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2024-06-10 City Council Agenda Packet
CITY COUNCIL Special Meeting Monday, June 10, 2024 Council Chambers & Hybrid 4:00 PM Amended Agenda 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 subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (4:00 ‐ 4:30 PM) Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 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 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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting? meetingTemplateId=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). 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. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments 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. rd rd 1 June 10, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILSpecial MeetingMonday, June 10, 2024Council Chambers & Hybrid4:00 PMAmended AgendaAmended agenda items appear below in RED (Time EstimatesUpdated)Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency and publicaccess, members of the public can choose to participate from home or attend in person. Informationon 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 TVChannel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to MidpenMedia Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heard for 30minutes. Additional public comments, if any, will be heard at the end of the agenda. Publiccomments for agendized items will be accepted both in person and via Zoom for up to three minutesor an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes afterthe staff’s presentation or as determined by the Chair. Written public comments can be submitted inadvance to city.council@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencing inyour subject line.PowerPoints, videos, or other media to be presented during public comment are accepted only byemail 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 cybersecuritymanagement 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 afacility, fire, or safety hazard; and (3) persons with such items remain seated when displaying themand must not raise the items above shoulder level, obstruct the view or passage of other attendees,or otherwise disturb the business of the meeting.TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (4:00 ‐ 4:30 PM) Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 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 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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting? meetingTemplateId=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). 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. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments 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. rd rd 2 June 10, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILSpecial MeetingMonday, June 10, 2024Council Chambers & Hybrid4:00 PMAmended AgendaAmended agenda items appear below in RED (Time EstimatesUpdated)Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency and publicaccess, members of the public can choose to participate from home or attend in person. Informationon 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 TVChannel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to MidpenMedia Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heard for 30minutes. Additional public comments, if any, will be heard at the end of the agenda. Publiccomments for agendized items will be accepted both in person and via Zoom for up to three minutesor an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes afterthe staff’s presentation or as determined by the Chair. Written public comments can be submitted inadvance to city.council@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencing inyour subject line.PowerPoints, videos, or other media to be presented during public comment are accepted only byemail 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 cybersecuritymanagement 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 afacility, fire, or safety hazard; and (3) persons with such items remain seated when displaying themand 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 ESTIMATESListed times are estimates only and are subject to change at any time, including while the meeting isin progress. The Council reserves the right to use more or less time on any item, to change the orderof items and/or to continue items to another meeting. Particular items may be heard before or afterthe time estimated on the agenda. This may occur in order to best manage the time at a meeting orto adapt to the participation of the public.CALL TO ORDERAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (4:00 ‐ 4:30 PM)Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on #of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the endof 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 Meeting2.Adoption of a Resolution Calling for a General Municipal Election to be held November 5,20243.Approve Extension to the Deadline for Boards, Commissions, and Committees Workplansfrom June 2024 to Council Approval in August 20244.QUASI‐JUDICIAL. 310 California Avenue [23PLN‐00304]: Request for Approval of aConditional Use Permit for the Expansion of an Existing Commercial Recreation Use andRenovation of an Eating and Drinking Space. Environmental Assessment: Exempt fromthe Provisions of the California Environmental Quality Act in Accordance with CEQAGuidelines Section 15301 (Existing Facilities). Zoning District: CC(2)(R)(P). For MoreInformation Contact the Project Planner Nishita Kandikuppa atnishita.kandikuppa@cityofpaloalto.org. Public Comments5.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 toIncrease the Retention Schedule From Five Percent to Ten Percent; CEQA Status – ExemptUnder 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 RangeFacilities Plan Update for the Regional Water Quality Control Plant for a Period of Twoand a Half Years; CEQA Status – Not a Project Consent Questions7.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) 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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting? meetingTemplateId=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). 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. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments 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. rd rd 3 June 10, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILSpecial MeetingMonday, June 10, 2024Council Chambers & Hybrid4:00 PMAmended AgendaAmended agenda items appear below in RED (Time EstimatesUpdated)Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency and publicaccess, members of the public can choose to participate from home or attend in person. Informationon 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 TVChannel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to MidpenMedia Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heard for 30minutes. Additional public comments, if any, will be heard at the end of the agenda. Publiccomments for agendized items will be accepted both in person and via Zoom for up to three minutesor an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes afterthe staff’s presentation or as determined by the Chair. Written public comments can be submitted inadvance to city.council@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencing inyour subject line.PowerPoints, videos, or other media to be presented during public comment are accepted only byemail 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 cybersecuritymanagement 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 afacility, fire, or safety hazard; and (3) persons with such items remain seated when displaying themand 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 ESTIMATESListed times are estimates only and are subject to change at any time, including while the meeting isin progress. The Council reserves the right to use more or less time on any item, to change the orderof items and/or to continue items to another meeting. Particular items may be heard before or afterthe time estimated on the agenda. This may occur in order to best manage the time at a meeting orto adapt to the participation of the public.CALL TO ORDERAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (4:00 ‐ 4:30 PM)Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on #of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the endof 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 Meeting2.Adoption of a Resolution Calling for a General Municipal Election to be held November 5,20243.Approve Extension to the Deadline for Boards, Commissions, and Committees Workplansfrom June 2024 to Council Approval in August 20244.QUASI‐JUDICIAL. 310 California Avenue [23PLN‐00304]: Request for Approval of aConditional Use Permit for the Expansion of an Existing Commercial Recreation Use andRenovation of an Eating and Drinking Space. Environmental Assessment: Exempt fromthe Provisions of the California Environmental Quality Act in Accordance with CEQAGuidelines Section 15301 (Existing Facilities). Zoning District: CC(2)(R)(P). For MoreInformation Contact the Project Planner Nishita Kandikuppa atnishita.kandikuppa@cityofpaloalto.org. Public Comments5.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 toIncrease the Retention Schedule From Five Percent to Ten Percent; CEQA Status – ExemptUnder 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 RangeFacilities Plan Update for the Regional Water Quality Control Plant for a Period of Twoand a Half Years; CEQA Status – Not a Project Consent Questions7.Approval of Construction Contract C24190538A with JJR Construction, Inc. in an AmountNot‐to‐Exceed $1,586,191 and Authorization for the City Manager or Their Designee toNegotiate and Execute Change Orders for Related Additional but Unforeseen Work thatMay Develop During the Project Up to a Not‐to‐Exceed Amount of $158,619 for the FiscalYear 2024 Sidewalk Repair ADA Improvement Project‐REBID, Capital ImprovementProgram Projects PO‐89003 and PO‐12001; CEQA Status – exempt under section15301(c) Consent Questions8.Approval of Amendment Number 4 to Contract Number C21179265C with CarolloEngineers, Inc., to Increase Compensation by $4,151,386 and Approval of AmendmentNumber 2 to Contract Number C21178333 with Black & Veatch to Extend the ContractTerm through December 31, 2027 for the Local Advanced Water Purification SystemProject (WQ‐19003); CEQA status ‐ Notice of Determination Adopted November 18, 2019Consent Questions9.Adoption of a Resolution Approving Revisions to the City of Palo Alto Energy RiskManagement Policy10.Approval and Authorization for the City Manager or Their Designee to Execute theFollowing 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 TreeCompany C20176920 Increasing Compensation by $3,103,484 Through May 2025; 3)Amendment Number 1 to Stella‐Jones Blanket Purchase Order Increasing Compensationby $3,000,000 Through June 2026; 4) Amendment Number 1 to Oldcastle InfrastructureBlanket Purchase Order Increasing Compensation by $450,000 and Extending the Termto December 31, 2024; and 5) Amendment Number 1 to Statewide Traffic Safety andSigns S22183236 Increasing Compensation by $200,000 Through December 2024; CEQAStatus: the Grid Modernization Project is Exempt Under CEQA Guidelines Sections15302, 15303 and 15183. Consent Questions11.Approval of Contract Amendment Number 1 to Contract Number C21181223A withIntegrated Design 360, LLC. in the Amount of $100,000 and Extend Term by Six Monthsfor Sustainability Services Related to Green Building, Energy Reach Codes, andSustainability Climate Action Plan; CEQA Status: Not a Project. Consent QuestionsCITY 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, UnfinishedBusiness 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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=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 3 , 2024 City Council Meeting. Original report can be found here under Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting? meetingTemplateId=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). 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. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments 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. rd rd 4 June 10, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. CITY COUNCILSpecial MeetingMonday, June 10, 2024Council Chambers & Hybrid4:00 PMAmended AgendaAmended agenda items appear below in RED (Time EstimatesUpdated)Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend byteleconference or in person. To maximize public safety while still maintaining transparency and publicaccess, members of the public can choose to participate from home or attend in person. Informationon 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 TVChannel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to MidpenMedia Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heard for 30minutes. Additional public comments, if any, will be heard at the end of the agenda. Publiccomments for agendized items will be accepted both in person and via Zoom for up to three minutesor an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes afterthe staff’s presentation or as determined by the Chair. Written public comments can be submitted inadvance to city.council@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencing inyour subject line.PowerPoints, videos, or other media to be presented during public comment are accepted only byemail 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 cybersecuritymanagement 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 afacility, fire, or safety hazard; and (3) persons with such items remain seated when displaying themand 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 ESTIMATESListed times are estimates only and are subject to change at any time, including while the meeting isin progress. The Council reserves the right to use more or less time on any item, to change the orderof items and/or to continue items to another meeting. Particular items may be heard before or afterthe time estimated on the agenda. This may occur in order to best manage the time at a meeting orto adapt to the participation of the public.CALL TO ORDERAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (4:00 ‐ 4:30 PM)Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on #of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the endof 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 Meeting2.Adoption of a Resolution Calling for a General Municipal Election to be held November 5,20243.Approve Extension to the Deadline for Boards, Commissions, and Committees Workplansfrom June 2024 to Council Approval in August 20244.QUASI‐JUDICIAL. 310 California Avenue [23PLN‐00304]: Request for Approval of aConditional Use Permit for the Expansion of an Existing Commercial Recreation Use andRenovation of an Eating and Drinking Space. Environmental Assessment: Exempt fromthe Provisions of the California Environmental Quality Act in Accordance with CEQAGuidelines Section 15301 (Existing Facilities). Zoning District: CC(2)(R)(P). For MoreInformation Contact the Project Planner Nishita Kandikuppa atnishita.kandikuppa@cityofpaloalto.org. Public Comments5.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 toIncrease the Retention Schedule From Five Percent to Ten Percent; CEQA Status – ExemptUnder 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 RangeFacilities Plan Update for the Regional Water Quality Control Plant for a Period of Twoand a Half Years; CEQA Status – Not a Project Consent Questions7.Approval of Construction Contract C24190538A with JJR Construction, Inc. in an AmountNot‐to‐Exceed $1,586,191 and Authorization for the City Manager or Their Designee toNegotiate and Execute Change Orders for Related Additional but Unforeseen Work thatMay Develop During the Project Up to a Not‐to‐Exceed Amount of $158,619 for the FiscalYear 2024 Sidewalk Repair ADA Improvement Project‐REBID, Capital ImprovementProgram Projects PO‐89003 and PO‐12001; CEQA Status – exempt under section15301(c) Consent Questions8.Approval of Amendment Number 4 to Contract Number C21179265C with CarolloEngineers, Inc., to Increase Compensation by $4,151,386 and Approval of AmendmentNumber 2 to Contract Number C21178333 with Black & Veatch to Extend the ContractTerm through December 31, 2027 for the Local Advanced Water Purification SystemProject (WQ‐19003); CEQA status ‐ Notice of Determination Adopted November 18, 2019Consent Questions9.Adoption of a Resolution Approving Revisions to the City of Palo Alto Energy RiskManagement Policy10.Approval and Authorization for the City Manager or Their Designee to Execute theFollowing 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 TreeCompany C20176920 Increasing Compensation by $3,103,484 Through May 2025; 3)Amendment Number 1 to Stella‐Jones Blanket Purchase Order Increasing Compensationby $3,000,000 Through June 2026; 4) Amendment Number 1 to Oldcastle InfrastructureBlanket Purchase Order Increasing Compensation by $450,000 and Extending the Termto December 31, 2024; and 5) Amendment Number 1 to Statewide Traffic Safety andSigns S22183236 Increasing Compensation by $200,000 Through December 2024; CEQAStatus: the Grid Modernization Project is Exempt Under CEQA Guidelines Sections15302, 15303 and 15183. Consent Questions11.Approval of Contract Amendment Number 1 to Contract Number C21181223A withIntegrated Design 360, LLC. in the Amount of $100,000 and Extend Term by Six Monthsfor Sustainability Services Related to Green Building, Energy Reach Codes, andSustainability Climate Action Plan; CEQA Status: Not a Project. Consent QuestionsCITY 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, UnfinishedBusiness and Council Matters.AA1.Pre‐Approved Parklet Designs and Proposed Revisions to Adopted Ongoing ParkletsStandards New Item addedItem Pulled from Consent on the June 3 , 2024 City Council Meeting. Original reportcan be found here under Agenda Item Number11: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1429912.Hearing on Written Protests Against Proposed Discontinuance of a portion of El CaminoPark; and Adopt a Resolution and Ordinance Approving a Ballot Measure for theDiscontinuance of a portion of El Camino Park and Calling a Special Election onNovember 5, 2024; CEQA status ‐ statutorily exempt per Pub. Res. Code § 21080(b)(12).Supplemental Report added13.Selection of Rail Grade Separation Alternatives and Bicycle‐Pedestrian Crossing Nearthe Churchill Avenue Crossing for the Advancement of the Alternatives into thePreliminary Engineering and Environmental Documentation phase; CEQA status –statutorily exempt under CEQA section 15262 (feasibility and planning study).ADJOURNMENTOTHER INFORMATIONStanding Committee Meetings this week Policy & Services Committee June 11, 2024Public Comment LettersSchedule of MeetingsAMENDED AGENDA ITEMSAA1.Pre‐Approved Parklet Designs and Proposed Revisions to Adopted Ongoing Parklets Standards NewItem addedItem Pulled from Consent on the June 3 , 2024 City Council Meeting. Original report can be found hereunder Agenda Item Number 11: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1429912.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). 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. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments 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. rdrd 5 June 10, 2024 Materials submitted after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org/agendas. City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: June 10, 2024 Report #:2405-3066 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 Item 1 Item 1 Staff Report Item 1: Staff Report Pg. 1 Packet Pg. 6 of 636 CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 6 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: Special 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 Item 1 Attachment A - May 20, 2024 Draft Action Minutes Item 1: Staff Report Pg. 2 Packet Pg. 7 of 636 DRAFT ACTION MINUTES Page 2 of 6 City Council Meeting Draft Action Minutes: 05/20/2024 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. Item 1 Attachment A - May 20, 2024 Draft Action Minutes Item 1: Staff Report Pg. 3 Packet Pg. 8 of 636 DRAFT ACTION MINUTES Page 3 of 6 City Council Meeting Draft Action Minutes: 05/20/2024 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 MOTION: Council Member Burt moved, seconded by Council Member Kou to table the item on the Direct Election of the Mayor. MOTION PASSED/FAILED: X-X 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 Item 1 Attachment A - May 20, 2024 Draft Action Minutes Item 1: Staff Report Pg. 4 Packet Pg. 9 of 636 DRAFT ACTION MINUTES Page 4 of 6 City Council Meeting Draft Action Minutes: 05/20/2024 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 Attachment A - May 20, 2024 Draft Action Minutes Item 1: Staff Report Pg. 5 Packet Pg. 10 of 636 DRAFT ACTION MINUTES Page 5 of 6 City Council Meeting Draft Action Minutes: 05/20/2024 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 Attachment A - May 20, 2024 Draft Action Minutes Item 1: Staff Report Pg. 6 Packet Pg. 11 of 636 DRAFT ACTION MINUTES Page 6 of 6 City Council Meeting Draft Action Minutes: 05/20/2024 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: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 1 Attachment A - May 20, 2024 Draft Action Minutes Item 1: Staff Report Pg. 7 Packet Pg. 12 of 636 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Clerk 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 Item 2 Staff Report Item 2: Staff Report Pg. 1 Packet Pg. 13 of 636 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 ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 2 Item 2 Staff Report Item 2: Staff Report Pg. 2 Packet Pg. 14 of 636 NOT YET APPROVED 0300012 tlh 20240528 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 R E C I T A L S 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 by law, 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 county for the costs incurred by the 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 Item 2 Attachment A - Resolution Calling for General Election November 5, 2024 Item 2: Staff Report Pg. 3 Packet Pg. 15 of 636 0300012 tlh 20240528 NOT YET APPROVED 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. Item 2 Attachment A - Resolution Calling for General Election November 5, 2024 Item 2: Staff Report Pg. 4 Packet Pg. 16 of 636 NOT YET APPROVED 0300012 tlh 20240528 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 Item 2 Attachment A - Resolution Calling for General Election November 5, 2024 Item 2: Staff Report Pg. 5 Packet Pg. 17 of 636 City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk 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 Item 3 Item 3 Staff Report Item 3: Staff Report Pg. 1 Packet Pg. 18 of 636 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 STAKEHOLDER ENGAGEMENT APPROVED BY: Item 3 Item 3 Staff Report Item 3: Staff Report Pg. 2 Packet Pg. 19 of 636 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services 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 café 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 café space will be renovated and retained as a café 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 Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 1 Packet Pg. 20 of 636 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 1 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 Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 2 Packet Pg. 21 of 636 well-being and promote women-owned businesses in Palo Alto. However, some others expressed their concern for long-standing businesses such as Printer’s Café 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. ANALYSIS 2 2 The Palo Alto Comprehensive Plan is available online: bit.ly/PACompPlan2030 Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 3 Packet Pg. 22 of 636 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. 3 3 The Palo Alto Zoning Code is available online: www.bit.ly/PAZoningCode Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 4 Packet Pg. 23 of 636 Consistency with Application Findings FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 5 Packet Pg. 24 of 636 Correspondence with Applicant, Owner and Business Owner(s) ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 4 Item 4 Staff Report Item 4: Staff Report Pg. 6 Packet Pg. 25 of 636 440 414 406-410 405-409 403- 409 384 2290 366 350 320 310 23132307 2363 299 2435 2439 249 2453 365369 2437 334 417 2441 2333 2425 251 420 2435 392 360 364 2438415 321 361 2415 399 381- 395 341- 347366- 370 355 375 340344350 330 382 380 378 2350 230 240 290 260 265 23432323 261 2431 370 391 350 413 2473 367 300 250 298 32 263 267 SHERMAN AVENUE JACARANDA LANE ASH STREET NEW MAYFIELD LAN E CALIFORNIA AVENUE NUE IMOSA LANE BIRCH STREET BIRCH STREET C PF(R) CC(2)(R) PF(R) - F(R)CC(2) (R)(P) )(R) C(2)(R) Lot C-7 Lot C-9 Lot C-2 Lot C-3 Parking Garage Lot C-4 arking This map is a product of the City of Palo Alto GIS This document is a graphic representation only of best available sources. Legend Zone Districts abc Zone District Labels Project Site 0'93' 310-320 California Avenue Conditional Use Permit 23PLN-00304 CITYOF PALOALTO I NC O R P O R A TE D CALI FORNIA P a l o A l t o T h e C i t y o f APRI L 1 6 189 4 The City of Palo Alto assumes no responsibility for any errors ©1989 to 2016 City of Palo Alto nkandik, 2024-02-13 17:13:48 (\\cc-maps\Encompass\Admin\Personal\Planning.mdb) Attachment A Item 4 Attachment A - Location Map Item 4: Staff Report Pg. 7 Packet Pg. 26 of 636 Page 1 of 9 4 4 8 9 APPROVAL NO. 2024-____ 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. Item 4 Attachment B - Draft Record of Land Use Action Item 4: Staff Report Pg. 8 Packet Pg. 27 of 636 Page 2 of 9 4 4 8 9 SECTION 3. Conditional Use Permit Findings 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: 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: . Planning Division Item 4 Attachment B - Draft Record of Land Use Action Item 4: Staff Report Pg. 9 Packet Pg. 28 of 636 Page 3 of 9 4 4 8 9 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. Item 4 Attachment B - Draft Record of Land Use Action Item 4: Staff Report Pg. 10 Packet Pg. 29 of 636 Page 4 of 9 4 4 8 9 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, contractor s 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). Item 4 Attachment B - Draft Record of Land Use Action Item 4: Staff Report Pg. 11 Packet Pg. 30 of 636 Page 5 of 9 4 4 8 9 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, café, 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. 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). Item 4 Attachment B - Draft Record of Land Use Action Item 4: Staff Report Pg. 12 Packet Pg. 31 of 636 Page 6 of 9 4 4 8 9 APPROVED AS TO FORM: Item 4 Attachment B - Draft Record of Land Use Action Item 4: Staff Report Pg. 13 Packet Pg. 32 of 636 ATTACHMENT C ZONING COMPARISON TABLE 310 California Avenue, 23PLN-00304 Table 1: COMPARISON WITH CHAPTER 18.16 (CC(2) DISTRICT) Exclusively Non-residential Development Standards Regulation Required Existing Proposed Minimum Site Area, width and depth No Requirement 12,000 sf 12,000 sf Boulevard) 8-12 foot effective (1), (2), (8) 12 ft 12 ft No Requirement 4 ft 4 ft No Requirement 2 inches 2 inches Interior Side Yard No Requirement 6 ft 2 inches 6 ft 2 inches or opposite residential districts or residential PC 10 feet (2) N/A N/A 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 abutting one or more residential zone districts other None (6) N/A N/A (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 Hours of Operation (18.16.040 (b)) of 10:00 p.m. and 6:00 a.m. shall be required to obtain aligning with community Item 4 Attachment C - Zoning Comparison Table Item 4: Staff Report Pg. 14 Packet Pg. 33 of 636 conditions of approval as are deemed necessary to assure compatibility with the nearby residentially (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 Vehicle Parking Total = 77 spaces Commercial Recreation 1 space for each 4 person capacity, or as adjusted by the Director, not to exceed 30% reduction = 47 required Eating and Drinking 1 space for each 60 sf of public service area, plus 1 space for each 200 sf for all other site. Subject site paid into former California Avenue Parking District equivalent to 47 parking spaces. on site. No additional parking is required under AB 2097. Subject site paid into former California Avenue Parking District equivalent to 47 parking spaces. Bicycle Parking Total = 15 spaces Commercial 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 spaces provided in the public right-of-way. spaces provided in the public right-of-way. Item 4 Attachment C - Zoning Comparison Table 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 Item 4 Attachment C - Zoning Comparison Table Item 4: Staff Report Pg. 16 Packet Pg. 35 of 636 From: To:Kandikuppa, Nishita Subject:Project at 310 California Ave File number: 23PLN-00304 Date:Tuesday, November 28, 2023 2:03:54 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Attachment D Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 17 Packet Pg. 36 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 18 Packet Pg. 37 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 19 Packet Pg. 38 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 20 Packet Pg. 39 of 636 From: To:Kandikuppa, Nishita Subject:Printers Cafe Date:Monday, February 26, 2024 9:12:48 AM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Dear 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 Attachment D - Public Comments Item 4: Staff Report Pg. 21 Packet Pg. 40 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 22 Packet Pg. 41 of 636 From: To:Kandikuppa, Nishita Subject:Re: 310 California Ave. Date:Tuesday, December 5, 2023 12:57:21 PM [You don't often get email from . Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] 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 Café. > > I reached out to the applicant to confirm whether Printer's Café 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 | 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/LearnAboutSenderIdentification ] > > CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. > ________________________________ > > Hi, > Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 23 Packet Pg. 42 of 636 > 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 Attachment D - Public Comments Item 4: Staff Report Pg. 24 Packet Pg. 43 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 25 Packet Pg. 44 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 26 Packet Pg. 45 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 27 Packet Pg. 46 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 28 Packet Pg. 47 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 29 Packet Pg. 48 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 30 Packet Pg. 49 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 31 Packet Pg. 50 of 636 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 32 Packet Pg. 51 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 33 Packet Pg. 52 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 34 Packet Pg. 53 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 35 Packet Pg. 54 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 36 Packet Pg. 55 of 636 From: To:Kandikuppa, Nishita Subject:Printer’s Inc. café Date:Friday, March 15, 2024 5:46:51 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 cafés 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 Bülow Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 37 Packet Pg. 56 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 38 Packet Pg. 57 of 636 From: To:Kandikuppa, Nishita Subject:Printer’s Inc Date:Saturday, March 16, 2024 1:31:18 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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. Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 39 Packet Pg. 58 of 636 From: To:Kandikuppa, Nishita Subject:Printer’s Cafe Date:Wednesday, March 13, 2024 4:26:54 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Dear 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 40 Packet Pg. 59 of 636 From: To:Kandikuppa, Nishita Subject:Printer Cafe Date:Wednesday, March 13, 2024 1:43:20 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 41 Packet Pg. 60 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 42 Packet Pg. 61 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 43 Packet Pg. 62 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 44 Packet Pg. 63 of 636 From: To:Kandikuppa, Nishita Subject:Please save Printers Inc. Cafe Date:Saturday, March 16, 2024 4:45:48 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 45 Packet Pg. 64 of 636 From: To:Kandikuppa, Nishita Subject:Please keep Printers Inc Cafe open Date:Wednesday, March 13, 2024 7:37:12 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Dear 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 46 Packet Pg. 65 of 636 From: To:Kandikuppa, Nishita Subject:Closure of Printers Cafe Date:Tuesday, March 12, 2024 5:43:03 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 47 Packet Pg. 66 of 636 From: To:Kandikuppa, Nishita Subject:closing of Printer"s Ink Cafe Date:Friday, March 15, 2024 3:30:58 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Hi 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 48 Packet Pg. 67 of 636 From: To:Kandikuppa, 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 [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 49 Packet Pg. 68 of 636 From: To:Kandikuppa, 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 [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 50 Packet Pg. 69 of 636 From: To:Kandikuppa, Nishita Subject:310 California Ave/ 23PLN-00304 Date:Wednesday, November 29, 2023 2:12:12 PM [You don't often get email from j Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Hi 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 51 Packet Pg. 70 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 52 Packet Pg. 71 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 53 Packet Pg. 72 of 636 From: To:Kandikuppa, Nishita Subject:Please don"t close the Printer"s Cafe Date:Tuesday, March 12, 2024 9:33:12 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 54 Packet Pg. 73 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 55 Packet Pg. 74 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 56 Packet Pg. 75 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 57 Packet Pg. 76 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 58 Packet Pg. 77 of 636 From: To:Kandikuppa, Nishita Subject:Re: Printer"s Cafe Date:Tuesday, March 19, 2024 11:12:55 AM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] 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: https://www.cityofpaloalto.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 | 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@cityofpaloalto.org> > Subject: Printer's Cafe > > [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] > > CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 59 Packet Pg. 78 of 636 > ________________________________ > > 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 > > Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 60 Packet Pg. 79 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 61 Packet Pg. 80 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 62 Packet Pg. 81 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 63 Packet Pg. 82 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 64 Packet Pg. 83 of 636 > 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 https://aka.ms/LearnAboutSenderIdentification ] > > 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 > Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 65 Packet Pg. 84 of 636 From: To:Kandikuppa, Nishita Subject:Re: Printers Cafe Date:Tuesday, March 19, 2024 11:35:50 AM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] 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.cityofpaloalto.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 | 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 https://aka.ms/LearnAboutSenderIdentification ] > > CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. > ________________________________ > Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 66 Packet Pg. 85 of 636 > If Printers Cafe is replaced by a gym, the city government will have become a parody of itself. > > Ron Katz > Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 67 Packet Pg. 86 of 636 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 [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 68 Packet Pg. 87 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 69 Packet Pg. 88 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 70 Packet Pg. 89 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 71 Packet Pg. 90 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 72 Packet Pg. 91 of 636 From: To:Kandikuppa, Nishita Subject:Printers Cafe Date:Monday, March 18, 2024 12:49:13 PM [You don't often get email from . Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 73 Packet Pg. 92 of 636 From: To:Kandikuppa, Nishita Subject:Printers Cafe Date:Sunday, March 17, 2024 12:43:51 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ If Printers Cafe is replaced by a gym, the city government will have become a parody of itself. Ron Katz Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 74 Packet Pg. 93 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 75 Packet Pg. 94 of 636 From: To:Kandikuppa, Nishita Subject:Printers Inc Date:Friday, March 15, 2024 11:35:50 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 76 Packet Pg. 95 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 77 Packet Pg. 96 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 78 Packet Pg. 97 of 636 but now Moods and Printers Inc. Café 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 Café! Are you the right person for this message, or should I send it elsewhere, perhaps to the City Council? Best Regards, David Matheson Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 79 Packet Pg. 98 of 636 From: To:Kandikuppa, Nishita Subject:Printers Cafe Date:Thursday, March 14, 2024 6:30:50 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 80 Packet Pg. 99 of 636 From: To:Kandikuppa, Nishita Subject:Re Printers Cafe Date:Wednesday, March 13, 2024 9:31:59 PM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 81 Packet Pg. 100 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 82 Packet Pg. 101 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 83 Packet Pg. 102 of 636 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> Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 84 Packet Pg. 103 of 636 From: To:Kandikuppa, Nishita Cc:Lait, Jonathan Subject:Proposed alteration of use for Printers Inc cafe/gallery space Date:Saturday, March 16, 2024 10:09:20 AM [You don't often get email from Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ Dear 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 85 Packet Pg. 104 of 636 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.png image002.png 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 Café. 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). Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 86 Packet Pg. 105 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 87 Packet Pg. 106 of 636 Rainer Pitthan Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 88 Packet Pg. 107 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 89 Packet Pg. 108 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 90 Packet Pg. 109 of 636 -- Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 91 Packet Pg. 110 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 92 Packet Pg. 111 of 636 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 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 93 Packet Pg. 112 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 94 Packet Pg. 113 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 95 Packet Pg. 114 of 636 the conditional use permit for this site? Thanks! Todd Campbell Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 96 Packet Pg. 115 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 97 Packet Pg. 116 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 98 Packet Pg. 117 of 636 From:Kandikuppa, Nishita To: Subject:RE: Proposed expansion of 310 California Ave. Date:Tuesday, February 6, 2024 4:54:00 PM Attachments:image001.png image002.png 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 Café. 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). Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 99 Packet Pg. 118 of 636 Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 100 Packet Pg. 119 of 636 to exist on the (almost) corner of California Ave. and Birch. Cris Oppenheimer Item 4 Attachment D - Public Comments Item 4: Staff Report Pg. 101 Packet Pg. 120 of 636 David P. Lanferman Direct Dial: (650) 320-1507 E-mail: dlanferman@rutan.com February 8, 2024 Rutan & Tucker, LLP | 455 Market Street, Suite 1870 San Francisco, CA 94105 | 650 -263 -7900 | Fax 650 -263 -7901 Orange County | Palo Alto | San Francisco | Scottsdale | www.rutan.com 2783/099999-0084 20232275.2 a02/08/24 VIA E-MAIL Jonathan Lait, Director of Planning and Development Services City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 E-Mail:Jonathan.Lait@CityofPaloAlto.org Nishita Kandikuppa Associate Planner City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 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 café/coffee shop (dba “Printer’s Café”) 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 café/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 lease. 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, Attachment E Item 4 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 102 Packet Pg. 121 of 636 Jonathan Lait, Director of Planning and Development Services Nishita Kandikuppa February 8, 2024 Page 2 2783/099999-0084 20232275.2 a02/08/24 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. Item 4 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 103 Packet Pg. 122 of 636 Jonathan Lait, Director of Planning and Development Services Nishita Kandikuppa February 8, 2024 Page 3 2783/099999-0084 20232275.2 a02/08/24 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 Item 4 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 104 Packet Pg. 123 of 636 <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 | San Francisco, CA 94105 O. (650) 263-7900 | D. (650) 320-1507 | M. (510) 303-1178 DLanferman@rutan.com | www.rutan.com _____________________________________________________ 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@rutan.com>; Lanferman, David <DLanferman@rutan.com>; mircohorst@me.com; Nina Nguyen <nina@paloaltofit.com>; Laura Roberts <laura@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 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 105 Packet Pg. 124 of 636 You don't often get email from ccastro@rutan.com. Learn why this is important 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 (650) 329-2575 | jodie.gerhardt@cityofpaloalto.org www.cityofpaloalto.org Parcel Report | Palo Alto Zoning Code | Online Permitting System | Planning Forms & Applications | Planning Applications Mapped From: Castro, Clarissa <ccastro@rutan.com> Sent: Thursday, February 8, 2024 2:35 PM To: Lait, Jonathan <Jonathan.Lait@CityofPaloAlto.org>; Kandikuppa, Nishita <Nishita.Kandikuppa@CityofPaloAlto.org> Cc: Lanferman, David <DLanferman@rutan.com>; Mirco Horst <mircohorst@me.com>; Nina Nguyen Main <nina@paloaltofit.com>; laura@koarch.com Subject: CUP Application – 23PLN-00304 / Applicant: Palo Alto Fit, LLC / Location: 310-320 California Avenue CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. 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 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 106 Packet Pg. 125 of 636 Clarissa Castro Legal Secretary 455 Market Street, Suite 1870 | San Francisco, CA 94105 O. (650) 263-7900 | D. (650) 320-1500 x7725 ccastro@rutan.com | www.rutan.com _____________________________________________________ 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 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 107 Packet Pg. 126 of 636 From:Mirco Horst To:Kandikuppa, Nishita Cc:Laura Roberts; nina@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 cautiousof 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@CityofPaloAlto.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 Café 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 Café 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 Café were to move out, it could cause delays in the project. Please let me know if you have any questions! Item 4 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 108 Packet Pg. 127 of 636 Best, Nishita <image001.png>Nishita Kandikuppa Associate Planner Planning and Development Services Department (650) 838-2806 | nishita.kandikuppa@cityofpaloalto.org www.cityofpaloalto.org <image002.png> Parcel Report | Palo Alto Zoning Code | Online Permitting System | Planning Forms & Applications | Planning Applications Mapped <PublicComments1_310California.pdf> Item 4 Attachment E - Legal Counsel Correspondence Item 4: Staff Report Pg. 109 Packet Pg. 128 of 636 From:Al Ghafouri To:Kandikuppa, Nishita; Lait, Jonathan; Burt, Patrick Subject:Printers cafe Date:Friday, March 15, 2024 3:40:18 AM [Some people who received this message don't often get email from printerscafe@gmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 employees. Thank you All for your support see you April 10 th . Al Ghafouri Attachment F Item 4 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 110 Packet Pg. 129 of 636 From:Al Ghafouri To:Kandikuppa, Nishita Subject:Re: Printers Cafe - 320 California Ave., Palo Alto Date:Wednesday, December 13, 2023 3:49:18 PM You 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 | nishita.kandikuppa@cityofpaloalto.org www.cityofpaloalto.org <image002.png> Note: I 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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 111 Packet Pg. 130 of 636 You don't often get email from alghafouri@gmail.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 | nishita.kandikuppa@cityofpaloalto.org www.cityofpaloalto.org <image002.png> Note: I wil be out of office from December 21-26 and December 29- January 2. I apologize in advance for any inconvenience. Happy Holidays! Item 4 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 112 Packet Pg. 131 of 636 From:Al Ghafouri To:Kandikuppa, Nishita Cc:Lait, Jonathan; Gerhardt, Jodie Subject:Re: Printers cafe / moods wine bar lease extension Date:Wednesday, February 14, 2024 10:52:13 AM Some people who received this message don't often get email from alghafouri@gmail.com. Learn why this is 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 <image001.png>Nishita Kandikuppa Associate Planner Planning and Development Services Department (650) 838-2806 | Item 4 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 113 Packet Pg. 132 of 636 www.cityofpaloalto.org <image002.png> Parcel Report | Palo Alto Zoning Code | Online Permitting System | Planning Forms & Applications | 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 theorganization. Be cautious of opening attachments andclicking 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 <alghafouri@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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 114 Packet Pg. 133 of 636 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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 115 Packet Pg. 134 of 636 From:Al Ghafouri To:Lait, Jonathan Cc:Kandikuppa, Nishita Subject:Re: Printers cafe Date:Tuesday, March 5, 2024 3:06:51 PM [You don't often get email from alghafouri@gmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] 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 | 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 https://aka.ms/LearnAboutSenderIdentification ] > > 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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 116 Packet Pg. 135 of 636 From:Al Ghafouri To:Kandikuppa, Nishita Subject:Fwd: Printers Cafe Date:Tuesday, February 27, 2024 9:29:28 AM You don't often get email from alghafouri@gmail.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. 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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 117 Packet Pg. 136 of 636 From:Al Ghafouri To:Kandikuppa, Nishita Subject:Printers Cafe - 320 California Ave., Palo Alto Date:Wednesday, December 6, 2023 6:34:48 PM [You don't often get email from alghafouri@gmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ >> 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 Item 4 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 118 Packet Pg. 137 of 636 From:Al Ghafouri To:Kandikuppa, Nishita Subject:Printers cafe 320 calif ave Date:Wednesday, January 10, 2024 5:26:58 AM [You don't often get email from alghafouri@gmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 119 Packet Pg. 138 of 636 From:Al Ghafouri To:Kandikuppa, Nishita; Lait, Jonathan; Burt, Patrick Subject:Printers cafe Date:Friday, February 16, 2024 2:30:39 PM [Some people who received this message don't often get email from alghafouri@gmail.com. Learn why this is important at https://aka.ms/LearnAboutSenderIdentification ] CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. ________________________________ 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 Attachment F - Property Owner Correspondence Item 4: Staff Report Pg. 120 Packet Pg. 139 of 636 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 Subject: Request 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. Attachment G Item 4 Attachment G - Applicant's Project Description Item 4: Staff Report Pg. 121 Packet Pg. 140 of 636 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 Item 4 Attachment G - Applicant's Project Description Item 4: Staff Report Pg. 122 Packet Pg. 141 of 636 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 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 Attachment H Item 4 Attachment H - Project Plans Item 4: Staff Report Pg. 123 Packet Pg. 142 of 636 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 Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 1 Packet Pg. 143 of 636 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 Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 2 Packet Pg. 144 of 636 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 STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW APPROVED BY: Item 5 Item 5 Staff Report Item 5: Staff Report Pg. 3 Packet Pg. 145 of 636 4 5 8 3 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works 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/lrfp-final-report-08- 2012.pdf Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 1 Packet Pg. 146 of 636 4 5 8 3 issues; and 4) recommendation of a potential alternative basis for allocation of Capital and O&M costs among the partner agencies. BACKGROUND 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. 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 Plan4 and 2019 Biosolids Facilities Plan Update;5 (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, 3 City Council, June 19, 2023; Agenda Item #44; SR#2305-1396, 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- rwqcp-master-planning/parwqcp-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 Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 2 Packet Pg. 147 of 636 4 5 8 3 Biosolids Facilities Plan (BFP) Update 6 with Denali Water Solutions, LLC (Denali) on June 18, 2018 for sludge hauling services through March 31, 2022. A new contract7 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. 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-hauling-and-offsite-treatment- services.pdf 7 City Council, January 24, 2022; Agenda Item #3; SR # 13520, 8 City Council, February 12, 2024; Agenda Item #4; SR#2309-2048, Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 3 Packet Pg. 148 of 636 4 5 8 3 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 •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 (PFAS) 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. 9 City Council, April 3, 2023; Agenda Item #12; SR 2303-1145, Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 4 Packet Pg. 149 of 636 4 5 8 3 demand. Partners established the current fixed allocated capacity shares in about April 1985, as shown in Tables 1 and 2: •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. L M E S S U L P T 3 1 3 2 0 1 4 T L M E S S U L P T 9 3 7 5 1 3 1 T Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 5 Packet Pg. 150 of 636 4 5 8 3 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. Table 3: Summary of Request for Proposal 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 Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 6 Packet Pg. 151 of 636 4 5 8 3 Public Link to Solicitation https://procurement.opengov.com/portal/palo- alto-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, Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 7 Packet Pg. 152 of 636 4 5 8 3 achieved primarily by Carollo’s refinement of scope tasks after additional Carollo review and City explanation of background information. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS: APPROVED BY: Item 6 Item 6 Staff Report Item 6: Staff Report Pg. 8 Packet Pg. 153 of 636 Professional Services Rev. Jan 29, 2024 Page 1 of 50 CITY OF PALO ALTO CONTRACT NO. C24189086 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 9 Packet Pg. 154 of 636 Professional Services Rev. Jan 29, 2024 Page 2 of 50 SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Two Million 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 10 Packet Pg. 155 of 636 Professional Services Rev. Jan 29, 2024 Page 3 of 50 invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s invoices shall be subject to verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subcontractors, if any, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement, as amended from time to time. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be deemed at all times to be an independent contractor and shall be wholly responsible for the manner in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 11 Packet Pg. 156 of 636 Professional Services Rev. Jan 29, 2024 Page 4 of 50 pertaining to or in connection with any retirement, health or other benefits that CITY may offer its employees. CONSULTANT will be responsible for all obligations and payments, whether imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as creating an employment or agency relationship between CITY and CONSULTANT or any agent or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING. Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and omissions of subcontractors. Option B: Subcontracts Authorized: Notwithstanding Section 11 (Assignment) above, CITY agrees that subcontractors may be used to complete the Services. The subcontractors authorized by CITY to perform work on this Project are: 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 12 Packet Pg. 157 of 636 Professional Services Rev. Jan 29, 2024 Page 5 of 50 remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of persons or property. CITY’s Project Manager is 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@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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 13 Packet Pg. 158 of 636 Professional Services Rev. Jan 29, 2024 Page 6 of 50 [Option B applies to any consultant who does not qualify as a design professional as defined in Civil Code Section 2782.8.] 16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall apply solely to the specific instance expressly stated. No single or partial exercise of any right or remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 14 Packet Pg. 159 of 636 Professional Services Rev. Jan 29, 2024 Page 7 of 50 or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement or at law, the City Manager may terminate this Agreement sooner upon written notice of termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination. 19.2. In event of suspension or termination, CONSULTANT will deliver to the City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials). 19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30. 19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers). SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 15 Packet Pg. 160 of 636 Professional Services Rev. Jan 29, 2024 Page 8 of 50 certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the Project Manager at the address of CONSULTANT recited on the first page of this Agreement. CONSULTANT shall provide written notice to CITY of any change of address. SECTION 21. CONFLICT OF INTEREST. 21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA. 22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. 22.2. CONSULTANT understands and agrees that pursuant to the Americans Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 16 Packet Pg. 161 of 636 Professional Services Rev. Jan 29, 2024 Page 9 of 50 to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate against persons with disabilities in the provision of services, benefits or activities provided under this Agreement. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 17 Packet Pg. 162 of 636 Professional Services Rev. Jan 29, 2024 Page 10 of 50 26.1. This Project is not subject to prevailing wages and related requirements. CONSULTANT is not required to pay prevailing wages and meet related requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1) is not a public works contract; (2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j). 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 may be obtained at the CITY’s Purchasing Department office. The general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, web site (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time to time. CONSULTANT shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the adopted prevailing wage rates as a minimum. CONSULTANT shall comply with all applicable provisions of Division 2, Part 7, Chapter 1 of the California Labor Code (Labor Code Section 1720 et seq.), including but not limited to Sections 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to time. CONSULTANT shall comply with the requirements of Exhibit E, entitled “DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS”, for any contract for public works construction, alteration, demolition, repair or maintenance, including but not limited to the obligations to register with, and furnish certified payroll records directly to, DIR. SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. This Project is a 9204 Public Works Project and is required to comply with the claims procedures set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 18 Packet Pg. 163 of 636 Professional Services Rev. Jan 29, 2024 Page 11 of 50 OR 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 19 Packet Pg. 164 of 636 Professional Services Rev. Jan 29, 2024 Page 12 of 50 Information on CONSULTANT. 28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS. 29.1. This Agreement will be governed by California law, without regard to its conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes all prior agreements, negotiations, representations, statements and undertakings, either oral or written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time. 29.5. If a court of competent jurisdiction finds or rules that any provision of this Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control. 29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and reference only and are not intended to define or limit the scope of any provision of this Agreement. 29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement. 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 20 Packet Pg. 165 of 636 Professional Services Rev. Jan 29, 2024 Page 13 of 50 those Services, so long as CONSULTANT’s use of any Confidential Information complies with Section 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-1 PROFESSIONAL SERVICES TASK ORDER EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 21 Packet Pg. 166 of 636 Professional Services Rev. Jan 29, 2024 Page 14 of 50 CONTRACT No. C24189086 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: __________________________ City Attorney or designee CAROLLO ENGINEERS, INC. Officer 1 By:_____________________________ Name:___________________________ Title:____________________________ Officer 2 By:______________________________ Name:____________________________ Title:_____________________________ DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Senior Vice President Rick Chan, Senior Vice President Executive Vice President Anne E. Prudhel Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 22 Packet Pg. 167 of 636 Professional Services Rev. Jan 29, 2024 Page 15 of 50 EXHIBIT A SCOPE OF SERVICES CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. CONSULTANT’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope of Services. 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) DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 23 Packet Pg. 168 of 636 Professional Services Rev. Jan 29, 2024 Page 16 of 50 • Outfall Project (on hold) • 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 24 Packet Pg. 169 of 636 Professional Services Rev. Jan 29, 2024 Page 17 of 50 • Sufficient common areas for large conferences, small meetings, meals (preparation and dining); note that the Admin Building has been repurposed for conference, 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 1. 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 below 2. 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 htps://www.cityofpaloalto.org/files/assets/public/public-works/environmental- compliance/water-quality/2010-rwqcp-master-planning/parwqcp-biosolids-facility-plan-final.pdf 2 City of Palo Alto htps://www.cityofpaloalto.org/civicax/filebank/documents/61625 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 25 Packet Pg. 170 of 636 Professional Services Rev. Jan 29, 2024 Page 18 of 50 dewatered sludge at regional treatment facilities which would handle beneficial reuse. This update can be found at link below 3. • 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 htps://www.cityofpaloalto.org/files/assets/public/public-works/water-quality-control- plant/sludge-dewatering-building/finaldra�_palo_alto_bfp_update.pdf?t=47012.05 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 26 Packet Pg. 171 of 636 Professional Services Rev. Jan 29, 2024 Page 19 of 50 shallow groundwater conditions (see City of Palo Alto Sea Level Rise Vulnerability Assessment section 8.2.5.2 for anticipated inundation and depth to groundwater 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, DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 27 Packet Pg. 172 of 636 Professional Services Rev. Jan 29, 2024 Page 20 of 50 laydown, parking, and maintenance of screening and buffer lands). The Plant may have the opportunity to acquire adjacent properties and relocate some Plant staff groups outside 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 28 Packet Pg. 173 of 636 Professional Services Rev. Jan 29, 2024 Page 21 of 50 City anticipates the CONSULTANT’s work to proceed as follows with adjustments as needed 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 29 Packet Pg. 174 of 636 Professional Services Rev. Jan 29, 2024 Page 22 of 50 Task 1.2 – Kick-Off Meeting 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). DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 30 Packet Pg. 175 of 636 Professional Services Rev. Jan 29, 2024 Page 23 of 50 Assess current solids handling operating costs (power use, polymer use, operations and maintenance labor, equipment maintenance) and end-use costs to establish the 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). DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 31 Packet Pg. 176 of 636 Professional Services Rev. Jan 29, 2024 Page 24 of 50 • Regulations on sea level rise and related shallow groundwater change adaptation, 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 htps://www.cityofpaloalto.org/files/assets/public/agendas- minutes-reports/reports/city-manager-reports-cmrs/2023/sr-2302-0942.pdf DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 32 Packet Pg. 177 of 636 Professional Services Rev. Jan 29, 2024 Page 25 of 50 For each on-site and off-site alternative, evaluate high-level advantages, disadvantages, recent installations, relative greenhouse gas (GHG) emissions (including for the processes and 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 33 Packet Pg. 178 of 636 Professional Services Rev. Jan 29, 2024 Page 26 of 50 • Estimated capital costs • 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 34 Packet Pg. 179 of 636 Professional Services Rev. Jan 29, 2024 Page 27 of 50 Task 3 - Workspace Planning 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 35 Packet Pg. 180 of 636 Professional Services Rev. Jan 29, 2024 Page 28 of 50 Task 3.3 – Preliminary (10%) Design for Rehabilitation of Existing Buildings 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 final versions and comment log. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 36 Packet Pg. 181 of 636 Professional Services Rev. Jan 29, 2024 Page 29 of 50 • Workspace Planning presentation materials for future City Council and partner agency 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 37 Packet Pg. 182 of 636 Professional Services Rev. Jan 29, 2024 Page 30 of 50 equipment rating of critical equipment, as needed. CONSULTANT shall not rely solely on record 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 TNI 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 38 Packet Pg. 183 of 636 Professional Services Rev. Jan 29, 2024 Page 31 of 50 LRFP Update; CONSULTANT will review and modify as needed, with input from the City. 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 39 Packet Pg. 184 of 636 Professional Services Rev. Jan 29, 2024 Page 32 of 50 or insufficient, approximate install date from record drawings for original construction and from upgrade/expansion projects. Note the age, capacity, and estimated remaining useful life of 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 Adapta�on. htps://www.cityofpaloalto.org/files/assets/public/v/1/sustainability/sea-level-rise/slr-adapta�on- policy_web.pdf?t=71340.78 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 40 Packet Pg. 185 of 636 Professional Services Rev. Jan 29, 2024 Page 33 of 50 • City of Palo Alto Sea Level Rise Vulnerability Assessment (June 2022)6 • 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. htps://www.cityofpaloalto.org/files/assets/public/v/1/public-works/environmental-compliance/sea-level- rise/palo-alto-sea-level-rise-vulnerability-assessment-june-2022-062822-linked-final.pdf DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 41 Packet Pg. 186 of 636 Professional Services Rev. Jan 29, 2024 Page 34 of 50 protective measures considered. Provide the City staff two drafts for comments. For each draft 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 42 Packet Pg. 187 of 636 Professional Services Rev. Jan 29, 2024 Page 35 of 50 o Clarifier Equipment Enhancements (e.g., Passavant hydrograv Adapt System; 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 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: DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 43 Packet Pg. 188 of 636 Professional Services Rev. Jan 29, 2024 Page 36 of 50 • Name • 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). DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 44 Packet Pg. 189 of 636 Professional Services Rev. Jan 29, 2024 Page 37 of 50 Identify the share of O&M expenses for each process allocable for cost recovery from wastewater flow, BOD, suspended solids (SS), ammonia (NH3), and other parameters as warranted (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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 45 Packet Pg. 190 of 636 Professional Services Rev. Jan 29, 2024 Page 38 of 50 Draft an Operations and Maintenance Cost of Service TM Section. Facilitate a workshop to present the findings. Incorporate City’s comments from the draft Operations and Maintenance Cost 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 Los Mountain East Palo Alto Stanford Los Altos Palo FIXED CAPACITY SHARE OF CAPITAL ASSETS FOR DEBT SERVICE SHARE Los Mountain East Palo Alto Stanford Los Altos Palo 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 46 Packet Pg. 191 of 636 Professional Services Rev. Jan 29, 2024 Page 39 of 50 Provide the City with a user-friendly Excel model of the proposed O&M and Capital cost allocation tables and projections. The model will be developed with input from Plant staff and 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 47 Packet Pg. 192 of 636 Professional Services Rev. Jan 29, 2024 Page 40 of 50 o Present and future requirements, needs, and opportunities 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 48 Packet Pg. 193 of 636 Professional Services Rev. Jan 29, 2024 Page 41 of 50 Deliverables: • 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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 49 Packet Pg. 194 of 636 Professional Services Rev. Jan 29, 2024 Page 42 of 50 EXHIBIT A-1 PROFESSIONAL SERVICES TASK ORDER CONSULTANT shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are incorporated into this Task Order by this reference. CONSULTANT shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK ORDER NO.: 2. CONSULTANT NAME: 3. PERIOD OF PERFORMANCE: START: COMPLETION: 4 TOTAL TASK ORDER PRICE: $__________________ BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $_______________ 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:_____________________________________ 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: SERVICES AND DELIVERABLES TO BE PROVIDED SCHEDULE OF PERFORMANCE MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): _____________________________ I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 50 Packet Pg. 195 of 636 Professional Services Rev. Jan 29, 2024 Page 43 of 50 EXHIBIT B SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY. Milestones Number of Days/Weeks (as specified below) 1. Task 1 – Project Management 130 weeks 2. Task 2 – Biosolids Facility Plan (BFP) Update 74 weeks 3. Task 3 – Workspace Planning 74 weeks 4. Task 4 – Background and Baseline Information 50 weeks 5. Task 5 – Existing Plant Infrastructure and Process Assessment 50 weeks 6. Task 6 – Identification, Evaluation, and Recommendation of Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on-call agreements per Section 1 or agreements with Additional Services per Section 4.) The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 51 Packet Pg. 196 of 636 Professional Services Rev. Jan 29, 2024 Page 44 of 50 EXHIBIT C COMPENSATION CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below. CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. BUDGET SCHEDULE TASK NOT TO EXCEED AMOUNT (Identification, Evaluation, and Recommendation of 2,488,231 5,200 Total for Services and Reimbursable Expenses $2,493,431 Maximum Total Compensation $2,742,774 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 52 Packet Pg. 197 of 636 Professional Services Rev. Jan 29, 2024 Page 45 of 50 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. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 53 Packet Pg. 198 of 636 Professional Services Rev. Jan 29, 2024 Page 46 of 50 EXHIBIT C-1 SCHEDULE OF RATES CONSULTANT’s schedule of rates is as follows: Prime Consultant: Carollo Engineers, Inc. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 54 Packet Pg. 199 of 636 Professional Services Rev. Jan 29, 2024 Page 47 of 50 Subconsultant: Jacobs Engineering, Inc. DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 55 Packet Pg. 200 of 636 Professional Services Rev. Jan 29, 2024 Page 48 of 50 Subconsultant: Bartle Wells Associates DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 56 Packet Pg. 201 of 636 Professional Services Rev. Jan 29, 2024 Page 49 of 50 EXHIBIT D INSURANCE REQUIREMENTS CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN. REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY STATUTORY STATUTORY YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGE COMBINED. $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED BODILY INJURY - EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. 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@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 DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 57 Packet Pg. 202 of 636 Professional Services Rev. Jan 29, 2024 Page 50 of 50 ADDITIONAL INSUREDS. B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL: PURCHASINGSUPPORT@CITYOFPALOALTO.ORG DocuSign Envelope ID: 8CDC1BA0-AAD8-4FD6-832D-8F512908E4CE Item 6 Attachment A - Contract C24189086 with Carollo Engineers, Inc Item 6: Staff Report Pg. 58 Packet Pg. 203 of 636 4 4 7 5 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works 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.1 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, Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 1 Packet Pg. 204 of 636 4 4 7 5 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. ANALYSIS 2 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. 3 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; 3 City Council, April 17, 2023; Agenda Item #9; SR #2302-0991; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip-contracts/sr2302- 0991-4.17.2023-cdbg-funds-for-sidewalk-cip-po-89003.pdf Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 2 Packet Pg. 205 of 636 4 4 7 5 Plan4 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. Table #1: Summary of Invitations for Bid 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 City-approved Change Order. Staff reviewed information and similar projects performed by the lowest bidder, JJR 4 City Council, February 12, 2024; Agenda Item #11; SR#2311-2233; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/engineering-services/cip-contracts/sr2311- 2233-2.12.2024-cdbg-fy-2024-mid-year.pdf Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 3 Packet Pg. 206 of 636 4 4 7 5 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 Table #2: Funding Allocation 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 ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 7 Item 7 Staff Report Item 7: Staff Report Pg. 4 Packet Pg. 207 of 636 Middlefield Road Middlefield Road 293192, 193 80 75 78 838795 6 84 T h e C i t y o f P a l o A l t o89 88 96 179 85292 351 353347190370 337 336 369 371 365350 354178 352 245 166 172143 144 145 142 154 155 163 164 162227 226 228 160 161 231 232 Kipling Street Kipling Street 170 300 303 316 295 298 301 305 312 314 317 330 331306218334 335 Waverley Street Waverley Street Waverley Street 310263 299 302 304 307 309 313 315239 333 332 259256 258 Scott Street 177 176 17424325560313539 40 41 42 572732, 33 Bryant Street Bryant Street 188 36 37 38 43 291 272 Ramona Street Ramona Street Ramona Street Emerson Street High Street 266 Lane 12 W273Lane 15 E159 Emerson Street n StreetEmerso 242187LEGEND:185 Lane 5 E186194 202 203 This map is a product of the#SIDEWALK REPAIR 205 206 8184 195 196 241197# RETROFIT CURB RAMP 7 17 18 15CURB/GUTTER Alma Street 0'350' bleung, 2024-01-04 17:06:31 This document is a graphic representation only of best available sources. The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 5 Packet Pg. 208 of 636 ad Middlefield Road Middlefield Road 217 94 61 22290 91 68 70 72 7481 6 T h e C i t y o fP a l o A l t o93 62 63 64 65 66 67 69 71 73 82221 216 357 361 340 343 344 345 36233953683416342346 286 355 99 358 359 338 2204 289 285173 287 128 248 121135124 146 147 129 132 134 103 105 110 113 151152116 118 137 139 150 141136117149 148 214 138 125 127 130 133102 104107 237 225 111 153 114 119 1201231093126131233215Kipling Street 234 230324 169 322 326 329 Waverley Street Waverley Street Waverley Street 168 319 323 213 211 328 297 281167 282 2 2364421247 48 50 51 1920 235 25 26 224 274 29 30 54 21 23Bryant Street 56 46 52 49 53 58 59 24 275 276 2845 268 269 eet 265271267270 278 277 Emerson Street Emerson Street 198 207 208 This map is a product of the 200High Street 210 209199 16 11 12 9 10 13, 14Alma Street 0'350' bleung, 2024-01-04 17:07:45 This document is a graphic representation only of best available sources. (\\cc-maps\Encompass\Admin\Meta\View.mdb)The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 6 Packet Pg. 209 of 636 6 T h e C i t y o fP a l o A l t o 97 156 251 Louis Road Barbara Drive This map is a product of the 262 0'420' bleung, 2024-01-11 11:55:18 This document is a graphic representation only of best available sources. The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 7 Packet Pg. 210 of 636 76, 77Byron Street Byron Street Byron Street 6 Webster Street 348 349 Webster Street T h e C i t y o fP a l o A l t o252 Tasso Street Cowper Street Cowper Street Waverley Street South Court Bryant Street Bryant Street Bryant Street Ramona Street 158 Emerson StreetEmerson Street Emerson Street 157 High Street High Street Hi Alma Street CalTrain ROW Mariposa Avenue Castilleja Avenue This map is a product of the 253Escovee StreetBirch 0'420' t bleung, 2024-01-11 11:58:34 This document is a graphic representation only of best available sources. (\\cc-maps\Encompass\Admin\Meta\View.mdb)The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 8 Packet Pg. 211 of 636 Indian Drive 6 Greer Road T h e C i t y o f P a l o A l t o Burnham Way 101 Louis Road 294 y 280 Stelling Drive Rorke Wayn 100 Coastland Drive o Midtown Court This map is a product of the Middlefield Road 0'420' bleung, 2024-01-11 12:00:00 This document is a graphic representation only of best available sources. The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 9 Packet Pg. 212 of 636 6 T h e C i t y o fP a l o A l t o Road Byron Street 250 Street 311 South Court 284 Street Ramona Street Emerson Street Emerson Street Alma Street Alma Street Alma Street This map is a product of theCalTrain ROW Park Boulevard 0'500' bleung, 2024-01-11 15:59:38 This document is a graphic representation only of best available sources. The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 10 Packet Pg. 213 of 636 Alma Street 260 261 Park Boulevard Park Boulevard 6 T h e C i t y o f P a l o A l t o 247 ay le W rda Inteayin W Tha 223 nueAvemo Cle This map is a product of the 283 0'550' bleung, 2024-01-11 13:11:27 This document is a graphic representation only of best available sources. The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 11 Packet Pg. 214 of 636 6 T h e C i t y o fP a l o A l t o 181 Dartmouth Street This map is a product of the 0'262' bleung, 2024-01-11 16:18:44 This document is a graphic representation only of best available sources. (\\cc-maps\Encompass\Admin\Meta\View.mdb)The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 12 Packet Pg. 215 of 636 Lane 5 E 6 T h e C i t y o fP a l o A l t o Lane 8 West Lane A A A This map is a product of the 0'182' bleung, 2024-04-15 10:02:30 This document is a graphic representation only of best available sources. (\\cc-maps\Encompass\Admin\Meta\View.mdb)The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto Item 7 Attachment A - Project Location Maps Item 7: Staff Report Pg. 13 Packet Pg. 216 of 636 Bid Analysis 2024 Sidewalk Base Bid Traffic Control Public Notification Sidewalk Engineer JJR Total $ Spencon R&S TotalBid Item Name QTY UNIT Unit Price Total Unit Price Unit Price Total Unit Price 25,000.00 $ 430,000.0011$ 80,000.00 20,000.00 $80,000.00 $1.00 1.00 23.20 15.00 30.00 35.35 35.35 35.35 73.35 1.00 $ 25,000.00 $ 20,000.00 $$430,000.00 LS 20,000.00 369,360.00 2,480.00 $20,000.00 424,764.00 1,240.00 15,800.00 124,047.00 213,600.00 127,200.00 61,500.00 104,130.00 8,400.00 $5,000.00 18468 $20.00 428,457.60 $23.00 5.00 25.00 33.00 100.00 25.00 125.00 195.00 200.00 6,000.00 175.00 150.00 25.00 Sidewalk Removal 20.00 Brick/Paver Specialty Finish A curb Pan A curb, 1' Buried B 22,120.00 93,975.00 138,840.00 330,720.00 63,960.00 96,120.00 10,500.00 504,000.00 31,680.00 14,000.00 4,060.00 18,960.00 132,880.65 75,507.60 179,860.80 36,088.20 66,402.90 4,743.90 465,276.00 13,068.00 4,200.00 18,960.00 150,360.00 117,480.00 178,080.00 41,820.00 48,060.00 1,470.00 672,000.00 29,700.00 4,200.00 65.00 130.00 180.00 250.00 6,000.00 80.00 500.00 20.00 2,000.00 10 124.35 112.95 5,539.00 33.00 150.00 17.75 Valley Gutter 3' Curb Ramp 13 Detectable Warning Surface 504,000.00 8,000.00 75.00 150.00 25.00 150.00 15,000.00 14 Adjust Utility Box AC Pavement Reset Catch Basin Misc. Improvements 3,603.25 34,020.00 5,075.00 60,000.00 15,000.00 5,075.00 4,500.00 15,000.00 60,000.00 1,134.00 2,000.00 $ 15,000.00 15,000.00 $ 15,000.00 15,000.00 $ 15,000.00 $ 1,856,815.00 $1,481,790.90 ‐20% $ 1,783,256.00 $ 2,373,045.00 28%‐4% UNDER UNDER OVER Add Alt Name Sidewalk Sidewalk Engineer JJR Total Spencon R&S Total $ $ Bid Item QTY 2000 2500 UNIT Unit Price Total Unit Price Unit Price Total Unit Price 1 SF $20.00 $ $ 40,000.00 90,000.00 $23.20 $ $ 46,400.00 58,000.00 104,400.00 35.00 $ $ 70,000.00 87,500.00 157,500.00 $40.00 80,000.00 100,000.00 180,000.00 Item 7 Attachment B - Bid Analysis Item 7: Staff Report Pg. 14 Packet Pg. 217 of 636 4 4 8 0 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 Item 8 Staff Report Item 8: Staff Report Pg. 1 Packet Pg. 218 of 636 4 4 8 0 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).1 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- cmrs/year-archive/2019/id-10627-mini-packet-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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 2 Packet Pg. 219 of 636 4 4 8 0 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 Management 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&pdfView=true#page=153 7 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/year-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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 3 Packet Pg. 220 of 636 4 4 8 0 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 Council12. 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 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 4 Packet Pg. 221 of 636 4 4 8 0 from Carollo Engineers, CDM Smith, and MCK Americas, with prices ranging from $2,776,304 to $4,320,562 (Table 1). Table 1: Summary of Request for Work Order Proposals (Task Order #5) 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. Table 2: Carollo Engineering, C21179265C, Authorized Funding Staff Report Basic Services Additional Services Not-to-Exceed Total Initial contract,13 6/21/22 $1 --$1 Amendment #1, 11/14/22, 12 kV Electrical Power Distribution Loop Rehabilitation Package 1 Project (WQ-19002)14 $549,314 $54,932 $604,246 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- cmrs/year-archive/2021/id-12324.pdf 14 City Council, November 14, 2022; Agenda Item #5, SR #14602 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81996 Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 5 Packet Pg. 222 of 636 4 4 8 0 Amendment #2, 12/5/22, Secondary Treatment Upgrades Project (WQ-19001)15 $7,488,201 $748,820 $8,237,021 Amendment #3, 10/10/23 Primary Sedimentation Tank Rehabilitation Project (WQ-14003)16 $246,700 $141,838 $388,538 Amendment #4, 6/3/24 Local Advanced Water Purification System (WQ-14003) $3,773,987 $377,399 $4,151,386 Black and Veatch Design 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 Item 8 Staff Report Item 8: Staff Report Pg. 6 Packet Pg. 223 of 636 4 4 8 0 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, Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 7 Packet Pg. 224 of 636 Page 1 of 28 Vers.: Aug. 5, 2019 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. R E C I T A L S 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. DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 8 Packet Pg. 225 of 636 Page 2 of 28 Vers.: Aug. 5, 2019 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: a. 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. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to read as follows: “The 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 9 Packet Pg. 226 of 636 Page 3 of 28 Vers.: Aug. 5, 2019 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 for the 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). DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 10 Packet Pg. 227 of 636 Page 4 of 28 Vers.: Aug. 5, 2019 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 CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement.” DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 11 Packet Pg. 228 of 636 Page 5 of 28 Vers.: Aug. 5, 2019 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.) DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 12 Packet Pg. 229 of 636 Page 6 of 28 Vers.: Aug. 5, 2019 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 CAROLLO ENGINEERS, INC. Officer 1 By:_____________________________ Name:__________________________ Title:____________________________ Officer 2 By:_____________________________ Name:__________________________ Attachments: 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) DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Senior Vice President Rick Chan, Senior Vice President Anne E. Prudhel Executive Vice President Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 13 Packet Pg. 230 of 636 Page 7 of 28 Vers.: Aug. 5, 2019 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 1. 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 14 Packet Pg. 231 of 636 Page 8 of 28 Vers.: Aug. 5, 2019 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 for the 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 15 Packet Pg. 232 of 636 Page 9 of 28 Vers.: Aug. 5, 2019 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 specific for CONSULTANT’s staff and subconsultants. CONSULTANT shall submit a copy for 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 for the 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. CONSULTANT will 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 16 Packet Pg. 233 of 636 Page 10 of 28 Vers.: Aug. 5, 2019 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 17 Packet Pg. 234 of 636 Page 11 of 28 Vers.: Aug. 5, 2019 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 / QC team; 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 18 Packet Pg. 235 of 636 Page 12 of 28 Vers.: Aug. 5, 2019 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, DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 19 Packet Pg. 236 of 636 Page 13 of 28 Vers.: Aug. 5, 2019 manufacturer/applicator/installer’s certificates, and other non-technical submittals. 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 or neither. 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 20 Packet Pg. 237 of 636 Page 14 of 28 Vers.: Aug. 5, 2019 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 of design details. 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 permitting and 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 21 Packet Pg. 238 of 636 Page 15 of 28 Vers.: Aug. 5, 2019 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. DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 22 Packet Pg. 239 of 636 Page 16 of 28 Vers.: Aug. 5, 2019 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 23 Packet Pg. 240 of 636 Page 17 of 28 Vers.: Aug. 5, 2019 9) Rebar and concrete for mat foundations 10) Membrane filtration and reverse osmosis units’ installation 11) Special inspections as listed in the project specific design 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 necessary safety DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 24 Packet Pg. 241 of 636 Page 18 of 28 Vers.: Aug. 5, 2019 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. DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 25 Packet Pg. 242 of 636 Page 19 of 28 Vers.: Aug. 5, 2019 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 and testing. 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. l. 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. DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 26 Packet Pg. 243 of 636 Page 20 of 28 Vers.: Aug. 5, 2019 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 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 27 Packet Pg. 244 of 636 Page 21 of 28 Vers.: Aug. 5, 2019 a. CONTRACTOR shall furnish record documents, which the CONSULTANT shall review and transmit to ENGINEER for preparation of record drawings. b. CONSULTANT shall prepare necessary CITY documentation recommending acceptance of the completed work by the CITY. c. 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. d. 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. DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 28 Packet Pg. 245 of 636 Page 22 of 28 Vers.: Aug. 5, 2019 Work Order No. 5: Milestone Schedule of Performance TASK # MILESTONES COMPLETION FROM WORK ORDER #1A NOTICE TO DATE Task 1 Requirements/Project 186 Weeks Task 3 Water Financing and 186 Weeks Work Order No. 5: Milestone Compensation Schedule TASK # MILESTONES 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 Sub-total Basic Services $3,773,987 Total Basic Services and Reimbursable Expenses $3,773,987 Maximum Total Compensation 4,151,386 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 29 Packet Pg. 246 of 636 Page 23 of 28 Vers.: Aug. 5, 2019 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). DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 30 Packet Pg. 247 of 636 Vers.: Aug. 5, 2019 Page 24 of 28 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 Maximum Total Compensation $604,247 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 31 Packet Pg. 248 of 636 Vers.: Aug. 5, 2019 Page 25 of 28 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 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 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 Maximum Total Compensation $4,151,386 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 32 Packet Pg. 249 of 636 Vers.: Aug. 5, 2019 Page 26 of 28 EXHIBIT C-2 SCHEDULE OF RATES, AMENDMENT NO. 4 (ADDED) CONSULTANT’S schedule of rates is as follows (by calendar year): SUBCONSULTANTS’ schedule of rates is as follows (by calendar year): SILVEIRA CONSULTING DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 33 Packet Pg. 250 of 636 Vers.: Aug. 5, 2019 Page 27 of 28 HALEY & ALDRICH (rates and services effective with Amendment #4) BAY AREA COATING CONSULTANTS, INC. (BACC) DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 34 Packet Pg. 251 of 636 Vers.: Aug. 5, 2019 Page 28 of 28 DocuSign Envelope ID: 0E6C747C-1EC7-4B0F-8F92-1A8521AE4DD8 Item 8 Attachment A - Amendment No. 4 to Contract with Carollo Item 8: Staff Report Pg. 35 Packet Pg. 252 of 636 Vers.: Aug. 5, 2019 Page 1 of 6 AMENDMENT NO. 2 TO CONTRACT NO. C21178333 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. R E C I T A L S 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.” DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D Item 8 Attachment B - Amendment No. 2 to Contract with Black & Veatch Item 8: Staff Report Pg. 36 Packet Pg. 253 of 636 Vers.: Aug. 5, 2019 Page 2 of 6 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 “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.) DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D Item 8 Attachment B - Amendment No. 2 to Contract with Black & Veatch Item 8: Staff Report Pg. 37 Packet Pg. 254 of 636 Vers.: Aug. 5, 2019 Page 3 of 6 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO ____________________________ City Manager APPROVED AS TO FORM: ____________________________ City Attorney or Designee BLACK & VEATCH CORPORATION Officer 1 By:________________________ Name:_____________________ Title:_______________________ Officer 2 By:_________________________ Name:______________________ Title:________________________ Attachments: Exhibit B: “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2” (AMENDED, REPLACES PREVIOUS) Exhibit C-2: “SCHEDULE OF RATES, AMENDMENT NO. 2” (ADDED) DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D Craig Lichty, Vice President, Client Director Vice President Senior Vice President Angela Hoffman, Chief Financial Officer, Water Americas Business Item 8 Attachment B - Amendment No. 2 to Contract with Black & Veatch Item 8: Staff Report Pg. 38 Packet Pg. 255 of 636 Vers.: Aug. 5, 2019 Page 4 of 6 EXHIBIT “B” SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2 (AMENDED, REPLACES PREVIOUS) 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 manager s for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a det ailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed. Milestones Completion No. of Weeks From NTP 1. Kickoff Meeting 01 2. 100% design of Odor Control System (Task 2) 32 3. 60% design of Phase 1 AWPS (1.125 MGD) (Task 1) 43 4. 100% design of Phase 1 AWPS (1.125 MGD) (Task 1) 186 5. Services during Bidding of Odor Control System (Task 6) 209 6. Services during Bidding of Phase 1 AWPS (Task 5) 209 7. Services during Construction of Odor Control System (Task 6) 355 8. Services during Construction of Phase 1 AWPS (Task 5) 355 9. 100% design of Phase 2 AWPS (2.25 MGD) (Task 3) 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. DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D Item 8 Attachment B - Amendment No. 2 to Contract with Black & Veatch Item 8: Staff Report Pg. 39 Packet Pg. 256 of 636 Vers.: Aug. 5, 2019 Page 5 of 6 A COVID-19-related excusable delay will not be a default or a ground for termination for cause 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 under the 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. DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D Item 8 Attachment B - Amendment No. 2 to Contract with Black & Veatch Item 8: Staff Report Pg. 40 Packet Pg. 257 of 636 Vers.: Aug. 5, 2019 Page 6 of 6 EXHIBIT “C-2” SCHEDULE OF RATES, AMENDMENT NO. 2 (ADDED) Black & Veatch 2027 Bill Rates held through December 2027: 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 DocuSign Envelope ID: 40267B13-B29A-43FB-85BA-FBEF073BFA0D Item 8 Attachment B - Amendment No. 2 to Contract with Black & Veatch Item 8: Staff Report Pg. 41 Packet Pg. 258 of 636 4 4 1 1 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Administrative Services 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. Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 1 Packet Pg. 259 of 636 4 4 1 1 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/year-archive/2020/id-11086-mini-packet-062220.pdf Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 2 Packet Pg. 260 of 636 4 4 1 1 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. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW T R C 4 5 6 7 2 2 1 1 C 0 3 0 2 0 8 0 L 1 1 9 1 1 1 1 1 S 3 3 3 3 3 4 3 3 W 2 2 9 1 2 3 1 2 W 1 1 3 4 2 3 6 7 7 9 6 7 1 1 8 9 F ((6 7 ((1 1 S 3 4 1 1 ((2 2 2 3 2 2 ((3 4 G 8 1 8 1 8 1 8 1 N T222 Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 3 Packet Pg. 261 of 636 4 4 1 1 ATTACHMENTS APPROVED BY: Item 9 Item 9 Staff Report Item 9: Staff Report Pg. 4 Packet Pg. 262 of 636 NOT YET APPROVED ATTACHMENT A Resolution No. XXXX Resolution of the Council of the City of Palo Alto Approving Revisions to the City of Palo Alto Energy Risk Management Policy RECITALS 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. / / / / / / / / / / / / / / / / 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 Item 9: Staff Report Pg. 5 Packet Pg. 263 of 636 NOT YET APPROVED ATTACHMENT A SECTION 2. Adoption of this Resolution 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. 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 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 Item 9: Staff Report Pg. 6 Packet Pg. 264 of 636 Proposed With Redline Changes City of Palo Alto Energy Risk Management Policy May 2024 Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 7 Packet Pg. 265 of 636 1 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 City of Palo Alto Energy Risk Management Policy Table of Contents 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 b.ASD Middle Office – Risk Management Controls and Reporting ...........................................................................5 c.Back 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 I.CONFLICT OF INTEREST .....................................................................................................8 J.DODD-FRANK APPLICABILITY AND COMPLIANCE ...................................................8 GLOSSARY OF TERMS................................................................................................................9 Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 8 Packet Pg. 266 of 636 2 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 A.OBJECTIVE AND SCOPE 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. Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 9 Packet Pg. 267 of 636 3 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 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. Energy Risk Management Policy, Guidelines, and Procedures Diagram Energy Risk Management Policy (Highest Level) Approved by: City Council Energy Risk Management Guidelines (Guiding Principles) Approved by: Utilities Risk Oversight Coordinating Council (UROCC) 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) Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 10 Packet Pg. 268 of 636 4 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 C.RISK MANAGEMENT ROLES, RESPONSIBILITES, AND ORGANIZATION 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. 1.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-anualquarterly 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-annualquarterly 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-annuallyquarterly 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. Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 11 Packet Pg. 269 of 636 5 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 a.Utilities Resource Management Front Office – Planning and Procurement In reporting to the Utilities General Manager, the Front Office is primarily responsible for resource planning and procuring energy supplies and services. The Front Office, by 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. b.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. 6.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. Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 12 Packet Pg. 270 of 636 6 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 D.TRANSACTIONS Transactions under the Electric Master Agreements and the Gas Master Agreements (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: 1.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 Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 13 Packet Pg. 271 of 636 7 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 Standard and Poor’s issuer rating of BBB- or better, or a Moody’s Investor Services issuer rating of Baa3 or better. Only the Council can approve exemptions to this requirement (See PAMC Section 2.30.340(d)(2)(c)). 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-annualquarterly 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; Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 14 Packet Pg. 272 of 636 8 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 8.Fixed price or index-priced purchases and sales to substitute the use of higher cost resources with lower cost market alternatives; 9.Fixed price or index-priced forward purchases and sales of transmission and 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 Act1 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). Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 15 Packet Pg. 273 of 636 9 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 GLOSSARY OF TERMS 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 System Operator (CAISO) A non-profit public benefit corporation that oversees the operation 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 (LCFS) Credit A product that can be bought or sold under the California Air 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 Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 16 Packet Pg. 274 of 636 10 Reso #9896City’s Energy Risk Management Policy Last Approved by City Council on June 22, 2020 Market Purchase Program Program established by NCPA whereby a member may authorize NCPA to transact on behalf of the member Master Agreement A standardized agreement for the purchase and sale of wholesale 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 Qualifying Capacity Products from a generation unit located in the CAISO control area 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 Item 9 Attachment B - Proposed Energy Risk Management Policy with Redline Changes Item 9: Staff Report Pg. 17 Packet Pg. 275 of 636 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Utilities 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); Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 1 Packet Pg. 276 of 636 (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); EXECUTIVE SUMMARY Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 2 Packet Pg. 277 of 636 BACKGROUND Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 3 Packet Pg. 278 of 636 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 1) 1 Staff Report 2303-1119 https://cityofpaloalto.primegov.com/meeting/document/1862.pdf?name=Item%2010%20Staff%20Report Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 4 Packet Pg. 279 of 636 Davey Tree Surgery Company (Davey Tree) – Line Clearing - Contract No. C20176920 2). 3) . Since CPAU 2 Staff Report 10883 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-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 Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 5 Packet Pg. 280 of 636 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. 4) 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. 4 Staff Report 5309 https://www.cityofpaloalto.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.cityofpaloalto.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/year-archive/2020/id-10960-mini-packet-022420.pdf?t=53347.87 Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 6 Packet Pg. 281 of 636 Statewide Traffic Safety and Signs – Traffic Control - Contract No. S22183236 FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW V C N O E O T A A Y R R t A R T V C 2$4 1 4 3$4 D C 1$5 3 1 1$5 S B 7$6 2 3 3$6 O B 1$6 4 1 2$1 S S 2$1 2 1 4$1 T 3$2$5$ * Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 7 Packet Pg. 282 of 636 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, 20237. ATTACHMENTS APPROVED BY: 7Environmental Impact Report https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12530 Item 10 Item 10 Staff Report Item 10: Staff Report Pg. 8 Packet Pg. 283 of 636 CONTRACT CHANGE ORDER CITY OF PALO ALTO DEPARTMENT: ELECTRIC UTILITIES OPERATIONS Electric Utility Construction Services Project Contract Change Order # 1 Project Title: Grid Modernization 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://cityofpaloalto.primegov.com/meeting/document/1862.pdf?name=Item%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 DocuSign Envelope ID: 62DD72C0-4AF6-4490-BEC3-AA490040557D Item 10 Attachment A - Contract With VIP Powerline; C23185980, Amendment 1 Item 10: Staff Report Pg. 9 Packet Pg. 284 of 636 This Change Order will: No cost change: N/A X Increase cost by $ 16,000,000.00 Decrease cost by $ N/A This Change Order will: 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. 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 Contract Change Order – continued 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. Accepted for Contractor: Accepted for City of Palo Alto: By: Ryan Tufnail By: Jose Ibarra Title: President Title: Utilities Supervisor Date: Date: PC O N o . AS I FO CO R CO Description Amount Reason for Change 1 Foreman/ Crew Leader (12 kV rubber glove certification required) $514,000 Electric Grid Modernization Project 2 Line Person/ Journeyman (12 kV rubber glove certification required) $892,000 Electric Grid Modernization Project 3 Line Person/Journeyman Apprentice (12 kV rubber glove certification required) $394,000 Electric Grid Modernization Project 4 Truck Driver/ Ground Person (12 kV rubber glove certification required) $314,000 Electric Grid Modernization Project Scope of Work DocuSign Envelope ID: 62DD72C0-4AF6-4490-BEC3-AA490040557D 4/25/20244/25/2024 Item 10 Attachment A - Contract With VIP Powerline; C23185980, Amendment 1 Item 10: Staff Report Pg. 10 Packet Pg. 285 of 636 5 Overtime Foreman/ Crew Leader (12 kV rubber glove certification required) $293,000 Electric Grid Modernization Project 6 Overtime Line Person/ Journeyman (12 kV rubber glove certification $247,000 Electric Grid Modernization Project 7 Overtime Line Person/ Journeyman Apprentice (12 kV rubber glove certification required) $214,000 Electric Grid Modernization Project 8 Overtime Truck Driver/ Ground Person (12 kV rubber glove certification required) $162,000 Electric Grid Modernization Project 9 Line Truck Capable of setting and removing poles up to 70’ $192,000 Electric Grid Modernization Project 10 Line Truck Capable of setting and removing poles up to 80’ $90,000 Electric Grid Modernization Project 11 Material Handler/ Bucket Truck capable of facilitating live line work at 55’ $192,000 Electric Grid Modernization Project 12 Material Handler/ Bucket Truck capable of facilitating live line work at 70’ $100,000 Electric Grid Modernization Project 13 Cargo Trailer capable of hauling material including poles up to 80’ $20,000 Electric Grid Modernization Project 14 Bucket Truck capable of working on electric secondary level (35’) $70,000 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 Electric Grid Modernization Project 18 40k LB Take up Dolly (e.g. 4k Hogg Davis Cable Puller) $70,000 Electric Grid Modernization Project 19 Underground Splicing Van $70,000 Electric Grid Modernization Project 20 Traffic Control Services $56,000 Electric Grid Modernization Project 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% DocuSign Envelope ID: 62DD72C0-4AF6-4490-BEC3-AA490040557D Item 10 Attachment A - Contract With VIP Powerline; C23185980, Amendment 1 Item 10: Staff Report Pg. 11 Packet Pg. 286 of 636 Document Preparation By: Dave Yuan Title: Utilities Strategic Business Manager Date: April 16, 2024 City Approval – Division Head Signature required on all Change Orders By : Title : Tomm Marshall Assistant Director, Electric Engineering and Operations Date: City Approval – Department Head Signature required when any individual Change Order exceeds $10,000. By: Title: Dean Batchelor Director of Utilities Date: Contract Change Order – continued Summary of Amounts Payable Under Contract (For Internal Purposes Only) 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. DocuSign Envelope ID: 62DD72C0-4AF6-4490-BEC3-AA490040557D 4/30/2024 4/30/2024 Item 10 Attachment A - Contract With VIP Powerline; C23185980, Amendment 1 Item 10: Staff Report Pg. 12 Packet Pg. 287 of 636 Vers.: Aug. 5, 2019 Page 1 of 6 AMENDMENT NO. 1 TO CONTRACT NO. C20176920 BETWEEN THE CITY OF PALO ALTO AND DAVEY TREE SURGERY COMPANY 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. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of 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. DocuSign Envelope ID: 50FB16F1-F3CC-4D3F-9A1E-70288021EB07 Item 10 Attachment B - Contract With Davey Surgery Tree; C20176920, Amendment 1 Item 10: Staff Report Pg. 13 Packet Pg. 288 of 636 Vers.: Aug. 5, 2019 Page 2 of 6 Included in the maximum compensation amount set forth above, CITY has set aside the sum of Three Million One Hundred Eighty-Four Thousand Ten dollars and Sixty cents ($3,184,010.60) for Additional 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.) DocuSign Envelope ID: 50FB16F1-F3CC-4D3F-9A1E-70288021EB07 Item 10 Attachment B - Contract With Davey Surgery Tree; C20176920, Amendment 1 Item 10: Staff Report Pg. 14 Packet Pg. 289 of 636 Vers.: Aug. 5, 2019 Page 3 of 6 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO _____________________________ City Manager APPROVED AS TO FORM: _____________________________ City Attorney or designee DAVEY TREE SURGERY COMPANY By:______________________________ Name:___________________________ Title:____________________________ By:______________________________ Name:___________________________ Title:____________________________ DocuSign Envelope ID: 50FB16F1-F3CC-4D3F-9A1E-70288021EB07 President & General Manager Larry Evans Erika Schoenberger General Counsel, Secretary Item 10 Attachment B - Contract With Davey Surgery Tree; C20176920, Amendment 1 Item 10: Staff Report Pg. 15 Packet Pg. 290 of 636 Vers.: Aug. 5, 2019 Page 4 of 6 EXHIBIT C SCHEDULE OF FEES 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 DocuSign Envelope ID: 50FB16F1-F3CC-4D3F-9A1E-70288021EB07 Item 10 Attachment B - Contract With Davey Surgery Tree; C20176920, Amendment 1 Item 10: Staff Report Pg. 16 Packet Pg. 291 of 636 Vers.: Aug. 5, 2019 Page 5 of 6 sentences, the assignment and payment of work on an hourly basis or a per-unit basis will remain a determination made by the City in its sole discretion, based on the CITY’s needs. Additional Services (if any, per Section 5) Services 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 / Totals $14,405,530.28 $3,184,010.60 $17,589,540.88 DocuSign Envelope ID: 50FB16F1-F3CC-4D3F-9A1E-70288021EB07 Item 10 Attachment B - Contract With Davey Surgery Tree; C20176920, Amendment 1 Item 10: Staff Report Pg. 17 Packet Pg. 292 of 636 Vers.: Aug. 5, 2019 Page 6 of 6 EXHIBIT C-1 RATE SCHEDULE - YEAR 5 (6/1/2024 to 5/31/2025) QUANTITIES UNITS DESCRIPTION & PROPOSALITEM RATE TOTALPRICE 01 3100 EA UNIT COST LINE CLEARING(PER TREE UNIT) $306.60 $950,460.00 02 20 EA UNIT COST POLE CLEARING(PER POLE) $168.83 $3,376.60 03 10 EA UNIT COST POLE CLEARING& SPRAYING(PER POLE) $196.96 $1,969.60 04 7453 HR HOURLYCOST LINECLEARING- 2 PERSON CREW + EQUIPMENT & TOOLS $296.67 $2,211,081.51 05 80 HR HOURLYCOST LINECLEARING (AS NEEDED) 2 PERSON CREW OVERTIME $430.36 $34,428.80 06 525 HR 3 PERSON CREW + EQUIP & TOOLS $401.12 $210,588.00 07 10 HR 3 PERSON CREW OVERTIME $581.69 $5,816.90 08 475 HR 1 PERSON CREW + EQUIP & TOOLS $153.17 $72,755.75 09 10 HR 1 PERSON CREW OVERTIME $222.12 $2,221.20 10 16 HR EMERGENCY RESPONSERATES (AS NEEDED) AND ALL DAY ON $430.36 $6,885.76 11 16 HR AND ALL DAY ON $581.64 $9,306.24 12 17 HR AND ALL DAY ON $222.12 $3,776.04 13 200 HR SPECIAL EQUIPMENT (AS NEEDED) 70 FT AERIAL LIFT TRUCK $44.14 $8,828.00 14 100 HR 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 DocuSign Envelope ID: 50FB16F1-F3CC-4D3F-9A1E-70288021EB07 Item 10 Attachment B - Contract With Davey Surgery Tree; C20176920, Amendment 1 Item 10: Staff Report Pg. 18 Packet Pg. 293 of 636 Vers.: Aug. 5, 2019 Page 1 of 3 AMENDMENT NO. 1 TO CONTRACT NO. S22183236 BETWEEN THE CITY OF PALO ALTO AND STATEWIDE TRAFFIC SAFETY AND SIGNS INC. 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. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing on-call 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.” DocuSign Envelope ID: AB08A23C-A5E7-44AD-842C-A0F5FA2F5C77 Item 10 Attachment C - Contract With Statewide Traffic Safety and Signs; S22183236, Amendment 1 Item 10: Staff Report Pg. 19 Packet Pg. 294 of 636 Vers.: Aug. 5, 2019 Page 2 of 3 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.) DocuSign Envelope ID: AB08A23C-A5E7-44AD-842C-A0F5FA2F5C77 Item 10 Attachment C - Contract With Statewide Traffic Safety and Signs; S22183236, Amendment 1 Item 10: Staff Report Pg. 20 Packet Pg. 295 of 636 Vers.: Aug. 5, 2019 Page 3 of 3 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO _____________________________ City Manager APPROVED AS TO FORM: _____________________________ City Attorney or designee STATEWIDE TRAFFIC SAFETY AND SIGNS INC. Officer 1 By:______________________________ Name:___________________________ Title:____________________________ Officer 2 By:______________________________ Name:___________________________ Title:____________________________ DocuSign Envelope ID: AB08A23C-A5E7-44AD-842C-A0F5FA2F5C77 Director of Contracts Anthony Amato Chief Legal Officer Matthew Hunt Item 10 Attachment C - Contract With Statewide Traffic Safety and Signs; S22183236, Amendment 1 Item 10: Staff Report Pg. 21 Packet Pg. 296 of 636 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Planning and Development Services 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 approved1 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.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city- manager-reports-cmrs/year-archive/2021/id-12322.pdf Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 1 Packet Pg. 297 of 636 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. 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://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=7f697cae-2d04-49a0- 8ad4-6adb9b459460 Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 2 Packet Pg. 298 of 636 STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 11 Item 11 Staff Report Item 11: Staff Report Pg. 3 Packet Pg. 299 of 636 Vers.: Aug. 5, 2019 Page 1 of 6 AMENDMENT NO. 1 TO CONTRACT NO. C21181223A 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. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of 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 DocuSign Envelope ID: 3F6B68A5-9835-4FB2-A5A2-B09F94B5AB41 Item 11 Attachment A - Amendment No. 1 C21181223A Intergrated Design 360 Item 11: Staff Report Pg. 4 Packet Pg. 300 of 636 Vers.: Aug. 5, 2019 Page 2 of 6 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. 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.) DocuSign Envelope ID: 3F6B68A5-9835-4FB2-A5A2-B09F94B5AB41 Item 11 Attachment A - Amendment No. 1 C21181223A Intergrated Design 360 Item 11: Staff Report Pg. 5 Packet Pg. 301 of 636 Vers.: Aug. 5, 2019 Page 3 of 6 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee INTEGRATED DESIGN 360, LLC Officer 1 By: Name: Melanie Jacobson Title: Principal melanie@integrateddesign360.com Officer 2 By: Name: Cindy Mack Title: Administrative Leader Attachments: 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) DocuSign Envelope ID: 3F6B68A5-9835-4FB2-A5A2-B09F94B5AB41 Item 11 Attachment A - Amendment No. 1 C21181223A Intergrated Design 360 Item 11: Staff Report Pg. 6 Packet Pg. 302 of 636 Vers.: Aug. 5, 2019 Page 4 of 6 EXHIBIT B SCHEDULE OF PERFORMANCE, AMENDMENT NO.1 (AMENDED, REPLACES PREVIOUS) 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. Tasks Description Number of Days/Weeks (as specified below) Task 1 Ongoing Development and Administration of the Green Building and Energy Reach Code Program December 31, 2024 Task 2 Sustainability and Program Metrics Management and Reporting December 31, 2024 Task 3 Green Building and Energy Reach Code Training December 31, 2024 Task 4 Green Building and Energy Reach Code Policy Review and Creation December 31, 2024 Task 5 Ongoing Development and Administration of the Green Building Special Inspector Program December 31, 2024 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. DocuSign Envelope ID: 3F6B68A5-9835-4FB2-A5A2-B09F94B5AB41 Item 11 Attachment A - Amendment No. 1 C21181223A Intergrated Design 360 Item 11: Staff Report Pg. 7 Packet Pg. 303 of 636 Vers.: Aug. 5, 2019 Page 5 of 6 EXHIBIT C COMPENSATION, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below. CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. BUDGET SCHEDULE TASK NOT TO EXCEED AMOUNT 850,000.00 0.00 Total for Services and Reimbursable Expenses $850,000.00 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. DocuSign Envelope ID: 3F6B68A5-9835-4FB2-A5A2-B09F94B5AB41 Item 11 Attachment A - Amendment No. 1 C21181223A Intergrated Design 360 Item 11: Staff Report Pg. 8 Packet Pg. 304 of 636 Vers.: Aug. 5, 2019 Page 6 of 6 EXHIBIT C-1 SCHEDULE OF RATES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS) CONSULTANT’s schedule of rates is as follows: ID360 Rates: Position/Title FY2022 Rates FY2023 Rates FY2024 Rates FY2025 Rates Position/Title FY2025 Rates 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. DocuSign Envelope ID: 3F6B68A5-9835-4FB2-A5A2-B09F94B5AB41 Item 11 Attachment A - Amendment No. 1 C21181223A Intergrated Design 360 Item 11: Staff Report Pg. 9 Packet Pg. 305 of 636 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 Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 1 Packet Pg. 306 of 636 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. BACKGROUND Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 2 Packet Pg. 307 of 636 (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. 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 Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 3 Packet Pg. 308 of 636 •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 Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 4 Packet Pg. 309 of 636 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 Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 5 Packet Pg. 310 of 636 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 Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 6 Packet Pg. 311 of 636 evaluations for further parkland dedications, were considered and discussed by the Stanford Ad Hoc Committee. •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? •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. Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 7 Packet Pg. 312 of 636 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. 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 STAKEHOLDER ENGAGEMENT Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 8 Packet Pg. 313 of 636 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. •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 Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 9 Packet Pg. 314 of 636 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 APPROVED BY: Item 12 Item 12 Staff Report Item 12: Staff Report Pg. 10 Packet Pg. 315 of 636 EL CAMINO REAL PALO ROAD PEAR LANE QUARRY ROAD PALMDRIVE MITCHELL LANE City of Palo AltoUnincorporated Santa Clara County EXISTINGPEDESTRIANTUNNELCaltrain Commuter Railway ALMA STREET !Î!Î!Î EVERETT AVENUE LYTTON AVENUE UNIVERSITY AVENUE 400 Mitchell Quarry Road Connection Class 1 path with park amenities and lighting COMPLETED 2017!ÎEl Camino Park Á EL CAMINO REAL UNIVERSITY AVENUE VTA Terminal Palo AltoTrain Terminal MacArthurPark Copyright nearmap Sta nford University Land Use & Environmental Planning Prepare d: April 12, 2024, Aerial photo: March 2024 LBRE Maps & Re cords, Quarry_Rd_Intermoda l_Sta.m xd¹ Exhibit 1:Quarry Road Connection Illustrative Concept Design Project ImprovementExisting Path 0 150 Feet Item 12 Attachment A - Transit and Multi- modal Connections Item 12: Staff Report Pg. 11 Packet Pg. 316 of 636 ESDDI RIM 60.80 ESDDI RIM 61.17 BKF ENGINEERS 1730 N. FIRST STREET SUITE 600 SAN JOSE, CA 95112 (408) 467-9100 www.bkf.com FIG-1 04/17/2024 PALO ALTO, CA PALO ALTO TRANSIT CENTER - QUARRY ROAD EXTENSION Item 12 Attachment B - Conceptual Site Plan Item 12: Staff Report Pg. 12 Packet Pg. 317 of 636 BKF ENGINEERS 1730 N. FIRST STREET SUITE 600 SAN JOSE, CA 95112 (408) 467-9100 www.bkf.com FIG-2 04/17/2024 PALO ALTO, CA PALO ALTO TRANSIT CENTER - QUARRY ROAD EXTENSION Item 12 Attachment B - Conceptual Site Plan Item 12: Staff Report Pg. 13 Packet Pg. 318 of 636 ESDDI RIM 61.17 BKF ENGINEERS 1730 N. FIRST STREET SUITE 600 SAN JOSE, CA 95112 (408) 467-9100 www.bkf.com FIG-3 04/17/2024 PALO ALTO, CA PALO ALTO TRANSIT CENTER - QUARRY ROAD EXTENSION: SITE CONSTRAINTS Item 12 Attachment B - Conceptual Site Plan Item 12: Staff Report Pg. 14 Packet Pg. 319 of 636 8 | P a g e March 2024 Attachment C: Utilities in the Landscaped Median Item 12 Attachment C - Utilities in the Landscaped Median Item 12: Staff Report Pg. 15 Packet Pg. 320 of 636 9 | P a g e March 2024 Attachment D: Project Buffer A 10-foot-wide project buffer is illustrated in red. Item 12 Attachment D - Project Buffer Item 12: Staff Report Pg. 16 Packet Pg. 321 of 636 Not Yet Approved 112_20240530_ts24 1 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 R E C I T A L S 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 Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 17 Packet Pg. 322 of 636 NOT YET APPROVED 2 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 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 Palo Alto Transit Center with El Camino Real, be adopted? YES NO 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 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 18 Packet Pg. 323 of 636 NOT YET APPROVED 3 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 for filing 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 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 19 Packet Pg. 324 of 636 NOT YET APPROVED 4 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: APPROVED: _____________________________ ______________________________ City Clerk Mayor ______________________________ APPROVED AS TO FORM: City Manager _____________________________ ______________________________ City Attorney Director of Community Services ______________________________ Chief Transportation Official Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 20 Packet Pg. 325 of 636 NOT YET APPROVED 5 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 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 21 Packet Pg. 326 of 636 NOT YET APPROVED 6 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 51 45" 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 51 45' 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 51 45' 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 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 22 Packet Pg. 327 of 636 NOT YET APPROVED 7 Being 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 Page 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 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 a tangent curve to the right, having a radius 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°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 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 a radius 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 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 beginning of a tangent curve to the left, having a radius of 19.50 feet; Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 23 Packet Pg. 328 of 636 NOT YET APPROVED 8 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 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 24 Packet Pg. 329 of 636 NOT YET APPROVED 9 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 Mayor APPROVED AS TO FORM: APPROVED: ___________________________ ___________________________ City Attorney or designee City Manager ___________________________ Director of Community Services ___________________________ Chief Transportation Official Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 25 Packet Pg. 330 of 636 NOT YET APPROVED 10 Exhibit 1 Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 26 Packet Pg. 331 of 636 NOT YET APPROVED 11 Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 27 Packet Pg. 332 of 636 NOT YET APPROVED 12 Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 28 Packet Pg. 333 of 636 NOT YET APPROVED 13 ** END HERE ** Item 12 Attachment E - Resolution Calling a Special Election Item 12: Staff Report Pg. 29 Packet Pg. 334 of 636 Not Yet Approved 1 111_20240530_ts24 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 Item 12 Attachment F - Ordinance Calling a Special Election Item 12: Staff Report Pg. 30 Packet Pg. 335 of 636 Not Yet Approved 2 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 Attachment F - Ordinance Calling a Special Election Item 12: Staff Report Pg. 31 Packet Pg. 336 of 636 Not Yet Approved 3 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 Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Assistant City Attorney City Manager ____________________________ Director of Community Services ____________________________ Chief Transportation Official Item 12 Attachment F - Ordinance Calling a Special Election Item 12: Staff Report Pg. 32 Packet Pg. 337 of 636 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. EXECUTIVE SUMMARY 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 Preferred Alternative(s) at Meadow Drive and Charleston Road for Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 1 Packet Pg. 338 of 636 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 for various alternatives. Impacts requiring high-level material changes to 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 Item 13 Staff Report Item 13: Staff Report Pg. 2 Packet Pg. 339 of 636 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 2 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 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=81903 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 3 Packet Pg. 340 of 636 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 149047). 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 7 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 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9216 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 4 Packet Pg. 341 of 636 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=9225 11 Rail Committee, March 29, 2023; Item 1, Action Items, SR # 2303-1010 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9212 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 5 Packet Pg. 342 of 636 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://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9232 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 6 Packet Pg. 343 of 636 segment and review technical issues and concerns that surfaced related to their design criteria. 17). 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) Exhibit A: California Avenue Four Tracking Segment 17 Rail Committee, November 21, 2023; Item 1, Study Session, Presentation https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13219 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 7 Packet Pg. 344 of 636 On November 8, 2023, Caltrain staff conducted their first technical review and provided comments to City Staff. Staff presented the major elements affecting various alternatives and 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 new walls 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# 2311-2303 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9239 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 8 Packet Pg. 345 of 636 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 area to 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 19 Rail Committee, March 19, 2024; Item 1, Action Items, SR 2402-2675 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=9255 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 9 Packet Pg. 346 of 636 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 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 10 Packet Pg. 347 of 636 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 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 11 Packet Pg. 348 of 636 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 Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 12 Packet Pg. 349 of 636 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# 2404-2952 https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=53079&dbid=0&repo=PaloAlto Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 13 Packet Pg. 350 of 636 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 ATTACHMENTS APPROVED BY: Item 13 Item 13 Staff Report Item 13: Staff Report Pg. 14 Packet Pg. 351 of 636 Plan & Profile Churchill Underpass Churchill Ave Aerial View (Plan) Alma St (Profile) Detail A See Detail A PRELIMINARY FOR DISCUSSION PURPOSES ONLY LEGEND: Track Retaining Wall Right-of-Way Direction of Traffic Structure Roadway Modifications Ped/Bike Ramps & Sidewalks Planting Area Alma St Profile Partial Underpass at Churchill 11' 10' 11' 5' 13' 10' 100 ft500 ft Movement Diagram Intersection Turning M elville Ave Kellog g Ave Chu rchill Ave Coleridg e Ave Alma St Paly Rd Mariposa Ave Castilleja Ave Alma St 0.0% 0.0% Original Ground Profile Grade Roadway 60 50 40 30 20 60 50 40 30 20 202+00 203+00 204+00 205+00 206+00 207+00 208+00 209+00 210+00 211+00 212+00 Total Length = 1,129 ft Ave Kellogg Ave Churchill Ave Coleridge -8%+8% -0.3% 380' VC 104' VC 112' VC 380' VC 213+00 R=5'R=5' 32' 9' 9' 12' Tunnel below Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 15 Packet Pg. 352 of 636 Profile & Typical Sections Churchill Underpass Churchill Ave (Profile) Alma St (North of Churchill Ave) Typical Section Churchill Ave Underpass Typical Section (Looking South) Bridge Typical Section at Churchill Ave Seale Ave Kellogg Ave or Typical Section a maximum span length of 75-80 ft) (Based on a 2-span structure with Top of Rail to Soffit = 7'-6"Note: PRELIMINARY FOR DISCUSSION PURPOSES ONLY Original Ground = Existing Top of Rail CL Churchill Ave 22' - 4" * 11'11'11' centerline of Churchill Ave *Dimension shown at 8' WB Lane Turn Lane EB Left Turn Lane EB RightShld Shld MT-2 Exist 8'Var 8' to 22' 11' NB Alma St NB LaneSB LaneSB Lane 11' 13' NB Lane NB Lane 10' 10'5' Shld R/W Caltrain 4' PL Prop PL Exist Sidewalk 5' Landscape Track MT-2 Track MT-1 14' +/- 12' 9' R/W Caltrain Ped/Bike Path Southbound Ped/Bike Path 2-Way To Be Reconstructed Existing Bleachers 9' Ped/Bike Path Northbound 2'-4" Shld 2' 12' LANE RAMP Ped/Bike FL FL 16' Sidewalk 16' LANE Sidewalk PL PL 4'±4'±2'-6"2'-6" 60' 13'15'12'-6"12' 54'-6" MT1 MT2(Beyond) OCS Pole Abutment WallEdge of Abutment = Face of Retaining Wall 1' (Typ) See Note Note: (Looking South) Bridge Typical Section at Churchill Ave MT2 Profile Grade Roadway Total length = 440 ft Castilleja Ave Paly Rd/ Alma St NB 60 50 40 30 20 99+00 100+00 60 50 40 30 20 105+00104+00101+00 102+00 103+00 0% Ground Original MT1 Ped/Bike Bridge St Alma RR Bridge 16' - 6" 16' - 6" +2% 204' VC 190' VC -12% Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 16 Packet Pg. 353 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 17 Packet Pg. 354 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 18 Packet Pg. 355 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 19 Packet Pg. 356 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 20 Packet Pg. 357 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 21 Packet Pg. 358 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 22 Packet Pg. 359 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 23 Packet Pg. 360 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 24 Packet Pg. 361 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 25 Packet Pg. 362 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 26 Packet Pg. 363 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 27 Packet Pg. 364 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 28 Packet Pg. 365 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 29 Packet Pg. 366 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings 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 Packet Pg. 368 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 32 Packet Pg. 369 of 636 Item 13 Attachment A - Churchill Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 33 Packet Pg. 370 of 636 Option 1 Plan & Cross Sections Pedestrian/Bicyclist Undercrossing at Churchill Avenue Churchill Avenue (Plan) CL Alma St Mariposa Ave Churchill Ave Section A-A Section B-B PRELIMINARY 100 ft50 FOR DISCUSSION PURPOSES ONLY 0 ft LEGEND Stairway Undercrossing Structure Sidewalk Modifications Roadway Modifications Landscaping Ramp Right-of-Way Fence Alma St A A B B Item 13 Attachment B - Chruchill Avenue Closure Plan and Profile Item 13: Staff Report Pg. 34 Packet Pg. 371 of 636 Option 2 Plan & Cross Sections Pedestrian/Bicyclist Undercrossing at Churchill Avenue Churchill Avenue (Plan) Alm a St M ariposa Ave Churchill Ave Section B-BSection A-A A CL Alma St PRELIMINARY 100 ft50 FOR DISCUSSION PURPOSES ONLY 0 ft LEGEND Stairway Undercrossing Structure Sidewalk Modifications Roadway Modifications Landscaping Ramp Right-of-Way Fence A B B Item 13 Attachment B - Chruchill Avenue Closure Plan and Profile Item 13: Staff Report Pg. 35 Packet Pg. 372 of 636 LOMA VERDE AVE EL VERANO AVE CHARLESTO N RD Alma St Park Blvd Park Blvd EMERSON ST ADOBE CREEK M EADOW DR LIDERO DR TENNNESEE LN FERNE AVE LUNDY LANE G REENM EADO W W AY FERNE CT BEN LOMOND DR 0 GRAPHIC SCALE 100 100 200 0 20 40 60 0 20 40 60 80 14.0' 14.0' BARRO N CREEK MEADOW DR CHARLESTON RD Meadow Drive & Charleston Road - Plan and Profile - Hybrid Curtner Ave Ventura Ave PRELIMINARY FOR DISCUSSION PURPOSES ONLY NOVEMBER 08, 2018 6.0' 6.0' Profile Hybrid Track Landmark Creek Right Of Way Caltrain Ground Level Existing Groundwater Bridge LEGEND: Limits Of Roadway 120+00 125+00 130+00 135+00 140+00 145+00 150+00 155+00 160+00 165+00 170+00 ELEV A TIO N (ft) AERIAL VIEW (PLAN) ELEVATION VIEW (PROFILE) Track (Shoofly) Temporary Track New Permanent Lowering Robles Park Outlet Grocery Church Methodist United St Andrew's Barron Creek Adobe Creek 0.3% 1.0% 1.0% TEMPORARY TRACKSCALTRAIN RIGHT OF WAY (EAST) CALTRAIN RIGHT OF WAY (WEST) ELEV. 50.2 TOP OF RAIL ELEV. 53.8 TOP OF RAIL ROADWAY ROADWAY (TYP) EMBANKMENT RETAINED HYBRID PROFILE UNDERPASS BRIDGE UNDERPASS BRIDGE CONSTRUCTION BEGIN CONSTRUCTION ENDNEW TRACKS LIMITS OF ROADWAY LOWERING LIMITS OF ROADWAY LOWERING PALO ALTO CITY LIMIT Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 36 Packet Pg. 373 of 636 Plan & Profile Meadow / Charleston Hybrid Meadow Dr Aerial View (Plan) Meadow Dr (Profile) Alma St (Profile) Elevation (ft) Elevation (ft) To San Francisco To San Jose Alma St Park BlvdPark Blvd E M eadow Dr Palo Alto 60 50 40 30 20 12+00 13+00 50 40 30 20 10 12+00 13+00 0.0% -3.0%3.0% 0.0% 21+0020+0019+0018+0017+0016+0015+0014+00 14+00 0.0% -5.0% 1.6% 17+0016+0015+00 18+00 19+00 0.0% 20+00 21+00 22+00 23+00 10 20 30 40 50 22+00 20 30 40 50 60 W M eadow Dr PRELIMINARY 100 ft50 FOR DISCUSSION PURPOSES ONLY 0 ft LEGEND: Retaining Wall Limits of Roadway Modifications Direction of Traffic Permanent Track Alignment Caltrain Right-of-Way Driveway Modification Bridge Structure Sidewalk Modification Meadow Dr Total length = 469 ft M in Vert Clr 16'-6" Total length = 400 ft Alma St Design Speed = 35 MPH for Alma St Design Speed = 25 MPH for W Meadow Dr NOTE: Original Ground Original Ground Roadway Profile Grade Railroad Bridge Structure 50' VC 90' VC 50' VC 60' VC 60' VC -0.3% 75' VC 90' VC Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 37 Packet Pg. 374 of 636 Plan & Profile Meadow / Charleston Hybrid Charleston Rd Aerial View (Plan) Charleston Rd (Profile)Alma St (Profile) Elevation (ft) Elevation (ft) To San Jose Alma St Park Blvd Park Blvd W Charleston Rd E Charleston Rd Ely PlLindero Dr To San Francisco Palo Alto 60 50 40 30 20 14+00 15+00 16+00 17+00 18+00 19+00 20+00 21+00 20 30 40 50 60 60 50 40 30 20 13+00 14+00 15+00 21+0020+0019+0018+0017+0016+00 22+00 20 30 40 50 60 0.0% -5.0% 1.6% 0.0% 0.0% -3.0%3.0% 0.0% PRELIMINARY 100 ft50 FOR DISCUSSION PURPOSES ONLY 0 ft LEGEND: Retaining Wall Limits of Roadway Modifications Direction of Traffic Permanent Track Alignment Caltrain Right-of-Way Driveway Modification Bridge Structure Sidewalk Modification Total length = 403 ft Alma St Charleston Rd Design Speed = 35 MPH for Alma St Design Speed = 25 MPH for Charleston Rd NOTE: Ground Original Railroad Bridge Structure 90' VCRoadway Profile Grade 50' VC 50' VC M in Vert Clr 16'-6" Total length = 469 ft Original Ground 60' VC 60' VC -0.3% 75' VC 90' VC Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 38 Packet Pg. 375 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 39 Packet Pg. 376 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 40 Packet Pg. 377 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 41 Packet Pg. 378 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 42 Packet Pg. 379 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 43 Packet Pg. 380 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 44 Packet Pg. 381 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 45 Packet Pg. 382 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 46 Packet Pg. 383 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 47 Packet Pg. 384 of 636 Item 13 Attachment C - Meadow Drive & Charleston Road Hybrid Plan and Profile Item 13: Staff Report Pg. 48 Packet Pg. 385 of 636 LOMA VERDE AVE EL VERAN O AV E CHARLESTO N RD Alma St Park Blvd Park Blvd EMERSON ST M EAD OW DR LIDERO DR TE NN N ESEE LN FERNE AVE LUNDY LANE G REE NM EAD O W W AY FERNE CT BEN LOMOND DR 0 GRAPHIC SCALE 100 100 200 REVERSE CONSTRUCTION ENVELOPE 0 20 40 60 -20 80 MEADOW DR 30 '30 ' CHARLESTON RD PRELIMINARY FOR DISCUSSION PURPOSES ONLY NOVEMBER 28, 2018 Curtner Ave Ventura Ave BARRO N CR EE K AD O BE CREE K Meadow Drive & Charleston Road - Plan and Profile - Trench ELEVATION VIEW (PROFILE) AERIAL VIEW (PLAN) 120+00115+00 175+00150+00 155+00 160+00 170+00165+00145+00125+00 140+00135+00130+00 -20 0 20 60 40 80 Landmark Creek Influence Area Ground Anchor Groundwater Bridge LEGEND: EL E V A TIO N (f t) Profile Trench Track Right Of Way Caltrain Ground Level Existing Track (Shoofly) Temporary Track New Permanent Outlet Grocery Robles Park Barron Creek Adobe Creek 2.0% 0.3% INFLUENCE AREA GROUND ANCHOR STATIONPUMP EMERGENCY ACCESS STAIRS TEMPORARY TRACK LIFT STATION LIFT STATION GROUNDWATER ELEVATION (2%) TRENCH PROFILE ELEV. 9.9 TOP OF RAIL ELEV. 6.1 TOP OF RAIL NEW PERMANENT TRACK CONSTRUCTION BEGIN CONSTRUCTION END MEADOW DR STAIRS AT EMERGENCY ACCESS POTENTIAL LIFT STATION LOCATION POTENTIAL LIFT STATION LOCATION AT CHARLESTON ROAD PUMP STATION BRIDGE OVERCROSSING BRIDGE OVERCROSSING Church Methodist United St Andrew's CALTRAIN RIGHT OF WAY (WEST) CALTRAIN RIGHT OF WAY (EAST) PALO ALTO CITY LIMIT Item 13 Attachment D - Meadow Drive & Charleston Road Trench Plan and Profile Item 13: Staff Report Pg. 49 Packet Pg. 386 of 636 Trench Railroad Grade Separation Examples E Compton Blvd, Compton, CA Alameda Trench Corridor - Completed 2002 E Compton Blvd & Alameda Street, Compton, CA Alameda Trench Corridor - Completed 2002 Mission Road and Ramona St, San Gabriel, CA Alameda Corridor East Mission Road - San Gabriel, CA Alameda Corridor East (Roadway At Grade, Railroad Fully Lowered) PRELIMINARY FOR DISCUSSION PURPOSES ONLY Item 13 Attachment D - Meadow Drive & Charleston Road Trench Plan and Profile Item 13: Staff Report Pg. 50 Packet Pg. 387 of 636 Trench Railroad Grade Separation Sections & Renderings (Typical Between Meadow Dr & Charleston Rd) Example Section - Trench - Looking North Meadow Drive Intersection Proposed Trench Solution Overview - Looking South West Charleston intersection Ground Level View - Looking South West Typical Property West of the Trench Backyard View - Looking East (Roadway At Grade, Railroad Fully Lowered) PRELIMINARY FOR DISCUSSION PURPOSES ONLY Item 13 Attachment D - Meadow Drive & Charleston Road Trench Plan and Profile Item 13: Staff Report Pg. 51 Packet Pg. 388 of 636 Meadow Drive Aerial View (Plan) Meadow Underpass Palo Alto Grade Separation Planning Study Movement Diagram Intersection Turning Alma St Park BlvdPark Blvd Emerson St E M eadow Dr 2nd St 100 ft500 ft See note See note NOTE: beacons, to be considered in future phases. traffic signals and rectangular rapid flashing Additional features at crosswalks, such as HAWK PRELIMINARY FOR DISCUSSION PURPOSES ONLY LEGEND: Track Retaining Wall Right-of-Way Direction of Traffic Structure Roadway Modifications Ped/Bike Ramps & Sidewalks Planting Area Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 52 Packet Pg. 389 of 636 Profiles & Typical Section Meadow Dr Underpass Meadow Dr Underpass Typical Section Meadow Dr Profile Ped/Bike Profile from Park Blvd to Emerson St (North Side of Meadow Dr) Park Blvd Profile (Looking South) Bridge Typical Section at Meadow Dr Meadow Dr to NB Alma St Ramp Profile SB Alma St to Meadow Dr Ramp Profile a maximum span length of 60 ft) (Based on a 2-span structure with Top of Rail to Soffit = 6'-7"Note: PRELIMINARY FOR DISCUSSION PURPOSES ONLY 11' EB Lane 8'11' WB Lane (Back of Exist Sidewalk) Property Line Shld 8' Shld 20' 2-Way Ped/Bike Path (Back of Exist Sidewalk) Property Line 58' ± Meadow Dr (East of Alma St) Typical Section - Modification of Meadow/Roundabout Concept 12' Ped/Bike Path 101+00 102+00 103+00 104+00 105+00 106+00 107+00 108+00 10 20 30 40 50 0 10 20 30 40 50 0 Ped/Bike Path from Park Blvd to Emerson St Meadow Underpass Concept (Elizabeth Alexis) 200+00 201+00 202+00 203+00 204+00 205+00 206+00 207+00 10 20 30 40 50 60 10 20 30 40 50 60 North Side Side Street Profile from Park Blvd to Meadow Meadow Underpass Concept (Elizabeth Alexis) 20 30 40 50 60 400+00 401+00 20 30 40 50 60 13'15'12'-6"12' 54'-6" MT1 MT2(Beyond) OCS Pole Abutment WallEdge of Abutment = Face of Retaining Wall 1' (Typ) See Note (Looking South) Bridge Typical Section at Meadow Dr 301+00 302+00 303+00 304+00 305+00 10 20 30 40 50 0 10 20 30 40 50 0 Crest curve designed for 21mph. 195.8' requiredSag curve designed for 10 mph and based on passenger comfort. 36.6 requiredSide Street Profile to NB Alma from MeadowMeadow Underpass Concept (Elizabeth Alexis) check 64 no plot for 9% slope Crest curve designed for 25 mph. 209.9' required Sag curve designed for 15 mph and based on passenger comfort. 67.7 required 501+00 502+00 503+00 504+00 505+00 10 20 30 40 50 0 10 20 30 40 50 0 Side Street Profile from SB Alma to Meadow Meadow Underpass Concept (Elizabeth Alexis) check 64 no plot for 9% slope Crest curve designed for 25 mph. 209.9' required Sag curve designed for 15 mph and based on passenger comfort. 67.7 required Alma St -0.5% Total Length = 730 ft St Emerson Original Ground 195' VC 296' VC 190' VC 16' - 6" -12% +10% -1% 15' - 6" 16' - 6" Blvd Park Profile Grade Bridge Ped/Bike Bridge Ped/Bike 16' MT2 MT1 RR Bridge 100' VC 50' VC Original Ground 9' - 6" 10' - 0" 0% -1% -5% +5% St Emerson Profile Grade Blvd Park St Alma Bridge Ped/Bike 12' - 0" Bridge Ped/Bike MT1 MT2 RR Bridge 50' VC 11' - 0" 50' VC 35' VC Ground Original 0% +8% -2% Grade Profile Dr Meadow 40' VC 200' VC -2% Dr Meadow -0.4% Profile Grade Ground Original +15% +12% 70' VC 210' VC -2% Dr Meadow -0.4% Profile Grade Ground Original Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 53 Packet Pg. 390 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 54 Packet Pg. 391 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 55 Packet Pg. 392 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 56 Packet Pg. 393 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 57 Packet Pg. 394 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 58 Packet Pg. 395 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 59 Packet Pg. 396 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 60 Packet Pg. 397 of 636 Item 13 Attachment E - Meadow Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 61 Packet Pg. 398 of 636 Charleston Road Aerial View (Plan) Charleston Underpass Palo Alto Grade Separation Planning Study Movement Diagram Intersection Turning PRELIMINARY FOR DISCUSSION PURPOSES ONLY LEGEND: Track Retaining Wall Right-of-Way Direction of Traffic Structure Roadway Modifications Ped/Bike Ramps & Sidewalks Planting Area Adobe Cr 0 ft 175 ft87.5 Park Blvd Alma St Alma St Park Blvd W Charleston Rd Ely Pl G reenm eadow W ay E Charleston Rd Mumford Pl Wright Pl Ruthelma Ave Carlson Ct Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 62 Packet Pg. 399 of 636 Profiles & Typical Section Charleston Underpass Charleston Rd Profile Ped/Bike Profile from Park Blvd to Wright Pl EB Charleston Rd to SB Alma St Ramp Profile Typical Section - Charleston Rd Underpass PRELIMINARY FOR DISCUSSION PURPOSES ONLY 101+00 102+00 103+00 104+00 105+00 106+00 107+00 108+00 109+00 Charleston/Meadow Underpass Concept (Elizabeth Alexis) Ramp Profile from Charleston to Alma Charleston/Meadow Underpass Concept (Elizabeth Alexis) 10 20 30 40 50 60 70 0 10 20 30 40 50 60 70 0 Ped/Bike Path from Park Blvd to Mumford Charleston/Meadow Underpass Concept (Elizabeth Alexis) -5%+4% 10 20 30 40 50 60 0 300+00 301+00 302+00 303+00 304+00 305+00 306+00 307+00299+00298+00 10 20 30 40 50 60 0 Ramp Profile from Charleston to AlmaCharleston/Meadow Underpass Concept (Elizabeth Alexis) 10 20 30 40 50 60 0 200+00 201+00 202+00 203+00 204+00 205+00 206+00 10 20 30 40 50 60 0 11' EB Lane 12' EB Lane 8' 5' Sidewalk (Back of Exist Sidewalk) Property Line 11' WB Lane (Back of Exist Sidewalk) Property Line Shld 8' Shld 14' WB Lane 20' 2-Way Ped/Bike Path ~12' Typical Section - Charleston Rd (East of Alma St - Looking East) Alma St MT2 MT1 Grade Separation Structure Park Blvd Wright Pl Bridge Ped/Bike 186' VC 296' VC 190' VC 15'-6"-12% +10% -1% -1% Original Ground Profile Grade 16'-6" 17'-0" MT2 MT1 Alma St Wright Pl 50' VC 10'-0" 150' VC 10'-0" -1% Profile Grade Original Ground Blvd Park Road Profile Governed by 50' VC Charleston Rd -2% 55' VC +9% 425' VC 0% Profile Grade Original Ground Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 63 Packet Pg. 400 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 64 Packet Pg. 401 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 65 Packet Pg. 402 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 66 Packet Pg. 403 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 67 Packet Pg. 404 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 68 Packet Pg. 405 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 69 Packet Pg. 406 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 70 Packet Pg. 407 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 71 Packet Pg. 408 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 72 Packet Pg. 409 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 73 Packet Pg. 410 of 636 Item 13 Attachment F - Charleston Underpass Plan, Profile, Sections and Renderings Item 13: Staff Report Pg. 74 Packet Pg. 411 of 636 LOMA VERDE AVE EL VERAN O AV E CHARLESTO N RD Alma St Park Blvd Park Blvd EMERSON ST M EAD OW DR LIDERO DR TE NN N ESEE LN FERNE AVE LUNDY LANE G REE NM EAD O W W AY FERNE CT BEN LOMOND DR LEGEND: 0 GRAPHIC SCALE 100 100 200 CHARLESTON RD Landmark Creek Right Of Way Caltrain Ground Level Existing PRELIMINARY FOR DISCUSSION PURPOSES ONLY NOVEMBER 28, 2018 Curtner Ave Ventura Ave BARRO N CR EE K AD O BE CREE K 20 .5' MEADOW DR 20 .5' 0 20 40 60 80 MEADOW DR 0 20 40 60 80 EL E V A TIO N (f t) 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+00115+00110+00105+00 Tracks Existing Profile Viaduct Track AERIAL VIEW (PLAN) ELEVATION VIEW (PROFILE) Bridge Track New Permanent Groundwater Meadow Drive and Charleston Road - Plan and Profile - Viaduct Outlet Grocery Robles Park 0.086% Barron Creek 0.3% -1.4% Adobe Creek -0.031%1.0% CALTRAIN RIGHT OF WAY (WEST) CALTRAIN RIGHT OF WAY (EAST) DURING CONSTRUCTIONCONSTRUCTION BEGIN CONSTRUCTION END ELEV 61.80 TOP OF RAIL ELEV 55.45 TOP OF RAIL EXISTING TRACKS TO REMAIN OPERATIONAL AND REMOVED AT END OF CONSTRUCTION ROADWAY ROADWAY VIADUCT PROFILE TRACKS ON VIADUCT PROPOSED NEW APPROXIMATE GROUNDWATER ELEVATION Church Methodist United St Andrew's CITY LIMIT PALO ALTO Item 13 Attachment G - Meadow Drive & Charleston Road Viaduct Plan and Profile Item 13: Staff Report Pg. 75 Packet Pg. 412 of 636 PRELIMINARY FOR DISCUSSION PURPOSES ONLY (Roadway At Grade, Railroad Fully Elevated) Walnut Creek BART Station Viaduct Railroad Grade Separation Examples BART Viaduct, El Cerrito, CA BART Viaduct at distance, El Cerrito, CA Link Light Rail, East Marginal Way, Seattle, WA Item 13 Attachment G - Meadow Drive & Charleston Road Viaduct Plan and Profile Item 13: Staff Report Pg. 76 Packet Pg. 413 of 636 (Roadway At Grade, Railroad Fully Elevated) (Typical Between Meadow Dr & Charleston Rd) Example Section - Viaduct - Looking North (Typical End Sections) Example Section - Retained Fill - Looking North (Typical Between Meadow Dr and Charleston Rd) Track Level View - Looking North Typical Property West of Tracks Backyard View - Looking East Meadow Drive Intersection Proposed Viaduct Solution Overview - Looking South West Charleston Road Intersection Ground Level View - Looking South West Viaduct Railroad Grade Separation Sections & Renderings PRELIMINARY FOR DISCUSSION PURPOSES ONLY Item 13 Attachment G - Meadow Drive & Charleston Road Viaduct Plan and Profile Item 13: Staff Report Pg. 77 Packet Pg. 414 of 636 Kittelson & Associates, Inc. TECHNICAL MEMORANDUM March 14, 2024 Project# 28476 To: Ozzy, Arce Palo Alto Office of Transportation , From: Kittelson & Associates, Inc. RE: Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment 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. Oakland, CA 94612 Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 78 Packet Pg. 415 of 636 March 14, 2024 Page 2 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. Table 1 Seale vs Kellogg Grade Separated Rail Crossing Assessment 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. 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. Proximity to alternative routes of the Cal Ave Tunnel and about 1,850 feet south of the at-grade rail crossing at Churchill Ave. of the at-grade crossing at Churchill and about 1,200 feet south of the grade-separated rail crossing at Embarcadero. Landing locations There is space available at Peers Park for a landing. Paly High School. Network connectivity 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. 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. Community input 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 map during the BPTP Update indicated demand for grade separated crossings, they did not identify Kellogg as a preferred alignment. Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 79 Packet Pg. 416 of 636 March 14, 2024 Page 3 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. 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. Overall prior plans and analyses, would fill a longer gap between alternative crossing locations, appears to have adequate space for a landing 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. long a gap between crossing locations and have limited utility in terms of increasing network connectivity. Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 80 Packet Pg. 417 of 636 March 14, 2024 Page 4 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. REFERENCES Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 81 Packet Pg. 418 of 636 March 14, 2024 Page 5 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. BPTP Update – Existing Bicycle Facilities Map 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 Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 82 Packet Pg. 419 of 636 March 14, 2024 Page 6 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. Rail Crossing Study o Figure 4.1 Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 83 Packet Pg. 420 of 636 March 14, 2024 Page 7 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. 2021 Report of the Expanded Community Advisory Panel (XCAP) on Grade Separations for Palo Alto, page 57 Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 84 Packet Pg. 421 of 636 March 14, 2024 Page 8 Seale vs Kellogg Grade Separated Rail Crossing Assessment Seale vs Kellogg Grade Separated Rail Crossing Assessment Kittelson & Associates, Inc. School Catchment Area Maps - https://locator.pea.powerschool.com/?StudyID=171992 Item 13 Attachment H - BPTP Update_Seale v Kellogg Grade Sep Rail Crossing Assessment Item 13: Staff Report Pg. 85 Packet Pg. 422 of 636 4-Track Analysis 11.21.23 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 86 Packet Pg. 423 of 636 AGENDA Operations Considerations 4-Track Analysis Purpose & Initial Approach 4-Track and Crossings Preliminary Review Next Steps and Engagement 4-Track Analysis Corridor and Palo Alto Segments Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 87 Packet Pg. 424 of 636 Meeting Objectives 3 Review 4-Track Analysis approach considerations and trade-offs Outline N. Santa Clara Adopted Service Vision segments Discuss N. Santa Clara Adopted Service Vision segment observations and constraints Review operations considerations and analysis Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 88 Packet Pg. 425 of 636 Track Configuration Today Caltrain 50.94 = UP 51.64 4 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 89 Packet Pg. 426 of 636 Adopted Service Vision 4-Track Segments Adopted Service Vision 4-Track Segment Station (Milepost) Main Track Line Controlled SidingAdopted Service Vision 4-Track Segment Options x Caltrain 50.94 = UP 51.64 Notes: * Identified in Business Plan * 5 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 90 Packet Pg. 427 of 636 4-Track Analysis Purpose & Initial Approach Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 91 Packet Pg. 428 of 636 4-Track Analysis Purpose 7 Provide location, length, and mile post limits based on 4-track segments identified in the Caltrain Business Plan 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 Purpose Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 92 Packet Pg. 429 of 636 Business Plan (2017-2019): Growth Scenarios Recap Moderate Growth (Adopted Service Vision) •8 Caltrain trains + 4 HSR trains phpd High Growth (Higher Growth Service) •12 Caltrain trains + 4 HSR trains phpd 8 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 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 93 Packet Pg. 430 of 636 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 Service ROWEngineering Criteria 9 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 94 Packet Pg. 431 of 636 4-Track Initial Evaluation Process North Santa Clara County Segments Focused on trade-offs between operations, ROW, and design Worked towards reducing potential impacts to the surrounding environment (i.e., at-grade crossings, adjacent land use, buildings, and infrastructure) Identified interdependencies between platform configuration, express/high- speed services (110mph), and turnout design and configuration Focused on horizontal layout, but considered vertical opportunities and constraints 10 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 95 Packet Pg. 432 of 636 Operations Considerations Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 96 Packet Pg. 433 of 636 Planning Parameter Assumptions 12 Planning Parameter Assumption Headway / Separation 2-minute minimum corridor separation time Minimum Turnaround Time HSR: 20 min Caltrain: 20 min Minimum Dwell Time HSR: 2 min Caltrain: 1 min at major stations, 0.7 min at minor stations Rolling Stock HSR: Generic High-Speed Trainset Caltrain: KISS EMU Freight: Dash9 Speed Limit 110 mph (Class 6 Passenger Track) 50 mph (Freight Speed) Recovery Time 10% Distributed Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 97 Packet Pg. 434 of 636 Adopted Service Vision -12 TPH (8 Caltrain + 4 HSR) 13 Proposed 4-track sections for HSR Platform Proposed 4-track sections for overtakes Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 98 Packet Pg. 435 of 636 01:0003:20 Two Minute Separation: In & Out of a 4-Track Segment 14 1:50 05:00 03:2004:00 04:20 2-minute separation between trains 00:00 Station 02:5006:2004:20 2:20 00:00Control Point Control Point Dwell Time Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 99 Packet Pg. 436 of 636 4-Track Segment Analysis Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 100 Packet Pg. 437 of 636 Track Configuration Today Caltrain 50.94 = UP 51.64 16 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 101 Packet Pg. 438 of 636 Adopted Service Vision 4-Track Segments Adopted Service Vision 4-Track Segment Station (Milepost) Main Track Line Controlled SidingAdopted Service Vision 4-Track Segment Options x Caltrain 50.94 = UP 51.64 Notes: * Identified in Business Plan * 17 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 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 102 Packet Pg. 439 of 636 Initial Trade-Offs & Key Elements 18 Service ROWDesign Impact sites vs. impact corridors Changing schedules or overtakes vs. no changes Turnout design Ownership, RCUPBasis of design, function, and trackway Location of 4-Track segments Type of grade separation Location of 4-Track segment and service resilience Train Speed Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 103 Packet Pg. 440 of 636 Influence of Turnout Design on Service 19 Maximum Allowable Speed Transition Length to Center Platform with Left Hand Turnout (Approximate) Transition Length to Center Platform with Right Hand Turnout (Approximate) 79 mph 1200 ft.1800 ft. 110 mph 1500 ft.2200 ft. Turnout No.Passenger Train Speed Through Turnout 20 50 mph 24 60 mph Left Hand Turnout Right Hand Turnout Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 104 Packet Pg. 441 of 636 Typical Section for Running Track •Parameter assumptions presented in Basis of Design •Tangent 4-track running track section •Reusing existing OCS equipment where possible 20 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 105 Packet Pg. 442 of 636 Technical Analysis Cross-sections 21 Operations Turnouts Alignment Concept Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 106 Packet Pg. 443 of 636 Segment Characteristics MP Limits MP 29.7 -30.9 Length (miles)*1.2 Stations Impacted Palo Alto & Stanford Stadium At-Grade Crossings Impacted 2 Grade Separations Impacted 3 Active Projects Connecting Palo Alto *Length includes 2-to 4-track transitions Palo Alto Station Segment High Community & Infrastructure Impacts North Santa Clara Segment –Option A Segment Location 22 x Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 107 Packet Pg. 444 of 636 Palo Alto Station Segment San Francisquito Creek Bridge and El Palo Alto Tree El Camino Park Palo Alto Southern Pacific Station Sutter Health Center Alma Street and University Avenue Caltrain CorridorArea of Influence Palo Alto Station North Santa Clara Segment –Option A 23 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 108 Packet Pg. 445 of 636 Palo Alto Station Segment North Santa Clara Segment –Option A Palo Alto Station (Expanded & Relocated) 24 *Illustrative –Tracks can shift, and/or elevated, as concept is further developed.*Illustrative –Tracks can shift, and/or elevated, as concept is further developed. Caltrain ROW Area of InfluenceLegend Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 109 Packet Pg. 446 of 636 San Antonio Station Segment Palo Alto Station Palo Alto Station Infrastructure Impacts Caltrain Corridor Infrastructure Modifications Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 110 Packet Pg. 447 of 636 California Ave Station Segment Limited Community & Infrastructure Impacts Segment Characteristics MP Limits MP 30.9 -32.8 Length (miles)*1.9 Stations Impacted California Avenue At-Grade Crossings Impacted 2 Grade Separations Impacted 2 Active Projects Connecting Palo Alto *Length includes 2-to 4-track transitions North Santa Clara Segment –Option B Segment Location 26 x Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 111 Packet Pg. 448 of 636 California Avenue Station Segment Alexander Peers Park California Avenue Station Oregon Expressway Caltrain CorridorArea of Influence North Santa Clara Segment –Option B 27 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 112 Packet Pg. 449 of 636 California Ave Station Segment North Santa Clara Segment –Option B 28 Caltrain ROW Area of InfluenceLegend *Illustrative –Tracks can shift towards Alma Street, and/or elevated, as concept is further developed. Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 113 Packet Pg. 450 of 636 California Ave Station Segment 29 California Avenue Station North Santa Clara Segment –Option B *Illustrative –Tracks can shift, and/or elevated, as concept is further developed. Caltrain ROW Area of InfluenceLegend Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 114 Packet Pg. 451 of 636 California Avenue Station Oregon Expressway California Avenue Station Infrastructure Impacts Caltrain Corridor Infrastructure Modifications Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 115 Packet Pg. 452 of 636 San Antonio Station Segment High Community & Infrastructure Impacts – Major Reconstruction 31 North Santa Clara Segment –Option C Segment Location Segment Characteristics MP Limits MP 33.25 -34.60 Length (miles)*1.35 Stations Impacted San Antonio At-Grade Crossings Impacted 3 Grade Separations Impacted 2 Active Projects Connecting Palo Alto & Rengstorff Grade Separation *Length includes 2-to 4-track transitions x Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 116 Packet Pg. 453 of 636 San Antonio Station Segment 32 *Illustrative –Tracks can shift, and/or elevated, as concept is further developed. Caltrain ROW Area of InfluenceLegend Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 117 Packet Pg. 454 of 636 San Antonio Station Segment San Antonio Road Overpass 33 San Antonio Station Caltrain CorridorArea of Influence Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 118 Packet Pg. 455 of 636 San Antonio Road Overpass 34 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 119 Packet Pg. 456 of 636 San Antonio Road Overpass 35 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 120 Packet Pg. 457 of 636 San Antonio Road Overpass 36 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 121 Packet Pg. 458 of 636 San Antonio Station Infrastructure Impacts Caltrain Corridor Infrastructure Modifications Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 122 Packet Pg. 459 of 636 Northern Santa Clara County Palo Alto (A)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) Adopted Service Vision Refined 4-Track Segment Station (Milepost) 38 Northern Santa Clara County Segment Segment Option Consideredx Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 123 Packet Pg. 460 of 636 Northern Santa Clara County Preliminary Understanding 39 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) Operations Simulation of Segments 2 +3 4-Track Segments in Northern Santa Clara County were analyzed to evaluate trade -offs and determine the most viable option 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 Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 124 Packet Pg. 461 of 636 Comments/Questions Item 13 Attachment I - Caltrain 4 Tracking Analysis Presentation at Rail Committee Item 13: Staff Report Pg. 125 Packet Pg. 462 of 636 Connecting Palo Alto Projects Caltrain Technical Review January 23, 2024 www.cityofpaloalto.org1 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 126 Packet Pg. 463 of 636 Purpose 2 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 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 127 Packet Pg. 464 of 636 Background 3 •Select Preferred Alternative to Proceed with Preliminary Engineering and Environmental PhaseGoal •Federal Railroad Administration (FRA)Grant Funding Agreement in place by July 1, 2024.Objective •Rail Committee to provide guidance to on implementing design changes sufficient to support the goal.Guidance Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 128 Packet Pg. 465 of 636 Background 4 CAP & XCAP •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 Council •Council Review and Discussion •Meadow Drive –Charleston (Narrowed Alternatives) -August 2021 •Churchill Avenue (Preferred Alternative & Backup Selection) -November 2021 Rail Committee •Reviewed and Refined underpass alternatives (June 2023) •Reviewed and updated Council Adopted criteria •Conducted Review of Preliminary Geotechnical Caltrain /JPB Review •Service Agreement with Caltrain (June 2023) •Technical Review and Comments to City November 2023 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 129 Packet Pg. 466 of 636 Overview of Caltrain Capital Project Management Process 5 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 130 Packet Pg. 467 of 636 Major Elements 6 Vertical Alignment Vertical Clearance Bridge Structure Elevation (Viaduct Only) Railroad Grade Profile Pedestrian and Bicycle Path Clearance Horizontal Alignment Roadway Encroachment into Caltrain ROW Pedestrian & Bicycle Facilities Encroachment into Caltrain ROW Railroad Encroachment into City’s ROW Retaining Wall offset/clearance from structures and roadways Maintenance Access requirement along the railroad tracks Clearance for MSE Wall construction during construction and maximize use of ROW Four Track Segment Four Track segments and Roadway encroachment into Caltrain ROW Four Tracking Alignment Roadway Design Road Profile, Sag Curves, Grades etc. Offset from Barriers Acceleration/Deceleration Lanes, Lane drops, weaving distance, etc. Roundabout Design Curved bridges Construction Technology Shoofly vs Box Jacking Culverts Reconstructing and extending culverts Cost Estimates Preliminary Cost Estimates Cumulative Concerns Compounded impacts from above comments Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 131 Packet Pg. 468 of 636 Vertical Alignment (Correction) 7 1. Vertical Dimensions (Roadway Vertical Clearance required across Caltrain ROW ) Vertical Clearance for vehicular traffic under the Railroad (Increase from 15.5’ to 16.5’) Likely affects length of roadway profileMeadow Charleston -Hybrid Profile View Min vertical clearance is 16’-6” across ROW Caltrain ROW Caltrain ROW Min vertical clearance is 16’-6” across ROW Caltrain ROW Caltrain ROW Meadow Drive Underpass Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 132 Packet Pg. 469 of 636 Vertical Alignment (Correction) 8 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’) Provide 24’ vertical distance Provide 24’ vertical distance Likely affects length of roadway profile Meadow Charleston -Viaduct Alternative Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 133 Packet Pg. 470 of 636 Summary of Comments -Churchill Avenue 9 Churchill Closure with Mitigations -Option 1 •New active transportation facilities should be placed outside of Caltrain ROW. If not, they are subject to JPB Board approval * No Changes for Churchill Avenue Closure with Mitigations Option 2 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 134 Packet Pg. 471 of 636 Summary of Comments -Churchill Avenue –Closure Option 1 10 Plan View Section A-A Section B-B 4-Track Influence Area Transition between 2-Track and 4-TrackNew active transportation facilities should be placed outside of Caltrain ROW. If not, subject to JPB Board approval. Extend tunnel to extent of Caltrain ROW Relocate stairs outside of Caltrain ROW. If not, subject to JPB Board approval. Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 135 Packet Pg. 472 of 636 Summary of Comments -Churchill Avenue –Closure Option 2 11 Alma St Mariposa Ave Plan View Section A-A Section B-B 4-Track Influence Area Transition between 2-Track and 4-Track Show lane width and shoulder dimension s No Major/Significant Concerns Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 136 Packet Pg. 473 of 636 Summary of Comments -Churchill Avenue 12 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/AASHTO ‘Greenbook’/AASHTO ‘Highway Safety Manual’ Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 137 Packet Pg. 474 of 636 Profile View Extend bridge width to Caltrain ROW to provide access to Caltrain maintenance and emergency vehicles 4-Track Influence Area Transition between 2-Track and 4-Track New active transportation facilities should be placed outside of Caltrain ROW. If not, subject to JPB Board approval. Summary of Comments -Churchill Avenue –Partial Underpass 13 Roadway & Walls to be outside of Caltrain ROW Provide 16’-6” vertical clearance Will affect length roadway profile, ROW, Driveways, intersection,etc. Other elements: •Merging taper/median design •Offset from barriers •Lane width etc. •Curved bridges Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 138 Packet Pg. 475 of 636 Summary of Comments –Meadow Drive & Charleston Road 14 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’ Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 139 Packet Pg. 476 of 636 Summary of Comments –Meadow Dr -Underpass 15 Plan View (Meadow Drive) 4-Track Influence Area Transition between 2-Track and 4-Track Adjust wall/foundation design and location to be outside of the Caltrain ROW. Additional width is not needed for turning lane sight distance. Min vertical clearance is 16’-6” across ROW, which will impact ROW, Driveways, road profile. Min vertical clearance is 10’ across ROW Caltrain ROW Caltrain ROW Caltrain ROW Caltrain ROW Increase bridge width to provide access road for maintenance and emergency vehicles Steep grade limits options for design flexibility Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 140 Packet Pg. 477 of 636 Summary of Comments –Charleston Rd -Underpass 16 Plan View (Meadow Drive) 4-Track Influence Area Transition between 2-Track and 4-Track Min vertical clearance is 16’- 6” across ROW,which will impact ROW,Driveways, road profile. Min vertical clearance is 10’ across ROW Caltrain ROW Caltrain ROW Caltrain ROW Caltrain ROW Increase bridge width to provide access road for maintenance and emergency vehicles Steep grade limits options for design flexibility Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 141 Packet Pg. 478 of 636 Summary of Comments –Meadow Drive & Charleston Road 17 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. Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 142 Packet Pg. 479 of 636 Summary of Comments –Meadow Dr & Charleston Rd -Hybrid 18 Plan View Profile Fill retaining walls to accommodate 4- track and transition between 2-track and 4-track 1% grade is the current maximum without variance. 1% to 2% grade requires review and approval by the Director of Engineering Min vertical clearance requirement is 16’-6” across ROW Provide additional width on the bridge to accommodate access road for maintenance and emergency vehicles 4-Track Influence Area Transition between 2-Track and 4-Track Design speed is 110 mph for passenger rail Transition segment should be tangent as special trackwork should stay outside of vertical curves Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 143 Packet Pg. 480 of 636 Summary of Comments –Meadow Dr -Hybrid 19 Profile View Plan View Typical Section Min vertical clearance is 16’-6” across ROW Caltrain ROW Caltrain ROW 10’ to maximize utility of ROW 10’ min for maintenance access between face of retaining walls/ barriers and adjacent obstruction/roadway Confirm proximity of OCS and centerline of tracks Width not sufficient for maintenance vehicle access Provide additional width on the bridge to accommodate a maintenance and emergency vehicle access Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 144 Packet Pg. 481 of 636 Summary of Comments –Charleston Rd -Hybrid 20 Min 16’6” clearance across Caltrain ROW Plan View Profile View Min vertical clearance is 16’-6” across ROW 10’ to maximize utility of ROW Caltrain ROW Caltrain ROW 10’ min for maintenance access between face of retaining walls/ barriers and adjacent obstruction/roadway Confirm proximity of OCS and centerline of tracks Provide additional width to the bridge for maintenance and emergency vehicle access Typical Section Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 145 Packet Pg. 482 of 636 Summary of Comments –Meadow Drive & Charleston Road 21 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 Safety Manual’ Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 146 Packet Pg. 483 of 636 Summary of Comments –Meadow Dr & Charleston Rd -Viaduct 22 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 1% grade is the current maximum without variance. 1% to 2% grade requires review and approval by the Director of Engineering Increase distance roadway to top of rail to 24’ to accommodate 16’-6” roadway clearance Design speed is 110 mph for passenger rail Transition segment should be tangent as special trackwork should stay outside of vertical curves Plan View Profile Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 147 Packet Pg. 484 of 636 Summary of Comments –Meadow Dr & Charleston Rd -Viaduct 23 Place the permanent track alignment to enable maintenance and maximize utility of ROW 16’-6” min from roadway to soffit 10’ min for maintenance access between face of retaining walls/ barriers and adjacent obstruction/roadwayConfirm proximity of OCS and centerline of tracks Extend OCS foundation to connect with bridge pier The plans show part of the viaduct constructed outside Caltrain ROW Typical End Section Typical Section Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 148 Packet Pg. 485 of 636 Next Steps 24 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 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 149 Packet Pg. 486 of 636 25 Item 13 Attachment J - Caltrain Technical Comments Review Staff Presentation at Rail Committee Item 13: Staff Report Pg. 150 Packet Pg. 487 of 636 Connecting Palo Alto Projects Caltrain Technical Review Results March 19, 2024 www.cityofpaloalto.org1 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 151 Packet Pg. 488 of 636 City and Caltrain Staff City Staff •Philip Kamhi, Chief Transportation Official •Ripon Bhatia, Senior Engineer Caltrain Staff •Robert Barnard,Chief, Rail Design and Construction •Mike Rabinowitz, Principal Planner •Navi Dhaliwal, Government & Community Affairs Officer •Edgar Torres, Consultant, Kimley Horn and Associates 2 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 152 Packet Pg. 489 of 636 Purpose 3 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. Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 153 Packet Pg. 490 of 636 Background 4 CAP & XCAP •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 Council •Council Review and Discussion •Meadow Drive –Charleston (Narrowed Alternatives) -August 2021 •Churchill Avenue (Preferred Alternative & Backup Selection) -November 2021 Rail Committee •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) Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 154 Packet Pg. 491 of 636 AGENDA Caltrain’s Guiding Principles Schedule Caltrain’s Results of Process by Alternative Draft and deliberative -For discussion purposes only Executive Summary Next Steps Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 155 Packet Pg. 492 of 636 Project Planning 6 Jan Feb Mar Apr May June Jul Aug Sept Oct Nov City Caltrain VTA FRA Rail Committee City Council City and Caltrain to collaborate for Selection of alternatives to advance into next phase Develop Service Agreement and/or Cooperative Agreement with VTA, Caltrain, City for PE & Env Phase City and Caltrain collaborate to develop and execute agreement with FRA Review Alternatives Recommend Local Preferred Alternative(s) City Council to review and select Locally Preferred Alternative(s) for next phase Begin PE & Environmental Prepare and Execute Funding Agreement Execute FRA Funding Agreement Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 156 Packet Pg. 493 of 636 Next Steps 7 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 FRA and Service Agreement/Cooperative Agreement for Preliminary Engineering & Environmental with Caltrain & VTA Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 157 Packet Pg. 494 of 636 CONNECTING PALO ALTO CONCEPTUAL ALTERNATIVES TECHNICAL REVIEW M A R C H 1 9 , 2 0 2 4 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 158 Packet Pg. 495 of 636 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 Caltrain’s Engagement Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 159 Packet Pg. 496 of 636 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 Caltrain’s Partnership Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 160 Packet Pg. 497 of 636 Caltrain Partnership 1/29 •Engineering Team workshop of potential design and constructability solutions for all alternatives (internal) 1/30 •Shared potential design and constructability solutions with City •Received Questions from City 1/31 •Caltrain Team met with Chief Safety Officer, Chief Operating Officer, Director of Engineering 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) 2/2 -2/9 •Caltrain Team begins applying direction to exhibits and materials (internal) •Ongoing coordination between City staff and Caltrain 2/13 and 2/16 •Caltrain Team shares materials with City staff 3/19 •Rail Committee presentation Steps Guiding Solution-Oriented Thinking Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 161 Packet Pg. 498 of 636 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 Caltrain’s Focus of Review Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 162 Packet Pg. 499 of 636 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. Caltrain’s Guiding Principles Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 163 Packet Pg. 500 of 636 Caltrain’s Guiding Principles 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” 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. Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 164 Packet Pg. 501 of 636 Caltrain’s Guiding Principles Caltrain ROW Caltrain ROW Provide a minimum 15’-6” vertical clearance with variance and sacrificial beams across entire width of Railroad ROW 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. Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 165 Packet Pg. 502 of 636 •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’s Guiding Principles Caltrain ROW Caltrain ROW 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. Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 166 Packet Pg. 503 of 636 Executive Summary Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 167 Packet Pg. 504 of 636 Churchill Summary of Findings Alternative Partial Underpass w/ Kellogg Undercrossing (LPA) High-level Findings •Roadway and railroad 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 Seale Ave/Peers Park (under preliminary review by others) Closure Option 1 (With Mitigations) •Moderately viable with refinements,less than optimal ramp width (~7’) •Wider eastern ramp would impact Alma Street travel lanes Closure Option 2 (With Mitigations) •Viable as shown Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 168 Packet Pg. 505 of 636 Viaduct •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 retain existing at grade tracks for railroad purposes Meadow/Charleston Summary of Findings Alternative Hybrid High-level Findings •Viable with refinements •Includes elevating width of Caltrain’s ROW to retain utility •Shoofly tracks will impact Alma travel lanes (12’)during construction Underpass •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 the viaduct alternative within the Service Agreement. Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 169 Packet Pg. 506 of 636 Caltrain's Results of Preliminary Review by Alternative Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives Partial Underpass w/Kellogg Undercrossing (LPA) Closure Option 1 (With Mitigations) Closure Option 2 (With Mitigations) Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 170 Packet Pg. 507 of 636 Caltrain's Results of Preliminary Review by Alternative Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives Partial Underpass w/Kellogg Undercrossing (LPA)(With Mitigations)(With Mitigations) Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 171 Packet Pg. 508 of 636 Maximum 3’ encroachment into Caltrain, revocable license agreement is required, subject to appraisal, annual fee (indexed to CPI), and Board approval Churchill Partial Underpass w/ Kellogg Undercrossing Interior of bridge to accommodate: 25’ offset from MT1 track center (towards Alma St) and 12.5’ offset from MT2 track center (towards private property) New tracks must be 15’ on center Widen railroad bridge to accommodate 12.5’ offset from MT 2 Remain in existing 25’ easement (expired) or widen to west No further encroachment into Caltrain ROW Existing 25’ easement for Embarcadero Bike Path has expired, a revocable license agreement is required, subject to appraisal, annual fee (indexed to CPI), and Board approval Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 172 Packet Pg. 509 of 636 Draft and deliberative -For discussion purposes only Churchill Partial UnderpassExisting 25’ easement for Embarcadero Bike Path has expired, a revocable license agreement is required, subject to appraisal, annual fee (indexed to CPI), and Board approval Churchill Partial Underpass w/ Kellogg Undercrossing 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 Longer bridge span to accommodate design vehicle turning templates Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 173 Packet Pg. 510 of 636 Churchill Partial Underpass w/ Kellogg Undercrossing Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 174 Packet Pg. 511 of 636 Churchill Partial Underpass with Kellogg Undercrossing Summary Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 175 Packet Pg. 512 of 636 Partial Underpass w/Kellogg Undercrossing (LPA) Closure Option 1 (With Mitigations)(With Mitigations) Caltrain's Results of Preliminary Review by Alternative Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 176 Packet Pg. 513 of 636 Churchill Closure w/ Kellogg Underpass Summary Under preliminary review by others: Locate bike path at Seale Ave connecting Peers Park Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 177 Packet Pg. 514 of 636 Caltrain's Results of Preliminary Review by Alternative Partial Underpass w/ Kellogg Undercrossing (LPA)Closure w/ Kellogg Underpass Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives (With Kellogg Undercrossing LPA) Closure Option 1 (With Mitigations) Closure Option 2 (With Mitigations) Viable as shown Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 178 Packet Pg. 515 of 636 Caltrain's Results of Preliminary Review by Alternative Partial Underpass w/ Kellogg Undercrossing (LPA)Closure w/ Kellogg Underpass Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives Partial Underpass w/Kellogg Undercrossing (LPA) Closure Option 1 (With Mitigations) Closure Option 2 (With Mitigations) Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 179 Packet Pg. 516 of 636 Meadow/Charleston HybridTracks will be aligned as far west as the southern portion of ROW allows and retaining walls will be placed to maximize utility of Caltrain ROW Meadow/Charleston Hybrid Place western retaining wall at 10’ from residential property line. Place eastern retaining wall after removal of shoofly on Alma St property line Temporary wall will be required between activation of hybrid tracks and removal of shoofly 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. If bridge minimum vertical clearance (16’-6” or 15’-6” with a variance and sacrificial beam) is not achieved across Caltrain ROW, if in the future the full width is needed for Railroad purposes, it will be the City’s choice to rebuild road or pay incremental cost for raising portion of railroad corridor. Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 180 Packet Pg. 517 of 636 Meadow/Charleston Hybrid 95’ North of Meadow 100’ South of Meadow Interim Condition Shoofly tracks will impact Alma travel lanes (12’) during construction Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 181 Packet Pg. 518 of 636 Meadow/Charleston Hybrid 95’ North of Meadow 100’ South of Meadow Retained fill between temporary wall and Alma Street wall to maintain utility of Caltrain operating ROW. Interim Condition Final Condition 95’ North of Meadow 100’ South of Meadow Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 182 Packet Pg. 519 of 636 Meadow/Charleston Hybrid 80’ Implications of ROW Offset at Meadow Drive 95’100’ Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 183 Packet Pg. 520 of 636 Meadow/Charleston Hybrid MT2 MT1 Existing Condition Main Track 1: MT1 Main Track 2: MT2 Example South of Meadow Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 184 Packet Pg. 521 of 636 Meadow/Charleston Hybrid MT2 MT1 Construction zone Example South of Meadow 25’ clearance between track center and construction barrier/fence Build New Shoofly Tracks along Alma Shoofly 1: SF1 Shoofly 2: SF2 9' 26' 10' 18' 45' SF2 SF1 Build SF1 Build SF2 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 185 Packet Pg. 522 of 636 Meadow/Charleston Hybrid Example South of Meadow Shoofly Tracks along Alma operational SF2 SF1 45’ Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 186 Packet Pg. 523 of 636 Meadow/Charleston Hybrid Example South of Meadow 25’ clearance between track center and temporary retaining wall MT2 MT1 Build Hybrid and Approach Structures with Permanent MT1 and MT2 SF2 SF1 New Main Track 1: MT1 New Main Track 2: MT2 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 187 Packet Pg. 524 of 636 Meadow/Charleston Hybrid Example South of Meadow 25’ clearance between track center and temporary retaining wall MT2 MT1 Remove Temporary Shoofly tracks along Alma Street Construction zone SF2 SF1 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 188 Packet Pg. 525 of 636 Meadow/Charleston Hybrid Example South of Meadow MT2 MT1 Shoofly tracks removed, prepare for next phase Construction zone Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 189 Packet Pg. 526 of 636 Meadow/Charleston Hybrid Example South of Meadow MT2 MT1 Build Final Eastern Retaining Wall and Retain Fill Final Retaining Wall Construction zone Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 190 Packet Pg. 527 of 636 Meadow/Charleston Hybrid Example South of Meadow MT2 MT1 Final Condition Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 191 Packet Pg. 528 of 636 Meadow/Charleston Hybrid MT1 MT2 MT1 MT2 SF1 SF2 25’ clearance between track center and fence45’ NORTH of Meadow Avenue Bridge Looking South Final Existing Source: Google Earth, Google Street View, April 2023, Accessed February 2024 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 192 Packet Pg. 529 of 636 Plan View Meadow Drive Meadow/Charleston Hybrid SummaryItem 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 193 Packet Pg. 530 of 636 Meadow/Charleston Hybrid Summary Plan View Charleston Road Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 194 Packet Pg. 531 of 636 Caltrain's Results of Preliminary Review by Alternative Partial Underpass w/ Kellogg Undercrossing (LPA)Closure w/ Kellogg Underpass Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives Partial Underpass w/Kellogg Undercrossing (LPA) Closure Option 1 (With Mitigations) Closure Option 2 (With Mitigations) Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 195 Packet Pg. 532 of 636 Meadow/Charleston Viaduct Tie-ins will require additional engineering and constructability evaluation during Preliminary Engineering Caltrain will retain use of remaining tracks for railroad purposes as it deems necessary. With a 13’ translated shoofly, viaduct and approach structures will need to be placed over Alma Street ROW. Viaduct will be required to provide 16’6” vertical clearance from structure and appurtenances. Approach structure approximately 1,600 feet long south of Charleston Road Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 196 Packet Pg. 533 of 636 Meadow/Charleston Viaduct MT2 MT1 Main Track 1: MT1 Main Track 2: MT2 Example South of Charleston Existing Condition Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 197 Packet Pg. 534 of 636 Meadow/Charleston Viaduct MT2 MT1 Example South of Charleston 49.5’ 25’ clearance between track center and structure Construction zone Viaduct and Approach Structure Footprint without Shoofly 52’ Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 198 Packet Pg. 535 of 636 Meadow/Charleston Viaduct MT2 MT1 Example South of Charleston Existing Condition Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 199 Packet Pg. 536 of 636 Meadow/Charleston Viaduct MT2 MT1 SF2 Build New Shoofly 2 Build SF2 Example South of Charleston Shoofly 2: SF2 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 200 Packet Pg. 537 of 636 MT2 MT1 Draft and deliberative -For discussion purposes only Example South of Charleston SF1 SF2 Build Viaduct and Approach Structures with Permanent MT1 and MT2 25’ clearance between track center and structure Construction zone 52’ Meadow/Charleston Viaduct Shoofly 1: SF1 Shoofly 2: SF2 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 201 Packet Pg. 538 of 636 Meadow/Charleston Viaduct Example South of Charleston Final Condition Siding 2 Siding 1 Tracks to remain for future railroad use 25’ clearance between track center and structure MT2 MT1 52’ Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 202 Packet Pg. 539 of 636 Meadow/Charleston Viaduct SF1 SOUTH of Charleston Road Looking South Using Shoofly Tracks SF2MT2 MT1 52’ 25’ clearance between track center and structure Source: Google Earth, Google Street View, April 2023, Accessed February 2024 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 203 Packet Pg. 540 of 636 North of Meadow Viaduct Approach structure approximately 1,600 feet long south of Charleston Road and 2,000 feet long north of Meadow Dr Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 204 Packet Pg. 541 of 636 South of Meadow Viaduct Approach structure approximately 1,600 feet long south of Charleston Road and 2,000 feet long north of Meadow Dr Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 205 Packet Pg. 542 of 636 Meadow/Charleston Viaduct Existing Tracks at Grade to Remain in Place Viaduct and approach structures will need to be placed over/on Alma Street ROW Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 206 Packet Pg. 543 of 636 Caltrain's Results of Preliminary Review by Alternative Partial Underpass w/ Kellogg Undercrossing (LPA)Closure w/ Kellogg Underpass Hybrid Viaduct Underpass Meadow/Charleston Alternatives Churchill Alternatives Partial Underpass w/Kellogg Undercrossing (LPA) Closure Option 1 (With Mitigations) Closure Option 2 (With Mitigations) Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 207 Packet Pg. 544 of 636 Maintenance vehicle crossing Maintenance vehicle crossing Meadow UnderpassWill require revocable license agreement Interior of bridge extend 25’ from MT1 (towards Alma Street) and 12.5’ from MT2 (towards private property) Pedestrian bridges typically have additional vertical clearance due to vulnerable users Place fence on Caltrain ROW line Provide required OCS pole offset Track alignment shifted to west New tracks –15’ on track center Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 208 Packet Pg. 545 of 636 Meadow Underpass •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 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 209 Packet Pg. 546 of 636 Meadow Underpass Summary Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 210 Packet Pg. 547 of 636 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) Charleston Underpass Maintenance vehicle crossing Maintenance vehicle crossing Provide required OCS pole offset Place fence on Caltrain ROW line Track alignment shifted to west New tracks -15’ on track center Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 211 Packet Pg. 548 of 636 Charleston Underpass •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 •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 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 212 Packet Pg. 549 of 636 Charleston Underpass Summary Plan View Charleston Road Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 213 Packet Pg. 550 of 636 Next Steps 64 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 FRA and Service Agreement/Cooperative Agreement for Preliminary Engineering & Environmental with Caltrain & VTA Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 214 Packet Pg. 551 of 636 65 Item 13 Attachment K - Caltrain Technical Review Results (Caltrain and City Staff Presentation) at Rail Committee Item 13: Staff Report Pg. 215 Packet Pg. 552 of 636 Rail Committee Meeting Review of Updated Materials Grade Separation Projects May 23, 2024 www.cityofpaloalto.org1 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 216 Packet Pg. 553 of 636 AGENDA Purpose Technical Reviews Draft and deliberative -For discussion purposes only Project Planning Next Steps Alternatives Update •Churchill Avenue •Meadow Drive •Charleston Road Background Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 217 Packet Pg. 554 of 636 Purpose 3 Purpose •Review of the updated Grade Separation materials for Churchill Avenue, Meadow Drive, and Charleston Road Crossings Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 218 Packet Pg. 555 of 636 Background 4 CAP & XCAP City Council Rail Committee Caltrain/PCJPB •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 •Approved Amendment with AECOM June 2021 •Approve 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) •Technical Review and Comments from Caltrain (November 2023 – January 2024) •Four Tracking Review and Comments from Caltrain (November 2023) •Caltrain Technical Review Results (January –April 2024) Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 219 Packet Pg. 556 of 636 Project Planning -Rail Grade Separation Design and Approval Process EX P E N D I T U R E S Identify Project Need Secure Funding & Programming Prepare Project Report & Environmental Studies Secure Caltrain & Other Agency Approvals Complete Design, Acquisition & Agreements Prepare Construction Contract Construction Consideration of Alternatives Prelim Engineering (Caltrain): •Rail Operations •Freight •Safety/Security •Structural •Hydraulics •Geotechnical •Constructability Prelim Engineering (City/Others): •Traffic/Bike/Ped •Property Needs •Utilities Conceptual Engineering Alternatives Evaluation Estimate Cost, Schedule, and Scope Secure Funding Source(s) Agency Commitment to Proceed with Project Development Formal Review & Approval of Project Report & Environmental Document (PR & ED) Prepare Plans, Specifications & Estimates (PS&E) for Construction Acquire Properties incl. Temporary Construction Easements Final Interagency Construction & Operations Agreements Obtain Permits from Resource and Responsible Agencies Prepare Traffic & Constr. Mgt Plan Problem Statement WE ARE HERE 5 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 220 Packet Pg. 557 of 636 Project Planning 6 Mar Apr May June Jul Aug Sept Review and selection of alternatives to advance into next phase Develop Service Agreement and/or Cooperative Agreement with VTA, Caltrain, City for PE & Env Phase Develop and Execute Funding agreement with FRA City Council Review Alternatives for Selection of Preferred Alternative(s) Begin PE & Environmental Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 221 Packet Pg. 558 of 636 Technical Review –Council Adopted Evaluation Criteria 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 7 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 222 Packet Pg. 559 of 636 Technical Review -Alternatives Under Council Consideration 8 Churchill Avenue Alternatives Partial Underpass Alternative (Local Preferred Alternative) Closure with Mitigations (Backup) Option 1 and 2 Meadow –Charleston Alternatives (Council) Trench Hybrid Underpass Alternative * Viaduct Alternative was considered by Rail Committee for additional review Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 223 Packet Pg. 560 of 636 Technical Review –Additional Refined to incorporate feedback from stakeholders Added Buffer Zones between vehicular and bicycle/pedestrian facilities Reduced vehicular lane widths Improved bicycle and pedestrian facilities Improved maneuverability and turning radius 9 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 224 Packet Pg. 561 of 636 Technical Review -Caltrain Engagement & Technical Review 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 10 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 225 Packet Pg. 562 of 636 Technical Review -Four Tracking Segments 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) 11 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 226 Packet Pg. 563 of 636 Technical Review -Caltrain Engagement & Technical Review 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. 12 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 227 Packet Pg. 564 of 636 Technical Review -Kellogg Avenue Vs Seale Avenue Crossing 13 •Prior analyses and plans •Proximity to alternative routes •Landing location •Network connectivity •Community input Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 228 Packet Pg. 565 of 636 Technical Review –Conceptual Phase Property Impact Assessment 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. 14 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 229 Packet Pg. 566 of 636 Technical Review –Real Estate Regulations 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. 15 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 230 Packet Pg. 567 of 636 Technical Review –Real Estate Regulations 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 16 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 231 Packet Pg. 568 of 636 Churchill Partial Underpass 17 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 232 Packet Pg. 569 of 636 Churchill Partial Underpass with Kellogg Undercrossing Summary Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 233 Packet Pg. 570 of 636 Maximum 3’ encroachment into Caltrain, revocable license agreement is required, subject to appraisal, annual fee (indexed to CPI), and Board approval Churchill Partial Underpass w/ Kellogg Undercrossing Interior of bridge to accommodate: 25’ offset from MT1 track center (towards Alma St) and 12.5’ offset from MT2 track center (towards private property) New tracks must be 15’ on center Widen railroad bridge to accommodate 12.5’ offset from MT 2 Remain in existing 25’ easement (expired) or widen to west No further encroachment into Caltrain ROW Existing 25’ easement for Embarcadero Bike Path has expired, a revocable license agreement is required, subject to appraisal, annual fee (indexed to CPI), and Board approval Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 234 Packet Pg. 571 of 636 Churchill Avenue –Partial Underpass 20 Widened & elongated Bridge and outside walls providing space for maintenance and emergency vehicles Reduced Caltrain ROW encroachment Updated Roadway profile to reflect new vertical clearance requirements Adjusted the horizontal alignment and spacing between tracks, OCS poles, Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 235 Packet Pg. 572 of 636 Churchill Avenue –Partial Underpass 21 Provide 16’-6” clearance in the entire Full Caltrain ROW Width Extended the limits of roadway profile to address vertical and horizontal clearance requirements Extended the limits of roadway profile to address vertical and horizontal clearance requirements Increased grades to from 6.5% to 8% minimize the limits impacts to project footprint Increased grades to from 11% to 12% to minimize the limits impacts to project footprint Increased grades to from 7% to 8% minimize the limits impacts to project footprint Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 236 Packet Pg. 573 of 636 Churchill Avenue –Partial Underpass 22 Widened and elongated the bridge Added the center column Reduced Shoulder width to minimize encroachment into Caltrain ROW Reduced Lane Widths Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 237 Packet Pg. 574 of 636 Churchill Avenue –Partial Underpass 23 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 238 Packet Pg. 575 of 636 Churchill Avenue –Partial Underpass 24 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 239 Packet Pg. 576 of 636 Churchill Avenue –Partial Underpass 25 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 240 Packet Pg. 577 of 636 106 (695) 110 118 126 138 1415 (277) 114 142 14 2 5 (2 0 0 ) 14 3 5 (1 9 5 ) 14 4 5 (2 6 7 ) 105 (317) 102 (383) 103 (544) 119 117 123 135 13 4 7 (2 1 ) 13 2 5 to 13 4 5 15 2 5 (1 8 8 ) 15 4 5 (1 9 3 ) 15 5 1 (1 8 8 ) 15 5 5 (2 3 7 ) 109 A 102 (217) 109 (343) 96 111 119 129 135 143 122 112 120 128 136 118 140 1511 1519 1527 1539 1547 1563 92 1512 1520 1528 1540 1550 1560 Ch u r c h i l l A v P a r t i a l U n d e r p a s s A l t e r n a t i v e 86 62 Tentative Property impacts based on current conceptual phase. To be refined in future phases Address Area(SQFt) Address Address Tentative Full Property Acquisition Tentative Partial Property Acquisition Tentative No Property Acquisition Legend Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 241 Packet Pg. 578 of 636 Meadow Drive Underpass 27 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 242 Packet Pg. 579 of 636 Meadow Underpass Summary Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 243 Packet Pg. 580 of 636 Maintenance vehicle crossing Maintenance vehicle crossing Meadow UnderpassWill require revocable license agreement Interior of bridge extend 25’ from MT1 (towards Alma Street) and 12.5’ from MT2 (towards private property) Pedestrian bridges typically have additional vertical clearance due to vulnerable users Place fence on Caltrain ROW line Provide required OCS pole offset Track alignment shifted to west New tracks –15’ on track center Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 244 Packet Pg. 581 of 636 Meadow Drive -Underpass 30 Adjusted the horizontal alignment and spacing between tracks, OCS poles, and outside walls Updated Roadway profile to reflect new vertical clearance requirements Widened Bridge to accommodate updated standards providing space for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 245 Packet Pg. 582 of 636 Meadow Drive -Underpass 31 Extended the limits of roadway profile to address vertical and horizontal clearance requirements Provide 16’-6” clearance in the entire Full Caltrain ROW Width Increased vertical clearance for Pedestrian crossing from 8.0’ to 9’-6” Widened Bridge to accommodate updated standards providing space for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 246 Packet Pg. 583 of 636 Meadow Drive -Underpass 32 Adjust the rail track offsets and bridge width to meet Caltrain updated standards Widened Bridge to accommodate updated standards providing space for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 247 Packet Pg. 584 of 636 Meadow Drive -Underpass 33 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 248 Packet Pg. 585 of 636 Meadow Drive -Underpass 34 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 249 Packet Pg. 586 of 636 Meadow Drive -Underpass 35 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 250 Packet Pg. 587 of 636 35 5 3 Al m a 35 5 3 35 5 3 35 5 3 35 5 3 35 5 3 35 5 3 35 5 3 17 1 (1 5 7 ) 40 9 7 Pa r k 40 9 3 40 8 5 40 8 1 40 7 9 40 7 5 40 6 0 40 6 8 40 7 0 40 8 0 150 (697)150A 250 (77) 270 41 0 1 41 0 3 41 0 5 41 0 7 41 0 4 212 Me a d o w D r i v e U n d e r p a s s A l t e r n a t i v e Tentative Property impacts based on current conceptual phase. To be refined in future phases Tentative Full Property Acquisition Tentative Partial Property Acquisition Tentative No Property Acquisition Legend Address Area(SQFt) Address Address Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 251 Packet Pg. 588 of 636 Charleston Road Underpass 37 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 252 Packet Pg. 589 of 636 Charleston Underpass Summary Plan View Charleston Road Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 253 Packet Pg. 590 of 636 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) Charleston Underpass Maintenance vehicle crossing Maintenance vehicle crossing Provide required OCS pole offset Place fence on Caltrain ROW line Track alignment shifted to west New tracks -15’ on track center Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 254 Packet Pg. 591 of 636 Charleston Road-Underpass 40 Adjusted the horizontal alignment and spacing between tracks, OCS poles, and outside walls Updated Roadway profile to reflect new vertical clearance requirements Widened Bridge to accommodate updated standards providing space for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 255 Packet Pg. 592 of 636 Charleston Road-Underpass 41 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 256 Packet Pg. 593 of 636 Charleston Road-Underpass 42 Extended the limits of roadway profile to address vertical and horizontal clearance requirements Increased vertical clearance from 15’-6” to 16’-6” within Caltrain ROW Widened Bridge to accommodate updated standards providing spacing for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 257 Packet Pg. 594 of 636 Charleston Road-Underpass 43 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 258 Packet Pg. 595 of 636 Charleston Road-Underpass 44 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 259 Packet Pg. 596 of 636 Charleston Road-Underpass 45 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 260 Packet Pg. 597 of 636 Charleston Road-Underpass 46 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 261 Packet Pg. 598 of 636 41 8 7 41 8 3 41 7 3 41 8 0 42 2 5 42 1 7 42 0 7 42 0 3 42 0 1 (3 5 1 ) 42 3 1 42 3 7 4206 42 0 0 (1 0 6 3 ) 265 (1044) 275 (952) 285 (437) 220 (200) 240 (666) 250 270 280 42 0 1 & 42 0 1 A (4 4 4 ) 42 0 5 42 1 5 Ch a r l e s t o n R d U n d e r p a s s A l t e r n a t i v e ( w e s t s i d e ) Tentative Property impacts based on current conceptual phase. To be refined in future phases Tentative Full Property Acquisition Tentative Partial Property Acquisition Tentative No Property Acquisition Legend Address Area(SQFt) Address Address Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 262 Packet Pg. 599 of 636 102 (2235) 174 126 (114) 160 170 214 228 (180) 242 Charleston 256 Charleston 27 2 (5 1 ) 3787 (240) 11 0 (8 7 3 ) 14 5 (9 8 0 ) 13 7 (6 8 9 ) 12 9 (9 1 7 ) 109 (461) 119 110 122 127 161 124 Ch a r l e s t o n R d U n d e r p a s s A l t e r n a t i v e ( e a s t s i d e ) Tentative Property impacts based on current conceptual phase. To be refined in future phases Tentative Full Property Acquisition Tentative Partial Property Acquisition Tentative No Property Acquisition Legend Address Area(SQFt) Address Address Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 263 Packet Pg. 600 of 636 Meadow/Charleston Hybrid 49 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 264 Packet Pg. 601 of 636 Meadow/Charleston Hybrid 80’ Implications of ROW Offset at Meadow Drive 95’100’ Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 265 Packet Pg. 602 of 636 Plan View Meadow Drive Meadow/Charleston Hybrid SummaryItem 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 266 Packet Pg. 603 of 636 Meadow/Charleston Hybrid Summary Plan View Charleston Road Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 267 Packet Pg. 604 of 636 Meadow Drive -Hybrid 53 Moved Retaining Walls per Caltrain comments for maximizing ROW use by Caltrain Moved Retaining Walls per Caltrain comments for full ROW use Moved the Retaining wall 10’ from property line Moved the Retaining wall 10’ from property line Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 268 Packet Pg. 605 of 636 Meadow Drive -Hybrid 54 Increased vertical clearance from 15’-6” to 16’-6” within Caltrain ROW Widened Bridge to accommodate updated standards providing spacing for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 269 Packet Pg. 606 of 636 Meadow Drive -Hybrid 55 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 270 Packet Pg. 607 of 636 Meadow Drive -Hybrid 56 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 271 Packet Pg. 608 of 636 Meadow Drive -Hybrid 57 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-Hybrid 58 Moved Retaining Walls per Caltrain comments for maximizing ROW use by Caltrain Moved the Retaining wall 10’ from property line Moved the Retaining wall 10’ from property line Moved Retaining Walls per Caltrain comments for full ROW use Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 273 Packet Pg. 610 of 636 Charleston Road-Hybrid 59 Increased vertical clearance from 15’-6” to 16’-6” within Caltrain ROW Widened Bridge to accommodate updated standards providing spacing for maintenance and emergency vehicles Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 274 Packet Pg. 611 of 636 Charleston Road-Hybrid 60 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 275 Packet Pg. 612 of 636 Charleston Road-Hybrid 61 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 276 Packet Pg. 613 of 636 Charleston Road-Hybrid 62 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 277 Packet Pg. 614 of 636 Estimated Costs 63 Alternative Estimate Previous range 2024 2025 2026 2027 2028 2029 2030 2031 Increase by % 2031 Range Hybrid 210 190-230 331 344 358 372 387 403 419 436 102%390-480 Meadow/ Charleston Underpass 380 340-420 582 605 629 655 681 708 736 766 107%690-850 Meadow/ Charleston Viaduct 450 400-500 679 706 734 764 794 826 859 894 99%790-970 Churchill Partial Underpass 180 160-200 220 229 238 247 257 268 278 290 61%260-320 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 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 278 Packet Pg. 615 of 636 Charleston/Meadow Rail Committee Recommendations 64 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. Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 279 Packet Pg. 616 of 636 Next Steps 65 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 Improve connection to Park Blvd Explore modifications/refinements to the Bike Blvd, along Park Blvd to improve overall bike 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. 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 into the Preliminary Engineering and Environmental Documentation Phase. Future Council Action Execute Funding Agreement with Federal Railroad Administration to perform Preliminary Engineering and prepare Environmental Documentation for the project. Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 280 Packet Pg. 617 of 636 66 Item 13 Attachment L - Staff Presentation to Rail Committee (May 23, 2024) Item 13: Staff Report Pg. 281 Packet Pg. 618 of 636 May 29, 2024 • Meadow-Charleston Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/1 of 5 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement Meadow-Charleston Evaluation of City Council-Adopted Criteria Evaluation Criteria Trench Hybrid Viaduct Underpass A Facilitate movement across the corridor for all modes of transportation Meadow Drive and Charleston Road will be grade separated from the railroad for all modes and will remain open. Meadow Drive and Charleston Road will be grade separated from the railroad for all modes and will remain open. 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. 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. B Reduce delay and congestion for vehicular traffic at rail crossings 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. 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. 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. 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). C Provide clear, safe routes for pedestrians and cyclists crossing the rail corridor, separate from vehicles 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. 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. 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. 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. The color of the matrix is comparative between each alternative at this location. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 282 Packet Pg. 619 of 636 May 29, 2024 • Meadow-Charleston Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/2 of 5 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement Meadow-Charleston Evaluation of City Council-Adopted Criteria Evaluation Criteria Trench Hybrid Viaduct Underpass D Support continued rail operations and Caltrain service improvements 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. A temporary railroad track will be required, and a crossover track located north of the San Antonio Caltrain Station will be relocated. A temporary railroad track will be required, and a crossover track located north of the San Antonio Caltrain Station will be relocated. A temporary railroad track is likely to be required unless an alternate construction methodology and sequencing is acceptable to Caltrain. E Finance with feasible funding sources (order of magnitude cost) The trench will require greater levels of local funding in the form of fees, taxes or special assessments, the feasibility of which are still being studied in the context of overall citywide infrastructure funding needs. The hybrid would require lower levels of local funding, with a substantial portion of capital costs covered by Regional, State and Federal sources. The viaduct would require substantial local funding resources more than the hybrid alternative, but less than the trench and viaduct alternatives. The underpass will require substantial local funding resources more than the hybrid alternative, but less than the trench and viaduct alternatives. F Minimize right-of-way acquisition (Private property only) Subsurface acquisition will be required for the ground anchors for the trench retaining walls and private properties will be required for creek diversion pump station. No acquisition of private properties is required; however, driveway modifications will be required. No acquisition of private properties is required. Five (5) full private property acquisitions are required in multiple locations (two at Meadow Drive and three at Charleston Road). Multiple 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. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 283 Packet Pg. 620 of 636 May 29, 2024 • Meadow-Charleston Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/3 of 5 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement Meadow-Charleston Evaluation of City Council-Adopted Criteria Evaluation Criteria Trench Hybrid Viaduct Underpass G1 Reduce rail noise and vibration 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. 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. 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. 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. G2 Sea Level Rise Susceptibility 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. 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. The viaduct structure is not anticipated to be affected by sea level rise or emergent groundwater.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. G3 Heat Island Effect Construction extents are limited to the existing railroad tracks. Negligible changes to heat island effects due to minimal changes to land use. 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. Construction extents are limited to the existing railroad tracks. Negligible changes to heat island effects due to minimal changes to land use. 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. G4 Stormwater Treatment 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. Changes to land use and additional impervious areas (i.e., new underpass bridge) are minimal. 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. 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. H Maintain access to neighborhoods, parks, and schools along the corridor, while reducing regional traffic on neighborhood streets No diversion of regional traffic with construction of grade separations. No diversion of regional traffic with construction of grade separations. No diversion of regional traffic with construction of grade separations. 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. The color of the matrix is comparative between each alternative at this location. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 284 Packet Pg. 621 of 636 May 29, 2024 • Meadow-Charleston Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/4 of 5 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement Meadow-Charleston Evaluation of Engineering Challenges Engineering Challenges Trench Hybrid Viaduct Underpass L Creek/Drainage Impacts • Requires diversion of Adobe and Barron creeks resulting in the need for pump stations. • Numerous regulatory agency approvals required for creek diversion. • Pump stations also required to dewater the trench. • Increased risk of flooding due to pump stations. • Pump stations required for lowered roadways. • Increased risk of flooding due to pump stations. • No significant creek or drainage impacts.• Pump station required for lowered roadways. • Increased risk of flooding due to pump station. Meadow-Charleston Evaluation of City Council-Adopted Criteria Evaluation Criteria Trench Hybrid Viaduct Underpass I Minimize visual changes along the corridor 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. 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. 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. 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. J Minimize disruption and duration of construction Extended road closures at Meadow Drive and Charleston Road are required. Construction would last for approximately 6 years. Extended lane reductions at Alma Street, Meadow Drive, and Charleston Road will be required. Construction would last for approximately 4 years. Extended lane reductions along Alma Street are required. Construction would last for approximately 2.5 to 3 years. 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. Order of magnitude cost TBD, likely between $1.5B and $2B*$390M to $480M*$790M to $970M*$690M to $850M* * 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. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 285 Packet Pg. 622 of 636 May 29, 2024 • Meadow-Charleston Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/5 of 5 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement Meadow-Charleston Evaluation of Engineering Challenges Engineering Challenges Trench Hybrid Viaduct Underpass M Long-Term Maintenance Increased maintenance costs due to: • Pump stations for creek diversions. • Pump stations for trench dewatering. • Below ground railroad alignment. Increased maintenance costs due to: • Pump stations for roadway drainage. • Above ground railroad alignment with embankments and undercrossing structures. Increased maintenance costs due to: • Above ground railroad alignment with embankments and viaduct structures. Increased maintenance cost due to: • Pump stations for underpass dewatering. • Above ground structures for both road and rail. N Utility Relocations • Major utility relocations for lowered railroad.• Moderate amount of utility relocations for utility relocations for lowered roadways.• Some utility relocations required.• Major utility relocation due to the fully lowered roadway. O Railroad Operations Impacts during Construction • Temporary track (i.e., shoofly) is required.• Temporary track (i.e., shoofly) is required, but a bit shorter than the trench shoofly.• Temporary track (i.e., shoofly) is required.• Temporary track (i.e., shoofly) likely required unless an alternate construction methodology and sequencing is acceptable to Caltrain. P Local Street Circulation Impacts during Construction • Removal of right turn lanes on Alma Street at Meadow Drive and Charleston Road; however, traffic will still be able to flow as needed despite lane reduction. • Closes Meadow Drive while Charleston Road roadway bridges are constructed and visa versa. • Removal of right turn lanes on Alma Street at Meadow Drive and Charleston Road; however, traffic will still be able to flow as needed despite lane reduction. • Alma Street, Charleston Road, and Meadow Drive reduced to 2 lanes (one lane each direction). • Reduced number of lanes on Alma Street. • Possible night time closures of Meadow Drive and Charleston Road. • Lane reduction on Alma Street during construction of the shoofly and bridge. • Closure of Meadow Drive and Charleston Road throughout excavation and construction of the undercrossing and related features. Q Caltrain right-of-way Impact (Probability of approval by Caltrain of permanent encroachment inside Caltrain’s right-of-way is unknown at this time). Permanent encroachment inside Caltrain’s right-of-way is required to accommodate pump station(s). Permanent encroachment inside Caltrain’s right of way is required to accommodate the southbound right turn lane from Alma Street. No permanent encroachment inside Caltrain’s right-of-way is required. However, options of a linear park or dual use under the viaduct would require Caltrain approval. No permanent encroachment inside Caltrain’s right-of-way is required. R Caltrain Design Exceptions Needed 2% grade on track required. Maximum grade allowed by Caltrain is 1%.Temporary vertical clearance of 12 feet at undercrossing structures during construction. Minimum vertical clearance allowed by Caltrain is 16.5 feet. 1.4% grade on track required. Maximum grade allowed by Caltrain is 1%.No Caltrain design exceptions required. The color of the matrix is comparative between each alternative at this location. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 286 Packet Pg. 623 of 636 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement 1 of 3May 29, 2024 • Churchill Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/ Churchill Evaluation of City Council-Adopted Criteria Evaluation Criteria Closure with Mitigations Partial Underpass A Facilitate movement across the corridor for all modes of transportation Churchill Avenue will be closed to vehicles at the railroad tracks. Pedestrians and cyclists will be grade separated from the railroad in Option 1. For Option 2, pedestrians and cyclists will be grade separated from the railroad and vehicle traffic on Alma Street. Churchill Avenue will be grade separated from the railroad for all modes and will remain open. Through traffic on Churchill Avenue is no longer possible, and some traffic will have to take alternate routes. 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. B Reduce delay and congestion for vehicular traffic at rail crossings With closure of Churchill Avenue, traffic will be diverted to Embarcadero and Page Mill Road and thus, nearby intersections will be impacted; however, operational improvements are proposed at the Embarcadero/Kingsley/Alma intersection, El Camino Real intersections at Embarcadero Road and Page Mill Road and Alma/Oregon Expressway interchange that would mitigate the traffic impacts. With construction of the grade separation, the railroad crossing gates and warning lights at Churchill Avenue will be removed. Thus, the traffic will not be interrupted by the railroad crossing gates. Pedestrian undercrossing at Kellogg Avenue or Seale Avenue will also help reduce intersection congestion. C Provide clear, safe routes for pedestrians and cyclists crossing the rail corridor, separate from vehicles Pedestrians/cyclists will be separated from train traffic and vehicles.Pedestrians and cyclists will be completely separated from train and vehicular traffic. Full pedestrian and cyclist movement is maintained with a new undercrossing at Kellogg Avenue or Seale Avenue. D Support continued rail operations and Caltrain service improvements A temporary railroad track will not be required.A temporary railroad track is likely to be required unless an alternate construction methodology and sequencing is acceptable to Caltrain. E Finance with feasible funding sources (Order of magnitude cost) The closure would require the lowest levels of local funding, with a substantial portion of capital costs covered by Regional, State and Federal sources. The underpasses would require lower levels of local funding, with a substantial portion of capital costs covered by Regional, State, and Federal sources. F Minimize right-of-way acquisition (Private property only) No acquisition of private properties is required; however, there will be impacts to the Palo Alto High School property. Loss of street parking and removal of the planter strip on both sides of Churchill Avenue, east of Alma Street, will be required for the pedestrian/bike undercrossing (Option 2 only). A partial acquisition of the high school and/or residential property fronting Churchill Avenue on the west side of the tracks in the vicinity of Mariposa Avenue will be required. 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. For the pedestrian undercrossing at Kellogg Avenue (or Seale Avenue), loss of street parking and removal of the 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. G1 Reduce rail noise and vibration Train horn noise and warning bells will be eliminated with the removal of the at-grade crossings with roadway closure. Utilizing EMU trains instead of diesel engines will also reduce noise. There would be no change to vibration levels at nearby receptors. An optional 6-foot high noise barrier near the tracks could significantly reduce wheel/rail and propulsion noise. 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 and some road noise would be reduced. Modern rail bridge design will reduce excess structural 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. G2 Sea Level Rise Susceptibility The closure alternative would be outside of the projected sea level rise inundation zone for the year 2100. The lowest pedestrian underpass elevations (27 feet at Kellogg, and 20 feet at Seale Avenue) would still be well above current groundwater levels (Elevation 8-11 feet). The underpass alternative would be outside of the projected sea level rise inundation zone for the year 2100. The lowest elevations (27 feet for the pedestrian underpass at Kellogg, 25 feet for the roadway underpass at 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. The color of the matrix is comparative between each alternative at this location. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 287 Packet Pg. 624 of 636 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement Churchill Evaluation of City Council-Adopted Criteria Evaluation Criteria Closure with Mitigations Partial Underpass G3 Heat Island Effect The introduction of new vegetated areas, with higher albedo ratings than asphalt surfaces and increased provision of shading, southwest of the Alma St & Churchill Ave intersection results in an expected improvement to heat island effects. Higher albedo ratings are more favorable because more light is reflected, which can help cool the surrounding air. The combination of replacing existing concrete with lighter albedo concrete and replacing existing asphalt with darker albedo asphalt pavements results in an expected neutral impact to heat island effects. G4 Stormwater Treatment The introduction of new vegetated areas, with lower runoff coefficients and higher expected perviousness, southwest of the Alma St & Churchill Ave intersection results in some expected reduction in stormwater generation. Due to the large area of regraded (lowered) and replaced impervious surfaces the volume of runoff requiring treatment will increase substantially as compared to existing conditions. H Maintain access to neighborhoods, parks, and schools along the corridor, while reducing regional traffic on neighborhood streets Vehicle access will be diverted and resultant regional traffic will be mitigated. Pedestrian and cyclist access will improve to mode separation.Regional traffic will be diverted due to the restricted turning movements. Pedestrian and cyclist access will improve due to mode separation. I Minimize visual changes along the corridor Railroad tracks remain at existing grade. Residual roadway areas from the closure provide opportunities for landscaping at Churchill between Mariposa Avenue and the tracks. Some tree removals will be required on both sides of Churchill for a length of approximately 250-300 feet east of Alma Street to accommodate a ped/bike ramp down the center of Churchill (Option 2 only). The railroad tracks and the northbound lanes of Alma Street will remain at-grade, and the east side of Churchill Avenue will remain unchanged. Mature trees and overhead power poles within the Alma Street 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. J Minimize disruption and duration of construction The closure will have minimal road closures (nights/weekends only). Construction would last for approximately 2 years.Closure of Churchill Avenue between Alma Street and Mariposa Avenue will be required for 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. Order of magnitude cost $90M to $120M*$260M to $320M* 2 of 3May 29, 2024 • Churchill Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/ Churchill Evaluation of Engineering Challenges Engineering Challenges Closure with Mitigations Partial Underpass L Creek/Drainage Impacts • Pump station required for lowered pedestrian/bike undercrossing. • Increased risk of flooding with pump stations. • Relocation of the pump house at Embarcadero Road required to accommodate widening of Alma Street. • Pump station required for lowered roadways. • Increased risk of flooding due to pump station. M Long-Term Maintenance Increased maintenance costs due to: • Pump stations for undercrossing drainage. Increased maintenance cost due to: • Pump stations for underpass drainage. • Above ground structures for both road and rail. * 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. Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 288 Packet Pg. 625 of 636 ImprovementImpact Most Impact Some Impact Some Improvement Moderate Impact Neutral (No Impact or Improvement) Moderate Improvement Most Improvement The color of the matrix is comparative between each alternative at this location. 3 of 3 Churchill Evaluation of Engineering Challenges Engineering Challenges Closure with Mitigations Partial Underpass N Utility Relocations • Potential utility relocations in Alma Street and Churchill Avenue for pedestrian/bike undercrossing. • Minor utility relocations for Embarcadero Road/Alma Street improvements. • Major utility relocations for lowered roadways. O Railroad Operations Impacts during Construction • 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. P Local Street Circulation Impacts during Construction • Path along Palo Alto High School will temporarily be impacted during construction. • Temporary night and weekend closure of lanes on Churchill Avenue, Alma Street, Embarcadero Road, El Camino Real, and Oregon Expressway. • Lane reduction on Alma Street during construction of the shoofly and bridge. • Likely closure of Churchill Avenue throughout the excavation and construction of the undercrossing and related features. • Likely closure of Kellogg Avenue for the duration of the pedestrian underpass construction; driveway access from one direction only. Q Caltrain right-of-way Impact (Probability of approval by Caltrain of permanent encroachment inside Caltrain’s right-of-way is unknown at this time). Requires permanent longitudinal encroachment inside Caltrain’s right-of-way for the 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. R Caltrain Design Exceptions Needed None required.No Caltrain design exceptions needed. May 29, 2024 • Churchill Summary of Evaluation • For more renderings, plans and animations visit: https://connectingpaloalto.com/renderings-plans-and-animations/ Summary of Evaluation Item 13 Attachment M - Summary of Evaluation Matrix based on Updated Council Adopted Criteria Item 13: Staff Report Pg. 289 Packet Pg. 626 of 636 Item No. AA1. Page 1 of 3 City Council Supplemental Report From: Ed Shikada, City Manager Meeting Date: June 10, 2024 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 Item AA1 Item AA1 Staff Report Item AA1: Staff Report Pg. 1 Packet Pg. 627 of 636 Item No. AA1. Page 2 of 3 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 Item AA1 Item AA1 Staff Report Item AA1: Staff Report Pg. 2 Packet Pg. 628 of 636 Item No. AA1. Page 3 of 3 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- program/sr2401-2483-3.11.2024-extend-intermin-ordinance-for-parklets-to-7.31.2024.pdf Item AA1 Item AA1 Staff Report Item AA1: Staff Report Pg. 3 Packet Pg. 629 of 636 ATTACHMENT A – CONSIDERATIONS FOR COUNCIL ACTION Proposed Action Item Council Approves on 6/10 Council Defers Action Extend the interim parklet program for parklets and at- grade dining on car-free portion of Ramona • Will maintain status quo until outdoor dining standards for car-free streets are adopted • Ensures Parklets on car-free street portion of Ramona do not need to be rebuilt to standards designed for streets with traffic • Ongoing parklet program regulations will apply • Will need to comply with standards meant for streets with vehicular traffic such as clearances and enclosure heights Implement license fees under the interim ordinance for this same section of Ramona • License fees will need to be paid under interim ordinance • License fees will need to be paid under ongoing parklet program ordinance Adopt the revised Ongoing Parklet Program Regulations • Regulations will incorporate ARB feedback and allow shop drawings for pre-approved designs to proceed • Pre-approved designs will not be available for use in August, as previously communicated to parklet 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 Designs and Associated Draft user Guide as recommended by ARB • Pre-Approved Designs and User Guide will be available for use in August • Parklet operators will save money on a custom design and structural drawings • Approval process will be streamlined • Parklet operators will need to pay to develop custom designs • Review and approval process will take longer • Alternatively, City will need to further defer 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 Attachment A - Considerations for Council Action Item AA1: Staff Report Pg. 4 Packet Pg. 630 of 636 Item No. 12. Page 1 of 2 City Council Supplemental Report From: Philip Kamhi, Chief Transportation Official Meeting Date: June 10, 2024 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; Item 12 Item 12 Supplemental Report Item 12: Staff Report Pg. 1 Packet Pg. 631 of 636 Item No. 12. Page 2 of 2 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 LOI 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 Item 12 Item 12 Supplemental Report Item 12: Staff Report Pg. 2 Packet Pg. 632 of 636 Item 12 Item 12 Supplemental Report Attachment A - Letter of Intent Quarry Road Project Item 12: Staff Report Pg. 3 Packet Pg. 633 of 636 Item 12 Item 12 Supplemental Report Attachment A - Letter of Intent Quarry Road Project Item 12: Staff Report Pg. 4 Packet Pg. 634 of 636 Item 12 Item 12 Supplemental Report Attachment A - Letter of Intent Quarry Road Project Item 12: Staff Report Pg. 5 Packet Pg. 635 of 636 Item 12 Item 12 Supplemental Report Attachment A - Letter of Intent Quarry Road Project Item 12: Staff Report Pg. 6 Packet Pg. 636 of 636