HomeMy WebLinkAboutStaff Report 2510-5388CITY OF PALO ALTO
CITY COUNCIL
Monday, December 08, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
7.Approval of Contract Amendment No. 1 to Contract No. C25192924 with Concordia, LLC
in the amount of $65,000, for a total contract amount not to exceed $696,966 for
additional services associated with development of the Cubberley Master Plan; CEQA
Status – CEQA will be completed as part of this project.
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: December 8, 2025
Report #:2510-5388
TITLE
Approval of Contract Amendment No. 1 to Contract No. C25192924 with Concordia, LLC in the
amount of $65,000, for a total contract amount not to exceed $696,966 for additional services
associated with development of the Cubberley Master Plan; CEQA Status – CEQA will be
completed as part of this project.
RECOMMENDATION
Staff recommends the City Council approve and authorize the City Manager or their designee to
execute Amendment No. 1 to Contract No. C23187298C with Concordia, LLC (Attachment A) for
additional services in an amount of $65,000 for additional services associated with the
development of the Cubberley Master Plan for a revised total not-to-exceed amount of
$696,966.
BACKGROUND
The City Council approved a contract with Concordia, LLC on December 2, 20241 to reinitiate
master planning for the Cubberley site, building on work Concordia completed in 2019. The
original contract is for an amount not to exceed $631,966 over a 24-month term.
Master planning work began in January 2025 and is expected to be completed in December
2025, with final adoption in March 2026. In a parallel process, staff are working with a ballot
strategist and polling expert to prepare for a potential November 2026 ballot measure to fund
the Cubberley project. To date, two of four polls have been completed, and results of those
polls along with community, Commission, and Council feedback has informed iterations of the
master plan.
1 City Council, December 2, 2024; Agenda Item #18; SR# 2410-3634,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=83117
Additional background on the Cubberley site and master planning effort is included in previous
staff reports, most recently October 20, 20253. Master plan work completed to date can be
found on the City’s website at www.paloalto.gov/improvecubberley.
ANALYSIS
o Auditorium
o Buildings S, T, U, V
o Buildings C, D, E, F, FH, H.
3City Council, October 20, 2025; Agenda Item #1; SR#2503-4353,
https://cityofpaloalto.primegov.com/viewer/preview?id=0&type=8&uid=71b7244b-dd63-4983-814f-fc85664f01cd
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Vers.: Aug. 5, 2019
Page 1 of 11
AMENDMENT NO. 1 TO CONTRACT NO. C25192924
BETWEEN THE CITY OF PALO ALTO AND
CONCORDIA, LLC
This Amendment No. 1 (this “Amendment”) to Contract No. C25192924 (the “Contract”
as defined below) is entered into as of December 1, 2025, by and between the CITY OF PALO
ALTO, a California chartered municipal corporation (“CITY”), and CONCORDIA, LLC, a
Louisiana Limited Liability Company, located at 2016 Oretha Castle Haley Boulevard, New
Orleans, LA 70113 (“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 to re-engage the community and develop a master plan for the Cubberley site,
as detailed therein.
B. The Parties now wish to amend the Contract in order to (1) add to the Scope of
Services, and (2) increase the total not-to-exceed compensation amount by Sixty-Five Thousand
Dollars ($65,000) from Six Hundred Thirty-One Thousand Nine Hundred Sixty-Six Dollars
($631,966) to a new not-to-exceed compensation amount of Six Hundred Ninety Six Thousand
Nine Hundred Sixty-Six Dollars ($696,966), 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:
Contract. The term “Contract” shall mean Contract No. C25192924 between CONSULTANT
and CITY, dated December 2, 2024.
a. 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 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
Six Hundred Fifty Thousand Eight Hundred Sixty Dollars ($650,860). 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.
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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 Forty-Six Thousand One Hundred and Six Dollars ($46,106) 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 Six Hundred Ninety-Six Thousand Nine Hundred Sixty-Six Dollars
($696,966), 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 3. 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 “A” entitled “SCOPES OF SERVICES, AMENDMENT NO. 1”,
AMENDED, REPLACES PREVIOUS.
b. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 1”,
AMENDED, REPLACES PREVIOUS.
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SECTION 4. 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 5. 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.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
Officer 1
By:
Name:
Title:
Officer 2
By:
Name:
Attachments:
Exhibit “A” entitled “SCOPES OF SERVICES, AMENDMENT NO. 1”, AMENDED,
REPLACES PREVIOUS
Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 1”, AMENDED, REPLACES
PREVIOUS
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Partner
Bobbie Hill
Steven Bingler
CEO
Vers.: Aug. 5, 2019
Page 5 of 11
EXHIBIT A
SCOPES OF SERVICES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
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.
This Agreement reinitiates master planning for the Cubberley site, building on work completed
in 2017 with Concordia (Consultant). For continuity and efficiency, the City is re-engaging with
Concordia for this work as they has a keen understanding of the Cubberley facility,
neighborhood, and community and are well-positioned to build upon their previous plan. Making
the 2026 ballot will require an expedient process to identify which elements of the Cubberley
Concept Plan remain relevant while re-engaging the community and completing the appropriate
level of CEQA analysis.
Concordia was awarded a contract in 2018 after a competitive bid process to complete a
community engagement effort and master plan for Cubberley, in partnership with the Palo Alto
Unified School District (PAUSD). For context, the Cubberley site is partially owned by the city
(8 acres) and partially owned by the school district (27 acres). At that time, the concept was to
build a community center on the City’s land and shared use buildings on the school district’s
land.
The master plan was completed in November 2019 but due to a change in priorities for PAUSD
the master plan was never adopted by the City Council. Since that time, the City and PAUSD
have negotiated a deal by which the City will purchase 7 acres of land at the Cubberley site from
the school district. The City’s intent is to re-develop the property with a new community center.
On October 7, 2024 the City Council approved a Memorandum of Understanding with PAUSD
to purchase the land and complete a master development plan for the site.
The master plan, including CEQA review must be completed by March 2026. Consultant
should expect to complete the master plan by December 31, 2025 to ensure there is adequate
time to complete CEQA and obtain City Council approval.
Task 1: Project Administration
Consultant will manage the project efficiently to meet project milestones and schedule.
Consultant will work with City staff to finalize a detailed schedule of work including which tasks
can be conducted in parallel, critical path tasks, key decision points and frequency of regular
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project team meetings/conference calls. All existing information that will be provided by the
City will be identified in this task.
Meetings to Include:
• Regular bi-weekly coordination calls with City staff (virtual)
Deliverables:
• Request for information
Task 2: Review 2019 Cubberley Concept Plan (Concept Plan) and Identify Gaps
Consultant will review the previous Concept Plan and related documents (program document,
community asset evaluation, and needs assessment) and identify which elements need to be
revisited with City staff and/or the community. Consultant will then review the community’s
current recreational, educational, and cultural assets to identify opportunities for the community
center that address community preferences and fill existing gaps in services and programs, while
maximizing public resources. The gaps and opportunities identified here will be used to develop
the community and stakeholder engagement plan.
Meetings to Include:
• None
Deliverables:
• Memo to City staff summarizing results of Task 2
Task 3: Develop Community and Stakeholder Engagement Plan
Consultant will develop a community and stakeholder engagement plan that will guide
community outreach during the Master Plan process, including timing, method of engagement,
and the number and format of workshops and community meetings. This task will build upon
the data and information collected during the previous community engagement process.
Consultant will obtain approval from City staff on the Plan.
Meetings to Include:
• Consultant/City review of Draft Stakeholder and Community Engagement Plan
Deliverables:
• Draft Stakeholder and Community Engagement Plan
• Final Stakeholder and Community Engagement Plan
Task 4: Implement the Community and Stakeholder Engagement Plan
Consultant will implement the approved plan developed in Task 3 and confirm or revise the
following:
a. Community Asset Evaluation and Needs Assessment
b. Vision, Goals and Opportunities
c. Type and placement of indoor and outdoor community center and recreation facilities
and amenities
d. Preferred programming and spatial needs
Meetings to Include:
• Workshops and community meetings identified in the Engagement Plan
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Deliverables:
• Consultant will document the results of workshops and meetings
• Programming Document
Task 5: Conceptual Designs
Consultant will work collaboratively with the City and community to develop three conceptual
designs for a community center at Cubberley to include facility layout detailing how the site will
support programming. The designs will reflect input received from the community and will build
upon the 2019 concept plan. Each conceptual design will illustrate the arrangement of different
program elements such as recreation, and wellness and multi-purpose, and flexible spaces. These
conceptual designs will include illustrative 3D design work communicating how the buildings
would house the program and relate to one another and the surrounding area. This level of design
will communicate the function, form, and major relationships between the site elements pursuant
to the program. The scenarios will be presented to City staff, the community, commissions, and
City Council for review.
Meetings to Include:
• Workshops and community meetings identified in the Engagement Plan
Deliverables:
• Three conceptual designs in electronic, print and display formats
• Presentations to Parks and Recreation Commission, Planning and Transportation
Commission, and City Council on facility and program concepts
Task 6: Phase 1 site plan development
Design for flexibility to complete or indefinitely pause after construction of Phase 1 and Site
improvements. Include renovation for the remainder of the site. The Design Team will provide a
plan for the following Phase 1 elements:
• Phase 1 New Construction:
o Recreation and Wellness
o Education and Enrichment
o Performing Arts
o Site work
• Phase 1 Renovations:
o Theatre – Renovate for use by community groups
o Pavilion – Renovate for use by theater companies and larger productions
o Building I – Renovate for program uses
• Site plan design for the remaining site which may include renovation and
programming of the following buildings and surrounding site:
o Auditorium
o Buildings S, T, U, V
o Buildings C, D, E, F, FH, H
Design Option: New Construction vs Renovation and Parking Strategy: Extend duration
of three design options past Meeting 2 for consideration and feedback from stakeholders.
• Design Option 1: Renovate the existing three concrete frame structures on
campus: Building I, Theatre and Pavilion.
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• Design Option 2 is to demo these structures and replace these program spaces
with new construction buildings.
• Design Option 3: Study Underground vs Above Grade parking systems
Design Option: Theatre District: Concordia will revise the Master Plan to accommodate
plans to renovate the existing Pavilion and Theatre structures as Performing Arts spaces.
Meetings to Include:
• Up to two (2) Ad Hoc Committee meetings and preparation
• Up to four (4) other Commission meetings and preparation
Deliverables:
Site Plan Design Options:
• Phase 1 development
• Site plan and programming revisions resulting from Theatre District plans
• Renovation vs New construction studies for Building I, Theatre, Pavilion
Task 7: Draft Cubberley Master Plan Report
Consultant will develop a Draft Master Plan Report based on the preferred conceptual design
from Task 5. The draft Master Plan will include phasing scenarios for site and facility
reconstruction and cost estimates for each phase. The Draft Master Plan report will also address
opportunities and constraints related to connectivity of the community center to nearby schools,
neighborhoods, and other community facilities. Consultant will present the draft report to various
commissions and the City Council. Consultant and City staff will determine if meetings should
be attended in person or virtually.
Meetings to Include:
• City Staff (presentation)
• Parks and Recreation Commission
• Planning and Transportation Commission
• City Council
Deliverables:
• City staff study sessions: presentation and summary
• Presentation to Parks and Recreation Commission, Planning and Transportation
Commission, and City Council
• Administrative Draft Master Plan Report
• Public Draft Master Plan Report
Task 8: Community Master Plan Review Meeting
After completing the Public Draft Master Plan report in Task 6, Consultant will design a
community-wide review meeting to solicit feedback on the Draft Master Plan Report and the
site’s conceptual design. Residents will have the opportunity to give feedback and make final
recommendations on the plan development.
Meetings to Include:
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• Community Meeting
Deliverables:
• Community Meeting activities, presentations, facilitation, summary
Task 9: California Environmental Quality Act (CEQA) Support
Consultant will support the City’s consultant that will conduct the CEQA review process.
Specifically, this includes coordination and support for CEQA consultant, including requested
design narrative, drawings, diagrams, and other design-related materials.
Meetings to Include:
• None
Deliverables:
• None
Task 10: Final Cubberley Master Plan
Based on the combined input of City Boards, Commissions, City Council, District Board of
Education and the community, consultant and the Staff Project Team will identify the necessary
revisions and update the Draft Master Plan Report to reflect the input received. The site’s
conceptual design will be revised in parallel as part of this effort. This revised document will be
finalized as the Revised Draft Cubberley Master Plan. This version of the document will be
presented to the City’s Commissions for their review and recommendations and to City Council
for adoption.
Meetings to Include:
• Project Team Meeting
• Parks and Recreation Commission Study Session
• City Council Meeting
• Additional City Commission meetings, if needed
Deliverables:
• Project Team meeting agenda, presentation, and summary
• Attendance, activities, presentations, facilitation, and summaries at the following
meetings:
• Project Team Meeting (teleconference)
• Parks and Recreation Commission Meeting
• City Council Meeting
• Additional City Commission meetings as needed (Architectural Review Board
and/or Planning and Transportation Commission)
• Final Cubberley Master Plan
Additional Services:
Additional Services for the Cubberley Master Plan may include: additional community meetings;
commission, council, or other public meetings; any further work outside the work detailed
in the project scope that is necessary to complete the project.
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EXHIBIT C
COMPENSATION, AMENDMENT NO. 1
(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
Task 1
(Project Administration)
$41,325
Task 2
(Review 2019 Cubberley Concept Plan (Concept Plan) and
(Implement Stakeholder and Community Engagement
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Allowances
(Transportation Study- Revised, Sustainability Report,
Total for Services and Reimbursable Expenses $650,860
Maximum Total Compensation $696,966
INITIAL DEPOSIT
Once the contract is fully executed an initial deposit of $5,000 will be due to as a minimum
payment under this Agreement. This deposit shall be applied as a credit to the invoice(s) that
follow it until it is depleted.
ALLOWANCES
CONSULTANT will solicit proposals for Services deemed necessary to the Work upon
determination of the scope for such Services. CONSULTANT will coordinate with the CITY to
manage the Allowances budget and will notify the CITY, and advise, in the event that the
required Services exceed the maximum Allowance budget amounts.
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 are: Travel Expenses and Printing & Materials, up to the not-to-exceed amount of:
$29,140.
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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Certificate Of Completion
Envelope Id: 5C9884CD-4B47-47A4-9880-034EFBEF3652 Status: Completed
Subject: Complete with Docusign: Final Amend No. 1 Concordia (C25192924).pdf
Source Envelope:
Document Pages: 11 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: 136.226.64.118
Record Tracking
Status: Original
11/20/2025 1:42:33 PM
Holder: Alice Harrison
alice.harrison@paloalto.gov
Location: DocuSign
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Signer Events Signature Timestamp
Bobbie Hill
Bhill@Concordia.com
Partner
Concordia, LLC
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 65.37.97.97
Signed using mobile
Sent: 11/20/2025 1:47:26 PM
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Steven Bingler
Sbingler@Concordia.com
CEO
Security Level: Email, Account Authentication
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Using IP Address:
2600:1700:8070:492f:95d:68bc:93bd:c03b
Signed using mobile
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Cayla Coga
cayla.koga@paloalto.gov
Administrative Assistant
City of Palo Alto
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Sent: 11/20/2025 6:51:44 PM
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