HomeMy WebLinkAboutStaff Report 2412-3931CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Tuesday, January 21, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
6.Approval of Contract Amendment Number 1 to Contract C24188179 with Urban Field
Studio in the Amount of $15,000 for a Revised Six-Month Contract Total Amount Not-to-
Exceed $264,708 for the Project Management Costs for the Development of the Car-Free
Streets Implementation Plan. CEQA Status – Exempt Under CEQA Guidelines Section
15262
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: January 21, 2025
Report #:2412-3931
TITLE
Approval of Contract Amendment Number 1 to Contract C24188179 with Urban Field Studio in
the Amount of $15,000 for a Revised Six-Month Contract Total Amount Not-to-Exceed $264,708
for the Project Management Costs for the Development of the Car-Free Streets Implementation
Plan. CEQA Status – Exempt Under CEQA Guidelines Section 15262.
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or designee to
execute Amendment No. 1 to Contract C24188179 with Urban Field Studio (Attachment A) for
the Project Management Costs for the development of the Car-Free Streets Implementation
Plan (Capital Improvement Program Project PL-23000) to extend contract through June 30,
2025 and add $15,000. This amendment results in a revised total contract not-to-exceed
amount of $264,708.
BACKGROUND AND ANALYSIS
On November 6, 2023, the City Council provided direction to maintain car-free zones on
portions of California Avenue and Ramona Street.1 On December 18, 2023, staff presented a
recommendation2 for the Council to approve and authorize the City Manager, or their designee,
to execute Contract No. C24188179 with Urban Field for the development of the Car-Free
Streets Implementation Plan. The Council subsequently approved 3 the consent item.
1 See Page 3, Item 9, Action Minutes for November 6, 2023 City Council Meeting:
https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=13051&compileOutputType
=1
2 Staff Report Recommendation:
https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=4cb8d
b0e-571a-40ff-9449-2161fa0c853c
3 Approval of Consent Item on Page 11 of 24: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-
minutes-reports/agendas-minutes/city-council-agendas-minutes/2023/meetings1974summary-
minutes_2024011620330098.pdf
Since the approval of the contract, staff have been working with Urban Field Studio to advance
the Council's direction and prioritize the items identified by businesses and the community.
Staff is extending the current agreement to cover project management costs and ensure the
continuation of previously completed work. Attachment A outlines the parts of the agreement
that are being amended.
FISCAL/RESOURCE IMPACT
This contract amendment adds $15,000 to this contract to cover additional project
management activities between January 2025 and June 2025. The funding will be drawn from
the Capital Improvement Project PL-23000 previously designated for the project.
STAKEHOLDER ENGAGEMENT
Urban Field Studio’s scope of work responds to previous community feedback to set up regular
and ongoing meetings to keep everyone updated on progress and developments. This project
includes a structured yet efficient continued community engagement approach with areas of
focus.
ENVIRONMENTAL REVIEW
The approval of the contract amendment with Urban Field Studio is statutorily exempt under
Section 15262 (Feasibility & Planning Studies) of the California Environmental Quality Act
(CEQA) regulations. The second phase in the updated scope of work includes a task,
Environmental Clearance Review and Recommendations, where the consultant will review the
final concepts and Implementation Plan, develop an environmental clearance strategy, and file
any required exemption documentation (if appropriate) under CEQA on behalf of the City,
following direction to do so from the City.
ATTACHMENTS
Attachment A: Urban Field Studio Amendment No 1 – Contract C24188179
APPROVED BY:
Ed Shikada, City Manager
Professional Services Rev. Dec.15, 2020
AMENDMENT NO. 1 TO CONTRACT NO. C24188179
BETWEEN THE CITY OF PALO ALTO AND
JOHN BELA URBANISM + DESIGN dba:
URBAN FIELD STUDIO, LLC
This Amendment No. 1 (this “Amendment”) to Contract No. C24188179 (the “Contract” as
defined below) is entered into as of December 12, 2024, by and between the CITY OF PALO ALTO,
a California chartered municipal corporation (“CITY”), and JOHN BELA URBANISM + DESIGN dba:
URBAN FIELD STUDIO, LLC, a California limited liability corporation , located at 24 Woodland Road,
Fairfax, CA 94903 (“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 a CAR-FREE STREETS Implementation Plan, as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the agreement six
months to June 30, 2025, and to increase compensation amount of Fifteen Thousand Dollars
($15,000) for project management costs for a new not-to-exceed total of Two Hundred Sixty-Four
Thousand, Seven Hundred Eight Dollars ($264,708) 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. C24188179 between
CONSULTANT and CITY, dated December 4, 2023.
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2. TERM of the Contract is hereby amended to read as follows:
The term of this Agreement shall be from the date of its full execution through June 30, 2025
unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
SECTION 3. Section 4. NOT TO EXCEED COMPENSATION of the Contract is hereby
amended to read as follows:
The compensation to be paid to CONSULTANT for performance of the Services shall be based
on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any
reimbursable expenses specified therein, and the maximum total compensation shall not
exceed Two-Hundred Forty-Five Thousand, Four Hundred Forty Dollars ($245,440.00). The
hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.”
Any work performed or expenses incurred for which payment would result in a total exceeding
Docusign Envelope ID: 0AF8A576-AAE6-40E6-B42E-52D81243E03D
Professional Services Rev. Dec.15, 2020
the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.
Optional Additional Services Provision (This provision applies only if checked and a not-to-
exceed compensation amount for Additional Services is allocated below under this Section 4.)
In addition to the not-to-exceed compensation specified above, CITY has set aside the
not- to-exceed compensation amount of Nineteen Thousand, Two Hundred Sixty-
Eight Dollars ($19,268.00) for the performance of Additional Services (as defined
below). The total compensation for performance of the Services, Additional Services
and any reimbursable expenses specified in Exhibit C, shall not exceed Two Hundred
Sixty-Four Thousand, Seven Hundred Eight Dollars ($264,708.00), as detailed in
Exhibit C.
“Additional Services” means any work that is determined by CITY to be necessary for
the proper completion of the Project, but which is not included within the Scope of
Services described at Exhibit A. CITY may elect to, but is not required to, authorize
Additional Services up to the maximum amount of compensation set forth for
Additional Services in this Section 4. CONSULTANT shall provide Additional Services
only by advanced, written authorization from CITY as detailed in this Section.
Additional Services, if any, shall be authorized by CITY with a Task Order assigned and
authorized by CITY’s Project Manager, as identified in Section 13 (Project
Management). Each Task Order shall be in substantially the same form as Exhibit A-1,
entitled “PROFESSIONAL SERVICES TASK ORDER”. Each Task Order shall contain a
specific scope of services, schedule of performance and maximum compensation
amount, in accordance with the provisions of this Agreement. Compensation for
Additional Services shall be specified by CITY in the Task Order, based on whichever is
lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in
Exhibit C-1, or a negotiated lump sum.
To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY’s
Project Manager within the time specified by the Project Manager, and upon
authorization by CITY (defined as counter-signature by the CITY Project Manager), the
fully executed Task Order shall become part of this Agreement. The cumulative total
compensation to CONSULTANT for all Task Orders authorized under this Agreement
shall not exceed the amount of compensation set forth for Additional Services in this
Section 4. CONSULTANT shall only be compensated for Additional Services performed
under an authorized Task Order and only up to the maximum amount of compensation
set forth for Additional Services in this Section 4. Performance of and payment for any
Additional Services are subject to all requirements and restrictions in this Agreement.
SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE ”, AMENDED, REPLACES
PREVIOUS.
Docusign Envelope ID: 0AF8A576-AAE6-40E6-B42E-52D81243E03D
Professional Services Rev. Dec.15, 2020
b. Exhibit "C” entitled "COMPENSATION”, 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.
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 (Contract over $85k)
APPROVED AS TO FORM:
City Attorney or designee
JOHN BELA URBANISM + DESIGN dba:
URBAN FIELD STUDIO, LLC
Officer 1
By:
Name: John Bela
Title: Principal
Attachments:,
EXHIBIT B: SCHEDULE OF PERFORMANCE, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS)
EXHIBIT C: COMPENSATION, AMENDMENT NO.1 (AMENDED, REPLACES PREVIOUS)
Docusign Envelope ID: 0AF8A576-AAE6-40E6-B42E-52D81243E03D
Professional Services Rev. Dec.15, 2020
EXHIBIT B
SCHEDULE OF PERFORMANCE (AMENDED, REPLACES PREVIOUS) CONSULTANT shall perform the Services so as to complete each milestone within the number of weeks specified below. The time to complete each milestone may be increased or decreased
by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY.
Milestones Completion Number of Weeks (as specified below) from NTP 1. Signage & Branding 8 weeks
3. Public Outreach and Engagement 24 weeks
5. Active Mobility & Circulation 4 weeks
6. Outdoor Patio Guidelines 8 weeks
7. Streetscape Design & Amenities 16 weeks
8. Opinion on Project Cost 6 weeks
9. Project Management On-going
Optional Schedule of Performance Provision for On-Call or Additional Services
Agreements. (This provision only applies if checked and only applies to on-call agreements per
Section 1 or agreements with Additional Services per Section 4.) The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the
case of Additional Services, provided in all cases that the schedule of performance shall fall
within the term as provided in Section 2 (Term) of this Agreement.
Docusign Envelope ID: 0AF8A576-AAE6-40E6-B42E-52D81243E03D
Professional Services Rev. Dec.15, 2020
EXHIBIT C COMPENSATION
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms
and conditions of this Agreement, and as set forth in the budget schedule below. Compensation
shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CITY’s Project Manager may approve in writing the transfer of budget amounts between any of
the tasks or categories listed below, provided that the total compensation for the Services, including
any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement. CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and
Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or
expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. BUDGET SCHEDULE
TASK NOT TO EXCEED AMOUNT
Phase 1: Signage & Branding; Community Engagement; Outdoor Patio Guidelines; and Active Mobility & Circulation
$133,927
Phase 2: Streetscape Design; Probable Cost; Project Management $93,080
AMENDMENT NO. 1 (additional project management) $15,000
Sub-total for Services $242,007
Reimbursable Expenses (if any) $3,433
Total for Services and Reimbursable Expenses $245,440
Additional Services (if any, per Section 4) $19,268
Maximum Total Compensation $264,708
REIMBURSABLE EXPENSES CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and
other ordinary business expenses, are included within the scope of payment for Services and
are not reimbursable expenses hereunder.
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Vers.: Aug. 5, 2019
Page 6 of 6
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT
will be reimbursed are: up to the not-to-exceed amount of: $3,433.00.
A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges, if specified as reimbursable, will be reimbursed at actual cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under
this section, shall be accompanied by appropriate backup documentation and information.
Docusign Envelope ID: 0AF8A576-AAE6-40E6-B42E-52D81243E03D