HomeMy WebLinkAboutStaff Report 9866
City of Palo Alto (ID # 9866)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/17/2018
City of Palo Alto Page 1
Summary Title: Contract Amendment No. 1 with Concordia LLC
Title: Approval of Amendment Number 1 to Contract Number C18170335
With Concordia, LLC for Professional Services for Cubberley Community
Center Master Plan and Visioning to Increase the Not-to-Exceed Amount by
$43,720 and to Include Greendell School and 525 San Antonio Road Sites to
the Scope of Services; and Authorize the City Manager to Execute
Amendment Number 1 to the Mutual Cooperation and Cost Share Agreement
Between the City of Palo Alto and the Palo Alto Unified School District
Related to Cubberley Community Center Master Plan Consultants to add the
Additional Scope and Costs to the Agreement for up to $21,860; and Approve
Budget Adjustments to Fund the Amendment
From: City Manager
Lead Department: Community Services
Recommendation
Staff recommends that City Council:
1. Approve Amendment No. 1 to contract C18170335 with Concordia, LLC for
professional services for Cubberley Community Center Master Plan and Visioning
to add $43,720 to include Greendell School and 525 San Antonio Road sites in
the scope of services, for a Total Not-to-Exceed Amount of $609,692.
2. Amend the Fiscal Year 2019 Budget Appropriation Ordinance for the Cubberley
Property Infrastructure Fund by:
a. Increasing the revenue estimate from the Palo Alto Unified School
District (PAUSD) for the Cubberley Community Center Master Plan project
(CB-16001) by $21,860;
b. Increasing the Cubberley Community Center Master Plan project (CB-
16001) appropriation by $43,720; and
c. Decreasing the ending fund balance for the Cubberley Property
Infrastructure Fund by $21,860.
City of Palo Alto Page 2
3. Authorize the City Manager or designee to execute Amendment No. 1 to the
Mutual Cooperation and Cost Share Agreement Between the City of Palo Alto and
the Palo Alto Unified School District Related to Cubberley Community Center
Master Plan Consultants to add the additional scope and costs to the agreement
up to $21,860, one-half of the total amendment amount of $43,720, for a total
new cost share of up to $354,846, equal to one-half of the maximum total
project cost of $709, 692.
Background
A contract with Concordia LLC was approved by City Council on June 18, 2018 to
develop a vision and master plan for the 35-acre Cubberley site. This effort is a
collaborative co-design process between the City, PAUSD, and the community to create
a vision for Cubberley that addresses the educational and community service needs of
Palo Alto, while developing a plan that is innovative, flexible and adaptable.
On June 18, 2018, City Council also approved a cost share agreement between the City
and PAUSD for each party to share equally in consultant costs. The PAUSD Board of
Education approved the cost share agreement on June 19, 2018.
The June 18th staff report, Concordia contract and cost share agreement between the
City and PAUSD can be found here:
https://www.cityofpaloalto.org/civicax/filebank/documents/65408
Discussion
During the initial stages of the master planning process with Concordia, LLC it became
apparent that the Master Plan would not be complete without consideration and
inclusion of two properties adjacent to the Cubberley site, both owned by PAUSD.
These two properties, the Greendell School and 525 San Antonio Road total 7.7 acres
(Attachment A). Support to include these two properties into the study area for the
master plan was expressed by community members who attended the first two
community meetings, as well as members of the Parks and Recreation Commission. The
City Council members and PAUSD Board members who sit on the City-School Liaison
Committee also showed support for inclusion of these two properties at their November
15, 2018 meeting.
Integrating the Greendell School and 525 San Antonio Road properties into the scope of
work for the Master Plan is supported by the following:
• The 7.7 acres owned by PAUSD is contiguous to the 35-acre Cubberley site and
by planning these 42.7 acres together, these sites will be considered as a
cohesive whole, with the future site arranged to flexibly serve future educational
and community needs;
City of Palo Alto Page 3
• Combining the sites may create a more efficient vehicular ingress/egress by
connecting San Antonio Road to the Cubberley parking areas, relieving
congestion on Middlefield Road, and;
• Teacher housing was an identified need during the first two community
meetings, although not equally supported among all attendees. If the PAUSD
Board of Education chooses to explore 525 San Antonio Road as an option for
teacher housing, the master plan will provide valuable information for both the
PAUSD Board and the City Council on the viability of this option as it relates to
the overall Cubberley and Greendell School sites.
The incorporation of these sites will support the central goal to collaboratively develop a
community vision and master design plan for the Cubberley Community Center that is
innovative, flexible and adaptable. Adding these parcels to the scope creates more
creative synergies for programming uses and design for Cubberley. It also contributes
to the goal of the Cubberley Futures Compact to “support the development of a vision
for the future that has the maximum impact for the common good of this community.”
The impact of planning this contiguous parcel all together rather than separately will
benefit all. Overall, planning these sites together will provide more flexibility for the plan
to accomplish the educational and community needs of the City, PAUSD, and the
community.
Resource Impact
The total contract amendment amount of $43,720 will be funded as part of Capital
Improvement Project No. CB-16001 – Cubberley Community Center Master Plan. The
City’s share of the additional cost will not exceed $21,860, which is equal to one-half of
the contract amount plus one-half of the contingency amount. PAUSD will reimburse
the City for an equal amount of $21,860. The total amended contract amount with
Concordia LLC will not exceed $609,692.
The specific tasks that will require additional funds are:
Task 6: Program Integration and Design Thinking
Task 7: Development of Conceptual Designs
Task 8: Draft Cubberley Master Plan Report and Schematics
Task 12: Final Cubberley Master Plan
Environmental Review
Preparation of a master plan is considered a project under the California Environmental
Quality Act (CEQA). A CEQA document will be completed for the master plan by an
environmental planning consultant under separate contract with the City.
City of Palo Alto Page 4
Attachments:
A: Map of proposed study area
B: Amendment No. 1 to Contract No. C 18170335 Between City of Palo Alto and
Concordia, LLC for Cubberley Community Center Master Plan and Visioning
C: Amendment No. 1 to Mutual Cooperation and Cost Share Agreement
Between the CITY OF PALO ALTO and the PALO ALTO UNIFIED SCHOOL DISTRICT
Related to Cubberley Community Center Master Plan Consultants
Attachments:
• Attachment A: Cubberley, Greendell, 525_Existing site
• Attachment B: Amendment No. 1 to Concordia Agreement
• Attachment C: DRAFT COST SHARE AMENDMENT 1
12" RCP STORM
PAUSD PORTION OF CUBBERLEY
26.76 AC.
CITY OF PALO ALTO PORTION OF CUBBERLEY
7.92 AC.
GREENDELL SCHOOL (PAUSD)
4.79 AC.
525 SAN ANTONIO AVE (PAUSD)
2.62 AC.
12" RCP STORM
10' PG&E GAS M
AIN EASE
MENT
BK. 748 PG. 487
SA
N
ANTONIO AV
E
MID
DLE
FIELD
R
OAD
N
E
L
S
O
N D
RIV
E
NORTH
PROJECT NUMBER
DATEISSUES AND REVISIONS
ALL DRAWINGS AND WRITTEN MATERIAL
APPEARING HEREIN CONSTITUTE ORIGINAL
AND UNPUBLISHED WORK OF THE
ARCHITECT AND MAY NOT BE DUPLICATED,
USED, OR DISCLOSED WITHOUT WRITTEN
CONSENT OF THE ARCHITECT
SHEET TITLE
1738.00
Existing site
Cubberley
Community
Center
Enter address here
A103
1" = 100'-0"1 EXISTING SITE
4000 MIDDLEFIELD ROAD
Attachment A
AMENDMENT NO. 1 TO CONTRACT NO. C18170335
BETWEEN CITY OF PALO ALTO AND CONCORDIA, LLC
FOR CUBBERLEY COMMUNITY CENTER MASTER PLAN AND VISIONING
This Amendment No. 1 (“Amendment”) to Contract No. C18170335 (“Contract”) is entered
into as of December 17, 2018 by and between the CITY OF PALO ALTO, a California Chartered
Municipal Cooperation (“CITY”), and CONCORDIA, LLC, a Louisiana Limited Liability Company,
authorized to do business in California, located at 2016 Oretha Castle Haley Boulevard, New Orleans,
LA 70113 (“CONSULTANT”). CITY and CONSULTANT are also referred to herein collectively as
“Parties.”
RECITALS
A. The Contract was entered into between the Parties on June 20, 2018, for development of a
Cubberley Master Plan and Visioning with support and collaboration with the Palo Alto Unified
School District (PAUSD).
B. The Parties wish to amend the Contract to include two additional PAUSD properties, Greendell
School and 525 San Antonio Road into the Master Plan study area, correct a typographical error in
the dollar amount for Task 11, and increase compensation by Forty Three Thousand Seven Hundred
Twenty Dollars ($43,720), from the original contract amount of Five Hundred Sixty Five Thousand
Nine Hundred Seventy Two Dollars ($565,972).
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this
Amendment, the parties agree:
SECTION 1. Section 4 of the Contract is hereby amended to read as follows:
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”), and
reimbursable expenses, shall not exceed Five Hundred Fifty Four Thousand Two Hundred Sixty Six
Dollars ($554,266.00). CONSULTANT agrees to complete all Basic Services, which shall not exceed
Five Hundred and Six Thousand Seven Hundred Sixty Six Dollars ($506,766.00), including
reimbursable expenses, which shall not exceed an additional Forty Seven Thousand Five Hundred
Dollars ($47,500.00), within this amount. In the event Additional Services are authorized, which shall
not exceed Fifty Five Thousand Four Hundred Twenty Six Dollars ($55,426.00), the total
compensation for Basic Services, Additional Services and reimbursable expenses shall not exceed Six
Hundred Nine Thousand Six Hundred Ninety Two Dollars ($609,692.00). The applicable rates and
schedule of payment are set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES,” which is
attached to and made a part of this Agreement. Any work performed or expenses incurred for which
payment would result in a total exceeding the maximum amount of compensation set forth herein shall
be at no cost to the CITY.
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Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit “C.” CONSULTANT shall not receive any compensation for Additional Services performed
without prior written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper completion of the Project, but
which is not included within the Scope of Services described in Exhibit “A.”
SECTION 2. The following exhibits to the Contract are hereby replaced in the entirety, as
indicated below, to read as set forth in the attachments to this Amendment, all of which are hereby
incorporated into this Amendment as though fully set forth herein, and into the Contract as though fully
set forth therein, respectively, by this reference.
a. Exhibit “A”, entitled “Scope of Services”, is hereby amended and replaced in its entirety with
Exhibit A, Scope of Services, as revised and attached hereto and incorporated herein by this
reference
b. Exhibit “C”, entitled “Compensation” is hereby amended and replaced in its entirety with
Exhibit C, Compensation, as revised and attached hereto and incorporated herein by this
reference.
SECTION 3. Except as herein modified, all other provisions of the Contract, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this
Amendment on the date first above written.
CITY OF PALO ALTO
CONCORDIA, LLC
APPROVED AS TO FORM:
Attachments:
Revised Exhibits:
EXHIBIT “A”: SCOPE OF SERVICES
EXHIBIT "C": COMPENSATION
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CEO
Steven Bingler
Bobbie Hill
Partner
EXHIBIT “A”
SCOPE OF SERVICES
CUBBERLEY COMMUNITY CENTER MASTER PLAN AND VISIONING
The Scope of Services will be completed in phases with the first phase commencing on the execution
date of this Agreement. Authorization to proceed with the second phase will be provided in writing by
CITY Project Manager upon successful completion of the first phase.
Goal
To collaboratively develop a community vision and master design plan for the Cubberley
Community Center that is innovative, flexible and adaptable.
Purpose
The Cubberley Community Center is located on a 35-acre site in south Palo Alto that was previously
home to Cubberley High School until 1979. Of the 35 acres, the Palo Alto Unified School District owns
27 acres and the City of Palo Alto owns eight acres. The City leases DISTRICT’s 27 acres and operates
the community center facility including athletic fields and tennis courts on the combined 35-acre site.
The current lease between the City and DISTRICT will expire in December 2019. In March 2016, Palo
Alto’s City Manager and DISTRICT’s Superintendent signed the Cubberley Futures Compact
demonstrating their “commitment to jointly and cooperatively work toward a vision for the future that
has the maximum impact for the common good” of the Palo Alto community and future generations.
Greendell School is a 4.8-acre site adjacent to the 35-acre Cubberley site and is owned and operated by
DISTRICT. The 525 San Antonio Road site is a 2.6-acre site adjacent to Greendell School and is also
owned and operated by DISTRICT. These two properties, together totaling 7.4 acres, being contiguous
with Cubberley Community Center and part of a contiguous area of land owned by DISTRICT, are also
included in the project area and will be part of the overall community vision and master design plan for
Cubberley. The incorporation of the adjacent sites allows for more creative synergies for programming
uses and design for Cubberley. It also contributes to the goal of the Cubberley Futures Compact to
“support the development of a vision for the future that has the maximum impact for the common good
of this community.” The impact of planning this contiguous parcel all together rather than separately
will benefit all.
Both the City and DISTRICT have an interest in developing a plan for the 35-acre site and adjacent
7.4-acres sites to meet the future educational, recreational, and community needs of the City of Palo
Alto and DISTRICT. We are committed to collaborating on the future use of the entire Cubberley
site so opportunities for maximizing and sharing public space are included and the most benefit to
the community is provided. The City has a broad vision for a community center that: 1) provides a
multi-cultural learning environment; 2) supports the visual and performing arts; and 3) offers
wellness opportunities (fitness, athletics, therapeutic programs) to support the social, emotional and
physical health of people of all ages and abilities. The City is ready to define the function and form
of a new center on its eight acres and the City has established a Cubberley Community Center
Master Plan Capital Improvement Plan in the City of Palo Alto Fiscal Year 2017 Capital Budget
(Project Number CB-16001).
For DISTRICT, the overriding consideration regarding Cubberley is the need to provide for potential
future school enrollment growth. Potential DISTRICT employee housing, administrative facility
needs, and other extended educational needs are also a consideration. Current DISTRICT enrollment
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projections do not support the need for an additional school within the next 5-10 years. However,
both the proposed Stanford GUP and the City of Palo Comp Plan carry with them the risk of
enrollment growth and the requirement for additional school facilities. While there are two discreet
property-owners (City and DISTRICT) within the 35 acres, the master planning process should
recognize the benefit of planning the 35 acres collaboratively, while at the same time acknowledging
the differing potential time horizons for City and DISTRICT development.
With the assistance of a consulting firm experienced in creative and effective public engagement
design thinking processes, the City and DISTRICT will lead a collaborative group of staff from both
organizations, as well as community stakeholders in a needs assessment and master planning process.
The goal is to create an inclusive yet flexible process that can accommodate changing needs for the immediate
and long-term future of the site. The outcome will be a process that is inclusive, adaptable, and synergizes
multiple uses while meeting our timeline and shared vision.
The City and the DISTRICT are seeking a design team that will partner with the community and build
on the previous work of the Cubberley Community Advisory Committee to develop an effective and
comprehensive master plan for the Cubberley Community Center site.
Background
A Cubberley Citizens Advisory Committee (CCAC), representing a cross-section of Cubberley
tenants, city- wide neighborhoods, schools and city-wide representatives, and other relevant
organizations, was formed in 2012 to cooperatively explore all practical joint uses of the Cubberley
campus for both educational and community service needs. Four sub-committees were formed to
focus on: 1) school needs; 2) community needs; 3) facilities; and 4) finance. Additionally, a Policy
Advisory Committee consisting of City Council members and School District Board members was
created. The result of the CAC process was the recommendation that the site be designed for shared
City / School District use and for the City and the School District to work cooperatively toward a
phased development to support both school and community needs.
The Master Plan and visioning process will consider the prior work of the Cubberley Citizens
Advisory Committee (CCAC) including the Final Report of the CCAC that was completed in
2013. (http://www.cityofpaloalto.org/gov/agendas/cubberley community advisory committee.asp)
PHASE ONE
TASK 1: DEVELOP WORKPLAN
Consultant will work with City and DISTRICT staff to finalize a detailed schedule of work including
which tasks can be conducted in parallel, critical path tasks, key decision points and frequency of
regular project team meetings/conference calls. Regular coordination calls with City and DISTRICT
staff will be identified in the work plan. All existing information that will be provided by the City and
DISTRICT will be identified in this task.
Meetings to Include:
Meeting with City and DISTRICT staff to review draft scope and schedule
(Teleconference)
Regular bi-weekly coordination calls with City and DISTRICT staff
Deliverables:
Draft scope and schedule
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Final scope and schedule
Request for information letter
TASK 2: REVIEW FINAL REPORT OF THE CUBBERLEY COMMUNITY ADVISORY
COMMITTEE
Consultant will conduct a review the 2013 Final Report of the Cubberley Community Advisory
Committee and all supporting and background material, meeting notes, including subcommittee
meeting notes, and identify relevant material that will inform the Cubberley Master Plan effort.
Meetings to Include:
None
Deliverables:
None
TASK 3: DEVELOP A STAKEHOLDER AND COMMUNITY ENGAGEMENT PLAN
Consultant will develop a stakeholder and community engagement plan that will guide
community outreach during the Master Plan process, including timing of stakeholder and
community participation, and number and format of workshops and community meetings.
Consultant will recruit and train community fellows and table hosts who will support the
community engagement process. Community fellows will conduct surveys and outreach activities
to raise awareness about the community meetings and to gather information. Community fellows
will also assist with meeting facilitation as table hosts. At the meetings, they will help guide group
conversations and ensure that meetings are smooth and productive. The community fellows will
be created through a public application process with final selection of the group by the City
Manager and DISTRICT Superintendent or their designees.
Meetings to Include:
None
Deliverables:
Stakeholder and Community Engagement Plan
Final list of community fellows
TASK 4: COMMUNITY ASSET EVALUATION AND NEEDS ASSESSMENT
Consultant will conduct an evaluation of the community’s recreational, educational and cultural
assets and a needs analysis to identify opportunities for Cubberley that address community
preferences and fill existing gaps in services and programs, while maximizing public resources.
Consultant will also identify opportunities and constraints to improving connectivity between
Cubberley and nearby schools and businesses, while limiting the impact to adjacent neighborhoods.
The evaluation will use existing information to be provided by DISTRICT and City (for example;
existing uses of Cubberley Community Center, results of the City of Palo Alto’s Parks, Trails, Open
Space and Recreation Master Plan outreach efforts and Comprehensive Plan Update, DISTRICT
enrollment data and future projections, the report of the DISTRICT Enrollment Management
Advisory Committee, DISTRICT youth and extracurricular programs), as well as other relevant data
identified by consultant (for example; projected local, regional and national trends in education and
recreation). Consultant will identify where gaps exist and develop a plan to fill those gaps and
obtain additional data on needs and projections, if needed. Consultant will prepare a draft report and
a final report that consolidates the findings and recommendations of this task.
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Meetings to Include:
Cubberley program providers and other stakeholder meetings (number to be determined in
Workplan)
Presentation of final asset evaluation and needs assessment report to project team
(teleconference or local sub-consultant) Presentation to City/School Liaison Committee by local sub-consultant
Deliverables:
Small group meetings (number to be determined in Workplan), surveys, and interviews with
Cubberley program providers and other stakeholders
Presentation to City/School Liaison Committee by local sub-consultant
Draft memorandum summarizing findings of asset evaluation and needs assessment
Final asset evaluation and needs assessment report and recommendations approved by City
and DISTRICT
TASK 5: VISION, GOALS AND OPPORTUNITIES
Consultant will design and lead community meetings to develop the vision, goals, opportunities and
guiding principles that will inform the direction and desired outcomes of the master planning effort.
Community Meeting 1 will cap the Asset Evaluation and Needs Assessment Process in Task 4 and
transition to a programming brainstorm based on that information. Stakeholders and residents will
review the data, add additional information, and identify opportunities for the site. Community
members will add information and perspectives regarding existing assets and what that means for the
future of Cubberley.
Meetings to Include:
Community Meeting 1 activities, presentations, facilitation, summaries
Deliverables:
Combined with Task 6 deliverables.
TASK 6: PROGRAM INTEGRATION AND DESIGN THINKING
Using creativity and innovative tools, the workshops will generate program concepts that will
ultimately guide development of the Master Plan. Consultant will analyze the results from the
community meeting to finalize the asset evaluation and synthesize participants’ program ideas.
Working with city and Cubberley staff, consultant will begin evaluating the opportunities community-
members identified at Meeting 1. At Community Meeting 2, community members will build on
opportunities related to current and future programs to form a vision for the future of the site.
Residents at the meeting will consider programming options and give their input on what would have
the greatest community impact. The output of Meeting 2 will inform the vision statement, goals, and
program integration on the Cubberley site. After this meeting, consultant will follow-up with program
providers and other stakeholders to further refine programming for the site.
Following the meeting, consultant will develop three or more conceptual program diagrams to serve as
the basis for design in Phase 2.
Meetings to Include:
Community Meeting 2 activities, presentations, facilitation, summaries
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Small group or one-on-one meetings with program providers and other stakeholders
Presentation to the DISTRICT Board of Education and City Council on program concepts
Deliverables:
Meeting agendas, presentations and summaries
Summaries to include the vision statement and goals and summary of community input
Final Asset Evaluation and Needs Assessment
Three or more diagrammatic program concepts for the 35-acre site
PHASE TWO
TASK 7: DEVELOPMENT OF CONCEPTUAL DESIGNS
Consultant will work collaboratively with the City, DISTRICT, and community members to develop
three to six conceptual designs for a future Cubberley facility layout detailing how the site will
support the programming. The concepts will reflect the programming outcome of Phase 1. Each
conceptual design will illustrate the arrangement of different program elements such as education,
recreation, and wellness and multi-purpose, flexible spaces, and shared use spaces. These conceptual
designs will include illustrative 3D design work communicating how the buildings would house the
program and relate to one another and the surrounding area. This level of design will communicate
the function, form, and major relationships between the site elements pursuant to the program. The
scenarios will be presented to the community, commissions, City Council and DISTRICT Board of
Education for review.
At Community Meeting 3, stakeholders and community members will evaluate draft program and
design scenarios and weigh in on the pros and cons of each. After these meetings, consultant will
create a preferred conceptual design that integrates the input from the workshops and meetings.
Meetings to Include:
Community Meeting 3
Project Team Meeting
Parks and Recreation Commission
City/School Liaison Committee
City Council
DISTRICT Board of Education
Deliverables: Three to six conceptual designs in electronic, print and display formats
Presentation to Parks and Recreation Commission, City/School Liaison Committee, School
Board and City Council on facility and program concepts by local sub-consultant Community Meeting 3: activities, presentations, facilitation, summaries
TASK 8: DRAFT CUBBERLEY MASTER PLAN REPORT
Consultant will develop a Draft Master Plan Report based on the preferred conceptual design from
Task 7. The draft Master Plan will include phasing scenarios for maintaining, modifying, and
reconstructing the site and facilities and include cost estimates for each phase. Potential funding
scenarios will be included. The Draft Master Plan report will also address opportunities and
constraints related to connectivity of Cubberley Community Center with nearby schools,
neighborhoods and other community facilities.
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Meetings to Include:
City and DISTRICT Staff Project Team Meeting, including agenda, presentation and
summary
Parks and Recreation Commission
City/School Liaison Committee
DISTRICT Board of Education
City Council
Deliverables:
Staff project review meeting: agenda, presentation, and summary
Presentation to Parks and Recreation Committee by local sub-consultant
Presentation to City/School Liaison Committee by local sub-consultant
Presentation to DISTRICT Board of Education by local sub-consultant
Presentation to City Council by local sub-consultant
Administrative Draft Master Plan Report Outline
Administrative Draft Master Plan Report
Public Draft Master Plan Report
TASK 9: COMMUNITY MASTER PLAN REVIEW MEETING
After completing the Public Draft Master Plan report in Task 8, consultant will design a community-
wide review meeting (Community Meeting 4) to solicit feedback on the Draft Master Plan Report
and the site’s conceptual design. Residents will have the opportunity to give feedback and make
final recommendations on the plan development.
Meetings to Include:
Community Meeting 4
Deliverables
Community Meeting 4: activities, presentations, facilitation, summaries
TASK 10: CITY AND DISTRICT COMMISSIONS, BOARDS AND COUNCIL STUDY
SESSIONS
Consultant will develop a presentation and walk-through of the Draft Master Plan Report and site
design for the City’s Parks and Recreation Commission, Architectural Review Board, Planning and
Transportation Commission and Historical Review Board for input and feedback. Consultant will
incorporate feedback received and prepare a presentation for City Council/DISTRICT Board of
Education study session.
Meetings to Include:
Parks and Recreation Commission Study Session
Planning and Transportation Commission Study Session
Architectural Review Board Study Session
Historical Review Board Study Session
City/School Liaison Meeting
City Council and DISTRICT Board of Education Study Sessions (may be separate or
combined into one meeting)
Deliverables
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Meeting staff reports, presentations and summaries
TASK 11: CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) SUPPORT
Consultant will support the City’s consultant who will conduct the CEQA review process. Specifically,
this includes coordination and support for CEQA consultant, including requested design narrative,
drawings, diagrams, and other design-related materials.
Meetings to Include:
None
Deliverables:
None
TASK 12: FINAL CUBBERLEY MASTER PLAN
Based on the combined input of City Boards, Commissions, City Council, District Board of
Education and the community, consultant and the Staff Project Team will identify the necessary
revisions and update the Draft Master Plan Report to reflect the input received. The site’s
conceptual design will be revised in parallel as part of this effort. This revised document will be
finalized as the Revised Draft Cubberley Master Plan. This version of the document will be
presented to the City’s Commissions for their review and recommendations and to City Council for
adoption.
Meetings to Include:
Project Team Meeting
Parks and Recreation Commission Study Session
Parks and Recreation Commission Meeting
Joint City Council/DISTRICT Board of Education Meeting
City Council Meeting
DISTRICT Board of Education Meeting
Additional City Commission or DISTRICT meetings if needed
Deliverables:
Project Team meeting agenda, presentation and summary Attendance, activities, presentations, facilitation and summaries at the following meetings:
Project Team Meeting (teleconference)
Parks and Recreation Commission Study Session*
Parks and Recreation Commission Meeting*
City Council Meeting*
Additional City Commission meetings as needed*
DISTRICT Board of Education Meeting*
Joint City Council/DISTRICT Board of Education Meeting*
Administrative draft Cubberley Master Plan
Final Adopted Cubberley Master Plan
* To be presented by local sub-consultant
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Additional Services:
Additional Services for the Cubberley Master Plan may include: additional community meetings;
commission, council, board, or other public meetings; any further work outside the work detailed
in the project scope that is necessary to complete the project.
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EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit
C-1 up to the not to exceed budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below.
The CITY’s Project Manager may approve in writing the transfer of budget amounts between
any of the tasks or categories listed below provided the total compensation for Basic Services,
including reimbursable expenses, and the total compensation for Additional Services do not
exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE
AMOUNT
NOT TO EXCEED
Task 1
(Develop Work Plan)
$10,630.00
Task 2
(Review Final Report of the Cubberley Community Advisory
Committee)
$9,500.00
Task 3
(Develop a Stakeholder and Community Engagement Plan)
$5,090.00
Task 3.1
(Initial Outreach and Stakeholder Engagement)
$21,540.00
Task 4
(Community Asset Evaluation/Needs Assessment)
$36,350.00
Task 5
(Vision, Goals, & Opportunities)
$32,150.00
Task 6
(Program Integration & Design Thinking)
$65,185.00
Task 7
(Development of Conceptual Designs)
$66,013.00
Task 8
(Draft Cubberley Master Plan Report and Schematics)
$52,255.00
Task 9 $29,680.00
DocuSign Envelope ID: 6B7A414D-F4A0-4C06-BD7D-62943BAC5674
(Community Master Plan Review Meeting)
Task 10
(City and DISTRICT Commissions,
Boards and Council Study Sessions)
$23,240.00
Task 11
(California Environmental Quality Act (CEQA) Review)
$16,830.00
Task 12
(Final Cubberley Master Plan)
$39,083.00
Task 13
(Parking and traffic analysis)
$20,000.00
Task 14
(Stanford GPC Fellows Trainer)
$9,720.00
Task 15
(Cost Estimate)
$20,000.00
Task 16
(Utility and Topo Survey)
$24,500.00
Task 16
(Energy Modeling)
$25,000.00
Sub-total Basic Services $506, 766.00
Reimbursable Expenses $47,500.00
Total Basic Services and Reimbursable expenses $554,266.00
Additional Services $55,426.00
Maximum Total Compensation $609,692.00
DocuSign Envelope ID: 6B7A414D-F4A0-4C06-BD7D-62943BAC5674
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which
CONSULTANT shall be reimbursed are:
A. Travel, including transportation and meals, will be reimbursed at actual cost.
B. Printing & Materials
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $3000.00 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1. The additional services
scope, schedule and maximum compensation shall be negotiated and agreed to in writing by the
CITY’s Project Manager and CONSULTANT prior to commencement of the services. Payment
for additional services is subject to all requirements and restrictions in this Agreement.
DocuSign Envelope ID: 6B7A414D-F4A0-4C06-BD7D-62943BAC5674
Certificate Of Completion
Envelope Id: 6B7A414DF4A04C06BD7D62943BAC5674 Status: Completed
Subject: Correction to C18170335 Concordia Amendment 1 (TS 11-28).pdf
Source Envelope:
Document Pages: 13 Signatures: 2 Envelope Originator:
Certificate Pages: 2 Initials: 0 Christopher Anastole
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
chris.anastole@cityofpaloalto.org
IP Address: 12.220.157.20
Record Tracking
Status: Original
12/4/2018 11:47:15 AM
Holder: Christopher Anastole
chris.anastole@cityofpaloalto.org
Location: DocuSign
Security Appliance Status: Connected Pool: City of Palo Alto
Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign
Signer Events Signature Timestamp
Steven Bingler
sbingler@concordia.com
CEO
Security Level: Email, Account Authentication
(None)Signature Adoption: Drawn on Device
Using IP Address: 98.172.52.174
Signed using mobile
Sent: 12/4/2018 1:11:14 PM
Viewed: 12/4/2018 2:06:21 PM
Signed: 12/4/2018 2:07:50 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Bobbie Hill
bhill@concordia.com
Partner
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 98.172.52.174
Sent: 12/4/2018 2:07:52 PM
Viewed: 12/4/2018 2:34:39 PM
Signed: 12/4/2018 2:35:15 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Kristen O'Kane
Kristen.O'Kane@CityofPaloAlto.org
Assistant Director
Security Level: Email, Account Authentication
(None)
Sent: 12/4/2018 2:35:17 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 12/4/2018 2:35:18 PM
Certified Delivered Security Checked 12/4/2018 2:35:18 PM
Signing Complete Security Checked 12/4/2018 2:35:18 PM
Completed Security Checked 12/4/2018 2:35:18 PM
Payment Events Status Timestamps
Attachment C
AMENDMENT NO. 1 Mutual Cooperation and Cost Share Agreement
Between the CITY OF PALO ALTO and the PALO ALTO UNIFIED SCHOOL
DISTRICT
Related to Cubberley Community Center Master Plan Consultants
This Amendment No. 1 (“Amendment”) to Mutual Cooperation and Cost Share Agreement (the
“Agreement”) is entered into as of December 17, 2018 by and between the CITY OF PALO
ALTO, a California Chartered Municipal Cooperation (the “CITY”), and PALO ALTO
UNIFIED SCHOOL DISTRICT, a California unified school district organized and existing
under the Laws of the State of California (the “DISTRICT”) (each, a “Party,” and collectively,
the “Parties).
RECITALS
A. The Agreement was entered into between the Parties on June 20, 2018, to hire a consultant,
Concordia, LLC (“CONSULTANT”) to assist with the development of a Cubberley Master
Plan and to share in the costs of CONSULTANT.
B. The Parties wish to amend the CONSULTANT Contract to expand the Scope of Services to
include two additional PAUSD properties, Greendell School and 525 San Antonio Road into
the Master Plan study area.
C. The Parties have mutually agreed to increase compensation for the additional Scope of
Services by Thirty Nine Thousand Seven Hundred Forty Six Dollars ($39,746), plus a
contingency of $3,974 for additional services, from the original total contract amount of Five
Hundred Sixty Five Thousand Nine Hundred Seventy Two Dollars ($565,972). The total
CONSULTANT cost shall not exceed $609,692.
D. The collaboration is supported through the remittance of $21,860 from the DISTRICT to the
CITY, which is equal to one-half of the AMENDMENT amount and contingency allowance.
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Attachment C
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this
Amendment, the parties agree:
SECTION 1. Section 3 (“RESPONSIBILITIES OF DISTRICT’) of the Agreement is
hereby amended to read as follows:
SECTION 3. RESPONSIBILITIES OF DISTRICT
3.1 The DISTRICT will remit $304,846 within 30 days of approval of the
Consultant Agreement by the Palo Alto City Council and Palo Alto Unified
School District Board of Education. The remittance of $304,846 shall be in
satisfaction of one-half of the not-to-exceed amount of the Consultant
Agreement with CONSULTANT including one-half of the maximum
contingency allowance if additional services are authorized pursuant to the
Consultant Agreement.
3.2 Additional services subject to the contingency amount shall be approved in
writing by the DISTRICT and CITY prior to CITY authorizing consultant to
perform the additional services. The cost of additional services to the
DISTRICT shall not exceed $27,713.
3.3 The DISTRICT will provide staff support for the entirety of the master
planning process. Staff support includes, but is not limited to:
3.3.1 Assign DISTRICT staff to represent both the facility and educational
needs of the DISTRICT.
3.3.2 Provide DISTRICT representation at all visioning workshops,
stakeholder meetings and community meetings.
3.3.3 Review all CONSULTANT deliverables by due date so as not to
impact the overall project schedule.
3.3.4 Any other Task in the Consultant Agreement that includes
DISTRICT participation.
3.4 The DISTRICT’s Board of Education will represent the DISTRICT for all
purposes under this Agreement. The DISTRICT’S Capital Bond Manager
shall supervise the progress and execution of this Agreement.
3.5 The DISTRICT will not assign additional tasks to CONSULTANT beyond
the scope of the Consultant Agreement.
Attachment C
SECTION 2. Section 4 (“RESPONSIBILITIES OF CITY”) of the Agreement is hereby
amended to read as follows:
SECTION 4. RESPONSIBILITIES OF CITY
4.1 The CITY will negotiate a professional services agreement with
CONSULTANT in an amount not to exceed $609,692 and recommend
City Council approval of the Consultant Agreement.
4.2 The CITY will fund one-half of the cost of the Consultant Agreement.
4.3 In the event CONSULTANT’s services total less than $554,266, CITY
shall reimburse DISTRICT its one-half (1/2) share of the unused portion of
said amount within thirty (30) days of final payment to CONSULTANT. In
the event CONSULTANT’s additional work subject to the contingency
amount is less than $55,426, CITY shall reimburse DISTRICT its one-half
(1/2) share of the unused portion of said amount within thirty (30) days of
final payment to CONSULTANT.
4.4 The CITY will review invoices and submit for payment within time
designated in Consultant Agreement.
4.5 The CITY will provide staff support for the entirety of the master planning
process. Staff support includes, but is not limited to:
4.5.1 Assign a Project Manager who will be the lead on contract
administration, tracking budget and schedule, primary liaison with
CONSULTANT and have overall responsibility for the project’s
success.
4.5.2 Assign CITY staff who represent the facilities, recreation,
visual and performing arts, and other needs of the CITY.
4.5.3 Provide CITY representation at all visioning workshops,
stakeholder meetings and community meetings.
4.5.4 Review all CONSULTANT deliverables by due date so as
not to impact the overall project schedule.
4.5.6 Any other Task in the Consultant Agreement that includes
CITY participation.
4.6 The CITY will not assign additional tasks to CONSULTANT outside the
scope of the Agreement.
Attachment C
4.7 The CITY will not revise or amend the Consultant Agreement without prior
written approval from the DISTRICT.
4.8 The CITY will not approve additional services to be paid with contingency
funds without prior written approval from the DISTRICT. The CITY will
fund one-half the cost of additional services.
4.9 The CITY will negotiate a professional services agreement with a separate
consultant for CEQA review of the Cubberley Community Center Master
Plan, for a cost not to exceed $100,000 unless otherwise agreed to by the
Parties. The CITY will fund one-half of the cost of the CEQA contract and
the DISTRICT will fund one-half.
4.10 Upon CONSULTANT’s filing with CITY of a certificate evidencing
insurance under the Consultant Agreement that names both CITY and
DISTRICT as additional insureds, City shall promptly provide DISTRICT
with a copy of such certificate.
SECTION 3. Except as herein modified, all other provisions of the Agreement, including
any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed
this Amendment on the date first above written.
APPROVED AS TO FORM: CITY OF PALO ALTO
___________________________ __________________________
Deputy City Attorney Deputy City Manager
APPROVED: PALO ALTO UNIFIED
SCHOOL DISTRICT
__________________________
Director of Administrative By: _______________________
Services
Attachment C
Name: ______________________
Title: _____________________
Taxpayer Identification No.
94-2168440
Attachment: Mutual Cooperation and Cost Share Agreement Between the CITY OF PALO
ALTO and the PALO ALTO UNIFIED SCHOOL DISTRICT Related to Cubberley Community
Center Master Plan Consultants