HomeMy WebLinkAboutStaff Report 2510-5322CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, February 09, 2026
Council Chambers & Hybrid
5:30 PM
Agenda Item
7.Approval of Amendment No. 3 to Contract No. S23187281 with Urban Planning Partners,
Inc. in the Amount of $52,409, Increasing the Not-to-Exceed Amount to $137,409 and
Extending the Contract Term Through December 31, 2027 to Create Standalone Pre-
Approved Parklet Plans as Part of the California Avenue Streetscape Update PL-23000;
CEQA Status – Categorically Exempt under CEQA Guidelines Section 15301 and 15304(e)
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: February 9, 2026
Report #:2510-5322
TITLE
Approval of Amendment No. 3 to Contract No. S23187281 with Urban Planning Partners, Inc. in
the Amount of $52,409, Increasing the Not-to-Exceed Amount to $137,409 and Extending the
Contract Term Through December 31, 2027 to Create Standalone Pre-Approved Parklet Plans as
Part of the California Avenue Streetscape Update PL-23000; CEQA Status – Categorically Exempt
under CEQA Guidelines Section 15301 and 15304(e)
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute Amendment No. 3 to Contract No. S23187281 with Urban Planning
Partners, Inc. to create standalone pre-approved parklet plans as part of the California Avenue
Streetscape Update PL-23000, in an amount not-to-exceed $52,409, and extend the contract
term through December 31, 2027. This amendment results in a revised total not-to-exceed
amount of $137,409.
BACKGROUND
The City Council authorized funding for this contract on March 13, 2023, to assist with
implementation of the On-Going Parklet Program.1 Public Works Engineering Services selected
Urban Planning Partners and issued contract S23187281 in the amount of $85,000 on June 26,
2023, with a contract term through June 30, 2024. Since that time, staff has issued contract
amendments No. 1 and 2 to administratively extend the contract term through December 31,
2025, and to add Syncopated Architecture, Inc. as a subconsultant to assist with the pre-
approved parklet designs. Urban Planning Partners aided in the development of the Ongoing
Parklet Program, developing the Ongoing Parklet Standards and the administration of the
parklet program and outdoor dining, in general. In addition, they have provided resources to
1 City Council, March 13, 2023; Agenda Item #6 SR #2301-0888
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82265&dbid=0&repo=PaloAlto
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supplement Public Works Engineering Services staffing to provide guidance on pre-approved
parklet designs on an as-needed basis.
ANALYSIS
On June 17, 2025, Council gave direction to staff to work with the Architectural Review Board
(ARB) to develop design recommendations, standards, and an approval process for parklets that
support all-weather, year-round dining on car-free California Avenue, which is designated as a
“Community Street” holding weekly Farmers Markets and other community events.3
Staff has been meeting with California Avenue merchants and an ARB adhoc monthly to review
revisions to the outdoor activation guidelines. This feedback has reshaped the outdoor
activation designs, adapting the current Ongoing Parklet Program (build for streets with
consistent vehicular access) for the closed portion of California Avenue – particularly the
structural requirements. Businesses that choose to build a parklet will be required to submit an
encroachment permit application and will have the option to design a custom parklet or use a
pre-approved parklet design for a streamlined review process.
Upon completion of stakeholder review by the ARB adhoc and merchants, this amendment
with Urban Planning Partners’ will expand their scope of services to allow for the design and
modification of the pre-approved parklet designs, creating a second set of designs specifically
for the California Avenue Outdoor Activation. This amendment also extends the contract term
through December 31, 2027. This is the most expeditious service provider as UPP drafted the
original Ongoing Parklet Program designs and therefore can more easily adjust the existing
body of work. The pre-approved design work is expected to seek Council approval in the second
quarter of calendar year 2026. The extension through 2027 is for assistance with any issues that
may come up during implementation.
FISCAL/RESOURCE IMPACT
Funding for the contract amendment recommended in this report is available in the Fiscal Year
2026 Adopted Capital Improvement Program California Avenue Streetscape Update project (PL-
23000).
STAKEHOLDER ENGAGEMENT
From September to December 2025, stakeholder engagement conducted by staff has focused
on working with California Avenue merchants and an ARB Ad Hoc committee to advance
Council’s June 17 direction to develop standards for parklets that support year-round all-
weather outdoor dining on California Avenue. Staff has met with merchants and the ARB ad hoc
committee monthly to progress the work. This contract amendment will enable the consultant
to modify the citywide pre-approved parklet plans, as directed by staff and informed by ARB
3 City Council, June 17, 2024; Agenda Item #17 SR #2506-4786
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83508&dbid=0&repo=PaloAlto
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review, to ensure responsiveness to stakeholder feedback and the unique car-free environment
of California Avenue.
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Vers.: Aug. 5, 2019
Page 1 of 8
AMENDMENT NO. 3 TO CONTRACT NO. S23187281
BETWEEN THE CITY OF PALO ALTO AND
URBAN PLANNING PARTNERS, INC.
This Amendment No. 3 (this “Amendment”) to Contract No. 23187281 (the “Contract” as
defined below) is entered into as of December 31, 2025, by and between the CITY OF PALO ALTO, a
California chartered municipal corporation (“CITY”), and URBAN PLANNING PARTNERS, INC. a
California Corporation, located at 388 17th Street, Suite 230, Oakland, CA 94612 (“CONSULTANT”).
CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties hereto
for the provision of professional services in connection with the implementation of the On-going
Parklet Program (Project), as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the term of the
Agreement.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of
this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. 23187281 between
CONSULTANT and CITY, dated June 26, 2023, as amended by:
Amendment No.1, dated April 25, 2024
Amendment No.2, dated December 31, 2024
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows: “The Term
of the Agreement shall be from the date of its full execution through December 31, 202 7 unless
terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 3. Section 12 “SUBCONTRACTING” of the Contract is hereby amended to add the
following as an authorized subcontractor:
REI Build Up
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SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby
incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 3”, ADDED /
AMENDED, REPLACES PREVIOUS.
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3”,
AMENDED, REPLACES PREVIOUS.
c. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 3”, ADDED /
AMENDED, REPLACES PREVIOUS.
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 or designee
APPROVED AS TO FORM:
_____________________________
City Attorney or designee
URBAN PLANNING PARTNERS, INC.
Officer 1
By: _____________________________
Name: Lynette Dias
Title: President
Officer 2
By: _____________________________
Name: Carla Violet
Title: Associate Principal
Attachments:
EXHIBIT A “SCOPE OF SERVICES, AMENDMENT NO. 3” (AMENDED, REPLACES PREVIOUS)
EXHIBIT B “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3” (AMENDED, REPLACES
PREVIOUS)
EXHIBIT C “COMPENSATION, AMENDMENT NO. 3” (AMENDED, REPLACES PREVIOUS)
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EXHIBIT A
SCOPE OF SERVICES
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall provide the Services detailed in this Exhibit A, entitled “SCOPE
OF SERVICES”.
The scope of work for the CONSULTANT is to assist City staff in the oversight, implementation,
and management of the Permanent Parklet Program. CONSULTANT services shall consist of
the following tasks:
TASK 1 – Temporary Parklet Program Assistance (Completed)
TASK 2 – Permanent Parklet Program Set-up (Completed)
TASK 3 – Application Review (Completed)
TASK 4 – Confirmation of Design Requirements for California Avenue
TASK 5 – Architectural Modifications to Construction Shop Drawings
TASK 6 – Structural Analysis and Documentation
TASK 7 – Meetings and Coordination
TASK 1: Temporary Parklet Program Assistance (Completed)
CONSULTANT shall assist City staff with ongoing temporary parklet program administration
until the permanent program starts. This includes communication with permittees, permit
review, and enforcement.
TASK 2: Permanent Parklet Program Set-up (Completed)
CONSULTANT will develop and establish a Project Review Process including preparation of an
application checklist, completeness letter template and additional documents as necessary
to streamline program administration.
TASK 3: Application Review (Completed)
CONSULTANT will collect parklet applications and manage the permit review process by
reviewing applications for completeness, directing applications to City departments as needed,
and coordinating with the applicant and issuing completeness letters and permit licenses. In
addition, the CONSULTANT will assist with outreach and enforcement by serving as the point of
contact for applicants/permit holders who have questions, and members of the public who have
questions or complaints and will coordinate with City staff as needed.
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TASK 4: Confirmation of Design Requirements for California Avenue
Meet with staff, review the design requirements memo, and staff’s mark -up-of proposed
modifications to the pre-approved parklet plans , to identify modifications to the pre -approved
parklet shop drawings to conform to the Cal Ave context and council direction.
Deliverable: Final mark-up of the ongoing parklet pre-approved parklet plans with all
modifications needed. Mark-up to include sketch concepts that address car-free environment
and year-round weather protection.
Task 5: Architectural Modifications to Construction Shop Drawings
Modify the existing pre-approved parklet design plans to conform to design requirements
confirmed in Task 1. This includes:
• Increasing the openness and visibility of dining from the central accessway by reducing
or adjusting the amount of structure supporting the roof, or modifying railings,
guardrails, and screens;
• Adding removable or retractable screens, panels, louvers and other weather control
features to balance weather protection and transparency;
• Ensuring compatibility with universal design and accessibility site concepts with access
potentially from both the sidewalk and roadway.
Task 6: Structural Analysis and Documentation
• Provide structural design and engineering calculations for reduced load requirements
for a car-free environment and update structural drawings.
• Identify California Building Code (CBC) and ASCE 7 provisions for non -building structures
that apply to both pre-approved and custom parklets;
• Identify feasible structural options for custom parklets that avoid attachment to the
roadway or sidewalk, yet provide overhead structure for year round weather protection.
Task 7: Meetings and Coordination
• Coordinate with City staff (Planning, Public Works, Building, Fire) for review and
approval of adapted designs. Address technical questions or revisions resulting from
review cycles.
• Participate in up to five project meetings with City staff
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EXHIBIT B
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall perform the Services to complete each milestone within the number of
days/weeks specified below. The time to complete each milestone may be increased or
decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so
long as all work is completed within the term of the Agreement. CONSULTANT shall provide
a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of
the notice to proceed (“NTP”) from the CITY.
Milestones
Completion
Number of Days/Weeks (as specified below)
from NTP
Task 1 – Temporary Parklet Program Assistance Completed
Task 2 – Permanent Parklet Program Set- up Completed
Task 3 – Application Review Completed
Task 4 – Confirmation of Design Requirements 2 Weeks
Task 5 – Architectural Modifications to Construction
Shop Drawings
2 Weeks
Task 6 – Structural Analysis and Documentation 2 Weeks
Task 7 – Meetings and Coordination 2 Weeks
Optional Schedule of Performance Provision for On-Call or Additional Services Agreements.
(This provision only applies if checked and only applies to on-call agreements per Section 1
or agreements with Additional Services per Section 4.)
The schedule of performance shall be as provided in the approved Task Order, as detailed in
Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case
of Additional Services, provided in all cases that the schedule of performance shall fall within the
term as provided in Section 2 (Term) of this Agreement.
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EXHIBIT C
COMPENSATION
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for Services performed in accordance with the
terms and conditions of this Agreement, and as set forth in the budget schedule below.
Compensation shall be calculated based on the rate schedule attached as Exhibit C-1 up to
the not to exceed budget amount for each task set forth below.
CITY’s Project Manager may approve in writing the transfer of budget amounts between any of
the tasks or categories listed below, provided that the total compensation for the Services,
including any specified reimbursable expenses, and the total compensation for
Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set
forth in Section 4 of this Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses,
and Additional Services (if any, per Section 4), within this/these amount(s). Any work
performed or expenses incurred for which payment would result in a total exceeding the
maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY.
BUDGET SCHEDULE
TASK NOT TO EXCEED AMOUNT
Task 1:
Temporary Parklet Program Assistance (Completed)
$7,850
Task 2:
Permanent Parklet Program Set-up (Completed)
$11,775
Task 3:
Application Review (Completed)
$58,625
Task 4:
Confirmation Design Requirements
$19,815
Task 5:
Architectural Modifications to Construction Shop Drawings
$13,325
Task 6:
Structural Analysis and Documentation
$9,951
Task 7:
Meetings and Coordination
$9,318
Additional Services (if any, per Section 4) $6,750
Maximum Total Compensation $137,409
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REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative,
overhead, administrative support time/overtime, information systems, software and
hardware, photocopying, telecommunications (telephone, internet), in-house printing,
insurance and other ordinary business expenses, are included within the scope of
payment for Services and are not reimbursable expenses hereunder.
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