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HomeMy WebLinkAboutStaff Report 2512-5768CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, March 09, 2026 Council Chambers & Hybrid 5:30 PM     Agenda Item     8.Approval of Contract Amendment No. 3 to Contract No. C23185922 with Kittelson & Associates, INC. to Increase Compensation by $17,000 to $350,945 and to Extend the Term for an Additional Six Months Through December 31, 2026, for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status - exempt under Public Resource Code section 21080.20. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Transportation Meeting Date: March 9, 2026 Report #:2512-5768 TITLE Approval of Contract Amendment No. 3 to Contract No. C23185922 with Kittelson & Associates, INC. to Increase Compensation by $17,000 to $350,945 and to Extend the Term for an Additional Six Months Through December 31, 2026, for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status - exempt under Public Resource Code section 21080.20. RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 3 to Contract No. C23185922 with Kittelson & Associates, Inc. for professional consultant services in the amount of $17,000, for a revised total contract amount not-to-exceed $350,945, and to extend the term for an additional six-months of service through December 31, 2026 for the City's Bicycle and Pedestrian Transportation Plan Update. EXECUTIVE SUMMARY The City of Palo Alto is currently updating its 2012 Bicycle and Pedestrian Transportation Plan (BPTP) to establish an updated 10-year strategy for bicycle and pedestrian network investments, policies, and programs. Kittelson & Associates INC. (Kittelson) was selected to assist staff with consultant services at a cost not exceeding $333,945. Staff recommends the approval of Amendment No. 3 to Contract No. C23185922 with Kittelson & Associates, Inc., increasing the contract amount by $17,000 for a revised not-to-exceed total of $350,945. This amendment provides the necessary funding for the final milestone of the project: the production of the Final Plan document. During the development of the Draft Plan, the project team undertook several critical but unforeseeable scope changes to ensure the Plan was responsive to community, Pedestrian and Bicycle Advisory Committee (PABAC) and Council direction. These included developing a dual-layered project prioritization framework, pivoting the Draft Plan focus from arterial corridors to a residential "low-stress" bike network, and facilitating additional focus groups and expert facilitated discussion on topics including separated bikeways. Given these changes, additional work is needed to prepare the Final Plan and carry out additional engagement to ensure that the Final Plan is reviewed with PABAC prior to Council presentation. This amendment is required to cover labor associated with preparing the Final Plan and incorporate this final round of feedback into the document prior to Council consideration and potential adoption in summer 2026. BACKGROUND 1. The 2026 BPTP Update aims to incorporate robust community feedback; reevaluate implementation progress from previous plans; determine appropriate prioritization criteria and metrics; and update recommendations for new policies, facilities, and programs. Throughout 2024, the project team completed a comprehensive technical analysis of existing conditions, including Level of Traffic Stress (LTS) and safety data, while conducting extensive community outreach through bike rides, walking tours, and workshops. 2 on October 3, 2025, and the public comment period extended through November 14, 2025. The Draft Plan is the culmination of multiple rounds of community engagement starting in late 2023, including in-person events, online surveys, and meetings with Committees, Commissions and the City Council. In addition to community members providing feedback, PABAC also reviewed and provided feedback on the Draft Plan at their October 7, 2025 and November 3, 2025 meetings, and PTC voted unanimously to 1 Palo Alto City Council Meeting, June 19, 2023. Consent Calendar: Approval of Professional Services Contract with Kittelson & Associates for a Not-to-Exceed Amount of $333,945 for the Bicycle and Pedestrian Transportation Plan Update. CEQA Status: Exempt under Public Resources Code Section 21080.20. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=1172&compileOutputType=1 2 Palo Alto Draft 2026 Bicycle and Pedestrian Transportation Plan, October 2025. https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=b3a03041-bbe5-4afb-8fc6- ee406fed4311 recommend that Council adopt the 2026 BPTP Update on November 12, 2025. 5 On December 1, 2025, Council considered the Draft Plan and near-term projects6. Councilmembers spoke positively about the effort and recommended refinements to proactively address the growth of e-bikes in future facility design, ensure seamless alignment with other City efforts (such as Cubberley Master Plan), and reviewing Comprehensive Plan policies that may limit future safety improvements. City staff are now reviewing community and Council feedback and preparing the Final 2026 BPTP Update. This process will include an additional presentation to PABAC in spring 2026, incorporating final PABAC feedback, followed by consideration of the Final Plan for potential Council adoption in summer 2026. 7 There have been no previous amendments to the not-to-exceed amount of $333,945. ANALYSIS 5 Palo Alto Planning and Transportation Commission Meeting, November 12, 2025. Action Item. Bicycle and Pedestrian Transportation Plan (BPTP) Update: Provide Feedback and Recommend the Draft Plan to the City Council for Adoption. CEQA Status: Exempt Pursuant to Public Resources Code Section 21080.20. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=16610&compileOutputType=1 6 Palo Alto City Council Meeting, December 1, 2025. Study Session: Bicycle and Pedestrian Transportation Plan (BPTP) Update: Draft Plan and Near-Term Projects. CEQA Status: Exempt Pursuant to Public Resources Code Section 21080.20. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=16332&compileOutputType=1 7 Palo Alto City Council Meeting, April 21, 2025. Consent Calendar: Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status - exempt under- California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=16056&compileOutputType=1 updated priority project list as well as recommendations regarding policy frameworks to support a low-stress network and high-comfort approach. Incorporating direction from the Council Study Session on the Draft Plan on December 1, 2025. Facilitating an additional round of community engagement with PABAC review of the Final Plan in Spring 2026. Integrating final public and PABAC feedback into the Plan, where possible. Finalizing all maps, graphic design, and document formatting for the final document for Council presentation. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT Phases 1 & 2 (Visioning and Needs) included public workshops, walking tours, and cycling tours. Feedback during this phase identified safety (particularly for students) as the top priority, as well as strong demand for a seamless, low-stress network that overcomes major barriers like highways and railroads while providing direct connections to schools and transit hubs. Phases 3 & 4 (Recommendations and Draft Plan) included a community workshop, two series of board, commission and committee meetings (January-June 2025) as well as public comment on the Draft Plan (October-November 2025). Feedback during this phase called for a more robust, dual-layered prioritization framework (integrating qualitative and quantitative measures) and a to pivot from a "big streets" to "low-stress network" approach. During the final public comment period, feedback emphasized the desire for 20 mph speed limits on bike boulevards, proactive e-bike policies, and upgrades to Bryant Street corridor. 11 ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: 11 Palo Alto City Council Meeting, December 1, 2025. Study Session: Bicycle and Pedestrian Transportation Plan (BPTP) Update: Draft Plan and Near-Term Projects. CEQA Status: Exempt Pursuant to Public Resources Code Section 21080.20. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=16332&compileOutputType=1 Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 1 of 9 AMENDMENT NO. 3 TO CONTRACT NO. C23185922 BETWEEN THE CITY OF PALO ALTO AND KITTELSON & ASSOCIATES. INC. This Amendment No. 3 (this "Amendment") to Contract No. C23185922 (the "Contract" as defined below) is entered into as of March 2, 2026, by and between the CITY OF PALO ALTO, a California chartered municipal corporation ("CITY"), and KITTELSON & ASSOCIATES, INC. a California corporation, located at 155 Grand Ave. Suite 505, Oakland CA 94612 ("CONSULTANT"). CITY and CONSULTANT are referred to collectively as the "Parties" in this Amendment. RECITALS A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of production of the 2026 Bicycle and Pedestrian Transportation Plan Update, also known as the 2026 BPTP Update, as detailed therein. B. The Parties now wish to amend the Contract in order to extend the term by six months from June 30, 2026, through December 31, 2026, and increase the compensation by Seventeen Thousand Dollars ($17,000) from Three Hundred Thirty-Three Thousand, Nine-Hundred Forty-five Dollars and Five Cents ($333,945.05) to a new not-to- exceed amount of Three Hundred Fifty Thousand. Nine Hundred Forty-Five Dollars, Five Cents ($350,945.05). 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. C23185922 between CONSULTANT and CITY, dated May 30, 2023, as amended by: 1. Amendment No.1, dated November 8, 2024 2. Amendment No.2, dated March 26, 2025 Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 2 of 9 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 4 " NOT-TO-EXCEED COMPENSATION" of the Contract is hereby amended to read as follows: The compensation to be paid to CONSULTANT for performance ofthe Services shall be based on the compensation structure detailed in Exhibit C, entitled "COMPENSATION," including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed, Three Hundred Sixteen Thousand, Two Hundred Ninety-Five Dollars and Fifty Cents Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 3 of 9 ($316,295.50). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled "SCHEDULE OF RATES." Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY. � Optional Additional Services Provision (This provision applies only if checked and a not-to-exceed compensation amount for Additional Services is allocated below under this Section 4.) In addition to the not-to-exceed compensation specified above, CITY has set aside the not-to-exceed compensation amount of Thirty-Four Thousand, Six Hundred Forty-Nine Dollars and Fifty-Five Cents, ($34,649.55) for the performance of Additional Services (as defined below)). The total compensation for performance of the Services, Additional Services and any reimbursable expenses specified in Exhibit C, shall not exceed Three Hundred Fifty Thousand, Nine Hundred Forty-Five Dollars, Five Cents ($350,945.05), as detailed in Exhibit C. "Additional Services" means any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit A. CITY may elect to, but is not required to, authorize Additional Services up to the maximum amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall provide Additional Services only by advanced, written authorization from CITY as detailed in this Section. Additional Services, if any, shall be authorized by CITY with a Task Order assigned and authorized by CITY's Project Manager, as identified in Section 13 (Project Management). Each Task Order shall be in substantially the same form as Exhibit A-1, entitled "PROFESSIONAL SERVICES TASK ORDER". Each Task Order shall contain a specific scope of services, schedule of performance and maximum compensation amount, in accordance with the provisions of this Agreement. Compensation for Additional Services shall be specified by CITY in the Task Order, based on whichever is lowest: the compensation structure set forth in Exhibit C, the hourly rates set forth in Exhibit C-1, or a negotiated lump sum. To accept a Task Order, CONSULTANT shall sign the Task Order and return it to CITY's Project Manager within the time specified by the Project Manager, and upon authorization by CITY (defined as counter-signature by the CITY Project Manager), the fully executed Task Order shall become part of this Agreement. The cumulative Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 4 of 9 total compensation to CONSULTANT for all Task Orders authorized under this Agreement shall not exceed the amount of compensation set forth for Additional Services in this Section 4. CONSULTANT shall only be compensated for Additional Services performed under an authorized Task Order and only up to the maximum amount of compensation set forth for Additional Services in this Section 4. Performance of and payment for any Additional Services are subject to all requirements and restrictions in this Agreement. Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 5 of 9 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 "B" entitled "EXHIBIT B, SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3", AMENDED, REPLACES PREVIOUS. b. Exhibit "C" entitled "COMPENSATION, AMENDMENT NO. 3", AMENDED, REPLACES PREVIOUS. SECTION 5. 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 6. 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.) Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 6 of 9 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 KITTELSON & ASSSOCATES City Manager Officer 1 APPROVED AS TO FORM: By: Name: Dave Mi 7 7 s Title: vice President City Attorney or designee Officer 2 By: Name: Lawrence van Dyke Title: vice President, CFO Attachments: "EXHIBIT B, SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3", AMENDED, REPLACES PREVIOUS. "EXHIBIT C, COMPENSATION, AMENDMENT NO. 3", AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 7 of 9 EXHIBITB SCHEDULE OF PERFORMANCE, AMENDMENT NO. 3 (AMENDED, REPLACES PREVIOUS) CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed ("NTP") from the CITY. Milestones Number of Days/Weeks (as specified below) 1. Prepare Detailed Work Plan and Strategy 6 days 2. Review Policy and Program Documents 30 days 3. Inventory Existing Facility Conditions 140 days 4. Community Outreach 375 days 5. Bicycle and Pedestrian Network Enhancements 125 days 6. Implementation and Funding Strategy 35 days 7. Bicycle and Pedestrian Plan Document 300 days 8. Project Management and Oversight 80 weeks [8J 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. Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 8 of 9 EXHIBIT C COMPENSATION, AMENDMENT NO. 3 (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 (Prepare Detailed Work Plan and Strategy) $3,590.00 Task2 (Review Policy and Program Documents) $9,130.00 Task 3 (Inventory Existing Facility Conditions) $34,655.00 Task 4 (Community Outreach) $90,360.00 Task 5 (Bicycle and Pedestrian Network Enhancements) $71,185.00 Task 6 (Implementation and Funding Strategies) Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 9 of 9 Task 7 (Bicycle and Pedestrian Plan Document) Docusign Envelope ID: B4D1EC1B-F482-4186-A44D-92B194A76706 Vers.: Aug. 5, 2019 Page 10 of Task 8 (Project Management and Oversight) Total for Services and Reimbursable Expenses $316,295.50 Maximum Total Compensation (w/ 10%Contingency) $350,945.05 REIMBURSABLE EXPENSES CONSULTANT'S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder. Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: up to the not-to-exceed amount of: $29,800.00 A. Travel outside the San Francisco Bay Area, including transportation and meals, if specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto's policy for reimbursement of travel and meal expenses. All requests for reimbursement of expenses, if any are specified as reimbursable under this section, shall be accompanied by appropriate backup documentation and information.