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Home My WebLink AboutStaff Report 2503-4328CITY OF PALO ALTO CITY COUNCIL Special Meeting Tuesday, May 27, 2025 Council Chambers & Hybrid 5:30 PM Agenda Item 5.Approval of Contract Amendment Number 4 to Contract #S20178065 with OIR Group, in the Amount of $40,000 and for a one-year extension to continue Independent Police Auditing Services in Palo Alto. CEQA Status – Not a Project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Manager Meeting Date: May 27, 2025 Report #:2503-4328 TITLE Approval of Contract Amendment Number 4 to Contract #S20178065 with OIR Group, in the Amount of $40,000 and for a one-year extension to continue Independent Police Auditing Services in Palo Alto. CEQA Status – Not a Project. RECOMMENDATION Staff recommends that City Council approve and authorize the City Manager or designee to execute Amendment No. 4 to Contract #20178065 with OIR Group (Attachment A) to extend the contract through June 30, 2026, and add $40,000 for the continuation of independent police auditing services in Palo Alto. This amendment results in a revised total contract not-to- exceed amount of $272,500. BACKGROUND AND ANALYSIS Since 2006, Palo Alto has utilized an Independent Police Auditor (IPA) to conduct secondary review of defined investigations of uniformed Police Department personnel and provide related services. Since the inception of the IPA program, the City has contracted with the Office of Independent Review (OIR Group), to provide these services. Michael Gennaco and Stephen Connolly, the principals of OIR Group, are the OIR staff who provide these services to Palo Alto. The City last issued a Request for Proposals (RFP) for independent police auditing services in 2019, and three firms submitted proposals. The contract has been amended three times to date. Staff is extending this current agreement to allow time to perform an RFP process as it has been some time since the last RFP for this service. FISCAL/RESOURCE IMPACT This contract amendment adds $40,000 to this contract to cover the activities to be done between July 2025 and June 2026. The IPA contract is administered through the City Manager’s Office in partnership with the City Clerk’s Office and funded through the City Council budget. The Fiscal Year 2025 Adopted budget and the Fiscal Year 2026 proposed budget include funding for the existing contract services. The funding for the amendment will come from the City Council Operations Contract Services budget. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Vers.: Aug. 5, 2019 Page 1 of 6 AMENDMENT NO. 4 TO CONTRACT NO. S20178065 BETWEEN THE CITY OF PALO ALTO AND MICHAEL GENNACO DBA OIR GROUP This Amendment No. 4 (this “Amendment”) to Contract No. S20178065 (the “Contract” as defined below) is entered into as of May 12, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and MICHAEL GENNACO DBA OIR GROUP, a sole proprietor, located at 7142 Trask Avenue, Playa Del Rey, CA, 90293 (“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 independent police auditor services, as detailed therein. B. The Parties now wish to amend the Contract in order to (1) increase the compensation by Forty Thousand Dollars ($40,000) from Two Hundred Thirty-Two Thousand Five Hundred Dollars ($232,500) to a new not to exceed amount of Two Hundred Seventy-Two Thousand Five Hundred Dollars ($272,500), (2) extend the contract term date from June 30, 2025 by an additional twelve months to June 30, 2026, 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. S20178065 between CONSULTANT and CITY, dated December 16, 2019, as amended by: Amendment No.1, dated July 20, 2021 Amendment No.2, dated January 1, 2023 Amendment No.3, dated December 9, 2024 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: Docusign Envelope ID: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Vers.: Aug. 5, 2019 Page 2 of 6 “The term of this Agreement shall be from the date of its full execution through June 30, 2026, 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 reimbursable expenses (if specified in Exhibit “C”), shall not exceed Two Hundred Fifty-Two Thousand Five Hundred Dollars ($252,500). In addition to the not-to-exceed compensation specified above, CITY has set aside the not-to-exceed compensation amount of Twenty Thousand Dollars ($20,000) for the performance of Additional Services. CONSULTANT agrees to complete all Basic Services, including specified reimbursable expenses, within this amount. In the event Additional Services (defined below) are authorized, the total compensation for Basic Services, Additional Services and specified reimbursable expenses shall not exceed Two Hundred Seventy-Two Thousand Five Hundred Dollars ($272,500). The applicable rate schedule is set out at Exhibit “C-1”, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amounts 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 Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the 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 at Exhibit “A”.” 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, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS. b. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 4”, 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. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Docusign Envelope ID: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Vers.: Aug. 5, 2019 Page 3 of 6 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 MICHAEL GENNACO DBA OIR GROUP Officer 1 By: Name: Title: Attachments: Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 4”, AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Michael Gennaco Principal, OIR Group Vers.: Aug. 5, 2019 Page 4 of 6 Exhibit B SCHEDULE OF PERFORMANCE, AMENDMENT NO. 4 (AMENDED, REPLACES PREVIOUS) Consultant shall complete reports for calendar years 2020, 2021, 2022, 2023 , 2024, 2025, and 2026. Beginning in calendar year 2023, the following additional specific schedule shall apply: In calendar year 2023, CONSULTANT shall complete two reports, for publication in approximately February/March and August 2023, containing all matters completed since the last published report. In calendar year 2024, CONSULTANT shall complete two reports, for publication in approximately February/March and August 2024, containing all matters completed since the last published report. In calendar year 2025, CONSULTANT shall complete two reports, for publication in approximately February/March and August 2025, containing all matters completed since the last published report. In calendar year 2026, CONSULTANT shall complete one report, for publication in approximately February/March, containing all matters completed since the last published report. Docusign Envelope ID: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Vers.: Aug. 5, 2019 Page 5 of 6 Exhibit C COMPENSATION, AMENDMENT NO. 4 (AMENDED, REPLACES PREVIOUS) CITY agrees to compensate CONSULTANT for the Services performed in accordance with the terms and conditions of this Agreement, including Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4 of the Agreement), based on the hourly rate schedule attached as Exhibit C-1. The compensation to be paid to CONSULTANT under this Agreement for all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), shall not exceed the amount(s) stated 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. 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. 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 up to the not-to-exceed amount of: Fifteen Thousand Dollars ($15,000). A. Travel from CONSULTANT’S office to Palo Alto City Hall, 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. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information. 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 expenses, 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: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Vers.: Aug. 5, 2019 Page 6 of 6 SCHEDULE OF EXPENDITURES For the convenience of the Parties, the following identifies the historic and expected annual expenditures by type and amount under the Agreement, including Amendments One and Two. All dates refer to calendar years: 2020 • Basic services compensated at rate of $25,000, resulting in $25,000 in compensation paid. 2021 (Amendment One effective approximately July 1, 2021) • January 1, 2021 through June 30, 2021, basic services compensated at rate of $25,000 annually, resulting in $12,500 in compensation paid for six months of services. • July 1, 2021 through December 31, 2021, basic services rate increased to $40,000 annually to reflect additional scope, resulting in $20,000 in compensation paid for six months of services. 2022 • Basic services compensated at rate of $40,000, resulting in $40,000 in compensation paid. • Reimbursable travel – two in-person appearances at Council in spring and fall 2022 • Additional services – Consulting project #1 (Recruitment and Hiring) initiated, with task order budgeted at $10,000. 2023 • Basic services compensated at rate of $40,000, expected to result in $40,000 in compensation paid. • Reimbursable travel – two in-person appearances at Council expected, in spring and fall 2023. • Additional services – Consulting project #1 (Recruitment and Hiring) completed. $10,000 remaining for Additional Services if desired by City. 2024 • Basic services compensated at rate of $40,000, expected to result in $40,000 in compensation paid. • Reimbursable travel – two in-person appearances at Council expected, in spring and fall 2024 2025 • Basic services compensated at rate of $40,000, expected to result in $40,000 in compensation paid. • Reimbursable travel – two in-person appearances at Council expected, in spring and fall 2025 2026 • Basic services compensated at rate of $20,000, expected to result in $20,000 in compensation paid. • Reimbursable travel – one in-person appearance at Council expected, in spring 2026 Docusign Envelope ID: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Certificate Of Completion Envelope Id: E112D6F9-3C12-4EAF-B441-2132BDD832B9 Status: Completed Subject: Complete with Docusign: 4.9.25 Final S20178065 Amend No. 4.pdf Source Envelope: Document Pages: 6 Signatures: 1 Envelope Originator: Certificate Pages: 2 Initials: 0 Alice Harrison AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 Alice.Harrison@CityofPaloAlto.org IP Address: 199.33.32.254 Record Tracking Status: Original 4/9/2025 9:45:03 AM Holder: Alice Harrison Alice.Harrison@CityofPaloAlto.org Location: DocuSign Security Appliance Status: Connected Pool: StateLocal Storage Appliance Status: Connected Pool: City of Palo Alto Location: Docusign Signer Events Signature Timestamp Michael Gennaco michael.gennaco@oirgroup.com Principal, OIR Group Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 47.147.242.240 Sent: 4/9/2025 9:45:56 AM Viewed: 4/9/2025 10:08:16 AM Signed: 4/9/2025 10:08:35 AM 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 Chantal Gaines chantal.gaines@cityofpaloalto.org Assistant to City Manager City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 4/9/2025 10:08:36 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Ingrid Velasquez ingrid.velasquez@cityofpaloalto.org Administrative Assistant City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 4/9/2025 10:08:37 AM Viewed: 4/9/2025 10:18:22 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/9/2025 9:45:56 AM Certified Delivered Security Checked 4/9/2025 10:08:16 AM Signing Complete Security Checked 4/9/2025 10:08:35 AM Completed Security Checked 4/9/2025 10:08:37 AM Payment Events Status Timestamps