HomeMy WebLinkAbout1999-10-25 City CouncilCity of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING
DATE:
SUBJECT:
OCTOBER 25, 1999 CMR:376:99
INTERMODAL TRANSIT STATION DESIGN DEVELOPMENT
CONTRACT WITH STANFORD UNIVERSITY
RECOMMENDATION
Staff recommends that Council approve the attached agreement between the City of Palo
Alto and Stanford University governing conduct of the design development of the Palo Alto
Intermodal Transit Station ("Dream Team") Project.
DISCUSSION
Proiect Description
This project comprises design development and engineering work to complete the design
sketched out at the March 1993 "Dream Team" urban design charrette, and subsequently
refined by the architectural firm of Peter Walker and Partners.
The Intermodal Transit Center Project will be undertaken by a consultant group working with
a Development Team comprised of City of Palo Alto, Stanford, and Santa Clara Valley
Transportation Authority (SCVTA) staff. Substantially the same consultant team that
completed the "Dream Team" conceptual design after March 1993 will be engaged to
complete the detailed design development work. Overall guidance and policy leadership will
be provided by a Steering Committee of senior management from the City of Palo Alto,
Stanford and public transit agencies, joined by representatives of the business community,
the Palo Alto Bicycle Advisory Committee, and citizen-members appointed by the City of
Palo Alto. Stanford, through the architectural firm of Rob Quigley Associates, will have
overall consultant management responsibilities. The draft contract formalizes the
relationship between Stanford and the City of Palo Alto in undertaking this project. The
project scope of services was reviewed at the September 14 meeting of the Policy and
Services Committee. The Committee members praised the project’s objectives. Council
Member Wheeler suggested that the expected completion date of February or March of 2000
might be ambitious in view of the importance, visibility, and complexity of the project. In
CMR:376:99 Page 1 of 2
addition, Council Member Wheeler cautioned that the probable cost ~)f the Dream Team
project, once designed, would be substantial. The Committee took no formal vote at the end
of the discussion.
ATTACHMENTS
A. Agreement with Stanford University
B. CMR:355:99, Proposed Scope of Services
Development Project
for Intermodal Transit Center Design
PREPARED BY: Joseph Kott, Chief Transportation Official
G.WF
Director of Planning and
Community Development
CITY MANAGER APPROVAL:
HARRISON
Assistant City Manager
cc:Planning and Transportation Commission
Stanford University (Charles Carter, David Neuman)
Maryanne Welton, Wellington Quigley
James Lightbody, Valley Transportation Authority
CMR:376:99 Page 2 of 2
ATTACHMENT A
AGREEMENT BETWEEN THE CITY OF PALO ALTO
AND STANFORD UNIVERSITY FOR DESIGN DEVELOPMENT
OF THE PALO ALTO INTERMODAL TRANSIT STATION PROJECT
This Agreement is entered into , by and
between the CITY OF PALO ALTO, a chartered city and a municipal
corporation of the State of California ("CITY"), and the BOARD OF
TRUSTEES OF THE LELAND STANFORD JUNIORUNIVERSITY, a body having
corporate powers under the laws of the State of California
("STANFORD").
RECITALS:
WHEREAS, Assembly Bill 1671, Chapter 980, Statutes of
1995, appropriated $3,825,000 for the Petroleum Violation Escrow
Account ("PVEA") held in Federal Trust Fund to the State Department
of Transportation ("Caltrans") for allocation to various local
entity transportation projects; and
WHEREAS, on December 28, 1996 CITY entered into an
agreement with Caltrans, a copy of which agreement is attached
hereto as Exhibit "B" and incorporated herein by reference, for
allocation of $200,000 in PVEA funds for consulting services
regarding the Palo Alto Intermodal Transportation Project
("Project"); and
WHEREAS, CITY and STANFORD have each.agreed to provide an
additional $75,000 for the Project; and
WHEREAS, the Project represents further design
development of the Palo Alto Caltrain station in a manner that wil!
integrate existing rail, bus, local shuttle, pedestrian and bicycle
travel with adjacent land uses; and
WHEREAS, the parties hereto have mutually agreed that
STANFORD will manage the consultant study for the Project and CITY
will reimburse STANFORD for a portion of the costs incurred, under
the terms of the PVEA~grant agreement, as applicable, and this
Agreement.
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Agreement, the parties agree:
SECTION I. TERM
I.i This Agreement will commence on the date of its
execution by CITY, and shall continue through June 30, 2000.
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SECTION 2. SCOPE OF PROJEC.~.
2.1 Upon receipt of CITY’s notice to proceed,
STANFORD shall commence work on the Project, as defined in Exhibit
"B" and in accordance with the specific project tasks identified in
the Scope of Services attached hereto as Exhibit "A" and
incorporated herein by reference. "
2.2 By mutual agreement, the parties may make
substantial changes in the scope or character of the Project,.
either decreasing or increasing the amount of work required of
STANFORD, subject to negotiation of compensation for such changes.
CITY will not be liable for the cost or payment of any change in
work, unless the amount of additional compensation attributable to
the change in work is agreed to, in writing, by CITY before
STANFORD commences the performance of any such change in work.
STANFORD
SECTION 3. QUALIFICATIONS, STATUS, AND DUTIES OF
3.1 STANFORD represents and warrants that. it has
the expertise and professional qualifications to furnish or cause
to be furnished the Services and Deliverables (as defined in
Exhibit "A"). STANFORD further represents and warrants that the
project director and every individual, including any consultant
hired by STANFORD, charged with the performance of the Services are
duly licensed or certified by the State of California, to the
extent such licensing or certification is required by law to
perform the Services, and that the Project will be executed by them
or under their supervision. STANFORD will furnish to CITY for
approval, prior to execution of this Agreement, a list of all
individuals and the names of their employers or principals to be
employed as consultants.
3.2 In reliance on the representations and
warranties set forth in this Agreement, CITY hires STANFORD to
execute, and STANFORD covenants and agrees that it will execute or
cause to be executed, the. Project.
3.3 STANFORD will assign David Neuman as the
project director to have supervisory responsibility for the
performance, progress,° and execution of the Project. Charles
Carter will be assigned as the project coordinator who will
represent STANFORD during the day-to-day work on the Project. If
circumstances ®r conditions subsequent to the execution of this
Agreement cause the substitution of the project director or project
coordinator for any reason, the appointment of a substitute project
director or substitute project coordinator will be subject to the
prior written approval of the project manager.
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3.4 STANFORD represents and warrants that it will:
3.4.1 Procure all permits and licenses, pay all
charges and fees, and give all notices which may be necessary and
incident to the due and lawful prosecution of the Project;
3.4.2 Keep itself fully informed of all existing and
future Federal, State of California, and local laws, ordinances,
regulations, orders, and decrees which may affect those engaged or
employed under this Agreement and any materials used in STANFORD’s
performance of the Services;
3.4.3 At all times observe and comply with, and cause
its employees and consultants, if any, who are assigned to the
performance of this Agreement to observe and comply with, the laws,
ordinances, regulations, .orders and decrees mentioned above; and
3.4.4 And pursuant to CITY’s obligations under the
PVEA grant, will require its consultants to abide by the terms and
conditions of Exhibit "B".
3.4.5 Will report immediately to the project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and decrees mentioned above
in relation to the Project Deliverab!es.
3.5 Any De!iverables given to, or prepared or
assembled by, STANFORD or its consultants, if any, under this
Agreement will become the property of CITY and will not be made
available to any individual or organization by STANFORD or its
consultants, if any, without the prior written approval of CITY’s
City Manager, except as necessary for STANFORD to accomplish its
own planning activities.
3.6 STANFORD will provide CITY with twenty-five
(25) copies of each working paper,’and fifty (50) copies each of
the Draft Plan and the Final Plan, plus one reproducible and one
electronic copy of each work product in PC format compatible for
uploading onto the CITY’s website, upon their completion and
acceptance by CITY.
3.7 If CITY requests additional copies of any
documents which are a part of the Deliverables, STANFORD will
provide such additional copies and CITY will compensate STANFORD
for its duplicating costs.
3.8 STANFORD will be responsible for employing or
engaging all persons necessary to execute the Project. All
consultants of STANFORD will be deemed to be directly controlled
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and supervised by STANFORD, which will be responsible for their
performance.
3.9 In the execution of the Project, STANFORD and
its consultants, if any, will at all times be considered
independent contractors and not agents or employees of CITY.
3.10 STANFORD will perform or obtain or cause to be
performed or obtained any and all of the following Additional
Services, not included under the Services, if so authorized, in
writing, by CITY:
3.10.1 Incurring travel and subsistence expenses for
STANFORD and its staff beyond those normally required under ’the
Services; and
3.10.2 Performing any other Additional Services that
may be agreed upon by the parties subsequent to the execution of
this Agreement.
3.11 S~ANFORD will be responsible for employing all
consultants deemed necessary to assist STANFORD in the performance
of the Services. The appointment of consultants must be approved,
in advance, by CITY, in writing, and must remain acceptable to CITY
during the term of this Agreement.
SECTION 4. DUTIES OF CITY
4.1 CITY will furnish or cause to be furnished the
services listed in Exhibit "A" and such information regarding its
requirements applicable to the Project as may be reasonably
requested by STANFORD.
4.2 CITY will review and approve, as necessary, in
a timely manner the Deliverables and each phase of work performed
by STANFORD. CITY’s estimated time of review and approval will be.
furnished to STANFORD at the time of submission of each phase of
work. STANFORD acknowledges and understands that the interrelated
exchange of information among CITY’s various departments makes it
extremely difficult for CITY to firmly establish the time of each
review and approval task. CITY’s failure to review and approve
within the estimated t±me schedule will not constitu[@ i default
under this Agreement; provided that unreasonable delay shall excuse
STANFORD from any time requirement affected thereby.
4.3 The City Manager will represent CITY for all
purposes under this Agreement. Joseph Kott, CITY’s Chief
Transportation Official, is designated as the Project Manager for
the city manager. The Project Manager will supervise the
performance, progress, and execution of the Project, and will be
assisted by Gayle Likens, the Project Planner.
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4.4 If CITY observes or otherwise becomes aware of
any default in the performance of STANFORD, CITY will use
reasonable efforts to give wrftten notice thereof to STANFORD in a
timely manner, and a reasonable opportunity to cure such default.
SECTION 5.COMPENSATION
5.1
services and work:
CITY will compensate STANFORD for the following
5.1.1 In consideration of the full performance of the
Basic Services, including any authorized reimbursable expenses,
CITY will pay STANFORD a fee not to exceed Two Hundred Seventy-five
Thousand dollars ($275,000). It is understood that STANFORD’s full
costs for its performance of this Agreement will exceed this
amount, and that CITY will not be obligated for any costs beyond
this amount.
5.1.2 In accordance with the terms of the PVEA grant
no more than Ten Thousand Dollars of the Two Hundred Thousand
Dollars of PVEA grant funds may fund administrative expenses. If
STANFORD elects to use funds for administrative expenses, STANFORD
is required to submit a full auditable report of the use of the
funds for administrative expenses assuring compliance with Federal
regulations.
5.1.3 The fees of any consultants retained by
STANFORD under this Agreement must be approved, in ad%ance, by
CITY. CITY reserves the right to refuse payment of any such fees
for which prior approval is not obtained by STANFORD.
5.1.4 Direct personnel expense of employees assigned
to the execution of the Project by STANFORD will include only the
work of architects, engineers, economic consultants, designers,
surveyors, draftspersons, and typists, in consultation, research
and design, work in producing drawings, specifications and other
documents pertaining to the Project, to the extent such services
are expressly contemplated under this Agreement. Included in the
cost of direct personnel expense of these employees are salaries
and mandatory and customary benefits such as statutory employee
benefits, insurance, sick leave, holidays and vacations, pensions
and similar benefits, including all normal STANFORD benefits.
follows:
5.2 The schedule of payments will be made as
5.2.1 CITY shall pay STANFORD in four installment
payments for the services to be performed pursuant to this
Agreement. Upon execution of the Agreement, CITY shall deposit
with STANFORD an initial payment of $50,000. Thereafter, each
quarter, STANFORD shall provide CITY with an estimate of the amount
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that will be payable to STANFORD during the following three-month
period, indicating how much of the initial deposit amount is
currently available, how much additional deposit will be needed to
fund the Project work during that period, and a schedule for
providing the additional deposits. STANFORD shall provide CITY
with statements itemizing the charges to CITY in reasonable detail.
Final payment will be made by CITY af%er STANFORD has submitted all
Deliverables, including~ without limitation, reports which have
been approved by the Project Manager.
5.2.2 STANFORD shall provide CITY with vouchers of
actual expenditures incurred and a narrative description of the
work completed.
SECTION 6. ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS
6.1 Records of the direct personnel expenses and
expenses incurred in connection with the performance of Basic
Services and Additional Services pertaining to the Project will be
prepared, maintained, and retained by STANFORD in accordance with
generally accepted accounting principles and will be made available
to CITY for auditing purposes at mutually convenient times during
the term of this Agreement and for three (3) years following the
expiration or earlier termination of this Agreement.
6.2 The originals of the Deliverables prepared by
or under the direction of STANFORD in the performance of this
Agreement will become the property of CITY, irrespective of whether
the Project is completed, upon CITY’s payment of the amounts
required to be paid to STANFORD. These originals will be delivered
to CITY without additional compensation. CITY will have the right
to utilize any final and incomplete drawings, estimates,
specifications, and any other documents prepared hereunder by
STANFORD, but STANFORD disclaims any responsibility or liability
for any alterations or modifications of such documents.
SECTION 7. INDEMNITY
7.1 STANFORD agrees to protect, indemnify, defend
and hold harmless CITY, its Council members, officers, employees
and agents, from any and all demands, claims, or liability of any
nature, including death’or injury to any person, property damage or
any other loss, caused by or arising out the negligent acts,
errors, or omissions, or willful misconduct, of STANFORD, its
officers, agents, consultants or employees, or of conduct for which
applicable law may impose strict liability on STANFORD in the
performance of or failure to perform its obligations under this
Agreement.
7.2 CITY agrees to release and hold STANFORD harmless
from any and all liability relating to STANFORD’s use of and
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reliance upon any CITY document supplied t~ STANFORD by CITY under
this Agreement, for work done pursuant to this Agreement.
$~CTION 8, WAIVERS
8.1 The waiver by either party of any breach br
violation of any covenant, term, c~ndition or provision of this
Agreement or of the provisions of any ordinance or law will not be
deemed to be a waiver of any such covenant, term, condition,
provision, ordinance, or law or of any subsequent breach or
violation of the same or of any other covenant, term, condition,
.provision, ordinance or law. The subsequent acceptance by either
party of any fee or other money which may become due hereunder will
not be deemed to be a waiver of any preceding breach or violafion
by the other party of any covenant, term, condition or provision of
this Agreement or of any applicable law or ordinance.
8.2 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.
SECTION 9. INSURANCE
9.1 STANFORD, at its sole cost and expense, will
obtain and maintain, in full force and effect during the term of
this Agreement, the insurance coverage described in Exhibit "C",
insuring not only STANFORD and its consultants, if any, but also,
with the exception of workers’ compensation, employer’s liability
and professional liability insurance, naming CITY as an additional
insured concerning STANFORD’s performance under this Agreement.
CITY, at its option, may agree to accept insurance coverage
provided by STANFORD’s consultant in substitution for some or all
of the insurance coverage required of STANFORD by this section if
CITY’s Risk Manager determines such coverage to be adequate for the
purposes of this Agreement.
9.2 All insurance coverage required hereunder will
be provided through carriers with Best’s Key Rating Guide ratings
of A:VII or higher which are admitted to transact insurance
business in the State of California; provided, that STANFORD may
provide any such insurance through its normal programs of self-
insurance. Any and all~consultants of STANFORD retained to perform
Services under this Agreement will obtain and ~aintain, in ful!
force and effect during the term of this Agreement, identical
insurance coverage, naming CITY as an additional insured under such
policies as required above.
9.3 Certificates of such insurance, preferably on
the forms provided by CITY, wil! 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
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endorsement stating that the insurance is primary coverage and will
not be canceled or altered by the insurer except after filing with
the CITY’s City Clerk thirty (30) days’ prior written notice of
such cancellation or alteration, and that the City of Palo Alto is
named as an additiona! insured except in policies of workers’
compensation, employer’s liability, and professiona! liability
insurance. Current certificates of ~uch insurance will be kept on
file at all times during the term of this Agreement with the City
Clerk.
9.4 The procuring of -such required policy or
policies of insurance will not be construed to limit STANFORD’s
liability hereunder nor .to fulfill the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of
insurance, STANFORD 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 I0.WORKERS’COMPENSATION
i0.I STANFORD,by executing this Agreement,
certifies that it is aware of the provisions of the Labor Code of
the State of California which require every employer to be insured
against liability for workers’ compensation or to undertake self-
insurance in accordance with the provisions of that Code, and
certifies that itwill comply with such provisions, as applicable,
before commencing the performance of the Project.
PROJECT
SECTION !i TERMINATION OR SUSPENSION OF AGREEMENT OR
ii.i The City Manager may suspend the execution of
the Project, in whole or in part, or terminate this Agreement, with
or without cause, by giving thirty.(30) days’ prior written notice
thereof to STANFORD, or immediately after submission to CITY by
STANFORD of any completed item of Basic Services. Upon receipt of
such notice, STANFORD wil! immediately discontinue its performance
under this Agreement.
11.2 STANFORD may terminate this Agreement or
suspend its execution of the Project by giving thirty (30) days’
prior written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY or in the event CITY
indefinitely withholds or withdraws its request for the initiation
or continuation of Services or the execution of the Project.
11.3 Upon such suspension or termination by CITY,
STANFORD will be compensated for the Services performed and
Deliverables received and approved prior to receipt of written
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notice from CITY of such suspension or abandonment, together
authorized additional and reimbursable expenses then due. If this
Agreement is suspended or terminated on account of a default by
STANFORD, CITY will be obligated to compensate STANFORD only for
that portion of STANFORD’s services which are of direct and
immediate benefit to CITY, as such determination may be made by the
City Manager in the reasonable exerc’ise of her discretion.
with~
11.4 In theevent of termination of this Agreement
or suspension of work on the Project by CITY where STANFORD is not
in default, STANFORD will receive compensation as follows:
11.4.1 For approved items of services, STANFORD will
be compensated for each item of service fully performed in the
amounts authorized under this Agreement.
11.4.2 For approved items of services on which a
notice to proceed is issued by CITY, but which are not fully
performed, STANFORD will be compensated for each item of service in
an amount which bears the same ratio to the total fee otherwise
payable for the performance of the service as the quantum of
service actually rendered bears to the services necessary for the
full performance of that item of service.
11.4.3 The total compensation payable under the
preceding paragraphs of this Section will not exceed the pay~nent
specified under Section 5 for the respective items of service to be
furnished by STANFORD.
11.5 Upon such suspension or termination, STANFORD
wil! deliver to the City Manager immediately any and all copies of
the Deliverables, whether or not completed, prepared by STANFORD or
its consultants, if any, or given to STANFORD or its consultants,
if any, in connection with this Agreement. Such materials will
become the property of CITY.
11.6 The failure of CITY to agree with STANFORD’s
independent findings, conclusions, or recommendations, if the same
are called for under this Agreement, on the basis of differences in
matters of judgment, will not be construed as a failure on the part
of STANFORD to fulfill its obligations under this Agreement.
SECTION 12.ASSIGNMENT
12.1 This Agreement is for the personal services of
STANFORD, therefore, STANFORD will not assign, transfer, convey, or
otherwise dispose of this Agreement or any right, title or interest
in or to the same or any part thereof without the prior written
consent of CITY. A consent to one assignment will not be deemed to
be a. consent to any subsequent assignment. Any assignment made
without the approval of CITY will be void and, at the option of the
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city manager, this Agreement may be terminated.
will not be assignable by operation of law.
This Agreement
SECTION i$, NQTICE$
13.1 All notices hereunder will be given, in
writing, and mailed, postage prepaid; by certified mail, addressed
as follows:
To CITY:Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To STANFORD:Stanford Planning Office
655 Serra Street
Stanford, CA 94305
Stanford Lands Management Co.
2270 Sand Hill Road
Menlo Park, CA 94025
SECTION 14. CONFLICT OF INTEREST
14.1 In accepting this Agreement, STANFORD 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. CITY acknowledges that STANFORD has an interest in the
outcome of this Agreement, in that the facilities contemplated
herein will serve STANFORD and its personne! as well as other
members of the public.
14.2 STANFORD further covenants that, in the
performance of this Agreement, it will not employ contractors or
persons having such an interest mentioned above. STANFORD
certifLes that no one 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.
SECTION 15.NONDISCRIMINATION
15.1 As set forth in the Palo Alto Municipal Code,
no discrimination will be made in the employment of persons under
this Agreement because of the age, race, color, national origin,
ancestry, religion, disability, sexual preference or gender of such
person. If the value of this Agreement is, or may be, five
thousand dollars ($5,000) or more, STANFORD agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
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nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit "D".
15.2 STANFORD agrees that each 6greement for
services from independent providers will contain a provision
substantially as follows:
"[Name of Provider] will provide STANFORD with
a certificate stating that [Name of Provider]
is currently in compliance with all Federal
and State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
Agreement because of the age, race, color,
national origin, ancestry, religion,
disability, sexua! preference or gender of
such person."
15.3 If STANFORD is found in violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federa! law or
executive order in the performance of this Agreement, it will be in
default of this Agreement. Thereupon, CITY will have the power to
cancel or suspend this Agreement, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day during which such person was subjected to
discrimination, as damages for breach of Agreement, or both. Only
a finding of the State of California Fair Employment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach of this Agreement.
SECTION 16. MISCELLANEOUS PROVISIONS
16.1 STANFORD represents and warrants that it has
knowledge of the requirements of the federal Americans with
Disabilities Act of 1990, and the Government Code and the Health
and Safety Code of the State of California, relating to access to
public buildings and accommodations for disabled persons, and
relating to facilities for disabled persons. STANFORD will comply
with or ensure by its advice that compliance with such provisions
will be effected pursuant to the terms of this Agreem@~t]
16.2 Upon the agreement of the parties, any
controversy or claim arising out of or relating to this Agreement
may be settled by arbitration in accordance with’the Rules of the
American Arbitration Association, and judgment upon the award
rendered by the Arbitrators may be entered in any court having
jurisdiction thereof.
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16.3 This Agreement will be governed by the laws of
the State of California, excluding its conflicts of law.
16.4 In the event that an action is brought, the
parties agree hhat trial of such action will be vested exclusively
in the state courts of California or in the United States District
Court for the Northern District of’California-in the County of
Santa Clara, State of California.
16.5 The prevailing party in any action brought to
enforce the terms of this Agreement or arising out of this
Agreement may recover its reasonable costs and attorneys’ fees
expended in connection with that action.
16.6 This document represents the entire and
integrated Agreement between the parties and supersedes all prior
negotiations, representations, and Agreements, either written or
oral. This document may be amended only by a written instrument,
which is signed by the parties.
16.7 All provisions of this Agreement, whether
covenants or conditions, will be deemed to be both covenants and
conditions.
16.8 The covenants, terms, conditions and provisions
of this Agreement will apply to, and will bind, the heirs,
successors, executors, administrators, assignees, and STANFORDs, as
the case may be, of the parties.
16.9 If a court of competent jurisdiction finds or
rules that any provision of this Agreement or any amendment thereto
is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto wil! remain in full force and
effect.
16.10 All exhibits referred to in this Agreement and
any addenda, appendices, attachments, and schedules which, from
time to time, may be referred to in any duly executed amendment
hereto are by such reference incorporated in this Agreement and
will be deemed to be a part of this Agreement.
16.11 Thi~ Agreement may be executed in any number of
counterparts, each of which wil! be an original, but al! of which
together will constitute one and the same instrument.
16.12 This Agreement is subject to the fiscal
provisions of the Charter of the City of Palo Alto and the Palo
Alto Municipal Code. 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 fol!owing fiscal year, or (b) at any
time within a fiscal year in the event that funds are only
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appropriated for a portion of the fiscal year and funds for this~
Agreement are no longer available. This Section 16.12 will take
precedence in the event of a conflict with any other covenant,
term, condition, or provision of this Agreement.
IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives execute~ this Agreement on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVEDAS TO FORM:
Mayor
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Planning
and Community Environment
THE BOARD OF TRUSTEES OF LELAND
STANFO/~D JUNIOR UNIVERSITY
By~
Its: ~~1~---~ ~---’-~ ~
Chief Transportation Official
Director of Administrative
Services
Taxpayer I.D. No. 94-I156365-N
Risk Manager
Attachments :
EXHIBIT "A" :
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT "D" :
SCOPE OF SERVICES
PVEA GRANT AGREEMENT
INSURANCE REQUIREMENTS
NONDISCRIMINATION COMPLIANCE FORM
991020 sdl 0032261
13
CERTIFICATE OF ACKNO~DGM~NT
(Civil Code § 1189)
)) ss.
)
On ~cP. Z~, 19~___, before me, the undersigned! a
Notary Public in and for said County and State, personally appeared
~4"~ /~,w_/ , personally known to
me or proved ~o me on the basis of satisfactory evidence to be the
person(s4 whose name,s) is/am-e subscribed to the within instrument
and acknowledged to me that he/~/~ executed the same in
his/~/~heir authorized capacity(-i~., and that by his~h~r-/t-~
signature(~) on the instrument the person(s~, or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
Si~gnature of Notar~ Public
991020 sdl 0032261
14
EXHIBIT A
Pal’o Alto Intermodal Transit Station Project
Conceptual Design Study
Consultant Scope of Work
Revised October 11, 1999
!.INTRODUCTION AND BACKGROUND
A.Proiect Goals and 0biectives
The original goal of the Dream Team Urban Design Charrette of March ] 995 was to transform the district
centered around the University Avenue transit station from a =generally inhospitable barrier to an inviting
connectors effectively linldn~g the do~vntown,, the University,. Stanford~ Shopping Center and the surroundingre. idential neighborhoods. Another Important obiective included optimizing the effectiveness of the
muki-modal transportation center in servicing the surrounding communities." The City was awarded a
$200,000 Petroleum Violation Escrow Account (PVEA) grant from the state to further the design .
development and implementation of the transit, center and these particular objectives.. The grant is. now
being transferred to Stanford University and this will be a joint project between the City of Palo Alto and
Stanford University.
More specifically, the immediate goals of that design work are to:
¯Improve access, safety and setting of the various transit services and facilities located in the stud), area,
thereby increasing levels of service, use and ridership.
¯Enhance the movement of pedestrians and bicycles throud~ the area to encourage use of those modes
for travel between downtown, the University, Stanford S~-{opping Center, and nearby services and
employment districts including the Palo Alto Medical Foundation and the Stanford University
Medical Center.
Maintain current levels of private vehicle access to the surrounding uses through the area and
associated economic vitality.
Create a new and attractive civic space ~vhere transportation is prominently featured as an important
community component.
Establish an attractive gateway to both downtown Palo Alto and Stanford University
Irnplement the Palo Alto Comprehensive Plan policy of transit station improvements and the
associated Comprehensive Plan program to develop the University Avenue Multimodal Transit Center
based on the 1993-9d conceptual plan
Preserve and enhance historic resources within the area (i.e., the Southern Pacific Depot and
MacArthur Park restaurant buildings, both of which are on the National Historic Register of Historic
Places).
Test the feasibility of supportive new land uses within the stud), area, e.g., housing and support
commercial.
Through development of designs, phasing plans and schedules, divide the visionary objectives of the
Dream Team and feasibility studies into an incremental project which can be developed in stages by
various funding sources and agencies over time.
B.Study Area
The study area consists of the area bounded by Alma Circle to the east, Palm Drive to the west, E1 Camino
Park to the north and WeI[s Street to the south. The core area includes the Palo Alto Transit Center and
Caltrain station, proposed public garden, railroad bri~tge modifications, rotary street improvements, the
Stanford Plaza circle and improvements over El Camino Real. Refer to Study Area Map.
C.Consultants
Consultants will include the following:
Peter Walker and Partners, an urban design and planning consultant with expertise in large scale,
trandt-oriented, areap~lans and public works pro’ects3 - "
Brian Kangas Foulk (civil), Biggs Cardosa (structural) and Fehr & Peers (transportation), enl~ineers
with experience in the design of large-scale public transportation projects and infrastructure planning
for large mixed-use sites
Bay Area Economics, an urban economics consultant
Ruth Todd, Stanford University planning staff, will provide historic preservation services
!i.CONSULTANT SCOPE OFWORK
A.Data Collection and Analysis
In order to develop more detailed design components, it will be necessary to anal)~ze certain existing_ factors
and project future conditions to determine the potential for improving safety and circulation through the area
and for enhancing the attractiveness of transit services now available. From these baseline conditions and
future projections, plan alternatives can be analyzed to forecast levels of improvement associated with
transportation in the area. The following work shall be performed by consultants:
Analysis of current traffic volumes and forecast of future trat:fic volumes through the study area,
including impacts of other circulation system changes in the project vicinity (e.g. changes approved for
the Palo Alto Medical Foundation, Sheraton Hotel expansion, Stanford/Sand Hill corridor, VTA bus
stops, bike path to Embarcadero Road, etc.).
2.Analysis of current plans for new development, facilities enhancements or code-required improvements
to identify opportunities for leveraging, packaging or coordinating with larger projects.
Development of accurate base maps at 40th scale including right-of-way, topographic, boundary, and
infrastructure surveys of the project area. The base maps should provide enough detail to exr~lore
feasibilit of alternative conc~ tual lans and allow deve-lo~ment o’f.~chematic c]~si~,n r~lans Criteria willY P .P . . - - .~ , .be developed to define more detailed maps for preparation of construction documents in future phases.
Investigation of conditions and construction issues related to existing structures, especially the El
Camino Real overpass, railroad bridge and train station.
5.Evaluation of commute mode choices of local population, nearby employees, and other users including
shoppers, patients, University visitors and event patrons within the transit services areas (both existing
and future local services).
6.Assessment of economic impacts of transportation improvements including employment growth,
deferred infrastructure improvements, and improved access to retail and services.
7.Assessment of impact on real estate and development potential, including historic preservation issues
and property values due to improved access, aesthetic enhancement of surrounding public facilities and
infrastructure, and introduction of new land uses.
Scope of Services Page 2Palo Alto Intermodal Transit Station Projec~
8.Review of costs associated with previous recommendations.
9.Review of definition and conditions for historic designation of train station area and MacArthur Park
Restaurant. Determination of impact and restrictions of historical designation on future changes to the
buildings and area.
The University and City will provide consultants with as up-to-date maps as possible, including recent
block maps and/or GIS files showing approximate street con~gurations, rights-of-way and utility locations,
and plans-for roadway improvements in the vicinity of the study area (including Sand Hill corridor
projects.) In addition, th~ City will provide available 24-hour traffic counts and AM and PM turning
movement counts at study area intersections. The consultants will review available materials to determine
what is needed to supplement existing information to fulfill its project approach. The consultant will
conduct field observations of the project area to observe existing conditions and to verify the accuracy of
existing maps.
Meetings:Development Team Meeting #1
Consultant Team Meeting #1
Project Steering Committee Meetings #1 and 2
Deliverables:Working paper on data collection and analysis
Topographic survey
B.Development of Alternative Preliminary Conceptual Design Plans
The consultant team, under the direction of the program manager and supported by the Steering
Committee, will develop two conceptual plan alternatives aud cost estimates that respond to the project goals
and objectives and consider the implications of the analyses. The first alternative will be the Dream Team
Phase II Prdiminary Feasibility Stud),, dated April 5, 1994. The second alternative will be lodsely based on
the Tumlin Stud)’, dated April 1997. The two alternatives will be developed to clearly illustrate the design
solution proposed and the components of the plan, as well as cost estimates and ipotential phasing toimplement the improvements. Each of the alternative conceptual designs will address the following:
¯Engineering plan elements (structural, grading, drainage and infrastructure issues)
¯Traffic and circulation plan (vehicular, bicycle, pedestrian, transit and parking needs)
¯Land use/urban design plan for central and adjacent streetscapes
*Economic impact evaluation, including identification of benefits to do~vntown and broader communitTas well as ana,ysis of fiscal impacts of ongoing service costs to University, City, and transit agencies
¯Coordination and summary of consultant cost estimates
Meetings:
Deliverables:
Development Team Meeting #2
Consultant Team Meeting #2
Project Steering Committee Meetings #3 and 4
Review meeting with Caltrans, VTA and JPB technical staff
Planning Commission Meeting
City Council Meeting
Design alternatives working paper
2 Conceptual desig9 plans
C. Draft Final Conceptual Design Plan
Taking into account the input from the Steering Committee, City Boards and Commi.wions, community
~vorkshop, and professional judgment, the consultants ~vill prepare a draft final Conceptual Design Plan for
presentation to the Palo Alto City Council that addresses infrastructure, traffic and circulation, land use, .
urban design, economic elements and revised cost estimates. Consultants will formulate a financing plan
and schedulefor implementation of preferred alternatives, including a description of the sources of-fdnding
for needed infrastructure and other capital improvements, the uses of those funds, and the next steps needed
for implementation.
Scope of Services Page 3
Palo Alto lntermodal Transk S~afion Project
The draft final plan will be documented by a stud)’ model and a draft report including text, graphics,
drawings and photos, as needed to clearly convey the design concept and final cost estimates.
Meetings:Development Team Meeting #3
Consultant Team Meeting #3
Project Steering Committee Meetings #5
Review meeting with Caltrans, VTA and J,.PB technical staffCommunitT Workshop
Architectural Rev!ew Board Meeting
Planning Commission Meeting
Palo Alto City Council Meeting
Deliverables:"Draft conceptual design plan and study model’
Draft final report
D. Final Conceptual Design Plan
The consultants will make revisions to the detailed draft final Conceptual Design Plan to comply with
conditions of the City Council review, including revisions to cost estimates, if necessary.
The final recommendations ~vill also include a draft phasing plan for implementation of the initia! project
Fohases. Specific approaches will be identified for recommended funding programs and timelines necesmry
r program qualifications, capital project initiation and delivery.
Meetings:Development Team Meeting #4
Consultant Team Meeting #4
Project Steering Committee Meeting #6
Deliverables:Final conceptual design plan, axonometric dra~ving, and sketches
Stud), model and photos
Text for final report
Final cost estimates
Phasing schedule
Implementation program
I!!.PROJECT PARTICIPANTS, COMMUNITY INVOLVEMENT, AND MEETINGS
A.Agencies and Institutions
Participating agencies will include:
The City of Palo Alto
San Mateo Count)’ Transit (SamTrans)
Santa Clara Valley Transportation Authority (VTA)
Caltrain Joint Powers Board
Stanford University (SU is the p.rincipal landowner, the largest local employer and operator of a local
transit system, and will participate as an equal partner with the agencies.)
B. Staffing
Professional staffwith primary responsibility for coordination of the project will be provided by the City of
Palo Alto Transportation Division and Stanford University Planning Oflfice. Stanford University will
contract with the office of Rob Wellington Quigley, FAiA, to provide program management and manage
contracts for consultant services. Maryanne Welton, program manager, will be responsible for day-to-day
coordination between consultants, City of Palo Alto, and Stanford University. Technical staff from all of the
Scope of Services Page 4Palo Alto Imermodal Transit S~a6on Project
agencies will be brought in as needed to provide expertise and input in the following areas: city planning,
land use, and urban design; civil, environmental and transportation engineering; transit planning and
operations; real estate development and property management; community and government relations; and
economic planning and development.
C.Community Participants
More than flf~y community members from Palo Alto and otl~er nearby communities participated in the
original planning effbrts. Three or four key individuals from that group or the community at large will be
appointed by the City Man,a~.er to resume active participation and to join staffand other officials on aSteering Committee. In addition, the public will be invited to provide input during, the design process at a
community workshop and public hearings at ARB, Planning Commission, and Cit~y Council. "
D.Steering Committee
A steering committee of not more than sixteen persons will consist of officials from Stanford, the four public
agencies, three or four community representatives and one or two appointed officials from the City of Palo
Alto. The profemional staffwill be ex-officio and act as staffto the established ~oteering Committee. Steering
Committee members will be responsible for presenting the plans and providint, information and updates to
their own Boards during the design process.
E. Meetings
The Development Team meetings will include representatives from Stanford University, the City of Palo
Alto, VTA, and consultanr~ as needed. The purpose will be to present work completed to date, determine
direction for the next phase of work, and discuss agendas for the Steering Committee and community
workshop.
The Consultant Team meetings will be working sessions for the review and coordination of work efforts
between the different consultants. The meetings will focus on coordination of schedules, work products and
presentations, and interaction between consultants and agencies.
Steering Committee members will be appointed jointly by the University and City and may include
members of the Development Team. These meetings will be working se.wions .where work-to-date will be
presented and options explored for further discussion, development, and direction.
The public process will involve presentations to the Planning Commission, Architectural Review Board,
City Council, and one community workshop. Representatives as needed from each consultant firm will
attend to present their portion of the work a-nd/or-to be available for questions during discussions.
Two meetings with Caltrans, VTA and JPB technical staff.will be scheduled to review the preliminary
alternatives and draft conceptual plans.
F. Schedule
The attached schedule shows a five- to six-month timeline. Specific dates for meetings and completion of
each. phase will be determined once wo.rk begins.
Scope of Services Page 5Palo Alto Intermodal Transk Station Project
IV.PROCESS MANAGEMENT AND COORDINATION
A.Program Management
The contract Prolgram Manager, Maryanne Wclton, has been hired by Stanford University and will be
responsible for all-normal management activities of the proje.c.t, including but not limited to:
¯Verifying the project scope and developing phasing and scheduling
Coordinating activities and interaction of consultants and agency staffs
Setting up and facilitating Steering Committee activities, the community worlc~hop, and public
~aoreSentauons
ordinating distribution, review, modification, and acceptance of deliverables
B.Consultant Coordination
The core staff and Program Manager will meet with design consultants to review pertinent information
including:
Previous planning efforts
Requirements for the grant funding
Current local planningand development climate including political and transportation concerns
Prospects of future public funding from local, state and federal sources
Related local development and improvements previously approved or in planning phases
The Program Manager has obtained a t~roposal and scope of work from the consultants that indicate which
meetings are include~ in their scope o~work and who will attend each one. The proposals identify specific
project objectives and end products geared toward immediate and long-term phased implementation of
project elements as defined in Sections I and II and that support the original objectives of improved
connections bet~veen surrounding land uses and enhanced regional transportation opportunities.
Scop~ of’Sen’ices Page 6
Palo Alto lntermodal Transit Sta6on Project
Consultant Fee Summary
Palo Alto Intermodal Transit Station
Revised September 13, 1999
Consultant
Peter Walker & Partners
Fehr & Peers
Brian Kangas Foulk
Biggs Cardosa
Bay Area Economics
Quigley
Contingency
Total
Meetings
22
19
20
3
13
22
Fees
$110,165
46,125
65,478
15,900
30,680
42,400
31,074
$341,822
R~imbur-
sables
$11,500
4,613
3,274
300
2O0
4,600
$24,487
Total
$121,665
50,738
68,752
16,200
30,880
47,000
31,074
$366,309
Scope of Services Page 7Palo Alto Intermodal Transit Station Project
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STATE OF CALIFORNIA -
DEPARTMENT OF TRANSPORTATION
GRANT AGREEMENT NO. PVEA-96(00,4/
FOR
STRIPPER W.ELL FUNDS
PETROLEUM VIOLATION ESCROW ACCOUNT (PVEA)
EXHIBIT B
TERMS AND CONDFTIONS
Background
Ao Assembly Bill 1671, Chapter 980, Statutes of 1995, appropriated
$3,825,000 from the Petroleum Violation Escrow Account (PVEA) held in
the Federal Trust Fund to the State Department of Transportation, hereafter
called "Caltrans", for allocation to various local entity transportation
projects.
This Agreement, entered into on /2.- Z oe " ?G . , 1996, is between
Caltrans and the CITY OF PALO ALTO a political subdivision of the State of
California, hereafter called the "Recipient".
Project Description and Scope of Work
A.The Recipient wil! be responsible for implementing the proiect as
designated herein below.
The work to be performed under this agreement shall be in accordance with
the Recipient’s project proposal entitled Intermodal Transit Station, which
also includes the project budget and timeline, which are included as a part
of this agreement as A(tachment A. The project proposal was approved by
the U.S. Department of Energy (DOE) as being in compliance with the PVEA
regulations on September 18, 1996.
Project implementation shall conform to the description contained in the
Recipient’s project budget and timeline.
GEN LED tSUB ACCT SUB 3QB NO.
DIST UNIT OlST UN,~T "WO~O~RNO LOCATION
04 1 1 0 0 4 1 1 0,920501 3 6 0 1 7
I hereby certify upon my own personal knowledge that
budgeted funds are available for the period and purpose
o! the expenditure slated above.
STATLn’ES J FISCAL YEAR9 8 o (’~’~5J 1 9
(Rev. 3/96)1 Of 7
Agreement No. PVEA-96~004~
II1.
IV.
Vo
Eo
The Recipient shall submit a written request for approval to the Caltrans
District PVEA Project Manager prior to any changes in project scope. All
changes are subject to Federal approval and are to be submitted following
the Federal format.
The. Project Manager.for the.Recipient will be Mary.in Overway, Ghief
Transp.ortation Official.
Fo The Caltrans District PVEA Project Manager for the State will be Herb
Okubo, Chief, Local Assistance.
Schedule of Reports
Ao The Recipient shall prepare and submit to the Caltrans District ~VEA
Project Manager a six-month progress report. This report will allow
Caltrans to determine if the project is being performed as expected, and
will be due every July 15 and January 15 until the project is completed.
Bo The Recipient shall also submit an Annual Report by July 5th of each year.
This annual report will cover activities that began from July 1 and ending
June 30 of each fiscal year until the project is completed, and is to be
submitted in the format requested by the Caltrans District PVEA Project
Manager.
The Recipient shall meet with the Caltrans District PVEA Project Manager
as needed to discuss progress on the project, any problems, or anticipated
problems which could lead to delays in the schedule.
The Recipient shall submit for Caltrans to review all pertinent documents
relatidg to this project to assure compliance with State and Federal laws
and regulations.
The Recipient and Caltrans agree to conduct on-site reviews of all aspects of
the progress of this project to allow Caltrans to review whether the
activities are within the scope of the project.
Upon Completion of the project, the Recipient shall submit to Caltrans a
Final summary report.
Period of Performance
Ao This agreement shall begin no earlier than the DOE approval date (Article
ll.B.), contingent upon approval by Caltrans, and terminate on June 30,
1998 unle.~s extended by supplemental agreement.
The strategies and dates for implementation of the project are specified, in
the Recipient’s project budget and timeline. Recipient shall notify the
Caltrans District PVEA Project Manager in writing in advance of any
proposed changes in scheduled completion dates.
Payment Provisions
(aev. 3/9s)2 of 7
Agreement No. PVEA-96t00z~)
VI.
Bo
Funds disbursed shall be used to supplement and not s~Jpplant funds
otherwise available for the project.
If included in the Recipient’s approved project proposal, the Recipient is
allowed no more than 5 percent of the funds allocated by Chapter 980,
Statutes of 1995 (AB 1671) for this project for administrative expenses.
"Administrative expenses" are those expenses which are considered
necessary in developing, i~nplementing, managing, monitoring, and
directing proposed programs. If the Recipient decides to use that 5 percent
of the funds for administrative expenses, the Recipient will submit a full
auditable report on the use of the funds for administrative purposes,
thereby assuring compliance with Federal regulations.
Tl~e Recipient shall not commence performance of PVEA-funded project
work or services until this agreement has been executed and approved by
Caltrans. No payment of PVEA funds will be made for any PVEA-funded
work performed prior to execution or following termination of this
agreement.
Total reimbursement under this agreement to be provided by the funding
legislation shall not exceed $200,000. The method of payment under this
contract will be based upon reimbursement at actual cost.
Caltrans will make progress payments monthly in arrears based on work
performed and actual costs incurred. Caltrans will withhold 10 percent of
each progress payment. The retention amount will be paid to the Recipient
upon satisfactory completion of the project and agreement. Monthly
payments will be made as promptly as fiscal procedures permit upon
receipt by the Caltrans District PVEA Project Manager of an itemized
invoice in triplicate. Invoices shall be mailed to the Caltrans District PVEA
Project Manager at the following address:
California Dept. of Transportation
Local Assistance Branch
P.O. Box 23660
Oakland, CA 94623-0660
ATTENTION: Mr. Herb Okubo
Recipient will provide vouchers of actual expenditures
narrative description of work completed.
Subcontracting
incurred and a
Any work not described as subcontracted under the Recipient’s approved
project proposal which is pertinent to this agreement, and which is
intended to be subcontracted must first be reviewed and approved by
Caltrans to assure compliance with project scope before that work
commences.
Any work subcontracted in excess of $25,000 by the Recipient shall be
held to the same provisions as found in this agreement.
Ayreement No. PVEA-96(004.)
VII.Nondiscrimination
During the performance of this agreement, Recipient and its Contractors
shall not unlawfully discriminate against any employee or applicant for
employment because of race, religion, color, national origin, ancestry,
physica! handicap, medical condition, marital status, age (over 40), or sex.
Recipient and its Contractors shall comply with the provisions of the Fair
Employment and Housing Act (Government Code. Section 12900 et seq.) and
applicable regulations promulgated thereunder (California Administrative
Code, Title 2, Section 7285.0 et seq.). The applicable regulations of the
Fair Employment and Housing Commission implementing Government Code,
Section 12990, set forth in Chapter 5 of Division 4 of Title 2 of the
California Administrative Code are incorporated into this agreement by
reference and made a part hereof as if set forth in full. Recipient and its
Contractors shall give written notice of their obligations under this clause
to labor organizations with which they have a collective bargaining or other
agreement.
Recipient shall include the nondiscrimination and compliance provisions of
this clause in all subcontracts to perform work under this agreement.
Drug-Free Workplace Certification
By signing this agreement, the Recipient certifies under penalty of perjury
under the laws of the State of California that the Recipient will comply with
the requirements of the Drug-Free Workplace Act of 1990 (Government
Code Section 8350, et seq.), and will provide a drug-free workplace by
doing the following:
Publish a statement notifying employees that unlawful manufacture,
distribution, dispensation, possession, or use of a controlled
substance is prohibited and specifying actions to be taken against
employees for violations , as required by Government Code Section
8355(a).
Establish a Drug-Free Awareness Program as required by
Government Code Section 8355(b), to inform employees about all of
the following:
a.The dangers oi drug abuse in the workplace;
b.The person’s or organization’s policy of maintaining a drug-free
workplace; "
c. Any available counseling, rehabilitation and employee a~sistance
programs; and
d.-Penalties that may be imposed upon employees for drug abuse
violations.
Provide as required by Government Code Section 8355(c) that every
employee.who works on the proposed contract or grant:
a.Will receive a copy of the Recipient’s drug-free "policy
statement; and
b.Will agree to abide by the terms of the Recipient’s statement as a
condition of employment on the contract or grant.
Agreement No. PVEA-961’004)
Failure to comply with these requirements may result in s’uspension of
payments under this agreement or termination of the agreement or both.
The Recipient may be ineligible for award of any future PVEA funding if
C<rans determines that any of the following has occurred: (1) the
Recipient has made a false certification, or (2) violates the certification by
failing to carry out the requirements as noted above.
IX. Cost Principles
The Recipient agrees to comply with Federal procedures in accordance with
Office of Management and Budget Circular A-87, Cost Principles for State
and Local Governments and CFR-49, Part 18, Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local
Governments, also known as the Common Rule.
go Any costs for which payment has been made to the Recipient and its
Contractors that are determined by subsequent audit to be unallowable
under OMB A-87, Cost Principles for State and Local Governments or CFR
49, Part 18, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments, are subject to
repayment by the Recipient .,to Caltrans.
Should Recipient be declared to be in breach of this Agreement or otherwise
default any material portion thereof by either Caltrans or DOE, any project
costs for which payment has been made to the Recipient are to be repaid by
the Recipient to Caltrans.
Do Should Recipient breach this Agreement and fail to pay monies due to
Caltrans, or fail to repay funds provided hereunder, within 30 days of
demand, or within such other period as may be agreed upon between the
parties hereto, Caltrans, acting through the State Controller, the State
Treasurer or any other public agency, may withhold or demand transfer of
an amount equal to the amount owed to Caltrans from future
apportionments, grants, or any other funds due Recipient from the Highway
Users Tax Fund, or from any other funds and/or withhold approval of
future PVEA or Federal-aid projects of the Recipient, as applicable.
Disputes
Any dispute concerning a question of fact arising under this agreement that
is not disposed of by agreement shall be decided by Caltran’s Headquarters
Contract Officer who may consider any written or verbal evidence
submitted by the Recipient. The decision of the Contract Officer, issued in
writing, shall be conclusive and binding on both parties to the agreement on
all questions of fact considered and determined by the Caltran’s Contract
Officer.
Any dispute concerning a question of fact arising under an interim or post
audit of this contract that is not disposed of by agreement shall be reviewed
by the Chairperson of the Audit Review Committee (ARC). The ARC will
consist of the Assistant Director, Audits & Investigations (Chairperson);
Deputy Director of Transportation Engineering or designated alternate; the
Chief Counsel, Legal Division or designated alternate; and two
representatives from private industry will be advisory in nature only and
will not have voting rights. Additional members or their alternates may
Agreement No. PVEA-96(004)
Xl.
serve on the ARC. Not later than 30 days after issuance of "the final audit
report, the contractor may request a review by the ARC of unresolved audit
issues. The request for review will be submitted in writing to the
following:
Audits Review Committee Chairperson
Department of Transportation
Office of Audits and Investigations, MS-2
P.O. Box 942874
Sacramento, CA 94274-0001
The request must contain detailed information of the factors involved in the
dispute as well as justifications for reversal. A meeting by the ARC will be
scheduled if the Chairperson concurs that further review is warranted.
After the meeting, the ARC will make recommendations to the Chief Deputy
Director. The Chief Deputy Director will make the final decision for the
Department. The final decision will be made within 3 months of receipt of
the notification of dispute.
Neither pendency of a dispute nor its consideration by Caltrans will excuse
-the contractor from full an~ timely performance, in accordance with the
terms of this contract.
Retention of Record/Audits
The Recipient, its Contractors, Caltrans, and the State shall maintain all books,
documents, paper, accounting records, and other evidence pertaining to the
perform, ance of the agreement, including but not limited to, the costs of
administering the agreement. All parties shall make such materials available at
their respective offices at all reasonable times during the agreement period and for
three years fro~ the date of final payment under the agreement. Caltrans, the
State, the State Auditor General, FHWA, or any duly authorized representative of
the Federal Government shall have .access to any books, records, and documents of
the Recipient that are pertinent to the agreement for audits, examinations,
excerpts, and transactions, and copies thereof shall be furnished if requested.
Funding Requirements
It is mutually understood between the-parties that this agreement may have been
executed before ascertaining the availability of congressional or legislative
appropriation of funds for the mutual benefit of both parties in order to avoid
program and fiscal delays that would occur if the agreement were executed after
that determination was made.
This agreement is .valid and enforceable only if sufficient funds are made available
to Caltrans by the United States Government, or are appropriated by the California
State Legislature for the purpose of this program, and if the previously mentioned
Statement of Work was approved by the U.S. Department of Energy. In addition,
this agreement is subject to any additional restrictions, limitations, conditions or
any statute enacted by the Congress or the State Legislature that may affect the
provisions, terms or funding of this agreement in any manner.
Change in Terms
It is mutually agreed that if Congress or the State Legislature does not:
(Re’,’. 3/96)6 Of 7
Agreement No. PVEA-96(004)
XIV.
Appropriate sufficient funds for the program, this agreement shall be
amended to reflect any reduction in funds.
Caffrans has the option to void the agreement under the 30-day cancellation
clause contained in Article XIV.A., below, or to amend the agreement to reflect
any reduction of. funds. .
Termination
This agreement may be terminated for breach of any obligation, covenant or
condition hereof, upon written notice to the breaching party. With respect
to any breach which is reasonably capable of being cured, the breaching.
party shall have 30 days from the date of the notice to initiate steps to cure,
such party shall be allowed a reasonable time to cure, not to exceed 60 days
from the date of the initial notice, unless a further extension is granted.
In the event this agreement is terminated by Caltrans without cause,
reimbursement shall be made to the Recipient ior all project expenses
incurred up to the time of termination, subject to the expenditure limits
applicable to this agreemer~t.
STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION (CALTRANS)
DISTRICT 4
Mulligan, Deputy Di~ rict Director Date
CITY OF PALO ALTO
Glenn Roberts, Director of Public Works Date
(key. ;3/96)7 of 7
Attachment
pROJECT TITLE
City of Palo Alto
Intermodal Transportation Station
PROJECT OVERVIEW
The Palo Alto Intermodal Transportation Station Project’is comprised of a number of
construction elements that will be completed by October 1999. Construction elements include:
¯Station Improvements at the Palo Alto Intermodal Transportation Station.
¯Expansion of the existing bus loading area to accommodate improved service levels.
¯A new bike path that will link the Palo Alto Intermodal Transportation Station with the new
Palo Alto Medical Center Campus, Town and Country Shopping Center, Palo Alto High
School and an existing path serving residential areas to the south.
¯A new roadway segment that will provide direct transit access from the new Palo Alto
Medical Center Campus to the Intermodal Transportation Station.
¯Pedestrian Access Improvements linking the Stanford Shopping Center to the Intermodal
Transportation Station.
Improvements to the bus loading area utilized by the Stanford University shuttle bus
system.
¯A new pedestrian/bike bridge to cross San Francisquito Creek, linking the Palo Alto
Intermodal Transportation Station with the City of Menlo Park.
The PVE funded potion of this project is the design development of the Palo Alto Intermodal
Transportation Station centered around the existing CalTrain station. The intermodal station
~vi11 serve avariety of regionally signiilcant origins and destinations including downtown Palo
Alto, Stanford University, Stanford Medical Center, Palo Alto Medical Clinic, Stanford Shopping
Center, and hotel, recreational and commercial facilities, as well as multiple ~esidential areas
within Palo Alto, Menlo Park and Stanford. This innovative and creative project will integrate
existing rail, bus, local shuttle, pedestrian and bicycle travel with adjacent land uses, to create
opportunities for major enhancements and transportation options for multiple travel user
groups and needs, and will reduce reliance upon the use of private automobiles.
ENERGY SAVINGS AND BENrEFITS
Daily Usage
Daily Usage Increase
Annual Energy Savings
Annual Fuel User Savings
8,000 trips
260 trips
81,502 gallons
$ 38,748
See Exhibit "A" for calculations.
Attachment A
The Palo Alto Intermodal Transportation Station will provide the following energy-related
benefits:
The Intermodal Transportation Station will incorporate a variety of existing regional and
local transportation services and modes into a high quality, integrated .system that builds
upon the core service provided by CalTrain. "
The project ~vill provide better coordination of multiple transport services, improved
information, facilitation of transfers, increased safety and attractiveness, and support
anticipated increases in service frequency.
Energy savings will result from a shift of automobile users to the existing train and bus
services as ~vell as well as anticipated increases in service. With the close proximity of the
project to downtown Palo Alto, Stanford University, two major medical facilities and one
maj or shopping center as well as other hotel, recreational and commercial facilities, energy
savings ~vill accrue to a diverse economic population for a variety of travel needs. The
project will also contribute to reduced energy consumption and improved air quality by
removing automobiles from existing congested roads.
The energy savings estimates are derived from data from a variety of sources: ridership data
from CalTrain, SamTrans, Santa Clara County Transit, Marguerite Shuttle, and Dumbarton;
and travel related characteristics, such as trip length, fuel consumption and price of fuel, from
the Metropolitan Transportation Commission.
PROGRAM FUNrDS AND MILESTONES
Local:
State/Federal:
Miscellaneous PVE:
Total:
$1,530,000
$2,600,000$200.000
$4,330,000
Petroleum Violation Escrow funds will not be used for adminSstrative costs for this project.
A request for proposals for the Palo Alto Intermodal Transportation Station is planned to be
released by January 1997. A consultant will be selected by June 1997, and the work completed
by June 1998.
RE STITUTI ON]TARGETED P OPULATI ON
The project will benefit residents @om diverse economic levels and broad geographic area up and
down the San Francisco Peninsula, from San Francisco to San Jose, who travel to the Palo
Alto/Stanford area for reasons of employment, as well as medical, commercial, educational and
recreational purposes. The project will also benefit residents of the Palo Alto/Stanford areas by
pro~dding a high quality transit service.paralleling the heavily utilized U.S. Route 101 corridor.
2
Attachment A
CO G~~,,,,A,GENCY/CONTACT PERS ON
This project will be administered by the City of Palo Alto.
Marvin L. Overway, Transportation Division, (415) 329-2578.
The City of Palo Alto contact is
3
Attachment A
EXHIBIT A
CALCULATION OF ANTICIPATED ENERGY SAVINGS
14EY ASSUM-PTIONS:
Daily usage of existing train service (CalTrain) and bus services (SamTrans,
SCC Transit, Marguerite, and Dumbarton) = 8,000 trips1
Increase in transit usage attributable to time savings, and enhancements in convenience,
transfers, safety, access and overall quality is conservatively estimated at 260 trips2.
DAILY GALLONS SAVED ESTIMATE:
260 new trips per day * 11.05 miles per trip3 = 2,873 miles per day
2,873 miles per day / 22.8 miles per gallon4 = 126 gallons per day
ANNUAL GALLONS SAVED ESTIMATE:
126 gallons per day * 250 work days per year = 31,502 gallons per year
ARrN’UAL FUEL USER SAVINGS ESTIMATE:
31,502 gallons per year * $1.23 per gallon5 = $ 38,748 per year
1Number of daily trips is based upon ridership data provided by CalTrain, SamTrans, SCC Transit, Marguerite
and Dumbarton service providers for 1995.
2Based upon consideration of time savings ai~ other benefits for existing service levels. Does not include
consideration of anticipated increases in train and bus service that will also attract additional users.
3Average trips length for Santa Clara and San Mateo Counties; source is Metropolitan Transportation
Commission Bay Area Travel Data.
4Average mileage per gallon for Bay Area; source is Metropolitan Transportation Commission.
5Fuel costs per gallon for Bay Area; source is Metropolitan Transportation Commission.
4
STATE OF CALIFORNIA- BUSINESS, TRANSPORTATV"HOUSING AGENCY
April 20, 1998
1998
DIVISION OF
TRANSPORTATION
DEPARTMENT OF TRANSPORTATION
BOX 23660
OAKLAND, CA 94623-0660
(510) 286-4444
PETE WILSON, Governor
Mr. ASHOK I4. AGGARWAL
Acting Chief Transportation Official
City of Palo Alto
250 Hamilton Ave
PO Box 10250
Palo Alto, CA 94303
04-PVEA-96(004)
PVEA Grant
City of Palo Alto
Intermodal Transit
Station
Dear Mr. Aggarwal:
Attached for your files is a copy of the t3riginal Grant Agreement Amendment No. 1 for
the above referenced PVEA funded project in the City of Palo Alto..
The Grant Agreement Amendment has been executed by the State.
Sincerely,
Attachments
Local Assistance Area Engineer
04 ~CAL ASSISTANCE TEL:SIO 2~5 5229
STATE OF OALIFOKNIA
DEPAR’IRM]ENT OF TRANSPORTATION
GEANT AGREEMF_aNT NO. 04- .PVEA-96(004)
AMENDMENT NO. ~
FOR
STRIPPER WELL FUNDS
PETEOLEU-M VIOLATION ESCROW ACCOUNT (PVEA)
(F.A. 04-920501 Subjob No. 86017)
.TERM8 AND.. CONDITIONS
Grant Agreement No. 04-PVEA-96(004), executed on December 9~8, 1996 between
the State Department of Transportation sad the Oity of Palo Alto ~o implement
the project entitled "Intermoda] Transit Station" is amended as follows:
Extend %srminat~on date of the Grant A~reemsnt No. 04-PVEA-96(004)
from June 80, ~998 to June 80, 9.000.
All other Term nnd Conditions of Grant Agreement No. 04-PVEA-98(004)
shall remain the same.
STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION (CALTRANS)
DISTRIC~ 4
Gary Ch’e£rier, District Division 0hief
RECIPIENT
Glenn Roberts, Director o~f Public Works
City of Palo Alto
EXHIBIT C
STANFORD UNIVERSITY ¯RISK MANAGEMENT
6‘$I SERRA STREET ROOM 2‘$0 ¯ STANFORD, CA 9430‘$-6207 ¯FKX: 650.723.94.$6
Jeffrey Seilbach, Director
650.723.4554
E-Mail: seilbach@leland.stanford.edu
OFFICE OF RISK MANAGEMENT
CER TIFICA TE OF SELF-INSURANCE CO VERA GE
Date: October 19, 1999
NAME OF INSURED:
TYPE
COMPREHENSIVE GENERAL LIABILITY
Funded Self-Insured Retention:
DESCRIPTION:
Certificate No.: 00-41
The Board of q_rustees of the Leland Stanford Junior University
651 Serra Street Room 250
Stanford, CA 94305-6207
OF COVERAGE
$1,000,000 Combined Single Limit per persona/per
occurrence
Certificate is issued for the duration of the ageement between the City of Palo Alto and Stanford University for
design development of the Palo Alto Intermodal Transit Station Project. It is understood and agreed that the City
of Palo alto, its officers, agents and employees are named as additional insured, but only as respects the
operations of the named insured.
Certificate Holder is named as Additional Insured but only as respects the negligence of the named insured.
EFFECTIVE DATE OF CERTIFICATE:
EXPIRATION DATE OF CERTIFICATE:
CERTIFICATE HOLDER:
CITY OF PALO ALTO
P.O. Box 10250
Palo Alto, CA 94303
September 1, 1999
September 1, 2000/End of use
cc:Linda Huang, Marsh & McLennan
Charles Carter - Fax: 5-8598
Jeffrey R. Seilbach JRS
Director, Risk Management
0CT-20-99 ~D 4:20
EXHIBIT D
FORM 410
Certification of Nortdiscriminatign: As suppliea’s of goods or services to the City of Palo Alto, the firm
and ~dividuals listed below certify that they do not discriminate in employmem with regards tc age, race,
color, religion, sex, national origin, ancestry, disability, or sexual pre/~renee; that they are in compliance
with all Federal, State and local directives and executive orders regarding nol~liscriminatioa in employment.
Firm: Board.of Trustees of Lehnd Stanford Junior_University DATE;10/21/99
ATTACHMENT B
TO:
ATTN:
HONORABLE CITY COUNCIL
POLICY AND SERVICES COMMITTEE
FROM:CITY MANAGER DEPARTMENT: PLANNING
DATE:SEPTEMBER 14, 1999 CMR:355:99
SUBJECT:PROPOSED SCOPE OF SERVICES FOR THE INTERMODAL
TRANSIT CENTER DESIGN DEVELOPMENT PROJECT
REPORT IN BRIEF
The Policy and Services Committee has requested the opportunity to review the proposed
Scope of Services (attached) for the Palo Alto Intermodal Transit Center Design
Development project. This project comprises design development and engineering work
to complete the design sketched out at the March 1993 "Dream Team" Urban Design
Charrette and subsequently refined by a team lead by the architectural firm of Peter
Walker and Partners. Stanford University (Stanford) will manage the project under terms
of an agreement with the City. Transportation Division staff will manage Palo Alto’s
interests as part of a technical oversight group working directly with the consulting team.
The Project consultants, who have already been selected by Stanford, with participation
of Transportation Division staff, also conducted the technical analysis phase of the
original "Dream Team" design effort. The Policy and Services Committee has the
opportunity to review the proposed study approach and timeline to be followed by the
consultant team and staff from both Stanford and the Transportation Division.
CMR:355:99 Page 1 of 4
RECOMMENDATION
Staff recommends that the Policy and Services Committee review and comment on the
attached scope of services for the Intermodal Transit Center Design Development project.
BACKGROUND
The "Dream Team" design concept envisioned transforming the area surrounding the
University Avenue Caltrain station from a generally inhospitable barrier to an attractive
gateway to both downtown Palo Alto and to the Stanford campus. A number of
components are essential to this goal:
Improved safety for pedestrians, bicyclists, and motorists.
More efficient circulation for transit vehicles.
Attention to aesthetics and urban design.
Traffic calming to facilitate walking and bicycling.
In 1997, the City was awarded a $200,000 Petroleum Escrow Violation Account (PVEA)
grant to develop the Dream Team design concept, including the following elements:
An engineering plan (structural, grading, drainage, and infrastructure).
A traffic and circulation plan (motor vehicle, bicycle, pedestrian, and public transit, as
well as vehicle parking).
land use/urban design plan for central and adjacent streetscapes.
An economic impact evaluation of the entire project.
The PVEA grant was augmented by City funds for FY 2000 and an additional $75,000
from Stanford. The project will be closely coordinated with a Santa Clara Valley
Transportation Authority (SCVTA) initiative to expand and improve the existing bus
transfer center at the University Avenue Caltrain station and VTA’s Caltrain
improvement plan funded under Measure B.
DISCUSSION
The Intermodal Transit Center Project will be undertaken by a consultant group working
with a Development Team comprised of City of Palo Alto, Stanford, and SCVTA staff.
Overall guidance and policy leadership will be provided by a steering committee of
senior management from the City of Palo Alto, Stanford, and the public transit agencies,
joined by representatives of the business community, the Palo Alto Bicycle Advisory
Committee, and citizen-members appointed by the City of Palo Alto. Stanford, through
the architectural firm of Rob Quigley Associates, will have overall consultant
management responsibilities. Stanford’s role is a continuation of its management of the
CMR:355:99 Page 2 of 4
technical work done after the Dream Team Charette. In addition, Stanford, as the primary
landholder in the study area, has a significant stake in the project. Transportation
Division staff will manage Palo Alto’s interests as members of the project Development
Team and will work closely with Stanford and consultants all through the study. This
arrangement frees Transportation Division staff, which has a heavy workload to carry
out, from administrative detail, instead concentrating its attention on substantial technical
and policy issues.
The project will include the following activities:
Analysis of current and future traffic volumes in the study area.
Development of accurate base maps of rights-of-way, topography, and infrastructure
in the study area.
Investigation of engineering conditions and requirements with respect to existing
structures, including the E1 Camino Real overpass, railroad bridge, and train station.
Analysis of development plans and public improvements programmed in the study
area.
Development of detailed plans for bicycle, pedestrian, and vehicular circulation
improvements needed to implement the Dream Team conceptual design (creation of a
pedestrian-, bicycle-, transit-friendly environment that also serves as an attractive
gateway to both Palo Alto and Stanford).
Assessment of real estate and development potential in the study area, including
historic preservation issues and property valuation changes due to increased access.
Evaluation of the economic impacts of the transportation improvements and improved
access to retail and services.
Cost analysis for all improvements.
The intent of the attached scope of services is to develop an implementation plan and
design that is feasible from both a transportation and an engineering perspective, while
also contributing to the quality of life in Palo Alto and on the Stanford campus. Through
development of a detailed design, including phasing plans and schedules, the visionary
objectives of the Dream Team can be made operational in increments that can be
implemented as funding opportunities arise. The SCVTA Caltrain Measure B planning
process provides one such opportunity. Others may arise through a proposed statewide
transportation bond measure and available federal TEA-21 funding.
CMR:355:99 Page 3 of 4
ATTACHMENTS
A. Scope of Services
PREPARED BY: Joseph Kott, Chief Transportation Official
DEPARTMENT HEAD:
G.GAWF
Director of Planning and
Community Environment
CITY MANAGER APPROVAL:
Assistant City Manager
cc: Planning and Transportation Commission
CMR:355:99 Page 4 of 4
ATTACHMENT A
Palo Alto lntermodal Transit Study
Conceptual Design Study
Consultant Scope of Work
Revised August 24, 1999
I.INTRODUCTION AND BACKGROUND
A.Project Goals and Objectives
The original goal of the Dream Team Urban Design Charrette of March 1995 was to transform the district
centered around the University Avenue transit station from a "generally inhospitable barrier to an inviting
connector effectively linking the downtown, the University, Sta~ford° Shopping Center and the surrounding
residential neighborhoods.~ Another important objective included %ptim~.min~g the effectiveness of the -multi-modal transportation center in servicing the surrounding communities. The City was awarded a
$200,000 Petroleum Violation Escrow Account (PVEA) grant from the state to further the design
development and implementation of the transit center and these particular objectives. The grant is now
being transferred to Stanford University and this will be "a joint project between the City of Palo Alto and
Starfford University.
More specifically, the immediate goals of that design work are to:
Improve access, safety and setting of the various transit services and facilities located in the study area,
thereby increasing levels of service, use and ridership. -
Enhance the movement of pedestrians and bicycles through the area to encourage use oft.hose modes
for travel between downtown, the University, Stanford Shopping Center, and nearby services and
employment districts including the Palo Alto Medical Foundation and the Stanford University
Medical Center.
Maintain current levels of private vehicle access to the surrounding uses through the area and
associated economic vitality.
Create a new and attractive civic space where trans.portation is prominendy featured as an important
community component.
Preserve and enhance historic resources within the area (i.e., the Southern Pacific Depot and
Mac.Arthur Park restaurant buildings, both of which are on the National Historic Register of Historic
Places).
Test the feasibility of supportive new land uses within the study area, e.g., housing and support
commercial.
Through development of designs, phasing plans and schedules, divide the visionary objectives of the
Dream Team and feasibility studies into an incremental project which can be developed in stages by
various funding sources and agencies over time.
B.StudyArea
The study area consists of the area bounded by Alma Circle to the east, Palm Drive to the west, El Camino
Park to the north and Wells Street to the south. The core area includes the Palo Alto Transit Center and
C.altrain station, proposed public garden, railroad bridge modifications, rotary street improvements, the
Stanford Plaza circle and improvements over El Camino Real. Refer to Study Area Map.
C. Consultants
Consultants will include the following:
Peter Walker and Partners, an urban design and planning consultant with expertise in large scale,
transit-oriented area plans and public works projects -
Brian Kangas Foulk (civil), Biggs Cardosa (structural) and Fehr & Peers (transportation), engineers
with experience in the design 6f large-scale public transportation projects and infrastructure planning
for large mixed-use sites
Bay Area Economics, an "urban economics consultant
Ruth Todd, Stanford University planning staff, will provide historic preservation services
II.CONSULTANT SCOPE OFWORK
A.Data Collection and Analysis
In order to develop more detailed design components, itwill be necessary to analyze certain existing factors
and project future conditions to determine the potential for improving safety and circulation through the area
and for enhancing the attractiveness of transit services now available. From these baseline conditions and
future projections, plan alternatives can be analyzed to forecast levels of improvement associated with
transportation in the area. The following work shall be performed by consultants:
1.Analysis of current traffic volumes and forecast of future traffic volumes through the study area,
,including impacts of other circulation system changes in the project vicinity (e.g. changes approved for
"the Palo Alto Medical Foundation, Sheraton Hotel expansion, Stanford/Sand Hill corridor, VTA bus
stops, bike path to Embarcadero Road, etc.).
2.Analysis of current plans for new development, facilities enhancements or code-required improvements
to identify opportunities for leveraging, packaging or coordinating with l.arger projects.
3.Development of accurate base maps at 40th scale includingright-of-way, topographic, boundary, and
infrastructure surveys of the project area. The base maps should provide enough detail to explore
feasibility of alternative conceptual plans and allow development of schematic design plans. Criteria will
be developed to define more detailed maps for preparation of construction documents in future phases.
4.Investigation of conditions and construction issues related to existing structures, especially the El
Carnino Real overpass, railroad bridge and train station.
5.Evaluation of commute mode choices of local population, nearby employees, and other users including
shoppers, patients, University visitors and event patrons within the transit services areas (both existing
and future local services).
6.Assessment of economic impacts of transportation improvements including employment growth,
deferred infrastructure improvements, and improved access to retail and services.
7.Assessment of impact on real estate and development potential, including historic preservation issues
and property values due to improved access, aesthetic enhancement of surrounding public facilities and
infra[structure, and introduction of new land uses.
Scope of Services
Palo Alto Intermodal Transit Station Project Page 2
8.Review of costs associated with previous recommendations.
9.Review ofde~aidon and conditions for historic designation of train station area and MacArthur ParkRestaurant. Determination of impact and restrictions of historical designation on future changes to the
buildings and area.
The University and City will provide consultants with as up-to-date maps as possible, including recent-
block maps and/or GIS files slqowing approximate street configurations, rights-of-way and utility locations,
and plans for roadway improvements in the vicinity of the study area (including Sand Hill corridor
projects.) In addition, the City will provide available 24-hour traffic counts and AM and PM turning
movement counts at study area intersections. The consultants will review available materials to determine
what is needed to supplement existing information to fulfill its project approach. The consultant will
co.nd.uct field observations of the project area to observe existing conditions and to verify the accuracy ofexasrang maps.
Meetings:Development Team Meeting #1
Consultant Team Meeting #1
Project Steering Committee Meetings #1 and 2
Deliverables:Working paper on data collection and analysis
Topographic survey
B.Development of Alternative Preliminary Conceptual Design Plans
The consultant team, under the direction of the program manager and supported by the Steering
Committee, will develop two conceptual plan alternatives and cost estimates that respond to the project goals
and objectives and consider the implications of the analyses. The first alternative will be the Dream Team
Phase II Preliminary Feasibility Study, dated April 5, 1994. The second alternative will be loosely based on
the Tumlin Study, dated April 1997. The two alternatives will be developed to clearly illustrate the design
solution proposed and the components of the plan, as well as cost estimates and potential phasing to
implement the improvements. Each of the alternative conceptual designs will address the following:
¯.Engineering plan elements (structural, grading, drainage and infrastructure issues)¯~Traffic and circulation plan (vehicular, bicycle, pedestrian, transit and parking needs)¯Land use/urban design plan for central and a.d,~acent streetscapes¯Economic imlpact evaluation, including identincafion of benefits to downtown and broader communityas well as ana,ysis of fiscal impacts of ongoing service costs to University, City, and transit agencies
¯ Coordination and summary of consultant cost estimates -
Meetings:Development Team Meeting #2
Consultant Team Meeting #2
Project Steering Committee Meetings #3 and 4
Review meeting with Caltrans, VTA and JPB technical staff
Planning Commission Meeting
City Council Meeting
Deliverables:Design alternatives working paper
2 Conceptual design plans
C. Draft Final Conceptual Design Plan
Taking into account the input from the Steering Committee, City Boards and Commissions, community
workshop, and professional judgment, the consultants will prepare a draft final Conceptual Design Plan for
presentation to the Palo Alto City Council that addresses infrastructure, traffic and circulation, land use,
urban design, economic elements and revised cost estimates. Consultants will formulate a financing plan
and schedule for implementation of preferred alternatives, including a description of the sources of~ft[mding
for needed infrastructure and other capital improvements, the uses of those funds, and the next steps needed
for implementation.
Scope of Services
Palo Alto Intermodal Transit Station Project Page 3
The draft final plan will be documented by a study model and a dra~ report including text, graphics,
drawings and photos, as needed to clearly convey the design concept and final cost estimates.
.Development Team Meeting #3
Consultant Team Meeting #3
Project Steering Committee Meetings #5
Review meeting with Caltrans, VTA and JPB technical staff
Community Workshop
Architectural Review Board Meeting
Planning Commission Meeting
Palo Alto City Council Meeting
Dellverables:Draft conceptual design plan and study model
Draft final report
D. Final Conceptual DesignPian
The consultants will make revisions to the detailed draft final Conceptual Design Plan to comply with
conditions of the City Council review, including revisions to cost esti..mates, if necessary.
The final recommendations will also include a draft phasing plan for implementation of the initial project
phases. Specific approaches will be identified for recommended funding programs and timelines necessary
for program qualifications, capital project initiation and delivery.
Meetings:Development Team Meeting #4
Consultant Team Meeting #4
Project Steering Committee Meeting #6
Deliverables:Final conceptual design plan, axonometric drawing, and sketches
Study model and photos
Text for final report
Final cost estimates
Phasing schedule
Implementation program
III. PROJECT PARTICIPANTS, COMMUNITY INVOLVEMENT, AND MEETINGS
A.Agencies and Institutions
Participating agencies will include:
¯
¯
¯
¯
¯
The City of Palo Alto
San Mateo County Transit (SamTrans)
Santa Clara Valley Transportation Authority (VTA)
Caltrain Joint Powers Board
Stanford University (SU is the principal landowner, the largest local employer and O-l~rator of a local
transit system, and will participate as an equal partner with the agencies.)
B. Staffing
Professional staffwith primary responsibility for coordination of the project will be provided by the City of
Palo Alto Transportation Division and Stanford University Planning Office. Stanford University will
contract with the office of Rob Wellington Quigley, FAIA, to provide program management and manage
contracts for consultant services. Maryarme Welton, program manager,, will. be res;pconsible for day-to-day
coordination between consultants, City of Palo Alto, and Stanford Umverslty. Technical staff from all of the
Scope of Services Page 4Palo Alto Intermodal Transit Station Project
agencies will be brought .... in as needed to provide expertise and input ..... in the following areas: city planning,
land use, and urban design; civil, ensaronmental and transportauon engineering; ta-ans~t planmng and
operations; real estate deve- Iopment and property management; community and government relations; and
economic planning and development.
C.Community Participants
More than fifty community members from Palo Alto and other nearby communities participated in the
original planning efforts. Three or four key individuals from that group or the community at large will be
appointed by the City Manager to resume active participation and to join staff and other officials on a
Steering Committee. In addition, the public will be invited to provide input during the design process at a
community workshop and public hearings at ARB, Planning Commission, and City Council.
D.Steering Committee
A steering committee of not more than sixteen persons will consist of officials from Stanford, the four public
agencies, three or four community representatives and one or two appointed officials from the City of Palo
Alto. The professional staff will be ex-officio and act as staffto the established Steering Committee. Steering
Committee members will be responsible for presenting the plans and providing information and updates to
their own Boards during the design process.
Meetings
The Development Team meetings will include representatives from Stanford University, the City of Palo
Alto, VTA, and consultants as needed. The purpose will be to present work completed to date, determine
direction for the next phase of work, and discuss agendas for the Steering Committee and community
workshop.
The Consultant Team meetings will be working sessions for the review and coordination of work efforts
between the different consultants. The meetings will focus on coordination of schedules, work products and
presentations, and interaction between consultants and agencies.
Steering Committee members will be appointed jointly by the University and City and may include
members of the Development Team. These meetings will be working sessions where work-to-date will be
presented and options explored for further discussion, development, and direction.
The public process will involve presentations to the Planning Commission, Architectural Review Board,
City Council, and one community workshop. Representatives as needed from ~ach consultant firm will
attend to present their portion of the work and/or to be available for questions during discussions.
Two meetings with Caltrans, VTA and JPB technical staffwill be scheduled to review the preliminary
alternatives and draft conceptual plans.
F. Schedule
The attached schedule shows a five- to six-month timeline. Specific dates for meetings and completion of
each phase will be determined once work begins.
Scope of Services Page 5Palo Alto Intermodal Transit Station Project
IV.PROCESS MANAGEMENT AND COORDINATION
A.Program Management
The contract Program Manager, Maryarme Welton, has been hired by Stanford University and will be
responsible for all-normal management activities of the project, including but not limited to:
Verifying the project scope and developing phasing and scheduling
Coordinating activities and interaction of consultants and agency staffs
Setting u.p and facilitating Steering Committee activities, the community workshop, and public
presentations
Coordinating distribution, review, modification, and acceptance of deIiverables
EL Consultant Coordination
The core staffand Program Manager will meet with design consultants to review pertinent information
including:
¯
¯
¯
¯
¯
Previous planning efforts
Requirements for the grant funding
Current local planningand development climate including political and transportation concerns
Prospects of future public funding from local, state and federal sources
Related local development and improvements previously approved or in planning phases
The Program Manager has obtained aproposal and scope of work from the consultants that indicate which
meetings are included in their scope of work and who will attend each one. The proposals identify specific
project objectives and end products geared toward immediate and long-term phased implementation of
project elements as defined in Sections I and II and that support the original objectives of improved
connections between surrounding land uses and enhanced regional transportation opportunities.
Scope of Services
Pa!o Alto Intermodal Transit Station Project
Page 6
Consultant Fee Summary
Palo Alto Intermodal Transit Station
Revised August 24, 1999
Consultant
Peter Walker &
Partners
Fehr & Peers
B~i’~n Kan.qas Foulk
Biggs Cardosa
Bay Area Economics
Qui.qley
Contingency,
Total
Meetings
24
21
13,
24
Fees
$110,745
46’,067
65,478
14,796
30,680
46,000
31,400
$345,166
Reimbur-
sables
$11,100
4,606
3,274
3O0
200
4~600~
$24,080
Total
$121,845
50,673
68,752
15,096
30,88O
50~600
31,400
$369,246
$coI~ of’Servlces Pa~ 7Palo Alto Intermo~lal Transit Stadon Project
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