HomeMy WebLinkAboutStaff Report 2602-5922CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, March 02, 2026
Council Chambers & Hybrid
5:30 PM
Agenda Item
8.Approval of Amendment No. 1 to the Multi-Agency Staffing Agreement for Fire Station 8.
CEQA Status – Not a Project.
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Fire
Meeting Date: March 2, 2026
Report #:2602-5922
TITLE
Approval of Amendment No. 1 to the Multi-Agency Staffing Agreement for Fire Station 8. CEQA
Status – Not a Project.
RECOMMENDATION
Staff recommends that the City Council approve the First Amendment to Fire and Emergency
Medical Services Agreement between Santa Clara County Central Fire Protection District, Los
Altos Hills County Fire District, and the City of Palo Alto for the Operations and Funding of Fire
Station 8, to continue staffing Palo Alto Fire Station 8 (Foothills) during wildland fire season in
calendar year 2026, and with an annual renewal for up to four additional one-year terms
through December 31, 2031 (Attachment A – First Amendment; Attachment B – Original
Agreement).
BACKGROUND
Santa Clara County and the greater Bay Area continue to experience heightened wildland fire
risk, particularly in the Wildland-Urban Interface (WUI) where neighborhoods and open space
areas are closely connected. Fire Station 8 (Foothills) is strategically located adjacent to WUI
terrain and regional open space, and seasonal staffing improves readiness and response
capability during the wildland fire season.
In 2021, the City of Palo Alto entered into a tri-party agreement with the Los Altos Hills County
Fire District and the Santa Clara County Fire Department to implement a seasonal staffing
model for Station 8, including a planned rotation of staffing between Palo Alto Fire and Santa
Clara County Fire and a cost recovery framework supported by Los Altos Hills County Fire
District funding. The proposed action is approving the First Amendment to continue the staffing
model through calendar year 2026. The amendment updates the agreement document as
needed for continued implementation, with no significant operational or financial changes to
the staffing model beyond the updated terms reflected in the amendment. The amendment
also includes annual renewal for up to four additional one-year terms through December 31,
2031.
ANALYSIS
-Urban Interface (WUI)
environment where response time, access constraints, and fast-changing fire weather can
quickly increase incident complexity. Seasonal staffing of Fire Station 8 (Foothills) strengthens
initial attack capability and improves coverage for WUI fires and other all-risk incidents during
the wildland fire season.
-party operational model with Los Altos Hills
County Fire District and the Santa Clara County Fire Department, supporting coordinated
regional resource positioning and mutual aid readiness during periods of elevated demand.
Operationally, the program maintains a three-person company at Station 8, with minimum daily
coverage and the ability to extend hours when conditions warrant, with staffing provided on a
monthly rotation between Palo Alto Fire and Santa Clara County Fire.
FISCAL/RESOURCE IMPACT
-person fire crew assigned to Station 8 (Foothills) during the wildland firefighting
season, consistent with the Agreement as amended. LAHCFD will continue to be billed monthly
in accordance with the updated billing provisions in the First Amendment.
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
1 of 5
First Amendment to the Agreement Between the Santa Clara County Central Fire
Protection District and Los Altos Hills County Fire District and City of Palo Alto
FIRST AMENDMENT TO FIRE AND EMERGENCY MEDICAL SERVICES
AGREEMENT
BETWEEN
SANTA CLARA COUNTY CENTRAL FIRE PROTECTION DISTRICT,
LOS ALTOS HILLS COUNTY FIRE DISTRICT, AND
CITY OF PALO ALTO
FOR THE OPERATIONS AND FUNDING OF
FIRE STATION 8
This First Amendment (“First Amendment”) to the Fire and Emergency Medical Services
Agreement (“Agreement”) by and between Santa Clara County Central Fire Protection District, a
special district (“DISTRICT”), the Los Altos Hills County Fire District, a special district
(“LAHCFD”), and the City of Palo Alto, a California municipal corporation and charter city
(“CITY”) (each a “Party” and collectively, the “Parties”), shall be retroactively effective as of
December 31, 2025.
RECITALS
The following recitals are a substantive portion of this Agreement.
WHEREAS, the Parties entered into the Agreement for the operations and funding of
Fire Station 8 on June 8, 2021;
WHEREAS, the Agreement allows the Parties to work in partnership and each
contribute resources to staff and utilize Station 8 primarily to improve the wildland firefighting
capabilities of the Parties in their respective jurisdictions and bolster regional mutual aid;
WHEREAS, the Agreement allows the Parties to jointly exercise their powers to provide
fire protection and emergency medical response pursuant to Government Code section 6500, et
seq., under the terms and conditions set forth in the Agreement; and
WHEREAS, the Parties now desire to amend the Agreement to extend the term and
increase funding.
NOW THEREFORE, DISTRICT, LAHCFD, and CITY hereby agree to amend the Agreement
as follows:
1. Article 2 (“TERM; EXTENSION”), subsection 2.1 (“Term of Agreement”) shall be
deleted and replaced as follows:
“This Agreement shall be effective on the date of full execution by the Parties and
shall be effective until December 31, 2026 (‘Initial Expiration Date’).”
Docusign Envelope ID: 3B89561E-863B-41FF-AD9B-F4BE8D93DE1B
2 of 5
First Amendment to the Agreement Between the Santa Clara County Central Fire
Protection District and Los Altos Hills County Fire District and City of Palo Alto
2. Article 2 (“TERM; EXTENSION”) subsection 2.2 (“Extensions”) shall be deleted
and replaced as follows:
“Upon the Initial Expiration Date, this Agreement shall automatically renew on a
year-to-year basis for up to four additional one-year terms, commencing on January 1
and ending on December 31 of each such year, unless any Party provides written
notice of non-renewal to the other Parties prior to December 1 of each year. Any
notice of non-renewal shall be approved by the respective legislative bodies of the
Party issuing the notice of non-renewal.”
3. Article 10 (“TERMS OF PAYMENT/FINANCIAL PROVISIONS”), subsection 10.2
shall be amended to add the following language at the end of the subsection:
“The total amount to be funded by LAHCFD for the full term of the Agreement,
January 1, 2026, through December 31, 2031, shall not exceed Three Million Two
Hundred Thousand Dollars ($3,200,000), including any automatic one-year renewals.
Funding for the January 1, 2026, to December 31, 2026, term of the Agreement shall
not exceed Six Hundred Forty Thousand Dollars ($640,000). Funding for each
subsequent automatic one-year renewal term shall be allocated calculated pursuant to
the method set forth in Exhibit C, such that, in the aggregate, total payments under
this Agreement do not exceed Three Million Two Hundred Thousand Dollars
($3,200,000) for the full term of the Agreement.”
4. Except as provided herein, all other terms, conditions, and provisions of the
Agreement are unchanged and unaffected by this First Amendment and shall remain
in full force and effect.
5. In the event of any conflict between the terms of the Agreement and this First
Amendment, the terms of this First Amendment shall control.
6. The Agreement, inclusive of all amendments, constitutes the entire Agreement of the
Parties concerning its subject matter and supersedes all prior oral and written
agreements, representations and understandings between the Parties concerning such
subject matter.
7. This First Amendment may be executed in any number of counterparts, and all of
such counterparts so executed together shall be deemed to constitute one and the
same agreement, and each such counterpart shall be deemed to be an original
provided all of the Parties have fully executed the Agreement. Unless otherwise
prohibited by law, DISTRICT policy, LAHCFD policy, or CITY policy the Parties
agree that an electronic copy of this agreement, or an electronically signed agreement,
has the same force and legal effect as the agreement executed with an original ink
signature. The term “electronic copy of this agreement” refers to a transmission by
facsimile, electronic mail, or other electronic means of a copy of the original signed
Docusign Envelope ID: 3B89561E-863B-41FF-AD9B-F4BE8D93DE1B
3 of 5
First Amendment to the Agreement Between the Santa Clara County Central Fire
Protection District and Los Altos Hills County Fire District and City of Palo Alto
agreement in a portable document format. The term “electronically signed
agreement” means the agreement that is executed by applying an electronic signature
using technology approved by the DISTRICT, LAHCFD, and CITY.
8. By signing below, each signatory warrants and represents that they executed this First
Amendment in their authorized capacity, that they have the authority to bind the
entity listed below to contractual obligations, and that by their signature on this First
Amendment, the entity on behalf of which they acted executed this First Amendment.
SANTA CLARA COUNTY
CENTRAL FIRE
PROTECTION DISTRICT:
Suwanna L. Kerdkaew
Fire Chief
Date
APPROVED AS TO FORM AND
LEGALITY:
Aaron Forbath Date
Deputy County Counsel
[signatures continue on the following pages]
Docusign Envelope ID: 3B89561E-863B-41FF-AD9B-F4BE8D93DE1B
1/28/2026
1/28/2026
4 of 5
First Amendment to the Agreement Between the Santa Clara County Central Fire
Protection District and Los Altos Hills County Fire District and City of Palo Alto
CITY OF PALO ALTO
By: Ed Shikada Date
City Manager
ATTEST:
Mahealani Ah Yun Date
City Clerk
APPROVED AS TO FORM:
Aylin Bilir Date
Assistant City Attorney
[signatures continue on the following page]
Docusign Envelope ID: 3B89561E-863B-41FF-AD9B-F4BE8D93DE1B
5 of 5
First Amendment to the Agreement Between the Santa Clara County Central Fire
Protection District and Los Altos Hills County Fire District and City of Palo Alto
LOS ALTOS HILLS COUNTY FIRE DISTRICT
By: Jo Anne Logan Date
General Manager
ATTEST:
Cori Vargas Date
District Clerk
APPROVED AS TO FORM AND
LEGALITY:
Stephanie M. Jackson Date
Deputy County Counsel
Docusign Envelope ID: 3B89561E-863B-41FF-AD9B-F4BE8D93DE1B
1/29/2026
2/2/2026
2/2/2026
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
FIRE AND EMERGENCY MEDICAL SERVICES AGREEMENT
BETWEEN
SANTA CLARA COUNTY CENTRAL FIRE PROTECTION DISTRICT,
LOS ALTOS HILLS COUNTY FIRE DISTRICT, AND
CITY OF PALO ALTO
FOR THE OPERATIONS AND FUNDING OF
This Fire and Emergency Medical Services Agreement (the “Agreement”) for the
operations and funding of Fire Station 8, is made by and among the Santa Clara County
Central Fire Protection District, a special district (“DISTRICT”), the Los Altos Hills County
Fire District, a special district (“LAHCFD”), and the City of Palo Alto, a California
municipal corporation and charter city (“CITY”) (each a “Party” and collectively the
“Parties”), with respect to the provision of Fire and Emergency Medical Services.
RECITALS
WHEREAS, CITY provides fire protection and emergency medical services within
its municipal boundaries; and
WHEREAS, LAHCFD provides fire protection services within its district boundaries
through a fire services contract with the DISTRICT for fire suppression, emergency medical
response and associated fire resources; and
WHEREAS, LAHCFD desires to enhance and extend its annual high fire season
firefighting capabilities by expenditure of its funds in order to supplement its existing fire
services agreement with the DISTRICT to extend to the northern boundaries of its
jurisdiction that border Palo Alto and thereby, enhance emergency response times and
proximity to areas of high fire danger for its residents, and
WHEREAS, pursuant to this Agreement, DISTRICT and CITY are willing to
provide their resources, firefighting crews and equipment and enhance services at the
northern boundaries of LAHCFD and CITY, and LAHCFD is willing to expend funds for the
services provided in this Agreement; and
WHEREAS, CITY owns Fire Station Number 8, (“Station 8”) located in the Palo
Alto Foothills Park at 3300 Page Mill Road, adjacent to the boundary of the LAHCFD, and
for a period of time commencing in 1992, LAHCFD had participated with CITY to exercise
jointly their powers to provide fire protection and emergency medical response during the
summer and high fire season months by staffing Station 8 for wildland firefighting; and
WHEREAS, Station 8’s location is advantageous to the strategic needs of the Parties
relative to the rapid deployment of, including but not limited to, apparatus and equipment,
resources, and proximity to mobilize emergency responses by housing fire crews for wildland
firefighting; and
WHEREAS, the Parties have contemplated the current availability of resources. i.e.,
facilities, personnel, equipment, risks/call response types, agency/system benefits and
sustainability considerations in order to provide life safety and property protection during
summer and high fire season months; and
1
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
WHEREAS, the Parties desire to work in partnership and each contribute resources
to staff and utilize Station 8 primarily to improve the wildland firefighting capabilities of the
Parties in their respective jurisdictions and bolster regional mutual aid; and
WHEREAS, the Parties therefore desire to jointly exercise their powers to provide
fire protection and emergency medical response pursuant to Government Code section 6500,
et seq., under the terms and conditions set forth below.
NOW THEREFORE, in consideration of the recitals and the mutual obligations of
the parties set forth in this Agreement, DISTRICT, LAHCFD, and CITY agree as follows:
ARTICLE 1
DEFINITIONS
1.1 Definitions. For purposes of clarity and consistency, the definitions set forth in
The definitions included in the Exhibit B, shall apply to this Agreement unless the
ARTICLE 2
TERM; EXTENSIONS
2.1 Term of Agreement. This Agreement shall be effective on the date of full execution
Extensions. This Agreement shall automatically renew on a year-to-year basis for up
2.3 Continuing Obligations. The provisions in Sections 2.3 and 6.2.6 and Article 9 shall
ARTICLE 3
SCOPE OF SERVICES
Fire Suppression and Protection Services. During wildland firefighting season, which
3.1.1 During Wildland Firefighting Season, Station 8 shall be staffed by the CITY
2
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
as red flag warnings occur subject to agreement of the respective fire chiefs of the
CITY and DISTRICT. The engine shall be a Type 3 or Type 6 engine and an all-risk
As specified below, on a rotating monthly basis, or on a rotation scheduled as
o Starting as soon as feasible after the effective date of this Agreement and no
o Starting July 1, 2021, DISTRICT and CITY shall rotate monthly to staff its
o This monthly staffing and rotation of engine and personnel by agency shall
. June-CITY
. July-DISTRICT
. August-CITY
. September-DISTRICT
. October-CITY
. November-DISTRICT
CITY and DISTRICT shall retain the obligation to provide all salary and employee
3
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
3.2 Dispatch Communications. County Communications shall be primarily responsible
for dispatch of Station 8 resources under this Agreement, subject to cooperation
ARTICLE 4
4.1 Reserved.
ARTICLE 5
SERVICE LEVELS, STANDARDS OF PERFORMANCE
Standard of Performance. DISTRICT and CITY shall perform all services required
ARTICLE 6
REAL PROPERTY
6.1 Real Property Defined. As used in this section, the term “Real Property” shall mean
Real Property.
6.2.1 CITY shall make available to DISTRICT all documentation regarding
6.2.2 Subject to the terms and conditions contained in this Section, DISTRICT shall
6.2.3 DISTRICT, and CITY shall occupy and use the Real Property as a fire station
4
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
6.2.4 All personnel assigned to the facility shall keep the premises in a safe, neat
and clean condition. All personnel shall also maintain in good working order,
6.2.5 All personnel assigned to the facility shall maintain in good condition and
6.2.6 CITY shall be responsible for any and all repairs and/or replacement, and
administrative oversight, criminal or civil penalties, and attorney fees and
6.2.7 In the event that any of the Real Property is for any cause destroyed or
6.2.8 Except as otherwise provided by this Agreement, DISTRICT shall not lease,
6.3 Identity of Fire Station. The Parties mutually agree that the retention of
5
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
therein shall bear the name of the agency providing the apparatus in use by its
ARTICLE 7
VEHICLES AND EQUIPMENT
7.1 Apparatus and Equipment. DISTRICT and CITY shall provide at their sole
ARTICLE 8
RECORDS RETENTION
8.1 Record Retention and Storage. In accordance with all applicable laws and local
ARTICLE 9
INSURANCE, INDEMNITIES AND RELATIONSHIPS OF THE PARTIES
9.1.1 Insurance Required. CITY and DISTRICT shall maintain self-insurance or
9.1.2 CITY and DISTRICT shall each maintain its current workers’ compensation self-
6
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
workers’ compensation claims arising solely out of an industrial accident or incident
9.2 Indemnities and Relationships of the Parties
9.2.1 CITY’s and/or DISTRICT’s Fire Station Number 8 personnel shall not be considered
9.2.2 Except as otherwise provided for in this Agreement, and notwithstanding the
Commissioners, the LAHCFD’s employees, representatives, agents and volunteers
9.2.3 This Agreement is entered into solely for the mutual benefit of the signatory parties
9.2.4 This Agreement shall supplement and shall not supplant or reduce the scope of any
7
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
9.2.5 This Agreement shall not be construed to create any separate joint powers entity
et seq. Notwithstanding the
ARTICLE 10
TERMS OF PAYMENT/FINANCIAL PROVISIONS
10.1 Wildland Firefighting Season Operating Costs. Except as otherwise provided in this
10.2 LAHCFD shall provide funding to pay for a three-person fire crew at overtime rate of
respectively. LAHCFD shall pay no additional costs and no costs associated with,
10.3 DISTRICT and CITY shall invoice LAHCFD monthly based on services provided
//
8
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
ARTICLE 11
TERMINATION
11.1 Termination for Cause. Without limiting any other remedy that may be available, this
11.2 Termination without Cause. Any Party may terminate this Agreement without cause
11.3 Duties Upon Termination. In the event of termination, and in accordance with all
11.4 Payment upon Termination. DISTRICT and/or CITY shall meet and confer and shall
ARTICLE 12
DISPUTE RESOLUTION
12.1 Mediation. At any time during the term of this Agreement, the Party aggrieved by a
12.2 Governing Law. California law shall govern this Agreement and the interpretation
ARTICLE 13
MISCELLANEOUS PROVISIONS
13.1 Incorporation of Exhibits. This Agreement incorporates each of the exhibits by
9
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
13.2 Assignment. Except as expressly provided herein, CITY, LAHCFD, and DISTRICT
13.3 Notices. All notices, demands or other writings to be given, made, or sent pursuant to
To CITY:CITY MANAGER
To DISTRICT:
To LAHCFD:
FIRE CHIEF
General Manager
P.O. Box 1766
The address to which any notice, demand or other writing may be given or made or
13.4 Compliance with Law. The Parties agree to comply with and abide by all federal,
13.5 Covenant of Further Assurances. The Parties agree that subsequent to the execution
13.6 Waiver of Rights. No Party may waive or release any of its rights or interests in this
particular right shall not constitute a waiver of any other right under this Agreement.
13.7 Interest in Agreement. This Agreement shall not be deemed or construed to confer
//
10
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
13.8 Consents. Approvals, and Modifications.
13.8.1 All consents, approvals, interpretations, and waivers relating to this
Agreement shall bind a Party only when executed by such Party’s Authorized
13.8.2 The City Manager is authorized to approve minor modifications to this
13.9 Entire Agreement. This Agreement constitutes the entire understanding and
13.10 Successors in Interest. This Agreement shall be binding upon and shall inure to the
13.11 Severability. Should any part, term, portion, or provision of this Agreement be
13.12 Nondiscrimination. Each Party and every subcontractor shall comply with the
13.13 Counterparts/Electronic Signature. This Agreement may be executed in counterparts.
11
DocuSign Envelope ID: B0AF66B1-0B84-498A-8C0A-088C82EE8160
CITY OF PALO ALTO
_________________
By: ED SHIKADA
ATTEST:
__________________________________
APPROVED AS TO FORM:
__________________________________
LOS ALTOS HILLS COUNTY FIRE DISTRICT
____________
RREN, President
Board of Commissioners of Los Altos Hills County Fire District
ATTEST:
Date:_____________
CORI VARGAS
District Clerk
APPROVED AS TO FORM AND LEGALITY:
______________
STEVE MITRA
Assistant County Counsel
Exhibits:
Exhibit A: City Real Property Schedule
13
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
EXHIBIT A
CITY REAL PROPERTY SCHEDULE
Fire Station
City of Palo Alto
Palo Alto Station 8 at Foothills Park
14
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
EXHIBIT B
Emergency Management
Real Property
The term "Real Property" shall mean that land and improvements situated thereon consisting of
Apparatus and Equipment
Shall mean the vehicles and tools required to perform the services and duties required by this
DocuSign Envelope ID: F8FE18A6-D53D-4321-BC77-001FA9DBCD54
EXHIBIT C
Method of Calculating Costs to be Paid by LAHCFD
I.The core staffing component of the Not to Exceed Amount is calculated by number of
II.Also to be included in the Not to Exceed Amount are additional hours and days
III.LAHCFD’s total funding contribution shall not exceed the Not to Exceed Amount