HomeMy WebLinkAboutStaff Report 2509-5211 & Staff Report 2509-5254CITY OF PALO ALTO
CITY COUNCIL
Monday, September 29, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
12.The City Schools Liaison Committee Recommends Approval of Professional Services
Contract Number C26195844 with the JED Foundation for a Not-to-Exceed Amount of
$149,000 for Technical Assistance, Evaluation, and Support Regarding Youth and Young
Adult Mental Health Programs for a Period of Two Years; CEQA Status - Not a
Project Supplemental Report Added
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: September 29, 2025
Report #:2509-5211
TITLE
The City Schools Liaison Committee Recommends Approval of Professional Services Contract
Number C26195844 with the JED Foundation for a Not-to-Exceed Amount of $149,000 for
Technical Assistance, Evaluation, and Support Regarding Youth and Young Adult Mental Health
Programs for a Period of Two Years; CEQA Status - Not a Project
RECOMMENDATION
The City Schools Liaison Committee recommends that the City Council approve and authorize
the City Manager or their designee to execute the contract No. C26195844 with the JED
Foundation to provide technical assistance, evaluation, and support regarding youth and young
adult mental health programs for a term of two (2) years and a total not to exceed of $149,000.
BACKGROUND
The Jed Foundation (JED) is a nonprofit devoted to emotional health and suicide prevention for
teens and young adults nationwide.
At the April 1, 2025 City Schools Liaison Committee, the Committee discussed a possible
partnership with the JED Foundation. The Committee approved the following:
Refer the JED Foundation proposal and further refine the scope with stakeholders to the
City Council for Council discussion and potential direction and for continued
collaboration with the School District.
During the FY 2026 City budget discussions, the City Council expressed support for moving
forward with an agreement with JED.
ANALYSIS
Since budget adoption, City staff and the City Council members of the City Schools Liaison
Committee further refined the scope with the JED Foundation, resulting in the scope of services
provided in Attachment A. A complete recommended agreement will be attached to this report
on September 25. The agreement refers to the Palo Alto Unified School District (PAUSD) for
specific needs, which have been coordinated with PAUSD. The City Schools Liaison Committee
reviewed and discussed the draft scope at the September 11 Committee meeting1. The
Committee passed the following two (2) motions:
A: To recommend the JED proposal to the City Council for approval.
And (B) To refer to the [PAUSD] School Board the consideration of
1. Potential partnership between the JED foundation (and/or other third-party mental
health consultants) and the school district;
2. Continued collaboration between the City and the school district, beyond the
components currently in the JED proposal
Procurement Process
The JED Foundation has done work on this topic nationally and has a niche experience that can
benefit Palo Alto and the services we are providing the community. There are other service
providers with similar services but given City Council direction, timing, and expertise, an
exemption to competitive solicitation pursuant to Palo Alto Municipal Code section 2.30.360(d)
was approved by the City Manager. The contract amount is $149,000 over a 24-month term.
The tasks outlined in the contract include:
- Task 1: Provide Postvention Support - $31,350
o Opportunities for grief processing and community healing
o Gap Analysis and Postvention Guide
o Community-wide safe messaging
- Task 2: Strengthen Prevention Efforts - $33,100
o Data analysis
o Communication
o Gap Analysis
o Guidance and education on lethal means reduction
o Policy review/ development
- Task 3: Facilitate Youth Engagement - $21,300
o Youth focus group
o High School survey (public and private)
o Peer Task Force
o Roadmap of potential future activities
- Task 4: Advise on Palo Alto’s Citywide Campaign / Communications - $30,850
o Evaluate existing tools
1 September 11, 2025 City Schools Liaison Committee meeting, Item E:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=17228
o Potential survey on youth access
o Curate a list of resources and tools
o Advise on resources webpage
- Task 5: Trainings to Build Knowledge and Skills - $23,400
o Provide 6 workshops/ trainings for youth, educators, parents, staff
The JED Foundation will work collaboratively with Project Safety Net (PSN) as well as PAUSD.
The specific actions related to PAUSD include:
•That PAUSD will be asked provide local schools' data related to mental health
•As appropriate, PAUSD will be asked to share progress updates with PAUSD families
•PAUSD review of JED high school survey tool and, if concurred by PAUSD, then PAUSD
assistance in sharing the survey with PAUSD youth
FISCAL/RESOURCE IMPACT
The total not-to-exceed amount for this contract is $149,000, which includes $140,000 for
services and $9,000 for travel for up to six (6) visits. This contract funding will be split over two
(2) fiscal years (FY) with $79,000 of the services provided in FY 2026 and $70,000 in FY 2027.
The FY 2026 Adopted Budget includes the first-year contract costs in the General Fund
Community Services Department budget for youth mental health. Funding in FY 2027 is subject
to City Council approval as part of the annual budget process.
STAKEHOLDER ENGAGEMENT
Staff received feedback on this proposal at both City School Liaison Committee meetings as well
as feedback from the City Council members of the City Schools Liaison Committee between the
two meetings (per the Committee recommendation).
ENVIRONMENTAL REVIEW
Approval of this contract is not a project under CEQA regulation 15061(b)(3).
ATTACHMENTS
Attachment A: DRAFT Scope of Work with JED Foundation (As shared with City Schools Liaison
Committee; full contract will be late packet)
APPROVED BY:
Ed Shikada, City Manager
DRAFT Scope of Work for Contract with JED Foundation
As of Sept. 4, 2025
The JED Foundation (CONSULTANT) will provide strategic planning, technical assistance (TA), prevention
and postvention consultation to the City of Palo Alto. CONSULTANT will provide the services described in
this scope of work in a 18-24 month time period for a Not to Exceed amount of $149,000 which includes
$140,000 for services and $9,000 as a not to exceed for eligible reimbursable travel expenses. This
contract can be amended in the future to add additional scope of a Phase 2 upon mutual agreement of
the parties and identified funding.
CONSULTANT will provide the following services in partnership with the CITY’s Project Manager.
Task 1: Provide Postvention Support
CONSULTANT will provide the following deliverables for postvention services:
1. Meetings, Interviews, Focus Groups: CONSULTANT will directly facilitate and coordinate among
local providers opportunities for postvention grief processing and community healing in the
wake of recent losses and historic suicide cluster events. Consultant will engage Project Safety
Net (PSN) for historical knowledge, insight and experience.
2. Gap Analysis Write Up and Postvention Guide: CONSULTANT will conduct a gap analysis of the
current systems of postvention support, followed by the creation of a co-designed and
customized postvention guide to improve responses to loss by suicide (and other unexpected
loss) and reduce the likelihood that other individuals will die by suicide following a loss. CITY will
review a draft of the report and guide and provide comments before the report and guide are
finalized.
3. Messaging Write Ups: CONSULTANT will assist with community-wide safe messaging (including
news shared in local newspapers, community groups and memorials in the community) to
reduce the likelihood that other individuals will die by suicide following a loss.
Task 2: Strengthen Prevention Efforts
CONSULTANT will provide the following deliverables for prevention services:
1. Data Analysis: CONSULTANT will provide data analysis with at least the following data:
a. Regional: local data will be compiled to identify the leading methods of suicide in the
region and potential “hotspots” in an effort to create multipronged approaches to
reducing access to lethal means.
b. Local Schools Data: In partnership with the CITY, CONSULTANT will request data from
the Palo Alto Unified School District (PAUSD) that relates to mental health support of
the student population; CONSULTANT will leverage that data to inform citywide
prevention efforts for Palo Alto youth (particularly the K-12 population).
2. Communication:
a. CONSULTANT, in partnership with the CITY, will share this scope of work and progress
updates to PAUSD and will highlight if the update information is suggested to be broadly
shared with PAUSD families.
3. Gap Analysis Write Up on Prevention: CONSULTANT will conduct a gap analysis of the current
programs and services for youth mental health support in Palo Alto, particularly including
identifying those programs and services offered by or financially supported by the City. The gap
analysis will evaluate services offered by age, accessibility of services, supports for specific
demographic groups, availability of types of mental health support services, etc. CONSULTANT
and CITY will agree on what is included in the study and CONSULTANT will produce a report with
findings. CONSULTANT will make recommendations on evidence-based programs and
interventions for suicide prevention in communities. The CITY will review a draft of the report
and provide comments before the report is finalized.
4. Advising on Reduction of Lethal Means: CONSULTANT will provide concrete guidance to reduce
access to lethal means, including but not limited to: AI assisted surveillance along the rails,
temporary suicide barriers and deterrents (e.g. nylon netting at common entry points), hopeful
signage with specific low and no cost help-seeking options visible, messaging campaigns about
the benefits of mental health care, and regular environmental scans. This information will be
shared with the CITY through written report and meetings
5. Safety education for local agencies: CONSULTANT will conduct 2 four-hour trainings as
customized, citywide lethal means safety education. CONSULTANT will help train more local
providers in the use and implementation of research-based individual approaches to reducing
access to lethal means (e.g., Counseling on Access to Lethal Means).
6. Policy Development: CONSULTANT will assist in policy review and/or development, based on the
results of the gap analysis, to create clear systems of response and intervention to assist in a
mental health crisis. This can include reviewing and updating existing policies and/or developing
new policies.
Task 3: Facilitate Youth Engagement
CONSULTANT understands that voice, agency, and purpose are essential to healthy development and
wellness. JED will work with youth leaders, community organizations, and other stakeholders to ensure
that Palo Alto’s young people are central to this work.
CONSULTANT recommends the following elements to amplify youth voice and to increase youth
engagement:
1. JED will seek to better understand the needs of Palo Alto’s teens and young adults by recruiting
a diverse sample of participants (approximately 30 - 50) to take part in a series of small (6-8),
structured focus groups regarding the Palo Alto mental health ecosystem (access, awareness,
acceptability). The methodology will include an IRB review, a hybrid model (in-person,
anonymous remote), an interview schedule of key questions and follow-up probes, and a fully
informed consent process.
2. Survey Administration and Analysis: CONSULTANT will administer its well-developed JED High
School Survey where possible for Palo Alto youth in public and private schools. If the survey is
used at PAUSD, it is subject to concurrence by PAUSD to ensure it is not duplicative of other
PAUSD survey tools. The survey tool is intended to get a clearer picture of the
mental health needs and help-seeking preferences among Palo Alto teens. The CITY and
CONSULTANT will request support from local private schools and PAUSD (as appropriate
given note above) to help share the survey to Palo Alto youth.
3. CONSULTANT will work with the CITY to explore the creation of a Peer Task Force to ensure that
young people are meaningfully represented.
4. CONSULTANT will help to generate a roadmap of potential future activities and goals of the
Youth Task Force, as well as guidance on overall convening structure and the prioritization of
initial Task Force activities and agendas.
Task 4: Advise on the City of Palo Alto’s Citywide Campaign/Communications: CONSULTANT can
provide up to 40 hours of expert guidance on campaign concepts and materials to help ensure their
effectiveness and impact. This could include reviewing and sharing expert feedback on creative briefs
and materials, and/or informing potential impact goals and measures. Further details:
1. CONSULTANT will evaluate the City’s existing communication tools for sharing resources about
youth mental health and share best practices or share additional tools the City could consider
using. This can be a smaller write up.
2. CONSULTANT will potentially survey about youth access of CITY-provided services, if needed
beyond the gap analysis and communication tools evaluation listed above.
3. CONSULTANT will curate a set of existing, evidence-based resources tailored to the goals and
objectives of the campaign for licensed use, e.g. on the citywide campaign landing page. These
resources might include digital tools, storytelling content, or social-first assets designed to
provide trustworthy information about mental health, including recognizing signs of distress;
supporting open conversation, connection, and help-seeking behaviors; and offering specialized
information for a wide range of feelings, situations, and identities. Examples include: Mental
Health Resource Center content, videos featuring expert advice and voices of lived experience
like Caleb Williams, research reports, and social media assets.
4. Advise on rebuilding of CITY mental health resources webpage to ensure user friendliness for
ease of accessing resources.
Task 5: Trainings to Build Knowledge and Skills
CONSULTANT will provide six (6) standard workshops/trainings with three (3) in person and (3) virtually.
The standard workshops and training can be tailored to address the needs of specific groups. The
workshop/training final topics will be settled upon by the CITY and CONSULTANT based on specific
needs of the Palo Alto community, but some example workshop/training topics include:
● JED’s “You Can Help” training equips participants to understand youth mental health, recognize
signs of distress, learn how to respond, and know when and how to connect young people to
professional resources. JED has developed specialized versions of this training for youth,
educator, and parent audiences. ● “Creating an Inclusive Community of Care” covers the connection between belonging and
mental well-being, identifies the core elements of a culture of care, and offers proven strategies
to combat stigma among historically marginalized groups. It’s recommended for leaders and
staff members of organizations that work with young people.
● “It’s Okay to Say Suicide” Being able to talk openly about suicide opens the door for people to
get help. We are here to not only tell you it’s OK to say suicide, we’re here to show you how.
The target audiences for the Palo Alto-specific workshops/trainings will be determined by the City of
Palo Alto based on community need. Examples include community groups, schools, school districts, etc.
Travel for Contract:
Based on the scope of work, travel is required for the CONSULTANT. With the expectation that
CONSULTANT will deliver services within Palo Alto, the reimbursable travel not to exceed cost is $9,000.
Option to Amend Contract to Add Additional Scope:
Upon interest, funding, and agreement of both parties, this contract can be amended to add additional
scope related to co-creating and supporting a youth mental health summit and to build capacity for
sustainable engagement, prevention, and postvention. Further scope would be developed for this
additional work upon interest, funding, and agreement of both parties.
Contract Timeline
Below is the estimated timing for the Tasks within this report.
Task # Description Estimated Completion Date
1 Provide Postvention Support One year from signing of
contract
2 Strengthen Prevention Efforts One year from signing of
contract
3 Facilitate Youth Engagement Within 18 months of signing of
contract
4 Advise on the City of Palo Alto’s Citywide Campaign/
Communications
Within 18 months of signing of
contract
5 Trainings to Build Knowledge and Skills Within one year of signing of
contract
Contract Cost Estimates
Below is the estimated pricing for the Tasks within this report.
Task # Description Estimated Cost For the Task
1 Provide Postvention Support $31,350
2 Strengthen Prevention Efforts $33,100
3 Facilitate Youth Engagement $21,300
4 Advise on the City of Palo Alto’s Citywide Campaign/
Communications
$30,850
5 Trainings to Build Knowledge and Skills $23,400
Travel Costs not to exceed: $9,000 for 6 trips
Item No. 12. Page 1 of 1
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City Council
Supplemental Report
From: Ed Shikada, City Manager
Meeting Date: September 29, 2025
Item Number: 12
Report #:2509-5254
TITLE
Supplemental Report: The City Schools Liaison Committee Recommends Approval of
Professional Services Contract Number C26195844 with the JED Foundation for a Not-to-Exceed
Amount of $149,000 for Technical Assistance, Evaluation, and Support Regarding Youth and
Young Adult Mental Health Programs for a Period of Two Years; CEQA Status - Not a Project
RECOMMENDATION
This is a supplemental report for Agenda Item #12: The City Schools Liaison Committee
Recommends Approval of Professional Services Contract Number C26195844 with the JED
Foundation for a Not-to-Exceed Amount of $149,000 for Technical Assistance, Evaluation, and
Support Regarding Youth and Young Adult Mental Health Programs for a Period of Two Years;
CEQA Status - Not a Project.
The contract with the JED Foundation is attached to this memo as Attachment A.
ATTACHMENTS
Attachment A: Professional Services Contract No. C26195844 with the JED Foundation
APPROVED BY:
Ed Shikada, City Manager
Professional Services Rev. Oct 16,2024 Page 1 of 22
CITY OF PALO ALTO CONTRACT NO. C26195844 AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PALO ALTO AND THE JED FOUNDATION This Agreement for Professional Services (this “Agreement”) is entered into as of the 29th day of
September, 2025 (the “Effective Date”), by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and THE JED FOUNDATION, a New York Corporation, located at 745 5th Ave Suite 500, New York, NY 10151 (“CONSULTANT”). The following recitals are a substantive portion of this Agreement and are fully incorporated herein
by this reference: RECITALS A. CITY intends to Palo Alto youth and young adults (the “Project”) and desires to engage a consultant to provide strategic planning, technical assistance, prevention and postvention
evaluation in connection with the Project (the “Services”, as detailed more fully in Exhibit A).
B. CONSULTANT represents that it, its employees and subconsultants, if any, possess the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services.
C. CITY, in reliance on these representations, desires to engage CONSULTANT to provide the Services as more fully described in Exhibit A, entitled “SCOPE OF SERVICES”. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this
Agreement, the parties agree as follows:
SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described in Exhibit A in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY.
SECTION 2. TERM.
The term of this Agreement shall be from October 1, 2025 through September 30, 2027 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance
of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit B, entitled “SCHEDULE OF PERFORMANCE”. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and
timely manner based upon the circumstances and direction communicated to the CONSULTANT.
CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT.
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Professional Services Rev. Oct 16,2024 Page 2 of 22
SECTION 4. NOT TO EXCEED COMPENSATION. 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 One Hundred Forty-Nine
Thousand Dollars ($149,000). 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 the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.
SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly
invoices to the CITY describing the Services performed and the applicable charges (including, if applicable, an identification of personnel who performed the Services, hours worked, hourly rates, and reimbursable expenses), based upon Exhibit C or, as applicable, CONSULTANT’s schedule of rates set forth in Exhibit C-1. If applicable, the invoice shall also describe the percentage of
completion of each task. The information in CONSULTANT’s invoices shall be subject to
verification by CITY. CONSULTANT shall send all invoices to CITY’s Project Manager at the address specified in Section 13 (Project Management) below. CITY will generally process and pay invoices within thirty (30) days of receipt of an acceptable invoice.
SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All Services shall be performed
by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it, its employees and subcontractors, if any, possess the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT
represents that it, its employees and subcontractors, if any, have and shall maintain during the term
of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All Services to be furnished by CONSULTANT under this Agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work
throughout California under the same or similar circumstances.
SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to
perform Services under this Agreement, as amended from time to time. CONSULTANT shall
procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. CONSULTANT represents and warrants that it is a corporation duly incorporated and in good
standing under the laws of the State of New York. CONSULTANT further represents that, as of
the Effective Date, is in the process of registering with the California Secretary of State as required to transact intrastate business in California. This Agreement shall not become effective, nor shall CONSULTANT be authorized to perform any services hereunder, unless and until CONSULTANT provides CITY with satisfactory written evidence of such registration with the
California Secretary of State.
SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by
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CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions.
SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works
project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds the CITY’s stated construction budget by ten percent (10%) or more, CONSULTANT shall make recommendations to CITY for aligning the Project design with the budget, incorporate CITY
approved recommendations, and revise the design to meet the Project budget, at no additional cost
to CITY. SECTION 10. INDEPENDENT CONTRACTOR. CONSULTANT acknowledges and agrees that CONSULTANT and any agent or employee of CONSULTANT will act as and shall be
deemed at all times to be an independent contractor and shall be wholly responsible for the manner
in which CONSULTANT performs the Services requested by CITY under this Agreement. CONSULTANT and any agent or employee of CONSULTANT will not have employee status with CITY, nor be entitled to participate in any plans, arrangements, or distributions by CITY pertaining to or in connection with any retirement, health or other benefits that CITY may offer its
employees. CONSULTANT will be responsible for all obligations and payments, whether
imposed by federal, state or local law, including, but not limited to, FICA, income tax withholdings, workers’ compensation, unemployment compensation, insurance, and other similar responsibilities related to CONSULTANT’s performance of the Services, or any agent or employee of CONSULTANT providing same. Nothing in this Agreement shall be construed as
creating an employment or agency relationship between CITY and CONSULTANT or any agent
or employee of CONSULTANT. Any terms in this Agreement referring to direction from CITY shall be construed as providing for direction as to policy and the result of CONSULTANT’s provision of the Services only, and not as to the means by which such a result is obtained.
SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of
CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written approval of the City Manager. Any purported assignment made without the prior written approval of the City Manager will be void and without
effect. Subject to the foregoing, the covenants, terms, conditions and provisions of this Agreement
will apply to, and will bind, the heirs, successors, executors, administrators and assignees of the parties. SECTION 12. SUBCONTRACTING.
Option A: No Subcontractor: CONSULTANT shall not subcontract any portion of the Services to be performed under this Agreement without the prior written authorization of the City Manager or designee. In the event CONSULTANT does subcontract any portion of the work to be performed under this Agreement, CONSULTANT shall be fully responsible for all acts and
omissions of subcontractors.
CONSULTANT shall be responsible for directing the work of any subcontractors and for any compensation due to subcontractors. CITY assumes no responsibility whatsoever concerning
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compensation of subcontractors. CONSULTANT shall be fully responsible to CITY for all acts and omissions of subcontractors. CONSULTANT shall change or add subcontractors only with the prior written approval of the City Manager or designee.
SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Dr. Katie Hurley
Email: katieh@jedfoundation.org as the CONSULTANT’s Project Manager to have supervisory responsibility for the performance, progress, and execution of the Services and represent CONSULTANT during the day-to-day performance of the Services. If circumstances cause the substitution of the CONSULTANT’s Project Manager or any other of CONSULTANT’s key
personnel for any reason, the appointment of a substitute Project Manager and the assignment of
any key new or replacement personnel will be subject to the prior written approval of the CITY’s Project Manager. CONSULTANT, at CITY’s request, shall promptly remove CONSULTANT personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Services or a threat to the safety of
persons or property.
CITY’s Project Manager is Chantal Cotton Gaines, Deputy City Manager, City Manager’s Office, 250 Hamilton Ave Palo Alto, CA, zip code: 94301, Telephone: (650)329-2572. CITY’s Project Manager will be CONSULTANT’s point of contact with respect to performance, progress and
execution of the Services. CITY may designate an alternate Project Manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. All work product, including without limitation, all writings, drawings, studies, sketches, photographs, plans, reports, specifications, computations, models, recordings, data, documents, and other materials and copyright interests
developed under this Agreement, in any form or media, shall be and remain the exclusive property
of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work product pursuant to this Agreement are vested in CITY, and CONSULTANT hereby waives and relinquishes all claims to copyright or other intellectual property rights in favor of CITY. Neither CONSULTANT nor its subcontractors, if any, shall
make any of such work product available to any individual or organization without the prior written
approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the Scope of Services.
SECTION 15. AUDITS. CONSULTANT agrees to permit CITY and its authorized
representatives to audit, at any reasonable time during the term of this Agreement and for four (4) years from the date of final payment, CONSULTANT’s records pertaining to matters covered by this Agreement, including without limitation records demonstrating compliance with the requirements of Section 10 (Independent Contractor). CONSULTANT further agrees to maintain
and retain accurate books and records in accordance with generally accepted accounting principles
for at least four (4) years after the expiration or earlier termination of this Agreement or the completion of any audit hereunder, whichever is later. SECTION 16. INDEMNITY.
16.1. To the fullest extent permitted by law, CONSULTANT shall indemnify,
defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and
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expenses of whatever nature including attorney’s fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party.
16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from a Claim arising from the active negligence or willful misconduct of an Indemnified Party that is not contributed to by any act of, or by any omission to perform a duty imposed by law or agreement by, CONSULTANT, its
officers, employees, agents or contractors under this Agreement. 16.3. The acceptance of CONSULTANT’s Services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement.
SECTION 17. WAIVERS. No waiver of a condition or nonperformance of an obligation under this Agreement is effective unless it is in writing in accordance with Section 29.4 of this Agreement. No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted shall
apply solely to the specific instance expressly stated. No single or partial exercise of any right or
remedy will preclude any other or further exercise of any right or remedy. SECTION 18. INSURANCE.
18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in
full force and effect during the term of this Agreement, the insurance coverage described in Exhibit D, entitled “INSURANCE REQUIREMENTS”. CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies.
18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in
full force and effect during the term of this Agreement, identical insurance coverage, naming CITY
as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval
of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary
coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days’ prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written
notice of the cancellation or modification within two (2) business days of the CONSULTANT’s
receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement.
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18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT’s liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss
caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES.
19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. If CONSULTANT fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided under this Agreement
or at law, the City Manager may terminate this Agreement sooner upon written notice of
termination. Upon receipt of any notice of suspension or termination, CONSULTANT will discontinue its performance of the Services on the effective date in the notice of suspension or termination.
19.2. In event of suspension or termination, CONSULTANT will deliver to the
City Manager on or before the effective date in the notice of suspension or termination, any and all work product, as detailed in Section 14 (Ownership of Materials), whether or not completed, prepared by CONSULTANT or its contractors, if any, in the performance of this Agreement. Such work product is the property of CITY, as detailed in Section 14 (Ownership of Materials).
19.3. In event of suspension or termination, CONSULTANT will be paid for the Services rendered and work products delivered to CITY in accordance with the Scope of Services up to the effective date in the notice of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be
obligated to compensate CONSULTANT only for that portion of CONSULTANT’s Services
provided in material conformity with this Agreement as such determination is made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 17, 19.2, 19.3, 19.4, 20, 25, 27, 28, 29 and 30.
19.4. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement, unless made in accordance with Section 17 (Waivers).
SECTION 20. NOTICES.
All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows:
To CITY: Office of the City Clerk
City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303
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With a copy to the Purchasing Manager To CONSULTANT: Attention of the Project Manager at the address of
CONSULTANT recited on the first page of this Agreement.
CONSULTANT shall provide written notice to CITY of any change of address. SECTION 21. CONFLICT OF INTEREST.
21.1. In executing this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services.
21.2. CONSULTANT further covenants that, in the performance of this
Agreement, it will not employ subcontractors or other persons or parties having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the
State of California, as amended from time to time. CONSULTANT agrees to notify CITY if any
conflict arises. 21.3. If the CONSULTANT meets the definition of a “Consultant” as defined by the Regulations of the Fair Political Practices Commission, CONSULTANT will file the
appropriate financial disclosure documents required by the Palo Alto Municipal Code and the
Political Reform Act of 1974, as amended from time to time. SECTION 22. NONDISCRIMINATION; COMPLIANCE WITH ADA.
22.1. As set forth in Palo Alto Municipal Code Section 2.30.510, as amended
from time to time, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such
person. CONSULTANT acknowledges that it has read and understands the provisions of Section
2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment.
22.2. CONSULTANT understands and agrees that pursuant to the Americans
Disabilities Act (“ADA”), programs, services and other activities provided by a public entity to the public, whether directly or through a contractor or subcontractor, are required to be accessible to the disabled public. CONSULTANT will provide the Services specified in this Agreement in a manner that complies with the ADA and any other applicable federal, state and local disability
rights laws and regulations, as amended from time to time. CONSULTANT will not discriminate
against persons with disabilities in the provision of services, benefits or activities provided under this Agreement.
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SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, hereby incorporated by reference and as amended from time to time. CONSULTANT shall comply with
waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero
Waste best practices include, first, minimizing and reducing waste; second, reusing waste; and, third, recycling or composting waste. In particular, CONSULTANT shall comply with the following Zero Waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a
personal computer and printer including but not limited to, proposals, quotes, invoices, reports,
and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable-based inks.
(b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Department’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no
additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from
the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62
(Citywide Minimum Wage), as amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code Section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition,
CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code Section 4.62.060. SECTION 25. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code, as amended from time to
time. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the
event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This Section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement.
SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS. 26.1. This Project is not subject to prevailing wages and related
requirements. CONSULTANT is not required to pay prevailing wages and meet related
requirements under the California Labor Code and California Code of Regulations in the performance and implementation of the Project if the contract: (1) is not a public works contract;
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(2) is for a public works construction project of $25,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or (3) is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and
1773.3(j).
SECTION 27. CLAIMS PROCEDURE FOR “9204 PUBLIC WORKS PROJECTS”. For purposes of this Section 27, a “9204 Public Works Project” means the erection, construction,
alteration, repair, or improvement of any public structure, building, road, or other public
improvement of any kind. (Cal. Pub. Cont. Code § 9204.) Per California Public Contract Code Section 9204, for Public Works Projects, certain claims procedures shall apply, as set forth in Exhibit F, entitled “Claims for Public Contract Code Section 9204 Public Works Projects”.
This Project is not a 9204 Public Works Project.
SECTION 28. CONFIDENTIAL INFORMATION. 28.1. In the performance of this Agreement, CONSULTANT may have access to
CITY’s Confidential Information (defined below). CONSULTANT will hold Confidential
Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Agreement and for no other purpose. CONSULTANT will maintain reasonable and appropriate administrative, technical and physical safeguards to ensure the security, confidentiality and integrity of the Confidential Information.
Notwithstanding the foregoing, CONSULTANT may disclose Confidential Information to its
employees, agents and subcontractors, if any, to the extent they have a need to know in order to perform CONSULTANT’s obligations to CITY under this Agreement and for no other purpose, provided that the CONSULTANT informs them of, and requires them to follow, the confidentiality and security obligations of this Agreement.
28.2. “Confidential Information” means all data, information (including without limitation “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time) and materials, in any form or media, tangible or intangible, provided or otherwise made available to CONSULTANT by CITY, directly or
indirectly, pursuant to this Agreement. Confidential Information excludes information that
CONSULTANT can show by appropriate documentation: (i) was publicly known at the time it was provided or has subsequently become publicly known other than by a breach of this Agreement; (ii) was rightfully in CONSULTANT’s possession free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightfully obtained by
CONSULTANT from a third party without breach of any confidentiality obligation; (iv) is
independently developed by employees of CONSULTANT without any use of or access to the Confidential Information; or (v) CONSULTANT has written consent to disclose signed by an authorized representative of CITY.
28.3. Notwithstanding the foregoing, CONSULTANT may disclose Confidential
Information to the extent required by order of a court of competent jurisdiction or governmental body, provided that CONSULTANT will notify CITY in writing of such order immediately upon receipt and prior to any such disclosure (unless CONSULTANT is prohibited by law from doing
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so), to give CITY an opportunity to oppose or otherwise respond to such order. 28.4. CONSULTANT will notify City promptly upon learning of any breach in the security of its systems or unauthorized disclosure of, or access to, Confidential Information in
its possession or control, and if such Confidential Information consists of Personal Information,
CONSULTANT will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time. 28.5. Prior to or upon termination or expiration of this Agreement,
CONSULTANT will honor any request from the CITY to return or securely destroy all copies of
Confidential Information. All Confidential Information is and will remain the property of the CITY and nothing contained in this Agreement grants or confers any rights to such Confidential Information on CONSULTANT.
28.6. If selected in Section 30 (Exhibits), this Agreement is also subject to the
terms and conditions of the Information Privacy Policy and Cybersecurity Terms and Conditions. SECTION 29. MISCELLANEOUS PROVISIONS.
29.1. This Agreement will be governed by California law, without regard to its
conflict of law provisions. 29.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara,
State of California.
29.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value
of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third
parties. 29.4. This Agreement, including all exhibits, constitutes the entire and integrated agreement between the parties with respect to the subject matter of this Agreement, and supersedes
all prior agreements, negotiations, representations, statements and undertakings, either oral or
written. This Agreement may be amended only by a written instrument, which is signed by the authorized representatives of the parties and approved as required under Palo Alto Municipal Code, as amended from time to time.
29.5. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is void or unenforceable, the unaffected provisions of this Agreement will remain in full force and effect. 29.6. In the event of a conflict between the terms of this Agreement and the
exhibits hereto (per Section 30) or CONSULTANT’s proposal (if any), the Agreement shall
control. In the event of a conflict between the exhibits hereto and CONSULTANT’s proposal (if any), the exhibits shall control.
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29.7. The provisions of all checked boxes in this Agreement shall apply to this Agreement; the provisions of any unchecked boxes shall not apply to this Agreement. 29.8. All section headings contained in this Agreement are for convenience and
reference only and are not intended to define or limit the scope of any provision of this Agreement.
29.9. This Agreement may be signed in multiple counterparts, which, when executed by the authorized representatives of the parties, shall together constitute a single binding agreement.
SECTION 30. EXHIBITS. Each of the following exhibits, if the check box for such exhibit is selected below, is hereby attached and incorporated into this Agreement by reference as though fully set forth herein:
EXHIBIT A: SCOPE OF SERVICES
EXHIBIT B: SCHEDULE OF PERFORMANCE EXHIBIT C: COMPENSATION EXHIBIT C-1: SCHEDULE OF RATES EXHIBIT D: INSURANCE REQUIREMENTS
THIS AGREEMENT IS NOT COMPLETE UNLESS ALL SELECTED EXHIBITS ARE ATTACHED.
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CONTRACT No. C26195844 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement as of the date first above written.
CITY OF PALO ALTO
____________________________ City Manager
APPROVED AS TO FORM:
__________________________
City Attorney or designee
CONSULTANT THE JED FOUNDATION
Officer 1 By: ________________________________
Name: ______________________________ Title: _______________________________
Officer 2 By: ________________________________
Name: ______________________________ Title: _______________________________
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John MacPhee
CEO, The Jed Foundation
Lisa Risi
CFAO, The Jed Foundation
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EXHIBIT A SCOPE OF SERVICES
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”. Notwithstanding any provision herein to the contrary, CONSULTANT’s duties and services described in this Scope of Services shall not include preparing or assisting CITY with any portion of CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain
responsibility for public contracting, including with respect to any subsequent phase of this project.
CONSULTANT’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications. CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual,
preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Scope
of Services. The JED Foundation (CONSULTANT) will provide strategic planning, technical assistance (TA), prevention and postvention consultation to the City of Palo Alto. CONSULTANT will
provide the services described in this scope of work in a 18-24 month time period for a Not to
Exceed amount of $149,000 which includes $140,000 for services and $9,000 as a not to exceed for eligible reimbursable travel expenses. This contract can be amended in the future to add additional scope of a Phase 2 upon mutual agreement of the parties and identified funding.
CONSULTANT will provide the following services in partnership with the CITY’s Project
Manager. Task 1: Provide Postvention Support CONSULTANT will provide the following deliverables for postvention services:
1. Meetings, Interviews, Focus Groups: CONSULTANT will directly facilitate and
coordinate among local providers opportunities for postvention grief processing and community healing in the wake of recent losses and historic suicide cluster events. Consultant will engage Project Safety Net (PSN) for historical knowledge, insight and experience.
2. Gap Analysis Write Up and Postvention Guide: CONSULTANT will conduct a gap
analysis of the current systems of postvention support, followed by the creation of a co-designed and customized postvention guide to improve responses to loss by suicide (and other unexpected loss) and reduce the likelihood that other individuals will die by suicide following a loss. CITY will review a draft of the report and guide and provide comments
before the report and guide are finalized.
3. Messaging Write Ups: CONSULTANT will assist with community-wide safe messaging (including news shared in local newspapers, community groups and memorials in the community) to reduce the likelihood that other individuals will die by suicide following a loss.
Task 2: Strengthen Prevention Efforts CONSULTANT will provide the following deliverables for prevention services: 1. Data Analysis: CONSULTANT will provide data analysis with at least the following
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data: a. Regional: local data will be compiled to identify the leading methods of suicide in the region and potential “hotspots” in an effort to create multipronged approaches to reducing access to lethal means.
b. Local Schools Data: In partnership with the CITY, CONSULTANT will request
data from the Palo Alto Unified School District (PAUSD) that relates to mental health support of the student population; CONSULTANT will leverage that data to inform citywide prevention efforts for Palo Alto youth (particularly the K-12 population).
2. Communication:
a. CONSULTANT, in partnership with the CITY, will share this scope of work and progress updates to PAUSD and will highlight if the update information is suggested to be broadly shared with PAUSD families. 3. Gap Analysis Write Up on Prevention: CONSULTANT will conduct a gap analysis of
the current programs and services for youth mental health support in Palo Alto,
particularly including identifying those programs and services offered by or financially supported by the City. The gap analysis will evaluate services offered by age, accessibility of services, supports for specific demographic groups, availability of types of mental health support services, etc. CONSULTANT and CITY will agree on what is
included in the study and CONSULTANT will produce a report with findings.
CONSULTANT will make recommendations on evidence-based programs and interventions for suicide prevention in communities. The CITY will review a draft of the report and provide comments before the report is finalized. 4. Advising on Reduction of Lethal Means: CONSULTANT will provide concrete guidance
to reduce access to lethal means, including but not limited to: AI assisted surveillance
along the rails, temporary suicide barriers and deterrents (e.g. nylon netting at common entry points), hopeful signage with specific low and no cost help-seeking options visible, messaging campaigns about the benefits of mental health care, and regular environmental scans. This information will be shared with the CITY through written report and meetings
5. Safety education for local agencies: CONSULTANT will conduct 2 four-hour trainings
as customized, citywide lethal means safety education. CONSULTANT will help train more local providers in the use and implementation of research-based individual approaches to reducing access to lethal means (e.g., Counseling on Access to Lethal Means).
6. Policy Development: CONSULTANT will assist in policy review and/or development,
based on the results of the gap analysis, to create clear systems of response and intervention to assist in a mental health crisis. This can include reviewing and updating existing policies and/or developing new policies.
Task 3: Facilitate Youth Engagement
CONSULTANT understands that voice, agency, and purpose are essential to healthy development and wellness. JED will work with youth leaders, community organizations, and other stakeholders to ensure that Palo Alto’s young people are central to this work.
CONSULTANT recommends the following elements to amplify youth voice and to increase
youth engagement: 1. JED will seek to better understand the needs of Palo Alto’s teens and young adults by recruiting a diverse sample of participants (approximately 30 - 50) to take part in a series
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of small (6-8), structured focus groups regarding the Palo Alto mental health ecosystem (access, awareness, acceptability). The methodology will include an IRB review, a hybrid model (in-person, anonymous remote), an interview schedule of key questions and follow-up probes, and a fully informed consent process.
2. Survey Administration and Analysis: CONSULTANT will administer its well-developed
JED High School Survey where possible for Palo Alto youth in public and private schools. If the survey is used at PAUSD, it is subject to concurrence by PAUSD to ensure it is not duplicative of other PAUSD survey tools. The survey tool is intended to get a clearer picture of the mental health needs and help-seeking preferences among Palo Alto
teens. The CITY and CONSULTANT will request support from local private schools and
PAUSD (as appropriate given note above) to help share the survey to Palo Alto youth. 3. CONSULTANT will work with the CITY to explore the creation of a Peer Task Force to ensure that young people are meaningfully represented. 4. CONSULTANT will help to generate a roadmap of potential future activities and goals
of the Youth Task Force, as well as guidance on overall convening structure and the
prioritization of initial Task Force activities and agendas. Task 4: Advise on the City of Palo Alto’s Citywide Campaign/Communications: CONSULTANT can provide up to 40 hours of expert guidance on campaign concepts and
materials to help ensure their effectiveness and impact. This could include reviewing and sharing
expert feedback on creative briefs and materials, and/or informing potential impact goals and measures. Further details: 1. CONSULTANT will evaluate the City’s existing communication tools for sharing resources about youth mental health and share best practices or share additional tools the
City could consider using. This can be a smaller write up.
2. CONSULTANT will potentially survey about youth access of CITY-provided services, if needed beyond the gap analysis and communication tools evaluation listed above. 3. CONSULTANT will curate a set of existing, evidence-based resources tailored to the goals and objectives of the campaign for licensed use, e.g. on the citywide campaign
landing page. These resources might include digital tools, storytelling content, or social-
first assets designed to provide trustworthy information about mental health, including recognizing signs of distress; supporting open conversation, connection, and help-seeking behaviors; and offering specialized information for a wide range of feelings, situations, and identities. Examples include: Mental Health Resource Center content, videos
featuring expert advice and voices of lived experience like Caleb Williams, research
reports, and social media assets. 4. Advise on rebuilding of CITY mental health resources webpage to ensure user friendliness for ease of accessing resources.
Task 5: Trainings to Build Knowledge and Skills
CONSULTANT will provide six (6) standard workshops/trainings with three (3) in person and (3) virtually. The standard workshops and training can be tailored to address the needs of specific groups. The workshop/training final topics will be settled upon by the CITY and CONSULTANT based on specific needs of the Palo Alto community, but some example
workshop/training topics include:
● JED’s “You Can Help” training equips participants to understand youth mental health, recognize signs of distress, learn how to respond, and know when and how to connect
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young people to professional resources. JED has developed specialized versions of this training for youth, educator, and parent audiences.
● “Creating an Inclusive Community of Care” covers the connection between belonging and mental well-being, identifies the core elements of a culture of care, and offers proven strategies to combat stigma among historically marginalized groups. It’s recommended
for leaders and staff members of organizations that work with young people.
● “It’s Okay to Say Suicide” Being able to talk openly about suicide opens the door for
people to get help. We are here to not only tell you it’s OK to say suicide, we’re here to show you how. The target audiences for the Palo Alto-specific workshops/trainings will be determined by the City of Palo Alto based on community need. Examples include community groups, schools,
school districts, etc. Travel for Contract: Based on the scope of work, travel is required for the CONSULTANT. With the expectation that CONSULTANT will deliver services within Palo Alto, the reimbursable travel not to exceed cost
is $9,000. Option to Amend Contract to Add Additional Scope: Upon interest, funding, and agreement of both parties, this contract can be amended to add additional scope related to co-creating and supporting a youth mental health summit and to build
capacity for sustainable engagement, prevention, and postvention. Further scope would be developed for this additional work upon interest, funding, and agreement of both parties.
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EXHIBIT B SCHEDULE OF PERFORMANCE 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. 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 Days/Weeks (as specified below) from NTP
1. Provide Postvention Support One Year from signing of contract
2. Strengthen Prevention Efforts One Year from signing of contract
3. Facilitate Youth Engagement Within 18 months from signing of contract
4. Advise on the City of Palo Alto’s
Citywide Campaign/communication Within 18 months from signing of contract
5. Training to Build Knowledge and Skills One Year from signing of contract
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EXHIBIT C COMPENSATION 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 Task 1 (Provide Postvention Support) $31,350
Task 2 (Strengthen Prevention Efforts) $33,100
Task 3 (Facilitate Youth Engagement) $21,300
Task 4
(Advise on the City of Palo Alto’s Citywide Campaign/Communication)
$30,850
Task 5 (Trainings to Build Knowledge and Skills) $23,400
Sub-total for Services $140,000
Reimbursable Expenses (if any) $9,000
Total for Services and Reimbursable Expenses $149,000
Additional Services (if any, per Section 4) $0
Maximum Total Compensation $149,000
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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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: Travel: Flights, hotel stays, taxi/rideshare, meals but does not include alcoholic beverages up to the not-to-exceed amount of: $9,000.
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.
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EXHIBIT C-1 SCHEDULE OF RATES
CONSULTANT’s schedule of rates is as follows: TASK MONTHLY CHARGE
Task 1
(Provide Postvention Support)
$2,612.50
Task 2
(Strengthen Prevention Efforts)
$2,758.33
Task 3
(Facilitate Youth Engagement)
$1,183.33
Task 4 (Advise on the City of Palo Alto’s Citywide
Campaign/Communication)
$1,713.88
Task 5
(Trainings to Build Knowledge and Skills)
$1,950.00
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EXHIBIT D INSURANCE REQUIREMENTS
CONSULTANTS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS AS SPECIFIED HEREIN.
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH OCCURRENCE AGGREGATE
YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY STATUTORY STATUTORY
YES
GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY
BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGE COMBINED.
$1,000,000 $1,000,000 $1,000,000
$1,000,000 $1,000,000 $1,000,000
YES
AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED
BODILY INJURY - EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED
$1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000
$1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000
YES
PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE
ALL DAMAGES $1,000,000
YES
THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONSULTANT, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONSULTANT AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE: A. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONSULTANT’S AGREEMENT TO INDEMNIFY CITY. II. THE CONSULTANT MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING EMAIL: PurchasingSupport@PaloAlto.Gov III. ENDORSEMENT PROVISIONS WITH RESPECT TO THE INSURANCE AFFORDED TO ADDITIONAL INSUREDS: A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS.
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B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. EVIDENCE OF INSURANCE AND OTHER RELATED NOTICES ARE REQUIRED TO BE FILED WITH THE CITY OF PALO ALTO SENT TO THE FOLLOWING EMAIL: Purchasingsupport@PaloAlto.Gov
Docusign Envelope ID: CD3BCD12-1864-4D03-9AD3-0CB568467716
Certificate Of Completion
Envelope Id: CD3BCD12-1864-4D03-9AD3-0CB568467716 Status: Completed
Subject: Complete with Docusign: Final C26195844 Jed Foundation.pdf
Source Envelope:
Document Pages: 22 Signatures: 2 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@paloalto.gov
IP Address: 170.85.54.83
Record Tracking
Status: Original
9/24/2025 1:49:28 PM
Holder: Alice Harrison
alice.harrison@paloalto.gov
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: Docusign
Signer Events Signature Timestamp
John MacPhee
John@jedfoundation.org
CEO, The Jed Foundation
The Jed Foundation
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2603:7000:3401:1044:10d:2a3f:def:a76f
Sent: 9/25/2025 7:49:03 AM
Viewed: 9/25/2025 8:12:21 AM
Signed: 9/25/2025 8:12:36 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Lisa Risi
lisa.risi@jedfoundation.org
CFAO, The Jed Foundation
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address:
2600:4041:53c7:6d00:a55c:1a7b:a251:2e7b
Sent: 9/25/2025 8:12:38 AM
Resent: 9/25/2025 12:00:05 PM
Viewed: 9/25/2025 12:04:15 PM
Signed: 9/25/2025 12:04:41 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Ingrid Velasquez
ingrid.velasquez@paloalto.gov
Administrative Assistant
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 9/25/2025 12:04:42 PM
Viewed: 9/25/2025 12:10:51 PM
Carbon Copy Events Status Timestamp
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Chantal Gaines
chantal.gaines@paloalto.gov
Assistant to City Manager
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 9/25/2025 12:04:43 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Kojo Pierce
kojo.pierce@paloalto.gov
Security Level: Email, Account Authentication
(None)
Sent: 9/25/2025 12:04:43 PM
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 9/25/2025 7:49:03 AM
Certified Delivered Security Checked 9/25/2025 12:04:15 PM
Signing Complete Security Checked 9/25/2025 12:04:41 PM
Completed Security Checked 9/25/2025 12:04:43 PM
Payment Events Status Timestamps