attended by up to five Carollo staff and up to three Jacobs staff.
Workshops will be virtual and have a 2 -hour duration.
• Cost estimates will be developed consistent with AACE Class 5.
• All deliverables will be provided in electronic format.
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Task 3 - Workspace Plannint Engineers, Inc
Task 3.1— Confirmation of RWQCP's Workspace Vision, Needs and Constraints
Review background information including preliminary design documents, record drawings, LRFP
and other available documentation to understand site constraints and initial space and area
requirements for Plant staff. Review of the background information will focus on the following:
• Sites for new or leased buildings located off the Plant site that were identified in the RFP.
• Existing Administration building.
• Existing Operations Building
Conduct a kickoff meeting and up to two follow-up meetings to confirm and finalize the
vision/purpose/uses, the requirements/restrictions for siting the facilities, by Group (up to three
meetings total).
CONSULTANT will summarize the updated vision/purpose/uses, space and needs requirements
in a TM (Vision, Needs and Constraints TM, draft and final) to define the program requirements
for the Plant's workspaces and related facilities.
Task 3.2 — Workspace Concept Development and Evaluation
Develop a series of initial workspace concepts for Plant workgroups, excluding Operations and
Maintenance workgroups. Each concept will either be a standalone predefined workspace
alternative or a combination of the predefined workspace alternatives. Provide a short narrative
describing the concept and planning level capital cost estimates. Conduct a workshop to review
the initial concepts with the City, characterize the potential advantages and disadvantages, and
screen the series of initial concepts to result in up to three favorable concepts.
Develop the three favorable concepts, as determined by the City, including site layout schematics,
schematic building elevations, other graphical representations (e.g., adjacencies), and planning
level costs. Conduct a workshop to present the two favorable concepts, refine the associated
advantages and disadvantages, and solicit City feedback to select one preferred concept.
Develop a draft Workshop Concept Development and Evaluation TM detailing the initial
workshop concept screening, the three favorable concepts, the planning -level project life -cycle
costs, key long -lead considerations (e.g., land acquisition, permit requirements) and findings (the
preferred concept). Provide a discussion on the possible ways to phase alternatives to
incrementally meet the City's needs over the planning horizon. Collaborate with the City to
identify a recommended alternative. Incorporate the City's comments on the draft TM, workshop,
and presentations in the final Workshop Concept Development and Evaluation TM.
Prepare technical support materials and exhibits for City Council and partner agency presentations.
Target a 20 -minute length of presentation. Incorporate two cycles of City's review comments.
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Task 3.3 — Preliminary (10%) Design for Rehabilitation of Existing BuiI Engineers, Inc
Reference record drawings, visit the site, and review available documentation to understand site
constraints, existing building layout, and geotechnical conditions for the existing (1)
Administration Building and (2) Operations Building.
• Operations Building:
o Develop two layout alternatives drawings to accommodate the Operations Group,
SCADA/Control room, SCADA Development Cubicle/Area, and upgraded Server
room on second floor, bathroom/change room/mud room and locker room on first
floor, and a kitchen/lunchroom.
o In collaboration with the City, select a layout for the 10% design of the
rehabilitation.
• Administration Building:
o Develop two layout alternatives to accommodate a multipurpose space that can be
utilized as a large meeting/gathering area for all -hands meetings, project pre -bid or
pre -proposal conferences, trainings, community outreach meetings, as well as a
private office, SCADA Development work area and miscellaneous training and tour
sessions.
o Note that the Administration Building will be for common spaces only (no
programmed workgroup areas).
o In collaboration with the City, select a layout for the 10% design of the
rehabilitation.
• For both buildings, develop a 10% Design Package:
o Develop the design criteria for the building and identify major elements of the
rehabilitation required to meet applicable codes (e.g., seismic upgrades, sea level
rise adaptation).
o Identify major building support systems requiring upgrades (e.g., HVAC) during
buildings' design life.
o Update the project life cycle costs and project implementation schedule.
o Identify any data gaps that will require additional, future investigations.
o Develop 10% design drawings.
Conduct a workshop to present the 10% Design Package and solicit City feedback. Incorporate
City's comments from the draft design package and workshop in the final design package.
Deliverables:
• Agenda, materials, and minutes for all workshops and meetings:
o Vision, Needs and Constraints Kickoff Meeting.
o Up to two additional Vision, Needs and Constraints Meetings.
o Workspace Concepts Screening Workshop.
o 10% Design Review Workshop.
• Vision, Needs, and Constraints TM, draft and final versions.
• Workshop Concept Development and Evaluation TM, draft and
comment log.
final versions and
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• Workspace Planning presentation materials for future City Counc1 Engineers, Inc ncy
presentations, two drafts and one final version.
• 10% Design Package for Operations Building and Administration Building rehabilitations,
draft and final versions and comment log.
Assumptions:
• Workshops will be hybrid (in person and virtual) and attended by up to three Jacobs staff
(in person) and one Carollo staff (virtually). Workshops will have a 2 -hour duration.
• All deliverables will be provided in electronic format.
• Cost estimates will be developed consistent with AACE Class 5.
• New workspace construction should have a minimum design life of 50 years.
• Renovated workspaces need to include life -cycle costs to have comparable useful life as
new workspace construction.
Task 4— Background and Baseline Information
Task 4.1 — Wastewater Flow and Load Projections
Collect and summarize up to 5 consecutive years of Plant influent wastewater flows and
characteristics. Determine the historical Average Day Dry Weather, Average Day Wet Weather,
Maximum Month, and Peak Day Wet Weather flow and load conditions.
Develop population forecasts and expected per capita wastewater flows and loads for each Partner
Agency in coordination with Partners' planning efforts. These forecasts will consider the following
information from the Partners:
• urban water management plans
• census data
• ABAG projections
• sewer master plans
• planning department projections
• other population projections formally adopted by each Partner Agency
Population forecasts and per capita wastewater flow and load projections will also be informed by
a questionnaire developed by the CONSULTANT to determine each Partner Agency's expected
2075 flow and load projections for City's review and distribution. CONSULTANT will compile
and analyze questionnaire responses, attend up to six (6) City coordinated meetings with each
Partner Agency, and compile meeting information.
Based on historical flows and loads, population forecasts, and expected flow and load projections
for each Partner Agency, develop Average Day Dry Weather, Average Day Wet Weather, Maximum
Month, and Peak Day Wet Weather flows and loads for the year 2075.
Task 4.2 — Recent and Ongoing Plant Improvements
Summarize the major and minor capital improvements completed and underway at the Plant since
the 2012 Long Range Facilities Plant. Perform one (1) site visit and meet with Plant staff to verify
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equipment rating of critical equipment, as needed. CONSULTANT shall noj Engineers, Inc ord
information. Based on record information and site verification of critical equipment rating,
CONSULTANT will summarize the design criteria of the current and planned facilities, to be used
in Task 4.3.
Task 4.3 — Process Modeling, Capacity Assessment, and Solids Projections
The City will provide the EnviroSim Associates BioWin process model to the CONSULTANT to
use. The process model was developed by Brown & Caldwell after completion of the Secondary
Treatment Upgrade project design. The CONSULTANT will use the wastewater flow and load
projections developed in Task 4.1 and the design criteria for recent and ongoing plant
improvements developed in Task 4.2 to update the process model, as needed.
CONSULTANT will use the model to develop primary sludge and waste activated sludge (WAS)
loading projections for the 30 -year planning horizon to be used in Task 2 (Biosolids Facility Plan
Update). These primary sludge and WAS load projections will be based on the Plant's planned
treatment process.
CONSULTANT will conduct a capacity assessment of existing Plant processes based on the 2075
projections developed in Task 4.1 and the design criteria determined in Task 4.2. CONSULTANT
will compile a matrix of all major treatment processes and their capacities. Based on the capacity
assessment, CONSULTANT will identify capacity limitations and capacity -driven expansion
needs over the next 50 years. CONSULTANT will allocate capacities by Partner Agency
allocation, according to the information tabulated in Task 7.2 and compare allocated Partner
capacities with future projections to identify exceedances.
The updated BioWin simulator inputs and results will be shared with the City for future use.
Task 4.4 — Regulatory, Environmental and Community Constraints
Review Plant's current NPDES permit. Conduct a workshop with the Plant's Regulatory Group
staff to discuss current and potential future regulatory requirements. This task will include the
following topics:
• Current and Potential Future Regulatory Requirements
o Monitoring and Effluent Water Quality
o Air Emissions Quality (except for potential future biosolids processes, which will
be covered in Task 2.3)
o Environmental Compliance Laboratory TNT Requirements
o Pretreatment
• Community Goals and Concerns
• Regional Trends, Studies, and Opportunities
• Emerging Contaminants of Concern (specifically, ones that could require a project or
change in Plant operations during the planning horizon)
Task 4.5 - Development of Evaluation Criteria and Methodology
Develop the criteria for the evaluation of existing infrastructure and potential improvements. The
evaluation criteria and methodology used in the 2012 LRFP will be used as a starting point for this
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LRFP Update; CONSULTANT will review and modify as needed, with Engineers, Inc ity.
Evaluation criteria may include:
• Planning -level capital, operational, and maintenance cost (including life cycle costs)
• Estimated staffing requirements/costs
• Redundancy, reliability, and longevity
• Ease of operation and safety
• Ease of maintenance
• Modifiable — to increase capacity, link with a process change, etc.
• Environmental considerations: e.g., release of nitrogen to the bay, etc.
• Carbon footprint minimization, especially through in -plant energy use reduction and
energy recovery
• Impacts on adjacent land uses (e.g., visual, odors, height, noise, traffic, etc.)
• Treatment capacity and physical size, layout, footprint, and elevation impacts
• Performance and usage history
• Risk Factor (determined by Risk of Failure and Consequence of Failure)
• Constructability
Recommend a weighting/prioritization of criteria, or an alternative evaluation methodology. City
to approve of final methodology.
Draft a Basis of Planning TM summarizing the findings from Tasks 4.1 to 4.5 for the City's review
and comment. Incorporate City's comments in the final Basis of Planning TM.
Deliverables:
• Partner Agency's flow and load questionnaire, draft and final versions.
• Agenda, materials, and minutes for all workshops/ meetings:
o Flow and Load Projections, Recent Plant Improvements, and Regulatory and
Community Constraints Workshop.
o Evaluation Criteria and Methodology Workshop.
o Capacity Limitations and Recommended Projects Workshop.
• Basis of Planning TM, draft and final versions.
Assumptions:
• The site visit to confirm capacity information will be attended by up to three Carollo staff.
• Workshops will be attended by up to four Carollo staff. Workshops will be virtual and have
a 2 -hour duration.
• All deliverables will be provided in electronic format.
Task 5 — Existing Plant Infrastructure and Process Assessment
Task 5.1— Desktop Analysis
Perform a desktop analysis of existing Plant infrastructure and assess the current processes (listed
below). Use industry guidelines, project team experience, and City staff input to establish expected
useful life estimates by classification. Install date and equipment and asset size/capacity
information to be provided by the City to support the desktop calculation. Where data is lacking
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or insufficient, approximate install date from record drawings for original 4 Engineers, Inc om
upgrade/expansion projects. Note the age, capacity, and estimated remaining usetul life o the
subject infrastructure in a TM. Identify data gaps in the desktop analysis, make recommendations
for infrastructure in need of field condition assessment (investigations), and prepare a draft Field
Investigations Plan.
• Onsite Infrastructure
o Dual Media Filters
o Secondary Clarifiers
o Yard Piping
o Recycled Water Facilities
o W4 (Plant Water) Pumps and Power Distribution
o Electrical Facilities
o Hazardous Material Storage Facility
o Compressed Air System (compressors and lines)
o Gravity Thickeners
o Equipment Room
o Warehouse
o Chlorine Building
• Offsite Infrastructure
o Adobe Creek saltmarsh pump
o Golf course recycled water pipeline and pump station
o Joint Intercepting Sewer (60" / 72" diameter)
• Pipeline Analyses
• Metering Station
• Approximately 2,364 feet out of 9,000 linear feet of the joint intercepting
sewer closest to the Plant will be rehabilitated (via CIPP) in summer 2024.
• Future rehabilitation of the remaining and upstream portions of the Joint
Intercepting Sewer.
• Flow Meters
Conduct a workshop with Plant staff to review the draft Desktop Analysis TM and the draft Field
Investigations Plan and to coordinate investigations with Operators. Incorporate the City's
comments from the workshop and the draft Field Investigations Plan in the final Desktop Analysis
TM and Field Investigation Plan.
Task 5.2 — Sea Level Rise and 100 -Year Flood Adaptation
The CONSULTANT will review the following reference documents to identify paths forward to
improve plant's resiliency against sea level rise and 100 -year flood events:
• City of Palo Alto Sea Level Rise Adaptation Policy (March 2019)5
5 City of Palo Alto. 2019. Sea Level Rise Adaptation.
https://www.cityofpaloa lto.org/files/assets/public/v/1/susta inabi lity/sea-level-rise/sl r -adaptation -
policy web.pdf?t=71340.78
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• City of Palo Alto Sea Level Rise Vulnerability Assessment (June 20 Engineers, Inc
• The Plant's LiDAR topography.
Based on the references, the Consultant will identify the projected flood elevation in the short-
term (2030), mid-term (2050), and long-term (2100). The consultant will identify key sea level
rise and flood criteria, including sea level rise elevation, flood depth, and inundation duration with
City staff. The Consultant will interview staff and analyze previous Plant CIP projects to
understand the current timeline of equipment replacement and the cost premium of raising assets
as they reach the end of their useful life, as well as the potential long-term impacts to site access
under this strategy.
The CONSULTANT will develop at least three alternatives for adaptation of the RWQCP over the
planning horizon. Adaptation strategies included in these alternatives shall consider the feasibility,
economic impacts, and environmental consequences of various mitigations that may include both
natural and engineered adaptation alternatives and/or operational changes, including raising the
foundation of critical equipment as they reach the end of their useful life; installing flood doors for
existing building; and/or constructing a perimeter flood wall. The Project study area shall focus on
City -owned infrastructure located within the boundaries of the RWQCP but shall also consider site
access routes under future conditions. The CONSULTANT will collaborate with City staff through
workshop(s) to review and finalize the measures to be included in each alternative.
Based on the final alternative concepts, the CONSULTANT will then develop a cost estimate and
qualitative cost -benefit analysis of each potential alternative, highlighting the recommended
alternative, based on long-term costs of implementation, assuming no outside funding. The
CONSULTANT will develop a reasonable implementation schedule for each alternative. Develop
a 50 -year timeline for each alternative, indicating the percentage of the Plant's assets that would
be protected each year, based on the projected flood elevations. Assume that no regional solutions
(regional levee) are implemented during the subject period. For all alternatives:
• Estimate the conditions and assumptions that would be required to operate the Plant during
an inundation event (if operation is possible).
• Estimate the impact inundation would have on the Plant's ability to receive, treat, and
properly discharge the Plant influent.
• Estimate the extent of damage, including cost impact, to City's asset for baseline condition
(do nothing) and for each alternative.
• Estimate the requirements to bring the Plant back to fully operational following an
inundation event.
• Estimate the cost to implement each alternative using a present worth analysis.
Facilitate a workshop to present the analysis to City staff. Based on the results of the workshop,
the CONSULTANT will prepare a Climate Adaptation Plan TM. The TM will summarize the
recommended climate adaptation requirements, detail the potential alternatives for meeting the
Plant's requirements, and include graphics/figures for each alternative, including mapping of
projected inundation areas at the planning horizons and the alignment and elevation of any
6 City of Palo Alto. 2022. Sea Level Rise Vulnerability Assessment.
https://www.cityofpaloa lto.org/files/assets/pu blic/v/1/pu bl ic-works/environmenta I-compliance/sea-level-
rise/pa l o -a lto-sea-1 evel-ri se -vu l ne ra bi l ity-assessm ent-i u n e-2022-062822-linked-fi n a 1. pdf
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protective measures considered. Provide the City staff two drafts for comme Engineers, Inc log
and respond to comments. Prepare a final TM.
Task 5.3 — Field Investigations
Following the City's explicit approval, execute the Field Investigations Plan. Coordinate, oversee,
manage, and provide the services required to assess the condition and capacity of existing
infrastructure. Based on the findings from the desktop analysis (Task 5.1) and the field
investigation results, develop a list of recommended improvements to be implemented over the
next 50 years.
Submit a draft TM describing the field investigation methods, findings, and recommended
improvements from the field investigation results. Conduct a workshop with Plant staff to review
the findings from the field investigations and associated recommended improvements. Incorporate
the City's comments from the workshop and the draft Field Investigation Findings TM in the final
Field Investigation Findings TM.
Deliverables:
• Agenda, materials, and minutes for all workshops:
o Sea Level Rise and Flood Criteria Workshop
o Climate Adaptation Alternatives Screening Workshop
o Climate Adaptation Alternatives Evaluation and Recommended Alternative(s)
Workshop
o Desktop Analysis Findings and Field Investigations Plan Workshop.
o Field Investigations Plan Findings and Recommended Improvements Workshop.
• Climate Adaptation Plan TM, two drafts and final versions.
• Desktop Analysis TM, draft and final versions.
• Field Investigations Plan, draft and final versions.
• Field Investigation Findings TM, draft and final versions and comment log.
Assumptions:
• Field investigations will be performed by up to five Carollo staff and up to five Jacobs
staff.
• Workshops will be attended by up to five Carollo staff and up to three Jacobs staff.
Workshops will be virtual and have a 2 -hour duration.
• All deliverables will be provided in electronic format.
Task 6 — Identification, Evaluation, and Recommendation of Alternatives/Improvements
Task 6.1— Draft Recommended Improvements
Compile the recommended improvements from Tasks 2, 3, 4, and 5 into a comprehensive draft list
of foreseeable capital improvement projects to be implemented over the next 50 years. For
reference, below is an initial list of anticipated projects. Additional projects shall be identified by
the CONSULTANT based on their findings from Tasks 2, 3, 4, and 5.
• Secondary Process
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o Clarifier Equipment Enhancements (e.g., Passavant
flocculation)
o Clarifier Reconfiguration (e.g., square to round; deeper;
o 7th Clarifier (planning)
o Selective WAS Thickening
o RAS Lines
o MABR (second phase of implementation)
• Filtration Process
o Dual Media Filter Rehabilitation or Replacement
• Electrical Distribution
o Arc Flash Study
• Recycled Water System
• Warehouse
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hydr Engineers, Inc em;
o Expansion (Identify whether additional storage space is needed for projected future
construction projects.)
o Improvements (e.g., controlled facility, security, climate controls)
• Workspaces
o Align with conclusions from Task 3, as applicable
• Repurposing and Recovery of Retired Process Area
o Fixed Film Reactors (Superstructure will be decommissioned following completion
of Secondary Treatment Upgrades Project in 2028. Note that City is interested in
evaluating whether the decommissioned fixed film reactors' structure can be used
as warehouse storage or as space for future treatment process.)
o Incineration Building
o Chlorine Building
• Gravity Thickeners
• Biosolids Facilities
o Align with conclusions from Task 2, as applicable
• Miscellaneous
o Recycle water line replacement
o Hypochlorite tank and appurtenances replacement
o Low voltage and communication system improvements (including fiberoptic
network and public address system improvements)
Conduct at least two workshops with Plant staff to review and amend the project list. For each
project, determine with the City if an evaluation of alternatives (e.g., technologies; location;
capacity) is appropriate at this stage and if future alternatives analyses are required.
Coordinate with the regulatory group, including conducting a workshop as needed, to determine
applicable regulatory requirements for air quality and water quality compliance. Determine if
additional projects are needed based on the regulatory review.
For each of the capital improvement projects, determine which projects should be grouped,
develop capital cost estimates, and prioritize projects to develop a reasonable implementation plan.
Compile these projects into a draft 50 -year Capital Improvements Plan (CIP). For each project,
provide the following details:
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•
Name Engineers, Inc
•
Description, capacity, and estimated useful life of the facility and major assets
•
Project development/definition steps
•
LRFP Update to implementation schedule
•
Estimated capital cost
•
Estimated operations and maintenance cost
•
Regulatory requirements
•
Necessary sea level rise and changing shallow groundwater adaptations
•
Projected start of construction (year) and construction duration
CONSULTANT will review Plant data, metered utility data, chemical costs, trucking costs, etc.
and consult with Plant staff to estimate the O&M costs associated with each process (including
recycled water facilities).
Develop a draft Recommended Improvements TM.
Task 6.2 — Final Recommended Improvements
Conduct at least one workshop with Plant staff to review the draft Recommended Improvements.
Incorporate City's comments from the draft Recommended Improvements TM and the workshop
comments in the final Recommended Improvements TM.
Deliverables:
• Agenda, materials, and minutes for all workshops:
o Project Identification Workshop.
o Project Prioritization and Sequencing Workshop.
o Recommended Improvements and 50 -year CIP Workshop.
• Recommended Improvements TM, draft and final versions and comment log.
• Schematic of recommended improvement projects overlaid on an aerial image of the Plant
with keynotes and legend.
• 50 -year CIP Excel Model.
Assumptions:
• Workshops will be attended by up to five Carollo staff and up to three Jacobs staff.
Workshops will be virtual and have a 2 -hour duration.
• Cost estimates will be developed consistent with AACE Class 5.
• All deliverables will be provided in electronic format.
Task 7 — Cost of Service Analysis
Task 7.1— Operations and Maintenance Cost Allocation
Perform a Cost of Service Analysis for the Plant's Operations and Maintenance (O&M) costs.
Allocate/proportion the estimated O&M costs from Task 6 based on each Partner Agency's
respective flows, loads, or other identified allocation parameters (as applicable).
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Identify the share of O&M expenses for each process allocable for cost recoL Engineers, Inc ater
flow, BOD, suspended solids (SS), ammonia (NH3), and other parameters as warran e e.g. some
O&M costs may be equitably recovered based on the share of capacity owned by each member
agency). The goal will be to determine cost recovery allocations for each Plant process for
equitably recovering O&M costs from the City and its partner agencies.
Review how flow and load data is currently sampled and analyzed. Identify and evaluate options
for establishing a consistent basis for measuring and determining wastewater flow and loadings
for future O&M cost allocation. Consult with Plant staff and partner agencies to gain input and
facilitate agreement regarding future flow and loading measurement.
Identify alternative approaches for using the flow and loading data for O&M cost allocation. For
example, use of rolling multi -year data to help smooth annual changes in cost allocations, or
evaluation of cost allocation based on the number of Equivalent Dwelling Units (EDUs) assigned
to each agency.
Conduct a survey of other regional and comparable multi -agency wastewater treatment plants for
purposes of identifying how other agencies a) measure flows and loadings for allocating costs to
member agencies, and b) apportion O&M and capital cost to their member agencies.
Discuss how other comparable regional wastewater treatment facilities collect data and allocate
O&M costs. As warranted, develop up to three alternative methods each for allocating O&M costs
based on different combinations of allocation factors and assumptions of data availability for
relevant allocation factors and assumptions of data availability for relevant allocation factors,
which could include flow information, loading information, number of customers or other
allocation factors identified as relevant to developing an efficient and equitable allocation
approach. The following background context will be used to guide selection of appropriate
allocation factors to include in the alternative methods:
Partners like Palo Alto, Mountain View, and Los Altos began using strength components
in the cost of service by agreement on January 14, 1980 with an effective start date of July
1, 1980. This approach was formalized with EPASD in 1989 and Stanford and Los Altos
Hills in 1986. The cost components are set at 34% flow, 22% ammonia (NH3), 22% total
suspended solids (TSS), and 22% chemical oxygen demand (COD). The allocations may
be altered "based upon actual cost data derived in accordance with generally accepted
accounting principles and upon agreement of all parties hereto." The City will use the
results of this task to establish the cost data per generally accepted accounting principles
to potentially change the allocation of total costs to be billed on annual basis for each of
the six agencies and to potentially alter how data is collected for support of this calculation.
City staff will handle Partner agreement changes and be supported by the CONSULTANT.
Compare the existing and alternative methods, including the impact of the various options on costs
allocated to the partner agencies for O&M costs during a future budget year, such as FY 2025, that
would be selected in collaboration with the City. Evaluate alternatives to current sampling
practices used to generate load data. Make preliminary recommendation on cost allocation
approach. Finalize recommended approach after discussion with the City of advantages and
disadvantages of the approaches evaluated.
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Draft an Operations and Maintenance Cost of Service TM Section. Facilitate Engineers, Inc ent
the findings. Incorporate City's comments from the draft Operations and Maintenance Lost of
Service TM Section and the workshop comments in the final Cost of Service Analysis TM.
Task 7.2 — Capital Cost Allocation
Perform a Cost -of -Service Analysis for the Plant's Capital Costs. Review the Plant's current
allocation of capital costs (debt) to the Partner Agencies as capacity shares. Partners established
current fixed capacity shares in about April 1985 as follows:
MAXIMUM FLOW CAPACITY RIGHTS EXPRESSED IN ANNUAL AVERAGE
FLOW
MILLION GALLONS PER DAY
Los
Mountain
East Palo Alto
Stanford
Los Altos
Palo
Altos
View
Sanitary District
University
Hills
Alto
Total
3.80
15.10
3.06
2.11
0.63
15.30
40.00
FIXED CAPACITY SHARE OF CAPITAL ASSETS FOR DEBT SERVICE SHARE
Los
Altos
Mountain
View
East Palo Alto
Sanitary District
Stanford
University
Los Altos
Hills
Palo
Alto
Total
9.47%
37.89%
7.64%
5.26%
1.58%
38.16%
100%
Provide examples of capital cost allocations by other, comparable regional wastewater treatment
plants.
Evaluate alternative capital cost allocation approaches, such as different mixes of allocation
factors. Estimate the share of capital costs that would be allocated to the partner agencies in up to
three alternative allocation approaches. The alternative approaches will use different combinations
of allocation factors, such as capacity ownership, current and/or projected future wastewater flow,
BOD, SS and NH3 and other factors such as number of customers, as warranted, to allocate costs
of the major capital projects to the partner agencies. Incorporate input from Plant staff. The goal
will be to determine an equitable approach for allocating the costs of the major capital
improvement projects to each partner agency. After consultation with Plant staff, make
recommendation for capital cost allocation approach from among the ones evaluated, and identify
the resulting costs for each partner for currently identified capital projects based on the
recommended allocation approach.
Draft a Capital Cost of Service TM Section. Incorporate City's comments from the draft Capital
Cost of Service TM Section and the workshop comments in the final Cost of Service Analysis TM.
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Provide the City with a user-friendly Excel model of the proposed O Engineers, Inc ost
allocation tables and projections. The model will be developed with input from Flant stall an will
be designed to be easy to modify and update.
Task 7.3 — Presentation Materials
Prepare a slide deck of technical support materials and exhibits for future City Council and Partner
agency presentations, detailing the Plant's cost of service analysis method and Partner allocations.
Provide each agency with a projection of its allocated O&M costs for the future budget year
selected for the cost of service analysis in Task 7.2. and its allocated share of capital projects based
on the selected methodology for capital cost allocation. Make content suitable for general audience
understanding. Target a 20 -minute length of presentation. Incorporate two cycles of City's review
comments.
Deliverables:
• Agenda, materials, and minutes for all workshops:
o Operations and Maintenance Cost of Service Allocation Workshop.
o Capital Cost of Service Allocation Workshop.
• Draft Operations and Maintenance Cost of Service TM Section.
• Draft Capital Cost of Service TM Section.
• Final Cost of Service TM.
• Cost of Service presentation materials for future City Council and partner agency
presentations, two drafts and one final version.
• Cost Allocation Excel Model.
Assumptions:
• Workshops will be attended by up to one BWA staff, up to one Jacobs staff, and up to one
Carollo staff. Workshops will be virtual and have a 2 -hour duration.
• All deliverables will be provided in electronic format.
Task 8— Long Range Facilities Plan Update Report
Task 8.1— LRFP Update Report
Prepare a draft and a final Long Range Facilities Plan Update that incorporates the findings from
Tasks 2 through 8. Clearly note assumptions and append calculations. Submit a draft table of
contents to the City for approval. The following shall be included in the report:
• Executive Summary
• Summary of the planning process in general (including evaluation criteria and methods)
• Characterize the existing conditions, including:
o Characterization of waste streams
o Existing plant assessment and deficiencies
o Environmental setting and land uses
o Regulatory, Environmental, Financial, and Community Opportunities and
Challenges
• Project Development
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o Present and future requirements, needs, and opportunities Engineers, Inc
o Selection of most promising alternatives
o Evaluation of alternatives
o Life cycle costs
• Recommended Projects
o Identify each Partner's capacities by project, as applicable.
o Present tables and figures that show projects by type (e.g., driver (increased
capacity, regulatory, and/or rehabilitation); flow, load, or flow and load), assumed
construction start year, assumed midpoint of construction, assumed useful life,
preliminary size and location, etc.
• Financial plan
o Identify costs in aggregate and by Partner allocation.
o Present project costs in both present value and in the assumed dollar value in the
year of the construction start.
As directed by the City, prioritize the completion of Task 2 and Task 3 and summarize those
findings in the Report. The background, alternatives, evaluations, and findings from Tasks 2 and
3 can be standalone sections (appendices) within the Report. Recommendations, including
recommended capital projects from Tasks 2 and 3, shall be incorporated into the Report's
recommended projects and finance plan.
Task 8.2 — Presentation Materials
Prepare technical support materials and exhibits for City Council and partner agency presentations.
This presentation will compile previous presentation sections developed in Tasks 2, 3, and 6. Make
content suitable for a general public audience. Incorporate two cycles of City's review comments.
Task 8.3 — Presentation Support
Support City staff with presentations to each partner agency, including an overview of the Long
Range Facilities Plan Update, the cost of service methodology, and the capital cost allocated share
methodology. Support City staff with presentations for public workshops on topics related to this
scope of work.
• Presentation for public workshops (2 day and 1 night meetings, in -person)
• Presentation to Utilities Advisory Commission, Finance Committee, and Palo Alto City
Council (3 night meetings, in -person)
• Presentation to Mountain View Council (1 night meeting, in -person)
• Presentation to East Palo Alto Sanitary District, Engineering Committee and Board of
Directors (1 day meeting and 1 night meeting, in -person)
• Presentation to Los Altos City Council (1 night meeting, in -person)
• Presentation to Los Altos Hills Town Council (1 night meeting, in -person)
• Presentation to Stanford University staff (1 day meeting - virtual)
• Presentation to all partners (3 day meetings - virtual)
In -person support at a presentation shall include a member of the CONSULTANT'S project
management team. Other staff or subconsultants may support the presentation of the LRFP Update
through virtual technology.
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Deliverables: Engineers, Inc
• Draft Table of Contents for Long Range Facilities Plan Update Report.
• Long Range Facilities Plan Update Report, draft and final versions and comment log.
• Presentation materials for City Council and partner agency presentations, two drafts and
one final version.
Assumptions:
• Presentations will be attended by up to one Carollo staff in person, up to two Carollo staff
virtually, up to two Jacobs staff virtually, and up to one BWA staff virtually. Presentations
and Q&A will have a 2 -hour duration.
• All deliverables will be provided in electronic format.
V. ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the City. The CONSULTANT, at the City Project Manager's request, shall submit a detailed
written proposal including a description of the scope of services, schedule, level of effort, and
CONSULTANT's proposed maximum compensation, including reimbursable expense, for such
services. The additional services scope, schedule and maximum compensation shall be negotiated
and agreed to in writing by the City Project Manager and CONSULTANT prior to commencement
of the of the services. The additional services include, but not limited to, the following:
• Additional technical supports associated with unforeseen conditions encountered during
construction.
• Any additional work related to this Project, as requested by the City Project Manager,
which is not in Basic Services.
VI. TIME OF COMPLETION
The project is budgeted for an estimated start date in the third quarter 2024, with a total duration
(Task 1 — 8) of 30 months.
VII. OTHER PROVISIONS
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.
END OF SCOPE OF SERVICES
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EXHIBIT A-1 Engineers, Inc
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 1 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)
IA. MASTER AGREEMENT NO. (MAYBE 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 Engineers, Inc
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.
Completion
Milestones
Number of Days/Weeks (as specified below)
from NTP
1.
Task 1 — Project Management
130 weeks
2.
Task 2 — Biosolids Facility Plan (BFP)
74 weeks
Update
3.
Task 3 — Workspace Planning
74 weeks
4.
Task 4— Background and Baseline
50 weeks
Information
5.
Task 5 — Existing Plant Infrastructure and
50 weeks
Process Assessment
6.
Task 6 — Identification, Evaluation, and
83 weeks
Recommendation of
Alternatives/Improvements
7.
Task 7 —Cost of Service Analysis
115 weeks
8.
Task 8 — Long Range Facilities Plan
130 weeks
Update Re ort
® 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
Item 6
Attachment A - Contract
C24189086 with Carollo
Engineers, Inc
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms
and conditions of this Agreement, and as set forth in the budget schedule below. Compensation
shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed
budget amount for each task set forth below.
CITY's Project Manager may approve in writing the transfer of budget amounts between any of
the tasks or categories listed below, provided that the total compensation for the Services,
including any specified reimbursable expenses, and the total compensation for Additional Services
(if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this
Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and
Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or
expenses incurred for which payment would result in a total exceeding the maximum amount of
compensation set forth in this Agreement shall be at no cost to the CITY.
BUDGET SCHEDULE
TASK
NOT TO EXCEED AMOUNT
Task 1
$121,469
(Project Management)
Task 2
$474,073
(Biosolids Facility Plan Update)
Task 3
$656,665
(Workspace Planning)
Task 4
$264,826
(Background and Baseline Information)
Task 5
$391,906
(Existing Plant Infrastructure and Process Assessment)
Task 6
$276,523
(Identification, Evaluation, and Recommendation of
Alternatives/Improvements
Task 7
$139,364
(Cost of Service Analysis)
Task 8
$163,405
(Long Range Facilities Plan Update Report)
Sub -total for Services
$2,488,231
Reimbursable Expenses (if any)
$5,200
Total for Services and Reimbursable Expenses
$2,493,431
Additional Services (if any, per Section 4)
$249,343
Maximum Total Compensation
$2,742,774
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C24189086 with Carollo
Engineers, Inc
REIMBURSABLE EXPENSES
CONSULTANT'S ordinary business expenses, such as administrative, overhead,
administrative support time/overtime, information systems, software and hardware,
photocopying, telecommunications (telephone, internet), in-house printing, insurance and
other ordinary business expenses, are included within the scope of payment for Services and
are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be
reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will
be reimbursed are: Travel/Mileage up to the not -to -exceed amount of: $5,200.
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 Engineers, Inc
SCHEDULE OF RATES
CONSULTANT'S schedule of rates is as follows:
Prime Consultant: Carollo Engineers, Inc.
CAROLLO ENGINEERS, INC.
FEE SCHEDULE FOR 2024, 2025, AND 2026
PALO ALTO
LONG RANGE FACILITIES PLAN UPDATE
Hourly Rate
2024;2025/2026
E ngineers/Scie nti sts
Assistant Professional I
$173-00 / $182.00 /
$191.00
Assistant Professional II
2001)0/
210.00/
221 _{10
Assistant Professional III
2311)0/
243.00/
255.00
Professional
257-00 /
270.00 /
284.00
Project Professional
284-00 /
298.00 f
313.00
Lead Project Professional
310-00 /
326.00 /
342.00
Senior Professional
336-00 /
353.00 /
371.00
Technicians
Assistant Technicians I
160.00/
168.001
176.00
Assistant Technicians II
184-00 /
193.001
203.00
Technicians
205-00 /
215.001
226.00
Senior Technicians
236-00 /
248.00 /
260.00
Support Staff
Document Processing / Clerical
147.00/
154.00/
162.00
Other Direct Expenses
Travel and Subsistence at cost
Mileage At IRS Reimbursement
Rate
Subcansultant cost +5%
Expert Witness Rate x 2.0
Professional Services
Rev. Jan 29, 2024
Page 46 of 50
Item 6: Staff Report Pg. 54 Packet Pg. 199 of 636
DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE
Item 6
Attachment A - Contract
C24189086 with Carollo
Engineers, Inc
Subconsultant: Jacobs Engineering, Inc.
Jacobs Engineering, Inc.
Fee Schedule for 2024, 2025, 2026
PaLo Alto Long -Range Facilities Plan Update
Hourly Rate
Engineers
20241202512026
Project Engineer
$ 150.00
$ 157.50
$ 165.38
Engineer/Professional I
$ 175.00
$ 183.75
$1 92.94
Cost Estimator
$ 175.00
$ 183.75
$1 92.94
Engineer/Professional 11
$ 200.00
$ 210.00
$ 220.50
Technologists
TechnologistlProject Engineer I
$225.00
$ 236.25
$248.06
Tech nologistlProject Engineer 11
$250.00
$ 262.50
$275.63
Senior Project Manager
$ 300.00
$ 315.00
$ 330.75
SeniorTechnologist
$ 300.00
$ 315.00
$ 330.75
Principal In Charge
$ 350.00
$ 367.50
$ 385.88
PrincipalTechnologist/Engineer
$360.00
$378.00
$396.90
Support
Document Processor
$150.00
$ 157.50
$165.38
Professional Services
Rev. Jan 29, 2024
Page 47 of 50
Item 6: Staff Report Pg. 55 Packet Pg. 200 of 636
DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE
Item 6
Attachment A - Contract
C24189086 with Carollo
Engineers, Inc
Subconsultant: Bartle Wells Associates
IIBARTLE WELLS ASSOCIATES
BILLING RATE SCHEDULE 2024-2D26
Professional Services (2024 Labor Rates]
Financial Analyst I-------------------------------------------------------------------------------------$12O
per hour
Financial Analyst 11------------------------------------------------------------------------------------$140
per hour
Associate Consultant------------------_-__--_-_-_--__---_--__-_--___--_-_-_--_--_--_-_-_--___-------$16O
per hour
Consultant------------------------------------------------------------------------------------------------$18O
per hour
Senior Consultant-------------------------------------------------------------------------------------$21O
per hour
Project Manager.-------------------------------------------------------------------------------------$24O
per hour
Principal Consultant--------------------------------------------------------------------------------$27O
per hour
Professional Services X2025 Labor Rates)
Financial Analyst I------------------------- ---------------------------------------------------------------$124
per hour
Financial Analyst 11 ----------------------- ---------------------------------------------------------------$144
per hour
Associate Ccinsultant_------------------ ---------------------------------------------------------------$165
per hour
Consultant-------------------------------------------------------------------------------------------------$185
per hour
Senior Consultant-------------------------------------------------------------------------------------$216
per hour
Project Manager----------------------------------------------------------------------------------------$247
per hour
Principal Consultant ------------------------------------------ ----------------------------------------$278
per hour
Professional Services (2026 Labor Rates)
Financial Analyst 1---------------------------------------------------------------------------------------$128
per hour
Financial Analyst II------------------------------------------------------------------------------------$148
per hour
Associate Consultant---------------------------------------------------------------------------------$17O
per hour
Consultant-------------------------------------------------------------------------------------------------$191
per hour
Senior Consultant -------------------------------------------------------------------------------------$222
per hour
Project Manager-----------------------------------------------------------------------------------------..$254
per hour
Principal Consultant---------------------------------------------------------------------------------------$286
per hour
The hourly rates for professional services include all overhead and indirect expenses. BWA does
not charge for administrative support services. Expert witness, legal testimony, or other
special limited assignments will be billed at 1-5 times the consultant's hourly rate
-
Direct Expenses
Subconsultants will be billed at cost plus ten percent. Other reimbursable direct expenses
incurred on behalf of the agency will be billed at cost with no markup- These reimbursable
costs include, but are not limited to:
■ Travel, meals, lodging ■ Automobile mileage
■ Printing and photocopying ■ Messenger services and mailing costs
■ Special statistical analysis ■ Graphic design and photography
■ Outside computer services ■ Special legal services
■ Bond ratings ■ Legal advertisements
Professional Services
Rev. Jan 29, 2024
Page 48 of 50
Item 6: Staff Report Pg. 56 Packet Pg. 201 of 636
DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE
Item 6
Attachment A - Contract
C24189086 with Carollo
EXHIBIT D Engineers, Inc
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.
MINIMUM LIMITS
REQUIRED
TYPE OF COVERAGE
REQUIREMENT
EACH
OCCURRENCE
AGGREGATE
YES
WORKER'S COMPENSATION
STATUTORY
STATUTORY
STATUTORY
YES
EMPLOYER'S LIABILITY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
BODILY INJURY
$1,000,000
$1,000,000
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE
$1,000,000
$1,000,000
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
BODILY INJURY & PROPERTY
$1,000,000
$1,000,000
LIABILITY
DAMAGE COMBINED.
BODILY INJURY
$1,000,000
$1,000,000
- EACH PERSON
$1,000,000
$1,000,000
YES
AUTOMOBILE LIABILITY,
- EACH OCCURRENCE
$1,000,000
$1,000,000
INCLUDING ALL OWNED, HIRED,
PROPERTY DAMAGE
$1,000,000
$1,000,000
NON -OWNED
BODILY INJURY AND PROPERTY
$1,000,000
$1,000,000
DAMAGE, COMBINED
YES
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
ALL DAMAGES
$1,000,000
APPLICABLE), AND NEGLIGENT
PERFORMANCE
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.
INSURANCE COVERAGE MUST INCLUDE:
A. FOR GENERAL LIABILITY AND AUTOMOBILE LIABILITY. 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(2 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
Professional Services
Rev. Jan 29, 2024
Page 49 of 50
Item 6: Staff Report Pg. 57 Packet Pg. 202 of 636
DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE
Item 6
Attachment A - Contract
C24189086 with Carollo
ADDITIONAL INSUREDS.
Engineers, Inc
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
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(iCITYOFPALOALTO.ORG
Professional Services
Rev. Jan 29, 2024
Page 50 of 50
Item 6: Staff Report Pg. 58 Packet Pg. 203 of 636
Item 7
Item 7 Staff Report
City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: Public Works
ALTO Meeting Date: June 10, 2024
Report #:2404-2878
TITLE
Approval of Construction Contract C24190538A with JJR Construction, Inc. in an Amount Not -
to -Exceed $1,586,191 and Authorization for the City Manager or Their Designee to Negotiate
and Execute Change Orders for Related Additional but Unforeseen Work that May Develop
During the Project Up to a Not -to -Exceed Amount of $158,619 for the Fiscal Year 2024 Sidewalk
Repair ADA Improvement Project -REBID, Capital Improvement Program Projects PO -89003 and
PO -12001; CEQA Status — exempt under section 15301(c)
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute Construction
Contract No. C24190538A with JJR Construction, Inc., in an amount not to exceed
$1,586,191 for the Fiscal Year 2024 Sidewalk Repair ADA Improvement Project -REBID
(Sidewalk Repairs (PO -89003) and Curb and Gutter Repairs (PO -12001) capital
improvement projects); and
2. Authorize the City Manager or their designee to negotiate and execute one or more
change orders to the contract with JJR Construction, Inc. for related, additional but
unforeseen work that may develop during the project, the total value of which shall not
exceed $158,619.
BACKGROUND
The Public Works Engineering Services Division manages construction contracts for concrete
sidewalk, driveway, curb ramp, curb and gutter repairs and maintenance at various locations
throughout the City annually. The City completed its 30 -year district by district repair program
in 2017. That same year, the City contracted with Nichols Consulting Engineers (NCE) to
evaluate the program and assess potential improvements.' The study was completed in Spring
2019 and included surveying 20 percent of the City's sidewalk network and nearly 60 percent of
1 City Council, November 06, 2017: Agenda Item# 11; SR #8611,
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2017/id.-8611-sidewalk-assessment-study.pdf
Item 7: Staff Report Pg. 1 Packet Pg. 204 of 636
Item 7
Item 7 Staff Report
the curb ramps. This data was used to determine trends for future repairs and determine
funding needs to maintain the 30 -year sidewalk district program.
The City deferred its annual sidewalk maintenance program due to funding being reduced in FY
2021 and FY 2022 as a part of the FY 2021 Capital Improvement Program budget strategy. The
remaining funding was used to perform emergency maintenance and spot repairs. Funding was
restored in FY 2023 to support pre -pandemic maintenance schedules, however Public Works
Engineering Services Division was not fully staffed and was unable to manage a project in FY
2023. With the staff vacancies now filled, staff is ready to implement a larger sidewalk project
that would incorporate additional funding from the Community Development Block Grant
(CDBG).
The City will be resuming its sidewalk maintenance program and starting a new district by
district repair cycle this fiscal year based on the data provided by the NCE study. The study
renumbered the sidewalk districts in order of priority based on the quantity of repairs required.
Based on this new ranking, repairs for this fiscal year's project will primarily be focused on
sidewalk districts 1 and 2 which encompasses the Downtown and Professorville neighborhoods.
ANALYSIS
Staff recommends approval of Contract No. C24190538A2 as part of the program to maintain
and improve the condition of Palo Alto's sidewalk network. Each year this project addresses
one or two of the 23 sidewalk districts. The City will be starting a new rehabilitation cycle
starting with sidewalk districts 1 and 2. The work to be performed under this concrete involves
sidewalk, driveway, curb ramp, curb, gutter, and asphalt pavement repairs. Repair locations are
shown in Attachment A.
The scope of work includes the replacement of approximately 18,468 square feet of concrete
sidewalk, 2,136 linear feet of curbs and gutters, and 3,759 square feet of driveways.
Additionally, 84 new curb ramps will be installed, and 33 existing curb ramps will be retrofitted
with truncated domes to conform to the Americans with Disabilities Act (ADA).
A portion of this project is funded by the Community Development Block Grant (CDBG)
program, administered by the U.S. Department of Housing and Urban Development (HUD).
Funds of $300,000 were reallocated from the Ravenswood Family Health Network3 and funds of
$211,673 were appropriated to align the FY 2024 Budget with the FY 2023-24 CDBG Action
2 JJR Construction, Inc.FY24 Sidewalk Repair ADA Improvement Project, contract #C24190538A;
www.cityofpaloalto.org/files/assets/pu blic/v/1/publ ic-works/engineering-services/ci p-contracts/c24190538a-iir-
construction 5.20.2024 staff -report revl.pdf
3 City Council, April 17, 2023; Agenda Item #9; SR #2302-0991;
https://www.cityofpaloalto.org/files/assets/public/v/1/pu blic-works/engineering-services/cip-contracts/sr2302-
0991-4.17.2023-cd bg-fu n d s-fo r -s i d ewa I k -c i p -p o-89003. p d f
Item 7: Staff Report Pg. 2 Packet Pg. 205 of 636
Item 7
Item 7 Staff Report
Plano totaling $511,673. The transferred funds will be used to cover a part of the project's
improvements which equates to 59 new curb ramps and 4,704 square feet of sidewalk.
Solicitation Process
On March 13, 2024, a notice inviting formal bids for the FY 2024 Sidewalk Repair ADA
Improvement Project was posted on OpenGov, the City's eProcurement platform. The bidding
period was 21 calendar days. The City received three (3) responsive bids over the approved
budget, hence the City exercised its right to reject all bids. Subsequently, on April 17, 2024, a
notice inviting formal bids for the FY 2024 Sidewalk Repair ADA Improvement Project -REBID
was posted on OpenGov with adjustments made to the project scope. The rebidding period was
14 calendar days. Bids were received from three (3) qualified contractors on May 1, 2024, as
listed on the attached Bid Analysis in Attachment B.
Project Bid Name/Number
FY 2024 Sidewalk Repair ADA Improvement Project -REBID (IFB
190538A)
Proposed Length of Project
210 calendar days
# of Bid Packages Downloaded by
Contractors
17
# of Bid Packages Downloaded by
Builder's Exchanges
1
Total Days to Respond to Bid
14 calendar days
Mandatory Pre -Bid Meeting?
No
Number of Bids Received
3
Bid Price Range
$1,481,791 to $2,373,045
Public Link to Solicitation
https://procurement.opengov.com/portal/palo-alto-
ca/projects/90537
The apparent low bidder was selected based upon the base bid. The bids ranged from
$1,481,791 to $2,373,045 and from 20% below to 28% above the engineer's estimate of
$1,856,815. Staff reviewed the submitted bids and recommends the acceptance of the base bid
submitted by JJR Construction, Inc. in the amount of $1,481,791, and that JJR Construction, Inc.
be declared the lowest responsible bidder. Staff also recommends awarding add alternates #1
and #2 in the amounts of $46,400 and $58,000 for additional sidewalk repairs. The total base
bid plus the add alternates totals $1,586,191. The construction contingency amount of
$158,619, which equals approximately 10% of the contract value, is requested for related,
additional, but unforeseen work which may develop during the project, implemented via
City -approved Change Order.
Staff reviewed information and similar projects performed by the lowest bidder, JJR
' City Council, February 12, 2024; Agenda Item #11; SR#2311-2233;
https://www.cityofpaloalto.org/files/assets/public/v/1/pu blic-works/engineering-services/cip-contracts/sr2311-
2233-2.12.2024-cdbg-fy-2024-mid-yea r. pdf
Item 7: Staff Report Pg. 3 Packet Pg. 206 of 636
Item 7
Item 7 Staff Report
Construction, Inc. and found them to be the lowest responsive and responsible bidder. Staff
also checked with the Contractor's State License Board and confirmed the contractor has an
active license on file.
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2024 Adopted Capital Improvement
Program Sidewalk Repairs project (PO -89003), and Curb and Gutter Repairs project (PO -12001).
The funding allocation is as follows:
Funding Source
Contract
Contingency
Total Encumbrance
PO -89003
$1,403,448
$140,345
$1,543,793
PO -12001
$182,743
$18,274
$201,017
Total
$1,586,191
$158,619
$1,744,810
STAKEHOLDER ENGAGEMENT
Notices of sidewalk and driveway closures will be distributed to impacted parties 72 -hours to
120 -hours prior to the start of work. "No Parking" signs will also be posted 72 -hours in advance
of all work. The latest construction schedule will be posted on the City website and will be
updated as necessary.
ENVIRONMENTAL REVIEW
This project is categorically exempt from the California Environmental Quality Act (CEQA) under
section 15301(c) of the CEQA Guidelines as the project scope involves the repair, maintenance,
and/or minor alteration of existing facilities including. No further environmental review is
necessary.
ATTACHMENTS
Attachment A: Project Location Maps
Attachment B: Bid Analysis
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
Item 7: Staff Report Pg. 4 Packet Pg. 207 of 636
U
to
LEGEND:
• # SIDEWALK REPAIR
# CURB RAMP-CDBG
• # CURB RAMP
O# RETROFIT CURB
RAMP
_ CURB/GUTTER
REPAIR
II '
t
Alma Village Lane'
Alma Village Circle
CalTrain ROW
Item 7: Staff Report Pg. 10
Item 7
Attachment A - Project Location
Maps
250
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The City of
Palo Alto
71
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260
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LEGEND:
• # SIDEWALK REPAIR
• # CURB RAMP - CDBG
+# CURB RAMP
RETROFIT CURB
RAMP
CURB/GUTTER
REPAIR
Ca Train ROW
eco
Item 7
Attachment A - Project Location
Maps
o 1
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The City of
Palo Alto
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N
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City of Palo Alto GIS
Item 7: Staff Report Pg. 11
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• # SIDEWALK REPAIR
• CURB RAMP-CDBG
• # CURB RAMP
ORETROFIT CURB
RAMP
CURB/GUTTER
REPAIR
Cornell Street
Princeton Street
Harvard Street
Ply _181
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Item 7
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Bid Analysis
2024 Sidewalk
Item 7
Attachment B - Bid Analysis
Base Bid
Engineer
JJR
Spencon
R&S
Bid Item
Name
QTY
UNIT
Unit Price
Total
Unit Price
Total
Unit Price
Total
Unit Price
Total
1
Traffic Control
1
LS
$ 80,000.00
$ 80,000.00
$ 1.00
$
1.00
$
25,000.00
$ 25,000.00
$
430,000.00
$
430,000.00
2
Public Notification
1
LS
$ 20,000.00
$ 20,000.00
$ 1.00
$
1.00
$
20,000.00
$ 20,000.00
$
5,000.00
$
5,000.00
3
Sidewalk
18468
SF
$ 20.00
$ 369,360.00
$ 23.20
$
428,457.60
$
23.00
$ 424,764.00
$
35.00
$
646,380.00
4
Sidewalk Removal
248
SF
$ 10.00
$ 2,480.00
$ 15.00
$
3,720.00
$
5.00
$ 1,240.00
$
20.00
$
4,960.00
5
Brick/Paver Specialty Finish
632
SF
$ 35.00
22,120.00
30.00
$
18,960.00
$
25.00
15,800.00
$
30.00
18,960.00
6
Driveway
3759
SF
$ 25.00
93,975.00
35.35
$
132,880.65
$
33.00
124 047.00
$
40.00
150,360.00
7
Type A curb
2136
LF
65.00
138,840.00
35.35
75,507.60
$100.00
213 600.00
55.00
117,480.00
8
Gutter Pan
5088
SF
65.00
330 720.00
535,35
S179,860.80
25.00
5127,200.00
S35.00
5178,080.00
9
Type A curb, 1' Buried
492
LF
130.00
563,960.00
57335
5_36,088.20
125.00
561,500.00
85.00
541,820.00
10
Type B
534
LF
5180.00
�96,120.00
�124.35
566,402.90
5195.00
c104.130,00
590.00
48 060.00
11
Valley Gutter 3'
42
LF
250.00
10 500.00
112.95
4,743.90
1470.00
12
Curb Ramp
84
EA
6,000.00
504 000.00
5,539.00
'465.27600
56,000.00
504,000.00
8,000.00
672 000.00
13
Detectable Warning Surface
396
SF
80.00
31680.00
33.00
69,300.00
75.00
29.700.1)0
14
Adjust Utility Box
28
EA
500.00
150.00
4,200.00
150.00
15
AC Pavement
203
SF
20.00
17.75
3,603.25
5,075.00
25.00
5,075.00
16
Reset Catch Basin
30
EA
2.00000
60,000.00
1,134.00
34,020.00
2,000.00
60,000.00
150.00
4,500.00
17
Misc. Improvements
1
LS
515,000.00
15,000.00
515,000.00
15,000.00
515,000.00
15,000.00
_15,000.00
15,000.00
$ 1,856,815.00 I $ 1,481,790.90 $ 1,783,256.00 $ 2,373,045.00
-20% -4% 28%
UNDER UNDER OVER
Add Alt
Engineer
JJR
Spencon
R&S
Bid Item
Name
QTY
UNIT
Unit Price
Total
Unit Price
Total
Unit Price
Total
Unit Price Total
1
Sidewalk
2000
SF
$ 20.00
$ 40,000.00
$ 23.20
$ 46,400.00
$ 35.00
$ 70,000.00
$ 40.00 $ 80,000.00
2
Sidewalk
2500
SF
$ 20.00
$ 50,000.00
$ 23.20
$ 58,000.00
$ 35.00
$ 87,500.00
$ 40.00 $ 100,000.00
$ 90,000.00
$ 104,400.00
$ 157,500.00
$ 180,000.00
Item 7: Staff Report Pg. 14 Packet Pg. 217 of 636
Item 8
Item 8 Staff Report
CITY OF
PALO
ALTO
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 10, 2024
Report #:2404-2881
TITLE
Approval of Amendment Number 4 to Contract Number C21179265C with Carollo Engineers,
Inc., to Increase Compensation by $4,151,386 and Approval of Amendment Number 2 to
Contract Number C21178333 with Black & Veatch to Extend the Contract Term through
December 31, 2027 for the Local Advanced Water Purification System Project (WQ-19003);
CEQA status - Notice of Determination Adopted November 18, 2019
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee
to execute:
1. Amendment No. 4 to Contract No. C21179265C with Carollo Engineers, Inc., to increase
the contract amount by $4,151,386 to provide construction management and inspection
services during construction of the Local Advanced Water Purification System project,
including $3,773,987 for basic services and $377,399 for additional services; and
2. Amendment No. 2 to Contract No. C21178333 with Black & Veatch, to extend the
contract term through December 31, 2027 for design services, with no additional cost
payable by the City.
EXECUTIVE SUMMARY
This report recommends award of a construction management contract and amendment to the
design contract for the Local Advanced Water Purification System (Local AWPS) project to
improve recycled water quality. The form of the construction management contract is through
amendment to an existing agreement for on -call construction management and inspection
services approved by the City Council in June 2021. Staff recommends approval of Amendment
No. 4 (Attachment A) to Carollo Contract C21179265C to increase compensation by $4,151,386,
from $9,229,806 to $13,381,192. For design services, staff recommends approval of
Item 8: Staff Report Pg. 1 Packet Pg. 218 of 636
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Amendment No. 2 (Attachment B) with Black & Veatch to extend the duration of the design
contract to December 31, 2027, to address the delayed construction start date and provide
design services during construction.
BACKGROUND
The RWQCP treats wastewater from a total of six communities (Partner Agencies) and produces
approximately 230 million gallons per year of tertiary -treated recycled water for beneficial
reuse.
On January 25, 2010, City Council approved the Recycled Water Salinity Reduction Policy,
including a goal of reducing the recycled water salinity as measured by total dissolved solids
(TDS) to under 600 parts per million (ppm).' In the following years, the City and the other
Partner Agencies completed several projects to reduce infiltration into sewers. The repairs
reduced the salts entering the RWQCP, but not by enough to reach the target.
In 2017, City Council approved the Preliminary Conceptual Design Report for a phased Local Salt
Removal Facility (Local Advanced Water Purification System or Local AWPS). The Local AWPS
will improve the recycled water quality by reducing its average concentration of total dissolved
solids (TDS) from 800 ppm to 450 ± 50 ppm by blending reverse osmosis product water with the
existing recycled water. The highly treated water would enable the City as well as Mountain
View to expand non -potable recycled water use and/or provide a first step toward small-scale
direct or indirect potable reuse in the City.
In December 2019, the City, Mountain View, and the Santa Clara Valley Water District (Valley
Water) signed an Agreement to Advance Resilient Water Reuse Programs in Santa Clara
County.2 The Agreement included funding of $16 million from Valley Water that could be put
towards finalizing the design and construction of the Local AWPS and in March 2021, the City
hired Black & Veatch for the design.3
An update on the Local AWPS design including updated cost estimates was presented to
Council at a September 12, 2022 study session.4 Due to increases in construction prices as well
as refinement of design elements, the cost estimate of the Local AWPS at the detailed design
was significantly higher than that of the preliminary design in 2017 ($20 million). Staff
1 City Council, January 25, 2010; Agenda Item #9, SR #111:10,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=72156
2 City Council, November 18, 2019; Agenda Item #17, SR #10627,
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
c m rs/yea r -a rc h ive/2019/i d -10627-m i n i-pa c ket-11182019. pdf?t=60382.02
3 City Council, March 3, 2021; Agenda Item #3, SR #11782,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=2229
4 City Council, September 12, 2022; Agenda Item #3, SR #14650,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82012
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committed at the September 12, 2022 study session to prepare a Preliminary Finance Plan to
describe the costs associated with the project, the various funding sources available, and the
fiscal impacts to the City. In October 2023, City Council approved a Financing Plan for the
Project and directed staff to secure financing and to solicit bids for construction and
construction management services contracts.5
In May 2024, City Council approved an application for a Site and Design Review and Design
Enhancement Exception to allow construction of this Project following the recommendations of
the Planning and Transportation Commission and the Architectural Review Board.6
C21179265C Construction Mana&ement Contract Amendment No. 4
On June 21, 2021, City Council approved five separate five -and -a -half -year contracts (Contract
Nos. C21179265A through C21179265E) with MNS Engineers, Inc.; CDM Smith; Carollo
Engineers; MCK Americas, Inc.; and Tanner Pacific, Inc. to provide on -call construction
management and inspection services during construction of various capital projects at the
RWQCP. These contracts were initially set at a not -to -exceed total amount of $1 per contract.7
For construction of each capital improvement project at the RWQCP, staff issued a request for
work order proposals to all five aforementioned construction management consultants,
evaluated the proposals received, and selected one consultant that best met the project needs.
Staff then sought Council's approval on a project -specific amendment (Task Order) to the
selected construction management consultant' s contract as part of the staff report for the
approval of the construction contract for that project.
On November 14, 2022, City Council approved Amendment No. 1 to Contract C21179265C with
Carollo to add Task 2: Construction management and inspection services for the 12kV Electrical
Power Distribution Loop Rehabilitation Bid Package 1 Project, and to increase compensation for
basic and additional services by $604,246, from $1 to $604,247. Task 2 Services were funded by
the Plant Repair, Retrofit, and Equipment Replacement Project (WQ-19002).8
On December 5, 2022, City Council approved Amendment No. 2 to Contract C21179265C with
Carollo to 1) add Task 3: construction management and inspection services for the Secondary
Treatment Upgrades Project; 2) extend the contract term through March 31, 2028; and 3)
5 City Council, October 16, 2023; Agenda Item #10, SR#2308-1863,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82521
6 City Council, May 13, 2024; Agenda Item #11, SR#2404-2760,
https://recordsportal.paloalto.gov/ElectronicFile.aspx?docid=6459&repo=PaloAlto&pdfyiew=true#page=153
City Council, June 21, 2021; Agenda Item #21; SR # 12324,
https://www.cityofpaloalto.org/files/assets/public/v/2/agendas-minutes-reports/reports/city-manager-reports-
cmrs/yea r-archive/2021/id-12324.pdf
8 City Council, November 14, 2022; Agenda Item #5, SR #14602,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81996
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increase compensation for basic and additional services by $8,237,021, from $604,247. Task 3
Services were funded by the Secondary Treatment Upgrades Project (WQ-19001).9
On October 23, 2023, City Council approved Amendment No. 3 to Contract C21179265C with
Carollo to increase compensation for basic and additional services by $388,538, from
$8,841,268 to $9,229,806. Task 1A Services were funded by the Primary Sedimentation Tank
Rehabilitation Project (WQ-14003).10
Amendment No. 4 to Carollo Contract C21179265C will increase compensation for basic and
additional services by $4,151,386, from $9,229,806 to $13,381,192. The Local AWPS Project
final completion date is expected to be in June 2027. Amendment No. 4 to the Carollo Contract
C21179265C will not change the current contract end date of March 31, 2028.
Black and Veatch Design Contract Amendment No. 2
On March 10, 2021, City Council approved a professional services contract for design services
with Black and Veatch (B&V) for the Local AWPS Project at the RWQCP. The original contract
amount was $3,182,960, including $2,893,600 for basic services and $289,360 for additional
services. The current contract expiration date is June 30, 2024.11
After initial contract award, B&V progressed through the 30%, 60%, and 90% design stages. At
60% design, staff was informed by the City's Planning Department that the project would
require a Major Architectural Review and then approval of a Site and Design Review from
Council. Staff submitted an application at the 90% design stage and worked with the Planning
and Development Services Department to move the project through the Planning and
Transportation Commission, Architectural Review Board, and City Counci112.
ANALYSIS
C21179265C Construction Management Contract Amendment No. 4
On January 16, 2024, staff issued a Request for Work Order Proposal to each of the five
construction management consultants with a scope of services and a list of tasks needed for the
upcoming Local AWPS construction project (i.e., Work Order #5). Three proposals were received
9 City Council, December 5, 2022; Agenda Item #8, SR #14710,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82033
10 City Council, October 23, 2023; Agenda Item #4, SR# 2309-2090,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82579
11 City Council, March 3, 2021; Agenda Item #3, SR #11782,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=2229
12 City Council, May 13, 2024; Agenda Item #11, SR#2404-2760,
https://recordsportal.paloalto.gov/ElectronicFile.aspx?docid=6459&repo=PaloAlto&pdfView=true#page=153
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from Carollo Engineers, CDM Smith, and MCK Americas, with prices ranging from $2,776,304 to
$4,320,562 (Table 1).
.. ...1*1 u('n b]7.riiii
Proposal Description Request for Work Order Proposal #5
Proposed Length of Project
3 years
Number of Vendors Notified
5
Number of Proposal Packages Downloaded
5
Request for Work Order Proposal Issued
January 16, 2024
Total Days to Respond to Proposals
45
Deadline for Questions and Clarifications
February 15, 2024
Proposals Due Date
March 1, 2024
Proposals Received
3
Firms Interviewed
2
Proposals Price Range
$2,776,304 to $4,320,562
An evaluation panel consisting of RWQCP Engineering staff and WQCP CIP Program
Management staff reviewed the three proposals. Staff carefully reviewed each firm's
qualifications and submittal in response to the criteria identified in the Request for Work Order
Proposal, including quality and completeness of the proposal, quality and effectiveness of
services, and experience of their staff with projects of similar complexity and scope. Two firms
were selected for interviews.
Staff recommends amending the contract with Carollo, who has provided adequate
construction management services to existing large capital projects at the RWQCP. The firm
demonstrated clear understanding of the Local AWPS project needs. The proposal included staff
that have construction, operations, electrical engineering, and owner's experience integrated in
the same team. Carollo's proposal had the lower cost of the two interviewed firms. Total costs
are shown in Table 2 below.
Basic Additional Not -to -Exceed
Staff Report Services Services Total
Initial contract,13 6/21/22 $1 -- $1
Amendment #1, 11/14/22, 12 kV Electrical Power Distribution $549,314 $54,932 $604,246
Loop Rehabilitation Package 1 Project (WQ-19002)14
13 City Council, June 21, 2021; Agenda Item #21; SR # 12324.
https://www.cityofpaloalto.org/files/assets/public/v/2/agendas-minutes-reports/reports/city-manager-reports-
c m rs/yea r -a rch ive/2021/i d-12324. pdf
14 City Council, November 14, 2022; Agenda Item #5, SR #14602
https://recordsporta 1. pa loalto.gov/Webl i n k/DocView.aspx?id=81996
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Amendment #2, 12/5/22, Secondary Treatment Upgrades
$7,488,201
$748,820
$8,237,021
Project (WQ-19001)1s
Amendment #3, 10/10/23 Primary Sedimentation Tank
$246,700
$141,838
$388,538
Rehabilitation Project (WQ-14003)16
Amendment #4, 6/3/24 Local Advanced Water Purification
$3,773,987
$377,399
$4,151,386
System (WQ-14003)
Black and Veatch Desi&n Contract Amendment No. 2
Staff recommends that City Council approve Amendment No. 2 to extend the duration of the
Black & Veatch design contract to December 31, 2027, given the delayed construction start
date and need for design services during construction.
FISCAL/RESOURCE IMPACT
Funding of $1.1 million for the Carollo contract is available in the Fiscal Year 2024 Wastewater
Treatment Fund Adopted Capital Budget for the Local Advanced Water Purification System
Capital Improvement Program project (WQ-19003). In the Fiscal Year 2025 Proposed Capital
Budget, a total of $63.5 million has been proposed for WQ-19003 for construction, construction
management, and design, subject to Council approval. Staff is currently working with staff from
the Clean Water State Revolving Fund (SRF) program and US Bureau of Reclamation (USBR) to
formalize a loan and grant agreement, respectively, and will return to City Council later this
year or early next year for approval prior to the start of construction.
The project's construction management services will be expensed against the project budget.
Paid invoices will be promptly submitted for reimbursement to Valley Water, the SRF program,
and the USBR.
Amendment #2 of the Black & Veatch design contract does not include an increase to the
original contract compensation.
STAKEHOLDER ENGAGEMENT
A summary of stakeholder engagement for this Project is included in Staff Report #2403-2760,
which recommended Council approval of the Site and Design Application17.
ENVIRONMENTAL REVIEW
15 City Council, December 5, 2022; Agenda Item #8, SR #14710
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82033
16 City Council, October 23, 2023; Agenda Item #4, SR# 2309-2090
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82579
17 City Council, May 13, 2024; Agenda Item #11, SR#2404-2760,
https://recordsportal.paloalto.gov/ElectronicFile.aspx?docid=6459&repo=PaloAlto&pdfView=true#page=153
Item 8: Staff Report Pg. 6 Packet Pg. 223 of 636
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Council action on this item is within the scope of the City of Palo Alto Recycled Water Project
Environmental Impact Report and Addendum (SCH 2011062037). The Council adopted a Notice
of Determination for the Project on November 18, 2019.18
ATTACHMENTS
Attachment A: Amendment #4 to Contract C21179265C with Carollo Engineers, Inc
Attachment B: Amendment #2 to Contract C21178333 with Black & Veatch
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
18 City Council, November 18, 2019; Agenda Item #17, SR #10627,
https://www. cityofpa I oa Ito. org/fi I es/assets/p u b I is/v/1/age n das-m i n utes-reports/reports/city-man ape r -repo rts-
c m rs/yea r -a rch ive/2019/i d -10627-m i n i-pa cket-11182019. pdf?t=60382.02
Item 8: Staff Report Pg. 7 Packet Pg. 224 of 636
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
AMENDMENT NO. 4 TO CONTRACT NO. C21179265C
BETWEEN THE CITY OF PALO ALTO
AND CAROLLO ENGINEERS, INC.
This Amendment No. 4 (this "Amendment") to Contract No. C21179265C (the "Contract" as
defined below) is entered into as of June 10, 2024, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation ("CITY"), and CAROLLO ENGINEERS, INC., a California
corporation, located at 2795 Mitchell Drive, Walnut Creek, CA 94598 ("CONSULTANT"). CITY and
CONSULTANT are referred to collectively as the "Parties" in this Amendment.
RECITALS
A. The Contract (as defined below) was entered into by and between the Parties to
provide construction management and inspection services on an on -call, as -needed,
time -limited basis in connection with individual projects or inspection tasks at the
Regional Water Quality Control Plant (RWQCP), as detailed therein.
B. The Parties entered into Amendment No. 1 to add Task 2 services (referred to as Work
Order No. 2) for Construction Management and Inspection Services for the 12kV
Electrical Power Distribution Loop Rehabilitation Bid Package 1 Project, and to increase
compensation by Six Hundred Four Thousand Two Hundred Forty -Six Dollars
($604,246.00), from One Dollar ($1.00) to Six Hundred Four Thousand Two Hundred
Forty -Seven Dollars ($604,247.00), as detailed therein.
C. The Parties entered into Amendment No. 2 to (1) extend the contract term through
March 31, 2028; (2) add Task 3 services (referred to as Work Order No. 3) for
Construction Management Services for the Secondary Treatment Upgrades Project;
and (3) increase compensation by Eight Million Two Hundred Thirty -Seven Thousand
Twenty -One Dollars ($8,237,021.00), from Six Hundred Four Thousand Two Hundred
Forty -Seven Dollars ($604,247.00) to Eight Million Eight Hundred Forty -One Thousand
Two Hundred Sixty -Eight Dollars ($8,841,268.00), as detailed therein.
D. The Parties entered into Amendment No. 3 to (1) add Task 1A services (referred to as
Work Order No. 1A) for Construction Management Services for the Primary
Sedimentation Tank Rehabilitation and Equipment Room Electrical Upgrade Project;
and (2) increase compensation by Three Hundred Eighty -Eight Thousand Five Hundred
Thirty -Eight Dollars ($388,538.00), from $8,841,268.00 to Nine Million Two Hundred
Twenty -Nine Thousand Eight Hundred Six Dollars ($9,229,806.00), as detailed therein.
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Attachment A -
Amendment No. 4 to
Contract with Carollo
E. The Parties now wish to amend the Contract in order to (1) add Task 4 services
(referred to as Work Order No. 5) for Construction Management Services for the Local
Advanced Water Purification System; (2) increase compensation by Four Million One
Hundred Fifty -One Thousand Three Hundred Eighty -Six Dollars ($4,151,386.00), from
Nine Million Two Hundred Twenty -Nine Thousand Eight Hundred Six Dollars
($9,229,806.00) to Thirteen Million Three Hundred Eighty -One Thousand One Hundred
Ninety -Two Dollars ($13,381,192.00); (3) add Haley & Aldrich, Inc. as a subcontractor;
and (4) add Exhibit C-2 Schedule of Rates, as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this
Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
Contract. The term "Contract" shall mean Contract No. C21179265C between
CONSULTANT and CITY, dated June 14, 2021, as amended by:
Amendment No. 1, dated November 7, 2022
Amendment No. 2, dated December 5, 2022
Amendment No. 3, dated October 16, 2023
b. OtherTerms. Capitalized terms used and not defined in this Amendment shall
have the meanings assigned to such terms in the Contract.
SECTION 2. Section 4 "NOT TO EXCEED COMPENSATION" of the Contract is hereby amended to
read as follows:
"The CITY is engaging multiple consultants, including CONSULTANT, that are eligible to respond with
proposals to the CITY's project -specific Task Orders under the process described in Exhibit A. The
compensation to be paid to CONSULTANT for performance of the Services shall be based on the
compensation structure detailed in Exhibit C, entitled "COMPENSATION," including any reimbursable
expenses specified therein, and the maximum total compensation shall not exceed One Dollar ($1),
unless CITY selects CONSULTANT, according to the process in Exhibit A, to perform services under one
or more Task Orders not to exceed Thirteen Million Three Hundred Eighty -One Thousand One
Hundred Ninety -Two Dollars ($13,381,192.00) over the term of the Agreement. No pre -qualified
consultant, including the CONSULTANT under this Agreement, is guaranteed selection or assured of
any minimum quantity of work to be performed. In the event CONSULTANT is not selected to provide
Services under a Task Order, no payment is due from CITY.
The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled "SCHEDULE OF RATES"
and Exhibit C-2, entitled "SCHEDULE OF RATES, AMENDMENT NO. 4." Any work performed, or
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Attachment A -
Amendment No. 4 to
Contract with Carollo
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.
A. The City has selected CONSULTANT to perform Work Order #2, for Construction
Management and Inspection Services forthe Medium Voltage Electrical Network (12kV
Elec. Loop) Rehabilitation Bid Package 1 Project, in the amount not to exceed Five
Hundred Forty -Nine Thousand Three Hundred Fifteen Dollars ($549,315.00).
CONSULTANT agrees to complete all Basic Services, including reimbursable expenses,
within this amount. In the event Additional Services (as defined below) are authorized,
the total compensation for Basic Services, Additional Services and reimbursable
expenses for Work Order #2 shall not exceed Six Hundred Four Thousand Two
Hundred Forty -Seven Dollars ($604,247.00).
B. The City has selected CONSULTANT to perform Work Order #3, for Construction
Management Services for the Secondary Treatment Upgrades Project, in the amount
not to exceed Seven Million Four Hundred Eighty -Eight Thousand Two Hundred One
Dollars ($7,488,201.00). CONSULTANT agrees to complete all Basic Services, including
reimbursable expenses, within this amount. In the event Additional Services (as defined
below) are authorized, the total compensation for Basic Services, Additional Services
and reimbursable expenses for Work Order #3 shall not exceed Eight Million Two
Hundred Thirty -Seven Thousand Twenty -One Dollars ($8,237,021.00).
C. The City has selected CONSULTANT to perform Work Order #1A, for Construction
Management Services for the Primary Sedimentation Tank Rehabilitation and
Equipment Room Electrical Upgrade Project, in the amount not to exceed Two
Hundred Forty -Six Thousand Seven Hundred Dollars ($246,700.00). CONSULTANT
agrees to complete all Basic Services, including reimbursable expenses, within this
amount. In the event Additional Services (as defined below) are authorized, the total
compensation for Basic Services, Additional Services and reimbursable expenses for
Work Order #1A shall not exceed Three Hundred Eighty -Eight Thousand Five Hundred
Thirty -Eight Dollars ($388,538.00).
D. The City has selected CONSULTANT to perform Work Order #5, for Construction
Management Services for the Local Advanced Water Purification System, in the amount
not to exceed Three Million Seven Hundred Seventy -Three Thousand Nine Hundred
Eighty -Seven Dollars ($3,773,987.00). CONSULTANT agrees to complete all Basic
Services, including reimbursable expenses, within this amount. In the event Additional
Services (as defined below) are authorized, the total compensation for Basic Services,
Additional Services and reimbursable expenses for Work Order #1A shall not exceed
Four Million One Hundred Fifty -One Thousand Three Hundred Eighty -Six Dollars
($4,151,386.00).
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Attachment A -
Amendment No. 4 to
Contract with Carollo
® 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 Fifty -Four Thousand Nine Hundred Thirty -Two Dollars
($54,932.00) for the performance of Additional Services for Work Order #2; Seven Hundred
Forty -Eight Thousand Eight Hundred Twenty Dollars ($748,820.00) for Work Order #3; One
Hundred Forty -One Thousand Eight Hundred Thirty -Eight Dollars ($141,838.00) for Work
Order #1A; and Three Hundred Seventy -Seven Thousand Three Hundred Ninety -Nine Dollars
($377,399.00) for Work Order #5. The total compensation for performance of the Services,
Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed
Thirteen Million Three Hundred Eighty -One Thousand One Hundred Ninety -Two Dollars
($13,381,192.00), as detailed in Exhibit C.
"Additional Services" means any work that is determined by CITY to be necessary for the
proper completion of the Project, but which is not included within the Scope of Services
described in a Task Order issued under 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 CONSULTANTfor
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."
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Attachment A -
Amendment No. 4 to
Contract with Carollo
SECTION 3. Section 12 "SUBCONTRACTING" of the Contract is hereby amended to read as
follows:
"®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:
Silveira Consulting
Salimi Construction Management
Bay Area Coating Consultants, Inc.
BSK Associates
Haley & Aldrich, Inc.
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 4. The following exhibit(s) to the Contract are hereby amended, as indicated below,
to read as set forth in the attachment(s) to this Amendment, which are hereby incorporated in full into
this Amendment and into the Contract by this reference:
a. Exhibit "A-4" entitled "PROFESSIONAL SERVICES TASK ORDER NO. 5, AMENDMENT NO.
4" (ADDED).
b. Exhibit "B" entitled "SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4" (AMENDED,
REPLACES PREVIOUS)
c. Exhibit "C" entitled "COMPENSATION, AMENDMENT NO. 4," (AMENDED, REPLACES
PREVIOUS).
d. Exhibit "C-2" entitled "SCHEDULE OF RATES, AMENDMENT NO. 4," (ADDED).
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the
Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this
Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager or Designee
APPROVED AS TO FORM:
City Attorney or Designee
Attachments:
CAROLLO ENGINEERS, INC.
Officer 1 DocuSigned by:
U cu u, Suor Viu. PIn,sidt,
By: 9B7DA73AC859451._.
Rick Chan, senior Vice President
Name:
senior vice President
Title:
Officer 2 DocuSigned by:
By: F7A59CC11E5E4E7
Name:
Title:
Anne E. Prudhel
Executive vice President
Exhibit "A-4": PROFESSIONAL SERVICES TASK ORDER NO. 5, AMENDMENT NO. 4 (ADDED)
Exhibit "B": SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4(AMENDED, REPLACES PREVIOUS)
Exhibit "C": COMPENSATION, AMENDMENT NO. 4 (AMENDED, REPLACES PREVIOUS)
Exhibit "C-2": SCHEDULE OF RATES, AMENDMENT NO. 4 (ADDED)
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
EXHIBIT "A-4
PROFESSIONAL SERVICES TASK ORDER NO. 5, AMENDMENT NO. 4
(ADDED)
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. C21179265C
1A. MASTER AGREEMENT NO.: C21179265C
1B. TASK ORDER NO 5: Work Order No. 5 for Construction Management Services for the
Local Advanced Water Purification System
2. CONSULTANT NAME: CAROLLO ENGINEERS, INC.
3. PERIOD OF PERFORMANCE:
START: Immediately Once Notice to Proceed (NTP) is Issued;
COMPLETION: 12/31/2027
4 TOTAL TASK ORDER NO. 1A PRICE: $3,773,987.00
BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT: $0
5. WBS/CIP: WQ-19003
6. CITY PROJECT MANAGER: Tom Kapushinski Public Works Department, Environmental
Services Division, RWQCP
7. DESCRIPTION OF SCOPE OF SERVICES 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: Task Order No. 5 Scope of Services, including Schedule of Performance
and Compensation Schedule
TASK ORDER #5 SCOPE OF SERVICES
A. General Requirements/ Project Management
For any work which requires licensing, the Proposers shall be appropriately
licensed in accordance with the laws of the State of California. The cost for any
required licenses, permits or training shall be the responsibility of the successful
Proposers and shall not be expensed as part of this contract.
2. Special Requirements
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
i. Project Manager shall have a minimum of 5 years of relevant construction
management experience working on membrane -based water treatment
systems.
ii. Resident Engineer shall have a minimum of 5 years of construction
management working on membrane -based water treatment systems.
iii. Startup Manager shall be a startup and testing expert with a minimum of 5
years of experience starting up equipment and systems of similar type, size,
capacity and complexity to the equipment and systems included in this Project.
iv. Staff's related construction experience shall include:
• Minimum of 5 years of demonstrated experience in membrane -based
water treatment systems with experience on coordinating installation
and testing of membrane filtration and reverse osmosis equipment.
• Minimum of 5 years of experience in inspection of membrane -based
water treatment systems.
v. As part of the proposal submittal, CONSULTANT shall include two references
(names, agencies, email addresses, and phone numbers) minimum for each of
their proposed Project Manager, Resident Engineer and specialty inspectors.
3. CONSULTANT shall prepare and submit to the City a Project Management Plan to
include schedule; budget; spending projection and staffing level for each month forthe
duration of the contract term; personnel roles and construction management
procedures. CONSULTANT shall provide all necessary administration, project controls,
quality assurance and professional oversight to ensure that:
a. the project remains on schedule, within budget, ensures continuity of
information, and satisfies the requirements of the CONTRACT.
b. The construction project is progressing per construction contract's
requirements.
4. For the Local AWPS Project, the CITY will seek reimbursement from California State
Revolving Fund (SRF) and reimbursement from the Santa Clara Valley Water District
(Valley Water) for some or all of the CONSULTANT's costs. Additionally, the City is
working to receive a US Bureau of Reclamation (USBR) grant. CONSULTANT shall
provide SRF, USBR or Valley Water required documentation with the invoices and
clearly indicate the eligible SRF disbursement amount.
5. At the beginning of each month, CONSULTANT shall prepare and submit to the City
Project Manager a monthly invoice package. The City prefers processing CONSULTANT
pay requests that cover one calendar month. Invoices covering two different fiscal
years (e.g., June 2024 and July 2024 shall not be combined. Monthly invoice packages
shall include the cost incurred during previous month including subconsultant cost and
expenses, and a progress report documenting progress. The report shall include the
progress by each task, the budget status (authorized amount, current billing, billed to
date, previously billed, amount remaining, and percent spent), outstanding issues,
potential changes, project schedule and schedule impacts. CONSULTANT shall identify
and mitigate potential budget overruns; and notify CITY Project Manager as soon as
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
the potential overrun is identified. If SRF, USBR or Valley Water funding is used,
progress reports shall include a summary of eligible costs per month.
B. Preconstruction Phase Tasks
1. CONSULTANT shall perform reviews of construction drawings and specifications at
100% design, as directed by the CITY with focus on constructability of the project. At a
minimum, the CONSULTANT shall provide and log comments regarding the plans,
specifications, and construction cost estimate in an Excel Workbook, provided to the
CITY. Comments should at a minimum include feedback on measurement and
payment, sequencing, schedule, constructability, and required contractor
qualifications.
2. The CITY may assign milestone reviews of other projects in the preconstruction phase.
Reviews shall determine the coordination required between the subject project and
other projects for concurrent work and the constructability of other projects following
the completion of the subject project. This work shall be tracked via a separate
subtask.
3. The CITY may request the CONSULTANT to attend the pre -bid meeting. CONSULTANT
shall assist the City with evaluation of construction bids to determine bid irregularities,
if any. The successful bidder will be based on the lowest responsive and responsible
bid.
4. Administration
a. CONSULTANT shall propose a project administration procedure, including an
online document tracking system, for CITY approval. The administration
procedure will detail how the CONSULTANT will track, store, distribute, and
manage digital and hardcopy correspondence and project documentation and
strategy for managing project communications.
b. CONSULTANT shall establish and maintain a health and safety plan specificfor
CONSULTANT's staff and subconsultants. CONSULTANT shall submit a copyfor
City's record. During construction activities, CONSULTANT shall follow
CONTRACTOR(S)'s health and safety plan(s), if it is more stringent.
5. Field Office Setup
a. CONSULTANT shall organize the hardcopy and digital files forthe project prior
to commencement of construction and coordinate with the CITY and
CONTRACTOR for office trailer set-up.
b. CITY will designate a location for the CONTRACTOR'S office trailer and provide
utility connection points.
c. CONSULTANTwill be provided with an office space in the Administration Bldg.
All office equipment and materials, such as, copier, phone/service, and
internet access are to be furnished by the CONSULTANT.
6. Preconstruction Activities
a. Site Walk Observations and Documentation
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
I. CONSULTANT will conduct preconstruction inspections, documenting
conditions in a log and providing digital photographs and video(s) to
the CITY.
b. Preconstruction Submittals
i. CONSULTANT to develop a list of CONTRACTOR pre -construction
submittals.
ii. CONSULTANT shall review CONTRACTOR's pre -construction
submittals, schedule of values, and preliminary schedule.
C. State Revolving Fund (SRF)/USBR Title XVI WIIN Water Reclamation and Reuse Program
Funding (WIIN)/ Valley Water Reimbursement Compliance Tasks
1. CONSULTANT shall prepare and package for submittal all required SRF documentation
needed to obtain monthly SRF loan disbursements during the construction period.
CITY will submit the documentation to the State.
2. CONSULTANT shall prepare and package for submittal Quarterly Construction reports
required for SRF compliance. Package shall include a narrative and photos of
construction activities performed during the reporting period. CITY will submit the
documentation to the State.
3. Within 15 days of the end of a reporting period, CONSULTANT shall prepare and
package for submittal all required USBR documentation related to the WIIN Grant
needed to obtain reimbursement for the expenses incurred. The submittal includes
preparation of a report that documents the work completed over the reporting
period and progress towards meeting the project's outcomes. CITY will submit
documentation to the USBR.
4. USBR Construction Reporting: On a monthly basis, CONSULTANT shall provide
certified percentage of completion; any significant developments, including impacts
to scheduled performance of activities; any problems, delays, or adverse conditions
which will adversely impact the project; and any favorable developments that could
result in completing project objectives sooner than anticipated or at less cost than
anticipated or produce more or different beneficial results. CITY will upload reports to
the ASAP platform used by USBR.
5. CONSULTANT shall facilitate inspections by USBR staff and make pertinent
construction records readily available for inspection/audit.
6. CONSULTANT shall document CONTRACTOR's compliance with all SRF and USBR
requirements, including:
a. When applicable, recognize the contribution of SRF or USBR, through Project
signage meeting SRF/USBR requirements.
b. American Iron and Steel (AIS) requirements
c. Build America, Buy America (BABA) — if applicable to this project
d. Davis -Bacon Act compliance
i. CONSULTANT shall perform Davis -Bacon Wage Rate Interviews at
intervals required by SRF, but not less than every time a new
contractor, subcontractor, or trade begins work. Subsequent
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
interviews shall be required periodically based upon the CONSULTANT
and CITY's assessment of Risk of Noncompliance.
e. Disadvantaged Business Enterprise (DBE) certifications
f. Project Closeout forms
g. Certified payrolls
7. CONSULTANT shall maintain a submittal log of materials subject to
AIS requirements and/or approved exemptions.
8. CONSULTANT shall prepare and package for submittal Project Close Out Report
required for SRF compliance. CITY will submit the documentation to the State.
D. Construction Phase Tasks
1. Construction Administration
a. Project Coordination
I. CONSULTANT shall act as the project coordinator and the point of
contact for all communications with the CONTRACTOR. The
CONSULTANT shall coordinate construction activities with the CITY,
ENGINEER, and CONTRACTOR. CONSULTANT responsibilities include:
conduct team meetings with the CONTRACTOR to review progress,
coordinate evaluations and identify information needs; disseminate
information to the design team; manage the project budget; manage
the project schedule; manage sub -consultants; manage QA/ QCteam;
coordinate communications with other ongoing projects' construction
managers to facilitate the construction of ongoing projects and
continuous Plant operations.
ii. CONSULTANT shall provide a contact phone number to respond to
issues related to construction activity or coordination, 24 hours a day,
7 days a week.
b. Document Tracking System: CONSULTANT shall establish, implement and
maintain an online system for tracking all correspondence and documents on
the Project or shall adopt a project administration procedure previously
approved by CITY. CONSULTANT shall incorporate within the tracking system
the means to track the routing of submittals/RFIs to the CITY's other
consultants.
c. Construction Administration Services: CONSULTANT shall provide
administrative and management services. The CONSULTANT shall receive all
correspondence from the CONTRACTOR and address all inquiries from the
CONTRACTOR and construction related correspondence. The ENGINEER will be
responsible for providing design input.
2. Meetings
a. CONSULTANT shall prepare agendas for kick-off meeting, weekly progress
meetings and other construction/technical meetings required during the term
of the Project.
b. CONSULTANT shall preside the meetings, address administrative and non -design
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Attachment A -
Amendment No. 4 to
Contract with Carollo
issues, and prepare meeting minutes for distribution. CITY, ENGINEER and
CONTRACTOR's team will attend these meetings. The ENGINEER will address
design issues.
c. CONSULTANT shall have all pending decisions detailed for the meetings as well
as project statistics (schedule updates, risks as identified by risk register,
percent of project complete, near -term milestones, etc.).
d. Anticipated Meetings
I. Construction kick-off meeting
ii. Weekly progress meetings
iii. As -needed technical meetings with CITY, ENGINEER, CONTRACTOR and
manufacturer's representative(s) to resolve equipment and/or
installation issues
iv. Minimum two (2) Electrical/Water Service Coordination Meetings with
City of Palo Alto Utilities (CPAU)
v. Minimum two (2) Sewer Alignment Coordination meetings with CPAU
vi. Minimum two (2) Fire Department Coordination Meetings
vii. Minimum of two (2) City of Palo Alto Building Department Coordination
Meetings
viii. I&C Standards Review Meeting with RWQCP Technology / SCADA
Support Staff
ix. Membrane filtration and reverse osmosis system supplier coordination
meetings
x. Project punch list and close-out Meeting
xi. Attend other concurrent projects' kickoff meetings
xii. Periodic coordination meetings with other ongoing projects'
construction managers and the CITY
3. Submittals
a. CONSULTANT shall use the online document tracking system to log and
coordinate the submittal process.
b. CONSULTANT shall receive the submittals, including CONTRACTOR's red -line
drawings, from the CONTRACTOR and check the submittals for completeness
and general conformity with the Construction Contract requirements. If
obvious deficiencies are apparent in the submittal, the CONSULTANT shall
reject and send the submittal back to the CONTRACTOR for correction.
c. CONSULTANT shall route the submittals to the ENGINEER for review and shall
route the reviewed submittal back to the CONTRACTOR. The CONSULTANT
shall review comments on the submittals to determine if additional follow-up
with the CONTRACTOR and/or ENGINEER is warranted and to identify any
scope changes.
d. CONSULTANT shall coordinate the ENGINEER's submittal review and track the
status of shop drawing resubmittals with the CONTRACTOR.
e. CONSULTANT shall review the submittals for progress schedule, temporary
facilities, construction sequencing, conduit/pipe layout plan,
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manufacturer/applicator/installer's certificates,
submittals.
Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
and other non -technical
f. CONSULTANT shall review temporary facilities submittals for operability as well
as conflicts with other ongoing projects' active and/or proposed construction.
The City may request CONSULTANT to review other ongoing projects'
temporary facilities submittals for coordination logistics and constructability
issues.
4. Request for Information/Clarification Process
a. CONSULTANT shall utilize the online document tracking system for processing
requests for design clarifications.
b. CONSULTANT shall receive all requests for information (RFIs) from the
CONTRACTOR and determine if the request is a valid RFI;
I. If valid, ENGINEER will review the RFIs and provide design response.
CONSULTANT shall review the ENGINEER's response, verify
acceptability of response and transmit the Clarification Response to the
CONTRACTOR.
ii. If the request is not valid, CONSULTANT shall return the RFI to the
CONTRACTOR with justifications.
c. CONSULTANT shall provide a response within 10 working days to the
CONTRACTOR for any administrative, field condition specific and general RFI.
d. ENGINEER shall prepare Design Clarifications where design issues are identified
by the CONSULTANT, ENGINEER, or CITY. CONSULTANT shall prepare the
Clarification Letter for transmittal to the CONTRACTOR of the ENGINEER's
Design Clarification and other clarifications.
e. CONSULTANT shall work with the CITY Project Manager to maintain an Error
and Omission Log to document change orders, RFIs and RFCs that are a result
of ENGINEER and CONTRACTOR errors in design and construction, respectively.
The log shall record the hours spent by the ENGINEER to respond to the RFIs/
RFCs and associated cost impact to the construction. CITY may seek
reimbursement from the ENGINEER and/or CONTRACTOR.
5. Change Order Preparation, Negotiation & Processing
a. CONSULTANT shall review all change order requests (either initiated by the
CITY or by the CONTRACTOR).
I. CONSULTANT shall utilize the online document tracking system to log,
track, and process changes.
ii. CONSULTANT shall maintain Change Event files. These files shall
compile all data related to specific items that arise that may have cost
or time impacts orneither.
b. CONSULTANT shall judge the validity and/or merits of all CONTRACTOR
initiated change order requests. CONTRACTOR initiated change orders deemed
unnecessary, or not substantiated by a deficiency in the construction
documents shall be returned to CONTRACTOR unapproved with an
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Attachment A -
Amendment No. 4 to
Contract with Carollo
explanation.
c. CONSULTANT shall negotiate change orders with the CONTRACTOR,
considering impact to the schedule, as well as, reasonableness of cost, and
impact to total project budget. CONSULTANT shall provide updates regarding
potential cost and schedule changes to CITY.
d. CONSULTANT shall prepare an independent cost estimate and/or verify the
acceptability of the CONTRACTOR's cost proposal for each approved change
request. At CITY's discretion, ENGINEER's opinion may be requested for specific
equipment and material costs.
e. CONSULTANT shall prepare change orders using CITY's procedure for execution
by the CITY and CONTRACTOR.
I. CONSULTANT shall prepare a Change Order Memorandum, if requested
by the CITY, to provide additional background discussion for need of
the change and reasonableness of cost and schedule impact.
ii. ENGINEER shall prepare design details for change requests as needed.
CONSULTANT to coordinate schedule and distribution ofdesigndetails.
iii. CONSULTANT shall prepare, and issue approved change order requests
to the CONTRACTOR with the appropriate design documents as
directed by the CITY.
f. In the event the CONTRACTOR encounters a time sensitive problem where
time is not available to negotiate a settlement, CONSULTANT shall issue a field
order in accordance with the City's procedures.
I. All work done under a field order will be completed on a time and
material basis. CONSULTANT to track actual time and material
expended for the field order work.
ii. Field orders shall be reviewed and approved with the CITY prior to
issuance.
6. Documentation of Environmental Compliance
a. CONSULTANT shall document compliance with environmental permittingand
mitigation measures in accordance with the requirements of the
environmental documents and regulatory permits.
7. Progress Payment
a. CONSULTANT shall review the initial schedule of values (cost breakdown)
prepared by the CONTRACTOR and generate a progress payment request form
for the CONTRACTOR's use which is compatible with the SRF CONTRACTOR
Spreadsheet (Form No. 259) and acceptable to SRF - Financial Assistance
Division, by the USBR or by Valley Water procedures if seeking reimbursement
from either agency.
b. CONSULTANT shall review and process the progress payment requests and
determine whether the amount requested reflects the actual status of the
Contractor's work in place, materials on site and other contract requirements.
c. CONSULTANT shall perform the appropriate administration, preparation and
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
processing of the monthly progress payments so the CITY can respond in
accordance with the time periods set forth in the Public Contract Code.
d. CONSULTANT shall prepare the summary cover sheet for the progress
payments which will be executed by CONSULTANT, CONTRACTOR and CITY.
e. CONSULTANT shall not recommend final payment to the CONTRACTOR until
the CONSULTANT has determined CONTRACTOR has complied with the
project closeout requirements, including submittals of record documents,
warranties, and operations and maintenance manuals. CITY will release the
retention only after a Notice of Completion has been recorded with the Santa
Clara County Clerk's Recorder Office.
8. CONTRACTOR's Certified Payroll
a. On a bi-weekly basis, or when otherwise requested by the CITY, State, or other
agency or public inquiry, the CONSULTANT shall collect certified payrolls from
the CONTRACTOR. Apart from the regular, bi-weekly collection, the
CONSULTANT shall obtain payroll records within 10 days of the CITY's request.
b. CONTRACTOR is responsible for submitting electronically their certified payroll
records to the State Department of Industrial Relations.
c. CONSULTANT shall be responsible for documenting and conducting interviews
of the CONTRACTOR's field staff/crew for compliance with CITY prevailing wage
ordinance and SRF requirements (SF -1445).
9. Schedule
a. CONSULTANT shall review CONTRACTOR's initial Baseline schedule submittal to
determine whether it is realistic and prepared in accordance with the Contract
Documents, that the milestone and Substantial Completion dates meet the
overall goal for schedule and that no major conflicts exist. CONSULTANT shall
advise CITY of the review determination and provide written comments to the
CONTRACTOR.
b. CONSULTANT shall review the CONTRACTOR's schedule updates and provide
written comments to the CONTRACTOR.
c. CONSULTANT shall review and evaluate the CONTRACTOR's requests for
Contract time extension and/or monetary claim and make written
recommendations to the CITY regarding entitlement and the number of days, if
any, to be added to the Contract Time(s). If requested by the CITY,
CONSULTANT shall provide a written assessment of the time request.
CONSULTANT shall evaluate and negotiate schedule adjustments with the
CONTRACTOR.
10. Field Quality Control (Inspection Services)
a. CONSULTANT shall provide field observation services to monitor compliance
with the Contract Documents.
I. CONSULTANT staff shall have sufficient training and experience
regarding the specific construction activities being performed by
CONTRACTOR.
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Attachment A -
Amendment No. 4 to
Contract with Carollo
1) CONSULTANT shall provide staffing at a level that match
construction load and as required to observe CONTRACTOR's
activities.
2) CONSULTANT shall provide subconsultant(s) as needed to
observe specialty work or conduct specialty tests (see Special
Inspections).
3) CITY may set an allowance on a task order specific basis for the
increased cost only of inspectional services if required during off
hours and on weekends. Consultant to provide sufficient hours
to cover all inspectional services anticipated at standard rates.
b. Reporting
I. CONSULTANT shall prepare daily inspection reports documenting
observed field activities, field crews, CONTRACTOR equipment, and
field problems. CONSULTANT shall collect and compile CONTRACTOR
daily reports. Such information shall be accessible by the City.
ii. CONSULTANT shall provide and maintain photographs of field activities
for status monitoring of the project.
iii. CONSULTANT shall monitor record documents (redline drawings) on a
bi-weekly basis to determine if they are being maintained by the
CONTRACTOR and are in substantial conformance with the
CONSULTANT's information/observations.
iv. CONSULTANT shall prepare a monthly report to include major work
performed, outstanding issues, project photographs, schedule status,
pending and executed change orders summary, and quality issues. This
report shall also be part of CONSULTANT's monthly progress payment
report.
c. Special Inspections
I. CONSULTANT shall furnish the materials testing and special inspections
required to be performed for the Project. Special Inspection and
materials testing include, but not limited to:
1) Excavation and Fill for Structures
2) Geotechnical inspections and observations for drilled piles.
CONSULTANT shall enlist the services of a qualified firm as the
Engineer of Record for special inspection and observation of
pile installation. Assume a staff engineer for 10 hours - 10
weeks, field/coordination and internal project management.
3) Trenching and Backfilling
4) Concrete Paving
5) Soils testing for HazMat compliance
6) Soils compaction and relevant testing
7) Concrete sampling and testing
8) Structural steel welding
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Amendment No. 4 to
Contract with Carollo
9) Rebar and concrete for mat foundations
10) Membrane filtration and reverse osmosis units' installation
11) Special inspections as listed in the project specificdesign
drawings and specifications.
ii. CONSULTANT shall schedule and coordinate the material testing
services and have responsibility for the specialty inspections and
testing services.
iii. CONSULTANT shall perform all geotechnical and structural
observations/inspections, particularly foundation pile installation
observation and special inspection. The geotechnical inspections will be
performed by a California registered geotechnical engineer.
11. System Outages
a. CONSULTANT shall review and evaluate the CONTRACTOR's system outage
requests (SOR) in conjunction with the CITY. CONSULTANT shall assess the
reasonableness of the duration of the requested shutdown.
b. The SORs shall be reviewed and approved at least two weeks ahead of the
actual outage/shutdown.
c. CONSULTANT shall facilitate/coordinate shutdowns with the CONTRACTOR,
CITY and ENGINEER.
I. CITY is responsible for reviewing and approving system outage request
and duration, confirming the outage is properly planned, implementing
the outage, and bringing services back online after the outage.
12. Means and Methods of Construction
a. CONSULTANT shall not direct the means and methods of construction.
CONTRACTOR shall be solely responsible for the means and methods of
construction. In the event when the CONTRACTOR's means and methods
and/or work sequence are perceived to have negative impacts on the final
work quality or may damage existing City's property, the CONSULTANT shall
communicate with the CONTRACTOR and inform the CITY and ENGINEER.
13. Construction Staging and laydown Area
CONSULTANT shall periodically observe the construction staging and laydown areas to
check if:
a. Equipment and materials are being stored in accordance with the
manufacturers' procedure (e.g., protection from weathering elements).
b. Exiting plant equipment (e.g., electrical switchgear) are being protected.
c. Heavy loads are not concentrated at or adjacent to locations were underground
utilities are present.
d. Contractor is maintaining any necessary access
e. Site is cleaned up every day
f. Site is isolated and general public and wildlife are protected, in particular along
Embarcadero Road.
14. Safety
a. CONSULTANT shall comply with appropriate regulatory, project and CITY codes
in addition to CONSULTANT's Health and Safety Plan regarding necessarysafety
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Attachment A -
Amendment No. 4 to
Contract with Carollo
equipment and procedures used during performance of the CONSULTANT's
work and shall take necessary precautions for safe operation of the
CONSULTANT's work, and the protection of the CONSULTANT's personnel from
injury and damage from such work.
b. Neither the professional activities of the CONSULTANT, nor the presence of the
CONSULTANT's employees or sub -consultants at the construction/project site,
shall relieve the CONTRACTOR and any other entity of their obligations, duties
and responsibilities including, but not limited to, construction means, methods,
sequence, techniques or procedures necessary for performing, superintending,
or coordinating their work in accordance with the Contract Documents, City
codes, and any health or safety precautions required by pertinent regulatory
agencies. CONSULTANT and its personnel have no authority to exercise any
control over any CONTRACTOR or other entity or their employees in
connection with their work or any health or safety precautions.
15. Spare Parts
a. Based on the specifications and vendor O&M Manuals, CONSULTANT shall
prepare a consolidated/complete list of required spare parts in Excel.
b. CONSULTANT shall inventory spare parts as they are delivered by the
CONTRACTOR and transfer spare parts to the CITY. The transfer of parts shall
be documented via material transmittal, signed by CONTRACTOR,
CONSULTANT and CITY.
16. Operation and Maintenance (O&M) Manuals
a. CONSULTANT shall prepare a list of anticipated O&M Manuals and track the
submittal and review process in the online document tracking system.
ENGINEER will prepare the O&M Manual and Standard Operating Procedures
into a combined document.
b. CONSULTANT shall verify that the submitted O&M manuals are the correct and
latest version, and that the 'lessons learned' and notes taken during startup
and commissioning are included in the final versions of O&M manuals.
CONSULTANT shall coordinate delivery of final hardcopies and electronic copy
from the CONTRACTOR/ENGINEER to CITY.
17. Testing, Training and Initial Operations Period Support
a. CONSULTANT shall coordinate and oversee manufacturer/vendor provided
testing/startup/commissioning activities and training sessions. It is anticipated
that there will be multiple training sessions to be conducted. At a minimum,
the following startup training sessions are anticipated:
1. Membrane Filtration: Including MF feed equipment, MF filters systems,
MF cleaning system, MF compressed air systems.
2. Reverse osmosis system (RO): Including RO Feed tank, RO Pumps, RO
cartridge systems, RO Trains, membrane cleaning system and membrane
flush systems.
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
3. RO permeate transfer: Including transfer pump and permeate tank.
4. RO Permeate blending: Including blending station, blending ratios and
control strategies
5. Overall Local AWPS system operation, water quality monitoring,
requirements, reports, training on sampling, analyzer maintenance
schedule.
b. ENGINEER will provide technical assistance associated with the design intent
during testing/startup/commissioning operations.
c. CONSULTANT shall provide part-time support during the initial operations
following start-up and testing.
d. CONTRACTOR will develop and submit a Testing and Startup Plan. CONSULTANT
shall coordinate with CONTRACTOR, ENGINEER and CITY on the development
and review of the Testing and Startup Plan.
e. CONSULTANT shall provide oversight and administration of training andtesting.
f. CONSULTANT shall observe start-up and testing as the CITY's representative
and maintain copies of start-up documentation in an organized binder (and
scanned electronic copy) that shall be turned over to the CITY at the end of the
project.
g. CONSULTANT shall coordinate the training with the CONTRACTOR, vendor and
CITY staff. Some of the equipment will need training for third party personnel
with whom the CITY may be contracting with. CITY will provide the vendor
contact information for CONSULTANT to coordinate with. Trainings shall be
coordinated so that key CITY staff can attend; schedule shall accommodate key
CITY staff/ Plant operations shifts. Multiple training sessions for day shift and
night shift operators may be required.
h. CONSULTANT shall attend training sessions and collect attendance sheets and
copies of training material.
i. If required by CITY, CONSULTANT shall coordinate production quality audio and
video recording and editing of training sessions to be used for future training
sessions. The final digital copy shall be labeled and have an introduction that
indicates the type of training, the process area, the equipment name, the
vendor(s) / manufacturer(s) if applicable, the date, and the CONTRACTOR.
j. Refer to the CITY's Demonstration and Training Standards for more details.
k. CONSULTANT shall prepare necessary CITY documentation recommending
acceptance of the completed work by the CITY.
I. After training is complete, CONSULTANT shall assist CITY staff during an initial
operating period by providing additional training if needed, answering
questions, making recommendations on system control adjustment, and
supporting staff to investigate issues that arise during this period.
18. Corrective Work Item List
a. The CONSULTANT shall prepare and maintain a Corrective Work Item list (CWL)
with the input from the CITY and ENGINEER.
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
b. CONSULTANT shall confirm that the items identified in the CWL are completed
in preparation for issuance of Substantial Completion Certificate(SCC).
c. CONSULTANT shall prepare the SCC for execution by the CITY and the
CONTRACTOR when the Corrective Work Items are completed to the CITY's,
ENGINEER's and The CONSULTANT's satisfaction.
19. Coordination with Suppliers
a. CONSULTANT shall coordinate with the Membrane Filtration System Supplier
(MFSS), ENGINEER and CONTRACTOR for installation, startup and testing of
filtration systems. CONTRACTOR will install equipment while the MFSS shall
supply units and subsystems (e.g.., backwash and clean -in -place) furnished
with all instruments and individual panels prewired and calibrated.
b. CONSULTANT shall coordinate with the Reverse Osmosis System Supplier
(ROSS), ENGINEER and CONTRACTOR for installation, startup and testing of
reverse osmosis systems and ancillary equipment. CONTRACTOR installation is
limited to bolt the RO units to the floor while the ROSS shall provide units and
subsystems skidded and assembled to the greatest extend practical.
E. Project Closeout Phase Tasks
1. Punch List and Final Inspection
a. Punch List
i. CONSULTANT shall identify work with outstanding deficiencies and
generate Punch List in Excel. Coordinate site walkthrough with the CITY
and CONTRACTOR, as needed.
ii. CONSULTANT shall have primary responsibility for verifying that the
Punch List work is complete.
b. CONSULTANT shall turnover project documentation to the CITY in an orderly
manner and in a timely manner after completion of the project and all punch
list activities. The CONSULTANT shall retain all change event files at the end of
the project. The CITY shall have the right to request review and/or copies of
the change events files.
c. Final Inspection
i. CONSULTANT shall have primary responsibility for conducting the final
inspection. Coordinate site walkthrough with the CITY and
CONTRACTOR, as needed.
1) CITY will participate and provide input on the final inspection.
2) ENGINEER will provide design input on final inspection items if
determined necessary by the CITY.
2. Warranty Coordination
a. CONSULTANT shall maintain a warranty file in the online document tracking
system. All warranty documentation shall be handed off to the CITY at
conclusion of the contract.
3. Project Closeout
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a
b.
C.
r`
Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
CONTRACTOR shall furnish record documents, which the CONSULTANT shall
review and transmit to ENGINEER for preparation of record drawings.
CONSULTANT shall prepare necessary CITY documentation recommending
acceptance of the completed work by the CITY.
CONSULTANT shall turnover project documentation to the CITY in an orderly
manner and in a timely manner after completion of the project and all punch
list activities. The CONSULTANT shall retain all change event files at the end of
the project. The CITY shall have the right to request review and/or copies of
the change events files.
CONSULTANT shall verify that final testing, clean-up, restoration, and
demobilization are complete. CONSULTANT shall ensure that all on- and off -
site areas are returned to pre -construction condition.
Page 21 of 28
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
Work Order No. 5: Milestone Schedule of Performance
NUMBER OF WEEKS TO
NO LATER THAN
COMPLETION FROM WORK
DATE
TASK #
MILESTONES
ORDER #1A NOTICE TO
PROCEED (NTP)
General
12/31/2027
Task 1
Requirements/Project
186 Weeks
Management
Task 2
Preconstruction Phase
40 Weeks
3/15/2024
SRF, USBR, Valley
12/31/2027
Task 3
Water Financing and
186 Weeks
Funding Compliance
Task 4
Construction Phase
186 Weeks
12/31/2027
Task 5
Project Closeout
186 Weeks
12/31/2027
Work Order No. 5: Milestone Compensation Schedule
TASK #
MILESTONES
NOT TO EXCEED
AMOUNT
Task 1
General Requirements/Project Management
$114,480
Task 2
Preconstruction Phase
$111,240
Task 3
SRF, USBR, Valley Water Financing and Funding
Compliance
$192 540 ,
Task 4
Construction Phase
$3,082,387
Task 5
Project Closeout
$173,340
Task 6
Inspection Allowance
$100,000
Sub -total Basic Services
$3,773,987
Reimbursable Expenses
$0
Total Basic Services and Reimbursable Expenses
$3,773,987
Additional Services (per Section 4) (Not to Exceed)
$377,399
Maximum Total Compensation
4,151,386
Page 22 of 28
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
EXHIBIT "B"
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4
(AMENDED, REPLACES PREVIOUS)
® 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.
WORK ORDER #2
Tasks 1-5 completed within 125 Weeks from the Notice to Proceed for Work Order 2, as detailed in the
Milestone Schedule of Performance attached to Work Order #2 (Amendment No.1).
WORK ORDER #3
Tasks 1-5 completed within 276 Weeks from the Notice to Proceed for Work Order 3, as detailed in
the Milestone Schedule of Performance attached to Work Order #3 (Amendment No.2).
WORK ORDER #1A
Tasks 1-3 completed within 37 Weeks from the Notice to Proceed for Work Order 1A, as detailed in
the Milestone Schedule of Performance attached to Work Order #1A (Amendment No.3).
WORK ORDER #5
Tasks 1-5 completed within 186 Weeks from the Notice to Proceed for Work Order 5, as detailed in
the Milestone Schedule of Performance attached to Work Order #5 (Amendment No.4).
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
EXHIBIT "C"
COMPENSATION, AMENDMENT #4
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for on -call, as -needed, time -limited project
support services performed in accordance with the terms and conditions of this Agreement,
and as set forth in a specific Task Order budget schedule. Compensation shall be calculated
based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount
for each task set forth in a specific Task Order.
CITY's Project Manager may approve in writing the transfer of budget amounts between any
of the tasks or categories within a specific Task Order, provided that the total compensation
for the Services, including any specified reimbursable expenses, and the total compensation
for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts
set forth in Section 4 of this Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and
Additional Services (if any, per Section 4), within this/these amount(s). Any work performed
or expenses incurred for which payment would result in a total exceeding the maximum
amount of compensation set forth in this Agreement shall be at no cost to the CITY.
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.
WORK ORDER #2
Compensation as detailed in the Milestone Compensation Schedule attached to Work
Order #2., Not to Exceed:
Total Basic Services and Reimbursable Expenses
$549,315
Additional Services (per Section 4) (Not to Exceed)
$54,932
Maximum Total Compensation
$604,247
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
WORK ORDER #3
Compensation as detailed in the Milestone Compensation Schedule attached to Work
Order #3., Not to Exceed:
Total Basic Services and Reimbursable Expenses
$7,488,201
Additional Services (per Section 4) (Not to Exceed)
$748,820
Maximum Total Compensation
$8,237,021
WORK ORDER #1A
Compensation as detailed in the Milestone Compensation Schedule attached to Work
Order #1A., Not to Exceed:
Total Basic Services and Reimbursable Expenses
$246,700
Additional Services (per Section 4) (Not to Exceed)
$141,838
Maximum Total Compensation
$388,538
WORK ORDER #5
Compensation as detailed in the Milestone Compensation Schedule attached to Work
Order #5., Not to Exceed:
Total Basic Services and Reimbursable Expenses
$3,773,987
Additional Services (per Section 4) (Not to Exceed)
$377,399
Maximum Total Compensation
$4,151,386
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
EXHIBIT C-2
SCHEDULE OF RATES, AMENDMENT NO.4
(ADDED)
CONSULTANT'S schedule of rates is as follows (by calendar year):
Carollo Rates
Increase 5% (Annual beginning 2026)
Role
2024
2025
2026
2027
2028
Principal in Charge
$
290,00
$
290.00
$
304.50
$
319.73
$
335.71
Principal Construction Manager
$
280.00
$
280.00
$
294.00
$
308.70
$
32414
Senior Construction Manager
$
260,00
$
260,00
$
273,00
$
286.65
$
300,98
Construction Manager
$
255.00
$
255.00
$
267.75
$
281.14
$
295.19
Resident Engineer
$
210.00
$
210.00
$
220.50
$
231.53
$
243,10
Field Engineer
$
170.00
$
170.00
$
178.50
$
187.43
$
196.80
Inspector
$
220.00
$
220.00
$
231.00
$
242.55
$
254.68
Senior Inspector
$
232.00
$
232,00
$
243.60
$
255.78
$
268,57
Startup
$
245.00
$
245,00
$
257.25
$
270.11
$
283.62
Schedule
$
240,00
$
240,00
$
252.00
$
264.60
$
277.83
Funding
$
220,00
$
220,00
$
231.00
$
242.55
$
254,68
SUBCONSULTANTS' schedule of rates is as follows (by calendar year):
Salimi Construction Management
Role
2024
2025
2026
2027
2028
Scheduler
$ 185.00
S 185.00
S 194.25
$ 203.96
$ 214.16
SILVEIRA CONSULTING
2024 Rates
Schedule of Hourly Rates:
LaborCompliance Offcer................................................................................................................... $130
LaborCompliance AnaJyst..................................................................................................................... $90
FieldInvestigator.................................................................................................................................. $95
**Mileage will be billed per mile at the Federal reimbursable rate.
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
HALEY & ALDRICH (rates and services effective with Amendment #4)
Classification
2024
2025
Project Support
$135
$139
Technician*
$135
$139
Project Technician*
$146
$151
Senior Technician *
$156
$162
Project Controls
$175
$184
Staff Professionol1
$155
$195
Staff Professional2
$195
$205
Project Professional
$221
$229
TechnicalSpecialist
$233
$241
Project Manager/Senior Technical Specialist
$244
$253
Senior Project Manager Technical Expert
$306
$317
Program ManagerSer7tor Technical Expert
$372
$385
Principal
$395
$412
Senior Principal
$437
$452
BAY AREA COATING CONSULTANTS, INC. (BACC)
Regular: $115.2()
Over Eight Hours/Saturdays: $162.50
Sundays and Holidays: $191.00
Truck/Equipment Charge: $1()_20 per/hr.
Per Diem: $140.00 per day
Eight Hour Minimum
24 Hour call out notification.
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Item 8
Attachment A -
Amendment No. 4 to
Contract with Carollo
851{ Associates - Schedule of Fees - July 1, 2023 to June 30, 2024
s-olatron: The prices no ted bebw are subject to an increase
vf5% annually, effect rvel of y 1 of eoch year fof f erng the initiation of services ogreemen L
PROFES51OMAL
STA FF
Principal
$
25S00
Seismic GiS
S 220.00
Senior Professional
$
250.00
GISSpecialist
S 190.00
Project Professional II
$
235.00
1nformati on Specialist 11
S 180.00
Project Professional l
$
200.00
1nformati on Specialist I
S L60.00
Staff Professional II
5
175.00
CAD
S 120.00
Staff Professional I
$
155.00
Litigation support
1.Sx standard rate
ProjectAdministrator
$
110.00
Deposition/Trial
2.Dx standard rate
Adm i n istrative Assi scant f Clerica I
5
100.00
TECHNICALSTAFF-FFEEO A NOL4BORA T0RYNON-PREVAILING WAG
Non-Destruttivelnspectionffesting
5
165.00
RASISCIFCHARGESFORFfELD TECHNICIAN SERVICES
Special Inspector
5
140.00
Field workfrom 0 to 4 hours
Bill4 hours
EngineeringTechnician
$
135.00
Field workfrom 4 to 8 hours
Hill B hours
Technician
$
130.00
Field Workover8hoursfSaturdays
Bil Iti me and a half
Ground Penetrating Radar Scanning Technici an
$
315.00
Sund ays, holi days and over 12 hours
Bill doubleti me
Core Drilling Technici an
$
245.00
Night Shift (Shift commencing after 2pm fbefore4am}
Base Ratex 12.5%
Floor Flatness Testi ng Technician
$
210.00
Show-upti me(no work performed)
Bill2 hours
Sample Pickup/Transportation / Delivery
$
120.00
Sampling or cylinderpickup, minimum charge
Rill 2 hours
Laboratory Technici an
$
130.00
NORTHERHCA PREVAN.ING WAGEEABORRATES
Group 1 -Special inspector
5
170.00
BASIS OFCHARGE5FORFhaD TFCHNICfAN5ERVICES
Group2-Special Inspector
5
165.00
Field workfrom 0 to 4 hours
Rill4 hours
Group 3 - EngineeringTechnician
$
14600
Field workfrom 4 to 8 hours
Bill 8 hours
Group3-Geotechnical Professional
$
155.00
Field WorkoverIhoursfSaturdays
Billti me and a half
Group 3- Environmental Professional
5
185.00
Sundays, holidays and over 12 hours
Bill doubleti me
Group4-Technician
$
130.00
Night Shift (Shift commencingafter2pmIbefore4arn(
Base Ratex12.S%
Show.up ti me (no work performed)
Rill 2 hours
Sampling or ylinderpickup, minimum charge
Hill 2 hours
SOfI1IIERAf CA PREVAILING WA GE LA 9OR RAT€3
Group 1-Geatechnical Professional
5
185.00
BASISOFCHARGESFORF3ElDTECHNICIAN5ERVICES
Group l- Environmental Professional
5
185.00
Field workfrom 0 to 4 hours
Bill 4 hours
Groupl-Technician
5
165.00
Field workfrom 4 to 8 hours
Rill8 hours
Group2-Special Inspector
$
17000
Field Workover8hoursfSaturdays
Billti me and a half
Group 3 -Non -Destucti ve Testing [NOT]
$
15000
Sundays, holi days and over 12 hours
Bill doubletime
Premium Shift Iweekday work before 6am f after 5 pm [
Bill time and a half
Show -up ti me (no work performed)
Bill 2 hours
Sampling or cylinder pickup, minimum charge
Bill 2 hours
REIMEI1RSABLE.S
ProjectAdministration on Fees
7% of Invoice
❑ I RAdmi nistration Fees
3% of Invoice
Mileage- 2x4 (Portal to Portal}
$
1.00
Certified Payroll f DIR Upload (Monthly)
$ 300.00
Mileage- 4x4(Portal to Portal}
S
2.00
Non -Performance Certified Pay roll/DIR Upload(Monthly)
$ 100.00
RridgeToll
Cost+15%
Subcontractor ManagementfCompliance Forms(Manthly)
5 100.01]
Parking Fees
Cost+15%
Additional LCPTrackeror other Compliance Software (Moathiyl
5 200.01]
PerDlem (as requi red)
Qiotef525D
min_
Additional Special Forms, as required (Monthly)
S 150.00
Subconsultant Semites
Cost+15%
Project Setup (Project)
S 52500
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Item 8
Attachment B -
Amendment No. 2 to
Contract with Black &
AMENDMENT NO. 2 TO CONTRACT NO. C21178333 Veatch
BETWEEN THE CITY OF PALO ALTO AND
BLACK & VEATCH CORPORATION
This Amendment No. 2 (this "Amendment") to Contract No. C21178333 (the "Contract" as
defined below) is entered into as of June 3, 2024, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation ("CITY"), and BLACK & VEATCH CORPORATION, a
Delaware Corporation, located at 2999 Oak Road, Suite 490, Walnut Creek, CA 94597
("CONSULTANT"). CITY and CONSULTANT are referred to collectively as the "Parties" in this
Amendment.
RECITALS
A. The Contract (as defined below) was entered into by and between the Parties to
provide design and engineering services for the Advanced Water Purification System, as detailed
therein.
B. The Parties entered in to Amendment No. 1 to update Exhibit C-1 Schedule of Rates,
with no additional cost to the City, as detailed therein.
C. The Parties now wish to amend the Contract in order to (1) extend the contract
term by thirty (30) months, from June 30, 2024 to December 31, 2027; (2) update Exhibit B
Schedule of Performance, with no additional cost payable by the City; and (3) add Exhibit C-2
Schedule of Rates, as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term "Contract" shall mean Contract No. C21178333
between CONSULTANT and CITY, dated March 8, 2021, as amended by:
Amendment No. 1, dated December 20, 2023
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 "TERM" of the Contract is hereby amended to read as follows:
"The term of this Agreement shall be from the date of its full execution through December 31,
2027 unless terminated earlier pursuant to Section 19 of this Agreement."
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Item 8
Attachment B -
Amendment No. 2 to
Contract with Black &
SECTION 3. The following exhibit(s) to the Contract is/are hereby a Veatch , as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit "B" entitled "Schedule of Performance, Amendment No. 2",
AMENDED, REPLACES PREVIOUS.
b. Exhibit "C-2" entitled "Schedule of Rates, Amendment No. 2", ADDED.
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the
Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Item 8
Attachment B -
Amendment No. 2 to
Contract with Black &
SIGNATURES OF THE PARTIES Veatch
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed
this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or Designee
BLACK & VEATCH CORPORATION
Officer 1 DocuSigned by:
By:
Craig Lichty, Vice President, Client Dire
Name:
vice President
Title:
Officer 2 DocuSigned by:
Q a O) cw,
By: o1F77FB32E824B9...
Angela Hoffman, Chief Financial Officer,
Name:
senior vice President
Title:
Attachments:
Exhibit B: "SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2" (AMENDED, REPLACES
PREVIOUS)
Exhibit C-2: "SCHEDULE OF RATES, AMENDMENT NO. 2" (ADDED)
Vers.: Aug. 5, 2019
Page 3 of 6
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DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D
EXHIBIT "B"
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)
Item 8
Attachment B -
Amendment No. 2 to
Contract with Black &
Veatch
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.
Milestones
1. Kickoff Meeting
2. 100% design of Odor Control System (Task 2)
3. 60% design of Phase 1 AWPS (1.125 MGD) (Task 1)
4. 100% design of Phase 1 AWPS (1.125 MGD) (Task 1)
5. Services during Bidding of Odor Control System (Task 6)
6. Services during Bidding of Phase 1 AWPS (Task 5)
7. Services during Construction of Odor Control System (Task 6)
8. Services during Construction of Phase 1 AWPS (Task 5)
9. 100% design of Phase 2 AWPS (2.25 MGD) (Task 3)
Completion
No. of Weeks
From NIP
01
32
43
186
209
209
355
355
355
The Parties acknowledge that this Agreement is being entered into in the context of a pandemic
(known as the COVID-19 pandemic), which has the potential to cause disruptions and delays to the
work beyond the Parties' reasonable control. The Parties agree that an actual delay directly
required by compliance with COVID-19 governmental orders or regulations, and not due to fault or
negligence of the CONSULTANT, may be considered an excusable delay (as below) in accordance
with this section. CONSULTANT may be entitled to an equitable adjustment in schedule in the
event such COVID-19-related delays occur, but only to the extent reasonably required based upon
the circumstances, as agreed in writing by the CITY's Project Manager.
Vers.: Aug. 5, 2019
Page 4 of 6
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Item 8
Attachment B -
Amendment No. 2 to
Contract with Black &
A COVID-19-related excusable delay will not be a default or a ground forte Veatch e of
the Agreement, provided that the CONSULTANT provides the CITY with prompt and detailed notice
of the COVID-19-related delay as soon as is reasonably feasible underthe circumstances and uses
reasonable efforts to overcome the effects of such delay as promptly as reasonably feasible under
the circumstances. Notwithstanding the above provisions of this Section, in the event of a period
of nonperformance by CONSULTANT lasting more than thirty (30) days due to a COVID-19-related
delay, CITY may elect to terminate this Agreement pursuant to Section 19 (Termination) herein.
Vers.: Aug. 5, 2019
Page 5 of 6
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DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D
EXHIBIT "C-2"
SCHEDULE OF RATES, AMENDMENT NO. 2
(ADDED)
Black & Veatch 2027 Bill Rates held through December 2027:
Item 8
Attachment B -
Amendment No. 2 to
Contract with Black &
Veatch
Black & Veatch Classification
2027
Billing
Rates
Client Director, Sr. Project Manager, Sr. Quality Manager
(Grade 9)
$353.00
Project Manager, Sr. Engineer (Grade 8)
$334.00
Project Manager, Sr. Engineer (Grade 7)
$312.00
Engineer/Scientist (Grade 6)
$289.00
Engineer/Scientist (Grade 5), BIM Manager (Tech 8)
$261.00
Engineer/Scientist (Grade 4), Sr. BIM (Tech 7)
$247.00
Engineer/Scientist (Grade 3), BIM Lead (Tech 6)
$221.00
Engineer/Scientist (Grade 2), BIM (Tech 5)
$184.00
Engineer/Scientist (Grade 1), BIM (Tech 4)
$171.00
BIM/CAD (Tech 3)
$151.00
CAD (Tech 2), Administrative Assistant
$139.00
CAD (Tech 1), Engineering Intern
$131.00
Vers.: Aug. 5, 2019
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Item 9
Item 9 Staff Report
City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: Administrative Services
ALTO Meeting Date: June 10, 2024
Report #:2404-2844
TITLE
Adoption of a Resolution Approving Revisions to the City of Palo Alto Energy Risk Management
Policy
RECOMMENDATION
Staff recommends the City Council adopt the attached resolution (Attachment A) revising the
City of Palo Alto Energy Risk Management Policy (ERMP) (Attachment B).
EXECUTIVE SUMMARY
The City's ERMP is the overriding document for the monitoring, measuring, and controlling risks
associated with electric and gas commodity transactions. Proposed changes to this Policy
are:
1. Memorializing the Utility Risk Oversight Coordination Committee's decision to have the
City Council receive semi-annual updates from the City Manager regarding energy risk
management activities versus quarterly.
BACKGROUND
City of Palo Alto Utilities purchases gas and electricity to serve the energy needs of residents
and businesses in the City. An energy risk management policy is necessary because commodity
markets are dynamic, commodity purchases are large transaction amounts, and authority to
commit the City to these transactions is delegated down to staff.
The ERMP is the overarching document for the management of the City's risks associated with
purchasing electric and gas commodities. In addition to the ERMP, there are two more detailed
sets of documents that support it: the Energy Risk Management Guidelines (Guidelines) and the
Energy Risk Management Procedures (Procedures). The documents describe key policies and
control structures to minimize risks by, for example, ensuring transparent and appropriate
purchasing procedures, segregating duties, establishing acceptable risk parameters and limits,
and instituting multiple review processes.
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The Guidelines are more detailed than the ERMP and are reviewed and approved by the
Utilities Risk Oversight and Coordinating Committee (UROCC), which consists of the General
Manager of Utilities, Director of Administrative Services, Director of Public Works, and a
representative from the City Manager's Office. The Procedures, which cover operational
actions, are approved by the General Manager of Utilities and the Administrative Services
Director. The ERMP clearly delineates that all of the City's utility contract transactions, whether
carried out under Master Agreements or not, must fully comply with the Municipal Code.
Transactions carried out by the Northern California Power Agency, including scheduling, are
covered under a separate Member Services Agreement.
ANALYSIS
Council last approved the ERMP on June 22, 2020 (Staff Report # 9813). The proposed update
reflects minor changes needed to align the document with current City of Palo Alto Utilities
procurement practices.
Proposed changes to this Policy are:
1. Memorializing the Utility Risk Oversight Coordination Committee's decision to have the
City Council receive semi-annual updates from the City Manager regarding energy risk
management activities versus quarterly.
Prior to June 2020, the City utilized services provided by the Northern California Power Agency
(NCPA) to more effectively manage the electric utility and lower operating costs. In June 2020
1(CMR ID # 11086), Council approved entering into the Amended and Restated Market
Purchase Program (MPP) Agreement to enable the City to utilize NCPA staff and resources for
the City's medium -term electric portfolio planning and resource management functions,
functions that were carried out in-house. This authorized NCPA to purchase and sell market
power, resource adequacy capacity products, and renewable energy credits on behalf of the
City. Contracting with NCPA for these functions has enabled Palo Alto to achieve operational
efficiencies and freed up additional staff time to devote to other projects and programs and
shifted the risk associated with this to NCPA staff. The purchases and sales made by NCPA on
Palo Alto's behalf under the MPP Agreement conform to NCPA's Energy Risk Management
Policy and Regulations, and to the City's Energy Risk Management Policies.
To put this into context, the Table 1 below has the three-year actual electric commodity
purchases and excess energy sales by megawatt -hour (MWh). Based on the average three-year
MWh, 95.5% of electric commodity purchases are under long-term agreements that are not
1 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/yea r -a rchive/2020/id-11086-mini-packet-062220.pdf
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part of this proposed semi-annual reporting. These agreements have and are approved by the
City Council as they are enacted and/or renewed. Of the remaining, 2.5% (Spot Market) net
purchases and sales are done by NCPA under their Risk Management Program. Prior to the
NCPA MPP Agreement, City staff did these purchases and sales. City Utility staff coordinates
with NCPA the amount of MWh purchases and sales needed. A City staff sits as a voting
member of their Risk Oversight Committee and attends their Finance Committee to monitor
their activities. Around 1.9% of commodity purchases and sales (Forward Market) are done by
City staff and is the focus on the proposed semi-annual report.
Table 1: Electric Commodity Purchases and Excess Energy Sales - Megawatt -Hour (MWh) by Calendar Year
Calaveras
46,497
5.7%
63,719
7.5%
232,332
26.9%
114,182
13.5%
COBUG
0.0%
3
0.0%
21
0.0%
8
0.0%
Landfill
104,441
12.7%
96,930
11.4%
101,912
11.8%
101,094
12.0%
Solar
311,975
37.9%
330,752
39.0%
362,488
42.0%
335,072
39.7%
Western
208,961
25.4%
96,383
11.4%
275,030
31.9%
193,458
22.9%
Wind
121,300
14.7%
39,012
4.6%
29,341
3.4%
63,218
7.5%
793,174
96.4%
626,798
73.9%
1,001,124
116.0%
807,032
95.5%
Sub -Total
Forward Market (City Staff)
(3,136)
(0.4%)
64,339
7.6%
(12,120)
(1.4%)
16,361
1.9%
Spot Market (NCPA)
32,666
4.0%
157,404
18.6%
(125,614)
(14.5%)
21,486
2.5%
29,530
3.6%
221,743
26.1%
(137,734)
(16.0%)
37,847
4.5%
Sub -Total
822,705
100.0%
848,541
100.0%
863,390
100.0%
844,879
100.0%
Grand Total
Note: negative amounts represent (net) excess energy, typically due to Hydro generation, that are sold.
As a result, based on the above especially because around 1.9% of the commodity purchases
and sales are done by City Staff, semi-annual reporting to City Council is recommended. A
"redlined" version of the document is included as Attachment B.
FISCAL/RESOURCE IMPACT
Approval of the recommendation will not have a financial impact.
STAKEHOLDER ENGAGEMENT
Staff works internally with the UROCC and Utility department for the proposed change.
ENVIRONMENTAL REVIEW
This Council informational report is not a project under California Environmental Quality Act
(CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting
in either a direct or reasonably foreseeable indirect physical change in the environment.
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Item 9 Staff Report
ATTACHMENTS
Attachment A: Resolution of the Council of the City of Palo Alto Approving Revisions to the City
of Palo Alto Energy Risk Management Policy
Attachment B: Proposed Energy Risk Management Policy with Redline Changes
APPROVED BY:
Lauren Lai, Administrative Services Director
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NOT YET APPROVED
Resolution No. XXXX
Resolution of the Council of the City of Palo Alto Approving Revis
of Palo Alto Energy Risk Management Policy
Item 9
Attachment A -
Resolution of the Council
of the City of Palo Alto
Approving Revisions to
the City of Palo Alto
Energy Risk Management
Policy
A. In 1998, the City of Palo Alto ("City") adopted a policy governing the
management, monitoring, and hedging of risks associated with electric and
natural gas commodity transactions effected by the Utilities Department.
B. The policy is memorialized in the document entitled "Energy Risk
Management Policy" ("Policy"), which the City most recently updated on June 22,
2020.
C. Staff has identified an opportunity to update the Policy to change the schedule
for reporting to the City Council on energy risk management activities from quarterly to
semi-annually.
NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. The Council hereby approves the City of Palo Alto Energy Risk
Management Policy (Attachment B), as amended.
//
//
//
//
//
//
//
//
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Attachment A -
NOT YET APPROVED
Resolution of the Council
A
of the City of Palo Alto
Approving Revisions to
SECTION 2. Adoption of this Resolution is not a proj theCityofPaloAlto rnia
Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section Energy Risk Management has
no potential for resulting in either a direct or reasonably foreseeable indir Policy e in
the environment.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
City Attorney City Manager
Director of Administrative Services
General Manager of Utilities
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Item 9
Attachment B - Proposed
Energy Risk Management
Policy with Redline
Changes
Proposed
With Redline Changes
City of Palo Alto
Energy Risk Management
Policy
May 2024
CITY OF
PALO
ALTO
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Item 9
Attachment B - Proposed
Energy Risk Management
City of Palo Alto Energy Risk Management Policy with Redline
Table of Contents Changes
A.
OBJECTIVE AND SCOPE.......................................................................................................2
B.
APPLICABILITY......................................................................................................................3
C.
RISK MANAGEMENT ROLES, RESPONSIBILITES,AND ORGANIZATION..............4
1. City Council............................................................................................................................4
2. Utilities Advisory Commission..............................................................................................4
3. City Manager..........................................................................................................................4
4. Utilities Risk Oversight and Coordinating Committee (UROCC)....................................4
5. CPAU/ASD Oversight............................................................................................................4
h ASD Middle Office — Risk Management Controls and Reporting...........................................................................5
cBack Office — Settlement and Recording.....................................................................................................................5
6. NORTHERN CALIFORNIA POWER AGENCY (NCPA)...............................................5
D.
TRANSACTIONS......................................................................................................................6
2 Maximum Transaction Term......................................................................................................................................6
3. Competitive Process......................................................................................................................................................6
E.
COUNTERPARTY CREDIT....................................................................................................6
F.
RISK MANAGEMENT REPORTING....................................................................................7
G.
AUTHORIZED PRODUCTS..................................................................................................7
H.
TRANSACTING AUTHORITY...............................................................................................8
1.
CONFLICT OF INTEREST.....................................................................................................8
J.
DODD-FRANK APPLICABILITY AND COMPLIANCE...................................................8
GLOSSARYOF TERMS................................................................................................................9
1
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Item 9
Attachment B - Proposed
Energy Risk Management
A. OBJECTIVE AND SCOPE Policy with Redline
Changes
The City of Palo Alto's (City) Department of Utilities (CPAU) purchases and sells
electricity and gas to meet the needs of its customers. The City's Energy Risk Management
Policy (ERM Policy) describes the management organization, authority, and processes to
monitor, measure, and control market risks, which include price risk, credit risk, and
operational risk, to which the City is exposed in the normal course of managing its energy
portfolio to meet the needs of the City's electric and gas utility customers.
The ERM Policy describes the key policies and control structures for prudent energy risk
management processes, in accordance with the City's municipal code, financial
requirements set forth by the City Council and the Director of Administrative Services, and
applicable law. The ERM Policy focuses on the following areas:
• Segregation of duties and delegation of authority (Section C)
• Organizational structure for risk management controls to include the front,
middle, and back offices (Section C)
• Transacting (Section D)
• Counterparty credit (Section E)
• Reporting (Section F)
• Permitted transaction and product types (Section G)
• Conflict of interest (Section I)
The ERM Policy sets forth the City's objectives, policies and control structures for prudent
energy risk management. This Policy is supported by policy/implementation- level and
operations -level documents including: the Energy Risk Management Guidelines (ERM
Guidelines); Energy Risk Management Procedures (ERM Procedures) for the Front,
Middle, and Back Offices; and the Long -Term Electric Acquisition Plan (LEAP), Gas
Utility Long -Term Plan (GULP), and the Utilities Strategic Plan. The ERM Policy does
not address general CPAU business risks such as fire, accident, casualty, worker health and
safety, and general liability. Neither does the Policy cover the water fund, the electric and
gas distribution business units, nor the telecommunications business unit.
2
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Item 9
Attachment B - Proposed
Energy Risk Management
Policy with Redline
Changes
Energy Risk Management Policy, Guidelines, and Procedures Diagram
Energy Risk Management Policy (Highest Level)
Approved by: City Council
i
Energy Risk Management Guidelines (Guiding Principles)
Approved by: Utilities Risk Oversight Coordinating Council (UROCC)
i
Energy Risk Management Procedures -(Detailed instructions on how to perform the
procedures.) Front Office (approved by Utilities Director) Middle Office (approved
by Administrative Services Department (ASD) Director, Back Office (approved by
Utilities and ASD Directors)
B. APPLICABILITY
The ERM Policy applies to all City employees within business units engaged in transacting
in the electric and gas markets. All employees participating in the energy procurement
process must have knowledge of the ERM Policy and adhere to it during such participation.
The electric and gas supply business units are part of the electric and natural gas enterprise
funds and employees within these business units are responsible for the acquisition and
potential sale of energy supply resources.
Employees within the relevant business units are required to follow the ERM Policy
regarding these topics: management, organization, authority, processes, tools and systems
to monitor, measure, and control risks to which the City is exposed.
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C.
ORGANIZATION
Item 9
Attachment B - Proposed
Energy Risk Management
Policy with Redline
Changes
This section defines the overall roles and responsibilities for the City's implementation of
the ERM Policy. Additionally, the ERM Guidelines and Procedures contain more specific
information describing these roles and responsibilities within the energy risk management
program structure at the City.
L City Council
The City Council reviews and adopts by resolution the ERM Policy as developed and
recommended by the Utilities Risk Oversight and Coordinating Committee (UROCC) and
delegates its implementation to the City Manager. The Council will, at a minimum, review
the Policy every three years. Additionally, the City Council shall receive semi-anualguarterly
updates from the City Manager regarding energy risk management activities.
2 Utilities Advisory Commission
The Utilities Advisory Commission (UAC) is responsible for advising the City Council on
long-range planning and policy matters relating to the electric and gas utilities. While it has
no formal responsibility in energy risk management, the UAC shall receive informational
copies of the semi-annualguarterly reports sent to the Council regarding energy risk
management activities.
3. City Manager
The City Manager has overall responsibility for executing and ensuring compliance with
policy adopted by the City Council. The City Manager reports semi-annuallyguarterly to the
City Council regarding energy risk management activities.
4 Utilities Risk Oversight and Coordinating Committee (UROCC)
The UROCC is an advisory board which governs by the UROCC Roles and Purpose
document. UROCC consists of city management and staff. It is comprised of the Utilities
General Manager (designated as the Chairperson), the Director of Administrative
Services/Chief Financial Officer, the Director of Public Works, and a representative from
the City Manager's Office. The staff City Attorney assigned to Utilities and the City
Auditor serve as non -voting advisors to the UROCC. The Energy Risk Senior Management
Analyst serves as the Secretary to the UROCC. The UROCC is responsible for monitoring
compliance with the ERM Policy. The UROCC is also responsible for approving and
implementing the ERM Guidelines consistent with the City Council- approved ERM
Policy.
5. CPAU/ASD Oversight
City Staff (CPAU, ASD) implements and oversees ERM Policy, the ERM Guidelines, and
ERM Procedures at the operational level in the City's Front Office, Middle Office and
Back Office.
4
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Attachment B - Proposed
I Energy Risk Management
a Utilities Resource Management Front Office — Planning and policy with Redline
reporting to the Utilities General Manager, the Front Office is primar4 Changes
resource planning and procuring energy supplies and services. The ront puce, oy
delegation of the City Manager, has a critical role in risk management through its
transacting operations. Front Office staff has the authority to commit the financial capital
of the City to energy transactions with counterparties up to the limits designated in the
ERM Guidelines.
h ASD Middle Office — Risk Management Controls and Reporting
The Middle Office consists of the Energy Risk Senior Management Analyst, and he or she
shall institute, supervise, and review all energy risk management activities, including
portfolio exposure, credit exposure, transaction compliance, and ongoing approval of
counterparties and transacting limits. In reporting to the Director of Administrative
Services/Chief Financial Officer, the Middle Office provides the primary independent
oversight of the energy procurement practices.
c Back Office — Settlement and Recording
The Back Office is primarily responsible for settlement of bills, recording transactions,
bookkeeping and accounting, and contract administration. Functions within the Back
Office are performed by both the Administrative Services Department (ASD) and CPAU
staff and are detailed in the ERM Guidelines.
G NORTHERN CALIFORNIA POWER AGENCY (NCPA)
NCPA balances the City of Palo Alto's electric loads and electric supplies on a daily,
hourly, and sub -hourly basis. The City is a member of the Northern California Power
Agency (NCPA), which executes transactions on the City's behalf. NCPA also undertakes
transactions for durations greater than a month under the terms of the Council approved
Market Purchase Program Agreement (MPP). The NCPA Commission approves its own
energy risk management policies for the acquisition of energy supply resources. The City's
energy risk management staff, however, is actively involved in NCPA's Risk Oversight
Committee and meetings to monitor possible risk exposures resulting from the City's
membership in the NCPA Joint Powers Agency, even where the City is neither a project
nor a program participant, to ensure that NCPA observes best practices in its energy risk
management program as it relates to the City.
All transactions undertaken by NCPA on behalf of Palo Alto under the MPP shall be
governed by NCPA's Risk Management Policy and Regulations, the City's Energy Risk
Management Policy and Guidelines, and the Council Resolution (#9896) approving the
MPP Agreement. In the event of a conflict between the City's and NCPA's ERM governing
documents, staff will direct NCPA to adhere to the City's ERM Policy and Guidelines, via
staff's authorization of individual transactions under the MPP.
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Attachment B - Proposed
D. TRANSACTIONS Energy Risk Management
Policy with Redline
Transactions under the Electric Master Agreements and the Gas M changes
(collectively, Master Agreements) must be executed as described in this section and in a
manner consistent with the authority granted by the Council to the City Manager and the
Palo Alto Municipal Code (PAMC). Such transactions will be carried out to manage risk
inherent to the electric and gas supply portfolios without exposing the City to unnecessary
risk. There are three key elements:
L Anti -speculation
Speculative buying and selling of energy products is prohibited. Speculation is defined as
buying energy not needed for meeting forecasted load or selling energy that is not owned.
In no event shall transactions be entered into for the purpose of speculating on market
conditions. The ERM Guidelines shall prescribe volume and sales dollar amount limits for
forward purchases and sales.
2 Maximum Transaction Term
The maximum term of any supply resource transaction (purchase or sale) is five years, as
stated in PAMC Section 2.30.210(k), unless approved by the Council.
3. Competitive Process
The Front Office will endeavor to obtain three or more quotations from eligible electric
and gas supply counterparties and select the best price. The ERM Guidelines outline the
trade capture process.
E. COUNTERPARTY CREDIT
Credit exposure related to wholesale commodity transactions and potentially defaulting
counterparties shall be minimized by:
1. Establishing a credit risk management governance and oversight structure within
the existing ERM program;
2 Providing a framework to enable the City to qualify energy suppliers and transact
with eligible counterparties;
3. Providing counterparty transacting parameters (limits) to control and measure the
City's exposure to any one supplier;
4 Implementing a mechanism to monitor and report on supply portfolio -related
counterparty credit exposures; and
5. Managing counterparty credit requirements.
PAMC Section 2.30.340 sets forth creditworthiness standards and certain contractual
provisions applicable to contracts for wholesale utility commodities and services. As such,
transactions carried out under the Master Agreements are limited to counterparties with a
6
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Item 9
Attachment B - Proposed
Standard and Poor's issuer rating of BBB- or better, or a Moody's Inves Energy Risk Management
rating of Baa3 or better. Only the Council can approve exemptions to thi Policy with Redline
PANIC Section 2.30.340(d)(2)(c)). Changes
The ERM Guidelines shall set forth specific counterparty credit limits for volume, term,
credit exposure, and counterparty reporting requirements.
F. RISK MANAGEMENT REPORTING
Reporting of critical information to relevant parties is a key component of energy risk
management. Semi-AnnualQuarterly reports will be distributed to the UROCC, the UAC,
and the Council; those reports shall provide details on the City's forward contract
purchases, market exposure, credit exposure, counterparty credit ratings, transaction
compliance, and other relevant data.
The Front and Middle Offices shall prepare performance reports containing an analysis of
physical and financial positions. The frequency and content of performance reports for each
oversight body shall be prescribed in the ERM Guidelines. Should the risks associated with
the portfolio or a specific transaction within the portfolio fall outside of the risk limits
prescribed in the ERM Guidelines, the Energy Risk Senior Management Analyst will
quantify the risk, identify and recommend a remedy, if any, and report to the UROCC
within one business day via email. The event and remedy, if any, will be reported to the
Council in the next semi-annualguarterly energy risk management report.
G. AUTHORIZED PRODUCTS
The Council shall delegate to the City Manager the authority to transact under Council -
approved Master Agreements. Products transacted under the Master Agreements (listed
below) must be consistent with the needs of CPAU and fall within the authority granted by
the Council to the City Manager. The following products and/or transactions are approved
to be executed under the Master Agreements:
1. Purchase of physical fixed price, index -based price, call options, capped -price or
collar -priced energy, gas, capacity, transportation, basis and transmission products
to meet load requirements;
2 Sale of physical fixed price or index -based price energy, gas, capacity, storage, and
transmission incidental to load;
3. Purchase of electric heat rate products to meet load;
4 Purchase and sale of renewable energy credits (RECs) with or without bundled
energy;
5. Purchase of gas storage;
6. Purchase and sale of electric ancillary services;
7. Purchase of resource adequacy capacity products to meet the City's resource
adequacy requirement and the sale of resource adequacy capacity products to
reduce cost associated with the City's resource adequacy obligation;
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Item 9
Attachment B - Proposed
8. Fixed price or index -priced purchases and sales to substitute the u Energy Risk Management
cost resources with lower cost market alternatives; Policy with Redline
9 Fixed price or index -priced forward purchases and sales of transm Changes
transmission rights to meet contractual obligations or to dispose of surplus
capacity;
10. Purchase of physical call options and physical collars;
11. Purchase and sale of emission allowances from bilateral trades and from the
California Air Resources Board -administered Cap and Trade Program auctions
and reserve auctions to satisfy actual and/or forecasted GHG emissions
compliance obligations;
12 Purchases of carbon offsets to supply voluntary programs and/or to satisfy
GHG emission compliance; and
13. Sales of Low Carbon Fuel Standard (LCFS) credits.
H. TRANSACTING AUTHORITY
In accordance with PAMC section 2.30.210(k), the City Manager has the authority to
purchase and sell wholesale energy commodities for terms of up to five years and for a
price not to exceed $250,000 or more in any one year. PAMC section 2.30.270(b) governs
the City Manager's delegation of authority. Delegation of authority for and on behalf of the
City Manager shall be established in the ERM Guidelines. The City Clerk maintains the
list of CPAU staff authorized to engage in wholesale utility commodity transactions.
I. CONFLICT OF INTEREST
In accordance with Chapter 2.09 of the PAMC and applicable California law, City
personnel who are involved in transacting and exercising oversight of CPAU's supply
resource acquisition, contract negotiation, risk management, and back office programs may
not participate in decisions in which they have a conflict of interest.
J. DODD-FRANK APPLICABILITY AND COMPLIANCE
Congress adopted the Dodd -Frank Act' in 2010, which includes a variety of federal
regulations largely affecting financial institutions. Certain types of "swap" transactions are
subject to disclosure, registration and reporting requirements under Dodd -Frank, depending
on the details of each individual transaction and the characteristics of the transacting
parties. Since Dodd -Frank's enactment, City utility transactions have fallen below
applicable Dodd -Frank compliance triggers and have meet the Act's exemptions from the
definition of "swaps".
1 Pub. L. 111-203, 124 Stat. 1376 (2010).
8
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Item 9: Staff Report Pg. 15 Packet Pg. 273 of 636
GLOSSARY OF TERMS
Item 9
Attachment B - Proposed
Energy Risk Management
Policy with Redline
Changes
Back Office
A set of positions in the Utilities and Administrative Services
Departments whose responsibilities include trade confirmation,
accounting, and other processes that support commodity transactions
California Independent
A non-profit public benefit corporation that oversees the operation
System Operator (CAISO)
of California's bulk electric power system, transmission lines,
and market for electricity generated and transmitted by its member
utilities.
Call Options
An option that allows the owner the right to purchase energy at the
specified price
Cap Price
A structured product that contains a strip of multiple call option
contracts with identical but staggered expirations.
Carbon Offsets
A reduction in emissions of greenhouse gases (GHGs) made in order
to compensate for or to offset an emission made elsewhere.
Credit Risk
The probable change in the value of a contract due to a counterparty
Defaulting.
Electric Ancillary Services
The services (e.g., scheduling and dispatch) necessary to support the
transmission of electric power from seller to purchaser given the
obligations of control areas and transmitting utilities within those
control areas to maintain reliable operations of the interconnected
transmission system. For example, spare generating capacity that can
quickly increase its energy output if the grid needs additional energy
is an ancillary service.
Electric Heat Rate Product
A contract based on how efficiently a generator uses heat energy in
fuel (i.e., natural gas) to generate electricity.
Front Office
A set of positions in the Utilities Department whose responsibilities
include energy procurement operations. NCPA staff is permitted to
undertake Palo Alto Front Office functions on the City's behalf, as
needed to conduct transactions authorized under the City's Market
Purchase Program Agreement with NCPA.
Index -based Price
A price that varies based on published index prices.
Low Carbon Fuel Standard
A product that can be bought or sold under the California Air
(LCFS) Credit
Resource Board's program to reduce the carbon intensity of
transportation fuels.
Market Risk
The probable change in value of (or sensitivity to) a contract,
position, or portfolio due to general changes in market conditions
City's Energy Risk Management Policy Last Approved by City Council on June 22, 2020 Reso #9896
Item 9: Staff Report Pg. 16 Packet Pg. 274 of 636
Item 9
Attachment B - Proposed
Enerev Risk Manaeement
Market Purchase Program
Program established by NCPA whereby a m Policy with Redline ze
NCPA to transact on behalf of the member I Changes
A standardized agreement for the purchase and sale of wholesale
Master Agreement
energy commodities
Middle Office
A set of positions in the Administrative Services Department whose
responsibilities include energy risk management activities
Physical Fixed Price
A contract for a fixed price which settles when one counterparty
delivers the commodity to another counterparty and pays a cash
settlement
Resource Adequacy (RA)
A regulatory construct developed to ensure that there will be
sufficient resources available to serve electric demand under all but
the most extreme conditions
Resource Adequacy
Products from a generation unit located in the CAISO control area
Qualifying Capacity
that meet RA requirements
Risk Management
The set of skills and processes for measuring, controlling, and
hedging risk.
Supply Portfolio
The composition and amount of all purchased energy
Transmission Product
The sale or purchase of a non -energy asset to transport energy
10
City's Energy Risk Management Policy Last Approved by City Council on June 22, 2020 Reso #9896
Item 9: Staff Report Pg. 17 Packet Pg. 275 of 636
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City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: Utilities
ALTO Meeting Date: June 10, 2024
Staff Report: 2312-2318
TITLE
Approval and Authorization for the City Manager or Their Designee to Execute the Following
Five Utilities Contract Amendments for the Electric Grid Modernization Pilot: 1) Amendment
Number 1 to VIP Powerline Corp C23185980 Increasing Compensation by $16,000,000 Through
April 2028; 2) Amendment Number 1 to Davey Surgery Tree Company C20176920 Increasing
Compensation by $3,103,484 Through May 2025; 3) Amendment Number 1 to Stella -Jones
Blanket Purchase Order Increasing Compensation by $3,000,000 Through June 2026; 4)
Amendment Number 1 to Oldcastle Infrastructure Blanket Purchase Order Increasing
Compensation by $450,000 and Extending the Term to December 31, 2024; and 5) Amendment
Number 1 to Statewide Traffic Safety and Signs S22183236 Increasing Compensation by
$200,000 Through December 2024; CEQA Status: the Grid Modernization Project is Exempt
Under CEQA Guidelines Sections 15302, 15303 and 15183.
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute the following first amendments to two blanket purchase orders and three
contracts, for overhead and underground construction, pole replacement, vegetation
management for line clearing, utility pole and underground equipment purchases, and traffic
control services used for the electric grid modernization pilot project:
(1) Amendment No. 1 to Contract No. C23185980 with VIP Powerline Corp increasing the
contract limit by $16,000,000 for a total not -to -exceed amount of $36,000,000 for the
remaining term of the contract through April 9,2028 (for a total term of five years), to provide
pole replacement, 4/12kV overhead conversion and system improvement work on the electric
distribution system (Attachment A);
(2) Amendment No. 1 to Contract No. C20176920 with Davey Tree Surgery Company increasing
the contract limit by $3,103,484 for a total not -to -exceed amount of $17,589,541 for the
remaining term of the contract through May 31,2025 (for a total term of three years) to provide
utility line clearing and vegetation management (Attachment B);
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(3) Amendment No. 1 to Blanket Purchase Order with Stella -Jones increasing the contract limit
by $2,250,000 for a total not -to -exceed amount of $3,000,000 for the remaining term of the
contract through June 30, 2026 to purchase new utility poles (for a total term of three years);
(4) Amendment No. 1 to Blanket Purchase Order with Oldcastle Infrastructure increasing the
contract limit by $450,000 for a total not -to -exceed amount of $2,050,00 and extending the
term of the contract to December 31, 2024 (for a total term of five years) to purchase
equipment for the electric underground system;
(5) Amendment No. 1 to Contract No. S22183236 with Statewide Traffic Safety increasing the
contract limit by $200,000 for a total not -to -exceed amount of $455,000 for the remaining term
of the contract through December 31, 2024 (for a total term of three years) to provide traffic
control services (Attachment C).
EXECUTIVE SUMMARY
On June 19, 2023, the City Council approved the FY 2024 CIP Budget with the new Grid
Modernization for Electrification Project (EL -24000). Staff is deploying a pilot to determine how
to align the grid modernization upgrades (Grid Mod) with fiber -to -the -premise (FTTP) program
Phase 1 buildout, to help minimize utility engineering pole make-ready work, pole
replacements, noise disruption, and construction activity in neighborhoods and these are
necessary contract amendments to support this project. The purpose of the pilot is to
determine the feasibility of engineering designs and construction methods and implement best
practices to facilitate the most cost-effective deployment of resources.
Given the anticipated increase in engineering design work, City of Palo Alto Utilities (CPAU) will
need to add resources to manage and perform a high volume of pole make-ready work and
replacements. In the meantime, staff recommends leveraging existing on -call construction and
engineering contracts to perform the engineering design, overhead and underground
construction including vegetation management, and installation for the pilot area
(approximately 409 poles and 1,224 homes). Authorizing additional services within the scope of
existing contracts will reduce the construction timeline by 6 — 9 months, which would otherwise
be prolonged in the process of issuing multiple invitation for bids (IFBs) to perform the work for
grid modernization. The pilot area will be treated as a testbed to design and construct both
projects in parallel to minimize community disruption and reduce shared construction costs.
The pilot will inform CPAU how to most effectively bid out the engineering, construction and
installation services required for FTTP and grid modernization for the remaining Phase 1 area
(an additional 1,241 poles and 5,560 customers). The City will issue public solicitations for each
of these services for subsequent phases of the grid mod and FTTP projects.
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BACKGROUND
One major initiative in the City's Sustainability and Climate Action Plan (S/CAP) is to promote
the transition to all -electric homes and electric vehicles (EVs) to reduce greenhouse gas
emissions. In 2020, the City launched an update to reduce GHG emissions 80 percent below
1990 levels, i.e., reduce 624,095 metric tons of greenhouse gases by 2030 (the "80 x 30 goal").
This goal exceeds even the state of California's world -leading reduction goal of 80% by 2050;
the California Global Warming Solutions Act of 2006 (AB32) requires the state to reduce its GHG
emissions 40% below 1990 levels by 2030 and set an aspirational goal to reduce emissions 80%
by 2050. A 2021 impact analysis showed that to meet the "80 x 30 goal", the City must electrify
all of its roughly 15,000 single-family homes, replacing natural gas equipment with efficient
electric alternatives. Also, currently, one in six Palo Altans drive an electric car, and EVs now
account for more than 30% of new car sales in Palo Alto — the highest adoption rate in the
country. One of three newly registered vehicles in Palo Alto is an EV. This transition, or
"electrification," will require an extensive upgrade to the electric distribution network due to a
large increase in electrical energy needed to replace gas heating equipment with electrical
equipment and to support EVs.
As a result, Grid Mod was developed to enhance the distribution system's grid resiliency and
reliability in a manner that will continue to accelerate the City's clean energy and
decarbonization goals. Palo Alto already supplies customers electricity from a 100% carbon
neutral portfolio and has been in the forefront of efforts to design programs allowing
customers to easily utilize clean energy through EVs and electric appliances.
Palo Alto's grid must be modernized to reach the capacity required to electrify all homes and
cars. The modernized system will be designed to fully accommodate energy received from local
generation such as rooftop solar and battery storage, an important element in decarbonization
goals. There will be an upgrade to the distribution system to incorporate local generation, allow
two-way power flow, meet projected capacity needs, enhance voltage regulation and system
protection requirements, and provide a high level of resiliency and reliability.
The City conducted an electrification study to evaluate the impacts of projected electrification
loads on Palo Alto's distribution and substation transformers, primary/secondary distribution
circuits, and to propose upgrades needed to mitigate overloads. The estimated cost to
construct the necessary electric system upgrades for a 100% electrification scenario is between
$220 million to $306 million, depending on the approach. Of the nine substations in Palo Alto,
the study recommends major design and equipment upgrades at two of the nine substations,
and minor to moderate upgrades at four substations to meet projected loads to support 100%
electrification.
The Grid Mod Project requires bringing online more transformers, replacing aging
infrastructure, upgrading, or replacing poles, and providing battery storage and solar energy
system support to the interconnected grid. Specifically, the Project involves replacing the City's
current 1,413 single-phase pole -top transformers rated less than 50kVA with the same type of
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transformers rated 50kVA or larger. Additionally, there are currently 261 single-phase pad -
mounted transformers and 231 single-phase underground transformers installed on the
distribution system. Based on the projected average peak load of 6kVA per customer, 341 of
these transformers (including all 231 underground transformers) will need to be replaced with
75kVA or larger transformers to mitigate overloads. In order to limit the maximum number of
customers per transformer to 15 (90kVA), the City will need to install an additional 83
transformers. Furthermore, 296,300 circuit feet of open wire secondary conductors in the
distribution system will be replaced with aluminum aerial cable. These design aspects will
accommodate 100% residential electrification of end uses in the Palo Alto community, aligning
with the City's primary goal of decarbonization. For future housing development, the City will
perform new analyses and make appropriate electric distribution network changes as needed
for electrification.
ANALYSIS
As noted, staff routinely use a cohort of contract support to build, maintain, and invest in the
City's electric system infrastructure. To achieve efficiencies in timing for this pilot phase of
electrification and fiber to the premise build, leveraging these existing resources is
recommended. The recommended contract amendments reviewed below will enable current
routine daily business to proceed while ensuring capacity to support this pilot phase one build.
VIP Powerline Corp (VIP) — Electrical Construction - Contract No. C23185980
For more than 25 years, CPAU has routinely hired contractors to assist Electric Operations
crews in offsetting the labor shortage of qualified electrical journey -level workers throughout
the industry. Over the past 10 years, CPAU has not been able to successfully hire and retain
qualified electrical journey -level staff, specifically in the line construction section, to perform
the required work on the electric distribution system. Given the magnitude of work that is
required to upgrade the electric distribution system and to meet the 2030 emissions reduction
goal through electrification, staff recommends increasing the annual amount for VIP's electrical
contractors from $4 million to $8 million for the remaining four years of the contract and
increasing the five-year not -to -exceed amount of the contract from $20 million to $36 million.
This will enable VIP to bring in one or two additional crews to perform Grid Mod work on a
regular basis. The estimated cost for a 5 day/5 person crew is approximately $72,000 weekly or
$3,500,000 annually (Attachment A). The original contract was approved by Council on April
10, 2023 (Staff Report #2303-11191)
1 Staff Report 2303-1119
https://cityofpaloaIto.primegov.com/meeting/document/1862.pdf?name=Item%2010%205taff%20Report
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Davey Tree Surgery Company (Davey Tree) — Line Clearing - Contract No. C20176920
The City has contracted for utility vegetation management services since the mid -1980s to
ensure the clearing of trees and other vegetation from electrical conductors, poles, substations,
fiber optic lines, traffic signals, and streetlights throughout Palo Alto that meets or exceeds
regulatory requirements. There is increased pressure on Investor -Owned Utilities such as PG&E
to reduce the potential for fires around their electric infrastructure through enhanced
vegetation management. This has contributed to a statewide shortage of qualified line
clearance tree workers. In addition to this increased demand for qualified workers, a recent
State Assembly Bill, SB 247, has mandated that these tree workers be "...paid a rate no less than
the prevailing wage rate for a first period apprentice electrical utility lineman...". This increased
base pay rate is 36% higher than the 2019 prevailing wage document for this trade.
Given the number of trees that will need to be pruned and the extra time it will take to fully
clear heavily vegetated areas, CPAU requires a significant increase to the capacity of line
clearance crews. Staff estimates needing a 100% increase of line clearance capacity to continue
vegetation maintenance, hazard tree removal, and pruning for the primary, secondary, and
electric service drop cables for Grid Mod. Of the 409 poles in the pilot area, staff estimates 25%
or 100 poles will require significant pruning to achieve 1-3' radial clearance along the path of
the various cables. Staff recommends increasing the contract limit by $3,103,484 for the
remaining term, which will increase the total not -to -exceed amount from $14,486,057 to
$17,589,541 for the five year contract term through May 31, 2025 (Attachment B). The original
contract was approved by Council on June 1, 2020 (Staff Report #108832).
Stella -Jones — Utility Wood Poles — Blanket Purchase Order
CPAU has a recurring capital improvement project Wood Pole Replacement (EL -19004) to
replace between 50 to 100 wood poles on an annual basis because the poles have exceeded
their average service life of 50 years and/or other weakening conditions. Wood poles are used
to support overhead utility lines throughout the city. Though poles are inspected, tested, and
treated to maintain their integrity, over time poles will degrade and require replacement for
the safety of the community or utility workers. The City issued a formal solicitation (Request for
Quotation # 188453) on June 13, 2023 for the purchase and delivery of treated wooden poles.
Stella -Jones was one of two responsible bidders. Stella -Jones was awarded a blanket purchase
order to purchase wood poles, in an annual amount of $250,000 for a total not -to -exceed
amount of $750,000 over three years. For Grid Mod, staff estimates a replacement of 25% or
1500 of 6000 poles over the next several years to accommodate the weight of the new
transformers and distribution cables while maintaining compliance with rules for overhead
electric line construction (California Public Utilities Commission General Order 953) . Since CPAU
2 Staff Report 10883 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-
reports/reports/city-manager-reports-cmrs/yea r-archive/2020/id-10883.pdf?t=62508.97
3 California Public Utilities Commission General Order
https://docs.cpuc.ca.gov/PublishedDocs/Published/G000/M338/K730/338730245.pdf
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will be replacing about 300 to 400 poles annually over the next five years, staff recommends
increasing the annual purchase order amount from $250,000 to $1,000,000 with Stella -Jones
for the remaining three years of the contract, increasing the total not -to -exceed amount from
$750,000 to $3,000,000 over the three-year term. In addition, staff separately solicited for H -
class poles in March 2024 and Stella -Jones was the lowest responsible bidder, so staff
recommends adding H -class wood poles under the Stella -Jones contract. The H -class poles are
larger in diameter and will support more equipment load, otherwise, the City would need to
install additional poles. The City will issue new purchase orders on an as -needed basis as the
quantity, size and type of pole replacements are determined for the Grid Mod project.
Oldcastle Infrastructure — Underground Vaults and Pads - Blanket Purchase Order
CPAU purchases large, pre -cast concrete pads, vaults, covers, and extensions for its
underground infrastructure. The materials come in various sizes and styles to meet unique
design requirements and field conditions. The vaults contain electric distribution system cables
and equipment used to provide power to customers throughout the City. In December 2014,
Council authorized Utilities to standardize with Oldcastle for this underground equipment (Staff
Report #53094) because Oldcastle is one of two vendors on the West coast that manufacture
concrete pads, vaults, extensions, and covers in the sizes and styles that meet Utilities'
standards for the construction of the utility underground electric system (Electric Service
Requirements5). Oldcastle is the City's preferred supplier because of lower costs and higher
quality than the other West coast supplier. On February 24, 2020 Council approved a blanket
purchase order with Oldcastle as the City's standard supplier of certain equipment for the
electric underground system, in an annual amount of $350,000 for a total not -to -exceed
purchase amount of $1,600,000 over 4.5 years (Staff Report #109606). Staff recommends
extending the contract term for an additional six months from June 30, 2024 to December 31,
2024, and staff is recommending increasing the annual amount from $350,000 to $800,000, for
a total not -to -exceed amount of the contract from $1,600,000 to $2,050,000 over the five year
term. The City will issue new purchase orders on an as -needed basis as the quantity, size and
type of underground equipment are determined for the Grid Mod project.
' Staff Report 5309 https://www.cityofpaIoaIto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-
manager-reports-cmrs/year-archive/2014/final-staff-report-id-5309 utilities-substructure-standardization-with-
oldcastle.pdf
5 Electric Service Requirements https://www.cityofpaIoaIto.org/Departments/Utilities/Utilities-Services-
Safety/Engineering-and-Operations/Electric-Service-Requirements
6 Staff Report 10960 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-
reports/reports/city-manager-reports-cmrs/yea r-archive/2020/id-10960-mini-packet-022420.pdf?t=53347.87
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Statewide Traffic Safety and Signs —Traffic Control - Contract No. S22183236
A traffic control plan must be included in every permit application submitted to the
Development Center and Transportation Department for projects that involve work within the
public right-of-way. The traffic control plan must be approved prior to the start of work. The
City may require additional measures of traffic control or time -of -work restrictions on a case -
by -case basis. The City issued a formal solicitation (Request for Proposals # 183236) in 2021 for
Utilities Construction On -Call Traffic Control Services, and Statewide was awarded the three-
year contract. In the pilot area, CPAU will have to replace and upgrade about 90 wooden poles
to accommodate the weight of the new transformers and distribution cables. Most of these
poles are in the public right of way which will require traffic control services (i.e. flagging, traffic
shifts, sign boards) when performing the construction work. Staff recommends increasing the
annual amount of the Statewide contract from $85,000 to $285,000 per year for the remaining
term through December 31, 2024, which increases the total not -to -exceed amount from
$255,000 to $455,000 over the three-year term. (Attachment C).
FISCAL/RESOURCE IMPACT
Funding for the five contract amendments is available in the FY 2024 Electric capital budget
under CIP Grid Modernization for Electrification (EL -24000). All the contract amendments are
for on -call services or as -needed purchase orders. Any unspent funds from the contracts will be
returned to the Electric Grid Modernization CIP. Funding in subsequent years is subject to
Council's approval of each fiscal year's budget appropriation.
Vendor
Contract
No
Original Not -to-
Exceed Amount
Original
Term Date
Amendment
Amount*
Years
Remaining
Revised Not -
to -Exceed
Amount
Revised
Term Date*
VIP Powerline
C23185980
$ 20,000,000
4/9/2028
16,000,000
4
$ 36,000,000
4/9/2028
Davey Tree
C20176920
$ 14,486,057
5/31/2025
3,103,484
1
$ 17,589,541
5/31/2025
Stella -Jones
Blanket PO
$ 750,000
6/30/2026
2,250,000
3
$ 3,000,000
6/30/2026
Oldcastle Infrastructure
Blanket PO
$ 1,600,000
6/30/2024
450,000
1
$ 2,050,000
12/31/2024
Statewide Traffic Safety
S22183236
$ 255,000
12/31/2024
200,000
1
$ 455,000
12/31/2024
Total
$ 37,091,057
$ 22,003,484
$ 59,094,541
* Changes in contract amounts and term date are bolded
STAKEHOLDER ENGAGEMENT
The services are coordinated with internal stakeholders and the service providers.
ENVIRONMENTAL REVIEW
The grid modernization project will replace aging infrastructure and install modern network
infrastructure to meet future needs related to home electrification. This project does not
expand the existing footprint of the City's network; there is sufficient capacity on the existing
sub -transmission lines, substations, and primary feeders to serve the energy load that is being
added to the system. Changes to the equipment on the network will include replacement and
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installation of pad -mounted transformers and new protective devices to improve reliability, and
system controls to allow for the import and export of energy from homes on the network. This
project is categorically exempt from California Environmental Quality Act (CEQA) review under
CEQA Guidelines section 15303 (construction and location of limited numbers of new, small
facilities or structures; installation of small new equipment and facilities in small structures) and
section 15302 (replacement or reconstruction of existing structures and facilities). In addition,
Council's approval of the grid modernization project does not require additional environmental
review under CEQA Guidelines section 15183, because the grid modernization project, an
element of the Council -approved S/CAP, is consistent with the Environmental Impact Report
(EIR) Addendum to the City of Palo Alto Comprehensive Plan Final Environmental Impact Report
Council approved on June 5, 2023.
ATTACHMENTS
Attachment A: Contract With VIP Powerline; C23185980, Amendment 1
Attachment B: Contract With Davey Surgery Tree; C20176920, Amendment 1
Attachment C: Contract With Statewide Traffic Safety and Signs; S22183236, Amendment 1
APPROVED BY:
Dean Batchelor, Director of Utilities
Staff: Dave Yuan, Strategic Business Manager
7Environmental Impact Report https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplateld=12530
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DocuSign Envelope ID: 62DD72C0-4AF6-4490-BEC3-AA490040557D
CITY OF
PALO
ALTO
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Attachment A - Contract
With VIP Powerline;
C23185980, Amendment
CONTRACT CHMIjt'UNU R
CITY OF PALO ALTO
DEPARTMENT: ELECTRIC UTILITIES OPERATIONS
Electric Utility Construction Services Project
Project Title: I Grid Modernization I Project No.: EL -24000
Contract Number: C23185980 Date: 4/16/2024
Contractor: VIP Powerline Corp Change Order No.: 1
Description of Change Order
Background Information:
The Electric Grid Modernization project is to enhance the distribution system's grid resiliency and
reliability in a manner that will continue to accelerate the City's clean energy and decarbonization
goals. Palo Alto's grid must be modernized to reach the capacity required to electrify all homes
and cars.
The original contract C23185980 was approved by City Council on April 10, 2023 under staff
report 2303:1119. The original terms of the contract was an annual not -to -exceed amount of
$4,000,000 per year, for a five-year contract not -to -exceed a total amount of 20,000,000 from
April 10, 2023 through April 9, 2028.
https://cityofpaloaIto.primegov.com/meeting/document/1862. pdf?na me=ltem%2010%20Staff%
20Report
Change Order Justification:
To meet the expected increase in demands, Grid Mod will increase network capacity. Capacity
increases will include the following work: converting 4kV systems to 12kV; installing more
distribution transformers with greater capacity; and rebuilding secondary networks by increasing
conductor size, replacing utility poles, and creating more secondary networks.
Staff recommends increasing the annual amount from $4 million to $8 million for the remaining
four years of the contract and increasing the five-year not -to -exceed amount of the contract from
$20 million to $36 million.
Description of Work to be Performed:
Contractor will provide electric line construction crew(s) to be used on an ongoing
basis to assist with construction and operating activities on the City's 12kV and 4kV Electric
Distribution System. The City proposes to utilize contract labor and equipment to supplement
the City's crews in the construction of necessary maintenance, pole replacements, and existing
facilities upgrades on its Electric System. The project includes replacing 1,400 pole top
transformers and 341 underground transformers. Furthermore, 296,300 circuit feet of open wire
secondary conductors in the distribution system will be replaced with aluminum aerial cable.
Approximately 1,500 or 25% of 6,000 poles will need to be replaced and increased in size to
support the weight of the new transformers, wires, and equipment.
Incorporates Field Order Number(s):
Bid items 1-20
Cost Time
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This Change Order will:
❑ No cost change: N/A
X Increase cost by $ 16,000,000.00
❑ Decrease cost by $ N/A
G/L account number (s): 40029013/31650
Basis for change in cost:
❑ Unit price(s)
❑ Lump sum
X Time and Materials
❑ Compensation for Compensable Delay
X Other: Time and Equipment
Item 10
Attachment A - Contract
With VIP Powerline;
C23185980, Amendment
This Change Order will: 1
X Not change time
❑ Increase time by days
o days Excusable Delay
o — days Compensable Delay
❑ Decrease time by days
The date of completion as of this Change Order is:
Requesting this change for year 2 (current) through year 5
contract.
CONTRACTOR CERTIFICATION: By signing below, Contractor agrees that this Change Order constitutes full resolution, settlement, accord and
satisfaction with respect to any and all pending or future Claims for cost and extensions of time that were asserted, or that could have been
asserted, in connection with the Work covered by this Change Order, as more fully set forth in Article 7 of the Contract General Conditions.
FAILURE TO EXECUTE: If Contractor fails to promptly execute this Change Order after it has been submitted for Contractor's signature, the City
may unilaterally approve this Change Order as set forth in Article 7 of the Contract General Conditions. Contractor may dispute the terms of a
unilaterally -approved Change Order, in whole or in part, by submitting a Claim in accordance with the Dispute Resolution Procedures set forth
herein within fourteen (14) days after the Change Order is approved by the City. If Contractor fails to submit a Claim within that 14 -day period,
with respect to all or part of the unilaterally -approved Change Order, those portions of the Change Order which have not been disputed by timely
submission of a Claim shall be deemed to have the same effect as if the Change Order was fully executed by both parties as set forth above.
I Accepted for Contractor: ,,,,. I Accepted for City of Palo Alto:
By: Ryan Tufnail L. ' r By: Jose Ibarra 1,9 94.&
BC4559B5EDAC411.
a7409E03C6A 4w...
Title: President Title: Utilities Supervisor
Date: 4/25/2024 Date: 4/25/2024
Scope of Work
z0
a
O
o
OO
Description
Amount
Reason for Change
U
1
Foreman/ Crew Leader (12 kV rubber glove
$514,000
Electric Grid Modernization Project
certification required)
2
Line Person/Journeyman (12 kV rubber glove
$892,000
Electric Grid Modernization Project
certification required)
3
Line Person/Journeyman Apprentice (12 kV rubber
$394,000
Electric Grid Modernization Project
glove certification required)
4
Truck Driver/ Ground Person (12 kV rubber glove
$314,000
Electric Grid Modernization Project
certification required)
Item 10: Staff Report Pg. 10 Packet Pg. 285 of 636
Fgnn7grn_AA FF_daQn_RF r..,i_AAAgnnanri.�,7n
DocuSign Envelope
Item 10
Attachment A - Contract
With VIP Powerline;
C23185980, Amendment
5 Overtime Foreman/ Crew Leader (12 kV rubber $293,000 El
1
roject
glove certification required)
6
Overtime Line Person/Journeyman (12 kV rubber
$247,000
Electric Grid Modernization Project
glove certification
7
Overtime Line Person/Journeyman Apprentice (12
$214,000
Electric Grid Modernization Project
kV rubber glove certification required)
8
Overtime Truck Driver/ Ground Person (12 kV
$162,000
Electric Grid Modernization Project
rubber glove certification required)
9
Line Truck Capable of setting and removing poles up
$192,000
Electric Grid Modernization Project
to 70'
10
Line Truck Capable of setting and removing poles up
$90,000
Electric Grid Modernization Project
to 80'
Material Handler/ Bucket Truck capable of
Electric Grid Modernization Project
11
facilitating live line work at 55'
$192,000
Material Handler/ Bucket Truck capable of
Electric Grid Modernization Project
12
facilitating live line work at 70'
$100,000
13
Cargo Trailer capable of hauling material including
$20,000
Electric Grid Modernization Project
poles up to 80'
14
Bucket Truck capable of working on electric
$70,000
Electric Grid Modernization Project
secondary level (35')
Electric Grid Modernization Project
15
18k LB Boom Truck (e.g. Small Crane)
$70,000
Electric Grid Modernization Project
16
Single Reel Dolly Trailer
$20,000
Electric Grid Modernization Project
17
3 Reel Dolly/Trailer or Truck
$20,000
18
40k LB Take up Dolly (e.g. 4k Hogg Davis Cable
$70,000
Electric Grid Modernization Project
Puller)
Electric Grid Modernization Project
19
Underground Splicing Van
$70,000
Electric Grid Modernization Project
20
Traffic Control Services
$56,000
Total for this Change Order
$4,000,000
Annual incremental percentage increases in bid prices shall be listed for each additional year of the contract.
YEAR 2 - 1st Optional 12 -month extension (Items 001 - 0020)
3.90%
YEAR 3 - 2nd Optional 12 -month extension (Items 001 - 0020)
3.70%
YEAR 4 - 3rd Optional 12 -month extension (Items 001 - 0020)
3.50%
YEAR 5 - 4th Optional 12 -month extension (Items 001 - 0020)
3.30%
Item 10: Staff Report Pg. 11 Packet Pg. 286 of 636
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Item 10
Attachment A - Contract
With VIP Powerline;
C23185980, Amendment
Summary of Amounts Payable Under Contract (For Internal Purposes Only)
1
Original Contract Sum:
$
20,000,000.00
Previous Change Orders
$
0.00
This Change Order
$
16,000,000.00
Revised Contract Sum:
$
36,000,000.00
Compare to:
Original Contract
Authorization:
$
20,000,000.00
Contingency: 0.00
Contract Amendment
Authorizations
$
0.00
Contingency added: 0.00
Contingency Authorizations:
$
0.00
Used to date (0.00)
Total Authorized Funding:
$
20,000,000.00
Balance remaining 0.00
Change Orders shall not be initiated for Council -approved contracts if the revised Contract Sum exceeds the
total authorized funding amount.
Document Preparation DocuSigned by:
By:
Dave Yuan
Title:
Utilities Strategic Business Manager
Date:
April 16, 2024
City Approval — Division Head
Signature required on all Change Orders
By:
t6wtwt 1�1.AY'St�A.U,
Title :
Tomm Marshall
Assistant Director, Electric Engineering and Operations
Date:
4/30/2024
City Approval — Department Head
Signature required when any individual Change Order exceeds $10,000.
ocu igne by:
By:
V Aan IJA1( V
Dean Batchelor 7C0097F94DAF492..
Title:
Director of Utilities
Date:
4/30/2024
Item 10: Staff Report Pg. 12 Packet Pg. 287 of 636
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Item 10
Attachment B - Contract
AMENDMENT NO. 1 TO CONTRACT NO. C20176920
With Davey Surgery Tree;
BETWEEN THE CITY OF PALO ALTO AND C20176920,Amendment
DAVEY TREE SURGERY COMPANY 1
This Amendment No. 1 (this "Amendment") to Contract No. C20176920 (the "Contract" as defined
below) is entered into as of June 17, 2024 by and between the CITY OF PALO ALTO, a California chartered
municipal corporation ("CITY"), and DAVEY TREE SURGERY COMPANY, a Delaware corporation, located at 2617
South Vasco Road, Livermore, CA 94550 ("CONTRACTOR "). CITY and CONTRACTOR are referred to collectively
as the "Parties" in this Amendment.
RECITALS
A. The Contract (as defined below) was entered into by and between the Parties hereto for the
provision of utility line and pole tree clearing services, as detailed therein.
B. The Parties now wish to amend the Contract in order to add more hourly line clearing and
contingency funding for the electric grid modernization pilot project, increasing compensation by Three Million
One Hundred Three Thousand Four Hundred Eighty -Four Dollars ($3,103,484.00) from Fourteen Million Four
Hundred Eighty -Six Thousand Fifty -Six Dollars and Eighty -Eight Cents ($14,486,056.88) to a new total not to
exceed amount of Seventeen Million Five Hundred Eighty -Nine Thousand Five Hundred Forty Dollars and Eighty -
Eight Cents ($17,589,540.88).
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this
Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term "Contract" shall mean Contract No. C20176920 between
CONSULTANT and CITY, dated June 1, 2020.
b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the
meanings assigned to such terms in the Contract.
SECTION 2. Section 5 "COMPENSATION FOR ORIGINAL TERM" of the Contract is hereby amended to
read as follows:
"COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees to accept as not -to -
exceed compensation for the full performance of the Services and reimbursable expenses, if any:
A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to exceed a total
maximum compensation amount of Seventeen Million Five Hundred Eighty -Nine Thousand Five
Hundred Forty Dollars and Eighty -Eight Cents ($17,589,540.88).
CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total maximum
compensation set forth above. Any hours worked or services performed by CONTRACTOR for which
payment would result in a total exceeding the maximum amount of compensation set forth above for
performance of the Services shall be at no cost to CITY.
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Page 1 of 6
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Item 10
Attachment B - Contract
With Davey Surgery Tree;
Included in the maximum compensation amount set forth above, CITY has C20176920,Amendment of Three
Million One Hundred Eighty -Four Thousand Ten dollars and Sixty cents ($3J. 1 Jdditional
Services. If requested by CITY, CONTRACTOR shall provide Additional Services only by advanced,
written authorization from the City Manager or designee. CONTRACTOR, at the CITY's request, shall
submit a detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONTRACTOR's proposed maximum compensation, including reimbursable expense, for
such services. Compensation shall be based on the rates set forth in Exhibit C-1 (whichever is
applicable), or if such rates are not applicable, a negotiated lump sum. CITY shall not authorize and
CONTRACTOR shall not perform any Additional Services for which payment would exceed the amount
set forth above for Additional Services. Performance of and payment for Additional Services is subject
to all requirements and restrictions in this Agreement."
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below,
to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this
Amendment and into the Contract by this reference:
a. Exhibit "C" entitled "SCHEDULE OF FEES", AMENDED, REPLACES PREVIOUS.
b. The portion of Exhibit C-1 entitled "RATE SCHEDULE YEAR 5 (6/1/2024- 5/31/2025)",
AMENDED, REPLACES PREVIOUS.
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract,
including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are
fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Page 2 of 6
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Item 10
Attachment B - Contract
SIGNATURES OF THE PARTIES
With Davey Surgery Tree;
C20176920, Amendment
IN WITNESS WHEREOF, the Parties have by their duly authorized re 1 cuted this
Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
DAVEY TREE SURGERY COMPANY
DocuSigned by:
" ' "Ivtaln s
1 F2AC466C0564AA...
Larry Evans
Name:
Title: President & General Manager
DocuSigned by:
B : f it a. I;L tzt as lit YY
930D75FE4EB741A._.
Erika Schoenberger
Name:
Title: General Counsel, secretary
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Page 3 of 6
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Packet Pg. 290 of 636
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Item 10
EXHIBIT C Attachment B - Contract
With Davey Surgery Tree;
SCHEDULE OF FEES
020176920, Amendment
1
Compensation based upon fee schedule
CITY shall pay CONTRACTOR for Services rendered as assigned by the City
according to the contract year fee schedule table below and the detailed rate
schedule provided in Exhibit C-1 for the applicable contract year. The maximum
amount of compensation to be paid to CONTRACTOR, including both payment for
Services and any specified reimbursable expenses, shall not exceed the amounts
set forth in Section 5 of the Agreement. Any Services provided or hours worked
for which payment would result in a total exceeding the maximum amount of
compensation set forth herein shall be at no cost to CITY. Unless a different
timeframe is agreed upon by CITY and CONTRACTOR, the CONTRACTOR will
invoice completed work to the CITY monthly.
Hourly Basis and Per -Unit Basis
The parties understand and agree that the CITY may assign work to the
CONTRACTOR on an hourly basis or a per -unit basis, in the CITY's sole discretion,
based on the nature of the work and the CITY's needs. Hourly pricing and per -unit
pricing are set forth in Exhibit C-1.
90 -day Per -Unit Pricing Review
The CITY's assignment of per -unit work to the CONTRACTOR depends in part on the
CONTRACTOR's per -unit pricing. Within 90 calendar days of the start of this Agreement,
after having completed work for the CITY hereunder and having gained greater familiarity
with the CITY's trees and work assignments, CONTRACTOR will assess whether its perunit
pricing can be decreased, and CONTRACTOR will notify the CITY of the results of
its assessment in writing to the CITY's Project Manager. If CONTRACTOR does find
that it can lower its per -unit pricing, it will include its revised, lower per -unit price in the
aforementioned notice to the CITY's Project Manager. This 90 -day per -unit pricing review
will benefit the CONTRACTOR by providing the potential to be assigned more work by
the CITY on a per -unit basis, and will benefit the CITY by providing the potential of greater
affordability for per -unit work.
During the initial 90 -day period, CONTRACTOR will be paid at the hourly rate.
If production results during the 90 -day period are mutually favorable to the CITY and the
CONTRACTOR, and the CONTRACTOR provides a lower per -unit rate, as detailed
above, the parties will execute an amendment to this Agreement as provided for in Section
27.4 herein, memorializing the lower per -unit rate, and the line clearance trimming work
will be shifted to per -unit cost pricing. If unfavorable, CONTRACTOR will be assigned
and paid at the hourly rate unless and until a re -proposed, lower per -unit price is mutually
agreed to via an amendment to this Agreement. Notwithstanding the forgoing two
Vers.: Aug. 5, 2019
Page 4 of 6
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Item 10
Attachment B - Contract
sentences, the assignment and payment of work on an hourly basis or a per- With Davey Surgery Tree;
remain a determination made by the City in its sole discretion, based on the C20176920, Amendment
1
Additional Services (if any,
Services
per Section 5)
Subtotals /
Totals
Contract Year 1
$2,598,989.60
$129,949.48
$2,728,939.08
Contract Year 2
$2,676,563.39
$133,828.17
$2,810,391.56
Contract Year 3
$2,756,827.12
$137,841.36
$2,894,668.48
Contract Year 4
$2,839,500.77
$141,975.04
$2,981,475.81
Contract Year 5
$3,533,649.40
$2,640,416.55
$6,174,065.95
Subtotals /
$14,405,530.28
$3,184,010.60
$17,589,540.88
Totals
Vers.: Aug. 5, 2019
Page 5 of 6
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Item 10
Attachment B - Contract
EXHIBIT C-1
RATE SCHEDULE - YEAR 5 (6/1/2024 to 5/31/202 DT With avey surgery ree;
C20176920, Amendment
1
EXHIBIT C-1
RATE SCHEDULE - YEAR 5 (6/1/2024 to 5/31/2025)
ESTIMATED
ITEM
QUANTITIES
UNITS
DESCRIPTION& PROPOSALITEM
RATE
TOTALPRICE
PERYEAR
01
3100
EA
UNIT COST LINE CLEARING(PERTREEUNIT)
$306.60
$950,460.00
02
20
EA
UNIT COST POLECLEARING(PERPOLE)
$168.83
$3,376.60
03
10
EA
UNIT COST POLE CLEARING& SPRAYING(PERPOLE)
$196.96
$1,969.60
HOURLYCOST LINECLEARING- 2 PERSON CREW +
04
7453
HR
$296.67
$2,211,081.51
EQUIPMENT & TOOLS
05
80
HR
HOURLYCOST
2PERSONCREWOVERTIME
$430.36
$34,428.80
06
525
HR
3 PERSON CREW + EQUIP & TOOLS
$401.12
$210,588.00
07
10
HR
LINECLEARING
3 PERSONCREW OVERTIME
$581.69
$5,816.90
(AS NEEDED)
08
475
HR
1 PERSON CREW + EQUIP & TOOLS
$153.17
$72,755.75
09
10
HR
I PERSON CREW OVERTIME
$222.12
$2,221.20
2 PERSON CREW M -F AFTER HOURS
10
16
HR
ANDALLDAYON
$430.36
$6,885.76
EMERGENCY
WEEKENDS/HOLIDAYS
3 PERSON CREW M -F AFTER HOURS
II
16
HR
RESPONSERATES
ANDALLDAYON
$581.64
$9,306.24
(AS NEEDED)
WEEKENDS/HOLIDAYS
1 PERSON CREW M -F AFTER HOURS
12
17
HR
ANDALLDAYON
$222.12
$3,776.04
WEEKENDS/HOLIDAYS
13
200
HR
70 FT AERIAL LIFT TRUCK
$44.14
$8,828.00
SPECIAL
EQUIPMENT(AS
14
100
HR
NEEDED)
100 FT AERIAL LIFT TRUCK
$121.55
$12,155.00
TOTAL, ITEMS 01-14
$3,533,649.40
TOTAL IN WORDS: Three Million Five Hundred Thirty -Three Thousand Six Hundred Forty -Nine Dollars
and Forty Cents
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Item 10
Attachment C - Contract
With Statewide Traffic
Safety and Signs;
AMENDMENT NO. 1 TO CONTRACT NO. S22183236
BETWEEN THE CITY OF PALO ALTO AND
STATEWIDE TRAFFIC SAFETY AND SIGNS INC.
1
This Amendment No. 1 (this "Amendment") to Contract No. S22183236 (the "Contract" as
defined below) is entered into as of April 15, 2024, by and between the CITY OF PALO ALTO,
a California chartered municipal corporation ("CITY"), and STATEWIDE TRAFFIC SAFETY AND
SIGNS INC., a Delaware corporation, located at PO Box 31001-2620, Pasadena, CA
91110-2620 ("CONSULTANT"). CITY and CONSULTANT are referred to collectively as the
"Parties" in this Amendment.
RECITALS
A. The Contract (as defined below) was entered into by and between the Parties hereto
for the provision of providing on -call traffic control services, as detailed therein.
B. The Parties now wish to amend the Contract in order to increase the total not -to -
exceed amount of the Contract by Two Hundred Thousand Dollars ($200,000) from Two Hundred
Fifty -Five Thousand Dollars ($255,000) to a new total not -to -exceed amount of Four Hundred Fifty -
Five Thousand Dollars ($455,000) over the three-year term.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term "Contract" shall mean Contract No. S22183236 between
CONSULTANT and CITY, dated December 23, 2021.
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 4 "NOT TO EXCEED COMPENSATION" of the Contract is hereby
amended to read as follows:
"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 Not to Exceed
Compensation of Four Hundred Fifty -Five Thousand Dollars ($455,000). The hourly
schedule of rates, if applicable, is set out in Exhibit C-1, entitled "SCHEDULE OF RATES."
Any work performed or expenses incurred for which payment would result in a total
exceeding the maximum compensation set forth in this Section 4 shall be at no cost to
the CITY."
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Item 10
Attachment C - Contract
With Statewide Traffic
Safety and Signs;
S22183236, Amendment
1
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
Vers.: Aug. 5, 2019
Page 2 of 3
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SIGNATURES OF THE PARTIES
Item 10
Attachment C - Contract
With Statewide Traffic
Safety and Signs;
S22183236, Amendment
1
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed
this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
STATEWIDE TRAFFIC SAFETY AND
SIGNS INC.
Officer 1
DocuSigned by:
[Y9-75DE32088A'133451
tLl /utn h
..
Name: Anthony Amato
Title: Director of Contracts
Officer 2
DocuSigned by
ykffiLuj
292AECB1 CSA8429...
Matthew Hunt
Name:
Title: Chief Legal Officer
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Page 3 of 3
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Item 11
Item 11 Staff Report
City Council
Staff Report
From: City Manager
CITY O F Report Type: CONSENT CALENDAR
PALO Lead Department: Planning and Development Services
ALTO Meeting Date: June 10, 2024
Report #:2404-2899
TITLE
Approval of Contract Amendment Number 1 to Contract Number C21181223A with Integrated
Design 360, LLC. in the Amount of $100,000 and Extend Term by Six Months for Sustainability
Services Related to Green Building, Energy Reach Codes, and Sustainability Climate Action Plan;
CEQA Status: Not a Project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to
execute Amendment No. 1 to Contract No. C21181223A (Attachment A) with Integrated Design
360, LLC. for sustainability services in an amount not to exceed $100,000 and a term extension
of six (6) months. This amendment results in a revised total contract not -to -exceed amount of
$850,000 for basic services and reimbursable expenses, through December 31, 2024.
BACKGROUND
On June 21, 2021, the City Council approved' Contract Number C21181223A with Integrated
Design 360, LLC, and Contract Number C21181223B with Integral Group Holdings, LLC, for a
shared not -to -exceed amount of $750,000 to provide ongoing sustainability services for green
building, energy reach code, and the Sustainability Climate Action Plan for a term of three years
through June 2024. The City partnered with Integral Group Holdings, LLC, on a limited basis and
spent $71,453 through Spring 2022. The City does not plan to use Integral Group Holdings, LLC's
(Integral) services for the remaining duration of the contract period due Integral's internal
staffing transitions, which resulted in the lack of expertise required to support this work. The City
partners regularly with Integrated Design 360, LLC, and through Contract Number C21181223A
has spent $557,913 to date. These firms were selected from a competitive solicitation (request
for proposal, RFP #181223 Green Building Services), conducted in April 2020. Combined, roughly
$630,000 of the shared $750,000 was utilized to date and will meet the contract threshold by
June 2024.
1 CMR 12322: https://www.cityofpaIoaIto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-
manager-reports-cmrs/year-archive/2021/id-12322.pdf
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Item 11 Staff Report
ANALYSIS
The Planning and Development Services Department has two existing contracts with Integrated
Design 360, LLC. The primary contract, C21181223A, includes ongoing work related to the
development and administration of the Green Building and Energy Reach Code Program,
assistance with sustainability and program metrics management and reporting, green building
and energy reach code training, green building and energy reach code policy review and creation,
ongoing development and administration of the green building special inspector program, and
assistance with Sustainability Climate Action Plan implementation. This amendment is
considered ongoing daily work associated with green building activities.
On April 1, 2024, City Council approved2 a second contract, C24190818, with Integrated Design
360, LLC, for the development of the "One Margin" Reach Code. Although the work is similar, this
secondary contract is distinct as the "One Margin" Reach Code work is for a unique specific
project on an expedited timeline, with different expectations and deliverables, not included in
the original scope of work in the primary contract.
The contract amendment for primary ongoing services with Integrated Design 360, LLC, will align
the end date of the ongoing sustainability support services with the broader Development
Services On -Call contracts for building inspection, building plan check, project coordination, and
other services offered at the Development Center. A RFP is expected to be released in Summer
2024 to secure new on -call contracts, including sustainability services, starting January 1, 2025.
The results will be presented to City Council in late Fall 2024. Approval of this amendment will
result in further efficiency in the procurement process and allow for continuity in services until
updated vendor(s) are secured.
FISCAL/RESOURCE IMPACT
Approval of the recommended contract amendment will allow the department to continue
utilizing consultants for specific expertise. The use of consultants provides an efficient and
effective means of accessing the technical skills needed quickly. Fiscal Year 2025 contracts are
budgeted in the Planning and Development Services Department, subject to City Council approval
of the Fiscal Year 2025 Operating Budget. The use of contractors for development services work
is contingent on (1) an approved contract with the capacity to support the required scope, and
(2) availability of funding in the department's approved budget. No work will be assigned to
consultants under this contract unless there is sufficient operating budget to cover the costs.
2 CMR 2403-2709: https://cityofpaloaIto.primegov.com/Portal/viewer?id=0&type=7&uid=7f697cae-2d04-49a0-
8ad4-6adb9b459460
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Item 11 Staff Report
STAKEHOLDER ENGAGEMENT
City staff from various departments contributed to the selection criteria development, REP
drafting, proposal review, and firm interviews for the original contract award. Recommendations
for contract awards to multiple firms were made following internal panel assessment and
discussion.
ENVIRONMENTAL REVIEW
Approval of these contracts is not a project under the California Environmental Quality Act
(CEQA), and therefore, no environmental review is required.
ATTACHMENTS
Attachment A: Amendment No. 1 with Integrated Design 360 (C21181223A)
APPROVED BY:
Jonathan Lait, Planning and Development Services Director
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Attachment A -
Amendment No. 1
C21181223A Intergrated
AMENDMENT NO. 1 TO CONTRACT NO. C21181223A Design 360
BETWEEN THE CITY OF PALO ALTO AND INTEGRATED DESIGN 360, LLC. dba ID360
This Amendment No. 1 (this "Amendment") to Contract No. C21181223A (the "Contract"
as defined below) is entered into as of June 3, 2024, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation ("CITY"), and INTEGRATED DESIGN 360, LLC. dba
ID360, a California corporation, located at 809 Laurel Street, #308, San Carlos, California 94070
("CONSULTANT"). CITY and CONSULTANT are referred to collectively as the "Parties" in this
Amendment.
RECITALS
A. The Contract (as defined below) was entered into by and between the Parties
hereto for the provision of updates to Title 16 of the Palo Alto Municipal Code, as detailed
therein.
B. The Parties now wish to amend the Contract in order to extend the term by six
months, increase compensation by One Hundred Thousand Dollars ($100,000) from Seven
Hundred Fifty Thousand Dollars ($750,000) to a new total not to exceed compensation of Eight
Hundred Fifty Thousand Dollars ($850,000).
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term "Contract" shall mean Contract No. C21181223A
between CONSULTANT and CITY, dated May 14, 2021.
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 TERM of the Contract is hereby amended to read as follows:
The term of this Agreement shall be from the date of its full execution through December
31,2024, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
SECTION 3. Section 4 NOT TO EXCEED COMPENSATION of the Contract is hereby
amended to read as follows:
The compensation to be paid to CONSULTANT for performance of the Services 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 Eight Hundred Fifty Thousand Dollars ($850,000). The hourly schedule of rates, if
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Attachment A -
Amendment No. 1
C21181223A Intergrated
applicable, is set out in Exhibit C-1, entitled "SCHEDULE OF RATES." Any w Design 360
expenses incurred for which payment would result in a total exceeding the maximum
compensation set forth in this Section 4 shall be at no cost to the CITY.
SECTION 4. Section 12 SUBCONTRACTING of the Contract is hereby amended to read as
follows:
Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that
additional 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 5. The following exhibit(s) to the Contract is/are hereby amended, as indicated
below, to read as set forth in the attachment(s) to this Amendment, which are hereby
incorporated in full into this Amendment and into the Contract by this reference:
b. Exhibit "B" entitled "SCHEDULE OF PERFORMANCE", AMENDED, REPLACES
PREVIOUS.
c. Exhibit "C" entitled "COMPENSATION", AMENDED, REPLACES PREVIOUS.
d. Exhibit "C-1" entitled "SCHEDULE OF RATES", AMENDED, REPLACES
PREVIOUS
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Item 11
Attachment A -
Amendment No. 1
C21181223A Intergrated
SIGNATURES OF THE PARTIES Design 360
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
Attachments:
INTEGRATED DESIGN 360, LLC
Officer 1
Signed by:
By:E�i
90F59EE0455._.
Name: Melanie Jacobson
Title: Principal
melanie@integrateddesign360.com
Officer 2
DocuSigned by:
By:E6(t.
88B7DF23 4AE...
Name: Cindy Mack
Title: Administrative Leader
cindy@integrateddesign360.com
Exhibit B — Schedule of Performance, Amendment No.1 (Amended, Replaces Previous)
Exhibit C — Compensation, Amendment No.1 (Amended, Replaces Previous)
Exhibit C-1 — Schedule of Rates, Amendment No. (Amended, Replaces Previous)
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I*:Ciijii3
SCHEDULE OF PERFORMANCE, AMENDMENT NO.1
(AMENDED, REPLACES PREVIOUS)
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Amendment No. 1
C21181223A Intergrated
Design 360
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.
Completion
Number of
Tasks
Description
Days/Weeks (as
specified below)
from NTP
Task 1
Ongoing Development and Administration of the Green
December 31, 2024
Building and Energy Reach Code Program
Task 2
Sustainability and Program Metrics Management and
December 31, 2024
Reporting
Task 3
Green Building and Energy Reach Code Training
December 31, 2024
Task 4
Green Building and Energy Reach Code Policy Review and
December 31, 2024
Creation
Task 5
Ongoing Development and Administration of the Green
December 31, 2024
Building Special Inspector Program
Task 6
Sustainability Implementation Plan Support
December 31, 2024
® 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, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
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Amendment No. 1
C21181223A Intergrated
Design 360
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms
and conditions of this Agreement, and as set forth in the budget schedule below. Compensation
shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed
budget amount for each task set forth below.
CITY's Project Manager may approve in writing the transfer of budget amounts between any of
the tasks or categories listed below, provided that the total compensation for the Services,
including any specified reimbursable expenses, and the total compensation for Additional
Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section
4 of this Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and
Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or
expenses incurred for which payment would result in a total exceeding the maximum amount of
compensation set forth in this Agreement shall be at no cost to the CITY.
BUDGET SCHEDULE
TASK
NOT TO EXCEED AMOUNT
Task 1 to Task 6
$850,000.00
Sub -total for Services
$850,000.00
Reimbursable Expenses (if any)
$0.00
Total for Services and Reimbursable Expenses
$850,000.00
Additional Services (if any, per Section 4)
$0.00
Maximum Total Compensation
$850,000.00
REIMBURSABLE EXPENSES
CONSULTANT'S ordinary business expenses, such as administrative, overhead, administrative
support time/overtime, information systems, software and hardware, photocopying,
telecommunications (telephone, internet), in-house printing, insurance and other ordinary
business expenses, are included within the scope of payment for Services and are not
reimbursable expenses hereunder.
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, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
CONSULTANT's schedule of rates is as follows:
I D360 Rates:
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Amendment No. 1
C21181223A Intergrated
Design 360
Position/Title
FY2022 Rates
FY2023 Rates
FY2024 Rates
FY2025 Rates
Principal
$205.00
$212.00
$218.00
$246.00
Program Manager
$168.00
$173.00
$178.00
$201.00
Project Manager II
$130.00
$134.00
$138.00
Not Applicable
Project Manager I
$107.00
$110.00
$113.00
Not Applicable
Technician
$91.00
$93.00
$96.00
Not Applicable
Position/Title
FY2025 Rates
Associate Principal
$232.00
Project Manager
$128.00
Associate
$109.00
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 amount as noted in
Section 4 of the Agreement. CONSULTANT will apply a twenty percent (20%) mark up to
SUBCONTRACTOR invoices.
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CITY OF
PALO
ALTO
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Transportation
Meeting Date: June 10, 2024
Report #:2405-3041
TITLE
Hearing on Written Protests Against Proposed Discontinuance of a portion of El Camino Park;
and Adopt a Resolution and Ordinance Approving a Ballot Measure for the Discontinuance of a
portion of El Camino Park and Calling a Special Election on November 5, 2024; CEQA status -
statutorily exempt per Pub. Res. Code § 21080(b)(12).
RECOMMENDATION
Staff recommends that the City Council:
1. Hear and pass upon all valid written protests received by the Clerk regarding the
proposed discontinuance of a portion of El Camino Park to construct a roadway for
transit vehicles;
2. Sustain or overrule (majority vote) the protests; and
3. If protests are overruled, adopt the attached ordinance and resolution calling for a
special election on November 5, 2024 and submit to the voters a ballot measure of
whether to discontinue the park use of approximately 0.33 acres of El Camino Park for
the purpose of constructing a roadway for transit vehicles between El Camino Real and
the Palo Alto Transit Center
EXECUTIVE SUMMARY
This report presents a proposal to construct a roadway for transit vehicles from the intersection
of Quarry Road & El Camino Real to the Palo Alto Transit Center (PATC), through a currently
passive section of El Camino Park. The proposal would facilitate direct transit movement onto
and from El Camino Real, potentially reducing bus transit times by an estimated 5-8 minutes
per trip. This improvement will also alleviate congestion at the University Avenue/El Camino
Real interchange and University Circle by streamlining bus movements and mitigating the need
for buses to navigate through densely trafficked areas.
Concurrently, the proposal includes enhancements to pedestrian and bicycle paths within El
Camino Park and at the intersection of Quarry Road and El Camino Real. These enhancements
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are designed to improve safety, access, and connectivity to the broader pedestrian and bicycle
network, encouraging greater use of these modes of transportation. The proposal aligns with
the upcoming Caltrain electrification project, which will alter train frequency and potential
increases in bus and shuttle services to meet service planning needs.
The City Council is asked to review conceptual plans for this proposed transit connection and to
consider taking the formal steps toward undedicating a portion of El Camino Park needed for
the project's implementation. This would involve approving a ballot measure for the November
2024 election to repurpose a specified area of the park for the transit connection. This parkland
undedication can also be considered within the context of other parkland dedication efforts
citywide. The project is supported by various goals and policies outlined in the Palo Alto
Comprehensive Plan, emphasizing the improvement of transportation infrastructure and
multimodal connectivity.
The estimated construction cost for the proposed project is roughly $4.3 million, with efforts
underway to secure funding through external sources, including the Metropolitan
Transportation Commission (MTC). The outcome of the electoral process and subsequent
design development will dictate the project's timeline and final implementation steps.
BACKGROUND
Transit and Shuttle Service at the Palo Alto Transit Center
The Palo Alto Transit Center (PATC) is the mobility hub of Palo Alto and has the second highest
Caltrain ridership on the corridor. SamTrans, Santa Clara Valley Transit Authority (VTA), AC
Transit, and Dumbarton Express all run buses to the PATC to complement Caltrain service and
connect Palo Alto to San Mateo County, Santa Clara County, and the East Bay, respectively.
Additionally, Stanford's Marguerite shuttle service and other private shuttles provide last -mile
connections from the PATC to campus facilities for employees and visitors.
In total, roughly 600 buses serve the transit center daily; roughly half are Marguerite shuttles.
Transfers from Marguerite shuttles account for approximately 40 percent of Caltrain daily
boardings at the transit center.
Bus and shuttle services use a combination of 10 bus bays and curbside space at the PATC,
including in University Circle. Public transit service is restricted to the use of bus bays — bays are
assigned to specific operators and lines — and shuttles use stops along the curb of University
Circle. Employer and Stanford Health Care shuttles pick-up and drop-off in a parking area on the
Palo Alto side of the station along Alma Street. The station area also accommodates layovers
for bus and shuttle service.
Caltrain electrification is currently scheduled to begin in fall 2024. Electrification will alter train
service to every 15 minutes during the peak periods in each direction and from one (1) to two
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(2) trains per hour per direction during off peak periods, including weekends. Bus and shuttle
services are likely to increase to align with Caltrain service.
The station is also a significant source for bicycle trips on Caltrain. Bicycle equipped passengers
at the PATC are estimated to be between 750-800 per day. Palo Alto is the second highest
bicycle ridership stop along the Caltrain corridor at roughly 14 percent of all bicycle boardings
and alightings (descending or disembarking from the train), second only to 4th/King in San
Francisco. Assuming 10 percent of daily passengers travel in the peak hour, the Palo Alto Transit
Center serves roughly 75-80 Caltrain bicycle passengers/hour during the peak hour.
Recognizing the significance of the Palo Alto Transit Center serving as the main gateway to both
the City of Palo Alto and Stanford, Stanford is committed to working in collaboration with the
City and transit partners on a long-term visioning process to study both how the transit center
and Stanford's adjacent parcels (27 University, 400 Mitchell) might function better and explore
new future uses that could be implemented. This will include community input as part of the
public process.
Proposed Roadway Connection
As envisioned in the Palo Alto Comprehensive Plan as Program 13.10.4 (2017), the proposed
roadway would create a direct transit connection between the transit center bus bays and El
Camino Real at Quarry Road through a passive portion of El Camino Park (see Attachment A).
The proposed project would allow buses that use the bus terminal to exit at Quarry Road to El
Camino Real rather than to circle back through University Avenue. The bus operators have
estimated savings of approximately 5-8 minutes per trip could be achieved by avoiding
University Circle and directly connecting with Quarry Road at El Camino Real.
The bus route reorganization would have secondary benefits to the University Avenue and
University Circle area by eliminating the need for some buses to make constrained turning
movements in the corridor. Articulated buses require additional turning radii to access the
transit center from University Avenue which regularly causes congestion and delays for
vehicular traffic and creates additional conflict points for bicycles and pedestrians at the
gateway to Downtown Palo Alto.
The project would also include multiple pedestrian and bicycle improvements within El Camino
Park adjacent to or near the proposed transit connection and at the intersection of Quarry Road
and El Camino Real. Specifically, the proposed project would:
• Upgrade the crossing of El Camino Real to accommodate pedestrians and cyclists on
both sides of Quarry Road, which would reduce crossing time; and
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• Add safety and accessibility measures at the intersection of Quarry Road and El Camino
Real (e.g., curb extensions and tighter turning radii, new pedestrian/bicycle ramps,
pedestrian and bicycle refuge islands, and high visibility bicycle markings are currently
being considered).Through the above improvements, there would be enhanced visibility
of the existing multi -modal path to the transit center and its connections to the existing
Class 1 multi -modal path that connects to El Camino Park and into Menlo Park, through
the PATC to the Embarcadero Bike Path, and to the Stanford Perimeter Trail. These
connectivity improvements would also make the active park facilities in El Camino Park
more accessible for bikes, pedestrians and transit riders.
Designs for the roadway connection are in the early stages, but all feasible options are
under consideration, ranging from a new connection providing full access to buses
between the transit center and El Camino Real to an outbound -only transit lane. The
conceptual design under consideration is illustrated in Attachment B. The preliminary
concept design includes 12.5 foot wide inbound and outbound transit travel lanes (188
feet and 163 feet in length, respectively), with six-inch curbs, separated by a landscaped
median that ranges in width between 18-33 feet that would house existing utilities.1
The utilities accommodated in the median are illustrated in Attachment C.
The projected area needed to implement this extension is approximately 0.24 acres,
including 0.10 acres of a landscaped median that, although part of the project area,
would remain in its current state. Voter approval would be requested to discontinue use
for park purposes of a slightly larger area —approximately 0.33 acres total —as minor
shifts in the location of the proposed project may be required as project plans are
finalized, to better meet access, circulation, and other goals. The additional 0.09 -acre
area represents a ten -foot -wide buffer around the projected location of the
improvements at the current conceptual design stage (see Attachment D). Following
completion of project construction, the City would anticipate re -dedicating for park
purposes the portion of the discontinued area that was not needed for the project. As
such, these figures conservatively reflect the maximum exposure, though pending final
design may have a smaller impact.
The proposed project could require the removal of approximately 15 trees, and there
are an additional three trees in the project buffer area. The project could include
lighting, benches, signage and low level, drought tolerant landscape planting, mulch,
and additional tree planting. A conceptual landscaping plan will be developed in the
next phase of the project. If any tree removal is needed, replacement per City ordinance
will occur. Any lighting and planting would be harmonious and compatible with the
existing conditions in El Camino Park.
Other modifications and improvements could include, but are not limited to, wayfinding
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signs, additional striping and green bike lanes to help identify buffered lanes and
highlight any potential conflict areas between buses, transit and bicyclists in the
corridor, crosswalk striping, and refuge islands.
April 22, 2024 City Council Meeting
During the April 22, 2024 City Council meeting, staff presented the proposal and the need to
undedicate a portion of El Camino Park. The meeting included a review of the concept plans
and the adoption of a Resolution of Intention to undedicate the necessary parkland. The
Council discussed the potential benefits, including reduced bus transit times, alleviated
congestion, and improved multimodal connectivity.
Resolution of Intention:
The Council adopted a Resolution of Intention to undedicate approximately 0.33 acres of El
Camino Park for the project. This resolution set a public hearing for June 10, 2024, to address
any formal written protests regarding the proposed discontinuance of the parkland. The
resolution also contained a finding that the proposed project is statutorily exempt from the
California Environmental Quality Act (CEQA) per Pub. Res. Code § 21080(b)(12).
ANALYSIS
El Camino Park consists of approximately 10.75 acres of land and is leased by Stanford to the
City under a 1915 lease that currently is set to expire in June 2042. The Park has been dedicated
by the City by ordinance for recreational and conservation purposes. Palo Alto Ordinance No.
2252 (Sept. 13, 1965); Palo Alto Municipal Code § 22.08.230 & Ex. A-19.
The proposed project would develop a strip of the underused, passive portion of El Camino Park
to provide a direct transit connection to the transit center, where bike and pedestrian access
are currently occurring. This area of the park does not have playing fields but does provide
circulation throughout that serves the park. The project improves multi -modal movement to
and through the park. The proposed transit connection would enhance the use and enjoyment
of El Camino Park and the recreational amenities provided to the residents of Palo Alto and the
surrounding communities.
Additional Bicycle/Pedestrian Visibility and Bicycle Connectivity
High visibility bicycle and pedestrian crossings included in this project will enhance bicycle and
pedestrian visibility and bicycle connectivity at the existing El Camino Real intersection
connecting the PATC and Quarry Road. The existing bike path from the PATC to the Quarry Road
/ECR intersection provides critical east -west access for bicyclists and pedestrians between the
Palo Alto Transit Center, Downtown, the Stanford Shopping Center, and the Stanford Medical
Center. This intersection is also a gateway for cyclists traveling north and south on the multi -use
paths along both sides of El Camino Real, including the City's path to Menlo Park on the east
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side and the Stanford Perimeter Trail on the west side. Access to these important paths that
allow cyclists to travel car -free in all directions would be enhanced by El Camino Real
intersection upgrade that includes green bike lane markings and signage.
The proposed roadway connection aims to enhance the Palo Alto area through various
improvements and modifications. The potential impacts and considerations include:
• Enhanced pedestrian and bicycle paths within El Camino Park and at the intersection of
Quarry Road and El Camino Real, aiming to improve safety, access, and connectivity. The
proposed project includes high visibility crossings and green bike lane markings to facilitate
east -west and north -south travel for cyclists and pedestrians, connecting key areas such as
the Palo Alto Transit Center, Downtown, the Stanford Shopping Center, and the Stanford
Medical Center.
• Potential to augment the park's recreational facilities by improving connections to existing
paths, thereby integrating the park more effectively into the regional pedestrian and bicycle
network.
• A direct transit connection between the transit center bus bays and El Camino Real could
streamline bus traffic, potentially reducing congestion and emissions in the vicinity of the
park and improving the overall circulation environment for pedestrians and cyclists.
• Activation of underused areas of the park through thoughtful design, which could enhance
safety and usability of the space.
• Improved functionality of the Palo Alto Transit Center by facilitating more efficient bus and
shuttle service operations, which could benefit public transportation users accessing the
park and surrounding areas.
Challenges and considerations for the project include:
• Removal of trees and changes to green spaces, which will require thoughtful strategies to
address.
• Funding and budget considerations, as the estimated construction cost is roughly $4.3
million, with efforts to secure funding through external sources.
• Caltrans review and approval of this project will be necessary, which will not occur until
after voter approval of the ballot measure in November 2024.
Discontinuance of Parkland Use
Consideration of the required El Camino Park undedication for the proposal can be considered
within the city's actions related to adding parkland to the City's existing parks inventory. The
Parks and Recreation Commission has established an ad hoc committee and has been working
with staff to identify appropriate locations to dedicate city -owned property as parkland. The
recent unanimous decision by the City Council on March 4 to dedicate the 0.2 -acre Tower Well
site as parkland, characterized by its historical water tower and naturalistic elements, is the
most recent example of new parkland dedication. The recent dedication, along with ongoing
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evaluations for further parkland dedications, were considered and discussed by the Stanford Ad
Hoc Committee.
The project was presented to the Parks and Recreation Commission (PRC) meeting at their
March 2024 meeting. The PRC had the following questions related to the proposed project:
• Will the trees to be removed be replaced?
• Will the Olympic Grove Redwood Trees be impacted?
• What vegetation currently exists within the project area?
• Will the project look at cumulative impacts of other transportation projects in the
area?
• Would there be adverse impacts to the fields due to the buses such as vibration?
Some members of the PRC noted that the project will create a roughly 1.0 acre of El Camino
Park that is separated from the rest of the park by the new access road making that area
unusable. They requested that an additional acre of land be dedicated by Stanford to
compensate for this area being separated from the rest of the park.
Other comments were related to reducing lighting, ensuring new plantings are native species,
and increase in air pollution exposure to field users, especially children. Overall, the
commission's feedback highlighted a balance between recognizing the project's benefits and
addressing environmental and community concerns.
Article VIII of the Palo Alto City Charter governs dedicated parklands and states as follows:
• All lands owned or controlled by the city which are or will be used for park, playground,
recreation or conservation purposes shall be dedicated for such purposes by ordinance.
• No land heretofore or hereafter dedicated for such purposes shall be sold or otherwise
disposed of, nor shall its use be abandoned or discontinued except pursuant to majority
vote of the electorate. Any election and related procedures under Article VIII shall
conform to the provisions set forth in general law as it existed January 1, 1965, except
that the council may call such election by majority vote.
• No substantial building, construction, reconstruction or development upon or with
respect to any lands so dedicated shall be made except pursuant to ordinance subject to
referendum.
The proposed roadway does not qualify as a park purpose, as it will be used mostly to transit
through the park rather than access the park itself. Given that El Camino Park has been
dedicated by the City for recreational and conservation purposes, a majority vote of the
electorate is necessary to discontinue from park use the portion of El Camino Park that would
be used to facilitate transit circulation.
Voter approval would be requested to discontinue use for park purposes of approximately 0.33
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acres. The preliminary design concept alternatives have estimated that up to 0.24 acres of
parkland would be required to accommodate the proposed transit connection, with an
additional 0.09 acres of buffer for project design that would be rededicated for park use after
project construction.
If there is no desire to undedicate parkland for the project, the current state of the Palo Alto
Transit Center (PATC) and the surrounding areas will remain unchanged. This means that the
existing transit operations, including the flow of buses and shuttles through the University
Circle and along University Avenue, will continue without the anticipated reduction in transit
times. Consequently, the potential benefits of alleviating congestion and improving connectivity
for pedestrians and cyclists, as outlined in the project proposal, will not be realized. The
parkland will retain its current recreational and conservation designation, and no changes to
the physical landscape of El Camino Park will occur as a result of the project.
Timeline
This item provides for the Palo Alto City Council to consider placing the proposed parkland
discontinuance on the ballot for the November 2024 election. If the ballot measure passes, the
City and Stanford will work with the transit agency stakeholders and Caltrans to further develop
construction plans, seek grant funding, and apply for necessary permits.
FISCAL/RESOURCE IMPACT
The preliminary cost estimate for constructing the proposed project is estimated to be roughly
$3.55 to $4.3 million but is dependent on ultimate design. These costs will be updated as the
design is advanced and construction documents are prepared. Funding is being pursued
through multiple venues, including, but not limited to MTC, and may not be identified until
after the ballot measure is considered by voters.
According to the Santa Clara County Registrar of Voters, a ballot measure is estimated to be an
additional $85,341. This is estimated only based on projected registration and available
information. It is subject to change upon final billing of the actual charges after the election.
STAKEHOLDER ENGAGEMENT
Stanford University has played a pivotal role in advancing the project, working in close
collaboration with City of Palo Alto staff. This partnership has been instrumental in the project's
development, ensuring that the proposed changes align with the broader transportation and
community goals of the area. Representatives of the University, staff, and the City Councils'
Stanford Ad Hoc Committee have discussed the proposed project in the broader context of
long-term opportunities at the Palo Alto Transit Center and El Camino Park. A letter of intent
has been discussed as a possible means to articulate joint interests on next steps. Once
finalized, this letter will be advanced for City Council consideration.
Item 12: Staff Report Pg. 8 Packet Pg. 313 of 636
Item 12
Item 12 Staff Report
In addition to Stanford's involvement, there has been active coordination with the various
public transit operators that service the Palo Alto Transit Center (PATC). These operators
include Caltrain, SamTrans, Santa Clara Valley Transportation Authority (VTA), AC Transit, and
the Dumbarton Express, all of which are integral to the regional transit network and have a
stake in the project's outcome due to its potential impact on their operations.
Furthermore, the Metropolitan Transportation Commission (MTC) has been engaged in the
process, given its role in funding and planning for transportation projects across the Bay Area.
The MTC's involvement is crucial for securing the necessary funding and ensuring that the
project aligns with regional transportation strategies and priorities.
This project has also been recently reviewed by the City's PRC and by the Pedestrian and Bicycle
Advisory Committee (PABAC).
The proposed Quarry Road Transit Connection Project would advance numerous
Comprehensive Plan policies and programs, as follows:
• Policy T-1.11 Encourage continued enhancement of the Caltrain stations as important
transportation nodes for the city.
• Program T1.11.1 Collaborate with Stanford University, VTA, Caltrain and other agencies
to pursue improvements to the Palo Alto Transit Center area aimed at enhancing the
pedestrian experience and improving circulation and access for all modes, including
direct access to El Camino Real for transit vehicles.
• Program T3.10.3 Provide safe, convenient pedestrian, bicycle and transit connections
between the Stanford Shopping Center/Medical Center areas and housing along the
Sand Hill Road/Quarry Road corridors to Palo Alto Transit Center, Downtown Palo Alto
and other primary destinations.
• Program T3.10.4 Pursue extension of Quarry Road for transit, pedestrians and bicyclists
to access the Palo Alto Transit Center from El Camino Real. Also study the feasibility of
another pedestrian and bicycle underpass of Caltrain at Everett Street.
• Policy T-8.2 Coordinate with local and regional agencies and Caltrans to maintain and
improve transportation infrastructure in Palo Alto, including the Multi -Modal Transit
Center.
ENVIRONMENTAL REVIEW
The proposed project is exempt from the California Environmental Quality Act (CEQA). The
proposed project comes within the statutory exemption for "facility extensions not to exceed
four miles in length which are required for the transfer of passengers from or to exclusive public
mass transit guideway or busway public transit services." Pub. Res. Code § 21080(b)(12). Due to
its fixed location, Caltrain qualifies as an "exclusive public mass transit guideway" service. The
Item 12: Staff Report Pg. 9 Packet Pg. 314 of 636
Item 12
Item 12 Staff Report
proposed project would extend the existing transit center facility by approximately 210 feet,
through the intersection of Quarry Road and El Camino Real, to facilitate the transfer of
passengers to Caltrain, among other public transit services.
ATTACHMENTS
Attachment A: Transit and Multi -model Connections
Attachment B: Conceptual Site Plan
Attachment C: Utilities in the Landscaped Median
Attachment D: Project Buffer
Attachment E: Resolution of Intention to Call an Election to Submit the Question of
Discontinuance of a Portion of El Camino Park as Dedicated Parkland
Attachment F: Ordinance Calling a Special Election for November 5, 2024 to Submit the
Question of Discontinuance of a Portion of El Camino Park as Dedicated Parkland
APPROVED BY:
Philip Kamhi, Chief Transportation Official
Item 12: Staff Report Pg. 10 Packet Pg. 315 of 636
Item 12: Staff Report Pg. 11 Packet Pg. 316 of 636
Item 12
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Item 12: Staff Report Pg. 13
Item 12
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Item 12: Staff Report Pg. 14 Packet Pg. 319 of 636
Item 12
Attachment C - Utilities in
the Landscaped Median
Attachment C: Utilities in the Landscaped Median
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PALO ALTO TRANSIT CENTER - QUARRY ROAD EXTENSION: SITE CONSTRAINTS m.v
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Item 12: Staff Report Pg. 15 Packet Pg. 320 of 636
Item 12
Attachment D - Project
Buffer
Attachment D: Project Buffer
A 10 -foot -wide project buffer is illustrated in red.
R15.0'
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91 Page r ch 2024
Item 12: Staff Report Pg. 16 Packet Pg. 321 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
Not Yet Approved
Resolution No.
Resolution of the Council of the City of Palo Alto
Calling a Special Election for November 5, 2024 for Submittal to the Qualified Electors of the
City a Measure to Discontinue the Use of Approximately 0.33 Acres as Park Land at El Camino
Park
RECITALS
A. The area known as El Camino Park is owned by the Board of Trustees of the Leland
Stanford Junior University (Stanford) and is leased to the City of Palo Alto (City) until June 30,
2042.
B. Article VIII of the Palo Alto Charter provides that "All lands owned or controlled by the
city which are or will be used for park, playground, recreation or conservation purposes shall be
dedicated for such purposes by ordinance." Accordingly, the City adopted an ordinance
dedicating El Camino Park for park, playground, recreation, or conservation purposes, as codified
at Palo Alto Municipal Code (PAMC) section 22.08.230. A legal description of El Camino Park is
codified as Exhibit A-19 to PAMC Title 22.
C. Article VIII of the Charter requires that "[n]o land heretofore or hereafter dedicated
for such purposes shall be sold or otherwise disposed of, nor shall its use be abandoned or
discontinued except pursuant to majority vote of the electorate. Any election and related
procedures under Article VIII shall conform to the provisions set forth in general law as it existed
January 1, 1965, except that the council may call such election by majority vote." The Charter
includes the "provisions set forth in general law" in Appendix A to the Charter of the City of Palo
Alto.
D. The City Council proposes that the voters discontinue park use for an approximately
13,960 sq. foot (or approximately 0.33 acre) segment of El Camino Park to be used to build a road
connecting the adjacent Palo Alto Transit Center with El Camino Real, a state highway (the
"project"). This will allow buses, shuttles, and other transit vehicles to shorten the drive time to
and from the Transit Center and will encourage use of public transportation, among other
benefits. The proposed project will also include multiple pedestrian and bicycle improvements
adjacent to or near the proposed transit connection, including at the intersection of Quarry Road
and El Camino Real.
E. Construction of the project is contingent on state agency approval, finalization of
design, and obtaining adequate funding. If built, the project will remain under the terms of the
El Camino Park lease, meaning that it will be owned by Stanford and leased to the City until 2042.
Unless a new agreement is reached, the project and El Camino Park will thereafter revert to
Stanford.
F. On April 22, 2024, the City Council adopted a Resolution of Intention to Call an Election
to Submit the Question of Discontinuance of a Portion of El Camino Park as Dedicated Parkland
and setting June 10, 2024 for a Public Hearing for Protests.
G. In compliance with the City Charter, the City Council now desires to call and fix a
special election to submit to the city electors the question of the discontinuance of the use of
approximately 0.33 acres of park land at El Camino Park.
H. A proposed ordinance attached hereto and incorporated herein by reference as
Attachment "A" (the "Ordinance") would amend the Palo Alto Municipal Code to amend Exhibit
A-19 to PAMC Title 22 to amend the area commonly known as El Camino Park to reduce the
112_20240530 ts24
Item 12: Staff Report Pg. 17 Packet Pg. 322 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
dedicated area by approximately 0.33 acres.
I. By its Resolution No. XXXXX the City Council called a general municipal election for
November 5, 2024 ("Election").
J. Pursuant to Elections Code Section 9222 and 10403, the City Council desires to submit
the Ordinance to the voters of the City.
The City Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. Findings. The City Council finds and determines that each of the findings
set forth above are true and correct.
SECTION 2. Election. The City Council proposes to discontinue the park use of
approximately 0.33 acres of El Camino Park as set forth in the Ordinance and to present this
proposal to the voters on November 5, 2024.
SECTION 3. Measure. Pursuant to Elections Code Section 9222, the City Council hereby
submits a proposition for the enactment of the Ordinance to the voters at the Election and orders
the following question to be submitted to the voters at the Election:
To reduce traffic congestion and travel time for transit YES
riders, shall the measure undedicating a 0.33 -acre portion
of existing parkland in El Camino Park for the purpose of
creating a new road primarily for transit vehicles linking the NO
Palo Alto Transit Center with El Camino Real, be adopted?
This question requires the approval of a majority of those casting votes.
SECTION 4. Adoption of Measure. The measure to be submitted to the voters is
attached to this Resolution as Attachment A and incorporated herein by this reference. The City
requests that the full text of the measure, including its exhibit, shall be printed in the County's
Voter Information Guide.
SECTION 5. Notice of Election. Notice of the time and place of holding the Election is
hereby given, and the City Clerk is authorized, instructed and directed to give further or additional
notice of the Election, in time, form and manner as required by law.
SECTION 6. Impartial Analysis. Pursuant to Elections Code Section 9280, the City
Council hereby directs the City Clerk to transmit a copy of the measure to the City Attorney. The
City Attorney shall prepare an impartial analysis of the measure, not to exceed 500 words in
length, showing the effect of the measure on the existing law and the operation of the measure,
and transmit such impartial analysis to the City Clerk on or before August 15, 2024.
Item 12: Staff Report Pg. 18 Packet Pg. 323 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
SECTION 7. Ballot Arguments. Pursuant to Elections Code Section 9286 et. seq.,
August 13, 2024 at 5:00 p.m. shall be the deadline for submission of arguments in favor of, and
arguments against, any local measures on the ballot. If more than one argument for and/or
against is received, the priorities established by Elections Code Section 9287 shall control.
SECTION 8. Rebuttal Arguments. The provisions of Elections Code Section 9285 shall
control the submission of any rebuttal arguments. The deadline forfiling rebuttal arguments shall
be August 20, 2024 at 5:00 p.m.
SECTION 9. Authorization to File Arguments. Pursuant to Elections Code Section
9282(b), the City Council hereby authorizes Councilmembers XXXXX to file a written argument in
favor of this measure and also to file a rebuttal argument.
SECTION 10. Consolidation Request (Cal. Elections Code § 10403). The Council of the
City of Palo Alto requests the Board of Supervisors of the County of Santa Clara permit the
Registrar of Voters to completely consolidate the City's General Municipal and Special Elections
for November 5, 2024 and the City Council consents to such consolidation. The Council requests
the Board of Supervisors of Santa Clara County to include on the ballots and sample ballots, all
qualified measures submitted by the City Council to be ratified by the qualified electors of the
City of Palo Alto. The Council acknowledges that the Election will be held and conducted
according to procedures in the Elections Code, including Section 10418.
SECTION 11. Request for County Services. Pursuant to Section 10002 and 10520 of
the Elections Code, the Council of the City of Palo Alto hereby requests the Board of Supervisors
of Santa Clara County to permit the Registrar of Voters to render services to the City of Palo Alto
relating to the conduct of Palo Alto's General Municipal and Special Elections which are called to
be held on November 5, 2024, and shall reimburse the county for the costs incurred by the
County of Santa Clara Registrar of Voters in conducting the election for the City of Palo Alto. The
services shall be of the type normally performed by the Registrar of Voters in assisting the clerks
of municipalities in the conduct of elections including, but not limited to, checking registrations,
mailing ballots, hiring election officers and arranging for polling places, receiving absentee voter
ballot applications, mailing and receiving absent voter ballots and opening and counting same,
providing and distributing election supplies, and furnishing voting machines, the canvassing of
the returns of the election, the furnishing of the results of such canvassing to the City Clerk, and,
the performance of other election services as may be requested by the City Clerk. The City
requests the County of Santa Clara Board of Supervisors permit the County of Santa Clara
Registrar of Voters to prepare the City's election materials.
SECTION 12. Transmittal of Resolution. The City Clerk is hereby directed to submit
forthwith a certified copy of this resolution to the Santa Clara County Board of Supervisors and
to the Registrar of Voters.
Item 12: Staff Report Pg. 19 Packet Pg. 324 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
SECTION 13. Environmental Review. The City Council finds the proposed project as
described in the Recitals in this Resolution exempt from the California Environmental Quality Act
(CEQA). The proposed project comes within the statutory exemption for "facility extensions not
to exceed four miles in length which are required for the transfer of passengers from or to
exclusive public mass transit guideway or busway public transit services." Pub. Res. Code §
21080(b)(12). Due to its fixed location, Caltrain qualifies as an "exclusive public mass transit
guideway" service. The proposed project would extend the existing transit center facility by
approximately 210 feet, through the intersection of Quarry Road and El Camino Real, to facilitate
the transfer of passengers to Caltrain, among other public transit services.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSENTIONS:
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney
APPROVED:
Mayor
City Manager
Director of Community Services
Chief Transportation Official
Item 12: Staff Report Pg. 20 Packet Pg. 325 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
Attachment A
** START HERE **
Ordinance No.
Ordinance of the Council of the City of Palo Alto Amending the Area Dedicated as
El Camino Park to Discontinue the Park Use of Approximately 0.33 Acres
The People of the City of Palo Alto do ordain as follows:
SECTION 1. Exhibit A-19 of Title 22 (Parks) of the Palo Alto Municipal Code is hereby
amended to read as follows (new text underlined):
EXHIBIT A-19 LEGAL DESCRIPTION EL CAMINO PARK
Beginning at the most northerly corner of that certain 1.194 acre parcel of land described in
that certain sublease between the City of Palo Alto and Southern Pacific Railroad Company,
dated October 2, 1939; thence S. 17° 13' 57" E. along the westerly line of said parcel 143.13
feet; thence S. 51° 41' 59" E. 421.31 feet; thence northeasterly along a tangent curve to the left,
having a radius of 13.64 feet, through a central angle of 90 00' for an arc length of 21.42 feet to
a point of reverse curve; thence southeasterly along a curve to the right, having a radius of
13.64 feet, through a central angle of 90° 00', for an arc length of 21.42 feet; thence S. 51° 41'
59" E. 122.41 feet; thence southerly along a tangent curve to the right, having a radius of 75
feet, through a central angle of 87° 29' 32", for an arc length of 114.53 feet, to a point of
reverse curve; thence southerly along a tangent curve to the left, having a radius of 300 feet, to
a point of reverse curve; thence southerly along a tangent curve to the left, having a radius of
300 feet, to a point of compound curve; thence continuing southerly along a tangent curve to
the left, having a radius of 68 feet, through a central angle of 20° 03' 52" for an arc length of
23.81 feet, to a point of reverse curve; thence southwesterly, along a reverse curve to the right
having a radius of 33.40 feet, through a central angle of 77° 52' 04", for an arc length of 45.39
feet, to a non -tangent point on the northeasterly line of El Camino Real; thence northwesterly,
along said northeasterly line, the following courses and distances: N. 51° 13' 12" W. 566.52
feet; N. 42° 20' 20" W. 80.45 feet; along a curve to the left, having a radius of 1333 feet through
a central angle of 8° 24' 00", for an arc length of 195.43 feet; N. 51° 08' W. 68.39 feet; along a
tangent curve to the right, having a radius of 900 feet, through a central angle of 11° 08' 21",
for an arc length of 174.97 feet; N. 39° 59' 39" W. 317.82 feet; along a tangent curve to the left,
having a radius of 72 feet, through a central angle of 73° 09' 21", for an arc length of 91.93 feet;
N. 45° 58' 59" W. 436.48 feet; N. 41° 16' 13" W. 151.00 feet; along a curve to the right, having a
radius of 102 feet, through a central angle of 16° 19' 30", for an arc length of 29.06 feet, to a
point of compound curve, along a curve to the right, having a radius of 12 feet, through a
central angle of 90° 08' 53", for an arc length of 18.88 feet; N. 31° 10' 38" W. 85.53 feet; N. 51°
31' 10" W. 123.49 feet; N. 49° 31' 31" W. 69.11 feet to a point in the centerline of San
Francisquito Creek; thence leaving said northeasterly line of El Camino Real, and running along
the centerline of said creek S. 85° 56' 59" E. 164.52 feet and N. 62° 31' 01" E. 77.22 feet, to a
point on the southwesterly line of the Southern Pacific right-of-way; thence southeasterly along
the southwesterly line S. 51° 35' 10" E. 7.93 feet; S. 51° 41' 59" E. 797.87 feet and S. 46° 56' 10"
E. 602.08 feet; thence S. 38° 18' 01" W. 60.00 feet to the point of beginning. Excepting
Item 12: Staff Report Pg. 21 Packet Pg. 326 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
therefrom the following described portion of Palo Alto Avenue: Beginning at the northerly
terminus of the above described as "having a radius of 12 feet, through a central angle of 90°
08' 53", for an arc length of 18.88 feet"; thence easterly along a compound curve to the right,
having a radius of 182 feet, through a central angle of 19° 27' 55", an arc length of 61.83 feet;
thence N. 81° 46' 56" E. 59.63 feet; thence N. 84° 40' 59" W. along said right-of-way line 86.96
feet; thence S. 84° 40' 05" W. 192.23 feet; thence westerly along a curve to the right, having a
radius of 382 feet, through a central angle of 7° 50' 24", an arc distance of 52.27 feet; thence S.
31° 10' 38" E. 85.53 feet to the point of beginning. Also excepting therefrom that portion
thereof described in Resolution No. 5802 of the City of Palo Alto recorded July 16, 1980 in Book
F442 of Official Records at Page 707, records of Santa Clara County, California. Also excepting
therefrom that certain 0.551 acre parcel described as follows: Commencing at the intersection
of the southwesterly line of the Southern Pacific Railroad Company's right-of-way, 230 feet in
width, (as described in that certain easement of Leland Stanford to the Southern Pacific
Railroad Company, dated November 23, 1892, and recorded October 28, 1915, in Volume 435
of Deeds at page 244, Santa Clara County Records, in which the bearing of said line is called
North 51 28' West, which is also the southwesterly line of that certain easement (Palo Alto
Agreement No. 224) granted by the Southern Pacific Railroad Company to the City of Palo Alto
by Agreement dated October 2, 1939, and recorded November 27, 1939, in Book 954 of Official
Records, page 567, Santa Clara County Records), with the center line of University Avenue
produced southwesterly, as said University Avenue exists 75 feet in width (said intersection
being the most easterly point of Parcel 1 as described in that certain lease of the Board of
Trustees of Leland Stanford Junior University of the City of Palo Alto (Palo Alto Lease No. 3)
dated June 10, 1915, and recorded by Stanford University on September 23, 1915, in Vol. P of
Leases at page 333 et seq., Santa Clara County Records, in which the bearing of said line is
called North 5145" West); thence North 51 45' West along said southwesterly line a distance of
467.50 feet to the intersection of said line of right-of-way with the center line of Lytton Avenue
(prolonged); a distance of 81.00 feet to a point on the southwesterly most line of Parcel No. 2,
City of Palo Alto Agreement No. 46, dated October 2, 1939, and recorded October 30, 1939, in
Book 951 of Official Records, page 580, Santa Clara County Records, which point is the true
point of commencement; thence South 51 45' East, along said southwesterlymost line, a
distance of 25.00 feet; thence South 38 15' West a distance of 120.00 feet; thence North 5145'
West a distance of 200.00 feet; thence North 38 15' East a distance of 120.00 feet to a point on
the above mentioned southwesterlymost line of Parcel No. 2; thence South 5145' East a
distance of 175.00 feet along said line to the true point of commencement.
SAVE AND EXCEPT THE FOLLOWING DESCRIBED PORTION THEREOF DISCONTINUED FOR
PARK PURPOSES PURSUANT TO A VOTE OF THE PEOPLE, AS CONFIRMED BY ORDINANCE NO.
Real property in the City of Palo Alto, County of Santa Clara, State of California, described as
follows:
Item 12: Staff Report Pg. 22 Packet Pg. 327 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
Beine a portion of Park Parcel 1. as said Parcel 1 is described in that certain document. recorded
on September 6. 2012. as Document 21840095. Official Records of Santa Clara County. more
particularly described as follows:
COMMENCING at the most westerly corner of Palo Alto Station Grounds, as said Station
Grounds are described in that certain easement from Leland Stanford to the Southern Pacific
Railroad Company, dated November 23, 1892 and recorded October 28, 1915 in Volume 435 of
Deeds at Paee 244. Official Records of Santa Clara County. said point being marked by a found
3/4" iron pipe with wood plug and tack;
Thence along the northeasterly line of said Park Parcel, South 16°12'28" East, 56.48 feet to the
POINT OF BEGINNING:
Thence leaving said point and continuing alone said northeasterly line. South 16°12'28"
86.65 feet to an angle point in said northeasterly line;
Thence along said northeasterly line, South 50°40'30" East, 4.34 feet;
Thence leaving said northeasterly line, South 34°32'43" West, 24.21 feet to the beginning of a
tangent curve to the right, having a radius of 273.00 feet;
Thence southwesterly alone said curve. throueh a central anele of 09°40'14". for an arc len
of 46.08 feet;
Thence South 44°12'57" West, 49.45 feet, to the beginning of a tangent curve to the left, having
a radius of 49.50 feet:
Thence southerly alone said curve. throueh a central anele of 62°46'25". for an arc length of
54.23 feet to the northeasterly line of El Camino Real (State Highway 82);
Thence northwesterly along said northeasterly line, North 41°18'51" West, 2.64 feet; to the
beeinnine of a non -tangent curve, concave to the southwest. havine a radius of 1.333.00 feE
with a radial line that bears North 48°17'29" East;
Thence continuing along said northeasterly line and northwesterly along said curve, through a
central angle of 04°28'38". for an arc leneth of 104.17 feet:
Thence leavine said northeasterly line. North 44°14'48" East. 87.93 feet: to the beeinnine of a
tangent curve to the right, having a radius of 260.50 feet;
Thence northeasterly along said curve, through a central angle of 04°48'43", for an arc length of
21.88 feet;
Thence North 49°03'31" East. 59.71 feet. to the beeinnine of a taneent curve to the left. havi
a radius of 19.50 feet;
Item 12: Staff Report Pg. 23 Packet Pg. 328 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
Thence northerly along said curve, through a central angle of 66°09'32", for an arc length of
22.52 feet; Thence North 29°22'27" East, 14.50 feet to the POINT OF BEGINNING.
Containing an area of 13,960 square feet, more or less.
SECTION 2. The area being discontinued for park purposes in Section 1 of this Ordinance
is based on the legal survey attached as Exhibit 1.
SECTION 3. The area being undedicated as parkland by this Ordinance may only be used
to construct a road linking the adjacent Palo Alto Transit Center with El Camino Real and related
improvements, such as but not limited to: bus stops, utility infrastructure, landscaping, sidewalks,
bicycle paths, safety infrastructure, parking spaces, lighting, signage and wayfinding, parking
restrictions, and any improvement otherwise permitted in dedicated parkland (including those
permitted after adoption of an ordinance).
SECTION 4. The City Council finds this proposed transit connector project exempt from
the California Environmental Quality Act (CEQA). The proposed project comes within the
statutory exemption for "facility extensions not to exceed four miles in length which are required
for the transfer of passengers from or to exclusive public mass transit guideway or busway public
transit services." Pub. Res. Code § 21080(b)(12). Due to its fixed location, Caltrain qualifies as an
"exclusive public mass transit guideway" service. The proposed project would extend the existing
transit center facility by approximately 210 feet, through the intersection of Quarry Road and El
Camino Real, to facilitate the transfer of passengers to Caltrain, among other public transit
services.
SECTION 5. Effective Date. This ordinance shall be effective only if approved by a majority
of the voters and shall go into effect immediately after the vote is declared and this ordinance is
adopted by the City Council.
//
//
//
//
Item 12: Staff Report Pg. 24 Packet Pg. 329 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
SECTION 6. Execution. The Mayor is hereby authorized to attest to the adoption of this
Ordinance by the voters of the City by signing where indicated below.
I hereby certify that the foregoing Ordinance was PASSED, APPROVED by the People of
the City of Palo Alto voting in the election set on November 5, 2024 and ADOPTED by the City
Council pursuant to California Government Code section 38451 as incorporated into Appendix A
to the Charter of the City of Palo Alto.
ATTEST:
City Clerk
APPROVED AS TO FORM:
City Attorney or designee
Mayor
APPROVED:
City Manager
Director of Community Services
Chief Transportation Official
Item 12: Staff Report Pg. 25 Packet Pg. 330 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
Exhibit 1
IT
EXHIBIT "B"
Legal Description
PARK DISCONTINUANCE AREA
A Portion of El Camino Park, Palo Alto, CA
March 28, 2023
B KF No. 20240028
Page 1 of 2
Real property in the City of Palo Alto, County of Santa Clara, State of California, described as follows
Being aportion of Park Parcel 1, as said Parcel ho described inthat certain document, recorded on September
6, 2012, as Document 21840095, Official Records of Santa Clara County, more particularly described as
follows:
COMMENCING at the most westerly corner of Palo Alto Station Grounds, as said Station Grounds are
described in that certain easement from Leland Stanford to the Southern Pacific Railroad Company, dated
November 23, 1892 and recorded October 28, 1915 in Volume 435 of Deeds at Page 244, Official Records
o f Santa Clara County, said point being marked by a found 314" iron pipe with wood plug and tack,
Thence along the northeasterly line of said Park Parcel, South 16°12'28" East, 56.48 feetto the POINT OF
BEGINNING,
Thence leaving said point and continuing along said northeasterly line, South 16°12'28" East, 86.65 feet to
an angle point in said northeasterly line;
Thence along said northeasterly line, South 50°40'30" East, 4.34 feet,
Thence leaving said northeasterly line, South 34°32'43" West, 24.21 feet to the beginning of atangent
curve to the right, having aradius of 273.00 feet,
Thence southwesterly along said curve, through a central angle of 09°40' 14", for an arc length of 46.08
feet;
Thence South 44°1257' West: 49.45 feet: to the beginning of atangent curve to the left, having aradius of
49.50 feet;
Thence southerly along said curve, through a central angle of 62°46'25", for an arc length of 54.23 feet to
the northeasterly line of El Camino Real (State Highway 82);
Thence northwesterly along said northeasterly line. North 41°18'51" West, 2.64 feet; to the beginning of a
non -tangent curve, concave to the southwest, having aradius of 1,333.00 feet, with a radial line that bears
North 48°17'29" East;
Thence continuing along said northeasterly line and northwesterly along said curve, through a central angle
of 04°28'38", for an arc length of 104.17 feet;
Thence leaving said northeasterly line, North 44°14'48" East: 87.93 feet; to the beginning of atangent
curve to the right, having aradius of 260.50 feet;
Thence northeasterly along said curve, through a central angle of 04°48'43", for an arc length of 21.88 feet;
Thence North 49°03'31" East, 59.71 feet. to the beginning of atangent curve to the left, having aradius of
19.50 feet;
Thence northerly along said curve, through a central angle of 66°09'32", for an arc length of 22.52 feet;
Thence North 29°2227' East, 14.50 feet to the POINT OF BEGINNING.
Containing an area of 13,960 square feet, more or less.
Item 12: Staff Report Pg. 26 Packet Pg. 331 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
EXHIBIT "B"
Legal Description
Page 2 of 2
As shown on plat attached hereto and by this reference made a part hereof:
, ,'r I. xLL
\CNpL LA/yO
Christopher Cassera �yg
P.L.S. No. 9781 if/CHRISTOPHER
Date 3/28/2024 �* 1
OF'
K:120241240028_EI_Caminc Quarr DOC105-SurveyAl-Plats_and Legal_Desc\ParkVacation_Legal.docx
Item 12: Staff Report Pg. 27 Packet Pg. 332 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
DEPOT PARCEL A
DOC. 21840095
APN 120-31-021
P.O.B.
P.O.C.
(MOST WESTERLY CORNER OF PALO ALTO
STAT1ON GROUNDS 435 DEEDS 244)
LANDS OF
THE BOARD OF TRUSTEES OF THE
LELAND STANFORD JUNIOR UNIVERSITY
PARK PARCEL 1
DOC. 21840095
APN 120-31-009
EL CAMINO REAL
(STATE HIGHWAY 82)
PARK
DISCONTINUANCE
AREA
13,960 S.F. t
(SEE SHEET 2
FOR DIMENSIONS)
fThC
o
Pcc
1
0
LEGEND
APN ASSESSOR'S PARCEL NUMBER a 40 80 160
PER ROLL YEAR 2023-24
P.O.B. POINT OF BEGINNING EXHIBIT "B'
P.O.C. POINT OF COMMENCEMENT PLAT TO ACCOMPANY
SQ.FT. SQUARE FEET SCALE IN FEET LEGAL DESCRIPTION
1730 N. FIRST STREET SUBJECT PARK DISCONTINUANCE AREA
• SUITE600 A PORTION OF EL CAMINO PARK. PALO ALTO, CA
SAN JOSE. CA 95112 JOB NO. 20240028
(4081467-9100 BY HJP APPR. CASC DATE 03-28-2024
www.bkf.com 1 OF 2
Item 12: Staff Report Pg. 28 Packet Pg. 333 of 636
Item 12
Attachment E - Resolution
Calling a Special Election
NOT YET APPROVED
DEPOT PARCEL A
$6 DOC. 21840095
APN 120-31-021
as
R=19.50'
A-66'0932"
L=22.52'
UNE TABLE
NO.
BEARING
LENGTH
L1
550'4030'E
4.34'
L2
N41'18'51"W
2.64'
L3
N29'2227'E
14.50'
LANDS OF
THE BOARD OF TRUSTEES OF THE
LELAND STANFORD JUNIOR UNIVERSITY
PARK PARCEL 1
DOC, 21840095
APN 120-31-009
z
U,
Ll�
P A
II ti
N a m
po m d
PARK
DISCONTINUANCE
AREA
13,960 S.F. f
A=4'28'38" L=104.17'
1D
v,
P
07
I -
LEGEND EL CAMINO REAL '�2
APN ASSESSOR'S PARCEL NUMBER (STATE HIGHWAY 82)
PER ROLL YEAR 2023-24 0 30 60
P.O.B. POINT OF BEGINNING
P.O.C. POINT OF COMMENCEMENT EXHIBIT "B"
(R) RADIAL BEARING PLAT TO ACCOMPANY
S.F. SQUARE FEET SCALE IN FEET LEGAL DESCRIPTION
1730 N. FIRST STREET SUBJECT PARK DISCONTINUANCE AREA
SUITE600 A PORTION OF EL CAMINO PARK. PALO ALTO. CA
SAN JOSE, CA 95112 JOB NO. 20240028
(4081467-9100 BY HP APPR. CASE DATE 03-28-2024
www.bkfcom 2 OF 2
** END HERE **
Item 12: Staff Report Pg. 29 Packet Pg. 334 of 636
Item 12
Attachment F - Ordinance
Not Yet Approved Calling a Special Election
Ordinance No.
Ordinance of the Council of the City of Palo Alto Calling and Fixing Date of a Special
Election to Submit to the City Electors the Question of Discontinuance of the Use of a
Portion of Park Land at El Camino Park
The Council of the City of Palo Alto ORDAINS as follows:
SECTION 1. Findings and Declarations. The City Council finds and declares as follows:
A. The area known as El Camino Park is owned by the Board of Trustees of the Leland
Stanford Junior University (Stanford) and is leased to the City of Palo Alto (City) until June 30,
2042.
B. Article VIII of the Palo Alto Charter provides that "All lands owned or controlled by
the city which are or will be used for park, playground, recreation or conservation purposes shall
be dedicated for such purposes by ordinance." Accordingly, the City adopted an ordinance
dedicating El Camino Park for park, playground, recreation, or conservation purposes, as codified
at Palo Alto Municipal Code (PAMC) section 22.08.230. A legal description of El Camino Park is
codified as Exhibit A-19 to PAMC Title 22.
C. Article VIII of the Charter requires that "[n]o land heretofore or hereafter dedicated
for such purposes shall be sold or otherwise disposed of, nor shall its use be abandoned or
discontinued except pursuant to majority vote of the electorate. Any election and related
procedures under Article VIII shall conform to the provisions set forth in general law as it existed
January 1, 1965, except that the council may call such election by majority vote." The Charter
includes the "provisions set forth in general law" in Appendix A to the Charter of the City of Palo
Alto.
D. The City Council proposes that the voters discontinue park use for an approximately
13,960 sq. foot (or approximately 0.33 acre) segment of El Camino Park to be used to build a road
connecting the adjacent Palo Alto Transit Center with El Camino Real, a state highway (the
"project"). This will allow buses, shuttles, and other transit vehicles to shorten the drive time to
and from the Transit Center and will encourage use of public transportation, among other
benefits. The proposed project will also include multiple pedestrian and bicycle improvements
adjacent to or near the proposed transit connection, including at the intersection of Quarry Road
and El Camino Real.
E. Construction of the project is contingent on state agency approval, finalization of
design, and obtaining adequate funding. If built, the project will remain under the terms of the
El Camino Park lease, meaning that it will be owned by Stanford and leased to the City until 2042.
Unless a new agreement is reached, the project and El Camino Park will thereafter revert to
Stanford.
F. On April 22, 2024, the City Council adopted a Resolution of Intention to Call an
Election to Submit the Question of Discontinuance of a Portion of El Camino Park as Dedicated
Parkland and setting June 10, 2024 for a Public Hearing for Protests.
G. In compliance with the City Charter, the City Council now has heard and desires to
overrule all protests and desires to adopt this ordinance to call and fix the date of a special
t
11120240530 ts24 Item 12: Staff Report Pg. 30 Packet Pg. 335 of 636
Item 12
Attachment F - Ordinance
Not Yet Approved Calling a Special Election
election to submit to the city electors the question of the discontinuance of the use of a portion
of park land at El Camino Park.
SECTION 2. The City Council hereby overrules all protests received regarding this proposed
discontinuance.
SECTION 3. The City Council hereby calls a special election to submit to the city electors the
question of the discontinuance of the use of a portion of park land at El Camino Park. Such
election shall occur on November 5, 2024, consistent with Resolution XXXXX.
SECTION 4. The City Council finds the proposed project exempt from the California
Environmental Quality Act (CEQA). The proposed project comes within the statutory exemption
for "facility extensions not to exceed four miles in length which are required for the transfer of
passengers from or to exclusive public mass transit guideway or busway public transit services."
Pub. Res. Code § 21080(b)(12). Due to its fixed location, Caltrain qualifies as an "exclusive public
mass transit guideway" service. The proposed project would extend the existing transit center
facility by approximately 210 feet, through the intersection of Quarry Road and El Camino Real,
to facilitate the transfer of passengers to Caltrain, among other public transit services.
//
//
//
//
//
Item 12: Staff Report Pg. 31 Packet Pg. 336 of 636
Not Yet Approved
Item 12
Attachment F - Ordinance
Calling a Special Election
SECTION 5. As an ordinance relating to an election, this ordinance shall be effective
immediately upon adoption.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
Mayor
APPROVED:
City Manager
Director of Community Services
Chief Transportation Official
Item 12: Staff Report Pg. 32 Packet Pg. 337 of 636
Item 13
Item 13 Staff Report
CITY OF
PALO
ALTO
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Transportation
Meeting Date: June 10, 2024
Report #:2402-2597
TITLE
Selection of Rail Grade Separation Alternatives and Bicycle -Pedestrian Crossing Near the Churchill
Avenue Crossing for the Advancement of the Alternatives into the Preliminary Engineering and
Environmental Documentation phase; CEQA status — statutorily exempt under CEQA section 15262
(feasibility and planning study).
RECOMMENDATION
Staff recommends that the Council discuss and review the grade separation alternatives
considering Rail Committee recommendations and other work completed to date for the
selection of preferred alternative(s) and select which alternative(s) to advance into the Preliminary
Engineering and Environmental Documentation Phase.
Staff is seeking the Council action on the following key decisions:
1. The Bicycle and Pedestrian crossing location at Kellogg Avenue versus Seale Avenue for
the Partial Underpass Alternative at Churchill Avenue Crossing. The Rail Committee
recommended the Seale Avenue as preferred alternative unanimously.
2. The selection of Preferred Alternative(s) at Meadow Drive and Charleston Road for
advancing grade separation alternatives into the Preliminary Engineering and
Environmental Documentation Phase. The Rail Committee voted, with two in favor and
one opposed, to recommend the Underpass Alternative and Hybrid Alternative at
Meadow Drive and Charleston Road as the preferred options to the City Council for
advancement into the Preliminary Engineering review.
f *:4:1411l1YI *1I1►7iI►�iT1
The grade separation projects at Churchill Avenue, Meadow Drive, and Charleston Road involves
construction impacting railroad facilities with active commuter and freight lines. This item seeks
the Council direction on the selection of alternatives as the project moves forward into the
preliminary engineering and environmental phase.
Staff is seeking the Council action on the following key decisions:
1. The Bicycle and Pedestrian crossing location at Kellogg Avenue versus Seale Avenue for
the Partial Underpass Alternative at Churchill Avenue Crossing. The Rail Committee
recommended the Seale Avenue as preferred alternative unanimously.
2. The selection of Pre nriva iri1 ChrIctnn Rnd for
Item 13: Staff Report Pg. 1 Packet Pg. 338 of 636
Item 13
Item 13 Staff Report
advancing grade separation alternatives into the Preliminary Engineering and
Environmental Documentation Phase. The Rail Committee voted, with two in favor and
one opposed, to recommend the Underpass Alternative and Hybrid Alternative at
Meadow Drive and Charleston Road as the preferred options to the City Council for
advancement into the Preliminary Engineering review.
Since the selection of the Partial Underpass as the preferred alternative for Churchill Avenue
and the narrowing of the alternatives to Hybrid, Trench, and Underpass for Meadow Drive and
Charleston Road crossings by the City Council in 2021, the City has conducted various studies
and refinements to underpass alternatives. In addition, the Council -adopted Evaluation Criteria
was updated following Rail Committee recommendation in June 2023.
Caltrain engagement has also increased significantly through the alternatives analysis. In June
2022, the City requested evaluation of four tracking segment needs and concerns with the
design criteria. As a result, Caltrain embarked upon the Caltrain Corridor Strategy Project to
review the concerns of various local agencies with projects along the corridor including an
analysis of 4 tracking needs. In June 2023, a service agreement was executed for Caltrain review
of the project including impacts on the Caltrain Right of Way (ROW), and for technical input on
conceptual plans. The City received comments from Caltrain in November 2023 and these
comments, affecting various elements, discussed by the Rail Committee in January 2024.
Subsequently, City and Caltrain staff convened to understand the comments concerning Caltrain
policies, updated standards, constructability, and the four tracking needs impacting the
conceptual design forvarious alternatives. Impacts requiring high-level material changesto these
concepts were discussed by the Rail Committee on March 19 and April 16, 2024. At this meeting
the Rail Committee recommended the Seale Avenue as preferred alternative unanimously and
voted, with two in favor and one opposed, to recommend the Underpass Alternative and Hybrid
Alternative at Meadow Drive and Charleston Road as the preferred options to the City Council
for advancement into the Preliminary Engineering review. In addition, a study session with the
City Council was held on April 29, 2024. Following the study session, the Rail Committee held
another meeting on May 23, 2024, to provide the community with an additional opportunity
for feedback. The discussion at this meeting reinforced the previous recommendation to the
Council.
Staff is therefore seeking Council action on the preferred bicycle and pedestrian crossing
location for Churchill Underpass Alternative and the selection of the preferred alternative for
grade separations at Meadow Drive and Charleston Road crossing to advance the crossings into
Preliminary Engineering and Environmental documentation phase.
Additionally, staff in the separate item will seek Council approval at a future date for a funding
agreement with the Federal Railroad Administration securing the grant funding contributions
of $6.0 Million towards completing the Preliminary Engineering and Environmental
Documentation for the three crossings at Churchill Avenue, Meadow Drive, and Charleston
Road.
Item 13: Staff Report Pg. 2 Packet Pg. 339 of 636
Item 13
Item 13 Staff Report
BACKGROUND & ANALYSIS
After receiving the final report from the Expanded Community Advisory Panel (XCAP) on March
23, 2021 (Staff Report 117971), Staff presented a detailed review of Meadow Drive and
Charleston Road crossing alternatives on August 23, 2021 (Staff Report 134352) and presented
details on Churchill Avenue crossing alternatives for grade separation on November 1 & 29,
2021 (Staff Report 135433) & (Staff Report 137874).
City Council Selection of Alternatives
At these meetings in November 2021, the Council eliminated the Viaduct Alternative and
selected the Partial Underpass Alternative as a preferred alternative for Churchill Avenue with
the Closure Alternative as backup.
For Meadow Drive and Charleston Road crossing, the Council in August 2021 narrowed the
alternatives in consideration to three alternatives, namely Hybrid, Trench, and Underpass. The
City Council also directed staff to perform additional studies. These studies included work to
refine Underpass alternatives with input from PAUSD, PABAC, and Stanford to address current
shortcomings and to conduct additional outreach to these stakeholders. On May 23, 2022 (Staff
Report 143415) the City Council authorized an amendment with the consultant to perform these
additional tasks.
Refinements to Underpass Alternatives
Following the City Council and Rail Committee direction, City Staff and the consultant reached
out to the Pedestrian and Bike Advisory Committee (PABAC), Palo Alto Unified School District
(PAUSD), Stanford, City School Transportation Safety Committee (CSTSC), and members from
the community who were involved in developing the conceptual design of these partial
underpass alternatives for their feedback and comments for refinement to the conceptual
plans. Staff compiled all the comments received from these stakeholders and developed a
master list of all comments. These comments were then categorized into four elements: Bicycle
and Pedestrian, Roadway, Structures, and Rail. The following list of comments was reviewed
and addressed in the refinements.
• Bicycle and Pedestrian Facilities:
o Width and Pathway configurations
o Grade/slope
o Maneuvering and additional crossings
1 City Council, March 23, 2021; Item 1, Study Session, SR# 11797
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81424
z City Council, August 23, 2021; Item 6, Action Items, SR# 13435
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81581
3 City Council, November 1, 2021; Item 15, Action Item, SR# 13543
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81602
4 City Council, November 29, 2021; Item 11, Action Items, SR # 13787
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81655
5 City Council, May 23, 2022, consent Items, SR# 14341
httos://recordsoortal.oaloalto.Rov/Weblink/DocView.aspx?id=81903
Item 13: Staff Report Pg. 3 l Packet Pg. 340 of 636
Item 13
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o Design speed, design bicycle, turning radius and sight distance
o Construction impacts
o Bicycle and Pedestrian pathway on each side (Meadow and Charleston
Underpass alternative)
o Kellogg Avenue vs Seale Avenue and Bike Lane configurations on the pathway
for Churchill Avenue Partial Underpass alternative
• Roadways:
o Shoulder and lane widths
o Vehicular lane reductions
o Intersection, turning radius, school bus turning radius
o Roadway Grade/Slope
o Signage
o Loss of landscaping strip on Alma Street
o Roundabout for Charleston Underpass Alternative only
o Bike boulevard continuity at intersections
• Structures
o Bridge Depth thickness
o Vertical clearance
o Aesthetics
• Rail
o Raise the rail
The various elements related to these facilities were discussed during Rail Committee study
sessions on October 19, 2022 (Staff Report 148136) and November 18, 2022 (Staff Report 14904').
Based on the study session review and feedback, the Conceptual Plans of the Partial Underpass at
Churchill Avenue and Underpass Alternatives at Meadow Drive and Charleston Road were refined
and approved by the Rail Committee on May 23, 2023 (Staff Report 2302- 09738). Following major
elements were revised to prepare the refined plans.
• Added Buffer Zones between vehicular and bicycle/pedestrian facilities
• Reduced Vehicular lane widths
• Improved bicycle and pedestrian facilities
• Improved maneuverability and turning radii
• Reduced bridge span width at Churchill Avenue
Re-evaluation of Viaduct Alternative in -lieu of Trench alternative at Meadow Drive and
Charleston Road crossing for review by Caltrain
During the Rail Committee study sessions reviewing the refinements of underpass alternatives in
6 Rail Committee, October 19, 2022; Item 2, Study Session, SR # 14813
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9206
Rail Committee, November 18, 2022; Item 2, Study Session, SR # 14904
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9207
8 Rail Committee, May 23, 2023; Item 2, Action Items, SR # 2302-0973
httos://recordSDortal.oaloalto.Rov/Weblink/DocView.aspx?id=9216
Item 13: Staff Report Pg. 4 l Packet Pg. 341 of 636
Item 13
Item 13 Staff Report
October and November of 2022, the members of the community, PABAC, and PAUSD expressed
concerns about bicycle and pedestrian connectivity and requested to reconsider Viaduct
Alternative for Rail Committee's review, evaluation, and recommendation to Council. In
addition, during the same time; Caltrain staff provided information regarding the four tracking
needs in Palo Alto. Therefore, the Rail Committee paused further analysis of the trench
alternative, mainly due to its high cost and feasibility challenges concerning accommodating and
addressing the four tracking needs of Caltrain.
Furthermore, the Service Agreement between the City of Palo Alto and the Peninsula Corridor
Joint Powers Board (Caltrain) for the Connecting Palo Alto Grade Separation Projects at these
crossings was in the development process during this time. The draft service agreement was
reviewed by the Rail Committee at its April 26, 2023, meeting (Staff Report 2303-11999). The
Service Agreement was intended to provide early coordination, technical review, input, and
expertise to inform the capital project development process for the selection of Preferred
Alternative(s). Therefore, the Rail Committee considered this an opportunity to further review
the Viaduct Alternative instead of the Trench Alternative for Meadow Drive and Charleston
Road crossing at the June 20, 2023, Rail Committee meeting (Staff Report 2305-154610) to
accommodate community concerns.
Based on Caltrain's review of the proposed viaduct alignment to keep the structure away from
residential properties west of the railroad track while keeping existing tracks as shoefly track,
addressing technical comments, and the four tracking needs; this alternative would cause
significant encroachment on Alma Street potentially reducing the street into one lane in each
direction. The Rail Committee meetings in March and April 2024 discussed a possible iteration to
the viaduct alternative with the proposed viaduct alignment to shift westward towards the
residential properties and to construct the shoefly tracks on the east side of the tracks. This
alternative was not evaluated by Caltrain as the intent was to remain consistent with the
previously envisioned concept that was developed through community input by the City. In
addition, there were time and scope constraints in the Caltrain Service Agreement.
Following an in-depth review and discussion, the Committee voted, with two in favor and one
opposed, to recommend the Underpass Alternative and Hybrid Alternative at Meadow Drive
and Charleston Road as the preferred options to the City Council for advancement into the
Preliminary Engineering review. Therefore, the Viaduct alternative was eliminated from further
consideration by the Rail Committee.
City Council Adopted Evaluation Criteria & Additional Studies
The Rail Committee on March 29, 2023 (Staff Report 2302-101011), and April 26, 2023 (Staff Report
9 Rail Committee, April 26, 2023, Item 2, Action Items, Staff Report 2305-1546
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9213
10 Rail Committee, June 20, 2023, Item 1, Action Items, Staff Report 2305-1546
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=922r
11 Rail Committee, March 29, 2023;
htt 5: records ortal. aloalto. ov Item 13: Staff Report Pg. 5 Packet Pg. 342 of 636
Item 13
Item 13 Staff Report
2304-126912), reviewed the Council Adopted Evaluation criteria, which led to a recommendation
from the Rail Committee the additional measures to be included in the Council Adopted Evaluation
Criteria. The revised evaluation criteria were unanimously approved by the Rail Committee and
recommended to the City Council for approval. The City Council approved the updated evaluation
criteria at its June 12, 2023, meeting (Staff Report# 2305-142613)
The additional measures in the evaluation criteria include reviewing impacts such as
connectivity, corridor travel times, pedestrian and bicycle circulation, sustainability, sea -level
rise, and visual and privacy considerations. These additional elements for the alternatives in
consideration were further evaluated. The Rail Committee reviewed the update to the Summary
of Evaluation of Council Adopted Criteria at its February 20, 2024, meeting (Staff Report # 2401-
250314)
The City's engineering consultant (AECOM) also conducted the subsurface exploration and
performed data collection for the project. A study report was prepared by the Consultant which
included findings addressing subsurface conditions and the feasibility of alternative
construction methods with respect to soil conditions and recommendations for additional
studies in future phases. The study was presented to the Rail Committee on August 23, 2023,
Rail Committee Meeting (Staff Report 2307-174715)
In addition, at the Rail Committee's request the Noise and Vibration Comparative Analysis
Report prepared by AECOM Engineers in July 2020 for the evaluation of the Grade Separation
Alternatives was reviewed to discuss the technical insights in a study session on September 19,
2023 (Staff Report 2308-194316)
Caltrain Review (Four Tracking and Technical Review of Alternatives)
The Caltrain 2040 Business plan's inclusion of a possible passing track segment in either Palo
Alto or Mountain View presented challenges for grade separation planning in Palo Alto. At each
of these crossings, Caltrain required that grade separation designs not preclude four- tracking.
These requirements indicated a significant impediment to the timely and cost- effective project
development. Caltrain staff had previously indicated that Caltrain was taking the most
conservative approach in considering the potential for a four -track segment between the San
Francisquito Creek Bridge in Palo Alto and just through the Mountain View Station. Therefore,
in June 2022, City staff sent formal requests to consider narrowing the extent of the four -track
12 Rail Committee, April 26, 2023; Item 1, Action Items, SR 2304-1269
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9213
13 City Council, June 12, 2023; Item 6, Consent Items, SR# 2305-1426
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82425
14 Rail Committee, February 20, 2024; Item 1, Action Items, SR 2401-2503
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9251
15 Rail Committee, August 23, 2023; Item 2, Action Items, SR# 2307-1747
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9227
16 Rail Committee, September 19, 2023; Item 2, Study Session, SR# 2308-1943
https://recordsoortal.oaloalto.aov/Weblink/DocView.aspx?id=9232
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segment and review technical issues and concerns that surfaced related to their design criteria.
To address the City's concerns, Caltrain initiated a Caltrain Corridor Strategy Project to review
the grade separation projects along the corridors and to provide a more thought-out and
comprehensive review. Also, the City and Caltrain entered into a Service Agreement on June 8,
2023. The agreement would provide railroad expertise and technical input for the review of
alternatives in consideration for advancement of the alternatives to select the preferred
alternative for the three crossings at Churchill Avenue, Meadow Drive, and Charleston Road.
As part of the Caltrain Crossings Strategy, Caltrain also reviewed the need for four tracking
segments along the corridor. A study session regarding the Caltrain review and proposal for a
four -track segment in Palo Alto was conducted at the November 21, 2023, Rail Committee
(Study Session, Presentation17). Caltrain staff reviewed various alternatives including four
tracking segments at the following three locations:
• Palo Alto Avenue Station (Four tracking between Palo Alto Avenue and Churchill
Avenue)
• California Avenue Station (Four tracking between Churchill Avenue and Meadow
Drive)
• San Antonio Station (Four tracking between Rengstroff to Charleston Road)
The analysis indicated that the proposed segment at California Station requiring four tracks
between Churchill Avenue and Meadow Drive crossing has the highest likelihood to address
Caltrain needs while minimizing the community and infrastructure impacts and therefore the
highest desirability to address passing needs in Palo Alto. Caltrain thus asked the City to ensure
that designs for the grade separation at Meadow Drive and Churchill accommodate this four -
tracking segment. The following exhibit from the Caltrain presentation depicts the proposed
four tracking segment in Palo Alto.
Exhibit A: California Avenue Four Trackina Seament
California Ave Station Segment Adopted Service Yision I At -Grade Crowing
Limited Community & Infrastructure Impacts
Rgn"d4,raek 5agmant I Grade Separated(Overcroesing)
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17 Rail Committee, November 21, 20
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On November 8, 2023, Caltrain staff conducted their first technical review and provided
comments to City Staff. Staff presented the major elements affecting various alternativesand
identified the initial impacts on alternatives for adherence to updated Caltrain Standards at
the January 23, 2024 (Staff Report 2311-230318) Rail Committee meeting. At this meeting, the
Rail Committee directed staff to coordinate with Caltrain staff and to determine the material
changes to the alternatives' concepts to address updated standards guiding the substantiate
changes in the alternative's concepts. These comments are related to the following major
elements.
a. Vertical Alignment
• Roadway vertical clearance
• Bridge structure depth
• Railroad grade and profile
• Pedestrian and Bicycle path clearance
b. Horizontal Alignment
• Roadway Encroachment into Caltrain right-of-way
• Pedestrian facilities encroachment into Caltrain right-of-way
• Railroad encroachment into Caltrain right-of-way
• Width of Bridges
• Retaining wall offsets/clearance from structure and roadways
• Maintenance and access requirements along railroad tracks
• Clearance for MSE Wall construction between shoofly and newwalls
and maximize the right-of-way use
c. Four (4) tracking segments
• Four (4) tracking segments and roadway encroachment into Caltrain
right-of-way
• Four track alignment
d. Roadway Design
• Road profile/sag curve/grades
• Acceleration/deceleration lane, lane drops and weaving
• Roundabout design
• Curved bridges
e. Miscellaneous/Other
• Construction technology
• Culverts
Subsequently, City and Caltrain staff met to understand how addressing Caltrain comments and
adhering to Caltrain Standards will impact the conceptual design alternatives and understand
the high-level material changes that may be required to the concepts. A follow- up study session
18 Rail committee, January 23, 2024; Item 1, Action Items, SR# 2311-2
https://recordsportal.paloalto.gov/\fItem 13: Staff Report Pg. 8
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with the Rail Committee was conducted on March 19, 2024 (Staff Report 2402-267519)
presented key findings on the impacts to various alternatives and discussed the material
changes required for various alternatives.
The Rail Committee discussion regarding Caltrain's comments continued to the April 16, 2024
meeting. City and Caltrain Staff provided the details of major elements affecting various
alternatives identifying impacts on alternatives for adherence to updated Caltrain Standards.
Following an in-depth review and discussion, the Committee voted, with two in favor and one
opposed, to recommend the Underpass Alternative and Hybrid Alternative at Meadow Drive
and Charleston Road as the preferred options to the City Council for advancement into the
Preliminary Engineering review.
Additionally, the Rail Committee unanimously reconfirmed the preference for the Partial
Underpass for the Churchill Avenue crossing. The Committee also recommended to consider
the following elements for Underpass Alternatives at all crossings during the Preliminary
Engineering phase.
• Seek ways to reduce property impacts
• Optimize bike/pedestrian crossings
• Where feasible, improve connections to bike infrastructure beyond the study areato
improve the network
o Improve connection to Park Blvd
o Explore modifications/refinements to the Bike Blvd, along Park Blvd to
improve overall bike network
o Further refine the traffic circle on Charleston Road to reduce the property
impacts
o Refine construction impacts to better understand possible mutations needed
during the lengthy construction process.
Bicycle and Pedestrian Crossing - Kellogg Avenue vs. Seale Ave
At the November 29, 2021 City Council meeting, the Council directed staff to ensure that the
Bicycle and Pedestrian Transportation Plan included an evaluation of the bicycle and pedestrian
crossing for the Churchill Avenue Partial Underpass at the locations of Kellogg Avenue and Seale
Avenue. The Bicycle and Pedestrian Plan completed the evaluation of this and prepared a
technical memorandum summarizing their assessment (Attachment J: Technical Memorandum
Seale vs Kellogg Grade Separated Rail Crossing Assessment)
The assessment included a review of the prior analysis and plans, proximity to alternative
routes, landing locations, network connectivity, and community input. Based on this analysis, it
is recommended that bicycle and pedestrian crossing at Seale Avenue would fill a longer gap
between alternative locations and would increase connectivity. In addition, due to right -of- way
constraints on the west side of the railroad tracks at the Kellogg Avenue location, there is
potential for additional impact on the Palo Alto Unified School District property. The Kellogg
11 Rail Committee, March 19, 2024; I -
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location also requires additional turns on the west side of the tracks to connect to the
Embarcadero Bike path which is currently within the easement on the Caltrain property.
Exhibit B: Kellogg Avenue Pedestrian and Bicycle Crossing
In addition to the above factors, the Seale Avenue crossing ends in Peers Park (as is currently
conceptualized). Significant construction involving Peers Park requires compliance with the
City's park improvement ordinance process, which generally includes review by the City's Park
and Recreation Commission and final approval by the City Council.
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Exhibit C: Seale Avenue Pedestrian and Bicycle Crossing
Finalizing the location of a Bicycle and Pedestrian crossing presents complexities when
considered with the planned partial underpass at Churchill including but not limited to land
use and right of way. Staff is considering additional outreach to incorporate input from
stakeholders including but not limited to Palo Alto Unified School District, residents around
the crossings, and bike and pedestrian users including students at key locations such as Palo
Alto High School and affected neighborhood streets. In addition, this will allow staff to review
the crossing layout and the integration of a potential underpass with parkland uses at Peers
Park before the Rail Committee makes its final recommendation to the City Council.
Staff presented a review of the merits of Kellogg vs Seale to the Rail Committee on April 16,
2024 (Staff Report 2403-280220) The Rail Committee reviewed and unanimously selected Seale
Avenue as the preferred bicycle and pedestrian crossing location. Staff sent the mailers to
the property owners adjacent to the project to conduct additional outreach to stakeholders
and inform the community about the bicycle and pedestrian crossing location. The mailer
provided information to attend the City Council Study Session on April 29 and future Rail
Committee meeting on May 23 and a planned Council Meeting on June 10. In addition, a Rail
Blog Series was added to provide the information for the larger community outreach
20 Rail Committee, April 16, 2024; Item 2, Action items, SR# 2403-2802
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=53069
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providing information about the upcoming meetings and discussions leading to action by the
City Council.
The City Council Study session on April 29, 2024 (Staff Report 2402-259321) provided review of
the additional studies, refinements, and updates that were performed to date on the grade
separation projects and the rail committee actions. Following the study session, the Rail
Committee held another meeting on May 23, 2024, to provide the community with an
additional opportunity for feedback. The discussion at this meeting reinforced the previous
recommendation to the Council.
Next Steps: Preliminary Engineering and Environmental Phase
The project's next phase involves advancing into the Preliminary Engineering and
Environmental Phase. In October 2022, the Office of Transportation Staff submitted an
application requesting a $6.0 million Federal Grant from the Rail Crossing Elimination
Program to contribute towards preliminary engineering and environmental documentation
preparation. The remaining $14.0 million is anticipated from the Santa Clara County Measure
B Grade Separation Fund. This phase is scheduled to be completed within three years, ending
in June 2027. City staff are actively working on executing the agreement to secure this $6.0
million grant funding from the Federal Railroad Administration.
The grant application was based on the selected partial underpass alternative at Churchill
Avenue. Additionally, the application assumed the selection of the preferred alternative prior
to preliminary engineering for the Meadow Drive and Charleston Road crossings. In
discussions with FRA Staff, the City and Caltrain staff proposed that the FRA allows the City
to move forward with two alternatives into the earlier preliminary engineering activities. This
first step in the earlier Preliminary Engineering and Environmental documentation phase will
allow the project to focus on refining conceptual plans to a 15% level of design. The design
will provide greater detail and will take the opportunity to refine the plans to minimize
property impacts and optimize improvements while ensuring compliance with regulatory
requirements. These updated plans at the 15% design level will provide additional
information for the City to allow the selection of the preferred alternative at the Meadow
Drive and Charleston Road crossings. Therefore, seeking additional time to then advance the
selected preferred alternative into the second step for developing 35% plans and
commencing necessary environmental studies required environmental approvals under the
California Environmental Quality Act (CEQA) and National Environmental Protection Act
(NEPA).
21 City Council, April 29, 2024, Item 2, Study Sessions, SR# 2402-2593
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82802
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The Funding Agreement with FRA was also scheduled for review by Rail Committee at its May
23, 2024 meeting( Staff Report 2404-202422). The Rail Committee unanimously recommended
the approval of funding agreement with FRA. FRA is performing the final review of the draft
agreement and staff plans to bring this funding agreement for the City Council approval at its
June 17 meeting.
The railroad right of way is maintained and operated by the Peninsula Corridor Joints Power
Board (PCJPB) and has operating and agreements with other existing and planned service
operators. Therefore, PCJPB will serve as the lead implementing agency and will play a major role
in the design and construction of this grade separation project. Staff is also working with the
three agencies' agreement between VTA, PCJPB, and the City of Palo Alto. This agreement will
formalize the roles of each agency for the preparation of Preliminary Engineering and
Environmental documentation and funding from the Measure B Grade Separation funding. The
funding for the Preliminary Engineering and Environmental Documentation Phase is
programmed for allocation in the VTA budget from the Measure B Grade Separation funding for
the City of Palo Alto Grade Separation Projects. However, City will need to enter into a separate
agreement for award of this Measure B grade separation funding through three party
cooperative funding agreement. Staff will bring forth this agreement(s) for the rail committee
review and City Council Approval in near future.
FISCAL/RESOURCE IMPACT
Funding for these projects is programmed in the 2024-2028 Capital Improvement Plan in the
Meadow Drive and Charleston Road (PL -24000) and Churchill Avenue (PL -24001) Rail Grade
Separation and Safety Improvements projects. The total anticipated cost for the Preliminary
Engineering and Environmental Documentation Phase is estimated at $20 million. The Federal
Railroad Administration grant if the agreement is approved by the City Council will fund 30% of
the cost up to $6.0 million and the remaining $14 million is expected to be funded through Santa
Clara County Measure B Grade Separation funding through a separate agreement with Santa
Clara Valley Transportation Agency. Funding for possible amendments to the agreement and/or
future agreements will be requested through budget amendments as needed or appropriated
through the annual budget process.
STAKEHOLDER ENGAGEMENT
The Rail Committee and the City Council meetings are open to the public, offering community
members opportunities to provide comments and feedback. The Rail Committee meetings are
regularly conducted, and their information is posted on the City Calendar. Residents who have
subscribed to City Meetings notifications receive notifications about the Rail Committee
meetings. Additionally, notifications about the Rail Committee and the City Council meetings are
disseminated through the City's YouTube Channel. The Transportation Department also provides
22 Rail Committee, May 23, 2024; Action item 1, SR# 2402-2024
https://portal.laserfiche.com/Portal/DocView.aspx?id=72104&repo=r-704298fc
Item 13: Staff Report Pg. 13 Packet Pg. 350 of 636
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updates on City projects, including Rail Grade Separation projects, in the Transportation Connect
Newsletter and, on the project's, ConnectingPaloAlto.com website. As part of the next steps, staff
sent out mailers to the residents affected by and are located adjacent to the project area,
informing them about the Rail Committee meeting of May 23, 2024 and this June 10, 2024 City
Council meeting. In addition, as part of the rail blog series, a blog was issued providing
information about the project and upcoming reviews by the Rail Committee and the City Council
meeting providing greater details about the project.
ENVIRONMENTAL REVIEW
The proposed action is part of a planning study for a possible future action, which has not been
approved, adopted, or funded and is therefore exempt from the California Environmental
Quality Act (CEQA) in accordance with CEQA Guidelines Section 15262. The future decision to
approve the construction of any one of the identified potential alternatives would be subject
to CEQA and require the preparation of an environmental analysis. The project plans to enter
the Preliminary Engineering and Environmental Documentation Phase and will conduct an
environmental review pursuant to CEQA and NEPA requirements.
ATTACHMENTS
Attachment A: Churchill Avenue Partial Underpass; Plan, Profile, Sections, and Renderings
(Updated May 2024)
Attachment B: Churchill Avenue Closure Plan and Profile (August 2020)
Attachment C: Meadow Drive & Charleston Road Hybrid; Plan, Profiles, and Renderings
(Updated May 2024)
Attachment D: Meadow Drive & Charleston Road Trench; Plan and Profile (August 2020)
Attachment E: Meadow Drive Underpass; Plan, Profile, Sections, and Renderings (Updated May
2024)
Attachment F: Charleston Road Underpass Plan, Profile, Sections, and Renderings (Updated
May 2024)
Attachment G: Meadow Drive & Charleston Road Viaduct Plan and Profile (August 2020)
Attachment H: Technical Memorandum Seale vs Kellogg Grade Separated Rail Crossing
Assessment (February 2024)
Attachment I: Caltrain 4 Tracking Analysis Presentation at Rail Committee (November 2023)
Attachment J: Caltrain Technical Comments Review Staff Presentation at Rail Committee
(January 2024)
Attachment K: Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail
Committee (March 2024)
Attachment L: Staff Presentation to the Rail Committee (May 23, 2024)
Attachment M: Summary of Evaluation Matrix based on Council Adopted Criteria Assessment
(May 2024)
APPROVED BY:
Philip Kamhi, Chief Transportation Official
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60
Total Length = 1,129 ft Item 13
Kellogg Churchill Attachment A - Churchill Underpass
Ave Original Ground Ave
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Plan, Profile, Sections and
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Direction of Traffic
Churchill Ave Aerial View (Plan)
Churchill Underp
Item 13: Staff Report Pg. 15
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Packet Pg. 352 of 636
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i+� - f ` t�-. + Plan, Profile, Sections and
...•fir .�. t~ - �- _ - ~
Item 13: Staff Report Pg. 30 Packet Pg. 367 of 636
Item 13
Attachment A - Churchill Underpass
Plan, Profile, Sections and
Renderings
Item 13: Staff Report Pg. 31 1 1 Packet Pg. 368 of 636
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Item 13
Attachment B - Chruchill Avenue
Closure Plan and Profile
Section B -B
Churchill Avenue (Plan)
Pedestrian/Bicyclist Undercrossing at Churchill Avenue r 'ta
Item 13: Staff Report Pg. 34 Packet Pg. 371 of 636
'RELIMINARI
FOR DISCUSSION PURPOSES ONLY
AECOM
LEGEND
Fence
Right -of -Way
Ramp
Landscaping
Roadway Modifications
Sidewalk Modifications
r= = Undercrossing Structure
® Stairway
Alma St
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Item 13
Attachment B - Chruchill Avenue
Closure Plan and Profile
-= Ittil
Section A -A Section B -B
Churchill Avenue (Plan)
Pedestrian/Bicyclist Undercrossing at Churchill Avenue
Item 13: Staff Report Pg. 35
r IV
Packet Pg. 372 of 636
'RELIMINARI
FOR DISCUSSION PURPOSES ONLY
AECOM
NW
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Item 13
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2
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AERIAL VIEW (PLAN)
MEADOW DR
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80
_________
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arron Creek
LEGEND:
0
0
120+00 125+00 130+00
135+00 140+00 145+00
150+00 155+00 160+00 165+00 170+00
New Permanent
Track
Bridge
Temporary
Track (Shoofly)
11 Landmark
Hybrid Track
Creek
ELEVATION VIEW (PROFILE)
PRELIMINARY
Profile
Groundwater
FUR0scusBoNPURPosEskLV
Existing�p18
Ground Level
Limits Of Roadway
Meadow
Drive &
Charleston Road. Plan and Profile.
Hybrid =
Caltrain
Lowering
000S2
Right Of Way
Item 13: Staff Report Pg. 36
Packet Pg. 373 of 636 GR,H®
60 _
Item 13
Total length = 400 ft
so Railroad Bridgestmotam _ Attachment C - Meadow Drive &
x Charleston Road Hybrid Plan and
C 40 Alma St
r Profile
o i
0.o% so' VC _ _ — m — Orginal round
ry so• vc _ _
Raadway Profile Grade 90' VC
20 20
12+00 13+00 14+00 15+00 16+00 17+00 18+00 19+00 20+00 21+00 22+0p
Meadow Dr (Profile)
50
40
0 30
yf 20
10
12+00
Meadow Or
Original Ground
60' VC 3.0% 60' VC
75'VC .0.3% 90'VC
50
40
30
20
NOTE:
10
13+00 14+00 15+00 16+00 17+00 18+00 19+00 20+00 21+00 22+00 23+00 Design Speed = 25 MPH forW Meadow Dr
Alma St (Profile) Design Speed = 35MPH for Alma St
Meadow Dr Aerial View (Plan)
Meadow / Charleston Hybrid
Item 13: Staff Report Pg. 37
alta
AECOM
Item 13
Attachment C - Meadow Drive &
60
60
60
Charleston Road Hybrid Plan and
60
Total length=4o3n
s0
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50
50
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20
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13+00
14+00
15+00 16+00 17+00 18+00 19+00 20+00 21+00 22+00
Charleston Rd (Profile)
NOTE:
Alma St (Profile) Design Speed= 25 MPH for Charleston Rd
Design Speed = 35 MPH for Alma St
Ln-
LEGEND:
Permanent Track Alignment
Retaining Wall
Caltrain Right -of -Way
Limits of Roadway Modifications
Sidewalk Modification
Bridge Structure
• Driveway Modification
Direction of Traffic
f� 6 , ;Park Blvd
Park Blvd Ji p F
Charleston Rd Aerial View (Plan)
,I Charleston H
Item 13: Staff Report Pg. 38
Alma St
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PRELIMINARY
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alta AECOM
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Item 13
Attachment C - Meadow Drive &
Charleston Road Hybrid Plan and
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Item 13
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�� Charleston Road Hybrid Plan and
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125+00 130+00 135+00
140+00 145+00 150+00 155+00 160+00 165+00
.20
170+00 175+00
Temporary
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ELEVATION VIEW (PROFILE)
Profile
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PRELIMINARY
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Item
13: Staff Report Pg. 49
Packet Pg.
386 of 636
Item 13
Attachment D - Meadow Drive &
Charleston Road Trench Plan and
Profile
Alameda Trench Corridor - Completed 2002
E Compton Blvd, Compton, CA
Alameda Trench Corridor - Completed 2002
E Compton Blvd & Alameda Street, Compton, CA
PRELIMINARI
FOR DISCUSSION PURPOSES ONLY
Railroad Grade Separation Examples
=COM
Item 13: Staff Report Pg. 50 1 Packet Pg. 387 of 636
Item 13
Attachment D - Meadow Drive &
Charleston Road Trench Plan and
I00 FT.CALTRAIN RIGHT.OF.WAY ALMASTREET Profile
(NO IMPACT)
20FF.. R3FT - TO NEAREST HOMET TEMPORARY
SHOOFLY TRACK
G.TRACK Ty TRACK
BTEMPORARY • I f '--
FENCE
PERMANENT TRACK OVERHEAD
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Example Section - Trench - Looking North Proposed Trench Solution Overview - Looking South West
(Typical Between Meadow Dr & Charleston Rd) Meadow Drive Intersection
1jT -,
a,
Backyard View - Looking East Ground Level View - Looking South West
Typical Property West of the Trench Charleston intersection
PRELIMINARY
FOR DISCUSSION PURPOSES ONLY
Railroad Grade Separation Sections & Renderings
=COM
(FI Item 13: Staff Report Pg. 51 Packet Pg. 388 of 636
NOTE:
Additional features at crosswalks, such as HAWK Meadow Drive Aerial View (Plan)
traffic signals and rectangular rapid flashing
beacons, to be considered in future phases.
N+E
S
W
otion Turning
ent Diagram
PRELIMINARI
FOR DISCUSSION PURPOSES ONLY
Palo Alto Grade Separation Planning Study
Total Length = 730 it
Item 13
50
50
50
50
Park Ped/Bike MTz Alma St Ped/Bike
Emerson
Attachment E - Meadow Underpass
Blvd Bridge M i Bridge
St
40 -0.5� Original Ground
40
40
Meadow Plan, Profile, Sections and 40
Renderings
30
195' VC
-� RR Bridg
200' 1 C
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°
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10
10
10
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0
0
0
0
101+00 102+00 103+00 104+00 105+00 106+00 107+00
108+00
301+00 302+00 303+00 304+00 305+00
Ramp Profile
Meadow Dr Profile
Meadow Dr to NB Alma St
60
60 50
50
50 40
Ped/Bike
Park Ped/Bike MTz Alma Emerson
Blvd Bridge MTr St Bridge St
40
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20
100' VC
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10
10 0
200+00 201+00 202+00 203+00 204+00 205+00 206+00 207+00
Ped/Bike Profile from Park Blvd to Emerson St
Property Line Property Line
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12' 58'±
Ped/Bike Path
20'
8' 11' 11' 8' 2 -Way Ped/Bike Path
Shld WB Lane EB Lane Shld
501+00 502+00 503+00 504+00 505+00
Ramp Profile
SB Alma St to Meadow Dr
50
40
30
20
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Dr
Original
40 Ground 40
9 I° 35' VC
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- Profile
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a Bas 2 -span
Section Typical ° ama.m°mapa °9nors°ryn
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PRELIMINARY
Meadow Dr Underpass (Looking South)
FOR DISCUSSION PURPOSES ONLY
Meadow Dr Underpass 0 =COM
P[ Item 13: Staff Report Pg. 53 Packet Pg. 390 of 636
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Charleston Rd Profile
70
60
50
40
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108+00 109+00
60
50
40
30
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60
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50
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50
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20
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10
10
0
0
298+00 299+00
300+00 301+00 302+00 303+00 304+00 305+00 306+00 307+00
Ped/Bike Profile from Park Blvd to Wright PI
Property Line
(Back of Exist Sidewalk)
—12'
Item 13
60
Attachment F - Charleston
50
Original
Underpass Plan, Profile, S ections and
_ _ _
Renderings =
40
ideston Rd
425' VC
30
1 91-
Profile Grade
20
55'vc
10
0
200+00 201+00 202+00 203+00 204+00 205+00 206+00
Ramp Profile
EB Charleston Rd to SB Alma St
Property Line
(Back of Exist Sidewalk)
Typical Section - Charleston Rd Underpass
Charleston Un
Item 13
Attachment F - Charleston
derpass Plan, Profile, Sections an
Renderings
Item 13: Staff Report Pg. 65
Packet Pg. 402 of 636
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Attachment F - Charleston
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Renderings
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Item 13: Staff Report Pg. 71 Packet Pg. 408 of 636
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AERIAL VIEW (PLAN)
CHARLESTON RD
MEADOW DR
80
80
TOP OF RAIL -
TOP OF RAIL - j 0,3%
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VIADUCT PR FILE
ELEV 55.45
e
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APPOXIMATE GRO ND 1.0%
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0
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105+00 110+00
115+00 120+00 125+00 130+00 135+00 140+00 145+00
150+00 155+00 160+00
165+00 170+00 175+00 180+00
LEGEND:
New Permanent
Landmark ELEVATION VIEW (PROFILE)
Track
Existing
Creek
Tracks
Viaduct Track
Profile
Bridge
PRELIMINARY
Existing
Groundwater
1
FOR DISC US310NPURPUS ESONLY
NOVEMBERP8,
Ground Level
0 Meadow Drive and Charleston Road - Plan
and Profile - Viaduct
:
_
Caltrain
00 0 M
®
Right Of Way
Item 13: Staff Report Pg. 75
Packet Pg. 412 of 636
Railroad Grade Separation Examples
'RELIMINARI
FOR DISCUSSION PURPOSES ONLY
Item 13: Staff Report Pg. 76
Packet Pg. 413 of 636
IEXFLCALTRAINRIGHTOFHOSY
MUIESTREET
(WIDTH VEX 02 FT
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ypical Property West of Tracks
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Example Section - Viaduct - Looking North
(Typical Between Meadow Dr & Charleston Rd)
Railroad Grade Separation Sections & Renderings
v07L�EEM
Item 13: Staff Report Pg. 77
'PRELIMINARY
FOR DISCUSSION PORPOSESONLY
AECOM
I< K I TT E LS O N 155 Grand Avenue, Suite 505
Oakland, CA 94612
&ASSOCIATES P510.839.1742
TECHNICAL MEMORANDUM
March 14, 2024
To: Ozzy, Arce
Palo Alto Office of Transportation
From: Kittelson & Associates, Inc.
RE: Seale vs Kellogg Grade Separated Rail Crossing Assessment
Item 13
Attachment H - BPTP
Update_Seale v Kellogg
Grade Sep Rail Crossing
Assessment
Seale vs Kellogg Grade Separated Rail
Crossing Assessment
Project# 28476
The BPTP Update consultant team evaluated the merits of each location (Seale and Kellogg) for a grade
separated rail crossing based on the following assessment topics:
• Prior analyses and plans
• Proximity to alternative routes
• Landing location
• Network connectivity
• Community input
The findings of the assessment are presented in Table 1
Kittelson & Associates, Inc.
Item 13: Staff Report Pg. 78 Packet Pg. 415 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
Table 1 Seale vs Kellogg Grade Separated Rail Crossing Assessment
Prior analysis and plans
Proximity to alternative routes
Landing locations
Network connectivity
Community input
The 2012 BPTP identifies Seale Avenue as a
recommended location for an across barrier
connection.
The 2013 Palo Alto Rail Corridor Study
identified Seale Avenue a potential crossing
location.
The 2021 XCAP Report identified the addition
of a bike/ped crossing at Seale as a general
potential mitigation for the Churchill grade
separation. This option was selected with
mitigation.
Seale Avenue is located about 1,700 feet north
of the Cal Ave Tunnel and about 1,850 feet
south of the at -grade rail crossing at Churchill
Ave.
There is space available at Peers Park for a
landing.
Seale Avenue connects to the Serra Street/Park
Boulevard and Stanford Avenue east -west
bikeways (along with the north -south
Castilleja-Park-Wilkie Bicycle Boulevard) across
Caltrain.
Comments received on the interactive map
during the BPTP Update indicate a strong
demand for a grade -separate bike/ped
crossing of Alma and the rail line. Ideas
proposed for a new crossing include an
Seale vs Kellogg Grade
Item 13
achment H - BPTP Update_Seale
Kellogg Grade Sep Rail Crossing
Assessment
The 2012 BPTP does not identify Kellogg
Avenue as a recommended across barrier
connection or location for a grade separated
rail crossing.
The 2013 Palo Alto Rail Corridor Study
identified Kellogg Avenue a potential crossing
location.
The 2021 XCAP Report included a ped/bike
tunnel as part of concept designs for the
Churchill Avenue Partial Underpass. This option
was not selected.
Kellogg Avenue is located about 450 feet north
of the at -grade crossing at Churchill and about
1,200 feet south of the grade -separated rail
crossing at Embarcadero.
There is limited space available for a landing at
Paly High School.
Kellog Avenue connects to the Embarcadero
Bike Path and Bryant Street Bike Boulevard.
Kellog Avenue terminates at Waverley Street
three blocks east of the rail line, limiting utility
of this route as a through connection.
While comments received on the interactive
map during the BPTP Update indicated
demand for grade separated crossings, they
did not identify Kellogg as a preferred
alignment.
Kittelson & Associates, Inc. Item 13: Staff Report Pg. 79 1 Packet Pg. 416 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
alignment at Seale under the tracks to Peers
Park.
Churchill Avenue, the crossing nearest to Seale,
was flagged as stressful for cyclists and
pedestrians, indicating a lower stress route is
desired. A grade separated crossing at Seale
would provide an alternate low -stress facility.
Item 13
Attachment H - BPTP Update_Seale v
Seale vs Kellogg Grade Kellogg Grade Sep Rail Crossing t
Assessment
Overall The Seale Avenue crossing is supported by
The Kellog Avenue crossing would not fill as
prior plans and analyses, would fill a longer
long a gap between crossing locations and
gap between alternative crossing locations,
have limited utility in terms of increasing
appears to have adequate space for a landing
network connectivity.
location, would increase connectivity to the
transportation network, and has been
identified as a potential alignment for a grade -
separated rail crossing in public involvement
efforts for the BPTP Update.
Kittelson & Associates, Inc.
Item 13: Staff Report Pg. 80 Packet Pg. 417 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
REFERENCES
Class I - Shared Use Path
M Ped/Bike Bridge
- Class Ila
- Bike Lone
■ Ped/Bike Underpass
- Class Ilb
- Buffered Bike Lane 0 City of Palo Alto
Class Illy
- Bike Route
Park/Open Space
Class Illb
- Bike Boulevard
School/University
- Class IV -
Separated Bikeway
Commercial Center
.._....... Trail
0 Community Center
Item 13
Attachment H - BPTP
ge 4
Seale vs Kellogg Grade Separ Update_Seale v Kellogg ment
Grade Sep Rail Crossing
Assessment
Data Sources: Oily of Palo Alto, MTC Existing Bicycle Facilities Map 1 01/05/2024
Kittelson & Associates, Inc.
Item 13: Staff Report Pg. 81 Packet Pg. 418 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
■ BPTP Update — Existing Bicycle Facilities Map
Item 13
Attachment H - BPTP
ge 5
Seale vs Kellogg Grade Separ Update_Seale v Kellogg ment
Grade Sep Rail Crossing
Assessment
4r q, .-)o I
�(Q
0a O
� Greene
•4 Middle
•
School
High
Th fc,^!d £ ��I ]
L. a O �' O H o
ANFORD O
fVERSITY
Yellow = pedestrian -involved collisions
Orange = bicycle involved collisions
Red line = Kellog (northwest) and Seale (southeast) crossing locations
Green line = bike/ped path access to Paly
■ BPTP Update — Draft Technical Analyses
o Five -Year (2018-2022) Collisions TIMS
Kittelson & Associates, Inc. Item 13: Staff Report P . 82
P Pg. Packet Pg. 419 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
Figure 4. 1: Framework of Crossings & Connectivity
Item 13
Attachment H - BPTP
ge 6
Seale vs Kellogg Grade Separ Update_Seale v Kellogg ment
Grade Sep Rail Crossing
Assessment
— — — Primary Framework of Connectivity (See Also Figure 4.7)
• Key Crossing to be Considered for Improvement
V Critical Intersection for Improvement(School comaxite Coudors Adopted by City Coumd. 2004)
E Existing Crossing
p Recommended Potential Crossing
Study Area Boundary
Public Park
School
— Creek
• Potential Future BRT Station
C Calf rain Station
1/2 -mile Radius Transit Service Area
0 1250 2500
Rail Crossing Study
o Figure 4.1
Kittelson & Associates, Inc.
Item 13: Staff Report Pg. 83 Packet Pg. 420 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
Item 13
Attachment H - BPTP
ge 7
Seale vs Kellogg Grade Separ Update_Seale v Kellogg ment
Grade Sep Rail Crossing
Assessment
Street Level View of Entrance to Proposed Kellogg Avenue BikelPedestrian Tunnel from Old Palo Alto
■ 2021 Report of the Expanded Community Advisory Panel (XCAP) on Grade Separations for Palo Alto,
page 57
_ W y
W Q Q
J V
J � _
ALMA ST r.
EMBARZADERO BIKE PATH
PALM RD v
Churchill Avenue Partial Underpass Aerial (Plan)
MARIPOSA AVE
V L
L
LEGEND
Track
Retaining Wall
Oh 100 ft
Rgh -of-Way
Roadway Mod f cat,ons
PedBike Ramps & Sidewalks
Structure
Direction of Traffic
Kittelson & Associates, Inc.
Item 13: Staff Report Pg. 84 Packet Pg. 421 of 636
March 14, 2024
Seale vs Kellogg Grade Separated Rail Crossing Assessment
Ms o Oaks
Menlo Park
a �
Item 13
Attachment H - BPTP
ge 8
Seale vs Kellogg Grade Separ Update_Seale v Kellogg ment
Grade Sep Rail Crossing
Assessment
Go
School Catchment Area Maps - httpS://IoCator.pea.powersChool.com/?StudylD=171992
Kittelson & Associates, Inc. Item 13: Staff Report Pg. 85 Packet Pg. 422 of 636
Corridor Crossings
STRATEGY
1'T:"
- pI . a, .
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Item 13: Staff Report Pg. 86 l Packet Pg. 423 of 636
Item 13
LAttachment I - Caltrain 4Tracking
Analysis Presentation at Rail
4mTrack Analysis Committee
p Pur ose & Initial Approach
t —Operations Considerations
I— 4 -Track Analysis
Corridor and Palo Alto Segments
I — 4 -Track and Crossings
Preliminary Review
1'
I— Next Steps and Engagement
Item 13: Staff Report Pg. 87
Corridor Crossings
STRATEGY
Packet Pg. 424 of 636
Meeting Objectives
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
3
Item 13: Staff Report Pg. 88
Corridor Crossings
STRATEGY
Packet Pg. 425 of 636
Item 13
Attachment I - Caltrain 4TrackingMain Track Line
Analysis Presentation at Rail
Committee ontrolled Siding
Track Configuration Today• Station (Milepost)
San Francisco 22nd Street Bayshore South San Francisco San Bruno Millbrae Broadway Burlingame
(0.0) (1.61) (5.06) (9.16) (11.0) (13.45) (15.13) (16.23)
• • • • • • • •
Stanford California
San Mateo Hayward Park Hillsdale Belmont San Carlos Redwood City Menlo Park Palo Alto Stadium Avenue San Antonio
(17.6) (18.93) (19.84) (21.83) (23.09) (25.3) (28.74) (30.0) (30.57) (31.63) (33.99)
Mountain View Sunnyvale Lawrence
(35.97) (38.62) (40.62)
I I1=
Capitol
(52.45)
I I
u
Blossom Hill
(55.73)
San Jose
Santa Clara College Park Diridon
(44.3) (45.59) (46.85)
Item 13: Staff Report Pg. 89
Gilroy
Tamien Caltrain 50.94
(48.56) = UP 51.64
I I
_• I
Corridor Crossings
STRATEGY
Packet Pg. 426 of 636 1114
Item 13
Adopted
Attachment I - Caltrain 4Tracking
ion (Milepost)
Adopted Service Vision
4•Track
Analysis Presentation at Rail
Committee
n Track Line
4 -Track
Segments
Adopted Service Vision
4. Track Segment Options
Controlled Siding
San Francisco 22nd Street
Bayshore
South San Francisco San Bruno Millbrae
Broadway Burlingame
(0.0) (1.61)
(5.06)
(9.16) (11.0) (13.45)
(15.13) (16.23)
I
• •
I I
• • i
• •
i
Stanford
California
San Mateo Hayward Park Hillsdale
Belmont
San Carlos
Redwood City
Menlo Park Palo Alto Stadium
Avenue San Antonio
(17.6) (18.93) (19.84)
(21.83)
(23.09)
(25.3)
(28.74) (30.0)
(30.57)
(31.63) (33.99)
=1 •
•
•
I_ikI
•
Mountain View
Sunnyvale
Lawrence
Santa Clara
San Jose
College Park Diridon
Tamien
Caltrain 50.94
(35.97)
(38.62)
(40.62)
(44.3)
(45.59) (46.85)
(48.56)
= UP 51.64
Capitol
Blossom Hill*
(52.45)
(55.73)
I
Gilroy
Notes:
* Identified in Business Plan
Item 13: Staff Report Pg. 90
Corridor Crossings
STRATEGY
Packet Pg. 427 of 636 4llI4
Item 13
Attachment I -Caltrain 4Tracking
Analysis Presentation at Rail
Committee
:'�fiFTa.7!GF.
y ' CaIT Corridor Crossings
STRATEGY
Item 13: Staff Report Pg. 91 Packet Pg. 428 of 636
4 -Track Analysis Purpose
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Provide location, length, and mile post limits based on 4 -track segments identified in
the Caltrain Business Plan
ONE Define required infrastructure to meet the 2040 Long Range Service Vision (Adopted
■■■
Service Vision) for Caltrain and HSR service
Utilize analysis of 4 -track segments to guide grade separation projects
7
Item 13: Staff Report Pg. 92
Corridor Crossings
STRATEGY
Packet Pg. 429 of 636
Business Plan (2017w2019): Salesforce TC
4th & King/4th & Townsend
Growth Scenarios Recap 22nd St
Rwchnrn
Moderate Growth (Adopted Service Vision)
• 8 Caltrain trains + 4 HSR trains phpd
High Growth (Higher Growth Service)
• 12 Caltrain trains + 4 HSR trains phpd
PCJPB agrees that it shall not take action
... that PCJPB knows or reasonably should
have known at the time of the action would
effectively preclude or make materially
more complicated or expensive CHSRA's
future operation in the Peninsula Rail
Corridor...
- PFMA Section 5.3.1
4 -Track Initial Planning Approach
Tested 4 -track layouts using
Caltrain, CPUC, and HSR
engineering criteria
• Evaluated and simulated service
parameters of 4 -track layouts
• Refined and validated 4 -track
limits through service operations
and engineering analysis
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Item 13: Staff Report Pg. 94
Corridor Crossings
STRATEGY
Packet Pg. 431 of 636
10
Item 13: Staff Report Pg. 95
Corridor Crossings
STRATEGY
Packet Pg. 432 of 636
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Operations
nons'idLnrat'ic
—
Corridor Crossings
STRATEGY
Item 13: Staff Report Pg. 96 Packet Pg. 433 of 636
Planning Parameter Assumptions
Headway I Separation
Minimum Turnaround Time
Minimum Dwell Time
Rolling Stock
Speed Limit
Recovery Time
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
2 -minute minimum corridor separation time
HSR: 20 min
Caltrain: 20 min
HSR: 2 min
Caltrain: 1 min at major stations, 0.7 min at minor stations
HSR: Generic High -Speed Trainset
Caltrain: KISS EMU
Freight: Dash9
110 mph (Class 6 Passenger Track)
50 mph (Freight Speed)
10% Distributed
Item 13: Staff Report Pg. 97
Corridor Crossings
STRATEGY
Packet Pg. 434 of 636
LA I�J1
0
a
13
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Two Minute Separation: In & Out of a 4mTr'ack moment
Station
Control Point
Dwell Time
100:00
04:20 1
Control Point
14
Item 13: Staff Report Pg. 99
Corridor Crossings
STRATEGY
Packet Pg. 436 of 636
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
ISlf:ra:f.T:Ifliir:
r1
V L
JJ[I
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STRATEGY
Item 13: Staff Report Pg. 100 Packet Pg. 437 of 636
Item 13
Attachment I - Caltrain 4TrackingMain Track Line
Analysis Presentation at Rail
Committee ontrolled Siding
Track Configuration Today• Station (Milepost)
San Francisco 22nd Street Bayshore South San Francisco San Bruno Millbrae Broadway Burlingame
(0.0) (1.61) (5.06) (9.16) (11.0) (13.45) (15.13) (16.23)
• • • • • • • •
Stanford California
San Mateo Hayward Park Hillsdale Belmont San Carlos Redwood City Menlo Park Palo Alto Stadium Avenue San Antonio
(17.6) (18.93) (19.84) (21.83) (23.09) (25.3) (28.74) (30.0) (30.57) (31.63) (33.99)
Mountain View Sunnyvale Lawrence
(35.97) (38.62) (40.62)
I I1=
Capitol
(52.45)
I I
Blossom Hill
(55.73)
San Jose
Santa Clara College Park Diridon
(44.3) (45.59) (46.85)
Item 13: Staff Report Pg. 101
Gilroy
Tamien Caltrain 50.94
(48.56) = UP 51.64
I I
_• I
Corridor Crossings
STRATEGY
Packet Pg. 438 of 636 4llI4
Item 13
Adopted
Attachment I - Caltrain 4Tracking
ion (Milepost)
Adopted Service Vision
4 -Track
Analysis Presentation at Rail
Committee
n Track Line
4 -Track
Segments
Adopted Service Vision
4- Track Segment Options
Controlled Siding
San Francisco 22nd Street
Bayshore
South San Francisco San Bruno Millbrae
Broadway Burlingame
(0.0) (1.61)
(5.06)
(9.16) (11.0) (13.45)
(15.13) (16.23)
I
• •
I I
• • i
• •
i
Stanford
California
San Mateo Hayward Park Hillsdale
Belmont
San Carlos
Redwood City
Menlo Park Palo Alto Stadium
Avenue San Antonio
(17.6) (18.93) (19.84)
(21.83)
(23.09)
(25.3)
(28.74) (30.0)
(30.57)
(31.63) (33.99)
=1 •
•
•
I_ikI
•
Mountain View
Sunnyvale
Lawrence
Santa Clara
San Jose
College Park Diridon
Tamien
Caltrain 50.94
(35.97)
(38.62)
(40.62)
(44.3)
(45.59) (46.85)
(48.56)
= UP 51.64
Capitol
Blossom Hill*
(52.45)
(55.73)
I
Gilroy
Notes:
* Identified in Business Plan
The Mountain View Transit Center was identified as a potential 4 -track segment for the adopted
Service Vision. The segment was removed prior to the 4 -track analysis process due to:
• 4 -track capacity further north better supports blended service patterns
• Not operationally preferred in the adopted Service Vision for a 4 -track capacity because it
would not support service patterns developed under the Service Plan
Item 13: Staff Report Pg. 102
Corridor Crossings
STRATEGY
Packet Pg. 439 of 636 1114
Initial Trade -Offs &
Key Elements
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
18
Corridor Crossings
STRATEGY
Packet Pg. 440 of 636
Item 13: Staff Report Pg. 103
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Influence of Turnout Design on Service Committee
79 mph 1200 ft. 1800 ft.
110 mph 1500 ft. 2200 ft.
Passenger Train Speed
Through Turnout
20 50 mph
24 60 mph
19
Item 13: Staff Report Pg. 104
Corridor Crossings
STRATEGY
Packet Pg. 441 of 636
Typical Section for Running Track
'arameter assumptions
presented in Basis of Design
• Tangent 4 -track running track
section
• Reusing existing OCS
equipment where possible
FENCE
6"
13'*
4'-6"
15'
81'
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
FENCE
6"
15' 15' 13'*
4'6"
Item 13: Staff Report Pg. 105
Corridor Crossings
STRATEGY
Packet Pg. 442 of 636
S
1
Operations
Turnouts
Alignment
Concept
California Ave
21
Palo Alto Station Segment
High Community & Infrastructure Impacts
San Mateo Hayward Park Hillsdale Belmont San Carlos
(17.6) (18.93) (1984) (21 -83) (23.09)
II1
Palo Alto &
Stanford Stadium
Connecting Palo Alto
*Length includes 2- to 4 -track transitions
Redwood City
(253)
Palo Alto Ave
(29.62)
___North Sal
Palo Stanford
Alto Stadium
(30.0) (30.57)
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Adopted Service Vision At4irae Lossing
Refined 4 -Track Segment Grade Separated (Overcrossing)
Segment Option Considered I Grade Separated (Undercrossing)
� Station (Mile Post) Active Project (At -Grade)
Segment Location
Stanford California
Menlo Par'- Palo Alto Stadium Avenue
(28.74) (30.0) (30.57) (31.63)
11 J-L�
HomerAve Chuictill
Pedestrian Ave
Underclossing (30.88)
Embarcadero Rd
I,.
California
Avenue
(31.63)
Charleston Rd
(33.2)
East Meadow Dr
(32.$6)
San Antonio
(33.99)
---
==—
San Antonio
(33.99)
Corridor Crossings
Item 13: Staff Report P. 107 STRATEGY
P Pg. Packet Pg. 444 of 636
Palo Alto Station Segm
ISan Francisquito
Creek Bridge and
El Palo Alto Tree it
ent
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
; ••�
__ __ ___ _____ :, $7
u 5.
Alma Street and '`
El Camino Park University Avenue
Palo Alto Southern ,. q* , ,�
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Palo Alto Station Segment
, W ≥ ,} •:= ...-: ;ice
Legend r — ' Caltrain ROW Area of Influence
*Illustrative — Tracks can shift, and/or elevated, as concept is further developed.
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
£ '.I
24
Item 13: Staff Report Pg. 109
Corridor Crossings
STRATEGY
Packet pg. 446 of 636
1
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-z" ______ ___
�� Palo Alto Station
An w. ✓ Y
California Ave Station Segment
Limited Community & Infrastructure Impacts
San Mateo Hayward Park Hillsdale
(17.6) (18.93) (19.84)
Stations Impacted
*Length includes 2- to 4 -track transitions
Item 13
Attachment I - Caltrain 4Tracking _
Analysis Presentation at Rail
Committee
Adopted Service ision - ra a rossing
Refined 4 -Track Segment Grade Separated (Overcrossing)
Segment Option Considered I Grade Separated (Undercrossing)
� Station (Mile Post) Active Project (At -Grade)
Segment Location
Stanford California
Belmont San Carlos Redwood City Menlo Pare Palo Alto Stadium Avenue
(21.83) (23.09) (25.3) (28.74) (30.0) (30,57) (31.63)
L Ii ]L__L
2
2
Connecting Palo Alto
Palo Stanford
Alto Stadium
(30.0) (30.57)
Palo Alto Ave
(29.62)
Item 13: Staff Report Pg. 111
L - -
California
Avenue
(31.63)
California Ave
Pedestrian
Undercrossing
Charleston Rd
(33.2)
M
San Antonio
(33.99)
= = = W
San Antonio
(33.99)
Churchill Oregon East Meadow Dr Rengstorff Ave
Ave Expressway (32.86) (34.61)
(30.88)
Corridor Crossings
STRATEGY 1i11h4
Packet Pg. 448 of 636
California Avenue Station Segment
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
•. '`� '.. Oregon w�
.' Expressway
Ida , � �
,. __ ___ ___
Alexander Peers +. y.0
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Item 13: Staff Report Pg. 112
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STRATEGY
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California Ave Station Segment
AUYJA9M1 ALLOWABLE SPEED -1A MF
Legend Caltrain ROW Area of Influence
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
*Illustrative — Tracks can shift towards Alma Street, and/or elevated, as concept is further developed.
Item 13: Staff Report Pg. 113
Corridor Crossings
STRATEGY
Packet Pg. 450 of 636
California Ave Station Segment
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Legend Caltrain ROW Area of Influence
*Illustrative — Tracks can shift, and/or elevated, as concept is further developed.
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
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Item 13
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I' r {� 1 r.,,���P;� Analysis Presentation at Rail
�A i�,, •r� ''t►' i , fig,
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Item 13: Staff Report Pg. 115 Packet Pg. 452 of 636
San Antonio Station Segment
High Community & Infrastructure Impacts -
Major Reconstruction
San Mateo Hayward Park Hillsdale Belmont San Carlos Redwood City
(17.6) (18.93) (1984) (21 -83) (23.09) (253)
MP 33.25 - 34.60
1.35
San Antonio Palo Alto Ave
(29 62)
3 I
K
Connecting Palo Alto &
Rengstorff Grade
Separation
*Length includes 2- to 4 -track transitions
Palo Stanford
Alto Stadium
(30.0) (30.57)
Item 13 I,
Attachment I - Caltrain 4Tracking ,
Analysis Presentation at Rail
Committee
Adopted Service Vision ra a rossing
Refined 4 -Track Segment Grade Separated (Overcrossing)
Segment Option Considered Grade Separated (Undercrossing)
Station (Mile Post) • Active Project (At -Grade)
Segment Location
Stanford California
Menlo Pare Palo Alto Stadium Avenue San Antonio I
(28.74) , (30.0) (30.57) (31.63) (33.99)
F.
California
Avenue
(31.63)
Charleston Rd
(33 2)
San Antonio
(33.99)
Mayfield Ave
Pedestrian
Undercrossang
Churchill East Meadow Dr San Antonio Rd Rengstorff Ave
Ave (32 86) (34.61)
in RR,
Item 13: Staff Report Pg. 116
Corridor Crossings
STRATEGY
Packet Pg. 453 of 636
San Antonio Station Segment
■ mss irrr r - —i• ._ _ - - --r
DEGREE OF CURVANRE- O' 3R
MA%IMUMALLOI LEBP�G- 9O -lit
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
r1j�
" • 549MEFEDR
p!
• r.
.Et!
Legend — - Caltrain ROW Area of Influence
*Illustrative — Tracks can shift, and/or elevated, as concept is further developed.
Item 13: Staff Report Pg. 117
Corridor Crossings
STRATEGY
Packet Pg. 454 of 636
San Antonio Station Segment
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
ridnr Corridor Crossings
STRATEGY
Item 13: Staff Report Pg. 118 Packet Pg. 455 of 636
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Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Corridor Crossings
STRATEGY
Item 13: Staff Report Pg. 121 Packet Pg. 458 of 636
H: 4ir4u
'I :fl
, F
I - r1,j" 4%
A Cd a�. t Gl 4 Pro �'`.�r,, 7` J •�" w
.
•1• - -
•: (ii'jj F4
- 1 r 4 Y r .tL:/)AL _ I %!i
_ ____
Ji iri: i4
�- tiro
Palo Alto (A) j California (B) San Antonio (C)
Constraints
• Palo Alto Southern Pacific
Station (SHPO - Cultural
Resource)
• University Ave/Alma Street
Interchange and Underpass
• San Francisquito Creek Bridge and
El Palo Alto Tree
• El Camino Park
• Homer Avenue pedestrian
undercrossing
• Sutter Health Center
• Palo Alto High School
• Residential areas surrounding
Caltrain ROW
• Alexander Peers Park
• Oregon Expressway — "T"
intersections for ramp
exits/entrances
• San Antonio Road Interchange and
Overpass
• Residential areas surrounding
Caltrain ROW
• Existing curve south of San Antonio
Station (Speed Constrain below
110 mph)
I
Item 13: Staff Report Pg. 123
Corridor Crossings
STRATEGY
Packet Pg. 460 of 636
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
Northern Santa Clara County Preliminary'Understanding
rack Segments in Northern Santa Clara County were analyzed to evaluate trade-offs and determine the most viable
:ion to meet the needs of the Adopted Service Vision goals and Caltrain's obligations for blended service in the corridor.
Caltrain will continue to coordinate with the city to not preclude future 4 -track, as the city develops their Connecting
Palo Alto alternatives
Validated 4 -Track segment lengths
Assumes upgraded signaling system for 2 -minute buffer between
trains (current signal system allows for 4 -minute buffer)
Supports and provides operational flexibility for the service in the
Adopted Service Vision
Local train dwells 4 minutes (3 minutes more than standard 1 -minute
station dwell)
Item 13: Staff Report Pg. 124
Corridor Crossings
STRATEGY
Packet Pg. 461 of 636
Item 13
Attachment I - Caltrain 4Tracking
Analysis Presentation at Rail
Committee
I
A
Item 13: Staff Report Pg. 125
CaIf>>
Corridor Crossings
STRATEGY
Packet Pg. 462 of 636
I
fl
,I 'II/
Item 13
Attachment J - Caltrain Technical
)mments Review Staff Presentati,
at Rail Committee
January23, 2024 w Ito.org
Item 13: Staff Report Pg. 126 Packet Pg. 463 of 636
Purpose
• Rail Committee's review of comments to provide guidance to staff on
specific elements.
• Direct staff to proceed coordination with Caltrain Staff or their
Consultants and/or City's project consultant for material changes to
alternatives
2
Background
Item 13
Attachment J - Caltrain Technical
Comments Review Staff Presentation
at Rail Committee
• Select Preferred Alternative to Proceed with
Preliminary Engineering and Environmental Phase
• Federal Railroad Administration (FRA) Grant Funding
Agreement in place by July 1, 2024.
• Rail Committee to provide guidance to on
implementing design changes sufficient to support
� the goal.
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 128
Packet Pg. 465 of 636
Item 13
Attachment J - Caltrain Technical
Background
Co
Comments Review Staff Presentation
at Rail Committee
• Alternatives developed, reviewed and updated (2018 - July 2020)
• Community Outreach & Community Feedback (August — October 2020)
• Deliberation and Recommendation to City Council (November 2020 - March 2021)
• Council Review and Discussion
• Meadow Drive — Charleston (Narrowed Alternatives) - August 2021
• Churchill Avenue (Preferred Alternative & Backup Selection) - November 2021
• Reviewed and Refined underpass alternatives (June 2023)
• Reviewed and updated Council Adopted criteria
• Conducted Review of Preliminary Geotechnical
CITY OF
PALO ALTO
• Service Agreement with Caltrain (June 2023)
• Technical Review and Comments to City November 2023
Item 13: Staff Report Pg. 129 1 Packet Pg. 466 of 636
Item 13
Overview of Caltrain Capital Project Management AttacnmeeviewStaf PrTeseniaal
Comments Review Staff Presentation
at Rail Committee
Gate 1 P
IllillIp r .•IM. Gate 4
I Gate 2 Gate 3
Gate 0 Project o
e Initiation Project
1 Protect Protect
Strategic a Approval ■ _ _ Approval • -Approval
Validation Sponsor or
• ■ ■ �r
� ass�ans t � � � Protect Team • �
• Mgmt • • • • • • Mttmt
_______________Director _____ Committee u ., , Committee Committee Committee
approval approval m .. t► approval approval approval
required to pass required to b
required to required to required to
roval
>! ass a ass
r
A
Confjrtn S Review Review Review
Objective Approve into Committo Committo
,, Assign Review CIP
Advance Advance Prioritize t ' , Committo Committo Committo
Approve to Approve for q Advance
complete Phase 2 early Cash flow Cash flow
��r. „ Committo Defer to •Defer to
• Pro a design Cash flow when? whent
Justification l Defer to Reject
Form when?
Reject
Accuracy -50% to Accuracy -20% to
•1W% Accuracy -30% to -50%
)Recommended Cant = (Recommended Cant = (Recommended Cont
50'd 30%1 20%)
Cat'
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 130 Packet Pg. 467 of 636
■ Vertical Alignment ■ Roadway Design
■ Vertical Clearance ■ Road Profile, Sag Curves, Grades etc.
■ Bridge Structure Elevation (Viaduct Only) ■ Offset from Barriers
■ Railroad Grade Profile Acceleration/Deceleration Lanes, Lane drops,
■ Pedestrian and Bicycle Path Clearance weaving distance, etc.
■ Roundabout Design
■ Horizontal Alignment ■ Curved bridges
■ Roadway Encroachment into Caltrain ROW
■ Pedestrian & Bicycle Facilities Encroachment into Caltrain ROW ■ Construction Technology
■ Railroad Encroachment into City's ROW ■ Shooflyvs Box Jacking
■ Retaining Wall offset/clearance from structures and roadways
■ Maintenance Access requirement along the railroad tracks ■ Culverts
■ Clearance for MSE Wall construction during construction and Reconstructing and extending culverts
maximize use of ROW
■ Cost Estimates
■ Four Track Segment ■
Preliminary Cost Estimates
■ Four Track segments and Roadway encroachment into Caltrain ROW
■ Four Tracking Alignment ■
Cumulative Concerns
■ Compounded impacts from above comments
6
Item 13
Vertical Alignment(Correction)AttaentsRevchment J CaltrainTechnical
Comments Review Staff Presentation
at Rail Committee
1. Vertical Dimensions (Roadway Vertical Clearance required across Caltrain
ROW)
■ Vertical Clearance for vehicular traffic under the Railroad (Increase from 15.5' to
16.51)
Par( Blvd
Caltrain
ROW Caltrain
ROYro" &
449 Mr1
CITY OF
PALO ALTO
T70
Mir
16'-
;�r
Wrwm PI
40
44
14 30
20 20
12+00
1P
( Profile View')
Meadow Charleston - Hybrid
Item 13: Staff Report Pg. 132 1 Packet Pg. 469 of 636
Vertical Alignment (Correction)Item13
Attachment J - CaltrainTechnical
Comments Review Staff Presentation
at Rail Committee
2. Vertical Dimensions (Top of Rail to Top of Roadway —Viaduct Alternative only)
Vertical Clearance for vehicular traffic under the Railroad (Increase from 20.5' to 24.0')
2D Fr. 1EH
TO NEAREST HOME
Provide 24'
vertical distance EXISTINGTRACKS
TO REMAIN OPEN
ODN'ACTsrBT DURING CONSTRUCTION)
ao FT. NIGH MAX
q E10911H9 ci TRkCK eima
11MN TNACN:
EXISTING
RACXYARD�
100 FT. GALTRAIN RNIHTAF•WAY
2C FT. MAX
EXISTING
GROUND
ALNASTREET
WIDTH REDUCED I FTJ
PERMANENT TRACK I
OVERHEAD
CONTACT SYSTEM
r{TR5GN 80FT. 11131111 X MAX
I I
Example Section - Viaduct - Looking North
(Typical Between Meadow Dr & Charleston Rd)
V.—
gSOUNO WALL
BARRIER
CABLE DUCT
CONCRETE EGA GIRDER
CONCRETE COLUMN
ALMASTREEF
��miil� IIII: p
II11��II� �
11! = IIII �i�r► � ��:� �1► �' ��f �
1W111111'iI;i'uuuiifliuuuiu
I!EII1 I� �1 i 111 X11 1i :.
INS
AERIAL VIEW IPLANI rYAYF slwiu g
Provide 24'
vertical distance
ELEVATION VIEW (PROFILE}
Meadow Charleston - Viaduct Alternative
> CITY OF
PALO ALTO 1
Item 13: Staff Report Pg. 133
Packet Pg. 470 of 636
Summary of Comments - Churchill Avenue
Item 13
Attachment J - Caltrain Technical
Comments Review Staff Presentation
at Rail Committee
* No Changes for Churchill Avenue Closure with Mitigations Option 2
> CITY OF
PALO ALTO '
Item 13: Staff Report Pg. 134 Packet Pg. 471 of 636
Item 13
Summaryof Comments Churchill Avenue — Closure Optio AttaentsRe iewStafPrTeseniaal
Comments Review Staff Presentation
at Rail Committee
ck and 4 -Track
Item 13
Summaryof Comments Churchill Avenue — Closure Optio AttaentsRe iewStafPrTeseniaal
Comments Review Staff Presentation
at Rail Committee
LEGEND
Fence
— Right -of -Way
Ramp
Landscaping
Roadway Modifications
Sidewalk Modifications
�w Undercrossing Structure
Stairway
Plan View
CITY OF 4 -Track
PALO ALTO
Item 13: Staff Report Pg. 136
No Major/Significant
Concerns
ONma St
Section A -A)
Section B -B
Transition between 2 -Track
and d_Trark
Packet Pg. 473 of 636
Show lane
width and
shoulder
dimension
Churchill - Partial Underpass
• New active transportation facilities should be placed outside of Caltrain ROW.
If not, they are subject to JPB Board approval.
• Adjust retaining walls outside of Caltrain ROW.
• Provide 16'6" vertical clearance requirement for the extent of the Caltrain
ROW —will require reprofiling of roadway
• Bridge width to provide access for Caltrain maintenance and emergency
vehicles.
• Roadway design to meet Caltrans HDM/AASHT0 'Greenbook'/AASHT0
`Highway Safety Manual'
12
Summary
4 -Track Influence Area
�� Transition between
2 -Track and 4 -Track
Item 13
of Comments Churchill Avenue — Partial Under Attachment! CaltaffPreseniaal
Comments Review Staff Presentation
at Rail Committee
Ird, •,.0009
ha
A':' Other elements:
-ate _--�---I ----
w --- 4C • Merging taper/median
oa" L
l �>oa vc
� �bw design
so nti1. 50
75svr
Offset from barriers
202.00 203.00 201.00 705.00 206.00 207.00 701•,. 70Y•:: 710•(N 211.00 712.00
Profile View LEGEND: Lane width etc.
-mow
_ Track Curved bridges
;; ^;"' j Retaining Wall
Extend bridge width to �' Right of -way
Caltrain ROW to provide ; ; .� � - Roadway Modifications
access to Caltrain �` ' Ped/BlkeRamps &Sidewalks
Roadway & Walls to Structure
p1� _ maintenance and emergency be outside of DirectionofTraffic
— vehicles Caltrain ROW _—! ¼ Alma St
s —� Provide 16'-6"
vertical clearance
,.w w dlU~ 4 Tothle*■425ft 00
See Detail A on this sheet :1NB
Ceetl Ave MT2 Alma St
New active transportation - so
('ir011 d hIT1 60 Sty
facilities should be placed F "' r�" P. 1a311�e— �■ r
------
outside of Caltrain ROW. i� 40 Will affect length •,, RRBdd5 b v /0
If not, subject to JPB f
roadway profile, P AeGraoe - 30
Board approval. ROW, Driveways,
Intersection, etc.
9900 100 400 101+00 102400 10 3+00 10440 106«00
CITY OF Churchill Ave (Profile)
JPALO ALTO
Item 13: Staff Report Pg. 138 Packet Pg. 475 of 636
Meadow Charleston - Underpass
• Provide 16'6" vertical clearance requirement for the extent of the Caltrain
ROW —will require reprofiling of roadway.
• Provide bridge width to provide access for Caltrain maintenance and
emergency vehicles.
• Adjust retaining walls outside of Caltrain ROW to accommodate 4 -track and 4 -
track transitions, provide sufficient space (10' min) for maintenance vehicle
access, and maximize utility of Caltrain ROW.
• Roadway design to meet Caltrans HDM/AASHTO'Greenbook'/AASHTO
`Highway Safety Manual'
14
Item 13
Summaryof
Comments
Meadow Dr Underpass
Comments
Attachment! CaltaffPresenati
Review Staff Presentation
at Rail Committee
Plan View (Meadow Drive)
t
�r lal�„r
��{{ '
r W
Park Ped6ke Mil I St PedlBike E�rS0n
Blvd BrNpa Ali BrkJW St
i
Y
w
I
t0
�
Adjust wall/foundation design
10
En,3rson St ,;'
,�
N
�.r
" I
"
a0
20
,4
and location to be outside of
' Min vertical clearance is
'°°
the Caltrain ROW. Additional
d ;
+n
' 16'-6" across ROW,
Steep grade limits
width is not needed for turning
1• _
7
which will impact ROW,
"�° 10t-0° 103-00 10'-M '05.0°
options for design
Meadow Dr Profile
flexibility
lane sight distance.
Driveways, road profile.
Caltrain Caltrain
ROW ROW
.�
• ♦
•
.�n►h�������� AmaSt
PedlBike
Park Br
BNd
MITI
kttz
1,
µ,y PeeBike Emerson
St Bd� St
40
_
Oiginal Gmura
w —
)
b
b b
_ •1% J_--
b
00
b
b
5avc
1°0'Vc
Y0
If,��tA
Pmfk Grade
♦
a
Min vertical
10
701.00 707.30 '03,30 101.00 .'5.33 73fi•r ,n7.0f,
Increase bridge width to
clearance is 10'
Ped/Bike Profile from Park Blvd to Emerson St
provide access road for
across ROW
Property Side Propery Side
•r
(Bads of Ezlst Sidewalk) (Back of Exist Sidewalk)
maintenance and emergency
, •
12'
58'i
PedlBike Path
LEGEND:
vehicles
Track
• Retaining Wall
Right -of -Way
20'
Roadway Modifications
gr� ..
2 -Way PedlBike Path
hi Shld `. WB L Lane .. EB Lane .. Shld
Ped/Bike Ramps & Sidewalks
2nd St
.-�.°
Structure
— Direction of Traffic
IeTurning
Movement Diagram
4 -Track Influence Area
Transition between 2 -Track and 4 -Track
Typical Section
•Meadow
Dr Underpass
CITY OF
PALO
ALTO
Item 13: Staff Report Pg. 140
Packet Pg. 477 of 636
Summary of Comments —Charleston Rd - Underpass
Plan View (Meadow Drive)
Min vertical clearance is 16'-
• 6" across ROW, which will
impact ROW, Driveways, roac
bridge width to
provide access road for
maintenance and emergency
L
hicles ��•����
LEGEND: " "�-� '�
Track Min vertical
Retaining Wall clearance is 10'
Right -of -Way ' ! i across ROW
- Roadway Modifications I I
Ped/Bike Ramps & Sidewalks k•
I
Structure • •
Direction of Traffic
CITY OF
PALO ALTO
Item 13
Attachment J - Caltrain Technical
Comments Review Staff Presentation
at Rail Committee
70
Caltrain ao
ROW Caltrain
Palk Blvd ROW &
Pad+Bka
Mrt I Wrbh1PI
•I% Bgd9a OrlphelGround
f%
1KVC
DIVE
d Steep grade limits
PNfle Glade
options for design
tI+00 4tr2+t:'°' aa .' lal+dd 'aa+ao flexibility
Charleston Rd ProflL.
Caltrain Caltrain
ROW ROW
Alma St
µ7q
Govemed Iri Park Wright PI 50
Rued Profile Blvd h?t2'I
�0dginal Ground
aie Savc -- 90
I 20
Profile Grade
1 o
4 -Track Influence Area Transition hetween 2 -Track and 4 -Track
299+D0 300.00 301+00 302+00 303+00 904+00 305+00 005+D0 307+00
Ped/Bike Profile from Park Blvd to Wright PI
Packet Pg. 478 of 636
Meadow Charleston - Hybrid
• Provide 16'6" vertical clearance requirement for the extent of the Caltrain
ROW.
• Adjust retaining walls to accommodate 4 -track and 4 -track transitions.
• Provide sufficient space (10' min) for maintenance vehicle access and
maximize utility of Caltrain ROW.
• Provide sufficient space (10' min) clearance from the walls to the roadway
or structures
• Construction of permanent MSE walls to be at 20' from center of shoofly
track—constructability clearance from OCS and active railroad.
Summary of Comments — Meadow Dr & Charleston Rd - H
4 -Track Influence Area I Transition between 2 -Track and 4 -Track
Fill retaining walls to accommodate 4 -
track and transition between 2 -track
rl1rR{0N {T
and 4 -track
PAk�
CALTRAIN RIGHT OF WAY (EAST) E__ --.j
CALTRAIN RIGHT OF WAY (WEST) BEGIN NEW TRACKS
�NMy CONSTRUCTION
Plan View
Design speed is 110
mph for passenger
rail
Transition segment should
be tangent as special
trackwork should stay
outside of vertical curves
C
0
LUNDY LANE
Item 13
Attachment J - Caltrain Technical
)mments Review Staff Presentation
at Rail Committee
Provide additional width on the
bridge to accommodate access
road for maintenance and
emergency vehicles
I .1 {EN L0M0ND ON FERNr CT
a
LIMITS OF ROADWAY
Li LOWERING
i
TEMPQR*WY TRACKS
` END
Cart ow CONSTRUCTION
Min vertical clearance requirement
MEADOW OR is 16'-6" across ROW
1 I UNDE PAS HYBRID PROF)
TOP OF RAIL .' BRI E — 0.3X
r ffIF, . .
z
40
4
W
J 20
W /25+0,0-1
I
0 120.00 120.00
CITY OF
PALO ALTO
- -►I r
'I RETAINED J "i R
EMBA
ROADWAY (TYP)
I i
140.00 145.00 150.00 150.00
Profile
BRIDGE
1% grade is the current maximum
without variance. 1% to 2% grade
requires review and approval by the
Director of Engineering
20
Adobe Creek
--
1{0.00
-- StAid',., ,
una.d PALO ALTO
Btlio,1,Li CITY LIMIT
New Permanent
Track
O
Bridge
Temporary
Track (Shoofly)
I -__I
Landmark
Hybrid Track
Creek
Proflle
0
Groundwater
Existing
Ground Level
Limits Of Roadway
Caltrain
Lowering
Right Of Way
Item 13: Staff Report Pg. 143
Packet Pg. 480 of 636
Item 13
Summaryof Comments
— Meadow Dr - Hybrid
al
AtmenmeeviewSnt J - taffPrn eseniati Comments Review Staff Presentation
Caltrain Caitk
at Rail Committee
ROW ROW
m
Min vertical clearance is
60
J_'-6"
across ROW
roMIlrptn 4600
Raroao 9Adgo $v c,orR
so
a
% f
Provide additional
°C
ama51
width on the bridge to
<
°
-�
�
----------- 000.p`—-
alglnel Orara
_
40
accommodate a
RoaCway Prole Greoe
maintenance and
Width not
2O12+00
emergency vehicle
t
sufficient for
13+00 1400 15.00
16+00 17+00 1" 19+00
Profile View
Confirm proximity of OCS
access
maintenance
• '
and centerline of tracks
vehicle access
C4 TO N P'10' AA S1LL
- 4
10' to maximize
'ONEAN 5 HOME
/
r
PERMANENT TRACK
utility of ROW
J
IRETAINED EARTH FILL)
1111ACK '41RACK
'�
a ` T OT
TEMPORARY
SYSTEM
CO0FT HI HMAX
]0 Fi NqN MAM
SHOOFLY TRACK
`
1RACK TRACK
6' SOUND WALL
,. DAnnicn \
K +
, I ... OVERHEAD
CONTACT SYSTEM
� 70FT NIGH MA%
WALL
BACKYARD
LEGEND:
Permanent Track Alignment
M
�
1
11O'
� C TEMPgiApY
r ERAEWEEp
A
Retaining Wall
A
Fx iSTINO
'ALMA STREET
Caltrain Right -of -Way
'
10' min for maintenance
Limits of Roadway Modifications
Sidewalk Modification
access between face of
Bridge Structure
retaining walls/ barriers and
Typical Section
Driveway Modification
�' ` a
4_� y.
adjacent
do-. Direction of Traffic
ME
obstruction/roadway
Plan View
CITY 0
PALO ALTO
Item 13: Staff Report Pg. 144
Packet Pg. 481 of 636
Summary
of Comments — Charleston Rd - Hybrid
Provide additional so
width to the bridge Rte.
Item 13
Attachment J - Caltrain Technical
Comments Review Staff Presentation
Caltrain Caltr at Rail Committee
ROW wlk.:a%OOX Min vertical
clearance is 16'-6"
AlimSL across ROW
for maintenance and A r
40
emergency vehicle Palo Alto
W 20
y 1400 1'5�C0 16�G0
LEGEND: rf c
Permanent Track Alignment t m
Retaining Wall
Caltrain Right -of -Way (
- Limits of Roadway Modifications 3+
Sidewalk Modification
- 10min for maintenance access
Bridge Structure
Driveway Modification between face of retaining walls/
Direction of Traffic barriers and adjacent
obstruction/roadway
CITY OF
PALO ALTO
Profile View
I t00 R.CAliMRINOR-0HYAY
2OFT _ TSFT
TO NEAREST HOME
PERMANENT TRACK
- (RETAINED EARTH FILL)
4TRACK ',TRACK
10 Y OVERHEAD nee eam
to maximize CONTACT SYSTEM
30F1 HIGH MAX
utility of ROW
i 6' SOUGAnnen ,
DARRICR
J/ EXISTING WALL
Ii BACKYARD
EXISTING - is
1t]-. GROUND _
Typical Section
Plan View
J.
20
19+00 20+00 21+00
Confirm proximity of OCS
and centerline of tracks
TEMPORARY
SHOOFLY TRACK
OVERHEAD
CONTACT SYSTEM
TOFT HIGH MAX
R TEMPORARY
FENCE
BARRIER
Item 13: Staff Report Pg. 145
Packet Pg. 482 of 636
Meadow Charleston - Viaduct
• Provide 16'6" vertical clearance requirement for the extent of the Caltrain ROW —
will require reprofiling of roadway and/or Caltrain tracks.
• The vertical dimension from the top of the roadway to the top of the rail should be
24' instead of 20' to accommodate 5 -foot bridge depth and 2'-6" Rail.
• Provide bridge width to provide access for Caltrain maintenance and emergency
vehicles.
• Adjust retaining walls to accommodate 4 -track and 4 -track transitions.
• Provide sufficient space (10' min) for maintenance vehicle access and maximize
utility of Caltrain ROW.
• Construction of permanent MSE walls to be at 20' from center of shoofly track—
constructability clearance from OCS and active railroad.
• Roadway design to meet Caltrans HDM/AASHTO'Greenbook'/AASHTO `Highway
r -t-1-- RA ---..-I1
21
Summary
Item 13
of Comments Meadow Dr & Charleston Rd Vi AttacnmeeviewSnt J - taf PrTeseniaal
Comments Review Staff Presentation
at Rail Committee
4 -Track Influence Area
Transition between 2 -Track and 4 -Track
Fill retaining walls to accommodate 4 -
track and transition between 2 -track
and 4 -track
a
a i
W
)WI
W IUNDrLANEI
IEYERbfNI 1T
LIMITS OF ROADWAY LIMITS OF ROADWAY -
Gocey
LOWERING
o LOWERING PALO ALTO
t CITY LIMIT
CALTRAIN RIGHT OF WAY (EAST)-----i
TEMPORARY TRACKS
CALTRAIN RIGHT OF WAY (WEST) - BEGIN
CONSTRUCTION
Transition segment should be tangent as I--�
special trackwork should stay outside of
vertical curves I - -
106.00 110.00
APPROXIMATE GROUNDWATER
ELEVATION
p.
Barron Cri
117:00 +10.00 113.00
Design speed is 110
mph for passenger
rail
CITY OF
PALO ALTO
NEW TRACKS
OF PAL
85.45
Alm. si
I--------- ,I f
\ Roe.. Pri j F
CPlan View
CHARLESTON RD
I TOP 0 RAIL
Increase distance roadway to top of
rail to 24' to accommodate 16'-6"
roadway clearance
HI0 110.00 14500 160.00
Profile
1% grade is the current maximum
without variance. 1% to 2% grade
requires review and approval by the
Director of Engineering
Item 13: Staff Report Pg. 147
137.00
.... — - �.
END
CONSTRUCTION
VIADUCT PR FILE
-0.031%
Abbe Crook
LEGEND:
New Permanent
Landmark
Track
Existing
Creek
Tracks
Viaduct Track
D Bridge
Profile
Existing
Groundwater
Ground Level
Caltrain
Right Of Way
Packet Pg. 484 of 636
Item 13
al
Summaryof Comments Meadow Dr & Charleston Rd Vi AttaenmeeviewSnt J - taffPrn esenati Comments Review Staff Presentatil
at Rail Committee
100 FT CALTRAIN RIGHT-0E-WAYX(WIDTI
STREET
DUCED2FT)
RAFT
•TO NEAREST HOME
PERMANENT TRACK
RETAINED FILL
VIADUCT APPROACH
OVERHEAD
CONTACT SYSTEM
3OFT HIGH MAX
4TTUCK 4TTUCX
EXISTING TRACKS
OVERHEAD
(TO REMAIN OPEN
�.
CONTACT SYSTEM DURING CONSTRUCTION)
\
30 FT HIGH MAX
EXISTING , FAIS(ING
TbcC IRA(.
EXRD—B SOUND WALL
BACKYAKYA, RD BARRIER
FENCE
•.�. —WALL
•EXISTING — BARRIER B FT
EXISTING / r FENCE MAX
GROUND
ALMA STREET
Typical End Section
LConfirm proximity of OCS
and centerline of tracks
> CITY OF
PALO ALTO
Place the permanent track
alignment to enable
maintenance and maximize
utility of ROW
20 FT tU%
TO NEAREST HOME
OVERHEAD
CONTACT SYSTEM
3OFT HIGH MAX
RIGHT -0F WAY
EXISTING TRACKS
(TO REMAIN OPEN
DUPING CONSTRUCTION)
4 EAETINO J EATING
TRACK
EXISTING BACKYARD `I I 1
FENCE � �+► i �
10' min for maintenance
access between face of
retaining walls/ barriers and
adjacent
obstruction/roadway
The plans show
part of the viaduct
constructed
outside Caltrain
ROW
'ERMANENT TRACK
OVER EAD
CONi TSYSTEM
XOFT 'OH MAX
4TRLK f Q
f SOUND WALL
BARRIER
CABLE DUCT
20 FT MAX
EXISTING 16'-6" mm n
GROUND
from roadway
fEXISTI"° to soffit caurc
Typical Section
Packet Pg. 485 of 636
Extend OCS
foundation to
connect with
bridge pier
Next Steps
The goal is to provide sufficient information for Rail Committee to evaluate
alternatives and make recommendation to the City Council. Therefore, Staff is
seeking
• Rail Committee's review of comments to provide guidance to staff on
specific elements.
• Direct staff to proceed coordination with Caltrain Staff or their
Consultants and/or City's project consultant for material changes to
alternatives
24
Item 13
Attachment J - Caltrain Technical
Comments Review Staff Presentation
at Rail Committee
CITY OF
PALO
ALTO
Item 13: Staff Report Pg. 150 Packet Pg. 487 of 636
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
• rai
•1l1lIUIIII! 1tI.1III
March 19,2024 w Ito.org
Item 13: Staff Report Pg. 151 Packet Pg. 488 of 636
City and Caltrain Staff
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
• rai
City Staff Caltrain Staff
• Philip Kamhi, Chief Transportation Official
• Ripon Bhatia, Senior Engineer
• Robert Barnard, Chief, Rail Design and
Construction
• Mike Rabinowitz, Principal Planner
• Navi Dhaliwal, Government & Community
Affairs Officer
• Edgar Torres, Consultant, Kimley Horn and
Associates
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 152
Packet Pg. 489 of 636
Purpose
• Review of the Grade Separation Alternatives for Churchill Avenue,
Meadow Drive, and Charleston Road Crossings, including Consideration
of Caltrain's Review and Results
• Rail Committee's reviews and provide guidance and directions to staff.
• Recommend that Council Advances (or Eliminates) Specific Alternative(s)
for Preliminary Engineering and Environmental Documentation.
Background
CITY OF
PALO ALTO
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
Alternatives developed, reviewed and updated (2018 - July 2020)
Community Outreach & Community Feedback (August — October 2020)
Deliberation and Recommendation to City Council (November 2020 - March
2021)
Council Review and Discussion
Meadow Drive — Charleston (Narrowed Alternatives) - August 2021
Churchill Avenue (Preferred Alternative & Backup Selection) - November 2021
• Reviewed and Refined underpass alternatives (June 2023)
• Reviewed and updated Council Adopted criteria (May 2023)
• Conducted Review of Preliminary Geotechnical (August 2023)
• Study Session of Caltrain four -track segment analysis (November 2023)
• Discussion of Caltrain comments with Rail Committee (January 2024)
• Reviewed Updated Summary of Evaluation Criteria (February 2024)
Packet Pg. 491 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
• Schedule
Caltrain's Guiding Principles
Executive Summary
Caltrain's Results of
A 1 ' A Process by Alternative
Next Steps
Item 13: Staff Report Pg. 155 1 Packet Pg. 492 of 636
Jan Feb Mar Apr May I June Jul Aug
City and Caltrain to collaborate for Selection of alternatives to
advance into next phase
City and Caltrain collaborate to develop and execute agreement with FRA
Develop Service Agreement and/or Cooperative Agreement
with VTA, Caltrain, City for PE & Env Phase
Prepare and Execute Funding Agreement
Review Alternatives Recommend Local
Preferred Alternative(s)
City Council to review and select
ocally Preferred Alternative(s) for
next phase
Execute FRA Funding Agreement
Sept I Oct I Nov
Begin PE & Environmental
Next Steps
The goal is to provide sufficient information for Rail Committee to evaluate
alternatives and make recommendation to the City Council. Therefore, Staff is
seeking
• Rail Committee's review and selection of preferred alternative for
recommendation to the City Council
• Study session with City Council (April 2024)
• City Council to select preferred alternative for advancement into
Preliminary Engineering & Environmental Documentation phase for
Meadow and Charleston Crossing (May/June 2024)
• Execute Agreement with ERA and Service Agreement/Cooperative
Agreement for Preliminary Engineering & Environmental with Caltrain &
VTA
:)NNLCTINU
PALO
ALTG
INCFPTUAL
Item 13: Staff Report Pg. 158
Packet Pg. 495 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Caltrain's engagement on Connecting Palo Alto Alternatives
• Execute Service agreement
• Initial review against Caltrain's 2024 standards and policies
• Meetings with Palo Alto staff to share initial observations
• Presentation to Palo Alto's January Rail Committee of initial observations
• Today - presentation with an intent to focus on developing solutions
Item 13: Staff Report Pg. 159
Call
Packet Pg. 496 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Developed draft solutions based on available planning
level information
• Deeper dive analysis to support decision -making
• Seeking to balance needs of railroad and community
• Maintain utility of region's investment in Caltrain
• Enable community's vision for Palo Alto
• Intent to minimize additional private property impacts
Item 13: Staff Report Pg. 160
Calf
Packet Pg. 497 of 636
•114 K0
71
I
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Steps Guiding Solution -Oriented Thinking
• Engineering Team workshop of potential design and constructability solutions for all alternatives
1/29 (internal)
• Shared potential design and constructability solutions with City
1130 • Received Questions from City
• Caltrain Team met with Chief Safety Officer, Chief Operating Officer, Director of Engineering
1/31 regarding solutions and questions (internal)
• Shared feedback on design and constructability solutions with City
2 1 • Caltrain Team met with Executive Director regarding solutions and Caltrain expectations (internal)
• Caltrain Team begins applying direction to exhibits and materials (internal)
2 2 - 2 9 . Ongoing coordination between City staff and Caltrain
2/13 and 2/16 • Caltrain Team shares materials with City staff
3/19 • Rail Committee presentation
Item 13: Staff Report Pg. 161
Call
Packet Pg. 498 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Reviewed Connecting Palo Alto Alternatives with a focus on
• Safety — Constructability
• Engineering — Practical Constraints
• Maintenance and Operations
• Policy and Agreements — Ensure projects are designed to meet Caltrain's future
railroad needs and preserve property rights.
• Design Criteria "Preserve the existing ROW' (2007, 2011, 2020, 2024)
• Rail Corridor Use Policy (RCUP) (2020)
• Property Conveyance and fee schedule policy (2010, 2021)
• California High Speed Rail Authority agreements
• Union Pacific Railroad agreements
Item 13: Staff Report Pg. 162
Call
Packet Pg. 499 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Railroad property is Caltrain's most valuable and durable asset
• Caltrain will explore encroachments through revocable license agreements subject to
appraisals, annual fees escalated at CPI, and Board approval via the RCUP and
Property Conveyance processes.
• For all alternatives and configurations requiring temporary use of Palo Alto right-of-
way, a future "construction, operation, and maintenance agreement" between the
City and Caltrain is needed.
Item 13: Staff Report Pg. 163
Call
Packet Pg. 500 of 636
Item 13: Staff Report Pg. 164
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Caltrain must be able to retain the utility and durability of Caltrain's ROW now and in the future.
Caltrain is seeking to be held fiscally harmless from the City of Palo Alto's selected alternative.
Current at -grade crossings support
Caltrain's use of its full ROW width
for railroad purposes
2021 Conveyance Policy
"Staff will analyze the request to
ensure ... applicant's
improvements are designed to be
compatible with the broadest range
of possible transportation
alternatives for the entire width of
the ROW"
Calf
Packet Pg. 501 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Caltrain must be able to retain the utility and durability of Caltrain's ROW now and in the future.
Caltrain is seeking to be held fiscally harmless from the City of Palo Alto's selected alternative.
Caltrain Caltrain
ROW ROW East interior of bridge to be
st interior of bridge to I 25' offset from MT1 track
125 offset from MT2 I center
:k center +I
Total e th = 710 ft
50
40
30
20
1u
0
Park PedlBlke
Bridge —
Blvd
-0,5°x.
io
195' VC
Will requirer sacrificial
beam when less than 166'
M' 1 Alma St PedlBlke
MT2' Bridge
I
Original Ground
ro
N 11010 190' VC
Profile Grade
Provide a minimum 15'-6"
Emerson st40 vertical clearance with
variance and sacrificial
J10 beams across entire
20 width of Railroad ROW
101+00 102+00 103+00 104+00 105+00 106{00 101400 108400
Item 13: Staff Report Pg. 165
10
0
Cal.h
Packet Pg. 502 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
Caltrain must be able to retain the utility and durability of Caltrain's ROW now and in the future.
Caltrain is seeking to be held fiscally harmless from the City of Palo Alto's selected alternative.
• City designs that do not allow for above may proceed, but City will be responsible for re-
building roads, or the incremental cost to the railroad to utilize the Caltrain ROW.
Caltrain Caltrain
ROW ROW
West interior of badge to
be 125' offset from MT2
track center
Total
PedlBlke M'1
Blvd
Park Bridge MT2;
I
-0.5%
30 10
195' VC in
20 7?4;�
Will requirer sacnficial
10 beam when less than 16'6 ,
Ith=710 ft
Alma St
East interior of bridge to be
25' offset from MT1 track
center
Ped/Blke
Bridge
— Original Ground
c0
N11010 190' VC
Profile Grade
Emerson
St
40
30
20
101+00 102+00 103+00 • 104+00 • 105+00 106{00 101400 108400
Call
Item 13: Staff Report Pg. 166 1 Packet Pg. 503 of 636
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
Executive Summary
Item 13: Staff Report Pg. 167 1 1 Packet Pg. 504 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
High-level • Roadway and railroad
Findings improvements viable with
refinements to Alma Street cross
section
• Bikeway western encroachment
into Caltrain ROW not viable
• Reduce width of pathway facility to
fit within available 25' expired easement
or widen to the west
• Or relocate pathway undercrossing
to 3ealeAve/Peers Par (under
preliminary review by others)
• Moderately
viable with
refinements, less
than optimal eastern
ramp width (-7')
• Wider eastern
ramp would impact
Alma Street travel
lanes
• Viable
as shown
Item 13: Staff Report Pg. 168 1 Packet Pg. 505 of 636
Item 13
Attachment K - Caltrain Technical
.)Yi'ILI
e.ow/Charleston
iTr1 [11(]ItlU
I , of
d
Review Results (Caltrain and City
nitaff Presentation) at Rail Committi
High-level • Viable with refinements
Findings • Includes elevating
width of CaltrainIs ROW
to retain utility
• Shooiiv i acKs will
impact Alma travel lanes
(12') during construction
• Viable with refinements
• Permanent impact to Alma travel
lanes for approach structures
(19')
• Reducing the impact to Alma
travel lanes for approach
structures requires a new shoofly
track (6')
• To retain use of Alma travel lanes
below viaduct requires a more
complex structure
• Caltrain to etain existing at grade
tracks for railroad purposes
• Viable with
refinements
*Trench Alternative, At the City of Palo Alto's request, Caltrain was not charged with reviewing the trench alternative after it was replaced by call
the viaduct alternative within the Service Agreement.
Item 13: Staff Report Pg. 169 1 Packet Pg. 506 of 636
a
Churchill Alternatives
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 170
0
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Call
Packet Pg. 507 of 636
a
Churchill Alternatives
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 171
0
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Cali
Packet Pg. 508 of 636
/Ave 711
J
license agreement is required, subject to appraisal,
annual fee (indexed to CPI), and Board approval
ti
Interior of bridge to
accommodate:
25' offset from MT1 track center
\\\
\ �r 44 f
. V: &
Churchill Partial Underpass wl
Kellogg Undercrossing
Longer bridge span to accommodate
design vehicle turning templates
Existing 25' easement for Item 13 Embarcadero Bike Path has expired, AttachmentK- CaltrainTechnical
a revocable license agreement is Review Results (Caltrain and City
required, subject to appraisal, taff Presentation) at Rail Committe
annual fee (indexed to CPI), and
Board a royal
15'-6" vertical clearance is allowed
with variance but will require a
sacrificial beam with an agreement for
the City to cover the cost (of repair and #
Caltrain operations) if beam were to be
struck
Item 13: Staff Report Pg. 173 Packet Pg. 510 of 636
•+
..,,. � is • -�?�
/rag1
I[ISul1[0[a11411K ,�1I1[$
50
40
30
20
E,ler np 25 eeaemenl roa
EmDi-cadarc Bwe Pam hu
e.ped, a rerxable Icteae
aq eene a roda..'ed
aabpcl to appaiaal, mnal
lee is aeied b CPIs, and
Bowel MWM
E*Ik Bleachers —
'o Be Reconstructed
Toalhngi.42541
N6
rm Aire SI
I I I All I
- r
QI
oaQw yy ink .
Prd�e Gr 12 5 afte1 Pom MT2 .21L
Wr pdnow egaae 2S
and marnenarce
99.00 100+0^ -I'' 'I^. r ��,•�m 101.00 105#00
Churchill Ave (Profile)
m. 3' erooacnmerl
MT•2 MT -1
_______ Track mn l5 Track mm 25'
60
so
$o
30
OlrfYl hOm UT'
mUr'Wlsrlcq
20
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Item 13: Staff Report Pg. 174 Packet Pg. 511 of 636
a,
rmum 3
ncroachment into Caltrain
Row, revocable license
.agreement Is reqund,
sub)ec1 to apprare1,
Jnnual fee (indexed to
CPI) and Board provat
Alma St
Partial
as
Une
a
xistng 25 easement for Embarcadero Bike Path
has expired, a revocable license agreement is
required, subject to appralsral, ermu fee (indexed to
CPIs. and Board al
onn. w
lx5'
g r
Ta
a)
I
Longer br a span to
,ccommodale design turn np
rim ales
Caltrain abrwd to dore for
inspection and naantenance
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
t .6 verticaldearance is al owed but will ,
require a sacrificial beam w'th a shared
reCmvnt for the C'ty to cover the cost it
U
am were to be struck
Interior of bridge to accommodate 25 offset from
MT1 track center (towards Alma Stl and 12 5' oftse
rom MT2 track center (towards onvale orooertvl
it i _ rJ` �• _�
_' •a
rarer
New tracks 15 a'
No further encroachment
id
See Detail A on this sheet on west se due to OCS
•
f 1 LEGEND:
Track
RelaInIng Wall
Rlghl-of-Way
• Roadway Modifications
Ped!Blke Ramps & Sidewalks
Structure
,.,: )n of Traffic
Item 13: Staff Report Pg. 175 Packet Pg. 512 of 636
a
Churchill Alternatives
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 176
0
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Cali
Packet Pg. 513 of 636
Tunnel to extena
from ramp to ramp
under ROW
JAIma
Shift away from tracks
for constructabillty
purposes.
All improvements
must remain in
existing 25'
easement (expired i
or west of easement
a
Maximum 3'
encroachment into
Caltrair ROW.
revocable license
agreement is
required. subject to
appraisal
No further encroachment
into Caltrain ROW
Item 13: Staff Report Pg. 177
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
Under preliminary review by others:
Locate bike path at Seale Ave connecting
Peers Park
Call
Packet Pg. 514 of 636
a
0
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Churchill Alternatives Viable as shown
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 178
Cali
Packet Pg. 515 of 636
■
Churchill Alternatives
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 179
0
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Cali
Packet Pg. 516 of 636
Caltrain will be allowed to close a lane
on Alma St to inspect retaining walls.
Permits will be at no cost to Caltrain and
will not be unreasonably withheld.
/ .
p.
1iI:{i
a
0011 r/
0
a
I
Ill's
Interim Condition
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committi
• rai
Item 13: Staff Report Pg. 181
Packet Pg. 518 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
TT' [,AILIL 1T.11 • , 'Nvbr'ld Staff Presentation) at Rail Committl
95' North of Meadow
100' South of Meadow
CALTRAIH RICHTAF•WAY
ALMA STREET
20 FT. ,0.
TO NEAREST HOME
PERMANENT TRACK
(RETAINED EARTH FILL)
QTRACK TRACK 25
OVERHEAD
f TEMPORARY
CONTACT SYSTEM
HOOFLY TRACK
30 FT HIGH MAX
of east
Final location
j TRACK TRACT
•
retaining wall
6' SOUND WALL
BARRIER
i
t OVERHEAD
CONTACT SYSTEM
SA FT. HIGH MAX
EIBSTINO WALL
RACKYARD
-, FENCE
I j'
1E FT. MA%,
Can111eVEred
TE MPORARY
F
FENCE
CC5
ETISTIHG
HARRIER
GROUND
ALMA SREE`
Temporary wall
Example Sections - Hybrid - Looking North
Interim Condition
- 1d'
20 FT, y
TONEAREATHOME
OVERHEAD
CONTACT SYSTEM
00 FT HIGH MAXM
8' SOUND WALL
BARRIER
E70STINI WALLS
BACPENCE
FENCE
OFT. MAX
— EXISTING
GROUND
Example
Retained fill between temporary
wall and Alma Street wall to
maintain utility of Caltrain
operating ROW.
Item 13: Staff Report Pg. 182
95' North of Meadow
100' South of Meadow
100 FT CALTRAIH RIGHT-OF-WAY
PERMANENT TRACK
(RETAINED EARTH FILL)
4TRACK TRACK
.. ti
I I i
� 41
Cantilevered
ocs
Wall
Ins'- Hybrid - Looking North
Final Condition
ALMA STREET
~lT1UIrr1'flIH
FinatretaiOVERHEATCONTACT SSfl FT, HIGH
B'TEMPORARY
FENCE
DXRRIER
ALMA STREET
Call
Packet Pg. 519 of 636
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Implications of ROW Offset
at Meadow Drive
U;.
80' 100'
Call
Item 13: Staff Report Pg. 183 1 Packet Pg. 520 of 636
Meadow/Charleston Hybrid
:r -
r ;
I
.5 4 l]
•.
ALMA ST
' . - - kill I 11 -, f ,•
•
I ... •1 ... __
t I
.{t .iii .�,•,1*.,I'' ..
��� ��=rte' �6• iov racKer -g.:, I or
Meadow/Charleston Hybrid
9'
25' clearance between track center and
construction barrier/fence
45'
,9-Sp;-•:}rF7i �,o-r -.- i.4r•:•1•'
-- ------'-'--.—•. ~r - .•�•�.J+.�- rte+
- . ___lIt*I.
ti �} {�••Ff 1 t .• '�
'Fart• , _ i. ��� � �r ��� • -. �
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
TT' [,AILIL 1Trl arlestoTNvbr'ldIiF taff Presentation) at Rail Committi
Example South of Meadow
Build Hybrid and Approach Structures with
Permanent MT1 and MT2
� h
CC1
•1
,
�'t#�4�a MT1 s.,,.�:.tia. i 4]�+��u► }u •°���i�_J5lAy.µJ.y.LtU,�'�;�'µt!Ft'�}`'r'�` ��"'!�4�+�_�F+�4�ri+1.�j;.�1
r .rFi•r tii r• r•,•
MT2 4 _
New Main Track 1: MT1
-�*qq______________- -
2: MT2
Item 13: Staff Report Pg. 187 Packet Pg. 524 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
TT' [,AILIL 1T11 arlestoT Nvbr'ld Staff Presentation) at Rail Committi
I Example South of Meadow
Remove Temporary Shoofly tracks along Alma
I Street
SF1
SF2
MT2
Construction zone
Item 13: Staff Report Pg. 188 1 1 Packet Pg. 525 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
TT' [IAIL 1Tli arlestoT Nvbr'ld Staff Presentation) at Rail Committi
I Example South of Meadow
I Shoofly tracks removed, prepare for next phase
MT2
Construction zone
Item 13: Staff Report Pg. 189 1 1 Packet Pg. 526 of 636
Item 13
Attachment K - Caltrain Technical
'
Review Results (Caltrain and City
ow/C ' �. • , ' . ' ' taff Presentation) at Rail Committi
v,. -'
Example South of Meadow
Build Final Eastern Retaining Wall and Retain Fill Construction zone
Final Retaining
7 Wall
MT2
*44
Item 13: S=Report 190 Packet Pg. 527 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
TT' [IAIL 1Tli arlestoT Nvbr'ld Staff Presentation) at Rail Committi
I Example South of Meadow
I Final Condition
r
MT2
Item 13: Staff Report Pg. 191 Packet Pg. 528 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committi
NORTH of Meadow Avenue Bride 4
9 Looking South25' clearance between track
)4'J", '�'�.- = l �- .
_ center and fence Fina
45'
Existing
l _ _
jv-
E�
Cale
Item 13: Staff Report Pg. 192
Packet Pg. 529 of 636
1 1 9 1 1
Plan View
Meadow Drive r� "� •
•r
Palo Alto
cwn weI a elloevelo dose
a ten on Mme 6i a nepea
raWNrgwk Preehwletit
' el ro co 10 C*w Nd wi
no Oa unworal lr wl* .
See povow CMOs aaceon • WII rprrr r:Acaoe R1
Ikerae ap•rerba
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail Committ�
nb rq was
Ira
NAM rArlli q wale d
d ello* en Aline $I
Nre
.7
• ..—.To San Frandsco — -_
—
ISo * Mesdowi
Sea porided eecoon
4NwM d Meadow)
To San ,k)S9
Move retanrq wall b I U
err
e prdea rtanmlm wrbral w
Mean ralenwq we b 10'
dl Iw
4 �( M r Iru� cents canlroh
uwwtl ap trrn
an propw•ty
c4rince I t6' 6' or I S 4'
poprrry ,
.
•
we eapillCtal Oeerl Is rd
erhreedeaaeGhaer
t
yracssw Wdgrecasfa
,�
�
POW.e.uawcaa
Is
ll(n
*eSf3SSwllNlI1W0'
ROW aMuw± and ,eta wa3 calla
(
coons ro rooulo rpa0 Or pay
' .rtwVaI Wet Io rat
wit be P Pd b maatitr jlV
a'' (
� •
plain Ot reF010 COn10p
�..
d Cennn ROW
•
•
* Y
� •
Park Blvd e„
Pyce wesaem ratan rp ww' st
IC nom reanwnu ricc* y Ins
LEGEND:
, y ja4qj4 i
• Park Bbd
1 f` e
re+poarywwiwwestloos�d
oafwem xil tan d nyord
••acu and �aTa+d d snoouy
Permanent I Alignment
Retaining Wall
Caltrain Right -of -Way
Limits of Roadway Modifications
Sidewalk Modification
Bridge Structure
• Driveway Modification
w.. Direction of Traffic
Item 13: Staff Report Pg. 193
Call
Packet Pg. 530 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committi
Plan View '�
Caltrain will be allowed to closr Place shoo'l ,
Charleston Road a lane on Alma St to inspect as possible
retaining walls. Permits will be
at no cost to Caltrain and will '•
not be unreasonably withheld
I'
Will require revocable Move retaining wall to
ry ROW line
license agreement '�
.�i.
Place eastern retaining wall after
�" 4•:4 ` removal of shoofly or Alma St
Al St property line
—Az;. See provided section
(South of Meadow)
fJ11ht_* / IJJ - ___ I
If bridge minimum vertical Move retaining wall to 10' 1iMT1 lracKs'" center controls
clearance (16 6' or 15 al property line • railroad alignment
with sacrificial beam) is not r ?� r
"\ \
achieved across Caltrain r'
ROW it will be the City's trj 1►1 Tacks will be aligned as far west
choice to rebuild road or pay +-��;,,.„,, as the ROW allows and retaining
incremental cost for raising LEGEND: walls will be placed to maximize
portion of railroad corridor U • , Permanent Track Alignment utility of Callra n ROW
Retaining Wall
t � 6 � 3 � Peace western retaining wall at
•r•,;;+� j , Caltrain Right -of -Way
10 from residential property line.
���. r R �%q
r+ r . Limits of Roadway Modifications
Blvd Sidewalk Modification 1b; THmporary wall will be required
Bridge Structure. between activation of hybrid
' Drivewa Modification ' - tracks and removal of shoofly
Item 13: Staff Report Pg. 194 Packet Pg. 531 of 636
■
Churchill Alternatives
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 195
0
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Cali
Packet Pg. 532 of 636
Item 13
Attachment K - Caltrain Technical
� � Review Results (Caltrain and City
taff Presentation) at Rail Committe
\ Q
Z
Z� \
0 I 0
With a 13' translated shoofly, viaduct and approach y 1 FE
LUNDY LANE w BEN LOMOND DR
structures will need to be placed over Alma Street ROW. f
Viaduct will be required to provide 166" vertical clearance _ 9p w
from structure and appurtenances. N 0� __ St Andrew's
j I I United PALO ALTO
//77fJJn\\
n�-� �I I Methodist CITY LIMIT
\LL �F t Church
1_'/_.4..----- --
w II JJ W L/ EXISTING TRACKS 7
-LL 1J_flI Li L1J _1/i Park Blvd TO REMAIN OPERATIONAL CONST CTION
END
" "'�' i DURING CONSTRUCTION
I
Robles Park L w
I__- -______- ___- ' - .> - JTT L ____
Caltrain will retain use of remaining tracks for railroad
purposes as it deems necessary. Tie-ins will require additional engineering and
constructability evaluation during Preliminary Engineering
Approach structure
approximately 1,600 feet long
south of Charleston Road
Cali
Item 13: Staff Report Pg. 196 Packet Pg. 533 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
• �. ' , ' 1Trl arleStOT ' I U [Itaff Presentation) at Rail Committi
Example South of Charleston
I Existing Condition
MT2
t
Item 13: Staff Report Pg. 197
Main Track 1: MT1
ck 2: MT2
Packet Pg. 534 of 636
Example South of Charleston
. .. .. - -•--_-
Viaduct and Approach Structure
Footprint without Shoofly
MT1
MT2
0
a
I
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail CommittR
Construction zone
Item 13: Staff Report Pg. 198
Packet Pg. 535 of 636
I Example South of Charleston
I Existing Condition
MT2
0
a
I
0
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committi
Item 13: Staff Report Pg. 199
Packet Pg. 536 of 636
I Example South of Charleston
I Build New Shoofly 2
MT1
MT2
SF2
0
a
I
0
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committi
Build SF2
2: SF2
Item 13: Staff Report Pg. 200
Packet Pg. 537 of 636
0
Example South of Charleston
Build Viaduct and Approach Structures with
Permanent MT1 and MT2
.MT1
a
C1
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail CommittR
Construction zone
MT7
IliK �rl
SF2
Item 13: Staff Report Pg. 201
Shoofly 1: SF1
w
Ch
2: SF2
Packet Pg. 538 of 636
— SI
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
• �. ' , ' 1Trl arleStOT ' I U [I Staff Presentation) at Rail Committi
I Example South of Charleston
i Final Condition
MT1
MT2
Siding 1
Siding 2
Tracks to remain for
future railroad use
Item 13: Staff Report Pg. 202 1 1 Packet Pg. 539 of 636
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
• �. ' , 'IL 1Trl arleStOT ' I U [I taff Presentation) at Rail Committ(
SOUTH of Charleston Road
Looking South
Using Shoofly Tracks
r)
M
\ \ \ i _____ -
\\\
25' clearance between track -
center and structure' f „
Item 13: Staff Report Pg. 203
Call
Packet Pg. 540 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committl
•TO MEARESHONE
Ltay •equ,e. On •,hn(rP(4
hack on'we5! 5rde
OVFFHEAD
CONTACT SYSTEM
)3F HIGH'AAX
LASTING
— BACHYARD
FENCE �1
� EAISIING
GROUND
iI
17
95'
4*A CALY'RAINNIGHT-O *AY 'L p„
Ii
I ,_. 70 FT rut
PERMANENT TRACK . •10 NEAREST NGME
RETAINED FILL
AIr, ..1 ,•-, lip.: r.
25'ONee1
VIADJCTAPPROACH
hom OCS
-- ovERr,EA0
tmin 10"i
CCNIACTSYS'EM
SIFT IN M
O!y *11 grant pontoon of
May require on shoofly
i lima roadway
under railroad Ir
!ratk on vinyl sde
EXISTNG TRACKS
Ire
al no cost to C3ltrmn
ITO REMAIN OPEN
or
other ROW agreement
DURING CONSTRUCTION)
[___.,
TRAIO - TRACX
Caltrain will be allow,.C':
dose a lane on
a I'
to Inspocl rolarnrrq wool':
NadUCt. and vertical
s
appurtenances -•at no
AlBcost to Crain
EXISTING
IAC'IYARD
/ MALL
FENCE
i
-.
EASa17 BARRIER
IFT-
MAX
• r
ALIM STREET
(`7
Example Section - Retained FIN- Looking orth
(Typical End Sections)
Approach structure approximately 1,600
feet long south of Charleston Road and
2,000 feet long north of Meadow Dr
Item 13: Staff Report Pg. 204
95
-W" CALTRAIN ROHTOF.IWY
ALMA GTRET
I34' 47.5'
PERMANENT TRACK ANn Stmt ROW
1 rI
25' or' CGNT
from OCS grMe,� i �uk.R
SOFT HONWX
(min. 101
City will gran) on of
oadway undo viaduct in
EXISTING TRACKS lee at n o cost to Caflrarn
OVERWAD ITO REMAIN OPEN or other ROW agreement.
covActsys1EN DARING CONSTRUCTION)
m FT W04INX Caltrain will be allowed to
t Eattwo r, Ex sr„ close a lane or Alma St
--'"'R —_ �e IC inS.7..i1 rrr!y w3114
raO. t, and VertCal
appunerwsces--at no
cost to Cation
~ A RETE Sol oetor,
l
I 70f'MAX
-EASTIK i COMCWTE Cot WIN
MOUND I,•"
• /TLNA iTREET
Example Section - Viaduct - Looking North
(Typical Between Meadow Dr & Charleston Rd)
Call
Packet Pg. 541 of 636
agree^renr e0' pCrr'Dn or
rcadaay under viaduct n
Mn II 'ii) Los! r0 (.dy
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committl
n FT _ 1a EL
•1O NEARES* HE
Maly regu re on sIIOOIIF
track on west side
OY9tiEAD
CONTACT SYSTEM
001' HIGH MAX
EXISTING
BACAYARO
FENCE
EXISTING
OROUAO
100 FT CALTIUIN RIOMTOF.WAY
25' ONset
from OCS
lmin 1C',
EXISTNG TRACKS
ITO REMAIN OPEN
DURING CONSTRUCTION)
' I wanAa ; aaalTNa
lAce ' TRACR
PERMANENT TRACK
RETAINED FILL
VIADJCT APPROACH
ALMA 0TRHT �I
• 14 S' to 27 into Alma
Street ROW
�: OY!NNEAO
CONIACTSYSIOM
lOFT I%H
City will gramGCI' r'
JTRACR roadway un0e'railroad
d no cost to Caltra'
bwr RIIYi
Canraln will be allor'3
close a lone on Alma St
to InspcCt retaining wain
v'aouct. and Yenlcal
BA appurtenar es -al no
;c I Ic Caltrain
MALL
BARRIFR BIT
/MAX
M1X
Example Section- Retained Fill- Looking/North
(Typical End Sections)
Approach structure approximately 1,600
feet long south of Charleston Road and
2,000 feet long north of Meadow Dr
00 FT CALIRAIN RUMTOF-WAY ALMA STRI₹T
MF1
1...nn anrcn.et.
ISFT r
14.5' 0 27 iM0 Alma
TO NlARlat NOME
PERMANENT TRACK StreN ROW
Ct. '
25' Olhet CONTAL
from OCS 'k' f ` • i irw,A IO F7 NUM IMX
(mn.101
May require on snootly
City wnll grant potion of
Ita(fr on west sde
roadway under Viaduct In
EXISTING TRACKS 1N at no oost to Calhaln
OY CIR:AD ITO REMAIN OPEN ) I ll or other ROW a eemm.
C04TICTSYSTFM DURING CONSTRUCTION)
wFt Ie0"MAX CattrainWobeeNawedto
F,
lReTaq r EMITI40 I�Se a Iw1e On ANna SI
IRAN YRACN �
_ b fnaped rem— wa11.
ViaA1d, atd 1lertfT',af
appurtenwreerri no
rest 10 Cmpn
EXISTING
I
IACFENCE ,
FlNC! �
RETE 50i ORDER
iEXZrM
J
b C
CONCRETE COLUMN >
^
GROUND
g
LNA iTREET
Caltrain al! on"
Example Section - Viaduct - Looking North
(Typical Between Meadow Dr & Charleston Rd) t KUVUIderYlaaDaln
Naa1e0costtoCty
Item 13: Staff Report Pg. 205
Call
Packet Pg. 542 of 636
Meadow/Charleston Viaduct
Chrrleslon He
low Drive Intersection I `+�
■
Churchill Alternatives
Meadow/Charleston Alternatives
Item 13: Staff Report Pg. 207
0
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
aff Presentation) at Rail Committ(
Call
Packet Pg. 544 of 636
r
Will require revocable
license agreement
," \\'1
\\ hl 1.l
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
taff Presentation) at Rail Committi
Maintenance
vehicle crossing -
Pedestrian bridges typically have
additional vertical clearance due
to vulnerable users
ti 1 1
Interior of bridge extend
25' from MT1 (towards Alma Street) and
12.5' from MT2 (towards private property) •
UUlk1IlE
U■uli r :,
Maintenance
•
Place fence on - vehicle crossing
Caltrain ROW line
Provide required OCS
pole offset
Track alignment
shifted to west
New tracks -15'
Item 13: Staff Report Pg. 208
Packet Pg. 545 of 636
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail Committl
West interior of bridge to
be 125 offset from MT2
track
center
50
PedlBlke
Park Bridge
Blvd
40
30
195 VC
20
Will reguirer sacrificial
beam when less than
10
0
101+00 102+00
60
West interior of bridge to
be 12.5' offset from MT2
track center
50
PedlBlke
ParkBridge —
k
40
IW
0% --+---
c
,t interior of bridge to
offset from MTI track
Total Le gth = 710 ff
MT1 Alma St PedlBlke
MT2: I Bridge
— Original Ground
I
Uf off° 190' VC
296' VC
Profile Grade
Emerson
St
103+00 104+00 105'' 106400 10/+00 108+00
Meadow Dr Profile
East ir:e'ior of ;xaye to be
25' offset from MT1 track
center
MT1 PedlBlke
MT2 Alma Emerson
St Bridge St
I I
Odglnal Ground
b b I
00
b
100' VC
Prof e Grade
200+00 201+01 202+00 203+00 204+0C 205+OC 20b+0C 201+00
Ped/Bike Profile from Park Blvd to Emerson St
Item 13: Staff Report Pg. 209
• Interior of bridge over Meadow Dr to
accommodate 25' offset from proposed
MT1 track center (towards Alma St) and
12.5' from MT2 (towards private property
• Add maintenance crossovers on either
side of bridge over Meadow Dr
• 15'-6" vertical clearance is allowed but
will require a variance and sacrificial
beam with an agreement for the City to
cover the cost (of repair and Caltrain
operations) if beam were to be struck
Calf
Packet Pg. 546 of 636
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
• �. ' , ' ' ' [T1sTTI S-unn anioPresentation) at Rail Committ(
Interior of ondpe extend 25'
' 1 ' from MT 1 (towards Alma
�� Street) and 12.5' Irom MT2
;towards private property)
1J
Place fence on Cahrain ROW Ine
Alma St
See Orovded
See provided S- M section (South of
section iNonh of a Meadow)
Meadow)
MT1 track center
• controls railroad
alignment
Provide rogtsred OCS Pole Onset I'eoesa an Ardges b 1
'ypcally have
addbonal velcal
R Fa
Alignment Shitted to West vu riClrce due to
Track A
apn vt, neraDle users
Park Blvd ark Blvd
New Tracks • 15' on track center
LEGEND:
Track
Retaining Wall
Right -of -Way
Roadway Modifications
Ped/Bike Ramps & Sidewalks Call
II Structure
Direction of Traffic Item 13: Staff Report Pg. 210 Packet Pg. 547 of 636
Item 13
k Track alignment
Attachment K - Caltrain Technical
7� shifted to west
.y Review Results (Caltrain and City
f v" taff Presentation) at Rail Committe
• New tracks - 15' on
" track center
t-s-
i, �. Provide required OCS •
'r... •' pole offset •
p.
, 1„; , Maintenance
• vehicle crossing
t_ `
Pedestrian bridges typically have
�`. ��ran�� ► additional vertical clearance due
to vulnerable users
• . 4 .
ti -
tea"°. •, �
Interior of bridge extend - i
25' from MT1 (towards Alma Street) and
��.
' .y . �`' •' �• 12.5' from MT2 (towards private property)
M
L •
Place fence on
Caltrain ROW line
Maintenance
\ , ' • ' vehicle crossing
\ •
Item 13: Staff Report Pg. 211 Packet Pg. 548 of 636
�`• 9 �� : r
Item 13
Attachment K - Caltrain Technical
Review Results (Caltrain and City
aff Presentation) at Rail CommittR
70
60
50
-1`%
40
30
20
10
A
al
Nest interiorot b dge to
e 12.5' offset from MT2
crack center
Park Blvd Alma St
PedlBike— MT2 Mu
Bridge
166' VC 4
require sacrificial
n when less Ihan 16'6"
East interior o1 bridge 10 be
25offset from MT1 track
center
Original Ground
N� 10°I° 190'VC
Profile Grade
101+00 102+00 103+00 104+00
105+00
106+00
Charleston
Rd Pro
*1r_ a t1r� to
atilt ,i .Vrt
too we
gl
11't
WTi�p
yTTI
150 vc
70
60
50
Wright PI
40
-1% I
30
107+00 108+00
0110 MOM vit M
20
-1 10
0
109+00
Rldnd Groud
•�w xrvc
Prr orw.
• Interior of bridge over Charleston Rd to
accommodate 25' offset from proposed
MT1 track center (towards Alma St) and
12.5' offset from proposed MT 2 track
center (towards private property)
• Add maintenance crossovers on either
side of bridge over Charleston Rd
tl,
• 15'-6" vertical clearance is allowed but
• will require a variance and sacrificial
beam with an agreement for the City to
cover the cost (of repair and Caltrain
operations) if beam were to be struck
PedlBike Profile from Park Blvd to Wright PI Call '
Item 13: Staff Report Pg. 212 Packet Pg. 549 of 636
0
Plan View
Charleston Road
See pfovlded section
I North of Meadow;
LEGEND:
Track
• Retaining Wall
Right -of -Way
0 Roadway Modifications
0 Pcd/Bike Ramps & Sidewalks
0 Structure
0 Planting Area
Direction of Traffic
[1
Item 13: Staff Report Pg. 213
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
",taff Presentation) at Rail Committ(
Call
Packet Pg. 550 of 636
Next Steps
The goal is to provide sufficient information for Rail Committee to evaluate
alternatives and make recommendation to the City Council. Therefore, Staff is
seeking
• Rail Committee's review and selection of preferred alternative for
recommendation to the City Council
• Study session with City Council (April 2024)
• City Council to select preferred alternative for advancement into
Preliminary Engineering & Environmental Documentation phase for
Meadow and Charleston Crossing (May/June 2024)
• Execute Agreement with ERA and Service Agreement/Cooperative
Agreement for Preliminary Engineering & Environmental with Caltrain &
VTA
Item 13
Attachment K - CaltrainTechnical
Review Results (Caltrain and City
taff Presentation) at Rail Committe
v•
call
ci uT
CITY OF
PALO
ALTO
Item 13: Staff Report Pg. 215
Packet Pg. 552 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
I
fl
May23,2024 w Ito.org
Item 13: Staff Report Pg. 216 Packet Pg. 553 of 636
1
I— Purpose
Background
� Project Planning
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Technical Reviews
Alternatives Update
• Churchill Avenue
• Meadow Drive
• Charleston Road
IA
Next Steps
Item 13: Staff Report Pg. 217
Packet Pg. 554 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 218 Packet Pg. 555 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Alternatives developed,
reviewed and updated
(2018 - July 2020)
'-Community Outreach &
Community Feedback
(August — October 2020)
'Deliberation and
Recommendation to City
Council (November 2020
,March 2021)
CITY OF
PALO ALTO
•/Council Review and Discussio
• Meadow Drive —
Charleston (Narrowed
Alternatives) - August
2021
• Churchill Avenue
(Preferred Alternative &
Backup Selection) -
November 2021
• pproved Amendment with
ECOM June 2021
• pprove Updated Council
Adopted Evaluation Criteria
(June 2023)
•
Study Session to Review the
Grade Separation Alternatives
(April 2024)
• Stakeholder Outreach and
Review of Underpass
Alternative (July — Nov 2022)
'Reviewed and Refined
underpass alternatives (Dec
2022 -May 2023)
'Reviewed and updated
Council Adopted criteria
(March -April 2023)
Conducted Review of
Preliminary Geotechnical
Analysis (August 2023)
'Reviewed Matrix with
updated Council Adopted
Evaluation Criteria (Feb 2024)
•
Service Agreement with
Caltrain (December 2022
June 2023)
echnical Review and
Comments from Caltrain
(November 2023 —
January 2024)
November 2023)
Results (January — April
2024)
Packet Pg. 556 of 636
Project Planning - Rail Grade Separation Design and A
HERE
I
Problem
Statement
Conceptual Secure
Engineering Funding
Source(s)
Alternatives
Evaluation
Estimate Cost,
Schedule, and
Scope
Identify Project
Need
k - -------------
CITY OF
Prelim Engineering
(Caltrain):
• Rail Operations
• Freight
• Safety/Security
• Structural
• Hydraulics
• Geotechnical
• Constructability
Prelim Engineering
(City/Others):
• Traffic/Bike/Ped
• Property Needs
• Utilities
Consideration of
Formal Review
& Approval of
Project Report
Environmental
Document
(PR & ED)
Development Alternatives
Prepare Project ,-
Secure
Report & --SE re Caltrain
Funding -&-----Environmental & Other Agency
Studies Approvals
'PALO AL
Prepare Plans,
Specifications &
Estimates (PS&E)
for Construction
Prepare Traffic &
Constr. Mgt Plan
Acquire Properties
incl. Temporary
Construction
Easements
Final Interagency
Construction &
Operations
Agreements
Obtain Permits
from Resource)r�d'
Response
-Agencies
Complete
Design,
Acquisition &
Agreements
I
Item 13: Staff Report Pg. 220
Prepare
Construction
Contract
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024) w
Construction
Packet Pg. 557 of 636
N
w
D
F -
z
U]
X
U]
Mar
Apr
May
Review and selection of alternatives to
advance into next phase
June
Develop and Execute Funding agreement
with FRA
Jul
Develop Service Agreement and/or Cooperative
Agreement with VTA, Caltrain, City for PE & Env
Phase
City Council Review Alternatives
for Selection of Preferred
Alternative(s)
Aug
Sept
Begin PE & Environmenta
Item 13
Technical Review Council A d Evaluation Criteria Attachment Lt Staff ay 23,12024n to
Rail Committee (May 23, 2024)
Elements included in the Evaluation Criteria are as follows
A. Facilitate movement across the corridor for all modes of transportation
B. Reduce delay and congestion for vehicular traffic at rail crossings
C. Provide clear, safe routes for pedestrians and cyclists crossing the rail corridor, separate from
vehicles
D. Support continued rail operations and Caltrain service improvements
E. Finance with feasible funding sources (order of magnitude cost)
F. Minimize right-of-way acquisition (Private property only)
G. Environmental Factors such as, Reduce rail noise and vibration, Sea Level Rise Susceptibility, Heat
Island Effect, Stormwater Treatment
H. Maintain access to neighborhoods, parks, and schools along the corridor, while reducing regional
traffic on neighborhood streets
I. Minimize visual changes along the corridor
J. Minimize disruption and duration of construction
K. Order of Magnitude cost
CI i r ur
PALO A L
Item 13: Staff Report Pg. 222 Packet Pg. 559 of 636
Item 13 L - ff Presentation achment Technical Review Alternatives Under Council Con At Rail Committee (May 23,2024)to
■ Churchill Avenue Alternatives I ' Meadow — Charleston Alternatives (Council)
■ Partial Underpass
Alternative (Local Preferred
Alternative)
■ Closure with Mitigations (Backup)
■ Option 1 and 2
■ Trench
■ Hybrid
■ Underpass Alternative
* Viaduct Alternative was considered by Rail Committee for
additional review
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 223 Packet Pg. 560 of 636
Technical Review —Additional
Refined to incorporate feedback from stakeholders
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
■ Added Buffer Zones between vehicular and bicycle/pedestrian
facilities
■ Reduced vehicular lane widths
■ Improved bicycle and pedestrian facilities
■ Improved maneuverability and turning radius
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 224
Packet Pg. 561 of 636
Item 13
n t
Technical Review Caltrain Enycigement & Technical Re Rain Commment t ee (May2ff nt2024)Rail Committee (May 23, 2024)
Engagement with Caltrain
■ Grade Separation Projects Service Agreement
■ Caltrain Corridor Crossing Strategy Meetings
■ City & County Staff Coordination Group (CSCG) Meetings
■ Local Policy Makers Group (LPMG) Meetings
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 225
Packet Pg. 562 of 636
Item 13
Attachment L - Staff Presentation to
Technical Review Four TrackingSegments Rail Committee (May 23, 2024)
Four tracking segments at the following three locations were
evaluated:
■ Palo Alto Avenue Station (Four tracking between Palo Alto
Avenue and Churchill Avenue)
■ California Avenue Station (Four tracking between Churchill
Avenue and Meadow Drive)
■ San Antonio Station (Four tracking between Rengstorff and
Charleston Road)
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 226 Packet Pg. 563 of 636
• i
Item 13
Technical Revew Caltrain Engagement & Technical Attachment Lt Staff 2Presentation204)
Rail Committee (May 23, 2024)
Major Elements from Technical Review
■ Addressed updated vertical clearance requirements
■ Improved horizontal alignments to address Caltrain standards
■ Reduced Right of Way Encroachments
■ Considered Four Tracking Segment Design
■ Updated plans to reflect new operation and maintenance
requirements to address overhead contact system.
CITY OF
PALO
ALTOI
Item 13: Staff Report Pg. 227 Packet Pg. 564 of 636
Item 13
Attachment L - Staff Presentation to oTechnical Review Kellogg Avenue Vs Seale Avenue Crossing Rail Committee (May 23, 2024)
• Prior analyses and plans
• Proximity to alternative routes
• Landing location
• Network connectivity
• Community input
CITY OF
PALO
ALTO
LJ
Item 13: Staff Report Pg. 228
Packet Pg. 565 of 636
13
Technical Review Conceptual Phase Property Impa,
Attachment L ItStaff Presentation to
Rail Committee (May 23, 2024)
■ Project is currently in conceptual phase (about 5% level of design)
■ At this early phase, the project is identifying the potential properties
that may tentatively be impacted, though further design and
engineering is needed in the next phase
■ Rail Committee directed to reduce impacts to properties through
refinements to the design during the Preliminary Engineering Phase
■ The Rail Committee/City Council will have an opportunity to review
and determine property impacts after the Preliminary Engineering
Phase and before advancing to Final Design.
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 229 Packet Pg. 566 of 636
Technical Review 0
n
Item 13
Real Estate Regulations Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Federal and State Regulations: The Federal and State Regulations has specific requirements
for property impacts assessment and acquisitions.
■ Federal: U.S. Constitution, the Uniform Relocation Assistance and Real Property Acquisition Policies Act (Uniform Act) (49 CFR Part
24)
■ State: California Constitution, California Government Code, California Relocation and Real Property Acquisition Guidelines (CCR
Title 25, Chapter 26), and the California Code of Civil Procedure
■ Grade Separation Projects: The grade separation project involves State and Federal funding
and therefore will be subject to these requirements.
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 230
Packet Pg. 567 of 636
13
Technical Review Real Estate Regulations Attachment L ItStaff Presentation to
Rail Committee (May 23, 2024)
■ Example of Community Information: The VTA has developed a set of Frequently Asked
Questions (FAQs) and provided information to the community on the applicable processes
and regulations.
■ Find detailed information on the VTA's website for the BART Project at the following link:
https://www.vta.org/projects/bart-sv/phase-ii/real-estate
■ Link to FAQ: https://www.vta.org/sites/default/files/2023-06/Real-AcquisitionVTA-Projects.pdf
■ Link to Document: Your Property.... Your Transportation Project:
https://www.vta.org/sites/default/files/2022-11/your-property-your-rights-information.pdf
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 231
1.4
Packet Pg. 568 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
fl
Item 13: Staff Report Pg. 232 Packet Pg. 569 of 636
. Item 13
WAtchment L- Staff Presentation to
ail Committee (May 23, 2024)
a,
jiax(mum 3
ncroachment into Caltram
Row, revocable license
.agreement IS requited,
sutbec1to apprais1,
Jnnual fee (indexed to
CPI) and Board provat
Alma St
a
xistng 25 easement for Embarcadero Bike Path
has expired, a revocable license agreement is
required, wblect to appraisal, annual fee (indexed to
CPIs. and Board al
onn. w
fx5'
g r
Ta
a)
Longer br a span to
accommodate design turn,np
rim ales
Caltraln alowed to dies for
inspection and maintenance
t M5'-6" vertica dearance is al owed but wall
require a sacrificial beam wdh a shared
rCCment for the City to cover the cost if
V beam were to be struck
Interior of budge to accommodate 25 offset if
b1T1 track center (towards Alma Stl and 12 5'
Iron MT2 track center (towards onvale orooei
_'.=
New tracks 150' � � j
s k
No further encroachment
id
See Detail A on this sheet on west se due to OCS
•
t 1 LEGEND;
Track
RelaInIng Wall
Rlghf-of-Way
• Roadway Modifications
Ped!Blke Ramps & Sidewalks
Structure
-:!bn of TraMc
Item 13: Staff Report Pg. 233 Packet Pg. 570 of 636
hur I//Ave 1 J
license agreement is required, subject to appraisal,
annual fee (indexed to CPI), and Board approval
ti
Interior of bridge to
accommodate:
25' offset from MT1 track center
Churchill Avenue — Partial Underpass
Q IReduced Caltrain I
ROW encroachment
r�
Updated Roadway profile to reflect
new vertical clearance requirements
TTjj1 �
F
*4 4-
1!r-
-j - 11uIrq A., - .
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 235
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
I
A
Widened & elongated Bridge
and outside walls providing
space for maintenance and
emergency vehicles
Adjusted the horizontal
alignment and spacing
between tracks, OCS poles,
MiiouAv.
r � �
I. I I• •
Intersection Turning
Ynu..A..f nlanran.
Packet Pg. 572 of 636
Item 13
Churchill Avenue Partial Underpass Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
, Extended the limits of roadway
Total Length=112sn
so profile to address vertical and
Kellogg Churchill
AveOriginal Ground Ave horizontal clearance requirements
50 � /(_
Extended the limits of roadway
3A0' VC i 390' VC
profile to address vertical and
horizontal clearance requirements Roadway)
Profile Grade Increased grades to from 6.5% to 8%
•0.3 io
112'VC
VC
Increased grades to from 7% to 8/o
minimize the limits impacts to
minimize the limits impacts to 209+00 210+00 211,0. project footprint
project footprint Alma St (Profile)
Total length = 440 ft 6
Palyy Rd/ NB
Castllleja Ave MT2 Alma St
Original I MT1
50 I Ground Alma I 50
440 40
RR Bridge
Ped/Blke Bridge — .0
204' VC
I Provide 16'-6" clearance in the
Roadway — �?i entire Full Caltrain ROW Width
i, Increased grades to from 11% to Profile Gr 190'vc
12% to minimize the limits impacts
_c to project footprint 20
CITY OF
PALO ALTO
100+00 101+00 102+00 103+00 104+00
Churchill Ave (Profile)
105+00
Item 13: Staff Report Pg. 236 1 Packet Pg. 573 of 636
Churchill Avenue — Partial Underpass
14+1-
3
Pe&Bke PMt Peal+.PNA
FSth—fld-1 b11
17-- �/
I-Wy 11
FA*gBUWMn Nab PM
II
To ft Recarhucbd
f'H
h ;:I A%l V eetl
L 1r I�I-�3
Typical Section
Kellogg Ave or
Seale Ave
11 10'
S5ijn. T s81i. T NB Lne Ts
Typical Section
Alma St (North of Churchill Ave)
Widened and elongated the bridge
01$g G,, =I .1.1,1
'DYw go, snows a
cen'e,fine sl C"urdm Ave
Typical Section
Churchill Ave Underpass
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 237
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
eaucea_snouiaerwiath to minimize
encroachment into Caltrain ROW
lb %Jru 51
" T"L
Reduced Lane Widths
Packet Pg. 574 of 636
•i
Ni ..i
-i-- .7y .
f� --
•I
-_'N Vim' :.\ IT....
L /, Q
! I ii •. -:;-• 4
70'
__ ¶ p
' f 4YI
lY `fir
ri
*li
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
1 {
N a
i Alma St
Detail A
r
1g
197
142
135 ' r
138
123
126
119 ! 118
117 114
4 110
103 106
See Detail A on this sheet
Legend
-Tentative Full
• Property Acquisition
Address Tentative Partial
Area(SQR)
Property Acquisition
Address Tentative No
Property Acquisition
i
S Tentative Property impacts based on current
Uconceptual phase. To be refined in future phases{Item 13: Staff Report Pg. 241
Packet Pg. 578 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
fl
I
Item 13: Staff Report Pg. 242 1 Packet Pg. 579 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Interior of ondpe extend 25'
' 1 ' from MT 1 (towards Alma
�� Street) and 12.5' from MT2
;towards private property)
Place fence on Cahrain ROW One ra�le � � `.' .
Alma St
See Orovded
See provided S- '( Y section (South oI
section tNonh of a Meadow)
Meadow)
MT1 track center
• controls railroad
alignment
Provide' � OCS Pole Offset Peoesa an Ardges b 1
'ypcally have
iddbonal velcal
R Fa
Alignment Shitted to West cleararce due to
Track A
apn vu neraole users
Park Blvd ark Blvd
New Tracks • 15' on track center
LEGEND:
Track
Retaining Wall
Right -of -Way
Roadway Modifications
Ped/Bike Ramps & Sidewalks Call
II Structure
Direction of Traffic Item 13: Staff Report Pg. 243 Packet Pg. 580 of 636
Item 13
Attachment L - Staff Presentation to
Will require revocable
q Rail Committee (May 23, 2024)
license agreement
T - .
-, . Maintenance
l.k , vehicle crossing _
Pedestrian bridges typically have
additional vertical clearance due
to vulnerable users
Interior of bridge extend
25' from MT1 (towards Alma Street) and
12.5' from MT2 (towards private property) , ljl�M
•• } His:lE
Maintenance
Place fence on - vehicle crossing
Caltrain ROW line
Provide required OCS
pole offset
Track alignment
shifted to west
New tracks —15'
Item 13: Staff Report Pg. 244
Packet Pg. 581 of 636
Meadow Drive - Underpass
'p,
1
Tom
C� rtiArllr�IN1�sM
ttt AN
- rMidl
> CITY OF
PALO ALTO
---- -- --- - -
Updated Roadway profile to reflect
new vertical clearance requirements
Item 13: Staff Report Pg. 245
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
-r M
A
Widened Bridge to accommodate
updated standards providing space
for maintenance and emergency
vehicles
' _....L 1
,v1 St
Adjusted the horizontal alignment
and spacing between tracks, OCS
poles, and outside walls
Intersection Turning
Movement Diagram
Packet Pg. 582 of 636
Meadow Drive - Underpass
Park Ped;Blke
Blvd Brldge
195' VC ro
� m �
t0
Extended the limits of roadway
profile to address vertical and
horizontal clearance requirements
105.00 \06.00
Meadow Dr Profile
Increased vertical clearance for
Pedestrian crossing from 8.0' to 9'-6"
Park pedlBIke W122ar1
Blvd Bridge
c`'° I
sc'vc
1 I 5% tr i0
2c k
101
Total Length = 1301
50
Airs St Ped.Blke Emerson
Mrt ! Brldge St
14e
O�Iglnal Ground
R Brldge N 1W vc
296'V Provide 16'-6" clearance in the
—
ProflleGraor entire Full Caltrain ROW Width
107+00
Widened Bridge to accommodate
updated standards providing space
for maintenance and emergency
vehicles
— Ped/Bike
Alma Brc Emerson
ki
St g St
Odginal Ground
I I
RR Bridge o r5'� 50' VC
b
100' Vc 2"
Pro1b Grade
ii,
1110.. 202.00 203+00 204.00 205+00 206'u 207.00
Ped/Bike Profile from Park Blvd to Emerson St
CITY OF
: PALO AL'
5n
40
30
2n
0
50
40
30
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Original
Meadow Ground
Dr
200' VC
I
. 14t7 vc r1y* Profile Grade
301.00 302: ;'•�Iaa I04+0o 5.00
Ramp Profile
Meadow Dr to NB Alma St
/ Gro I
Meadow //
Dr
210' VC
z°I.
•`
70' VC
2I
n Profile Grade
0
501+00 502.00 T3n
Ramp Profile
SB Alma St to Meadow Dr
50
40
30
20
In
0
Item 13: Staff Report Pg. 246 Packet Pg. 583 of 636
Meadow Drive - Underpass
Property Line
(Back of Exist Sidewalk)
12'
Ped/Blke Path
58' f
Typical Section
Meadow Dr Underpass
CITY OF
PALO ALTO
Property Line
(Back of Exist Sidev: -d `
Widened Bridge to
accommodate updated
;tandards providing space for
maintenance and emergency
vehicles
track offsets and
bridge width to meet Caltrain
updated standards
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
60
50 Meadc,.
Dr
Ground
I 0
30 •2% 13(
50'VC
Profile
20 Grade 2„
400+00 401+00
Park Blvd Profile
(North Side of Meadow Dr)
Edp ofAwnwt• v.a a RoMWq w°r
Noa;Top a WM ro Soot = 6•r
(Ba°d m ° 9spri put°° wN
Bridge Typical Section at Meadow
(Looking South)
Item 13: Staff Report Pg. 247 Packet Pg. 584 of 636
Alma St
ft
9
CD
Iy
0
O
' lilT:
�• n
Alma St
�i •,
G L.
-rT �i� Yid TT11 • • • - rTT -rrTT
0
N
34
1 1.■,.r ai
II
I LIH.?\
!3
35
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
`W
C
AL
W
M
am
a)
i
a)
._
0
O
a)
Legend
Property
Full
Property Acquisition
Address Tentative Partial
Area(SQFt)
Property Acquisitior
Address Tentative No
Property Acquisitior
Tentative Property impacts based
on current conceptual phase. To
be refined in future phases
v
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
fl
Item 13: Staff Report Pg. 252 Packet Pg. 589 of 636
sic
Plan View
Charleston Road
See pfovlded section
(North of Meadow;
LEGEND;
Track
Retaining Wall
Right -of -Way
0 Roadway Modifications
0 Pcd/Bike Ramps & Sidewalks
0 Structure
0 Planting Area
Direction of Traffic
Item 13: Staff Report Pg. 253
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Call
Packet Pg. 590 of 636
iItem 13
LAttachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Maintenance
vehicle crossing .
I,, /1 Pedestrian bridges typically have
additional vertical clearance due
to vulnerable users
r -r
1•k,
Maintenance
vehicle crossing
Packet Pg. 591 of 636
Charleston Road- Underpass
In
j
•-M 1
, . Updated Roadway profile to reflect
new vertical clearance requirements
LEGEND: •�•
Trade a
• Redr ng Wd
P.c 8k, Nance 8 Sldewelke
.. Park Blvd
O Pa4gArea
qr I of lr* ■
CITY OF
PALO ALTO
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
It i
T w,
Widened Bridge to accommodate
updated standards providing space
for maintenance and emergency
vehicles
Adjusted the horizontal alignment.,
and spacing between tracks,
poles, and outside walls
Park Blvd
Intersection Turning
Movement Diagram
Packet Pg. 592 of 636
!. '*'t '
)L '(31*
H •'4 \1 j1i 4M
4* ' '• cs 41 jJ
,I Jt' i!f
lot, --. '' '1 ri? t_,,..4k.r i L
ui. Vj1.pIt
i.,
___ P1
ihVL
b1 •'J j a'-. • .
ICJ
Charleston Road- Underpass
Extended the limits of roadway
70
profile to address vertical and
horizontal clearance requirements
Park Blvd Alma St
Pod/Bike MT2 MT1
Bridge Original Groun
40
186' VC
30 12, Q
20
2ss'vc
Increased vertical clearance from
15'-6" to 16'-6" within Caltrain ROW Profile Grade
101+00 102+00 103+00 104+00 105+00 106+00 107+00
Charleston Rd Profile
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
70
60
50
Wright PI
40
-1%
---I
• 30
Widened Rrid e to accommodate
g
updated standards providing spacing
for maintenance and emergency OrlglnalGround
vehicles
60 60
Alrna St
50 Governed by Park MT1 Wright PI 50
Road Profile Blvd MT2I I
Odglnal Ground
40 — — 40
30
150' VC
20 20
Profile Grade
10 10
0 0
298+00 299+00 300+00 301+00 302+00 303+00 304+00 305+00 306+00 307+00
Ped/Bike
CITY OF
PALO AL' '0
30 Chadeaton Rd 30
425' VC
20
Profile Grade
55'VC
10•
0
200+00 201+00 202+00 203+00 204+00 205+00 206+00
Ramp Profile
EB Charleston Rd to SB Alma St
Packet Pg. 594 of 636
Charleston Road- Underpass
Property Line
(Back of Exist Sidewalk)
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Property Line
(Back of Exist Sidewalk)
Typical Section m Charleston Rd Underpass
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 258 Packet Pg. 595 of 636
p
•
f
11
T I -JIutirmJ
-4tT:Lt
IT Uy
/ 1/
ti� c I
'
� I
m I I
Item 13
Attachment L - Staff Presentation to
___
Rail Committee (May 23, 2024)
�
•rrr.���_ _.�
,,,��i
- ice_
A t
i
i�l AI
Q m N N N
a
'
N
N n A
N N •'�
114 ♦
.
a.• a a
�
a a, I
�
Ir♦l N �
n
a
a a
�
Park Blvd
Park Blvd
4206
o
220
(200)
I 265
�Jf
-
(1044)-
Il
240 666
)
275
♦
a•
(952)
— 'S
250
I 285 _
Legend
k,y
270 I(��
= Tentative Full
`t
Property Acquisition
' 1
C
Address Tentative Partial
280
o o o
N
Area(SQFt)
Property Acquisition
Ir
I (I
N N
a L.
Address Tentative No
A -
illlllIiI )
p
Property Acquisition
ti
Tentative Property impacts based
I (�
on current conceptual phase. To t
'C
-
be refined in future phases
Item 13: Staff Report Pg. 262
Packet Pg. 599 of 636
I
Or- .r•
~ •
_1
' t I • Stem 13 \
' Attachment L - Staff Presentation to /�
3j86 I
Rail Committee (May 23, 2024)
Mumford Pl ��
Legend
Tentative Full f;
Property Acquisition
Address Tentative Partial
Area"SQFt) Property Acquisition
Tentative No
Address
Property Acquisition
�6 256 • , _ .
r •
• J
k, ' 39g3 i y -•_
z3az , 228 ,■
3�g5 (1801
. r
I (690
214
3787
' yz4o
Wri htP
( r �
Tentative Property impacts based
on current conceptual phase. To
be refined in future phases
w �.•u'
N w Jf�
174 �,1
vo . M \
01 a ,d'
9zo) rw
: >,: . 00
303 160 - •• :. 161 I '
a� ;• j r
H
iJI2oS 126 127
124
1. X53
(114)
119 122
� dj � •.'r't+
i2To�9 102 p n yh3 N o m ^n
(2235) 0 q m W N
109
YYI�i 110
r •r . # s (461J
Item 13: Staff Report Pg. 263 Packet Pg. 600 of 636
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
fl
Item 13: Staff Report Pg. 264 Packet Pg. 601 of 636
a
0
I
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Implications of ROW Offset
at Meadow Drive
' .: M
80' 100'
JIR
i
Call
Item 13: Staff Report Pg. 265 Packet Pg. 602 of 636
Item 13
Attachment L - Staff Presentation to
I d
nw/C
ir1
I Astin
'N
h
,Ii Tr
Rail Committee (May 23, 2024)
Plan View
Meadow Drive r� "� •
•r
Palo Alto
CWW Vol I» mlowdto dose
a un a Mme 6i a rlepact
iftf" ak Preeh will N
not N ur'sNoredly of*.
See povow CMOs aaceon • WII r$ ,, r: caO 11 '
Il ears
nb rq rat
Ira
• ..—.To San Frandsco — -_
—
a s
ISo * Meadows
Sea provided "OCR
4NrIe d Mead, I
To San ,k)S9
Mon retaentp wall b I U
ere
e o alpa rnr Iw wrtcal w
Aea n klwlw p wI b Id
Ina
4 �( M r Irus ce dd crola mt
"" atg trrn
an propw'ty
c4rlelce l I6' 6' 4• I S 4'
OA propttrry ,
.
•
we searkst Neml R rd
-AnewdwwGltro
L.t
yracssw Wrgecasta
• ,�
�
POW.Iwuawcaa
•e
*e as tas jItMiIW(n0•
ROW aMuw± and ,etaewq calla
I
dtoae ro reoul0 raid Or pay
' .rwrrgl Wet Iar rat
wit be pnord b mac arty jlVt
a'' 1
� •
p0'7ort Cd reFoao Wrldp r
R 1•, r
d Cennn ROW
•
* Y
� •
Park Blvd a
Pyce wesaem ratan rp ww' at
IC nom reataentta Prccw y r+e
-
LEGEND:
w
ja4qj4
Park Bbd
1frtt d
re+poa,waiwwlw egor�d
rM109W aC4ratA7n d nyord
••acu and �aTard d snoouy
Permanent I Alignment
Retaining Wall
Caltrain Right -of -Way
Limits of Roadway Modifications
Sidewalk Modification
Bridge Structure
• Driveway Modification
w.. Direction of Traffic
Item 13: Staff Report Pg. 266
Packet Pg. 603 of 636
Cale
101 9 1�i i/
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Plan View Placeshooflyasfareast
Caltrain will be allowed to closr
Charleston Road a lane on Alma St to inspect as possible
retaining walls. Permits will be
at no cost to Caltrain and will ''
not be unreasonably withheld
• r •�.
q , Move retaining wall to
' Will require revocable ROW line
license agreement
. ,' f'fy. . , .
Place eastern retaining wall alter
removal of shoolly or Alma St
Al St property line
See provided section
(South of Meadow)
_. Tn San .Insp —►
ir"'u' ' ' pj,
If bridge minimum vertical
clearance (16 6' or 156 �+ I
with sacrificial beam) is not
achieved across Caltrain
ROW. it will be the City s . ,'
choice to rebuild road or pay Z
incremental cost for raising M ,
portion of railroad corridor U
Blvd
,Move retaining wall to 10'
oft property line .
LEGEND:
Permanent Track Alignment
Retaining Wall
, ? . Caltrain Right -of -Way
r'
- Limits of Roadway Modificalions
+qr .
Sidewalk Modification
Bridge Structure
r c.
Driveway Modification
Item 13: Staff Report Pg. 267
MT1 track center controls
railroad alignment
NTacks will be aligned as far west
as the ROW allows and retaining
walls will be placed to maximize
utility of Cahra n ROW
Peace western retaining wall at
10 from residential property line.
D; THrnporary wall will be required
belween activation of hybnd
tracks and removal of shoofly
Packet Pg. 604 of 636
Meadow Drive - Hybrid
Moved Retaining Walls per Caltrain
comments for maximizing ROW use
by Caltrain
Moved the Retaining wall
10' from property line
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Moved Retaining Walls per Caltrain
comments for full ROW use
Moved the Retaining wal
10' from property line
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 268 Packet Pg. 605 of 636
Meadow Drive - Hybrid
60
Total
50
C
40
0,0'6 50' VC � a
5o
W 30
Increased vertical clearance from Roadwa �dllleGrade 90'VC
15'-6" to 16'-6" within Caltrain ROW
50
40
s
30
to
W 20
10
12+00
Railroad Bridge Stricture
Alma St
16%
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Widened Bridge to accommodate
updated standards providing spacing
for maintenance and emergency
vehicles
O'Iglr.rI ;'ni.rc
50VC
'U
12.00 13-00 14-00 15-00 16+00 17+00 18+00 19+00
Meadow Dr (Profile)
"�lal b:r7 i = <69 II
r Original Ground
• �" 6tr VC
90'vc
13+00 14+00 •5+0,. '6+0C '7+0C 18+0C 19+00
Alma St (Profile)
20+00 21+00
20+00 21+00 22-00
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 269 Packet Pg. 606 of 636
40
30
2C
22+00
50
40
3,
C
10
23-00
I
•
\ \ ! 'U''d 4
s '\t\ \\t
'1 1 \ \ \ `y
'I \t
55
Meadow Drive - Hybrid
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 271 • J Packet Pg. 608 of 636
Meadow Drive - Hybrid
F
CITY OF
PALO ALTO
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Item 13: Staff Report Pg. 272
Packet Pg. 609 of 636
Charleston Road- Hvbrid
Moved Retaining Walls per Caltrain
comments for maximizing ROW use
by Caltrain
• i
2
Moved the Retaining wall
10' from property line
OCITY OF
PALO ALTO
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
!UJDLIIIlVck?P1 Moved Retaining Walls per Caltrain
comments for full ROW use
rMoved the Retaining wa
�• +� 10' from property line
rr it
Park Blvd
Item 13: Staff Report Pg. 273
Packet Pg. 610 of 636
Charleston Road- Hybrid
50
C
0
40
0.04 5^ VC
04
Total krgth=40311
Railroad Bridge Slrucfu•e
Original AT St
Ground
1 50VC
increased vertical clearance from rrayProflle ' 90'VC
15'-6" to 16'-6" within Caltrain ROW
4400 15400 16400 11400 18400 19.00
Charleston Rd (Profile)
60
50•
e
40
30
20
13+00
clel I': IJri I:
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Widened Bridge to accommodate
updated standards providing spacing
for maintenance and emergency
vehicles
40
30
20
20.00 2'•00
60
50
�1�a rrala 40
80' VC 0% W VC 30
75' VC -0,3% 917 VC
to
14+00 15+00 16+00 17+00 18+00 19+00 20D0 21+00 2200
NOTE:
Alma St (Profile) Deslgr Speed = 25 MPH for Chadeslon Rd
Design Speed = 35 MPH for Alma St
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 274 Packet Pg. 611 of 636
Charleston Road- Hybrid
> CITY OF
PALO ALTO
Item 13: Staff Report Pg. 275
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Packet Pg. 612 of 636
Charleston Road- Hybrid
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
1 CITY OF
PALO ALTO
Item 13: Staff Report Pg. 276 Packet Pg. 613 of 636
Charleston Road- Hybrid
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
CITY OF
PALO ALTO
Item 13: Staff Report Pg. 277Packet Pg. 614 of 636
Estimated Costs
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
Alternative Previous Previous 2024 2025 2026 202 2028 2029 2030 2031 Increase 2031
Estimate range by % Range
Meadow/ Charleston
210 190-230 331
344 358
372
387
403
419 436
102%
390-480
Hybrid
Meadow/ Charleston
380 340-420 582
605 629
655
681
708
736 766
107%
690-850
Underpass
Meadow/ Charleston
450 400-500 679
706 734
764
794
826
859 894
99%
790-970
Viaduct
Churchill
180 160-200 220
229 238
247
257
268
278 290
61%
260-320
Partial Underpass
Notes
• Estimated Costs is Million Dollars
• Previous cost estimates are from 2018 escalated
to 2025 with 3% inflation
• New estimates are based on current costs with 4% inflation up
to 2031
CITY OF
Z> PALO AL
Item 13: Staff Report Pg. 278
1
Packet Pg. 615 of 636
The Rail Committee Recommendations
Recommended Seale Avenue for Bicycle and Pedestrian crossing location at
for the Partial Underpass Alternative at Churchill Avenue Crossing to
advance into the Preliminary Engineering and Environmental Documentation
Phase.
Recommended the Underpass Alternative and Hybrid Alternative at
Meadow Drive and Charleston Road as the preferred options to the City
Council for advancement into the Preliminary Engineering review
• Seek ways to reduce property impacts
• Optimize bike/pedestrian crossings and where feasible, improve connections to
bike infrastructure beyond the study area to improve the network
• Further refine the traffic circle on Charleston Road to reduce the property
impacts
• Refine construction impacts to better understand possible mutations needed
during the lengthy construction process.
64
June 10 Council consideration of key decisions:
Selection of Bicycle and Pedestrian crossing location at Kellogg
Avenue or Seale Avenue for the Partial Underpass Alternative at
Churchill Avenue Crossing to advance into the Preliminary
Engineering and Environmental Documentation Phase.
Selection of Preferred Alternative(s) at Meadow Drive and
Charleston Road for advancing grade separation alternatives
1, into the Preliminary Engineeringand Environmental
Documentation Phase.
" Future Council Action
__ Execute Funding Agreement with Federal Railroad
Administration to perform Preliminary Engineering and prepare
Environmental Documentation for the project.
65
Item 13
Attachment L - Staff Presentation to
Rail Committee (May 23, 2024)
CITY OF
PALO
ALTO
Item 13: Staff Report Pg. 281 Packet Pg. 618 of 636
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated . 0 F
LO ALTO
Council Adopted Criteria
Meadow -Charleston Evaluation of City Council -Adopted Criteria
e
e
0
0
Trench
Hybrid
Viaduct
Underpass
Facilitate movement
A across the corridor for all
modes of transportation
Reduce delay and
congestion
for vehicular traffic at rail
crossings
Provide clear, safe routes
for pedestrians and
cyclists crossing the rail
corridor, separate from
vehicles
-0000000+ Meadow Drive and Charleston Road will - 0 0 I 0 ■ ■ ■+ Meadow Drive and Charleston Road will
be grade separated from the railroad for all modes and will be grade separated from the railroad for all modes and will
remain open. remain open.
-0VA00■■0+ With construction of the grade
separation, the railroad crossing gates and warning lights at
Meadow Drive and Charleston Road will be removed. Thus,
the traffic will not be interrupted by the railroad crossing
gates.
- 90000+ Pedestrians/cyclists will be separated
from train traffic. Conflicts between pedestrians/cyclists
and motor vehicles will remain at the Alma intersections.
Bike lanes will be added to Meadow Drive and Charleston
Road intersections. Additional pedestrian/cyclist
separations routes can be explored in the next phase of
design.
The color of the matrix is comparative between each alternative at this location.
-VAVAVAVA■■VA+ With construction of the grade
separation, the railroad crossing gates and warning lights at
Meadow Drive and Charleston Road will be removed. Thus,
the traffic will not be interrupted by the railroad crossing
gates.
- I ► I 0 ■ ■ V.4+ Pedestrians/cyclists will be separated
from train traffic. Conflicts between pedestrians/cyclists
and motor vehicles will remain at the Alma intersections.
Bike lanes will be added to Meadow Drive and Charleston
Road intersections. Additional pedestrian/cyclist
separations routes can be explored in the next phase of
design.
May 29, 2024 • Meadow -Charleston Summary of Evaluation • For more renderings, plans and anim Item 13: Staff Report Pg. 282
■ ■ ■+ Meadow Drive and Charleston Road will
be grade separated from the railroad for all modes and will
remain open. Viaduct provides opportunities for additional
crossings for all modes.
- 0 0 0 0 ■ ■ 0+ With construction of the grade
separation, the railroad crossing gates and warning lights at
Meadow Drive and Charleston Road will be removed. Thus,
the traffic will not be interrupted by the railroad crossing
gates.
VAIIIIVA■■►+ Pedestrians/cyclists will be separated
from train traffic. Conflicts between pedestrians/cyclists
and motor vehicles will remain at the Alma intersections.
Bike lanes will be added to Meadow Drive and Charleston
Road intersections. Additional pedestrian/cyclist
separations routes can be explored in the next phase of
design.
- 9 ■ ■ 0+ East/West (through) traffic on Meadow
Drive and Charleston Road will be grade separated from the
railroad and Alma Street for all modes.
Turning movements from Meadow Drive to southbound
Alma Street will be prohibited. Turning movements from
northbound Alma Street will require a U-turn at Alma Village
Circle.
All turning movements on Charleston Road to/from Alma
Street will be permitted; however, some movements will be
facilitated via a roundabout approximately 600 feet east
of Alma Street, resulting in longer routes for all modes
compared to the Trench, Hybrid, and Viaduct alternatives.
- 0 IA III ■ ■ ■+ With construction of the grade
separation, the railroad crossing gates and warning lights at
Meadow Drive and Charleston Road will be removed. Thus,
the traffic will not be interrupted by the railroad crossing
gates. Pedestrian and cyclist mode separation will also help
reduce intersection congestion.
Some turning movements will be prohibited at the Alma/
Meadow intersection and thus would use the Charleston
Road intersection or the new signal at Alma Village
Circle. At the Alma/Charleston intersection, some turning
movements will increase overall delays due to the circuitous
nature of the movements, as vehicles would need to use the
Charleston roundabout and return to the Alma intersection
to complete the movements (e.g. eastbound left -turns to
Alma, northbound left -turns and southbound right -turns to
Charleston).
0 0 0 0 ■ ■ ■+ Pedestrians and cyclists traveling east/
west will be completely separated from train and vehicular
traffic on Alma Street. Full pedestrian and cyclist movement
is maintained.
Pedestrians and cyclists will have more circuitous routes
traveling east/west across the corridor because the
pedestrian/bike path is located on one side of the street
only: on the south side of Meadow Drive and on the north
side of Charleston Road. For example, cyclists traveling
eastbound on Charleston Road near Ruthelma Street
will have to cross Charleston Road to get onto the north
side of the road, then cross Charleston Road again at the
roundabout near Mumford Place to get back onto the right/
south side of the road.
Impact Improvement
Most Impact _■■+
Moderate Impact _ ■ ■ , , +
Some Impact +
Neutral (No Impactor Improvement) - VA! ■ +
Some Improvement _ O , ■ +
Moderate Improvement _ VA VA „ _ ■ ■ _+
Most Improvement _ 0 0 0 0 ■ ■ ■+
1 of 5
Packet Pg. 619 of 636
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated 0 F
Council Adopted Criteria LO ALTO
Meadow -Charleston Evaluation of City Council -Adopted Criteria
e
e
0
Trench
Hybrid
Viaduct
Underpass
Support continued rail
D operations and Caltrain
service improvements
Finance with feasible
E funding sources
(order of magnitude cost)
Minimize right-of-way
F acquisition (Private
property only)
- on + A temporary railroad track will be required,
and a crossover track located north of the San Antonio Caltrain
Station will be relocated. With the pump stations, there will be
potential risks to train operations from flooding.
-00■0000+ A temporary railroad track will be
required, and a crossover track located north of the San
Antonio Caltrain Station will be relocated.
-00■0000+ A temporary railroad track will be
required, and a crossover track located north of the San
Antonio Caltrain Station will be relocated,
-00■0000+ A temporary railroad track is likely to be
required unless an alternate construction methodology and
sequencing is acceptable to Caltrain.
-■ ■■VAVAVAI0+ The trench will require greater levels
- II VA■VAVAI0I + The hybrid would require lower levels
-II ■ ■ 0000+ The viaduct would require substantial
-0 ■■►VA►A►A►A+ The underpass will require substantial
of local funding in the form of fees, taxes or special
of local funding, with a substantial portion of capital costs
local funding resources more than the hybrid alternative, but
local funding resources more than the hybrid alternative, but
assessments, the feasibility of which are still being studied in
covered by Regional, State and Federal sources,
less than the trench and viaduct alternatives,
less than the trench and viaduct alternatives.
the context of overall citywide infrastructure funding needs.
0 ■■VAOVAII+ Subsurface acquisition will be required
-VAVA■VAVAII II+ No acquisition of private properties is
-VA0II ■VA III + No acquisition of private properties is
-■ ■ ■ 0 0 0 0+ Five (5) full private property
for the ground anchors for the trench retaining walls and
required; however, driveway modifications will be required.
required.
acquisitions are required in multiple locations (two at
private properties will be required for creek diversion pump
Meadow Drive and three at Charleston Road). Multiple
station,
driveway modifications will be also required.
Partial acquisition of residential properties and removal of
trees will be required at various locations and summarized
below:
At Meadow Drive:
Six (6) front yard acquisitions on both sides of Meadow
between 2nd Street and Park Boulevard.
One (1) side yard acquisition on the north side of
Meadow, just west of Emerson Street.
• Five (5) backyard acquisitions on the south side of
Meadow between Alma Street and Emerson Street.
At Charleston Road:
• On both sides of Charleston between Ruthelma Avenue
and Park Boulevard. Seven (7) front yard acquisitions;
two (2) on the north side, five (5) on the south side of
Charleston.
• One (1) side yard acquisition on the south side of
Charleston between Park Boulevard and the railroad tracks.
• Eight (8) property acquisitions on both sides of
Charleston between Alma St and Wright Place; six (6)
backyard acquisitions on the north side of Charleston,
and two (2) front yard acquisitions on the south side of
Charleston (closest to Alma).
Eight (8) acquisitions between Wright Place and Mumford
Place; six (6) backyard acquisitions on the north side of
Charleston and two (2) front yard acquisitions on the
south side of Charleston.
• Six (6) property acquisitions along Alma Street between
Charleston Road and Ely Place; five (5) backyard
acquisitions, and one side yard acquisition (closest to Ely
Place).
The color of the matrix is comparative between each alternative at this location.
May 29, 2024 • Meadow -Charleston Summary of Evaluation • For more renderings, plans and anim Item 13: Staff Report Pg. 283
Impact. , Improvement
Most Impact _■■` +
Moderate Impact -VA ■■ '' +
Somelmpact +
Neutral (No Impactor Improvement) _ VA! ■ +
Some Improvement _ O r ■ +
Moderate Improvement _ VA VA„ _ ■ ■ _+
Most Improvement _ 0 0 I10 ■ ■ ■+
Packet Pg. 620 of 636 2of5
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated . 0 F
LO ALTO
Council Adopted Criteria
Meadow -Charleston Evaluation of City Council -Adopted Criteria
e
e
0
0
Trench
Hybrid
Viaduct
Underpass
G1 Reduce rail noise and
vibration
Sea Level Rise
Susceptibility
G3 Heat Island Effect
G4 Stormwater Treatment
Maintain access to
neighborhoods, parks, and
schools along the corridor,
while reducing regional
traffic on neighborhood
streets
-0000000 ■ 0 0+ Train horn noise and warning bells
will be eliminated with the replacement of the at -grade
crossings with grade separations. Utilizing EMU trains
instead of diesel locomotives will also reduce noise. Trains
operating in trench will reduce noise in neighborhoods.
Acoustically treated trench walls will eliminate acoustical
reflections. There would be a slight reduction to vibration
levels at nearby receptors.
-■■■0000+ The low point of the track profile
(Elevation 4 feet) for the trench alternative would be close
to the projected sea level rise inundation zone for the year
2100 (a sea level rise of 3.42 feet ).
The trench's track profile is below the estimated
groundwater (approximately between Elevation 20 and 25)
for about 4,000 feet along the track.
Increased groundwater elevations from sea level rise
would further expose the trench to emergent groundwater
by 2100. A pump station is proposed, but groundwater
depletion and additional studies would be needed to further
assess the feasibility of this alternative.
- 0 0 0 ■ 0 0 0+ Construction extents are limited to the
existing railroad tracks. Negligible changes to heat island
effects due to minimal changes to land use.
- ■ ■ ■ 0 0 0 0+ Construction extents are limited to the
existing railroad tracks. Significant changes to the amount
of stormwater runoff generated from project area expected,
due to changes in land use from existing railroad ballast to
significantly more impervious concrete surfaces.
- ■ ■ ■+ No diversion of regional traffic with
construction of grade separations.
The color of the matrix is comparative between each alternative at this location.
- 0 0 0 0 ■ I I + Train horn noise and warning bells
will be eliminated with the replacement of the at -grade
crossings with grade separations. Utilizing EMU trains
instead of diesel engines will also reduce noise. Six-foot
high parapet sound barriers will help reduce propulsion
and wheel/rail noise. There would be a slight reduction to
vibration levels at nearby receptors.
- I I ■ I I ► ► + The hybrid alternative would be outside
of the projected sea level rise inundation zone for the year
2100.
The low point of the proposed roadway for the Hybrid at
Meadow (Elevation 30 feet) is about 9 feet higher than
current groundwater (Elevation 21). The low point of the
proposed roadway for the Hybrid at Charleston (Elevation
34 feet) is about 12 feet higher than current groundwater
(Elevation 22 ).
Increased groundwater elevations from sea level rise can
damage a roadway from below, increasing the likelihood of
cracks, potholes, and sinkholes.
- 0 0 ■ 0 0 I I + The replacement of asphalt pavement
for roadway grading results in some impact to heat island
effects, because newer asphalt pavement surfaces have
lower albedo ratings that will increase with age.
Lower albedo ratings are less favorable because more light
is absorbed, which heats up the surrounding air.
- I0I I ■ III + Changes to land use and additional
impervious areas (i.e., new underpass bridge) are minimal.
VA►III ■ ■ ■+ No diversion of regional traffic with
construction of grade separations.
May 29, 2024 • Meadow -Charleston Summary of Evaluation • For more renderings, plans and anim Item 13: Staff Report Pg. 284
- III VA■ I I + Train horn noise and warning bells
will be eliminated with the replacement of the at -grade
crossings with grade separations. Utilizing EMU trains
instead of diesel engines will also reduce noise. Six-foot
high parapet sound barriers will help reduce propulsion and
wheel/rail noise. There would be significant reduction to
vibration levels at nearby receptors.
- 0 0 ► ■ 0 ► ►+ The viaduct structure is not anticipated
to be affected by sea level rise or emergent groundwater.
- III ■ I I ►+ Construction extents are limited to the
existing railroad tracks. Negligible changes to heat island
effects due to minimal changes to land use.
- III ■ I I ►+ Construction extents are limited to the
existing railroad tracks. With the assumption that runoff
from the raised viaduct can all be directed to the underlying
vegetated areas, no net increase in runoff generation is
expected.
VAVAVAVA ■ ■ ■+ No diversion of regional traffic with
construction of grade separations.
- ■ 0+ Train horn noise and warning bells will
be eliminated by the replacement of the at -grade crossings
with grade separations. Utilizing EMU trains rather than
diesel engines will also reduce noise. Modern rail bridge
design will reduce excess structural noise. Sound barriers
will also help to reduce propulsion and wheel/rail noise.
There would be little to no change to vibration levels at
nearby receptors. An optional 6 -foot high noise barrier near
the tracks and on the overpass structure could significantly
reduce wheel/rail and propulsion noise.
- 0 ■ ■ ► ► ► ► + The underpass alternative would be
outside of the projected sea level rise inundation zone for
the year 2100.
The low point of the proposed roadway for the underpass
at Meadow (Elevation 12 feet) is about 9 feet below current
groundwater (Elevation 21).
The low point of the proposed roadway for the underpass at
Charleston (Elevation 16 feet) is about 6 feet below current
groundwater (Elevation 22).
Increased groundwater elevations from sea level rise would
further expose the underpass alternative to emergent
groundwater by 2100.
-VAVAVAVA■VAO+ As the alternative with the largest
construction extents, the replacement of existing darker
concrete with new concrete with higher albedo ratings
results in some expected improvement to heat island
effects.
Higher albedo ratings are more favorable because more
light is reflected, which can help cool the surrounding air.
■ ■ II II II II+ As the alternative with the largest
construction extents and changes to land use, especially
with the conversion of existing vegetated areas to concrete
and asphalt surfaces, a moderate impact to the amount of
stormwater to be treated is expected.
0 ■■VAVAVAVA+ Regional traffic will be diverted due
to the restricted turning movements; however, travel in all
directions will be possible, but may require a longer route
and take more time. Turning movements at Ely Place will
be limited to right turns on northbound Alma Street only.
Pedestrian and cyclist access will improve due to mode
separation.
Impact F_ Improvement
Most Impact -■■` +
Moderate Impact -VA ■■ . +
Some Impact-PP■nnn' +
Neutral (No Impactor Improvement) - VA!' ■ +
Some Improvement - O , ■ +
Moderate Improvement - VA VA„ _ ■ ■ _+
Most Improvement-OOVAO■■■+
3 of 5
Packet Pg. 621 of 636
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated 0 F
Council Adopted Criteria LO ALTO
Meadow -Charleston Evaluation of City Council -Adopted Criteria
e
e
0
Trench
Hybrid
Viaduct
Underpass
Minimize visual changes
along the corridor
J Minimize disruption and
duration of construction
Order of magnitude cost
L Creek/Drainage Impacts
0 ■ ■ ► ► ► ►+ Railroad tracks will be below grade with
high fencing at grade. Landscaping options will be limited
to plants with shallow roots in areas where ground anchors
are required for the trench retaining walls.
-000 i 0+ Railroad tracks will be approximately
15 feet above grade. Landscaping with trees will be
incorporated for screening where feasible.
During the winter, late afternoon (after 3 pm) shadows are
significant on the east side of the structure as they extend
to the west -facing, residential properties on the east side of
Alma Street.
■■■0000+ Railroad tracks will be approximately
20 feet above grade. Landscaping with trees will be
incorporated for screening where feasible.
Shadows from the viaduct structure extend about 15 feet
from each side of the structure in the mid -morning (9
am) and mid -afternoon (3 pm) hours during the summer
solstice.
During the winter, late afternoon (after 3 pm) shadows are
significant on the east side of the structure as they extend
to the west -facing, residential properties on the east side of
Alma Street.
■ ■ ■ 0 0 0 0+ Extended road closures at Meadow - 0 ■ ■ 0 0 0 0+ Extended lane reductions at Alma - 0 0 ■ 0 0 0 0+ Extended lane reductions along
Drive and Charleston Road are required. Construction would Street, Meadow Drive, and Charleston Road will be required. Alma Street are required. Construction would last for
last for approximately 6 years. Construction would last for approximately 4 years. approximately 2.5 to 3 years.
- 0 0 ■ 0I0I0II+ Railroad tracks will remain at -grade. On
Charleston Road, removal of the planting strip on both sides
of the road will be required along with the planting strip on
the east side of Alma Street between Charleston Road and
Ely Place.
- 0 ■ ■ 0 0 0 0+ Lane reductions and temporary
closures (nights/weekends only) on Alma Street, a closure
of Meadow Drive between Emerson Street and Park
Boulevard, and a closure of Charleston Road between Alma
Street and Park Boulevard will be required for the majority
of construction. The total duration of construction will
be approximately 3.5 to 4 years; however the durations
are subject to change depending on the construction
methodologies used.
TBD, likely between $1.5B and $2B*
$390M to $480M*
$790M to $970M*
$690M to $850M*
Meadow -Charleston Evaluation of Engineering Challenges
e
e
e
Trench
Hybrid
Viaduct
Underpass
■■■IIVAVAII+
II■■IIVAVAII+
►►VA■ +
-II■■OOOO+
• Requires diversion of Adobe and Barron creeks resulting
• Pump stations required for lowered roadways.
• No significant creek or drainage impacts.
• Pump station required for lowered roadways.
in the need for pump stations.
• Increased risk of flooding due to pump stations.
Increased risk of flooding due to pump station.
• Numerous regulatory agency approvals required for creek
diversion.
• Pump stations also required to dewater the trench.
• Increased risk of flooding due to pump stations.
* Total Preliminary Construction Cost for infrastructure of both railroad crossings in 2024 dollars, and includes escalation to 2031 (Subject to Change).
The color of the matrix is comparative between each alternative at this location.
May 29, 2024 • Meadow -Charleston Summary of Evaluation • For more renderings, plans and anim Item 13: Staff Report Pg. 285
Impact Improvement
Most Impact -■■+
Moderate Impact -VA ■ ■ . . +
Some Impact-PP■nnn' +
Neutral (No Impactor Improvement) - VA!' ■ +
Some Improvement - O , ■ +
Moderate Improvement - VA VA „ _ ■ ■ _ +
Most Improvement-OOVAO■■■+
Packet Pg. 622 of 636 4 of 5
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated 0 F
Council Adopted Criteria LO ALTO
Meadow -Charleston Evaluation of Engineering Challenges
e
0
9
Trench
Hybrid
Viaduct
Underpass
M Long -Term Maintenance
N Utility Relocations
O Railroad Operations Impacts
during Construction
P Local Street Circulation
Impacts during Construction
Caltrain right-of-way Impact
(Probability of approval
Q by Caltrain of permanent
encroachment inside
Caltrain's right-of-way is
unknown at this time).
R Caltrain Design Exceptions
Needed
■ ■ ■ 0 0 VA VA+ Increased maintenance costs due to:
-VA ■ ■ 0 0 0 0+ Increased maintenance costs due to:
- 0 0 ■ 0 0 0 0+ Increased maintenance costs due to:
- 0 ■ ■ 0 0 0 0+ Increased maintenance cost due to:
• Pump stations for creek diversions.
Pump stations for roadway drainage.
• Above ground railroad alignment with embankments and
Pump stations for underpass dewatering.
• Pump stations for trench dewatering.
• Above ground railroad alignment with embankments and
viaduct structures.
• Above ground structures for both road and rail.
Below ground railroad alignment.
undercrossing structures.
■■■VAVAVAVA+
-0■■0000+
-00■0010+
-■■■OOOII+
Major utility relocations for lowered railroad.
Moderate amount of utility relocations for utility
• Some utility relocations required.
Major utility relocation due to the fully lowered roadway.
relocations for lowered roadways.
■■■0000+
-II■■0000+
-00■0000+
-II■■000►+
• Temporary track (i.e., shoofly) is required.
Temporary track (i.e., shoofly) is required, but a bit
• Temporary track (i.e., shoofly) is required.
Temporary track (i.e., shoofly) likely required unless an
shorter than the trench shoofly.
alternate construction methodology and sequencing is
acceptable to Caltrain.
-0■■0000+
-■■■0000+
-00■0000+
-■■■0000+
• Removal of right turn lanes on Alma Street at Meadow
• Removal of right turn lanes on Alma Street at Meadow
• Reduced number of lanes on Alma Street.
Lane reduction on Alma Street during construction of the
Drive and Charleston Road; however, traffic will still be
Drive and Charleston Road; however, traffic will still be
Possible night time closures of Meadow Drive and
shoofly and bridge.
able to flow as needed despite lane reduction.
able to flow as needed despite lane reduction.
Charleston Road.
• Closure of Meadow Drive and Charleston Road
• Closes Meadow Drive while Charleston Road roadway
• Alma Street, Charleston Road, and Meadow Drive
throughout excavation and construction of the
bridges are constructed and visa versa,
reduced to 2 lanes (one lane each direction).
undercrossing and related features.
-0 ■ ■ 0 0 0 0+ Permanent encroachment inside
- III ■ III + Permanent encroachment inside
- 0 0 ■ 0 0 0 0+ No permanent encroachment inside
- 0 0 0 ■ 0 0 0+ No permanent encroachment inside
Caltrain's right-of-way is required to accommodate pump
Caltrain's right of way is required to accommodate the
Caltrain's right-of-way is required. However, options of a
Caltrain's right-of-way is required.
station(s).
southbound right turn lane from Alma Street.
linear park or dual use under the viaduct would require
Caltrain approval.
2% grade on track required. Maximum grade allowed by
Temporary vertical clearance of
1.4% grade on track required. Maximum grade allowed by
No Caltrain design exceptions required.
Caltrain is 1%.
12 feet at undercrossing structures during construction.
Caltrain is 1%.
Minimum vertical clearance allowed by Caltrain is 16.5 feet.
The color of the matrix is comparative between each alternative at this location.
May 29, 2024 • Meadow -Charleston Summary of Evaluation • For more renderings, plans and anim Item 13: Staff Report Pg. 286
Impact. a Improvement
Most Impact _■■` +
Moderate Impact -VA ■■... +
Somelmpact +
Neutral (No Impactor Improvement) - VAT ■ +
Some Improvement _ O , ■ +
Moderate Improvement _ VA VA „ _ ■ ■ _+
Most Improvement _ 0 0 I10 ■ ■ ■+
Packet Pg. 623 of 636 5of5
Item 13
Attachment M - Summary of
• • •
Evaluation Matrix based on Updated
0 F
LO ALTO
Council Adopted Criteria
Churchill Evaluation of City Council -Adopted Criteria
Closure with Mitigations
Partial Underpass
■ + Churchill Avenue will be closed to vehicles at the railroad tracks. Pedestrians and cyclists will
- 0 0 0 0 ■ ■ 0+ Churchill Avenue will be grade separated from the railroad for all modes and will remain open.
A Facilitate movement across the corridor for
be grade separated from the railroad in Option 1. For Option 2, pedestrians and cyclists will be grade separated
Through traffic on Churchill Avenue is no longer possible, and some traffic will have to take alternate routes.
all modes of transportation
from the railroad and vehicle traffic on Alma Street.
Pedestrian/bike (only) traffic will be grade separated from the railroad and vehicle traffic on Alma Street via an
undercrossing at Kellogg Avenue or Seale Avenue.
■ ■ 0+ With closure of Churchill Avenue, traffic will be diverted to Embarcadero and Page Mill
0 0 0 0 ■ ■ ■+ With construction of the grade separation, the railroad crossing gates and warning lights
B Reduce delay and congestion
Road and thus, nearby intersections will be impacted; however, operational improvements are proposed at the
at Churchill Avenue will be removed. Thus, the traffic will not be interrupted by the railroad crossing gates.
for vehicular traffic at rail crossings
Embarcadero/Kingsley/Alma intersection, El Camino Real intersections at Embarcadero Road and Page Mill Road
Pedestrian undercrossing at Kellogg Avenue or Seale Avenue will also help reduce intersection congestion.
and Alma/Oregon Expressway interchange that would mitigate the traffic impacts.
Provide clear, safe routes for pedestrians and
i 0 0 ■ ■ ■+ Pedestrians/cyclists will be separated from train traffic and vehicles.
0 0 0 0 ■ ■ ■+ Pedestrians and cyclists will be completely separated from train and vehicular traffic. Full
C cyclists crossing the rail corridor, separate
pedestrian and cyclist movement is maintained with a new undercrossing at Kellogg Avenue or Seale Avenue.
from vehicles
D Support continued rail operations and Caltrain
-0000000+ A temporary railroad track will not be required.
-00■000I+ A temporary railroad track is likely to be required unless an alternate construction
service improvements
methodology and sequencing is acceptable to Caltrain.
E Finance with feasible funding sources
-00 ■ 0►0►I ►I+ The closure would require the lowest levels of local funding, with a substantial portion of
-0 ■ ■ 0000+ The underpasses would require lower levels of local funding, with a substantial portion of
(Order of magnitude cost)
capital costs covered by Regional, State and Federal sources,
capital costs covered by Regional, State, and Federal sources.
- VA ►0 ■ 0 0 0 0+ No acquisition of private properties is required; however, there will be impacts to the Palo Alto
- IA ■ ■ + A partial acquisition of the high school and/or residential property fronting Churchill Avenue
High School property. Loss of street parking and removal of the planter strip on both sides of Churchill Avenue,
on the west side of the tracks in the vicinity of Mariposa Avenue will be required.
east of Alma Street, will be required for the pedestrian/bike undercrossing (Option 2 only).
Driveway modifications, removal and relocation of planter strips, and fifteen (15) partial acquisitions of residential
properties will be required due to widening of Alma Street between Melville Avenue and Lowell Avenue.
F Minimize right-of-way acquisition
For the pedestrian undercrossing at Kellogg Avenue (or Seale Avenue), loss of street parking and removal of the
(Private property only)
planter strip on both sides of the street will be required for approximately 250-300 feet from (east of) Alma Street.
The number of properties to be affected are as follows:
• For an undercrossing at Kellogg Avenue, four (4) on the north side and five (5) on the south side of Kellogg
Avenue. In addition, a partial acquisition of the high school near the bleachers will be required.
• For an undercrossing at Seale Avenue, four (4) on the north side and four (4) on the south side of Seale Avenue.
0 0 0 ► ■ 0 0+ Train horn noise and warning bells will be eliminated with the removal of the at -grade
- 0I0I0I0 ■ ► ► + Train horn noise and warning bells will be eliminated by the replacement of the at -grade
crossings with roadway closure. Utilizing EMU trains instead of diesel engines will also reduce noise. There would
crossings with grade separations. Utilizing EMU trains rather than diesel engines will also reduce noise and some
G1 Reduce rail noise and vibration
be no change to vibration levels at nearby receptors. An optional 6 -foot high noise barrier near the tracks could
road noise would be reduced. Modern rail bridge design will reduce excess structural noise. There would be little
significantly reduce wheel/rail and propulsion noise,
to no change to vibration levels at nearby receptors. An optional 6 -foot high noise barrier near the tracks and on
the overpass structure could significantly reduce wheel/rail and propulsion noise.
- VA ► I ■► 0 0+ The closure alternative would be outside of the projected sea level rise inundation zone for
-000 ■ 100+ The underpass alternative would be outside of the projected sea level rise inundation zone
the year 2100.
for the year 2100.
G2 Sea Level Rise Susceptibility
The lowest pedestrian underpass elevations (27 feet at Kellogg, and 20 feet at Seale Avenue) would still be well
The lowest elevations (27 feet for the pedestrian underpass at Kellogg, 25 feet for the roadway underpass at
above current groundwater levels (Elevation 8-11 feet).
Churchill and 20 feet for the pedestrian underpass at Seale Avenue) would still be well above current groundwater
levels (Elevation 8-11 feet).
This alternative is not anticipated to be affected by sea level rise or emergent groundwater.
Impact. _Improvement
Most Impact _■■+
Moderate Impact -VA ■ ■ . +
Somelmpact +
Neutral (No Impactor Improvement) - VA!' ■ +
Some Improvement _ O r ■ +
The color of the matrix is comparative between each alternative at this location. Moderate Improvement _ 0 0 . _ ■ ■ _+
Most Improvement _ 0 0 I10 ■ ■ ■+
May 29, 2024 • Churchill Summary of Evaluation • For more renderings, plans and animations visi Item 13: Staff Report Pg. 287 Packet Pg. 624 of 636 1 of 3
Churchill Evaluation of City Council -Adopted Criteria
Luationteri1
a
G3 Heat Island Effect
G4 Stormwater Treatment
Maintain access to neighborhoods, parks,
H and schools along the corridor, while reducing
regional traffic on neighborhood streets
I Minimize visual changes along the corridor
U Minimize disruption and duration of
construction
Order of magnitude cost
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated
Council Adopted Criteria LO ALTO
Closure with Mitigations Partial Underpass
- 0 0 0 0 ■ 0 0+ The introduction of new vegetated areas, with higher albedo ratings than asphalt surfaces
- ■ + The combination of replacing existing concrete with lighter albedo concrete and replacing
and increased provision of shading, southwest of the Alma St & Churchill Ave intersection results in an expected
existing asphalt with darker albedo asphalt pavements results in an expected neutral impact to heat island
improvement to heat island effects.
effects.
Higher albedo ratings are more favorable because more light is reflected, which can help cool the surrounding air.
- 0 0 VA 'AU 0 0+ The introduction of new vegetated areas, with lower runoff coefficients and higher expected
- 0 ■ ■ 0 0 0 0+ Due to the large area of regraded (lowered) and replaced impervious surfaces the volume of
perviousness, southwest of the Alma St & Churchill Ave intersection results in some expected reduction in
runoff requiring treatment will increase substantially as compared to existing conditions.
stormwater generation.
-00 ■ 00 N N+ Vehicle access will be diverted and resultant regional traffic will be mitigated. Pedestrian and
-00000 ■ ■ II+ Regional traffic will be diverted due to the restricted turning movements. Pedestrian and
cyclist access will improve to mode separation,
cyclist access will improve due to mode separation.
- 0 0 ■ 0 0 0 0+ Railroad tracks remain at existing grade. Residual roadway areas from the closure provide
-0 ■ ■ " ' + The railroad tracks and the northbound lanes of Alma Street will remain at -grade, and the east
opportunities for landscaping at Churchill between Mariposa Avenue and the tracks,
side of Churchill Avenue will remain unchanged. Mature trees and overhead power poles within the Alma Street
Some tree removals will be required on both sides of Churchill for a length of approximately 250-300 feet east of
planting strip, from just north of Kellogg Avenue to just south of Coleridge Avenue, will be removed. Landscaping
restoration is limited due to space constraints.
Alma Street to accommodate a ped/bike ramp down the center of Churchill (Option 2 only).
-II II ■►I 00 0+ The closure will have minimal road closures (nights/weekends only). Construction would last
-■ ■ ■ 0 0 0 0+ Closure of Churchill Avenue between Alma Street and Mariposa Avenue will be required for
for approximately 2 years.
the majority of construction. Alma Street will be one-way northbound for approximately 6+ months. Total duration
of construction will be approximately 2.5 to 3 years; however the durations are subject to change depending on
the construction methodologies used.
$90M to $120M*
$260M to $320M*
Churchill Evaluation of Engineering Challenges
0
Closure with Mitigations Partial Underpass
-II■■0000+-0■■orAoo+
• Pump station required for lowered pedestrian/bike undercrossing. Pump station required for lowered roadways.
L Creek/Drainage Impacts • Increased risk of flooding with pump stations. • Increased risk of flooding due to pump station.
• Relocation of the pump house at Embarcadero Road required to accommodate widening of Alma Street.
-0■■0000+ Increased maintenance costs due to:
M Long -Term Maintenance • Pump stations for undercrossing drainage.
* Total Preliminary Construction Cost for infrastructure of the railroad crossing in 2024 dollars, and includes escalation to 2031 (Subject to Change).
The color of the matrix is comparative between each alternative at this location.
May 29, 2024 • Churchill Summary of Evaluation • For more renderings, plans and animations visi Item 13: Staff Report Pg. 288
•
0■■000►+ Increased maintenance cost due to:
Pump stations for underpass drainage.
• Above ground structures for both road and rail.
Impact . .Improvement
Most Impact _■■` +
Moderate Impact -VA ■■ +
Some Impact +
Neutral (No Impactor Improvement) - VA! ■ +
Some Improvement _ O , ■ +
Moderate Improvement _ VA VA „ _ ■ ■ _+
Most Improvement _ 0 0 I10 ■ ■ ■+
Packet Pg. 625 of 636 2 of 3
Churchill Evaluation of Engineering Challenges
N Utility Relocations
O Railroad Operations Impacts during
Construction
P Local Street Circulation Impacts during
Construction
Caltrain right-of-way Impact
(Probability of approval by Caltrain of
permanent encroachment inside Caltrain's
right-of-way is unknown at this time).
R Caltrain Design Exceptions Needed
Item 13
Attachment M - Summary of
Evaluation Matrix based on Updated 0 F
Council Adopted Criteria LO ALTO
•
Closure with Mitigations Partial Underpass
II ■■0000+
-■■■0000+
• Potential utility relocations in Alma Street and Churchill Avenue for pedestrian/bike undercrossing.
Major utility relocations for lowered roadways.
• Minor utility relocations for Embarcadero Road/Alma Street improvements.
-00■0000+
II■■II II II II+
• No temporary track (i.e., shoofly) required, only single tracking during nights and weekends.
• Temporary track (i.e., shoofly) likely required unless alternate construction methodology and sequencing is
acceptable to Caltrain.
-00■0000+
-■■■0000+
• Path along Palo Alto High School will temporarily be impacted during construction.
Lane reduction on Alma Street during construction of the shoofly and bridge.
• Temporary night and weekend closure of lanes on Churchill Avenue, Alma Street, Embarcadero Road, El
• Likely closure of Churchill Avenue throughout the excavation and construction of the undercrossing and related
Camino Real, and Oregon Expressway.
features.
• Likely closure of Kellogg Avenue for the duration of the pedestrian underpass construction; driveway access
from one direction only.
■■000I. + Requires permanent longitudinal encroachment inside Caltrain's right-of-way for the
-■■■FA01►+
pedestrian/bike ramps for undercrossing Option 1.
• Requires permanent longitudinal encroachment inside Caltrain's right-of-way for the pedestrian/bike ramps (to
the undercrossing at Kellogg Avenue) and for the lanes/shoulders for southbound Alma Street.
• No longitudinal encroachment inside Caltrain's right-of-way required for the pedestrian/bike underpass at Seale
Avenue.
None required.
No Caltrain design exceptions needed.
The color of the matrix is comparative between each alternative at this location.
May 29, 2024 • Churchill Summary of Evaluation • For more renderings, plans and animations visi Item 13: Staff Report Pg. 289
Impact F_ Improvement
Most Impact _■■` +
Moderate Impact & ■ ■ , , +
Some Impact +
Neutral (No Impactor Improvement) _ r ■ +
Some Improvement _ O , ■ +
Moderate Improvement _ „ _ ■ ■ _+
Most Improvement _0000■■■+
Packet Pg. 626 of 636 3 of 3
Item AA1
Item AA1 Staff Report
(TT City Council
Supplemental Report
C I T Y O F From: Ed Shikada, City Manager
PALO Meeting Date: June 10, 2024
ALTO Item Number: AA1
Report #:2406-3126
TITLE
Pre -Approved Parklet Designs and Proposed Revisions to Adopted Ongoing Parklets Standards
BACKGROUND/ANALYSIS
This item originally appeared on the consent calendar for Monday, June 3, 2024. This
supplemental report transmits additional information and clarifications.
1. Revisions to Interim Ordinance and Resolution regarding the area of Ramona Street
closed to vehicles
Issue: Ramona Street Car -Free Status — On November 6, 2023, Council directed staff to
maintain the portion of Ramona Street between Hamilton Avenue and the Ramona
Street/University Avenue garage as a car -free street. Permanent closure to traffic will
require an additional formal action by the City Council following environmental review,
including evaluation of alternatives. This work is underway (though sequenced to follow
current activities), and no recommendation to reopen Ramona Street to traffic is being
made through the pending actions.
Issue: Applicability of Ongoing Parklet Standards to Ramona Street — To best use space on a
car -free street, staff will need to engage stakeholders and consultants to develop effective
outdoor dining standards for car -free streets (as opposed to parklets which are designed to
be sited next to vehicular traffic). Thus, staff is seeking Council approval to extend the
Interim parklet program on the car -free portion of Ramona Street through March 2025. This
will maintain status quo and ensure that parklet operators on the car -free street portion of
Ramona will not have to rebuild their parklets to comply with standards meant for streets
with vehicular traffic.
Issue: Applicability of License Fees to Ramona Street— If Council does not approve the
recommended changes to the interim ordinance, parklets on this portion of Ramona Street
will nonetheless be required to pay the license fees for using the public right of way
consistent with the Ongoing Parklets Program Regulations on July 1, 2024. They would also
be required to redesign/modify their existing parklets to comply with standards meant for
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Item AA1
Item AA1 Staff Report
parklets on streets with vehicular traffic, which may not be appropriate nor necessary for a
car -free street. Staff does not recommend this because it would require complying with
standards designed for vehicular traffic and then another round of alterations to comply
with potential future standards for outdoor dining on car -free streets. However, staff
recommends proceeding with implementation of license fee requirements for the use of
public space on Ramona Street. These funds will support the enhanced cleaning and
enforcement requested by stakeholders as well as maintain consistency with other
downtown businesses occupying public spaces.
2. Refinements to the Ongoing Parklet Program Design Standards, including changes
regarding the use of planters on parklets.
Issue: Time -Sensitivity of Parklet Design Standards — Parklet design requirements are time
sensitive to provide parklet operators time to incorporate these requirements into their
"ongoing" parklet designs. Ongoing program deadlines come into effect this Fall.
Per Council direction in September 2023, staff engaged with the Architectural Review Board
(ARB) on parklet standards. Based on input from the ARB and a stakeholder engagement
process, staff is recommending some changes to the ongoing parklet program standards
adopted by Council in September 2023. These standards can be changed administratively;
however, staff is bringing forward key changes for Council approval given the level of
specificity previously reflected in Council direction. There are seven proposed changes, the
most significant one being the addition of planters.
Planters are currently prohibited, based on safety concerns about planters constructed from
brittle materials that could splinter upon impact. The use of planters was a high priority for
the stakeholders and the ARB; staff has worked with the consultant engineer to develop
recommendations that allow planters constructed with non -brittle materials. Some of the
other changes are related to clarifying access and setbacks, removing requirements related
to furnishings, and not requiring gutters and leaders. These changes are described in detail
in the staff report from June 3, 2024.
3. Pre -approved Parklet Designs and Associated User Guide
Issue: Time -Sensitivity of Pre -Approved Parklet Designs — Pre -approved parklet designs are
time -sensitive to provide parklet operators a streamlined path, with options for designs and
materials, for compliance with Ongoing Parklet Program requirements.
Through an engagement process over several months, staff received support in May 2024
from the ARB for pre -approved parklet designs and user guide. With Council approval of the
design on June 10, shop drawings for the designs can be completed and available for use in
August.
The pre -approved designs offer flexibility in terms of materials and finishes, and the use of
these designs is voluntary. The benefit of the pre -approved designs is a streamlined and
expedited design and approval process. Parklet operators using the pre -approved design
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Item AA1
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will expend less time and money on designers and structural engineers. Additionally, they
will be able to take advantage of an expedited approval process through the City's Public
Works department.
Issue: Coordination with Emerson Street Parklet Operators - The City has worked with
parklet operators along Emerson Street to coordinate a long -overdue paving project
scheduled for July. Based on feedback from parklet operators, staff altered the timeline for
the project and worked with the contractor to phase the project into two parts. If Council
defers action on the pre -approved designs and ongoing parklet standards, the parklets on
Emerson Street would still be removed but the parklets might not be rebuilt as quickly
because parklet operators will not be able to take advantage of the pre -approved parklet
designs and corresponding expedited review by the Public Works Department.
4. Project Timeline
Staff presented a comprehensive timeline for parklets with the City Council on March 11,
20241. That timeline included full phase -in of ongoing parklet standards by November 1,
2024. The timeline was developed to balance multiple interests regarding parklets,
including the desire for immediate implementation and enforcement of an ongoing parklet
program to address safety and aesthetic concerns, allowing existing parklets to maximize
outdoor dining in the summer months, and avoiding ongoing drainage issues caused by
existing parklets during another rainy season.
The only change from the timeline presented to Council on March 11, is the extension of
the Interim ordinance to allow parklets on the car -free portion of Ramona Street to
continue to operate until standards are developed for outdoor dining on car -free streets.
This was done in response to feedback from stakeholders and will minimize disruption to
parklets on this portion of Ramona Street.
ATTACHMENTS
Attachment A: Considerations for Council Action
APPROVED BY:
Ed Shikada, City Manager
1 https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/parklet-
progra m/sr2401-2483-3.11.2024-extend-intermin-ordinance-for-parklets-to-7.31.2024.pdf
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Item AA1
Attachment A - Considerations for
Council Action
Proposed Action Item
Council Approves on 6/10
Council Defers Action
Extend the interim parklet
• Will maintain status quo until outdoor
• Ongoing parklet program regulations will apply
program for parklets and at-
dining standards for car -free streets are
• Will need to comply with standards meant for streets
grade dining on car -free portion
adopted
with vehicular traffic such as clearances and enclosure
of Ramona
• Ensures Parklets on car -free street portion
heights
of Ramona do not need to be rebuilt to
standards designed for streets with traffic
Implement license fees under
• License fees will need to be paid under
• License fees will need to be paid under ongoing parklet
the interim ordinance for this
interim ordinance
program ordinance
same section of Ramona
Adopt the revised Ongoing
• Regulations will incorporate ARB feedback
• Pre -approved designs will not be available for use in
Parklet Program Regulations
and allow shop drawings for pre -approved
August, as previously communicated to parklet
designs to proceed
operators
• Planters will not be allowed; use of planters was a high
priority for ARB and parklet operators
• Gutters/leaders will be required, furnishings will be
regulated
Approved Pre -Approved Parklet
• Pre -Approved Designs and User Guide will
• Parklet operators will need to pay to develop custom
Designs and Associated Draft
be available for use in August
designs
user Guide as recommended by
• Parklet operators will save money on a
• Review and approval process will take longer
ARB
custom design and structural drawings
• Alternatively, City will need to further defer
• Approval process will be streamlined
enforcement of ongoing parklet program; drainage and
ponding issues will continue through another winter
season
• Parklets of Emerson Street that were removed due to
re -paving will either have to wait to use the pre -
approved designs or use custom designs
Item AA1: Staff Report Pg. 4 Packet Pg. 630 of 636
Item 12
Item 12 Supplemental
Report
(TT City Council
Supplemental Report
CITY O F From: Philip Kamhi, Chief Transportation Official
PALO Meeting Date: June 10, 2024
ALTO Item Number: 12
Report #:2405-3111
TITLE
Supplemental Memo: Hearing on Written Protests Against Proposed Discontinuance of a
portion of El Camino Park; and Adopt a Resolution and Ordinance Approving a Ballot Measure
for the Discontinuance of a portion of El Camino Park and Calling a Special Election on
November 5, 2024 and Authorize the City Mayor and City Manager to Execute a Letter of Intent
with Stanford University for the Quarry Road Project; CEQA status - statutorily exempt per Pub.
Res. Code § 21080(b)(12).
RECOMMENDATION
In addition to the published recommendations on this item, staff recommends that the City
Council Authorize the City Mayor and City Manager to execute a Letter of Intent with Stanford
University for the Quarry Road Project.
BACKGROUND/ANALYSIS
This supplemental report transmits a Letter of Intent drafted by the parties, City of Palo Alto
and Stanford University (Stanford), and amends the agenda item title and recommended action
to seek authorization for City signatures.
Revised Title:
Hearing on Written Protests Against Proposed Discontinuance of a portion of El Camino Park;
and Adopt a Resolution and Ordinance Approving a Ballot Measure for the Discontinuance of a
portion of El Camino Park and Calling a Special Election on November 5, 2024 and Authorize the
City Mayor and City Manager to Execute a Letter of Intent with Stanford University for the
Quarry Road Project; CEQA status - statutorily exempt per Pub. Res. Code § 21080(b)(12).
Revised Recommendation:
Staff recommends that the City Council:
1. Hear and pass upon all valid written protests received by the Clerk regarding the
proposed discontinuance of a portion of El Camino Park to construct a roadway for
transit vehicles;
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Item 12
Item 12 Supplemental
Report
2. Sustain or overrule (majority vote) the protests; and
3. If protests are overruled, adopt the attached ordinance and resolution calling for a
special election on November 5, 2024 and submit to the voters a ballot measure of
whether to discontinue the park use of approximately 0.33 acres of El Camino Park for
the purpose of constructing a roadway for transit vehicles between El Camino Real and
the Palo Alto Transit Center
4. Authorize the City Mayor and City Manager to Execute a Letter of Intent with Stanford
University for the Quarry Road Project.
Letter of Intent Between City of Palo Alto and Stanford
In order to provide a more complete context for the proposed Quarry Road project, including
its relationship with the Palo Alto Transit Center and El Camino Park, Attachment A provides a
proposed Letter of Intent (LOI). The LOI outlines responsibilities and actions that each party
plans to undertake, including:
• responsibilities for the funding, design, and construction of the roadway. This includes
Stanford contributing up to $4 million for completion of the project, as well as
maintenance funding;
• extension of the lease for playing fields at El Camino Park for an additional ten years
through 2052; and,
• undertaking a long-term visioning process for the Palo Alto Transit Center that
addresses dynamic public spaces, multi -modal transit needs, and community
engagement.
This LO1 was discussed and drafted with the involvement of Stanford, the City Council Stanford
Ad Hoc Committee (Council members Burt, Kou, and Lythcott-Haims), and City staff. The
attached letter has been signed by Stanford's representative and staff recommends
authorization for the Mayor and City Manager to sign on behalf of the City.
ATTACHMENTS
Attachment A: Letter of Intent Quarry Road
APPROVED BY:
Philip Kamhi, Chief Transportation Official
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Item 12
Item 12 Supplemental
Report Attachment A -
Letter of Intent Quarry
Road Project
CITY OF
PALO
ALTO
June 1, 2024
Robert C. Reidy
Vice President, Lands, Buildings, and Real Estate
Stanford University
Stanford, CA 94305
RE: Letter of Intent for Mutual Cooperation between the City of Palo Alto and Stanford
University to Collaborate on a new road, primarily for transit, connecting the Palo Alto
Transit Center with El Camino Real; Extension of the Lease for the playing fields portion of
El Camino Park; and Future Visioning of the Palo Alto Transit Center.
Dear Mr. Reidy:
The Palo Alto Transit Center (PATC) is the mobility hub of Palo Alto and has the second highest
Caltrain ridership on the corridor. SamTrans, Santa Clara Valley Transit Authority (VTA), AC Transit and
Dumbarton Express all run buses to the PATC to complement Caltrain service and connect Palo Alto to
San Mateo County, Santa Clara County, and the East Bay, respectively. Additionally, Stanford's Marguerite
shuttle service and other private shuttles provide last -mile connections from the PATC to campus facilities
for employees and visitors.
The City of Palo Alto and Stanford University are collaborating to create a new transit road
that will connect the Palo Alto Transit Center with El Camino Real and make intersection
improvements at El Camino Real and Quarry Road for improved pedestrian and bicycle
connections to businesses and retail, in addition to Stanford University, Medical Center, and
Shopping Center (altogether described as "the transitway"). This transitway will allow buses,
shuttles, and other transit vehicles to directly access El Camino Real rather than circle back
through University Avenue, creating more efficiency for transit riders and improving transit
operations. Bus operators estimate saving approximately 5-8 minutes per trip. As a major step
forward, the parties are working toward placing a measure on the November 2024 ballot to
undedicate an underutilized portion of El Camino Park to allow the transitway to be constructed
there.
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Item 12
Item 12 Supplemental
Report Attachment A -
Letter of Intent Quarry
The City and Stanford are working together as shared stakeholders. Road Project ner
of the land at El Camino Park and the Transit Center. Stanford leases the land at El Camino Park
to the City through June 2042, and the City has dedicated the area for park use. Stanford also
leases the land at the Transit Center to the City through June 2033, which is currently occupied
by VTA as a holdover from a previous sublease. Stanford's shuttles, in addition to public and
private shuttles, use the Transit Center to connect public transit with numerous employer centers
in Palo Alto.
Provided the electorate approves the November 2024 ballot measure, the City and
Stanford intend to move forward with the transitway in tandem with consideration for the
neighboring properties — El Camino Park and the Transit Center — as follows:
1. New transitway connecting the Palo Alto Transit Center and El Camino Real to increase
efficiency for transit riders, and improve pedestrian and bicycle crossing of El Camino Real.
I. Construction: The City will be responsible for the final design and construction of the
transitway, including obtaining all the necessary permits, subject to Stanford funding
contributions as outlined below.
II. Funding:
a. The funding for the total project budget, including all soft costs and costs to
support the ballot measure, will come from a combination of sources.
b. The first funding source will be funds provided to the City under Section 5(d)(i) of
the Stanford University Medical Center (SUMC) Development Agreement
(approximately $1.2 million).
c. The City, with assistance from Stanford, actively will pursue any available grant
funding to help cover project costs.
d. Stanford will pay for the remaining cost not covered by the SUMC Development
Agreement or grant funding, up to a maximum of $4 million.
III. Post -construction maintenance, during the period of time that the transitway is ground
leased to the City:
a. The City (and/or the City's sublessee) will be responsible for all future
maintenance and landscaping for the project area.
b. Stanford will cover the cost for the maintenance work up to $80,000 annually.
IV. As part of Stanford's overall project budget of up to $4 million, Stanford will pay the costs
associated with placing the item on the November 2024 ballot, up to $86,000.
V. Rights in the transitway:
a. The precise terms and conditions of the transitway - its location, maintenance,
relocation flexibility, etc. - will be documented through amendment of the existing
ground lease of El Camino Park or by other document that ensures each party's
Item 12: Staff Report Pg. 4 Packet Pg. 634 of 636
interests are documented and protected
Item 12
Item 12 Supplemental
Report Attachment A -
Letter of Intent Quarry
Such agreeme Road Project be
consistent with the existing fee structure, which allows the City to lease the
premises for $1/year through June 2042.
b. All rights will be coterminous with the existing ground lease term ending in June
2042.
2. Ensuring the Playing Fields at El Camino Park Extend Beyond 2042
In connection with the Quarry Road transitway project, subject to and prior to its
completion, Stanford, as owner of the land under El Camino Park, will allow the existing playing
fields at El Camino Park to continue through 2052 by extending that portion of the lease with the
City (that portion to be defined and described in the El Camino Park lease amendment). Stanford
will continue to charge the City $1/year in the extended term from 2042 through 2052.
3. Long -Term Visioning of a Dynamic Palo Alto Transit Center
The Palo Alto Transit Center (PATC), which includes 27 University, 400 Mitchell, the
Transit Terminal and the Depot, serves as a significant multi -modal gateway for both the City of
Palo Alto and Stanford University. The PATC provides an important midpoint connection between
Downtown, the University, Stanford Shopping Center, Stanford Health Care, and Stanford
Medicine Children's Health. Stanford and the City are committed to working in collaboration with
transit partners on a long-term visioning process, including:
• Exploring future uses and dynamic public spaces that could be implemented
• Studying how the multi -modal transit hub can function better
• Engaging the community as part of the visioning process
While this letter is not a contract, it is intended to provide a solid foundation and scope
for next steps. The City and Stanford are aware that this letter rests on specific assumptions
about the costs, legal requirements, and future needs of El Camino Park and the Transit Center,
and such assumptions may change over the duration of this project.
Item 12: Staff Report Pg. 5 Packet Pg. 635 of 636
The City requests Stanford's countersignature to this letter
understanding of the terms above.
Sincerely,
Mayor, City of Palo Alto
Item 12
Item 12 Supplemental
Report Attachment A -
Letter of Intent Quarry
to Road Project red
City Manager, City of Palo Alto
Stanford University acknowledges and shares the City's understanding of the terms above.
Robert C. Reidy, Vice President of Lands, Buildi gs, and Real Estate
Stanford University
Item 12: Staff Report Pg. 6 Packet Pg. 636 of 636