HomeMy WebLinkAboutStaff Report 14389
City of Palo Alto (ID # 14389)
City Council Staff Report
Meeting Date: 6/21/2022 Report Type: Consent Calendar
City of Palo Alto Page 1
Title: Approval of Amendment Number 2 to Contract #C21180324 with
Canopy to Add to the Scope of Services, Extend the Term through June 30,
2024, and Increase the Not-to-Exceed Amount of the Contract by $742,210,
for a New Not to Exceed Amount of $967,720; and Approval of a Budget
Amendment in the General Fund in FY 2023
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1. Approve and authorize the City Manager or their designee to execute
Amendment No. 2 to contract Number C21180324 with Canopy, to add to the
scope of services, extend the contract term through June 30, 2024, and increase
the not-to-exceed amount of the contract by $742,210, for a new total not-to-
exceed amount of $967,720, for the provision of services to support the
implementation of Urban Forest Master Plan programs; and
2. Amend the Fiscal Year 2023 Budget Appropriation for the General Fund (2/3 vote
needed) by:
a. Increasing the Public Works Department Public Services Division
Operating Budget by $85,000; and
b. Decreasing the Tree Preservation Deposits Account by $85,000.
Background
Canopy was created in 1996 to support Palo Alto’s Urban Forestry Section and engage residents
through its tree and tree care education activities. Since becoming an independent 501(c)(3)
non-profit corporation in 2002, Canopy has greatly expanded its programs of tree planning and
planting, stewardship, hands-on learning, and environmental education. Since the early 2000s,
the City has contracted with Canopy, with a primary focus on assisting the City with projects
and outreach to support and expand a healthy and sustainable urban forest.
In 2020, City Council approved a one-year, sole source contract with Canopy (CMR #10882) to
support Palo Alto’s urban forestry programs by serving as a comprehensive information source
on trees, educating and motivating Palo Alto residents to plant, care for, and celebrate trees,
and assisting the City with special projects associated with the Urban Forest Master Plan
City of Palo Alto Page 2
(UFMP). The contract’s term expiration was extended via Amendment No. 11 to June 7, 2022 at
no additional cost to the City.
Discussion
The proposed Amendment No. 2 will add to the scope of services, extend the term through
June 30, 2024, and increase the not-to-exceed amount of the contract by $742,210, for a new
not to exceed amount of $967,720. The existing contract was structured initially as a one-year
contract and maintained the hourly contract rates from the previous contract. This was agreed
to by both parties as a way to respond to the uncertainty around the COVID-19 pandemic and
the budget concerns the City was facing at the time. Previous contracts with Canopy for similar
services have all been structured as multi-year contracts. It should also be noted that the hourly
rates have not increased for these services for the last five years. Amendment No. 2 includes a
4.2 percent average annual price escalation for basic services in Fiscal Years 2023 and 2024..
Fiscal Year 2023 marks the eighth (8) year of the UFMP implementation. The Great Oak Count
and the Preferred and Restricted Species List are scheduled to be completed in year eight and
these two programs complete or support the completion of 11 total UFMP programs.2
Additional project scope and funding are also included in this amendment for continued work
on the South Palo Alto Tree Initiative. Important new UFMP projects in this amendment include
a targeted marketing and outreach campaign for the updated Tree Protection Ordinance (UFMP
programs 6.D.iii, 6.C.i, 4.A.vii, 6.B.viii) and a new digital tree health survey for the South Palo
Alto Tree Initiative (UFMP programs 5.B.i, 6.D.ii).
The marketing and outreach campaign will be focused on updating the public, local arborists,
and the development community about the new rules and requirements contained in the
updated Tree Protection Ordinance and the new Tree and Landscape Technical manual. This
outreach and education component is critical to the success of the updated ordinance.
The new digital tree health survey for the South Palo Alto Tree Initiative is a two-year pilot
program intended to gather tree health data for recently planted trees. If successful, the
program model could be expanded in future contracts to cover a larger portion of the City. The
information collected will be used to analyze the effectiveness of various components of the
South Palo Alto Tree Initiative and inform future decision making.
Contract Item
Original Contract Amount (for
December 2020-June 2022)
Amendment #2 Amount
(July 2022-June 2024)
Totals
Great Oak Count $ 30,000 $ 87,000 $ 117,000
P&R Species List $ 25,000 $ 15,000 $ 40,000
SPA Tree planting & young tree
care activities $112,300 $245,000 $ 357,300
1 https://www.cityofpaloalto.org//files/assets/public/public-works/tree-section/new-folder/contracts/c21180324-
canopy_amendment-1_fully-executed.pdf
2 The UFMP programs referenced are: 1.A.ii, 1.A.iii, 1.A.iv, 1.B.i, 2.A.i, 2.A.ii, 2.A.vii, 3.A.i, 4.A.xi, 6.B.iv, 6.J.vii
City of Palo Alto Page 3
Ordinance Outreach &
Education N/A $ 80,000 $ 80,000
SPA Digital Tree Health Survey N/A $ 34,000 $ 34,000
Basic Services $ 58,210 $281,210 $ 339,420
Totals $225,510 $742,210 $967,720
Canopy is well established with the residents of Palo Alto and has the expertise, experience,
professional stature, and key personnel to provide these services. Canopy is uniquely qualified
as a non-profit organization to connect projects and programs with cooperating agencies and
organizations to leverage funding and increase the effectiveness of projects and outreach.
During the previous three-year contract period (FY 2017-FY 2019), Canopy leveraged $981,088
in funding (predominantly through donation of volunteer hours). While there are other Bay
Area environmental nonprofit groups, none have Canopy’s combination of deep arboricultural
background, robust educational framework, and strong local volunteer base. For these reasons,
staff believes there is no adequate substitute or equivalent provider for the services required.
Alternatively, a Request for Proposal (RFP) process could be completed to solicit proposals from
any agency in this space, however, staff does not recommend this based on the reasons noted
above.
This contract is on the City’s professional services template, which permits the City to terminate
without cause/for convenience by providing written notice to the contractor. In the event the
City finds itself facing a challenging budget situation, and it is determined that City resources
need to be refocused elsewhere, the City can terminate for convenience. Other options include
termination due to non-appropriation of funds or amending the contract to reduce the cost, for
example, by reducing the scope of work.
Resource Impact
Funding for a majority of this contract will be available in the Fiscal Year 2023 Operating Budget
for the Public Works, Community Services, and Utilities Departments, based upon Council’s
adoption of the Fiscal Year 2023 Budget on June 20, 2022.
Department
Original
Contract
Funding
FY22
Funding
FY23
Funding
FY24
Funding
Updated
Contract
Total
Public Works
Department $129,510 $231,710 $198,400 $ 79,100 $638,720
Forestry Fund $ 75,000 $ 0 $ 85,000 $ 85,000 $245,000
Community
Services
Department
$ 6,000 $ 6,000 $ 6,000 $ 6,000 $24,000
Utilities
Department $ 15,000 $ 15,000 $ 15,000 $ 15,000 $60,000
Totals $225,510 $252,710 $304,400 $185,100 $967,720
City of Palo Alto Page 4
Funding in this amendment for Goal D.3 (Program 1.D.i), South Palo Alto Tree Planting, will be
funded by a withdrawal of $85,000 from the Tree Preservation Deposits Account (#62660) in
Fiscal Year 2023. This would leave a balance of approximately $185,126 in the Tree Preservation
Deposits Account. Subsequent years of the contract are subject to appropriation of funds
through the annual budget process.
Policy Implications
This recommendation does not represent any change to existing City policies. Projects
contained in this amendment help support goals and programs included in the Urban Forest
Master Plan, the updated Tree Protection Ordinance (Title 8 of PAMC), the 2030
Comprehensive Plan and the Sustainability and Climate Action Plan. It should be noted that in
parallel with this contract amendment, the Policy & Services Committee recently reviewed an
audit of the City’s nonprofit partnership agreements. The recommended extension term will
enable future agreements to conform to future policy changes recommended by the audit.
Stakeholder Engagement
Stakeholder engagement is an ongoing component of this contract. Many programs included in
the contract (South Palo Alto Tree Planting, Great Oak Count, general Urban Forestry Education
and Outreach) have an outreach/engagement component included as part of the
implementation process. This allows Canopy and the City to inform stakeholders of projects and
programs, incorporate stakeholder feedback into implementation plans, and engage
stakeholders directly as volunteers and participants in growing and maintaining our Urban
Forest.
Environmental Review
The recommended action is exempt from review under the California Environmental Quality
Act (CEQA) pursuant to CEQA Guidelines Section 15301(h) (maintenance of existing landscape).
Attachments:
• C21180324 Canopy_Amendment 2_Partially Executed_REV1
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AMENDMENT NO. 2 TO CONTRACT NO. C21180324
BETWEEN THE CITY OF PALO ALTO AND CANOPY
FOR PROFESSIONAL SERVICES
This Amendment No. 2 (this “Amendment”) to Contract No. C21180324 (the “Contract”
as defined below) is entered into as of June 21, 2022, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and CANOPY, a California corporation,
located at 3921 East Bayshore Road, Palo Alto, CA 94303 (“CONSULTANT”). CITY and
CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties
hereto for the provision of helping support Palo Alto's urban forestry programs by implementing
programs of the Urban Forest Master Plan, improving canopy equity between north and south
Palo Alto, and educating the public about trees in connection with the Project (the "Services"),
as detailed therein.
B. The Parties entered into Amendment No. 1 to extend the contract term by six (6)
additional months, through June 6, 2022, with no additional cost to the CITY.
C. The Parties now wish to amend the Contract in order to extend the contract term
through June 30, 2024, add to the scope of services, and increase not-to-exceed compensation
by Seven Hundred Forty-Two Thousand Two Hundred Ten Dollars ($742,210), from Two Hundred
Twenty-Five Thousand Five Hundred Ten Dollars ($225,510) to a new total not-to-exceed
compensation of Nine Hundred Sixty-Seven Thousand Seven Hundred Twenty Dollars ($967,720),
as detailed herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C21180324 between
CONSULTANT and CITY, dated December 7, 2020, as amended by:
Amendment No. 1, dated December 6, 2021.
b. Other Terms. Capitalized terms used and not defined in this Amendment shall
have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2, “TERM,” of the Contract is hereby amended to read as follows:
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“The term of this Agreement shall be from the date of its full execution through June 30,
2024 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 3. Section 4, “NOT TO EXCEED COMPENSATION,” of the Contract is hereby
amended to read as follows:
“The compensation to be paid to CONSULTANT for performance of the Services described
in Exhibit “A” (also referred to herein as the “Basic Services”), and any specified reimbursable
expenses, shall not exceed Nine Hundred Sixty-Seven Thousand Seven Hundred Twenty Dollars
($967,720), as detailed in Exhibit “C”. CONSULTANT agrees to complete all Basic Services,
including any specified reimbursable expenses, within this amount. The applicable rate schedule
is set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a
part of this Agreement. Any work performed or expenses incurred for which payment would
result in a total exceeding the maximum amount of compensation set forth herein shall be at no
cost to the CITY.
Additional Services, if any, shall be authorized in accordance with and subject to the
provisions of Section 27.4 regarding amendments to this Agreement. CONSULTANT shall not
receive any compensation for Additional Services performed without the prior written
authorization of CITY per Section 27.4. “Additional Services” shall mean any work that is
determined by CITY to be necessary for the proper completion of the Project, but which is not
included within the Scope of Services described at Exhibit “A”. “
SECTION 4. The following exhibits to the Contract are hereby amended or added, as
indicated below, to read as set forth in the attachments to this Amendment, which are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 2”, AMENDED, REPLACES
PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2”, AMENDED,
REPLACES PREVIOUS.
c. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 2”, AMENDED, REPLACES
PREVIOUS.
d. Exhibit “C-1” entitled “SCHEDULE OF RATES, AMENDMENT NO. 2”, AMENDED,
REPLACES PREVIOUS.
SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
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(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
______________________________
City Manager
APPROVED AS TO FORM:
_______________________________
City Attorney or Designee
CANOPY
Officer 1
By:____________________________
Name:_________________________
Title:__________________________
Officer 2
By:____________________________
Name:_________________________
Title:__________________________
Attachments:
Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 2” (AMENDED, REPLACES
PREVIOUS)
Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO.2” (AMENDED, REPLACES
PREVIOUS)
Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 2” (AMENDED, REPLACES PREVIOUS)
Exhibit “C-1” entitled “SCHEDULE OF RATES, AMENDMENT NO. 2” (AMENDED, REPLACES
PREVIOUS)
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Kammy Lo, Board of Directors Chair
Chair, Board of Directors
Catherine Martineau, Executive Director/CFO
Executive Director
Vers.: Aug. 5, 2019
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EXHIBIT “A”
SCOPE OF SERVICES, AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)
CONSULTANT will provide the Services detailed in this Exhibit A (Scope of Services) in accordance
with the provisions of this Agreement.
1.1 The responsibilities of the CITY will include the following:
CITY Arborists, Urban Forestry and Community Services Department staff will coordinate and
cooperate with CONSULTANT to facilitate special events such as the annual Mayor’s tree
planting, Arbor Day event(s) public right-of-way plantings, Young Tree Care Survey, Right Tree
Right Place program and CITY-wide educational events. CITY staff will be responsible for locating
and preparing planting sites for these events.
1.2 CONSULTANT’s Responsibilities. CONSULTANT shall perform the following Services, as
further detailed in the Action Plans below:
A. Serve as a comprehensive information source about Palo Alto’s trees.
B. Educate and motivate Palo Alto residents to plant, steward, and celebrate trees.
C. Maintain an organization with a credible, professional identity and high public
visibility in support of the Palo Alto urban forest.
D. Assist the City of Palo Alto in its planning and performance of routine urban forestry
programs on an ongoing basis and special projects associated with the Urban Forest
Master Plan (UFMP), specified herein.
E. Advocate for Palo Alto’s urban forest, within certain limitations as detailed below at
“Goal E.”
F. Conduct an assessment of recently planted street trees and assist with a locally-
sourced carbon credit project.
G. Administer Palo Alto Utility Department’s Right Tree in the Right Place Program
(RTRP).
Action Plans
CONSULTANT shall perform the Services as follows:
Goal A: Serve as a comprehensive information source about Palo Alto’s trees.
1. Provide, and perform timely updates to, comprehensive information on Palo Alto’s
trees on the CONSULTANT’s website www.canopy.org. Report quarterly on the
number of visits to the website, total number of page views, and traffic numbers by
page title. Provide the percentage of traffic generated through key word searches.
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2. Operate and publicize CONSULTANT’s information and referral “Tree Hotline” where
people can phone in or email to ask specific questions about trees. Report quarterly
on the number of calls fielded by CONSULTANT’s staff.
3. Maintain an online, searchable arborist list of ISA Certified Arborists for distribution
to the community
4. Maintain and enhance the CONSULTANT’s online Tree Library.
5. Develop the “Preferred and Restricted Species List” (Program 1.A.ii of the UFMP).
6. Develop site specific species selection protocols to complement the “Preferred and
Restricted Species List” such as including a list of tree species acceptable for use in
areas where recycled water is or may be used for irrigation (Program 1.A.iii, and 2.C.iii
of the UFMP).
Goal B: Educate and motivate Palo Alto residents to plant, care for, and celebrate trees.
1. Prepare, plan and schedule at least ten educational tree walks over the contract term,
including a quarterly ‘themed’ tree walk in various neighborhoods led by
knowledgeable arborists. Update guideline materials for lead arborists and
CONSULTANT representatives. Report quarterly on the number of walks conducted,
walk locations, and number of attendees.
2. Prepare and schedule at least two public educational programs about trees and/or
tree care each year including Arbor Day, Planting Leader Training, Tree Care Training
and current relevant topics.
3. Partner with the City of Palo Alto Utilities Department (CPAU) to provide educational
materials at area community fairs and events and produce new material on subjects
such as tree maintenance, mistakes to avoid, and watering guidelines as needed.
4. Assist the CITY’s Public Works, Urban Forestry Section by distributing CONSULTANT’s
“Young Tree Care” pamphlet to residents and businesses where new trees were
planted.
5. Mail the “Save Our Water and Our Trees” reminder postcard at least once during each
summer to each resident with a street tree planted in the last five years. Post the
“Save Our Water and Our Trees” banner in a prominent area of the CITY.
6. Publish and distribute an annual report to the community. Publish monthly TreEnews
electronic newsletters. Report quarterly on the number of issues published and types
of social media utilized to host TreEnews.
7. Use community events in the field as opportunities to educate participants in proper
tree planting and maintenance techniques. Provide volunteer field services for up to
100 public trees. These services may include coordination of community events for
planting new trees and care for young trees.
8. Serve as a liaison to the Palo Alto School District (PAUSD) to increase awareness of the
value of the trees on school district land, which could include educational events for
students.
9. Organize the annual Mayor’s Tree Planting event.
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10. Comply with all applicable legal and regulatory requirements regarding working with
minors, where applicable (including, for example, but not limited to, conducting all
required background checks and health screenings).
11. Conduct at least two community plantings per year with trees funded by the CITY.
Regularly inspect and report problems or concerns about the trees in a format
compatible with Tree Plotter, the CITY’s urban forestry crowdsourcing data platform.
12. Assist the CITY in developing open portals for data entry as a way of engaging the
community as partners in stewardship and improving data currency and accuracy;
UFMP Program 4.G.iii.
13. Report quarterly on programs including but not limited to tree planting, tree care and
education. Provide details on activities, volunteer numbers and hours, educational
materials, youth and adult education and outreach.
Goal C: Maintain an organization with a credible, professional identity and high visibility in
support of the Palo Alto urban forest. Leverage CITY funding to CONSULTANT with funding from
other sources.
1. Conduct donor and membership recruitment to leverage this Agreement and help
ensure a broad base of support for the activities relating to the Palo Alto urban forest.
2. Seek participation and support from the commercial and industrial community.
3. Maintain and implement communications strategies.
4. Seek other financial support (e.g., grants) outside of CITY government to provide
increased services to the community and to increase public involvement.
5. Report quarterly on the governance, operations and capacity building to engage new
member and increase efficiency.
Goal D: Assist the City of Palo Alto in its planning and performance of routine urban forestry
programs on an ongoing basis and with special projects associated with the UFMP.
1. Distribute timely updates about UFMP programs and initiatives to the public via
CONSULTANT media sites; Programs 3.A.i. and 3.A.iii of the UFMP.
2. Implement a strategy to increase the number of trees in south Palo Alto by 1,000 over
the term of the contract, including at least three community tree plantings a year. This
contract includes funding for the planting of 530 trees; Program 1.D.i. of the UFMP.
CONSULTANT’s responsibilities will include:
a. Conducting at least 3 community tree planting events annually.
Identifying all planting sites
Contacting property owners
Creating species lists
Securing trees at nurseries and coordinating their delivery to Palo Alto
Field verifying planting sites and notifying Underground Service Alert (USA)
prior to excavation*
Purchasing trees and associated planting materials (stakes and ties)
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Creating and distributing outreach and/or marketing materials to property
owners
Educating property owners about tree planting including species selection,
proper planting techniques, post-planting care, and entering the tree
information into the crowdsourced software system.
Coordinating the planting of trees
Collecting all refuse materials from planting sites and delivering them to a
CITY-designated pickup site
Caring for the newly planted trees through the establishment period
b. Administering the CITY’s crowdsource software platform, Tree Plotter, to
encourage private property owners to enter information about newly planted
trees and catalog trees not planted through community tree planting events.
The CITY’s responsibilities will include:
Compiling south Palo Alto right-of-way planting site information and
distributing it to CONSULTANT’s Project Coordinator in a timely fashion
Staging and watering nursery trees from nursery delivery until planting day
Delivering ‘No Parking’ signs and mulch to a pre-designated staging area, and
trees to planting sites
Picking up refuse materials (nursery stakes, buckets, extra soil, turf and
grass) at a pre-designated site post-planting
Assisting with information about trees planted on private property
submitted as part of required landscape plans
3. The Great Oak Count: Urban Forest Master Plan Programs 2.A.i, 2.A.ii, 2.A.vii, 4.A.xi.
The primary goal of the Great Oak Count is to update the Oakwell Survey in order to
assess changes in Palo Alto’s native oak population since 1997, evaluate their health,
recommend actions to improve conditions, and evaluate gaps and opportunities. The
analysis of the oak population’s evolution combined with the historical oak removal
permit data, conducted in partnership with the San Francisco Estuary Institute (SFEI),
will help understand patterns and evaluate the effectiveness of the Palo Alto native
oak tree protection ordinance adopted in 1996 and provide a basis for developing a
plan to re-oak Palo Alto.
Additional goals include:
1. Engaging Palo Alto residents, property owners, landscaping firms, real estate
agents, and other audiences, in the appreciation and care for the precious
resource resilient and climate-adapted native oaks represent;
2. Addressing scientific questions about how native trees provide ecological
and ecosystem services in urban areas and how native oaks, in particular,
can combat climate change through long term carbon sequestration at a
relatively low water cost.
a. STRATEGY and METHODOLOGY
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Engage the public through interactions with volunteers, the Native
Oak Tree Care door hanger, and online educational resources.
Provide fun and valuable experiences to volunteers with the goal of
obtaining high-quality data and fostering an understanding and
appreciation for native oaks and their care, and inspire participation
in re-oaking efforts.
Train “Oak Spotters” and “Tree Plotters” in group events where
youth and adults use their skills to contribute to data collection.
Partner with SFEI to perform sophisticated analysis of data collected
in real-time.
Partner with Acterra, Audubon, and California Native Plant Society
to develop educational materials and workshops on native oak
woodland ecosystems and tree species in the urban landscape for
the public and urban forestry staff.
Use equipment such as mobile devices and measuring tapes to
produce accurate data collection.
Record data in the Tree-Plotter open data platform.
b. DELIVERABLES
Engage 250 volunteers, and provide training for the Surveyor” and
“Survey Leader” positions.
Survey 6,750 oaks, which is 75 percent of the estimated total
number of oaks (assuming there are still about 9,000 oaks to survey,
based on OakWell Survey data)
Tree Plotter enhancement to share the Great Oak Count data with
community members, students, decision-makers, City of Palo Alto
Staff, and researchers.
Integration of the oak-related tree removal permit historical data
into the Great Oak Count (and in Tree Plotter), and analysis of
permit patterns to inform the assessment of the effectiveness of the
tree protection ordinance.
Interim results and outreach material to share them with
stakeholders.
Quarterly report on activities.
4. Preferred and Restricted Species List: Urban Forest Master Plan Programs 1.A.ii, 6.J.vii,
3.A.i, 1.A.iii, 6.B.iv, 1.B.i, 1.A.iv. A Preferred and Restricted Species List will be a helpful
tool for staff and property owners, and will benefit South Palo Alto properties. The list
will acknowledge differing priorities for public and private trees on different property
types, and will consider many tree characteristics in order to create a dynamic and
long-lasting tool. Following the creation of this list, site- specific species selection
protocols will be developed and shaped into a tool for practical use. Prioritizing
species diversity and compatibility with the CITY Sustainability Plan, and then sharing
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these tree lists with local commercial tree providers in order to encourage stocking of
appropriate tree species. In collaboration with CITY staff and stakeholders
CONTRACTOR will develop a “Preferred and Restricted Species List”. It will consist of
two components: 1. a criteria-based filtering tool and 2. actual lists, current instances
obtained by applying the filters. Stakeholders will include various CITY departments
and teams such as the Office of Sustainability and the List will include consideration
for the golf course, parks, preserves, open space, and other sites, to encourage the
use of appropriate species for these sites.
a. STRATEGY and METHODOLOGY
Take advantage of currently available tools such as the Canopy
Tree Library
In partnership with CITY staff, define the specs of the preferred
and restricted tree species list, including the type of publication
Devise a plan and timeline for the creation of the list
Following the creation of this list, site-specific species selection
protocols will be developed and shaped into a tool for practical
use, prioritizing species diversity and compatibility with the
CITY Sustainability Plan
Outreach: The outreach component of this program is
incorporated in Goal D.6.
b. DELIVERABLES
List of trees that are “preferred” and “restricted”
Species selection protocols, displayed in an online tool, and
including rating of query results along the “best fit for specific
site” criterion.
Outreach materials
Quarterly report on activities.
5. Education, Outreach, and Marketing Campaign - Urban Forest Master Plan Programs
1.B.i, 2.A.vii, 2.A.viii and augmenting program delivery already occurring for 6.D.ii,,
6.D.iii
Several UFMP programs address the City Council priority of correcting the disparity in
tree canopy cover between North and South Palo Alto. Following the assessment and
analysis of the disparity (Programs 6.D.i), the South Palo Alto Tree Initiative was
launched to plant new trees in Palo Alto (Programs 6.D.ii). Program 6.D.iii is
complementary to the planting effort and aims to “ensure that staff and contractors
performing maintenance tasks in South Palo Alto know that preserving and increasing
canopy - and focus on native and introduced climate-adaptive species - in South Palo
Alto is a CITY priority.”
CONTRACTOR will design, plan, and implement a communication campaign to
educate the public, tree service companies, nurseries, realtors, and developers on
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Palo Alto’s focus on urban tree canopy sustainability and current and/or updated
regulations and guidelines.
a. STRATEGY and METHODOLOGY
Take advantage of the current heightened level of interest in
trees and their role in combating and mitigating climate change
and associated urban heat island, to raise awareness in the
community.
Use the occasion of the update of the tree protection ordinance
(Title 8), the publication of the new Landscape and Tree Technical
Manual, and the launch of the Preferred and Restricted Tree
Species list, to inform target audiences of the updated
regulations and guidelines in Palo Alto.
Use a variety of outreach means, such as emails, electronic
newsletters, mailings, social media, printed media, and live
events to reach out and educate targeted audiences.
b. DELIVERABLES
Outreach materials and Ads (including design and printing)
Presentation development
Coordination with stakeholder groups, program planning, and
public engagement
Blog posts, communications and promotional materials about
Urban Forest Master Plan to public
Update vendors, tree care companies, and Hire and Arborist
search engine on Canopy’s website
Updated tree care brochure
Quarterly report on activities.
6. Digital South Palo Alto Tree Initiative Tree Health Survey - Develop and conduct a
south Palo Alto residential tree health survey to better and more quickly respond to
tree care needs in Palo Alto. If the resulting survey data proves useful to city staff in
prioritizing tree care efforts, the survey could be implemented city wide in future
years, reaching more residents and targeting tree care more effectively. (Funding for
this item is spread over FY 23 and FY 24 with the intention that it will take two fiscal
years to create, launch and assess results of this pilot survey. Any further work on this
item would require an additional contract amendment per Section 27.4 of this
Agreement or could be included in a subsequent contract.)
a. STRATEGY and METHODOLOGY
Pilot a digital residential tree health survey. The survey will
prompt tree stewards to answer a questionnaire about their
tree health and request a site visit for tree care through the
survey, if needed.
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Develop the survey in FY 2022/23 and pilot with Palo Alto’s
current tree stewards.
In early FY 2023, send pilot survey to tree stewards.
In FY 2023, Canopy will assess the effectiveness of the survey by
analyzing response rate and accuracy of reporting by tree
stewards.
In FY 2023, draft a technical report to share with the City of Palo
Alto which summarizes our findings.
b. DELIVERABLES
FY 2022/23: A digital survey for residents of Palo Alto who
planted trees in the last 3 years.
FY 2023: Surveys sent to current 3-year tree stewards
FY 2023: Analysis of the effectiveness of the survey
FY 2023: Technical report summarizing our findings of the pilot
survey.
Goal E: Advocate for Palo Alto’s Urban Forest, provided that CONSULTANT will not advocate for
any CITY contract, funding, initiative, or other CITY action, that may constitute a prohibited
financial or other interest by CONSULTANT, in conformity with State and Local laws and
regulations regarding conflicts of interest.
1. Provide comment to CITY departments, City Council and the public upon review of
policies, ordinances, and manuals that may affect the urban forest.
2. Issue letters of support or concern on behalf of CITY, at CITY’s request, for projects
that positively or negatively impact the CITY’s trees.
3. Attend Council meetings and provide comments for projects involving practices that
may impact the CITY’s urban forest.
4. Provide comments to news organizations and/or media outlets about trees in Palo
Alto when appropriate, with CITY Project Manager approval.
5. Submit quarterly reports to CITY on CONSULTANT’s consulting and advocacy activities
related to projects involving the CITY’s urban forest.
Goal F: Conduct an assessment of the health of recently planted CITY trees and assist with a
locally-sourced carbon credit project.
1. Conduct an annual CITY-wide survey of newly planted street trees and report this
information to the Public Works Department and residents.
2. Organize and train a cadre of volunteers to monitor the condition of young trees, and
perform simple tasks on site (such as adjusting tree ties or moving mounded mulch
away from base of a tree trunk, provided that any such task is not in conflict with
Section 26 of this Agreement).
3. Work with the CITY to integrate survey data into the crowdsourced data platform.
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4. Estimate costs, determine co-benefits, identify partnership opportunities, leverage
funding and quantify carbon sequestration for a locally-sourced carbon credit project
within the Urban Forest Registry framework.
Goal G: Administer the CITY Utilities Department’s (“CITY Utilities”) Right Tree in the Right Place
(RTRP) Program.
1. Advertise, respond to, and screen inquiries about the RTRP program before
forwarding requests to the Public Works Department (“PW”) for inspection.
2. Administer the process for applicants accepted by the Department of Public Works to
participate in the RTRP program, including acceptance notification, removal
confirmation, and stump grinding and replanting information at each location.
Promote replanting where suitable.
3. Review applications and forward paperwork to CITY Utilities for applicant
reimbursement.
4. Partner with CITY Utilities and PW Tree Division to extend the RTRP program to
businesses.
5. Work with CITY Utilities to explore growth opportunities for the RTRP program such
as exploring greenhouse gas and energy efficiency initiatives, local tree ordinances,
and solar access requirements.
6. Provide quarterly summary spreadsheet reports of RTRP activities to CITY Utilities,
and report on information distributed during the CITY Utility Department’s sponsored
events or programs.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall perform the Services so as to complete each milestone within the number of
days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the project managers for CONSULTANT and CITY so
long as all work is completed within the term of the Agreement.
Goals/Milestones Completion Date
Goal A: Serve as a comprehensive information source about Palo Alto trees Ongoing
Goal B: Educate and motivate Palo Alto residents to plant, care for, and
celebrate trees.
Ongoing
Goal C: Maintain an organization with a credible, professional identity and
high public visibility in support of the Palo Alto urban forest.
Ongoing
Goal D.1.: Assist the City of Palo Alto in its planning and performance of
routine urban forestry programs on an ongoing basis.
Ongoing
Goal D.2.: South Palo Alto Tree Initiative. Implement a strategy to increase
the number of trees in south Palo Alto by 1,000 over the contract term,
including at least three community tree plantings. This contract includes
funding for 530 CONSULTANT-planted trees.
Contract Term
Goal D.3.: Great Oak Count. Update the Oakwell Survey to assess changes in
Palo Alto’s native oak population, evaluate tree health, recommend actions to
improve conditions, and evaluate gaps and opportunities. Engage 250
volunteers, provide training for the Surveyor” and “Survey Leader” positions
to survey 6,750 oaks, which is 75 percent of the estimated total number of
oaks
Contract Term
Goal D.4.: Preferred and Restricted Species List. Create a list of trees that are
“preferred” and “restricted”. Create species selection protocols, displayed in
an online tool, and including rating of query results along the “best fit for
specific site” criterion. Create and distribute outreach materials.
Contract Term
Goal D.5.: Education, Outreach, and Marketing Campaign. design, plan, and
implement a communication campaign to educate the public, tree service
companies, nurseries, realtors, and developers on Palo Alto’s focus on urban
tree canopy sustainability and current and/or updated regulations and
guidelines
Contract Term
Goal D.6.: Digital South Palo Alto Tree Initiative Tree Health Survey Contract Term
Goal E: Advocate for Palo Alto’s urban forest. Ongoing
Goal F: Conduct an assessment of the health of recently planted street trees
and assist with a locally-sourced carbon credit project.
Ongoing
Goal G: Administer the Utilities Department’s Right Tree in the Right Place
Program (RTRP).
Ongoing
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EXHIBIT “C”
COMPENSATION, AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)
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 hourly 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
TASK DESCRIPTION – FULL DESCRIPTIONS IN EXHIBIT A NOT TO EXCEED
Goals A, B, C, D.1, E, F and G $ 339,420
Goal D.2: South Palo Alto Tree Planting $ 357,300
Goal D.3: The Great Oak Count $ 117,000
Goal D.4: Preferred and Restricted Species List $ 40,000
Goal D.5: Education, Outreach, and Marketing
Campaign
$ 80,000
Goal D.6: Digital South Palo Alto Tree Survey $ 34,000
Total Contract All Tasks Not to Exceed: $ 967,720
SUB-TOTAL BASIC SERVICES: $967,720
REIMBURSABLE EXPENSES (IF ANY) $0
TOTAL BASIC SERVICES AND REIMBURSABLE EXPENSES $967,720
ADDITIONAL SERVICES (IF ANY) (NOT TO EXCEED) $0
MAXIMUM TOTAL COMPENSATION $967,720
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: None
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EXHIBIT “C-1”
SCHEDULE OF RATES
(AMENDED, REPLACES PREVIOUS)
CONSULTANT’s schedule of rates is as follows:
SCHEDULE OF RATES 2017-2022 and 2023-2025
Hourly Rates FY 2017-2022 FY 2023 FY 2024
Executive Director $135 $159 $162
Senior Director of Programs n/a $142 $146
Program Director $80 n/a n/a
Development Director n/a $142 $146
Senior Development Specialist $80 n/a n/a
Development Manager $55 n/a n/a
Education Manager $55 n/a n/a
Education Director n/a $72 $74
Community Forestry Coordinator $55 $65 $66
Tree Care Coordinator n/a $65 $66
Program Operations Manager $55 n/a n/a
Operations Director n/a $89 $91
Youth Program Coordinator n/a $65 $66
Interns/ Youth Staff $25 $29 $30
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