Loading...
HomeMy WebLinkAboutStaff Report 2407-3269CITY OF PALO ALTO CITY COUNCIL Regular Meeting Monday, November 04, 2024 Council Chambers & Hybrid 5:30 PM     Agenda Item     8.Approval of Contract Amendment Number 1 to Contract Number C24189849 with Ecology Action of Santa Cruz in the amount of $485,243 for the City of Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for Three Years (January 2025 - November 2027) for a new not-to-exceed of $625,211; CEQA status 15322 – categorically exempt (educational program). Consent Questions City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Transportation Meeting Date: November 4, 2024 Report #:2407-3269 TITLE Approval of Contract Amendment Number 1 to Contract Number C24189849 with Ecology Action of Santa Cruz in the amount of $485,243 for the City of Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for Three Years (January 2025 - November 2027) for a new not-to-exceed of $625,211; CEQA status 15322 – categorically exempt (educational program). RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract C24189849 with Ecology Action of Santa Cruz (Attachment A: Ecology Action of Santa Cruz Contract, C24189849, Amendment No. 1) for Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs between January 2025 and November 2027 in an amount not-to-exceed $485,243 for an additional three years. This amendment results in a revised total not-to-exceed amount of $625,211. EXECUTIVE SUMMARY A contract with Ecology Action for a one-year pilot to develop, provide, and assist with comprehensive Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for PAUSD Kindergarten, 2nd, and 5th-grade students was executed on February 27, 2024, for $139,968. Based on their completion of all contract deliverables within 10 months of contract execution, their continued comprehensive approach, a demonstrated clear understanding of Palo Alto and its needs, extensive prior experience working with Palo Alto Safe Routes to School education programs, and exceptional project management, a three-year contract amendment with Ecology Action for a fee Not-to-Exceed Amount of $485,243 for City of Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for January 2025-November 2027 is recommended. Three-year funding levels sustain the current service levels, with the addition of one deliverable to modify two 3rd Grade Bicycle Life Skills curriculum lessons for enhanced interactivity and alignment across grade levels. BACKGROUND On January 23, 2024, the City published a Request for Proposals (RFP) for a one-year pilot to develop, provide, and assist with comprehensive Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for PAUSD Kindergarten, 2nd, and 5th grade students. The City received one responsive proposal from Ecology Action. The contract was approved on the Council’s Consent Calendar on February 27, 20241. ANALYSIS The provision of the classroom elements of Bicycle Life Skills curriculum results from a partnership between the City and PAUSD, with the City overseeing curriculum development, and PAUSD supporting the delivery of the course content by City-selected contractors. Pilot success was defined as the completion of all deliverables on time, the development of age- appropriate curriculum, and acceptable approval ratings by PAUSD staff. Between February- October 2024 the vendor utilized age-, diversity- and safety-related best practices to schedule, modify, and complete all deliverables within 10 months of contract execution. City staff found that Ecology Action curriculum development exceeded expectations by creating engaging presentations that conveyed safety concepts. Teacher surveys were distributed to gauge PAUSD teacher acceptance of the new vendor. Table 1 describes the work completed in the pilot period. In total, 3,369 students were taught through these efforts. With these results, staff is recommending continuing services. Program Description # Lessons Taught PAUSD Teacher Survey results Kindergarten Pedestrian Education Assembly Modified and presented grade-wide assemblies addressing safe transportation to school, navigating traffic and intersections, and sidewalk safety. 12 lessons 30min sessions 100% approval First Grade Pedestrian Education Assembly Modified and presented grade-wide assemblies building off concepts shared in the kindergarten lesson. Students received enhanced lessons related to safe transportation to school, navigating traffic and intersections, and sidewalk safety. 12 lessons 30 min sessions 83% approval Second Grade Pedestrian Education Walking Field Trip Presented classroom-based pedestrian safety lessons and conducted walking field trips around school perimeters. Certified educators taught students the ‘Stop, Look, and Listen’ method of crossing streets through experiential learning scenarios. 36 lessons 1 hr sessions 88% approval Third Grade Bike Rodeo Scanning and Intersection Station Leadership Three certified bicycle safety educators managed three 3rd Grade Bike Rodeo education stations. Students and parent volunteers practiced scanning over their left shoulder to avoid obstructions, signaling a right turn, stopping at stop signs, navigating traffic circles, and entering and exiting 2-way, stop- controlled intersections before cautiously taking the right-of- way. 12 lessons 90 min sessions 100% approval 1City Council, February 26, 2024; Agenda Item #10; SR #2402-2625 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82711 Fifth Grade Bike Safety Education Modified and presented a gradewide assembly covering the following information: safe transportation to school, rules of the road and bike paths, safety equipment, helmet wearing, safe riding, navigating traffic and intersections, hand signaling, and safety near and around drivers. 12 lessons 1 hr sessions 87% approval Totals:84 lessons 92% approval Based on the high teacher ratings, their continued comprehensive approach to the scope of work, demonstrated clear understanding of Palo Alto and its needs, extensive prior experience working with Palo Alto Safe Routes to School education programs, and exceptional project management of previous programs, the following Scope of Work is proposed to support a three-year extension of this contract. Table 2. January 2025 - December 2027 Ecology Action/ 3-Year Scope of Work Program Description # Lessons Requested2 Minutes of Instruction # of Students to be Taught Kindergarten Pedestrian Education Assembly Modify and present a grade-wide assembly addressing safe transportation to school, navigating traffic and intersections, and sidewalk safety. 36 1,080 1,857 First Grade Pedestrian Education Assembly Modify and present a grade-wide assembly to build off concepts shared in the kindergarten lesson. Students received enhanced lessons about safe transportation to school, navigating traffic and intersections, and sidewalk safety. 36 1,080 2,007 Second Grade Pedestrian Education Walking Field Trip Modify and present classroom-based pedestrian safety lessons and conduct walking field trips around the school perimeter. Certified educators teach the ‘Stop, Look, and Listen’ of method of crossing streets through experiential learning scenarios. 108 6,480 1,854 Third Grade Bike Safety Education and Bike Safety Rodeo Support Three certified bicycle safety educators lead three 3rd Grade Bike Rodeo education stations. Students learn how to scan over their left shoulder to avoid obstructions, signal a right turn, stop at stop signs, navigate traffic circles, and enter and exit 2-way, stop-controlled intersections. 36 3,240 2,184 Third Grade Bike Safety Education Lessons Enhance 3rd Grade Bicycle Life Skills curriculum interactivity and alignment across grade levels by modifying one 30-minute classroom lesson taught by PAUSD educators, and one 60-minute assembly taught by Stanford Injury Prevention. N/A, curriculum upgrade only N/A, curriculum upgrade only N/A, curriculum upgrade only Fifth Grade Bike Safety Education Modify and present a gradewide assembly addressing safe transportation to school, rules of the road and bike paths, safety equipment, helmet wearing, safe riding, navigating traffic 36 2,160 2,232 2Subject to change based on yearly enrollment projections Table 2. January 2025 - December 2027 Ecology Action/ 3-Year Scope of Work Program Description # Lessons Requested2 Minutes of Instruction # of Students to be Taught and intersections, hand signaling, and safety near and around drivers. Totals:252 14,040 10,134 Safe Routes to School Educational Programming improves the quality of active transportation options, takes into consideration important community feedback about the safety of student cyclists, is listed as a key City program supporting Comprehensive Plan and Sustainability and Climate Action Plan goals, and is the foundation of more than 30 years of increasing student walking and bicycling to school. This program is consistent with key transportation goals in the City’s Comprehensive Plan 2030, including creating a sustainable transportation system, reducing congestion, and providing a safe environment for all road users. Specific policies and programs include: Policy T-1.16: Promote personal transportation vehicles as an alternative to cars (e.g., bicycles, skateboards, roller blades) to get to work, school, shopping, recreational facilities, and transit stops. Program T6.1.2: Develop, distribute, and aggressively promote maps and apps showing safe routes to work, shopping, community services, parks, and schools within Palo Alto in collaboration with stakeholders, including PAUSD, major employers, TMA's, local businesses, and community organizations. Policy T-6.2: Pursue the goal of zero severe injuries and roadway fatalities on Palo Alto city streets. Policy T-6.4: Continue the Safe Routes to School partnership with PAUSD and the Palo Alto Council of PTAs. Policy T-6.5: Support PAUSD adoption of standard Safe Routes to School policies and regulations that address the five E's of education, encouragement, enforcement, engineering and evaluation. Program T6.6.2: Continue to provide educational programs for children and adults, in partnership with community-based educational organizations, to promote safe walking and the safe use of bicycles, including the City-sponsored bicycle education programs in the public schools and the bicycle traffic school program for juveniles. Program T6.6.3: Work with PAUSD and employers to promote roadway safety for all users, including motorized alternatives to cars and bikes such as mopeds and ebikes, through educational programs for children and adults. FISCAL/RESOURCE IMPACT The cost proposal submitted by Ecology Action is in the amount of $485,243 for a three-year time period from January 2025 through November 2027. The additional funding for this contract in FY 2025 of $120,200 will come from the Santa Clara Valley Transportation Authority (VTA) 2016 Measure B Bicycle and Pedestrian Encouragement Grant Funds (Bike-Ped). As a part of the FY 2024 Mid-Year Budget Review3, the City appropriated $213,725 in Bike-Ped- funding, of which $139,968 was utilized for the initial contract with Ecology Action. The remaining $73,757 and the City’s estimated FY 2025 Measure B Bike-Ped grant allocation of $52,478 will be recommended to be appropriated as a part of the FY 2025 Mid-Year Budget Review. Staff has submitted its annual spending plan, Program of Projects, to the VTA to utilize Bike-Ped funding in FY 2025 for this contract amendment and should receive approval in the coming weeks. No additional budgetary action is required at this time. Funding for future years will utilize the Safe Routes to School Capital Improvement Project (PL-00026) in conjunction with the City’s annual allocation of 2016 Measure B Bike-Ped Funding, subject to City Council approval as part of the annual budget process. The Office of Transportation will also continue to explore outside funding opportunities. ￿ STAKEHOLDER ENGAGEMENT The City provided the January-November 2024 contract public procurement process through its eProcurement platform and notified 175 firms to encourage participation. Of those notified, 11 downloaded the proposal documents and three were notified directly. No process is required for the proposed contract amendment. ENVIRONMENTAL REVIEW This program is exempted under California Environmental Quality Act (CEQA) regulation 15322 (Educational or Training Programs Involving No Physical Changes). ATTACHMENTS Attachment A: Ecology Action of Santa Cruz Contract, C24189849, Amendment No. 1 APPROVED BY: Philip Kamhi, Chief Transportation Official 3 City Council, February 12, 2024; SR #2311-2233 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82690 A Dear Mayor and Council Members, On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council Member Tanaka on the Monday, November 4 Council Meeting. Item 7: Approval of General Service Contract Number C25191700A with Northwest Woodland Services, Inc. in the Amount Not-to-Exceed $1,209,780 for the Open Space Trails and Amenities Capital Improvement Program Project (OS -00001) for a Period of Five Years. CEQA status – Categorically exempt. 1. What strategies were employed to ensure a robust bidding process that attracted qualified contractors, given the significant disparity in bids with Northwest Woodland Services’ proposal being over three times lower than the competing bid? How can we be sure this lower bid reflects both cost efficiency and the expected quality of services? Staff response: The procurement processed detailed in the staff report ensured a competitive bidding environment. In addition to being the low bid, Northwest Woodland Services, Inc. was chosen based on service quality, field staff experience, past performance with the City, and future service capacity, ensuring both cost efficiency and quality. 2. How does the City plan to address the risks of inflation and rising operational costs in a fixed five-year contract without cost escalation provisions, and what contingency measures are in place to ensure service quality isn’t compromised over time? Staff response: The fixed rate was proposed by the contractor. The contractor’s work will be monitored by Open Space Rangers to ensure quality of work. 3. What specific criteria will trigger the use of the 10% additional services fund, and how will the City ensure stringent oversight to prevent misuse or unanticipated budget overruns? Staff response: Additional services can be used for an extreme weather event(s) or for other unforeseen complexities during the five-year term, triggered when the day rate is exceeded. Additional services must be approved by the project manager. 4. What performance metrics will be established to monitor the contractor’s work throughout the contract, and how will these metrics inform future contract adjustments if standards are not met? Staff response: A project manager and Open Space Rangers will oversee and monitor the contractor’s work, ensuring adherence to performance standards and informing any necessary adjustments. Item 8: Approval of Contract Amendment Number 1 to Contract Number C24189849 with Ecology Action of Santa Cruz in the amount of $485,243 for the City of Palo Alto Safe Routes to School Bicycle and Pedestrian Life Skills Education Programs for Three Years (January 2025 - November 2027) for a new not-to-exceed of $625,211; CEQA status 15322 – categorically exempt (educational program). 1. How was the proposed cost of $485,243 determined, and what benchmarks were used to compare it to similar educational programs in other jurisdictions? Staff response: The cost proposal reflects the scope of work for three years, maintaining current service levels with minor curriculum updates. Ecology Action has delivered exemplary performance during the pilot program. This comprehensive programming is unique to Palo Alto, helping sustain and grow student active transportation. The proposal was evaluated based on their strong understanding of Palo Alto’s needs and their proven track record from the previous year. 2. Why was only one proposal received from Ecology Action, and what measures will the City implement to improve the procurement process and ensure competitive bidding in the future? Staff response: 175 firms were notified, but only one proposal was received. The City used its eProcurement platform and directly contacted three additional firms. A follow - up survey revealed that one cited timing, and two mentioned capacity constraints. 3. What specific metrics will be used to evaluate the program's success in improving student outcomes, and how will this information be reported to the Council and the community? Staff response: Pilot success metrics included timely deliverables, age-appropriate curriculum, and 92% teacher approval. These metrics—number of lessons, student participation, teacher satisfaction, and student safety outcomes —will continue to guide evaluation. Program performance will be reported to the Co uncil and the community. 4. What contingency plans are in place for potential funding shortfalls from Measure B, and how will the City ensure program continuity in the event of decreased funding? Staff response: The City plans to use Measure B Bicycle and Pedestrian Grant funds for FY 2025 and beyond. If funding decreases, the City will seek other funding sources. The Safe Routes to School Capital Improvement Project also serves as a backup, pending Council approval. Item 11: Approval of Amendment 1 to Contract Number C24187853 with All City Management Services, Inc. to Increase Compensation by $228,768 for Additional Crossing Guard Services and Add a Contingency of $414,933 for a New Not -to-Exceed Amount of $4,564,566; and Approve a Budget Amendment in the General Fund; CEQA status - Not a Project. 1. What specific metrics will be used to evaluate the effectiveness of the proposed $228,768 increase in contract costs, and how will we measure the expected reduction in traffic incidents at the new crossing guard locations? Staff response: Through the City’s Safe Routes to School program, pedestrian and bicycle tallies are measured through annual counts. Traffic collision data can also be analyzed after implementation. Guards serve an integral role to help promote City goals to encourage alternative transportation methods. 2. With the proposed increase extending financial obligations through August 2028, how will future budgets accommodate these ongoing costs, particularly after the PAUSD cost-sharing agreement ends in June 2025? Staff response: Please refer to the staff report; the City will bear the continued cost of maintaining the additional guard. 3. How will adding crossing guards affect the Police Department's resource allocation, and what measures ensure that public safety priorities are not compromised? Staff response: Presence of a crossing guard allows patrol and traffic officers to focus traffic enforcement on areas of more concern and general calls for service. 4. What community engagement has been conducted regarding this crossing guard program, and have alternative solutions like volunteer programs or traffic calming measures been considered? Staff response: Changes were spearheaded as a result of community engagement. The City/School Transportation Safety Committee, of which the Police are members, constantly interact with school PTA’s, PAUSD staff and local transportation safety representatives. Volunteer programs and traffic calming measures are not feasible.