HomeMy WebLinkAboutStaff Report 2509-5205, Staff Report 2512-5611CITY OF PALO ALTO
CITY COUNCIL
Monday, December 01, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
13.Approval for the City Manager or their Designee to Execute Contract No. C26195084
with SCA of CA, LLC, to Procure Services for the Sweeping of City Parking Garages,
Parking Lots and an Underpass for a Period of Five Years for a Total Not to Exceed
Amount of $581,852; CEQA Status – Not a Project At-Places Supplemental Report
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: December 1, 2025
Report #:2509-5205
TITLE
Approval for the City Manager or their Designee to Execute Contract No. C26195084 with SCA
of CA, LLC, to Procure Services for the Sweeping of City Parking Garages, Parking Lots and an
Underpass for a Period of Five Years for a Total Not to Exceed Amount of $581,852; CEQA
Status – Not a Project
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute contract no. C26195084 with SCA of CA, LLC. in the amount of $581,852
over a five-year term for scheduled sweeping services for the City’s parking garages, Cubberley
Community Center parking lots, and University Avenue underpass.
BACKGROUND
The Public Works Public Services Division is responsible for the cleanliness of parking garages,
parking lots, and underpasses within the City. Historically, staff has used a contractor (currently
Hermes Robotics) for the sweeping services at the High/Alma North Garage, Civic Center
Parking Garage, Cambridge Parking Garage, Ted Thompson Parking Garage, Sherman Parking
Garage, Cubberley Community Center parking lots, and University Avenue Underpass. Sweeping
service occurs weekly with the exception of Cubberley Community Center which occurs twice
per month.
Since 2020, staff has witnessed a shift in the use of City parking garages. Over the last three
years, the extended use of these garages has generated a greater workload for the City’s
contractor, including the need for additional labor. Additionally, Parking Garage J
(Cowper/Webster) has been maintained by City staff who would remove debris by hand and
perform frequent spot cleanings. The increase in use of this garage now requires more
thorough cleaning than can be provided with existing staff resources. Parking Garage J has low
vertical clearance, which does not allow access by the City’s parking lot sweeper. In order to
properly clean this garage, Parking Garage J has been included in the recommended contract
(Attachment A).
SCA of CA, LLC, is the current contractor for the City’s residential and commercial street
sweeping. They have provided reliable sweeping services to the City over the past ten years and
met standards for quality and responsiveness. Their personnel have demonstrated flexibility in
accommodating service requests and have been effective in addressing concerns raised by City
staff and residents.
ANALYSIS
The sweeping services and frequency will remain unchanged from previous years: Parking
Garage Q, Civic Center Parking Garage, Cambridge Parking Garage, Ted Thompson Parking
Garage, Sherman Parking Garage, and University Underpass will continue to be swept weekly
and Cubberley Community Center parking lots twice per month. Parking Garage J has been
added and will be swept weekly.
If the recommendation for the proposed sweeping services contract is not approved, the City
may face cleanliness impacts and compliance issues with its stormwater discharge permit. The
San Francisco Bay Municipal Regional Stormwater National Pollutant Discharge Elimination
System (NPDES) Permit1, also known as the Municipal Regional Permit (MRP), requires the City
to use an effective approach to reduce trash from entering the City’s storm water system, such
as sweeping. In the absence of a contractor, the City would in-source these duties requiring
additional staff and purchase of additional equipment to provide these services in-house. A
comparative cost analysis would be required to pursue an alternative.
Procurement Process
On July 2, 2025, a Request for Quotations (RFQ) was posted on OpenGov for the Parking
Garage, Underpass and Parking Lot Sweeping Services. Bids were received from two contractors
on August 11, 2025. See Table 1, for a brief overview of the procure process.
1 Municipal regional NPDES Permit, May 1, 2022; municipal-regional-stormwater-npdes.pdf
Table 1: Summary of Procurement Process
Bid Name/Number
RFQ # 195084 Parking Garage, Underpass and Parking
Lot Sweeping Services
Proposed Length of Contract 5 years
Where was Bid posted OpenGov
Total Days on Open Gov 40
Mandatory Pre-Bid Meeting Yes
Number of Companies attended Pre-Bid Meeting 4
Number of Bids Received 2
Number of Qualified Bids Received 2
Bid Price Range From a low of $581,853 to a high of $2,112,663 for the
full 5-year term.
Staff reviewed both bids, and both were deemed responsive. Staff recommends awarding the
contract to SCA of CA, LLC. Table 2 provides cost comparisons between the SCA of CA, LLC and
Elite Maintenance bids over five years.
Table 2: Bids Summary
Year of Contract Elite Maintenance Inc.SCA of CA, LLC
Y1 $234,740 $105,300
Y2 $234,740 $110,565
Y3 $234,740 $116,095
Y4 $234,740 $121,898
Y5 $1,173,1701 $127,994
Total $2,112,662 $581,852
In comparison to the 2022-2025 contract with Hermes Robotics3, the annual cost of the
contract has more than doubled, as the prior contract consisted of a flat annual cost of $49,500.
The increase in cost is believed to be due to the following reasons:
Hermes Robotics did not build in annual cost increases.
Parking Garage J was added to the contract scope
The workload associated with each location has increased
FISCAL/RESOURCE IMPACT
Funding for the first year of the contract recommended in this report is available in the Fiscal
Year 2026 Adopted Operating Budget for the University Avenue Parking District Fund, California
3 Hermes Robotics Contract for Garage Sweeping Services S23183986B;
paloalto.gov//files/assets/public/v/1/public-works/public-services/s23183986b-hermes-robotics.pdf
Avenue Parking District Fund, and Public Works Department General Fund as summarized by
the following table:
Table 3: Funding by Department
Dept Location Tasks 1-3 Fund
PWD University Business District: Garage Q, Civic Center Parking
Garage, Parking Garage J, and University Underpass
$56,160 University Avenue
Parking District Fund
PWD California Business District: Sherman Parking Garage, Ted
Thompson Parking Garage, and Cambridge Parking Garage
$42,120 California Avenue
Parking District Fund
PWD Cubberley Community Center Parking Lots $7,020 General Fund
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
City of Palo Alto Minor Public Works Contract 1 Rev. August 20, 2025
CITY OF PALO ALTO CONTRACT NO. C26195084
MINOR PUBLIC WORKS CONTRACT
THIS CONTRACT (“Contract”) is made and entered into on the 1st day of December, 2025,
by and between the City of Palo Alto, a California chartered municipal corporation
(“City”), and SCA of CA, LLC, a Limited Liability Company, located at 4141 Rockside Road,
Suite 100, Seven Hills, OH 44131, telephone number: (216) 393-0656, Department of
Industrial Relations Registration No. 1000880302(“Contractor”). In consideration of their
mutual covenants, the parties hereto agree as follows:
RECITALS
A. City has determined that this Contract is a “public works contract” as defined in
Section 2.30.100 of the Palo Alto Municipal Code (“PAMC”) and in Public Contract Code
section 1101 based on the required Work, as defined below.
B. City has further determined that this Contract is not subject to public bidding
pursuant to Section 2.30.300 of the PAMC.
TERMS AND CONDITIONS
1. WORK. Contractor will fully perform and complete the work (“Work”) described
in the Scope of Work attached as Exhibit A within the time required for full completion
of the Work, as specified in Section 4, below, including all labor, materials, supplies, and
equipment and all other direct or indirect costs including, but not limited to, taxes,
insurance and all overhead, for the compensation specified in Section 5, below. All Work
must be provided in a manner that meets or exceeds the standard of care applicable to
the same type of work in Santa Clara County. Contractor must promptly correct, at
Contractor’s sole expense, any Work that the City determines is deficient or defective.
Optional On-Call Provision (This provision applies only if checked and
applies only to on-call (aka task-order) contracts.
Work will be authorized by City, as needed, with a Task Order assigned and
approved by City’s Project Manager. Each Task Order will be in substantially
the same form as the document provided as Exhibit A-1. Each Task Order
will designate a City Project Manager and will contain a specific scope of
work, a specific schedule of performance and a specific compensation
amount. The total price of all Task Orders issued under this Contract will not
exceed the amount of compensation set forth in Section 5 of this Contract.
Contractor will only be compensated for Work performed under an
authorized Task Order and City may elect, but is not required, to authorize
City of Palo Alto Minor Public Works Contract 2 Rev. August 20, 2025
on-call Work up to the maximum compensation amount set forth in Section
5.
2. EXHIBITS. The following exhibits are attached to and made a part of this Contract:
“A” - Scope of Work
“A-1” - On-Call Task Order (Optional)
“B” - Schedule of Performance
“C” - Schedule of Fees
“D” - Insurance Requirements
“E” – Bond Forms (required if Contract Sum exceeds $25,000)
CONTRACT IS NOT COMPLETE UNLESS ALL INDICATED EXHIBITS ARE ATTACHED .
3. TERM.
The term of this Contract begins on the date the Contract is fully executed
by both parties through November 30, 2030, subject to Subsection O
(Termination) and Subsection R (Non-Appropriation) of Section 11
(General Terms and Conditions).
OR
The term of this Agreement is from through , subject to
Subsection O (Termination) and Subsection R (Non-Appropriation) of
Section 11 (General Terms and Conditions).
OR
The term of this Contract ends upon the earliest of: (a) City’s final payment
to Contractor for the Work, (b) City’s termination of the Contract in
accordance with Subsection O (Termination) of Section 11 (General Terms
and Conditions), or (c) non-appropriation under Subsection R (Non-
Appropriation) of Section 11 (General Terms and Conditions).
Notwithstanding the foregoing, the term of this Contract may not exceed
three years from the date the Contract is fully executed.
4. SCHEDULE OF PERFORMANCE. Contractor will complete the Work in a reasonably
prompt and timely manner based upon the circumstances and direction communicated
by City to Contractor, and in accordance with the Schedule of Performance, attached at
Exhibit B. Time is of the essence for the performance of the Work required under this
Contract.
City of Palo Alto Minor Public Works Contract 3 Rev. August 20, 2025
Liquidated Damages. This Contract is subject to liquidated damages, as
specified in this paragraph. It is expressly understood that if the Work is
not completed within the time specified in Exhibit B, City will suffer
damages from the delay that are difficult to determine and accurately
specify. Pursuant to Public Contract Code section 7203, if Contrac tor fails
to fully complete the Work within the time specified in Exhibit B due to
Contractor’s failure to diligently prosecute the Work, including failure to
provide an adequate workforce, failure to effectively manage the work, or
failure timely procure materials and equipment, City will charge Contractor
$ for each calendar day that completion of the Work is delayed
beyond the time required under the Contract, as liquidated damages and
not as a penalty. City is entitled to deduct accrued liquidated damages
from any payments otherwise due to Contractor, including retention. If
there are insufficient Contract funds remaining to cover the full amount of
liquidated damages assessed, City is entitled to recover the balance from
Contractor or its performance bond surety. Any waiver of accrued
liquidated damages, in whole or in part, is subject to approval of the City
Council or its authorized delegee.
5. COMPENSATION. City will pay and Contractor agrees to accept as not-to-exceed
compensation (“Contract Sum”) for the full and satisfactory performance of the Work
based on the terms associated with the box checked below, and as may be further
specified in Exhibit C, Schedule of Fees:
Alternative 1: Lump sum compensation of $ .
OR
Alternative 2: Time and material compensation based on the rate
schedule set forth in Exhibit C, not to exceed a total maximum
compensation amount of $ .
OR
Alternative 3: Unit pricing based on the unit pricing schedule set forth in
Exhibit C, and subject to a not to exceed a total maximum compensation
amount of Five Hundred Eighty-One Thousand Eight Hundred Fifty-Two
dollars and Seventy cents ($581,852.70).
Contractor agrees that it can perform the Work for the Contract Sum set
forth above. Any Work performed by Contractor for which payment would
result in a total exceeding the maximum amount of the Contract Sum will
be at no cost to City, except as provided for Additional Work, if checked
below.
City of Palo Alto Minor Public Works Contract 4 Rev. August 20, 2025
Additional Work. City has set aside the sum of dollars ($ ) for
potential work which may be authorized by City in addition to the Work
specified in Exhibit A, Scope of Work (“Additional Work”). Contractor will
provide Additional Work pursuant only to prior written authorization from
the City Project Manager. Contractor, at the City’s request, will submit a
detailed written proposal including a description of the scope of Work,
schedule, level of effort, and Contractor’s proposed maximum
compensation for such Additional Work. Unless otherwise specified in the
City’s written authorization to perform Additional Work, compensation for
the Additional Work will be based on the method of compensation
selected forth above. City will not authorize and Contractor will not
perform any Additional Work for which payment would exceed the
amount set forth in this paragraph for Additional Work. Additional Work is
subject to all requirements and restrictions in this Contract.
6. PUBLIC WORKS CONTRACT REQUIREMENTS. Pursuant to the Recitals set forth
above, this Contract is subject to provisions in the Public Contract Code that apply to
municipal “public works contracts” in the Public Contract Code (with the exception of
bidding requirements), including, but not limited to, the following:
A. Differing Site Conditions. Pursuant to Public Contract Code section 7104,
the following terms apply if the Work involves digging trenches or other
excavations that extend deeper than four feet below the surface.
1) Contractor will promptly, and before the following conditions are
disturbed, provide written notice to City if the Contractor finds any of the
following conditions:
a) Material that Contractor believes may be a hazardous
waste, as defined in Section 25117 of the Health and Safety Code,
that is required to be removed to a Class I, Class II, or Class III
disposal site in accordance with the provisions of existing law.
b) Subsurface or latent physical conditions at the site differing
from those indicated by information about the site made available
to Contractor before the parties executed this Contract.
c) Unknown physical conditions at the site of any unusual
nature, differing materially different from those ordinarily
encountered and generally recognized as inherent in work of the
character provided for in the Contract and Exhibits hereto.
d) Except as otherwise provided in this subsection, and as
specified under law, including Public Contract Code Section 7104,
City of Palo Alto Minor Public Works Contract 5 Rev. August 20, 2025
Contractor is responsible for performing the Work subject to
existing site conditions, without adjustment to the Contract
compensation as specified in Section 5, above, or adjustment to the
Contract schedule, as specified in Section 4, above.
2) City will promptly investigate any of the above the conditions and
if City finds that the conditions do materially so differ, or do involve
hazardous waste, and cause a decrease or increase in Contractor’s cost of,
or the time required for, performance of any part of the Work, will issue a
change order to modify the Contract.
3) If a dispute arises between the City and the Contractor regarding any of the
matters specified above, Contractor will not be excused from any scheduled
completion date provided for in this Contract, but must proceed with all Work to be
performed under the Contract. Contractor will be entitled to submit a claim with
respect to any such dispute, as further specified in Section 6.C, below.
B. Retention. If the Work will be performed over a period of time exceeding
30 days, City may retain 5% of the amount due on each monthly progress
payment, as retention to ensure full and complete performance of the Work,
subject to the terms of Public Contract Code sections 7107 and 22300, each of
which is incorporated by reference herein.
C. Claim Procedures. In addition to the provisions of Public Contract Code
section 9204 and sections 20104 et seq., which are incorporated by reference
herein, any claim by Contractor (“Claim”) is subject to the following requirements
and procedures.
1) A Claim may only be submitted after a written request by
Contractor for an increase in compensation or time to perform the Work
has been rejected in writing by the City. A written and substantiated Claim,
as specified below, must be received by the Project Manager no later than
21 days following City’s rejection, in whole or in part, of the Contractor’s
request for additional compensation or time.
2) The Claim must be submitted by registered or certified mail with
return receipt requested and clearly identified as a “Claim.” The Claim
must include all of the documents necessary to substantiate the Claim
including a copy of Contractor’s written request that was rejected in whole
or in part, and a copy of City’s written rejection of that request. The Claim
must clearly identify and describe the basis for the Claim, including
references to applicable portions of the Contract or Exhibits, and a
chronology of relevant events. Any Claim for additional payment must
City of Palo Alto Minor Public Works Contract 6 Rev. August 20, 2025
include a complete, itemized breakdown of all known or estimated labor,
materials, taxes, insurance, and subcontract, or other costs. Substantiating
documentation such as payroll records, receipts, invoices, or the like, must
be submitted in support of each component of claimed cost. Any Claim for
an extension of time or delay costs must be substantiated with a schedule
analysis and narrative depicting and explaining claimed time impacts.
3) The cover letter for the Claim must provide a summary of the basis
for the Claim and included the following certification, executed by
Contractor’s authorized representative: “The undersigned Contractor
certifies under penalty of perjury that its statements and representations
in this Claim submittal are true and correct. Contractor warrants that this
Claim submittal is comprehensive and complete as to the matters in
dispute, and agrees that any costs, expenses, or delay not included herein
are deemed waived.”
4) Contractor bears the burden of proving entitlement to and the
amount of any claimed damages. Contractor is not entitled to damages
calculated on a total cost basis, but must prove actual damages. Contractor
is not entitled to speculative, special, or consequential damages, including
home office overhead or any form of overhead not directly incurred at the
Work site; lost profits; loss of productivity; lost opportunity to work on
other projects; diminished bonding capacity; increased cost of financing
for the Project; cost increases; extended capital costs; non-availability of
labor, material or equipment due to delays; or any other indirect loss
arising from the Contract. The Eichleay Formula or similar formula will not
be used for any recovery under the Contract. The City will not be directly
liable to any Subcontractor or supplier.
5) Notwithstanding the submission of a Claim or any other dispute
between the parties related to the Work, Contractor must perform the
Work and may not delay or cease Work pending resolution of a Claim or
other dispute, but must continue to diligently prosecute the performance
and timely completion of the Work, including the Work pertaining to the
Claim or other dispute.
6) This Contract will be governed by California law and venue will be
in the Superior Court of Santa Clara County, and no other place. It is
expressly agreed, pursuant to Code of Civil Procedure section 1296, that in
any arbitration to resolve a dispute relating to this Contract, the
arbitrator’s award must be supported by law and substantial evidence.
7) Subject to the Claim requirements set forth in this Contract, a Claim
will be processed as specified in the applicable provisions of Public
City of Palo Alto Minor Public Works Contract 7 Rev. August 20, 2025
Contract Code section 9204 and sections 20104 et seq. A Claim that fails
to comply with the requirements of this Section 6.C, will be deemed
waived by the Contractor.
D. Trenching of Five Feet or More. As required by Labor Code section 6705,
if the Contract Sum exceeds $25,000 and the Work includes the excavation of any
trench or trenches of five feet or more in depth, a detailed plan must be submitted
to City for acceptance in advance of the excavation. The detailed plan must show
the design of shoring, bracing, sloping, or other provisions to be made for worker
protection from the hazard of caving ground during the excavation. If the plan
varies from the shoring system standards, it must be prepared by a California
registered civil or structural engineer. Use of a shoring, sloping, or protective
system less effective than that required by the Construction Safety Orders is
prohibited.
E. Utilities, Trenching and Excavation. As required by Government Code
section 4215, if, during the performance of the Work, Contractor discovers utility
facilities not identified by City in the Contract documents, Contractor must
immediately provide written notice to City and the utility. In performing any
excavations or trenching work, Contractor must comply with all applicable
operator requirements in Government Code sections 4216 through 4216.5.
F. License Compliance. Contractor, at its sole expense, must obtain and
maintain during the term of this Contract, all appropriate permits, certificates and
licenses including, but not limited to, a California contractor’s license for
classification(s) .
G. Assignment of Unfair Business Practice Claims. Pursuant to Public
Contract Code section 7103.5, Contractor and its subcontractors agree to assign to
City all rights, title, and interest in and to all causes of action they may have under
section 4 of the Clayton Act (15 U.S.C. section 15) or under the Cartwright Act
(Chapter 2 (commencing with section 16700) of Part 2 of Division 7 of the Business
and Professions Code), arising from purchases of goods, services, or materials
pursuant to the Contract or any subcontract. This assignment will be effective at
the time City tenders final payment to Contractor, without further
acknowledgement by the parties.
H. Provisions Deemed Inserted. Every provision of law required to be
inserted in this Contract is deemed to be inserted, and the Contract will be
construed and enforced as though such provision has been included. If it is
discovered that through mistake or otherwise that any required provision was not
inserted, or not correctly inserted, the Contract will be deemed amended
accordingly.
City of Palo Alto Minor Public Works Contract 8 Rev. August 20, 2025
7. LABOR CODE REQUIREMENTS.
This Contract is NOT subject to California prevailing wage laws. Pursuant to Labor
Code Section 1782, Contractor is not required to pay prevailing wages for (1)
construction work if the Contract is $25,000 or less, or (2) for alteration,
demolition, repair, or maintenance work if the Contract is $15,000 or less.
OR
This Contract IS subject to California prevailing wage laws. Pursuant to California
Labor Code section 1720 et seq., this Contract is subject to the prevailing wage
requirements applicable to the locality in which the Work is to be performed for
each craft, classification or type of worker needed to perform the Wor k, including
employer payments for health and welfare, pension, vacation, apprenticeship and
similar purposes, and as further specified below. This Contract is subject to
compliance monitoring and enforcement by the California Department of Industrial
Relations (“DIR”), pursuant to Labor Code section 1771.4. This Contract is also
subject to the following Labor Code requirements:
A. DIR Registration. City may not enter into the Contract with Contractor,
without proof that Contractor and its subcontractors, if applicable, are registered
with the DIR to perform public work pursuant to Labor Code section 1725.5.
B. Eight Hour Day. Pursuant to Labor Code section 1810, eight hours of labor
constitute a legal day’s work under this Contract. Pursuant to Labor Code section
1813, Contractor will forfeit to City as a penalty, the sum of $25.00 for each day
during which a worker employed by Contractor or any subcontractor is required
or permitted to work more than eight hours in any one calendar day or more than
40 hours per calendar week, except if such workers are paid overtime under Labor
Code section 1815.
C. Apprentices. If the Contract Sum is $30,000 or more, Contractor is
responsible for compliance with the requirements governing employment and
payment of apprentices, as set forth in Labor Code section 1777.5, which is fully
incorporated by reference.
D. Notices. Pursuant to Labor Code section 1771.4, Contractor is required to
post all job site notices prescribed by law.
E. Prevailing Wages. Each worker performing Work under this Contract that
is covered under Labor Code sections 1720, 1720.3, or 1720.9, including cleanup
at the project site, must be paid at a rate not less than the prevailing wage as
defined in sections 1771 and 1774 of the Labor Code. The prevailing wage rates
City of Palo Alto Minor Public Works Contract 9 Rev. August 20, 2025
are on file with the City’s Purchasing Division’s office. Contractor must post a copy
of the applicable prevailing rates at the project site. Pursuant to Labor Code
section 1775, Contractor and any subcontractor will forfeit to City as a penalty up
to $200.00 for each calendar day, or portion thereof, for each worker paid less
than the applicable prevailing wage rate. Contractor must also pay each worker
the difference between the applicable prevailing wage rate and the amount
actually paid to that worker.
F. Payroll Records. Contractor must comply with the provisions of Labor
Code sections 1771.4, 1776, and 1812 and all implementing regulations, which are
fully incorporated by this reference, including requirements for monthly
electronic submission of payroll records to the DIR. Contractor and each
Subcontractor must keep accurate payroll records, showing the name, address,
social security number, work classification, straight time and overtime hours
worked each day and week, and the actual per diem wages p aid to each
journeyman, apprentice, worker, or other employee employed in connection with
the Work. Each payroll record must contain or be verified by a written declaration
that it is made under penalty of perjury, stating both of the following:
1) The information contained in the payroll record is true and correct;
and
2) Contractor or the subcontractor has complied with the
requirements of Labor Code sections 1771, 1811, and 1815 for any Work
performed by its employees pursuant to this Contract.
G. Certified Record. A certified copy of an employee’s payroll record must be
made available for inspection or furnished to the employee or his or her
authorized representative on request, to City, to the Division of Labor Standards
Enforcement, to the Division of Apprenticeship Standards of the DIR, and as
further required by the Labor Code.
(Check if the Work for this Contract is funded in whole or in part by state or
federal funds.) Contractor and its subcontractors must submit certified
payroll records to the Project Manager at the end of each week during
performance of the Work.
H. Enforcement. Upon notice of noncompliance with the payroll record
requirements of Labor Code section 1776, Contractor or its subcontractor has ten
days in which to comply with the requirements of this section. If Contractor or its
subcontractor fails to do so within the ten-day period, Contractor or its
subcontractor will forfeit a penalty of $100.00 per day, or portion thereof, for each
worker for whom compliance is required, until strict compliance is achieved. Upon
request by the Division of Apprenticeship Standards, or the Division of Labor
City of Palo Alto Minor Public Works Contract 10 Rev. August 20, 2025
Standards Enforcement, these penalties will be withheld from payments then due
to Contractor.
8. INSURANCE AND BONDS.
A. Insurance. Contractor, at its sole cost, will purchase and maintain in full
force during the term of this Contract, the insurance coverage described in Exhibit
D. Insurance must be provided by companies with a Best’s Key Rating of A -:VII or
higher and which are otherwise acceptable to City’s Risk Manager. The Risk
Manager must approve deductibles and self-insured retentions. In addition, all
policies, endorsements, certificates and/or binders are subject to approval by the
Risk Manager as to form and content. Contractor will obtain a policy endorsement
naming the City of Palo Alto as an additional insured under any general liability or
automobile policy. Contractor will obtain an endorsement stating that the
insurance is primary coverage and will not be canceled or m aterially reduced in
coverage or limits until after providing 30 days prior written notice of the
cancellation or modification to the Risk Manager. Contractor will provide
certificates of such policies or other evidence of coverage satisfactory to the Risk
Manager, together with the required endorsements and evidence of payment of
premiums, to City concurrently with the execution of this Contract and will
throughout the term of this Contract provide current certificates evidencing the
required insurance coverages and endorsements to the Risk Manager. Contractor
will include all subcontractors as insured under its policies or will obtain and
provide to City separate certificates and endorsements for each subcontractor
that meet all the requirements of this section. The procuring of such required
policies of insurance will not operate to limit Contractor’s liability or obligation to
indemnify City under this Contract.
B. Bond Requirements for Contracts over $25,000. If the maximum
compensation for Work as set forth in Section 5, above, is greater than $25,000,
before commencing the Work Contractor must provide a payment bond and a
performance bond, each in the penal sum of not less than 100% of the maximum
Contract price, and each executed by Contractor and its surety using the bond
forms attached hereto as Exhibit E. Each bond must be issued and executed by a
surety admitted in California.
Contractor is required to provide a payment bond and a performance bond
for the Work, each based on the maximum Contract price of Five Hundred
Eighty-One Thousand Eight Hundred Fifty-Two dollars and Seventy cents
($581,852.70).
OR
City of Palo Alto Minor Public Works Contract 11 Rev. August 20, 2025
Contractor is not required to provide a payment bond or a performance
bond for the Work, unless the maximum Contract price is increased to an
amount over $25,000, in which case Contractor must promptly provide the
required bonds before it may proceed with the Additional Work.
9. INVOICING AND PAYMENT. Each invoice for Work to City, via email, Attention:
Project Manager. The Project Manager is: Kaela Knoakes, Dept.: Public Works, telephone:
(650)496-5945, email: kaela.noakes@paloalto.gov. Invoices will be submitted in arrears
for Work performed, but may not be submitted more frequently than monthly. Each
invoice must reference the Contract number set forth on the first page of this Contract,
and provide a detailed statement of Work performed during the invoice period and
supporting documentation for all claimed costs, e.g., payroll records and receipts, all of
which will be subject to verification by City. Pursuant to Public Contract Code section
20104.50, City will pay the undisputed amount of each properly submitted invoice within
30 days of receipt, subject to withholding of retention, if applicable, as set forth in Section
6.B, above. Contractor warrants that title to all work, materials and equipment
incorporated into the Work will pass to City free of any claims, liens, or encumbrances
upon payment to Contractor.
10. NOTICES. All notices, demands, or requests (including Change Order Requests and
Claims) from Contractor must be address to the City at:
To City: Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
With a copy to the Purchasing Manager
To Contractor: Attention of the Project Manager at the address of
Contractor recited on the first page of this Contract.
11. GENERAL TERMS AND CONDITIONS.
A. Acceptance, Amendment, Interpretation, Severability, and Assignment.
By executing this Contract, Contractor accepts and agrees to all terms and
conditions of this Contract, including the exhibits incorporated by reference
herein. No amendment or modification of this Contract will be binding unless it is
in a writing duly authorized and signed by the parties to this Contract. This
Contract and the Contract documents incorporated herein, including authorized
amendments or change orders thereto, constitute the final, complete, and
exclusive terms of the agreement between City and Contractor. Any variance in
the exhibits does not affect the validity of the Contract and the Contract itself
controls over any conflicting provisions in the exhibits. This Contract supersedes
City of Palo Alto Minor Public Works Contract 12 Rev. August 20, 2025
all prior contracts, representations, statements, negotiations and undertakings
between the parties, whether oral or written. None of the unchecked boxes apply
to this Contract. If any provision of the Contract documents, or portion of a
provision, is determined to be illegal, invalid, or unenforceable, the remaining
provisions of the Contract documents will remain in full force and effect.
Contractor may not assign its rights or obligations under this Contract, in part or
in whole, without City’s prior written consent. This Contract is binding on
Contractor’s and City’s lawful heirs, successors and permitted assigns .
B. Qualifications. Contractor represents and warrants that it has the
expertise and qualifications to complete the Work described in Section 1 of this
Contract, and that every individual charged with the performance of the Work
under this Contract has sufficient skill and experience and is duly licensed or
certified, to the extent such licensing or certification is required by law, to perform
the Work. City expressly relies on Contractor’s representations regarding its skills,
knowledge, and certifications. Contractor will perform all work in accordance with
generally accepted business practices and performance standards of the industry,
including all federal, state, and local operation and safety regulations.
C. Independent Contractor. It is understood and agreed that in the
performance of this Contract, Contractor and any person employed by Contractor
will at all times be considered an independent Contractor and not an agent or
employee of City. Contractor will be responsible for employing or engaging all
persons necessary to complete the work required under this Contract.
D. Subcontractors. Contractor may not use subcontractors to perform any
Work under this Contract unless Contractor obtains prior written consent of City.
Contractor will be solely responsible for directing the work of approved
subcontractors and for any compensation due to subcontractors.
E. Taxes and Charges. Contractor will be responsible for payment of all taxes,
fees, contributions or charges applicable to the conduct of Contractor’s business.
F. Compliance with Laws. Contractor will in the performance of the Work
comply with all applicable federal, state and local laws, ordinances, regulations,
and orders, including, but not limited to the following requirements of the PAMC.
City of Palo Alto Minor Public Works Contract 13 Rev. August 20, 2025
1) Palo Alto Minimum Wage Ordinance. Contractor will comply with
all requirements of the PAMC Chapter 4.62, as it may be amended from
time to time. In particular, for any employee otherwise entitled to the
State minimum wage, who performs at least two hours of work in a
calendar week within the geographic boundaries of the City, Contractor
will pay such employees no less than the minimum wage set forth in PAMC
section 4.62.030 for each hour worked within the geographic boundaries
of the City of Palo Alto. In addition, Contractor will post noti ces regarding
the Palo Alto Minimum Wage Ordinance in accordance with PAMC section
4.62.060.
2) Non-Discrimination. As set forth in PAMC section 2.30.510,
Contractor certifies that in the performance of this Contract, it will not
discriminate in the employment of any person because of the race, skin
color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height
of such person. Contractor acknowledges that it has read and understands
the provisions of Section 2.30.510 of the PAMC 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.
3) Environmentally Preferred Purchasing And Zero Waste
Requirements. Contractor will comply with City’s Environmentally
Preferred Purchasing policies which are available at City’s Purchasing
Division, which are incorporated by reference and may be amended from
time to time. Contractor will 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, Contractor
will comply with the following zero waste requirements:
(a) All printed materials provided by Contractor to City generated
from a personal computer and printer including but not limited to,
proposals, quotes, invoices, reports, and public education materials,
will 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 will be a minimum of 30% or greater post-consumer material
and printed with vegetable-based inks.
(b) Goods purchased by Contractor on behalf of City will be
purchased in accordance with City’s Environmental Purchasing Policy
including, but not limited to, Extended Producer Responsibility
City of Palo Alto Minor Public Works Contract 14 Rev. August 20, 2025
requirements for products and packaging. A copy of this policy is on file
at the Purchasing Division’s office.
(c) Reusable/returnable pallets will be taken back by Contractor,
at no additional cost to City, for reuse or recycling. Contractor will
provide documentation from the facility accepting the pallets to verify
that pallets are not being disposed.
G. Damage to Public or Private Property. Contractor will, at its sole expense,
repair in kind, or as the City Manager or designee will direct, any damage to public
or private property that occurs in connection with Contractor’s performance of
the Work. City may decline to approve and may withhold payment in whole or in
part to such extent as may be necessary to protect City from loss because of
defective work not remedied or other damage to the City occurring in connection
with Contractor’s performance of the Work. City will submit written
documentation in support of such withholding upon Contractor’s request. When
the grounds described above are removed, payment will be made for amounts
withheld because of them.
H. Warranties. Contractor expressly warrants that all Work provided under
this Contract will be performed in a professional and workmanlike manner in
accordance with generally accepted business practices and performance
standards of the industry and the requirements of t his Contract. Contractor
expressly warrants that all materials, goods and equipment provided by
Contractor under this Contract will be fit for the particular purpose intended, will
be free from defects, and will conform to the requirements of this Contract.
Contractor agrees to promptly replace or correct any material or service not in
compliance with these warranties, including incomplete, inaccurate, or defective
material or service, at no further cost to City. The warranties set forth in this
section will be in effect for a period of one year from completion of the Work and
will survive the completion of the Work or termination of this Contract.
I. Monitoring of Work. City may monitor the Work performed under this
Contract to determine whether Contractor’s work is completed in a satisfactory
manner and complies with the provisions of this Contract.
J. City’s Property. Any reports, information, data or other material
(including copyright interests) developed, collected, assembled, prepared, or
caused to be prepared under this Contract will become the property of City
without restriction or limitation upon their use and will not be made available to
any individual or organization by Contractor or its subcontractors, if any, without
the prior written approval of the City Manager.
City of Palo Alto Minor Public Works Contract 15 Rev. August 20, 2025
K. Audits. Contractor agrees to permit City and its authorized
representatives to audit, at any reasonable time during the term of this Contract
and for three years from the date of final payment, Contractor’s records
pertaining to matters covered by this Contract. Contractor agrees to maintain
accurate books and records in accordance with generally accepted accounting
principles for at least three following the terms of this Contract.
L. No Implied Waiver. 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 Contract. A waiver by City of any breach of any term, covenant, or
condition in this Contract will not be deemed a waiver of any subsequent breach
of the same or any other term, covenant, or condition contained herein,
regardless of the character of any such breach.
M. Hold Harmless. To the fullest extent permitted by law and without
limitation by the provisions of this Contract relating to insurance, Contractor will
indemnify, defend and hold harmless City, its Council members, officers,
employees and agents from and against any and all demands, claims, injuries,
losses, or liabilities of any nature, including death or injury to any person, property
damage or any other loss and including without limitation all damages, penalties,
fines and judgments, associated investigation and administrative expenses and
defense costs, including, but not limited to reasonable attorney’s fees, courts
costs and costs of alternative dispute resolution), arising out of, or resulting in any
way from or in connection with the performance of this Contract, except that
Contractor will not be obligated to indemnify City for liability arising from the
active or sole negligence or willful misconduct of City. The acceptance of the Work
by City will not operate as a waiver of the right of indemnification. This
indemnification obligation is not limited by any limitation on the amount or type
of damages or compensation payable under Workers’ Compensation or other
employee benefit acts, or by insurance coverage limits, and will survive the
expiration or early termination of this Contract. City will notify Contractor of any
third-party claim pursuant to Public Contract Code section 9201.
N. Workers’ Compensation Certification. Pursuant to Labor Code section
1861, by signing this Contract, Contractor certifies as follows: “I am aware of the
provisions of Labor Code section 3700 which require every employer to be insured
against liability for workers’ compensation or to undertake self -insurance in
accordance with the provisions of that code, and I will comply with such provisions
before commencing the performance of the Work on this Contract.”
O. Termination. The City Manager may terminate this Contract without
cause by giving ten days’ prior written notice thereof to Contractor. If Contractor
fails to perform any of its material obligations under this Contract, in addition to
all other remedies provided by law, the City Manager may terminate this Contract
City of Palo Alto Minor Public Works Contract 16 Rev. August 20, 2025
immediately upon written notice of termination. Upon receipt of such notice of
termination, Contractor will immediately discontinue performance. City will pay
Contractor for Work satisfactorily performed up to the effective date of
termination. If the termination is for cause, City may deduct from such payment
the amount of actual damage, if any, sustained by City due to Contractor’s failure
to perform its material obligations under this Contract. Upon termination,
Contractor will immediately deliver to the City Manager any and all copies of
studies, sketches, drawings, computations, and other material or products,
whether or not completed, prepared by Contractor or given to Contractor, in
connection with this Contract. Such materials will become the property of City.
P. Conflict of Interest. In accepting this Contract, Contractor 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 this Contract. Contractor further covenants that, in the
performance of this Contract, it will not employ any person having such an
interest. Contractor certifies that no City officer, employee, or authorized
representative has any financial interest in the business of Contractor and that no
person associated with Contractor has any interest, direct or indirect, which could
conflict with the faithful performance of this Contract. Contractor agrees to advise
City if any conflict arises.
Q. Governing Law. This Contract will be governed and interpreted by the
laws of the State of California.
R. Non-Appropriation. This Contract is subject to the fiscal provisions of the
Charter of the City of Palo Alto and the PAMC. This Contract will terminate without
any penalty (1) at the end of any fiscal year in the event that funds are not
appropriated for the following fiscal year, or (2) 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 Contract are no longer available. This paragraph will take
precedence in the event of a conflict with any other covenant, term, condition, or
provision of this Contract.
S. Authority. The individual(s) executing this Contract on behalf of the parties
represent and warrant that they have the legal capacity and authority to do so on
behalf of their respective legal entities.
City of Palo Alto Minor Public Works Contract 17 Rev. August 20, 2025
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Contract on the date first above written.
CITY OF PALO ALTO SCA of CA, LLC , CONTRACTOR
_____________________________ By__________________________________
City Manager or Designee
Name ______________________________
Title________________________________
Approved as to form:
___________________________
City Attorney or Designee
City of Palo Alto Minor Public Works Contract 18 Rev. August 20, 2025
EXHIBIT A
SCOPE OF WORK
SWEEPING SERVICES OVERVIEW AND GENERAL REQUIREMENTS
The CITY’s parking garages, parking lots and underpass to be swept and cleaned are
located within the University Avenue Business District, California Avenue Business District,
and Cubberley Community Center. The CITY parking garages located within the University
Avenue Business District include Garage Q, Lot J and Civic Center Garage; and within the
California Avenue Business District include Cambridge Garage, Ted Thompson Garage and
the Sherman Parking Garage. The CITY’s parking lots are at Cubberley Commu nity Center.
University Avenue underpass is located on University Avenue, adjacent to Alma Street and
the train tracks. Maps of these service locations are included in “Attachment A”.
For these sweeping services, CONTRACTOR will remove all paper, glass, leaves, dirt and
other debris from garage floors, parking lots, parking stalls, driveways, driving lanes,
driving aisles, walkways, stairways, pedestrian ramps, and around obstacles such as
recycling area, wheel stops, bollards, EV Stations, columns, trash cans, etc. CONTRACTOR
will use a parking lot sweeper, mechanical broom sweeper, blower, and broom for
sweeping and cleaning. CONTRACTOR will disinfect/sanitize garage floors and/or
stairwells as needed or upon request. CONTRACTOR will use an approved
disinfectant/sanitizer for spraying all pedestrian ramps and walkways as needed.
The sweeping services shall be between the hours of 10:00 p.m. and 7:00 a.m., Monday
through Friday. With the exception, the sweeping and cleaning at the Civic Center Parking
Garage will be between the hours of 10:00 p.m. Monday and 1:30 a.m. Tuesday.
A parking lot sweeper shall be used for sweeping Parking Garage Q, Civic Center Parking
Garage, Lot J, Cambridge Parking Garage, Ted Thompson Parking Garage, and Sherman
Paring Garage.
A Mechanical broom sweeper shall be used for sweeping Cubberley School Parking Lots
and connecting driveways. Mechanical broom sweepers shall meet or exceed current City
Noise Ordinance.
CONTRACTOR will obtain or possess the necessary equipment to perform the work, such
as the proper equipment to accommodate the different maximum vertical clearances for
each parking garage to ensure their equipment does not damage CITY property.
CONTRACTOR shall repair or replace, at no cost to the City, all existing improvements
damaged or removed as a result of its sweeping services.
City of Palo Alto Minor Public Works Contract 19 Rev. August 20, 2025
Any additional related sweeping or cleaning services that may be required will be added
as a Change Order at a negotiated price.
TASK 1 – UNIVERSITY DOWNTOWN GARAGES
PARKING GARAGE Q, 430 High Street (Task 1a):
- Sweep all garage floor areas (parking stalls, driving aisles and ramps). This garage has
four parking levels.
- Sweep and clean all stairways.
- Spray disinfectant/sanitizer in parking stalls, stairwells, and walkways that have been
contaminated by human biohazards.
- Service is to be performed weekly.
LOT J PARKING GARAGE, 520 Webster Street (Task 1b):
- Sweep all garage floor areas (parking stalls, driving aisles and ramps). This garage has
six parking levels.
- Sweep and clean all stairways.
- Spray disinfectant/sanitizer in parking stalls, stairwells, and walkways that have been
contaminated by human biohazards.
- Service is to be performed weekly.
CIVIC CENTER PARKING GARAGE, 250 Hamilton Avenue (Task 1c):
- Sweep all garage floor areas (parking stalls, driving aisles and ramps). This garage has
three parking levels.
- Sweep and clean all stairways.
- Clean recycling bin storage area, recycling dumpsters and garbage dumpsters at Level
A. The cleaning shall include removing and reinstalling recycling bins (excluding
dumpsters), sweeping, and removing all debris.
- Spray disinfectant/sanitizer in parking stalls, stairwells, and walkways that have been
contaminated by human biohazards.
- Service is to be performed weekly.
UNIVERSITY AVENUE UNDERPASS (Task 1d):
- Sweep and clean all underpass walkways.
- Sweep and clean all four (4) pedestrian ramps.
- Spray disinfectant/sanitizer on all four (4) pedestrian ramps.
- Service is to be performed weekly.
City of Palo Alto Minor Public Works Contract 20 Rev. August 20, 2025
TASK 2 – CALIFORNIA AVE DOWNTOWN GARAGES
CAMBRIDGE PARKING GARAGE, 451 Cambridge Avenue (Task 2a):
- Sweep all garage floor areas (parking stalls, driving aisles and ramps). This garage has
two parking levels.
- Sweep and clean all stairways and under stairways.
- Remove all debris from planted areas.
- Spray disinfectant/sanitizer in parking stalls, stairwells, and walkways that have been
contaminated by human biohazards.
- Service is to be performed weekly.
TED THOMPSON PARKING GARAGE, 275 Cambridge Avenue (Task 2b):
- Sweep all garage floor areas (parking stalls, driving aisles and ramps). This garage has
two parking levels.
- Sweep and clean all stairways and under stairways.
- Sweep pigeon droppings on all garage floors (scraping may be necessary).
- Remove all debris from planted areas.
- Spray disinfectant/sanitizer in parking stalls, stairwells, and walkways that have been
contaminated by human biohazards.
- Service is to be performed weekly.
SHERMAN PARKING GARAGE, 350 Sherman Avenue (Task 2c):
- Sweep and clean all stairways.
- Sweep all garage floor areas (parking stalls, driving aisles and ramps).
- Spray disinfectant/sanitizer in parking stalls, stairwells, and walkways that have been
contaminated by human biohazards.
- Service is to be performed weekly.
TASK 3 – CUBBERELY COMMUNITY CENTER
CUBBERLEY COMMUNITY CENTER & Connecting Driveways, 4000 Middlefield Road (Task
3a):
- Sweep all parking lots (parking stalls, driving aisles and driving lanes).
- Sweep all connecting driveways.
- Hand sweep/blow between islands and obstructions where mechanical
sweepers cannot sweep.
- Remove, sweep and clean all excess accumulation of dirt/rock debris at the
parking lots when required.
- Service is to be performed twice per month.
City of Palo Alto Minor Public Works Contract 21 Rev. August 20, 2025
Attachment A
Map of Locations
Lot J Parking Garage
Civic Center Parking
Garage
Parking Garage Q
University Ave Underpass
Sherman
Parking Garage
City of Palo Alto Minor Public Works Contract 22 Rev. August 20, 2025
EXHIBIT A-1
MINOR PUBLIC WORKS CONTRACT TASK ORDER
Contractor hereby agrees to perform the Work detailed below in accordance with all
the terms and conditions of the Contract referenced in Item 1A below. All attachments
referenced in Item 8 are incorporated into the Contract by this reference. The
Contractor will furnish the necessary facilities, professional, technical and supporting
personnel required by this Task Order as described below.
CONTRACT NO.
ISSUE DATE
Purchase Requisition No.
1A. Master Contract Number
1B. Task Order No.
2. Contractor
3. Period Of Performance: Start: Completion:
4 Total Task Order Price: $__________________
Balance remaining in Contract $_________________
5. Budget Code: _______________
Cost Center: _________________
Cost Element______________ WBS/CIP___Phase___
6. City Project Manager’s Name/Department:
_____________________________________
7. Description of Scope Of Work
Must Include:
1. Work To Be Performed
2. Schedule Of Work
3. Basis For Payment & Fee Schedule
8. Attachments: Attachment 1: Task Order Scope of Work Attachment 2:
__________________________________
---------------------------------------------------------------------------------------------------------------------
APPROVALS:
CITY OF PALO ALTO:
On behalf of the City of Palo Alto, I hereby authorize the performance of the Work
specified in this Task Order, in conformance with the requirements of the Contract.
By: ____________________________ Date: ________________________
Name: _________________________
Title: __________________________
City of Palo Alto Minor Public Works Contract 23 Rev. August 20, 2025
, CONTRACTOR
On behalf of Contractor, I hereby acknowledge receipt and approvals and acceptance of
this Task Order under the terms of the Contract, and warrant that I have authority to
execute this Task Order on behalf of Contractor.
By: ____________________________ Date: _______________________
Name: _________________________
Title: __________________________
City of Palo Alto Minor Public Works Contract 24 Rev. August 20, 2025
EXHIBIT B
SCHEDULE OF PERFORMANCE
Contractor must comply with the schedule requirements for the Work based on the
Alternative checked below:
Alternative 1. Contractor will perform the Work according to the following
schedule:
Commencement: After the Term of the Contract has commenced, Contractor must
begin performing the Work within days after City has issued a written
Notice to Proceed (“NTP”) for the Work, which may be transmitted to Contractor
via email.
Completion: Contractor must fully complete the Work within days following
issuance of the Notice to Proceed with the Work.
OR
Alternative 2. Contractor will perform the Work to complete each task within the
time period specified below. The time to complete each task may be increased or
decreased by mutual written Contract of the project managers for Contractor and
City so long as all work is completed within the term of the Contract. Upon request
Contractor will provide a detailed schedule of work consistent with the schedule
below.
Task Approx. Square
Footage (S.F.)
Schedule Estimated
Hours per
service*
Parking Garage Q (Task 1a) 48,000 Weekly 3
Lot J Parking Garage (Task 1b) 148,000 Weekly 3
Civic Center Parking Garage (Task 1c) 230,000 Weekly 3
University Avenue Underpass (Task 1d) 22,680 Weekly 2
Cambridge Parking Garage (Task 2a) 55,080 Weekly 2
Ted Thompson Parking Garage (Task 2b) 62,940 Weekly 2
Sherman Parking Garage (Task 2c) 240,000 Weekly 3
Cubberley Community Center (Task 3a) 220,500 Twice per month 2
*City recommends Contractor have a minimum of (2) workers on site during servicing.
City of Palo Alto Minor Public Works Contract 25 Rev. August 20, 2025
EXHIBIT C
SCHEDULE OF FEES
ALTERNATIVE 1. Lump Sum Compensation. If the box for Alternative 1, lump sum
pricing, is checked in Section 5 of the Contract, Contractor’s compensation will not exceed
the amount stated for Alternative 1, unless this Contract is modified by City to add to the
scope of work set forth in Exhibit A.
ALTERNATIVE 2. Time and Materials Compensation. If the box for Alternative 2, time
and materials pricing, is checked in Section 5 of the Contract, Contractor’s compensation
will not exceed the amount stated for Alternative 2, unless this Contract is modified by
City to add to the scope of work set forth in Exhibit A. Compensation will be based on the
following terms, subject to substantiation of all actual costs to the City’s reasonable
satisfaction:
(1) 100% of all reasonable direct labor costs
(2) 100% of all reasonable direct material costs
(3) 100% of all reasonable direct equipment costs
(4) 100% of all reasonable direct incidental costs*
(5) Markup of % on the sum of the allowable costs in items (1)-(4)
* Item (4) excludes home office overhead, insurance, costs attributed to vehicles owned
or leased by Contractor, salaried supervisory staff, administrative staff and any other
costs that were not incurred solely for this Contract.
ALTERNATIVE 3. Unit Pricing. If the box for Alternative 3, unit pricing, is checked in
Section 5 of the Contract, Contractor’s compensation will not exceed the amount stated
for Alternative 3, unless this Contract is modified by City to add to the scope of work set
forth in Exhibit A. Compensation will be based on the mutually agreed unit prices set forth
below and based on actual quantities as determined by City. The unit prices provided are
deemed to be fully inclusive of all costs to provide and install the items, including labor,
materials, equipmen.t
YEAR 1
TASK QTY. UNIT DESCRIPTION UNIT PRICE TOTAL PRICE
1a 52 EA Sweeping Services for Parking
Garage Q
$270.00 $14,040.00
1b 52 EA Sweeping Services Parking Lot J $270.00 $14,040.00
1c 52 EA Sweeping Services Civic Center
Parking Garage
$270.00 $14,040.00
1d 52 EA Sweeping Services University Ave
Underpass
$270.00 $14,040.00
2a 52 EA Sweeping Services for Cambridge
Parking Garage
$270.00 $14,040.00
City of Palo Alto Minor Public Works Contract 26 Rev. August 20, 2025
2b 52 EA Sweeping Services for Ted
Thompson Parking Garage
$270.00 $14,040.00
2c 52 EA Sweeping Services for Sherman
Parking Garage
$270.00 $14,040.00
3a 26 EA Sweeping Services for Cubberley
Community Center Parking Lots
$270.00 $7,020.00
YEAR 1 TOTAL $105,300.00
YEAR 2
TASK QTY. UNIT DESCRIPTION UNIT PRICE TOTAL PRICE
1a 52 EA Sweeping Services for Parking
Garage Q
$283.50 $14,742.00
1b 52 EA Sweeping Services Parking Lot J $283.50 $14,742.00
1c 52 EA Sweeping Services Civic Center
Parking Garage
$283.50 $14,742.00
1d 52 EA Sweeping Services University Ave
Underpass
$283.50 $14,742.00
2a 52 EA Sweeping Services for Cambridge
Parking Garage
$283.50 $14,742.00
2b 52 EA Sweeping Services for Ted
Thompson Parking Garage
$283.50 $14,742.00
2c 52 EA Sweeping Services for Sherman
Parking Garage
$283.50 $14,742.00
3a 26 EA Sweeping Services for Cubberley
Community Center Parking Lots
$283.50 $7,371.00
YEAR 2 TOTAL $110,565.00
YEAR 3
TASK QTY. UNIT DESCRIPTION UNIT PRICE TOTAL PRICE
1a 52 EA Sweeping Services for Parking
Garage Q
$297.68 $15,479.36
1b 52 EA Sweeping Services Parking Lot J $297.68 $15,479.36
1c 52 EA Sweeping Services Civic Center
Parking Garage
$297.68 $15,479.36
1d 52 EA Sweeping Services University Ave
Underpass
$297.68 $15,479.36
2a 52 EA Sweeping Services for Cambridge
Parking Garage
$297.68 $15,479.36
2b 52 EA Sweeping Services for Ted
Thompson Parking Garage
$297.68 $15,479.36
2c 52 EA Sweeping Services for Sherman
Parking Garage
$297.68 $15,479.36
City of Palo Alto Minor Public Works Contract 27 Rev. August 20, 2025
3a 26 EA Sweeping Services for Cubberley
Community Center Parking Lots
$297.68 $7,739.68
YEAR 3 TOTAL $116,095.20
YEAR 4
TASK QTY. UNIT DESCRIPTION UNIT PRICE TOTAL PRICE
1a 52 EA Sweeping Services for Parking
Garage Q
$312.56 $16,253.12
1b 52 EA Sweeping Services Parking Lot J $312.56 $16,253.12
1c 52 EA Sweeping Services Civic Center
Parking Garage
$312.56 $16,253.12
1d 52 EA Sweeping Services University Ave
Underpass
$312.56 $16,253.12
2a 52 EA Sweeping Services for Cambridge
Parking Garage
$312.56 $16,253.12
2b 52 EA Sweeping Services for Ted
Thompson Parking Garage
$312.56 $16,253.12
2c 52 EA Sweeping Services for Sherman
Parking Garage
$312.56 $16,253.12
3a 26 EA Sweeping Services for Cubberley
Community Center Parking Lots
$312.56 $8,126.56
YEAR 4 TOTAL $121,898.40
YEAR 5
TASK QTY. UNIT DESCRIPTION UNIT PRICE TOTAL PRICE
1a 52 EA Sweeping Services for Parking
Garage Q
$328.19 $17,065.88
1b 52 EA Sweeping Services Parking Lot J $328.19 $17,065.88
1c 52 EA Sweeping Services Civic Center
Parking Garage
$328.19 $17,065.88
1d 52 EA Sweeping Services University Ave
Underpass
$328.19 $17,065.88
2a 52 EA Sweeping Services for Cambridge
Parking Garage
$328.19 $17,065.88
2b 52 EA Sweeping Services for Ted
Thompson Parking Garage
$328.19 $17,065.88
2c 52 EA Sweeping Services for Sherman
Parking Garage
$328.19 $17,065.88
3a 26 EA Sweeping Services for Cubberley
Community Center Parking Lots
$328.19 $8,532.94
YEAR 5 TOTAL $127,994.10
City of Palo Alto Minor Public Works Contract 28 Rev. August 20, 2025
YEARS 1 - 5
GRAND TOTAL TOTAL PRICE
A. Year One (items 1a through 3a)
$105,300.00
B. Year Two (items 1a through 3a)
$110,565.00
C. Year Three (items 1a through 3a)
$116,095.20
D. Year Four (items 1a through 3a)
$121,898.40
E. Year Five (items 1a through 3a)
$127,994.10
Grand Total Schedule A through Schedule E)
$581,852.70
City of Palo Alto Minor Public Works Contract 29 Rev. August 20, 2025
EXHIBIT D
INSURANCE REQUIREMENTS
Contractors to the City of Palo Alto (“City”), at their sole expense, will for the term of the
contract obtain and maintain insurance in the amounts for the coverage specified below,
provided by insurers with A.M. 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, below:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION EMPLOYER’S
LIABILITY
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
1. EACH PERSON
2. 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
NO
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: Contractor, at its sole cost and
expense, will obtain and maintain, in full force and effect throughout the entire term of any
resultant Contract, the insurance coverage herein described, insuring not only Contractor
and its subcontractors, 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.
1. Contractor’s insurance coverage must include a contractual liability endorsement
providing insurance coverage for Contractor’s contractual obligation to indemnify
City.
II. Prior to commencing the Work under the Contract, Contactor must submit
certificates(s) of insurance evidencing required coverage.
III. Endorsement provisions, with respect to the insurance afforded to “additional
insureds” must include the following:
City of Palo Alto Minor Public Works Contract 30 Rev. August 20, 2025
1. 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.
2. Cross liability
The naming of more than one person, firm, or corporation as insureds under the
policy will not, for that reason alone, extinguish any rights of the insured against
another, but this endorsement, and the naming of multiple insureds, will not
increase the total liability of the company under this policy.
3. Notice of cancellation
1. If the policy is canceled before its expiration date for any reason other than the
non-payment of premium, the issuing company will 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 issuing company will provide City at least a ten (10) day written
notice before the effective date of cancellation.
IV. Notices to City will be e-mailed to: Purchasingsupport@paloalto.gov
City of Palo Alto Minor Public Works Contract 31 Rev. August 20, 2025
EXHIBIT E
REQUIRED CITY BOND FORMS
[Require use of the attached City payment and performance bond forms if the Contract
Sum exceeds $25,000.]
City of Palo Alto Minor Public Works Contract 32 Rev. August 20, 2025
PERFORMANCE BOND
WHEREAS, the City Council of the City of Palo Alto, State of California (“City”)
and SCA of CA, LLC , (“Principal”) have entered into an agreement dated December 1,
2025, and identified as Parking Garage, Underpass and Parking Lot Sweeping Services
(“Agreement”), which is hereby referred to and made a part hereof whereby Principal
agrees to install and complete certain designated public improvements; and
WHEREAS, Principal is required under the terms of the Agreement to furnish a
surety bond for the faithful performance of the Agreement.
NOW, THEREFORE, Principal and ______________________________________,
as Surety, incorporated under the Laws of the State of , and duly authorized to
transact business as an admitted surety, under the laws of the State of California, are held
and firmly bound unto City in the penal sum of Five Hundred Eighty-One Thousand Eight
Hundred Fifty-Two dollars and Seventy cents ($581,852.70), for the payment whereof
Principal and Surety bind themselves, their respective heirs, executors, administrators,
successors, and assigns, jointly and severally, firmly by these presents.
The condition of this obligation is such that if the Principal, Principal’s heirs, executors,
administrators, successors, or assigns will promptly and faithfully keep and perform the
covenants, conditions, and provisions of the Agreement and any alteration thereof, with
or without notice to the Surety, and if Principal will satisfy all claims and demands incurred
under the Agreement and will fully protect, indemnify, defend, and hold harmless City, its
officers, agents, and employees from all claims, demands, or liabilities which may arise by
reason of Principal’s failure to do so, and will reimburse and repay City all outlay and
expenses which City may incur in making good any default, then this obligation will be
null and void; otherwise, it will remain in full force and effect.
As part of the obligations secured hereto, and in addition to the face amount specified
above, there will be included costs and reasonable expenses and fees, including
reasonable attorney’s fees incurred by City in successfully enforcing such obligations, all
to be taxed as costs and included in any judgment rendered. Surety will be liable for any
liquidated damages for which the Principal may be liable under its Agreement, and such
liquidated damages will be part of the obligations secured hereto, and in addition to the
face amount specified above.
The Surety hereby stipulates and agrees that no change, extension of time, alteration, or
addition to the terms of the Agreement or to the work to be performed thereunder or
the specifications accompanying the same, shall in any way affect its obligations on this
security, and it does hereby waive notice of any such change, extension of time,
alteration, or addition to the terms of the agreement or to the work or to the
City of Palo Alto Minor Public Works Contract 33 Rev. August 20, 2025
specifications. Surety hereby waives the provisions of California Civil Code Section s 2845
and 2849. The City is the principal beneficiary of this bond and has all rights of a party
hereto.
IN WITNESS WHEREOF, this instrument has been duly executed by the Surety and
Principal above named on ______________, 2025.
____________________________________ Phone Number: _____________________
Name of Surety
Signature of Surety
By: Its:
Typed or Printed Name Title
Name of Contractor/Principal
Signature of Contractor/Principal
By: Its:
Typed or Printed Name Title
City of Palo Alto Minor Public Works Contract 34 Rev. August 20, 2025
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF )
COUNTY OF )
On , before me, , a notary public in and
for said County, personally appeared , who proved to me on
the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to
the within instrument and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/t heir signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under penalty of perjury under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
(Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
City of Palo Alto Minor Public Works Contract 35 Rev. August 20, 2025
PAYMENT BOND
WHEREAS, the City Council of the City of Palo Alto, State of California (“City”) and
SCA of CA, LLC, (“Principal”), have entered into an agreement dated December 1, 2025,
and identified as Parking Garage, Underpass and Parking Lot Sweeping Services
(“Agreement”), which is hereby referred to and made a part here of, whereby Principal
agrees to install and complete certain designated public improvements; and
WHEREAS, under the terms of the Agreement, Principal is required before
entering upon the performance of the work to file a good and sufficient payment surety
bond with City to secure the claims to which reference is made in Titles 1 and 3
(commencing with Section 8000) of Part 6 of Division 4 of the Civil Code of the State of
California.
NOW, THEREFORE, Principal and _______________________________________,
as Surety, incorporated under the laws of the State of ___________________________,
and duly authorized to transact business as an admitted surety, under the laws of the
State of California, are held and firmly bound unto City in the penal sum of Five Hundred
Eighty-One Thousand Eight Hundred Fifty-Two dollars and Seventy cents ($581,852.70),
this amount being not less than one hundred percent of the total amount payable by the
terms of the Agreement per Civil Code section 9554, for the payment whereof Principal
and Surety bind themselves, their respective heirs, executors, administrators, successors,
and assigns, jointly and severally, firmly by these presents.
The condition of this obligation is such that if Principal, Principal’s subcontractors,
heirs, executors, administrators, successors, or assigns shall fail to pay any of the persons,
companies, or corporations, referred to in section 9100 of the California Civil Code, as
amended, with respect to any work of labor performed or materials supplied by any such
persons, companies, or corporations, which work, labor, or materials are covered by the
Agreement and any amendments, changes, change order, additions, a lterations, or
modifications thereof, or any amounts due under the California Unemployment Insurance
Code with respect to such work or labor, or for any amounts required to be deducted,
withheld, and paid over to the Employment Development Department from the wages of
employees of the Principal and its subcontractors pursuant to Section 13020 of the
Unemployment Insurance Code, as amended, with respect to such work and labor, the
Surety will pay for the same, as specified in Civil Code section 9554, in an amount not
exceeding the sum herein above specified, and also, in case suit is brought upon this bond,
the Surety will pay reasonable attorney’s fees in an amount to be fixed by the court.
It is hereby expressly stipulated and agreed that this surety bond shall inure to the
benefit of any and all persons, companies, and corporations entitled named in Section
City of Palo Alto Minor Public Works Contract 36 Rev. August 20, 2025
9100 of the California Civil Code, as amended, so as to give a right of action to them or
their assigns in any suit brought upon this surety bond.
The Surety agrees that no amendment, change, change order, addition, alteration,
or modification to the terms of the agreement of the work to be performed thereunder
or the specifications accompanying the same, shall in any way affect its obligations on this
surety bond, provided the City waives the requirement for a new bond, and Surety does
hereby waive notice of any such amendment, change, change order, addition, alteration,
or modification to the terms of the agreement or to the work performed thereund er or
to the specifications accompanying the same. Surety hereby waives the provisions of
California Civil Code Sections 2845 and 2849.
IN WITNESS WHEREOF, this instrument has been duly executed by the Surety and
Principal above named on ______________, 2025.
____________________________________ Phone Number: _____________________
Name of Surety
Signature of Surety
By: Its:
Typed or Printed Name Title
Name of Contractor/Principal
Signature of Contractor/Principal
By: Its:
Typed or Printed Name Title
City of Palo Alto Minor Public Works Contract 37 Rev. August 20, 2025
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF )
COUNTY OF )
On , before me, , a notary public in and
for said County, personally appeared , who proved to me on
the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to
the within instrument and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/t heir signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under penalty of perjury under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
(Seal)
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
Item No. 13. Page 1 of 1
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City Council
At-places Supplemental Report
From: Mahealani Ah Yun, City Clerk
Meeting Date: December 1, 2025
Item Number: 13
Report #:2512-5611
TITLE
Approval for the City Manager or their Designee to Execute Contract No. C26195084 with SCA
of CA, LLC, to Procure Services for the Sweeping of City Parking Garages, Parking Lots and an
Underpass for a Period of Five Years for a Total Not to Exceed Amount of $581,852; CEQA
Status – Not a Project
RECOMMENDATION
This at-places supplemental report corrects a digital formatting error that resulted in an
incomplete version of packet page 477 in the published agenda materials. Staff is reissuing the
full and correct version of packet page 477 (Agenda Item 13 – Attachment A) to ensure the
record accurately reflects the complete document.
ATTACHMENTS
Supplemental Attachment A: Packet Page 477